ARTICLE II -- Officers

The officers of the Committee On Staff shall be a Chairperson, a Vice Chairperson, and a Secretary/Treasurer elected by the Committee On Staff at its Annual Organization Meeting for a term of one (1) year.  The Chairperson shall report all actions and recommendations of the Committee On Staff to the Vice Presidents.  The Vice Chairperson shall assume the duties of the Chairperson when the chair is absent or unable to serve and shall perform such other functions that may be delegated by the Chairperson of the Committee On Staff.  The Secretary/Treasurer shall maintain records of expenses and requisition reimbursements from Human Resources.  They will create the agenda and take minutes of each meeting and any other duties assigned by the Chairperson.  The Committee On Staff may also appoint such additional officers as it may, from time to time, as sees fit.

Chairperson

It is the responsibility of the chair to preside at all meetings (when unable, the Vice Chairperson will preside); to report all actions and recommendations of the Committee On Staff to the Vice Presidents; to appoint chairpersons for Sub-committees; to announce business to be acted upon at each meeting and to represent and stand for Committee On Staff in carrying out its purpose.  Any special meetings are to be called by the chairperson. 

Vice Chairperson

In the event of an absence of the Chairperson the Vice Chairperson will act as Chairperson.  The Vice Chair performs other duties assigned by the Chairperson, keep current on activities of all subcommittees.

Secretary/Treasurer

It is the secretary’s responsibilities to record attendance prepare the agenda, take minutes at each meeting and maintain records of expenses and requisition reimbursements from Human Resources.  The Secretary, Chairperson and Historian will keep a copy of each meeting minutes.  Additionally, distribution of meeting minutes will include: Vice Presidents, Director of Human Resources, Ombudsman and all current COS members, COS Historian, COA, COF, and the Marquette University Retirement Association (MURA) and an electronic format via the COS website.  The secretary is also in charge of obtaining a room for all scheduled meetings.

Correspondence is to be written on Committee On Staff letterhead (excluding minutes) and sent by the Secretary, additionally responsible for the distribution of other correspondence, and the maintenance of the appropriate financial records.

Area Representatives (Areas I – VIII)

Each Area Representative is a liaison between the Committee On Staff and his/her Area.  The representative will keep in contact with his/her Area by listening to those who have questions, concerns, or comments.  All questions, concerns or comments, written or verbal, should be brought to the attention of the Committee On Staff at the next regular meeting.  While there could be pressures from special interest groups, these members should keep in mind the general welfare of the entire support staff as opposed to a small group, which would be benefited.

The Area Representative is responsible for mailing any correspondence (excluding minutes) that is to be sent to the individuals or departments within their Area and welcoming new employees in their Area

Members At-Large

This position should represent the entire University non-union support staff rather than one area.  It should have an overall view of benefits for the entire staff in general.  While there could be pressures from special interest groups, these members should keep in mind the general welfare of the entire support staff as opposed to a small group, which would be benefited.

Historian

The Historian is responsible for gathering materials from all Committee members once a year for transfer to the Committee On Staff archives.  He/she is responsible for cataloging and maintaining all documents; provides the Chairperson and Secretary/Treasurer with a log listing pertinent documents (COS meeting minutes, sub-committee meeting minutes) in the archives; and is responsible for the proper disposal of duplicate materials and dated materials (election ballots, written survey instruments, etc.) such material should be kept for three (3) years.

The Historian may attend all the Committee On Staff meetings as an ex-officio member to provide historical background.  The Historian is appointment by the Committee On Staff and the term of office is determined by the mutual agreement between the appointee and the Committee On Staff.  The appointee must be a past member of the Committee On Staff.

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