ITC Constitution and Bylaws


Preamble
Article I: Purposes
Article II: Organizational Structure
Article III: Committees
Article IV: Meetings
Article V: Amendments


Preamble

The Washington State Community and Technical Colleges Information Technology Commission (ITC) is established to enhance the use of information technology within the community and technical colleges of the State. The Information Technology Commission is directly responsible to the Washington Association of Community and Technical College Presidents (WACTC).

Article l: Purposes

The purposes of the Commission shall be:

  1. To provide leadership to the system of community and technical colleges in the State of Washington regarding research, development and operation of information technology.
  2. To advise and make recommendations to the SBCTC on topics relating to information technology.
  3. To provide support and assistance in the strategic direction and implementation of information technology in collaboration with all Washington community and technical colleges (WCTCs), commissions, and councils. Examples of information technology topics include the following, but not limited to:
    1. Best practices, methodologies, shared development and collaboration for information technology implementation.
    2. Resources and standards for information technology, including institutional and instructional, telecommunications, and distance learning, electronic classrooms, laboratories (including multimedia applications), and conference room configurations.
    3. Methods and tools for internal and external communication.
    4. Learning resources models and tools (library, media resources).
    5. Assessment of new technology to assist colleges in improving efficiency, quality and accountability.
  4. To provide a forum for the mutual exchange of ideas, and to help the WCTCs act as a system to increase the effectiveness of information technology management.
  5. To develop and recommend information technology policies and projects established by a consensus of the membership, by the SBCTC, or by the result of legislative action.
  6. To research, evaluate and forward project proposals received from its members, councils, other commissions, or SBCTC.
  7. To serve as an effective statewide communication medium for information technology matters.
  8. To work with appropriate commissions, agencies and organizations to develop and promote an understanding of information technology services and management.
  9. To assist the SBCTC with the development of technical and feasibility reviews and cost-benefit analysis of proposals.
  10. To provide opportunities for professional development and the mutual exchange of information and best practices to increase the effective use and management of information technology resources and skills.
  11. To nominate representatives to other commissions and groups as needed.

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Article II. Organizational Structure

Section 1. Membership

  1. Voting members
    Voting members shall be ONE chief information officer, or designee, from each community and technical college and each multi-college district in the system.
  2. Ex officio members
    Ex officio (non-voting) members shall be the Chief Information Officer (Executive Director) from the SBCTC.
  3. Visiting Ex officio members
    Visiting Ex officio (non-voting) members shall be the representatives from the Instructional Commission, Human Resources Management Commission, Student Services Commission, Distance Learning Commission, and Business Affairs Commission who will be invited to attend ITC meetings with agenda items relating to their areas of interest.

Section 2. Officers and Responsibilities

  1. Officers
    Officers of the Commission shall be the Chair and Chair-Elect, who shall serve a term of one year.
  2. Responsibilities
    1. Chair
      1. Shall convene and preside over Commission and Executive Committee meetings.
      2. Shall establish committees and taskforces as needed.
      3. Shall identify committee and taskforce members as appropriate.
      4. The chair shall prepare the agenda for all meetings. Members may submit agenda items to the Chair no less than 30 days prior to the next meeting.
    2. Chair-Elect
      1. Shall assume the duties and powers of the Chair in the absence of that officer, and assume the office of the Chair the following year.
      2. Shall take the Commission meeting minutes.
      3. Shall ensure distribution of the minutes and related information within ten (10) days prior to the next regularly scheduled meeting.
      4. Shall maintain financial records and report at regular meetings, and provide payment of all authorized Commission expenses as approved by the Chair.
      5. Shall direct the effort of the Work Plan and report out for the Commission.
    3. Communication Officer
      1. Shall assume the duties and powers of the Chair-Elect in the absence of that officer, and assume the office of the Chair-Elect the following year.
      2. Shall be responsible for the records and correspondence of the Commission.
      3. Shall be responsible for the ITC-C and ITC listservs and the ITC website content document management and posting.

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Article III. Committees

Section 1. Executive Committee

  1. The Executive Committee shall consist of the elected officers of the Commission (chai, chair-elect and Communications Officer), and the six ITC committee chairs. The past chair of the ITC, and WACTC technology committee representative will be non-voting members of the Executive Committee.
  2. Decisions of the Executive Committee are subject to review and reversal by a majority vote of the ITC.

Section 2. Executive Committee Elections

  1. Elections for the Communication Officer position will be held during the spring meeting of the ITC.
  2. Nominations will be accepted prior to the spring meeting and from the floor during that meeting.
  3. Election results will be by a simple majority of the voting members present.

Section 3. Standing Committees

The current ITC standing committees are:

  • Architecture
  • Staff Development
  • Shared Development
  • Budget and Funding
  • Administrative Systems
  • Instructional Technology

Refer to the ITC website for the roles and responsibilities of the committees. Committee chairs are appointed at the beginning of each academic year. Each ITC member will be appointed to and serve on one standing committee

Section 4. Ad-Hoc Committees and Taskforces

The Chair shall have the authority to appoint other committees and taskforces as needed. Members of such committees and taskforces will generally also include persons that are not Commission members.

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Article IV. Meetings

Section 1. Schedule

  1. Regular Meetings: There shall be a minimum of three Commission meetings each academic year.
  2. Special Meetings: Other special meetings may be held at the discretion of the Chair.

Section 2. Rules of Order

Robert's Rules of Order, Revised, shall be the authority on questions of parliamentary rule.

Section 3. Voting

  1. Each voting member or its designated proxy shall have one vote.
  2. Voting items brought before the commission during meetings must be made in person.
  3. When special meetings or voting is initiated electronically, votes may be cast electronically.

Section 4. Quorum

A voting quorum shall consist of a majority of the voting members.

Section 5. Reports

Committees and liaisons shall report at each regular meeting.

Article V. Amendments

Bylaws may be amended by a two-thirds (2/3) vote of the voting members in attendance, provided the proposed amendment has been submitted to members at least thirty (30) days prior to the meeting.

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Approved 12/10/97
Revised 8/9/02
Revised 2/2007
Revised 2/2009
Revised 9/2013

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