Muir College Council

John Muir College Council Bylaws

John Muir College Council Bylaws
    Revised May 21st, 2009.
    
    INDEX
    
    Purpose
    Members
    Appointment
    Removal of Council Members
    Rules of Order
    Attendance
    Agenda
    Finance
    Muir College Activity Fee
    Suspension
    
The following Bylaws of the John Muir College Council Constitution define specific procedures for the effective operation of Council and its committees. These Bylaws are designed to direct future Councils toward fulfilling their purpose as outlined in the Constitution.

Members
All Council members have full voting privileges, with the exception of the Chair, External Members, and Ex-Officio members, unless otherwise specified.  
  A. Chair
   1. Shall chair all Council meetings.
   2. Shall be responsible for preparing an agenda for each meeting.
   3. Shall represent Council when appropriate.
   4. Shall vote only when his or her vote will affect the outcome or in any private ballot vote.
   5. Shall, in conjunction with the Dean, designate External Member positions.
   6. Shall enforce Council attendance policies.
   7. Shall, in conjunction with the Vice Chair and the Commissioner of College and Council Development, coordinate the Council Retreat(s).
   8. Shall, in conjunction with the Commissioner of College and Council Development, orient new members to Council.
   9. Shall convene Muir-FAB and issue a budget call to Muir entities.
   10. In the absence of the Vice Chair, shall perform the duties of that position.

B. Vice Chair
   1. Shall coordinate all application and appointment processes of Council.
   2. Shall chair all sub-committees of Council.
   3. Shall chair the Appointments Commission.
   4. Shall, in conjunction with the Chair and the Commissioner of College and Council Development, coordinate the Council Retreat(s).
   5. Shall serve as a member of Muir-FAB.
   6. In the absence of the Chair, shall perform the duties of that position.

C. Commissioner of Records 
   1. Shall serve as official secretary for Muir College Council 
   2. Shall record an accurate account of all open sessions of Council. 
   3. Shall prepare the minutes in time for distribution at the subsequent meeting of Council, for review by Council.
   4. Shall keep records of all new legislation passed and other important documents reviewed by the current Council.
   5. Shall distribute all letters, notes, and memos summarizing the Council?s opinion as appropriate.
   6. Shall maintain records of Council members? attendance at Council meetings, and communicate attendance records to the Chair as needed.
   7. Shall maintain a current contact list for members of Council. 
   8. Shall maintain current governing documents of Council.

D. Commissioner of Finance
   1. Shall serve as official treasurer for Muir College Council.
   2. Shall maintain an accurate Council budget.
   3. Shall prepare weekly budget updates to be distributed at Council meetings.
   4. Shall maintain records of past budgets to be made available at the request of Council members.
   5. Shall keep records of all allocation requests presented to Council.
   6. Shall act as a financial liaison between Muir College Council, student organizations, and the Muir finance office.
   7. In the absence of the Commissioner of Records, shall perform the duties of that position.
   8. Shall serve as a member of Muir-FAB.

E. Commissioner of Public Relations
   1. Shall serve as the official spokesperson of Muir College Council.
   2. Shall inform the Muir student population of substantial actions and decisions made by Council.
   3. Shall advertise events coordinated by Council.
   4. Shall advertise services provided by Council.
   5. Shall widely publicize each appointed position.
   6. In the absence of the Commissioner of Finance, shall perform the duties of that position.
   7. Shall ensure that the Muir College Council web site has the most up-to-date governing documents and minutes.

F. Diversity Advocate
   1. Shall actively represent the interests of Muir College students in accordance with the John Muir College Affirmation of Diversity, with specific regard to all races,      genders, ages, ethnicities, physical or educational challenges, sexual orientations, or religious beliefs.
   2. Shall help ensure that the business of Council is conducted in a manner which is respectful and supportive of the diversity of John Muir College.
   3. Shall serve as a liaison between Council and any organizations designated by the Dean as cultural organizations.
   4. Shall attend Muir Organization Head meetings.
   5. Shall coordinate at least one substantial project or program to benefit the diversity of the Muir community.
   6. Shall serve as the Muir representative to the Student Affirmative Action Committee (SAAC).

G. Commissioner of College and Council Development
   1. Shall facilitate social and professional development of Council.
   2. Shall, in conjunction with the Chair, orient new members to Council.
   3. Shall coordinate at least one Council forum per term to benefit the Muir community.
   4. Shall coordinate and attend Muir Organization Head meetings at least twice per quarter.
   5. Shall, in conjunction with the Chair and Vice Chair, coordinate the Council Retreat(s).
   6. Shall coordinate the evaluations of Council.
   7. Shall serve as a member of Muir-FAB.
   8. Shall maintain the Muir Org Head listserv.

H. Ambassador of Media, Arts, and Clubs</p>
   1. Shall serve as a liaison between Council and those organizations designated by the Dean as communications, arts, and/or club organizations.
   2. Shall advise these organizations on applicable Council procedures. 
   3. Shall attend Muir Organization Head meetings.

I. Ambassador of Service, Programming, and Committees.
   1. Shall serve as a liaison between Council and those organizations designated by the Dean as service, programming, and/or committee organizations.
   2. Shall advise these organizations on applicable Council procedures. 
   3. Shall attend Muir Organization Head meetings.

J. Transfer Student Representative
   1. Shall actively represent the interests of Muir College transfer students to Council, and in all other appropriate places.
   2. Shall serve as a liaison between Council and the Tribe of Muir Transfers.

K. Commuter Student Representative
   1. Shall actively represent the interests of Muir College commuters to Council, and in all other appropriate places.
   2. Shall serve as a liaison between Council and the Muir College Commuter Council.

L. Resident Student Representative
   1. Shall actively represent the interests of Muir College residents to Council, and in all other appropriate places.
   2. Shall serve as liaison between Council and the Muir Residents? Council.

M. College Senators
   1. Shall serve as a liaison between Council and the AS Council.
   2. Shall represent Muir College and its interests to the AS Council and committees.
   3. One Muir AS Senator shall serve as a member of Muir-FAB and shall be chosen by the Muir Senators.

N. Freshman Representative
   1. Shall represent the interests of the Freshman class to Council.
   2. Shall be a first-year college student.
   3. Shall coordinate at least one substantial project or program to benefit the Muir Freshman community.

O. Environmental Advocate
   1. Shall actively represent college and campus-wide environmental interests and issues to Muir College students, administrators and council.
   2. Shall help ensure that the business of Council is conducted in a manner which is respectful and supportive of the environmental philosophy of John Muir College.
   3. Shall serve as a liaison between Council and the Muir Environmental Corps, Student Environmental Sustainability Coalition (SESC) and any organizations designated by the Dean as environmental organizations/committees.
   4. Shall attend Muir Organization Head meetings.
   5. Shall coordinate at least one substantial project or program to benefit the environment or create greater awareness of an environmental issue to the Muir community.<

P. External Members
   1. Shall be non-voting members of Council.
   2. Shall serve as liaisons between Council and their respective Muir College or campus-wide committees.
   3. Shall attend at least one Council meeting per quarter unless otherwise specified.
   4. The Student Advocate shall be an external member.

Q. Ex-Officio Members
   1. Shall be non-voting members of Council.
   2. The Muir provost shall be an ex-officio member of Council.
   3. Chips Dreilinger shall be an ex-officio member of Council, forever.

III. Appointments Process 
  A. Shall commence upon the vacancy of any Council position.
  B. Appointments must be approved by a two-thirds majority vote of those present.
  C. Shall consist of a written application and a personal interview before Council.
   1. The written application shall be advertised for at least one week before the application deadline.
   2. The personal interview shall occur at the meeting immediately following the application deadline, except in the event of a time conflict.
   3. In the event of a time conflict for the personal interview, the Council shall arrange an appropriate alternate time.
   4. All Council members shall vote only according to the written application and personal interview, and shall not provide or consider any outside information.
   5. Before voting, each Council member shall have the opportunity to review the written application.
  D. Shall be a closed session of Council.
  E. The Appointment Chair
   1. The Vice Chair shall chair all applications and appointment processes.
   2. Shall vote only when his or her vote will affect the outcome or in any private ballot vote.
   3. Shall ensure consistent and relevant interview questions throughout the appointment of any single position. 
   4. Shall schedule and hold all interviews for any single position in the same public meeting area.
   5. Shall, in the event of an emergency, follow the spirit of the aforementioned provisions. If there are deviations from these provisions, Council shall be notified before an appointment is made. 
  F. The Appointment Commission
   1. Shall be an ad hoc committee created for any open position when three or more candidates have applied for that position.
   2. Shall recommend two qualified, unranked candidates to be interviewed before Council.
   3. Shall consist of at least three and no more than seven Council members, who all serve as voting members of the Commission.
    a) The Commission shall represent the diversity of Muir College.
    b) In addition to the Appointment Chair, at least one voting member of Council shall serve as a voting member of the Commission.
    c) Each Commission member shall serve subject to approval by a simple majority of Council.
    d) The same Commission members shall interview all candidates for any single position.
    e) When possible, the outgoing holder of the open position shall serve as a member of the Commission.
   4. Sessions shall be closed to all non-Commission members.
  G. Emergency Appointments
   1. The Chair shall have the authority to fill vacancies on the Council between the time of the vacancy and the next regularly scheduled Council meeting.
   2. Emergency appointments shall be publicized to the Council in writing.
IV. Removal of Council Members 
  A. Student Initiative
   1. A petition stating the reason for the proposed Special Election, containing the signatures of at least five percent of the Muir College Electorate, shall be presented to Council.
   2. The petition shall be validated by the Muir Dean's Office.
   3. The Chair shall appoint a Special Election Manager to be approved by a majority vote of Council. 
   4. The Special Election Manager shall designate the members to serve on the Election Committee.
   5. The Election Committee shall advertise the Special Election for at least one week directly preceding the Election.
   6. The Special Election shall take place Monday through Friday no less than two and no more than three weeks following validation. 
   7. The Muir College Electorate shall cast their votes via online ballots. A vote shall decide the election.
   8. A member recalled through this process shall be ineligible to serve in the same position for the remainder of the term.
  B. Impeachment
   1. Shall be initiated with a written warning delivered to a Council member by any two other Council members for any action blatantly negligent, inappropriate, or irresponsible, including violations of the Constitution and Bylaws.
   2. All Council members shall be notified in writing at least two days prior to the vote.
   3. Impeachment hearings shall be closed to the public. 
   4. Shall be confirmed by a two-thirds affirmative vote of Council members present.
   5. Such a Council action may be overturned via the Student Initiative process.
   6. A member recalled through this process shall be ineligible to serve in the same position for the remainder of the term.
   
 V. Rules of Order
  A. Only members of Council shall have the power to make a motion.
  B. Council may formally state an opinion by passing a resolution with a two-thirds majority vote.
 
 VI. Attendance
  A. All members shall attend external meetings as appropriate and shall fulfill any additional position specific responsibilities.
  B. All voting members (and the Chair) shall attend Council meetings, retreats, and other events at the discretion of the Chair.
   1. Attendance of a Council member at any given Council meeting shall be defined as being present as the Commissioner of Records takes roll at the beginning and end of each meeting
  C. External members shall attend at least one Council meeting per quarter and present an oral or written report.
  D. One unexcused absence in any one quarter shall result in a written reminder of Council?s attendance policy being sent by the Chair to the Council member. If Chair is absent once in any one quarter, the Commissioner of Records shall send the attendance policy.
  E. For all council members except Senators, two unexcused absences in a quarter shall result in an automatic impeachment hearing at the following Council meeting to discuss the individual?s continuation, sanctions, or termination as a Council member.
  F. For Senators, two unexcused absences in a quarter in any of the following councils or committees shall result in an automatic impeachment hearing at the following council meeting to discuss the individual?s continuation, sanctions, or termination as a council member.
    a) Muir College Council
    b) A.S. Council
    c) Assigned A.S. Standing Legislation Committee
 G. One unexcused absence is defined as one of the following:
   1. Missing any two roll calls.
   2. Missing a meeting at which he or she is a voting member, or a meeting that is an enumerated charge of the position.
   3. Missing more than half of a required meeting.
 H. Impeachment Hearing:
   1. A Council member?s sanctions or removal shall be confirmed by a two-thirds affirmative vote of Council members present.
   2. Such a council action may be overturned via the Student Initiative process.
   3. All Council members shall be notified in writing at least two days prior to the hearing.
 I. Absences from Council and all other bodies shall be excused at the discretion of the Chair, but denied excusals can be overturned by a majority vote of Council.
 J. In the event that a Council member is unable to attend a Council meeting, the member shall notify the Chair in writing no later than 24 hours before the beginning of the meeting unless extenuating circumstances preclude that possibility.
 
VII. Agenda
 A. Council meeting agendas shall be set by the Chair prior to each meeting.
 B. Each meeting shall have time designated to approve the minutes from the previous meeting, consider public input, and address any Council business for the week.
 C. At the request of a Council member, a portion of Council meetings may be designated as a time for open discussion of issues that could not be placed on that meeting?s agenda.
 D. If a Council meeting adjourns and there are items on the agenda which have not yet been considered, those items shall be automatically placed on the agenda of the next Council meeting.
VIII. Finance
 A. Council shall consider the recommendation from Muir-FAB and approve a budget for the following year by a two-thirds majority vote.
 B. Any further allocation of Council funds shall be approved by a simple majority vote.
 C. Council may allocate funds only to those programs or bodies that benefit Muir College students and their interests.
 D. Council may allocate funds to programs only if those programs are advertised effectively to Muir students.
 E. A representative from a student organization requesting funding must attend one Council meeting for questions and discussion.
 F. No more than $15.00 shall be allocated per Muir College student per event to help pay for the cost of attending conferences, seminars, workshops, competitions, off-campus community service, and other activities of this nature.
 G. Funding requests must be presented to Council at least one week prior to the event, with a written line-item budget that indicates anticipated and secured expenditures and resources.
 H. Funded events shall indicate Council sponsorship in all publicity.
 I. Any Council funds allocated on a lien-basis, if not released, will be retained within the Council budget for the following year.
 J. Fundraising by an organization shall be considered independent of Council funding, and will be carried over in that organization?s budget from year to year.
  1. Events subsidized by Council shall not be considered fundraising.
 K. The following dedicated funds shall exist:
  1. Muir On-Campus Program Fund
   a. Shall be established and maintained for the promotion and subsidy of Muir College programs and activities held within Muir College real estate.
  2. Muir Off-Campus Program Fund
   a. Shall be established and maintained for the promotion and subsidy of Muir College programs and activities held outside Muir College real estate.
  3. Diversity at Muir Fund
   a. Shall be established and maintained to further diversity at Muir College through the promotion and subsidy of activities and programs.
   b. Shall be open to non-Muir entities as long as the program or activity is held on Muir College real estate.
  4. Infrastructure Fund
   a. Shall be established and maintained for the acquisition of lasting, durable goods that would benefit the Muir community in future years.
  5. Reserve Fund
   a. Shall be established and maintained for the purpose of providing reserve or emergency funding at any time.
   b. Shall be supplemented each year by not less than five percent of the estimated Muir College Activity Fee income for that year.
   c. Expenditure or reallocation of reserve funds shall require a two-thirds affirmative vote of approval by the entire Council.
  6. General Unallocated Fund
   a. Shall be established and maintained for the remainder of all Council funds.
 L. Muir Funding Advisory Board (Muir-FAB)
  1. Shall be an annual ad hoc committee created to draft a preliminary Council budget for the following year.
  2. Shall consist of the Dean, Chair, Vice Chair, Commissioner of Finance, Commissioner of College and Council Development, one Senator chosen by the Muir Senators, and any other members appointed by a majority vote of Council.
  3. Sessions shall be open to the public for observation.
  4. The Chair shall convene the group and the dean?s office shall facilitate the process.
  5. Shall recommend allocations to every Council Fund, subject to each Fund?s guidelines.
  6. Shall review written proposals from any Muir entity, and propose allocation of Council funds on a lien-basis or lump-sum apportionment.
IX. Muir College Activity Fee 
In October, 1996, a College Activity Fee was established by student referendum. The fee was defined as a sum of money to be assessed ?per student per quarter, to be disbursed by the Muir College Council in support of Muir College programs, activities, publications, productions, organizations and events?. These are the applicable guidelines, approved by the Muir College Council on March 16, 2000.
 
 
 A. General Concerns 
  1. Before being placed on a Student Referendum ballot, the question of establishing, modifying or eliminating a Muir College Activity Fee must first undergo appropriate consultation with Muir College students at large. The issue must be:
   a) Publicized via the Muir newsletter, or other appropriate venues; and must be
   b) Discussed at open, advertised meeting(s) of the Muir College Council
  2. To be placed on the ballot, a proposal to establish, modify or eliminate a Muir College Activity Fee must first be approved by a two-thirds affirmative vote of all voting members of the Muir College Council.
  3. If the College Council approves a proposed referendum issue, then it shall appear on the ballot in the subsequent standard (F/W/Sp) academic quarter.
   a) If approved during a Winter Quarter, then the question will appear on the Muir College ballot during the Spring Quarter General Election. 
   b) If approved during a Spring or Fall Quarter, then the question will be on the ballot of a special election, to be conducted during the fourth week of the subsequent quarter. 
  4. At least two weeks before the election, the proposed fee (or fee modification) shall be described, and arguments pro and con shall be presented, in an issue
 of the Muir newsletter, or in some other widely disseminated publication.
  5. A public forum, open to all Muir students, shall be held at least one week prior to the first day of the election. Ample opportunity shall be provided to
 all sides to present their opinions about the proposed fee.  The meeting shall be presided over by the Chair of the Muir College Council.
  6. Anyone may distribute and post handouts, information, posters, flyers, etc., in accordance with the UCSD, Muir College, and Muir Residential Life posting regulations.
 
 B. Special Election Procedures
  1. A Special Election (Fall or Winter Quarter) shall be conducted on Tuesday and Wednesday of the fourth week of the quarter.
  2. Voting shall be conducted from 10:00 a.m. to 4 p.m. each day.
  3. Voting shall take place in front of MOM.  Location of the polling place shall be well publicized, as shall the times and dates of the election.
  4. The polls shall be staffed by at least two poll workers to be chosen by the Muir Election Commissioner, per the Muir College Council Constitution.
  5. A roster of currently enrolled Muir students shall be maintained at the poll.  Voters must present valid ID. Voters? names shall be crossed off the roster
 when they vote.
  6. Poll workers shall maintain strict neutrality on the issue(s), and make no effort to solicit votes for one side or the other.
  7. Votes shall be tabulated following the close of the polls on Wednesday, and official results shall be announced as soon as possible following final tabulation. 
 Tabulation shall be accomplished in a closed room, with only the College Dean and members of the Dean?s staff allowed to assist in the counting. One student who endorsed the proposal, and one who opposed it, may attend this session as election observers.
  8. To pass, a proposal must meet two standards:
   a) At least 15% of the Muir College Electorate must cast ballots in the election. The Muir College Electorate is defined as all Muir College students who have registered for classes and also have paid their enrollment fees for the academic quarter in which the election is held.  The size of the Electorate will be determined by the UC San Diego Registrar. 
   b) A majority vote shall be required for passage of the proposal.
  9. Enactment of an activity fee change is contingent upon the approval of both the Vice Chancellor of Student Affairs, and the Chancellor of UC San Diego.
  10. Any grievances arising from this election shall be brought before the Muir College Judicial Board. 
 C. Implementation of the Referendum Outcome 
  If a Muir College Activity Fee is created via such a referendum, or if the amount of a Muir Activity Fee is modified in such a referendum, then the new or revised fee   
  shall be assessed as soon as administratively possible. 
 If such a Fee has been eliminated in the referendum, then the University shall cease to collect it as soon as administratively possible.
 
Suspension
  These Bylaws may be suspended by two-thirds affirmative vote of those present.