CCCOER/Committees/elections

Community College Consortium for Open Education Resources (CCCOER)

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Elections Committee

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The Elections Committee is responsible for:

• Announcing and conducting the election process for the CCCOER Governing Board.
• Tracking and tabulating election results and reporting to the CCCOER Governing Board.
• Announcing a call for nominations to the membership and listing official candidates after nominations are collected.

Here is what our Bylaws say about our Governing Board and electing people to it.

Governing Board -- voted: approved as written on Sept 17th

a. ''Board role, size and compensation:'' The Governing Board is responsible for overall policy and direction of the consortium and delegates responsibility of day-to-day operations to the staff, standing committees and program board. The board shall consist of not fewer than 9 and not more than 11 members. 51% of board members shall serve without pay although these board members may receive reasonable compensation for expenses related to their board service.

b. ''Terms:'' Board members shall serve <u>two-year terms</u>.

c. ''Meetings and notice:'' Regular meeting shall be held on the 1st Monday in October at noon (pacific time).

d. ''Board elections:'' '''New board members and current board members shall be elected or re-elected by the voting members by online ballot made available during the third and second weeks prior to the annual meeting. The Elections Officer will determine the results of the election during the week immediately prior to the annual meeting and announce the results at the annual meeting. Board members will be elected by a simple majority of votes cast. President, Secretary, Elections Chair, Communications Chair, Standards Chair, and Member-at-Large 1 shall be elected in odd numbered years to serve the following even and then odd numbered years. Vice-President (President Elect), Treasurer, Financial Development Chair, Program Chair, and Member-at-Large 2 shall be elected in even numbered years to serve the following odd and then even numbered years.'''

e. ''Election procedures:'' '''The Elections Committee is responsible for receiving nominations for each board position from designated Primary Contacts of members. Member institutions may nominate one candidate. Each Primary Contact (acting as voting member representative) may cast one vote for each board position.'''

f. ''Eligibility of Governing Board candidates:'' '''Candidates for President, Vice-President, Secretary, Treasurer, Elections Chair, and Communications Chair must be affiliated with 2-year, accredited, degree- or certificate-granting institutions or district, state or provincial systems of such institutions that are members in good standing of the organization. All candidates must be nominated to the Board by their institution according to procedures established by that institution. Non-affiliated individuals must be members in good standing and may be nominated by any other member in good standing.'''

g. Quorum: At least 40% of board members must be present at a board meeting in order to transact business and pass motions.

h. Vacancies: Vacancies in board offices due to death, resignation or other causes shall be filled by appointment of the Board, with the recommendation of the Executive Director until the next scheduled or interim election.

i. Officers and Duties of the Governing Board: There shall be four officers of the governing board, consisting of a President, Vice President, Secretary, and Treasurer elected by the organization’s members. Their duties shall be as follows:

1. The President shall convene regularly scheduled board meetings, shall preside or arrange for another officer to preside at each meeting in the following order: Vice-President, Secretary, Treasurer.

2. The Vice-President shall chair committees on special subjects as designated by the board.

3. The Secretary shall be responsible for keeping the records of board actions, including overseeing the taking of minutes at all board meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each board member. The Secretary shall assure that association records, including a list of members in good standing and Primary Contacts, are maintained.

4. The Treasurer shall make a report at each board meeting. The treasurer shall chair the finance committee, assist in the preparation of the budget, help develop fundraising plans, and make financial information available to board members, consortium members and the public.

j. Resignation, termination and absences: Resignation from the board must be in writing or email and with receipt acknowledged by the Secretary. A board member shall be terminated from the board due to more than one unexcused absence from board meetings in a calendar year. A board member may be removed for other reasons by a three-fourths vote of the remaining board members at the next board meeting.

k. Special Meetings: Special meetings of the board shall be called upon the request of the President, or one-third of the board. Notices of special meetings shall be sent out via mail and/or email by the Secretary to each board member at least two weeks in advance of the meeting.

l. Conflict of Interest: Any member of the board who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Board to voluntarily recuse him/herself and refrain from discussion and voting on said item.