Bylaws of the West Michigan Presidents Compact Committee

ARTICLE I - NAME and OBJECTIVE

Section 1        
The name of this organization shall be The West Michigan Presidents Compact Committee

Section 2
The committee is subject to the general authority and jurisdiction of the college presidents of member institutions.

Section 3
The purpose of the committee shall be to bring together representatives from member institutions for actualizing the compact vision and goals of opposing racism by: (a) recommending coordinated institutional procedures, programs and practices; (b) facilitating the development of faculty, staff and student competencies across colleges and universities; and (c) tracking and communicating trends and outcomes.  

ARTICLE II - MEMBERSHIP

Each institution that signs the presidents’ compact and meets the financial and related obligations shall be considered a member of the committee. As a member, each institution shall have one or more representatives on the committee and attending a minimum of 75% of regularly scheduled meetings during the year (beginning in September and ending in August). Failure to meet this attendance requirement may result in the committee’s notifying the institution’s president of that representative’s non-attendance, its requesting the presidential appointment of a different institutional representative, or revoking of that institution’s membership by a simple majority vote. 

ARTICLE III - OFFICERS

Section 1
The Officers of the committee shall be a Chairperson, Vice-Chairperson, Secretary, and Treasurer.

Section 2
The duties of the Chair shall be:

  1. To preside at meetings of the committee
  2. To appoint chairs and members of all sub-committees
  3. To exercise general executive authority over the committee
  4. To sign requisitions for disbursement.
  5. To perform such other functions and exercise such further duties as may be voted on by the committee
  6. To serve as ex-officio member of all committees, except the nominating committee

Section 3

  1. The duties of the Vice-Chair shall be:
  2. To perform all the duties of the Chair in his or her absence or disability
  3. To serve as the coordinator of major activities as deemed appropriate by the chair
  4. To sign requisitions for disbursement

Section 4

  1. The duties of the Secretary shall be:
  2. To act as Secretary of the committee and to give notice of all meetings; to keep full and accurate records of the proceedings of the committee and record in the official record of the committee
  3. To keep a record of all members, including attendance at regularly scheduled meetings
  4. To sign requisitions for disbursement

Section 5
The duties of the Treasurer shall be:

  1. Treasurer shall be the representative of the institution acting as financial fiduciary for the committee. Receive all monies on behalf of the committee.  A requisition form and related documents shall be submitted to the Treasurer
  2. To act as Chief Financial Officer of the committee
  3. To make authorized disbursements
  4. To submit financial reports to the committee at regular meetings
  5. To sign requisitions for disbursement

ARTICLE IV - SUBCOMMITTEES

Section 1
The committee may create subcommittees as needed such as a Senior Development Day subcommittee or a subcommittee focused on one or more WMPCC goals. Each subcommittee will have a chair that serves as the first point of contact for the Officers. 

Section 2
All subcommittees shall report to the committee at its regular meetings.                                           

ARTICLE V - VOTING AND ELECTION OF OFFICERS  

Section 1
Each institution shall have one vote.

Section 2
For shared leadership across all member institutions, the Chair shall be appointed for a two-year term following an alphabetical listing of the membership institutions. Appointments are to be made and confirmed no less than one month prior to the May meeting.  If a member institution feels it is unable to meet this Chair-appointment expectation, the college/university president must seek an exemption by writing a letter of explanation to the WMPCC presidents. See Appendix A for the list of member institutions. The Vice-Chair, Secretary, and Treasurer shall be elected by ballot annually and shall hold office until their successors are elected or appointed.

Section 3
Prior to elections, nominations shall be solicited from any member who has an interest in running for any of the vacant positions. The Secretary shall be responsible for collecting and recording all nominations.

Section 4
In order to maintain diversity and independence of the E-board, no member institution shall have more than one representative as a member of the E-board.

Section 5
The Secretary shall solicit nominations for these offices and present a proposed slate of candidates for voting at the May meeting.  Written notice shall be given to each member regarding the time, place, and purpose of the election. Elections shall be held at the committee’s May meeting, with the new E-board’s term starting at the July meeting.

Section 6
After all nominations have been made, the Secretary shall contact Nominees prior to placing their name on the official ballot.

Section 7
No one shall be placed on the official ballot by the Secretary or otherwise without the person’s consent.

Section 8
Self nomination or nomination by another member is permitted

Section 9
It shall be the duty of the Secretary to:

  1. Supervise the election.
  2. Establish appropriate procedures for conducting the election.
  3. Have printed, or typed, one complete ballot containing for each office in alphabetical order, the name(s) of all persons nominated for office.
  4. Prepare the ballot in sufficient numbers for use at the election.  This ballot shall be the only ballot used at election.

Section 10
At least seven (7) days prior to the election, written notice shall be given to each member a slate of candidates of the time, place and purpose of the election.

Section 11
All eligible voters shall receive one (1) ballot and vote secretly. 

Section 12
Absentee ballots are not permitted.

Section 13
New officers will assume duties at the first meeting after elections. 

ARTICLE VI - MEETINGS

Section 1
Regular meetings shall be held monthly.

Section 2
Written notice of the time and place of the meetings shall be given.

Section 3
Special meetings may be called at any time by the Chair. 

Section 4
Meetings may be waived during summer months (i.e. June, July, and August) and December, at the option of the Group.

Section 5
Meeting location shall be rotated among member institutions        

Section 6
Additional sub-committees shall be established as needed

ARTICLE VII - QUORUM

The number of members necessary to constitute a quorum at all meetings shall be a simple majority of the members present at the time of the vote. Note that membership is by institution and not by number of individuals present.

ARTICLE VIII - ORDER OF BUSINESS

Unless altered or suspended at any meeting by a majority of the members present, the following shall be the order of business at meetings of the Group.
Call to Order
Chairperson’s Report
Treasurer’s Report
Committee Reports
Old Business
New Business
Announcements
Any other business
Adjournment
Next Meeting Date and location
Rule of procedure as required in Robert’s Rules of Order shall govern the committee except as otherwise herein provided.

ARTICLE IX - REMOVAL OF E-BOARD MEMBERS

Section 1
The officer shall be notified of any allegations of wrong doing against him or her and afforded an opportunity to a hearing before an impartial committee.

Section 2
The committee, upon satisfactory evidence that an officer is guilty of conduct not in accordance with the principles, aim and purposes of the committee, as set out in this constitution, may at its discretion, by affirmative vote of two-thirds (2/3) of those present and voting, remove any officer for cause, after a full hearing pursuant to rules and regulations adopted by the committee. 

Section 3
The officer shall be entitled to a hearing before an impartial committee, if he or she so desires.  The officer may present oral or documentary evidence on his or her behalf, relevant to the charges made.  Notice of the findings and action of the committee shall be sent to the officer by registered mail at the last address on file.

ARTICLE X – AMENDMENTS

The Bylaws may be amended by a simple majority of the members present at the time of the vote.

 Reviewed by WMPCC members on May 11, 2015.
 Revised and adopted by WMPCC members on June 29, 2015.                                  Revised and adopted by WMPCC members on March 14, 2016.
 

Appendix A

WMPCC Member Institutions as of January 2016

Aquinas College

Calvin College

Cornerstone University

Davenport University 

Ferris State University

Grand Rapids Community College

Grand Valley State University

Hope College

Kendall College of Art and Design of FSU 

Kuyper College


PROMOTING ANTI-RACIST AND MULTICULTURAL EFFORTS

IN HIGHER EDUCATION WITHIN WEST MICHIGAN