Governance & Organization

Duties of the CCL President

The president shall be the chief executive officer of the corporation and shall, subject to the control of the Board of Directors, supervise and control the affairs of the corporation and the activities of the officers. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the articles of incorporation of this corporation, or by these bylaws, or which may be prescribed from time to time by the Board of Directors. Unless another person is specifically appointed as chairperson of the Board of Directors, he or she shall preside at all meetings of the Board of Directors. If applicable, the president shall preside at all meetings of the members. Except as otherwise expressly provided by law, by the articles of incorporation, or by these bylaws, he or she shall, in the name of the corporation, execute such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the Board of Directors. Specifically, the CCL President:

  1. Directs the affairs of the Council
    • Preside over meetings of the Council
    • Call special meetings of the Council as required
    • Establish and maintain communication with Council members
  2. Chair of Executive Board
    • Develop agendas for Board meetings
    • Monitor work assignments between meetings
    • Handle correspondence concerning Board work, policies, etc.
    • Carry out work as directed by Board
    • Select vice-presidents
  3. Direct work of the Executive Director
    • Coordinate membership activities
    • Help maintain archives and records
    • Monitor fiscal activities d. Serve as chair of evaluation committee
  4. Direct work of the Treasurer
    • Review financial statements
    • Work with Treasurer and Executive Director to identify appropriate financial investment tools and services for CCL funds
  5. Act on behalf of Executive Board to expedite council work
  6. Attend regional meetings
  7. Represent Council and Executive Board on CCCCO Library & Learning Resources Programs Advisory Committee
  8. Service as Council liaison to CIO Board; attend CIO Board meetings
  9. Represent Council and Executive Board with other groups as required
Duties of the Immediate Past President or President Elect

In the absence of the president, or in the event of his or her inability or refusal to act, the immediate past president or president-elect shall perform all the duties of the president, and when so acting shall have all the powers of, and be subject to all the restrictions on, the president. The immediate past president or president-elect shall have other powers and perform such other duties as may be prescribed by law, by the articles of incorporation, or by these bylaws, or as may be prescribed by the board of directors.

These positions do not serve simultaneously. The immediate past president serves until such time as a president-elect is elected by the Board of Directors. Upon election of a new president-elect, the immediate past-president is no longer a member of the Board. Specifically, the immediate past president:
  1. serves as a resource to the Board and to the Board president in order to provide continuity of leadership;
  2. serves on the Executive Committee;
  3. serves as chair of a nominations committee for the election of the next president;
  4. serves as board parliamentarian.
The president-elect:
  1. assists the president for the purpose of learning the role of president;
  2. serves on the Executive Committee;
  3. serves as Board parliamentarian.
Duties of the CCL Area Representatives
  1. The Area Representative functions as the facilitator, coordinator, and organizer for their region
    • Region's link to rest of membership
    • Resource person to other members in the region
    • Convenor of one regional meeting per semester
    • Gathers information and news from the region
  2. The Area Representative is a member of the CCL Executive Board
    • Attends four meetings per year
    • Develops annual workplan; establishes policies and directs the actions of CCL
    • Sets annual membership amount
    • Appoints Executive Director and sets stipend
  3. Provides information about CCL Board activities to area
    • e-mail summary minutes
    • E-mail to discuss new issues, opportunities, etc.; survey area on specific issues when necessary
    • Phone calls
  4. Assist with membership work
    • Work with Executive Director to recruit colleges
    • Help acknowledge renewals
  5. Assist with and facilitate the Annual Data Survey
    • Work with Executive Director to get colleges' timely submission of data b. Work to help verify data if necessary
  6. Work on Board ad-hoc task forces and committees as necessary
  7. Attend spring regional meeting and annual meeting
  8. Help with programs and/or local arrangements

 

Duties of the CCL Executive Director

 

Under the direction of the President, the Executive Director has operating responsibilities for:

  1. Membership
    • Annual membership campaign and followup
    • Membership records
    • Work with area representatives and regional vice-presidents concerning membership issues, data, etc.
  2. Council and Executive Board Records
    • Records and distributes minutes and summaries of all Board meetings
    • Records minutes of all Council meetings
    • Handle correspondence concerning Board work, policies, etc. as directed
    • Maintain archives
  3. Fiscal Matters
    • Works with Immediate Past President to insure accurate financial records and timely financial reports
    • Reviews all financial statements and reports
    • Works with President and Immediate Past President to identify appropriate financial investment tools and services for CCL funds
    • Helps conduct annual financial audit
  4. Council and Executive Board Meetings
    • Works with President to coordinate and facilitate all meetings of the Council and Board
  5. Serves as Treasurer
    • Pays all bills, deposits all income and keeps standard financial ledgers
    • Works with President and Executive Director to provide financial reports to Executive Board at each meeting
    • Works with President and Executive Director to identify appropriate financial investment tools and services for CCL funds
    • Prepares financial records for annual audit
  6. Other Duties as Assigned.
Duties of the Communications Manager

The Communications Manager has three major areas of responsibility:

  • Maintenance of the CCLCCC Website
  • Outlook Quarterly Newsletter Editor (published four times a year)
  • Member Support
  • Duties
    • Maintain and update CCLCCC website as needed or requested
    • Update list of paid CCLCCC memberships
    • Organize content and publish CCL Outlook newsletter
    • Provide instructions for joining listservs and editing the CCL Directory
  • Skills and Experience
    • Professional reading of a wide variety of journals and listservs (Calix, Cjc-l, ACRL, acrlframe, etc) to select appropriate materials for sharing in the CCL Outlook newsletter
    • Ongoing awareness of key issues in the community college and library field, important meetings and subsequent solicitation of appropriate articles written for the Outlook (eg solicit community college librarian reports from their attendance at professional meetings)
    • Knowledge of California Community College initiatives, programs, and services.
    • Familiarity with or willingness to learn the Content Management Systems (CMS)
  • Work Environment
    • Most communication will be done remotely, with expected attendance at all CCLCCC regular board meetings (approximately 5 per year). Work will be done in collaboration with the Executive Director, Director of CCLCCC’s Library Consortium and the President of CCLCCC. All related travel expenses will reimbursed by CCLCCC. The Communications Manager is an appointed, ex-officio position of the CCLCC board and is under the direction of the President of CCLCCC.
Reimbursement Guidelines
  1. Receipts and a completed and signed CCL Reimbursement Form are required for all reimbursements.
  2. CCL makes reimbursement to representatives who travel to Council meetings. Reimbursements may include airfare, parking at airport, and mileage (up to cost of airline ticket).
  3. Mileage reimbursement is at the IRS rate.
  4. Full reimbursement is available when arranged in advance for cost of refreshments at meetings.
  5. Full reimbursement is available when arranged in advance for cost of materials distributed at meetings.
  6. Full reimbursement is provided to the CCL President or designee for meetings which require official CCL representation (CIO Board, Chancellor’s Office Library and Learning Resources Advisory Committee, Board of Governors, Conference of the Millennium Planning Group, etc.).
  7. CCL reimburses all expenses for Board members attending the Annual Executive Board Retreat.
  8. No reimbursement will be provided for phone calls or movies.
  9. CCL may reimburse representatives for lodging with prior approval of CCL President or designee. CCL does not reimburse for phone calls or movies from hotel.
  10. Exceptions to established guidelines may be made with the consent of the CCL President.