Staff Senate Executive Committee

By Laws

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Article 1 – Name

The name of the organization is the Honolulu Community College Staff Senate Executive Committee. It is made up of HCC staff representatives from APT and Civil Service White and Blue Collar units. It is herein after referred to as the SSEC.

Article 2 – Purpose of the SSEC

Section 1. The primary purposes of the SSEC are:

1. to provide input and make recommendations to Administration on matters relating to College operations, budget, and staffing.
2. to provide staff a means for proactive participation in Campus goal-setting and decision-making,
3. to encourage involvement, initiative, and leadership among staff members, and
4. to promote the core values, mission and goals of the College.

Section 2. The aim of the SSEC is to serve as an advisory body to the College Chancellor and Administration. The SSEC will make every effort to solicit and consider all suggestions and inquiries from staff members and then make appropriate recommendations with the goal of promoting the general welfare of the College. The SSEC has the discretion to decide what matters must come before a full voting staff and what matters the SSEC can handle.

Article 3 – Representation on the SSEC

Section 1. One representative from each of the following campus sectors will serve on the SSEC:

Section 2. All representatives serve on the basis of their appointment or election to the position by their designated sector. The SSEC will then elect a chairperson, vice chairperson, secretary and historian from among the representatives.

Section 3. SSEC representation, as far as possible, shall be finalized by the end of the spring semester.

Article 4 – Terms of Office of Council Representatives

Section 1. The term of office for SSEC chair, vice chair, secretary and historian shall be two years beginning July 1st of every odd numbered year.

Section 2. No SSEC officer shall hold the same office for more than two consecutive terms.

Section 3. SSEC representatives will serve for at least two years with the possibility of staggered terms to insure continuity.

Section 4. In the event of a vacancy on the SSEC, the affected sector may appoint a replacement. If none is available, an individual SSEC representative may nominate a staff member to fill the vacancy, and final selection will be based on SSEC approval.

Article 5 –Council Meetings

Section 1. The SSEC will meet once a month and hold additional meetings as necessary.

Section 2. An agenda shall be distributed to representatives prior to each monthly meeting.

Section 3. Minutes and attendance for each monthly meeting shall be posted on email and the Intranet.

Section 4. Meetings are open to all staff.

Article 6 – Voting Quorum

Section 1: A quorum is established when more than one-half of the SSEC representatives are present.

Section 2. A majority vote of the representatives will constitute official action by the SSEC.

Section 3: Proxy voting is permitted.

Section 4: All representatives present must vote.

Section 5. Voting records of each representative shall be made public via email.

Article 7 – Amendments

Section 1: Proposed amendments to the by-laws must be made public (via email) two weeks prior to a regular Council meeting.

Section 2: The proposed amendment may be voted upon at a SSEC meeting held at least two-weeks after the public announcement (via email) has been made.

Section 3: More than half of the SSEC representatives must vote in favor of an amendment for it to be approved.

Article 8 – Officers

Section 1: Duties of the Chair:

1. To preside at all meetings of the SSEC.
2. To schedule meetings of the SSEC.
3. To prepare the agenda for each meeting.
4. To help coordinate the formation of ad hoc committees that the SSEC creates to follow through with tasks selected by the SSEC.
5. To serve as a liaison between the SSEC and various constituencies of the campus.
6. To be the SSEC representative at HCC functions.
7. To communicate with the Chancellor and Administration recommendations approved by the SSEC.
8. To delegate SSEC duties and tasks to appropriate SSEC representatives as necessary.

Section 2: Duties of the Vice Chair:

1. To assist the Chair.
2. To preside at meetings when the Chair is absent.
3. To help the Chair clarify SSEC approved recommendations for the Chancellor and Administration.

Section 3: Duties of the Secretary:

1. To be responsible for the preparation and timely delivery of SSEC minutes to College staff.
2. To see that all new representatives of the SSEC are provided with a copy of the SSEC by-laws and amendments.
3. To collect, collate, and distribute reports of ad hoc committees and other relevant information to the SSEC representatives.
4. To handle official correspondence of the SSEC.

Section 4: Duties of the Historian:

1. To keep records of the SSEC’s representatives.
2. To maintain an archive in the library and on the Intranet of the by-laws, minutes, and resolutions of the SSEC.
3. To write and produce the SSEC news brief as the need arises.

Article 9 – Sector Representatives

Section 1: The Duties of the Sector Representatives:

1. To attend all SSEC meetings.
2. To be the liaison between Sector members and the SSEC.
3. To vote on SSEC issues.
4. To voice concerns and advocate for staff.
5. To support SSEC initiatives.
6. To participate in SSEC activities as needed.

Article 10 – Committees

Section 1: The SSEC Chair may appoint ad hoc committees as needed.

Section 2: Any member of the College staff may serve on a SSEC ad hoc committee.