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.
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.
Establish three subcommittees to lead the College Council scope of work - Planning, Budget Development, and Governance.
Meeting Agenda Process
- Chair and vice chair develop proposed agenda
- Members may suggest agenda items
- Three 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 three days before a meeting will be considered tentative and may be raised for reconsideration at the following meeting (to ensure full participation)
Minutes Process
- Note takers shall be assigned to each council by administration before the start of the academic year.
- Minutes will list key subjects discussed, agreements reached, and actions taken
- 3 days before next meeting, chair emails minutes to council members
- Next meeting agenda includes invitation to revise and/or approve the minutes
- Chair posts approved minutes to the web
Chair and Vice Chair Roles
- 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
- Council operations shall be determined first by the Governance Manual, then the operations manual, and then Robert’s Rules.
- 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
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.
Planning, Governance, and Budget Development Integration work will be accomplished by the College Council as a whole (rather than by a sub-group).
Gallery Time - Gallery members may speak upon recognition by the council chair. Any member of the council may make a procedural motion to end gallery comments for a specified duration (e.g. the duration of the meeting).
Last reviewed: December 11, 2024