CALIFORNIA
COMMUNITY COLLEGE
SOFTWARE
CONSORTIUM
(CCCSC)
Adopted
October 26,
2000
I. NAME Page
5
II. PURPOSE 5
III. MEMBERSHIP 5-6
A. Eligibility
B. Categories
C. Termination
of Membership
D. General
Membership Conferences
1. Annual Conference
2. Special Meetings
3. Meeting Notice Procedure
4. Membership Quorum
5. Loss of Quorum
6. Voting
IV.
BOARD
OF DIRECTORS 6-7
A. Title
B. Composition
C. Director Terms
D. Vacancies
E. Powers
F. Meetings
1. Regular
Meetings
2. Special Meetings
3. Notification of
Meetings, Quorum and Voting
G. Nomination and Election of Officers
1. Nominating
Committee
2. Nominating Procedure
3. Election Procedure
4. Term of Office
V. OFFICERS 7-8
A. Eligibility,
Term, and Vacancies
B. Titles
and Duties
1. President
2.
Vice
President
3.
Secretary
4. Treasurer
5. Chairperson, Users’ Committee
6. Coordinator
VI. STANDING
COMMITTEES Pages
8-11
A. Executive
Committee
1. Definition
2. Powers
2. Meetings, Quorum, Reports
B. Users’
Committee
1.
Definition
2.
Powers
3.
Meetings,
Quorum, Reports
C. Technical
Committee
1. Definition
2. Powers
3. Meetings, Quorum,
Reports
VII.
PROCEDURE FOR JOINT DESIGN
AND DEVELOPMENT OF CCCSC SOFTWARE 11-12
A. Organization
1. Board of Directors
2. Users’ Committee
3. Technical Committee
4.
SRJC/CCCSC
Agreement
5. Support Team
6. Coordinator
B. Five-Step
Process
1. First Step
2. Second Step
3. Third Step
4. Fourth Step
5. Fifth Step
VIII. PERSONNEL 12-13
A.
Coordinator
1.
Selection
and Appointment
2.
Duties
a. Relationship
with Board of Directors, and
the Executive Committee
b. Annual Report
c. Relationship with Committees
d.
Major
Duties
B.
CCCSC
Support Team
1.
Programmer/Analyst
2.
Technical
Writer
IX. FINANCIAL
ADMINISTRATION Pages
13-14
A.
Fiscal
Year Budget
1. Annual
Budget
2. Books of Accounts
B. Receipts, Disbursements, Deposits
C. Bank Selection and Notification
D. Check Signatures
E. Contracts
X. RECORDS
AND REPORTS 14
A. Maintenance
of Consortium Records
B. Consortium and Committee Minutes
C. Annual Report to Institutional Presidents
XI. DISSOLUTION 14
XII. PARLIAMENTARY
AUTHORITY 14
XIII. AMENDMENTS TO THE BYLAWS 15
Attachment A – Sample CCCSC/District Agreement
BYLAWS OF THE
CALIFORNIA
COMMUNITY COLLEGE SOFTWARE CONSORTIUM
A California Nonprofit Association
I. NAME
THE CALIFORNIA COMMUNITY COLLEGE SOFTWARE CONSORTIUM
exists as an unincorporated nonprofit association and shall be referred to in
these Bylaws as the “Consortium” or “CCCSC”.
II. PURPOSE
CCCSC exists to support the use of software designed for
community college student record systems.
The CCCSC will work to improve and strengthen Consortium software in the
following areas:
A.
Software
development
B.
Software
release process
C.
User/Technical
documentation
D.
System
extension and enhancement
E.
Contributed
Software Library
F.
Development
standards
III.
MEMBERSHIP
A. Eligibility – any Community College may
become a member of this Consortium by completion and submission of the
CCCSC/District Agreement (shown as Attachment A to these Bylaws) to the
Consortium’s President and payment of the annual membership fee.
B. Categories – staff of member colleges
shall be considered general members of this Consortium with the right to attend
any of the CCCSC meetings.
C. Termination of Membership
– any member college may voluntarily terminate its membership by submitting
reasonable notice to the Consortium’s Board of Directors. If termination is done by notice, the CCCSC
Board of Directors will determine the amount of any justified refund. Membership will be automatically terminated
if a College District fails to pay annual fees within ninety (90) days after
they become due and payable.
D. General Membership Conference
1. Annual
Conference – shall be held in the fall of each year at a time and place
designated by the Board of Directors.
At this meeting, directors elected in accordance with Article IV of
these Bylaws shall be presented to the membership, and any other proper
business may be transacted.
2. Special
Meetings – A special meeting of the members for any lawful purpose may be
called at any time by a majority of the Board of Directors at a meeting where a
quorum is present, or by the CCCSC President, or by five percent (5%) or more
of the member colleges.
3. Meeting
Notice Procedure – Notice of any meeting of members shall be in writing and
shall be given at least ten but no more than 90 days before the meeting
date. The notice shall be given either
personally, or by first class mail, or by E-mail to the Chief Information
Systems Officer of each member college district.
4. Membership
Quorum – The presence of college representatives from fifty percent (50%) of
the member institutions shall constitute a quorum.
5. Loss of Quorum – The members present at a
duly called or held meeting at which a quorum is present may continue to
transact business, which requires no action, until adjournment, even if enough
members have withdrawn to leave less than a quorum. Any action taken (other than adjournment) must be approved by at
least a majority of the members required to constitute a quorum.
6. Voting
– At any meeting of the Consortium, each member college shall be entitled to a
single vote. Voting may be by voice or
ballot, except that any election of officers must be by ballot if demanded by
any Director at the meeting before the voting begins.
IV. BOARD OF
DIRECTORS
A. Title – The governing body of the CCCSC
consists of the Board of Directors.
B. Composition – The CCCSC Board of
Directors shall consist of one representative from each member college
district. Traditionally, this
representative is the District’s Information Systems Director.
C. Director Terms – Each CCCSC Director,
appointed by his/her member college district, will serve until the college
district appoints a new director or the district terminates its Consortium
membership.
D. Vacancies – The CCCSC President shall
contact the District President and seek a replacement upon notification that a
director from a particular district can no longer serve as a Consortium
Director.
E. Powers – To implement the purpose of
the CCCSC, the Board of Directors shall have full charge of the property and
affairs of the Consortium. With
exclusive power to manage the Consortium, the Board of Directors may appoint
and direct such agents and representatives, as it deems necessary to assist it
in carrying out its responsibilities.
F. Meetings
1. Regular
Meetings – of the Board of Directors, called by the Consortium President, shall
be held at least four times a year by either a videoconference meeting or at
such time and place as the Executive Committee shall determine.
2. Special
Meetings – the President may call special meetings of the Board of Directors at
any time and for any purpose, or upon request of at least three directors.
3. Notification
of Board meetings, Board Quorum, and Voting – shall be in accordance with
paragraph D of Article III of these Bylaws.
G. Nomination and Election of Officers –
CCCSC officers shall be elected for two-year terms at the Fall Conference held
in odd-numbered years; i.e. 2001, 2002, etc.
1. The
Nominating Committee shall be comprised of three members: (1) a Chairman, who shall be a member of the
Board of Directors; (2) one additional Board director; and (3) the CCCSC
Coordinator.
2. Nominating
Procedure – At the Fall Conference in even-numbered years, the nominating
committee shall submit a written request to members of the Board of Directors
requesting nominations for CCCSC officer positions and for next year’s
nominating committee. Based on names
submitted and by personal contact, the Nominating Committee shall prepare a
recommended slate of officers and two nominees for the Nominating Committee.
3. Election
Procedure – The Nominating Committee shall oversee preparation, distribution,
and tallying of the annual ballots at the Fall Conference in odd-numbered
years. The ballot shall list the
committee’s slate and any person duly nominated at the conference. At least twenty days before the regular Fall
conference, the nominating committee shall send a copy of the proposed, draft
ballot to each member of the Board of Directors.
4. Term of
Office – officers and Nominating Committee members, elected at the Fall
Conference shall assume office immediately upon election and shall serve for
two years.
V. OFFICERS
A. Eligibility, Term, and Vacancies. The Officers of the Consortium shall be
members of the Board of Directors serving two-year terms beginning upon
election at the annual Fall Conference in odd-numbered years. The President, with Board approval, shall
fill any vacancy among the Officers for the unexpired term by appointment.
B. Titles and Duties.
1. President. The President of CCCSC, who is the
Consortium’s chief executive officer, shall exercise supervision over the
property and affairs of the Consortium and shall enforce the provisions of its
bylaws, policies, and regulations, with discretionary authority in all cases
not specifically, prescribed therein.
The President shall preside at all meetings of
members, the Board of Directors, and the Executive Committee. The President shall be an ex-officio member,
with the right to vote, of all standing and special committees, but the
President shall not serve on the on the Committee for Nominating Officers.
In the manner prescribed in paragraph D, Article
IX of these Bylaws, the President may sign checks and other documents, and may
enter into contracts and execute and deliver instruments, in the name of CCCSC.
The President shall submit a report at the Fall
Conference and at meetings of the Board of Directors. The President shall perform such other duties as the Board of
Directors or the Executive Committee deems proper.
2. Vice President. In addition to acting as the chief executive
officer in the absence of the President, this Officer shall serve as
Chairperson of the Technical Committee with the responsibility for planning and
conducting meetings of that committee.
In the manner prescribed in paragraph D, Article IX of these Bylaws, the
Vice President may sign checks. The
Vice President shall be a member of the Executive Committee, and shall perform
such other duties as the Board of Directors, the Executive Committee or the
President deems proper and designates.
3. Secretary. The Secretary shall keep, or cause to be kept, the minutes of all
meetings of members, the Board of Directors, and the Executive Committee, and
shall see that they are distributed to the Directors and the Coordinator. The Secretary shall send, or cause to be
sent, notices of all such meetings. In the manner prescribed in paragraph D,
Article IX of these Bylaws, the Secretary may sign checks. The Secretary shall be a member of the
Executive Committee, and shall perform such other duties as the Board of
Directors, the Executive Committee or the President deems proper.
4. Treasurer. The Treasurer, who is the Consortium’s chief financial officer,
shall, in the manner prescribed in Article IX of these Bylaws, receive, deposit
and disburse Consortium’s funds or cause the same to be done. The Treasurer shall sign checks, in the
manner prescribed in paragraph D, Article IX of these Bylaws. The Treasurer shall sign other documents, and
enter into contracts and execute and deliver instruments in the name of the
Consortium and shall have charge of the books of account. The Treasurer shall submit a written report
of said accounts at each regular meeting of the Board of Directors and as otherwise
requested by the Board of Directors, Executive Committee, or President. The Treasurer shall prepare and present an
annual budget at the Spring Conference for approval by the Executive Committee.
The Treasurer shall be a
member of the Executive Committee, and shall perform such other duties as the
Board of Directors, the Executive Committee or the President deems proper and
designates.
5. Chair, Users’ Committee. The Chairperson of the Users’ Committee
shall have the responsibility for planning and conducting meetings of that
committee. The Chairperson of the Users’ Committee shall be a member of the
Executive Committee, and shall perform such other duties as the Board of
Directors, the Executive Committee or the President deems proper.
6. Coordinator. The Coordinator shall be appointed by the Board of Directors to
serve for a specified contractual term and for such financial considerations as
the Board of Directors shall specify.
The Coordinator shall perform the duties as specified in Article VIII.
The Coordinator shall be an
ex-officio member of the Executive Committee without a vote and shall perform
such other designated duties as the Board of Directors, the Executive Committee
or the President deems proper and designates.
VI.
STANDING COMMITTEES
A. Executive Committee.
1. Definition. The Executive Committee of the Consortium
shall consist of the President, Vice President, Secretary, Treasurer,
Chairperson of the Users’ Committee, and, as an ex-officio, non-voting member,
the CCCSC Coordinator. The Executive
Committee shall serve until the close of the Fall Conference in odd-numbered
years. The incoming President has the
prerogative of asking the outgoing President to serve on the Executive
Committee as a non-voting member. The President shall preside at all meetings
of the Executive Committee.
2. Powers. To expedite Consortium business between the
fall conferences and Board of Directors’ meetings, the Executive Committee
shall possess and exercise any of the Board’s powers during those intervals.
The Executive Committee shall not elect, appoint
or remove any Officer; shall not appoint or remove any employee; shall not
create, appoint or dissolve any committee; shall not adopt, amend or repeal any
article of bylaw or policy; shall not countermand any decision already reached
by the Board of Directors. The
Executive Committee shall take no major action that can be delayed, without
harming Consortium interests, until the Board of Directors can act on the
matter at a regular or special meeting.
The Executive Committee may make recommendations
to the Board of Directors on any matter at any time.
3. Meetings,
Quorum, Reports.
The Executive Committee shall determine the
form and manner of its proceedings and the time and place of its regular and
special meetings without restriction on the manner of meeting notice.
The presence of a majority of the officers
shall constitute a quorum for the transaction of business, provided that no
committee meeting shall be held unless the President or Vice President is
present to preside.
The Executive Committee shall report its
activities to each regular meeting of the Board of Directors and as otherwise
requested by the Board. The minutes of
all committee meetings shall be filed with the Board meeting minutes at the
office of the CCCSC Coordinator.
B. Users’
Committee.
1. Definition. The Users’ Committee insures that CCCSC
exists as a joint design and development consortium, with users as the driving
force. This committee collectively
provides input and direction to the technical staff. The Users Committee shall consist of at least one interested
software user from each CCCSC member college.
Members of the Users Committee shall serve without a term limitation.
The Chairperson of the Users’ Committee shall be
elected annually by committee members at the Fall Conference with one vote
permitted to each Consortium college.
The Chairperson shall assume that office upon election and become a
member of the Board of Directors and the Executive Committee. The Chairperson, or a representative
designated by the Chairperson, shall preside at all meetings of the Users’
Committee.
2. Powers.
The Users’ Committee will develop a prioritized list of software enhancements
or new modules desired by users. This
list, when initially developed, will be circulated to all member colleges for
comment by users. After the comments
are received, the list may be modified before sending it to the Chairperson of
the Technical Committee. Based upon the
suitability of the changes recommended by the Technical Committee, the list may
be modified before forwarding to the Board of Directors for final approval.
The Users’ Committee may make recommendations to
the Board of Directors on any matter at any time.
3. Meetings,
Quorum, Reports.
The Users’ Committee shall determine the
form and manner of its proceedings and the time and place of its regular and
special meetings without restriction on the manner of meeting notice. When voting on an issue, each college will
be limited to one vote regardless of its number of users on this committee.
Counting only one representative per
college, the presence of one half of the number of member colleges shall
constitute a quorum for the transaction of business.
The Users’ Committee shall report its
activities to each regular meeting of the Board of Directors and as otherwise
requested by the Board. The minutes of
all committee meetings shall be filed with the Board meeting minutes at the office
of the CCCSC Coordinator.
C. Technical
Committee.
1. Definition. The Technical Committee insures that CCCSC
exists as a joint design and development consortium. This committee evaluates the technical feasibility and scope of
implementation of software enhancements or new modules desired on the
prioritized list developed by the Users’ Committee. This committee collectively provides input and direction to the
Users’ Committee. The Technical
Committee shall consist of at least one interested programmer/analyst from each
CCCSC member college, the Consortium programmer/analyst, and the Consortium’s
Technical Writer. Members of the
Technical Committee shall serve without a term limitation.
The Chairperson of the Technical Committee shall
be the Consortium’s Vice President.
Committee members at the Fall Conference will be restricted to one vote
per Consortium college. The Chairperson
shall assume that office upon election as the Consortium’s Vice President. The Chairperson, or a representative
designated by the Chairperson, shall preside at all meetings of the Technical
Committee.
2. Powers.
The Technical Committee, in evaluating the prioritized list of software
enhancements or new modules provided by the Users’ Committee, will first
determine the time and effort needed to accomplish each software
development. Based upon that
evaluation, the Technical Committee will modify the prioritized list and
forward it through the Coordinator to the Chairperson of the Users’ Committee.
The Technical Committee may make recommendations
to the Board on any matter at any time.
3. Meetings,
Quorum, Reports.
The Technical Committee shall determine the
form and manner of its proceedings and the time and place of its regular and special
meetings without restriction on the manner of meeting notice. When voting on an issue, each college will
be limited to one vote regardless of its number of users on this committee.
Counting only one representative per
college, the presence of one half of the number of member colleges shall
constitute a quorum for the transaction of business.
The Technical Committee shall report its
activities to each regular meeting of the Board of Directors and as otherwise
requested by the Board. The minutes of
all committee meetings shall be filed with the Board meeting minutes at the
office of the CCCSC Coordinator.
VII. PROCEDURE FOR JOINT DESIGN AND DEVELOPMENT
OF CCCSC SOFTWARE
A. Organization. To provide for input from member users, technical staff, and Information System (IS) Directors, the Consortium is organized with a Board of Directors, two standing committees, a development site, a Support Team, and a Coordinator.
1. Board of Directors – This Board, chaired by the CCCSC President, consists of the principal Information System Directors from member colleges and a non-voting Coordinator.
2. Users’ Committee – This committee consists of at least one software user from each member college. When voting on an issue each college will be limited to one vote regardless of its number of users on this committee. The Chairperson of this committee will be elected annually by committee members during the fall meeting of the Consortium. This committee will meet at least twice annually.
3. Technical Committee – This committee, chaired by the Vice President, consists of at least one programmer/analyst or technician from each member college. When voting on an issue each college will be limited to one vote regardless of its number of technicians on this committee.
4. SRJC/CCCSC Agreement – This agreement provides for the establishment of a CCCSC Support Team at Santa Rosa Junior College (SRJC) that is managed by SRJC’s Director of Computing Services to create a Consortium Conglomerate (CC) student record system and to provide for further development of CCCSC software.
5. Support Team – This team, managed by the Santa Rosa Junior College (SRJC) Director of Computing Services, consists of at one programmer/analyst and one technical writer. This team exists to create and maintain a Consortium Conglomerate (CC) version of the Student Record System and to provide for further development of CCCSC software.
6. Coordinator – This person is responsible for seeking advice from all member college IS directors before scheduling meetings of the Executive Committee or of the Board of Directors. Additional duties include maintaining an office for storing Consortium records.
B. Five-step Process – To insure that CCCSC exists as a joint design and development consortium, where all users are the driving force and they collectively provide input and direction to the technical staff who make it happen, the following five-step process is used in the development of Consortium software.
First – the Users’ Committee develops a prioritized list
of software enhancements or new modules desired by users. This list, when initially developed, is
circulated to all member colleges for comment by users. After the comments are received, the list
may be modified before sending it to the Board of Directors for review before it
is forwarded it to the Technical Committee.
Second – the Technical Committee determines the time and
effort to accomplish each software development desired by the users before
evaluating the priority to accomplish each task. Based on its evaluation of the Users’ list, the Technical
Committee will modify the prioritized list and forward it to the Chair of the
Users’ Committee.
Third – after determining the suitability of the priority
for software development, the Chair of the Users’ Committee will forward the
list through the Coordinator to the Board of Directors for final approval.
Fourth – after evaluation by the Board of Directors of the proposed prioritized software development list, the President will forward the approved list to the Santa Rosa Junior College (SRJC) Director of Computing Services for implementation by the CCCSC