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BYLAWS AND CONSTITUTION FOR
THE ADVISORY COUNCIL OF THE
ILLINOIS SCHOOL FOR THE VISUALLY IMPAIRED
ARTICLE I – MISSION STATEMENT
The Advisory Council of the Illinois School for the Visually Impaired is the consultative body that recognizes and supports the Illinois School for the Visually Impaired through its efforts that as a statewide resource offering the students of the State of Illinois with visual impairments quality educational, vocational, and transitional services, which will better enable them to become personally productive and self-sufficient citizens.
ARTICLE II – TERMINOLOGY
The Advisory Council of the Illinois School for the Visually Impaired, hereinafter in this document shall be referred as the Council. The Illinois School for the Visually Impaired, hereinafter in this document shall be referred to as the School.
ARTICLE III –ROLE OF THE COUNCIL
The role of Council is to ensure that the School and its associates do everything in their power to implement and maintain stated goals, objectives, and priorities that preserve the School as a viable option to all students of the State of Illinois who are blind or visually impaired for a free, comprehensive educational, vocational, and transitional program commensurate with each individual’s needs and abilities. The School is dedicated to providing all students with same high quality instruction in the same course work as required of all school-aged children in Illinois.
ARTICLE IV
–RESPONSABILITIES AND DUTIES
Section 1 – Responsibilities
The Council shall make recommendations to the Superintendent and/or the Department of Human Services, Division of Rehabilitation Services (DRS) concerning the School and its facilities, services, faculty, staff, and administration. The Council shall adhere to the above Mission Statement of the School and hold all employees of the School and DRS accountable to do the same. The areas of responsibility of the Council to the School shall include, but not be limited to:
- Eligibility requirements and admission procedures for students, staff, and faculty;
- Educational adequacy for students with those disabilities accommodated by the School as related to IDEA, No Child Left Behind, the Illinois State Board of Education Learning Standards, etc.;
- Transitional, vocational, mobility, and technology training programs for all students of all age levels as it pertains to their education and functioning as independently as possible;
- Continued training for faculty, professional staff and consultative services;
- Residential care and transportation services;
- Continued communication with parents, families, staff, legislators and other interested individuals;
- Establish relationships with related agencies (i.e., private, local, State, and Federal) especially those serving the multiply handicapped, visually impaired;
- Follow-up studies of former students;
- Fiscal and budgetary issues;
- Physical plant adequacy.
Section 2 – Duties of each member
- Identify and encourage the use of the talents of the members of the Council
- Promote continuous dialogue and communication among the staff, Council members, other groups and organizations, and the broad community through:
- Attend open quarterly meetings
- Be prepared to participate at each meeting by reading the agenda and minutes from the last meeting and any reports from the Superintendent and Administrative Council prior to attending the upcoming meeting
- Promote public relations, i.e., agenda, meeting minutes, articles in the School’s newsletters and newsletters from other stakeholders, and special flyers
- Be and active listener, both within and outside of meetings
- Attend the School’s functions as often as possible
- Discuss current community and world realities that effect the School’s students and all blind or visually impaired students throughout the State
- Develop a positive relationship with the Department of Human Services and the Illinois State Board of Education
- Develop committees of concern such as Public Relations, Membership, Long Range Planning
- Continue to be aware of signs of the time and place
ARTICLE V- MEMBERSHIP
Section 1 – Members
- One-third (1/3) of the membership shall directly represent the disability accommodated by the School who may include parents or guardians of current students or other persons with the above disability
- One-third (1/3) of the membership shall represent agencies or organizations who may be of support to currently enrolled students with the disability accommodated by the School and who are not employed by the School or DHS
- One-third (1/3) of the membership shall represents related agencies or organizations that will be of support students with the disability accommodated by the School once they have completed their education and graduated from the School who are not employed by DHS
- Ex officio members:
- The Council, Superintendent, and the Director of DRS can appoint ex officio members when appropriate to serve on the Council because of the expertise or experience that will be shared (not to exceed the maximum number). An ex officio member shall have the right to sit on committees and speak on the floor, but shall not have the right to vote or hold office.
- The Student Council President of the School shall serve as ex officio member of the Council.
- Suggested representation of Council membership from the following stakeholder groups:
- ISVI Parent – 2 parents not from the same child
- A representative from the Illinois Association of Parents of Visually Impaired Students (IPVI)
- A representative from the ISVI Alumni Association (to be appointed by the Alumni Association and must have been a student within the last five years; if a candidate can not be chosen from 5 years then the Council will consider a candidate who has graduated within 10 years)
- A certified O&M instructor who works with children and is a member of AER
- A representative who is a Vision Specialist Educator: one from ISU or NIU (rotate every three years)
- A representative from the National Federation for the Blind / Illinois Council for the Blind (a state board member)
- A representative from the Chicago Lighthouse for the Blind / Illinois Materials Center
- A certified vision specialist, currently working with students and a member or AER
- A representative from the Local Lions Club of Illinois
- A current faculty member of the Illinois College of Optometry who works with children
- A representative from the Illinois State Board of Education Special Education Department
- A representative from the Jacksonville Local Chamber of Commerce
- A representative from the Illinois Blind Planning Board
Section 2 – Elections
Elections for membership shall take place during the last meeting for the academic year. Any current Council member throughout the year may submit a name for nomination prior to the last meeting. Submitted names must include a letter of intent to serve on the Council along with what experience or expertise he or she has to offer that will benefit the Council in its Mission. This information will be discussed in accordance with the bylaws of the Council and a two-thirds majority vote is required to receive confirmation as new Council members. In the event a member resigns or is removed from the Council during a current academic year, the Council may elect to hold an emergency election to fill the vacancy.
Section 3 – Number
- Membership shall consist of no less than fourteen (14) and no greater than seventeen (17) members as nominated and confirmed by the Council.
- At no time shall the number of ex officio members exceed twenty percent (20%) of the elected members.
Section 4 – Terms
- Members shall be elected for one (1) three (3) year term. Members terms shall be staggered so no more than one-third (1/3) of the Council shall be elected in any given year. The term of membership and voting privileges will start at the beginning of the fall academic session of the School.
- Membership will be limited to two (2) consecutive terms, at which time the member may continue being an active participant of the Council for one (1) year periods, if elected as and ex officio member.
Section 5 – Expense Reimbursement
- Members of the Council may be reimbursed for travel, meal, or lodging expenses related to scheduled meetings.
- Members will be reimbursed at the same rate as issued by the State of Illinois’ travel reimbursement schedule (80 IL Adm. Code 2800 and 3000).
Section 6 – Removal
- If a member is absent from two (2) consecutive meetings, continuation of the member’s term will be voted upon by the Council.
- Any Council member who becomes employed by the Department of Human Services (DHS) or the Division of Rehabilitation Services (DRS) automatically vacates his/her position on the Council.
- If a member is determined to violate any part of the bylaws of the Council, including but not limited to knowingly disseminating inaccurate information related to the Council or School business, conducting oneself in an unethical or unprofessional manor, will constitute cause to be removed from the Council immediately.
Section 7 – Vacancies
Vacancies shall be filled as they occur at the discretion of the Council. If names of potential candidates are available with letters of intent, then an election may be held at the current meeting or postponed to the next meeting. Newly elected members will serve out the remaining term of vacating members and be serving at the next scheduled meeting. All rules for emergency elections follow the guidelines of regular elections as outlined in the Bylaws.
ARTICLE VI - OFFICERS
Section 1 – Number and Titles
The Council shall have three (3) officers and consist of a Chairperson, Vice-Chairperson, and Secretary.
Section 2 – Election and Terms of Officers
- Elections of Officers will immediately following regular elections and take place at the last meeting of each school year, with a quorum being present.
- Officers shall serve a term of one (1) year and shall begin at the close of the meeting at which elected, or until their respective successors have been elected. No person shall be re-elected to the same office for more than three (3) consecutive years.
- If, for any reason, such election is not held at the time designated, the same shall be held at some convenient date thereafter to be designated by the Council or by the Chairperson.
- If the vacancy occurs among the officers through resignation or removal the position shall be filled by the Council at its next meeting by election to serve the remainder of the predecessor’s term.
Section 3 – Duties of the Officers
- The Chairperson shall preside at all the meetings of the Council, and shall perform such other duties as may be prescribed by the Council from time to time. He/she shall maintain close contact with the Superintendent of the School. He/she shall submit copies of meeting notices, minutes, and written reports to the Superintendent, the Director of the Division of Rehabilitation Services, and other individuals, agencies, or organizations as deemed appropriate by the Council. He shall execute and sign any letters, reports, agendas, minutes, or other documents to the above constituency for the betterment of the School on an as need basis.
- The Vice-Chairperson shall assist the Chairperson with his/her duties and, in the absence of the Chairperson, shall assume the duties of the Chairperson. The Vice-Chairperson shall oversee the function of all committees of the Council including the provision of reports and updates back to the other officers and the Council at large at regular meetings.
- The Secretary shall keep proper records of all meetings of the Council and shall issue or cause to be issued notices of all meetings. As soon as convenient after each meeting, he/she shall send or cause to be sent to each member of the Council copies of the meeting of such meeting. Minutes shall not become official until approved by the Council. The Secretary shall also keep a register of the names, post office addresses, phone numbers and email addresses along with the start and end date of the term of each member and officer of the Council. The Secretary will contact each member via telephone, email or standard mail to remind members of upcoming meetings and confirm if they will be attending.
- If at any meeting both the Chairperson and Vice-Chairperson are absent, members present shall appoint some other member to act in such capacity at such meeting. Same shall apply should the Secretary be absent.
ARTICLE VII – MEETINGS
Section 1 – Regular Meetings
The Council shall meet quarterly on such dates as the Council or Chairperson shall designate. Meeting dates will be set during the last meeting of the academic year for the upcoming year. All meetings shall be open to the public. The place and time of the meetings shall be fixed in advance by the membership or, if this is not possible, by the Chairperson. If a member is unable to attend a meeting, he/she may express his/her concern via phone call, email, or written letter to the Chairperson no less than one (1) week prior to the upcoming meeting. Members may elect to participate in a meeting via a telephone conference call.
Section 2 – Special and Emergency Meetings
Special meetings, which are not of an emergency nature and required to address Council business, shall be called either by a simple majority vote of Council, or the Chairperson. The specifics of this meeting shall be provided to all Council members either by a written notice, phone call, or email stating the date; time, location, agenda and purpose of such meeting at least forty-eight (48) hours prior to such date. In the event of the need of an emergency meeting, it may be conducted by telephone conference call or by mail, provided that forty-eight (48) hours notice is given to all Council members.
Section 3 – Notice of Meetings
A notification and an agenda for the next meeting, as well as minutes for the previous meeting, shall be sent to each member of the Council at least ten (10) days’ prior to the date of the meeting, with ten (10) days’ notice of a special meeting.
Section 4 – Quorum and Voting
At all meetings of the Council, one more than half the membership shall constitute a quorum, and no action binding the Council shall be taken in the absence of a quorum. All voting shall follow the protocol as outlined in Robert’s Rule of Order. Issues of concern to be voted will require a motion from the floor, a second motion, discussion, and final vote. The final vote shall be either oral or by hand count, except that any member present may request the voting be by ballot. A vote on any proposal may be taken by mail.
Section 5 – Procedures
Roberts’ Revised Rules of Order, when not at variance with these Bylaws or with action taken by the Council, shall govern all meeting of such Council. The proceedings of the meetings may be recorded by any person in accordance with Section 2.05 of the Open Meetings Act. This allows any person to record a meeting required to be open unless a witness testifying before the Council refused to testify on the basis that his or her testimony will be broadcast or televised or that motion pictures will be taken during testimony. If a witness who will be testifying objects to recording, the portion of the meeting during the witness’s testimony shall not be recorded.
Section 6 – Executive Session
The Council shall have the power to go into executive session and conduct discussion with the presence of elected Council members only and excluding ex officio members, the Superintendent, and any employee of DHS.
Section 7 – Cancellation
Any meeting of the Council may be cancelled by the Chairperson if a quorum will not be present or with the approval of a simple majority of voting Council members.
Section 8 – Support Services
DHS-DRS shall provide support services (meeting place, clerical assistance, supplies, postage, technical support, etc.) as required by the Council to access reports, records, and information otherwise prohibited by law. The Director of DRS or its designee shall also assure that prompt response and feedback is provided through oral and written reports at meetings, correspondence, and distribution of plans, reports, and other official DHS-DRS documents pertaining to the Council. The Director of DHS shall attend at least one Council meeting per year for the School. The Superintendent shall attend a minimum of 51% or the Council meetings each year with a designee or the Superintendent attending the remaining meetings.
ARTICLE VIII –
COMMITTEES
The Council shall form such committees, as it deems necessary. Ex officio members shall have a right to sit on committees. The Vice Chairperson shall appoint, once a year, a nominating committee to suggest nominees for the ensuing year. All committees shall report their actions or recommendations to the Council.
Section 1 – Current Committees
Current committees of the Council include but are not limited to Public Relations, Long-Range Planning, and Membership and Bylaws.
Section 2 – Ad hoc Committees
As the need occurs, the Council may form additional committees with a specific charge for a specific length of time to fulfill its duties and responsibilities.
ARTICLE IX – AMENDMENTS
TO THE BYLAWS
The Bylaws may be amended at regular meetings of the Council by an affirmative vote of two-thirds (2/3) of the members present and voting, a quorum being present, provided that the proposed amendment has been submitted at least ten (10) days in advance of the meeting at which it will be decided upon.
Revised: May 13, 2008
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