The name of this organization is the Chipola College Chapter of the Florida Association of Community Colleges.
The purpose of this Chapter shall be to actively involve
its members in carrying out the goals and purposes of the Florida
Association of Community Colleges. To this end, this chapter
- To promote increased communication and interaction among all employees and trustees of Chipola College and to work for a continuing cooperative spirit among college trustees, administrators, faculty members, career service employees, and the community at large.
- To provide a forum for the discussion of issues which are of interest or importance to the entire college family, including, but not limited to, legislative concerns.
- To serve as a campus AFC membership committee by assisting the membership chair with organization and execution of the annual membership campaign.
- To establish an election procedure for the selection of delegates to the Assembly of Delegates and voting representatives to each commission, as provided by the State AFC Bylaws, Article IV: Assembly of Delegates.
All college employees and trustees are eligible for individual membership in AFC and become active members upon payment of dues as provided by the State AFC Bylaws, Article XIII: Finance.
Section A: Officers
- The elected officers shall be President, President-Elect, Secretary, Treasurer, Membership Chair, Legislative Representative, and Publications Representative. The Chapter President shall appoint a Parliamentarian.
- The officers shall be elected by ballot at the spring meeting.
- The officers shall be elected to serve for a period of one (1) year beginning on July 1, following their election in the spring.
Section B: Duties of Officers
- The President shall be the chief executive officer and shall preside at all chapter meetings and Executive Council meetings.
- The President shall appoint an audit committee and ad hoc committees as appropriate.
- The President, with the approval of the Executive Council, shall appoint individuals to fill vacated offices.
- The President shall maintain a file of Association and Chapter Bylaws, Chapter Minutes, approved resolutions and recommendations. This file shall be transferred to the succeeding President.
- The president shall insure that the activities of the Chapter are properly organized ad publicized in advance in order to insure the carrying out of Chapter business.
- The President shall be a voting member of the Executive Council.
- The President-Elect shall perform the duties of the President during the President's absence or disability.
- The President-Elect shall assist the President in the appointment of all committees.
- The President-Elect shall be a voting member of the Executive Council.
- The Secretary shall record and distribute to the membership the minutes of all Chapter meetings.
- The Secretary shall record and distribute the minutes of all Executive Council meetings. The minutes shall then be approved at the next council meeting.
- The Secretary shall maintain a file of the minutes of the Chapter and Executive Council meetings, which shall be transferred to the succeeding Secretary.
- The Secretary shall conduct such correspondence as may be necessary in connection with Chapter business and shall send notice of all meetings to the members.
- The Secretary shall be a voting member of the Executive Council.
- The Treasurer shall maintain all financial records and shall receive and disburse all funds.
- The Treasurer shall render a report at all Chapter and Executive Council meetings.
- In the Region's Bank account and the JCTCU account shall require two signatures for each check or withdrawal of funds; approved signatures are the Chapter President, the Treasurer, and the Secretary.
- The Treasurer shall submit the financial records to the Auditing Committee at the close of the fiscal year, the fiscal year being July 1 - June 30.
- The Treasurer shall be a voting member of the Executive Council.
- Membership Chair:
- The Membership Chair shall organize and coordinate the annual chapter membership campaign.
- The Membership Chair shall provide the AFC Executive Director a current listing of all AFC members of the Chipola Junior College Chapter.
- The Membership Chair shall be a voting member of the Executive Council.
- Legislative Representative:
- The Legislative Representative will act as Chair of the Chapter Legislative Committee.
- The Legislative Representative shall provide a communication link between the AFC Legislative Committee and the Chapter membership on all matters pertaining to legislation affecting the college.
- The Legislative Representative shall disseminate all pertinent legislative information to the membership.
- The Legislative Representative shall serve as the official chapter spokesman to the State Legislators representing the college.
- The Legislative Representative shall coordinate any Chapter activities concerned with informing the delegation about legislation affecting the college.
- The Legislative Representative shall serve on the regional legislative committee.
- The Legislative Representative shall be a voting member of the Executive Council.
- Publications Representative:
- The Publications Representative shall receive all copies of the AFC publications for distribution to the members at the college and shall be responsible for delivering a copy to each member.
- The Publications Representative shall mail a copy of press releases to the Executive Director.
- The Publications Representative shall be a voting member of the Executive Council.
- He/she shall provide the AFC Executive Director with the current number of publications that is needed on campus.
- The position of any executive council member absent for three consecutive council meetings may be declared vacant by a majority vote of the council.
- In the event the office of president becomes vacant, the President-Elect shall assume the duties of the office for the remainder of that year. After this interim term the President-Elect shall automatically advance to the position of President without further action.
- When vacancies occur in any other offices, the Chapter President shall appoint individuals to fill the vacancies with the approval of the Executive Board.
The regular meetings of the Chapter shall be held to comply
with the Chapter Organization Criteria. A minimum 10 days advance
written notice of chapter meetings will be provided to each
member of record. When matters require action prior to the next
regular meeting, the President (or designate) may poll the members
of the Executive Board to affirm what action shall be taken.
The meetings of the Chapter membership shall be held to comply with the Chapter Organization Criteria and will include:
An annual fall meeting for the purpose of receiving reports of officers and committees, selecting delegates to the Assembly of Delegates, and handling any other business that might arise. The Annual Meeting shall be held at least one (1) month prior to the Annual Assembly of Delegates.
An annual spring meeting for the purpose of electing officers, receiving reports of officers and committees, and handling other business that might arise.
Special meetings can be called by the Chapter President, by the Executive Council, or upon the written request of ten (10) members of the Chapter, said request to be submitted to the Chapter President. The purpose of the meeting shall be stated in the call.
The members in attendance at a chapter meeting will constitute a quorum for the purpose of conducting chapter business.
Section A: The Executive Council:
- The Executive Council shall consist of the Chapter President, President-Elect, Secretary, Treasurer, Membership Chair, Fund-Raising Chair, Scholarship Chair, Legislative Representative, Publications Representative, the immediate Past-President, the College President, and those who serve on the state board of Directors. Chairs of active adhoc committees shall serve as voting members of the executive council.
- The Executive Council shall have general supervision of the affairs of the Chapter between its regular meetings, set the hour and place of meetings, and make recommendations to the Chapter. The Executive Council shall be subject to orders of the Chapter and none of its acts shall conflict with Chapter actions.
- The Executive Council shall meet monthly.
- Special Executive Council meetings may be called by
the Chapter President.
Special council meetings shall also be called upon the written request of three (3) members of the executive council, said requests to be submitted to the Chapter President.
Section B: Legislative Committee:
- Members of the Legislative Committee shall be appointed by the Chapter President with the assistance of the President-Elect at the Spring meeting, such appointments to be effective immediately.
- This committee shall be composed of seven (7) members as follows: the Legislative Representative as the chairperson, two (2) members from the faculty, two (2) members from career service, one (1) member from administration, and one (1) member from the college Board of Trustees and the college President.
- It shall be the duty of this committee to provide a communication link between the AFC Legislative Committee and the Chapter members on all matters pertaining to legislation affecting the college.
- The Legislative Committee shall encourage the membership to participate in activities that promote the community college cause in the State Legislature.
Section C: Nominating Committee:
- A Nominating Committee of three (3) members shall be appointed by the Executive Council.
- It shall be the duty of this committee to nominate candidates for the offices to be filled at the Annual Meeting. Additional nominations from the floor shall be permitted. The Nominating Committee shall also act as the elections committee and shall conduct the elections of the officers by ballot.
Section D: Auditing Committee:
- An Auditing Committee of two (2) members shall be appointed annually by the President.
- The duty of this committee shall be to audit the Treasurer's accounts at the close of the fiscal year and report at the next annual meeting.
Section E: Fund Raising Committee:
- A Fund Raising Committee of two (2) members shall be appointed by the President.
- The Fund Raising Committee shall coordinate the Chapter's fund-raising activities and shall encourage the membership to participate in said activities.
- The fund-Raising Committee shall keep accurate records of membership participation in fund-raising activities. Such records shall be used for the selection of voting delegates to the Assembly of Delegates and voting representatives to each commission.
Section F: Scholarship Committee:
- The Chapter President shall annually appoint a Scholarship Committee consisting of not less than three and not more than nine chapter members.
- The Scholarship Committee shall promote the chapter scholarship program, evaluate scholarship applications, interview applicants as appropriate, award the scholarship(s), and report the results of their activities to the Executive Council.
Section G: Other:
Such other committees, standing or special, shall be appointed by the Chapter President as the Chapter or Executive Council shall deem necessary to carry on the work of the Chapter. The Chapter President shall be ex-officio member of all committees except the Nomination Committee.
Article VII: Selection Of Voting Delegates To The Assembly of Delegates And Commission Representatives
Selection of voting delegates to the Assembly of Delegates and voting representatives to each commission shall be held at least one month prior to the annual Assembly of Delegates. Voting delegates shall be selected from Chapter members who have actively participated in chapter fund-raising activities during the preceding twelve month period.
Elections shall be conducted according to the State AFC Bylaws, Article IV: Assembly of Delegates, Section I: Membership and Article VIII: Commissions, Section II: Determination of Voting Delegates and Commission Officers.
The Chapter travel policy shall be consistent with the college travel policy #6H4-4.23 in the college policy manual. Any AFC member designated to attend an official AFC meeting must first submit an "Application for Leave of Absence" form and request travel funds from the appropriate Department Head/Supervisor. If travel funds are denied, denial should be noted by the Department Head/Supervisor on the "Application for Leave of Absence" form. To request AFC funds, the AFC member shall submit a copy of the "Application for Leave of Absence" form to the Chapter President for Executive Committee decision.
AFC travel funds shall be expended only for members who are active participants in the fund-raising activities of the Chapter.
The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the Chapter in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Chapter may adopt.
These Bylaws can be amended at any regular meeting of the Chapter by a two-thirds vote of the members present, provided that the proposed amendment has been submitted to the membership at least fourteen (14) days prior to a regular meeting.