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The purpose of the Staff Councils is to provide a forum in which administrators and staff discuss and make recommendations concerning University issues, to the President, senior leadership, and the Staff Affairs Committee of the Board of Trustees. The Councils will strive to facilitate communications between their members and Pace faculty, students, and administration. The Councils will take an active role in working with senior leaders to improve all aspects of the staff experience at Pace. The Councils will foster and support the personal and professional development of its members.

There are two staff councils at Pace University, one for New York City staff and one for Westchester staff (inclusive of Pleasantville, White Plains, and Valhalla). Fully remote employees may be members of either Council. The Staff Councils are open to all employees in staff titles (full-time or part-time) at Pace University. Seasonal and student workers are not eligible. Any member may attend meetings for either location.

The voting membership of each Council shall consist of all full-time employees in staff titles whose primary campus falls under that Council (i.e. those whose primary campus is New York City may not vote at the Westchester Staff Council, and vice versa). Attendance and participation in meetings are open to all employees with staff titles. Voting members will try to represent the interest of other staff not considered voting members. Elected officers, and all committee representatives must be employed in a full-time staff role whose primary location falls under that Council at the time of their election.

Each Council will hold monthly meetings during the academic year. Meetings may be in-person, virtual, or hybrid, as determined by the Officers.

The Officers may decide to hold joint staff council meetings. Such meetings will be virtual to allow all members to attend.

Special meetings may be called by the co-chairs of either Council at their discretion.

A Quorum is only needed when there is a voting issue before either Council. A Quorum of at least 20 voting members is required for a binding vote, whether the vote is electronic or in person.

Members of Staff Councils who are full-time employees may be elected or appointed to serve on university committees.

The following are the standing committees with representation from Staff Councils:

University Budget Committee: One Chair or Co-Chair from each Staff Council, two (2) in total will attend meetings of the University Budget Committee¹. The Staff Council representatives will have one (1) vote. Staff Council representatives will have one (1) vote. Staff Council representatives will also attend the Compensation Subcommittee, where they will also have one (1) vote.

¹Pending update of Faculty Handbook. In the current version, Staff Council leadership has one member and one vote.

University Benefits Advisory: Each Staff Council shall provide three (3) representatives to the University Benefits Advisory Committee. The University Benefits Advisory Committee provides information on benefits to the Compensation Subcommittee of the University Budget Committee. University Benefits Advisory Committee membership is determined as follows:

• The Staff Council Officer serving on the University Budget Committee is one representative from each Staff Council.
• Two elected representatives from each Staff Council. Elected representatives will serve for a two-year term which may be renewed. Elections are held in the Spring.

Staff Affairs Committee of the Board of Trustees: Per the By-Laws of Pace University Board of Trustees, one (1) representative from the Staff Councils shall be appointed to serve on the Staff Affairs Committee of the Board of Trustees. The appointed member is expected to:

• Attend both Westchester and New York Staff Council Meetings where possible. If that is not possible, the appointee should thoroughly review the Staff Council meeting minutes and follow up, as necessary.
• Be prepared to understand and represent staff from all locations at the Staff Affairs Committee meeting which meets twice per year.
• Report back to both Councils following each semi-annual Staff Affairs Committee meeting, either with a verbal report at the next meeting or via a written memo to each Staff Council.
• Be prepared and professional in their interactions with Trustees.

Eligible candidates must be a full-time staff member who is a member of either Staff Council. They cannot be in an elected leadership role in either Staff Council while serving as the staff representative to the Staff Affairs Committee of the Board of Trustees. Prior attendance at either staff council meetings is recommended but not required.

The Staff Affairs representative serves a term of three (3) years. At the end of three (3) years, Staff Council leadership submits nominations (2 from each council) to serve. Nominations are submitted to the President's Office. The President's Office selects from those nominated. The staff member who previously served may be one of the nominees.

Other University Committees: The Staff Councils may provide staff representatives to University Committees as requested by the President, Provost, or other university leaders.

Each Staff Council member elected or appointed to serve on any university committee in their capacity as Staff Council member is required to report back to the Staff Councils on information shared at the committees. This reporting should be at least once per academic year. Reports may be written or verbal. All reports will be shared with both Staff Councils. Those serving on committees are also required to bring concerns and input from the Staff Councils to the committee.

The Pace University President shall appoint a member of Operations Committee to be the Executive Sponsor of the Staff Councils. The Executive Sponsor may be any senior administrative leader, excluding the VP of Human Resources. The Executive Sponsor attends all Staff Council meetings, reports back to Operations Committee on key issues, and advises Staff Council leadership on institutional initiatives. The Executive Sponsor will serve a term of at least two (2) years. Reappointment is at the discretion of the Chief of Staff, Office of the President in consultation with the Staff Councils' leadership.

Officers of the New York Staff Council shall consist of four (4) members: Co-Chairs (2), Secretary, and Treasurer.

Officers of the Westchester Staff Council shall consist of five (5) members: Co-Chairs (2), Secretary, Treasurer, and a staff liaison from the White Plains campus as an officer.

Tenure and Eligibility

• Officers shall be nominated and elected for a term of two (2) years. Officers may not serve more than four (4) consecutive terms in the same position.
• Except for the case of inaugural Co-Chairs, nominees for Co-Chairs must serve at least one (1) term as a Secretary or Treasurer, or as a committee representative before being eligible for election to a co-chair role.
• The roles of Secretary and Treasurer are open to any voting members of the Councils.

Duties of Officers

Co-Chairpersons:

• Preside at each Council meetings.
• Represent the Staff Councils at the Board of Trustees Staff Affairs Committee.
• Call special meetings at their discretion, or when petitioned in writing by ten (10) members of either Council.
• Make provisions for reassignment of necessary duties of absent members.
• Make necessary purchases in accordance with university policies and procedures.
• Enforce the Charter of the Councils.
• Form committees as needed.
• Carry out assignments and instructions given to them by vote of the Council.
• Perform such other duties as customarily pertain to the office of the Chairperson.
• Supervise all elections.
• Attend Management Council meetings and report back to Staff Council.
• Attend Location Faculty Council meetings and report back to Staff Council, or leadership may appoint a Staff Council member.

Secretary:

• Keep a record of the proceedings of all meetings.
• Issue notices and agendas of forthcoming meetings.
• Issue copies of the minutes of the previous meetings prior to the next scheduled meeting.
• Email announcements and information that are sent to Management Council.

Treasurer:

• In the case of budgetary allocation, maintain a check on expenditures.
• Works closely with the HR budget director or designee

Each Council holds elections as follows: Elections are held in the last meeting of the spring term. Election of officers shall be by plurality. Nominations from the floor and self-nominations will be accepted.

Election of leadership positions will be staggered, so that at least two (2) of the four (4) leaders will overlap with newly elected leadership.

Nominees must submit a written and/or recorded video statement to the Staff Council Leadership at least one week prior to the election to introduce themselves to the Councils and their interest in serving.

Ballots will be electronic and will remain open for two (2) days before and after the last meeting of the Spring Term to allow for the maximum number of staff to vote.

This charter must be approved by majority vote of each Council. At least 20 members of each council must cast a vote. The Charter will be reviewed every five (5) years to ensure that the processes are consistent with university operations.

Added to the section titled Approval of Charter:

Amendments to the Charter based on changes in University By-Law or to the Faculty Handbook may be made with approval of the Staff Council leadership. Amendments are to be noted in an addendum.

Per amendment to the Faculty Handbook, approved by New York Faculty Council and Westchester Faculty Council in December 2024. The section titled University Budget Committee is replaced with the following.

University Budget Committee: One Chair or Co-Chair from each Staff Council, and one representative from the White Plains campus, three (3) in total will attend meetings of the University Budget Committee as voting members. Staff Council representatives will also attend the Compensation Subcommittee as voting members.