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:

1.1  provide a central voice for academic matters in the state of California,
1.2  promote and advance excellence in teaching, success in learning, and completion of educational goals in California public community colleges,
1.3 provide an instructional administrative perspective on community college issues in California,
1.4  participate with the California Community Colleges Chancellor’s Office in the consultation process seeking input from and representing the views of CIOs,
1.5  provide and sustain a communication link among instructional administrators, and

1.6 promote communication and collaboration between other community college constituents including but not limited to the Academic Senate(ASCCC), Chief Executive Officers (CEOCCC), Chief Student Services Officers(CSSO), Chief Business Officers (ACBO), Community College League of California (CCLC), California Community College Association for Occupational Education (CCCAOE), Council of Chief Librarians (CCL), and Association for Community and Continuing Education (ACCE).

Article III. Membership and Rights of Members and Associate Members

 Membership in the CCCCIO shall be limited to the designated Chief Instructional Officer of each accredited  California Community College and stand alone continuing education institution. Designated District Chief Instructional Officers may participate as associate members. All members and associate members have the right to vote and have a voice in discussions and business meetings. Only members may serve as Officers or Regional Group Chairs.

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. Regional Groups

Section 1. Ten Regional Groups shall be established to include all colleges and district offices, as applicable, within defined geographic areas of the state. Regional Group membership shall consist of all CCCCIO members from the designated institutions.

Section 2.  Elections.

2.1.  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.

2.2.  The term of office shall begin and end at the July Executive Board Meeting.

2.3. The vacancy of a Regional Group Chair shall be filled by another of the region’s members, elected by the region. The new Chair shall complete the remaining term of the vacating member. The individual may serve two more complete terms.

Section 3. Removal and Resignation. The Executive Board may remove a Regional Group Chair at any time, with or without cause. Any Regional Group Chair may resign at any time by giving written notice to the President. Any resignation shall take effect at the date of the receipt of the notice or at a time specified in the notice. The acceptance of resignation shall not be necessary to make it effective.

Section 4.  Regional Group Chairs shall serve as ambassadors between the Executive Board and the CIOs in their region. Regional Group Chairs shall be responsible to:

4.1. promptly convey topics under discussion by the Executive Board to the CIOs in the field, gather and synthesize their input, and return this information to the Board (preferably within two weeks because of the timeliness of these issues),

4.2. convene Regional Group meetings between conferences,

4.3. support pre-conference activities,

4.4. attend conferences, providing support to conference planners as needed,

4.5. lead regional meetings at the conferences,

4.6. gather input from CCCCIO appointees from their region to committees, as applicable, and convey that to the Executive Board,

4.7. welcome and onboard new CIOs in their region,

4.8. promote networking among Regional Group members,

4.9. assist in securing sponsors for conferences.

Article VI. The Executive Board

Section 1. The Executive Board of the CCCCIO shall consist of sixteen (16) members: the ten Regional Group Chairs and the Officers.

Section 2. Meetings of the Executive Board shall be held regularly to conduct the business of the organization. The effectiveness of these meetings depends upon the presence, preparedness, and participation of the full Executive Board. Members are expected to attend, preferably in person.

Section 3. At least annually, a designee from each of the following organizations will be invited by the president to attend a meeting of the Executive Board to provide an update on their organization’s activities and perspectives on pending issues: ASCCC, CCCAOE, CCL, and ACCE.

Article VII. Officers

Section 1. The officers of the CCCCIO shall be the Past-President, President, President-Elect, Vice President, Secretary and Treasurer.

Section 2. Elections and Terms of Office

2.1. The President-Elect shall be elected by and from the Board at the March meeting. The President shall serve a one-year term, then advance to become President for a one-year term, and then advance to become Past President for a one-year term.

2.2. The Vice President (Conference Co-Chair) shall be a CIO, not serving as a Regional Representative, and will be selected by the Board at the March meeting of each year for a one year term.

2.3. 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.

2.4 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.

2.5. Exceptions to these elections require a vote of the Board.

2.6. The terms of the office for Officers shall begin and end at the July Executive Board meeting. The officers shall serve until their successors are seated at the July Board meeting.

2.7. Proxies will be accepted at the meetings when elections of officers are held.

2.8 The vacancy of an Officer shall be filled by selection and appointment by the Executive Board. Appointments shall be for the remaining term of the vacating member. The individual may serve two more complete terms.

Section 3.   Removal and Resignation. The Executive Board may remove an Officer at any time, with or without cause. Any Officer may resign at any time by giving written notice to the President or President-Elect. Any resignation shall take effect at the date of the receipt of the notice or at a time specified in the notice. The acceptance of resignation shall not be necessary to make it effective.

Section 4. The President shall be the executive officer of the CCCCIO and chair the Executive Board. The President will act at the direction of the Board. The responsibilities of the President include:

4.1  planning meetings of the Executive Board in consultation with the Executive Director,
4.2  presiding over the annual conferences,
4.3  representing the CCCCIO on the Chancellor’s Consultation Council,
4.4  appointing representatives to task forces and advisory committees and communicating committee deliberations to the CIOs at large,
4.5   serving as liaison to the CEOs and the Chancellor’s Office or appointing a designee,
4.6  gathering and synthesizing input from the CIOs  on relevant issues and sharing positions in writing with the field,

4.7 distributing the Consultation Council meeting notes in a timely manner to the Executive Board and all CIOs in the field.

Section 5.  The President-Elect shall serve in the absence of the President and shall assume the following primary responsibilities:

5.1   working with the Executive Director, the Vice President ( Conference Co-Chair),  and Board to plan the fall and spring conferences,
5.2  serving in the absence of the President,

5.3 attending Consultation Council meetings as needed in support of the President.

Section 6.  The Past-President’s responsibilities include:

6.1  providing insight and support to the President, the Executive Director, and the Executive Board,
6.2  serving as a committee representative where his/her experience as President can best support the organization (e.g. Board of Governors, legislative affairs).

Section 7. The Vice President shall serve as the Conference Co-Chair, working with the President-Elect, Executive Director, and Board to plan the fall and spring conferences, including pre-conference activities.

Section 8. The Secretary shall keep the minutes of the meetings of the Executive Board and shall serve a two-year term.

Section 9.  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:

9.1   keeping accurate records of the association’s financial transactions,
9.2  working with the Executive Director to secure corporate sponsorship of the CCCCIO conferences and activities,

9.3 assuring an independent audit is conducted biannually,

9.4  serving as the primary fiscal liaison to banks, credit card companies, vendors, the auditor, and other accounting services, as applicable.

Article VIII. Executive Director

Section 1:The responsibilities of the Executive Director shall include

1.1 planning meetings of the Executive Board in conjunction with the President, distributing agendas to Board 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, Vice President (Conference Co-Chair) and Board, planning and implementing the conferences and

1.6 working with the Treasurer and other Board Members to secure corporate sponsorship of the CCCCIO conferences and activities.

Section 2. The Executive Director shall serve as a private contractor engaged by the CCCCIO to perform assigned duties. The President shall be responsible to evaluate the performance of the Executive Director, with input form the Executive Board, according to timelines established in the Director’s contract.

Section 3. Upon the vacancy of the Executive Director, the President or designee shall convene a committee to review and modify the job duties and salary as necessary. The committee will then recruit, conduct interviews, and recommend final candidate(s) to the Board. The Board will make the final selection of the Executive Director.

Article IX.   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 X. 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 XI. 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 XII. Consultation

Section 1. 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 2.  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 3.  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 ensure 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. The CCCCIO Executive Board shall assign  a member of the Board to serve as liaison  if the appointee is not on the board. CCCCIO appointees and/or their liaisons shall report regularly to the CCCCIO Executive Board on committee activities, discussions, and activities.  When necessary, CCCCIO appointees will articulate and represent the position of the CCCCIO  Executive Board position on a matter under discussion.

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

(Revisions approved 8.3.2020)