DISTRICT GOVERNANCE COUNCIL OPERATIONAL GUIDELINES

Transcription

1 District Governance Council -1- DISTRICT GOVERNANCE COUNCIL OPERATIONAL GUIDELINES The District Governance Council (DGC) operates under the rules of the "Brown Act." (Government Code 54950, 54952(a)(b), 54953) Following are a few notable responsibilities and rules mandated by this legal designation. All agendas are to be publicly posted at least 72 hours prior to the time of the meeting. A quorum must be achieved in order to conduct a meeting. No action may be taken on an item that is not in the agenda, unless there is a legally defined "emergency." The public must be permitted to comment on agendized items and on any item of interest to the public that is within the subject matter jurisdiction of the DGC. The calendar of meetings and the minutes must be publicly posted. Chancellor's Office Responsibilities The Chancellor's Office shall be responsible for providing logistical support and training for DGC. Annually in September, the Chancellor or designee shall conduct an orientation for new DGC members on participatory governance and its application in the CCCCD. The Chancellor or designee shall also meet with the DGC Steering Committee to orient its members to their responsibilities. Logistical support provided by the Chancellor's Office: Provide Room/IT set-up, notifying Facilities and IT as appropriate, and member name cards and ensure agendas/minutes with accompanying attachments are posted by DGC Chair in a timely fashion. Also, the Chancellor's Office will maintain the DGC distribution list. DGC Chair Responsibilities The DGC Chair position is rotated among the four constituency groups. The constituency group in the rotational line for DGC Chair selects one of its member representatives as DGC Chair. The DGC Chair conducts the monthly DGC and DGC Steering Committee meetings and is responsible for coordinating the development of the initial agenda, preparing the minutes for the previous meeting, preparing the DGC calendar for the coming fiscal year- all in cooperation with the Steering Committee. Further, the DGC Chair is responsible for placement of the agenda/minutes, with attachments, and the calendar on the web site. The Steering Committee The Steering Committee is comprised of five members: the DGC Chair and one representative member from each constituency group who is the "Speaker" for that group (student, faculty, classified, management). The Steering Committee is responsible for working with the DGC Chair in the development of the agenda, minutes, and calendar. (The Steering Committee may meet by phone or by web

2 District Governance Council -2- conference, for example using CCCConfer.) The Speaker The role of the Speaker is to present the majority view of his/her constituent group at DGC meetings and casts votes on behalf of his/her constituency. General Operation As the coordinator for DGC, the DGC Chair is responsible for the following: 1. Development of Agenda a. DGC membership with a request for agenda topics/attachments. Following is a sample message: Please forward any agenda items you have for the [insert date], District Governance Council meeting by Monday, [insert date]. Please also include the name of the person presenting, the time needed, the attachment (if applicable), and the desired outcome. 1) Red flag and store received agenda/topics attachments in Outlook in a special folder for that month's DGC meeting, i.e., DGC b. Assemble a hard copy of the draft agenda with attachments (incorporating those topics/attachments received) that will be presented to the Steering Committee for its review/approval. (See agenda template in Exhibit 1: Word file Agenda Template DGC ) Update the DGC meeting date in the header the date of last meeting s minutes (I.C), the Board meeting date (I.H), and the next meeting date (IV).In Microsoft Word, go to the REVIEW menu and select No Markup before saving the Word document as pdf. c. For all agendas, begin with standing agenda items: call to order and identification of speakers; adoption of agenda (with changes as appropriate); approval of draft minutes (include dates of minutes); public comment; reports from constituency groups (two minutes each); DGC Chair report (includes introduction of new members); Chancellor's Report (includes review of date Governing Board Agenda and Chancellor's Report). 1) At the conclusion of these standing agenda items, list the topics received from the DGC membership and approved by the Steering Committee (carried-over items first, and then new business) and end the agenda with Adjournment and date of next DGC meeting. 2) Collate an original hard copy of the draft agenda with all attachments placed in the order they appear on the agenda. d. Create pdf file 1) If not already in pdf format, scan and create pdf file of the draft agenda and of each attachment, placing the pdf files on the

3 District Governance Council -3- desktop. If attachments are in color, be sure the pdf file is in color. 2) Open the draft agenda pdf file on the desktop, save as DGC Agenda with Attachments. 3) If you do not see the Page Thumbnails panel on the left, click the Pages icon on the left near the top. Click the Insert Pages icon, selecting each pdf file (attachment) in the order shown (after last) on the draft agenda. Continue this process until all attachments have been inserted. 4) Review to ensure the agenda and attachments are in the correct order. e. Bookmark pdf file 1) In the agenda with attachments file, select File, Properties, Initial View, Navigation Tab, Bookmarks Panel and Page, and then OK. (This ensures that the pdf file will open with bookmarks.) 2) Click the Bookmarks icon on the left near the top to see the Bookmarks pane. Some, but not all, bookmarks may already be in place. (Example: If the pdf file was already bookmarked before insertion.) 3) Go to the top of the document (1st page of the agenda), type Control B. A box will open in the left margin. Type in "Agenda" and then enter. Scroll to the first page of the first attachment, type Control B. Type in "the name of the actual document' and then enter. Scroll to the first page of the second attachment, type Control B. Then, repeat the steps above until all attachments have been bookmarked. Drag the bookmarks to their correct places. Click through the bookmarks to ensure that each works and goes to the appropriate attachment. Ensure that color (yellow highlights, etc.) has been preserved. 5) Save the final pdf agenda with attachments file to the desktop and close. 6) Reopen the pdf agenda with attachments file to ensure that it opens with the bookmarks. e. Insert Footer 1) Click on Tools at the upper right. If you do not see Tools, then go to Customize and check Default Tools. 2) Click on Pages, then on Header & Footer, then on Add Header & Footer. Type the date of the DGC meeting into the left footer box, <<1 of n>> into the center footer box, and DGC into the right footer box. Then click OK, and look through the file to make sure the headers and footers look OK before you save the file. f. Steering Committee Review 1) Forward the pdf file of the draft agenda with attachments to the Steering Committee. 2) As directed by the Steering Committee, make any changes necessary to the pdf file of the draft agenda with attachments and then forward to District Office IT (joshaffer@4cd.edu), with a request to place on the DGC

4 District Governance Council -4- web site and to return a link to that web site posting. (The Chancellor s Office will act as back-up to IT for purposes of posting to the web site.) g. Forward Finalized Agenda Link to DGC Membership 1) Forward an with the link, provided by IT, to the DGC distribution list at least one week (or a minimum of 72 hours) prior to the DGC meeting. 2. Development, Approval, and Posting of Minutes (Exhibit 2) a. Ensure the minutes of each meeting using the template provided in Exhibit 2 are recorded. The minutes should include a listing of those in attendance from the sign- in sheet, items to be discussed, and significant outcomes for each item. 1) The Chancellor s Office will provide a recorder for the minutes of the meetings. b. Review the draft minutes. Then ask the Chancellor or her/his designee to review the draft minutes. Then provide draft minutes to Steering Committee for review, making any edits as agreed upon. c. Place draft minutes for approval on the following month s DGC agenda and attach same. d. At the meeting, review and seek approval. If the minutes are approved with amendments, make the necessary changes to those minutes. 1) Indicate Amended at the top of the first page of the minutes. 2) Insert the amendments in bold, italics. e. Once the minutes are approved as presented or with the appropriate changes made as needed, post them to the web site. 1) If the minutes are not already in pdf form, then scan the minutes, with attachments, creating a pdf file with bookmarks. If attachments are in color, be sure the pdf file is in color. 2) Forward pdf file to District Office IT (joshaffer@4cd.edu), with a request to place the minutes on the DGC web site. 3) The Chancellor s Office will act as back-up to IT for purposes of posting to the web site. 3. Development of Calendar (Exhibit 3: Excel file Calendar DGC ) a. In cooperation with the Steering Committee, prepare the draft calendar for the coming fiscal year for presentation to DGC at the April meeting (1 st reading) and the May meeting (2 nd reading). The calendar is to include dates for agenda items due, Steering Committee meeting dates, agenda/minute web site posting dates, and Board and DGC meeting dates. b. Post the calendar to the web site. 1) Upon DGC approval of the calendar, save the Excel calendar to pdf. 2) Forward pdf file to District Office IT (joshaffer@4cd.edu), with a request to place on the calendar on the DGC web site. 3) The Chancellor s Office will act as back-up to IT for purposes of posting to the web site. 4. Conduct Meeting According to DGC Bylaws DGC Bylaws The note taker should have a hard copy of the DGC agenda (to take notes or earmark as needed) and of the Governing Board agenda (in order to follow the

5 District Governance Council -5- Chancellor's and District Office presentations noted in the Board agenda). a. Provide sign-in sheet. b. Call meeting to order. c. Note that there is a quorum. 1) The presence of a Speaker or alternate of at least three constituent groups at a regularly scheduled meeting constitutes a quorum (DGC Bylaws, V.C.1). d. Begin the agenda. e. As appropriate, determine consensus. 1) Consensus means agreement by a quorum of constituent groups (DGC Bylaws, V.C.1a-c). f. Take notes for significant discussion items and outcomes on agenda items. *Chancellor's Office to ensure meeting room and IT set-up and placement of membership name cards. 5. Maintain the Web Site a. Ensure that all agendas and minutes, both with attachments, the calendar, and any other pertinent documentation are posted in a timely manner to the web site. 1) The DGC web site is located at the District home page, About the District, Committees, District Governance Council 2) The DGC home page includes DGC's "Purpose" and "Scope" from the DGC Bylaws. 3) The DGC Agendas & Minutes page shows archived agendas from to present. 4) DGC Bylaws 5) Participatory Governance in CCCCD: History, Roles, and Responsibilities

6 District Governance Council -6- EXHIBITS

7 District Governance Council -7- DGC AGENDA TEMPLATE Exhibit 1 I. Standing Items CONTRA COSTA COMMUNITY COLLEGES DISTRICT DISTRICT GOVERNANCE COUNCIL Day of Week, Date Time of Meeting Meeting Location A. Call to Order B. Adoption of the Agenda Name of Chair, Presiding C. Approval of Minutes (Insert appropriate dates.) D. Public Comment (This time is reserved for members of the public to address the Council.) E. Reports from Constituent Groups (2 minutes each) F. DGC Chair report G. Chancellor's Report H. Review of (Date of Board meeting) Governing Board Agenda by Chancellor or Designee II. Carried-Over and New Items (List and designate a time for individual items approved by the Steering Committee. When listing policies and procedures, list as indicated in the following example: HR , Political Activity.) Ill. IV. Adjournment Next Meeting (Include date and time.)

8 District Governance Council -8- TEMPLATE FOR RECORDING DISTRICT GOVERNANCE COUNCIL MINUTES CONTRA COSTA COMMUNITY COLLEGES DISTRICT DISTRICT GOVERNANCE COUNCIL Day of Week, Date Time of Meeting Meeting Location Exhibit 2 In Attendance (List names of those in attendance and absent members as indicated below) Classified: (Be sure to identify the Speaker) Faculty: (Be sure to identify the Speaker) Managers: (Be sure to identify the Speaker) Students: (Be sure to identify the Speaker) Guests: Absent: Note Taker Agenda Item I. Standing Items Call to Order Adoption of the Agenda Approval of Minutes (Insert appropriate dates.) Public Comment Reports from Constituent Groups (2 minutes each) DGC Chair report Chancellor's Report Review of Governing Board Agenda II. Carried-Over and New Items (List items individually as they appear in the Ill. Adjournment agenda.) IV. Next meeting Outcome State time meeting was called to order. Note any changes to agenda. If there are no changes, indicate that the agenda was adopted as presented. State details of adoption of minutes, whether approved as written or with changes. If changes were made, indicate those changes specifically but briefly. Indicate whether public comment was made. If so, by whom and summarize comments briefly. List each constituency and briefly summarize each speaker's comments. If there is no report, write "No report" next to that constituency's name. Briefly summarize. Briefly summarize. Note highlights only. Note the outcome on each item. Note the time the meeting was adjourned. Give the date of the next meeting.

9 District Governance Council Deadlines and Meeting Dates Agenda items due to chairperson DGC Steering Cmte. review of agenda I minutes from prior meeting Agenda and draft of minutes from prior meeting sent to DGC. Agenda publicly posted. DGC Meeting Date Governing Board Meeting Date July 16, 2013 July 24, 2013 NO MEETING August 6, 2013 August 20,2013 August 21, 2013 August 27, 2013 September 3, 2013 September 11, 2013 September 17, 2013 September 18, 2013 September 24,2013 October 1, 2013 October 9,2013 October 22, 2013 October 23, 2013 October 29,2013 November 5, 2013 November 13,2013 November 19, 2013 November 20, 2013 November 26,2013 December 3, 2013 December 11, 2013 January 7, 2014 January 8, 2014 January 14, 2014 January 21, 2014 January 22, 2014 February 4, 2014 February 5, 2014 February 11, 2014 February 18, 2014 February 26, 2014 March 11, 2014 March 12, 2014 March 18, 2014 March 25,2014 March 26, 2014 April 1, 2014 April 2, 2014 April 8, 2014 April 15, 2014 April23, 2014 May 6, 2014 May 7, 2014 May 13,2014 May 20,2014 May 28,2014 June 3, 2014 June 4, 2014 June 10, 2014 June 17, 2014 June 25,2014

10 Annual Calendar of Standing Agenda Items for District Governance Council September Participatory Governance in CCCCD: DGC History, Roles and Responsibilities Chancellor or designee (See DGC Bylaws Section III.C.1) October (once every three years after 2013) Districtwide Evaluation of DGC (See DGC Bylaws Section V.A.7) March Annual Review of DGC Bylaws: Discussion (See DGC Bylaws Section VII.A) April Annual Review of DGC Bylaws: First reading of amendments (See DGC Bylaws Section VII.A) DGC Calendar for next year: First reading (See DGC Bylaws Section V.B.3) Announce that constituencies should select and announce at the next DGC meeting their DGC representatives for July of the current year to June of next year (See DGC Bylaws Section III.C.1) May Annual Review of DGC Bylaws: Second reading of amendments (See DGC Bylaws Section VII.A) DGC Calendar for next year: Second reading (See DGC Bylaws Section V.B.3) Constituencies announce their DGC representatives for July of the current year to June of next year (See DGC Bylaws Section III.C.1)