2.04 Board of Trustees Bylaws: Committees

See version history

A. Creation and Appointment

1. The Board of Trustees may establish such standing committees and such ad hoc committees as it deems necessary to advance and protect the welfare of the institution.

2. The following standing committees are established under this bylaw:

a. the Executive Committee

b. the Finance and Facilities Committee

c. the Instructional Programs and Institutional Support Committee

3. The Executive Committee shall consist of the Chairman of the Board, the Vice-Chairman of the Board, the chairmen of the other standing committees, and such other members as may be appointed by the chairman. The Chairman of the Board shall serve as Chairman of the Executive Committee.

4. The Chairman of the Board shall appoint all other committees, naming the chairman of each committee.

B. Limitation of Authority

1. If the Board, in regular or special meetings, authorizes a committee to act on a matter referred to it, the chairman of the committee shall report within a reasonable time to the Board on the action taken. The action of the committee shall be final.

2. The following matters, however, shall be reserved for action by the Board in regular or special meetings:

a. Presidential selection and termination

b. Board officer selection

c. Bylaw amendments

d. Review of College mission, vision, and values


f. Purchase and sale of real and personal property

g. Selection of designer for major construction projects, defined as those for which the total budget exceeds $1,500,000.

C. The Executive Committee

1. The Executive Committee's central purpose is to help the Board function efficiently and effectively by acting on behalf of the Board on special assignments, on routine matters, or on emergency matters which cannot be delayed until the next regular Board meeting, or until a special meeting of the Board can be called. In addition, the committee supports excellence in the governance of the College, and provides advice, support, and policy direction in the areas of public relations and institutional advancement. The committee shall consist of the Chairman of the Board, the Vice-Chairman of the Board, the chairmen of the other standing committees and such other members as may be appointed by the Board chairman. The Chairman of the Board shall serve as Chairman of the Executive Committee. The President of the College and the Executive Assistant to the President shall serve as staff liaisons for the committee.

2. The responsibilities of the committee shall include the following:

a. Exercising all the powers, privileges, and prerogatives of the Board during intervals between meetings of the Board, except for the following which shall be reserved to be exercised by the Board in regular or special meetings:

(1) Presidential selection and termination

(2) Board officer selection

(3) Bylaw amendment

(4) Review of College mission, vision, and values


(6) Purchase and sale of real and personal property

(7) Selection of designer for major construction projects, defined as those for which the total budget exceeds $1,500,000

All actions of the Executive Committee taken in accordance with this bylaw shall be final.

b. Hearing appeals in due process or grievance proceedings from College employees, students, or applicants for admission to programs under the following provisions:

(1) The request for a hearing shall be made only after all other prescribed procedural steps have been completed.

(2) The request for a hearing shall be made in writing to the President of the College, who shall inform the Chairman of the Executive Committee that the request has been received.

(3) The Executive Committee shall review the record, hear the arguments, conduct its deliberations, and vote upon a majority report. The majority decision of the Executive Committee shall be final.

(4) The Executive Committee will advise the Board of its action at the next meeting of the Board.

c. Providing the coordinating role between the CPCC Board and the State Board of Community Colleges.

d. Planning and conducting the evaluation of the President in accordance with 1C SBCCC 300.98.

e. Cultivating prospective Board members who can enhance the strength of the Board through their diversity of perspectives, backgrounds, and talents.

f. Overseeing the orientation of new Board members.

g. Serving as the nominating committee for the annual election of Board officers.

h. Providing leadership in planning for the annual Board retreat.

i. Recommending revision of the bylaws of the Board, as needed.

j. Reviewing internal audit reports.

k. Establishing and maintaining Board policy for institutional fund-raising activities consistent with the mission and purpose of the College.

l. Providing the coordinating role between the Board and the CPCC Foundation Board of Directors.

m. Ensuring that the College compensation system is equitable and competitive within the resources of the College.

n. Providing guidance to the College regarding its image and public relations.

o. Performing other duties authorized by the Board.

3. In carrying out its responsibilities, the Executive Committee will perform these regular functions:

a. Prior to the scheduled expiration of the terms of office of one (or more) Board members, or at any time when a resignation occurs, the committee will identify prospective Board members to fill vacancies, encourage the application of qualified prospects for Board vacancies, and inform appointing bodies of qualified applicants who are willing to serve and current members who are willing to be re-appointed.

b. Annually, at the March Board meeting, the committee will announce the process and schedule for the selection of Board officers.

c. Annually, at the May Board meeting, the committee will present a report nominating Board officers for action by the Board.

d. Annually, in May, the committee will begin the Board-approved process for the review of the performance of the President and provide leadership for the process.

e. Annually, in June, the committee and the College administration will begin developing plans for the annual retreat.

f. Whenever necessary, the committee will recommend proposed institutional fund-raising policies for Board action.

g. Whenever necessary, the committee will review and recommend proposed employee benefit policies for Board action.

h. Whenever appropriate, the committee will draft proposed amendments to the Board's bylaws and ensure that they are distributed to the Board by the Board secretary at least one week prior to a Board meeting.

i. Periodically, the committee will carry out, or authorize to be carried out, job market surveys for salaries and benefits and make such report as it deems appropriate to the Board.

j. At any regular or special meeting of the Board, the committee shall report on any actions taken by the committee since the previous meeting of the Board and shall offer such suggestions and recommendations as it deems appropriate.

k. The committee will execute any other functions necessary for it to carry out its responsibilities.

D. The Finance and Facilities Committee

1. The role of the Finance and Facilities Committee is to monitor the College's fiscal affairs and to recommend fiscal policy directions for the Board and College administration and to provide broad oversight for the College's land, buildings, and equipment; to provide advice and support for planning improvements and enhancements to facilities; and to recommend facility policy direction for the Board and College administration. The committee shall consist of at least four Board members and the Chairman of the Board, who shall serve as an ex officio member with voting privileges. Under the direction of the President, the Vice President for Finance and Administrative Services will serve as staff liaison for the committee.

2. The responsibilities of the committee shall include the following:

a. Reviewing the fiscal operations and external audit reports of the College to assure that they meet established standards.

b. Reviewing the annual budget proposals of the College to certify that they support the mission and purposes of the College.

c. Monitoring current expenditures in relation to budgeted amounts.

d. Informing the Board about the long-term funding required to meet the College’s financial and facility needs.

e. Reviewing the adequacy, condition, and maintenance of capital assets.

f. Maintaining a current master plan for land acquisition and facility development consonant with the strategic master plan for instruction at the College.

g. Ensuring that there is adequate insurance coverage of employees and buildings and their contents.

h. Reviewing College operations to certify that they satisfy established safety and environmental standards.

i. Informing the Board about the long-term funding required to meet the College's facility needs.

j. Serving as the Investment Committee and making recommendations to the Board on investment options and monitoring the performance of investments. The Investment Committee will recommend an investment policy for approval by the full Board of Trustees prior to any investments being made by the Investment Committee.

k. Performing other duties authorized by the Board.

3. In carrying out its responsibilities, the committee will perform these regular functions:

a. Annually, in accordance with statutory requirements, the committee will receive, review, and modify, as it deems appropriate, the College’s proposed county tax fund budgets for current and capital expenditures and the proposed auxiliary fund budgets and recommend these budgets for action by the Board.

b. Annually, in accordance with statutory requirements, the committee will receive, review, and modify, as it deems necessary, the College’s base state operating fund budget projection and will recommend it for Board action.

c. Annually, when final information becomes available, the committee will receive, review, and modify, as necessary, the College's composite budget and will recommend it for action by the Board.

d. Annually, the committee will receive and examine the financial and equipment audits of the College and make such report to the Board as it deems appropriate.

e. Annually, the committee will review and evaluate the investment policy and the investment options of College funds in compliance with GS 115D-58.6; GS 115D-58.7; and CC11-018.

f. Periodically, the committee will receive and study reports on expenditures in relation to the budget and will make such reports as it deems appropriate to the Board.

f. Whenever appropriate, the committee will review and recommend Board action on any special expenditures recommended by the President.

g. Whenever appropriate, the committee will review and recommend for Board action proposals pertaining to any student fees set by the Board.

h. Whenever necessary, the committee will make recommendations to the Board about the fiscal and facility policies of the College.

i. Whenever necessary, the committee will carry out, or require to be carried out, studies related to fiscal, land, or facilities matters.

j. Whenever appropriate, the committee will report to the Board on long-term needs of the College, recommend special funding proposals, and will recommend or report to the Board the call for bids on construction and the awarding of contracts.

k. The committee will execute any other functions necessary for it to carry out its responsibilities.

E. The Instructional Programs and Institutional Support Committee

1. The Instructional Program and Institutional Support Committee is assigned primary concern for the development and review of the College's educational mission and purpose. In conjunction with that oversight role, the committee provides advice, support, and policy direction to the instruction and institutional support functions of the College. The committee shall consist of at least four Board members and the Chairman of the Board, who shall be an ex officio member with voting privileges. Under the direction of the President, the Vice President for Learning and Workforce Development and the Vice President for Enrollment and Student Services will serve as staff liaisons for the committee.

2. The responsibilities of the Instructional Programs and Institutional Support Committee include:

a. Ensuring that the College educational mission and vision are appropriate to the educational role of CPCC.

b. Ensuring that programs of instruction are consistent with the College's mission and are appropriate for the College's students.

c. Ensuring that the quality of instructional programs is periodically and regularly assessed.

d. Ensuring that learning resources, education support services, and student development programs are viable and adequate to support the master plan for instructional program.

e. Reviewing Board policies and actions to assess their appropriateness for the needs of the College's diverse student body.

f. Ensuring that the College's student and personnel policies satisfy legal requirements, are within the guidelines of accrediting agencies, and are consonant with accepted standards for institutions of higher education.

g. Ensuring that the Board's commitment to non-discrimination and equal opportunity is honored in all policies and practices pertaining to students, prospective students, employees, and applicants.

h. Ensuring that there is a viable professional development program to support the strategic master plan for instruction.

i. Performing other duties assigned by the Board.

3. In carrying out its responsibilities, the committee will perform these regular functions:

a. Annually, the committee will receive and examine the program audit of the College and make such report and recommendations to the Board as it deems appropriate.

b. Annually, the committee will receive and review the results of instructional program assessments and make such comments as it deems necessary to the Board.

c. Whenever necessary, the committee will review and recommend to the Board proposals to add or delete curriculum programs.

d. Periodically, the committee will review the College's statement of mission and purpose, taking into account internal changes and the changing responsibilities of the institution to its constituencies.

e. Whenever necessary, the committee will review and recommend Board action on policies pertaining to instructional programs.

f. Whenever appropriate, the committee will review and evaluate proposed changes in the strategic master plan for instruction.

g. Whenever necessary, the committee will review and recommend proposed student policies for Board action.

h. Prior to the March and September meetings of the Board, the committee will receive and review six-month summaries of the Equal Opportunity Report status of the College's employee roster, student population, and purchasing actions and provide such reports or recommendations to the Board as it deems appropriate.

i. The committee will execute any other functions necessary for it to carry out its responsibilities.

Changes approved by the Board of Trustees on November 6, 2004; November 15, 2008; September 1, 2010; January 11, 2012
October 1983