PHSC Chapter of Association of Florida Colleges Bylaws

The following information are the bylaws in which the PHSC Association of Florida Colleges Chapter follows. These are subject to change due to updates.

Article I: Name

The name of this organization shall be known as the Pasco-Hernando State College, hereinafter referred to as PHSC, Chapter of the Association of Florida Colleges, Inc., hereinafter referred to as AFC.

Article II: Purpose

The purpose of this chapter is:

  1. To serve as a comprehensive professional organization for anyone employed by or associated with PHSC.
  2. To promote interest in the discussion of the general problems of education and to promote communication within the Chapter, between PHSC and other colleges, and between PHSC and the general public.
  3. To carry out the purposes of AFC, as stated in its bylaws, and to represent the members of the Chapter. Specific rules and guidelines may be adopted as required.
  4. For the selection of individuals to the Assembly of Delegates and/or as voting representatives to each commission, as provided by the AFC Bylaws and Standing Rules.
  5. To work for a continuing cooperative spirit among college trustees, administrators, faculty members and career employees.
  6. To promote an understanding of AFC to the PHSC community.
Article III: Membership
  1. Membership in the Chapter is open to both full and part-time employees and retirees of PHSC upon payment of the annual dues.
  2. Membership in AFC is open to all individuals who fall in the eight classes of membership without regard to race, color, ethnicity, national origin, religion, gender, gender identity, sexual orientation, pregnancy, age, disabling condition or any other factor or condition protected by law.
  3. The classes of membership are:
    • Individual membership is open to any full time employee of PHSC.
    • Retiree membership is open to any person who has retired from PHSC.
    • Part-time membership is open to any person who is employed less than full-time in an administrative or support position at PHSC.
    • Adjunct membership is open to any person who is employed less than full-time in an instructional position.
    • Life membership is available to regular members of PHSC.
    • Life retiree membership is available to retiree members of PHSC.
    • Contributing membership is conferred automatically for any member of the PHSC District Board of Trustees.
    • Honorary Life membership is conferred on those persons who, in the opinion of the AFC Board of Directors, have made an outstanding contribution to PHSC and/or the AFC. Recipients for Honorary Life memberships are recommended by the Awards Committee.
Article IV: Officers

Section I: The officers of the Chapter shall be classified as elected or appointed.

  1. Elected Officers: The elected officers shall be the President, President-elect, Secretary, Treasurer, Campus Representatives (two from West Campus and one each from the other campuses), Membership Chair, Legislative Representative and Publications Representative.
    • The Chapter President and Nominating Committee will appoint any position or office listed in Section I if no nominations are submitted.
    • Elections will be by ballot with each member entitled to one vote.
    • The positions listed above shall be elected by a majority of the membership voting, for a term of one year, commencing on the first day of each calendar year.
    • Elections are to be held annually during the month of October.
    • Elected officers should be members in good standing.
  2. Appointed Officers: The Parliamentarian and the Historian shall be appointed by the Chapter President (optional officers).

Section II: Duties of Officers

The President shall:

  1. Preside at meetings of the Chapter Executive Board and the Chapter.
  2. Represent the Chapter in all matters.
  3. Call meetings of the Chapter Executive Board.
  4. Authorize expenditures and payment of the Chapter funds.
  5. Serve on the Council of Chapter Presidents.
  6. Act as liaison between the Chapter Executive Board and the Chapter members.
  7. Establish and appoint members to committees as necessary.
  8. Serve as an ex-officio member of each committee.
  9. Report Chapter activities to the Region IV Director.
  10. Attend AFC state meetings.

The President-elect shall:

  1. Perform the duties of President in the event of his/her absence or disability.
  2. Perform other duties as assigned by the President.
  3. Attend monthly Chapter Executive Board meetings.
  4. Shall assume the role of Presidency upon the expiration of term.

The Secretary shall:

  1. Record the minutes of the Chapter and of the Chapter Executive Board.
  2. Act in the absence or temporary disability of the President-elect.
  3. Attend monthly Chapter Executive Board meetings.
  4. Perform other duties as assigned by the President.

The Treasurer shall:

  1. Collect and forward Chapter dues to the state office in the absence of the Membership Chair.
  2. Safeguard and disburse any other Chapter funds as necessary.
  3. Submit monthly Treasurer’s Reports to the Chapter Executive Board.
  4. Maintain and review/audit General Ledger for accurate reporting.
  5. Attend monthly Chapter Executive Board meetings.
  6. Perform other duties as assigned by the President.

The Campus Representatives shall:

  1. Act as a liaison between the members on respective campuses and the Chapter Executive Board.
  2. Serve on the Nominating Committee.
  3. Perform other duties as assigned by the President.

The Membership Chair shall:

  1. Collect and forward Chapter dues to the state office.
  2. Maintain and update Chapter Membership roster.
  3. Recruit potential AFC members
  4. Keep the Chapter President apprised of membership increases and decreases.
  5. Forward membership applications to the state and notify the state of changes.
  6. Attend monthly Chapter Executive Board meetings.
  7. Perform other duties as assigned by the President.

The Legislative Representative shall:

  1. Disseminate, to the Chapter Executive Board, Legislative issues related to state colleges.
  2. Actively participate in state legislative functions related to AFC.
  3. Attend monthly Chapter Executive Board meetings.
  4. Perform other duties as assigned by the President.

The Publications Representative shall:

  1. Participate in the production of publications related to Chapter activities.
  2. Produce bimonthly Chapter Newsletter.
  3. Responsible for all Chapter’s internal and external web environments: SharePoint, Webpage, Facebook, Twitter, etc.
  4. Develop and produce materials when the Chapter hosts the Region IV Spring Conference.
  5. Attend monthly Chapter Executive Board meetings.
  6. Perform other duties as assigned by the President.

The Parliamentarian shall:

  1. Ensure that the Chapter abides by rules contained in the latest edition of Roberts Rules of Order, Newly Revised in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Chapter may adopt.
  2. Attend monthly Chapter Executive Board meetings.
  3. Perform other duties as assigned by the President.

The Historian shall:

  1. Assemble and maintain a scrapbook of Chapter activities, conference, convention, and other Chapter related functions.
  2. Be responsible for photographs and film developing at all events listed above.
  3. Attend monthly Chapter Executive Board meetings.
  4. Perform other duties as assigned by the President.

The Executive Board shall:

  1. Consist of the President, President-elect, Secretary, Treasurer, the Campus Representatives, Legislative Representative, Membership Chair, Publications Representative, (Parliamentarian, and Historian if appointed by the President).
  2. Plan for regular meetings of the Chapter.
  3. Review and disseminate proposals from the State Organization; the State Legislature; the Florida College System; and any other agencies having any affect upon PHSC.
  4. Appoint members to fill vacancies that may occur between elections in offices and committees, to exclude the Presidency.
  5. Vote upon and approve Chapter minutes, Treasurer’s Report and expenditures.
  6. Make recommendations for awards.

Section III: Term and Vacancy

  1.  
  2. In the case of a vacancy in the office of President, the President- elect will assume the role of the President immediately, with no further action needed. The President-elect shall preform all responsibilities, and complete the term until December 31 and will continue to serve as President for the duly elected term.
  3. In the case of a vacancy in an elected office other than as prescribed above, the Chapter Executive Board shall appoint a replacement to serve until the next annual election.
  4. The elected and appointed officers shall assume office on January 1 and serve until December 31 of that year.
Article V: Assembly of Delegates

Delegates to the AFC Convention Assembly of Delegates shall be the College’s Chapter President, the elected officers of the chapter and members of the Executive Board, and an elected and/or appointed number of delegates as determined by Article IV, Section 1, of the AFC Bylaws.

Article VI: Committees

Section I: Standing Committees

The Chapter recognizes the following committees and will appoint members to the committees as deemed necessary: Education, Funding, Legislative, Membership and Programming. A copy of the function, duties, objectives and goals of the listed committees are available upon request from the Chapter Executive Board. The Chapter reserves the right to create any necessary committee needed to carry out the goals and purposes of the Chapter.

Section II: Special Committees

  1. The Nominating Committee shall:
    • Consist of all the elected campus representatives, with the chairperson elected by the committee.
    • Function during the months of August and September and shall present to the Chapter Executive Board the names of at least one member for each of the offices and representatives.
    • Accept written nominations from the membership.
  2. The Elections Committee shall:
    • Consist of the President, President-elect, Treasurer and Secretary.
    • Distribute the ballots to the general membership for election purposes.
    • Count the ballots and submit the results and a list of officers to the Chapter Executive Board. If only one person is nominated for a position, that person will be elected by acclamation at the moment his/her nomination is presented by the Nominating Committee.
  3. The Bylaws Committee shall:
    • Consist of members appointed annually by the President and shall consist of as few as two, but not more than four members.
    • Advise the Chapter Executive Board when a rule is not carried out.
    • Maintain and annually review the Chapter Bylaws and recommend necessary changes to the Chapter Executive Board for review.
    • Submit any changes to the Chapter Bylaws to the general membership for approval, by ballot, by the majority 30 days prior to final submission to the State Bylaws Commission.
    • Submit the final approved copy of the Bylaws to the AFC Bylaws Commission.
Article VII: Meetings
  1. For the purpose of business necessity or administrative convenience, meetings of the Executive Board, including without limitation special meetings, as provided for herein may be held using telephonic and/or electronic methods. The technology used for the telephone and/or electronic meetings shall allow the members full access to and full participation in all meetings. Meetings shall be held monthly and will be open to the general membership.
  2. A Special Meeting can be called by either the President or the President-elect.
Article VIII: Commissions

Section I: Commissions

As part of the membership application, Individual Retired, Life, Honorary Life or Associate members of AFC may choose to serve with one or more commissions. All AFC sponsored or commission-sponsored activities are open to all members. The commissions— as identified in the State Bylaws--are established to carry out activities consistent with the purpose of AFC.

A list of commission chairs will be available annually from the Chapter Executive Board.

Article IX: Finance

Section I: Membership Year

The membership year for all classes of membership shall begin on July 1 of each year and end June 30 of the following year. Members who enroll after July 31 will receive the prorated dues rate until June 30 of the following year.

Section II: Fiscal Year

The Chapter’s fiscal year is January 1 – December 31.

Section III: General Financial Policy

The Chapter Executive Board takes full responsibility for establishing fiscal policy for the Chapter.

History: Revised 4/27/10; 2/21/2011; 4/16/13; 10/15/2013; College name change 1/22/2015; Reviewed 11/9/2017 – no changes; Reviewed 1/31/2019 - no changes; Revised 11/30/2020; Revised 2/28/2022