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ADMINISTRATIVE ASSOCIATION:
CONSTITUTION

   “Our new Constitution is now established, and has an appearance that promises permanency; but in this world nothing can be said to be certain, except death and taxes.” ~ Benjamin Franklin

Name ~ Purpose ~ Membership ~ Officers ~ Elections/Terms ~ Meetings ~ Committees ~ Amendments

Click here to download the Constitution With Line Numbering (Amended November 17, 2008)

The Administrative Association Constitution was unanimously approved on September 9, 1999 with an amendment to Section III, Part A adopted on September 8, 2008. In an effort to eliminate any confusion about the membership criteria, the Association's Executive Committee unanimously approved on July 29, 2008 the Chair’s motion to amend Section III, Part A of the Constitution. In compliance with Section VIII (Amendments), the Chair asked the general membership to cast an online vote between August 22 and September 8, 2008 to adopt the proposed constitutional amendment . With 26 voting members, an overwhelming majority of respondents (96%) approved the Constitutional amendment. In continuation of the systematic review of the Constitution and building on the successful amendment to the membership criteria (Section III), the Association successfully amended Section IV (Officers). With the approval of changes to Section IV, the Association has clarified the roles and responsibilities of our officers, which will improve our leadership's efficacy and responsiveness to issues. With 43% of all 70 members casting a vote between October 6-17, an overwhelming majority of members (80%) supported the amendment. A proposed amendment to Section V (Elections) was presented to the general membership on November 3, with 24% of the membership casting a vote by November 14. The amendment was approved with 94% of voting members favoring the amendment.


I. NAME

The name of this body shall be the Administrative Association of Tidewater Community College.


II. PURPOSE

The Administrative Association is established by the administrators of Tidewater Community College to serve as a voice for the administrators and to exercise the authority of the administrators in college affairs. The Association exists to provide an organization to address issues affecting the college's administrators, enabling them to contribute in a meaningful way to advancing the college's mission and goals.

The Administrative Association shall operate as a vehicle for regular communication among administrators, the classified staff, and the faculty. It shall provide support for those college and campus committees that the college deems necessary for the efficient and effective operation of the college.

The Administrative Association is dedicated to promoting a collegial community focused on teaching and learning.


III. MEMBERSHIP

A. The Administrative Association consists of is comprised of all Faculty Administrators and Classified Administrators, including those individuals serving in an “Acting” or “Interim ” capacity, with the exception of librarians and counselors, as they are represented by the Faculty Senate, and those individuals who, as determined by Human Resources, who do not serve on the President's Executive Staff. Typically, the members of the Administrative Association are employed via a faculty administrative contract or they serve as “Directors” in Pay Band 6 or higher in the classified compensation system.

B. At its discretion, the Administrative Association may invite other members of the college community to participate in its meetings as nonvoting member


IV. OFFICERS

The 9-member Executive Committee of the Administrative Association shall be Chair, Vice-Chair, Secretary, Immediate Past Chair, one representative from each campus, one from district office. The Officers of the Administrative Association shall be Chair, Vice-Chair, Secretary, Immediate Past Chair. All members of the Executive Committee are elected except for the Immediate Past Chair, who is an ex officio member of the Executive Committee.

A. The Chair of the of the Administrative Association shall: (1) Serve as a member and preside over Administrative Association Executive Committee meetings; (2) Represent college administrators on the President's Advisory Planning Council (PAPC) and all other governance ceremonial functions; (3) Appoint persons to serve on college-wide standing ad hoc committees, including the PAPC, International Education Committee, and other groups formed within the College’s governance system; (4) Solicit volunteers to serve on standing and ad hoc committees formed by the Association; (5) Have signature authority for all expenditures of Association funds, and discretionary power to use remaining (unencumbered) balance of the budget; (6) Create a budget that strategically allocates all Association funds for the fiscal year; (7) Manage and keep accurate records of the Association fiscal budget; (8) Solicit thoughts, ideas, opinions on all matters from members of the Executive Committee and general membership, if deemed necessary by the Chair; (9) Circulate to Association members information provided by the Association Executive Committee, the College President, the TCC College Board, the TCC Educational Foundation Board, the PAPC, and other governance bodies; (10) Ensure the relevance and currency of the Association website; (11) Create the agenda for all face-to-face business meetings of the Executive Committee and general membership, and distribute electronically no less than 7 calendar days prior to the meeting; (12) Receive from the Secretary copies of the meeting minutes, and distribute electronically to Association members via email and/or ensure posting to the Association website no more than 30 calendar days following each scheduled Association meeting; (13) Request that the Office of Human Resources, no later than the first Friday of the first full week of the Fall and Spring semesters, generate a complete list of all members of the Association, which then must be posted on the Association website by the Chair, or designee; (14) Draft, with input from the Executive Committee, and forward to the PAPC Chair all required reporting such as mid- and end-of-year reports, vacancy lists, election results, PAPC appointments; (15) Provide strategic planning and day-to-day management for all Association operations, programs and services; (16) Delegate and assign to any Officer or member of the Executive Committee the oversight responsibility of any Association program/service, if deemed necessary by the Chair; (17) Have final authority in selecting all recipients of the Administrator Professional Development Funds and Administrator of the Year Award programs, and with such responsibility, the Chair is ineligible to receive these funds or recognition during his/her term as Chair; (18) Serve as the Immediate Past Chair to begin immediately following his/her term concluded as Chair of the Association.

B. The Vice-Chair of the of the Administrative Association shall: (1) Serve as a member on the Executive Committee of the Administrative Association; (2) Perform the duties of the Chair in the Chair's absence or vacancy; (3) Serve as the parliamentarian from among the Administrative Association's membership for the Association; (4) In the absence of the Chair and under special circumstances, the Vice-Chair will have signature authority for the expenditures of all Association Funds; (5) Provide oversight for Association operations, programs and services assigned to by the Chair by performing all tasks necessary for successful implementation, which may include (a) manage and keep accurate records of the assigned program/service; and (b) communicate to the Chair in a timely manner information pertinent to the assigned program/service such as status reports, emerging questions or need for clarifications, and recommended actions.

C. The Secretary of the Administrative Association shall: (1) Serve as a member on the Executive Committee of the Administrative Association; (2) Keep accurate minutes of Association business/working meetings; (3) Distribute electronically copies of the minutes to the Administrative Association Chair no more than 14 calendar days following each scheduled Administrative Association business/working meeting; (4) Provide oversight for Association operations, programs and services assigned to by the Chair by performing tasks such as those described in the preceding section (B.(5)(a-b)).

D. The Immediate Past Chair of the Administrative Association shall: (1) Serve as a member on the Executive Committee of the Administrative Association; (2) Arrange the location for all Administrative Association face-to-face business/working meetings; (3) Provide oversight for Association operations, programs and services, assigned to by the Chair by performing tasks such as those described in the preceding section (B.(5)(a-b)).

V. ELECTIONS, TERMS OF OFFICE, VOTING

A. The term of office for all members of the Executive Committee shall be two years, and members of the Executive committee may serve no more than two consecutive, full terms in the same office.

B. The term of appointed persons who serve on college-wide standing and ad hoc committees formed under the College’s shared governance system, such as the PAPC and International Education Committee, shall be one year. The Chair may appoint an Association member to serve up to two consecutive years (terms) on any shared governance group.

C. The Chair, Vice-Chair, and Secretary shall be elected by winning the majority of votes cast by the Association’s general membership by the third Friday in March of even-numbered years. The campus- and district-based representatives shall be elected by the third Friday in March of odd-numbered years. The Immediate Past Chair is an ex officio member of the Executive Committee and therefore is not elected.

D. If any member of the Executive Committee vacates his or her position prior to the normal election in March, the Executive Committee shall solicit volunteers from among the Association's general membership. Should more than one member seek the same vacated office, a special election to fill the vacancy for the duration of that term shall be held electronically among the Association's general membership.

E. Prior to the elections held by the third Friday in March, the Chair shall generate a list of Executive Committee membership openings for the upcoming year.

F. By the third Friday in March of each year, election ballots for Executive Committee openings shall be created and elections held electronically among the Association's general membership.

G. The term of office for all members of the Executive Committee shall begin on the first Friday in April of each year to enable a seamless transition and to help prepare newly elected officers and other members of the Executive Committee.

H. By the third Friday in April of each year, the incoming Chair of the Association shall appoint a member(s) of the Administrative Association to serve a one-year term on the PAPC, the International Education Committee, and any other committee formed under the College’s shared governance system.

I. The term of appointed persons who serve on committees formed under the College’s shared governance system shall begin on the third Friday in April of each year to help newly appointed persons prepare for their committee work.

J. Proxy voting, whereby one member casts a vote on behalf of another member, shall not be permitted on any Administrative Association business.

K. Absentee voting, whereby a member who will be absent or unable to vote in person, shall not be permitted on any Administrative Association business.


VI. MEETINGS

A. The Administrative Association shall meet at such times as the membership and/or Executive Committee deems appropriate, but no less than once per quarter.

B. Meeting locations shall rotate alphabetically, from the Chesapeake Campus, to the Norfolk Campus, to the Portsmouth Campus, and to the Virginia Beach Campus.

C. The Association's Secretary shall be responsible for providing at least one week's advance notice of all meetings, except in an emergency.

D. Any ten members of the Association may petition the Executive Committee for a meeting of the Association.

E. One-third of the Association's membership shall constitute a quorum.

F. Meetings of the Association shall be governed by Robert's Rules of Order Revised, latest edition.


VII. ADMINISTRATIVE ASSOCIATION COMMITTEES

A. EXECUTIVE COMMITTEE OF THE ADMINISTRATIVE ASSOCIATION

  1. MEMBERSHIP

    The Executive Committee shall consist of the officers of the Administrative Association and two representatives from each entity, as well as one additional ad hoc member if the condition referred to in VII.C.I. exists.

  2. OFFICERS

    The officers of the Executive Committee shall be the chair, the vice-chair, and the secretary of the Administrative Association.

  3. DUTIES

    a. Represent college-wide, Association-eligible administrators.

    b. Meet with the President of the college each year to address concerns and suggestions of administrators and to maintain open lines of communication.

    c. Prepare the agenda for Administrative Association meetings.

  4. MEETINGS

The Executive Committee shall meet at the call of its chair or upon a petition by a majority of its members.

B. AD HOC COMMITTEES

      1. The Association shall establish those ad hoc committees that are appropriate to carry out its responsibilities.
      2. The purpose of these ad hoc committees shall be to examine issues and suggest policy to the Association.
      3. Ad hoc committees shall not assume responsibility for areas of concern beyond those assigned them, except by prior approval of the Association.

C. COMMITTEE APPOINTMENTS

      1. The chair of the Administrative Association and one other member elected by the Association will serve on the President's Advisory and Planning Council. If the other member is not already on the Executive Committee, (s)he will become an ad hoc member of the Executive Committee while serving on the President's Advisory and Planning Council.
      2. The Administrative Association will elect one member to serve on the International Education Committee.

VIII. AMENDMENTS

This Constitution may be amended by a majority vote of those Association members present at a regularly-scheduled meeting of the Association. Copies of the proposed amendment and rationale must be provided to the members of the Association at least two weeks prior to the referendum.


IX. CONSTITUTION

This Constitution shall take effect upon the affirmative vote of a majority of the Association members present at a regularly-scheduled meeting of the Association.

Approved unanimously on September 2, 1999.
Amended Section III, Part A on September 8, 2008 by the Executive Committee and then on September 8, 2008 by the general membership.
Amended Section IV on October 17, 2008 by the general membership.
Amended Section V on November 17, 2008 by the general membership.

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