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Executive Committee


The Executive Committee will consider all matters brought forward by staff and make referrals to the proper committees when necessary.

 

TERMS
Officers and Ambassadors are elected for a single one-year term. Executive Committee staff members are eligible for re-election to the same office or another Executive Committee position following the completion of their first one-year term.

 

POSITIONS
The Executive Committee shall consist of five Officers--President-Elect, President, Secretary, Treasurer, Communications Officer, and five (5) Division Ambassadors: two (2) from Academic and Student Affairs, one (1) from Administration and Finance, one (1) from Employment Services and Operations, and one (1) from the President's Office and Advancement/External Relations, plus one (1) alternate for each Ambassador. Alternates will serve if the elected Staff Council Ambassador is not able to represent his/her unit. All Executive Committee members (Officers and Ambassadors) will have the same voting rights. Duties and responsibilities are as follows:

 

President

Summary: Serves as Chair of the Executive Committee, presides at all Staff Council meetings, and enforces all regulations and policies as specified in the Staff Council Bylaws.

 

Duties and responsibilities:

  • Confers with and reports regularly to the President of the University through the Executive Assistant to the President on matters pertaining to the staff, Staff Council, and the University.
  • Serves as representative and spokesperson for the Staff Council, when necessary, at functions/events within the University and the UH System.
  • Identifies items for discussion for each regular and any special Staff Council meeting.
  • Appoints standing and special interest committee chairpersons, as well as members of all standing committees and calls special meetings as required.
  • Approves all expenditures and is responsible for Staff Council fiscal matters.
  • Prepares an annual report of the past year’s activities and progress and makes the report available to the President of the University and all members of the Staff Council prior to the September meeting.

 

President-Elect

Summary: Assists the President in performing his/her leadership responsibilities and replaces the President when required. Oversees all Staff Council standing committees. The person elected President-Elect serves a two-year term: year one as President-Elect and year two as President.

Duties and responsibilities:

  • Stays abreast of Staff Council issues and goals in preparation for the assumption of the Presidency in the following year.
  • Oversees all Staff Council standing committees.
  • Attends New Employee Orientation to promote Staff Council involvement and committee participation.
  • Replaces the President should he/she be unable to complete the current term.
  • Represents the UHD Staff Council on the UH System Staff Executive Council (USSEC).
  • Performs other duties as deemed appropriate by the Staff Council President.

 

Secretary

Summary: Handles the recording and distribution of all minutes of all Executive Committee and Staff Council meetings and all correspondence of Staff Council. Oversees the conduct of Staff Council business to ensure adherence to the bylaws and to Parliamentary Procedure of Robert’s Rules of Order.

Duties and responsibilities:

  • Distributes the agenda for each monthly meeting at least one week prior to the meeting, or as directed by the Staff Council President, and handles all correspondence with all Executive Committee and Staff Council members.
  • Keeps the attendance records of Executive Committee members at meetings of the Council and certifies that a quorum is present.
  • Records minutes of all Executive Committee meetings and Staff Council meetings and collects attendance and minutes report from committee chairpersons from their monthly meetings.
  • Records and proofreads the minutes for the monthly Staff Council meetings and submits the final copy of the minutes to the President of Staff Council, Staff Council members, and the Communications Officer for the Staff Council’s website at least three (3) working days prior to the next meeting.
  • Maintains a permanent record of all Staff Council activities and prepares a yearly calendar of the organization’s activities.
  • Maintains a current roster of Executive Committee members and all other committee members, including but not limited to name, email address, interoffice mail address, telephone number or extension, committee membership, term of office, division they represent, and the expiration date of each member’s term of office.

 

Treasurer

Summary: Maintains the Staff Council’s budgets by processing and reconciling expenditures and revenue transactions on a monthly basis. Provides a financial report of the organization’s financial activities to Staff Council at each meeting.


Duties and responsibilities:

  • Prepares financial documentation to process payments made and revenue received relating to Staff Council expenses.
  • Generates financial reports monthly and provides the Treasurer’s Report to the Staff Council body during monthly standing meetings.

 

Communications Officer

Summary: Designs, develops, and maintains the Staff Council website for the posting and distribution of information about Staff Council events and activities. Provides information to the University Public Affairs Office regarding Staff Council elections, meetings, and activities.  Maintains and provides a central and accessible location for storing historical files of Staff Council events and activities. Manages social media.


Duties and responsibilities:

  • Works with Staff Council leadership to maintain the Staff Council website and keeps the website information current in order to serve the interests of Staff Council members and the University community.
  • Facilitates the posting and distribution of information about Staff Council activities to the University community for reference and viewing (i.e., notes, photography, publications, etc.).
  • Works with the Staff Council Secretary to distribute minutes of Staff Council meetings by using a variety of communication channels, including email, the Internet, and social media.
  • Creates and designs Staff Council recruitment, marketing, and professional media required to support Staff Council sponsored events.

 

Ambassadors and Alternates

Summary: Ambassadors represent the interests of their division(s) and share Staff Council news, events, etc., with their respective staff by conducting quarterly informational meetings.

 

Five (5) Division Ambassadors and five (5) Division Ambassador Alternates will be elected for one-year terms as follows:

  • (4) Academic & Student Affairs
  • (2) Administration & Finance
  • (2) Employment Services & Operations
  • (2) Office of the President and Advancement/External Relations

 

Page maintained by Staff Council

Last updated or reviewed on 10/9/14

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