Chapter 1 - Governance Organization

Members of the Board of Trustees of Washington Community College District 17 (Community Colleges of Spokane) are appointed by the Governor under RCW 28B.50.100. The Board of Trustees may from time to time adopt board policies regarding matters affecting the operations of Community Colleges of Spokane. Such policies constitute the district’s governance position on the matter until amended, repealed or superseded by the board. Policies are subject to federal and/or Washington State law and rules. Policies in conflict with these laws and rules shall not be effective or enforced.

The Board, at its sole discretion, reserves the right to adopt, amend or repeal board policies. Board policies may be adopted, amended or repealed by majority vote, provided such changes are proposed at least one meeting prior to the meeting at which the vote is taken. Exception to this provision may be made by a majority vote of the board.

The Chancellor will adopt and implement administrative procedures to carry out board policies.

Board policies shall be compiled and published in a Board Policy Manual to be maintained in the board office. Board policies shall also be made accessible to the public and college community by electronic means.

Board of Trustees administrative rules are contained in Chapter 132Q of the Washington Administrative Code.

The term “Community Colleges of Spokane” shall mean “Washington Community College District 17.”

Procedure:

    A. Board of Trustees Policies

The Board of Trustees of Community Colleges of Spokane is charged with the responsibility and authority for the operations of the college district as prescribed in RCW 28B.50.140. The authority is vested in the board, not in individual board members. The board has the responsibility to establish policy and evaluate the performance of the college district. The board employs a Chancellor to administer the district and delegates to the Chancellor the general responsibility for interpreting board policy and administering and operating the district in accordance with those policies, Washington State law and the rules and policies of the State Board for Community and Technical Colleges.   

The Board of Trustees of Community Colleges of Spokane hereby adopts the following code of ethics and conduct as a guide to the collective and individual conduct of the members of the board:

1. To become familiar with and committed to the major responsibilities of the board under RCW 28B.50.140 and the general principles of governing boards of trustees:

   • to oversee the operation of college district including Spokane Community College and Spokane Falls Community College;

   • to encourage comprehensive community college programs of education and training and maintain an open-door policy;

   • to appoint, support and annually evaluate the performance of the Chancellor;

   • to receive gifts, grants and bequests of real or personal property from private sources as may be made from time to time;

   • to establish rules and policies for the governance of the college district and its employees and students;

   • to delegate to the Chancellor powers and duties sufficient and necessary for the administration of the district;

   • to define and clarify the mission and purposes of the district;

   • to grant to every student, upon graduation or completion of a course of study, a suitable diploma, degree or certificate;

   • to enhance the image of the college district to the public;

   • to annually conduct a self-evaluation of the board.

2. To devote time to learn how the district and its institutions function -- their uniqueness, strengths and needs -- and their place in the region.

3. To carefully prepare for, regularly attend, and actively participate in board meetings and committee assignments, and work with fellow board members in a spirit of cooperation.

4. To accept and abide by the legal and fiscal responsibilities of the board as specified by board bylaws, rules and policies, and state statutes and administrative codes.

5. To vote according to individual convictions, to challenge the judgment of others when necessary; yet be willing to support the majority decision of the board and work with fellow board members in a spirit of cooperation.

6. To maintain the confidential nature of board deliberations and to avoid acting as spokesperson for the entire board unless specifically authorized by the board to do so.

7. To understand the role of the board as a policy-making body and to avoid participation in administration of policy.

8. To learn and consistently to use designated institutional channels when conducting board business.

9. To act in an ethical manner and comply with all ethics laws, including Chapter 42.52 RCW – Ethics in Public Service.

10. To make judgments on the basis of what is best for students and the district as a whole.

Legal authority is vested in the Board of Trustees and may be exercised only by formal action of the board, taken in regular or special meetings. No individual of the board may act on behalf of the board unless specifically instructed by action of the board.

The Board of Trustees invites the following representatives to participate in all public board meetings without the right to vote:

• One classified staff from each college and district administration
• One student from each college
• Three AHE representatives
• One classified staff union steward
• One AHE president

Representatives shall be selected by their respective groups by September of each year and shall serve for the academic year. The board reserves the right to consider certain matters with only regular board members present or to otherwise alter the terms of this invitation.

Procedure:

    A. College Representatives Attending Board Meetings

1.30.01 Seal
1.30.02 Officers
1.30.03 Meetings
1.30.04 Executive Sessions
1.30.05 Agenda
1.30.06 Records of Board Action
1.30.07 Parliamentary Procedure
1.30.09 Changes to Bylaws
1.30.10 Fiscal Year
1.30.11 Office of the Board of Trustees

The Board of Trustees shall maintain an official seal for use upon any and all official documents of the board. The seal shall have inscribed upon it the name of Washington Community College District 17.

Nomination Process

The Board of Trustees shall form a nominating committee whose role is to nominate the board chairperson and board vice-chairperson annually. The Nominating Committee shall additionally serve as the Board representatives on any committee or body designated to recruit for the position ‘chancellor’ at any time a vacancy occurs in that position.

Structure of Nominating Committee

The chair of the nominating committee shall be the immediate past chair for the Board of Trustees.

A second Board member, other than the current chair, shall be named by the nominating committee chair.

The chancellor for Spokane Community Colleges shall serve as an ex-officio member of the nominating committee.

In the event the immediate past chair leaves the Board of Trustees, the second-named committee member shall serve as the chair of the nominating committee until such time as a new Board chair is named and the immediate past chair becomes eligible to serve as committee chair. Upon assuming the role of committee chair, the second member of the committee will be appointed by the chair.

Officer Candidates

The nominating committee shall inform officer candidates of their selection prior to the November Board meeting annually. The slate shall be presented at the November meeting and be voted upon at that meeting. In the event either nominee is not elected, the nomination process shall be reinitiated by the nominating committee and a new slate for the open position(s) presented at the December meeting.

Officer Duties

The board chairperson, in addition to any duties imposed by rules and regulations of the state board, shall preside at each regular or special meeting of the board, sign all legal and official documents recording actions of the board, and review the agenda prepared for each meeting of the board. The chairperson shall, while presiding at official meetings, have full right of discussion and vote.

The board vice-chairperson shall act as chairperson of the board in the absence of the chairperson.

The chancellor of Community Colleges of Spokane shall serve as secretary of the Board of Trustees as specified by RCW 28B.50.130. The secretary of the board shall serve as chairperson, without the privilege to vote, in any official meeting of the board conducted in the absence of the chairperson and vice-chairperson.

In addition to any duties imposed by the rules and regulations of the state board, the secretary shall keep the official actions of the board. The secretary may appoint an appropriate district staff member to act as recording secretary for all regular and special meetings of the board.

The secretary shall also be responsible for board correspondence, compiling the agenda of meetings, and distributing the minutes of the meetings and related reports.

The secretary, or a regular district staff member whom the secretary shall designate, must attend all regular and special meetings of the board, and official minutes must be kept of all such meetings.

Officer Terms

The appointment of the two board offices, chair and vice-chair, shall be for a one-year term and commence on January 1, of each year. The chair shall not serve more than two successive terms. There is no requirement to nominate the vice-chair to serve as board chair.

The Board of Trustees shall hold regular monthly meetings according to a schedule including place, time and date filed with the Washington state code reviser on or before January of each year for publication in the Washington State Register, pursuant to RCW 42.30.075. All meetings of the board, regular and special, shall be held in conformance with the Open Public Meetings Act, Chapter 42.30 RCW.

All regular meetings of the Board of Trustees shall be publicly announced pursuant to RCW 42.30.070. A special meeting may be called at any time by the chairperson of the board in conformance with RCW 42.30.080.

If rules and regulations as defined by the Administrative Procedures Act, Chapter 34.05 RCW, are to be placed on the agenda for action they shall be acted on in conformance with the Administrative Procedures Act, Chapter 34.05 RCW. Emergency rules may be adopted or amended pursuant to RCW 34.05.350.

The Board of Trustees may convene in executive session as provided by RCW 42.30.110.

Executive sessions of the board shall be attended by the duly appointed board members and such other persons as they may designate from time to time.

The format of the agenda governing all regular meetings of the Board of Trustees shall be determined by the secretary and reviewed by the board from time to time. The specific content and order of the agenda for each regular meeting shall be determined by the secretary in consultation with the chairperson of the board.

The order of the agenda may be changed by the chairperson with the consent of the board members present.

All matters to be considered as agenda items by the board shall be submitted to the secretary by the first Wednesday of the month prior to any regular meeting of the board. Only matters which are included on the agenda shall be voted on at any given meeting unless the agenda is amended by a two-thirds majority of the membership (four members) of the board; provided that such a vote conforms with the Open Public Meetings Act, Chapter 42.30 RCW and the Administrative Procedure Act, Chapter 34.05 RCW.

Procedure:

    A. Board of Trustees Meeting Agenda

All business transacted in official board meetings shall be recorded in minutes and filed for reference in the district office. Also, official board minutes will be posted on the district Internet website and distributed in a timely manner to the district administrative staff and any other persons who shall, by written notice, request copies on a continuing basis.

Three members of the Board of Trustees shall constitute a quorum, and no action shall be taken by less than a majority of the board members except that a lesser number may adjourn any regular or special meeting at which a quorum is not present to a definite time and place announced in open meeting. The secretary of the board shall in person or in writing notify the absent members of the time, date and place set for the adjourned meeting.

Normally, voting shall be via voice. Any member of the board for purposes of record may however, call for a roll call vote. A member abstaining from voting on any matter shall voice such abstention for recording in the minutes.

In questions of parliamentary procedure, the actions of the board shall be conducted according to Robert's Rules of Order, newly revised, unless specified otherwise by state law or regulations of the state board or by these bylaws.

Appearances Before the Board The Board will provide members of the public an opportunity to address the Board at each open public meeting. The chair of the Board reserves the right to determine time limits on statements and presentations. The Board also reserves the right to determine the order of appearances based on the meeting agenda and as deemed desirable for a fair presentation of all views, pro and con. If a group wishes to comment on a specific issue, the Board encourages the group to designate a spokesperson to address the Board on their behalf. Matters for comment may be limited to the extent provided by the Open Public Meetings Act, Chapter 42.30 RCW or other applicable laws and regulations.

The Chancellor shall be given an opportunity to examine and evaluate each matter of business and to recommend a course of action prior to a decision by the Board.

Interruptions Consistent with RCW 42.30.050, in the event that any meeting is interrupted by a group or groups of persons so as to render the orderly conduct of such meeting unfeasible and order cannot be restored by the removal of individuals who are interrupting the meeting, the members of the governing body conducting the meeting may order the meeting room cleared and continue in session or may adjourn the meeting and reconvene at another location selected by majority vote of the members. In such a session, final disposition may be taken only on matters appearing on the agenda. Representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any session. Nothing in this section shall prohibit the governing body from establishing a procedure for readmitting an individual or individuals not responsible for disturbing the orderly conduct of the meeting.

Bylaws of the board may be revised by majority vote of the board provided such changes are proposed at least one meeting prior to the meeting at which the vote is taken. Bylaws may be revised by unanimous vote of the membership of the board at the same meeting at which the revision is originally proposed.

The fiscal year of the board shall conform to the fiscal year of the state of Washington and shall be from July 1 to June 30 inclusive.

The Board of Trustees shall maintain an office at 501 N Riverpoint Boulevard, Spokane, Washington, 99217-6000, where all records, minutes and the official district seal shall be kept. This office shall be open during all normal working hours. Correspondence or other business for the board shall be sent to the secretary of the board, who is located in this office.

The Board of Trustees shall employ a Chancellor and hold the Chancellor responsible for the interpretation and implementation of board policy and for the administration of the district in general.

The Chancellor shall develop administrative procedures to implement board policy. Such administrative procedures shall be compiled in an administrative procedures manual made available in the business office.

Procedures:

    A. Delegation of Authority
    B. Administrative Procedures

Community Colleges of Spokane shall be organized as an integrated multi-college district operated by a Board of Trustees which shall develop, formulate and adopt the policies of the district, and shall employ a Chancellor who shall implement these policies and be responsible for the management of the district.

The district shall have a central administration, under the direction of the Chancellor, and two colleges - Spokane Community College and Spokane Falls Community College - each under the direction of a college president.

It is the intent of the Board of Trustees that the board, Chancellor and all administrative staff recognize that there be a close working relationship, both administratively and philosophically, concerning the operation of the district among all concerned, and that every effort will be expended to accomplish this relationship.

1. The Chancellor shall be the chief executive officer of the district, and shall be responsible for the administration of the district in its entirety and shall represent the Board of Trustees with such powers and duties as may be delegated from time to time.

2. The central administration shall be a distinct entity, and as such, shall be located in facilities which reflect this distinction.

3. The central administration, under the direction of the Chancellor, shall be responsible for planning, management and evaluation of all district operations and in addition, shall provide such support services as may be necessary to effect the efficient administration of the district. As such, the central administration shall:

   • Oversee the administration of all district operations;

   • Conduct all financial affairs, including fiscal reports, accounting, budgets, purchasing, payroll, cashiering and retail sales.

   • Conduct all personnel actions, including employee records, staff employment and termination procedures, affirmative action procedures, grievance procedures and employee benefits.

   • Maintain a public information and communications program, including informational services and publications.

   • Provide information processing and computer services, including coordination of all computer and communications systems, the acquisition of equipment and staff training.

   • Operate and maintain all physical facilities, including the formulation of maintenance and operation and capital budgets, operation and maintenance of vehicles and the establishment of safety programs;

   • Provide management information reports, including all regular and special agency reports;

   • Provide a continuous external development program, including cooperating with the college foundation, seeking private and public grants and individual gifts for the benefit of the district;

   • Conduct a strategic long range planning program, including the formulation of goals and objections;

   • Provide for all instructional program coordination and direction, including the approval of all new programs or courses and substantive program or course changes, deletions or additions;

   • Maintain an institutional research program;

   • Coordinate district student services program, including college recruitment and outreach, intramural and special athletic and recreation programs and a comprehensive athletic program;

   • Maintain a continuous program evaluation system;

   • Develop and implement all district administrative procedures;

   • Provide all grant and contract services, including the development and negotiation of all grants and service contracts to provide instruction, research or development programs.

   • Provide a record and forms management system for the district;

   • Provide other administrative services and counsel from time to time as may be necessary.

4. The chief financial officer (CFO), also identified as district treasurer in RCW 28B.50.142, shall make regular financial reports to the Board of Trustees. The CFO shall include in the reports key indicators of the financial status of the district and its operating units, such indicators to be recommended by the CFO, and followed over time. The CFO shall bring to the attention of the board all financial matters that in the professional judgment of the CFO may significantly impact the financial stability of the district or its operating units.

Procedures:

    A. Public Records Requests
    B. Records Management
    D. Processing Grants
    E. Processing Contracts
    F. Evidence Preservation & Electronic Discovery
    G. Academic Centers
    H. Cost Principles for Federal Awards

1. Each college president shall be responsible for the administration of his/her individual college and represent the Chancellor within the college.

2. Each college administration, under the direction of its college president, shall be responsible for planning, management and evaluation of all their institution’s operations, thereby developing the uniqueness and strengths of each institution within their respective missions. As such, each administration shall:

   • Provide the operation and management of the programs, personnel and facilities of the individual institution under district policies and procedures;

   • Administer all approved instructional courses and programs offered by the institution;

   • Provide for student service programs, including admissions, registration, transcripts, counseling, student activities, financial aid, placement and other programs to support students;

   • Develop procedures to implement district rules, policies, agreements, and procedures;

   • Administer the expenditure of funds in accordance with approved budgets and expenditure guidelines;

   • Develop planning systems consistent with district goals and objectives.