Bylaws

BYLAWS
Connecticut ACE Women’s Network, Inc.
American Council on Education
September 2017
 

PREAMBLE

The Connecticut ACE Women’s Network (CTAWN) is an informal network of women administrators, faculty, and others associated with or supportive of higher education in the state of Connecticut.  Formed under the auspices of the Inclusive Excellence Group of the American Council on Education (ACE), the Connecticut ACE Women’s Network is part of THE NETWORK, a national network organized by states and headed by coordinating committees within each state.

ARTICLE I - Name and Purpose
Section 1: The name of this statewide coordinating organization is Connecticut ACE Women’s Network, Inc. (CTAWN).

Section 2: Our network’s mission is to:

  • Promote the advancement of women into next level positions, including into senior positions in higher education;
  • Support the retention and professional development of women in higher education;
  • Develop the leadership skills of women in higher education by sponsoring targeted skill development;
  • Strengthen the network in the state by identifying women leaders in higher education and linking women leaders at all levels to one another;
  • Acknowledge and celebrate the accomplishments of women in higher education;
  • Identify and cultivate relationships with state leaders and colleagues aligned with our mission and goals;
  • Support the mission and goals of THE NETWORK and our supporting state higher education institutions.

ARTICLE II - Activities and Responsibilities

Section 1: The CTAWN will follow policies, guidance, and procedures provided by THE NETWORK for its state-level organizations.

Section 2: The Executive Board of the CTAWN will serve as the coordinating board for the Connecticut State Network and is empowered to act on the behalf of the Connecticut State Network.

Section 3: The Executive Board will develop goals and priorities in order to fulfill the purpose of the Connecticut State Network and its parent organization, THE NETWORK. The CTAWN will assess effectiveness of their activities an create and develop activities based on the identified needs. This will be accomplished through the purposeful implementation of assessment that allows the creation of appropriate resources.

Section 4:  Through meetings, programs, policy statements, publications, sponsorship of events, and other actions as appropriate, the Executive Board will implement formal and informal activities to meet and support the goals and priorities of CTAWN.

ARTICLE III - Membership of the Executive Board and Members at Large

Section 1: Composition

1.1 There shall be no more than twenty (20) members of the Executive Board (including the 9 officers, 10 voting members-at-large and 1 presidential sponsor). All members are women leaders in institutions of post-secondary education in the State of Connecticut, administrative positions in governmental agencies that oversee or implement policy regarding post-secondary education, or administrative or leadership positions in organizations that promote or support women in higher education. In seeking women from these areas of higher education, we affirm our principles of diversity and inclusion.

1.2 The Executive Board includes a college or university president who has agreed to serve as the network’s Presidential Sponsor.

1.2.1 The role and expectation of the Presidential Sponsor for CTAWN shall be guided by the narrative contained in the “Role and Expectations of Presidential Sponsors” of THE NETWORK’S state coordinator handbook.

1.3 Members of the Executive Board may vote on CTAWN business; hold elected office on the Executive Board; serve on committees; and represent, with the approval of the Executive Board, the CTAWN at regional and national meetings.

Section 2: Selection and Terms of Executive Board Members

2.1 Membership on the board is based on interest expressed through self-nomination or in response to nomination or invitation due at the Executive Board meeting following the spring conference. The Executive Board will make appropriate efforts to ensure geographic, cultural, and institutional diversity among the members of the Executive Board.

2.2 Selection to membership shall take place either at a regularly called meeting of the Executive Board by voice or paper ballot or by ballot mailed or electronically sent to members of the Executive Board. An affirmative vote of a simple majority of Executive Board members eligible to vote is necessary.

2.3 The State Chair will serve three years in her role divided into a one-year term of chair-elect and a one-year term as Chair, and a one-year term as chair emeritus of office.  The one-year term as chair is renewable once.  After two years off the Executive Board as an officer, a past state chair may seek reappointment to the Executive Board.

2.4 The remaining eight Executive Board members will serve three years in their role divided into a one-year term of chair-elect, and a two-year term as chair.  The two-year term as chair is renewable once.  After two years off the Executive Board as an officer, an individual may seek reappointment to the Executive Board with the exception of the Presidential Sponsor who can serve on the Executive Board an unlimited period of time.  The Executive board will make appropriate efforts to sequence terms of office of members in order to ensure continuity on the Executive Board.

Section 3: Responsibilities of Executive Board Members

3.1 Executive board members will participate in regularly scheduled Executive Board meetings, recruit members to the organization, and shall:

  • Network with other women in leadership positions within the region;
  • Promote visibility of the CTAWN and THE NETWORK;
  • Support and promote CTAWN conferences and events;
  • Identify emerging leaders; and
  • Provide information about changes in leadership at colleges and universities within the region.

ARTICLE IV - Officers

Section 1: There shall be nine (9) officers on the Executive Board, each position associated with a leadership role in the CTAWN. The elected officers of the Executive Board shall be a (1) state chair, (2) state chair elect, (3) a secretary, (4) a treasurer, (5) a communications committee chair, (6) an events committee chair, (7) a membership committee chair, (8) an institutional representative committee chair and (9) an awards committee chair. Each committee chair will also identify a chair elect in her second year.

Section 2: Election of Officers

2.1 The elected officers are filled based on interest expressed through self-nomination or in response to nomination.

2.2 Election of officers shall take place at the final yearly meeting of the Executive Board. An affirmative vote of a simple majority of Executive Board members present at the meeting at which the vote is taken shall be necessary for election as an officer of the Executive Board.

2.3 The state chair will ask each officer to reaffirm annually his/her desire to remain on and participate in the initiatives of the Executive Board by the Board meeting prior to the spring conference.

2.4 The term of office of an officer shall begin on July 1 or at another date approved by the Executive Board in order to fill a board vacancy, with terms stated above in Article III, section 2.3 above.

 

Section 3:  Responsibilities of Officers

3.1 Officer members shall:

  • participate in regularly scheduled Executive Board meetings, and recruit members to the organization.  In addition, officer members have general and specific responsibilities associated with their leadership roles within the CTAWN.

3.2  The State Chair shall:

  • Provide vision and overall direction for CTAWN and the Executive Board;
  • Plan and facilitate all meetings of the Executive Board including the bi-annual board meetings and the monthly meetings;
  • Serve as the Executive Board's liaison with THE NETWORK, OWHE/ACE and other national, state, and regional organizations;
  • Represent the Executive Board of the CTAWN at regional and national meetings sponsored by THE NETWORK, OWHE/ACE and other national, state, and regional organizations;
  • Represent the Executive Board through correspondence, to include letters to women within Connecticut recognizing achievement, service, retirement, or new positions accepted;
  • Appoint committees deemed necessary or helpful in furthering the business of the Executive Board;
  • Delegate responsibility to appropriate officers and committees as appropriate; and
  • Assume vacant responsibilities as needed.

3.2.1  The Past State Chairr shall advise and mentor the State chair and State Chair Elect. The Past State Chair is an ex officio member of the Executive Board. 

3.3 The State Chair Elect shall:

  • Work closely with the Chair and assist as needed;
  • Coordinate nominations for the Executive Board officers; and
  • In the absence of the Chair, assume all responsibilities of that position.

3.4 The Secretary shall:

  • Assist the State Chair in preparing meeting agendas, prepare and distribute meeting minutes;
  • Ensure that written records of meetings of the Executive Board are made and maintain these records;
  • Archive all materials related to activities of the executive board to a location that is accessible to other members of the executive board; and
  • Prepare and archive a written account of past executive board members contributions to the CTAWN during their service.

3.5 The Treasurer shall:

  • document procedures and maintain transparency with the CTAWN Executive Board on all matters related to the Treasurer's role;
  • Prepare and submit an annual budget and expense report to the Executive Board by June for the fiscal year that begins July 1;
  • Submit and review a Treasurer's Report at each Executive Board meeting;
  • File any and all required tax statements, or make provisions for an outside tax accountant to do so, including the annual IRS 990 series tax return an any State of CT tax forms;
  • Ensure CTAWN's tax-exempt status is maintained;
  • Review and maintain appropriate insurance coverage for CTAWN;
  • Maintain central control of CTAWN's bank account, authorized bank account signatories, paper check stock, and purchasing/debit card;
  • Assist in seeking and securing a treasurer-elect who will assist the treasurer; and
  • Manage any institutional or individual membership fees with the treasurer-elect.

3.6 The Communications Committee Chair shall:

  • Provide oversight for the organization's website or other social media, as appropriate;
  • Assist in the preparation of press releases with awards and conferences;
  • Arrange for the photography of events sponsored by CTAWN or other events where CTAWN has an interest.  Archive past event photos and make them available for use by other members of the Executive Committee; and
  • Provide information and photos to the THE NETWORK on CTAWN annual conferences and awards.

3.7 The Events Committee Chair shall:

  • Oversee the planning and implementation of the CTAWN events, including one spring and one fall conference;
  • The committee will seek direction from the executive committee on themes for spring and fall events; and
  • Recruit members and chair the events committee meetings and provide regular reports to the Executive Board.

3.8 The Membership Committee Chair shall:

  • Maintain a current list of institutional representatives and network members, and ensure that that membership lists and related databases are updated and distributed;
  • Work with the Executive Board to develop membership structures for both individual and/or institutional membership;
  • Coordinate the outreach to new members and encourage renewal of existing memberships; and
  • Manage annual institutional membership drive.

3.9 The Institutional Representative Chair shall:

  • Work with the Presidential Sponsor and State Chair to outreach to University Presidents to ensure an Institutional Representative is named at each Institution;
  • Provide leadership and guidance to the institutional representatives (IRs) in developing a program and other professional development opportunities on their campuses.

3.10 The Awards Committee Chair shall manage the award committee process including the development of award criteria, policies and practices:

  • Oversee awards process according to the annual schedule approved by the executive board;
  • Work with members of the executive board to actively solicit award nominees from institutions of higher education throughout the state;
  • Work with the awards committee to identify award recipients;
  • Present identified award recipients to the executive board for approval;
  • Notify award winners, their nominators and their institutional presidents;
  • Work with outside vendor(s) to secure appropriate awards;
  • Work with the communications committee chair to craft a press release and other outreach activities to publicize the awards including updating information on the CTAWN's website and social media, and to communicate about award winners to THE NETWORK.
  • Present awards to winners during state conferences.

ARTICLE V - Membership

Section 1: Institutional Members

1.1 Institutional membership shall be open to all Connecticut colleges and universities.

1.2 The membership year runs from July 1 to June 30.

1.3 Annual dues are to be paid upon acceptance into the organization. Dues will be established by the Membership Committee and approved by the Executive Board. Dues solicitation activities are the responsibility of the membership committee.

1.4 Each institutional president or his/her designee may appoint up to two institutional representative(s) for each of the institution’s campuses.

Section 2: Individual Members

2.1 Individual membership shall be open to any interested party not included in 1.1 above.

2.2 The membership year runs from July 1 to June 30 and is retro-active.

2.3 Annual dues (as required) are to be paid upon acceptance into the organization. Dues will be established by the Membership Committee and approved by the Executive Board.

2.4 Dues solicitation activities are the responsibility of the membership committee.

ARTICLE VI - Change in Executive Board Leadership

Section 1: Termination of Board Position

1.1The service of an officer of the Executive Board may be terminated for cause by a vote of the two-third majority of the members in attendance at a regular or special meeting of the Executive Board.

Section 2: Vacancies on the Executive Board

2.1 All positions that become vacant may be filled at the next regularly called meeting of the Executive Board. The position may remain vacant until filled, but the Executive Board will actively seek a new member so that the position is filled in a timely manner.

2.2 If the State Chair is unable to complete her term of office, the State Chair Elect shall assume the position of State Chair and the Executive Board will elect a new State Chair Elect.

2.3 Vacancies in other offices shall be filled by election to the office, with the term of office to be that of a regular term of office plus the additional months to July 1, the usual start of an officer's term.

2.4 Prior to an election to fill a vacant office, the State Chair or State Chair Elect or designee will assume the responsibilities of the vacant office as necessary in order to conduct business of the Executive Board and the CTAWN.

ARTICLE VII - Meetings

Section 1: Meetings of the Executive Board

1.1 The Executive Board shall meet at least twice a year, once in the fall and once in the spring.

1.1.1 Additional meetings may be called by the State Chair or by petition of three (3) members of the Executive Board.

1.2 Business of the Executive Board may be conducted by in person, telephone, mail, fax, or email.

1.3 All voting members of the Executive Board have a single and equal vote in the decisions of the Executive Board.

1.3.1 In instances where committees are led by co-chairs, that committee will have one vote in the decision of the Executive Board.

1.4 A quorum for the conduct of business shall consist of 50% of the voting members of the Executive Board.

1.5 If an executive board member is absent from three consecutive meetings the member may be asked to relinquish the position.

ARTICLE VIII - Bylaws and Amendments

Section 1: Bylaws

1.1 The CTAWN Bylaws will be reviewed at least every two years.

1.1.1The Executive Board will appoint a committee to review the Bylaws and to make recommendations to revise and rewrite, as necessary.

1.2  The Bylaws are effective upon approval by the Executive Board.

Section 2: Amendments

2.1 Amendments to the Bylaws may be proposed at any meeting of the Executive Board.

2.1.1The members of the Executive Board must be given a minimum of 14 days to review the proposed amendments to the Bylaws.

2.1.2 No amendment that is inconsistent with the policies, guidance, or procedures of THE NETWORK shall be submitted to a vote.

2.2 Amendments are effective upon approval of the Executive Board. A two-third majority of the Executive Board members are required to approve an amendment to the Bylaws.

2.3 A copy of the approved amendment will be sent to each member of the Executive Board.

Section 3: These Bylaws will continue in force until rescinded by action of the Executive Board. All members of the Executive Board will be governed by the provisions of the Bylaws.

ARTICLE X - Rules of Procedure

Section 1: The officers may establish such rules of procedure as may be necessary for implementing the provisions of these Bylaws and for managing the Executive Board, as long as those rules of procedure do not violate the provisions of these Bylaws.

Section 2: Robert's Rules of Order, as most recently revised, shall govern the meetings of the Executive Board unless otherwise decided by a majority vote.

2.1 The Executive Board may adopt, by majority vote, standing rules for their respective meetings. A record of such rules shall be kept by the Secretary.

ARTICLE XI - Dissolution

Section 1: A two-third majority vote of the Executive Board will be required for dissolution of the CTAWN.

Section 2: In the event of dissolution of the CTAWN whether voluntary or involuntary, no member shall be entitled to any distribution or division of its remaining assets.  The balance of all monies and other property received by the Executive Board from any source shall be used to satisfy all debts and obligations of the Executive Board.  Should further assets remain, a two-thirds majority vote of the Executive Board will be required to determine how the remainder shall be used and distributed for the purposes set forth in Article I or distributed to the Inclusive Excellence Group of the American Council on Education.