Bylaws

Section 1: Name and Purpose

• The organization shall be known as the Monarch Staff Senate at Old Dominion University (ODU).
• The Monarch Staff Senate serves to promote communication, advocacy, and development of Monarch Staff in alignment with the purposes outlined in the Constitution.

Section 1: Detailed Eligibility
Membership is open to Monarch Staff who have been employed at ODU for at least one year, excluding those in the University President's Cabinet.

Eligibility for Senators includes a demonstrated commitment to representing Staff interests.Monarch Staff Senate Constitution & Bylaws

Section 2: Membership Rights and Responsibilities
Members have the right to vote in elections and participate in Monarch Staff Senate activities. Responsibilities include engaging in Monarch Staff Senate initiatives and adhering to attendance requirements.

Section 1: Detailed Senator Responsibilities
Senators communicate Monarch Staff Senate decisions, represent Staff concerns, facilitate forums, and participate in committees. They assist in Staff onboarding and promote engagement.

Section 2: Officer Responsibilities

• President: Presides over all meetings, represents the Monarch Staff Senate, ensures execution of initiatives, appoints committee chairs, and performs other duties as necessary.
• Vice President: Assists the Monarch Staff Senate President, assumes duties in the absence, oversees committees, and serves as Parliamentarian.
• Secretary: Manages Monarch Staff Senate business and financial records, correspondence, attendance, and meeting agendas.
• Communications Coordinator: Manages website and social media, and coordinates outreach materials.

All Officers are responsible for ensuring a smooth transition to their successor and an orderly transfer of records.

Section 3: Non-Voting Members’ Roles

• Advisors: Provide expertise and support without voting rights.
• Ex Officio Members: Serve as liaisons, offering departmental insights.

Section 1: Meeting Procedures

• Regular meetings occur at least twice per semester, with agendas distributed five (5) days in advance.
• Special meetings require notice stating the purpose and are called with three (3) days’ notice.

Section 2: Decision-Making Process
Decisions require a quorum and a simple majority vote of present Senators.

Section 3: Agenda and Order of Business
Standard agenda includes Call to Order, Quorum Confirmation, Approval of Minutes, Reports, Old and New Business, Open Forum, and Adjournment.

Any Senator or committee may submit items for inclusion in the agenda to the Secretary.

Guest speakers or presenters must be approved in advance by the Executive Board.

The Communications Coordinator is responsible for posting agendas to the Monarch Staff Senate website and notifying Senators; if unavailable, duties revert to the Secretary.Monarch Staff Senate Constitution & Bylaws

Section 4: Record Keeping and Transparency
Minutes recorded by the Secretary are reviewed and approved, then made publicly accessible on the Monarch Staff Senate website. The Policies and Governance Committee shall maintain records of nominations, ballots, and results for a period of two years.

Section 1: Nomination and Election Process
Nominations open thirty (30) days prior to the elections, with submissions required by the deadline.

The Policies and Governance Committee verifies nominations and manages the process.

Section 2: Voting Procedures
Conducted electronically or in person to maximize participation.

Runoff elections for ties occur within ten (10) business days; unresolved ties are settled by drawing lots.

Section 3: Filling Vacancies
Vacancies are filled by the runner-up from the last election or by a special election if needed.

Section 1: Formation and Structure
Committees are formed by the Executive Board, requiring at least three (3) members to operate.

Section 2: Duties and Reporting
Committees operate under a charter, meet regularly, and provide updates at Senate meetings. Annual reports summarize activities.

Committee charters are composed upon the creation of and implementation of said committee.

Section 1: Budget Development
The Secretary develops budgets as needed, with Executive Board input, requiring Monarch Staff Senate approval.

Section 2: Financial Oversight
Prepares financial reports to ensure transparency and compliance as requested.

Section 1: Proposal Process
Proposed amendments require Executive Board review and supermajority vote for adoption. Proposals must be submitted in writing to the Executive Board for initial review.Monarch Staff Senate Constitution & Bylaws

Section 2: Review and Approval
After review, the proposed amendment is presented to the Monarch Staff Senate for discussion. Amendments that materially alter the structure, authority, or function of the Senate must also be approved by the University administration.

Section 3: Voting
Amendments to the Bylaws must be approved by a simple majority vote of the present Senators during a regular or special meeting where the amendment is on the agenda.

Notice of the proposed amendment must be distributed to all Senators at least fourteen (14) days in advance of the meeting.

Section 4: Documentation
Approved amendments are incorporated into the current Bylaws document promptly.

A historical record of amendments, including dates of adoptions and brief descriptions, is maintained by the Secretary and made available to all members.

The Secretary maintains complete and accessible records of Monarch Staff Senate activities. The Policies and Governance Committee shall maintain records of nominations, ballots, and results for a period of two years.

Disputes are resolved through Executive Board mediation, ensuring fairness and transparency.

Appendix A: Historical Notes

[Any historical context or notes about major changes]