College Council Constitution
Constitution of the College Council of
Glen Oaks Community College
(Adopted September 7, 2012)
(Revised September 12, 2014)
Preamble: The College Council of Glen Oaks Community College exists to support the mission, vision and values of Glen Oaks Community College.
The College Council of Glen Oaks Community College is a representative body of the college on behalf of faculty, staff and administration whose purpose is to develop, align and integrate planning processes to facilitate positive change in the institution and to model continuous quality improvement (CQI) principles with the following:
- Help develop and provide oversight for the Strategic Plan:
⚬ Identify, prioritize and coordinate specific strategies for implementation,
⚬ Provide direction for the creation of Core Strategy Committees, and
⚬ Assess, coordinate, monitor, prioritize and adopt Core Strategy Committees.
- Monitor institutional effectiveness, accreditation and quality improvement initiatives.
- Serve as a communication and a recommendation body for the college and constituencies.
- Provide a forum for ideas and discussion without retribution.
Section 1: Composition
A) Membership consists of representatives from each employee group including Leadership: Leadership members consist of the following permanent members: President (Ex officio), Dean of Finance and Operations and Dean of Academics; Faculty: Three (3) members; Administration: Three (3) members, one (1) of whom must be from Institutional Research; GOSSE: Three (3) members (excluding College Council Chair and Secretary- see Section 4). In addition to leadership the current accreditation officer will also be a permanent member and will not count towards an employee group representative.
Section 2: Procedures for Selection of Members
A) The President of the College and the Dean of Finance and Operations hold withstanding, indefinite positions on the College Council.
B) Selection of Membership – Each of the four (4) employee groups is responsible for determining their group’s representatives, which can be through appointment or election.
C) Length of Term – Three (3) year terms with staggered year terms start dates.
*Effective July 2012, all current College Council members will decide within their employee group who will be serving for one (1), two (2), or three (3) years, and the staggered year term rotations will begin.
D) Term Limits – Any term limits will be decided at the discretion of each employee group.
E) Filling of Vacancies – If for any reason a member cannot fulfill his/her term, the respective employee group is responsible for replacing their member (Article II, Section 2b).
Section 3: Meetings of the Organization
A) Frequency of Meetings – Meetings will be held monthly for a maximum of 2 hours. In addition to monthly meetings there will be a full day retreat during the Spring/Summer semester. Meeting dates and times will be determined by membership at the beginning of each semester.
B) Special Meetings – Any College Council group is able to call a special meeting while providing at least a two-week notice with the approval of the chair.
C) Quorum – Simple majority of members present.
Section 4: Officers of the Council
A) Officer Positions – Chair and Secretary
I) Appointments will be made by the College Council during the May meeting (Beginning May 20 15) from any membership group, and
II) Appointments take effect in September.
B) The officer positions (Council Chair and Secretary) do not count toward membership in their employee group and are compensated positions held by appointed members who have been active on the College Council for at least one (1) year. Officer positions will be for three (3) years. Service is limited to 2 consecutive terms.
I) College Council will appoint the above-mentioned positions, and
II) Vacancies from appointments will be filled by the employee groups. (See Article II, Section 2, e.)
Section 5: Committees of the Organization
A) The College Council will designate Core Strategy Committees (Ad Hoc) to meet the College Council’s functions (see Section 1, Article I).
I) Membership of committees is open to all College Council members and/or Glen Oaks Community College employees, and
II) Members of the College Council subcommittees will solicit committee membership from the Council or employee groups around the college.
B) Core Strategy Committees are formed to fulfill the objectives of each value of the Strategic Plan and listed within the Strategic Plan.
C) Once a Core Strategy Committee has achieved its objectives, the College Council will decide whether or not to dissolve the committee.
Section 1: Parliamentary Authority
A) The College Council will function under the procedures of Robert’s Rules of Order.
Section 2: Duties and Responsibilities of Members, Officers and Committees
A) Duties and Responsibilities of Members – While the College President, Dean of Finance and Operations, and Dean of Academics hold leadership roles within the institution, their positions on the College Council are non-leadership roles. They are voting members of the College Council with the responsibility of a member.
B) College Council Chair is a voting member only in the event of a tie.
C) Duties and Responsibilities of Officers –
a) Sets agenda,
b) Facilitates each meeting,
c) Maintains records to ensure “institutional memory,”
i) All minutes will be stored on the shared drive.
d) Ensures college-wide communication of College Council activity.
i) Meeting minutes will be made available to the college community via the shared drive and College Council web page.
e) Ensures member attendance by:
i) Facilitating discussion (between employee group and Council) regarding committee members’ active participation, and
ii) Recommending replacement members to employee groups for member non-participation.
a) Organizes and communicates meeting times and locations,
b) Records and files meeting minutes,
c) Distributes previous meeting minutes and current meeting agenda to members, and
d) Monitors and records member attendance.
D) Duties and Responsibilities of Committees –
I) Appointed committees will determine their own goals and objectives based on the Strategic Plan.
II) All committees must report findings and progress to the College Council a minimum of once per year at a scheduled meeting. More reports may be requested by the committee or college council.
III) If a committee is making budgetary requests, they must do so on or before the scheduled May meeting.
Section 3: Procedures for Amendments
A) Bylaws will be reevaluated yearly at the Spring/Summer Retreat.
B) These bylaws may be amended by a quorum of members present.
I) Amendments may be proposed at any college council meeting.