Article VI - Officer Expectations and Vacancies

Section 1. Duties and Responsibilities. 

Staff Council officers shall be obligated to uphold and represent the interest of Staff Council and the welfare of the staff, faculty and students of Lamar University.

A. The Staff Council President Shall:

  1. Provide general leadership over all business of Staff Council.
  2. Determine the agenda for monthly Staff Council meetings, in consultation with the Council officers and chairs of standing    and/or special committee(s).     
    Be present and preside over all Staff Council and Executive Board meetings.   
    Keep Staff Council members fully informed on all matters concerning the Council.
  3. Appoint Ad hoc or special committees.
  4. Serve as the official representative and spokesperson of Staff Council where such representation is necessary or desirable. 
  5. Staff Council President may appoint a Council Officer or a current Council member to represent in their place. Refer all matters submitted for the Council’s attention to the appropriate committee(s) and/or to the University President. 
  6. Ensure that projects undertaken by Staff Council are developed, organized, and implemented in an orderly and timely manner.
  7. Act as Parliamentary Advisor, as needed, for all Staff Council committees.
  8. Serve, by appointment, on University committees.    
    Prepare and present, to the Council, an overview of all University committee meetings attended.
  9. Serve as one of the signing officers for the Staff Council purchasing account.
  10. Serve as Webmaster for Staff Council website.    
    Oversee the review and update of Staff Council shared electronic files.
  11. Not be an officer of any other University organization.
  12. Prepare a written annual report of the past year’s progress for distribution at the last Council monthly meeting in August. 
  13. Transfer all files to the incoming Staff Council President no later than September 30. 
  14. Perform such other duties as required.
  15. Serve as ex-officio member of the Staff Council Officers for the year immediately following their term as President provided they continue to serve as an elected Council member.  

 B. The Staff Council Vice President shall:

  1. In the absence of the Staff Council President, be the presiding officer of all Staff Council or Executive Board meetings. 
  2. Assist the Staff Council President in planning the agenda for Staff Council meetings.
  3. Act as Parliamentary Advisor, as needed, for all Staff Council committees.
  4. Be authorized to sign all documents for the Council in the absence of the Staff Council President.
  5. Serve, by appointment, on University committees.     
    Prepare and present, to the Council, an overview of all University committee meetings attended.
  6. Not be an officer of any other University organization.
  7. Assume the role of Staff Council Interim President in the event of a vacancy of the Staff Council President position.
  8. Transfer all files to the incoming Staff Council Vice President no later than September 30. 
  9. Perform such other duties as required.   

 C. The Staff Council Secretary shall:

  1. In the absence of the Staff Council President and Vice President, be the presiding officer of all Staff Council or Executive Board meetings. 
  2. Prepare and distribute agendas for Council meetings. 
    Be responsible for the minutes of all Staff Council and Executive Board meetings. 
    Record minutes at Staff Council meetings and present to the Council for approval. 
  3. Grant excused absences from meetings for members of Staff Council, with justification.
    Maintain accurate records of attendance and advise the Chair of the Nominations Committee of any members who have forfeited membership due to absences.
  4. Be responsible for reserving and securing Staff Council meeting places.
  5. Execute general correspondence as directed. 
  6. Be custodian of all Staff Council records, policies, and proceedings. 
  7. Serve as Webmaster for Staff Council website. 
    Maintain and make updates to Staff Council website, including posting minutes, meeting announcements, upcoming events, and other relevant information.
  8. Serve, by appointment, on University committees.
    Prepare and present, to the Council, an overview of all University committee meetings attended.
  9. Not be an officer of any other University organization.
  10. Transfer all files to the incoming Staff Council Secretary no later than September 30. 
  11. Perform such other duties as required.

 D. Staff Council Treasurer shall: 

  1. In the absence of the Staff Council President, Vice President, and Secretary, be the presiding officer of all Staff Council or Executive Board meetings. 
  2. Be responsible for all financial aspects of Staff Council functions, including processing purchase requisitions according to University policy and regulations. 
  3. Maintain a record of receipts, disbursements, and other financial transactions made by or on behalf of Staff Council. 
  4. Present a financial report at the beginning of the Staff Council term in September and then every quarter afterwards (September, November, February, May, and August). 
  5. Maintain a dual signature role for all Staff Council transactions with the Staff Council President.
  6. Prepare an annual financial statement to be reported to Staff Council at the last Council meeting in August.
    Serve, by appointment, on University committees.
  7. Prepare and present, to the Council, an overview of all University committee meetings attended.
  8. Not be an officer of any other University organization.
  9. Transfer all files to the incoming Staff Council Treasurer no later than September 30. 
  10. Perform such other duties as required.

E. Staff Council Past President shall:

  1. Assume this advisory position at the end of their term as Staff Council President.
  2. Serve as an ex-officio member of the Staff Council Officers for one (1) year. 
    Act in an advisory capacity to Staff Council and Staff Council Officers providing advice, consultation, and support.
  3. Preside at meetings in the absence of the Staff Council President, Vice-President, Secretary, and Treasurer.
  4. Serve as Staff Council Webmaster for two (2) years.  
  5. Maintain and make updates to Staff Council website, including posting announcements, upcoming events, and other relevant   information.
  6. Perform such other duties as required.
  7. In the event the current Past President is no longer a member of Staff Council, the most recent Past President shall assume this role.

Section 2. Vacancies.

  1. Officer vacancies shall be announced immediately. In the event the Staff Council President resigns, the Vice President shall assume an Interim Council President position until filled.  In the event the Council Secretary or Treasurer resigns, the remaining position shall assume an Interim position until filled.
  2. Vacancies shall be filled by special elections called by the Nominations Committee following the same procedures as outlined in Article V, Section 3.