Article V Committees - Board of Trustees Bylaws
A. Creation and Membership:
1. The Board of Trustees may establish such standing committees and such ad hoc committees as it deems necessary to conduct the work of the Board, further the development of the College, and facilitate the engagement of each trustee in the strategic issues that face the institution. Membership on each committee is limited to current Board members.
2. The following standing committees are established under this Article:
a. Executive Committee
b. Finance, Facilities and Audit Committee
c. Academic and Instructional Programs Committee
d. Student Success and Strategic Initiatives Committee
To aid and promote good governance, Board members are encouraged to attend meetings of standing committees to which they are not assigned. While not permitted to vote on matters coming before the committees to which they are not assigned, Board members shall use this opportunity to increase their awareness of important matters that are before the College.
3. The number of committee members of any standing committee, with the exception of the Executive Committee, shall be a maximum of five (5) and minimum of four (4), including the Chairman.
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 such committee shall report at the next scheduled meeting to the full Board on action taken by the committee. Each committee shall make available a copy of its minutes to the full Board.
2. The following matters, however, shall be reserved for action by the full Board, meeting in regular or special called meetings:
a. Presidential selection, evaluation, compensation, and termination, subject, however, to salary schedules and guidelines for community college presidents and any applicable supplements thereto adopted by the State Board.
b. Board officer selection.
c. Bylaw amendments.
d. Review of College mission, vision, and values.
e. Adoption of budgets.
f. Acquisition, transfer or disposition of all real property.
g. Final approval of the selection of designers and contractors for construction projects.
C. Executive Committee
1. The Executive Committee's central purpose is to help the Board function efficiently and effectively and in alignment with the College's vision, mission, values and strategic goals by (a) evaluating the governance structure of the Board of Trustees and its committees and reporting such results to the full Board and (b) acting on behalf of the Board as expressly defined within this Article on matters of urgency that would cause undue hardship to the College if delayed until the next regular Board meeting or until a special meeting of the Board can be called.
The Executive Committee should function in an advisory capacity on matters related to Board bylaws, policies, procedures and related matters. With the assistance of the College President, the Executive Committee will draft proposed amendments to the Board's bylaws and ensure that they are distributed to all Board members by the Secretary at least one week prior to a Board meeting.
All actions of the Executive Committee taken in accordance with this Bylaw shall be reported to the full Board at the next regular or special meeting thereof. The Executive Committee shall report on any actions taken by it since the previous meeting of the Board, and shall offer such counsel and recommendations as are appropriate.
2. The Executive Committee shall consist of the Chairman of the Board, the Vice Chairman, the chairmen of the other standing committees, and two additional voting Board members, as appointed by the Chairman.
Those individuals selected to serve on the Executive Committee of the Board of Trustees shall also serve as Directors of the Central Piedmont Community College Services Corporation (the Services Corporation). The term of office on the Services Corporation Board of Directors is coextensive with the member’s term on the Executive Committee. The Executive Committee may appoint additional Directors to the Services Corporation, not to exceed a maximum total of fifteen (15) Directors. [Article III of the Services Corporation’s Bylaws]
Those individuals selected to serve on the Executive Committee of the Board of Trustees shall also serve as Directors of the CPCC WTVI Foundation, Inc. (WTVI Foundation). The term of office on the WTVI Foundation Board of Directors is coextensive with the member’s term on the Executive Committee. The Executive Committee may appoint additional Directors to the Services Corporation, not to exceed a maximum total of fifteen (15) Directors. [Article III of the WTVI Foundation’s Bylaws]
3. The authority and responsibilities of the Executive Committee shall include:
a. When requested by the Chairman, coordinate communication between the Board, the State Board, and CPCC Foundation Board of Directors.
b. Cultivating prospective Board members who can enhance the strength of the Board through their diversity of perspectives, backgrounds, and talents.
c. Recommending revision of these Bylaws and policies as needed.
d. Establishing and maintaining Board policy for institutional fund-raising activities consistent with the mission and purpose of the College.
e. Serving as the Board of Directors for the Services Corporation and the WTVI Foundation.
f. Executing any other functions necessary to carry out its responsibilities as authorized by the Board.
4. 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 Executive 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. Whenever appropriate, the committee will partner with the College President and the CPCC Foundation to recommend proposed institutional fund-raising policies and activities for Board consideration.
c. Attend and participate in all Board of Directors meetings of the Services Corporation and the WTVI Foundation, acting upon all matters brought before them for consideration.
D. Finance, Facilities and Audit Committee
1. The role of the Finance, Facilities and Audit Committee is to monitor the College's fiscal affairs; receive from the President, discuss and recommend fiscal policy directions for the College; receive, review and if necessary act upon all federal, state, local and College external and internal audit reports; provide broad oversight for approved capital projects; and, provide advice, counsel, and policy direction for planning improvements and enhancements to facilities. The committee shall also think and act strategically in making budget allocations and facility improvements that align with the College's vision, mission, values and strategic goals to best serve the interests of students.
2. The Finance, Facilities and Audit Committee shall consist of at least four Board members and the Chairman of the Board.
3. The responsibilities of the Finance, Facilities and Audit Committee shall include the following:
a. Reviewing the fiscal operations and internal and external audit reports of the College in connection with the standards established by federal, state and local policies. Make recommendations to the Board of any remedial actions required as a result of fiscal deficiencies or audit findings.
b. Reviewing annual budget proposals put forth by the President in support of the mission, purpose, and advancement of the College. Make any adjustments that may be required. Advance the final budget requests to the Board for approval and submission to appropriate funding authorities.
c. Monitoring current operating and capital expenditures in relation to budgeted amounts.
d. Working with the President to develop and present to the Board long-term funding projections required to meet the College’s operating and facility needs.
e. At least once every five (5) years, reviewing the adequacy, condition, and maintenance of capital assets, and report that information to the Board.
f. Maintaining a current Facility Master Plan for land acquisition and facility development, consonant with the College's Strategic Plan.
g. Recommending to the Board the selection of designers and contractors for construction projects.
h. Reviewing insurance coverage for Board members and employees, buildings and their contents, vehicles, liabilities and other risks and exposures.
i. Receiving annual reports on College public safety and environmental programs and standards.
j. Overseeing the Board's commitment to non-discrimination and equal opportunity in all policies and practices pertaining to “Historically Underutilized Businesses” in the awarding of contracts and the procurement of goods and services.
k. Serving as the College's Investment Committee for funds entrusted to the care of the Board of Trustees. Make recommendations on investment options, monitor the performance of investments, and recommend investment policies for approval by the full Board.
l. Reviewing internal audit reports.
m. Partnering with the President to ensure that the College compensation and benefit systems are equitable, competitive, and within resources available to the College. The committee will consult with the President about her/his recommendations for adjustments to salaries and benefits. The Finance, Facilities and Audit Committee will review, evaluate, and forward to the full Board for consideration employee compensation and benefit policies recommended by the President.
n. Executing any other functions necessary to carry out its responsibilities as authorized by the Board.
4. In carrying out its responsibilities, the Finance, Facilities and Audit Committee will perform these regular functions:
a. Annually, in accordance with statutory requirements, the Finance, Facilities and Audit Committee will:
i. Receive, review and modify as appropriate the College’s proposed Mecklenburg County budget request for current and capital funding and the proposed auxiliary fund budgets, and recommend these budgets for action by the Board.
ii. Receive, review, and modify as necessary the College’s "State Aid Budget Allocation" and recommend it for Board action.
iii. Receive, review, and modify as necessary the College's composite budget and recommend it for action by the Board.
iv. Receive and examine the financial and equipment audits of the College and make such reports to the Board as required.
v. Review and evaluate the investment policy and the investment options of College funds. [See N.C.G.S. §§ 115D-58.6 and 115D-58.7, and North Carolina Community College System CC11-018 (July 7, 2011)]
b. At normal and reasonable intervals or as may be necessary, the Finance, Facilities and Audit Committee will:
i. Receive and study reports on expenditures in relation to the budget, review action on any special expenditures requested by the President, and make reports and recommendations to the Board whenever appropriate.
ii. Review and recommend for Board action proposals pertaining to any student fees set by the Board.
iii. Require studies related to fiscal, land, or facilities matters, and subsequently partner with the President to make recommendations to the Board about the fiscal and facility policies of the College.
iv. Report to the Board on long-term needs of the College, recommend special funding proposals, and recommend the call for bids on construction and the awarding of contracts.
v. Execute any other functions necessary to carry out its responsibilities as authorized by the Board.
E. Academic and Instructional Programs Committee
1. The primary purpose of the Academic and Instructional Programs Committee is the continuous review and evaluation of instructional and academic programs, and the development and implementation of new curricula, consistent the College's Strategic Plan and education and training mission. In pursuit of that purpose and in partnership with the President, the Academic and Instructional Programs Committee engages in thoughtful discussion about courses of study and workforce development activities that serve the best interests of students and meet the needs of the community. The Academic and Instructional Programs Committee will recommend to the Board policy directions that advance the goals and core values reflected in the Strategic Plan, and in support of the academic mission and functions of the College.
2. The Academic and Instructional Programs Committee shall consist of at least four Board members, including the Vice-Chairman of the Board.
3. The responsibilities of the Academic and Instructional Programs Committee include:
a. Ensuring that academic programs, courses of study, and workforce development activities are consistent with the College's strategic plan, and education and training mission, and are appropriately delivered to meet the needs of students. Toward that end, the quality and effectiveness of academic and instructional programs should be regularly assessed.
b. Engaging in regular discussions with the President about the entire academic enterprise, including the curriculum and assessment thereof, academic innovation and program sustainability, accreditation, and the state of the faculty.
c. Ensuring that there is a viable professional development program to support the faculty, including the pursuit of advanced credentials in field, alternative methods of delivering instruction, and return to industry for skills enhancement.
d. Executing any other functions necessary to carry out its responsibilities as authorized by the Board.
4. In carrying out its responsibilities, the Academic and Instructional Programs Committee will perform these regular functions:
a. Annually, in accordance with statutory requirements, the Academic and Instructional Programs Committee will:
i. Receive and examine the program audit of the College, and make such reports and recommendations to the Board as may be required.
ii. Receive and review the results of instructional program assessments and, with counsel of the President, recommend such adjustments to the Board as are necessary to ensure academic quality and student success.
b. At normal and reasonable intervals, or as may be necessary, the Academic and Instructional Programs Committee will:
i. Review and recommend to the Board proposals to add, modify or delete curriculum programs.
ii. Review the College's Strategic Plan, taking into account changing socio-economic, labor market, and/or student-driven demand for academic and workforce development programs.
iii. Work with the President to identify the corresponding changes in institutional responsibilities to its constituencies. Recommend Board action on policy adjustments to facilitate changes.
iv. Perform other duties as assigned by the Board.
F. Student Success and Strategic Initiatives Committee
1. The primary purpose of the Student Success and Strategic Initiatives Committee is to consider policies, programs, and new or restructured initiatives for recommendation to the Board that promote student engagement, enable student advancement, and facilitate student completion. The Student Success and Strategic Initiatives Committee will, in consultation with the President, make certain that the College’s vision, mission, values and strategic goals align with student needs, and periodically assess the impacts of myriad student success initiatives, programs and activities for their effectiveness.
2. The Student Success and Strategic Initiatives Committee shall consist of at least four Board members including the Chairman of the Board.
3. The responsibilities of the Student Success and Strategic Initiatives Committee include:
a. Assessing whether learning resources, education support services, and student development programs are sustainable and effective.
b. Monitoring and evaluating progress on the College’s Strategic Plan as it relates to student success.
c. Reviewing Board policies and actions to assess their appropriateness for the needs of the College's diverse student body. In consultation with the President, review existing and recommend proposed student policies for Board action.
d. Overseeing the Board's commitment to non-discrimination and equal opportunity in all policies and practices pertaining to students, prospective students, and applicants. The Student Success and Strategic Initiatives Committee will receive the annual EEO Report as it relates to student demographics.
e. Reviewing the College’s “Performance Metrics”, IPEDS Outcome Measures, and other reports of student progress.
f. Collaborating with the President on recommending innovative activities and services that promote student engagement.
g. Executing any other functions necessary to carry out its responsibilities as authorized by the Board.
4. In carrying out its responsibilities, the Student Success and Strategic Initiatives Committee will perform these regular functions:
a. Annually, in accordance with Board requirements, the Student Success and Strategic Initiatives Committee will:
i. Request and receive customized reports about student enrollments, retention, progression, transfer and completion, and evaluate current College efforts in these areas.
ii. Engage with the President in thoughtful discussions about the type, level and extent of student services, and sponsor policy recommendations that advance and support student success efforts and initiatives.
iii. Receive information about student support resources, financial aid and related student requirements.
b. At normal and reasonable intervals, or as may be necessary, the Student Success and Strategic Initiatives Committee will:
i. Hear reports from the SGA and other student organizations.
ii. Hear reports on campus safety and security, The Cleary Act, Title IX, and other student-related issues.
iii. Hear presentations by internal and external entities and organizations that represent best practices and innovation leaders in student support.
G. Ad Hoc Committee: Nominating Committee
1. In June of each calendar year, the Board Chair shall appoint and charge a Nominating Committee with presenting a slate of candidates to the Board for the subsequent fiscal year. The committee shall consist of three voting members. Persons seeking office shall be prohibited from serving on the Nominating Committee, and no member may nominate themselves for a position.
2. Following their appointment, the Nominating Committee shall solicit from among Board members names for a potential Chairman, Vice Chairman, and Secretary to the Board.
3. Annually in July, the Nominating Committee will present a slate of officers for the Board’s deliberation, acceptance or amendment, and approval at a regularly scheduled or called meeting.
Amended by the Board of Trustees on November 6, 2004; November 15, 2008; September 1, 2010; January 11, 2012; September 9, 2015; March 2, 2016; September 13, 2017; July 11, 2018; March 6, 2019