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I. Duties of Group Representatives
A. Regularly attend all Executive Board (CCEB) and general Conference meetings.
1. If a representative is unable to attend a meeting, s/he should ask another individual
from that group to attend.
2. Provide a brief oral report regarding activities within constituent department(s).
B. Know who their constituents are and where they work. Provide new classified
employees with
information about the Conference, including a bookmark with the CC website
address.
C. Communicate with and inform their constituents of Conference activities
and concerns
and solicit input.
1. Report, either orally or in written form, to constituents after each Executive Board
and general Conference meeting.
2. Informally poll constituents on issues.
D. Encourage constituent participation in library governance.
1. Attendance at general Conference meetings and CCEB meetings.
2. Volunteering to run for office and elective committee positions.
3. Volunteering to be considered for appointive committee positions.
II. Duties of officers
A. Chairperson
1. Acts as official representative of the Conference.
2. Presides at CCEB and Conference general meetings.
3. Reviews reports and minutes to assure that concerns continue to
be addressed until resolved.
4. Meets with the Dean of Libraries and Asst. to the Dean for Personnel (or their designates) once a month or as needed.
5. Schedules the Dean to meet with CCEB as needed.
6. Attends library management meetings.
7. With the Vice-Chairperson and Secretary sets the agenda for CCEB meetings.
8. Delegates tasks as necessary.
B. Vice-Chairperson
1. Assumes the duties of the Chairperson in the latter's absence.
2. Serves as liaison with Conference and other governance bodies:
a. Keeps CCEB informed either by giving a report of a committee's activities or by having a member of that committee attend a CCEB meeting.
b. Informs committees, etc., of Conference charges & concerns.
c. Reminds committees that reports or minutes are due.
d. Collects committee reports or minutes in a timely manner and provides copies at the CCEB meetings.
3. With the Chairperson and Secretary sets the agenda for CCEB meetings.
4. With the Chairperson, may attend meetings with the Dean of Libraries and Asst. to the Dean for Personnel (or their designates).
C. Secretary
1. Arranges Conference meetings (both CCEB and general meetings): time and place;
publicizes this information to CC members in a timely manner.
2. Reviews reports and minutes to assure that concerns continue to be addressed until
resolved.
3. Keeps informed on distribution of classified employees throughout the library system
to assure adequate number of representatives for each group.
4. Keeps current on the number of members of the Conference and the CCEB for
quorum counts.
5. With the Chairperson and Vice-Chairperson sets the agenda for CCEB meetings.
6. Prepares minutes, agenda and additional handouts for all CCEB and Conference
general meetings.
7. Takes minutes during CCEB and general Conference meetings.
8. Provides minutes of all CCEB and Conference general meetings on the CC website within two weeks of a meeting.
9. Prepares and tallies ballots for elections.
10. Shortly after elections, prepares a list of recently-elected officers, group representatives and committee members for publication on the CC website and CC listserv and in eFYI.
11. Arranges to keep the electronic mail lists for classified staff and CCEB current.
12. Deposits Conference minutes and other records with University Archives.
D. Webmaster
1. Unless Duties assumed by a CCEB board member, this person is designated by CCEB to keep CC website current and accurate.
E. Past Officers
1. To provide for orderly transition from one year to the next, past officers should attend the first few meetings of the new Board and be available to assist as necessary.
III. Duties of committee members
A. Attend committee meetings and process committee business.
B. Designate a presiding officer and a recorder.
C. Provide a written report to the Vice-Chairperson at least once a month prior to each CCEB meeting or present an oral report at the CCEB meeting.
IV. The Classified Conference year runs from July 1 through June 30.
V. Terms of office
A. 1 year
1. Group representatives
2. Officers: Chairperson, Vice-Chairperson, Secretary
3. Grievance Committee members
4. Personnel Committee members
B. 2 years
1. CC member on the University Committee on Libraries
2. CC members on joint committees with LFA (overlapping terms)
C. Duration of Committee
1. CC members on Library administrative committees appointed by the Dean or
Associate Dean, e.g., Classified Employee of the Year Award committee
2. CC Members on committees appointed by the Provost, e.g., Committee for the
review of the Dean
3. CC ad hoc committees
VI. Elected positions
A. Group representatives
B. Officers: Chairperson, Vice-Chairperson, Secretary
C. CC member on the University Committee on Libraries
D. Grievance Committee members
VII. Appointed positions
A. By CCEB
1. Personnel committee, (1 year term)
2. Vacancies on joint committees with LFA (2 year terms, overlapping)
3. Vacant positions of Vice-Chairperson and/or Secretary if less than 3 months remain
to be served (remainder of term)
B. By Dean or Associate Dean -- Library administrative committees
from a slate prepared by CCEB (e.g., Classified Employee of the Year Award
Committee)
C. By Provost -- Committee for the Review of the Dean from a slate prepared
by CCEB
VIII. How vacancies which occur during office or position terms are filled
A. Group representatives: an election for the group affected is held
B. Chairperson: the Vice Chairperson assumes the duties of the Chairperson
C. Vice-Chairperson and Secretary:
1. If less than nine months of a term has been served when the vacancy occurs, a
special election is held.
2. If more than nine months of a term has been served when the vacancy occurs,
the CCEB will fill the position by appointment.
D. Committee members: vacancies will be filled by appointment of CCEB
IX. List of Conference and other governance bodies' committees with CC
reps:
A. Conference standing and ad hoc committees: Personnel, Code Change
B. University Committee on Libraries
C. Library administrative committees: Grievance Committee, Classified Employee
of the Year Award Committee
D. Joint committees with Library Faculty Assembly: Staff Development, Planning
and Resources
E. Committee for the review of the Dean
F. KU Classified Senate: If there is no library representative on the Senate,
Vice-Chairperson
establishes a means of communication and reports to CCEB the Senate's activities.
X. Procedure to submit charges to the joint committees with LFA
In July or August, CCEB and LFA Executive Committee decide together upon
the charges.
XI. Possible duties for the Board or the CC Personnel Committee:
A. Set up a mechanism to be alert to news stories related to Classified Staff
welfare and disseminated the location of news to Classified staff in a timely
manner.
B. Check with the Library Administrative Office to compile a current list
of library committees and governance structure and who is assigned to what.
If possible, also determine the purpose/responsibility, frequency of meetings
and composition of committee. Provide list and information to CC membership
and maintain accuracy with periodic updates. Keep website information current
as well.
C. Compile and maintain a current list of CC members and administrative
committees on which they are interested in serving.
D. Compile current organizational charts of departments.
E. Committee for the review of the Dean
F. KU Classified Senate: If there is no library representative on the Senate,
Vice-Chairperson
establishes a means of communication and reports to CCEB the Senate's activities.
XII. Rules of order
The rules contained in the current edition of "Robert's Rules of Order Newly
Revised" may be used to govern the Conference in all cases to which they
are applicable and in which they are not inconsistent with the Code and any
special rules of order the Conference may adopt.
Copyright © 2008 by the University of Kansas
