Procedure 1.01.01 - 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 second Monday of January, March, May, July, September, and November. Other meetings may be called at the discretion of the chair or a designee.

Notice of Meetings and Minutes

The Board chair through the president will e-mail notices of all meetings of the entire Board to all Board members prior to the beginning of each calendar year. The Board meeting schedule will be posted to the college’s web site at the beginning of each calendar year. Public notice of proposed meeting dates and the final agenda for each Board meeting will be e-mailed to The News Reporter, The Tabor Loris Tribune, The Wilmington Star News, WECT News, WWAY News, Time Warner Cable News, and posted on the North Carolina Secretary of State public meetings calendar and on the internal college bulletin board located in the Koonce Lobby in A Building.

Development of Agenda

The Board chair, with the assistance of the president, 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. Minutes from previous board meetings will be included as an agenda item. Board members may request Board minutes for review earlier if they so desire. 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.

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:

  1. Upon obtaining a place on the agenda through the Agenda Policy adopted by the Board on July 15, 1976.
  2. Upon the permission or request of the presiding officer.

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.

Conducting of Business

The Board adopted the use of the 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.)

Quorum

A simple majority of voting members of the Board will constitute a quorum.

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 a chair, vice-chair, and secretary.

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.

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 a one-year term. 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.

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:

  1. The purchase or sale of real property
  2. The decision to enter into any capital improvement costing more than fifty thousand dollars

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.

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.

Investment Committee

Composition

The Board will establish a minimum of a three-member Investment Committee who have sufficient financial background to review and evaluate investment options. This committee shall make recommendations to the Board on those investment options, as well as monitor the performance of investments once made.

Adopted: September 15, 1966

Revised: March 19, 2018

Reviewed: March 19, 2018