ARTICLE I. NAME AND BACKGROUND This organization shall be known as the New York State Training Council. The NYS Training Council has its formal roots in Governor Rockefeller’s Interdepartmental Management Improvement Council (IMIC). Creation and sponsorship of this organization was one of several IMIC recommendations to improve the training and development of State employees. The first meeting of the NYS Training Council (also known, for a time, as the New York State Interagency Training Council) was held on March 13, 1970. IMIC also recommended the promulgation of a policy statement to establish a basic framework of objectives and responsibilities for the State’s manpower training and development programs. As a consequence, Executive Order No. 41 "Relating to the Training and Development of State Employees" was issued on October 12, 1970 by Governor Rockefeller. ARTICLE II. MISSION STATEMENT The New York State Training Council is a not‑for‑profit organization that advocates and supports the training and development of the State’s workforce to achieve organizational effectiveness. ARTICLE III. COUNCIL OBJECTIVES To encourage and support the effective use of training and development as an integral part of the management of human resources in New York State. To provide effective training and development services to individuals with training responsibilities in order to improve their efficiency and effectiveness and that of the State's work force. To serve as a resource to agency training units and other organizations interested in the improvement of their training and development initiatives. To actively encourage and promote interagency cooperation and sharing of training resources, knowledge and information at all government levels. To facilitate and encourage open communication and coordination among agency training staff and other human resource management professionals. To advocate for the State’s work force and their organizations on training, development and human resource issues. ARTICLE IV. MEMBERSHIP Section 1. The Training Council is comprised of the New York State departments, agencies, offices, boards, authorities, commissions, divisions and others with reporting responsibilities to the Executive Branch of New York State government. There are two types of members: 1) Voting 2) Regular Section 2. Voting Members ‑‑ NYS organizations that have membership in the Training Council, as defined above, shall vote annually to elect the Executive Committee and, when necessary, revise the bylaws. At the beginning of every Training Council business year, the heads of the NYS organizations, which have membership, as defined above, will be asked to designate a delegate and alternate to the Council. The delegate will cast these votes on behalf of the organization after consulting with the other Council members from that organization. In the event the delegate is unable to vote, the alternate may do so. If neither the delegate nor alternate is able to vote, a proxy may be named by the organization, in writing, to vote on behalf of the organization. Section 3. Regular Members ‑‑ The Regular Members of the New York State Training Council are those individuals who work for the NYS organizations, as defined in Section 1, and whose responsibilities include the training and development of the State workforce. All Regular as well as Voting Members may attend meetings, engage in discussions and debates over Council issues, make suggestions, sit on committees, introduce motions, nominate candidates and run for Council offices. In addition, the Council recognizes two other types of members: 3) Associate 4) Emeritus Section 4. Associate Members ‑‑ Associate Members are those individuals who work for the public employee unions, which represent the State workforce, or other levels of government or not‑for‑profit organizations that support training and development to achieve organizational effectiveness. Associate Members enjoy all the rights bestowed upon Regular Members with the exception of running for Council offices. Section 5. Emeritus Members ‑‑ Emeritus Members are those individuals who are retired from State service who have been members of the Council and who wish to continue to participate in Council activities. Emeritus Members enjoy all the rights bestowed upon Regular Members with the exception of running for Council offices. Section 1. Officers The officers of the organization shall be a Chair, Chair-Elect, Secretary, and Treasurer. There shall be an Executive Committee consisting of the officers and three Council members designated as Committee Members at Large, who shall be elected by the Voting Members. There will also be one member selected by each regional chapter to serve a one-year term on the Executive Committee consistent with the Council year. These Executive Committee members shall be Regular Members of the New York State Training Council as defined in Article IV, Section 3. A. Responsibilities of the Executive Committee1. Meet as called by the Chair to provide advice and consultation. Meetings will be held on a monthly basis, with additional meetings scheduled as needed. 2. Serve as liaisons to operational committees. 3. Review and approve program and spending plans for Council functions. 4. Make the day‑to‑day decisions on Council business. 5. Present an Executive Committee Report at each scheduled general membership meeting of the Training Council. As needed, present issues at large to the voting membership for their consideration. 6. Establish charge and abolish operational committees as required. At the beginning of each Council year, the incoming Executive Committee will review the need for, and the responsibilities of, each operational committee. Decisions will be communicated expeditiously to the membership. 7. Designate an operational committee to conduct the Council’s annual election of officers. 8. Initiate an annual audit of the Council’s finances to insure fiscal integrity. Section 2. Responsibilities of Officers A. Chair1. Respond to the interests and concerns of the Council membership. 2. Call and preside at monthly Executive Committee meetings and scheduled general membership meetings. 3. Establish, with appropriate consultation, agendas for monthly Executive Committee meetings and scheduled general membership meetings. 4. Present an Executive Committee report at each scheduled general membership meeting of the Training Council. As needed, present issues at large to the membership for their consideration. 5. Represent the Council at appropriate meetings or designate an appropriate representative to act on the Chair’s behalf. 6. In the absence of the Treasurer, the Chair shall be authorized to sign all checks and drafts drawn against the accounts of the Council. B. Chair-Elect 1. Function as Chair in the absence of the Chair. 2. Attend monthly Executive Committee meetings and scheduled general membership meetings. 3. As requested by the Chair, assist with a range of tasks or represent the Council. 4. Oversee the posting and updating of Council’s committee structure on the website. 5. Serve as liaison to an operational committee. 6. Assume the position of Chair if the office becomes vacant during the year. 7. Assume the position of Chair, following the term of the outgoing Chair. C. Secretary1. Record, prepare and distribute minutes of general membership meetings to the membership and minutes of monthly Executive Committee meetings to Executive Committee members and Committee Chairs. 2. Attend monthly Executive Committee meetings and scheduled general membership meetings. 3. Serve as a liaison to the Council's operational committee responsible for communications and marketing. 4. Prepare annual call letter to agency heads requesting designation of primary and alternate delegates. 5. Perform a variety of tasks including checking the Council’s mail box, securing letterhead, maintaining files, and preparing correspondence. 6. Coordinate with the operational committee responsible for preparing and distributing announcements, ensuring that the mailing list is current, and responding to requests for mailing lists. D. Treasurer1. Receive and maintain the financial records of the Council, including the checking and savings accounts. Prepare and maintain the Council’s spending plans for review and approval. Receive and deposit revenues and pay bills. Ensure timely payment of the postal box fee each year. 2. Process financial transactions for the regional chapters. 3. Attend monthly Executive Committee meetings and scheduled general membership meetings. 4. Prepare a report of income received and disbursements made for monthly Executive Committee meetings and scheduled general membership meetings. 5. Prepare and submit the Not‑for‑Profit Tax Return to the IRS. 6. Prepare the annual summary of income and expenses. 7. After the election of new officers, submit signature authorization card to the Credit Union. 8. Sign checks and drafts drawn against the accounts of the Council. E. Committee Members at Large 1. Serve as liaison to one or more of the Council’s operational committees. Report to the Executive Committee on the progress of the operational committees. 2. Attend monthly Executive Committee meetings and scheduled general membership meetings. 3. Serve as a representative for the Training Council. F. Regional Executive Committee Member 1. Serve as spokesperson for regional chapter. 2. Attend monthly Executive Committee meetings. 3. May serve as liaison to one or more of the operational committees. Report to the Executive Committee on their progress. Section 3. Operational Committees The NYS Training Council shall function through a committee structure. The Executive Committee will establish operational committees, as needed, to carry out the business of the Council. The Council’s active committees shall be listed on the Council’s website, with appropriate contact people. It is the responsibility of each committee to report on its activities to the Executive Committee and at scheduled general membership meetings. Section 4. Regional Chapters To ensure continuous and consistent consideration of issues unique to the various geographic regions of New York State, the NYS Training Council includes regional chapters organized by regular Council members as defined in Article IV, Section 1. A. The chapters are organized based on the structural and functional needs of the geographic region. The regular Council members of the chapter are authorized to nominate and select their designee to the Executive Committee. B. New regional chapters are created by the following process: Regular members in a geographic area wishing to form a regional chapter will make application to the Executive Committee describing the geographic boundaries, their training and development needs, the impact of the new regional chapter on other regional chapters, and how the creation of a regional chapter would enhance the mission and objectives of the Council. At the next regularly scheduled Executive Committee meeting the application will be presented, reviewed and discussed. Those members making application are invited to present their application in person to the Executive Committee. After due consideration and a 30-day opportunity for comment by the Regular members, the Executive Committee will render a decision based upon all information presented. A decision on the application will be rendered by a simple majority of all Executive Committee members no later than the second Executive Committee meeting following the initial presentation of the application. C. It is the responsibility of each regional chapter to report on its activities to the Executive Committee and at scheduled general membership meetings. ARTICLE VI. COUNCIL ADMINISTRATION GUIDELINES There shall be scheduled general membership meetings, September through June, when deemed necessary by the Chair, at a time and place designated by the Chair. A majority of the voting membership may also petition for a meeting through the Secretary. The Executive Committee shall meet at least monthly. Operational committees and regional chapters shall meet whenever deemed necessary by their respective chairs. Announcements of each Council meeting shall be distributed to members, as far in advance as is practical. At any meeting held for the purpose of transacting Council business, a quorum shall consist of those members present. Day‑to‑day decisions shall be made by a majority vote of the Executive Committee. The Executive Committee shall seek input and discussion from the regular membership as a common practice. Council members may challenge decisions made by the Executive Committee by introducing a motion from the floor that is seconded. If the challenge is supported by a majority of those present, all voting members will be notified and a vote on the motion will be taken at the next general membership meeting. A majority vote of all Voting Members present shall be necessary for the motion to pass. If the challenge is not supported, the motion will be dropped. The conduct of Council meetings, unless specifically outlined in the By-Laws, shall follow generally accepted meeting practices. ARTICLE VII. ELECTION PROCEDURESAn annual election will be held with each official serving a one-year term, with the exception of the Chair/Chair-Elect position. The Chair-Elect shall be elected to serve one year as Chair-Elect and the subsequent year as Chair. There will also be one member selected by each regional chapter to serve a one-year term on the Executive Committee consistent with the Council year.
Ballot 1) Chair/Chair
Elect Nominations for any ballot may not be closed until the results of the previous ballot have been tallied and announced.
This provision of the By-Laws shall not apply to the position of Chair. If the position of Chair should become vacant, it will be assumed immediately by the Chair-Elect. ARTICLE VIII. BY-LAWS AMENDMENT AND RATIFICATION As necessary, the Executive Committee shall be empowered to create a By-Laws Task Force to review the Council’s By-Laws for currency and consistency with the operational needs and mission of the Council. New or proposed revisions to the By-Laws shall be presented, for information, to the general membership for a 30 day comment period. The By-Laws Task Force will incorporate feedback, as appropriate, and prepare a final document for presentation to the Voting Members. Upon receipt of the By-Laws, the Voting Members will have 14 business days in which to cast a single affirmative or negative vote electronically. Adoption of the By-Laws shall be by a two-thirds affirmation, cast electronically by all Voting Members. The By-Laws shall become effective with the beginning of the calendar month following the vote. For the NYS Council Year 2004-2005, the following exceptions shall be in force:
Regional committee members shall assume their positions effective July 1, 2005. This edition of the By-Laws Voted on and Ratified on January 10, 2005.
Page last revised 12/24/07 |
