Chapter Five: Board Policies

Number: 5.010 Legal Authority: RCW 28B.50.100
Title: Emeritus, President Implementation Date: 9-8-2016
Contact: Board of Trustees Revisions:  


Emeritus is a designated honorary status intended to recognize the distinguished contributions of a retiring or retired Centralia College President. Emeritus status shall not entitle the holder to any remuneration, formal associated responsibilities, or compensation other than what is provided for in this procedure.

Requirements

  • Any retiring or retired President with a long-term record of service as President of Centralia College may be eligible for emeritus status.
  • Long-term record of commitment to the College.
  • Long-term record of commitment to the community.
  • Long-term record of professional excellence.


Nomination and Approval
A member of the Centralia College Board of Trustees may submit a nomination naming a retiring or retired Centralia College President to become President Emeritus. A motion shall be made and approved by a majority vote of the Centralia College Board of Trustees to grant emeritus status. The Board of Trustees retains the authority to withdraw a President Emeritus title at its discretion as it deems necessary and appropriate.

Rights and Privileges

  • The awarding of emeritus status means the individuals name and title, followed by emeritus distinction will be placed in the college catalog and other publications as appropriate.
  • The individual may use the title "President Emeritus" in community and professional activities.
  • The individual will receive invitations to college receptions and similar events including commencement.
Number: 5.020 Legal Authority: RCW 28B.50.100
Title: Emeritus Status Implementation Date: 12-7-2016
Contact: President Revisions:  


Emeritus is a designated honorary status intended to recognize the distinguished contributions of a retiring or retired Centralia College employee. Emeritus status shall not entitle the holder to any remuneration, formal associated responsibilities, or compensation other than what is provided for in this procedure. Emeritus status does not take effect until after an employee has retired.

Criteria

  • Any retiring or retired faculty member, administrative officer (i.e. Vice President, Dean, Director), or Classified staff member with a long-term record of employment service with Centralia College may be eligible for emeritus status.
  • Record of commitment to the College.
  • Record of commitment to community.
  • Record of professional excellence.


Nomination and Approval In spring of each year, Human Resources will send out a notification to all College employees of the process and timeline for emeritus nominations including a nomination form. Emeritus nominations shall be submitted to the Human Resources office. An emeritus committee consisting of two faculty members, two admin/exempt employees, and two classified employees will meet and review the recommendations and finalize a written recommendation to the President. The President's Office will coordinate and communicate emeritus decisions.

Rights and Privileges

  • The awarding of emeritus status means the individuals name and title, followed by emeritus distinction will be placed in the college catalog and other publications as appropriate.
  • The individual may use the title "Emeritus" in community and professional activities.
  • The individual will receive invitations to college receptions and similar events including commencement.
Number: 5.025 Legal Authority: RCW 28B.50.100
Title: Executive Limitations Implementation Date: 9-21-2000
Contact: Board of Trustees Revisions: 2-18-2016

 

Executive Limitations Statements

BOARD POLICY EL-1:  GENERAL STATEMENT

POLICY PROHIBITION:   The president shall not allow within the college any practice, activity, decision, or situation that is either unlawful, imprudent, a violation of commonly accepted business or professional ethics, or is contrary to the provisions set forth in State Board for Community and Technical Colleges policy, Office of Financial Management policy, any executive order of the Governor of the state of Washington, or Centralia College board of trustee’s policy.  The president shall not allow any action, inaction, activity, or practice that places the college in jeopardy of losing its accreditation from the Northwest Commission on Colleges and Universities.

BOARD POLICY EL-2, Items 1, 2, 3, 4, 5, 6, 7, 8, 9, 10: TREATMENT OF PEOPLE

The president shall not treat students, staff, volunteers, or the communityin a manner that is inhumane, unfair or arbitrary.  The president shall not communicate in an undignified, intimidating, angry or threatening manner, lacking in civility, collegiality or professionalism. According the president shall not:  

  1. POLICY PROHIBITION: The president shall not operate without procedures that clarify student, staff, volunteers, and visitor rule, provide for effective handling of grievances, and protect against wrongful conditions.
  2. POLICY PROHIBITION: The president shall not discriminate against anyone for expressing ethical dissent.
  3. POLICY PROHIBITION:Withhold a due process procedure from students, staff, volunteers, and visitors.
  4. POLICY PROHIBITION: The president shall not prevent any member of the community, staff, student, or volunteer, after having exhausted all internal grievance or complaint procedures, from addressing the board about alleged non-compliance with board policy.
  5. 5. POLICY PROHIBITION: Fail to acquaint students, staff, volunteers, and community members of their rights and responsibilities.
  6. POLICY PROHIBITION:  The president shall not fail to take prompt and appropriate action when the president becomes aware of any violation of federal or state laws rules or regulations, State Board for Community and Technical College’s policies, Office of Financial management Policy, governor’s executive order, or violation of board policy.
  7. POLICY PROHIBITION: The president shall not interact with community members or external stakeholders in a manner that creates ill will toward the college.
  8. POLICY PROHIBITION: The president shall not fail to protect the academic freedom of the institution, its faculty, and its students.
  9. 9.POLICY PROHIBITION:  Fail to promulgate rules and provide for sanctionsthat provide a civil and non-disruptive learning environment.
  1. POLICY PROHIBITION: The president shall not manage the college in an authoritarian manner and shall not fail to exercise and model inclusive and collaborative leadership at all levels.

BOARD POLICY EL 3:  COMPENSATION AND BENEFITS

POLICY PROHIBITION:  The president shall not allow any policy, procedure, or practice concerning compensation and benefits to employees, consultants, or contract workers that jeopardizes the fiscal integrity or public image of the college, or that is contrary to the State Ethics Board.

BOARD POLICY EL-4:  Budgeting/forecasting

Executive Limitation 4:

GLOBAL POLICY PROHIBITION:  Budgeting for any fiscal year, or the remaining part of any fiscal year, shall not deviate materially from Board Ends priorities, risk fiscal jeopardy, or be unrealistic in projections of income and expenses.  Accordingly the president shall not:

1.POLICY PROHIBITION:  Develop a budget without information to enable accurate projection of revenues and expenses, separation of capitol and operational items, cash flow, and disclosure of planning assumptions.

  1. POLICY PROHIBITION: Plan the expenditure in any fiscal year of more funds than are conservatively projected to be received during that year plus any carryover funds from the previous years.
  2. POLICY PROHIBITION: Develop a budget that does not provide the annual operating for board prerogatives, such as costs of fiscal audit, board development and training, staffing, board travel, and board professional fees.
  3. POLICY PROHIBITION: Develop a budget that does not provide opportunities for information and feedback from administration, faculty, staff, and students.

BOARD POLICY EL-5:  Budgeting/forecasting

Executive Limitation 5

GLOBAL POLICY PROHIBITION:  The president shall not cause or allow the development of fiscal jeopardy or a material deviation from board-approved priorities as established in Board Ends policies. Accordingly, the president shall not: 

POLICY PROHIBITION:  Expend more funds than have been budgeted in the fiscal year.

BOARD POLICY EL-6:  Budgeting/forecasting

Executive Limitation 6:

GLOBAL POLICY PROHIBITION: 

The president shall not allow assets to be unprotected, in adequately maintained, or unnecessarily risked.  Accordingly, the president shall not:

  1. POLICY PROHIBITION: Fail to provide reasonable precautions against theft, misappropriation, conversions, and casualty.

2.POLICY PROHIBITION:   Fail to establish disaster and emergency management plans.

  1. POLICY PROHIBITION: Permit plant and equipment to be subjected to improper wear and tear of inadequate maintenance.
  2. POLICY PROHIBITION: Unnecessarily expose the college, the board, or staff to claims of liability.
  3. POLICY PROHIBITION: Receive, process, or disburse funds under controls that are not sufficient to meet auditor’s standards.
  4. POLICY PROHIBITION: Invest funds in accounts or investments not permitted by Washington state law.
  5. POLICY PROHIBITION: Acquire, encumber or dispose of real property outside of the boundaries of the approved facility master plan.
  6. POLICY PROHIBITION: Fail to protect property, information, and files from loss, damage or misuse.
  7. POLICY PROHIBITION: Approve the Facility Master Plan.

BOARD POLICY EL 7:  COMMUNICATION AND COUNSEL TO THE BOARD

 The president shall not permit the board to be inadequately informed.

  1. POLICY PROHIBITION: The president shall not neglect to submit monitoring data required by the board (see Board-Staff Linkage Policy:  Monitoring Executive Performance) in a timely, accurate, and understandable fashion, directly addressing provisions of the board policiesand these executive limitations being monitored.
  2. POLICY PROHIBITION: The president shall not fail to make the board aware in a timely manner of trends relevant to Ends Policies, anyanticipated potentially adverse media coverage before it is printed or broadcast, actual or anticipated legal actions, or material external and internal changes particularly changes in the assumptions upon which any board policy has been established and resignations or reassignments of faculty and staff.
  3. POLICY PROHIBITION: The president shall not fail to advise the board if, in the president’s opinion, the board is not in compliance with its Governance Process Policies or Board-Staff linkage Policies, particularly in the case of board behaviors that is detrimental to the working relationship between the board and the president.
  4. POLICY PROHIBITION: The president shall not present information in unnecessarily complex form or length or that is knowinglyfalse,inaccurate, misleading or incomplete.
  5. POLICY PROHIBITION: The president shall not fail to provide a mechanism for official board communication.
  6. POLICY PROHIBITION: The president shall not fail to deal with the board as a whole except when responding to officers or committees duly charged by the board.
  7. POLICY PROHIBITION: The president shall not fail to report promptly an actual, or anticipated, non-compliance with any policy of the board.
  8. POLICY PROHIBITION: The president shall not state or imply to any person that an action taken is directed by the board unless the board has voted to take such action.
  9. POLICY PROHIBITION: The president shall not attempt to utilize board executive sessions to deal with issues not allowed by the state open public meetings act.
  10. POLICY PROHIBITION: The president shall not prohibit the executive team, deans, faculty or staff from communicating socially with members of the board, but may request them to advise him or her of any matters discussed concerning any substantial issues affecting the administration or operations of the college.

BOARD POLICY EL 8:   EMERGENCY EXECUTIVE SUCCESSION

POLICY PROHIBITION:     To protect the board from sudden loss of presidential services, the president shall not have fewer than two other executives familiar with board and presidential issues and processes.

BOARD POLICY EL 9:   NAMING OF FACILITIES

POLICY PROHIBITION:   The president shall not name, remove the name from, nor rename college buildings, auditoriums, classrooms, laboratories, halls, wings, foyers, centers of activity, or major land areas.  The board delegates all other naming opportunities to the college president, provided the president consults with the board before acting.

BOARD POLICY EL 10:    TENURE

The board of trustees reserves the authority to grant or deny tenure, and to issue a final order for dismissal of tenured faculty. In addition, the board of trustees reserves the authority to renew or not renew contracts for probationary faculty and to issue a final order to dismiss probationary faculty for cause.

  1. POLICY PROHIBITION: The president shall not grant, or deny, tenure.
  2. POLICY PROHIBITION: The president shall not issue the final order to dismiss tenured faculty.
  3. POLICY PROHIBITION:  The president shall not renew or non-renew contracts for probationary faculty.
  4. POLICY PROHIBITION:    The president shall not issue the final order to dismiss probationary faculty.

POLICY
Board-College Linkage Policy R.C.W. 28B.50.140 (12) states: "The board, upon recommendation of the faculty, may also confer honorary associate of arts degrees, or if it is authorized to award baccalaureate degrees may confer honorary bachelor of applied science degrees, upon persons other than graduates of the community college, in recognition of their learning or devotion to education, literature, art, or science. No degree may be conferred in consideration of the payment of money or the donation of any kind of property" The Board of Trustees reserves and retains sole authority and discretion in the awarding of honorary degrees subject to the specific conditions and limitations set forth in R.C.W. 28B.50.140 (12) above.

PROCEDURE: The following procedure shall be followed:

  1. Nominations for an honorary degree may originate from the Board, President, Administration, Faculty, Staff or Students or from the community at large and should be sent to the Vice President - Instructions office before April 15th in the year the degree is sought to be awarded.
  2. An Honorary Degree Committee made up of the Department Chairs and the Vice President Instruction as an Ex Officio member, will meet and review any nomination that has been submitted and seek input from the faculty as required by statute.
  3. The Honorary Degree Committee may consider the following examples of when an Honorary Degree may be merited.
  4. An exceptional student who has died before completing their degree.
  5. A civic leader who has made an extensive contribution to the college through their actions in volunteering, mentoring or other endeavors but not "the payment of money or the donation of any kind of property".
  6. A person who has made a substantial contribution to "education, literature, art or science".
  7. A person who has contributed substantially to the quality of life and learning of the students of the college.
  8. In rare cases a person who, as a living example of leadership or community service, represented the core values of the college over an extensive period of time.
  9. The Honorary Degree Committee will forward their recommendation along with all written comments from the faculty to the President to be delivered to the Board of Trustees.
  10. Honorary degrees will generally be conferred at Commencement, and may be awarded posthumously or in absentia. Few, if any, honorary degrees should be granted in any one year.
  11. The Board of Trustees shall consider the recommendations of the Honorary Degree Committee and the submitted comments and any other factors they deem appropriate and then, in their sole discretion and by their vote, authorize the granting of such honorary degrees as they decide are truly merited.
  12. The President shall then notify the recipient, and arrange for their opportunity to be present and suitably attired to receive the degree. In the case of a deceased recipient, a designee shall be determined by the Board (e.g. a member of the recipient's family, spouse, partner or friend), to receive the degree on the recipient's behalf.


[Approved & Adopted: Joanne Schwartz, Chair of the Centralia College Board of Trustees and President Robert Frost 11/12/15]

Number: 5.035 Legal Authority: RCW 28B.50.100
Title: Mission, Vision and Values policy Implementation Date: 9-13-2018
Contact: Board of Trustees Revisions: 5-9-2019

 

POLICY

The Board of Trustees expects that Centralia College will be a mission-focused institution and that, while the overall work of the college is very broad, particular attention will be paid to the key mission focus areas as described below. The mission statement serves as the foundation of the college’s policy governance structure and articulates the institution’s purpose and commitment to student learning and achievement. The mission statement reflects the ways in which the college gives focus and direction to its values and works to fulfill its vision.

Mission Statement

Centralia College is committed to student success, academic excellence, and supporting our community in an inclusive and equitable learning environment.

Values Statement

At Centralia College we value:

  • Student success
  • Quality education and services
  • Equity and inclusion
  • Our diverse communities
  • Stewardship and sustainability

Vision Statement

Centralia College strives to be a responsive educational leader for our community. 

Mission Focus Areas

The Board of Trustees expects that the college will monitor progress toward fulfillment of its mission on an annual basis, as described in the Mission Fulfillment Policy. The annual monitoring process will address the following Mission Focus Areas: 

  • Student Success:Centralia College students will progress, persist, and complete their educational endeavors.
  • Academic Excellence:Centralia College students will accomplish well-defined educational and program goals relevant to future success.
  • Supporting Community: Centralia College will engage our communities in educational, recreational, and cultural opportunities while demonstrating equity, stewardship, and sustainability. 
The Board of Trustees directs the president and college personnel to monitor and report on performance data related to these mission focus areas on an annual basis
Number: 5.040 Legal Authority: RCW 28B.50.100, EL-9
Title: Naming of Facilities Implementation Date: 9-21-2000
Contact: President Revisions: 8-19-2014

 

POLICY 
The Board of Trustees shall approve names of College facilities or buildings.

Number: 5.050 Legal Authority: RCW 28B.50.100
Title: Policy Review Implementation Date: 10-11-2018
Contact: Board of Trustees Revisions:  

 

The Board of Trustees expects that Centralia College will be governed by clear and published policies and procedures. To that end, the Board outlines the following guidelines for the creation, review, and elimination of college policy and procedures.

  • The Board will establish and regularly review Board Policies; these policies should direct the president and college personnel with regard to the general expectations for the operation of the college.
  • The college will establish and regularly review Administrative Policies to outline official rules and practices. These procedures may apply to college employees, students, or members of the public conducting business with the college.

Governance Policies

Number:
GP-1
Legal Authority:
RCW 28B.50.100
Title:
Governance Commitment
Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions:  

 

The purpose of the board of trustees, on behalf of the citizens of Lewis and South Thurston Counties of the State of Washington, is to see to it that Centralia College, Community College District Twelve:

  • Achieves appropriate results for appropriate persons at an appropriate cost, and
  • Avoids unacceptable actions and situations.
Number:
GP-2
Legal Authority:
RCW 28B.50.100
Title:
Governance Commitment
Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions:  

 

The board of trustees shall govern Centralia College in accordance with the United States and Washington State Constitutions, and the Community and Technical College Act of the State of Washington. The board shall always act in the best interest of the college and the community as a whole. The board commits itself to excellence in the performance of its duties.

Number:
GP-3
Legal Authority:
RCW 28B.50.100
Title:
Governing Style
Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions:  

 

The board shall govern with an emphasis on outward vision rather than an internal preoccupation. It shall provide strategic leadership more than administrative detail. It shall encourage a diversity of viewpoints and focus on the future rather than the past or present. It shall make a clear distinction between board and presidential roles. The board shall make collective rather than individual decisions and shall be proactive rather than reactive. 

Accordingly, the board shall:

  • Deliberate in many voices, but govern in one.
  • Be responsible for excellence in governance and policy initiative.
  • Direct, control, and inspire the college through careful establishment of broad written policies reflecting the board’s values and perspectives. The board’s major policy focus will be on the intended long-term impacts outside the college, not on the administrative or programmatic means for attaining those effects.
  • Enforce upon itself whatever discipline is needed to govern with excellence. Discipline will apply to matters such as attendance, preparation for meetings, policy making principles, respect of roles, and ensuring the continuity of governance capability.
  • Monitor and discuss the board’s process and performance at least annually. Self- monitoring will include comparison of board activity and discipline to policies in the Governance Process and Board-Staff Linkage categories.
  • Continual board development shall include, but not be limited to, orientation of new members to the board’s governance process, periodic board discussion of process improvement, and attendance at state and national trustee conferences.

Develop policy in the context of college and community needs. The board shall use environmental scanning to ensure continued awareness of changing needs.

Number:
GP-4
Legal Authority:
RCW 28B.50.100
Title: Board Job Description Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions:  

 

The job of the board is to represent the citizens of Lewis and South Thurston counties in determining and demanding appropriate organizational performance. To distinguish the board’s own unique job from the jobs of its staff, the board shall concentrate its efforts on the following job products:

  • The link between the college and the citizens of Lewis and South Thurston counties.
  • Written governance policies that, at the broadest levels, address:
  • Ends: Organizational products, impacts, benefits, outcomes, recipients, and their relative worth (what goods, for which needs, at what cost).
  • Executive Limitations: Constraints on executive authority that establish the prudence and ethics boundaries within which all executive activity and decisions must take place.
  • Governance Process: Specification of how the board convenes, carries out, and monitors its own task.
  • Board-Staff Linkage: How power is delegated and its proper use monitored; the president’s role, authority and accountability.
  • The assurance of the president’s performance related to the policies in paragraphs above.

A link between the board and college foundation board for maintaining communication and providing coordination between the boards

Number:
GP-5
Legal Authority:
RCW 28B.50.100
Title: Chair's Role Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions:  

 

The chair ensures the integrity of the board’s process and, secondarily, occasionally represents the board to outside parties. The chair is the only board member authorized to speak for the board (beyond simply reporting board decisions), other than board- authorized instances.

  • The job result of the chair is that the board behaves consistently with its own rules and those legitimately imposed upon it from outside the college.
  • Meeting content shall focus on those issues that, according to board policy, clearly belong to the board to decide or examine, not the president.
  • Deliberation will be fair, open, and thorough, but also efficient, timely, orderly, and kept to the point.
  • The authority of the chair consists of making decisions that fall within the topics covered by board policies on Governance Process and Board-Staff Linkage, except where the board specifically delegates portions of this authority to others. The chair is authorized to use any reasonable interpretation of the provisions in these policies.
  • The chair is empowered to chair board meetings with all the commonly accepted power of that position, i.e., ruling, recognizing, and agenda-setting.
  • The chair has no authority to make decisions about policies created by the board within Ends and Executive Limitations policy areas. Therefore, the chair has no authority to supervise or direct the president.
  • The chair may represent the board to outside parties in announcing board- stated positions and in stating chair decisions and interpretations within the area delegated to him or her.
  • The chair may delegate authority, but remains accountable for its use.

In the absence of the chair, the vice chair shall assume the responsibilities of the chair.

Number:
GP-6
Legal Authority:
RCW 28B.50.100
Title:
Board Committees
Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions:  

 

Board committees, when used, shall operate to minimally interfere with the wholeness of the board’s job and never to interfere with delegation of authority from the board to the president. Committees will be used sparingly.

Number:
GP-7
Legal Authority:
RCW 28B.50.100
Title:
Planning & Agenda
Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions:  

 

To achieve consistent, high quality, board policy-making with a governance style consistent with current board governance process policies, the board shall follow an annual agenda that:

  • Completes a re-exploration of ends policies annually, and
  • Continually improves its performance through attention to board education and enriched communication, feedback, and deliberation.

Accordingly, the board shall hold an annual planning retreat to prepare the annual agenda.

Number:
GP-8
Legal Authority:
RCW 28B.50.100
Title:
Board Evaluations
Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions:  

 

The board of trustees shall conduct an annual self-evaluation.

Number:
GP-9
Legal Authority:
RCW 28B.50.100; RCW 42.30; RCW 42.52
Title:
Board Members' Code of Ethics
Implementation Date: 9-21-2000
Contact:
Board of Trustees
Revisions: 11-9-2017 

 

The Centralia College Board of Trustees is committed to demonstrating ethical and lawful conduct in the execution of its duties. Each Trustee will adhere to appropriate ethical standards; in addition, the Board makes clear its expectation that the administration and employees of Centralia College act in an ethical and lawful manner in representing the college and completing their daily work.

  • In fulfilling their official duties, Board members must keep the interests of the college and the fulfillment of its mission as the top priority.
  • Board members must avoid any conflict of interest with respect to their fiduciary or policy-making responsibilities; if a Board member has an unavoidable conflict of interest on a specific issue that comes before the Board, that member will recuse himself or herself from both the deliberations and any vote or Board action on that issue.
  • Members will disclose any association which might produce a conflict of interest; all Board members will comply with public disclosure requirements as outlined by the Washington Public Disclosure Commission.
  • Board members will observe the provisions of the Washington Open Public Meetings Act (RCW 42.30).
  • The Board of Trustees will act with one voice; while open exchange of ideas and opinions is expected as part of the deliberation process, official action is reserved for the Board acting as a body. Board members may not attempt to exercise individual authority over the organization, except as specifically set forth in Board policy.
  • When interacting with the public, the media, or other entities, Board members will recognize appropriate limits on the ability of any one Board member to speak on behalf of the full Board or the college
  • Interactions between individual Board members and the president or staff must recognize the lack of authority in any individual Board member to take official actions or to specifically influence the operations of the college.
  • Board members must not use their position to obtain employment or other specific benefits from the organization for themselves, family members or close associates.
  • Members will respect the confidentiality appropriate to any issues of a sensitive nature, particularly those items considered under Executive Session.
  • Members shall ensure that public funds are spent wisely and legally, including those that relate to their expenses. Expenses shall be authorized, legitimate, direct and reasonable expenses of trusteeship.
  • Board members will comply with all relevant legal requirements, including RCW 42.52: Ethics in Public Service.

The Board will make clear its expectations for ethical and lawful behavior on the part of college administration and staff by the adoption of appropriate policy, by official action on the part of the Board, and by example.

Board-President Relationship

Number: BPR-1 Legal Authority: RCW 28B.50.100
Title: General Statement Implementation Date: 9-21-2000
Contact: Board of Trustees Revisions:

 

The board’s sole official connection to Centralia College, its achievement, and conduct shall be through the president.  

Number: BPR-2 Legal Authority: RCW 28B.50.100
Title: President’s Role Implementation Date: 9-21-2000
Contact: Board of Trustees Revisions:

 

The president, as chief executive officer, is accountable to the board acting as a body. The board shall instruct the president through written policies, delegating to the president interpretation and implementation of those policies within the boundaries of prudence, ethics, laws and regulations.

Number: BPR-3 Legal Authority: RCW 28B.50.100
Title: Delegation to the President Implementation Date: 9-21-2000
Contact: Board of Trustees Revisions:

 

All board authority and accountability for college operations is delegated through the president.

  • The board shall direct the president to achieve specified results, for specified recipients, at a specified worth through the establishment of Ends The board shall limit the latitude the president may exercise in practices, methods, conduct and other “means” to the ends through establishment of Executive Limitationspolicies.
  • As long as the president uses any reasonable interpretation of the board’s Endsand Executive Limitationspolicies, the president is authorized to establish all further policies, make all decisions, take all actions, establish all practices, and develop all activities.
  • The board may change is Endsand Executive Limitationspolicies, thereby shifting the boundary between board and president domains. By so doing, the board changes the latitude of choice given to the president. But so long as any particular delegation is in place, the board and its members shall respect and support the president’s choices.
  • Only decisions of the board acting as a body are binding upon the president.
  • Decisions or instructions of individual board members are not binding on the president except in rare instances when the board has specifically authorized such exercise of authority.

In the case of board members requesting information or assistance without board authorization, the president may refuse such requests that require – in the president’s judgment – a material amount of staff time or funds or is disruptive.

Number: BPR-4 Legal Authority: RCW 28B.50.100
Title: Monitoring Presidential Performance Implementation Date: 9-21-2000
Contact: Board of Trustees Revisions:

 

Monitoring presidential performance is essentially synonymous with monitoring organizational performance against board policies onEndsand Executive Limitations. Evaluation of presidential performance, formal or informal, shall be based on performance against all board policies, and the president’s job description and contract.

  • Monitoring shall be as routine as possible.
  • A given board policy may be monitored by internal or external reports, or by direct inspection. 
  • The president may be required to produce information and data concerning whether the criteria contained in board policy have been adhered to. 

The board shall advise the president if, in its view, he or she is not in compliance with board policy.  Each year, the board shall conduct a formal evaluation of the president.

Number: BPR-5 Legal Authority: RCW 28B.50.100
Title: Acting President Implementation Date: 9-21-2000
Contact: Board of Trustees Revisions:

 

The board shall not be left without a president. Prior to the absence of the president, the president shall appoint a vice-president to serve as acting president, for short periods of time, not to exceed 30 consecutive working days at a time.

Number: BPR-6 Legal Authority: RCW 28B.50.100
Title: Trustee Travel Implementation Date: 9-21-2000
Contact: Board of Trustees Revisions:

 

The president shall ensure that adequate funding for trustee education and travel shall be provided in the college-operating budget.

Trustee expenditures shall not exceed this amount.

As part of the operating budget development process, and not later than the March board meeting, the board shall inform the president of its education and travel needs for the following year.

Bylaws

Number: Bylaws Legal Authority: RCW 28B.50.100
Title: Bylaws Implementation Date: 9-21-2000
Contact: Board of Trustees Revisions: 9-14-2005

 

Name - The name of the governing board of Centralia College shall be the “Board of Trustees of Community College District Twelve,” commonly referred to as the “Board of Trustees.”

Appointment - The board is composed of five members appointed by the Governor of Washington State for five-year terms, with consent of the Senate.

Removal - No member of the board shall be removed except as prescribed in RCW 28B.50.100.

Composition and Powers - The form and composition of the board, its duties and powers are prescribed in RCW 28B.50.100, RCW 28B.50.140 and RCW 28B.50.142.

Designation of Officers - The officers of the board shall be chair, vice chair, secretary and treasurer. The chair and vice chair shall be members of the board; the secretary shall be the college president; the treasurer shall be the chief financial officer of the college.

  • Chair- The role and duties of the chair is prescribed in Governance Policy GP-5.
  • Vice Chair- The role and duties of the vice chair is prescribed in Governance Policy GP-5.
  • Secretary- The secretary is responsible for the accuracy of board documents; certifies the integrity of the minutes and other board documents; and maintains and safeguards all board documents. The secretary shall make the legally required notifications of all board meetings. The office of the secretary shall be the official office of the board and shall be the location of all board documents.
  • Treasurer- The role and duties of the treasurer are prescribed in RCW 28B.50.142 and RCW 28B.50.143

Election of Chair and Vice Chair - The board shall elect the chair and vice chair annually at the regular June meeting of the board. They hold office for one year, beginning July 1. Successors shall be elected to hold office if there is an unexpired term.

Attendance - The board may request the governor’s office to replace any board member who fails to attend 75 percent of all board meetings in a year.

Quorum - A quorum requires a minimum of three board members.

Passing Vote - A passing vote requires a minimum of three board members.

Committees - Committees are subject to Governance Policy GP-6.

Regular Meetings - Regular meetings of the board shall be held monthly unless canceled by the board or the chair of the board. At the annual board planning retreat meeting each year, the board shall adopt a schedule of regular meetings for the ensuing calendar year. The secretary shall file this schedule with the State Code Reviser for inclusion in the Washington State Register.

Special Meetings - The chair, or any three members of the board, may call a special meeting at any time after giving twenty-four hours’ notice. The agenda and order of business may be different from regular meetings. However, the board may take action only on items listed on the agenda.

Public Meetings -- Executive Sessions. Meetings of the board shall be open to the public except in executive sessions. Action may be considered and proposed in executive session, but official action shall be taken only in public meeting.

Minutes - Minutes are a legal record of board meetings. At a minimum, they shall contain:

  • the meeting’s date, time and attendance
  • all official actions of the board
  • receipt of all monitoring data and responses to the data
  • information and options for decisions
  • educational and ownership communication and feedback
  • information on other events that show board diligence
  • any statement for the record as requested by a member of the board
  • the signature of the secretary

Order of Business - Normally the order of business at each regular meeting shall be:

  • Call to Order
  • Roll Call
  • Flag Salute
  • Introductions
  • Recognitions
  • Adoption of Minutes
  • Communication
  • Policy Governance
  • Ends Policy (education, discussion, and/or approval)
  • Executive Limitations Policy (discussion and/or approval)
  • Board Governance Policy (discussion and/or action)
  • Board-President Relationship (discussion and/or action)
  • Review of Monitoring Reports
  • Discussion Items
  • Environmental Scanning and Community Linkage (Monitor global, national, state, city, county, community and neighborhood socio-demographic, technological, economic and political trends. Methods may include surveys, interviews by third parties, statistical data; interviews, focus groups, public forums, invited presentations to board meetings, and dialogue with other boards and public officials)
  • President’s Report
  • Reports to the Board
  • Consent Agenda (for actions legally and or contractually required by the board that ordinarily would fall to the president; monitoring report certifying compliance with board policy required for each item)
  • Comments from the Audience
  • Announcement of Next Meeting Date and Place
  • Agenda Planning for Next meeting
  • Executive Session
  • Action from Executive Session
  • Adjournment

Rules of Procedure - Except as otherwise specified here, or as required by law, the chair shall conduct board meetings according to Robert’s Rules of Order, Newly Revised. Items will usually come before the board initially as a first reading and shall be ordinarily voted upon at a subsequent meeting.

Agenda -At least seven working days before each meeting the chair of the board shall submit to the secretary the agenda for the next meeting. At least five working days before the meeting the secretary shall mail to each member of the board the agenda and all required monitoring reports.

Public Comment - Impromptu comments or questions by members of the public may be presented at any meeting of the board consistent with the provisions of Chapter 42.30 RCW, the open meetings act. The chair shall have the right to limit the time of any presentation.

Complaints - Complaints or charges against a public officer or employee shall be heard in executive session.