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Administrative Council Constitution Policy: 7:00:00:00

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Responsible Officer: Administrative Council Chair

I. PREAMBLE

To provide a mechanism for administrators to discuss concerns and issues of general interest, therefore empowering them to expedite decision-making, the Administrative Council of Motlow State Community College (Motlow State) establishes this Constitution.

II. CONSTITUTION

  1. Functions
    1. To provide a forum for and make recommendations concerning
      1. Improvement/maintenance of open communication among administrators;
      2. Empowerment of administrators;
      3. Improvement and innovation among administrators; and
      4. Suggestions and recommendations to the appropriate campus entity.
    2. Other issues which may be deemed appropriate and timely by the membership.
  2. Structure and Membership
    1. The Administrative Council shall consist of:
      1. Two (2) representatives from each organizational division (Academic Affairs, Business and Finance, Student Success, Workforce and Community Development, and the Office of the President).
      2. Ex-Officio members as the Council shall specify.
    2. Representatives shall be selected according to the following criteria:
      1. Representatives shall be elected from the full and part-time administrative staff members in their organizational unit. Representatives are elected for two-year terms on a rolling basis; however, they may be re-elected by their peers.
      2. If an administrative representative cannot attend a meeting, they may appoint an alternate with full privileges to act in their absence.
      3. Members shall be elected each January (via in person or asynchronous voting) and will assume duties in February after the election.
    3. Officials of the Administrative Council shall be:
      1. A chair, vice chair, and secretary elected from the current pool of Administrative Council members for a two-year term in January and will assume office with the following meeting.
      2. A parliamentarian may be elected at the request of the newly elected chair, or the vice chair may serve in that capacity.
    4. Representatives and officials shall perform the following functions:
      1. Representatives
        1. Serve as liaisons between their divisions and the Administrative Council in disseminating information and soliciting responses;
        2. Present division proposals and discussions on the issues;
        3. Elect Council officials; and
        4. Serve on Council Committees as appointed.
      2. Chair
        1. Presides over meetings of the Council;
        2. Establishes the agenda and provides a copy for each member in advance of all regularly scheduled meetings;
        3. Calls special meetings as needed;
        4. Appoints Council committees; and
        5. Serves or appoints representatives to serve on councils and committees as appropriate to the office.
      3. Vice Chair
        1. Acts for the chair in their absence or at their request.
        2. Assists the chair in the performance of their duties.
      4. Secretary
        1. Records, prepares, and distributes the minutes of meetings, with amendments or corrections, to the President, the Faculty Council Chair, the Support Staff Council Chair, and to all administrators;
        2. Maintains a permanent record of meeting minutes (with corrections as needed);
        3. Prepares and maintains an official membership list of the Council from which roll call votes may be made; and
        4. Prepares an annual report which consists of the minutes of each Administrative Council meeting, pertinent documents, attachments, etc.
  3. Procedures
    1. Meetings
      1. Regular Meetings
        1. The Administrative Council shall meet at least once each semester. Meetings shall be open to all administrative staff members and visitors. However, visitors have no vote and may exercise floor privilege at the discretion of the Chair or the approval of a majority of the Council.
        2. The Chair shall submit an agenda to each representative before the beginning of each meeting.
      2. Called Meetings
        1. Meetings may be called by the chair or by a majority request of the Council members. Adequate notification of two (2) working days shall be given.
        2. The President of Motlow State, or their designee, and the Chair of the Administrative Council may jointly call emergency meetings on short notice. All members shall be notified of all called meetings.
    2. Voting
      1. All business shall be decided by a simple majority of the total council members present, the Chair voting, except the approval of constitutional amendments and bylaws, which shall require a two-thirds (⅔) majority of the Council.
        1. If a quorum of Council members is not present at the called meeting, the vote shall be held asynchronously.
      2. Voting privileges shall be limited to elected representatives or their alternates in their representative’s absence.
      3. Nominations for new officers will be made at the December meeting.
      4. Any voting Council member may, at their discretion, call for a roll call vote.
    3. General Procedures
      1. In all matters of procedure not specified herein, Robert’s Rules of Order (revised) shall be applied.
      2. All recommendations receiving a majority vote are sent in writing to the President of Motlow State, or their designee, for action. The President, or their designee, will respond to the Council within ten (10) working days.
  4. Amendments
    1. Proposal of Amendments shall be
      1. Proposed by a representative of the Council;
      2. By petition of ten (10) percent of the Administrative staff; or
      3. By a request of the administration through the President or their designee.
    2. Procedure
      1. Amendments shall be presented in writing at open meetings of the Administrative Council.
      2. An amendment shall be voted on by the council at the next meeting following its proposal. A two-thirds (⅔) majority of the Council shall be required for approval.

III. ADMINISTRATIVE COUNCIL CONSTITUTION BYLAWS

  1. Bylaws may be changed or amended by a two-thirds (⅔) vote of the Council.
  2. At the discretion of the Chair or a majority vote of the Council, an invitation to attend Council meetings may be extended to non-Administrative Council members when their areas of responsibility are under discussion by the Council. Likewise, a request by these individuals to attend meetings may be granted at the discretion of the Chair or a majority vote of the Council.
  3. Whenever a matter ends in a tie vote, the Council will vote on it again at three (3) weekly called meetings. If the tie vote is not broken after three (3) votes, the matter is defeated.

SOURCES

HISTORY

  • Approved by President Dr. MaryLou Apple by February 10, 2010
  • Revised: March 4, 2024
  • Approved by Administrative Council: April 19, 2024
  • Approved by Institutional Oversight Committee: June 14, 2024
  • Approved by President’s Cabinet: July 12, 2024
  • Effective Date: July 12, 2024

 

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