POLICIES AND PROCEDURES | Board Governance | Board of Trustees | 1.1.1Operations of Board
Operations of the Board
Meetings
Establishment of Meeting Times
The Board establishes its regular meeting time.
BOT: July 9, 1964
The Board regularly meets on the third Tuesday of January, March, May, July, September, and November. Other meetings may be called at the discretion of the chair or a designee.
BOT: January 22, 1976, May 12, 1977, March 20, 1984, September 15, 1987, January 23, 1990, September 22, 1992
Notice of Meetings and Minutes
The Board chair through the president will mail notices of all meetings of the entire Board. The notice will contain the agenda of the meeting. The recording secretary will mail a copy of the minutes of the meetings to all Board members.
Public notice of proposed meeting dates and the final agenda for each Board meeting will be mailed to The News Reporter and The Wilmington Star News and posted on the college bulletin board.
BOT: April 18, 1968, May 12, 1977, January 24, 2002
Development Agenda
The Board chair, with the assistance of the president and Executive Committee, will develop the agenda for each meeting of the Board. All Board members will be advised of the tentative agenda prior to each Board meeting and will be invited to make any further recommendations for the agenda.
Recommendations for the agenda from Board members or from the public at large should be received no later than five days prior to the scheduled meeting.
Agenda items contrary to this policy, such as requests from the floor from employees or the general public, will be admitted at the discretion of the chair and may be subject to restrictions such as time limitations, number of speakers, and subject matter.
BOT: July 15, 1976
Attendance at Board Meetings College Personnel
The Board invites college personnel to attend Board meetings from time to time in order to give reports to the Board regarding work in their areas.
Personnel or the public-at-large will not participate in Board meetings except:
- Upon obtaining a place on the agenda through the Agenda Policy adopted by the Board on July 15, 1976.
- Upon the permission or request of the presiding officer.
BOT: September 15, 1966, May 12, 1977
Board Members
The Board strongly encourages its members' presence at all meetings. Attendance is recorded in the minutes and is reported to the appointing agency annually.
January 24, 2002
Conducting of Business
The Board adopted the use of parliamentary procedure for small boards as outlined by Robert's Rules of Order, Newly Revised as their guide for conducting business at Board meetings. (See Attachment I in Appendix.)
BOT: September 18, 1980
Quorum
A simple majority of voting members of the Board will constitute a quorum.
BOT: May 12, 1977
Election of Officers
Officers of the Board will be elected by the Board for a term of one year to begin no later than July 1 of each year and end no later than June 30 each year. Officers may be re-elected to succeed themselves.
The officers of the Board will be chair, vice chair, and secretary.
BOT: May 12, 1977, September 27, 1988
Appointment of Committees
The Board chair will appoint committees deemed necessary for conducting the business of the Board. Committees will be charged by the chair.
Recommendations from the committees will be presented to the Board for action. Terms of the committee members will be subject to the discretion of the chair.
BOT: May 12, 1977
Executive Committee
Composition
The Board will establish a five-member Executive Committee with the following composition: the Board chair, vice-chair, and three members of the Board to serve three-year staggered terms. Since the chair and the vice-chair are elected at the July meeting of the Board, the effective date of the function of the Executive Committee should be July 1. (The minutes of the May 1, 1968, meeting document initial appointments that ensured staggered terms.)
In the event that any of the Executive Committee members should be elected chair or vice chair of the Board, the Board will elect another member to complete the unexpired term of office on the Executive Committee of such person or persons.
BOT: April 18, 1968, May 12, 1977
Authority
Decisions of the Executive Committee will be determined by voting. A simple majority of those present at any meeting will constitute legal action. All actions taken by the Executive Committee will be considered equivalent to actions of the full Board, except for the following matters, that must be determined by majority vote of a quorum of the full Board at a regular or special meeting:
- The purchase or sale of real property
- The hiring or firing of any regular personnel
- The decision to enter into any capital improvement costing more than ten thousand dollars
BOT: April 18, 1968, May 12, 1977, November 17, 1998
Frequency of Meetings
The Executive Committee will meet when the Board chair or the president of the college deems that such meetings are necessary to conduct the business of the college. All members of the Board are invited and encouraged to attend meetings of the Executive Committee if they so desire.
BOT: April 18, 1968, May 12, 1977
Replacement of a Member
In the event that a duly elected member of the Executive Committee of the Board cannot complete his/her term of office, the Executive Committee will act as a nominating committee to suggest to the full Board a successor for the unexpired term.
BOT: January 24, 1980