(A) The standing committees of the board
shall be:
(1) Executive
committee
(2) Access, Learning and
Success
(3) Management
committee
(4) Community affairs
committee
(5) Investment
committee
(6) Audit
committee
(B) Special committees.
The board may by resolution establish special
committees and subcommittees which shall be temporary and expire when
determined by the establishing (or any subsequent) resolution, or if not
determined by any such resolution, at the end of the fiscal year in which they
were created unless renewed by a majority vote of a quorum present and voting
at a regular meeting.
(C) Membership, voting, and terms of
board committees.
(1) Membership.
(a) The access, learning and success, community affairs,
management, investment and audit committees shall have at least three trustees
with the committee chairperson being a trustee appointed by the board
chairperson. The executive committee shall consist of the board chairperson,
the board vice-chairperson, and the chairs of the access, learning and success,
community affairs, and management committees. The chairperson of the board of
trustees shall be the chairperson of the executive committee.
(b) Each special committee shall have from one to nine
trustees, with the committee chairperson being a trustee appointed by the board
chairperson.
(c) Each standing committee or special committee may have
advisory (nonvoting) members who may be appointed by the board chairperson at
the request of the committee chairperson. It is intended that this will enable
non-trustees with some expertise, civic interest, or identification to
contribute to the work of the college on a limited yet formal
basis.
(2) Voting.
Only committee members who are trustees shall
be entitled to vote on matters before the committee. Actions may be taken by an
affirmative vote of a majority of committee members present. A member of the
executive committee serving in more than one of the committee membership
positions, shall represent each position without need for additional executive
committee members, but shall have only one vote.
(3) Terms of
office.
The terms of office for each committee
chairperson, each trustee on a committee, and each advisory member on a
committee shall be the shortest of (a) one year from appointment, (b) the
duration of the committee, or (c) such term as may be identified by the
chairperson of the board at the time the chairperson makes the appointment or
thereafter. This paragraph shall not apply to members of the executive
committee.
(D) Functions of the standing and special
committees are as follows:
(1) The board may assign
to all committees such duties as it sees fit. The board may issue guidelines
for committee operations, in addition to any rules the board may set
forth.
(2) Generally, committees
shall function with the aid of college employees so as to evaluate assigned
policies, issues, plans, proposals, and goals by ascertaining facts, studying
questions, seeking alternatives, gaining the benefit of the experience and
insights of interested or affected people in the community, and advising the
board of its findings.
(a) Committees shall be responsible for formulating
policies, plans, and goals in their assigned areas of responsibility and, to
that end, shall review employee reports and communications duly submitted to
the board, so as to benefit from such information in drawing up final
recommendations for action to be considered by the board.
(b) Within the limit of their charge, committees shall
function as extensions of the board with the right to call meetings, discuss
policies and proposals, draft and submit reports for the consideration of the
board, and engage in such other activities necessary and proper to fulfilling
their charges.
(c) Such subcommittees as may be created shall function
with the aid of college employees as the agents of their respective parent
committees. Within the limit of their charge from the parent committee,
subcommittees shall have the right to call meetings, discuss relevant matters,
and draft and submit reports for the consideration of the parent committee.
Each subcommittee shall include at least one trustee and may include advisory
members. The committee chairperson shall make all appointments to
subcommittees, shall determine the duration of subcommittees (which shall not
be longer than the duration of the committee), and shall determine the terms of
service of all subcommittee members.
(E) Charges of standing
committees.
(1) The access, learning
and success committee is hereby charged to advise the board
concerning:
(a) Educational needs.
(i) Studying the nature
and extent of educational needs and wants of the target
population,
(ii) Reviewing
periodically the educational programs of the college and identifying the gaps
between what is needed and what is currently being provided,
(iii) Identifying
educational program goals and formulating courses of action to coordinate the
fulfillment of these unmet needs,
(iv) Establishing the
order in which educational program needs are to be met.
(b) Official plan of the college.
(i) Overseeing the
process of updating the college's official plan, and
(ii) Overseeing the
annual detailed planning process that flows from the official plan (including
the annual budget preparation process insofar as program content is
concerned).
(c) Assessment of educational program
effectiveness.
(i) Assessing, on the
basis of periodical college employee reports and direct observation, the
effectiveness of the educational programs of the college, and
(ii) Overseeing the
establishment and operation of a program evaluation process and ensuring that
such process is integrated with the planning processes of the
college.
(2) The management
committee is hereby charged to advise the board concerning:
(a) Financial operations.
(i) Monitoring and
reporting to the board on the monthly financial reports of the college and
taking appropriate action, if warranted, to preserve the financial position of
the college, and
(ii) Reviewing the budget
planning process of the district and the college, ensuring that it is sound
technically and in terms of program needs.
(b) Personnel operations.
(i) Periodically
examining and improving the college's human resources systems, including
without limitation recruitment practices, salary comparability, and
compensation plans,
(ii) Considering, as
appropriate, revisions of and modifications to current human resources
policies, procedures, and practices,
(iii) Promoting
professional development and personal growth among all employees of the college
and providing the leadership to monitor employee progress, and
(iv) Serving, as
required, to support the recruitment effort for specified staff
personnel.
(c) Contract administration.
(i) Reviewing
periodically the contracting practices of the college to ensure that the system
effectively and efficiently supports the college's mission, vision,
values, plans, and goals,
(ii) Ensuring that the
college provides adequate monitoring of contract performance of the college
itself, and of the parties with whom the college has contracted.
(d) Facilities management.
(i) Reviewing all plans
for new buildings or major renovations of existing buildings to ensure that the
needs of the college are being met adequately and economically,
and
(ii) Reviewing all
proposals to buy land or buildings, and proposals for major
leases.
(e) General administration.
(i) Periodically
reviewing the organization chart of the college to ensure that it corresponds
to actual practice and that its structure promotes effective and efficient
management of the college, and
(ii) Ensuring that the
policies and procedures of the college promote accountability, effectiveness,
efficiency, and economy in operations.
(3) The community affairs
committee is hereby charged to advise the board concerning:
(a) Communication with constituencies of the
college.
(i) Inviting, soliciting,
receiving and considering suggestions, criticisms and other communications from
students and Cuyahoga county residents, and
(ii) Determining the most
practical and meaningful ways to strengthen communications to and from students
and community residents.
(b) Relations with educational and other groups and
organizations.
(i) Promoting direct
communication with organizations sharing or impacting any part of the college
mission and recommending joint meetings and common programs where practical and
useful, and
(ii) Exploring ways of
generating financial and other support for the college from the Cuyahoga county
community.
(c) Proposals for grants.
(i) Receiving and
studying proposals for grants in aid from the federal or state government,
national or local foundations, and other funds sources, to ensure that no
duplication of service or effort is contained therein,
(ii) Ensuring that such
proposals incorporate the best available ideas at a reasonable cost,
and
(iii) Ensuring that
proposals are consistent with the articulated mission, vision, values, and
goals of the college.
(4) The executive
committee is hereby charged as follows:
(a) To address such matters as may be referred to it by the
board of trustees or the board chairperson.
(b) To exercise the authority of the board of trustees
consistent with the policies of the board or with any action taken earlier by
the board, but only in those emergency circumstances that do not permit the
handling of a matter in the normally prescribed manner by the board; and
further provided that any action taken by the committee under this paragraph
shall be subject to ratification by the board of trustees at its next
meeting.
(c) To make recommendations to the board regarding the
selection, evaluation and contract of the president of the
college.
(5) The investment
committee is hereby charged as follows:
(a) Call a meeting of the committee at least
quarterly.
(b) Review and recommend revisions to the investment
policy.
(c) Advise the board on its investments to assist it in
meeting its fiduciary obligations.
(d) Consider the use of advisory committee members as may
be authorized under this rule and the investment policy.
(e) Retain an investment advisor meeting the requirements
of applicable law and the investment policy and review the performance of the
investment advisor.
(f) Make such other recommendations to the board regarding
investments and the investment committee as it may deem advisable.
(g) Take such actions or make such recommendations to the
board as may be required or authorized and deemed advisable under the
investment policy.
(6) The audit committee
is hereby charged as follows:
(a) Call a meeting of the committee at least bi-annually
with an additional entrance and exit conference with the external audit
firm.
(b) Oversee all external audits.
(c) Determine that the accounting system is efficient and
effective, within the legal requirements structure.
(d) Ensure that the proper financial systems are
maintained, reports issued, audits periodically performed and audit findings
compiled expeditiously.
(e) Review annual financial statements (and such other
financial statements or reports deemed advisable), internal controls,
compliance as it relates to financial reporting and other accounting issues of
the college.
(f) Consider the use of advisory committee members as may
be authorized under this rule.
(F) Management of meetings of board
committees and subcommittees.
(1) The chairperson of a
committee and subcommittee shall notify the secretary or the secretary's
designee as early as possible regarding the scheduling of meetings. The
secretary or the secretary's designee shall be responsible for making the
appropriate arrangements (securing a meeting place, notifying the committee or
subcommittee members, having the minutes of the meeting taken) and rendering
such technical assistance and consultation as is necessary to facilitate the
business of the committee and subcommittee.
(2) Regular meetings
shall be established by the decision of the majority of the members, and shall
be as frequent as necessary to efficiently transact the business of the
committee or subcommittee. Generally, there should be one meeting per month
held at least one week prior to the scheduled regular board meeting, unless a
different schedule is identified in this rule. This paragraph shall not require
regular meetings of the executive committee. The executive committee shall meet
upon the call of the chairperson of the executive committee.
(3) Special meetings may
be called by the committee or subcommittee chairperson. The notice of meeting
shall contain a statement of the agenda items to be considered at such a
meeting.
(4) Joint committee
and/or subcommittee meetings may be called for the consideration of matters of
common interest and with the consent of the majority of each joining body. The
voting rights of trustees at joint meetings shall be the same as at an
individual meeting.
(5) Minutes of meetings
shall be kept as a matter of record. College employees shall be provided by the
assigned college representatives to ensure this is done. The following shall be
recorded: the attendance, the nature and extent of participation in the policy
making processes, and a summary of the actions taken and recommendations
transmitted to the board.
(6) Reports of a
committee shall be scheduled to be heard as agenda items at each regular board
meeting. (Subcommittees shall report to committees.) Committee chairpersons are
expected to report to the board at that time regarding the progress of
committee work. Moreover, chairpersons are expected to make certain that any
resolution recommendations made by the committee to the board are transmitted
by the secretary to each trustee at least three calendar days prior to the
board meeting at which such will be considered.
(7) Quorum is fifty per
cent of the total voting membership of any committee or
subcommittee.
The parliamentary authority for the conduct of
meetings shall be the most current edition of "Robert's Rules of
Order, Revised" except when it is inconsistent with Ohio law or previously
adopted board policy.
(8) Public meetings will
be held for the conduct of all committee business, with the exception being
those matters reserved under division (G) of section 121.22 of the Revised Code
for board executive session consideration. Executive sessions may be called for
such matters; however, no policies or specific decisions will be acted upon in
executive session. All other sessions shall be open to the public.
