Meetings

Section: 
Board of Trustees
Policy Number: 
105
Effective: 
Friday, May 2, 2014
Last Revised: 
Tuesday, May 14, 2019
Policy: 
Section 1. Regular Meetings Regular meetings of the Board of Trustees shall be held monthly unless canceled by direction of the Board of Trustees or the chair of the Board of Trustees. At the May meeting of each year, a schedule of regular meetings shall be adopted for the ensuing fiscal year and filed with the Washington State Code Reviser by the President’s Office for inclusion in the Washington State Register. Matters normally coming to the Board of Trustees in the form of a motion regarding policy change or definition, and those other matters requiring Board consensus or vote, will usually come before the Board of Trustees initially as a first reading. Discussion may follow the first reading and, at a subsequent or following meeting, the topic will be voted upon accordingly. All matters to be placed upon the written agenda shall be transmitted to the secretary of the Board.
Section 2. Special Meetings The chair of the Board or any three members therefore, may call special meetings of the Board of Trustees at any time by requesting the secretary to give at least twenty-four hours notice. The agenda and its order may be different than the order of business provided for regular meetings. Any matter relating to the college may be considered at any meetings, with the exception that the Board cannot take action on any item not included on the agenda of a special meeting.
Section 3. Public Meetings  Meetings of the Board of Trustees shall be open to the public except in executive session. Action may be considered and proposed in executive sessions, but official action shall be taken only during a public meeting.
Section 4. Attendance and Quorum It is expected that trustees attend Board of Trustees meetings.  However, trustees recognize that, infrequently, it may not be possible for all trustees to be physically present.  In such instances, a trustee unable to physically attend a meeting may attend through the use of technology such as telephone or video conferencing.  The trustee must provide prior notice to the chair of the Board and the secretary that the trustee wishes to attend via the use of technology.  This notice should be communicated at the Board of Trustees meeting prior to the meeting in which attendance through technology would be used, and in no circumstances later than two working days prior to the meeting.  The chair must approve such attendance.  A trustee may attend a meeting through the use of technology no more than three times a year.  Three trustees shall constitute a quorum of the Board of Trustees for the transaction of business at any regular or special meeting of the Board of Trustees.  This quorum is met by the physical presence of three trustees.
Section 5. Rules of Procedure Except as otherwise specified here, the proceedings of the Board of Trustees shall be governed by the rules prescribed in Robert’s Rules of Order Newly Revised.
Section 6. Order of Business of the Board of Trustees The following shall be the order of business at each regular meeting of the Board of Trustees:

1. Call to Order

2. Roll Call

3. Approval of Consent Agenda

a. Adoption of Minutes

b. Meetings and Conferences

c. Announcements

d. Date of the Next Board Meeting

4. Special Introductions

5. Comments from the Audience

6. Board Special Committee Liaison Reports

7. Report from the College President

8. Informative Report

9. Policy

10. Buildings and Grounds

11. Budget and Finance

12. Comments from Individual Members of the Board of Trustees

13. Executive Session

14. Action Item from Executive Session

15. Adjournment

The chair, with the consent of the Board members present, may change the order of the agenda.

Section 7. Agenda At least seven days prior to each regular meeting, the secretary shall distribute to each member of the Board of Trustees, an agenda setting forth all substantive matters, which are to be considered at the meeting. As to those matters which are the subject of consideration and recommendation after the distribution of said agenda, a detailed report shall be made to the Board of Trustees at its meeting.
Section 8. Minutes Minutes of each meeting of the Board of Trustees shall be part of the distribution of the agendum for the next meeting.
Section 9. Communications Communications for presentation to the Board of Trustees shall be in writing and shall be presented by the president at the next regular meeting following their receipt.  It is the intent of the Board that procedures set forth in this policy shall be liberally interpreted to the end that all interested citizens and organized groups shall be able to address the Board on any matter relevant to its responsibilities and duties in the operations of the college.  Notwithstanding any of the provisions of this section, impromptu comments or questions by members of the public or organization representative may be presented at any meeting of the Board consistent with the provisions of Chapter 42.30 RCW, the open public meeting act.  The chair shall have the right to limit the length of time of any presentation.
Section 10.Meeting Disruptions

The chair of the Board may direct a person to leave a meeting if the person creates a disruption that makes the orderly conduct of the meeting unfeasible. First, the chair will request that the person stop the disruption. Second, if necessary, the chair will consult the trustees prior to directing a person to leave.

If the chair of the Board is unable to restore order, the trustees may order the meeting room cleared and continue in session; alternatively, the trustees may adjourn the meeting and reconvene in another location selected by a majority of the trustees. In such a session, final disposition may be taken only on items appearing on the agenda. Press or media representatives shall be allowed to attend any such session, except for those who participated in the disruption.

To Whom Does This Policy Apply: 

The Board of Trustees, members of the public, citizens or organization representatives.