University System of Maryland
Telecommunication Council

Council Bylaws

Adopted April 8, 1994
Revisions approved January 10, 1995
Revisions approved June 16, 1996
Revisions approved December 2005
Revisions approved September 17, 2007

I. These bylaws determine the procedures of the University System of Maryland Telecommunications Council (USMTC) established by the Charter for the University of Maryland Academic Telecommunications System (UMATS). The Council will make recommendations to the Chancellor for the operation and budget of UMATS and other telecommunications policy issues and provide direction to the staff of the operating unit.

II. Appointment and Term of the Members. The Council shall operate on a one institution one vote model to which non-voting Members are added.

A. Voting Members. The Council will consist of the CIO (or equivalent) and one other representative from each member campus appointed by the CIO (or equivalent), the USM CIO and one other representative from the USM Office, as well as the Director of UMATS. The Director of UMATS will be ex-officio, non-voting. The full Council will meet at least quarterly and approve strategic directions, governance changes, bylaws changes, issues of concern, the addition of new affiliate members, a yearly program plan, MOUs, and the yearly budget. A quorum will be at least nine voting campus representatives. Minutes will be kept for each meeting and distributed via email.

B. Non-voting Members. Institutions of higher education (throughout the state of Maryland) and other Maryland state departments or organizations can, at the approval of the voting members become non-voting members of the council. All new one-year renewable terms begin in January. The appointing organization shall be responsible for replacing members who are no longer able to serve and for designating an alternate to attend meetings if the regular representative is unable to be present.

1. CUSF (1). The Council of University System Faculty shall select one non-voting member. This individual, a member of CUSF, shall be a full-time USM faculty member and shall serve one-year renewable term and shall serve as the official liaison between the Telecommunications Council and CUSF.

2. At large (5). The Council membership may elect up to five nonvoting members at large for one-year renewable terms on the Council.

3. Organizational representatives (One individual designated by each of the system-wide groups).

1. Academic Affairs Advisory Council
2. Council of Library Directors
3. Others as determined by the Council

C. Election and Responsibilities of the Chair. The Telecommunications Council shall biennially at its spring term meeting elect its own chair, who shall take office July 1. The chair may normally serve not more than two successive terms.

1. The chair must be a voting member and may not be a representative from the host institution.

2. The role of the chair shall be at least to:

1. call and chair Council meetings
2. facilitate the development of budgets and strategic plans

D. Staff. The Director of the UMATS operating unit shall serve as staff to the Council, and shall attend all meetings of the Council and its committees.

III. Meetings. To balance the need to respond quickly to changes in technology with a desire to establish operational policy, not day-to-day management, the Telecommunications Council shall meet at least four times a year.

A. Regular Meetings. Regular meetings of the members shall be held four times a year on dates selected by the Council, at times and places and methods (e.g. IVN, teleconferencing) designated by the Chair.

B. Special Meetings. Special meetings of the members shall be held when called by the Chair, the Operations Committee, or upon written request to the Chair by a majority of the members.

C. Quorum. At any meeting of the Council at least nine of the voting members shall constitute a quorum. Any meeting may be adjourned by a majority of the votes cast upon the question, whether or not a quorum is present.

D. Required Consensus. Major issues: initial approval of the annual budget and work plan, strategic plan, election of the chair, and others specifically designated by the Council as an addendum to these bylaws, shall require 30 days prior notification and at least nine votes of the voting membership.

E. Meeting Procedures. In any procedure on which these bylaws are silent, Robert's Rules of Order, edition designated by the chair, shall dictate the Council's parliamentary procedure.

F. Notification about Budget. The proposed budget and the planned scope of work for the Operating Unit shall be sent to the members not less than thirty calendar days before the meeting at which they are to be approved.

IV. At least two (2) standing committees shall be established, the Operations Committee, and the Engineering and Design Committee. All committee members shall serve terms beginning July 1.

A. Operations Committee. The Operations Committee will consist of the CIO (or equivalent or designee) from each member campus, the USM CIO (or designee), as well as the Director of UMATS. The Director of UMATS will be ex-officio, non-voting. The Chair of the operation committee will be elected by the operations committee members and may be the same as the Chair of the Council, but not necessarily. The Operations Committee will meet monthly or as scheduled by the Chair. The committee will oversee such items as network topology, project schedules, project progress, budget expenditures and performance on the yearly program plan. A voting quorum will be considered at least seven voting members or their designees. The Operations Committee will approve recommendations from the Engineering Committee. The Ňone campus one voteÓ structure will remain in place for decision-making. Minutes will be kept for each meeting and distributed via email.

B. Engineering and Design Committee. The Engineering Committee is advisory to the Operations Committee and will not take formal votes on issues. The Engineering Committee will consist of a representative from each member campus designated by the CIO (or equivalent), a representative from the USM Office, as well as the Director of UMATS. The Director of UMATS will serve as Chair and will send a list of discussion issues to all campus representatives in advance of the meeting. The Engineering Committee will meet monthly or as scheduled by the Chair. The Engineering Committee will review network design, equipment, and other technical issues relating to current and future plans for the network. The Chair will report to the Operations Committee on their deliberations and recommendations. Minutes will be kept for each meeting and distributed via email.

V. Approval and Modifications. Approval of these bylaws or any change in these bylaws requires agreement by at least nine of the voting members of the Telecommunications Council. The bylaws or any modifications thereof become effective under the Charter when approved by the Chancellor.