Staff Executive Council

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BYLAWS OF THE STAFF OF ASHLAND COMMUNITY AND TECHNICAL COLLEGE

ARTICLE I - Organization Name

The name of this organization shall be the Staff of Ashland Community and Technical College, hereinafter referred to as Staff.

ARTICLE II - Objectives/Purposes

The objectives/purposes of the Staff of Ashland Community and Technical College are:

  • To serve as the organizational body for the Staff employees of Ashland Community and Technical College;
  • To promote communication between Staff and Faculty of the College;
  • To foster a spirit of unity and cooperation;
  • To accept and share responsibility with faculty and students in all efforts to attain the stated mission and goals of Ashland Community and Technical College;
  • To provide referrals for individual member concerns and problems to appropriate organizations or personnel;
  • To act in an advisory capacity to the College administration and governance structure;
  • To provide input into the decision-making process on issues affecting Staff and the College;
  • To promote the professional development of all Ashland Community and Technical College Staff Employees.

ARTICLE III - Membership

All persons employed full-time by Ashland Community and Technical College who do not hold academic appointment or have Faculty voting membership shall comprise the Staff membership.

ARTICLE IV – Officers and Representatives Qualifications, Duties, and Term of Office

Section 1: Officers

The elected officers of the Staff Executive Council shall consist of three (3) elected positions: Chair, Vice Chair, and Secretary.

Section 2: Representatives

There will be six elected Service Area Representatives, one elected KCTCS Staff Council Representative, one Ashland Community and Technical College Board of Directors Representative, and one Foundation Board of Directors Representative.

Section 3: Qualifications

Elected Officers and Representatives must qualify as a voting member of the Staff and must have been employed by the College a minimum of two (2) consecutive calendar years.

Section 4: Duties

The Chair shall:

  • Establish Staff Executive Council meeting agendas.
  • Preside at all meetings of the Staff and Staff Executive Council.
  • Enforce the Bylaws.
  • Establish standing, special, and/or ad hoc committees as appropriate.
  • Appoint members and designate chairs of committees.

The Vice Chair shall:

  • Serve as an ex officio member of all committees.
  • Perform the duties of the Chair in the absence of the Chair.
  • Serve as the principal assistant to the Chair.
  • Fulfill any term vacated by the Chair.

The Secretary shall

  • Prepare for distribution and make available for each meeting agenda as directed by the Chair at least two (2) days prior to the meeting.
  • Prepare and make available the minutes of meetings to each Staff member within ten (10) days of meetings.
  • Maintain all agendas, minutes and written communications to and from the Staff for permanent records.
  • Determine quorum at meetings.
  • Distribute ballots for election of Staff Officers and all Representatives.
  • Notify their identified Staff members of upcoming Staff Executive Council meetings.

The elected Service Area Representatives shall

  • Attend all meetings of the Staff Executive Council.
  • Serve to represent their identified Staff members on the Staff Executive Council.

The elected KCTCS Staff Council Representative shall

  • Attend all meetings of the Staff Executive Council.
  • Attend all meetings of the KCTCS Staff Council.
  • Represent the Ashland Community and Technical College staff employees on the KCTCS Staff Council.
  • Prepare and make available to all staff employees a summary of KCTCS Staff Council Meetings.

The elected Ashland Community and Technical College Board of Directors Representative shall

  • Attend all meetings of the Staff Executive Council.
  • Attend all meetings of the Ashland Community and Technical College Board of Directors.
  • Represent the Ashland Community and Technical College staff employees on the Ashland Community and Technical College Board of Directors.
  • Prepare and make available to all staff employees a summary of all Ashland Community and Technical College Board of Directors meetings.

The elected Foundation Board of Directors Representative shall

  • Attend all meetings of the Staff Executive Council.
  • Attend all meetings of the Foundation Board of Directors.
  • Represent the Ashland Community and Technical College staff employees on the Foundation Board of Directors.
  • Prepare and make available to all staff employees a summary of all Foundation Board of Directors meetings.

5: Terms of Office

Elected Council Officers shall serve a one-school-year term. Each term shall commence August 1. Officers shall be eligible for re-election but may not serve more than two consecutive terms in the same office

Service Area Representatives shall serve a one-school-year term to coincide with elected Staff Officers.

The KCTCS Staff Council Representative shall serve a two year term based on the meeting schedule of the KCTCS Staff Council.

The Ashland Community and Technical College Board of Directors Representative shall serve a three-year term.

The Foundation Board of Directors Representative shall serve a three-year term.

In the event that an Officer or Representative, (excluding the Chair), shall take office and for any reason is unable or unwilling to complete his/her term of office, the Chair, with the approval of the Staff Executive Council, shall appoint an interim to fill the vacated office for the remainder of the vacating officer’s term.

Section 6: Resignation

Any elected officer or representative of the Staff may resign at any time. Resignation shall be effective upon the Chair’s receipt of the member’s written notice.

ARTICLE V - Staff Council SERVICE Areas and Area Representation

Section 1 Staff Council Service Areas

The Staff Council membership is comprised of members from six identified service areas.

  1. Administrative Support Services Unit
  2. Business Affairs Unit
  3. Instruction Unit/IPRE/President’s Office
  4. Student Affairs Unit
  5. Institutional Advancement Unit/Public Relations
  6. Community, Workforce, and Economic Development Unit

Section 2: Service Area Representatives

Each of the six Staff Service Areas will elect a Service Area Representative to the Staff Executive Council.

ARTICLE VI - Staff Executive Council Membership, Duties, and Authority

Section 1: Staff Executive Council Membership

The Elected Staff Officers and Representatives shall serve as officers of the Staff Executive Council.

The Staff Executive Council is comprised of the three elected Officers, six elected Service Area Representatives, one KCTCS Staff Council Representative, one Ashland Community and Technical College Board of Directors Representative, and one Foundation Board of Directors Representative. Article IV defines the Officers and Representatives, their qualifications, duties, and terms of office.

Section 2: Duties

The duties of the Staff Executive Council shall be

·         To establish Staff meeting agendas.

·         To conduct a monthly meeting of Staff Executive Council.

·         To act appropriately and timely on all matters of Staff concerns presented to the Staff Executive Council for consideration.

 ·         To initiate necessary studies and take the appropriate actions to conduct these studies. 

·         To report the Executive Board's decisions and advisory actions to Staff membership in a timely manner. 

·         The Chair shall submit to the appropriate College authority all written recommendations and/or resolutions which have been approved by the Staff Executive Council.

 Section 3: Authority

When an Area Representative receives a written communication from Staff requesting consideration, advice, or action, the representative will present such requests at the next scheduled Staff Executive Council meeting.  The Staff Executive Council will consider and advise on the concern.  The Area Representative shall report the Staff Executive Council’s decisions and actions to those whom he/she represents within two (2) business days after the meeting.

The Staff Executive Council is empowered by the Staff membership to make decisions on behalf of Staff membership and report their actions at the next scheduled Staff meeting.  The decisions made by the Staff Executive Council may be brought before Staff membership for reconsideration.  Reconsideration of a Staff Executive Council decision shall be requested by a majority vote of Staff membership.  A simple majority vote by those in attendance at the meeting when reconsideration is presented is required to rescind any action of the Staff Executive Council.

ARTICLE VII – Meetings and Governance

The Ashland Community and Technical College President and Faculty Chair shall have a standing invitation to attend all Staff meetings.

Section 1: Staff Meetings

Regular meetings of the Staff shall be scheduled on a seasonal basis: spring, summer, and fall, or more frequently if necessary.  Special meetings may be called by the Chair with consent of the Staff Executive Council.  Any three (3) Staff members may, in writing, petition the Staff Executive Council for a special meeting of the Staff.

Section 2: Staff Executive Council Meetings

The Staff Executive Council shall meet monthly during the academic school year or more frequently if necessary.  Individuals may be invited to attend for the purpose of advice or clarification on an issue.  Special meetings may be called by the Chair or by any two members of the Staff Executive Council by notifying the Chair.

Section 3: Notice of Staff and Staff Executive Council Meetings

Notice of the time and place of all regular meetings of Staff will be provided by the Staff Secretary by e-mail and/or written notices.  Notice of the time and place of all special meetings shall be prepared by the Secretary and made available to each Staff member as soon as possible before such meeting.  All notices of special meetings shall state the purpose of the meeting. 

Notice of the time and place of all regular meetings of the Staff Executive Council will be provided by the Staff Secretary by e-mail and/or written notices. 

Section 4: Voting

All voting members of the Staff shall be entitled to vote on any issue brought before any regular or special meeting of the Staff.  The personal vote of a simple majority (51%) of members present shall decide any issue, except where these Bylaws require a greater majority.

Section 5: Quorum

A simple majority (51%) of the members of the Staff shall constitute a quorum for the transaction of business.  The Staff may not transact any business until a quorum has been secured, but may take any actions required to adjourn the meeting without further notice.

Section 6: Non-voting Participation

For the purpose of reports and other discussion, upon recognition, the Chair shall extend invitations to non-voting guests or non-Staff members to participate in meetings of the Staff.  These guests have no voting rights.

Section 7: Agenda

Items for the agenda shall be submitted by any member of the Staff through their elected Area Representative or to any member of the Staff Executive Council.  The agenda may be amended at the beginning of any meeting to permit the introduction of unanticipated voting items.  A two-thirds (2/3) vote of the majority of those present is necessary to amend the agenda.

ARTICLE VIII - Removals from Office

Any person holding a position elected by Staff Membership may be removed upon a two-thirds (2/3) vote of no confidence by the voting members of the Staff.  Any Area Representative may be removed upon a two-thirds (2/3) vote of no confidence by the area he/she represents.

ARTICLE IX - Elections

Section 1: Time

Election of Officers of Staff Representatives shall take place during the month of April of each year.  The newly-elected officers and representatives are to assume office during the month of August.

Section 2: Procedures

During the Fall meeting of the Staff, the Chair will appoint a Nominating Committee that will be given the task of developing a slate of officers to present during the Spring meeting.   Online voting will take place after the Spring meeting, and the voting window will be open for one week.  The Secretary will report the results of the vote. 

Section 3: Votes Required to Elect

A simple majority (51%) of votes cast by eligible members shall elect.

ARTICLE X - Amendment of Bylaws

These Bylaws may be amended by a majority vote of Staff members present at any Staff meeting provided the Staff membership has been notified in writing of any proposed amendment at least thirty (30) calendar days prior to the vote to amend.

ARTICLE XI - PARLIAMENTARY AUTHORITY

Section 1: Meeting Governance

The rules contained in the Roberts Rules of Order: Newly Revised shall govern the Staff and Staff Executive Council in all cases to which they are applicable and in all cases shown to be consistent with these Bylaws.

 

ACCEPTANCE OF BYLAWS

As Revised this 1st day of January 2004

I, duly elected and acting Chair of the STAFF OF ASHLAND COMMUNITY AND TECHNICAL COLLEGE, hereby certify that the foregoing Bylaws constitute the Bylaws of the Staff as accepted at a meeting of the Staff on this 1st day of January 2004.

 IN WITNESS WHEREOF,

 I here to subscribe my name on this 1st day of January 2004.

 

__________________________

Chair
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