The Council year shall be from June 1st through the following May 31st.
Nomination and Election of the Fifteen Elected Employee Representatives
An annual election for membership on the Council shall be held during the month of June.
The Election Committee shall consist of three (3) current Council members who are not candidates.
The Election Committee shall be responsible for conducting the election within the framework of the provisions outlined in the following:
The Election Committee shall prepare a time line of specific dates for holding the election and shall submit the time line to the Council for its consideration and approval at a regular meeting.
All employees eligible to vote shall be notified of the election.
All eligible employees shall be given the opportunity to petition for candidacy.
Election of members to serve on the Council shall be by secret ballot.
Official ballots shall be prepared by the Human Resource Office. Elections shall be held online for 3 days and for 1 day in a centralized on-campus location. The Human Resources Office will notify those eligible to vote of the times, mediums, and locations. In the circumstance that the number of nominees equals the number of open seats, the election shall be held entirely online.
Newly elected members of the Council shall be seated at the first meeting of the Council year.
The term of office for members shall be two (2) years.
All ballots shall be counted and tabulated by the Human Resource Office and the Election Committee.
In the event of a resignation, termination, or vacancy, with at least six (6) months of the term remaining:
- The president shall contact the candidate with the next largest quantity of votes from the previous election to fill the unexpired term.
- The term of office for the replacement Council member shall be the unexpired term of the vacancy.
- If there are no available candidates from the previous election, nominations may be made from the Council floor. After nominations and acceptance, a secret ballot election shall be conducted at the next meeting. A replacement shall be elected by a simple majority.
President: The Council member serving as President:
- Presides at all meetings and enforces the obligations imposed by the Constitution and Bylaws of the Council;
- Votes in regular Council meetings;
- Develops and distributes the agenda for each Civil Service Advisory Council meeting at least five (5) days in advance of the meeting;
- Calls special meetings of the Council as necessary, or at the request of three (3) Council members;
- Appoints staff representatives to campus committees upon request between meetings of the Council. Such appointments are subject to approval of the Council at its next meeting and,
- Represents the Council on the General University Employee Advisory Committee.
Vice President: The Council member serving as Vice President:
- Presides and assumes all responsibilities of the President, in the absence of the President;
- Coordinates the systematic filling of all committee vacancies;
- Chairs the annual CSAC Election Committee;
- Serves as an alternate to the UIS Campus Senate, should the representative be absent; and,
- All other duties related to the office of Vice President
Secretary: The Council member serving as Secretary:
- Presides and assumes all responsibilities of the President, in the event of the absence of the President and the Vice President from any meetings of the Council;
- Records minutes of the Council for distribution to member within ten (10) days following the meeting, when possible; and,
- Performs all other duties relating to the office of Secretary.
Treasurer: The Council member serving as Treasurer:
- Performs duties associated with fiscal responsibility.
Only shall conduct correspondence relating to the Council; and
A copy of correspondence written by elected officers shall be sent to the Secretary for the permanent record.
At the end of their terms of office, they shall turn over to their successors all records pertaining to the Council.
Special groups can be added or dismissed from the Council by a majority vote of the Officers.
Each special group shall determine one representative member to serve on the Council unless the Council Officers feel there is a need for more than one representative.
Special group representatives shall give a monthly report of actions taken by their group. The representative should also report to the Council any programs or items under discussion by their groups that might affect staff employees.
Special group representatives should attend full Council meetings. As stated in Article IV of the Constitution, a vacancy shall be declared should a special group representative miss three (3) consecutive Council meetings.
Regular Meetings of the Council
Meetings. The Civil Service Advisory Council shall meet at least monthly.
Rules of Order. The rules of parliamentary procedure, as stated in “Robert’s Rules of Order” shall govern all regular meetings of this Council and its committees.
Special Meetings. Special meetings of the Council may be called at any time by the Director of Human Resources, or by the CSAC President or by any three of its members.
Committee Meetings. All Committees shall be subject to the call of their respective chairs, or at the request of the President of the Council.
Quorum. A simple majority (50% + 1) of the Council members shall constitute a quorum authorized to conduct any business duly presented at any meeting of the Council.
Voting Requirements. Only those proposals pertaining to the regular business of the Council shall require a vote. A simple majority vote by the members present at a meeting shall carry a motion, except a motion to amend, alter, annul, or suspend the Constitution and Bylaws which shall be in accordance with Article VII of the Constitution.
Proxy Voting. Voting by proxy is permitted provided the proxy is written, dated, and signed by the absent Council member. The written proxy is to be presented to the person chairing the meeting prior to a vote being called.
[A proxy is a written note, giving one council member the authority to vote for another in their absence]
Absentee Ballots. In the event that a ballot vote occurs absent Council members shall be able to vote via absentee ballots. The absentee ballots must be delivered to the person chairing the meeting prior to the vote being called.
Executive Session. It is the prerogative of the President to adjourn to Executive session to discuss pertinent business.
All monies available to the Council shall be handled in accordance with the University of Illinois Business & Financial Policies and Procedures.