BYLAWS

 

OF THE

 

CALIFORNIA COMMUNITY COLLEGE

SOFTWARE CONSORTIUM

(CCCSC)

 

 

 

Adopted

October 26, 2000

 


CONTENTS

 

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 Support Team.  Based upon the approved development list, the Support Team will create The Software Development Calendar and provide a monthly progress report to the Board of Directors.

 

Fifth – The CCCSC Support Team will program and deliver the enhancements and improvements listed in The Software Development Calendar.  The Support Team will document developed software and provide support to CCCSC member colleges to include: answers to technical questions, technical support, and the correction of program errors.

 

 

VIII.  PERSONNEL

 

            A.  Coordinator.

 

                  1.   Selection and Appointment.  When seeking a CCCSC Coordinator, the President shall seek nominees from the Board of Directors, and the Technical and Users’ Committees.  The President, or his designated representative, shall contact candidates and make a selection recommendation to the Board.  The Coordinator shall be appointed to the Board to serve for a term and such financial considerations, as the Board shall specify in a Professional Services Contract.


 

                  2.   Duties.  The Coordinator, acting as the agent of the Board of Directors, shall develop agenda for meetings of the Executive Committee and the Board of Directors.  The Coordinator will develop a draft of meeting minutes, which will be forwarded through the Consortium’s Secretary for approval by the Consortium’s President.

 

      a.   Relationship with Board of Directors and the Executive Committee.  The Coordinator, as a non-voting, ex-officio advisor, shall attend all regular meetings of the Board of Directors and the Executive Committee to receive designated tasks from the President.  The Coordinator shall keep the President up-to-date on all matters, brought to the Coordinator’s attention, in the intervals between such meetings.

 

                        b.   Annual Report.  The Coordinator shall submit a written report to the Board of Directors at the Consortium’s fall conference.

 

                        c.   Relationship with Committees.  As appropriate, the Coordinator, when designated by the Consortium’s President, may serve as a non-voting advisor to committees.

 

                        d.   Major Duties. The Coordinator, in addition to developing draft meeting agenda and minutes, shall have custody of the papers and records pertaining to the Consortium and shall see that they are preserved in depositories approved by the Board.  

 

            B.   CCCSC Support Team.  The agreement between CCCSC and Santa Rosa Junior College (SRJC) provides for the establishment of a CCCSC Support Team at SRJC that is managed by the SRJC Director of Computing Services.  The Support Team will consist of the following personnel who will be selected, hired, and paid by the SRJC Director of Computing Services.

 

                  1.   Programmer/Analyst. 

 

                  2.   Technical Writer

 

IX.  FINANCIAL ADMINISTRATION

                       

            A.  Fiscal Year Budget.  The fiscal year shall be from July 1 to June 30. 

 

                  1.   Annual Budget.  The Treasurer shall prepare, or caused to be prepared, an annual budget for approval by the Board of Directors at the Fall Conference.  The annual budget will list all anticipated income and expenditures for the next fiscal year.  A list of Consortium capital assets by acquisition date and cost will be attached to the budget.

 

                  2.   Books of Accounts.  The Treasurer shall keep, or cause to be kept, the books of accounts in accordance with procedures approved by the Board of Directors and in a manner that will make the financial condition of the Consortium evident at all times.  Said books shall be subject to an annual audit before the Fall Conference by a member of the Board of Directors who has been selected for this purpose by the President.

 

            B.   Receipts, Disbursements, Deposits.  The Treasurer shall receive and disburse the monies of the Consortium, and shall deposit them in such depositories and accounts as the Board of Directors shall designate.

 

            C.   Bank Selection and Notification.  Selection of an appropriate banking institution for the Consortium’s accounts will be done by the Treasurer and approved by the Board of Directors.  Upon approval of the banking institution, the Treasurer will prepare, or cause to prepared, a letter to the bank citing the purpose of the Consortium, types of bank accounts, and who has access to those accounts.  The Consortium’s President and Treasurer will sign this letter of notification to the bank.

 

            D.  Check Signatures.  All notes, acceptances, endorsements, and evidences of indebtedness, and all checks in any amount shall require the signatures of any two of the following: the President, the Treasurer, the Vice President, and the Secretary.

 

            E.   Contracts.  The Board of Directors may authorize the President and Treasurer to enter into any contract or to execute and deliver any instrument in the name of the Consortium.  Unless and except as authorized by the Board of Directors, no loan or advance shall be contracted on behalf of the Consortium, no negotiable paper or other evidence of obligation under any loan or advance shall be issued in the name of the Consortium, and no Consortium property shall be mortgaged, pledged, or transferred as security for payment of any loan, advance, or liability.

 

 

X.  RECORDS AND REPORTS

           

            A.  Maintenance of Consortium Records.  The Consortium shall keep:

 

                  1.   Adequate and correct books and records of account;

 

                  2    Written minutes of the proceedings of its Board of Directors and committees; and

 

                  3.   A copy of each member college’s agreement with the Consortium.

 

            B.   Consortium and Committee Minutes – shall be retained at the office of the Consortium’s Coordinator.

 

            C.   Annual Report to Institutional Presidents.  The Board of Directors shall cause an annual report to be sent to the Chief Executive Officer of member colleges after the Consortium’s Fall Conference.  That report shall list, for the past year, significant software and documentation produced, a copy of the Consortium’s financial report, a list of anticipated achievements planned for the coming fiscal year, and any other activities believed by the Board to be of interest to member institutions.

 

 

XI.  DISSOLUTION

 

            Upon dissolution of the Consortium, after providing for settlement of all of the organization’s debts and obligations, the remaining property and monies will be distributed proportionally to member institutions based on years of membership.  Records of the Consortium will be maintained at the Secretary’s institution for seven years after dissolution and will then be destroyed.

 


 

XII.  PARLIAMENTARY AUTHORITY

 

            The rules contained in Roberts’ Rules of Order, Revised shall govern the Consortium in all cases to which they are applicable and in which they are not inconsistent with these Bylaws.

 

 

XIII.  AMENDMENTS TO THE BYLAWS

 

            The Bylaws of the Consortium may be adopted, amended, or repealed only by a two-thirds vote of the Board of Directors, in the presence of a quorum, at a properly notified regular or special meeting of the Board.  Any proposed changes shall be sent to all directors at least 30 days before the meeting date.

 

 


Attachment A – Sample CCCSC/District Agreement

 

CCCSC AGREEMENT

 

 

This agreement is between the California Community College Software Consortium (CCCSC) and the ____________ Community College District (DISTRICT).

 

Services:  This agreement is effective July 1, _____ for an initial two-year period ending June 30, ________.

 

Basic Objectives: 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:

 

1.   Software development

2.   Software release process

3.   User/Technical documentation

4.   System extension and enhancement

5.   Contributed Software Library

6.   Development standards

 

CCCSC Requirements:

 

1.   Working with member colleges, the CCCSC will enhance the Baseline Student Record System to create a Consortium Conglomerate (CC) version of the J.01-J.03 Speedware design(s) by employing a Support Team located at Santa Rosa Junior College.

 

2.   The CCCSC will create a Software Development Calendar based on a system, which will ensure equitable response to the needs of member colleges.  This system, to be fully described in the CCCSC Bylaws, will provide for input from member college users, technical staff, and Information System Directors.

 

3.   The CCCSC will provide a progress report twice annually, at its Fall Conference, to member districts.


Member College District Responsibilities:

 

1.   DISTRICT agrees to use the Consortium Conglomerate (CC) version of the J.01-J.03 software as developed by the CCCSC Support Team located at Santa Rosa Junior College.

 

2.   DISTRICT will implement future updated versions of Consortium software when a majority of the member colleges agree on implementation following sufficient testing and evaluation.

 

3.   DISTRICT will maintain at least the minimal HP3000 hardware configuration needed to run Consortium standard software and DISTRICT required programs.

 

4.   DISTRICT agrees to pay an annual membership fee of $20,000 per year for the initial two years.  If this amount is determined to be insufficient to accomplish Consortium objectives, member IS Directors will evaluate alternatives and present a recommended increase in membership fees or a reduction in Consortium activities.

 

Indemnification:

 

1.   DISTRICT shall hold harmless and indemnify the CCCSC, its officers, agents and employees from all claims, demands, judgments, causes of action, or liabilities arising from the following:

 

      A.    Any injuries to person or property sustained by the CCCSC as the result of the DISTRICT’S negligent action or omission;

 

      B.    DISTRICT’S infringement on copyrights, intellectual property rights, or any other rights vested in the CCCSC or any other third party.

 

      The DISTRICT shall at its own expense defend any and all actions, claims, suits, or other proceedings brought or instituted against the CCCSC, its officers, employees, and agents, arising from sections A and B above.

 

2.   CCCSC shall hold harmless and indemnify the DISTRICT, its officers, agents and employees from all claims, demands, judgments, causes of action, or liabilities arising from the following:

 

      A.    Any injuries to person or property sustained by the DISTRICT as the result of the CCCSC’s negligent action or omission;

 

      B.    CCCSC infringement on copyrights, intellectual property rights, or any other rights vested in the DISTRICT or any other third party.

 

      CCCSC shall at its own expense defend any and all actions, claims, suits, or other proceedings brought or instituted against the DISRICT, its officers, employees, and agents, arising from sections A and B above.

 

Force Majeure: Neither party to this Agreement will be liable to the other for any failure or delay in performance under this Agreement due to circumstances beyond its reasonable control including without limitation: Acts of God, accident, labor disruption, acts, omissions and defaults of third parties, and official, governmental and judicial actions not the fault of the party failing or delaying in performance.

 

APPROVAL:  The signatures below indicate approval of this agreement.

 

For ________________ Community College District:

 

 

 

 

 

___________________________________________          ____________

Superintendent/President                                                           Date

 

For the CCSC:

 

 

 

 

 

___________________________________________          ____________

_______________, CCCSC President                                                Date