Rhode Island Federal Executive Council

CONSTITUTION AND BYLAWS

As approved by the Federal Executive Council on December 19, 1975 and amended on August 13, 1999, September 18, 2001, March 22, 2005 and June 27, 2011.

ARTICLE I – NAME

The name of this organization shall be the Federal Executive Council of Rhode Island, hereinafter referred to as the Council.

ARTICLE II - AUTHORITY AND PURPOSE

Section 1 - Authority
The Council was established in 1968 for the purpose of extending the intent of the 1961 Presidential Directive to improve coordination among Federal activities and programs outside Washington. See, A Memorandum on the Need for Greater Coordination of Regional and Field Activities of the Government (John F. Kennedy, November 14, 1961); the Federal Register, dated August 28, 1984; and Title 5 of the Code of Federal Regulations, Part 960, dated January 1, 1993. In states and cities where Federal Executive Boards are not required by directive or regulation, another organization of local principle Federal agency officials, such as this Council, may exist.

Section 2 – Purpose
It shall be the purpose of the Council to:

a. Improve coordination of governmental activity within Rhode Island through cooperative action among Federal activities in the areas of general management, public affairs, intergovernmental relations, community relations, equal employment opportunity, and other substantive programs with interests across department and agency lines.

b. Foster public awareness of Federal activities within Rhode Island.

c. From time to time, direct its cooperative effort to specific programs concerning Presidential initiatives of general application.

ARTICLE III – MEMBERSHIP

Section 1 - Composition of the Council
The membership of the Federal Executive Council shall consist of the principal heads of Federal activities located in the State of Rhode Island. A principal head is the ranking official of the organization having no superior within the State. Where the organization maintains facilities or more than one bureau or subdivision within the State, and where the heads of those facilities or subdivisions are in separate chains-of-commands, the organization may be represented by more than one principal member, provided such persons supervise the subdivision, or in the case of single person offices, are fully empowered to make decisions for their organization in the State.

Section 2 - Alternates
Principal members of the Council may each designate an alternate who will act in Council meetings when the principal member is not available. Such designation shall be in writing and shall be submitted to the Council Chair for approval with the concurrence of the Policy Committee prior to the designee’s participation as alternate. Once an alternate is designated and approved, the alternate may run for appointment on the Policy Committee in their own name, and will then serve as the Principal member for their agency under the FEC Bylaws until the designation is withdrawn.

Section 3 - Participation By Non-Members
Principal members may arrange for participation by designated officials and employees on their staffs in activities undertaken by the Council or work of the committees or task forces under the Council. Such assignments may constitute membership on the committee or the task force involved, but will not constitute membership on the Council.

Section 4 - Honorary Membership
Members who have served with distinction on the Council, or who have otherwise attained distinction deserving of recognition by the Council, may be elected to honorary membership by the Policy Committee following their retirement from the Federal Service.

Section 5 - Voting Privileges
Voting privileges in meetings of the Council shall be restricted to the principal members or their designated alternates.

ARTICLE IV - OFFICERS AND ELECTIONS

Section 1 - Officers
The officers of the Council shall be the Chair and Vice Chair. There shall also be a Secretary appointed by the Chair.

Section 2 - Term of Office and Eligibility
The term of office for the Chair and Vice Chair shall be limited to two years or until their successors have been elected. The Chair and Vice Chair may not serve consecutive terms in the same capacity. Only principal members of the Council shall be eligible to hold the office of Chair or Vice Chair. In the event the Chair cannot fulfill his/her elected term, the Vice Chair shall assume Chair responsibilities for the remainder of the term. The duties of Vice Chair shall be assumed by a member of the Policy Committee elected by majority vote of the Policy Committee. Upon completion of their term as Chair, the former Chair shall continue to serve on the Policy Committee as Immediate Past-Chair for a two year term.

Section 3 - Policy Committee
The Policy Committee will consist of no less than seven (7) or more than twelve (12) principal members and designated alternates, to include the Chair and Vice Chair. Approximately half of the Policy Committee members will be elected at an annual election of the Council in odd numbered years and the remaining half will be elected in even numbered years. The term of office for all elected Policy Committee members shall be two years. A Policy Committee member may serve an indefinite number of terms.
 
Every Policy Committee member is required to attend at least two-thirds (2/3) of the Policy Committee meetings, unless otherwise excused by the Chair. Failure to meet this requirement may be grounds for removal by majority vote of the Policy Committee.

If a member of the Policy Committee cannot complete his/her term, a successor shall be appointed by the Chair with the consent of the Policy Committee to serve for the remainder of the unexpired term.

Section 4 - Date of Election
Elections shall be held annually at the second quarter (CY- April-June) meeting of the Council. Officers and Policy Committee members shall assume their duties July 1 following their election.

Section 5 - Nominations
It shall be the duty of the Policy Committee to appoint a Nominating Committee of not less than three (3) principal members who shall place in nomination one or more names for each elective office. In order to permit full consideration of the candidates, a listing of the nominees will be transmitted to members with the notice of the meeting at which the election will be held. After formal presentation of the nominations at the meeting, the Chair will provide an opportunity for additional nominations from the floor.

Section 6 - Ballot
Elections shall be by ballot. In all instances, the candidate receiving the greatest number of votes for an office shall be declared elected to that office. If, however, there is only one candidate for an office, the ballot may be dispensed with by unanimous consent.

ARTICLE V - DUTIES OF OFFICERS

Section 1 - Chair
The Chair shall preside at all meetings of the Council, appoint the chairs of all standing committees, and with the consent of the Policy Committee select principal members to complete unexpired terms on the Policy Committee. The Chair may call such special meetings as may be required, and act as spokesperson for the Council. The Chair shall also act as Chair of the Policy Committee.

Section 2 - Vice Chair
The Vice Chair shall preside at meetings in the absence of the Chair and shall succeed in the case of vacancy. The Vice Chair shall also serve as a member of the Policy Committee.

Section 3 - Secretary
The Secretary shall issue the notices of all meetings, prepare and keep the minutes, conduct routine correspondence of the Council and keep such records as may be required.

Section 4 - Policy Committee
The Policy Committee shall seek ways and means to undertake with diligence and serious purpose those activities in the fields of general management and public affairs, interdepartmental relationships and other activities that will best contribute to the effectiveness and economy of government operations in the Rhode Island area. The Policy Committee shall appoint, on an annual basis, a Chairperson of a Local Federal Coordinating Committee, the LFCC Committee to function as the Federal coordinating group for the Combined Federal Campaign, subject to the governance policy for the LFCC. The LFCC, through its Chairperson, shall report to and be under the jurisdiction of the Rhode Island Federal Executive Policy Committee. In addition, the Policy Committee provides financial oversight of the FEC and all of its activities; its officers are empowered to receive, deposit and expend funds with the approval of the Policy Committee.

ARTICLE VI – MEETINGS

Regular meetings of the full Council will be held at least two (2) times each year upon notice by the Chair. One meeting shall be held in the second quarter of the calendar year for the purpose of conducting elections. Meetings of the Policy Committee will be on call by the Chair.

ARTICLE VII – REPORTS

At the end of each fiscal year, the Chair shall prepare and, upon approval by the Policy Committee, submit to Office of Personnel Management, a report of the Council activities and accomplishments. The Chair shall also prepare and submit such other reports as may be requested by the Office of Personnel Management.

ARTICLE VIII - EFFECTIVE DATE OF CONSTITUTION AND BYLAWS

This Constitution and Bylaws shall become effective upon adoption by a majority of the members present and voting.

ARTICLE IX - AMENDMENTS TO THE CONSTITUTION AND BYLAWS

Proposals to amend the Constitution and Bylaws shall be referred to the Policy Committee and, upon a favorable report by that Committee, may be adopted at any regular meeting of the Council with the concurrence of the majority of the principal members or their designated alternates present and voting, provided that the proposed amendment and its purpose shall have been sent to the members with the notice of the meeting.
 
September 6, 2011