Table of Contents

1000 Board By-Laws & Operations

1010 Definition of By-Laws
1050 College Authority - MCL 389.125(d)(f); 423.201 ET seq.

1100 College Name - MCL 389.51 - 389.65
1110 College History
1111 College District Nature - MCL 389.105
1120 College Boundaries
1130 Mission Statement
1150 Goals: Strategic
1151 Goals: Board of Trustee Goals

1240 Board of Trustees

• Board Membership and Elections
• Governance Style

1241 Commitment to Community Access
1244 Vacancies, Filling - MCL 389.158

Procedure

1310 Officers - MCL 389.111(3)

SN: The Board officers are prescribed by statute.

• Chairman
• Vice Chairman
• Secretary
• Treasurer

1320 Duties - MCL 389.113(2)

• Chairman
• Vice Chairman
• Secretary
• Treasurer

1321 Term of Office - MCL 389.111(3)
1322 Officer Vacancies, Filling
1325 Code of Conduct - Ethics
1326 Transaction of Business
1330 New Member Orientation
1340 Board Member Development Opportunities
1350 Board Compensation - MCL 389.112
1351 Indemnification
1360 Reimbursement of Board Member Expenses - MCL 389.112
1361 Conflict of Interest
1370 Board Recognitions
1380 Board Remembrances

1400 Ad Hoc and Advisory Committees - MCL 389.125(f)
1411 Advisory Committee: Citizens/Lay Committees
1412 Advisory Committee: Multi-Cultural/Minority Affairs Committee
1415 Ad Hoc Committee: Board Regional Technology Committee
1416 Ad Hoc Committee: Outreach/Community Partnerships
1417 Ad Hoc Committee: County-Wide Collaborative
1420 Standing Committees - MCL 389.125(f)
1421 Standing Committee: Finance Committee
1422 Standing Committee: Personnel Committee
1423 Standing Committee: Strategic Budget Committee
1424 Standing Committee: Board Policy Committee
1440 Committee of the Whole

1500 Board Meetings

• Attendance
• Organizational - MCL 389.111(4)
• Regular - MCL 15.265
• Adjourned - MCL 15.265
• Emergency
• Information and Study/Work Sessions
• Time and Place
• Minutes of Proceedings

1510 Closed/Executive Sessions - MCL 15.261 et seq.
1530 Special Meetings - MCL 15.265 - 15.266

• Notice
• Business
• Order of Business

1620 Parliamentary Procedure

• Rules of Order
• Suspension of Rules

1621 Quorum - MCL 389.113
1630 Agenda
1631 Order of Business
1640 Public Participation - MCL 15.263(5); 15.264

1660 Voting Method - MCL 15.267

• Roll Call Vote
• Obligation to Vote

1670 Minutes - MCL 15.269; 389.113(1)

1700 Professional Services
1710 Board Attorney
1720 Consultants

1800 Bylaw and Policy Development - MCL 389.125(d)

• Attorney Involvement

1810 Bylaw and Policy Adoption - MCL 389.125(f)

• Policy Dissemination
• Policy Review
• Policy Manuals

1821 Administration in the Absence of Policy
1830 Policy-Bylaws Revisions - MCL 389.125(f)

1900 Board Records - MCL 15.231 et seq.
1910 Public Access to Records
1920 Information Management
1921 Institutional Memberships

1010 Definition of By-Laws

Policy Section 1000 shall represent the total operation of the Board and constitute the By-Laws of the Mott Community College Board of Trustees.

Approved: March 27, 2000

TOP

1050 College Authority

The Board recognizes that many of the subject topics found in this policy manual may be subject to negotiations under the Michigan Public Employment Relations Act. It is not the intent of the Board to, in any way, circumvent the negotiations process; but rather to establish direction and general and long-range operational procedures for the proper establishment, maintenance, management and carrying on of the College as authorized under current law. Within the context of current law, the Board may adopt rules and regulations for its own government and for the control and government of the College.

Approved: July 29, 1996
Revised: March 27, 2000

LEGAL REF: MCL 423.201 et seq.; 389.125(d)(f)

TOP

1100 College Name

The official name of the College district shall be the Charles Stewart Mott Community College.

Approved: July 29, 1996
Reviewed: March 27, 2000

TOP

1110 College History

Mott Community College opened in 1923 as Flint Junior College, a municipal institution governed by the Flint Board of Education, using classrooms in Central High School. In 1931, the College moved to an adjacent building that had housed Oak Grove Sanitarium. This building was FJC’s home until 1955 when the new campus opened. In 1960, the institution was renamed Flint Community Junior College.

In June 1969, voters of the Genesee Intermediate School District approved the creation of an expended College district and elected a seven-member Board of trustees; in December 1969, the public approved a 1.4 mill operational tax for the new College district. Then, on July 1, 1970, the institution was transferred from the Flint Board of Education to the Board of Trustees of Genesee Community College.

Following the death of Charles Stewart Mott in February 1973, the Board of Trustees on March 19, 1973, changed the name of Genesee Community College to Charles Stewart Mott Community College in honor of Mr. Mott’s contributions to the College. The new name became effective July 1, 1973.

In 1923, 114 students were enrolled in a single curriculum, classical liberal arts. Today, more than 10,000 students are enrolled in more than 130 different career and transfer programs. These programs serve students in meeting the challenges of modern living. The College expanded its campus to downtown Flint in 1975 when former Sears and Kroger grocery store buildings, donated to the College by Mrs. Katherine B. Miner, opened their doors. In 1976, it was named the Walter P. Reuther Career Development Learning Center in honor of the late labor leader. In 1989, the site was named the Mott Community College Downtown Campus.

The campus consists of eleven buildings: the William S. Ballenger Field House, the Marie R. Prahl College Center, the Harlow H. Curtice Building and the C.S. Mott Community College Center of Science and Applied Arts (Curtice-Mott Complex), the Cady B. Durham Natatorium, the Michael A. Gorman Building of Science and Technology, the Charles Stewart Mott Library, the Trade-Technical Building, the Garfield G. Wagner, Jr. Automotive Technology Center, the Mott Memorial Building, the Presidential Conference Center, and the President’s Home.

Approved: July 29, 1996
Revised: March 27, 2000

LEGAL REF: MCL 389.107

TOP

1111 College District Nature

A community college is an educational institution which provides for all persons above the twelfth grade age level, as well as high school students (primarily 11 th and 12 th graders) dually enrolled or “early enrolled” at the College, and Mott Middle College High School students, an opportunity for collegiate and non-collegiate educational experiences including area vocational-technical programs.

A community college grants diplomas and certificates including those known as associate degrees. Such institutions enable students to transfer through programs for higher learning in order to obtain a baccalaureate or other degree. The community college is aimed at meeting the general needs of the total community.

Approved: July 29, 1996
Revised: March 27, 2000

LEGAL REF: MCL 389.105

TOP

1120 College Boundaries

The geographical boundaries of Mott Community College include all school district territory located in Genesee County and the following school district territory adjacent to Genesee County:

Goodrich School District in Oakland and Lapeer Counties;
Lakeville School District in Lapeer County;
Linden School District in Livingston County;
Fenton School District in Oakland and Livingston Counties;
Grand Blanc School District in Oakland County; and
Davison School District in Lapeer County.

The Saginaw County properties of the Montrose and Clio School Districts are not included in the College boundaries.

Approved: July 29, 1996
Reviewed: March 27, 2000

LEGAL REF: MCL 389.105

TOP

1130 Mission Statement

The mission of Mott Community College is to provide quality higher education for the people in Genesee County and surrounding areas.

The College reflects the cultural, ethnic, and gender diversity of the community, anticipating and responding to its varied needs and aspirations by providing learning opportunities for all who want to identify and develop their abilities and interests.

The College will provide a sound general and liberal arts education and train a well-prepared work force that can successfully compete in the global community. The College is a catalyst for sharing technologies and facilitating technology transfer by effectively using resources and by building and sustaining community alliances. College faculty and staff are committed to equal access and opportunity for all students. The College’s strength lies in promoting excellence in teaching and eliminating barriers to learning.

To carry out its mission, the College will:

• Attract potential learners by reaching out to community groups and leaders so the College can work with them to determine the community’s educational needs and respond in a timely manner.
• Assess student’s needs upon admission and throughout their stay so that the College can provide academic advising, counseling, and other essential services to ensure student success. The College will continue to change as students’ needs change.
• Create a smooth transition for students from high school to the community College and then to other educational institutions or the workplace. The College’s programs will lead to advanced educational opportunities that encourage students to broaden their vision of their life-long goals and potential.
• Develop and implement innovative, culturally integrated approaches that build and strengthen multicultural diversity by welcoming and encouraging individuals regardless of race, ethnicity, gender, age, socio-economic status, sexual orientation or disability.
• Support and encourage state-of-the-art equipment, and other physical resources that support quality higher education. The College will provide the appropriate services, programs, and facilities to help students reach their maximum potential.
• Commit the necessary time and finances to provide educational, professional, and/or promotional opportunities for all College personnel in order to enhance their abilities and recognize their worth.
• Collaborate with business, labor and government to create and maintain a highly trained workforce to attract and sustain businesses that contribute to the community’s economic well-being and quality of life.
• Marshall community-wide human and financial resources through an appropriate balance of taxes, tuition, donations and government support--all of which will be managed with prudence and integrity.

Through academic, work-based and cultural programs, the College will build the community it serves by helping individuals achieve their academic and occupational goals.

Approved: July 29, 1996
Reviewed: March 27, 2000

TOP

1150 College Strategic Goals

(Note: Strategic goals will be developed for the college in accordance with NCA accreditation recommendations.)

See attached Strategic Plan for 2001-2006.

Approved: March 27, 2000
Revised: February 26, 2001

TOP

1151 Board of Trustee Goals

Critical Issue #1: Budget and Finances
Develop a process to create a balanced, annual College budget that will provide for financial stability, accountability and integrity in all operational areas.

1. Receive and review detailed, monthly reports on revenues and expenditures, accounts receivable, and student enrollments with summary information including fund balance (minimum of 60-day reserve).
2. Clearly define duties and responsibilities of Finance Committee including membership qualifications.
3. Require a comprehensive financial analysis for all new programs prior to final approval and implementation.
4. Conduct an annual review of major budget categories including student enrollment, tuition collection rates, and revenues and expenditures in a format that reflects budget trends (with information) of the past, present and future forecasts.
5. Explore Board access to budget information “on-line” in College facilities.
6. Develop and implement a system to reduce tuition and general accounts receivables.

Note: President is responsible to ensure above items are implemented .

Critical Issue #2: Millage Election
Develop a millage strategy leading to a successful operational millage election by 2001.

1. Develop a comprehensive millage strategy that addresses media, involves the entire College community, and that promotes a comprehensive, county-wide grass-roots effort.
2. Prepare a detailed needs assessment for future College financial requirements which address short and long term needs of the College to support its programs, services and community outreach.
3. Engage millage specialist(s) to provide technical assistance on a millage strategy, campaign budget, fundraising, timelines and engagement of the community.
4. Create a strategy that engages government, business, education and labor including appropriate endorsements.

Critical Issue #3: Regional Technology Center
Build, equip and operate, by 2002, a RTC that will meet the expectations of students, business and industry, government and labor by providing a world class instructional training facility for regular students, those currently employed, and for individuals entering the workforce for the first time.

1. Develop a curriculum that encompasses the mission of MCC, the M-TEC Board, and the needs of business and industry emphasizing a regional, collaborative approach.
2. Prepare and fund an RTC budget to support programs and activities of the RTC including “state of the art” materials, equipment and processes.
3. Develop and provide comprehensive staff development, training and orientation for all RTC instructors and staff members.
4. Develop an information and marketing plan that can be used in the recruitment of students, RTC partners and new funding sources to promote comprehensive, economic development in region.
5. Seek funding sources (government, business/industry, foundations) to equip labs and to ensure a “state of the art” instructional environment.
6. Develop articulation agreements for students in K-12 districts, the Skill Center, community agencies and organizations, and Work Force Development systems so they may receive College credit or certificate recognition for their work.

Critical Issue #4: Community Outreach
Develop a greater ownership of MCC by coordinating and collaborating with identifiable stakeholders to enhance cooperation, communication and access to quality education and mutual growth opportunities.

1. Expand dialogue with K-12 districts, cities, villages, and community agencies and develop innovative partnerships/programs to support them and address important public policy issues.
2. Expand and strengthen the MCC alumni association and provide support and cooperation to Foundation for MCC and Bruin Club.
3. Expand pre-enrollment programs for local district students and other untapped student markets including school-to-work initiatives.
4. Reach out to senior citizens by offering appealing programs (on and off campus) and opportunities to use College facilities.
5. Broaden the opportunity for students to receive financial aid and scholarships.

Critical Issue #5: Strategic Planning

1. Update the College’s strategic plan for the years 2000-2005.
2. Identify representative Strategic Planning Taskforce (faculty, staff, students, community members, trustees) to participate in the development of five-year strategic goals, objections and action/implementation plans.
3. Review the current status of Carter-Alfred “Pathway to Future Comprehensive Educational Plan 1995-2000” and North Central Association Self-Study Report.
4. Survey taskforce on critical issues facing the College in the next five years, update demographic data, and conduct a strategic planning workshop to identify draft goals and objectives.
5. Conduct follow-up meetings to develop action/implementation plans.
6. Board adopts strategic plan for 2000-2005.

Approved: March 27, 2000

TOP

1240 Board of Trustees

Board Membership and Elections

1. The Board of Trustees consists of seven (7) members elected at large from the community College district on a non-partisan basis. Elections are held biannually on the date of the annual school elections. Members are elected for staggered terms so that terms of office expire each two years for two members and then three members.
2. Regular terms of office commence on July 1 following the date of the annual school elections.
3. Elections called by the community College district are conducted by the local school districts comprising the community College district.
4. An elector of a community College district must possess the following qualifications:
1. U.S. Citizenship
2. Eighteen (18) years of age
3. Resident of the State of Michigan for thirty (30) days
4. Resident of the College district for thirty (30) days

Governance Style

The Board will always act in the best interest of the College and the community as a whole.

The Board will govern with a style that:

1. Emphasizes outward vision rather than an internal preoccupation;
2. Encourages diversity in viewpoints and makes collective rather than individual decisions;
3. Distinguishes clearly between the Board’s role and the President’s role as well as between Board policy and the administrative execution of policy;
4. Plans for the future
5. Acts proactively rather than reactively.

Approved: March 27, 2000

TOP

1241 Commitment to Community Access

The Board acknowledges the College’s responsibility to seek community input from a wide range of community stakeholders on community issues, challenges and trends. At the same time it recognizes the need to insure that the Board is able to make an informed response through careful analysis and review of each of these elements.

In addition, the Board will structure its own meetings and activities to facilitate community access.

Approved: March 27, 2000

TOP

1244 Vacancies

Procedure

A Board vacancy shall be filled through appointment by the majority of the Board with a legally qualified person who shall serve until the next regular Board election, at which time the vacancy shall be filled by election for the remainder of the term.

When a vacancy occurs, the Board chairman shall publicly announce such vacancy and anyone who wishes to be considered for membership should:

• Submit a letter, signed by the applicant, to the Board chairman within ten days after the public announcement indicating a desire to be considered for appointment to the Board; and
• Include a personal resume.
• Provide evidence of eligibility

The Board shall not be restricted to consideration of those submitting such applications in filling such a vacancy.

Approved: July 29, 1996
Revised: March 27, 2000

LEGAL REF: MCL 389.157 - 389.158

TOP

1310 Board Officers

The Board officers are: chairman, vice chairman, secretary, and treasurer.

Chairman
The Board chairman is elected from the Board membership by the Board and shall serve for two years from the time of election.

Vice Chairman
The vice chairman is elected from the Board membership by the Board and shall serve for two years from the time of election.

Secretary
The Board secretary is elected from the Board membership by the Board and shall serve for two years from the time of election.

Treasurer
The Board treasurer is elected from the Board membership by the Board and shall serve for two years from the time of election.

Approved: July 29, 1996
Reviewed: March 27, 2000

LEGAL REF: MCL 389.111(3)(4)

TOP

1320 Board Officer’s Duties

Chairman

• The chairman shall preside at all Board meetings;
• Perform all duties prescribed by law and as directed by the Board;
• To preserve order and enforce Board rules;
• Appoint all committee memberships with Board approval;
• Act as spokesperson for the Board; and
• Exercise such other powers as properly pertain to the office or as may be delegated by the Board.

Vice Chairman

• The vice chairman performs the duties of the chairman in his absence or in circumstances when the chairman refuses to perform his duties; and
• Performs other functions as designated by the Board.

Secretary
The secretary is responsible for:

• Meeting records;
• Posts all legal notices;
• Signs official documents pursuant to law;
• Maintains all Board records;
• Prior to each Board meeting, sending each Board member a copy of the minutes of the previous meeting;
• Notify the Board members of all meetings;
• Receive and canvass nominating petitions for Board of trustee elections;
• Perform such other duties as are required for Board elections; and
• Perform the duties usually pertaining to his office and as are imposed on the office by Board action.

If the secretary is temporarily incapacitated or refuses to perform the prescribed duties, a secretary pro tempore, who shall be a member of the Board, may be appointed by the Board Chairman.

Treasurer
The treasurer shall:

• Have custody of all Board funds and securities;
• Be responsible for the full and accurate accounts of all receipts and disbursements;
• Be responsible for the deposit of all monies, securities and other valuable effects in the name of the Board and in such depositories as may be designated for the purpose by the Board;
• Have care and custody of and invest debt retirement funds, building and site funds, and the general funds of the College in accordance with current law;
• Make monthly reports to the Board showing receipts, disbursements and status of each of the College’s general funds;
• Be the fiscal officer of the College;
• Keep appraised of all developments affecting the economic status of the College - all income, expenditures, financial obligations, contracts and purchases;
• Keep track of the College’s use of public funds;
• Be the resource person for all negotiations teams on all economic matters and provisions of any negotiated contract;
• Make recommendations to the Board; and
• Make monthly reports to the Board at the Board’s regular meeting. Such reports shall show the total receipts and disbursements for the several Board funds as of the last day of the previous month.

Approved: March 27, 2000

TOP

1321 Term of Office

The length of term of office of the chairman and the Board officers shall be for two years.

In the event the Board chairman is unable to chair or preside over the Board’s organizational meeting, the vice-chairman shall preside in place of the chairman until a new chairman is elected.

Approved: March 27, 2000

TOP

1322 Officer Vacancies - Filling

In the event of a vacancy in any Board office, the vacancy shall be filled by the Board at the next regular meeting. The term of office, at this time, shall be for the un-expired portion of the original term of the office being filled.

Approved: July 29, 1996
Reviewed: March 27, 2000

LEGAL REF: MCL 389.111(3); 389.113(2)

TOP

1325 Code of Conduct - Ethics

The Board expects ethical conduct by itself and by its members. This includes proper use of authority and appropriate decorum in group and individual behavior when acting as Board members.

Board members must maintain un-conflicted loyalty to the interests of the citizens of the College district. This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups and membership on other Boards or staffs. It also supersedes the personal interest of any Board member acting as an individual consumer of College services.

Board members must avoid any conflict of interest with respect to their fiduciary responsibility.

Board members have collective authority, but may not attempt to exercise individual authority over the organization except as explicitly set forth in Board policy.

Board members will participate in educational activities including state, regional and national meetings to enhance their ability to serve effectively as members of the College’s governing Board.

Board members will not permit themselves to be used to circumvent established lines of authority or interfere in the normal procedures for the processing of complaints or grievances.

At times, Board members will receive confidential or sensitive information concerning College affairs, including information which if disclosed could have adverse consequences to the College. For example, information received in a closed session of the Board that is disclosed to the public by a Board member could result in the waiver of attorney-client privilege and may constitute a violation of the Open Meetings Act. Accordingly, Board members shall keep confidential all information of a confidential or sensitive nature provided to the Board, the disclosure of which would violate the fiduciary obligations of the Trustee, compromise the attorney client privilege, or violate any law or court order, and shall not disclose any confidential information received during closed sessions of the Board.

The Board will enforce upon itself whatever discipline is needed to govern and discharge its duties effectively and efficiently. The Board and individual Board member self discipline will apply at all times and to such matters which include, but are not limited to attendance, respect of others, proper decorum, confidentiality with sensitive information, speaking with one voice, and adherence to the policies and rules of the College and the Board. The Board will not allow any officer, individual or committee of the Board to hinder or be an excuse for not fulfilling the Board’s responsibilities in a professional and responsible manner.

The Board will take appropriate action to enforce the obligations imposed hereunder and in these bylaws, including without limitation, limiting or suspending travel or other Board privileges, public censure, or other such action as the Board deems appropriate.

If the College receives a complaint that a Board member has violated this policy, the complaint shall be referred to the Board Chairperson or, if the complaint is against the Chairperson, to the Vice Chairperson. The Trustee that is the subject of the complaint shall be notified and given an opportunity to respond to the Chairperson (or Vice Chairperson, if appropriate) who, at his or her discretion, shall determine whether to take the complaint to the full Board for consideration or possible disciplinary action. Further the Chairperson (or Vice Chairperson, if appropriate), shall have the discretion to investigate the complaint, including the authority to engage an outside consultant to undertake the investigation and may, if he or she chooses, do so prior to notifying the Board of the complaint. Any report from an outside consultant shall be disseminated to all Board members prior to any disciplinary action being taken against the Board member. All meetings to hear complaints or to consider the discipline of a Board member shall occur at an open meeting, unless the Board member that is the subject of the complaint requests a closed session, in accordance with the Open Meetings Act.

Approved: July 29, 1996
Reviewed: March 27, 2000
Revised: April 17, 2006
Approved: May 22, 2006

TOP

1326 Transaction of Business

The Board of Trustees shall transact all business, including information sessions, at public legal meetings of the Board. No member of the Board shall have power to act in the name of the Board of Trustees outside of Board meetings.

Approved: March 27, 2000

TOP

1330 New Member Orientation

Newly elected Board members shall be invited to attend all Board meetings prior to the time they officially take office.

Present Board members and the president shall conduct an appropriate orientation program designed to acquaint new Board members with the College, Board operating procedures, policy, duties, responsibilities, and other activities.

Newly elected Board members shall receive copies of all agendas, reports and other communications normally received by regular Board members except information or material of a confidential nature.

Approved: July 29, 1996
Reviewed: March 27, 2000

TOP

1340 Board Member Development Opportunities

General: The Mott Community College Board of Trustees places a high priority on the continuing in-service training and education of its members. Toward that end, members of the Board of Trustees are encouraged to participate in educational activities that enhance their ability to govern effectively as community College trustees and in articulating College services to the community. This policy reflects the Board’s belief that well-informed trustees are better able to make informed decisions on the many issues confronting them.

The following basic policy statements apply:

1. Board member involvement in conferences, in-service activities, and training programs is encouraged to develop maximum individual Board member proficiency.
2. Funds shall be budgeted annually to support Board member development opportunities.
3. The Board of Trustees shall endorse, on an annual basis, the conferences and workshops pre-approved and recommended for Board attendance. The Board will designate, at that time, the number of individuals approved to attend each conference. Designation will be based upon individual trustee interests and best use of available funds.
4. Board members shall be reimbursed for costs incurred through participation in approved activities. (See Policy Section 1360: Reimbursement of Trustee Expenses.) Expenses related to the following specific categories of duties and functions are approved as reimbursable expenses:
1. Educational conferences and business meetings, including registration fees and expenses incurred for attendance at Board approved education-related conferences, association meetings, seminars, continuing education classes and workshops at the local, state and national levels. Expenses include costs of travel, lodging and meals where these expenses are directly related to attendance at the conference, seminar, class or workshop.
2. Attendance at educational or civic programs and functions where the Board member is designated as the Board’s official representative, delegate or spokesperson. This category does not include political activities of any kind.
3. College business travel: air travel at coach rate; automobile mileage at the Internal Revenue Service approved rate per mile, plus tolls; taxi or rental car allowances at current prevailing rates for travel outside the College district when necessary to attend a function.
4. Every effort will be made to make travel reservations well in advance to maximize cost savings to the College.
5. Conference/in-service related expenses might be prepaid directly by the College. The College President may also pay for expenses contained within this policy or other expenses authorized utilizing the College issued credit card.
5. The Board Chair in consultation with the Finance Committee Chair shall have the authority to approve or disapprove participation of members in activities not included in the annual recommendation.
6. Expenses of spouses and other family members accompanying Board members in discharging their official duties or performing authorized functions are not reimbursable.
7. The public shall be kept informed about Board development activities through reports given at Board meetings to include the benefits of the activities to the College.

Approved: July 26, 1996
Revised: March 27, 2000

TOP

1350 Board Compensation

Board members shall not receive compensation for services as a Board member or as a Board officer. Expenses of Board members may be reimbursed when the Board of Trustees authorizes such expenses.

Approved: July 29, 1996
Reviewed: March 27, 2000

LEGAL REF: MCL 389.112

TOP

1351 Indemnification

The College shall pay for and furnish the services of an attorney to advise, appear for, and represent the trustee for any claim or civil action commenced against him/her arising for the trustee’s activities while in office.

The College agrees to indemnify and hold the trustee harmless from and against any and all claims, suits, judgments, damages, liabilities, including costs and expenses, whether known or unknown, suspected or unsuspected, founded in fact, in law, or in equity subject to the limitations herein, asserted against the trustee arising from actions taken, or a decision made, within the scope of the trustee’s activities while in office, during the term of the trustee’s service with the College notwithstanding that said claims may be asserted after expiration or termination of said service. The trustee shall give the College written notice of the nature of any claim for indemnification hereunder promptly upon receipt of notice of any claim or action against the trustee. The College shall have the right to conduct the defense and settle any such claim. The trustee shall fully cooperate with the College in the defense. The trustee may, at his/her own cost and expense, employ counsel to assist in such defense.

This indemnification shall include all acts of a trustee, including acts of negligence, but shall not include acts determined by a court to be willful misfeasance, capricious, or unreasonable in reckless disregard of the trustee’s duties. The College shall provide attorney services in all cases.

Approved: July 29, 1996
Reviewed: March 27, 2000

TOP

1360 Reimbursement of Board of Trustee Expenses

These guidelines are issued to further clarify the Board of Trustees policy related to the procedures for reimbursement of trustee expenses. Any changes to these guidelines may be proposed by the President or Board Chair and must be reviewed by the Finance Committee of the Board of Trustees. A guideline may be modified or waived prior to a specific event or occasion by the President, provided that a notice of waiver is submitted to the Finance Committee at their next regularly scheduled meeting.

1. Cash Advances: Cash advances will be made for a specific purpose or activity upon prior written approval of the College President. Advances shall not exceed the anticipated expenditure based on authorized daily allowance of $60.00. Cash advances will be reconciled with receipts to the President’s Office within thirty days of the conclusion of the travel. Cash advances not reconciled within thirty days will be referred to the Finance Committee for review.
2. Expenditure Limits:
1. Meals: The College will reimburse expenditure for meals by a trustee as a result of participation in a Board assigned activity based upon actual receipts.
2. Use of Automobile: Mileage for business related travel by automobile may be made at a level up to, but not exceeding, the most current IRS publicized rate for mileage reimbursement. The mileage reimbursement rate for Board travel will be approved on an annual basis. All mileage will be computed using the current federally set rate and will be adjusted annual according to IRS rates. Mileage information for locations both inside and outside of Michigan will be obtained from the MCC Accounting Office. In addition, reimbursement will be allowed for reasonable and/or actual costs incurred by tolls and parking. Reimbursement for mileage and related expenses may not exceed second class or coach airfare for the same trip.
3. Lodging: Actual costs will be reimbursed at no more than the single room rate or the approved conference negotiated rate. Personal items such as in-room movies are not reimbursable.
4. Gratuities: Reimbursement for gratuities shall not exceed 20% for meals. Reasonable bellhops, cab services, etc. will be allowed.
5. Spouse/Guest Expenses: Reimbursement for the cost of conference, convention, travel or other official function expenses for a spouse/guest is not allowed unless the official function requires the spouse’s/guest’s attendance.
6. Business Phone Calls: Charges for telephone calls are reimbursed if they are incurred in connection with Mott Community College business.
7. Other: Actual costs for the purchase of supplies, rental of audio-visual materials, or other similar items will be reimbursed upon presentation of proper approval s and documentation. This process is limited to those items that cannot be handled through the regular purchasing process or items of an emergency nature. Equipment items must be handled though the regular purchasing process.
3. Approval of Expense Reports: The Chief Financial Officer will review all expense reports and documentation and approve or reject the expenditures prior to reimbursement. Total expenditures of all trustees may be reviewed periodically by the full Board of Trustees.
4. Disallowed Expenses: Expenses that are not business related or are deemed inappropriate by the College President/Finance Committee will be disallowed.
5. Expense Reports: A detailed expense report must be prepared (using the official MCC Travel Reimbursement Form) and submitted within ten (10) working days following the conclusion of the activity for which the advance was granted. Unused funds must be returned concurrent with submission of the expense report.
6. All outstanding travel must be processed before another request is submitted. The College will consider an advance overdue if the detailed expense report is not submitted on a timely basis. No new travel advances will be issued until prior travel expense reports are filed. Travel expenses not reconciled within thirty days of travel will be referred to the Finance Committee.

Approved: July 29, 1996
Revised: March 27, 2000

TOP

1361 Conflict of Interest

A Board member cannot be interested directly or indirectly in any contract with the College and shall not perform any labor or furnish equipment and/or supplies for compensation, except in accordance with current law.

Approved: July 29, 1996
Reviewed: March 27, 2000

LEGAL REF: MCL 15.321 - 15.330

TOP

1370 Board Recognitions

Each current Board member shall be recognized for their service by awarding of honorary Associate in Arts degrees from the College.

Each succeeding Board member shall be so honored during the regular Board meeting in June at the end of the Board member’s service on the Board.

Approved: July 29, 1996
Revised: March 27, 2000

TOP

1380 Board Remembrances

The Board authorizes the president to provide suitable remembrances on behalf of the Board or the College in situations or circumstances deemed necessary by either the Board chairman or the College president.

Approved: July 29, 1996
Reviewed: March 27, 2000

TOP

1400 Ad Hoc and Advisory Committees

General: The Board shall establish such Ad Hoc (temporary) and advisory committees, as it deems necessary. The type and function of each committee shall be dictated by the needs of the College for the special services of such committee. The chairman shall appoint all members of all committees. Each committee shall organize itself with assistance from the president.

The following basic policy statements apply:

1. A line of communication shall be established between each committee, the Board and the president.
2. Each committee shall report to the president and/or the Board as the Board may require by regulation or procedure.
3. The Board may dissolve any committee at any time.
4. Committee meetings shall be posted in accordance with the open meetings act.

The President shall assist the committee in the development of a budget for operational expenses if necessary. The College general fund budget shall include a line item for Board Committees.

Approved: July 29, 1996
Revised: March 27, 2000

LEGAL REF: MCL 389.125(f)

TOP

1411 Advisory Committees: Citizens/Lay Committees

General: The College shall seek the knowledge and experience of community citizens to assist the faculty and administration in planning new instructional programs and in providing the most current advice and information about the College’s on-going programs. To this end, the Board may create citizen committees.

The following basic policy statements apply:

1. The term of appointment for members of citizen/lay committees shall be designated at the time of appointment (normally not longer than two years).
2. All appointments shall be made by the Chairman, except in extenuating circumstance; the College’s administration may appoint members to the committee(s).
3. All such appointments by the administrative staff shall be reported to the Board at the next regular Board meeting for confirmation.
4. Citizens may be appointed during alternate years to fill vacancies and serve for the balance of the appointment. This will be the case for citizens serving on committees formed by the College’s administrative staff.
5. The President may appoint administrative personnel to advisory committees at his/her discretion.

Approved: July 29, 1996
Revised: March 27, 2000

TOP

1412 Advisory Committee: Multi-Cultural/Minority Affairs Advisory Committee

General: Mott Community College has a special responsibility to the community to promote equal access and success for minority students, faculty and staff. The academic community has an obligation to serve as an important model in achieving racial harmony and empowerment.

The following basic policy statements apply:

1. The Board may appoint citizens to serve on the College’s Multi-Cultural/Minority Affairs Advisory Committee. The term of appointment shall be for two years. Vacancies on the committee will be filled by the Board at alternate October Board meetings. These appointees will serve for the balance of the two-year appointment.
2. The College shall seek the knowledge and experience of community citizens to assist faculty and administration in keeping abreast of problems facing ethnic minorities by:
1. Providing a channel for continued communication between the college and the representatives of ethnic and minority groups of its various constituencies.
2. Providing a system to allow input/feedback on College policies, procedures and practices.

Approved: March 27, 2000

TOP

1415 Ad Hoc Committees: Board Regional Technology Committee

Responsibility: The Regional Technology Committee (RTC) is an ad hoc committee charged with the responsibility of policy oversight for the development for the Mott Community College Regional Technology Center.

The following basic policy statements apply:

The Regional Technology Center Committee shall:

1. Consist of three members of the Board of Trustees. The College President shall serve as an ex officio member of the committee.
2. Review construction plans for the facility and site and make recommendations to the Board of Trustees when appropriate.
3. Review program development for implementation of technology programs of instruction with recommendations to the Board of Trustees when appropriate.
4. Review long-range budget projections related to the start-up of the RTC with referral of such recommendations to the Finance Committee for action.
5. Review and provide oversight of the M-TEC Board selection process with recommendations to the Board of Trustees for appointment to the M-TEC Board.
6. Coordinate committee activities with Board of Trustees Goal #3, RTC interest in career technical programs, community business/industry partnerships, and workforce development.

Approved: March 27, 2000

TOP

1416 Ad Hoc Committees: Outreach/Community Partnerships

Responsibility: The Outreach/Community Partnerships Committee is an ad hoc committee charged with the responsibility of working to improve relationships with local school districts and communities in the college service area.

The following basic policy statements apply:

The Outreach/Community Partnerships Committee shall:

1. Consist of three members of the Board of Trustees. The College President shall serve as an ex officio member of the committee.
2. Identify ways to work with, communicate and collaborate with the school districts in the college service area.
3. Identify ways to work with, communicate and collaborate with city and township governing units in the college service area.
4. Identify ways to publicize successful activities between the College and the community.

Membership: Members serving on the Outreach/Community Partnerships Committee should have a special interest in working with school districts and communities in the Mott Community College service area.

TOP

1417 Ad Hoc Committee for County-Wide Collaboration

Responsibility: The County-Wide Collaboration Committee is an ad hoc committee charged with the responsibility of working with the Genesee County Board of Commissioners on economic development issues and the Intermediate School District on educational issues.

The following basic policy statements apply:

The County -Wide Collaboration Committee will:

1. Consist of three members of the Board of Trustees. The College President shall serve as an ex officio member of the committee.
2. Establish a cooperative working relationship with the Genesee County Board of Commissioners and staff to support economic development and cooperative programs.
3. Establish a cooperative working relationship with the Genesee County Intermediate School District and staff to support educational initiatives and cooperative programs.
4. Propose programs or activities of mutual benefit to the College and partners.
5. Identify ways to publicize successful activities between the College and the community.

Membership: Members serving on the County-Wide Collaboration Committee should have a special interest in working on county-wide initiatives with county government and county education.

TOP

1420 Standing Committees

General: The Board may appoint standing committees as deemed necessary. The members of each standing committee shall be appointed by the chairman and be subject to Board approval.

The following basic policy statements apply:

1. Standing committees established by the Board shall have three members of the Board of Trustees appointed to the committee by the Board Chair.
2. The President shall be an ex-officio member of the standing committees.
3. Each standing committee shall have a task(s) specifically defined by the Board and designated time-lines for reporting to the Board.
4. Committees have no power or authority to act on behalf of the Board unless specifically authorized by the Board; hold hearings only upon approval of the Board; and limit activities and considerations to policy matters and recommendations.
5. All reports submitted to the Board shall contain the date, committee name, and members present at the committee meetings, and the results or recommendations.
6. Committee meetings shall be posted in accordance with the open meetings act. Committees shall meet in closed sessions to protect confidential information for the reasons permitted by the Michigan Open Meetings Law and described in Policy 1510 (Closed Executive Sessions).

Approved: March 27, 2000
Revised: April 17, 2006
Approved: May 22, 2006

TOP

1421 Standing Committees: Finance Committee

Responsibility: The Board Finance Committee is responsible for the general monthly oversight of the various funds of the College and other issues or areas that have financial implications for the College. Such areas may take the form of monthly financial statements, reports from the President or Staff, annual audits, and the Board of Trustee goals regarding budget and finance.

The following policy statements apply:

The Finance Committee shall:

1. Recommend ex officio committee member(s) with demonstrated experience and competency in such fields as auditing, finance or banking; or experience as a Certified Public Accountant or Chief Financial Officer.
2. Review and recommend “on-line” budget information for use by committee members or other trustees in College facilities.
3. Review and endorse College budgets proposed by the Administration and Staff prior to presentation to the full Board of Trustees for approval.
4. Develop a process to ensure a balanced, annual College budget that will provide for financial stability, accountability, and integrity in all operational areas in conjunction with the President.
5. Receive and review detailed, monthly reports on revenues and expenditures, accounts receivable, and student enrollments with summary information including fund balance.
6. Review comprehensive financial analysis of all new programs prior to final approval and implementation.
7. Conduct an annual review of major budget categories including student enrollment, tuition collection rates, and revenues and expenditures in a format that reflects budget trends (with information) of the past, present and future forecasts.

Membership: Members of the Board Finance Committee shall have an interest in College finances and shall possess knowledge of public finance or have experience with private business finance, non-profit business experience, or complete Board development programs in finance.

Approved: March 27, 2000

TOP

1422 Standing Committees: Personnel Committee

Responsibility: The Personnel Committee is responsible for the review and oversight of the College personnel policy decisions including personnel related activities and needs.

The following basic policy statements apply:

The Board Personnel Committee shall:

1. Receive and review monthly staffing transactions reports and recommend action to the Board.
2. Establish parameters for contract negotiations in conjunction with the President and his staff for recommendation to the Board
3. Review employee actions, such as discipline, promotion, dismissal, etc. assuring a full awareness of the Board of such actions as appropriate.
4. Review proposed staffing levels and table of authorized positions.
5. Communicate with the Finance Committee related to personnel costs in such activities as reorganization within the College or new programs, which require staffing.
6. Review employee wage and benefit packages to assure that these are reasonable, affordable, and competitive.

Membership: Members of the Board Personnel Committee shall have an interest and some experience in personnel matters with private business, non-profits, volunteer work or other related areas.

Approved: March 27, 2000

TOP

1423 Standing Committees: Strategic Budget Committee

Responsibility: The Strategic Budget Committee is responsible for long-range strategic input on the College’s fiscal needs. This will be accomplished by reviewing the College’s strategic plans, budget proposals, and College financial data.

The following basic policy statements apply:

The Strategic Budget Committee shall:

1. Participate in the pre and post-audit activities of the College.
2. Identify strategic financial issues related to the long-range College strategic plan and financial plan to ensure stability.
3. Review the long-range College facilities plan and its financial implications for the budget or millage elections.
4. Identify alternative funding sources for the College.
5. Provide input to the Board Finance Committee as appropriate.

Membership: Members of the Strategic Budget Committee shall have comprehensive experience in long-range financial planning and/or strategic planning and facility development. The committee will also be comprised of some representatives from the College faculty and staff.

Approved: March 27, 2000

TOP

1424 Standing Committees: Board Policy Committee

Responsibility: The Board Policy Committee is responsible for the drafting of new policies as well as review and revision of existing policies as needed.

The following basic policy statements apply:

The Board Policy Committee shall:

1. Identify the need for new policies in conjunction with the Board of Trustees and the President.
2. Review, revise and recommend policies to ensure currency and compliance with State law, current legal cases, State Executive Orders and administrative decisions.
3. Conducts an annual policy needs assessment (July of each year) where input is sought from the Board of Trustees and President concerning new policies or revision of existing policies.
4. Reviews all new policies and revisions to policies prior to recommendation and action by the full Board of Trustees.

Membership: Members of the Board Policy Committee shall have an interest in policy development and experience in preparing written documents.

Approved: March 27, 2000

TOP

1440 Committee of the Whole

The Board may meet as a committee-of-the-whole to review and appraise existing policies and College operations as the occasion requires.

Such meetings shall be held only after notice has been given and an invitation extended to the public.

All meetings shall be held in a public place and no votes or action shall be taken.

Approved: July 29, 1996
Reviewed: March 27, 2000

TOP

1500 Board Meetings

The Board shall transact all business, including information sessions, at public and legally noticed Board meetings. No Board member shall have the power to act in the name of the Board outside of the Board meeting.

Attendance
The attendance of Board members shall be reported in the official minutes prepared by the secretary.

Organizational Meeting
The organizational Board meeting of the Charles Stewart Mott Community College shall be held at the first Board of Trustees meeting in July following the date of the regular community college district election. At this organizational meeting, the Board shall elect a Chairperson and a Vice-Chairperson, who shall be members of the Board of Trustees, and a Secretary and a Treasurer who need not be members of the Board of Trustees. The officers shall be elected to a term of two years, subject to change of officers by resolution of the Board. The Board may take up such additional business at the organizational meeting as the Board deems appropriate.

Regular Meetings
Regular Board meetings shall be held on the fourth Monday of each month during the year. Should the appointed day for the meeting be a holiday, and then a meeting shall be held at the discretion of the chairman and the Board secretary.

Adjourned Meeting
An adjourned meeting may be reconvened for the transaction of business normally scheduled for that meeting.

Emergency Meetings
The Board may meet in emergency session, without complying with the notice requirements of the open meetings act , in the event of severe and imminent threat to the health, safety or welfare of the public, when two-thirds of the members elected to and serving on the Board decide that delay would be detrimental to the efforts to lessen or respond to the threat. (Legal Reference: MCL15.265(5); OAG#5183)

Time and Place
All Board meetings shall be held in the Prahl Center Ballroom at 7:30 p.m., unless a different place shall be designated by resolution or in the meeting notice.

Approved: July 29, 1996
Revised: March 27, 2000
Revised: June 27, 2005
LEGAL REF: MCL 15.261 et seq.; 389.111(2)

TOP

1510 Closed Executive Sessions

The Board shall conduct closed sessions only as provided by current law.

Minutes
The minutes of any closed session shall be kept separate from the minutes of the regular or special meeting and shall not be a matter of public record except as provided for under current law.

Any Board action taken as a result of a closed session shall be taken in a public meeting and recorded as such.

Approved: July 29, 1996
Reviewed: March 27, 2000

LEGAL REF: MCL 15.261 et seq.

Note: A public body may meet in closed session only for the following purposes: (a) to consider the dismissal, suspension, or disciplining of, or to hear complaints or charges brought against, or to consider a periodic personnel evaluation of, a public officer, employee, staff member, or individual agent, if the named person requests a closed hearing; (b) to consider the dismissal, suspension, or disciplining of a student and if the student requests a closed hearing; © for strategy and negotiations sessions if either party requests a closed hearing; (d) to consider the purchase or lease of real property; (e) to consult with its attorney regarding trial or settlement strategy in connection with specific pending litigation; (f) to review the specific contents of an application for employment or appointment to a public office if the candidate requests that the application remain confidential; and (g) to consider material exempt from discussion by state or federal statute.

TOP

1530 Special Meetings

Special Board meetings may be called by the chairman or by any three Board members, by giving written notice stating the time, place and purpose of the meeting.

Committee of the Whole work sessions will be open to the public and properly posted as official Board meetings. The Board shall take no action at Committee of the Whole work sessions.

Notice
Such notice of a special meeting shall be given by mail at least 72 hours before such meeting or by personal service at least 24 hours before such meeting. In lieu of timely notice, and a full membership being present, a special meeting can be declared.

Business
No business shall be transacted except that for which the special meeting is called, unless all members are present and concur in the addition of other items to the agenda.

Order of Business
The order of business at special Board meetings shall be:

1. Call To Order
2. Additions to the Agenda
3. Adoption of the Agenda
4. Comments from the Public - only those relating to the reason for the special meeting.
5. New Business
6. Adjournment

Approved: July 29, 1996
Revised: March 27, 2000
LEGAL REF: MCL 15.265 - 15.266

TOP

1620 Parliamentary Procedure

Rules of Order
Robert’s Rules of Order, Newly Revised shall apply to all Board meetings.

Rules Suspension
The rules may be suspended at any meeting subject to a majority vote of the members elected to and serving on the Board.

Approved: July 29, 1996
Reviewed: March 27, 2000

LEGAL REF: MCL 389.125(f)

TOP

1621 Quorum

A majority of the members elected to and serving on the Board shall constitute a quorum. A majority of the members elected to and serving on the Board is required to take Board action.

Approved: July 29, 1996
Reviewed: March 27, 2000

Note: For the most part, a quorum of the College Board is four members. At a legal meeting, valid Board action requires a vote of four trustees, either for or against a motion, and a proper record shall be made of each Board action.

TOP

1630 Agenda

The President and Chairperson shall prepare an agenda with necessary supporting reports and documents for each meeting. The agenda, with supporting materials, shall be available for each member of the Board no later than three (3) calendar days prior to the day of the meeting. The agenda may be modified by the Chairperson, if without objection, or upon a majority vote of the Trustees in attendance at a Board meeting.

Approved: July 29, 1996
Reviewed: March 27, 2000
Revised: April 17, 2006
Approved: May 22, 2006

TOP

1631 Order of Business

The usual order of business for the Board shall be:

1. Call To Order
2. Additions to the Agenda
3. Adoption of the Agenda
4. Communications
5. Comments From The Public
6. Approval of Minutes
7. Informational Reports
8. Unfinished Business
9. New Business
10. Administration Items
11. President’s/Executive Cabinet Report
12. Miscellaneous Business
13. Executive Session
14. Adjournment

Approved: July 29, 1996
Revised: March 27, 2000
LEGAL REF: MCL 389.125(f)

TOP

1640 Public Participation

Communications From The Public
Regular and special meetings of the Board are open to the public. Citizens may address the Board on those matters within its jurisdiction. Such presentations shall come under comments from the public in the order of business. As the Board is primarily concerned with policy matters, citizens shall be urged to discuss operational issues with the College president prior to the meeting.

Complaints about individuals or College programs shall be presented to the Board in writing. The complaint shall be referred to the President for investigation and reported back to the Board of Trustees. The Board may recess to executive session to hear such complaints if deemed advisable.

The Board chairman shall invite the public to address the Board. All citizens who wish to address the Board or who wish to communicate with the Board in writing shall identify themselves and/or the group they represent, if any. They must also state their reasons for addressing the Board.

Citizens addressing the Board shall be limited to five minutes in making their remarks unless the time is increased or decreased by consent of the Board. A brief supporting the remarks made by the citizen may be submitted to the Board for its consideration. The Board may limit the number of persons wishing to address the Board on the same subject to three (3).

Students, faculty and staff should follow the chain of command and exhaust all steps with the administration before being allowed to make a presentation to the Board. It still should be limited to policy matters.

The Board chairman may ask the College president to respond to a presentation at the meeting. After the president’s response there shall be no further discussion of the item at that meeting. If a response is not possible at the meeting, a written response shall be given before the next meeting to the individual(s), and the response will be distributed at the next meeting and reported upon during the president’s report to the Board.

Approved: July 29, 1996
Revised: March 27, 2000
LEGAL REF: MCL 15.263(5)

TOP

1660 Voting Method

Roll Call Vote
The Board shall take action by way of motions. No motion may be acted upon until a member of the Board has duly seconded it. The vote on all motions shall be by “aye” and “nay” and shall be taken by a show of hands or a roll call vote. Any member for the roll call vote shall record the names of those voting “aye,” “nay,” or abstaining upon request.

Following each vote, the chairman shall announce that the motion carried or failed by a vote of # of affirmative votes to # of negative votes.

The minutes shall indicate whether a motion passes or failed. Each Board member may have the privilege of explaining for the record any vote, be it affirmative, negative, or abstaining at the discretion of the chairman.

Obligation to Vote
Each member present is obligated to vote upon all motions submitted for action unless there is a legal reason to abstain such as a conflict of interest. In the case of a tie vote, the motion shall be considered lost.

Approved: July 29, 1996
Revised: March 27, 2000

TOP

1670 Minutes

Board minutes shall be prepared under the guidance of the Board secretary and mailed or delivered to Board members at least two working days prior to the next regular Board meeting.

The Board of Trustees as an official act of the regular meeting shall approve the Board’s minutes. The Board Secretary and Board Chairman shall sign approved minutes.

The attendance of Board members shall be recorded in the minutes.

The official minutes shall be bound and kept under the direction of the Board secretary.

Approved: July 29, 1996
Reviewed: March 27, 2000
LEGAL REF: MCL 15.269

TOP

1700 Professional Services

The Board recognizes the need for certain ongoing professional services, specifically legal, architectural, and audit. The Board further recognizes the importance of the continuity of records and relationships with the providers of those services.

The president shall review the status of such services with the Board every three years and make recommendations whether to seek competitive proposals or to continue with the existing providers. However, this provision shall not be construed as a commitment to employ professionals for any period. The Board retains full discretion to determine the duration of professional services arrangements.

Approved: July 29, 1996
Reviewed: March 27, 2000

TOP

1710 Board Attorney

General: The Board shall retain a qualified attorney or legal firm to handle the legal matters of the Board and the College and to receive such compensation as the Board may provide. The duties of the Board attorney or legal firm shall be prescribed by regulation.

1. The attorney or legal firm for the College shall have the following responsibilities:
1. Upon request of the Board chairman or president, attend all Board meetings and act as counselor;
2. Render a written opinion on a legal question when requested by the Board;
3. Prepare or supervise the preparation of all legal papers and documents which shall be executed by the Board officers; or shall approve same before execution thereof by the officers;
4. Provide such opinions or other legal information to the president which may be necessary for the immediate or long -range conduct of the College;
5. Represent the College as specifically designated by the Board in litigation to which the College may be a party or in which it is interested;
6. Shall, upon request, represent the Board in the purchase or sale of any real estate;
7. Attend to and act on any matters the Board refers to him for supervision, adjustment, and/or disposal;
8. Prepare all questions to be placed upon the ballot for regular or special elections;
9. Periodically provide progress reports to the Board on legal matters referred; and
10. Perform such other services as requested by the Board.
2. Compensation for duties and services shall be agreed to by the attorney and the Board in the retention agreement which shall set forth the annual retainer and supplemental charges.
3. The Chairman or President are authorized to contact the attorney on legal matters concerning the College.

The Board’s legal counsel shall not provide personal legal assistance to individual Board members, the President, or members of the staff unless specifically authorized by the Board.

In any dispute or potential divergence of interests between the Board and the President, the President shall not utilize the Board’s counsel to represent his interest.

The Board of Trustees or the President may utilize other law firms as needed to address special needs, i.e. personnel, bonding, negotiations, etc.

Approved: July 29, 1996
Revised: March 27, 2000

TOP

1720 Consultants

The Board may use consultants to assist the Board in the operation of the College.

Approved: July 29, 1996
Reviewed: March 27, 2000

TOP

1800 Policy Development

The Board, at least annually, shall review its policies and shall, as the needs dictate, delete, amend and supplement existing policies and adopt new policies.

Attorney Involvement
The Board’s policies may be submitted to the Board’s attorney to determine the legality of said policies before they are submitted to the Board for final approval.

Approved: July 29, 1996
Revised: March 27, 2000
LEGAL REF: MCL 389.125(d)

TOP

1810 Policy Adoption

The Board shall adopt new policies and delete or modify existing policies as the need arises.

The Board’s policies may be amended at any regular, special or adjourned Board meeting by a majority vote of the members elected and serving.

A recommendation by an individual or group of citizens or patrons to adopt or amend any policy may be submitted at any regular Board meeting.

Final action by the Board on any policy addition, amendment or revision shall take place at the next regular meeting of the Board unless an emergency is declared whereby final action may be taken immediately.

Policy Dissemination
Changes in the policies shall be disseminated in the manner provided by the Board.

Policy Review
The Board shall review and oversee its policies on a regularly scheduled basis.

Manuals
The president shall be responsible for devising a procedure to ensure that those persons having copies of the policy manual receive changes in policies and any which have been amended or deleted are removed from such manuals.

The Board secretary shall keep a running historical set of Board policies, which shall reflect all revisions, amendments or other actions pertaining to every policy.

Approved: July 29, 1996
Revised: March 27, 2000
LEGAL REF: MCL 389.125(f)

TOP

1821 Administration in the Absence of Policy

When action must be taken and no guidelines have been provided for administrative action, the president shall have the power to act. Such decisions shall be subject to review by the Board at its next regular meeting. The president shall notify the Board of such action and advise the Board of needed policy.