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Edmonds Community College    
 
    
 
  Nov 23, 2017
 
Policy Management
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BOT 1.01pr - Board of Trustees Bylaws : Procedure


SUMMARY/SCOPE
Procedure for addressing the Board of Trustees Bylaws policy.

DESCRIPTION
The Edmonds Community College Board of Trustees shall follow these procedures as they apply to the officers role and duties, meetings, office, and advisory representatives.

PROCEDURE DETAILS
At the first regular Board of Trustees meeting (i.e., September) each fall, the Board shall elect from its membership a Chair and Vice Chair, each to serve for one (1) year, until their successors are appointed or qualified. The Student Trustee is not considered for an officer position due to his/her one-year term.

The Chair shall, while presiding at official meetings, have full rights of making motions, discussion, and vote.

The Secretary may appoint an appropriate staff member to act as recording secretary for all regular and special meetings of the Board. The Secretary of the Board shall serve as Chair, without privilege of vote, in any regular meeting of the Board conducted in the absence of the Chair and Vice Chair. The Secretary shall also be responsible for Board correspondence, compiling the agenda of meetings, and distributing the minutes of the meeting and related reports. The Secretary of the Board, or designee, shall attend all regular and special meetings of the Board and official minutes must be kept of all such meetings.

At any regular meeting, the Board may, by majority vote, cancel the next regular meeting. Additional regular or special meetings may be held when requested by the Chair of the Board or by a majority of the trustees. No official business shall be conducted by the Board except during regular or special meetings held at a preannounced date, time, and place.

Information and materials pertinent to the agenda of all regular meetings of the Board of Trustees shall be sent to all trustees prior to each meeting. Any matters of business or correspondence must be received by the Secretary of the Board by 12:00 noon, eight (8) business days before the meeting, in order to be included on the agenda. A matter of urgent business received later may be included on the agenda if it is a matter of emergency in the judgment of the Chair. All materials to be considered by the Board must be submitted in sufficient quantities to provide each trustee and the Secretary with appropriate, legible copies.

All business transacted in official Board of Trustee meetings shall be recorded in minutes, marked with the Community College District 23 seal, and filed for reference in the office of the Board.

Voting at regular meetings of the Board of Trustees shall be by voice. A roll call vote may be requested by any trustee for purposes of the record.

The Board of Trustees’ office shall be open during all normal business hours to any resident taxpayer of the State of Washington. Correspondence or other business for the Board shall be sent to the Secretary of the Board whose mailing address is 20000 68th Ave. W., Lynnwood, WA 98036 or is physically located in Gateway Hall, Room 301.

Advisory representatives may attend all regular and special meetings of the Board of Trustees and shall participate in these meetings of the Board of Trustees with voice but without vote. All such participation shall be in person and the right of such participation may be exercised by the organization’s designated proxy. If a vacancy occurs in a position of advisory representative, the respective organization shall select a successor for the balance of the term in which the vacancy occurs. All items for discussion proposed by advisory representatives shall be placed on the agenda in advance of meetings through the Office of the President in accordance with Board policies and college regulations.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 1.0 Board of Trustees Bylaws

SOURCE INFORMATION
(was) B 3.2 Board of Trustees Bylaws

CONTENT OWNER. The primary responsibility for this policy belongs to:
President’s Office, Secretary of the Board of Trustees

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
President’s Office, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President consulting with the Board of Trustees Chair on changes made.

REVIEW HISTORY
2017-Feb 09  Revised by Board Resolution 17-2-1

2014-May 08  Revised by Board Resolution 14-5-1

2007-Jan 11  Revised

2002-Sep 19  Revised

2002-Aug  Approved B 3.2



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