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Board of Trustees Policies

Board of Trustees Policies: 1000s

View the complete list of Board of Trustees practices.

1010: Naming of Campus Assets

College assets may be named for individuals or entities making significant contributions that support the College’s mission and goals, enhancing College programs, services, facilities and/or grounds.

The Board of Trustees of Highline College has the authority to name individual college buildings and major land areas, at the recommendation of the President.

The Board of Trustees of Highline College delegates to the President the authority to name individual college rooms, lecture halls and other centers of activity.

Original Signed March 13, 2003 Michael J. Allan, Chair Highline College Board of Trustees

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1020: Process for Development of New Policies

In keeping with Board Resolution No. 35-85, the following outlines the procedure for developing new Board or College policies or changing existing policies. It provides for involvement in identifying matters to be addressed through policy and for the formal review of the policy by major campus organizations before policy statements are presented to the President.

Organizations included are Administrative Cabinet, Faculty Senate, Highline College Student Government, Instruction Cabinet, Student Affairs Council, and the Washington Public Employees Association. Final action on Board policies is by the Board of Trustees, for College policies by the President.

Definitions

Board Policy: A general principle which serves as a guideline; a fundamental, philosophical basis for operation; a statement against which practices, procedures, and programs can be tested for general consistency with the institutional mission statement.

Board policies are usually few in number, broad in scope, and are usually unchanged by alterations of operational practices and procedures. Board policies include items specifically required by law such as delegation to the President, check cashing, commercial operations, etc or those items like the College Strategic Plan that are broad statements of purpose and direction.

College Policy: Statements governing college wide operations, that do not require Board approval, and express the intent of the college community concerning the work of administrators, faculty and staff who have the daily responsibility for operating the College. College policies are adopted through the Policy Development Process as described in this document.

Procedure: An ordered statement of actions, steps, processes to be followed in carrying out the work, assignments, or functions, of an organization or institution. Procedures must be consistent and in harmony with the policies that govern the organization or institution and approved and disseminated by the appropriate Vice President, posted on the College web site, and when affecting more than one area, approved by the College’s executive staff.

Policy Development Council: The Policy Development Council (PDC) shall be composed of the chairs, or their representatives, of the organizations listed above.

The purpose of this organization shall be to define all proposals as a Board or College policy or college procedure and to track the proposal through the various Councils in a timely fashion. Since the President presides over the Administrative Cabinet, it is suggested that the President appoint a Cabinet member to the Policy Development Council. The President will appoint the Administrative Cabinet representative who will coordinate the meetings and agendas. The Council will elect its own chair on an annual basis.

The Role of the Policy Development Council

  1. Any of the above listed organizations may submit a proposed Board or college wide policy to the Policy Development Council with the exception of those covered by Section 901 of the negotiated agreement of the College and the Highline College Education Association. Within two weeks, the Council will then send it to the other organizations for their approval, disapproval, or recommended changes. All responses will be forwarded to the Policy Development Council no later than two weeks following the receipt of the policy. If the organization fails to respond, it will be assumed they concur with the proposal. The council may determine that the proposal does not meet the definition of a College wide policy and refer it back to the sponsoring council. The Policy Development Council will act within two weeks of receiving any revisions back.
  2. The Policy Development Council will then consider the original proposal and any submitted modifications. The Policy Development Council may send the revised proposal back to the organizations for their consideration or send the original and the revised proposal on to the President with its recommendation. If the revised proposal is sent back to the organizations, their written response about the new, revised proposal must be submitted by the new deadline.
  3. Any staff member or student or groups of either may submit a policy proposal to the Policy Development Council. The Council will then try to find a sponsoring organization from one of the organizations listed above. If there is an organization that will sponsor the proposal, then the Council will follow the same procedure as stated in #1 and #2. If there is no sponsoring organization, the proposal dies.
  4. Within two weeks of receiving the proposal the President will take action and communicate this action. These actions could include but are not limited to:
    1. Present the Policy Development Council endorsed proposal to the Board of Trustees with recommendation.
    2. Present the Policy Development Council endorsed proposal to the Board of Trustees without recommendation.
    3. Return the proposal to the Policy Development Council requesting consideration of the presidential revisions.
    4. Present a presidentially revised proposal to the Board of Trustees along with the proposal forwarded by the Policy Development Council.
      1. Accept or reject the College policy.
      2. For Board policies:
        1. Present the Policy Development Council endorsed proposal to the Board of Trustees with recommendation.
        2. Present the Policy Development Council endorsed proposal to the Board of Trustees without recommendation.
        3. Return the proposal to the Policy Development Council requesting consideration of the presidential revisions.
        4. Present a presidentially revised proposal to the Board of Trustees along with the proposal forwarded by the Policy Development Council.

Approved by the Board of Trustees October 10, 2002

Original signed on October 10, 2002 Michael J. Allan, Chair Highline College Board of Trustees

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1030: Travel Reimbursement for Trustees

In accordance with RCW 43.03.050, 43.03.060, 43.03.240 and OFM’s SAAM 10.70, Highline College Board of Trustees shall be reimbursed for travel expenses as follows:

  1. Reimbursement for Per Diem Meals and Lodging Expenses The Trustees shall be reimbursed for per diem meals and lodging expenses under Option 1 of SAAM 10.70.30.b, when and while conducting regular board business. Under Option 1, the Trustees shall be reimbursed for meals and lodging at the current per diem rate regardless of whether the meeting occurs during meal periods or is overnight. No receipts are required from the Trustees under this Option 1.Claims for reimbursement should be submitted on the Travel Expense Voucher after the travel has occurred. As allowed under RCW 43.03.050, 43.03.060, 43.03.240 and OFM’s SAAM 10.70, Option 1 provides for expeditious processing of paperwork for the Trustees, whom were “appointed to serve without compensation on any state board, commission, or committee…” (RCW 43.03.50).
  2. Reimbursement for All Allowable Travel Expenses (in addition to Meals & Lodging)The Trustees shall be reimbursed for all allowable travel expenses, in addition to meals and lodging, under Option 2 of SAAM 10.30.30.b while in travel status (ref 10.70.60). For example, when attending an out-of-town conference, the Trustees shall be reimbursed for airfare, taxi, meals, lodging and all other allowable travel expenses, on the same basis, and under the same regulations, as regular state officials and employees. Travel Authorization Form should be completed prior to the actual date of travel. Claims of reimbursement should be submitted on a Travel Expense Voucher after the travel has occurred. Under Option 2, all required receipts, except for per diem meals, must be attached to the Travel Expense Voucher for proper accounting.

Signed by the Board of Trustees February 20, 2020

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1040: Operating Reserves Policy

RESOLUTION 92-2010 (Pertaining to Operating Reserves Policy)

Section 1. The operating reserve policy requiring an amount equal to 10 percent of the total 
annual operating budget is affirmed. 

Section 2. The operating reserve is comprised of the following accounts and the monies therein are restricted to the following uses:

  1. Program Continuity Reserve to be used for planned closures of one or more programs due to reduced or discontinued funding by government or other funding organizations.
  2. Annual Unique Expenditures Reserve to be used for projects or identified expenses that are required for one fiscal year only.
  3. Disaster Recovery Reserve to be used for expenses incurred for the restoration of College operations resulting from a disaster, natural or manmade.
  4. Litigation Reserve to be used for legal fees, settlements, and other costs incurred as a
    consequence of litigation and claims not covered by the State Agency Self Insurance
    Liability Program.
  5. State Budget Reduction Reserve to be used to offset any operating budget reductions
    resulting from reductions in state operating fund allocations.

Section 3. The president shall recommend the amounts to be allocated to each operating reserve account as a part of the annual operating budget. 

Section 4. Expenditures from the operating reserve accounts shall require the prior authorization of the Board of Trustees; provided that the president may draw upon such funds in an emergency or when it is impractical to convene the Board of Trustees. In the event the president must make emergency withdrawals, the president shall provide a report explaining the reasons for the 
withdrawals and the amounts thereof to the Board of Trustees for ratification at its next meeting.

Signed by the Board of Trustees September 23, 2010

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