ITC

ITC Constitution and Bylaws

Preamble
Article I: Purposes
Article II: Organizational Structure
Article III: Committees
Article IV: Meetings
Article V: Archives
Article VI: 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).

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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 provide support and assistance in the preparation and update of information technology strategic plans, projects and proposals by individual colleges, councils and commissions. As appropriate, all IT strategic plans, projects and proposals will be forwarded to the Information Technology Planning Group (ITPG) for prioritization and creation of a common information technology direction, including development of budget priorities, for the community and technical colleges in the State of Washington.
  3. To advise and make recommendations to the WACTC, ITPG, other state commissions, councils and the State Board for Community and Technical Colleges - Information Technology Division (SBCTC-ITD) on topics relating to information technology. Examples of information technology topics include the following:
  1. Hardware, software, networks, LAN and WAN, resources and standards for information technology (including institutional and instructional., telecommunications and distance learning, electronic classrooms, laboratories (including multimedia applications), and conference room configurations.
  2. Methods and tools for internal and external communication.
  3. Learning resources models and tools (library, media resources).
  4. Assessment of new technology to assist colleges in improving efficiency, quality and accountability.

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  1. To provide a forum for the mutual exchange of ideas and helping the Washington State community and technical colleges act as a system to increase the effectiveness of information technology management.
  2. To develop and recommend information technology policies and projects established by a consensus of the membership, assigned by WACTC, or occur as a result of legislative action.
  3. To research, evaluate and forward project proposals received from its members, councils, other commissions, the SBCTC-ITD, ITPG or WACTC.
  4. To serve as an effective statewide communication medium for information technology matters.
  5. To work with appropriate commissions, agencies and organizations to develop and promote an understanding of information technology services and management.
  6. To assist the SBCTC-ITD with the development of technical and feasibility reviews and cost-benefit analysis of proposals submitted to the ITPG for annual or biennial funding.
  7. 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. Examples of the types of information and best practices include the following:
  1. The methods, models and tools used to support curriculum development and delivery (teaching and learning center, etc.)
  2. Professional development tools, techniques and strategies.
  3. Organizational models and strategies relating to information resources management and support services.
  4. Equipment capitalization methods, models and options.
  5. Methods and models to gain acceptance and use of technology by faculty, students and staff.
  6. Cost reduction, cost avoidance, and efficiency measures.
  1. To serve as the parent body for the information technology councils.
  2. To nominate representatives to other commissions and groups as requested by the WACTC.

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Article II. Organizational Structure

Section 1. Membership

A. Voting members

Voting members shall be the chief information officer, or designee, from each community and technical college and each multi-college district in the system.

B. Ex officio members

Ex officio (non-voting) members shall be the Executive Director of the SBCTC-ITD and the Information Systems Manager of the State Board of Community and Technical Colleges (SBCTC).

C. 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 and Business Affairs Commission who will be invited to attend ITC meetings with agenda items relating to their areas of interest.

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Section 2. Officers and Responsibilities

A. Officers

Officers of the Commission shall be the Chair and Chair-Elect, who shall serve a term of one year.

B. Responsibilities

1. Chair

  1. Shall convene and preside over Commission and Executive Committee meetings.
  2. Shall serve as the IT Commission representative to the ITPG.
  3. Shall establish committees and taskforces as needed.
  4. Shall appoint committee and taskforce members as appropriate.
  5. Shall appoint an interim replacement for ITPG representative who is unable to complete his/her term of office. Appointee shall be in accordance with the approved ITPG distribution plan. The interim position will be subject to renewal at the next annual ITPG membership election, held during the Spring Meeting.
  6. 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.
  7. The past Chair of the Commission shall be a non-voting member of the Executive Committee.

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 be responsible for the records and correspondence of the Commission. 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 establish and maintain financial records and report at regular meetings, and provide payment of all authorized Commission expenses as approved by the Chair.
  5. Shall recommend proposed changes to the ITC-C listserv to the ITC Executive Committee for approval. Upon approval, changes will be forwarded to the ITC-C listserv.

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Article III. Committees

Section 1. Executive Committee

  1. The Executive Committee shall consist of the elected officers of the Commission (chair and chair-elect) and the four ITC representatives to the ITPG. The past chair of the ITC will be non-voting member of the Executive Committee.
  2. The addition or involuntary removal of a subscriber to the ITC-C listserv requires approval by a majority vote of the Executive Committee.
  3. Decisions of the Executive Committee are subject to review and reversal by a majority vote of the ITC.

Section 2. Executive Committee Elections

Elections for the Executive Committee positions will be held during the Spring meeting of the ITC. Nominations will be accepted prior to the Spring meeting and from the floor during that meeting. The Chair of the ITC is a voting member of the ITPG. Four representatives from ITC will be elected to the ITPG for a term of two years, with two representatives elected each year. These representatives shall be elected from the ITC membership at large with no regard for east, west, small, medium, large or technical. Election results will be by a simple majority of the voting members present.

Section 3. Other 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, either in person or by electronic means (email, ITV, etc.).

Section 2. Rules of Order

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

Section 3. Voting

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

Section 4. Quorum

A voting quorum shall consist of a majority of the voting members present at any meeting.

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Section 5. Reports

Committees and liaisons shall report at each regular meeting.

Article V. Archives

Commission archives are those documents posted on the SBCTC-ITD Commission Web pages. The Chair-elect shall be responsible for ensuring meeting minutes are uploaded to this site.

Article VI. 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