Bylaws of the Cultural Affairs Council
ARTICLE ONE: NAME AND REPORTING CHAIN
A. The name of
this group is Cultural Affairs Council (CAC). The CAC reports directly to the Faculty Senate.
ARTICLE TWO: PURPOSE
A. The main purpose of the Cultural Affairs Council is to bring together the University community and Idaho communities into a rich cultural center of activities. By sponsoring events that feature visual and performing artists and speakers, it becomes a link between many people of different backgrounds but with a common interest. The Council uses grant funds to organize and sponsor its own events. According to University policy, neither of the grant funds below can be used to pay stipends for ISU employees.
The Cultural Affairs Council has allocated money to be awarded as Mini-Grants (1/9 of the budget). The Mini-Grant program is designed to help departments and colleges bring speakers, artists, and special programs in areas important and relevant to the interests of the University community. The intention of this program is to provide cost-share money; if possible, fifty percent of the cost should be provided by the individual department or college, and priority will be given to proposals with substantial cost-sharing. The maximum amount for any one Mini-Grant is $500.
2) Large Grants
The Cultural Affairs Council has funds available to be awarded for larger grants. This program is designed to help departments and colleges bring speakers, artists, and special programs in areas important and relevant to the interests of the University community. The amount of each grant varies according to the specific needs of the events. These grants are distributed throughout the year but before the end of the fiscal year, and to the extent of the allocated budget, which varies each year. Whereas cost-sharing is not required, it is encouraged whenever possible. All events must either be free and open to the public, or, if admission is charged, the Cultural Affairs Council will request a portion of the proceeds proportionate to the amount funded. For example, if the Council funds 50% or more of the costs of an event, it would receive 50% of the profits. If the Council funds less than 50% of the costs, then it would receive the equivalent percentage of the profits (e.g., if 30% of the costs, then 30% of the profits).
B. The Council may participate in recommending University policy
governing public programs and exhibits sponsored by the University, including
lectures, concerts, exhibitions, and other public programs and use of performance
ARTICLE THREE: MEMBERSHIP, SELECTION, AND RECALL
A. The membership of the Council is composed of seven (7) voting members from the following constituencies:
1) Three (3) faculty from the College of Arts and Letters, with no more than one member from the same department.
a. Two (2) members from Fine Arts & Humanities
b. One (1) member from Social & Behavioral Sciences
2) Three (3) faculty from the remaining colleges/divisions, with no more than one member per college/division.
3) One (1) Faculty Senate representative.
B. The remaining membership of the Council is composed of up to three (3) non-voting members from the following constituencies:
1) Director of the Earl Pond Student Union or his/her designee.
2) Vice-President for Finance and Administration or his/her designee.
3) Other participants as appropriate.
C. The Faculty Senate appoints a member of its body to the Council annually and appoints other designated faculty representation from the general faculty to the Council for terms of three (3) academic years. One third of the faculty members retire each year unless re-appointed to a second term. Faculty members cannot be appointed to a third consecutive term, however faculty may accept a nomination to return to CAC after a one-year hiatus.
D. If a vacancy occurs among the members, the Faculty Senate appoints a new member in accordance with the membership provisions of Article 3. A.
E. Attendance at Council meetings is mandatory. Any Council member missing three meetings in an academic year is subject to recall by his/her appointing constituency (Faculty Senate). If recalled, members may submit a written appeal to Faculty Senate. Their appeal should identify the meeting dates they missed and why.
F. Duties of CAC members include, but are not limited to: developing the vision of CAC, reviewing grants, and promoting the submission of grants among constituent groups.
ARTICLE FOUR: OFFICERS AND MEETINGS
A. The chairperson, in principle, will serve a two-year term from July 1st through June 30th, two years later. Elections for the chair will be held during the spring semester in the second year of the chair's term, or as necessary. The chairperson may be elected to a second term. The duties of the chairperson are to prepare an agenda, call meetings, advertise grant availability, keep records and make sure everything sponsored by the Council is properly administered. The chairperson-elect is responsible during the spring semester for planning the events of the coming academic year and takes over all the chairperson's duties after July 1.
B. If the office of the chairperson becomes vacant, the Council will elect a new chairperson in accordance with Article 4, A.
C. The Council meets upon the call of the chairperson, who is responsible for informing Council members in advance of the meeting's time, place, and agenda. Generally speaking, CAC meets several times a semester as needed to process grant applications and update Council information.
D. If three members of the Council request a meeting, the chairperson will schedule it within two weeks of the request in accordance with the provisions of Article 4, C.
E. Removal of
the Council chairperson, should this become necessary or desirable, requires
approval by two-thirds (2/3) of the voting members of the Council.
ARTICLE FIVE: MINUTES, QUORUM, AND VOTING
A. Minutes are kept for each meeting and are prepared in accordance with the format set by the Faculty Senate and are submitted in a timely manner to the Faculty Senate for review and approval/acceptance. Minutes will be taken by a Faculty Senate office staff member or an elected faculty member of the Council.
B. A quorum will be one more than one half (4) of the voting members.
C. A motion is passed when it receives a majority of the votes cast.
1) Abstentions do not count as votes.
2) Tie votes fail.
3) The chairperson has a right to vote on all motions.
4) Proxy or absentee votes are allowed. All necessary materials will be sent in advance of the meeting so members who cannot attend have the opportunity to submit their opinions and comments by email to be read at the meeting as part of the discussion. A discussion summary will be emailed to absent members who then shall have 48 hours to consider the issues and submit their votes.
ARTICLE SIX: STANDING SUBCOMMITTEES
A. In the event that a subcommittee would be appropriate, it would be created with the approval of the Faculty Senate.
ARTICLE SEVEN: BYLAWS AMENDMENT PROCESS
A. Changes in the bylaws are made by a vote of at least two-thirds of the voting members of the Council (5 votes needed), and must be approved by the Faculty Senate.
B. CAC allows for bylaws changes to be introduced and voted upon in the same meeting. (Approved by Faculty Senate Spring 2008).
C. Faculty Senate may override Council and subcommittee bylaw changes in accordance with the Faculty Senate Bylaws (Article VII, Section II).
ARTICLE EIGHT: BUSINESS ITEMS
A. Items or policy not completed in one academic year should be considered old or continuing business to be completed by the Council in the next academic year.
B. New business may be initiated in the Council by any of the following means:
1. Business referred to CAC by the Faculty Senate
2. Items brought in by a member or the chair of CAC
3. Items referred by the University community.
It will be the responsibility of the chair to introduce new business items on subsequent agendas.
Approved by the Speakers and
Artists Committee: 11/30/2001
Approved by the Faculty Senate: 12/10/2001
Revised and approved by the Cultural Affairs Council: 2/20/2008
Approved by the Faculty Senate: 3/3/2008
Revised and approved by the Cultural Affairs Council: 4/27/2009
Approved by the Faculty Senate: 5/4/2009
Revised and approved by the Cultural Affairs Council: 9/24/2010
Approved by the Faculty Senate: 11/8/2010