Constitution and By-laws | Fitchburg State University

Constitution and By-laws of the Center for Italian Culture Advisory Board

Constitution

Section 1. - Name and location:

The name of the organization is the Center for Italian Culture. The Center is located at Fitchburg State University, Fitchburg, Massachusetts. The Center’s Board functions as its executive body.

Section 2. - Mission and Vision:

Mission: To encourage the understanding and appreciation of all aspects of Italian language, history, and culture, including ancient and contemporary studies, and the Italian experience in the New World.
Vision: The Center for Italian Culture is a dynamic, interdisciplinary center dedicated to the study, preservation, and celebration of all aspects of Italianità. Through excellence in teaching, scholarship, the dissemination of learning, and community outreach, the CIC is a university and regional resource that advances Italian heritage and immigration through educational, cultural and social events and activities. In collaboration with the University, community, and other local and international organizations, the CIC provides innovative programming that connects, informs and inspires the communities of Fitchburg, North Central Massachusetts, and beyond.

Section 3. - Governance:

The CIC Board will elect officers from its members, as stated in Article V, Section 2 of its By-Laws.

By-laws

Article I - Parliamentary Procedure:

The CIC Board will follow Robert’s Rules of Order Newly Revised (RONR).

Article II - Duties of CIC Board:

The CIC Board will manage all of the affairs of the Center in coordination with the Fitchburg State Vice President for Academic Affairs (or designee), the Fitchburg State Vice President for Advancement, the Dean of the Amelia V. Gallucci-Cirio Library, and the Financial Aid Office. The members may, by a vote of the majority, appoint sub-committees for the Center’s current programs, future initiatives, and to further enhance its mission.

Article III - Membership:

Section 1 - CIC Board:

The CIC Board will be composed of up to twenty-five community citizens and University members who bring unique knowledge, experience and skills, and whose commitment and volunteer participation will enhance the Center’s current programs, future initiatives, and
mission as stated in Section 2 of the Constitution.

The CIC Board will have as permanent members the Fitchburg State Vice President for Academic Affairs (or their designee), the Dean of the Amelia V. Gallucci-Cirio Library (or designee), and representatives the Office of Institutional Advancement, the Department of Humanities, and the Department of Economics, History and Political Science.

Members of the CIC Board will serve for terms of three years, with tern endings aligning with the closing of the fiscal year. A member whose term has expired will be invited to serve on the Board for additional terms.

Section 2 – Eligibility:

Anyone committed to fulfilling the Responsibilities and Expectations of the CIC Board (Appendix A) and who supports the mission, vision, objectives and activities of the organization is eligible for membership.

The names and brief resumes of prospective candidates will be submitted to the CIC Executive Committee at a regular meeting. The Executive Committee will evaluate the nomination(s) and present the name(s) and biographical information to the full board for a vote. If favorable, an invitation to join the Board will be extended to the candidate.

Section 3 - Acceptance:

A reply of acceptance from the invited candidate should be received by the Board within two weeks from the date the invitation was sent by the Board. Upon receipt of the acceptance, the Board will send a Welcome Packet containing the CIC Constitution and By-laws, Board Member Responsibilities and Expectations, and a survey to identify areas of interest for participation.

Section 4 - Separation:

In the event that a member of the CIC Board sustains two (2) consecutive unexcused absences from Board meetings, the member will be contacted for a reaffirmation of commitment by a member of the Executive Committee. In the absence of a response to this effort, the Board member’s position will be vacated and open to another individual.

Any resignations by CIC Board Members will be submitted in writing to the Executive Committee.

Article IV- Meetings:

Section 1 - Regular Meetings:

Regular meetings of the CIC Board will be held on the second Wednesday of alternating months. The date, location and an agenda will be shared with board members at least twenty-four hours in advance of the meeting. The Board may change the date and location of regular meetings provided a notice of at least twenty-four hours is given to all members.

Section 2 - Special Meetings

When it appears necessary, special meetings may be called by the Board. Notice of at least twenty-four hours must be given to all members as to date, time, location, and purpose for the special meeting.

Section 3 - Annual Board Convivio:

An annual Board Convivio will be held in May before the close of each fiscal year; the date, time, and location will be determined by the Board provided a notice of at least forty-eight hours be given to all members.

Section 4 - Quorum:

At any meeting of the Board, a majority of the members – that is one-half plus one – shall constitute a quorum.

Section 5 - Action by Vote:

When a quorum is present at any meeting, a majority of the CIC Board present and voting shall decide any question, including election of officers, unless otherwise provided by these by-laws. Voting by proxy shall not be permitted.

Article V- Officers of the CIC Board:

Section 1 - Officers:

The officers of the Center will be the President, Vice President, Secretary, Treasurer, and Fitchburg State Vice President for Academic Affairs (or designee).

Together, the officers, who comprise the Executive Committee, shall determine the agenda for each Board meeting.

Section 2 - Duties of Officers:

The CIC President shall have supervision of the affairs of the Center and the Board, shall report to and is subject to the Board members. The CIC President shall preside at all meetings of the CIC Board.

The CIC Vice President shall assist the President, and in the absence of, or the inability of the President to fulfill his/her duties, shall assume the duties of the President.

The Secretary shall assist, in consultation with the Board President, the Executive Committee in its tasks.

The Treasurer shall keep full and accurate records of the financial affairs and funds of the Center and its endowment, and shall, in consultation with the Fitchburg State Vice President for Advancement, distribute copies of budget reports to the Board members at each CIC Board meeting.

The Fitchburg State Vice President for Academic Affairs (or designee) shall be the chief University liaison and academic officer of the CIC and shall collaborate with the President in managing the affairs of the Center.

Section 3 – Elections:

The CIC Board shall elect officers for three-year terms. The elections will take place at the CIC Annual Convivio in May of each year.

Officers may be re-elected by the Board, by a vote of the majority, for successive three-year terms.

Any resignations by Board Officers will be submitted in writing to the Executive Committee by the meeting prior to the Annual Board Convivio in May.

Section 4 - Vacancies of CIC Board Officers:

Should the position of any CIC Board Officer become vacant, the vacancy shall be filled as follows:

the Vice President shall be eligible to assume the position of President in the event of a vacancy in that office;
A vacancy in any office shall be filled by a member of the Board. Board members may nominate individuals from the Board and be duly elected by the Board.

An ex-officio member of the Board is not eligible to hold office.

Article VI - Committees:

All committees of the CIC will include representatives from both Fitchburg State University and the regional community. At the beginning of each academic year, each committee will meet, outline their strategic goals and performance indicators for the year ahead, and submit these goals to the Executive Committee prior to the second regular meeting of the CIC Board. At minimum, CIC committees will meet in months between full CIC Board meetings.

Section 1 - Executive Committee:

There shall be an Executive Committee consisting of the officers of the CIC Board and one other Board member nominated by the CIC Board President and elected by the Board. The CIC Board President shall preside.

Section 2 - Program Committee:

There shall be a Program Committee consisting of a minimum of six members of the Board. The CIC Board President shall select a chair for this committee at the first regular meeting of the CIC Board following the Annual Convivio. The Program Committee will present a slate of members every third year to the CIC Board at its Annual Convivio in May.

The role of the Program Committee is to identify, organize, and deliver academic and cultural programs for the campus and community. The chair of the Program Committee will set a meeting schedule for the Program Committee and oversee its activities in consultation with
the Board President and Fitchburg State Vice President for Academic Affairs (or designee). The chair of the Program Committee will report on current and upcoming program events and future plans at each regular meeting and an annual report at the Annual Convivio of the CIC Board.

Section 3 - Scholarship Committee:

There shall be a Scholarship Committee appointed by the CIC Board President with the consent of the CIC Board. The CIC Board President board will select a chair for this committee. The Scholarship Committee will consist of the chair and four other members of the CIC Board. The Scholarship Committee will present a slate of members every third year to the CIC Board at its Annual Convivio in May.

Members of Scholarship Committee will help determine Fitchburg State University student scholarship recipients as well as determine recipients of CIC scholarships beyond the university. The chair of the Scholarship Committee will report on scholarship distributions at
regular meetings and at the Annual Convivio of the CIC Board in May.

Section 4 - Archives Committee:

There shall be an Archives Committee consisting of a minimum of six members of the CIC Board. The CIC Board President will select a chair for this committee at the first regular meeting of the CIC Board following the Annual Convivio. The Archives Committee will present a slate of members every third year to the CIC Board at its Annual Convivio in May.

The role of the Archives Committee is to encourage the preservation of Italian and Italian American history and culture by supporting the archival collections for the CIC at the Fitchburg State University Archives and Special Collections. The Archives Committee works with the Dean of the Amelia V. Gallucci-Cirio Library, who oversees all property assigned to the library and archival collections, and with the University Archivist.

Section 5 – Marketing Committee:

There shall be a Marketing Committee consisting of a minimum of six members of the CIC Board. The CIC Board President will select a chair for this committee at the first regular meeting of the CIC Board following the Annual Convivio. The Marketing Committee will
present a slate of members every third year to the CIC Board at its Annual Convivio in May.

The role of the Marketing Committee is to promote the CIC, its programs and archival collection as an academic and community resource, including marketing the CIC through print and social media and developing and maintaining the CIC website.

Section 6 – Other Committees

The CIC Board may appoint other ad-hoc committees when it appears necessary, with the consent of the majority of the Board.

Article VII - Fiscal Year:

The Center for Italian Culture will operate on a fiscal year basis, beginning July 1, and ending on June 30 in each year, and will also follow the processes and budgetary calendars of all academic departments within the University.

Article VIII - Amendments:

The Constitution and By-Laws of the Center for Italian Culture may be amended by vote of the majority of the CIC Board.

Any member of the CIC Board may make a proposed amendment. It must be submitted to the President, in writing, at a regular meeting of the Board. The President will read the proposed amendment to the Board members for their consideration and also confer with the Executive Committee on the proposal. No action will be taken on the proposed amendment at the first reading.

The proposed amendment shall be read for a second time at the next regular Board meeting, when a vote will be called. A two-thirds (2/3) vote by the CIC Board will be required for the proposed amendment to pass.

Constitution and By-laws (PDF)