Texas Connection Consortium
Leadership Council Charter
Version 1.2
Table of Contents
TCC LEADERSHIP COUNCIL CHARTER
MISSION STATEMENT
CHARTER DEFINITION
CHARTER MODIFICATIONS
COUNCIL STRUCTURE
MEMBERSHIP
COUNCIL LEADERSHIP ROLES
MEMBERSHIP CHANGES
COUNCIL ROLES AND RESPONSIBILITIES
COUNCIL REPRESENTATIVES
COUNCIL CHAIR
COUNCIL VICE CHAIR
COUNCIL SECRETARY
MEETINGS
MEETING SCHEDULE
MEETING GUIDELINES
MEETING AGENDAS
DECISION MAKING
PROXY VOTING
DOCUMENT HISTORY
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TCC Leadership Council Charter
TCC Leadership Council Charter
Mission Statement
The TCC Leadership Council exists to facilitate collaboration, communication, dialogue, and
direction for the TCC and participating schools that will result in improved strategic planning and
decision-making.
Charter Definition
This charter defines the roles, responsibilities, authority, and administration of the TCC Leadership
Council
Charter Modifications
Any changes to this Charter will be proposed and discussed at a meeting of council representatives, then
communicated with all council representatives via email or eCommunities. A vote to adopt the proposed
changes will occur at the next council meeting.
Council Structure
Membership
1. The council is composed of one representative with job responsibilities as an ERP Leader or
higher from each member institution. Each representative will provide a proxy in those instances
where the representative cannot meet council obligations.
2. At this time, membership terms will not be implemented, so representatives need to evaluate their
ability to commit to service for a sustained period of time.
3. To participate on the council, each representative and their proxy will agree to a memo of
understanding (MOU) between the representative, including their proxy, and the council that is
approved by the representative’s leadership.
4. Institutions that elect to not complete an MOU will be considered an inactive TCC member as it
pertains to the Leadership Council and will not have voting privileges for Council business. An
institution may return to an active status by submitting a signed MOU at any time.
Council Leadership Roles
1. The council will establish the following formal positions to manage the regular operation of the
council. Proxies are not eligible to hold a council leadership role.
a. Council Chair
i. Elected by Council representatives for a 1 year term.
b. Council Vice-Chair
i. Elected by Council representatives for a 1 year term.
c. Council Secretary
i. Elected by Council representatives for a 1 year term.
d. TCC Executive Board Liaison
i. Appointed by TCC Executive Board
e. For the second election, the terms will be staggered by some amount to eliminate
leadership position turnover at the same time. The staggered elections will be
determined by the council at a later date.
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TCC Leadership Council Charter
Membership Changes
Since council service is voluntary and no formal term of service limits exists at this time, council
representatives and/or their proxy have the responsibility to ensure regular representation and
participation in council activities. Representatives must notify the council Vice Chair of any change in
their ability to participate so alternatives can be arranged. Membership changes may require a new
Memo of Understanding as part of the change process.
Council Roles and Responsibilities
Council Representatives
1. Attendance and participation at the annual TCC conference and other activities, as designated by
the TCC Council Charter, is required of the member.
2. Regularly attend council conference call meetings.
3. Engage and support the council in achieving strategic goals.
4. Serve as the primary communication channel between TCC and their institution for consortium
level planning, prioritization, and decisions.
5. Approve changes to governance decision making framework and decision matrix.
6. Establish an eCommunities account in order to access any documents related to TCC Leadership
Council information.
a. eCommunities available at: http://www.ellucian.com/eCommunities/
Council Chair
1. Facilitate formal council meetings.
2. Provide communication mechanism between TCC Executive Board and the council.
3. Provide status updates to council from Executive Board, as needed.
4. Set standard council meeting structure and schedule.
5. Review meeting content/presentation materials and provide feedback prior to meeting to improve
the content for council representatives.
6. Responsible for promoting topics and setting agenda for meetings
7. Form/attend ad-hoc teams to focus on specific topics/projects.
1. Council Vice ChairCoordinate/Maintain official membership and changes with institutions
2. Assume Chair responsibilities during Chair absences.
3. Assist Chair with responsibilities as needed to support council objectives.
Council Secretary
1. Record meeting notes.
2. Record meeting attendance.
3. Prepare summary of meeting minutes prior to each meeting for review and approval by the
council.
4. Maintain meeting attendance history.
5. Record and track council decisions, action items, and responsible parties.
6. Maintain documentation in a suitable format for sharing and publishing.
7. Ensure progress is being made on action-items and tasks are completed per agreed schedule.
8. Maintain council leadership position election timing and notification.
Meetings
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TCC Leadership Council Charter
Meeting Schedule
The council will meet on a monthly basis or at other intervals, as needed, to meet council goals and
objectives.
Meeting Guidelines
1. Meetings should be scheduled in advance for a 12 month period and strive to be held at the same
day and time to accommodate participation by all council representatives.
2. Meeting materials should be delivered well in advance of meetings to all representatives to
provide time for appropriate review.
3. The council Chair should follow a consistent “rule of order” in conducting council business (ex.
Roberts Rules of Order).
a. Standard Meeting Structure:
i. Call to order
ii. Representatives roll call
iii. Review and approve prior meeting minutes
iv. Representative Reports
1. Progress update on any initiatives, action items
2. Review due dates
v. Old Business
1. Review/approve/vote on any outstanding motions
vi. New Business
1. Agenda items and time block for each
vii. Call to adjourn
4. Meeting minutes/notes should be completed, reviewed, and distributed within 5 business days
after meeting.
1. Meeting AgendasThe Chair and Vice-Chair are responsible for establishing the meeting agenda
and published agendas to the council representatives prior to the meeting. In general, leadership
should strive to have agendas published at least one week in advance of the meeting so that
representatives have time to prepare.
Decision Making
A simple majority voting rule will be used as the primary decision making process by the Leadership
Council in order to conduct and implement Council business.
1. A quorum of Council representatives must be met in order to conduct council voting. The official
minimum number of Council representatives will be established based upon the number of signed
MOU’s that are received back to establish the council membership. In order for official voting to
take place, the quorum must represent at least 51% of council representatives or proxies in
attendance.
2. The Council Leadership will make every effort to promote agenda items that will require council
voting so that a quorum is met.
3. Passage of initiatives will require at least a 51% majority of the Council representatives and/or
proxies.
Proxy Voting
1. By default, in the absence of the council representative, the representative’s proxy will provide
voting responsibility.
2. In situations where both the council representative and the proxy are unavailable, the council
representative may designate another council representative to act as the institution’s proxy for a
specific meeting. Selecting a proxy in this manner must be communicated to the Council
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TCC Leadership Council Charter
Secretary prior to any meeting. This temporary proxy situation is only effective for a specific
meeting and should not become a regular practice.
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TCC Leadership Council Charter
Document History
Date
Version
Editor
Notes
6/2/2015
1.0
Rod Morris
Initial Version
6/3/2015
1.1
Rod Morris
Incorporated changes
concerning council
structure, formalizing
Vice Chair
responsibilities, and
establishing Decision
making process.
6/9/2015
1.2
Rod Morris
Minor edits on
formatting, consistency
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TCC Leadership Council Charter