Section 7.1

CONGRESS OF COUNCILS OPERATING PROCEDURES

I. INTRODUCTION

These operating procedures provide definition and guidance to the Congress of Council and staff. Where conflicts arise, ASSE Bylaws take precedence.

II. PURPOSE AND RESPONSIBILITIES

The Congress of Councils, herein after referred to as the Congress, serves to coordinate issues between Society Councils.

The Congress provides oversight for the Councils in developing and supporting the Society strategic plan to accomplish the mission, goals and objectives of the Society.

The Congress members are responsible for sharing information and maintaining the status of the Councils’ execution of Society programs and in carrying out Society policy, emphasizing areas requiring coordination of multiple Councils. In so doing, the Congress may, but is not limited to:

  • Define programs to meet Society goals and objectives
  • Review strategic planning goals and objectives including changes to the plan from the various Councils and make recommendations to the Board of Directors.
  • Recommend termination of, programs no longer required or whose functions are better carried out elsewhere
  • Provide resolution of issues
  • Facilitate planning by all Councils for timely execution of sequential actions
  • Other projects as assigned by the Board of Directors

The Congress reports to and is responsible to the Board of Directors

III. CONGRESS MEMBERSHIP

The President-Elect will serve as Chair of the Congress.

Congress members are the Vice Presidents of each Council.

Congress and Council members may serve on committees and task forces of the Congress. A staff liaison shall be appointed by the Society Executive Director.

The Vice President of Finance shall be ex-officio member of the Congress.  Council Staff Liaison shall be non-voting ex-officio member of the Congress

Terms of Office

  • The President-Elect/Congress Chair serves a one-year term.
  • Council Vice Presidents each serve term of office as specified in Society Bylaws.
  • Congress committee Chairs and members are appointed by the Congress Chair.

IV. CONGRESS OPERATIONS

1. Meetings

Schedule: The schedule of meeting(s) shall be drawn up by the Congress Chair and agreed to by the Congress.

Quorum: A quorum exists when a simple majority of the members of the Congress are present at a meeting. A majority vote of members present shall be decisive when a vote is taken, except as otherwise specified by these rules.

Agendas: A call for agenda items will be sent to all Congress members by the Staff liaison. Agenda changes and additions may be made at the beginning of each Congress meeting.

Motions and Action Items: Business is placed on the Congress agenda in one of four ways:

  • By the President-Elect
  • By Council Vice Presidents
  • By Congress committees
  • Referrals from the Board

The Congress is authorized to act on business items that do not require Board action. The Congress will regularly report to the Board of Directors. 

Parliamentary Procedure

The latest edition of Robert's Rules of Order (Newly Revised) shall guide the transaction of business at Congress meetings, for questions not answered by these operating procedures or Society Bylaws.

Ballots: Official business of the Congress may also be transacted by mail, electronic media or fax ballot. Mail, electronic media or fax ballots require a simple majority vote of ballots received, provided that at least three-quarters of the ballots distributed have been returned. Ballots must be returned within 10 days of the date sent, to be counted. A majority ballot shall be considered decisive, unless otherwise specified by the Bylaws.

Minutes: Minutes of Congress meetings are prepared by staff and sent to all Congress members for review, comment and approval.

2. Staff Liaison

The staff liaison is responsible for:

  • Issuing calls for meetings and Congress reports
  • Preparing agendas
  • Keeping a record of all motions passed at Congress and Congress committee/task force meetings
  • Preparing minutes of all Congress meetings
  • Initiating follow-up action on Congress approved programs or activities
  • Reporting program progress to the Congress

3. Budgeting and Finance

The Congress operates within the Society budget, including travel, meeting and staff support expenses.

V. Amendments

Amendments to these operating procedures require a majority vote of the Congress and shall become effective after approval by the Board of Directors.


Approved By/Date: Board of Directors 02/14

Replaces Edition Dated: 06/08/08

Next Revision Due: 02/17

 
 

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