** The following Section is for District staff who are seeking information regarding Resolution procedures and submitting Board Resolutions.
BOARD AGENDA SCHEDULE
A Board Agenda schedule is prepared three to six months in advance. The schedule includes: 1) Resolutions due date to Vice Chancellors, 2) Resolutions from Vice Chancellors to Linda Shaw , Special Assistant to the Chancellor, lshaw@ccsf.edu, 3) College Agenda Review, 4) Chancellor's Review 5) Duplicating, 6) Distribution, 7) Closed Session and 8) Board Meeting.
Resolutions Due
Resolutions due for the coming month meeting are to be submitted directly to the supervising Vice Chancellors during the first week of the month, unless there is a date change due to public holidays. Resolutions should be submitted to the appropriate Vice Chancellor on a floppy disk or e-mailed with a copy attached or faxed. After their review and approval, the Vice Chancellors must then submit all resolutions to the Chancellor’s Special Assistant, Linda Shaw (E200, Ocean Avenue Campus, lshaw@ccsf.edu, 239-3361).
College Agenda Review
The Chancellor, the Vice Chancellor's and administrator, attend College Agenda Review. College Agenda Review is generally held the second week of each month in E200-B, the Chancellor’s Conference Room, and is reserved from 3:00pm to 4:00pm. Reservations are made through Chancellor’s Executive Assistant (239-3303), and are made at the time the Board schedule is developed. Per the Chancellor’s request, all resolutions are submitted prior to Agenda Review to comply with the Agenda Schedule and to assure that the final packet is complete and accurate for Chancellor’s Review.
Chancellor's Review
Chancellor's Review is held on the second Monday of the month unless there is a date change due to public holidays. E200-B Chancellor’s Conference Room is reserved from 3:00pm to 4:00pm. Reservations are made through Chancellor’s Executive Assistant, (239-3303), and are made at the time the Board schedule is developed. Fifteen copies of the resolution agenda packet and the draft index are prepared for Chancellor’s Review. In addition to administrators, representatives from the Academic Senate, AS Council, the Unions, and Administrators attend Chancellor’s Review. This meeting is for the Chancellor to review the agenda packet in final form prior to duplicating the following day.
Duplicating
After his approval, the original copy and the Chancellor’s report are sent to Sam Yee, Duplicating services, 50 Phelan Ave., for duplication. Materials are duplicated for the Board of Trustees meetings.
Closed Session
The Closed session is held on the last Thursday of the month (the day of the regular Board Meeting) in Gough Street’s conference room at 5:00pm. Except if there are date changes due to public holidays or the Governing Board Meeting location has changed.
Regular Board Meeting
The Regular Board meeting is usually held on the last Thursday of each month. Except, if there are date changes due to public holidays. During the months of November and December the meeting is held a week earlier because of the holiday schedule. Also, in the month of July there is no Board meeting. Refer to the Board Agenda Schedule.
NOTICES
Closed Session Notices The Closed Session Notice must be posted and distributed 72 hours before the meeting to adhere to the Brown Act. Refer to the distribution list for posting requirements and notice distribution and faxing (to Board Members, internal constituencies, and external noticing (press)).
DISTRIBUTION
The duplicating department returns copied Board agenda packets to Vice Chancellor of Finance and Administration office for distribution at the Board of Trustees monthly meetings. To reduce our reliance on paper products and decrease costs, paper copies are distributed to the Board of Trustees, the Vice Chancellors’ offices, and offices of the Deans. Materials are made available to the public via the internet and internal email system on each Monday prior to the monthly Board of Trustees meeting. The Board members are sent an agenda, notices and minutes via personal delivery on the Friday prior to the Board meeting. The agendas are edited to include late and/or modified resolutions subjected to the Chancellor’s Approval. Paper copies are made available at each Board meeting.
MODIFICATIONS & ADDITIONS
Accepting additional or modified resolutions must be cleared by the Chancellor before proceeding. Refer to “Members of the Public Notice,” front page of the agenda, for guidelines referring to additional agenda items and resolutions not posted 72 hours in advance. Copies of additional or amended resolutions are sent to the Board members, Chancellor, Provost, AS Council and The Guardsman. Additional agenda items to be acted upon by the Board may be posted at the same locations as the agenda at least 72 hours in advance of the meeting. Copies of additional / modified resolutions should also be made available at the meeting. An errata sheet is attached to indicate changes.
BINDERS
Binders are prepared for the Board members, the Chancellor, Legal Counsel, the Vice Chancellor of Finance and Administration, and the Student Trustee in the Vice Chancellor of Finance and Administration’s office. The binders include all modifications and late resolutions. The binders should indicate all last minute changes. An errata sheet is included informing the Board of changes that need to be added when they adopt the resolutions agenda. The binders and extra agendas and minutes are picked up by the Director of Operations staff on the day of the Board meeting. Extras are returned on the following day.
OFFICIAL RECORDING OF MEETINGS
Stenographer & Tape recording A stenographer is hired to prepare a verbatim transcript of the proceedings of the meeting. A tape recording of the proceedings is also prepared. The stenographer takes the tapes, and they are returned with the completed transcript.
MINUTES
The minutes are based on the stenographer’s transcript. The tapes are used for backup. The minutes are duplicated and distributed with the agenda notices via email and the internet.
RECORDING ACTION ON RESOLUTIONS
Each resolution is stamped and a vote is recorded. A copy of a stamped agenda is filed in the in the Vice Chancellor of Finance and Administration office.