BOARD
OF TRUSTEES
Updated
July 12, 2007
SECTION
A - TABLE OF CONTENTS
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Terms
Defined
All references
to the “Board” shall mean the Board of Trustees of Community
College District Number 510.
All references
to the “College” shall mean South Suburban College.
The use of
masculine references is intended to include the female equivalent.
Adopted:
April 8, 1999
Reviewed: July 12, 2007
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100.01
Rules and Regulations
The Board
of Trustees shall, from time to time, establish rules and regulations
which constitute guidelines for conducting its business and governing
the affairs of the College, as deemed necessary by the Board.
When establishing
rules and regulations, the Board shall adhere to the guidelines set forth
in the collective bargaining agreements for those employees covered by
such agreements.
Reviewed:
April 8, 1999
Reviewed: July 12, 2007
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101.01
Board Philosophy and Objectives
The following
statements pertain to the philosophy and objectives that guide the deliberations
and decisions of the Board.
Whereas:
South Suburban College is an integral part of the Illinois Community College
System, organized to provide education and training to the citizens of
the district and to participate as a partner in the state-wide system
of higher education;
And the Board
assumes a full commitment to the objectives and philosophy of the Illinois
Community College Board to observe the standards and criteria as may,
from time to time, be set forth by said Board, and to assist in meeting
the needs for undergraduate college level education as well as technical
and semi-technical education leading to employment, and to develop and
experiment with programs to aid the under-educated student of post high
school age through: (1) baccalaureate-oriented curricula; (2) occupational-oriented
curricula; (3) adult and continuing education; and (4) liberal and general
studies programs designed as preparatory or developmental to help prepare
individuals for admission to occupational-oriented curricula, baccalaureate-oriented
curricula, or for their intrinsic value which may lead to a degree or
certificate in none of the above areas;
And the Board
considers its primary responsibility to be the citizens of the district
that it serves and the residents of the State of Illinois who seek occupational
education in fields unavailable elsewhere, and lastly to the residents
outside the State of Illinois and the territorial limits of the United
States;
Therefore,
the Board commits itself to a comprehensive program, offering a variety
of educational opportunities designed to meet a diversity of interests
and abilities of its student body. Central to all of these programs, and
vital to the realization of individual educational goals, is a strong
counseling service to lead students into programs in which they are most
qualified and show the greatest potential for achievement.
Further,
the Board is committed to the concept that the quality of the faculty
and staff is central to the quality of the educational experience of the
students. Therefore, it seeks to employ and retain persons with the highest
professional qualifications and demonstrated ability.
The Board
recognizes its responsibility to establish and maintain an atmosphere
conducive to the effective general and special education of all students
enrolled in the College, and guarantees that no person, on the basis of
sex, color, race, creed, national origin, disability, age, veteran status,
religion or other categories protected by law shall be excluded from participation
in, or be denied the benefits of any program or activity which it sponsors
or supports.
Further,
the Board is committed to being fiscally responsible to the taxpayers
of Community College District No. 510.
Finally,
the Board recognizes that there are numerous federal and state laws, local
ordinances and rules and regulations governing the activities of the College.
To the extent that a law, rule or regulation is applicable to the College
but is not specifically referenced or set forth in the Board’s policies,
the Board hereby recognizes and affirms its obligation to adhere to all
such applicable laws, rules and regulations.
Revised:
April 8, 1999
Reviewed: July 12, 2007
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101.02
Affirmative Action Policy
South Suburban
College embraces the concept of nondiscrimination in all areas of employment
and educational relations. Equal opportunity in recruitment, employment,
and advancement is guaranteed to students, potential students, applicants
for employment, and all college personnel regardless of race, religion,
national origin, age, sex, disability, or veteran status.
The College
is committed to act affirmatively and to increase its efforts to create
opportunities, provide guidance, and encourage growth for all employees
as expressed in the South Suburban College Affirmative Action Plan, which
is incorporated herein by reference.
Adopted:
September 26, 1974
Revised: April 8, 1999
Reviewed: July 12, 2007
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102.01
Duties and Responsibilities of the Board of Trustees
The Board
will:
1. Select,
appoint, and establish the salary and conditions of employment of the
President of the College.
2. Determine
the policies for governing the College.
3. Approve
the annual budget.
4. Give
prior approval of expenditures of funds in accordance with Purchasing
Policy 303.01 et seq.
5. Provide
for the appointment and dismissal of employees in accordance with established
personnel practices and applicable collective bargaining agreements.
6. Fix
and/or negotiate the schedules of compensation for employees.
7. Consider
recommendations of the President on site and physical plant development
and utilization.
8. Consider
instructional programs of the College upon the recommendation of the
President.
9. Consider
recommendations of the President in all matters of policy pertaining
to the welfare of the College.
10. Provide
for the establishment of proper accounting of all monies managed by
the College.
11. Acknowledge
communications and requests from responsible citizens and organizations
within the District.
12. Make
periodic evaluations of the performance of the administrative staff
of the College in cooperation with the President of the College.
13. Fix
the salary and appoint the Treasurer and Secretary for the District
and the Clerk of the Board.
14. Amend
or make additions to the policies, rules and regulations of the Board
as may, from time to time, be appropriate as provided for by policy
100.01 of the section.
15. Select
and appoint an attorney for the Board.
16. Select
and appoint an architect for the Board, in accordance with applicable
statutory requirements and restrictions.
17. Approve
the academic calendar, in accordance with policy 205.01.
18. Assume
other duties and responsibilities as provided for in the Public Community
College Act and other laws of the State of Illinois.
Revised:
March 10, 1977
April 8, 1999
July 12, 2007
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102.02
Duties and Responsibilities of the Chair and Vice Chair of the Board of
Trustees
1. The
Chair of the Board shall preside over all meetings and perform such
duties as are imposed upon the Chair by the law or action of the Board.
The Chair is the designated representative of the Board to the public,
the College President, and members of the College faculty, staff and
students.
2. The
Vice Chair shall serve in the absence of the Chair and perform such
other duties as may be designated by the Chair.
3. In the
absence of both the Chair and Vice Chair, the Board shall appoint a
Chair Pro Tempore from among its members.
4. The
Chair and the President are responsible for the preparation of the agenda
for all board meetings. The Chair has final approval for all agenda
items. Any trustee may request that an item be included on the agenda
by submitting such item to the President or the Chair no later than
three (3) working days prior to the scheduled agenda planning meeting.
5. The
chair may change the order of agenda items, add items to or delete items
from the agenda. The agenda shall appear in the attached format.
Revised:
April 8, 1999
Reviewed: July 12, 2007
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Sample
Agenda (12
KB - Adobe
Reader
Required)
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102.03
Duties and Responsibilities of the Secretary of the Board
The Secretary
of the Board will:
1. Notify
or cause proper notification to be given to all members of the Board
of all Board meetings.
2. Attend
all Board meetings.
3. Record
or cause the recording of accurate minutes of all meetings of the Board
and cause a copy of all minutes to be transmitted to each Board member
before each ensuing meeting.
4. Properly
maintain and store all records, proceedings and documents of the Board.
5. Process
all financial reports and statements as required by law.
6. Serve
as local election official and designate such individuals as are necessary
in order to fulfill all election-related duties imposed by law or policy.
Revised:
April 8, 1999
Reviewed: July 12, 2007
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102.04
Duties and Responsibilities of the Clerk of the Board
The Board
shall appoint a Clerk of the Board to serve at its pleasure. The Board
shall fix the salary of the Clerk to perform such duties as may be assigned
by the Chair of the Board and the President of the College.
The Clerk
of the Board will:
1. Notify
all administrators at least three (3) weeks before each Board meeting
to submit items requested to be placed on the agenda.
2. Prepare
draft copies of the agenda and Board packet for review by the College
President and Secretary of the Board.
3. Schedule
the Agenda Prep meeting at least two (2) weeks before each ensuing meeting
to review items submitted with members of the President’s Council.
4. Make
necessary additions, deletions, and modifications to the agenda and
Board packet at the direction of the President.
5. Schedule
meeting with the College President, Chair of the Board, and Staff Attorney
to review information slated for Board action.
6. Prepare,
type and transmit monthly meeting agenda and Board packet to the Trustees
at least seven (7) days before each meeting.
7. Perform
other related duties as assigned:
a. Attend
all Board meetings.
b. Record minutes and take attendance of all Board members, citizens
and other guests present at the meeting.
c. Distribute Board packet and other pertinent information.
d. Properly maintain and store all records, proceedings, and documents
of the Board.
e. Make travel arrangements and other accommodations for Trustees
when the need to travel is related to College business.
Revised:
April 8, 1999
Reviewed: July 12, 2007
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102.05
Student Trustee
The Board
of Trustees of South Suburban College establishes the following guidelines
for Student Trustees of the Board, in accordance with the Illinois Compiled
Statutes Chapter 110, Section 805/3-7.24.
Membership
Requirements:
A. A student
member of the Board of Trustees shall be elected by the student body
in a college-wide election. The student trustee will serve a one-year
term beginning April 15 of each year, as provided by law.
B. A student
shall have an advisory vote to be recorded in the Board minutes. The
advisory vote may not be counted in declaring a motion to have passed
or failed.
C. The
student trustee shall attend all meetings of the Board, and has the
right to attend executive sessions, to make and second motions, and
to serve on the various committees of the Board. The student trustee
is not considered in determining a quorum for Board action.
D. The
student trustee shall be responsible for voicing the opinion of the
student body at all Board meetings.
E. With
prior approval by the College President, the student trustee will be
reimbursed for actual and necessary expenses while engaged in Board
business.
F. The
student trustee shall not be prohibited from normal student employment
at the College.
G. In the
event the student member of the Board becomes ineligible to serve on
the Board for the unexpired term in which he/she was elected, the Board
reserves the right to order a special election, select a qualifying
member of the SGA to serve the remainder of the unexpired term, or to
keep the position vacant until the next normally scheduled election.
H. The
student trustee shall be expected to conform to and uphold all Board
policies and procedures, as well as serve as a role model for other
students.
Eligibility
Requirements:
To be eligible
to serve as Student Trustee, a student must have secured a petition of
fifty (50) unduplicated student signatures, and possess the following
qualifications on the date of filing for candidacy, on the date of the
election, and during the term of office:
1. Must
have completed a minimum of six (6) semester hours of credit classes
at South Suburban College prior to petitioning to run for the office
of Student Trustee.
2. Must
be a registered student at South Suburban College during the current
fall and spring semesters. Evidence of such registration will be verified
in the Office of Admissions, Registration and Records.
3. Must
be enrolled in a minimum of six (6) semester hours of credit classes
at the College.
4. Must
be in good academic standing (GPA of 2.50 with no major restrictions),
and successfully complete at least 70% of the courses each semester
in which he/she is enrolled.
5. Is not
required to be a resident of Community College District No. 510.
6. Must
adhere to the duties and responsibilities as identified in the Student
Government Association Constitution.
Adopted:
June 6, 1985
Revised: April 8, 1999
Revised: July 12, 2007
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102.06
Duties and Responsibilities of Treasurer of the Board
The Board
shall appoint a Treasurer to serve at its pleasure. The Treasurer shall
not be a member of the Board in accordance with the Illinois Public Community
College Act, 110 ILSC 805/3-18. The Board of Community College District
510 shall fix the compensation of the Treasurer.
Before entering
into the duties of the office, the Treasurer shall execute a bond as prescribed
in the Act (110 ILCS 805/3-19). No part of any State or other District
funds may be paid to any Treasurer or other person authorized to receive
it unless the Treasurer has filed the bond as required.
The
Treasurer of the Board will:
1. Make
recommendations to the President and the Board of Trustees regarding
fiscal policy.
2. Direct
and participate in the preparation of selected state and federal reports.
3. Present
an annual budget to the President, Board of Trustees and the college
community.
4. Coordinate
and direct management preparation for the annual financial audit of
all District 510 accounts and student records.
5. Ensure
that College funds are invested within the parameters of statutory requirements,
and in a manner which provides the optimum yield and desired degree
of liquidity.
6. Assess
College property tax needs and prepare tax levy requests for Board approval.
7. Represent
the College in local, state and national professional organizations.
8. Attend
all Board, Vice President Council and other meetings as appropriate.
9. Assume
other duties and responsibilities as provided for in the Public Community
College Act, and other laws of the State of Illinois.
Adopted:
April 8, 1999
Reviewed: July 12, 2007
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103.01
Committees of the Board
Committees
of the Board may be created by the Chair of the Board or by Board action
to serve on an ad hoc or permanent basis.
A standing
committee may be established only upon prior approval of a written description
of the scope and responsibilities of the committee prepared by the trustee
initiating the request.
Additionally,
task forces may be established as deemed necessary by the Board Chair.
The task force shall function until a final report is submitted to the
Board, or at such earlier time as may be approved by the Board.
Committees
and task forces shall make recommendations to the Board and shall not
have the authority to take any action that will, in any manner, bind the
Board.
The members
of all committees and task forces shall be appointed by the Chair, subject
to any restrictions that may be set forth in applicable collective bargaining
agreements.
Revised:
April 8, 1999
Reviewed: July 12, 2007
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103.03
Instructions in Writing
The Chair
of the Board may require any resolution, main motion, amendment or instruction
to a committee or official of the College to be in writing.
Adopted:
April 13, 1972
Reviewed: April 8, 1999
Reviewed: July 12, 2007
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103.04
Public Inspection of Records
1. Generally:
In accordance with the provisions of the Local Records
Act and the Freedom of Information Act (5ILCS 140/1 et. seq.), public
records of the College shall be made available for inspection and copying.
Other records will be available for inspection as required by law. The
Vice President of Administration is designated as the Freedom of Information
Act officer and is authorized to provide those records.
2. Limitations
and exemptions from Inspection: Public records shall be exempt from
inspection and copying as specified by law. For all records, whether
prepared or received before, on, or after July 1, 1984, the exemption
from inspection and copying established by any state or federal law
shall apply. The inspection and copying of other records may be denied
consistent with the law.
3. Procedures:
Requests and other procedures applicable to the inspection and copying
of public records shall be provided by law. Additionally, the President
is authorized to promulgate additional rules and regulations pertaining
to the availability, inspection, and copying of records and the procedures
to be followed. Unless otherwise specified by the President by designation
of another custodian, all records shall be requested from the Vice President
of Administration or the Vice President’s designee or designees.
4. List
of Records: The Vice President of Administration shall prepare or cause
to be prepared, from time to time, a reasonably detailed list of records
as required by the Freedom in Information Act (5ILCS 140/5).
5. Fees:
Copies of public records will be provided at a reasonable cost, according
to state statute. The Vice President of Administration or the Vice President’s
designee may furnish reproductions and certification without charge
or at a reduced charge when it is determined that a waiver or reduction
of the fee is in the public interest because furnishing the information
is considered as, primarily, benefiting the general public.
6. Other
records: Any records that are not required by law to be made available
for public inspection or which are not, in fact, public records need
not be made available for public inspection or copying, unless approved
by a vote of the Board, the Vice President of Administration or a designee
of either.
In
addition to such rules and regulations as promulgated by the President,
the following shall apply:
1. Records
to be inspected shall be inspected at the official place of business
of the Board and the District, that being the office of the Vice President
of Administration and the Board, or as the Vice President of Administration
or the Vice President’s designee shall otherwise apply.
2. At the
discretion of the Vice President of Administration or the Vice President’s
designee, such records may be inspected only in the presence of an appropriate
employee of the Board and the District.
3. Records
shall be available for public inspection only during regular office
hours. For this purpose, regular office hours shall be between the hours
of 8:30 a.m. and 4:00 p.m. each day the College’s offices are
open.
4. Records
may not be inspected on any one (1) occasion for more than one (1) hour.
5. The
Board shall make available to the Collective Bargaining Associations
upon their request, those public records which are relevant to negotiations
or the enforcement of the Agreements. Such requests shall be in accordance
with and governed by established Board policy instituted in compliance
with the Illinois Freedom of Information Act.
Adopted:
September 13, 1984
Reviewed: April 8, 1999
Amended: July 12, 2001
Revised: July 12, 2007
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Request
for Production of Documents Form (36
KB - Adobe
Reader
Required)
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104.01
Authority of Individual Board Members
Board members
have authority only when acting as a Board in a legal session. The Board
will not be bound by statements or actions of any individual member, except
when such statement or action is in pursuance of specific instruction
of the Board.
Revised:
April 8, 1999
Reviewed: July 12, 2007
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105.01
Institutional Membership in Organizations
South Suburban
College shall maintain institutional membership in representative organizations
and associations which promote the general interests of the College, as
determined by the Board and the President of the College.
Reviewed:
April 8, 1999
July 12, 2007
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106.01
Citizen Participation at Open Board Meetings
1. Any
person who requests to address the Board on an agenda item for that
Board meeting shall register on the Public Participation Request Form
that is provided one hour before the commencement of the Board meeting
and specify the agenda item they wish to address. The form must be submitted
prior to the commencement of the meeting.
2. Persons
who request to address the Board on issues not on the agenda of that
particular Board meeting must submit a written request at least 72 hours
in advance of the commencement of that Board meeting. The request must
be submitted to the Board Secretary. The request must contain the issue
to be addressed and the name and telephone number of the person wishing
to address the Board.
3. Each
person will be allotted five (5) minutes to address the Board. The Chairman
of the Board reserves the right to limit the amount of time for public
participation.
4. The
Chairman of the Board reserves the right to refuse or terminate recognition
to persons who attempt to discuss issues which are beyond the Board’s
authority, issues that are repetitive, issues pertaining to ongoing
litigation and personnel matters, issues containing allegations of a
personal nature directed towards Board members or College employees,
and issues which will disrupt the conduct of the Board meeting. Limits
on public participation will not be imposed in a discriminatory manner.
Adopted:
March 11, 1987
Revised: April 8, 1999
Revised: March 11, 2004
Reviewed: July 12, 2007
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107.01
Representation of Employee Groups at Board Meetings
A representative
of the College faculty and support staff associations will be granted
the following privileges in relation to each regular, open Board meeting:
1. Addressing
the Board only at the discretion of the Chair of the Board.
2. Provided
a reserved seat at a table adjacent to the Board’s table at each
regular, open Board meeting.
Adopted:
June 23, 1983
Revised: April 8, 1999
Revised: July 12, 2007
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107.02
Representation on the Policy Committee of the Board of Trustees
The College
faculty and support staff associations will be represented on the Policy
Committee of the Board of Trustees. The representation from each of the
above groups will have no voting power.
Adopted:
June 23, 1983
Reviewed: April 8, 1999
Revised: July 12, 2007
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108.02
Adopting, Rescinding and Revising Board Policies, Rules and Regulations
The following
procedures shall be observed by the Board in order to adopt, rescind or
revise Board policies, rules and regulations.
1. New
Board policies, rules and regulations may be adopted by an affirmative
vote of a majority of the members of the Board present and voting. The
proposed policy shall be read aloud at two regular Board meetings before
adoption. However, if the Board deems necessary or proper, it may waive
the requirements of the reading upon an affirmative vote of a majority
of the members of the Board present and voting.
If both
readings are to be waived, a copy of the policy must have been on deposit
with the Chair of the Board and available for public inspection for
no less than thirty (30) days prior to actual adoption by the Board.
2. Policies,
rules and regulations of the Board may be rescinded by an affirmative
vote of a majority of the Board members present and voting.
3. The
Attorney for the Board shall review each proposed policy to be adopted
and each proposed deletion or revision of policy prior to Board action.
4. Following
the annual election and seating of new members and elections of officers
of the Board shall adopt all policies, rules and regulations of the
preceding Board, which shall then be binding upon the new Board.
Adopted:
April 13, 1972
Revised: April 8, 1999
Reviewed: July 12, 2007
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108.03
Effective Date of Policies, Rules and Regulations
Unless otherwise
stated, all policies, rules and regulations adopted by the Board shall
become effective upon their adoption by the Board.
Adopted:
April 13, 1972
Revised: April 8, 1999
Reviewed: July 12, 2007
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109.01
Affirmation of Votes Taken by Telephone
All votes
of an emergency nature taken by telephone or any means other than at a
regular, scheduled Board meeting shall be affirmed at the next official
Board meeting. The actual date of the vote and record of votes shall be
included.
Adopted:
March 11, 1987
Reviewed: April 8, 1999
Reviewed: July 12, 2007
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