BUTTE-GLENN COMMUNITY COLLEGE DISTRICT
Bylaw I. Senate Membership
Voting members of the Classified Senate shall be defined as those employees who are included in the classified bargaining unit.
Twenty-one senators shall comprise the Senate. Eleven senators shall be elected from geographical and numerically balanced areas designated A-K, four at-large positions, one member shall be appointed by the Union (CSEA), and one member will be the past President. Geographical areas will be reviewed, adjusted and approved by the Senate Secretary once a year prior to the annual election. The remaining 4 Senators are non-voting members.
Non-voting members of the Classified Senate representing various other constituency groups on campus shall be as follows; one representative appointed by the Management Association, one representative appointed by the Associated Students of Butte College, and one representative appointed by the Butte College Academic Senate. An additional non-voting position referred to as the Historian is filled by a Classified Staff member at the discretion of the Executive Committee. The 4 non-voting representative terms are 1 year in length
All senators shall serve 2-year terms. Senators who have been appointed to a vacant Senate position will serve the remainder of the assigned position.
Section 5. Vacancies and Recalls
1. Any elected official of the Classified Senate may be removed from office by a 2/3 majority of votes cast within his/her area.
2. Any official of the Classified Senate may be removed from office by a two-thirds vote of no confidence by the members of the Classified Senate.
1. The President may declare a vacancy when a Senate member has been absent for more than three consecutive meetings.
2. In the event of a vacancy of the Senate, the Classified Senate may, at their option:
a. Choose to elect a replacement according to the regular election procedure.
b. Authorize the President to appoint a classified staff member to fill the vacant Senate position.
c. Assign a temporary replacement in the case of medical or emergency leave.
d. Decide to leave the seat vacant until the next regular election.
3. In the event of a vacancy of the Senate, an at-large appointment may not be made from within the same department as a currently serving senator unless the two positions do not directly affect each other in regards to participation.
In the event that a senator‘s district position changes from one geographical area to another, he/she will continue to represent his/her original constituency.
5. In the event of a vacancy in the position of Classified Senate CSEA Representative, the President shall request a replacement appointment from the CSEA leadership.
Section 6. Duties and responsibilities of the classified senators shall include, but not be limited to the following.
A. Adhere to the objective and goals of Article II of the Classified Senate Constitution.
B. Attend monthly Classified Senate meetings (see Section 4.b.1. of the Bylaws).
C. Disseminate and/or collect information to/from the classified staff in his/her constituency area.
D. Act as mentor to all new classified employees in his/her constituency area.
E. Serve on Classified Senate subcommittees as needed.
Bylaw II. Executive Committee (Officers)
Section 1. The Executive Committee shall be comprised of the President, Past President, Vice President of Public Relations, Vice President of Elections and Appointments, Secretary, Treasurer, Recorder and the Union Representative. At the discretion and vote of the Senate, the Secretary and Recorder position/duties may both be assigned to one senator.
Section 2. Appointed union representative shall not be eligible for a senate executive office.
Section 3. A senator may not hold a senate executive office and a union executive office.
Section 5. Elections and Term of Office
The Executive Committee members, Past President excluded, shall be nominated and elected by the Senate body during the last general meeting of the academic year by the newest elected board (see Bylaw I, Section 4). Terms shall be one year with a suggested minimum/maximum of two consecutive terms. The areas left vacant by the senators elected president, vice presidents, and treasurer will be filled by the at-large senator positions. Terms for the Senate shall be July 1 – June 30.
Section 6. Duties and responsibilities
A. Duties of President shall include but not be limited to the following:
1. Serve as official representative of the Classified Senate in all venues, particularly the Board of Trustee and other meetings.
2. Be responsible for all required reports and recommendations.
3. Chair and facilitate all regular Senate meetings.
4. Administer and maintain the affairs of the Classified Senate between meetings.
5. Serve as ex-officio member of all Senate committees.
6. Chair of Executive Committee.
7. Serve on college committees requiring the Classified Senate President and other committees as time allows.
8. Meet regularly with the Superintendent/President.
B. Duties of Vice President of Public Relations:
1. Assume duties of President during the President's absence, at the request of the President, or for the unexpired term in the event the President cannot serve and he/she is confirmed by the Senate to this post.
2. Act as public relations specialist by producing and disseminating a classified Senate newsletter and other forms of communications.
3. Perform those duties delegated by the President.
C. Duties of Vice President of Elections and Appointments:
1. Assume duties of President in absence of President, at the request of the President, or for the unexpired term in the event the President cannot serve and he/she is confirmed by the Senate to this post.
2. Serve as coordinator of committee chairs and ex-officio member of all committees. Report on current status of committee activities to Executive Committee and Senate.
3. Chair of the Nominations Committee and Chief Election Officer for all Senate elections.
4. Request committee members to report to the Senate upon his/her own authority or the request of the president or Senate.
5. Chair of Appointments Committee.
6. Solicit classified staff members for volunteers for campus committee appointments.
7. Evaluate the objectives of campus committees for possible collective bargaining issues and forward such evaluation concerns to the Classified Senate President.
a) Upon recommendation from the classified Senate president, the vice president of elections and appointments will contact the Senate representative of the collective bargaining unit for evaluation by the collective bargaining unit officers.
b) Once a committee has been seen to have a clear value for the collective bargaining unit, the vice president of elections and appointments will forward the names of volunteers for the committee in questions to the president of the collective bargaining unit.
c) If there appears to be a gray area or disagreement on the issue of appointment, the executive officers of the Classified Senate will meet with the executive officers of the collective bargaining unit to establish if only Senate appointments are necessary, both Senate and union representatives are needed, or only union representatives should be appointed to the committee in question.
d) Should a resolution not be immediately available, the appointment will be made in cooperation between the classified Senate and the collective bargaining unit and a committee will be established to further evaluate the future responsibility of committee appointments to similar committees.
8. Keep records of classified committee appointments and solicit classified opening on campus committees.
9. Request the secretary to produce classified committee certificates of appreciation for classified staff serving on committees for the past academic year.
10. Perform those duties delegated by the President.
D. Duties of the Union Representative:
1. act as liaison between the union and Classified Senate.
2. serve as one of two Classified Senate appointees to the campus Planning and Budget Committee.
E. Duties of the Secretary
1. Assume duties of President in absence of President, and Vice Presidents in facilitating meetings.
2. Shall be responsible for non-fundraising budget finances of the Classified Senate and all reports pertaining thereto.
3. Be responsible for Senate correspondence and the dissemination of information to all classified senators and staff.
4. Be responsible for attendance roll of the Classified Senate.
5. Monitor and request of the Parliamentarian/Historian amendment of the geographical employee roster via the Personnel and Board of Trustee agenda/minutes as necessary and immediately prior to annual elections.
F. Duties of the Recorder
1. Assume duties of President in absence of President, Vice Presidents and Secretary in facilitating meetings.
2. Assume responsibility of recording all minutes of Classified Senate and Executive Committee and submitting those minutes to the Secretary for formatting and distribution.
3. Perform other duties as necessary as delegated by the President or assigned by the Classified Senate.
G. Duties of the Treasurer
1. Assume duties of President in absence of President, Vice Presidents, Secretary and Recorder in facilitating meetings.
2. Act as chair for all fundraising activities.
3. Make deposits of funds to Classified Senate Foundation Account.
4. Make disbursements at the request of the president from the Classified Senate Foundation Account.
5. Provide reports at each Senate meeting.
6. Provide written report of Foundation income/expenditures at the final May General Session meeting.
7. Perform other duties as necessary as delegated by the President or assigned by the Classified Senate.
H. Duties of the Parliamentarian Historian
1. Act as the Parliamentarian at Classified Meetings.
2. As Historian, update and maintain the Classified Senate Employee Database.
3. Maintain the historical records and Classified Senate database.
a. Following Board of Trustee meetings, obtain names of new and retired or resigning classified employees via the Board of Trustees Personnel Agenda from the Classified Senate President and update the Classified Senate employee database.
b. Provide the senate secretary with database memos containing the information of the new hire for distribution to Senators for mentoring opportunities and announcements at meetings.
c. Provide the Senate President with the database welcome letter to new hires from the Classified Senate, outlining the role of the Senate, they Senate representative for their area, and inviting them to the next Senate meeting so they may be introduced.
d. Provide updates at meetings of all changes to the Classified Senate database.
e. Attend Executive Committee meetings as requested by the Senate President.
Section 4. Executive Committee functions
A. The Executive Committee shall meet to set the agenda for the next meeting either 1) approximately every 2 weeks in the interval between Senate meetings, or 2) for the half hour after each senate meeting.
B. The duties of the Executive Committee shall include, but not be limited to:
1. Develop agenda for Classified Senate meetings.
2. Review committee reports and place said reports on agenda for Senate action when appropriate.
3. Review report/request from all other sources to determine if they should be placed on the agenda.
4. Call special meetings of the Senate if necessary.
5. Authorize and approve expenditures.
C. All meetings of the Executive Committee shall be public forums, but no one shall address the Executive Committee except at the pleasure of the committee.
Section 5. Vacancies and Removal from Office
A. Vacancies shall be consistent with Bylaw 1.5.B.1.
B. A member of the Executive Council may be removed from office consistent with Bylaw 1.4.A.2.
Bylaw III. Elections
A. Election procedures shall be developed by the Classified Senate for yearly elections as outlined in the Constitution and Bylaws guidelines. An elections committee shall be appointed each year by the Vice President of Elections and Appointments, chief election officer, and shall carry out the responsibilities and procedures in "Guidelines for Elections, Appendix I", attached to these bylaws.
B. At-Large senate positions shall be included in the election process to allow for filling open, vacated through resignation, and designated officers areas. Those persons receiving the highest votes in the At-Large section of the Classified Senate Election Ballot shall be considered Classified Senate Alternates.
C. Should all Classified Senate Alternates be assigned during the election year, the Election Committee shall revisit the election results and review nominees that ran on the ballot but were not elected, soliciting those individuals first within the open area and then in the order directed by the Senate President.
D. Should no one running on the ballot for the election year in question be available to serve, the Senate shall have the options outlined in Bylaws I. Section 5.B.2.a-d.
Bylaw IV. Meetings
Section 1. Meetings shall be open to the public and governed by Robert's Rules of Order as stated in Article VIII of the Constitution.
Section 2. Meetings shall take place twice a month from September to May inclusive pursuant to Article VI of the Constitution. Meetings shall be set on a yearly calendar in conjunction with the Board of Trustee meetings to optimize flow of information, i.e., report of previous Board meeting and report from pre-Board meetings regarding agenda for the next Board session.
Section 3. A quorum shall be established as a minimum of 5 Senate members. A lack of a quorum shall constitute discussion without action.
Section 4. A Classified Senate agenda shall consist of but not be limited to:
A. Agenda Approval
B. Approval of Minutes
D. Executive Committee Reports
E. Committee Reports
F. Unfinished Business
G. Public Comments
H. New Business
Bylaw V. Committees
Section 1. Standing Committees of the Senate
A. Standing Committees shall be permanent and established or dissolved by the Executive Committee and ratified by the Senate.
B. The purpose of each standing committee shall be established by the Executive Committee and clearly stated in the minutes.
C. Standing committee chairs must be members of the Senate and shall be appointed by the Senate President. Committee members shall not be limited to members of the Senate. A minimum number on any one standing committee shall be three.
D. Committee membership shall not exceed the duration of the president's term. Any appointee can be removed by a simple majority vote of the Executive Committee.
E. Standing committees shall meet a minimum of two (2) times a year unless otherwise specified by the Executive Committee and ratified by the Senate.
F. The committee chair shall report committee activities to the Executive Committee at its regularly scheduled meeting and to the Vice President of Elections and Appointments upon request by the same.
G. Standing committees include but are not limited to the Appointments Committee, Election Committee, Constitution/Bylaws Revision Committee, and Gold Club Committee, and Hearts and Flowers Committee.
Section 2. Ad Hoc Committees
Ad hoc committees shall be established by the Senate President for special purposes and be of short duration. The President shall be an ex- officio member of all committees, except the Election Committee. The Vice President of Elections and Appointments shall be an ex-officio member of all committees. (Constitution: Article VII Committees)
Section 3. Classified Senate Representatives to Campus Committees
The President of the Classified Senate will be required to sit on specific campus committees. The president will, when possible and appropriate, appoint Senate members to sit on committees in place of the Senate president or in the president's absence. These committees may be but are not limited to:
A. Board of Trustee Meetings. The President shall appoint one of the two Vice Presidents to represent the classified senate president at Board of Trustee meetings.
B. Planning & Budget Committee. The President shall appoint the Classified Senate CSEA liaison as one of two classified appointments to this committee.
Classified senators will be asked to attend at least one Board of Trustee meeting per year.
Section 4. Classified Senate Representatives and Reports
Classified Senate representatives shall be appointed to the following committees and be expected to report at monthly classified Senate meetings under Standing Committee Reports:
A. Planning and Budget Committee
Two classified positions on the Planning and Budget Committee will be filled by the Classified Senate President and the appointed Classified Senate Union Representative..
B. Academic Senate
A classified senator will be assigned to attend Academic Senate meetings as a representative of the Senate. This position will be rotated to between senators as prescribed by the Senate president.
C. Staff Development
A member of the classified Senate shall be appointed to the Staff Development Steering Committee and report activities of the committee back to the Senate.
Section 5. Campus-Wide College Committees
A. Requests and recommendations for classified staff appointments on campus-wide college committees may be made to the Vice President of Elections and Appointments or the Classified Senate President. The Classified Senate President will submit said request and recommendations to the Vice President of Elections and Appointments or the Appointment Committee for approval. Committee appointments shall be confirmed by the Classified Senate President.
B. The Vice President of Elections and Appointments may consult with the executive officers of the classified bargaining unit for recommendations for campus-wide committee appointments. (See procedures outlined under Bylaw II, Section 3.D.8.A-D)
C. Committee member appointments shall be made by the Classified Senate Vice President of Elections and Appointments. In the absence of the Vice President of Elections and Appointments, the Classified Senate President may make committee appointments.
D. The commitments of campus-wide committees that require the Classified Senate President to be a member may be reassigned with the consent of the Senate and the committee in question.
Bylaw VI. Amendments
Section 1. Recommendations
Suggestions for amendment to these bylaws can be made by submitting a written request to the Executive Committee a minimum of 10 days prior to the next pre-Senate meeting. The Executive Committee shall place all amendment recommendations on the next Senate agenda for discussion. Amendments to the bylaws shall be made with a simple majority vote of a Senate quorum.
Section 2. Action
Upon no action by the Senate on a suggested bylaw amendment, the amendment may be resubmitted as an agenda item upon receipt by the Senate President of a petition with 15 classified staff signatures.
Ratified May 21st , 1992
Amended July, 9 2003
Amended December 20, 2006
Amended March 7, 2007
Amended February 8, 2008
Amended March 4, 2009
Amended April 7, 2010
Amended October 2, 2013