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AFC at GCSC Chapter By-laws

Association of Florida Colleges at Gulf Coast State College Chapter By-laws

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ARTICLE I. NAME

The name of this organization shall be the Gulf Coast State College (GCSC) Chapter of the Association of Florida Colleges (AFC).

ARTICLE II. PURPOSE AND RESPONSIBILITY

The Purpose of the Gulf Coast State College Chapter of the AFC shall be to more actively involve individual members at the college in carrying out the goals and purposes of the AFC at the local level. To this end, the Chapter shall endeavor;

A. To promote increased communication and interaction among all employees and trustees of the college.

B. To provide a forum for the discussion of issues that are of interest or importance to the entire college family, including, but not limited to, legislative concerns.

C. To serve as a college AFC membership committee by assisting the membership chairperson with the organization and execution of the annual membership campaign.

D. To establish an election procedure for the selection of delegates to the Assembly of Delegates and voting representatives to each commission, as provided in the AFC bylaws.

E. To serve as a comprehensive professional organization for anyone employed by, or associated with Gulf Coast State College.

F. To democratically represent the interests of the members.

G. To provide solutions-oriented leadership for issues affecting the College.

H. To actively create awareness of legislation affecting the College the FCS and to promote beneficial measures to support these institutions.

I. To promote public understanding and support of the Florida College System.

ARTICLE III: MEMBERSHIP

Section 1. Voting membership in this Chapter is open to all employees, full and part-time, retirees, trustees, and Gulf Coast State College district employees.

Section 2. Non-voting associate membership is open to individuals whose professional or educational activities are closely related to the functions of GCSC.

ARTICLE IV: CHAPTER OF OFFICERS

Section 1. Elected Officers - The elected officers of this Chapter shall be as follows: President, President-Elect, Secretary, Treasurer, and Parliamentarian.

Section 2. Appointed Officers – The President shall appoint the following chapter officers: Membership Chair, Legislative/Publications Representative, Historian, North Bay Campus Representative, Gulf-Franklin Campus Representative, and Tyndall Campus Representative.  

Section 3.Term of Office – Elected officers shall take office beginning on July 1 and ending on June 30. Appointed officers shall serve from the date of their selection until June 30.

Section 4. Elections -- Elections shall be held annually starting on at least March 1 and ending no later than April 30.

A. Voting procedures

(1) A simple majority of the membership shall constitute a quorum for an election.

(2) Each member may cast 1 ballot signifying 1 vote for each elected office.

(3) The candidate for each office who receives a majority of votes shall be deemed the winner

(4) In the event of a tie, a run-off vote shall be held.

(5) Voting may be conducted by in-person or electronic means as deemed appropriate by the executive committee.

B. Nominating Committee - The Executive Committee shall select a nominating committee of no less than five members not later than March 1 of each year. It shall be the duty of this committee to canvass the members to solicit those who are interested in serving as a chapter officer.

(1) The committee will aim to acquire two nominations for each elected office excepting the office of President, which is filled by the President-Elect.   

(2) The committee will prepare and deliver its report to the membership. The report shall organize the nominees by office and be presented no later than fifteen (15) days prior to the date of the election.

(3) After the nominating committee makes its report, the meeting chair shall open the floor for additional nominations; however, the nominating party must have obtained the nominee’s consent prior to making the motion. 

Section 5. Vacancies -

President’s Succession – The President-Elect shall assume the duties of the president either at the expiration of the president’s term or in the event the office is vacated before said term expires.

President-Elect’s Succession – In the event the President-Elect vacates the office, including to assume the incomplete term of the President, the Chapter shall fill the office by means of a special election in accordance with the procedures established by the executive committee.

Immediate past-president – In the event that the immediate past president vacates the office, it shall remain unfilled until the expiration of the existing president’s term. In such case, the historian shall assume primary responsibility for coordinating the chapter of the year effort.

Elected officers other than the president or president elect – In the event that the secretary, treasurer, or parliamentarian vacates the office, the president with the consent of the executive committee shall appoint a member to fill the unexpired term.

Special circumstances following a vacancy by the treasurer – If the treasurer vacates the office, the chapter president will contact the bank and remove the individuals name from the account as soon as possible. The treasurer shall also immediately turn over any and all materials, both physical and electronic, including usernames and passwords, for any and all accounts they managed.

Appointed officers – In the event that an appointed officer vacates their position, the president shall make a new appointment for the remainder of the term.

ARTICLE V: DUTIES OF ELECTED/APPOINTED OFFICERS

Section 1. President - The President shall call to order and chair the Chapter’s general membership meetings and meetings of the Executive Committee; make appointments as prescribed by Article IV, Section 2 of the bylaws and ad hoc appointments as required; represent the Chapter in official matters; and authorize the expenditure and payment of any chapter funds which have not been accounted for in the approved budget of the Chapter. With the approval of the Executive Committee, the President shall perform such other tasks as are deemed essential to the welfare of the Chapter.

Section 2. President Elect - The President-Elect shall perform the duties of the President during the President’s absence or disability. This officer will have the primary responsibilities of organizing and supervising the selection of the annual conference delegates. He/she shall also perform additional duties as assigned by the Chapter President.

Section 3. Immediate Past-President - The Past-President will serve as a consultant and advisor, and will perform other duties as assigned by the Chapter President, including the annual coordination of the chapter of the year effort.

Section 4. Secretary - The Secretary will be responsible for recording and disseminating the minutes of membership and Executive Committee meetings and shall be the custodian of the minutes and records of the Chapter. This officer will keep a register of current chapter members and shall call the roll when required. Further, this officer shall conduct correspondence of the Chapter and maintain a correspondence file. In addition, this officer will perform those duties assigned by the Chapter President.

Section 5. Treasurer - The Treasurer is responsible for the management and recording of receipts and disbursements of chapter funds. This person receives and deposits funds of the Chapter to/from the chapter bank account, maintains ongoing records and reconciles these records with bank statements each month. This officer forwards chapter dues of members to the state AFC office, maintains a current chapter membership roster and disburses funds as authorized by the President and/or Executive Committee. This individual shall make regular financial reports at general membership meetings and produce an annual financial report and statements for review and approval at the chapter’s end of year meeting. In addition, this officer performs other duties as assigned by the Chapter President.

Section 6. Parliamentarian – The parliamentarian shall serve as a consultant to the president and meeting chairs to interpret, advise, and recommend rulings based on parliamentary procedure as prescribed in Article IX. The parliamentarian shall also chair committees related to by-laws and by-law changes. The parliamentarian retains all the rights and privileges of a voting member.

Section 7. Membership Chair - The Membership Chair shall be responsible for organizing and coordinating the annual AFC membership campaign and for providing to the AFC Executive Director a current listing of all AFC members at the college. This officer will coordinate all Fund Raising for the GCSC Chapter and request chapter members to volunteer for fund-raising events. The Executive Committee and Chapter membership can have an open discussion to suggest ideas for chapter activities which may result in the appointment of ad hoc committees In addition, this officer shall perform those duties assigned by the Chapter President.

Section 8. Legislative/Publications Representative - The Legislative/Publications Representative shall serve as a link between the AFC Legislative Committee and the chapter membership on all matters pertaining to legislation affecting the FCS member schools. This officer shall disseminate all pertinent legislative information to the membership and coordinate any chapter activities concerned with informing the legislative delegation about legislation affecting the colleges. The Legislative/Publications Representative shall receive all copies of AFC publications for distribution to the members of the Chapter and shall be responsible for news and information notices in college publications and local news media. This officer shall also be responsible for the following: coordinating chapter publicity and promotional campaigns to promote employee and public understanding and support of AFC and the Florida community college system. Additionally, this officer will promote increased communication and interaction among all employees and trustees at the college. This officer shall also perform those duties assigned by the Chapter President.

Section 9. Historian – The chapter historian maintains an ongoing record of the chapter’s activities, including the collection of external and internal publicity associated with those activities. The historian assists the immediate past president with the activities and documentation necessary to submit the chapter of the year application.

Section 10: Campus Representatives –- The president shall appoint one representative from each of the college’s external campuses including: North Bay, Gulf-Franklin, and Tyndall Air Force Base. These individuals will represent the unique interests of their campuses and act as the local AFC liaison for the individuals working or affiliated with those programs.

ARTICLE VI: MEETINGS

Section 1. Regular Meetings - Regular meetings are to be held at a time and place established by the Executive Committee. Meetings are to be announced at least one week prior to the meeting day. Meetings will be scheduled as required, one of which will be during the Fall term for elections. A quorum at any scheduled meeting of the general membership shall consist of the paid chapter members present, providing that this number is not less than ten percent of the paid Chapter membership.

Section 2. Special Meetings – The executive committee retains the right to call special meetings as required.

 ARTICLE VII: EXECUTIVE Committee

Section 1. Composition - The Executive Board shall consist of the President, President-Elect, Secretary, Treasurer, Parliamentarian, and immediate Past-President of the Chapter.

Section 2. Duties of the Executive Committee - The executive committee will be available to provide advice and consultation to the President on matters of interest to the Chapter and plan the agenda for regular meetings of the Chapter as appropriate; Review proposals from the state organization and develop and recommend policies pertaining to the Chapter as appropriate; develop other policy recommendations concerning Chapter affairs and submit them to the Chapter as appropriate; Approve expenditures exceeding $100.00 and Assist the Membership Committee.

Section 3. The voting membership of the board shall consist of the president, president-elect, secretary, and treasurer. The parliamentarian and past-presidents shall not be considered voting members.

Section 4. A quorum shall consist of at least three voting members, since that equals a simple majority of votes required for a measure’s passage.

ARTICLE VIII: AD HOC COMMITTEES

Committees shall be appointed by the Chapter President or the Executive Committee as necessary to carry on the work of the Chapter.

ARTICLE IX: PARLIAMENTARY AUTHORITY

Robert’s Rules of Order Newly Revised shall be used as a guide for matters not covered herein or in the state by-laws. The parliamentarian shall serve as the subject matter expert and provide guidance and counsel on procedural matters. However, the final authority for ruling on questions of order shall remain with the meeting chair.

ARTICLE X: AMENDMENTS TO CHAPTER BY-LAWS

Section 1. Amendments may be offered in writing to the Chapter secretary at any meeting of the Chapter, but may not be voted upon until the next succeeding Chapter meeting. Proposed chapter bylaws amendments will be distributed with the regular notice of Chapter meetings.

Section 2. The Chapter bylaws may be amended by a two-thirds vote of the members present at a Chapter meeting provided 10 percent of the paid chapter membership is present.

ARTICLE XI: COMMISSION REPRESENTATIVES

Section 1. The following standing commissions shall be constituted and established to carry out activities consistent with the purposes of AFC:

Administration Institutional Advancement
Adult and Corporate College Learning Resources
Career and Professional Employees Occupation Education
Curriculum Retirees
Equity Student Development
Faculty Technology
Financial Aid Trustees
Global Initiatives  

Section 2. Commission representatives will be chosen by the executive committee prior to the annual AFC convention. The exception will be the appointment of the Trustee representatives who will be appointed by the GCSC President.

Section 3. Duties of Commission Representatives - The elected Commission Representatives will attend all meetings of the particular commission at the annual AFC convention and attend other state meetings throughout the year as financial resources permit. Representatives shall disseminate information gleaned from these commissions to the membership at large and may request the chapter president or executive committee to organize a chapter commission or ad hoc committee if deemed necessary.

Section 4. Candidacy for regional or statewide elected or appointed offices: Chapter members are encouraged to seek leadership opportunities at the regional and state level. However, doing so does require financial obligations for the local chapter. For this reason, members who seek regional or state leadership opportunities should first obtain local support before committing to run for elected, or accept appointed, office.

(1) Members who seek any regional or statewide AFC office -- whether appointed or elected -- shall first obtain the endorsement of both the chapter’s executive committee and concurrence of the college president.

(2) Members willing to serve in any regional or statewide capacity shall submit their candidacy to the chapter president who will bring this to the executive committee. The committee shall review and discuss the application followed by a vote. A simple majority shall be sufficient to obtain an endorsement.

(3) Following a favorable endorsement, the chapter president shall submit the candidate’s request to the college president for final approval.

(4) Regardless of the decision made by the executive committee, the college president’s decision shall be final.

ARTICLE XII: DELEGATES TO ASSEMBLY OF DELEGATES

Delegates to the Assembly of Delegates will be elected each year at the Fall Semester regular meeting in accordance with AFC state bylaws. The newly elected officers will be delegates by virtue of election. Members holding state offices shall, likewise, serve as delegates. The Nominating Committee shall propose to the general membership a slate of nominees for the remaining convention delegates and five alternate delegates. Alternates will attend the state convention in the event of increased membership or if an elected delegate is unable to attend. Previous service to the Chapter shall be criteria for nomination to attend the convention.

ARTICLE XIII: ENACTMENT

This document shall become effective following ratification by the membership.

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