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STATE ADVISORY COUNCIL OF FACULTY
TO
THE WEST VIRGINIA LEGISLATURE
THE HIGHER EDUCATION POLICY COMMISSION
THE COUNCIL FOR COMMUNITY AND TECHNICAL COLLEGE EDUCATION
WEST VIRGINIA INSTITUTIONS OF HIGHER EDUCATION BOARDS OF GOVERNORS

BY-LAWS

ADOPTED: 6/28/2001
REVISED: 9/20/2001
REVISED: 7/9/2004
REVISED: 12/02/2005
REVISED: 09/21/2006
REVISED: 7/19/2011

PURPOSE

The State Advisory Council of Faculty (hereafter referred to as the ACF), through its chairperson and in appropriate manner, shall communicate with the Higher Education Policy Commission and with the Community and Technical College Council, concerning matters of higher education in which the faculty members may have an interest. Additionally, the ACF shall communicate with and advise the West Virginia Legislature and respective institutional governing boards. The Commission and Council shall meet annually between the months of October and December with the ACF to discuss matters of higher education in which the faculty members, the Commission, or the Council may have an interest.

MEMBERSHIP

  1. Selection

During the month of April of each odd-numbered year, beginning in the year two-thousand one, each president or other administrative head of a state institution of higher education, at the direction of the ACF and in accordance with procedures established by the ACF, shall convene a meeting or otherwise institute a balloting process to select one faculty member to serve on the Advisory Council of Faculty. Each campus shall also designate an alternate ACF member to serve in the absence of the elected ACF member, and that alternate shall act as a voting proxy.

As prescribed by §18B-6-3, the faculty member “who is elected to serve on the faculty council is an ex officio, voting member of the faculty senate and reports to the faculty senate [or assembly] on meetings of the faculty council and the board of governors.”

Members of the ACF shall serve without compensation, but shall be entitled to reimbursement for actual and necessary expenses incurred in the performance of their official duties from funds allocated to the state institution of higher education served.

  1. Terms

Terms of the members of the ACF shall be for two years and shall begin on the first day of July each odd-numbered year. Members of the ACF shall be eligible to succeed themselves.

  1. Duties and Responsibilities

The responsibilities of the Advisory Council of Faculty representative(s) include but are not limited to the following:

  1. Attend all meetings or arrange for alternate to attend;
  2. Pass on minutes, reports, and information to constituents;
  3. Obtain feedback from constituents and represent their points of view to the Council;
  4. Attend senate and/or assembly meetings and offer regular reports;
  5. Report at least once a year to institutional Board of Governors;
  6. Check email regularly and participate in ACF web discussions.

OFFICERS AND COMMITTEES

  1. Officers: The ACF shall, at its July meeting, elect the following officers according to these rules. No member may vote by proxy, whether through a substitute or otherwise, at elections. An alternate member is not eligible to vote in the election and is not eligible to hold an office on the ACF. In the event of a tie in the last vote taken for the election of any officer, a member authorized by the ACF shall select the officer by lot from the names of those persons tied.
  1. Chairperson: The Chairperson shall serve no more than two consecutive terms as chair.
  1. Vice-chairperson: The Vice-chairperson serves when the chair is unable to perform his/her duties and shall preside over meetings of the ACF in the chairperson’s absence.
  1. Secretary: The Secretary records minutes of all meetings which provide a record of ACF business.
  1. Webmaster: The ACF website will be maintained by the webmaster, elected each July by the ACF membership. All resources, minutes, and links are posted regularly.
  1. Legislative Advisory Coordinator: The Legislative Coordinator will work with the Chair and the Legislative Advisory Subcommittee to coordinate legislative actions and plan presentations. The ACF Legislative Coordinator is responsible for notifying ACF members of LOCEA and other legislative committee meetings that impact Higher Education.

Unexpired terms: Should the chairperson or other officers vacate their positions, the ACF shall meet and elect a new officer to fill the unexpired term within thirty days following the vacancy.

  1. Committees

The Legislative Advisory Subcommittee, a permanent subcommittee,
will oversee regular advisory interaction with LOCEA and Higher Education Subcommittees in the Legislature. The Subcommittee will be selected by the Legislative Advisory Coordinator to help coordinate legislative actions and work with the coordinator and chair to plan regular presentations to the Legislature, the HEPC, and CTC Council.

The chairperson shall also appoint committees upon appropriate motion duly approved.

MEETINGS

  1. Regular Meetings

The ACF shall meet at least once every quarter and shall meet during the month of July.

  1. Special Meetings

Special meetings shall be called by the chairperson or upon request of at least eight (8) members of the ACF.

  1. Time and Location of Meetings

The time and location of all regular meetings shall be determined by the ACF. The time and location of all special meetings shall be determined by the chairperson.

  1. Notice of Meetings

The chairperson shall notify each member of the ACF at least one week in advance of the date, time, and location of each regular meeting and at least three days in advance of the date, time, and location of each special meeting.

  1. Quorum

A simple majority of ACF members, including any alternates, shall constitute a quorum, and a majority vote of the quorum shall be necessary to pass upon matters before the ACF.

  1. Attendance

Attendance at meetings can also be via appropriate and available technology.

  1. Open Meetings

All meetings of the ACF shall be open to the public. However, per West Virginia’s Open Meeting Law’s exceptions that permit “executive session,” the ACF may, after convening a meeting open to the public, go into executive session upon a vote of a majority of the quorum. Such executive session shall be restricted to matters that warrant deliberation in private.

Persons who are not members of the ACF may, with the approval of the ACF, address the council on such topics and for such periods of time as authorized by the Council.

  1. Agenda

The Chairperson is responsible for preparing and distributing the agenda in writing at least one week prior to each meeting. Any modifications in the distributed agenda shall be made at the beginning of each meeting subject to ACF approval.

  1. Minutes

The secretary shall prepare a draft set of minutes and shall provide a copy thereof to each member of the ACF prior to the scheduled meeting. The draft minutes shall be on the agenda for action at the next meeting of the ACF. The minutes shall contain at least the following information:
•the date, time, and place of the meeting;
•the name of each member of the ACF present and absent;
•the name of each alternate for a member of ACF and the name of
any guest that addresses the ACF;
•all motions, proposals, and resolutions proposed, including the
name of the person proposing the same;
•and the results of all votes and, upon the request of a member,
the vote of each member by name on roll-call votes.

The original of all approved minutes shall be maintained in the office of the Chancellors, and a copy of each approved set of minutes shall be sent to each member of ACF. Copies of all approved minutes shall also be made available, upon request, by the institutional ACF representative to any faculty member of a state institution of higher education represented on the ACF. The secretary will be responsible for distribution of minutes.

PARLIAMENTARY PROCEDURE

The chairperson shall conduct meetings of the ACF in accordance with these By-Laws and ROBERT’S RULES OF ORDER (revised edition) when the By-Laws are silent. The chairperson shall also make appropriate rulings on parliamentary procedure subject to the power of the ACF to rescind his/her rulings by majority vote.

AMENDMENTS

The By-Laws may be amended in any manner not inconsistent with state statute by a majority vote of the quorum at any regular meeting provided that the subject matter of the proposed amendment has been presented to the members of the ACF, in writing, at least one week prior to the meeting.

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