Policy 7-300

  1. Section 7-301 Titles of Officers

    The officers of the Council shall be Chairperson, Vice Chairperson, Secretary, Treasurer, Parliamentarian, Historian and Past Chairperson.

  2. Section 7-302 Duties

    1. Chairperson - The Chairperson shall preside at all meetings of the Council and chair the Executive Committee; abide by the stated rules of order when conducting meetings; refer all matters submitted for the Council's attention to the appropriate committee(s) and/or to the President; maintain and update a calendar of events relevant to the Council for the coming year; prepare a written annual report of the past year's activities and progress and make it available to all members of the Council prior to the September meeting; serve as ex-officio member of all Council committees; serve as liaison to the Faculty Senate; to serve as liaison to the President, both keeping the President informed regarding concerns of the Council and seeking the President's support and advice on behalf of the Council.

    2. Vice Chairperson - The Vice Chairperson shall preside over the Council in the absence of the Chairperson or in the event the Chairperson requests the Vice Chairperson to serve during the course of a meeting; assist the Chairperson in performing leadership responsibilities; accept names of persons interested in serving on standing committees and to make appointments on the basis of the person's preference where possible or, in the absence of volunteers, make the necessary appointments to committees in consultation with the Executive Committee; call a meeting of any committee that is not fulfilling its responsibilities, and make and distribute yearly, immediately following appointments, a list of Council committees and their members to all Council members.

    3. Secretary - The Secretary shall be responsible for minutes of each Council meeting, including the distribution of minutes to representatives before or at the next scheduled meeting of the Council; collect, receive, and maintain at a central location, minutes of council meetings, minutes of committee meetings, and annual reports; serve as Secretary for the Executive Committee, keep minutes of the Executive Committee's meetings and notify its members of meeting dates and locations; and maintain the system of overlapping terms.

    4. Treasurer - The Treasurer shall be responsible for all financial aspects of the Council functions, including maintaining accurate records of all Council financial activities, and reporting on these activities at each Council meeting, and for verifying the number of representatives authorized for each voting district.

    5. Parliamentarian - The Parliamentarian shall be responsible for insuring that proper parliamentary rules are followed as outlined in Robert Rules of Order and these procedures; shall maintain these rules in the most accurate form possible; shall Chair the Policy Committee at any time such committee is in place.

    6. Historian - The historian shall be responsible for maintaining copies of any articles, flyers, audio, video, or other forms of recording, that relate to the Council so that these items will be available to current and future representatives and others upon request.

    7. Past Chairperson - The Past Chairperson shall act in an advisory role to assist the current Executive Committee as needed.

  3. Section 7-303 Election

    The Chairperson of the Nominations and Election Committee shall conduct the nomination and election of officers at the September meeting of the Council. The Chairperson, Vice Chairperson, Secretary, Treasurer, Parliamentarian and Historian shall be nominated from the floor, elected, and begin terms at the conclusion of the September meeting. A simple majority of those present and voting at a meeting of the Council at which a quorum is present is required for election.

  4. Section 7-304 Terms of Office

    The terms of office for Council officers shall be one year. A representative shall not hold more than one office at a time, and no representative shall be eligible to serve more than two consecutive terms in the same office. However, a representative who assumes an unexpired term for less than six months, may be elected for two full consecutive terms.

  5. Section 7-305 Unexpired Term

    In the event that the Chairperson is unable to complete the elected term of office, the Vice Chairperson shall assume the vacant office for the length of the unexpired term. In the event that the office of Vice Chairperson, Secretary, Treasurer, Parliamentarian or Historian becomes vacant, a special election shall be held by the Chairperson in order to fill the vacant office for the remainder of the term by a simple majority vote of the members present and voting at a meeting of the Council at which a quorum is present. Such elections may be held at any regular meeting of the Council.

  6. Section 7-306 Transfer of Records

    All papers pertaining to current council business shall be transferred from outgoing officers to incoming officers. The Executive Committee shall insure that all past records of the Council are maintained according to the U. T. Arlington Records Retention Policy.