Operations Manual

College Council Agreements

Policy Review

After a council has reviewed a policy, if only clerical updates have been made, then the policy shall be placed on the College Council consent agenda rather than the regular agenda. Items on the consent agenda shall be adopted as a group or individual items may be pulled for discussion as regular items by any Council member. Following approval as an item on the consent agenda or regular agenda, any clerical changes and the new date of last review should be submitted to the COPPS Custodian. Clerical changes are non-substantive, and may include spelling, grammar, link corrections, and changes to personnel responsibilities or titles in order to reflect changes in organizational structure at the college. (Adopted December 9, 2020)

Work plans

Effective with the 23-24 academic year, councils are expected to send their work plan to College Council by the first College Council meeting of November. Councils should dedicate time at the end of each academic year to reflecting on work plan progress and preparing a draft work plan for the following year. (Adopted December 7, 2022)

Establish three subcommittees to lead the College Council scope of work - Planning, Budget Development, and Governance. (October 1, 2004)

Council Chair may fully participate in Council discussions. In the event the chair's participation undermines discussion, the chair will pass facilitation to the vice chair or other member. (October 1, 2004)

Standing Committees The governance subcommittee will work with the Executive Team to determine whether existing standing committees are operational; and will propose assignment to the governance councils as appropriate. (October 12, 2004)

Meeting Agenda Process (October 12, 2004)

  • Chair and vice chair develop proposed agenda
  • Members may suggest agenda items
  • 3 days before meeting, chair emails agenda and posts to web
  • Agenda may be revised at the start of a meeting; and may be added to with the support of at least two members
  • Agreement on items added to the agenda fewer than 3 days before a meeting will be considered tentative and may be raised for reconsideration at the following meeting (to ensure full participation)

Minutes Process (October 12, 2004)

  • Note taker established at first meeting of the academic year
  • Minutes will list key subjects discussed, agreements reached, and actions taken
  • Chair receives minutes prior to next meeting, revises if necessary, and forwards to vice chair for agreement
  • 3 days before next meeting, chair emails notes to council members
  • Next meeting agenda includes invitation to revise and/or approve the notes
  • Chair posts approved notes to the web

Chair and Vice Chair Roles (October 12, 2004)

  • Collaborate to ensure scope of work and work plan are accomplished
  • Calls meetings and establishes location
  • Chair facilitates meetings with aid from vice chair when needed
  • Develop agenda, review and revise notes
  • Work with College Council as necessary (details to be added later)

Meeting Process and Consensus Decision-making (October 12, 2004)

  • Robert's Rules will regulate council meetings (to be developed by the governance subcommittee, will emphasize efficiency, participation, and clarity).
  • Chair may fully participate in meeting discussions. Facilitation will pass to vice chair or another member if the discussion is undermined by the chair's engagement in the issue.
  • The consensus decision-making model underpins the governance system structure. Members blocking consensus are expected to explain their opposition and may offer an alternative proposal.

College Council Relations with Governance Councils (November 5, 2004)

Governance Councils:

  • Post agenda and minutes to the governance webpage
  • Forward formal recommendations to the College Council (chair)
  • Report as requested to the College Council
  • Request inclusion on College Council agenda as appropriate
  • Seek counsel from governance coordinator or governance subcommittee as necessary on governance process questions

College Council:

  • Assign and clarify scope of council work
  • Review council agenda and minutes
  • Request council chairs and/or vice chairs attendance at College Council meeting
  • Request council reports to College Council
  • Ensure adherence to governance charters

Council Chairs and Vice Chairs:

  • Meet at least once a term to coordinate the work of the councils

Reports from College Council Chair, Executive Team, Faculty Council, Management Senate, ASLCC, LCCEA, and LCCEF will be a standing College Council agenda item. (November 19, 2004)

Planning, Governance, and Budget Development Integration work will be accomplished by the College Council as a whole (rather than by a sub-group). (November 19, 2004)

One meeting each month will be a business meeting and one will be a work session. (November 19, 2004)

Gallery Time - [September 23, 2004 meeting notes state that councils will not have gallery time where nonmembers can speak. This is noted as a point of discussion, not as an agreement. February 4, 2004 meeting notes record this from the College Council chair: Gallery members may speak if the discussion does not extend the time allotted for the item on the agenda.]

Implement a pilot four-day instructional schedule for the 12-week 2005 summer term on main campus only. (February 4, 2004)