Leadership Group Officers

Roles and responsibilities

The Leadership Group will continue to review and update these roles annually and more often if needed.

Serve as the primary representative and contact for the Leadership Group (LG), which establishes priorities and is responsible for making strategic decisions.
Facilitate the LG meetings.
Drafts the LG meeting agenda and sends to the other officers a week before each meeting to confirm the meeting priorities.
Lead annual review process for MOU with the organizational home.
Oversees the LG elections as described in the process above.
Meet quarterly with the Director of Community Supported Programs to check in on staff activities.

Become familiar with the duties of the LG Chair and fill in for the Chair at LG meetings when necessary.
Be willing to serve as the Chair in the following term, if elected.
Check with the LG Chair, Secretary and Treasurer a week before each LG meeting to set meeting agendas.
Advise Chair on policies and procedures.
Serve as “parliamentarian” during the LG meetings to ensure that processes are followed.

Manages the finances of the VIVO Project and serves as the contact for questions about budget and finances.
With other officers, create the annual budget and gain approval by the LG by mid-April.
Approve expenditures with LG Chair.
Present the financial statement to the LG quarterly.
Review funding strategies and present to the LG.
Check with the LG Chair, Secretary and Vice Chair a week before each LG meeting to set meeting agendas.

Take minutes of LG meetings and publish on the wiki before the next meeting. Correct minutes as necessary.
Administer and document the voting process and report vote results.
Check with the Chair, Vice Chair, and Treasurer a week before each LG meeting to set meeting agendas.
Organize the maintenance of project documents such as the Project Charter and the annual Memo of Understanding with LYRASIS.

Elections for three Community Members and the Bronze representative conclude by the end of September.
In early October, planning begins for the new LG starting in November:

The current Chair announces the new LG members.
The Secretary invites the group to the first meeting of the year during the last week in November.
The Chair asks the group for nominations for the new Chair, Vice Chair, Secretary and Treasurer; self-nominations are encouraged.
The Secretary announces the election dates to the group.

Nominations stay open for the month of October. The Chair checks with each nominee to ensure they are willing to serve.
The election is open from October 1 to 15 or thereabouts. The new officers are announced after the election is closed. The former Chair can provide an orientation for the new officers if necessary.
The new officers are in place to facilitate the first meeting of the new term.

Any voting leadership group member except representatives from the organizational home would be eligible to serve as an officer.
No single institution may have more than one representative serving as an officer during the same term.
To offer opportunities for newer leaders, each officer shall serve no more than two consecutive terms in the same position. Members can serve as officers for additional terms.

If an officer steps down before their term ends, the LG refers to the officer election results and asks the runner-up to serve for the remainder of the term.
If the officer ran unopposed, the Chair will ask the group for nominations. An election will be held if two or more members are nominated.
If the Chair steps down before the end of the term, the Vice Chair becomes the Chair for the remainder of the term. The Vice Chair seat is filled as for other officers.