AGENDA ITEM BACKGROUND TO: GOVERNING BOARD DATE FROM: PRESIDENT October 3, 2011 SUBJECT: Board Policy Revisions: Office of the President, Second Reading REASON FOR BOARD CONSIDERATION ITEM NUMBER Action ENCLOSURE(S) Page 1 of 7 D.2 Background: The District is in the process of revising Board Policies utilizing the California Community College League’s model policies as applicable. Attached are revisions to some of the Board Policies in the Office of the President as listed below: Board Policy BP 1060 - Election of Student Member BP 1070 - Board Vacancies BP 1080 - Board Member Travel BP 1100 - Officers of the Board and Duties of the Officers Action Update to reflect League Language Update to reflect League Language Update to reflect League Language Update to reflect League Language Board policies are presented as a second reading for Governing Board review for approval. Administrator Initiating Item: Brian King Academic and Professional Matter If yes, Faculty Senate Agreement Senate President Signature Yes No Yes No Final Disposition Approved Chapter One: Bylaws of the Governing Board BP 1060 Election of Student Member (League BP 2105) In accordance with the requirements of Education Code Section 72023.5 the Cabrillo College Governing Board shall include in its membership one (1) non-voting student. Such member shall be chosen by currently enrolled students at the annual spring student elections, the results of which shall be made public no later than May 31 of each academic year., so that the office is filled by June 1. The student member so elected shall be a resident of the Cabrillo College District and a currently-enrolled student of the District. Upon election, the student member shall also become a qualified member of the Student Senate. The member shall maintain all qualifications as set forth in the Associated Students of Cabrillo College (A.S.C.C.) Constitution, revised. The student member shall be seated with the members of the Governing Board and shall be recognized as an actively participating member of the Board at its regular and special meetings including receiving all materials presented to the Board members and participating in the questioning of witnesses and the discussion of issues, except that the student member shall not have the right or be afforded the opportunity to attend executive sessions. The student member may make and second motions pursuant to Education Code Section 72023.57. The student member shall have a vote in open session which is advisory in nature, however this vote shall not be included in determining the vote required to carry any measure before the Board. The term of the student member shall be one year, commencing on July 1 of each year. In the event of a tie vote in the annual student election, the winner shall be determined by lot consistent with the procedure for at-large regular voting board members, as described in Board Policy 1040. In the event the student member is unable to fill out his/her term of office, the Student Senate shall nominate one or more of its members to fill out the remaining term of office, and such nomination is subject to ratification by the Governing Board. A vacancy shall also occur if the student Board member misses three (3) consecutive Board meetings without authorization by the Board Chair. The student member shall be subject to recall upon presentation of a petition signed by the students of the District equal in number to at least 20 percent of the Cabrillo Community College District as of the time of filing the petition for verification of signatures. Legal Reference: Education Code Sections 72023 and 72103 .5 - 72023.7; Elections Code Sections _____________________________________________________________________________________________ BP 1060 Page 1 of 1 Student Member of the Governing Board 27211 and 27344; and (Also see A.S.C.C. Constitution). Adopted: February 1, 1988 Revised: December 5, 1988 Revised: October 3, 2011 _____________________________________________________________________________________________ BP 1060 Page 1 of 2 Student Member of the Governing Board Chapter One: Bylaws of the Governing Board BP 1070 Board Vacancies (League BP 2110) Vacancies on the Board may be caused by any of the events specified in Government Code Section 1770 or any applicable provision in the Elections Code, or by a failure to elect. Resignations from the Board shall be governed by Education Code Section 5090. Vacancies on the Board are filled in accordance with the Education Code Sections 5090, 5091, 5092, and Government Code Section 1170. A vacancy in the student Board member’s seat shall be filled by the Governing Board upon the Student Senate’s recommendation of a qualified student. A vacancy exists in the student Board position when the student Board member resigns from the Board or because of a successful recall (See BP 1060). A vacancy shall also occur if the student Board member misses three (3) consecutive Board meetings without authorization by the Board Chair. Within 60 days of the vacancy or filing of a deferred resignation, the Board shall either order an election or make a provisional appointment to fill the vacancy. If an election is ordered, it shall be held on the next regular election date not less than 130 days after the occurrence of the vacancy. If a provisional appointment is made, it shall be subject to the conditions in Education Code Section 5091. The person appointed to the position shall hold office only until the next regularly scheduled election for district governing board members, when the election shall be held to fill the vacancy for the remainder of the unexpired term. The provisional appointment will be made by a majority public vote of the Board members at a public meeting. Legal Reference: Education Code Sections 5090 et seq., 5091 and 5092; and Government Code Section 1770 1170. Adopted: February 1, 1988 Revised: October 3, 2011 _____________________________________________________________________________________________ BP 1070 Page 1 of 1 Board Vacancies Chapter One: Bylaws of the Governing Board BP 1080 Remuneration, Payment of Expenses, and Benefits Board Member Travel (League BP 2735) Members of the Board shall have travel expenses paid whenever they travel as representatives of and perform services directed by the Board. Elected Regular voting Board members’ expenses incurred in carrying out the duties and responsibilities of the Board may be paid by the District. Approval by the Board Chair or the Superintendent/President is necessary for all such expenditures. Board members are not reimbursed for traveling to or attending Board meetings. Legal Reference: Education Code Sections 72233, 72423 and 72425. Adopted: February 1, 1988 Revised: October 3, 2011 _____________________________________________________________________________________________ BP 1080 Page 1 of 1 Board Member Travel Chapter One: Bylaws of the Governing Board BP 1100 Officers of the Board and Duties of the Officers (League BP 2210) At the annual organizational meeting, the Board shall elect from among its members a President of the Board, Vice Chair and Clerk. The officers elected by members of the Board are as follows: 1. Chair 2. Vice Chair 3. Clerk 4. Secretary The duties of the Chair, Vice Chair, Clerk and Secretary are as follows: Chair 1. To preside at meetings of the Board. 2. To appoint or provide for the election of all committees. 3. To call special meetings as required. 4. To perform such other duties as may be prescribed by law or by action of the Board. 5. To sign legal documents except those specifically authorized by the Board to be signed by an officer, agent, or employee of the District. 6. Communicate with individual Board members about their responsibilities. 7. Participate in the orientation process for new Board members. 8. Assure Board compliance with policies on board education, self-evaluation and CEO evaluation. 9. Represent the Board at official events or ensure board representation. The Chair has the right to vote on all issues and to participate in the discussions. (Note: This is an exception to Robert’s Rules of Order.) Vice Chair 1. To perform in the absence of the Chair. 2. To attest the signature of the Chair or other members of the Board on all other documents of the District when an attest is a legal requirement. 3. To certify copies of records of the District as required. Clerk 1. Sign all official documents in the absence of secretary. _____________________________________________________________________________________________ BP 1100 Page 1 of 1 Officers of the Board and Duties of the Officers 2. Attest to the signature of the Chair or other members of the Board on all documents of the District when an attest is a legal requirement. The duties of the Secretary are as follows: Secretary 1. To notify members of the Board of all regular, special and adjourned meetings. 2. To attend all Board meetings or to appoint a designee. 3. To furnish Board members with an agenda of principal items of business, including backup material, and to furnish an agenda which may include back-up material to others as determined by the Superintendent/President in advance of Board meetings. 4. To cause to be recorded the minutes of the meetings of the Board and, if possible, to transmit a copy of the minutes of the previous meeting to each member of the Board before each ensuing meeting. 5. To have charge of all records, proceedings, and documents of the Board. 6. To file and post copies of financial and other reports as required by law. 7. To conduct under the direction of the Board the official correspondence of the Board. 8. To sign and execute all employee contracts, inter-district agreements, and any other official documents authorized by the Board. Legal Reference: Education Code Sections 72025, 72410, 72413, 72400, 72200 and 72233.72000 Adopted: February 1, 1988 Revised: October 3, 2011 _____________________________________________________________________________________________ BP 1100 Page 1 of 2 Officers of the Board and Duties of the Officers