PROPOSED NEW LANGUAGE 4/2/08
second draft of proposed new language 4 11 08
CLASSIFIED
SENATE
CONSTITUTION
Article 1 – Title
The
title of this organization shall be the Columbia College Classified Senate.
Article II – Purpose
Section
1. The Classified Senate shall represent
the
a.
a body representing the various needs, concerns, and viewpoints of the
classified staff not
related to union negotiation matters.
b.
a means through which the classified staff will coordinate with administration
and faculty
for the classified representation on
college committees.
c.
a body through which the professionalism of classified staff is articulated and
valued.
d.
an opportunity for enhancing the democratic process of informed decision-making
at
e.
an opportunity to develop individual leadership contributions among the
classified staff.
Article III – Membership
Membership
shall be automatic for all regular (non-management) classified employees of Columbia Sonora,
Article IV - Organization
Section
l: Business - The Business of the Classified Senate shall be carried out
through the Executive Council Board,
Classified Council and its committees.
Final authority remains with the Classified Senate which retains the
rights of initiative, recall and petition.
The Classified Senate may, by majority vote cast, countermand action
taken by the Executive Senate Board,
provided
that one-third or more of the general membership participates in the voting.
Section
2: Meetings - The Classified Senate shall meet at a designated time and
location on the
Section
3: Rules - The most recent edition of “Robert’s Rules of Order” shall govern
the Classified Senate on all matters not specifically covered by this
Constitution and its Bylaws.
Article V – Executive Council
Board
The
affairs of the Classified Senate as herein specified shall be conducted by the
Executive Council Board.
Section 1: Officers - The membership of the
Executive Council Board shall be (4) four
elected officers: President, Vice President, Secretary, Treasurer, and (1) one representative from each of the Classified
Senate Representation Areas, and (1) one College Council
Representative.
Section 2: Duties - The duties of the
elected officers and area division representatives representatives shall be outlined in the Policies and
Procedures of the Classified Senate.
Section 3: Terms - The term of office shall
be for one year with no person serving more than two consecutive terms in each office.
Section 4: Electorate - Those eligible to vote
in the election of officers and representatives shall be those persons eligible
for membership in the Classified Senate (Article III).
Section 5: Elections -
a.
The Executive Council Board shall appoint
a nominating committee to receive and solicit names of candidates and supervise
the election of officers and representatives.
Nominations shall be verbal or by written petition. The nominee must accept nomination verbally
or in writing.
b.
Officers and representatives shall be elected by secret, absentee or computer ballot.
c.
Elections shall be held in February. April. The newly elected officers and
representatives will assume their duties beginning July 1.
Section 6: Special Election
and Appointment
a.
A vacancy may occur through resignation, through leave of absence, or by
declaration (see c. below)
1) A vacancy resulting from resignation or
declaration shall be filled by appointment by the Classified Senate
President and by a majority vote by of the Executive Council Board.
2)
A vacancy resulting from a leave of absence shall be a temporary vacancy and
may be filled by an appointment (for the duration of the absence) made by the
President and a majority vote of the Executive Board.
b.
An officer may request a leave of absence from his/her office if such absence
is occasioned by an approved leave of absence from
c.
Upon an elected official’s unexcused absence (absence without prior notice to
the President or the Executive Board) from three
Classified
Senate
or Executive Council Board meetings, in any one semester, the position will
be declared vacant.
Section 7: Quorum and
Voting
a.
Thirty Ten percent of the members of the
Classified Senate shall constitute a quorum at any meeting.
b.
A simple majority vote of the quorum on any issue shall be final.
c.
Each Classified Senate member’s vote shall count for no more than one vote.
d.
The President shall have all the rights and privileges of any Classified Senate
member except the right to vote on Classified Senate matters. The Classified Senate President may vote in
the case of a tie.
Article VI – Amendments
Section
1: An amendment to the constitution of the Classified Senate may be proposed
either by the Executive Council Board or
by written petition signed by (10) ten percent of the Classified Senate
membership. The officers Executive Board shall
thereupon publicize the proposed amendment to the Classified Senate in
writing. After giving members written
notice of the date, time, and place thereof, the Classified Senate Executive Board shall conduct one or more
hearings no sooner than one week and no later than two weeks from the date of
publication of the proposed amendment.
The Classified Senate Secretary shall record and publish minutes of
the said hearings.
Section
2: Action on proposed amendments must be taken within two weeks (3) three working days of the final hearing. A majority of valid votes cast by eligible
members of the Classified Senate is necessary for an amendment to take effect.
Article VII – Ratification
The
procedures for adoption and ratification of this Constitution shall be the same
as those amending the Constitution, in that the Constitution is to be
distributed to all eligible voters, hearing(s) held, and a vote by computer
or secret ballot cast. secret, absentee or computer
ballot.
ARTICLES
IN ADDITION TO, AND AMENDMENT OF, THE CONSTITUTION OF THE COLUMBIA COLLEGE
CLASSIFIED SENTE, PROPOSED BY THE EXECUTIVE COUNCIL OR BY WRITTEN PETITION
SIGNED BY (10) TEN PERCENT OF THE CLASSIFIED SENATE MEMBERSHIP, AND RATIFIED,
PURSUANT TO ARTICLE VI AND ARTICLE VII OF THE ORIGINAL CONSTITUTION
CLASSIFIED
SENATE
POLICIES AND
PROCEDURES
Section 1: Responsibilities
Policy 101
The
Classified Senate may make recommendations and take action for the classified
staff.
Procedures
1.
The Classified Senate may adopt by-laws and/or special provisions to establish
rules of procedure for implementing the intent and purpose of this
Constitution. The Classified Senate may
elect to conduct business by the consensus method (general agreement) or by
Robert’s Rules of Order.
2.
The Classified Senate will consider and may take official positions on the
recommendations made to the college president.
3. The Classified Senate may select a designated
representative to appear before the Board of Trustees to express the views of
the Classified Senate on issues relating to policy, procedures and governance.
4.3. The Classified Senate will
review all policies affecting classified staff, not related to bargaining unit
activities.
5.4. The Classified Senate will
request, collect, evaluate and disseminate information of interest to the
classified staff.
5. The Classified Senate will maintain a Classified Senate Hiring
Priorities Committee.
Section II: Duties of
Officers – Terms of Office
Policy 102
The
Executive Council Board of the Classified
Senate will be comprised of the following officers: President, Vice President,
Secretary, Treasurer and four (4) area representatives, and the College Council Classified Representative. and the District Council Classified Staff
Representative.
The
Classified Senate shall elect a President, Vice
President, Secretary, Treasurer, and (1)
one representative from each of the following areas: Instruction;
Library/IMC/Business Office; Maintenance/Grounds/Transportation and Student
Services. the
Classified Senate Representation Areas (the Classified Senate will redefine the
areas of representation as needed), and (1) College Council representative.
The
terms of office shall be one year. The
term shall commence on the first regularly scheduled meeting date during the
month of March. The only exception to
this Policy is the office of Vice-President.
The Vice-President accepts nomination and is elected to a one-year term
of office for the Vice Presidency and automatically assumes the office of the
President at the end of the one year tenure. July
1.
Duties:
President
1.
The duties of the President shall include but not be limited to the following:
a.
be the official designated representative and spokesperson
for the concerns of the Classified Senate to the College and District
Administration and the College Council.,
the faculty, the staff and the public.
b.
convene and preside over Classified Senate, Executive Board and special
meetings, also determine the agenda for such meetings.
c. be the
official designed representative to the (Already stated in 1.a.)
d.
represent (or provide a designee to represent) Classified Senate at Academic
Senate meetings.
e.
be accountable for Classified Senate administration, be responsible for reports
and recommendations.
f.
have general authority to administer and/or maintain the affairs of the
Classified Senate between meetings.
g.
serve as liaison with other college classified senates.
Vice-President
2. The duties of the Vice President shall
include but not be limited to the following:
a.
assume the duties of the President during the President’s absence, at the
request of the President, or for the unexpired term in the event that the
President is unable to complete a term of office.
b.
chair the Nominating Committee and serve as Chief Election Officer for all
elections conducted by the Classified Senate.
c.
assume responsibility for orientation of new classified employees.
d. perform other duties as may be deemed
necessary as delegated by the Senate president, or as assigned by the
Classified Senate within the limits of this constitution.
Secretary
3. The duties of the Secretary shall be as
follows:
a.
assume the duties of the President in the absence of the President and Vice
President.
b.
be the official documentarian/historian of the Classified Senate of Columbia
College.
c. assume the responsibility of recording all
minutes of the Classified Senate and general electorate assemblies, and distribute
copies of same appropriately.
d.
organize correspondence, disseminate notifications and reminders of
appointments, meeting times, and assemblies; be responsible for a roll of
senate attendance at regular and special meetings.
e.
perform other duties as may be deemed necessary, as delegated by the Senate
President,
or
as assigned by the Classified Senate, within the limits of this constitution.
Treasurer
4. The duties of the Treasurer shall be as
follows:
a.
assume the duties of the President in the absence of the President, Vice
President or Secretary.
b.
maintain all financial record reports of the Classified Senate of Columbia
College.
c.
Chair Person of the committee that formulates the annual comprehensive plan
and
budget
for the Classified Senate
Area Representatives
5. Duties of the Area
Representatives shall be as follows:
a.
attend all Executive Board meetings.
b.
hold informational meetings for their constituents and polling their
constituents on items designated by the Executive Committee Board.
c.
report to the Executive Committee Board
on matters from their respective areas which are a concern to the Classified
Senate.
d.
post and share information that is pertinent to their areas.
e.
perform other duties as may be required by the office.
College Council
Representative
6. Duties of the College Council Representative
shall be as follows:
a.
attend all meetings and functions of the Columbia College Council
b. attend all Executive Board meetings.
c. hold
informational meetings for their constituents and polling poll
their constituents on items designated by the College Council.
d.
report to the Executive Committee Board
and their constituent group on matters from their respective areas which are a
concern to the Classified Senate and College Council.
e. post
and share information that is pertinent to the Classified Staff.
f. perform
other duties as may be required by the office.
Section III: Committees
Policy 103
The Classified Senate President will facilitate the appointment and participation
of classified staff members on college and district committees.
Procedures
1. encourage all
classified staff members to participate on committees.
2. provide college council with a list of all
classified staff members who are available for committee membership.
2. receive from College
Council or the
College President’s Office all committee vacancies as they apply to
classified staff members.
3. establish a committee
whenever necessary: the committee may be either a standing committee, appointed
for a specific time, or it may be an “ad hoc” committee appointed for a
particular end or specific purpose.
4. committee participants will
receive and analyze referred matters, prepare resolutions or amendments and to
make reports and recommendations through appropriate channels to the Classified
Senate.
Section IV: Meetings
Policy 104
The
Classified Senate of Columbia College shall meet a minimum of once per
month. The Executive Council Board shall meet a minimum of at least once per month prior to the regularly scheduled
Classified Senate meeting.
Procedures
1. announcements of
Classified Senate and Classified Senate Executive Council Board meetings shall be publicly posted in accordance with the Brown Act. according to current law.
2.
quorum and voting procedures are outlined in Article V,
Section 7 of the Constitution.
3.
the meeting time and location will be determined by the
incoming Classified Senate officers Executive
Board but must coincide with the campus calendar that has been
established.
4.
the Classified Senate Executive Council Board may call classified staff
senate meetings to discuss
issues when necessary.
5.
official minutes of each Classified Senate meeting shall
be kept in hard copy and distributed to all
members of the Classified Senate, the College Council and the Board of
Trustees. posted on the Classified Senate’s web page.
6. Meeting Agendas
a.
the Secretary shall be responsible for publishing and
distributing the agenda to members of the Classified Senate at least two
three working
days prior to the scheduled meeting.
b.
items for the agenda from the membership must be
submitted to the Secretary or President ten
(10) seven (7) working days prior to the
Classified Senate meeting.
Section V: Elections
Policy 105
Nominations
for elective office positions in the Classified Senate shall be open to any
permanent classified employee.
Procedures
1.
officers shall be
elected to a term of one year (the year is defined to commence the first
scheduled Classified Senate meeting in March until the last scheduled meeting
in February (Article IV, Section 5c) (the year is
defined as commencing on July 1 and ending on June 30 to coincide with the
fiscal year – see Article V, Section 5 c. of the Constitution).
2. voting shall be through
secret, absentee or computer ballot by all
permanent classified staff members, (Article IV, Section 5b) (Article V, Section 5 b. of the Constitution).
3. the Executive Council
Board shall appoint a nominating committee to
receive and solicit names of candidates.
4. the Chair of the
Nominating Committee will be the Vice President of the Classified Senate.
5. the solicitation of
candidates and the nominating process shall begin before the Christmas break
in March with the election taking place in April.
Section VI: Parliamentary
Authority – Guidelines
Policy 106
The
consensus method of decision making shall be used to elicit open communication
and channel energies into working collaboratively together. This method will be used to formulate
solutions or recommendations which do not compromise any strong conviction or
need.
Procedures
1. on matters not covered by the Guidelines mentioned
above, Parliamentary Authority shall be governed by the most current version of Robert’s
Rules of Order, the most current revision (Article IV, Section 3 of the Constitution).
Section VII:
Implementation/Adoption Guidelines
Policy 107
The
procedures for implementation and adoption of policies and procedures will
follow these guidelines.
Procedures
1. Proposed Policies will be presented in
writing to the Columbia College Classified Senate.
2. copies of the proposal
will be provided to all members.
3. a simple majority of
votes of the
quorum will determine the outcome of the proposed policy and
procedure.
4. adopted proposals will
be typed, dated and placed in the appropriate document binder.
A copy will be given to the College President.
ADDENDUM (documents
relating to the Classified Senate but not part of the Constitution and By Laws)
1. New Employingee Mentoring and mentoring questionnaire
2. Classified Hiring
Priorities Procedures and application form.
3. MOU (Memorandum of
Understanding) between the Academic Senate and Classified Senate with YCCD
dated April 2, 1996.
4. Shared Governance – Staff
Regulations (Title 5 section 51023.5)