Administrator's Council Bylaws
NAME AND LOCATION
Section 1.1. Name: The name of this organization shall be the "The Administrators' Council of Molloy College" (hereinafter, the "Council").
PURPOSES AND POWERS
Section 2.1. Purposes: The Council's purposes are to:
- Present and discuss issues of concern to administrators to promote outcomes for resolution.
- Promote interaction between administrators and the faculty council, staff council and other constituencies, as appropriate.
- Plan for professional development.
Section 2.2. Powers: The Council, through its designated representative(s), provides counsel to the President on issues that affect the Administration/Administrators of the College. The President retains the powers to accept, amend or reject any recommendations made by the Council.
Section 3.1. Membership: All permanent, full and part-time college employees except the leadership team, staff, and faculty.
Section 3.2. Membership Meetings: Council meetings shall be bimonthly during the academic year (i.e. September, November, January, March and May). A meeting of the members for consideration of a special issue may be called by the Executive Council. Meetings of members may be held at such place, within Molloy College, and at such hour as may be fixed in the notice of the meeting. Written or printed notice stating the place, day and hour of the meeting shall be delivered not less than seven (7) days before the date of the meeting, by or at the direction of the Executive Council, to each member. Such notice shall be deemed to be delivered when deposited in intercampus mail, or sent by electronic mail or facsimile transmission, addressed to the member at his or her mailing address, e-mail address, or fax number.
Section 3.3. Quorum: Twenty-five percent (25%) of Council members shall constitute a quorum for voting. If business cannot be conducted because a quorum has not been reached, those present may adjourn the meeting until a quorum is present.
Section 3.4. Voting Rights: Individual members in good standing shall only have the right to vote as expressly set forth in these Bylaws. Whenever any action is to be taken by vote of the members, it shall be authorized by a majority of the votes cast at a meeting of members by the members entitled to vote thereon.
Section 3.5. Proxies: A member may vote by proxy executed in writing by the member or his or her duly authorized representative.
Section 4.1. Authority and Responsibility: The governing body of this Council shall be the Executive Council. The Executive Council shall carry out the policies of the Council and shall ensure that the objectives of the Council are actively pursued. The Executive Council may delegate areas of its authority as it deems necessary.
Section 4.2. Composition: The Executive Council shall consist of five (5) members. The number of Executive Council members may be increased or decreased by a two-thirds affirmative vote of the membership. No decrease in the number of Executive Council members shall have the effect of shortening the term of any incumbent Executive Council member. The number of Executive Council members shall never be less than three.
Section 4.3. Qualification: Any individual member of the Council who has been a full time administrator for at least one (1) year may be elected a member of the Executive Council.
Section 4.4. Elections: An Elections Committee shall be appointed by the Executive Council and will exclude nominees. Elections shall be conducted by the Elections Committee and completed by the last week in May. Candidates may self-nominate, in which case a seconding signature is required. If nominated by others, a signed consent of the nominee is required. Elections shall be by plurality vote. In the event of a tie, a run-off election will be conducted. Elections will take place by secret ballot.
Section 4.5. Term of Office: Executive Council members shall serve staggered two-year terms. Elected Executive Council members shall enter into the performance of their duties on July 1st, and shall continue in office, unless they resign or are removed, until their successors take office. No Executive Council member may serve or be elected to serve more than two (2) consecutive terms as a member of the Executive Council.
MEETINGS OF THE EXECUTIVE COUNCIL
Section 5.1. Regular Meetings: Regular meetings of the Executive Council shall be held at least once per month prior to the Council meeting. The year, for purposes of planning Executive Council meetings, shall be the fiscal year (July 1 - June 30). Notice of all such meetings shall be sent by the Chairperson to all Council members via e-mail or inter-campus mail not less than seven (7) days in advance of such meeting.
Section 5.2. Special Meetings: Special meetings of the Executive Council may be called by the Chairperson or at the request of any three (3) Executive Council members, by notice delivered to each member of the Executive Council not less than seventy-two (72) hours before the meeting is to be held.
Section 5.3. Action by Written Consent: Any action required or permitted to be taken by the Executive Council may be taken without a meeting if all Executive Council members consent in writing to the adoption of a resolution authorizing the action. The resolution and the written consents thereto by the Executive Council members shall be filed with the minutes of proceedings of the Executive Council.
Section 5.4. Quorum of the Executive Council: At any meeting of the Executive Council a simple majority of members shall constitute a quorum.
Section 5.5. Voting: Voting rights of an Executive Council member shall not be delegated to another, exercised by proxy, or exercised in absentia.
Section 5.6. Resignation and/or Removal: Any Executive Council member may resign at any time by giving written notice to the Chairperson or to the Executive Council. Such resignation shall take effect at the time specified therein, or, if not specified, at the time of acceptance as determined by the Executive Council. The Council, in its discretion, may remove any Executive Council member from office by affirmative two-thirds vote.
Section 5.7. Vacancies: Any vacancy that occurs on the Executive Council may be filled by a majority vote at any meeting of the Council for the balance of the unexpired term. In its discretion, the Council may leave a vacancy unfilled.
Section 6.1. Officers: The officers of the Executive Council shall consist of Chairperson, Vice-Chairperson, Secretary, two Members at Large, and any other officers subsequently determined by the Executive Council.
Section 6.2. Term of Office: The Executive Council Members shall hold office for a term of two (2) years or until a successor is duly elected and qualified. Such term of office shall commence concurrently with the fiscal year.
Section 6.3. Nominations: Any Executive Council member may nominate any other Executive Council member for any elected office.
Section 6.4. Election: The Chairperson, Vice-Chairperson, Secretary, and two Members at Large shall be elected annually by a majority vote of the Executive Council.
Section 6.5. Re-election: No Officer may serve or be elected to serve more than two (2) consecutive terms as an Officer of the Executive Council.
DUTIES OF EXECUTIVE COUNCIL OFFICERS
Section 7.1. Chairperson: The Chairperson shall be the chief elected officer of the Council, shall preside at the meetings of the Executive Council and the Council, shall be the official spokesperson of the Council, and shall perform such other duties as may be prescribed from time to time by the Executive Council. The Chairperson, with the assistance of other Executive Council Officers, shall serve as liaison between the Administrators' Council and the President. The Chairperson shall prepare agendas for the Administrators' meetings and the Executive Council meetings. The Chairperson shall submit to the archivist a copy of all communications to and from Executive Council and the Administrators' Council.
Section 7.2. Vice-Chairperson: The Vice-Chairperson presides at meetings when requested by the Chairperson and performs other duties as assigned by the Chairperson.
Section 7.3. Secretary: The Secretary shall be responsible for keeping the minutes of the proceedings of all meetings of the Executive Council and the Council, and shall distribute such minutes to the membership and the Executive Council at least 48 hours prior to the next meeting. The Secretary shall give or cause to be given all notices in accordance with these Bylaws, and, in general, shall perform all duties customary to the office of Secretary.
Section 7.4. Members at Large: The Members at Large will be responsible for any tasks and duties assigned by the Chairperson.
Section 7.5. General Duties: All Executive Council members must prepare for all Council meetings and Executive Council meetings. Executive Council members must attend at least 75% of all Council meetings and Executive Council meetings. Members who have not attended at least 75% of either Council meetings and/or Executive Council meetings may be removed from the Executive Council by a two-thirds vote of the Council.
Section 8.1. Committees: As the need arises, the Administrators' Council may establish ad-hoc committees for the purpose of accomplishing specific objectives.
Section 9.1. Fiscal Period: The fiscal year of the Council shall be the fiscal year, July 1 - June 30.
AMENDMENTS AND INTERPRETATION
Section 10.1. Rules of Order: Questions of order not answered by these Bylaws shall be determined according to Roberts' Rules of Order, latest edition.
Section 10.2. Amendments: Proposals to amend the Bylaws must be sent in writing to the Council at least fourteen (14) days prior to the next Council meeting. A two-thirds affirmative vote of the Council is required for amendments to be effective. Any proposed change in the Bylaws, which constitute a major revision in established policy of the Bylaws, will be subjected to the approval of the President and the Board of Trustees of Molloy College.
Approved by the Administrative Council on February 1, 2013.