College Council
December 2, 2013
Page 1
REDWOODS COMMUNITY COLLEGE DISTRICT
College Council
2:30 p.m. – Board Room – Monday December 2nd, 2013
AGENDA
1. Minutes Dated 10/28/2013 (Page 3)
NEW BUSINESS
1. BP and AP 3280 Grants (Page 8)
 Review policy and changes to procedure
OLD BUSINESS:
1. BP and AP 3440 Service Animals(Page 11)
 Review constituent feedback
2. BP and AP 3900 Speech: Time, Place, and Manner (Page 16)
3. BP and AP 6540 Insurance(Page 21)
 Review constituent feedback
4. BP and AP 6700 use of District Facilities (Page 24)
 Review constituent feedback
5. BP and AP 6740 Citizens Bond Oversight Committee
 Review constituent feedback
(Page 30)
6. BP and AP 7400 Travel(Page 38)
 Review revised draft
Policy and Procedure Tracking
Number
Title
District Vehicles
AP 6530
BP 7130 Compensation
BP 7140 Collective Bargaining
Status
Research legality of Class B and Class C
requirements
Council requested language clarification
Council requested clarification from Legal
regarding intent of the policy
College Council
December 2, 2013
Page 2
BP 7350 Resignation of Employees
BP 7111 Job Description
Definition of Accredited
BP 7113 Institution
District Publications and
BP 2361 Releases
Human Resources seeking consideration and
input from CRFO
Postponed to bring back as a packet
Human Resources reviewing comparable
policies at other colleges.
Postponed. Council requests more
information.
Discrimination and Harassment Ahn to forward to College Council draft
AP 3435
Investigations
following Chancellor's office guidelines
BP/AP
Prohibition of Harassment
Will be reconsidered by Council when AP 3435
3430
is presented
AP3410 Nondiscrimination
Council request review of best practices
College Council
December 2, 2013
Page 3
College Council Minutes
October 28, 2013
Page 1
REDWOODS COMMUNITY COLLEGE DISTRICT
Minutes of the College Council Meeting
7351 Tompkins Hill Road, Eureka, CA, Board Room
Monday, October 28 2013
MEMBERS
PRESENT
Mark Renner (phone), Peter Blakemore, Michelle Blecher (phone),
Mohamad Alnakhlawi, Steve Sandeen, Anita Janis (phone), Kathy Smith,
Lee Lindsey, Keith Snow-Flamer, Cheryl Tucker, Melissa Ruiz,
MEMBERS ABSENT
Bob Brown, Jose Ramirez, Richard Ries, Ahn Fielding
CALL TO ORDER
Kathy Smith called the meeting to order at 2:34 p.m.
MINUTES DATED
8/5/2013
A motion was made by Steve Sandeen and seconded by Keith SnowFlamer to approve the minutes from the 9/330/2013 College Council
meeting. A vote was taken and Council voted unanimously to approve
the 9/30/2013 College Council meeting minutes as presented.
NEW BUSINESS
BP AND AP 3440
SERVICE ANIMALS
BP 3440 Service Animals directly reflects the League Template.
AP 3440 Service Animals was drafted using the League Template and
the AP from Santa Rosa Junior College as guides.
The AP specifies that there are different procedures for service animals
in a public space vs. a private space such as a classroom or a lab.
Council member suggested changing the first sentence of the BP to read
“In order to accommodate and assist students with disabilities In
order to prevent discrimination on the basis of disability the District will
allow an individual with a disability to use a service animal or miniature
horse in District facilities and on District campuses in compliance with
state and federal law.”
Discussion ensued regarding what is considered a service animal and
what makes a miniature horses qualified.
A motion was made by Mohamad Alnakhlawi and seconded by Peter
Blakemore to send BP and AP 3440 Service Animals out for a 30 day
constituent review contingent upon the aforementioned change.
ACTION A vote was taken and Council voted unanimously to send BP and AP
3440 Service Animals out for a 30 day constituent review contingent
upon the aforementioned change.
College Council
December 2, 2013
Page 4
Minutes-College Council
Page 2 of 5
October 28,2013
BP AND AP 6540
INSURANCE
BP and AP 6540 Insurance were revised using the League Template and
by referencing policies and procedures from other colleges.
Council member suggested moving the italicized ED. Code at the end of
the policy.
A motion was made by Keith Snow-Flamer and seconded by Lee Lindsey
to send BP and AP 6540 Insurance out for a 30 day constituent review
contingent upon the aforementioned changes.
ACTION A vote was taken and Council voted unanimously to send BP and AP
6540 Insurance out for a 30 day constituent review.
BP AND AP 6700 USE
OF DISTRICT
FACILITIES
Language was added to BP 6700 regarding advertising and billboards.
Council member suggested that the language be changed to
“President/Superintendent or designee” where appropriate.
Discussion ensued regarding Relay for Life and exemptions to the
restrictions stated in the AP.
Discussion ensued regarding when it is necessary for food to be provided
by dining services.
A motion was made by Michelle Blecher and seconded by Mohamad
Alnakhlawi to send BP and AP 6700 Use of District Facilities our for a 30
day constituent review contingent upon the aforementioned change.
ACTION A vote was taken and Council voted unanimously to send BP and AP
6700 Use of District Facilities out for a 30 day constituent review
contingent upon the aforementioned change.
BP and AP 6740 Citizens Oversight Committee were revised using the
BP AND AP 6740
CITIZENS OVERSIGHT league template as well as referencing the policies and procedures from
other Colleges.
COMMITTEE
Council member suggested not striking the word “Bond” from the title.
A motion was made by Mohamad Alnakhlawi and seconded by Peter
Blakemore to send BP and AP 6740 Citizens Oversight Committee out
for a 30 day constituent review contingent upon the aforementioned
change.
College Council
December 2, 2013
Page 5
Minutes-College Council
Page 3 of 5
October 28,2013
ACTION A vote was taken and Council voted unanimously to send BP and AP
6740 Citizens Oversight Committee out for a 30 day constituent review
contingent upon the aforementioned changes.
BP AND AP 7400
TRAVEL
BP and AP 7400 Travel were revised by looking at the league template
as well as policies and procedures from other colleges.
Discussion ensued regarding the Transient Occupancy Waiver form and
where it can be obtained.
Discussion ensued regarding what charges require a receipt.
Council member suggested changing the Vice President language to
“Chief Business Officer” where applicable.
A motion was made by Steve Sandeen and seconded by Michelle
Blecher to send BP and AP 7400 Travel out for a 30 day constituent
review contingent upon the aforementioned change.
ACTION A vote was taken and Council voted unanimously to send BP and AP
7400 Travel out for a 30 day constituent review contingent upon the
aforementioned change.
OLD BUSINESS
BP 2725 BOARD
MEMBER
COMPENSATION
There was no feedback from constituent groups on BP 2725 Board
Member Compensation.
A motion was made by Keith Snow-Flamer and seconded by Michelle
Blecher to send BP 2725 Board Member Compensation to the Board for
a first read.
ACTION A vote was taken and Council voted unanimously to send BP 2725 Board
Member Compensation to the Board for a first read.
BP 2730 HEALTH
BENEFITS
College Council member asked if this policy was the same for other
district employees. It was clarified that the only different between Board
Member health benefits and the health benefits of other district
employees was that Board members have the option to choose to pay
more towards their benefits.
A motion was made by Lee Lindsey and seconded by Steve Sandeen to
send BP 2730 Health Benefits to the Board for a first read.
ACTION A vote was taken and Council voted unanimously to send BP 2730
Health Benefits to the Board for a first read.
College Council
December 2, 2013
Page 6
Minutes-College Council
Page 4 of 5
October 28,2013
BP AND AP 2735
TRAVEL
President Smith presented the Council with revised versions of BP and
AP 2735 Travel. Council members reviewed the revised drafts.
A motion was made by Steve Sandeen and seconded by Peter
Blakemore to send the revised drafts of BP and AP 2735 Travel to the
appropriate Board subcommittee for review.
ACTION A vote was taken and Council voted unanimously to send the revised
drafts of BP and AP 2735 Travel to the appropriate Board subcommittee
for review.
BP 3100
ORGANIZATIONAL
STUCTURE
There was no constituent feedback on BP 3100 Organizational Structure.
A motion was made by Keith Snow-Flamer and seconded by Steve
Sandeen to send BP 3100 Organizational Structure to the Board for a
first read.
ACTION A vote was taken and Council voted unanimously to send BP 3100
Organizational Structure to the Board for a first read.
BP AND AP 5050
MATRICULATION
A revised draft of BP and AP Matriculation was presented to the Council.
The draft policy and procedure, BP and AP 5050 Student Support and
Success Program is better aligned with Title 5 regulations.
A motion was made by Peter Blakemore and seconded by Keith SnowFlamer to send the revised drafts of BP and AP 5050 Student Support
and Success Program out for a 30 day constituent review.
ACTION A vote was taken and Council voted unanimously to send the revised BP
and AP 5050 Student Support and Success Program out for a 30 day
constituent review.
BP AND AP 5055
ENROLLMENT
PRIORITIES
Council member suggested striking the language that states “effective
Fall 2014.”
Council member suggested using the word “shall” in the BP instead of
“may.”
A motion was made by Keith Snow-Flamer and seconded by Mohamad
Alnakhlawi to send BP and AP 5055 Enrollment Priorities to the Board
contingent upon the aforementioned changes.
ACTION A vote was taken and Council voted unanimously to send BP and AP
5055 Enrollment Priorities to the Board for a first read contingent upon
the aforementioned changes.
College Council
December 2, 2013
Page 7
Minutes-College Council
Page 5 of 5
October 28,2013
BP AND AP 6200
BUDGET
PREPARATION
There was no constituent feedback on BP and AP 6200 Budget
Preparation.
A motion was made by Keith Snow-Flamer and seconded by Lee Lindsey
to send BP and AP 6200 Budget Preparation to the Board for a first read.
ACTION A vote was taken and Council voted unanimously to send BP and AP
6200 Budget Preparation to the Board for a first read.
AP 7217 FACULTY
PRIORITZATION
PROCESS
An ASCR Representative asked if there should be student
representation.
Council member asked the parties are in the “mutual agreement”
referenced in bullet no. 2. It was clarified that the agreement is between
the Academic Senate and the President.
Council member suggested breaking up bullet four into two separate
bullets.
Council member suggested changing the language in bullet 15 to state
that “The President/Superintendent acts on the committee’s
recommendation and communicates the approved forwards positions
to the District…”
Council member suggested changing the language in the calendar to
state that the “President/Superintendent announces the number of
positions to be provisionally funded for the next academic year.”
Council member suggested changing the language in bullet no. 10 to
state:
Council member suggested adding the language “and faculty” to the
November section of the calendar.
A motion was made by Steve Sandeen and seconded by Mohamad
Alnakhlawi to send AP 7217 Faculty Prioritization Process to the Board
as information.
ACTION A vote was taken and Council voted unanimously to send AP 7217
Faculty Prioritization Process to the Board as information.
ADJOURN
President Kathy Smith adjourned the meeting at 4:30 p.m.
College Council
December 2, 2013
Page 8
REDWOODS COMMUNITY COLLEGE DISRICT
Board Policy
BP 3280
GRANTS
The Board will be informed about all grant applications made and grants received by the District.
The President/Superintendent shall establish procedures to assure timely application and
processing of grant applications and funds, and that the grants that are applied for directly
support the purposes of the District.
See Administrative Procedure AP 3280.
Reference: Education Code Section 70902
Adopted by Board of Trustees: 04/03/2012
College Council
December 2, 2013
Page 9
REDWOODS COMMUNITY COLLEGE DISRICT
Administrative Procedure
AP 3280
GRANTS
Purpose:
The pursuit of private and public grants is encouraged to secure funding for efforts that advance
the mission of the College, supports one or more goals of the Strategic Plan or Education
master Plan and relates to a SLO/PLO or activities in Program Review.
Grant activity will be prioritized to ensure the scope and scale of funding is commensurate with
Institutional efforts required to accomplish grant activities.
Roles and Responsibilities:
Grant writers seekers are required to consult with stakeholders and other impacted areas during
grand application development and before submission. Grants substantially affecting
curriculum require review by the Curriculum Committee prior to acceptance and
implementation. Permission to submit a grant application is granted by the President’s Cabinet.
On the rare occasion that sufficient time for responding to a grant application does not afford
Cabinet review, the President/Superintendent or designee may approve submission of a grant
proposal. Permission is required for all grant proposals, including renewals of current grants,
regardless of whether the college is the lead agency or a sub-recipient.
Process:
Ideas for grants can be generated by any staff or faculty member. Any member of the district
who intends to submit a grant application on behalf of the district must complete a grant proposal
form provided by the Grants Director or administrative designee for grants follow the grants
process outline on the website: http://inside.redwoods.edu/grants/. This process applies
for submission of letters of support and/or partnership. In order for a grant to be pursued it
must be approved by the President’s Cabinet. The final grant application must also be
approved by the President’s cabinet before submission.
After review by the area vice president and the Grants Director or administrator responsible for
grants, grant proposal forms will be submitted to the President’s Cabinet for review and
approval. Preliminary and final grant budgets will be reviewed and approved by the Chief
Business Officer or designee and the Grants Director or designee.
In the event that a grant proposal is not reviewed by Cabinet prior to submission, it will be
subsequently submitted to Cabinet as an informational item.
Grant proposals must be available for review and signature by the appropriate individuals prior
to submission to the granting agency. The Grants Director or other administrative designee must
review all proposal documents prior to submission, including the budget, narrative, and letter of
College Council
December 2, 2013
Page 10
support from the college. The Grants Director and the Chief Business Officer The Chief
Business Officer and the Grants Director will notify the Board of Trustees annually of all
grant applications made and grants received by the District.
Unless otherwise directed, grant writers seekers and project directors shall ensure the Grants
Director and any other administrative designee receive copies of all grant proposals, budgets, and
letters of support, award letters, contracts, and grant reports. Final contracts and budgets will be
maintained in the business office.
Reference: Education Code Section 70902
Approved: 03/14/2012 College Council
December 2, 2013
Page 11
Redwoods Community College District
Board Policy
BP 3440
SERVICE ANIMALS
In order to accommodate and assist students, employees, and visitors, the District will allow an
individual with a disability to use a service animal in District facilities and on District campuses
in compliance with state and federal law.
Approved by the Board of Trustees: X/XX/XXXX
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College Council
December 2, 2013
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Redwoods Community College District
Administrative Procedure
AP 3440
SERVICE ANIMALS
Introduction
1. Animals, other than authorized service animals, are not permitted on campus or at any
District property. This policy does not apply to the presence of animals on campus solely
for instructional purposes, or to animals present on campus for law enforcement
purposes.
2. Enrolled students with a disability who wish to be accompanied by a service animal as an
accommodation in a non-public settling (e.g. the classroom or a lab) shall obtain prior
written authorization from the DSPS coordinator as provided below.
3. Individuals present on District property who wish to be accompanied by a service animal
in a setting open to the general public may, but are not required to, obtain prior written
authorization from the ADA coordinator.
4. It is unlawful for any person to knowingly and fraudulently represent himself or herself to
be the owner, handler or trainer of a service animal/canine. Penal Code § 365.7.
5. Students who violate this policy may be subject to discipline pursuant to the student code
of conduct. Visitors who violate this policy may be denied permission to remain on
District property.
District Evaluation Procedure
1. Enrolled students who wish to have a service animal in an instructional setting or
other non-public setting as an accommodation may request an evaluation. These
students shall be directed to the Disability Support Programs and Services (DSPS)
office.
a. The student shall provide documentation of his/her disability and a description
of the disability related tasks which the animal performs which facilitate
access to District programs, services or activities.
b. The determination shall be made as to whether the presence of the animal
would have a significant negative effect upon the service, program or activity
involved such that its presence would pose a direct threat to the health or
safety of others, or would be unduly disruptive, which cannot be eliminated by
other reasonable means.
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December 2, 2013
Page 13
c. The evaluation of the student’s request shall also include the criteria set forth
below in paragraph 3.
d. The authorization letter may be limited in time to require subsequent proof of
updated licensing, vaccinations, etc.
e. If the request for accommodation is approved, the student shall sign the DSPS
Service Animal Agreement, and the student shall be issued a service animal
sticker for placement on the student’s ID card as proof of approval of the
request to utilize the service animal in a non-public setting.
2. Persons who wish to have a service animal in a setting open to the general public may
request an evaluation.
The evaluation of this request shall include the determination of:
a. Is the animal a service animal required because of a disability?
b. What work or tasks has the animal been trained to preform? For example, for
an individual who is blind or has low vision, a service animal would mean a
dog that helps him/her with vision, navigation and other tasks; for an
individual who is deaf or hard of hearing, a service animal would mean a dog
that alerts him/her to the presence of people or sounds; or for an individual
with psychiatric or neurological disabilities, a service animal would mean a
dog that assists him/her by preventing or interrupting impulsive or destructive
behaviors.
3. The evaluation as to requests under section 1 and 2 shall also include the
determination as to whether:
a. the service animal is well behaved (e.g. no undue barking, growling,
whimpering, or disruptive behavior);
b. the service animal has all required vaccinations and shall wear at all times a
current and valid vaccination tag;
c. the service animal is on a leash at all times unless infeasible, in which case the
animal shall otherwise be under the handler’s full control;
d. the service animal is “house-broken;” the handler ensures that the service
animal uses only specific areas for relief as designated by the District; and in
any event the handler shall promptly clean up after the service animal; and
e. the service animal is in good health and well-groomed.
College Council
December 2, 2013
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The failure of the handler to comply at all times with the criteria in paragraph
3 shall be cause to revoke any authorization and exclude the service animal
from campus, in addition to any other appropriate action.
Prior written authorization to allow the service animal is not mandated as to
individuals with service animals in a setting open to the general public, but it
is encouraged. No referral to DSPS is required for this type of request. If
staff making these inquiries is concerned about this issue, he/she may contact
DSPS staff or campus security for assistance.
General Provisions
1. A student or visitor is limited to one approved service animal.
2. Only dogs or miniature horses may qualify as service animals under this policy.
3. Neither the perceived crime deterrent effect due to an animal’s presence nor the provision
of emotional well-being or companionship by the animal is a basis for approval of an
animal on campus.
4. The owner and handler of a service animal shall be responsible for any damage to the
premises, facility or to any person caused by the animal.
5. Enrolled students or visitors who work as service dog trainers may obtain authorization
if:
a. Proof is provided that the handler is a bona fide trainer of the animal;
b. The criteria in paragraph 3 are satisfied; and
c. The dog-in-training wears at all times an identifying vest.
6. All authorizations are subject to immediate revocation if the criteria provided in
paragraph 3 are violated, e.g. the dog is no longer licensed, well-behaved, currently
vaccinated, etc.
7. If an authorization is denied as to a student, the District shall take the following steps:
a. Determine whether modifications to District policies, practices, or procedures can
be made to permit the individual with a disability to participate in District
services, programs or activities without the service animal;
b. Determine whether academic adjustments or auxiliary aids may be used by a
student with a disability to permit his/her participation in District services,
programs or activities without the service animal.
College Council
December 2, 2013
Page 15
8. An individual with a disability who believes he/she has been unlawfully denied the use of
a service animal may file a complaint pursuant to District Policy No. 5530.
Adopted by Board of Trustees: XX/XX/XXXX
College Council
December 2, 2013
Page 16
REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 3900
SPEECH: TIME, PLACE AND MANNER
Students, employees, and members of the public shall be free to exercise their rights of
free expression, subject to the requirements of this policy.
The college is a non-public forum, except for those areas that are designated public
forums available for the exercise of expression by students, employees, and members of
the public. The President/Superintendent shall enact such administrative procedures as
are necessary to reasonably regulate the time, place, and manner of the exercise of free
expression in the designated public forums.
The administrative procedures promulgated by the President/Superintendent shall not
prohibit the right of students to exercise free expression, including but not limited to the
use of bulletin boards, the distribution of printed materials or petitions in those parts of
the college designated as areas generally available to students and the community, and
the wearing of buttons, badges, or other insignia.
Speech shall be prohibited that is defamatory, obscene according to current legal
standards, or which so incites others as to create a clear and present danger of the
commission of unlawful acts on District property or the violation of District policies or
procedures, or the substantial disruption of the orderly operation of the District.
Nothing in this policy shall prohibit the regulation of hate violence directed at students in
a manner that denies their full participation in the educational process (Education Code
Section 66301(e)), so long as the regulation conforms to the requirements of the First
Amendment to the United States Constitution, and of Section 2 of Article 1 of the
California Constitution. Students may be disciplined for harassment, threats, or
intimidation unless such speech is constitutionally protected.
See Administrative Procedure 3900.
References: Education Code Sections 76120 and 66301
FREE EXPRESSION BY STUDENTS
1. Freedom of speech and assembly and an educated citizenry are the cornerstones of
democracy. An educational institution in a society governed according to these principles
has a special responsibility to educate its students and its community so that free
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College Council
December 2, 2013
Page 17
discussion, assembly, and the curious mind will remain viable instruments of intelligent
self-direction.
2. The college community must provide an atmosphere in which its citizenry can examine
ideas and learn to discriminate among them. Such discriminations can be made only on
the basis of free inquiry, which entails the analysis of issues, the weighing of evidence,
and the recognition of fact and fallacy. The cultivation of such inquiry is a special
responsibility of the school, the assumption being that truth will prevail in the
marketplace of ideas.
3. For these reasons freedom of speech and assembly will be encouraged at College of the
Redwoods as the fundamental prerequisites of free inquiry and free discussion. In
keeping with these basic American principles, students, faculty members, and
administrators are free to bring to the campus a diversity of viewpoints reflecting the
variety of opinions to be found in our society as a whole.
4. These freedoms are accompanied by responsibilities, both legal and academic. All in
the college community have the responsibility of assuring that an open atmosphere
prevails on campus, that the expression of any shade of opinion is respected, that
speakers are not interrupted or harassed, and that language, acts, or displays that would
seriously offend significant numbers of people be avoided as being a deterrent to
meaningful dialogue and growth.
5. All in the college community must remember that the disruption of the normal
functions of any class, meeting, office, or facility, the threat of intimidation or physical
coercion, and the use of libelous or purely obscene language, acts, or displays are not
allowed by law and are, therefore, not protected by this policy of freedom of speech.
6. Students who neglect to observe these principles shall be subject to suspension or
expulsion under the district student code of conduct or applicable penal code sections.
Faculty members who disregard these guidelines are subject to appropriate professional
action. The Board, through the administration, will enforce the applicable laws.
Policy for Speakers on Campus
A. Classroom Guest Speakers
Refer to Board Policy 116 and Administrative Regulation 116.01 for guidelines
covering classroom guest speakers.
B. Open Meeting (one which is open to the general public)
The presentation of any speaker or program in an open meeting shall have the prior
approval of the appropriate area administrator, who shall assume the responsibility for the
invitation and supervise the physical arrangements. The administrator shall be guided by
the policies of the board. Any program conflicting with board policy is subject to
cancellation.
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C. Campus Guest Speakers
Refer to Board Policy 117 and Administrative Regulation 117.01 for guidelines covering
campus guest speakers.
D. Club Meeting
The presentation of any speaker or program initiated by a student club or recognized
student organization shall have the approval of the student activities coordinator and
faculty advisor of that club or organization.
E. Open Mike Forum for Students and Employees of the District
An appropriate location will be designated for presentation (formal and informal) by
faculty members, students, administrators, trustees, or members of the classified staff of
the college. The open mike activities are confined to members of the college community
or approved off-campus guest(s) (see Section C above). Any organization or individual
wishing to be assured time should make arrangements with the Vice President of Student
Services or designee. A statement prepared by the district counsel, including reminders of
fair play and libelous, slanderous or illegal actions, will be brought to the attention of
users of the facility.
Dissemination of Information
Every bulletin board on campus will be assigned as open or closed by the Vice President
of Student Services or designee after consultation with the department or individual
involved. A closed bulletin board will signify that it will be used only for department
matters. An open board will signify that literature may be posted under the jurisdiction of
the respective division administrator.
Any CR student, faculty member, administrator, board member, or classified staff
member may post or distribute literature at the kiosks and/or other designated areas upon
the approval of the Vice President of Student Services or designee. Materials that may be
libelous, slanderous, or that may prompt illegal actions may not be approved.
Any off-campus group or individual will not be allowed to post or pass out material
without approval of the Vice President of Student Services or designee.
Former Board of Trustees Policy No. 524, number change only on July 10, 2012
Adopted by the Board of Trustees: August 15, 1977; July 17, 1978; June
1983 Amended: October 3, 1994
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December 2, 2013
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
DRAFT AP 3900
SPEECH: TIME, PLACE AND MANNER
The students and employees of the District and members of the public shall be permitted to
exercise their rights of free expression subject to the time, place, and manner policies and
procedures contained in Board Policy 3900 and these procedures.
The college is a non-public forum, except for in designated areas. A complete list of approved
areas can be obtained by contacting the Chief Student Services Officer. These areas are chosen
so as to provide visibility and allow communication to a large number of students,
administrators, faculty, and others walking or traveling on campus but also so as not to disrupt
educational and other activities of the District on behalf of students:
 These areas are designated public forums. The District reserves the right to revoke that
designation and apply a non-public forum designation.
 The District reserves the right to designate areas as non-public forums as necessary to
prevent the substantial disruption of the orderly operation of the college. Areas of the college
that are non-public forums specifically include campus offices, classrooms, warehouses,
maintenance yards, or locker rooms, and any other area not specified above.
The use of these areas reserved and open for expressive activities is subject to the following:
 Persons using and/or distributing material in the areas shall not impede the progress of
passersby, nor shall they force passersby to take material.
 No person using the areas shall touch, strike or impede the progress of passersby, except for
incidental or accidental contact or contact initiated by a passerby.
 Persons using areas shall not use any means of amplification that creates a noise or diversion
that disturbs or tends to disturb the orderly conduct of the campus or classes.
Non-student, community groups wishing to engage in speech or expressive activities on campus,
in the areas designated as public forums, must provide notification to the District through
President/Superintendent or designee not more than three business days in advance of the
activities and must describe the nature of the planned activities. No illegal activities will be
permitted, no activities which violate District or campus rules, including rules and laws on illegal
harassment and discrimination, and none that will substantially interfere with or disrupt activities
already scheduled for that day and time in the designated areas.
All persons using the areas that are designated public forums shall be allowed to distribute
petitions, circulars, leaflets, newspapers, and other printed matter. Such distribution shall take
place only within those areas. Material distributed in the areas that is discarded or dropped in or
around the areas other than in an appropriate receptacle must be retrieved and removed or
properly discarded by those persons distributing the material prior to their departure from the
areas that day.
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Posting
Bulletin boards shall be provided for use in posting materials at campus locations convenient for
use by students, staff, and members of the public. All materials displayed on a bulletin board
shall clearly indicate the author or agency responsible for its production and shall be dated with
the date of posting by the CSSO or designee. Materials displayed shall be removed after the
passage of ten days.
References: Education Code Sections 76120 and 66301
No prior procedure (replaces BP 524 Free Expression by Students).
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College Council
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 6540
INSURANCE
The President/Superintendent shall be responsible to secure insurance for the District as required
by law, which shall include but is not limited to the liabilities described as follows:
 Liability for damages for death, injury to persons, or damage or loss of property;
 Personal liability of the members of the Board and the officers and employees of the
District for damages for death, injury to a person, or damage or loss of property caused
by the negligent act or omission of the member, officer, or employee when acting within
the scope of his or her office or employment. The President/Superintendent may
authorize coverage for persons who perform volunteer services for the District.
 Worker's compensation insurance.
 Insurance also shall include fire insurance and insurance against other perils.
The District may join in a joint powers agreement pursuant to Education Code Section 81603 for
the purposes described in this policy.
Education Code Sections 70902, 72502, 72506, 81601, et seq.
Adopted by Board of Trustees: 8/15/77
Amended: 11/4/03
College Council
December 2, 2013
Page 22
REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 6540
Insurance
Insurance coverage shall be provided for loss or damage to all real and personal property
of the District, to insure the District for liability and personal liability of all board members
and employees; for damages to persons or property due to its sole or active negligence, and
to insure the District from losses due to employee dishonesty, injury or death.
The requirement to provide for insurance coverage may be met by the district joining in a
Joint Powers Authority (JPA) pursuant to Education Code §81603. If it does so, the
regulations required by the JPA would be adopted.
At a minimum, the District will insure for the following risks:

Liability insurance for damages for death, injury to person, employee dishonesty, or
damage or loss of property.

Liability insurance for the personal liability of the members of the Board and of the
officers and employees of the District for damages for death, injury to a person, or
damage or loss of property caused by the negligent act or omission of the member, officer
or employee when acting within the scope of his/her office or employment.

Fire insurance

Real property damage

Personal property loss or damage

Insurance for District vehicles with coverage to provide comprehensive and collision
insurance on all District-owned vehicles

Boiler and machinery coverage: this coverage insures against risks of direct physical
loss or damage to electrical distribution panels, transformers, cables, boilers, and
other pressurized equipment

Loss of money and securities inside and outside premises.

Insurance against “other perils” (Education Code Section 81601)

Workers compensation insurance

Actuarial evaluation of the future annual costs of health and welfare benefits
Note: Education Code Section 81602 specifically authorizes the District to contract for
investigative, administrative and claims adjustment services. The contract may provide
that the contracting firm may reject, settle, compromise and approve claims within limits
and for amounts specified by the Board, including execution and issuing of checks in
payment of such claims. The contract may also provide that the contracting firm may
employ counsel.
References:
College Council
December 2, 2013
Page 23
Education Code Sections 70902, 72502, 72506, and 81601 et seq.
College Council
December 2, 2013
Page 24
REDWOODS COMMUNITY COLLEGE DISTRICT BP 6700
Board Policy
Number Update only from Board of Trustees Policy No. 705
USE OF DISTRICT FACILITIES
Pursuant to the Civic Center Act, use of district facilities shall be granted as provided by law.
The President/Superintendent shall establish procedures regarding the use of college property,
including but not limited to facilities, equipment, and supplies by community groups and other
outside contractors.
These administrative procedures shall reflect the requirements of applicable law, including
Education Code Section 82537, regarding Civic Centers. The regulations shall include
reasonable rules regarding the time, place, and manner of use of District facilities. They shall
assure that persons or organizations using college property are charged such fees as are
authorized by law. Public use of District property shall not interfere with scheduled instructional
programs or other activities.
The President/Superintendent shall establish procedures for fund-raising or fee-based
advertising and sign placement on District property.
No group or organization may use District property for purposes that discriminate on the basis of
race, color, religion, ancestry, national origin, disability, sex (i.e., gender), or sexual orientation,
or the perception that a person has one or more of the foregoing characteristics.
Education Code Sections 82537; 82542
Former Board of Trustees Policy No. 705, number change only on June 5, 2012
Adopted by Board of Trustees: 8/15/77
Amended: 3/7/94, 11/4/03 College Council
December 2, 2013
Page 25
COLLEGE OF THE REDWOODS AP 6700
Administrative Procedure
Number Update only from Administrative Regulation No. 705.01
USE OF DISTRICT FACILITIES
The Vice President, Chief Business Officer, shall be responsible for the coordination and
implementation of these procedures and shall determine the applicable fees to be charged.
Facility use shall be limited to places and times identified by the Vice President, Chief
Business Officer, but shall be sufficiently frequent and available on specific dates and
times, so as to allow meaningful use by outside groups. Except as provided in these
procedures, no organizations shall be denied the use of District facilities because of the
content of legally protected speech to be undertaken during the use.
The Vice President, Chief Business Officer, shall have the authority to revoke permission
for use of a District facility at any time when it is deemed in his/her sole discretion to be in
the best interest of the District. The District’s granting of permission to use its facilities
whether or not any fee is paid shall not create any right or claim to District facilities. The
District shall not be liable for any party’s loss due to the unavailability of District facilities
for any reason whatsoever, beyond the refund of the facility use fee paid, if any. All facility
use agreements shall be governed by California law, and venue shall be in the Superior
Court of the County of Humboldt, California, and no other place.
All fees assessed must be received by the District and paid in full at least three business
days prior to the date of the event. Failure to meet this payment deadline may result in the
facility use permission being revoked. Once booked, any fee assessed is due and payable,
regardless of whether the user subsequently cancels the request or otherwise fails to use the
facility, except that the fee may be removed only at the discretion of the
President/Superintendent or the Vice President, Chief Business Officer. Requests for use of
District facilities shall be made in advance and in writing on application forms provided by the
District. One individual, authorized in writing by the group or organization, must complete
and sign the application and shall as a condition of use agree to be held financially
responsible along with the group or organization for all debts incurred including but not
limited to payment of fees, or for loss or damage to District property. Individuals and
groups that fail to pay all debts in a timely manner may be subject to the account
collections process.
PRIORITY OF USE
Priority for use of District facilities shall be as follows:
1. Responders during any District emergency operations, such as the Humboldt
County Sheriff or American Red Cross.
1.2.PRIORITY 1: Redwoods Community College District classes and activities, collegesponsored clubs, and student body organizations, early college high school programs
hosted by the District, District foundation, Accreditation organizations, and District
auditors. .
College Council
December 2, 2013
Page 26
2.3.PRIORITY 2: College-related groups (e.g. booster clubs, employee bargaining units
and/or organizations).
3.4.PRIORITY 3: Departments and agencies of local governmental entities, other schools
and colleges, when the purpose of the use is educational.
4.5.PRIORITY 4: District-based non-profit community organizations formed for educational,
political, economic, artistic, and moral interests of the community.
6. PRIORITY 5: Other approved groups, including fund-raising or fee-based advertising
and sign placement on District property subject to limitation set forth in this and
other Board policy, administrative procedures, Education Code, and Law.
5.7.The use of District facilities shall not be granted to individuals or unrecognized groups
for personal or private functions or to any entity except those described in 1 through 6
above..
FEE CATEGORIESFee Categories
Entities in priority 2 and 3 above shall generally not be charged a facility use fee.
Othersrganizations, other than officially recognized Redwoods Community College District
student groups and clubs, staff groups, and college community advisory councils shall be
assessed fees/costs according to the following classifications and definitions:
GROUP 1 - DIRECT COST CHARGEGroup 1 – Direct Cost Charge
Community organizations including youth and adult groups committed to community services
(Campfire Girls, Boy Scouts, Girl Scouts, American Red Cross, etc.); senior citizen
organizations; public agencies; and non-profit organizations, clubs, or associations organized for
cultural activities, general character building or welfare purposes of community citizens shall
pay direct cost charges. There may also be a service fee for opening and closing rooms, custodial
services, set-up, etc. Organizations that charge an admission fee or collect contributions that are
not expended for the welfare of District students or bona fide charitable purposes shall qualify as
Group 2.
GROUP 2 - FAIR RENTAL VALUEGroup 2 – Fair Rental value
Profit-making organizations or organizations which do not qualify for direct cost rates (Group 1)
shall be charged fair rental value providinged these groups are presenting events of an
educational, cultural, or recreational nature. Included in this category might be independent
sporting, dance, theater, or musical groups, private instruction and private businesses.
SPECIAL CONDITIONSConditions for Use of District Facilities
1. The Vice President, Business Services, shall be responsible for the coordination and
interpretation of the Governing Board policy regarding the use of District facilities. In addition,
the Vice President, Business Services, shall determine fees to be charged, where applicable.
2. Requests for use of District facilities shall be made in advance and in writing on forms
provided by the District. Permission toThe use of facilities shall be granted and scheduled by the
Site Facilitator, which is the (Director of Facilities and GroundsMaintenance and Operations
in Eureka or the Dean senior administrator for facilities located outside Eurekain Fort Bragg
or Crescent City). All facilities use are is subject to approval by the Vice President, Business
ServicesChief Business Officer.
College Council
December 2, 2013
Page 27
3. All applications shall be made at least thirty (30) days in advance of the first date of use being
requested. Late applications may be considered. Unless unusual scheduling problems are
involved, tThe College District generally will not schedule use of facilities for more than six
months in advance.
4. Applicants for use of District facilities shall be notified in writing whether the request is
approved or denied. If approved, a completed copy of the application together with any special
requirements shall be mailed to the applicant.
5. Unless special circumstances are involved, permission to use District facilities shall neither be
granted for a period exceeding one fiscal year, nor so often during any year as to afford an
organization a real or implied monopoly.
All user groups shall be required to provide the District with a hold harmless and
indemnification agreement acknowledging that they will be financially responsible for any
losses, damages, or injuries incurred by any person as a result of their use of the facilities.
All user groups shall also be required to provide a certificate of insurance with limits
acceptable to the District. The Vice President, Chief Business Officer shall determine in
his/her sole judgment if the indemnification and insurance certificate is acceptable to the
District. Failure to provide acceptable documentation at least three business days prior to
the date of the event may result in the facility use permission being revoked.
6. An approved application may be revoked with reasonable notice when college facilities are
needed for school purposes.
7. The use of District facilities shall not be granted to individuals or unrecognized groups for
personal or private functions.
8. The Vice President, Business Services, shall have the authority to revoke permission for use of
a college facility at any time when it is deemed in the best interest of the Community College
District.
9. There shall be an employee of the District in charge during each use. The employee's duties
shall include the opening and closing of buildings and grounds, the operation of mechanical
systems, and the enforcement of regulations and prevention of disturbances. A charge shall be
made whenever this requirement results in the District incurring additional expense. Additional
District employees may be required depending on the specific circumstances and the
District equipment in use. A charge may be made whenever this requirement results in the
District incurring additional expense. Any time the forum theater is used, a college technician
shall be present.
10. Any person applying for the use of college property on behalf of any group shall be a
member of such applicant group, and, unless he/she is an officer of such group, must present
written authorization to represent the group upon request.
11. The individual signing the application for use of College facilities shall, as a condition of use,
agree to be held financially responsible in the cause of loss or damage to District property.
12. Using organization shall be responsible for the control and supervision of all persons in
attendance during the use of District facilities. Groups with minors in attendance shall
provide their own chaperons. The number of chaperons required may be determined by
the District. The District shall require security personnel to be on duty as a condition of use
College Council
December 2, 2013
Page 28
whenever it is deemed to be in the District's best interests. District keys and access devices
required to carry out any and all activities shall remain in the possession of authorized
District employees. Keys and access devices shall not be turned over to individuals,
organizations, clubs, associations, etc. Buildings shall be opened, attended, and closed by
an authorized employee of the District.
Use of playing fields shall not be permitted during periods of rain or when fields remain
wet following rain and when use would be harmful to the playing surface. 13. When a fee is
charged by the College, the date and amount of payment established on the permit shall be
determined by the Business Office. Prompt payment to the Business Office is expected and is a
condition for denial of future use by the group.
14. Any group using the College facilities or equipment under this policy is responsible for any
injury incurred in the use of said facilities and equipment. The District shall be held harmless for
any accidents which may occur. The use of facilities shall be conditioned upon the user
providing a certificate of insurance naming Redwoods Community College District as
"additional insured" at a minimum amount of $1 million.
15. Groups using District facilities shall be responsible for returning the facility to its original
the condition in which they leave the facilities. Costs for custodial work, repairing damage,
or any other costs related to returning the facility to its original condition or any
unexpected or unusually high costs incurred by the District related to the facility use may
be charged back to the group and the applicant. Any abuse or misuse of facilities, including
playing fields, shall be reported immediately to the Vice President, Business ServicesChief
Business Officer. Where appropriate, a charge for damage or loss of District property shall be
established by the Vice President, Business Services, in cooperation with the Site Facilitator.
Failure to pay immediately for these costsdamage or any abuse or misuse of District facilities
may be grounds for refusal of future facility requests and may be subject to the account
collections process. Any unsafe or unsatisfactory condition discovered by the user in the course
of the event should be reported to the Site Facilitator or the Business Maintenance and
Operations Department Office as soon as practicable. Any unsafe condition observed by the
user must be reported immediately to a District employee or by calling the District Public
Safety Office.
16. The District’s Dining Services Office shall provide Aall food service and concessions,
unless Dining Services exercises its right of first refusal. All food service and concessions
shall be operated according to law and College District regulations. Catered events will not be
included in the use-price and must be arranged separately with the College District food-service
vendor for Eureka, or privately for Crescent City or Fort Bragg. Rooms posted with eating
restrictions must be observed.
17. Churches, religious groups, and sectarian organizations with no suitable meeting place may
occasionally use District facilities for religious services. A fair rental charge shall be made for
each use.
18. The application and the technical check lists must be completed entirely and include a
description of all requested facilities and equipment. The Site Facilitator shall make necessary
arrangements of personnel to operate equipment requiring skilled operators.
College Council
December 2, 2013
Page 29
REDWOODS COMMUNITY COLLEGE DISTRICT
Board of Trustees Policy
BP 6740
CITIZENS’ BOND OVERSIGHT COMMITTEE
Proposition 39, approved by California voters in the November 7, 2000 general election,
provides that the governing board of a school district may pursue the authorization and issuance
of bonds by 55 percent vote of the electorate. As a result of the passage of Proposition 39,
language was added to the Education Code requiring school districts passing a bond designated
as a Proposition 39 bond election to establish a Citizens’ Oversight Committee (Committee) to
monitor and audit the use of bond proceeds whenever the District passes a Proposition 39 bond.
When a Proposition 39 bond is passed, the President/Superintendent shall establish a Citizens
Bond Oversight Committee (Committee) in accordance with applicable law and
regulations. Tthe Board shall establish a Committee’s membership and charge to shall meet
the requirements of Education Code Sections 15278 through 15288, and the Committee
shall monitor and audit the use of bond proceeds to ensure they funds are spent only on school
and classroom improvements as described in the applicable ballot language and not for any
other purpose. The Committee shall be established within sixty (60) days of the date that the
Board enters the election results in its minutes.
The procedures for selection and appointment of Committee members, conduct of meetings, an
outline of duties of the Committee, and the scope of the Committee’s responsibility to the public
and the Board are set forth in administrative procedures of the Board.
See Administrative Procedure #6740
Reference: Education Code Sections 15278-15288; California Constitution Article XIIIA,
Section 1(b), Article XVI, Section 18(b)
Adopted by Board of Trustees: 1/4/05
College Council
December 2, 2013
Page 30
REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 6740
CITIZENS’ BOND OVERSIGHT COMMITTEE
Purpose
The Citizens Bond Oversight Committee (Committee) is established to inform the public
about the expenditure of bond revenues; to review and report on the proper expenditure of
taxpayers’ money for school construction; and to advise the public as to the District’s
compliance with the Proposition 39 requirements as contained in the California
Constitution. The Committee shall meet the requirements Proposition 39 and Education
Code sections 15278 through 15288, as described below.
Activities - The Committee shall:
•
Receive copies of the annual, independent performance audit
•
Receive and review copies of the annual, independent financial audit;
•
Inspect school facilities and grounds to ensure that bond revenues were properly
expended;
•
Receive and review copies of any deferred maintenance proposals or plans
developed by the District; and
•
Review efforts by the District to maximize bond revenues by implementing costsaving measures.
Membership
The Committee shall consist of at least seven (7) members to serve for a term of two (2)
years and for no more than two (2) consecutive terms. Members of the Committee shall
serve without compensation, but reasonable travel expenses may be reimbursed in
accordance with District travel procedures.
The Committee shall be comprised of at least:
•
One (1) member active in a business organization representing the business
community located within the District;
•
One (1) member active in a senior citizen’s organization;
•
One (1) member active in a bona fide taxpayer’s organization;
•
One (1) student member both currently enrolled at College of the Redwoods and
active in a college group. The student may serve up to six (6) months after his or her
graduation;
•
One (1) member active in the support and organization of the District
No employee, official, vendor, contractor, or consultant of the District shall be appointed to
the Committee.
College Council
December 2, 2013
Page 31
Assistance
The District shall provide the Committee with any necessary technical or administrative
assistance, as well as other resources, to publicize its conclusions.
Public Meetings
Meetings of the Committee shall be open to the public and notice shall be provided in
accordance with the provisions of open meetings laws (Brown Act). Members of the public
attending committee meetings shall have an opportunity to address the committee.
Reports
At least once each year, the Committee shall issue a report on the result of its activities.
Minutes from its proceedings, all documents received, and reports issued are a matter of
public record and shall be made available on an internet website maintained by the
District. Reports by the committee shall also be presented to the Board of Trustees at a
regularly scheduled meeting.
Proposition 39, approved by California voters in the November 7, 2000 general election,
provides that the governing board of a school district may pursue the authorization and issuance
of general obligation bonds by 55 percent vote of the electorate. As a result of the passage of
Proposition 39, language was added to the Education Code requiring school districts passing a
bond designated as a Proposition 39 bond to establish a Citizens’ Oversight Committee
(Committee) to monitor and audit bond proceeds to ensure they are spent only on school and
classroom improvements and not for any other purpose. The Committee shall be established
within sixty (60) days of the date that the Board enters the election results in its minutes.
A. Committee’s Purpose (Education Code Section 15278)
The purpose of the Committee is to inform the public concerning the expenditures and use of
bond revenues. The Committee’s legal charge is to actively review and report on the expenditure
of taxpayers’ money for school construction. The Committee shall convene to provide oversight
of the following:
1. Ensuring that bond revenues are expended only for the purpose described in Article 13A,
Section 1, Subdivision (b)(3) of the California Constitution including the construction,
reconstruction, rehabilitation, or replacement of school facilities, including the furnishing and
equipping of school facilities, or the acquisition or lease of real property for school facilities;
And
2. Ensuring that as prohibited by Article 13A, Section 1, Subdivision (b)(3)(A) of the California
Constitution, no funds are used for any faculty and administrative salaries or other school
operating expenses.
B. Committee’s Duties (Education Code Section 15278) The Committee may engage in the
following activities in furtherance of its purpose:
College Council
December 2, 2013
Page 32
1. Receiving and reviewing copies of the annual performance audits required by Article 13A,
Section 1, Subdivision (b)(3)(C) of the California Constitution.
2. Receiving and reviewing the annual financial audits required by Article 13A, Section 1,
Subdivision (b)(3)(D) of the California Constitution.
3. Inspecting school facilities and grounds to ensure that bond revenues are expended in
compliance with the requirements of Article 13A, Section 1, Subdivision (b)(3) of the California
Constitution.
4. Receiving and reviewing copies of bond related scheduled maintenance proposals or plans
developed by the Redwoods Community College District, including any reports required by
Education Code Section 17584.1.
5. Reviewing efforts by the Redwoods Community College District to maximize bond revenues
by implementing cost-saving measures including, but not limited, to the following:
a. mechanisms designed to reduce the costs of professional fees;
b. mechanisms designed to reduce the cost of site preparation;
c. recommendations regarding the joint use of core facilities;
d. mechanisms designed to reduce costs by incorporating efficiencies in school site design;
e. recommendations regarding the use of cost-effective and efficient reusable facility plans.
C. Committee Operations (Education Code Section 15280) The Committee’s legal charge is to
monitor bond expenditures and to inform the public about the uses of bond proceeds. The
Committee shall not have the authority to:
1. Participate in the bond sale and issuance process or make decisions concerning the timing,
terms, or structure of a bond issuance, except that the Committee may review the District’s plan
for any bond sale and may review bond issuance documents upon the conclusion of a bond sale
if desired;
2. Determine how bond funds shall be spent;
3. Select contractors or consultants for bond projects or participate in the negotiation of bid
process for such contractors and consultants, except that the Committee may review the selection
process and documents related thereto upon completion of any such selection;
4. Enter or inspect a job site or construction project without prior permission of the Redwoods
Community College District President/Superintendent. Visits to job sites require that the
Committee member(s) be accompanied by a representative of the Redwoods Community College
District and require that all safety measures in effect at the job site be followed;
5. Contact District contractors or consultants, including without limitation, accountants, auditors,
architects, financial advisors, and legal counsel, without the prior written permission of the
Redwoods Community College District President/Superintendent.
6. Require the District to prepare reports or conduct audits more frequently than those required
by law.
The Committee shall not be entitled to legal representation by Redwoods Community College
District legal counsel or at District expense, unless expressly permitted by the Board.
College Council
December 2, 2013
Page 33
The Committee shall generally meet quarterly at the Redwoods Community College District’s
Board Room at the Eureka campus unless a meeting is required at a branch campus. The
Committee members shall be available to attend board meetings when performance and financial
audits are presented. The President/Superintendent or designee shall attend Committee meetings.
Members of the Board shall attend as necessary or desirable. The Committee’s meetings are
subject to the Ralph M. Brown Act, Government Code, Section 54950 et seq. None of the
Committee’s activities shall constitute a reason for a closed session. Meetings shall be open to
the public and noticed in the same manner as proceedings of the Board. The Committee shall
annually select a chairperson and vice chair and Committee decisions will be made by majority
vote. Minutes of Committee proceedings and all documents received and reports issued shall be
a matter of public record and the Redwoods Community College District shall make all
documents and minutes available on the District’s Internet website. The Committee shall prepare
regular reports on Committee activities. A report shall be issued at least once each year within
the District’s annual report. Upon completion of all bond projects, the Committee shall prepare a
final written report summarizing its activities and conclusions.
The Board shall, without expending bond funds:
1. provide the Committee with any necessary technical assistance;
2. provide administrative assistance in furtherance of the Committee’s purpose; and
3. provide the Committee with sufficient resources to publicize the Committee’s conclusions.
D. Committee Selection and Composition (Education Code Section 15282)
The Committee shall be comprised of individuals who either live or work within the boundaries
of the Redwoods Community College District. The Board or designee shall solicit applications
for membership on the Committee, and in the event the number of applicants exceeds the number
of spaces available, shall conduct interviews of interested citizens. The Board shall have the
authority at its sole discretion to select and appoint the Committee. The Committee shall consist
of at least seven (7) members, but the board shall determine the final size of the Committee.
Members shall serve without compensation. Travel expenses may be reimbursed in accordance
with Redwoods Community College District travel policy procedures. Bond funds shall not be
used for this or any other committee support.
Committee membership shall include the following community residents:
1. One member shall, at the time of appointment, be active in a business organization
representing the business community of the Redwoods Community College District;
2. One member shall, at the time of appointment, be active in a senior citizens’ organization,
which may be a local, regional, statewide, or national organization;
3. One member shall, at the time of appointment, be active in a bona fide taxpayers’
organization, which may be a local, regional, statewide, or national organization;
4. One member shall, at the time of appointment, be a student both currently enrolled in the
Redwoods Community College District and active in a campus group;
5. One member shall, at the time of appointment, be active in the support and organization of the
Redwoods Community College District, such as a member of an advisory council or foundation.
College Council
December 2, 2013
Page 34
A single individual may be appointed as a representative of more than one of the above
categories, if applicable.
No past or present employee or official of the Redwoods Community College District shall be
appointed to the Committee. Additionally, no vendor, contractor, or consultant of the Redwoods
Community College District shall be appointed to the Committee.
After appointment to a two-year term, Committee members who wish to be appointed for a
second two-year term shall reapply to the Board for consideration. In order to provide continuity,
up to but no more than four (4) of the current Committee members may be appointed for a
second two-year term.
E. Replacing a Committee Member (Education Code Section 15282)
A new Committee member will be named by the Board if one or more of the following events
occur:
1. The Committee member submits a written resignation;
2. the Committee member misses three (3) Committee meetings; and/or
3. in the judgment of the Committee, a member is unproductive or disruptive.
An individual who replaces such a member shall serve until the completion of the original
member’s term. Thereafter, the member must apply for an additional term if he or she wishes to
remain on the Committee.
A Committee member who no longer serves as a representative of the designated group he or she
was appointed to represent (e.g., ceases to be active within a taxpayers’ organization, or be active
in a business organization) shall be allowed to complete his or her term. However, that
Committee member shall not be entitled to serve a subsequent term as a representative of the
designated group. The Committee member representing the student may serve up to six (6)
months after his or her graduation or ceasing to meet the qualifications of being a student.
Within sixty (60) days of being notified of a Committee vacancy, the Board will appoint a new
member to complete the term of the vacancy following the process used to select the original
Committee members.
Committee members shall be subject to prohibitions regarding incompatibility of office pursuant
to Government Code sections 1125-1129 and financial interest in contracts pursuant to
Government Code section 1090-1098.
Reference: Education Code Sections 15728-15288; Government Code: 54950 et seq.,
1125-1129, 1090-1098; California Constitution: Article XIIIA, Section 1(b); Article
XVI, Section 18(b)
Approved: 1/4/05
Revised: 2/6/06
College Council
December 2, 2013
Page 35
19. Groups with minors in attendance shall provide their own chaperons. The number required
may be determined by the District.
20. College keys required to carry out any and all activities shall remain in the possession of
authorized Community College District employees. Keys shall not be turned over to individuals,
organizations, clubs, associations, etc. Buildings shall be opened, attended, and closed by an
authorized employee of the District.
21. No alcoholic beverages, intoxicant, or controlled substance in any form shall be advertised
or brought onto the property of the District without express written permission from the Vice
President, Chief Business Officer. Any person under the influence of intoxicating liquors or
substances shall be denied participation in any activity. Smoking and other tobacco use is not
allowed in any school building, advertising is prohibited, and further restrictions are set
forth in Board Policy/Administrative Procedure 3570. All outside vendors are generally
prohibited from marketing, advertising, promoting, selling, or otherwise offering their
goods or services for consideration by students, faculty, or staff. Fund-raising and feebased advertising and signage may be authorized by the Vice President, Chief Business
Officer (athletic signage, electronic signage, etc.) and is restricted by Law, Education Code,
Board Policy, and Administrative Procedures. The Vice President, Chief Business Officer
in his/her sole discretion shall determine if an advertisement or sign is acceptable. The
Athletic Director shall determine the appropriate size, placement and other conditions for
signage placed on athletic fields. Violation of this regulation shall be justification for
immediate termination of the event, advertisement or signage without refund of fees, closing
of the facility, and denial of future use requests.
22. Smoking or use of tobacco is not allowed in any school building or within five (5) feet of the
main exit or entrance to such building.
23. No structures, electrical modifications, or mechanical apparatus may be erected or installed
on District property without specific written approval by the Site Facilitator. All draperies,
hangings, curtains, drops, and all decorative materials used with or upon the District's
buildings and grounds, shall be made or treated with a flame-retardant process approved
by the State Fire Marshall.
Persons and organizations granted the use of District facilities shall assume full responsibility for
compliance with all applicable laws and regulations, including but not limited to State and
local fire, health, and safety laws and regulations.
24. All draperies, hangings, curtains, drops, and all decorative materials used with or upon the
District's buildings and grounds, shall be made or treated with a flame-retardant process
approved by the State Fire Marshall.
25. School District furniture or apparatus may not be removed or displaced without permission
from the Site Facilitator and under the supervision of the school district employee in charge.
Overnight camping on District facilities, including in a designated public forum areas, is
prohibited. No person or organization may use any District facility for living
accommodation purposes such as sleeping activities, or making preparations to sleep
(including the laying down of bedding for the purpose of sleeping), or storing personal
belongings, or making any fire, or using any tents or other structure for sleeping, or doing
any digging or earth breaking, or carrying on cooking activities.
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December 2, 2013
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The American Red Cross or other public agencies may use District facilities, grounds, and
equipment for mass care and welfare shelters during disasters or other emergencies
affecting the public health and welfare, and the District will cooperate with these agencies
in furnishing and maintaining services deemed by the Board of Trustees to be necessary to
meet the needs of the community.
Exceptions
The following administrators may grant exceptions to this administrative procedure as
noted below:

The President/Superintendent may grant exceptions to the requirements of this
administrative procedure.

The District Vice President for Instruction or Student Development may also
grant exceptions for District activities (classes, athletic activities, field trips,
etc.).

The District Vice President, Chief Business Officer for Eureka or the senior
administrator for facilities located outside Eureka may also grant exceptions
for non-District activities (Boy Scouts, Girl Scouts, American Red Cross, etc.).
SPECIALIZED FACILITIES - Eureka
The Physical Education Division, working in cooperation with the Vice President, Business
Services, shall prepare rules and regulations for use of the physical education facilities guided by
the following fundamental principles:
1. The two swimming pools may be available for public use on those evenings, Saturdays,
Sundays, and vacation periods, whenever there are no classes scheduled in the swimming pool
area.
2. A fee shall be charged for public use for each swimming period.
3. Organized groups may use the swimming pool under the following priorities:
a. Learn to Swim Classes, Red Cross Life Saving Classes, Water Safety Instruction Classes.
b. Club, Churches, Schools, and Service Organizations (non-profit).
4. The organizations shall make their reservations through the Facilities Office cooperating with
the Physical Education Division.
5. All swimmers must supply their own suits and towels.
6. Valuables may be checked with the Lifeguard in charge.
7. A parent, guardian, or other adult must accompany all children under twelve years of age or
under 48 inches in height. These adults shall not be charged admission if they do not suit-up for
swimming.
8. The other Physical Education facilities, such as, the gymnasium, Field House, Athletic Fields,
and All-Weather track, may be made available to organizations or other educational institutions
through the same procedures as are currently used for all other facilities. Use of college playing
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fields shall not be permitted during periods of rain or when fields remain wet following rain and
when use would be harmful to the playing surface.
Former Administrative Regulation No. 705.01, number change only on June 5, 2012
Approved: July 8, 1983
Amended: March 7, 1994
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December 2, 2013
Page 38
REDWOODS COMMUNITY COLLEGE DISTRICT BP 7400
Board Policy
Number Update only for Board of Trustees Policy No. 604
TRAVEL
The District values and encourages attendance at conferences, workshops, and meetings that
provide an opportunity for the exchange of ideas and information that will enhance the
employee's ability to serve the educational program. However, the duration of individual
absences or the concurrent absence of more than one staff member from a department must not
impair the quality of the educational program.
The President/Superintendent is authorized to attend conferences, meetings and other
activities that are appropriate to the functions of the District. The
President/Superintendent shall establish procedures regarding the attendance of other
employees at conferences, meetings, or activities. The procedures shall include authorized
expenses, advance of funds, and reimbursement. The President/Superintendent may be
temporarily suspend travel authorizations at any time pursuant to Accreditation Standard
IIID and Eligibility Requirement 17 – Financial Resources.
Travel outside the State of California requires the approval of the President/Superintendent.
Travel outside of the United States requires approval by the Board of Trustees. All travel must be
approved in advance.
Former Board of Trustees Policy No. 604, number change only on June 5, 2012
Adopted by Board of Trustees: August 15, 1977
Amended: April 12, 1979; November 3, 1980; November , 1991; March 7, 1994 College Council
December 2, 2013
Page 39
REDWOODS COMMUNITY COLLEGE DISTRICT AP 7400
Administrative Procedure
Number Update only from Administrative Regulation No. 604.01
TRAVEL REIMBURSEMENT
Travel and Conference Expenses
Travel may be authorized for (1) the purpose of attendingto attend a conference, workshop, or
meeting, or (2) to perform other necessary services for the District. Employees may be directed
to attend relevant conventions, conferences, trainings, etc. at the District’s expense. At a
minimum for travel to be authorized, prior to booking/committing to any travel expense,
all of the following must be met:

The employee must complete and sign a Travel Advance/Reimbursement Form
indicating all known expenses and estimating all other expenses related to the travel
request;

The employee’s supervisor must sign and date the form indicating approval and
certifying budget availability; and

All additional requirements of this administrative procedure must be met.
Reimbursement of related expenses may not be made unless advance authorization has
been granted. Authorization is required from the employee's supervisor and appropriate
Senior Staff member. Travel requests must be submitted with conference schedules,
itineraries, and/or meeting schedules. Any travel outside the State of California requires
the approval by the President/Superintendent. Any travel outside the United States
requires the approval by the Board of Trustees.
Eligible Travel Expenses
The District will reimburse the reasonable and customary costs of necessary expenses for
District business. Expenses not required for District business and expenses in excess of the
least cost or most economical option shall not be claimed for reimbursement. Standard
rates are noted below for several categories.
Lodging – Rooms must be booked at the single occupancy rate or a split room rate only
when shared with another District employee. Employees shall request a discounted room
rate (government rate, state rate, etc.), if available.

On check-in, the employee shall present a completed Hotel/Motel Transient
Occupancy Tax Waiver (waiver) form. Waiver forms are available on the Business
Office website and the California Department of General Services website.
Acceptance of the waiver form by the hotel/motel is strictly voluntary, and
employees may lodge at a hotel/motel that does not accept the waiver form.

Amounts in excess of US Department of General Services (DGS) per diem
reimbursement rates by destination require itemized receipts. Amounts at DGS per
diem reimbursement rates by destination or less do not require receipts.
Reimbursements shall not exceed the US Department of General Services (DGS) per
diem reimbursement rates by destination, unless prior approval is obtained from
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the divisional senior administrator. Current DGS rates are available on their
website at: http://www.gsa.gov/portal/category/100120
Meals – Meal allowances are provided up to $36.00 per day based on a rate of 8.00 for
breakfast, $10.00 for lunch, and $18.00 for dinner. No reimbursement will be provided for
any meal that was included in a conference, workshop, or meeting fee, or provided by the
hotel/motel, including continental breakfast. Meal allowances on the initial day of travel
are payable if it was necessary to leave the work site, or residence on or before the
following times 7:00 a.m. for breakfast, 11:00 a.m. for lunch, and 5:00 p.m. for dinner.
Meal allowances on the day of return are payable if the return to the work site or
residence, exclusive of eating time, was on or after the following times 9:00 a.m. for
breakfast, 1:00 p.m. for lunch, and 7:00 p.m. for dinner.
Air Transportation
Tickets for air coach shall be purchased through a local travel agency, through on-line purchase,
or through the airline company at the most economical rate available. Transportation expense
shall be itemized on the Travel Expense form with the receipt attached. Unused, non-refundable
tickets should be returned to the Business Office for safekeeping.
Rental Vehicles
Rental vehicles shall be mid-sized cars or smaller, unless number of passengers or cargo dictates
a larger sized vehicle. Individuals, other than CR employees on District business, shall not be
transported in cars rented directly by the District or rented by a District credit card. Personal
vehicles (or vehicles rented in the employee’s name) shall be used if someone other than those
identified on the travel request is to accompany the employee. Reimbursement shall be made on
the most economical mode of transportation only as approved by the employee’s supervisor.
Travelers shall consider whether air or automobile provides the most economical means.
Mileage Reimbursement
Reimbursement may be granted for the use of a personal vehicle while performing services that
are necessary and are considered to be part of the job function. An Authorization for Use of
Personal Auto form must be completed and approved by the appropriate supervising
administrator. Requests for reimbursement must also be approved as a proper charge against the
District by the appropriate supervising administrator and Senior Staff Administrator.
When employees drive their own vehicles while on District business and are involved in an
accident, they are required by law to use their own liability policy for coverage. The District
liability policy would be used only after the employee's policy limits have been exceeded. The
District does not cover, nor is it responsible for, comprehensive and collision coverage to the
employee's vehicle. Vehicles shall be shared whenever possible. No reimbursements will be
paid for any mileage between an employee's work location and residence.
The reimbursement rate shall be the standard mileage rate as determined by the Internal Revenue
Service. Vehicle mileage reimbursement shall never exceed the cost of airfare to the same
destination(s).
Incidentals - Miscellaneous expenses such as telephone, postage, reproduction costs,
facsimile charges, minor supplies, and internet access. Laundry and valet expenses may be
allowable when an employee's absence from regular service extends beyond five nights.
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One "safe on arrival" phone call is also allowed. Amounts in excess of $5.00 per day
require itemized receipts. Amounts of $5.00 or less per day do not require receipts.
Conference, Workshop, and Meeting Fees
Upon presentation of appropriate documentation, including registration verification, actual costs
for registration and other fees will be paid by the District.
Airfare and Bag Fees - Tickets for air coach shall be purchased at the most economical rate
available. Transportation expense shall be itemized on the Travel Expense form with the
itemized receipt attached. Unused, non-refundable tickets must be reported on the Travel
Expense form with documentation attached.
Meal Allowance
Reimbursement for meals will be made following the submission of a Travel Expense Request
form to the Business Office. Meal receipts are not required. Meal allowances are not to exceed
$36.00 per day based on the following rates:
Breakfast - $8.00
Lunch - 10.00
Dinner - 18.00
No reimbursement will be provided for any meal that was included in a conference, workshop, or
meeting fee, or provided by the hotel/motel, including continental breakfast. Exceptions may be
made on a case by case basis by the Vice President, Business Services.
As a guideline, meal allowances on the initial day of travel are payable if it was necessary to
leave the work site, or residence on or before the following times:
Breakfast - 7:00 a.m.
Lunch - 11:00 a.m.
Dinner - 5:00 p.m.
Meal allowances on the day of return are payable if the return to the work site or residence,
exclusive of eating time, was on or after the following times:
Breakfast - 9:00 a.m.
Lunch - 1:00 p.m.
Dinner - 7:00 p.m.
Lodging

When overnight lodging is authorized, the District will reimburse the actual cost of a
reasonable and economical room at the single occupancy rate or a split room rate when
shared with a District employee. When an employee shares lodging facilities with a nondistrict person (e.g. spouse, children, friend, etc.), reimbursement to the employee is
limited to the single occupancy rate. The actual itemized receipt is required and must be
attached to the Travel Expense Request form. Discounted room rates must be requested
and rooms should be shared whenever possible.
Miscellaneous Expenses
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The District will reimburse the cost of miscellaneous necessary expenses such as postage,
reproduction costs, facsimile charges, minor supplies, parking fees, bridge tolls, and
transportation such as taxi fare, bus fare, commuter train, or vehicle rental (allowed only when
approval is granted prior to attending the conference). Laundry and valet expenses may be
allowable when an employee's absence from regular service extends beyond five nights.
Reimbursement for telephone expenses will be allowed only if incurred in conducting college
business. One "safe on arrival" call is also allowed. Rental Car and Fuel - Rental vehicles shall
be mid-sized cars or smaller, unless the number of passengers or cargo dictates a larger
sized vehicle. Vehicles shall be rented from the District’s approved vendor, and another
vendor may only be used if the approved vendor is unable to provide the necessary
transportation or does not serve the area. Rental car fees in excess of $30.00 per day
require receipts. Rental car fees of $30.00 or less per day do not require receipts. Fuel
charges for rental cars in excess of US Department of General Services (DGS) rate of $0.23
per mile require receipts. Fuel charges for rental cars of less than the DGS rate per mile
do not require receipts. Current DGS Privately Owned Vehicle (POV) Mileage
Reimbursement Rates are available on their website at:
http://www.gsa.gov/portal/content/100715 The rate for fuel is the “Modes of
Transportation: If Government-owned automobile is available” rate, currently $0.23/mile.
Taxi, Tolls, Shuttle, Parking – Includes taxi fares, bridge tolls, parking fees, airport shuttle,
hotel-bus fares, streetcar, local rapid transit and transportation such as bus fare, ferry, or
commuter train. Amounts in excess of $15.00 per day require itemized receipts. Amounts
of $15.00 or less per day do not require receipts.
Private Car Use – Prior to commencing travel, an Authorization for Use of Personal Auto
form must be completed and approved by the appropriate supervising administrator.
When employees drive their own vehicles while on District business and are involved in an
accident, they are required by law to use their own liability policy for coverage. The
District liability policy would be used only after the employee's policy limits have been
exceeded. The District does not cover, nor is it responsible for, comprehensive and collision
coverage to the employee's vehicle. Vehicles shall be shared whenever possible. No
reimbursements will be paid for any mileage between an employee's work location and
residence. The reimbursement rate shall be not more than the standard mileage rate as
determined by the Internal Revenue Service.
Registration Fee – Fees for conferences, workshops, and meetings. All conferences,
workshops, and meetings require an agenda, except for Chancellor’s Office and statewide
meetings. All registration fees require itemized receipts.
Other Business Expense – Eligible expenses that do not fall into any of the categories
above. Other business expenses always require itemized receipts.
Prohibited Expenses - Reimbursements will not be made for expenses not necessary for the
conduct of District business or amounts in excess of usual and customary levels, including
but not limited to tips;, personal telephone calls beyond one “safe on arrival” call;,
entertainment expense;, radio, television or movie rentals;, transportation to or from places of
entertainment and similar facilities;, conference-arranged leisure tours or personal side trip
expenses;, individual membership dues or fees;, the cost of alcoholic beverages;, cost of hair
care, shoe shines;, and traffic or parking citations.
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December 2, 2013
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Travel Expense Reimbursement
Pre-Trip Travel Authorization - To be eligible for reimbursement, all requests for travel
must be made by completing a Travel Advance/Reimbursement Form available on the
Business Office website and obtaining authorization at least fourteen (14) days in advance
from the employee's supervisor and appropriate senior administrator prior to
booking/committing to any travel expense. Travel requests must be submitted with
conference schedules, itineraries, and/or meeting schedules, as required. Travel outside the
State of California requires approval by the President/Superintendent. Travel outside the
United States requires approval by the President/Superintendent and the Board, and it
may take longer than 14 days to obtain such approval. Expenses shall only be approved
and reimbursed at the most economical mode of travel which in no case shall exceed the
cost of airfare to the same destination(s). Reimbursement shall not exceed the limits
described in this administrative procedure.
Travel Advance Payment - Requests for an advance to cover the anticipated cost of travel
shall be submitted on the Travel Advance/Reimbursement form at least fourteen (14)
calendar days in advance. Each individual shall receive a separate advance to cover only
that person's anticipated expenses.

Standard Option: The travel advance must be cleared within fourteen (14) calendar
days of returning from the trip. To clear the advance account, each person to whom
an advance has been granted shall submit a Travel Advance/Reimbursement
Request form. The form shall itemize all expenses actually incurred and for items
over the “no receipt limit”, itemized receipts shall be attached. Failure to submit a
timely claim form or the required receipts will be cause for the Business Office to
deduct the appropriate amount from the employee's paycheck.

Express Option: If a travel advance was paid, and no additional receipts are
required because all items on the travel advance were within the “no receipt limits”
and/or all necessary receipts were attached to the travel advance request, then no
Post-Travel Expense Report shall be required.
Post-Travel Expense Report – For the Standard Option travel advance or when no travel
advance was requested, within fourteen (14) calendar days after the end of the trip, a
Travel Advance/Reimbursement Form must be completed with receipts attached as
appropriate and submitted to the employee’s supervisor for review and approval. Whether
or not a receipt is presented, an expense may be rejected by the Business Office if the
requirements of this administrative procedure were not complied with.
Receipts are required for all reimbursements (except meals) and shall accompany the Travel
Expense Request form. Exceptions for which receipts are unavailable are subject to the approval
of the Vice President, Business Services. Reimbursements will not be made for tips; personal
telephone calls; entertainment expense; radio, television or movie rentals; transportation to or
from places of entertainment and similar facilities; conference-arranged leisure tours or personal
side trip expenses; individual membership dues or fees; the cost of alcoholic beverages; cost of
hair care, shoe shines; and traffic or parking citations.

Mileage and Travel Expense Claims
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
All claims for reimbursement must be submitted within fourteen (14) days after the end
of the trip. Expense claims are to include all costs associated with the trip including
prepaid expenses.
Other Travel Procedures
Reduced Reimbursements – The employee may request reimbursements that are less than
described in this administrative procedure by noting the lesser amount requested on the
Travel Advance/Reimbursement Form. No employee shall be required to request a
reduced reimbursement as a condition of employment.
Categorical, Grant, or Other Agency Funded Travel Travel expenses, which are paid or reimbursed by other than District unrestricted funding
sources, may be reimbursed at the rates established and required by the donor, if different than
from this administrative procedureregulation.
Travel Advances
Requests for an advance to cover the anticipated cost of travel shall be submitted on the
Travel/Advance Request form at least fourteen (14) days in advance. Each individual shall
receive a separate advance to cover only that person's anticipated expenses. To clear the advance
account, each person to whom an advance has been granted shall, within fourteen (14) days after
returning from the trip, submit a Travel Expense Request form itemizing all expenses actually
incurred. Failure to submit a timely claim form or the required receipts will be cause for the
Business Office to deduct the appropriate amount from the employee's paycheck.
Reduced Reimbursements Due to Budget Constraints
The reimbursement policy described herein may be reduced by prior mutual agreement between
the employee and the supervising administrator, if the District travel budgets are insufficient to
pay for all of the costs.
Payment for Non-employees Non-employees, such as community members serving on advisory committees, may be
authorized to perform travel and incur expenses as representatives of the Governing Board. Any
expenses incurred as a result of non-employee travel shall be explicitly approved by the
President/Superintendent prior to the expenses being incurred and reimbursements shall not
exceedfollow thisose described in policyadministrative procedure.
Board of Trustees Travel Board of Trustees members' travel shall be subject to the same conditions as employee travel.
Any case of suspected abuse or misuse of District travel expense accounts must be reported
to the Chief Business Officer.
Exceptions
The President/Superintendent may authorize exceptions to this administrative procedure.

The Chief Business Officer may authorize exceptions to this administrative
procedure and shall be required to approve all exceptions for any missing required
receipt. To request approval for a missing required receipt, the employee shall
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complete, sign, and date a statement explaining the expense and any extenuating
circumstances.
Former Administrative Regulation No. 604.01, number change only on June 5, 2012
Adopted by Board of Trustees: 9/17/79
Revised: 11/3/80; 10/1/90; 3/7/94; 10/20/00; 11/4/03