Board Policy and Standards Committee Minutes: March 25, 2010

Board Policy and Standards Committee Minutes

March 25, 2010

1. Call to Order and Roll Call

Chair Gulassa and Trustee Hodge present, Trustee Withrow present through conference call.

Present: Gail Waiters, Dawn Williams, Becky Hsieh, Debbie Budd, Tina Vasconcellos, Elñora Webb, Brenda Johnson, Thuy Nguyen, Jeff Heyman, Donald Moore, Joseph Bielanski, Krista Johns, Sadiq Ikharo, Debbie Weintraub, Mark Greenside, Diana Lara, Abigail Brewer, Jacob Ng, David Reed, Mali Watkins, David Betts, Karolyn van Putten, Erin Lofstrom-Perez, Brian P. Nelson, and Marc Chan.

2.  Approval of Agenda

New Business agenda items were up on the agenda before Deferred Business

3.  Approval of the Minutes

The February 25, 2010 minutes were approved as submitted.

4. Communications from the Public

None

5. New Business

a. Review of new Committee process

·  Board Policy Template

A new Board policy template was introduced, and Board Policy (BP) 6.85 was displayed as an example. The new template will be incorporated over time as the committee reviews individual policies. The Department/Manager section will be tweaked to be clear that this is listed as a resource for readers to identify what service center has administrative authority over the activity cited in the policy. Committee participants would like to see this type of form used for Administrative Procedures and should list the Department/manager responsible for implementing the AP.

·  Policy Establishment Flow Chart

A new policy establishment flow chart was introduced in an effort to streamline the policy review process. Classified staff, bargaining units and the Planning and Budget Council will be added to the Board Policy Review Process chart. Trustee Withrow asked that the number of policies be consolidated. Elnora Webb will provide actual references from the statutes that require certain District stakeholders to review specific policies.

·  Policy Issue Summary

A form was introduced to receive new policy ideas from the public and employees. Employees can access new policy ideas on the employee shared drive at W:\Data\Common\Policy Issues\Under Discussion, and the policy issue summary form will also be posted on the Board of Trustees website for anyone to access.

·  Sanctions for Violations

A document was presented that listed the various sanctions that are already within the District’s authority. The purpose of the document was in response to questions about a formal process to remedy and enforce violation to Board Policy. One suggestion was to list this as a responsibility in the Chancellor’s job description. Trustee Withrow suggested that this is already within the purview of the Chancellor.

·  Protocol for Approving the Inspector General Reports

This item was moved to a future Audit and Finance Committee Agenda.

b. Policy Review Calendar

An annual tracking calendar was presented to track items that are scheduled for the Policy Review and Standards Committee Agenda for 2010.

Meeting materials, agendas and minutes are posted on the Board Policy Review website: http://www.peralta.cc.ca.us/apps/docs.asp?Q=1711

6.  Deferred Business

a.  BP 1.18 Management Hiring Policy for Academic and Non-Academic Administrators

David Betts was asked to review Board Policy 1.18 to determine if it is consistent with how HR handles management recruitment and selection and to bring back to the Committee his comments. Trustee Withrow would like this Policy completed prior to the accreditation team visit in April. Consensus was to review the AP and the BP during the BP discussion.

MOTION by Trustee Gulassa, second by Trustee Hodge to send the revisions to BP 1.18 to the full Board. PASSED unanimously

b.  Board Policies 1.25 Policies and Administrative Procedures; and 2.20 Governance Roles and Responsibilities in Developing Policy and Procedures

This item was not discussed. It will appear on a future Committee Agenda.

c.  BP 6.85 Independent Contractor/Consultant

The IG is proposing BP 6.85 be changed from Independent Contractor/Consultant to Professional Services Contracts. An internal process to review if an outside consultant is needed was discussed. Trustee Withrow agrees that this information is critical for the Board to consider prior to approving a contract.

7.  Next Meeting Agenda

April 29, 2010 2 - 5 p.m., District Boardroom

8.  Adjournment

Meeting adjourned at 5:00 p.m.

Respectfully submitted,

Roxanne Epstein

466-7203

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