Operating Procedures

I:                      Name and Purpose

II:                    Responsibilities of Co-Chairs

III.                   Responsibilities of Members

IV.                   Action by Consensus

V.                     Responsibilities of Support Staff

VI:                   Work Teams

VII:                  Meetings and Assemblies

VIII:                Funding Resources (SPD Funds)

 

I - The Name and the Purpose

The College Learning Council (CLC) serves as a college-wide governing body for coordinated quality learning at Valencia Community College.  The CLC is to commission, review, and approve the work of various committees, task forces, and individuals in areas related to the general charge of the council.

II - Responsibilities of Co-Chairs

1. Preliminary Meetings

The Co-Chairs will:

• Meet monthly to agree on the items to be heard, discussed, coordinated and recommended for the CLC’s consideration.
• Communicate instructions given by the President and prepare to brief the CLC on events relevant to council business.

2.  Authorization signatures

The Co-Chairs will:

• Provide official notification and authorization signatures for items approved or accepted by the CLC, including SPD fund requests.

3.  Processing of Recommendations

The Co-Chairs will:

• Consider recommendations generated by the CLC’s actions and follow up as necessary on business that results from the CLC’s approval of items (such as SPD fund requests).
• Select participant(s) to engage in activities and/or events funded by the CLC, if requested/authorized by the CLC to do so.

4.  Meetings and Assemblies

The Co-Chairs will:

• Preside at all meetings of the CLC.
• Serve as spokespersons for the CLC on all matters pertaining to the concerns of the CLC at meetings of the Board of Trustees and at meetings of other governing councils.

5.  Membership

The Co-Chairs will:

• Issue notices of meetings and provide supporting documents (agendas, minutes, etc.) to CLC members.
• Make provisions for the discharge of necessary duties of absent members.
• Provide appropriate support for transitions in council leadership, for example by turning over files and other materials to incoming co-chairs.  

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III - Responsibilities of Members

1.  Membership

• The CLC will include representatives that are executive administrators, deans, faculty, Professional Staff, and Career Service Staff.
• Members that represent groups are selected by their respective groups:

Deans are selected by the IAC

Faculty are selected by the Collegewide Faculty Association

Professional Staff are selected by the Professional Staff Forum

Career Service Staff are selected by the Career Service Staff Council

• Members that represent groups will be replaced or reappointed (at the discretion of their respective groups) after serving two years on the CLC. 

2.  Meeting Attendance

• Members will prepare diligently for and attend monthly CLC meetings.
• If a member of the CLC misses two (2) consecutive regular meetings or three (3) meetings during the course of a calendar year, the CLC might choose to have that member removed and replaced.

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IV - Action by Consensus

• The co-chairs will seek consensus on each action item.
• Consensus will mean that there is general agreement that the item presented should be approved or disapproved, or that an amended or alternate version of the item should be approved.
• The co-chairs will seek to ensure that all members have had an opportunity to share ideas, concerns, and perspectives related to the agenda item.
• The co-chairs or any Council member may indicate verbally that a consensus appears to have been reached.
• At that point, unless a Council member objects, it will be recorded that consensus has been reached, and one of the co-chairs will state the consensus position for the record.
• If any Council member objects or believes that a formal vote is necessary, he or she may call for one. Otherwise, no vote will be taken and the minutes will state that a consensus was reached.

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V - Responsibilities of Support Staff

1.  General Functions

• Offer support to the CLC as tasked in meetings
• Record all CLC meetings and maintain records (including agenda, minutes, and supporting documents).
• Schedule meetings, secure appropriate facilities, and make special arrangements with AV booking, etc.
• Track and process paperwork, including documents related to SPD funds, for the CLC.
• Prepare meeting materials and/or post meeting materials as requested by the co-chairs.
• Generate and track correspondence and documentation to CLC activities.

2.  Authorization to Process

• Support Staff do not initiate or proceed on any tasks without the prior approval of the CLC and/or co-chairs.

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VI - Work Teams

• The CLC will name a primus, chair, or convener for each work team that it creates.
• Work teams will be created and charged by the CLC based on requirements specific to the tasks at hand.  The CLC will use a matrix to determine the composition of all work teams. The CLC will not name individuals to work teams, but will instead ask that appropriate groups select their representatives.
• Work teams will provide the CLC with reports as requested.

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VII - Meetings and Assemblies

A.  The Meeting Schedule

• The CLC will meet once each month unless otherwise decided by the co-chairs and/or the council members.
• A meeting schedule will be proposed by the co-chairs on an annual basis and distributed to the CLC at a meeting for approval.
• The schedule will include date, time and tentative location for each meeting.

B.  Order of the Meeting

• Meetings will:

1. follow the agenda

2. be facilitated by a co-chair

3. include pertinent material to aid CLC members in their decision-making

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