Mission & bylaws

Section One. Voting Membership. The voting membership of the Service Professional Advisory Council (SPAC) shall consist of fifteen (15) service professional employees who are in good standing and who have completed at least one (1) year at Northern Arizona University. Efforts shall be made to ensure representation from all Provost and Vice Presidential areas and to reflect the cultural diversity and gender balance of the university population.

1. SPAC members are appointed by the President of the University.
2. Applications for membership in SPAC must be received no later than April 15. Current SPAC members will review the applications and forward a list of nominees to the Office of the President no later than June 1.
3. The President shall not be limited in selection of members to those nominated.
4. SPAC appointments shall be staggered so that approximately one-third (1/3) of the membership positions will be open for appointment each year.
5. The term of office shall be three (3) years and shall begin on July 1.
6. Members shall serve no more than two (2) consecutive terms.

Section Two. Ex Officio Members. Human Resources shall have a designee serving in an ex-officio capacity.

Section Three. Alternate Members. SPAC shall provide for at least five (5) alternate members. Alternate members do not vote, but may participate in discussions, committees, and other business of the SPAC.

Section Four. Absences. Members who cannot attend a meeting shall notify the Recorder in advance of the meeting in order for the absence to be considered an excused absences. Excessive absences of any type may subject a member to removal as a voting member of SPAC.

Section Five. Removal of Members. Voting membership in SPAC may be revoked on the affirmative vote of a quorum if either of the following conditions exist: three (3) unexcused absences ; an inability to attend a majority of the scheduled meetings even if excused

Section Six. Vacancies. In the case of a vacancy, the Chair of SPAC shall appoint a member from the list of alternates to fill the unexpired term of office. The Chair may make such an appointment at a regular meeting of the Council. Appointments are subject to approval of the Council.

1. Members appointed to fill an unexpired term of office shall not be considered as having served a full term if they serve less than eighteen (18) months of the unexpired term to which they were appointed.
2. Members appointed to fill an unexpired term of office shall be considered as having served a full term of office if they serve more than eighteen (18) months of the unexpired term to which they were appointed.

Section One. Regular Meetings. SPAC shall meet at least four (4) times each year. Meetings shall be called by the Chair. Notice of regular meetings must be announced one (1) week in advance and shall be open to all service professional employees. Elections must be announced one (1) month in advance.

Section Two. Annual Meeting. The Service Professional Advisory Council shall call an annual meeting of all service professional staff at least once each fiscal year.

Section Three. Rules of Order. The rules contained in the latest edition of Robert’s Rules of Order shall govern the organization.

Section One. Quorum. Eight (8) voting members of the Council’s appointed membership shall constitute a quorum.

Section Two. Voting. The majority of members present and voting shall determine decisions on questions coming before the Council, except as otherwise specified in the bylaws. Each voting member is entitled to one (1) vote on each issue before SPAC.

Section Three. Voice Voting. Voting shall be by acclamation, except that a majority of members present may request a ballot at any meeting.

Section One. Officers. The officers and executive council shall consist of a Chair, Vice Chair, Recorder, and Past Chair.

Section Two. Terms. Officers serve a one-year term. Officers may serve two (2) consecutive terms by election of the voting membership. As it is customary for the Chair to remain on as the Past Chair for the following year, the Past Chair may serve their term regardless of term limits, and is able to serve in their fourth (4th) or seventh (7th) year on SPAC as a voting member without it being an extension of a three (3) year term.

Section Three. Elections. With the exception of the Chair and Past Chair, all officers are elected at the first regular meeting of SPAC following June 30. The prior year Chair shall become the Past Chair on July 1. The Vice Chair shall become the Chair on July 1.

1. In the event that there is no Vice Chair on July 1 when the leadership changes, there will be an election for the Chair position.
2. If the Chair remains the same as a result of the election, the Past Chair’s position is renewed for an additional year.

Section Four. Resignations. An officer may resign from his/her position provided that such resignation is in writing and delivered to the Chair. Unless otherwise stated in the writing, the resignation is effective upon receipt by the Chair. The resignation of the Chair is effective upon receipt by the Vice Chair and the Past Chair.

Section Five. Vacancies. Any vacancy in an office may be filled at the regular meeting following the announcement of the vacancy.

Section One. Duties of the Chair. The duties of the Chair are as follows:

1. Preside over all meetings of SPAC.
2. Prepare and distribute notices of meetings and distribute meeting agendas.
3. Communicate for SPAC with the administration of the university and with other organizations as required.
4. Serve or supply a proxy from SPAC for membership on other university committees as requested by the university administration.
5. Meet with the Executive Council as needed.
6. Work with the Vice Chair to oversee committees.
7. Perform other duties as assigned by the Council.

Section Two. Duties of the Vice Chair. The duties of the Vice Chair are as follows:

1. Assume the duties of the Chair in the absence of the Chair.
2. Act as treasurer of the committee.
3. Work with the Chair to oversee and assist committees.
4. Perform other duties as assigned by the Council.
5. Become Chair on July 1.

Section Three. Duties of the Recorder. The duties of the Recorder are as follows:

1. Take notes of the proceedings, prepare minutes and distribute to members.
2. Assist the Chair with preparation and distribution of notices and meeting agendas.
3. Maintain and act as custodian of the records and membership rolls of the SPAC, deposit the records of SPAC in the NAU archives on an annual basis.
4. Perform other duties as assigned by the Council.

Section Four. Duties of the Past Chair. The duties of the Past Chair are as follows:

1. Advise the Chair and Executive council as requested.
2. Attend Council meetings and Executive council meetings.
3. Perform other duties as assigned by the Council.
4. The Past Chair will not serve as a voting member on SPAC if they are serving outside of term limits, except to make a quorum or to break a tie vote.

Section One. Ad hoc committees. Ad hoc committees may be appointed by the Chair as needed. Members of ad-hoc committees are not required to be members of SPAC. There must be at least one (1) SPAC member on each committee set up by the Council.

Section One. Amendment. These bylaws may be amended at any regular or special meeting of the SPAC by a two-thirds (2/3) vote of the members present and voting, provided that written notice containing the terms of the proposed amendment has been made at least thirty days prior to the meeting. Amendments must be approved by the President’s Cabinet.

Approved: 2003