CCCCIO Constitution

Article I. Name

This organization shall be a self-governing association called the California Community Colleges Chief Instructional Officers (CCCCIO or CIOs).

Article II. Purposes and Objectives

Section I.   The primary purpose of the organization shall be

To provide a central voice for academic matters in the state of California.
1.2  To promote and advance teaching and learning in California public community colleges,
1.3 To provide an instructional administrative perspective on community college issues in California,
1.4  To participate with the California Community Colleges Chancellor’s Office in the consultation process seeking and representing CIOs and, where possible, the views of our liaison organizations: California Community College Association for Occupational Education (CCCAOE), Council of Chief Librarians (CCL), and Association for Community and Continuing Education (ACCE),
1.5  To provide and sustain a communication link among instructional administrators, and

1.6 To promote communication and collaboration between other community college constituents including but not limited to the Academic Senate and Chief Student Services Officers.

Article III. Membership and Representation

Section 1.  Membership in the CCCCIO shall be limited to the designated chief instructional officer of an accredited community college and/or district. The right to vote, hold office, or have a voice in the discussion in the annual business meeting(s) shall be limited to these representatives.

Section 2.  Liaison membership to the Executive Board will be open to a designee from each of the following organizations of instructional administrators: CCCAOE, CCL, and ACCE.

Article IV. Annual Business Meeting(s)

Annual business meetings of the CCCCIO shall be held.  The Executive Board shall determine the specific date(s) and location(s).

Article V. The Executive Board

Section 1. The Executive Board of the CIOs shall consist of fifteen (15) members, the chair of each of the regional groups and the immediate past-president, the president, the president-elect, the secretary and the treasurer.

Section 2.  Ten Regional Groups shall be established to include all colleges within defined geographic areas of the state.  Regional Group membership shall include the designated Chief Instructional Officer of each institution, and may, in multi-college districts, include one district-level instructional administrator.

Section 3.  Bi-annually, each Regional Group shall select its chair who shall serve a two-year term as the representative to the Executive Board, odd numbered Regional Groups in odd years and even numbered Regional Groups in even years.  An individual may not serve as chair of a Regional Group for more than two (2) consecutive terms.

Section 4.  The terms of office for members of the Executive Board shall begin and end at the July Executive Board meeting.

Section 5.  Vacancies on the Executive board shall be filled by selection and appointment from the membership of the Regional Group in which a vacancy occurs.  Appointment shall be for the remaining term of the vacating member.  The individual may serve two more complete terms.

Article VI. Officers

Section 1. The officers of the CCCCIO shall be the Past-President, President, President-Elect, Secretary, and Treasurer. The President-Elect shall be elected by and from the Board at the March meeting. The President shall serve a two-year term.  The Secretary shall be a CIO, not serving as a Regional Representative, and will be selected by the Board  at the May meeting of an even year for a two-year term. The Treasurer shall be a CIO, not serving as a Regional Representative, and will be selected by the Board at the May meeting of an odd year for a two-year term. Exceptions to these elections require a vote of the Board. The officers shall serve until their successors are seated at the July Board meeting. Proxies will be accepted at the meetings when elections of officers are held.

Section 2.  The President shall be the executive officer of the CCCCIO and chair the Executive Board.  S/He will act at the direction of the Board.  The responsibilities of the President include:

2.1  planning meetings of the Executive Board in consultation with the Executive Secretary,
2.2  presiding over the annual conferences,
2.3  representing the CCCCIO on the Chancellor’s Consultation Council,
2.4  appointing representatives to task forces and advisory committees and communicating committee deliberations to the CIOs at large,
2.5   serving as liaison to the CEOs and to CCCCOE or appointing a designee,
2.6   conveying surveying protocols to CIOs in the field,

2.7   communicating the CCCCIO positions in writing,

2.8   distributing the Consultation Council meeting notes in a timely manner to the Executive Board, liaison members, and all CIOs in the field.

Section 3.  The President-Elect shall serve in the absence of the President and shall assume the following primary responsibilities:

3.1   working with the Executive Secretary and Board to plan the fall and spring conferences,
3.2  serving in the absence of the President.

3.3 attending at least one-half of the Consultation Council meetings

Section 4.  The Past-President’s responsibilities include:

4.1   delegating the preparation and distribution of newsletter/reports,
4.2   attending Board of Governors meetings or appointing a designee
4.3   distributing the Board of Governors notes in a timely manner to all CIOs

Section 5. The Secretary shall keep the minutes of the meetings of the Executive Board and shall serve a two-year term.

Section 6.  The Treasurer shall be responsible for receiving and disbursing funds of the CCCCIOs at the direction of the Executive Board and shall serve a two year term.  Other duties shall include:

6.1   keeping accurate records of the association’s financial transactions,
6.2   securing corporate sponsorship of the CCCCIO conferences and activities,

6.3 assuring an independent audit is conducted biannually.

6.4 working with the accountant

Section 7.  Regional Group Chairs shall convene Regional Group meetings within two (2) weeks of the Executive Board meeting, when possible, for the purposes of:

7.1  distributing and discussing Executive Board and Consultation Council materials,
7.2  securing reactions and points of view of Regional Group members,
7.3  networking among Regional Group members.

Article VII. Executive Secretary

Section 1:The responsibilities of the Executive Secretary shall include

1.1 planning meetings of the Executive Board in conjunction with the President, distributing agendas to Board/liaison members and securing/reserving meeting rooms,

1.2. distributing the executive board meeting minutes to the Executive Board members and posting the minutes on the website,

1.3. maintaining the CCCCIO website,

1.4. serving as archivist for the organization,

1.5 with President Elect and Board, planning and implementing the conferences

Article VIII. Finances

Annual dues shall be assessed for membership in the organization. The Executive Board shall present adjustments to annual dues at the annual Business meetings. The Executive Board shall not increase the annual dues more than 10% a year without a vote of the membership. The Executive Board reserves the right to implement a system of partial reimbursement to members or their districts for expenses attendant to serving on the Executive Board.

Article IX. Rules of Order

Section 1.  Robert’s Rules of Order shall govern the annual meeting and such special meetings as are called by the Executive Board, as well as meetings of the Executive Board itself.

Section 2.  A quorum at the annual or Regional Group meetings and such special meetings as are called by the Executive Board shall consist of fifty percent (50%) of the membership of the organization, the region, or the area.  Issues brought before the membership shall be decided by a majority vote of those present and voting or those mailing ballots or submitting written proxies.

Section 3.  A quorum at a meeting of the Executive Board shall consist of seven (7) members.  Issues brought before the Executive Board shall be decided by consensus, when possible, or by majority vote of those present and voting.

Article X. Ratification

Section 1.  Amendments to the Constitution of the CCCCIO shall require an affirmative vote by fifty percent (50%) plus one (1) of those participating at the annual business meeting(s).

Section 2.  Executive Board officers or Regional Group chairs may submit proposed amendments to the Constitution.  In the latter case, they must represent consensus of a Regional Group and be submitted to the Executive Board by a Regional Group representative or designee.

Article XI. Consultation

The Board of Governors has adopted an overall policy on consultation.  It has established a Consultation Council, on which the CIOs are allocated one seat to be held by the CCCCIO President.  The CCCCIO as a member organization of the Council shall establish and maintain procedures for communicating with the CIOs in the field, for securing the input and views of those CIOs, and for representing those views on the Council.

Section 1.  The CCCCIO as an organization respond to requests from the Consultation Council to develop recommendations for policies in its area of expertise.  The recommended policies of the CIOs, once made, are subject to review by the Consultation Council before the Chancellor makes a recommendation to the Board of Governors.

Section 2.  The CIOs are authorized to recommend policies in their area of expertise.  Each CIO has the authority to review and comment on any item being considered within consultation and communicating his/her views to the Consultation Council and the Board of Governors via the Chancellor.  The role of the CCCCIO in consultation is to insure that the technical expertise of subject-matter professionals is employed in the development of academic policies and to promote communication and understanding among the key constituencies in the field who will be implementing them.

Article XII. Appointees to Task Forces and Advisory Committees

Section 1.  Appointment.  The President and/or the Executive Board appoint CCCCIO representatives to task forces and advisory committees.

Section 2.  Participation.  As it is important that the CIOs have a continuing and visible presence through their participation in task forces and advisory committees, appointees commit to attend.  If unable to continue serving, the appointee should contact the CCCCIO President as soon as possible so an alternate appointment can be made.

Section 3.  Appointees are expected to act in accordance with CCCCIO policy and direction or, where no clear policy or direction exists, appointees are expected to develop the awareness of instructional issues among other members of task forces and advisory committees.  CCCCIO appointees will report regularly to the CCCCIO Executive Board through their Regional Group representative.  When necessary, CCCCIO appointees will secure a CCCCIO Executive Board position to articulate.

Section 4. Appointees shall submit a report of the meeting to the Executive Board using the appropriate form, within two weeks of the meeting.

(Adopted 4/20/16)