Classified Staff Senate

Officer's Duties

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The officers of the Classified Staff Senate, Chairperson, Vice-Chairperson, Secretary (Co), and Treasurer, will be elected by Senate members at the first meeting in June of the new Senate. The term of office shall be one year and an officer may be elected for one successive term in the same office. A member may not hold more than one concurrent office in the same term. The following are descriptions of the duties/responsibilities of each officer but are not necessarily limiting to each office.

Chair

1.1  Attend all CSS meetings in accordance with Article 1 Section 4.0, and Executive Committee meetings.

1.2  Oversee, moderate and lead meetings.

1.3 Will call Executive Committee meetings regularly and as may be deemed necessary. Establish the agenda in conjunction with the Executive Committee and verify the minutes prepared by the CSS secretary who will then forward them in a timely manner for distribution to all Classified Staff at least seven days prior to next CSS meeting.

1.4    Will submit a formal list of current senate members to the President after the spring election requesting a letter be sent to their respective supervisors granting release time for all senators to attend CSS meetings and other pertinent University meetings/ committee sessions.

1.5   Compose and send correspondence pertaining to the Senate as necessary.

1.6   Will serve on the Coordinating Council of the Senates (comprised of the four senate chairs) pursuant of the University Governance Constitution Article VII. A representative may be appointed to the Coordinating Committee if the Chair is unable to serve.

1.7   Represent the CSS at all University functions and activities such as Convocation, General Meeting and other social occasions.

1.8   Will provide guidance when requested by Committee chairs.

1.9   Will maintain and house the CSS archival files

Vice Chair

The Vice-Chairperson shall perform duties as delegated by the Chairperson. In the temporary absence or disability of the Chairperson, the Vice-Chairperson shall have all powers and shall perform all the duties of the Chairperson.

2.1     Attend all CSS meetings in accordance with Article 1 Section 4.0, and Executive Committee meetings.

2.2     Provide advice and counsel to the Chair on all CSS matters.

2.3  Will work closely with the chair so that the vice-chairperson will be well informed of the business of the senate.

2.4  Will monitor attendance at CSS meetings in accordance with ARTICLE I, Section 4 of the Bylaws.

2.5  Will chair the Classified Staff General Meeting Committee as described in the University Governance Constitution, ARTICLE VI, Section 5.0.

Secretary

The Secretary shall be responsible for transcribing, typing and distributing the minutes of CSS meetings.

3.1  Attend all CSS meetings in accordance with Article 1 Section 4.0, and Executive Committee meetings.

3.2  Provide advice and counsel to the Chair on all CSS matters.

3.3  Secretary takes meeting minutes at all senate meetings and Executive Committee Meetings and finds substitute in advance of absence.

3.4  Meeting minutes are to be prepared and sent via electronic means to the senate for review at least 7 days prior to the next scheduled meeting.

3.5  Agenda is to be created and approved by Executive Committee at least 7 days prior to the next scheduled meeting. 

3.6  Approved agenda and amended minutes must be emailed to CSS, Ex-Officio, and other Senate Chairs at least 3 days in advance of next scheduled meeting.

3.7  Coordinate with technology committee to ensure minutes are posted to and available on the CSS website.

3.8       Maintain official file of meeting agendas and notes.

Treasurer

The Treasurer’s function shall be to keep a record of revenue and expenditure of the Senate account and report to CSS at regularly scheduled meetings.

4.1  Attend all CSS meetings in accordance with Article 1 Section 4.0, and Executive Committee meetings, Shall provide a copy of the Treasurer’s report to all senate members via electronic means or hand out.

4.2 Provide advice and counsel to the Chair on all CSS financial matters.

4.3 Keep a record of all the financial transactions of the CSS and report these to the Senate at their regularly scheduled meetings.

4.4  Initiate and prepare check requests and all other appropriate forms necessary for paying invoices incurred by the CSS.

4.5  Monitor the operating expenses of the Senate which are charged directly to the President’s account. (When senate members use the President’s account, they will notify the treasurer and forward backup copies of these expenses for the treasurer’s records.)  Keep a record of the “USM Classified Staff Gifts” (a/k/a “Donate an Hour”) fund’s revenues and expenditures. Senate members will inform the treasurer of all transactions made to this account as well.

4.6  Prepare/Compile CSS Committee budget requests by June meeting for Chairperson to present at June meeting to be voted on by the new senate.