District Board Policies

The Madison Area Technical College District Board policies, revised on June 14, 2006, are listed below. Administrative policies of the college are the responsibility of administrative staff.

POLICY TITLE: Governance (GP1)

POLICY TYPE: GOVERNANCE PROCESS

(Wis Stats. 19.41, 38.12, 38.23, 38.26, 38.38)

GP1.1 The District Board will always act in alignment with the college values statement:

We value excellence, respect and integrity in all we do as individuals and as an institution. Our values are intended to foster individual employee behaviors to advance our mission of meeting learner needs. Institutional values represent ideal behaviors for which we strive, not necessarily those currently practiced.

Excellence
We will consistently meet or exceed the needs and expectations of our learners, community, and ourselves; continuously improve our learning environment; continue our lifelong personal and professional development; take pride in what we do, how we do it and where we work; produce work of the highest quality; be innovative and forward-thinking.

Respect
We will consider the talents, feelings, and contributions of all in our interactions and behaviors; practice active listening and collaboration in our daily work base our relationships on the essential dignity of each individual; value diverse cultures, backgrounds, lifestyles, and abilities; understand that inclusion makes us stronger and able to perform at higher levels.

Integrity
We will speak and act truthfully; follow through on our commitments; welcome constructive assessment and suggestions for improvement; honor our role as stewards of the public trust through effective and efficient use of resources.

GP1.2 The District Board will always act in alignment with the key characteristics and principles of the Learning College:

Key Characteristics

A Learning College renews its focus on student learning by placing learning first in every policy, program, and practice.
A Learning College overhauls the traditional architecture of education by moving from time-bound, place-bound, bureaucracy-bound, role-bound, to anytime, anyplace, anyway learning options.

Key Learning College Principles

The Learning College creates substantive change in individual learners.
The Learning College engages learners in the learning process as full partners who assume primary responsibility for their own choices.
The Learning College creates and offers as many options for learning as possible.
The Learning College assists learners to form and participate in collaborative learning activities.
The Learning College defines the roles of learning facilitators by the needs of the learners.
All Learning College employees identify with their role in supporting learning.
The Learning College and its learning facilitators succeed only when improved and expanded learning can be documented for its learners.

POLICY TITLE: Governing Philosophy (GP2)

POLICY TYPE: GOVERNANCE PROCESS

The District Board embraces a view toward governance that is strategic, future-based, prudent, positive, ambitious, and deliberative. This view encourages diversity in viewpoints, reinforces the centrality of District Board policy-making, and empowers the President with clear direction.

More specifically the District Board will:

GP2.1 Operate in awareness of its trusteeship obligation to its community.

GP2.2 Function as a learning cohort by behaving as a learning cohort; focusing on acquiring the skills and knowledge that make for board excellence; supporting each other's learning; and assessing the boardÕs growth by using board meeting surveys, annual evaluations, and compilation of board activity throughout the year and other measures.

GP2.3 Engage in continual learning.

GP2.4 Lead the organization through the careful establishment of the broadest organizational policies reflecting the community's values. The District Board's major focus will be on the intended long-term impact of the College on the community.

GP2.5 Accept collective responsibility for excellence in governance. The District Board will use the expertise of individual trustees to enhance the work of the District Board as a body, rather than to substitute their individual judgments for those of the District Board as a whole.

GP2.6 Monitor and discuss the District Board's process and performance regularly for continuous improvement. Annual self-monitoring will include comparison of District Board activity and discipline to policies in the Governance Process and Board-Staff Relationship categories.

GP2.6 a Establish and achieve annual District Board goals.

GP2.7 Seek input from various sources including staff, students, alumni, employers, and other community members on District Board policies on purposes.

GP2.8 Make decisions by majority vote.

GP2.9 Support decisions made.

POLICY TITLE: District Board Responsibility (GP3)

BOARD TYPE: GOVERNANCE PROCESS

(Wis. Stats. 38.12, 38.14)

The District Board functions as a learning cohort to represent the college to the community it serves and to represent the community to the college by determining and assuring appropriate organizational performance. District Board responsibilities are distinguished from staff responsibilities by the following:

GP3.1 Serving as the official governance link between the College and the community.

GP3.2 Enacting written governing policies which address:

GP3.2a GOVERNANCE PROCESS: Specification of how the District Board conceives, carries out, and monitors its own tasks.

GP3.2b BOARD-STAFF RELATIONSHIP: How authority and accountability are delegated to the President and its proper use monitored.

GP3.2c EXECUTIVE LIMITATIONS: Constraints on executive authority which establish the prudent and ethical boundaries within which all executive activity and decisions must take place.

GP3.2d PURPOSES: College services, impacts, benefits, outcomes, recipients, and their relative worth. Purposes include the mission statement, the vision statement, learning principles, and strategic initiatives.

GP3.3 Monitoring College effectiveness in meeting District Board policies on purposes.

GP3.4 Assessing President's performance through a formal review each May with respect to achievement of District Board policies on purposes and Executive Limitations, responsibilities in the President's position description, and President's annual goals and objectives as established by the District Board in consultation with the President.

POLICY TITLE: District Board Policy Creation (GP4)

POLICY TYPE: GOVERNANCE PROCESS

(Wis Stats. 38.12 [7]

It is the responsibility of the District Board to provide leadership, guidance, and direction for the governance of the College. Toward this end, the District Board shall deliberate and act on matters of significance to the College. Such actions, when approved by the District Board, shall be articulated as statements of District Board policy and shall be incorporated into a single, unified and comprehensive compilation of all District Board policy statements.

GP4.1 When articulating policy, the District Board shall strive for brevity, clarity, and long term effectiveness.

GP4.2 The District Board may approve new policies or revise existing policies by action of a majority vote at any meeting. Upon the request of any member, action shall be deferred for one meeting.

GP4.3 In decision making, always consider how the actions will increase opportunities and improve learning throughout the college.

POLICY TITLE: District Board Member's Role and Basic Responsibilities (GP5)

POLICY TYPE: GOVERNANCE PROCESS

(Wis. Stats. 38.12 [3])

The District Board shall function as a learning cohort. The success of the District Board depends on each individual District Board member exercising responsibility through positive action while performing the following functions:

GP5.1 Be familiar with and supportive of the College mission and vision.

GP5.2 Be knowledgeable concerning the organization of the Wisconsin Technical College System and applicable state statutes

GP5.3 Participate effectively at District Board meetings through appropriate preparation, regular attendance, active participation in District Board discussions and willingness to volunteer for ad hoc committee or other District Board tasks.

GP5.4 Support decisions made by District Board action.

GP5.5 Set an example for the college by performing duties and fulfilling responsibilities in a manner that encourages promptness, thoroughness and excellence in all undertakings of the College.

GP5.5a To model accountability the District Board has the following performance criteria:

Attendance - Members shall, at a minimum, attend 75 percent of board meetings annually;
Participation - Members shall, at a minimum, attend one graduation or nurse pinning per year;
Advocacy - Members shall, at a minimum, attend one conference annually of either the Wisconsin Technical College District Boards Association, the Association of Community College Trustees, or the Wisconsin Association for Career and Technical Education legislative day.

GP5.6 Be knowledgeable concerning College programs and methods for accomplishing its goals such as organization, facilities, instructional programs, budget, and key processes.

GP5.7 Be familiar with major district, state, and national issues affecting the College.

GP5.8 Engage in District Board and self-development activities designed to promote District Board effectiveness through attendance at state, regional, and national District Board association meetings and by utilizing resources available in the College.

Board members are encouraged to attend conferences and seminars. The following guidelines will help determine how often board members should travel:

Attend a maximum of four Wisconsin Technical College District Boards Association meetings per fiscal year;
Attend a maximum of two national or regional conferences per fiscal year, whether the Association of Community College Trustees or other association.If a board member feels strongly that attendance at additional conferences is in the best interest of the college, a request must be made to the board chair with an explanation of why the travel would be of value. The board chair will determine if the travel is appropriate.

Any board member representing the College internationally must request board approval prior to travel.

GP5.9 Represent the College to the community and the community to the College.

GP5.10 Develop the skills of leadership:

Modeling - To perform the functions of board members as we would have college staff perform;
Pathfinding - To identify and meet key stakeholder needs;
Alignment - Ensure that all processes and systems are aligned for learning.
Trustworthiness - To speak and act truthfully and fulfill our commitments in a timely fashion.

GP5.11 Participate in College graduations and attending College events.

GP5.12 Be active in legislative advocacy.

POLICY TITLE: District Board Officers (GP6)

BOARD TYPE: GOVERNANCE PROCESS

(Wis. Stats. 38.08 [3])

The officers of the District Board shall be a Chairperson, a Vice Chairperson, a Secretary, and a Treasurer.

GP6.1 The officers shall be elected at the annual organizational meeting of the District Board on the second Monday in July.

GP6.2 If a vacancy occurs in any of the District Board officer positions after the annual organizational meeting, the District Board shall elect an officer to fill the vacancy at a subsequent District Board meeting.

GP6.3 No person may serve as Chairperson for more than two (2) successive annual terms, per state statute.

POLICY TITLE: Chairperson's Role (GP7)

BOARD TYPE: GOVERNANCE PROCESS

(Wis Stats. 19.015, 19.81 et. seq., 38.08 [3], 38.12 [4], 38.14 [1], 38.18)

The Chairperson is elected by the District Board at the annual meeting. As the elected leader of the District Board, the Chairperson shall maintain the integrity of the District Board's process and represent the District Board to outside parties. The Chairperson is the only District Board member authorized to speak for the District Board (beyond simply reporting District Board decisions), other than in rare and specifically authorized instances.

GP7.1 The Chairperson shall ensure the District Board and individual District Board members act consistently with the District Board's own rules and policies and those legitimately imposed upon the District Board from outside the College.

GP7.1a The Chairperson shall preside at District Board meetings in an efficient and effective manner and shall set the general tone for each meeting through positive leadership.

GP7.1b Deliberation will be fair, open, and thorough, but also efficient, timely, orderly, and to the point, utilizing the most current version of Robert's Rules of Order.

GP7.1c The Chairperson will stimulate discussion among District Board members prior to a decision being made by majority vote.

GP7.1d The Chairperson will encourage regular attendance at District Board functions and other school activities. The performance criteria cited in GP5.5a will be monitored and addressed by the chairperson.

GP7.1e The Chairperson shall serve as a member of the MATC Foundation Board and shall assign a designee in the event that he/she is unable to attend a meeting.

GP7.2 The Chairperson is responsible for the District Board/President relationship and shall communicate and interact with the President. However, since the President is responsible to the entire District Board, the Chairperson has no authority to unilaterally supervise or direct the President.

GP7.3 The Chairperson shall ensure that other District Board members are informed of current and pending District Board issues and processes.

GP7.4 The Chairperson shall work with the College President to arrange for orientation of new board members.

GP7.5 The Chairperson shall appoint members of ad hoc committees established by the District Board.

GP7.6 The Chairperson shall ensure compliance with all required duties imposed by law including but not limited to:

GP7.6a The Chairperson, or the Chairperson's designee, shall communicate with the public as required by law with respect to providing public notice of all meetings of the District Board. The Chairperson may delegate the function of providing notice, but may not delegate the responsibility.

GP7.6b The Chairperson, working with legal counsel, shall prosecute all necessary legal actions in the name of the District for the recovery of damages, money, penalty, or forfeiture.

GP7.7 The Chairperson shall be responsible for the promotion of continuing education and for the initiation of board in-services and retreats.

POLICY TITLE: Vice Chairperson's Role (GP8)

BOARD TYPE: GOVERNANCE PROCESS

(Wis. Stats. 38.08 [3])

The Vice Chairperson is elected by the District Board.

GP8.1 The Vice Chairperson shall have all of the authority and duties of the Chairperson in the absence of the Chairperson.

GP8.2 The Vice Chairperson shall have such other authority and duties as the District Board may from time to time determine and direct.

GP8.3 The Vice Chairperson shall be responsible for the board development committee. This will include calling meetings, creating agendas, and developing an annual board development plan and ensuring that the plan is executed.

POLICY TITLE: Secretary's Role (GP9)

BOARD TYPE: GOVERNANCE PROCESS

(Wis. Stats. 19.81, 38.08 [3], 38.12 [4], 38.16)

The Secretary is elected by the District Board.

GP9.1The Secretary is designated as the official custodian of all official records of the District. The Secretary may delegate the day-to-day maintenance of the custody of the records to the President of the College, but may not delegate the responsibility.

GP9.2The Secretary shall sign all official documents and contracts on behalf of the District as required by law and the District Board. The District Board has delegated the responsibility of signing 38.14 contracts less than $2,500 to the college Deputy Secretary following District Board approval.

GP9.3The Secretary shall ensure that a record and official minutes are maintained of all meetings of the District Board.

GP9.4Where a function is assigned to the clerk of a governmental unit, and the District is designated as one of such governmental units, such function shall be performed by the Secretary.

GP9.5On or before the first Monday in March for expired terms, or within thirty (30) days of the date on which a vacancy on the District Board occurs, the Secretary shall ensure that each member of the Appointment Committee, each governing body having a member on the Appointment Committee, and the District Board, are notified of the vacancy or of terms of office which will expire during the year.

GP9.6Annually by October 31 of each year, or within ten (10) days after receipt of the equalized valuations from the Department of Revenue, whichever is later, the Secretary shall ensure that a certified statement showing the amount of the levy and the proportionate amount of the tax to be spread upon the tax rolls for collection in each city, village, and town is filed with the clerk of each city, village, and town, any part of which is located in the District.

GP9.7In the absence of both the Chairperson and the Vice Chairperson, the Secretary shall call the District Board meeting to order and shall serve as Chairperson while the District Board elects a Chairperson Pro Tempore.

POLICY TITLE: Treasurer's Role (GP10)

BOARD TYPE: GOVERNANCE PROCESS

(Wis. Stats. 38.08 [3], 38.12 [2], 38.15)

The Treasurer is elected by the District Board.

GP10.1 The Treasurer shall be the official custodian of all monies received by the District and shall be accountable for such funds. The Treasurer shall delegate the day-to-day maintenance of the custody of the funds to the President of the College, but may not delegate the responsibility. All expenditures exceeding $2500 shall be approved by the District Board. [Section 38.12(2), Wisconsin Statutes.]

GP10.2 The District Board may, by resolution, authorize other persons' signatures or the use of a facsimile signature.

GP10.3 The District Board shall adopt appropriate procedures, safeguards, and policies for the use of the Treasurer's facsimile signature. The use of a facsimile signature does not relieve the District Board or the Treasurer from any liability to which the District Board or the Treasurer is otherwise subject, including the unauthorized use of the facsimile signature of the Treasurer.

POLICY TITLE: District Board Committees (GP11)

BOARD TYPE: GOVERNANCE PROCESS

(Wis. Stats. 38.14 [5])

The District Board shall operate as a committee of the whole.

GP11.1 The District Board may establish ad hoc committees when, in the judgment of the District Board, such ad hoc committees are appropriate and required for the completion of a specific project or task. When such ad hoc committees are formed, the District Board shall approve a statement of the committee's charge as well as a time-line for the completion of the committee's work.

GP11.2 The District Board Chairperson shall appoint the members of the ad hoc committees and name the committee's chair from among its members. When appropriate to the committee's task, its members may include persons from the staff or from the community.

GP11.3 It is the responsibility of ad hoc committees to complete the assigned task and to prepare a written report or to deliver an oral report to the full District Board. When this task is completed, the committee shall be discharged.

GP11.4 Ad hoc committees do not exercise control or authority over the President or the staff.

GP11.5 Ad hoc committees have no independent authority or power to act in lieu of the District Board, except when formally given such authority for specific and time-limited purposes.

POLICY TITLE: District Board Planning and Agenda (GP12)

BOARD TYPE: GOVERNANCE PROCESS

(Wis. Stats. 38.08 [3])

The District Board shall assume and exercise responsibility for oversight of District Board planning and agenda setting. Accordingly, each member of the District Board shall have an opportunity to identify and submit issues to be considered on the District Board agenda. The Chairperson shall work with the President to prepare and disseminate the agenda.

GP12.1 The College mission statement, vision statement, and strategic initiatives and goals will be reviewed every three years or more often if needed.

GP12.2 Subjects for major policy issues to be discussed and acted upon by the District Board will be developed on an annual basis.

GP12.3 District Board policies and policy revisions that are introduced and recommended, or revised and recommended, shall be adopted upon action by the District Board in a regular Board meeting.

GP12.4 The District Board will conduct an annual organizational meeting on the second Monday of July for the purpose of administrating the Oath of Office to newly elected and reappointed District Board members and for the election of District Board officers.

POLICY TITLE: Code of Ethics (GP13)

BOARD TYPE: GOVERNANCE PROCESS

(Wis. Stats. 19.41)

Each member of the District Board is an appointed representative of the entire District and therefore embraces the public's trust. The District Board members' obligations, as a group, are both legal and ethical. Each member promises to carry out his/her duties with the very highest ethical conduct, and to carry out the District Board's requirements under the applicable education code provisions of the State of Wisconsin and such other local, state, and federal laws as apply.

GP14.1 District Board members must assure that all actions and decisions are done to better serve students since this is the primary reason for the College's existence.

GP14.2 District Board members must maintain loyalty to the interests of the community. This accountability supersedes the personal interest of any District Board member.

GP14.3 District Board members must help create and sustain an atmosphere in which controversial issues or different philosophical stances can be presented fairly and in which the dignity of each individual is maintained.

GP14.4 District Board members must avoid any conflict of interest with respect to their fiduciary responsibility. District Board members must maintain confidentiality of privileged information and refuse to use his/her position on the District Board in any way for personal gain.

GP14.5 District Board members recognize that each Trustee is only one member of a team, and that all District Board actions are taken as a group in such a manner that the best interests of the entire College community are advanced.

GP14.5a District Board members' interaction with the President or with staff must recognize the lack of authority in any individual District Board member or group of District Board members except as noted above in District Board policies.

GP14.5b District Board members' interaction with the public, press or other entities must recognize the same limitation and the similar inability of any District Board member or District Board members to speak for the District Board.

GP14.5c District Board members will express no judgments of the President's or staff performance except as that performance is assessed in accordance with explicit District Board policies.

POLICY TITLE: Delegation to the President (BER1)

POLICY TYPE: BOARD-EMPLOYEE RELATIONSHIP

(Wis. Stats. 38.12 [3])

The District Board appoints the President as chief executive officer of the College and delegates to the President the task of achieving the District Board's purposes.

BER1.1 The District Board will limit the latitude the President may exercise in practices, methods, conduct, and other "means" through establishment of Executive Limitations policies.

BER1.2 The President is authorized to establish and implement administrative policies and procedures.

BER1.3 The President may take actions based on any reasonable interpretation of the District Board's purposes and Executive Limitations policies.

BER1.4 The District Board may change its purposes and Executive Limitations policies. However, as long as a policy is in effect, the District Board will respect and support the President's decisions.

BER1.5 The President is obligated to follow decisions made by the District Board as a collective body.

BER1.5a Decisions or instructions of individual District Board members are not binding on the President except when the District Board has specifically authorized such exercise of authority.

BER1.5b The President shall seek direction from the District Board on requests from individual District Board members that in the President's judgment may require a material amount of employee time, funds, or that are potentially disruptive.

BER1.6 The President shall request a waiver of a District Board policy if the President believes a waiver is in the best interest of the College.

POLICY TITLE: President's Responsibilities (BER2)

POLICY TYPE: BOARD-EMPLOYEE RELATIONSHIP

(Wis. Stats. 38.12 [3])

The President is the chief executive officer of the College. The President is the District Board's single official link with the College as an organization. The President is accountable to the District Board acting as a collective body. The District Board will instruct the President through written policies delegating implementation to the President.

The President's responsibilities are:

BER2.1 Accomplishment of the District Board's policies on purposes.

BER2.2 College operation within the boundaries established in District Board policies on Executive Limitations.

BER2.3 Accomplishment of the responsibilities set forth in the President's position description.

BER2.4 Accomplishment of annual goals and objectives established by the District Board in consultation with the President.

BER2.5 Keeping the District Board informed of the identity of the administrator who shall be in charge in case of emergency or temporary absence of the President.

The District Board as a collective body will assess presidential performance in meeting the above responsibilities through a formal review each May.

POLICY TITLE: Monitoring College Effectiveness (BER3)

POLICY TYPE: BOARD-EMPLOYEE RELATIONSHIP

(Wis. Stats. 38.04 [b], 38.12 [5], 38.14 [3])

The District Board shall monitor College effectiveness in meeting District Board policies. Monitoring will be done in a way to permit the District Board to focus on planning the future direction for the college, its campuses and its programs.

BER3.1 - The following data sources shall be used to assess college effectiveness:

Teaching and Learning

Student Goal Attainment
Course Completion
Graduation
Placement
Transfer
Assessment of Student Learning Outcomes
Diversity Scorecard

K-12 Partnerships and Collaborations

Workforce Development

Percent of Market Share Produced
Other Data Sources to be Defined

Quality/Effectiveness

Percent of District Served
Headcount
Student Satisfaction: Support Services and Instruction
Public Perception
Non-Instructional Staff FTE Ratio to Faculty FTE
Program Mix and Vitality
Employer Satisfaction: Graduates and Contract Training

People

Growth in Capabilities
Educational Progress
Employee Climate Survey
Diversity Scorecard

Financial

Credit Rating
Audit Findings and Questioned Costs
Cost Per FTE Ranking / Comparison
Aidable FTE
Grants and Contributions as Percent of Total Revenues

BER3.1a DIRECT DISTRICT BOARD INSPECTION - Discovery of compliance information by a District Board member, an ad hoc committee, or the District Board as a whole. This is an inspection of documents, activities, or circumstances directed by the District Board which allows a test of policy compliance

BER3.2 As a result of the District Board's monitoring, the District Board shall review the complete policy document every three years, or more often if needed, and make any adjustments necessary to improve effectiveness.

POLICY TITLE: General Executive Constraint (EL1)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 19.41, 38.12 [3] [11], 38.23, 38.26)

The President shall act at all times in a manner consistent with the responsibilities and expectations vested in that office

The President shall not cause or allow any practice, activity, decision, or organizational circumstances which is unlawful, imprudent, immoral, or in violation of commonly accepted sound business and professional ethics, or in contravention of board policy.

Accordingly, he/she shall not:

EL1.1 Permit controllable financial conditions to occur which risk the fiscal integrity of the district.

EL1.2 Provide information to the District Board, College, or community constituencies which is knowingly untimely, inaccurate, or misleading.

EL1.3 Permit conflict of interest in awarding purchases or contracts or hiring of employees.

EL1.4 Allow the day-to-day operations to impede the vision or prevent the achievement of the Ends of the College.

EL1.5 Manage the College without adequate administrative policies for matters including but not limited to instructional services, administrative and financial services, human resources, marketing and economic development, public relations, enrollment management and student services.

EL1.6 Manage the college in a manner that is neither collaborative nor inclusive.

EL1.7 Fail to inform the District Board when factors threaten the efficient operation and/or effectiveness of the college in any of the areas referenced in EL5.

POLICY TITLE: Human Relationships (EL2)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 19.41, 38.001, 38.04, 38.12, 38.23, 38.26, 38.38)

The President shall create and sustain an environment that supports the development and realization of human potential and promotes the College's core values.

Accordingly, he/she shall not:

EL2.1 Operate without policies and/or procedures which set forth employee and student rules, provide for effective handling of grievances, ensure due process, and protect against wrongful conditions.

EL2.2 Fail to comply with all applicable laws, rules, and regulations related to human resources and student services.

EL2.3 Fail to acquaint students and employees with their rights and responsibilities.

EL2.4 Fail to maintain confidentiality where appropriate.

EL2.5 Fail to treat students, employees and persons from the community in a manner that is humane, fair, dignified and respectful, and serves to foster relationships that further the College’s ability to achieve its Ends.

EL2.6 Fail to take reasonable steps to maintain a safe, healthy and respectful environment for learning and working.

EL2.7 Tolerate any form of harassment, sexual or otherwise, of any employee, volunteer, student, family or community member interacting within the College.

EL2.8 Fail to promote and value diversity.

POLICY TITLE: Compensation and Benefits (EL3)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 38.04 [14], 38.12 [3], 111.70)

The President shall maintain fiscal integrity and a positive public image with respect to employment, compensation, and benefits to employees, consultants, and contract workers.

Accordingly, he/she shall not:

EL3.1 Change his or her own compensation and benefits.

EL3.2 Provide for or change the compensation and benefits of other employees not in accordance with collective bargaining agreements or other schedules and plans adopted by the District Board.

EL3.3 Promise or imply permanent or guaranteed employment.

EL3.4 Employ persons not covered by a collective bargaining agreement for more than one year's duration.

POLICY TITLE: Budgeting/Forecasting (EL4)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 38.12 [5m], 38.16 [1])

Budgeting for any fiscal year shall align with District Board Ends for the College, control College financial risk, and accurately reflect projections of income and expenses. The President shall propose a budget after first seeking input from all College constituencies.

The annual district budget shall be developed considering the following objectives:

to emphasize long-term financial health of the district,
to address college stakeholders= needs,
to maintain financial flexibility.

Accordingly, he/she shall not:

EL4.1 Fail to propose a balanced budget with a) accurate projection of revenues and expenditures, b) separation of capital and operational items, 3) projection of cash flow, and 4) disclosure of planning assumptions.

EL4.2 Fail to propose a budget which provides the annual funds for District Board operations and ongoing District Board development.

EL4.3 Fail to propose a budget that is in alignment with the Ends of the College.

EL4.4 Fail to propose a budget which addresses identified non-compensation needs such as plant and facilities maintenance, instructional equipment, new program and course development, employee development, and institutional research.

EL4.5 Fail to propose a capital budget which meets identified capital needs of the District.

EL4.6 Fail to propose an operating budget which meets guidelines established by the District Board and does not exceed statutory limitations.

EL4.7 Fail to maintain budgetary basis fund balance in the operation funds (General and Special Revenue) at or above the following levels:

reserves for encumbrances, prepaid items and non-current assets equal to the related financial statement items,
reserves for compensated absences and retiree health insurance equal to the obligation,
designated for state aid fluctuations equal to ten percent of funds budgeted for general state aid,
designated for operations near the potential cash flow deficit of the operational funds, generally between 16.6 and 25 percent of the district's operational budget.

EL4.8 Fail to prepare financial reports and detailed schedules as required by state statute and applicable rules.

EL4.9 Fail to provide the District Board with an annual report on fundraising.

POLICY TITLE: Financial Condition (EL5)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 38.12, 38.14 [4], 38.18)

The President shall administer the District Board approved budget without material deviation and shall protect the College from financial risk.

It is a material deviation to:

EL5.1 Expend more funds than have been received in the fiscal year.

EL5.2 Indebt the organization in an amount greater than can be repaid by otherwise unencumbered revenues within the current fiscal year or can be repaid from accounts previously established by the District Board for that purpose, for other than capital purposes.

EL5.3 Expend funds from restricted or designated accounts except for the purposes for which the account was established.

Accordingly, he/she shall not:

EL5.4 Make any purchase that a) does not allow for District Board approval for sole source procurements or b) does not consider appropriate use of cooperative purchasing agreements (e.g. State and University of Wisconsin contracts) or c) lacks at least three competitive quotes for purchases over $10,000 or d) does not allow for receiving sealed bids, submitted on prepared specifications for purchases over $25,000; except where necessary under emergency situations to protect the health and safety of District employees or to protect District assets.

EL5.5 Accept gifts which obligate the College to make future expenditures of funds or human resources other than those covered by the gift.

EL5.6 Contract with the District Board’s audit firm for any other services.

POLICY TITLE: Asset Protection (EL6)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 38.12 [1], 38.14 [4])

The President shall cause financial, social and intellectual assets to be adequately maintained and protected from unnecessary risk.

Accordingly, he/she shall not:

EL6.1 Fail to ensure against theft and casualty losses in amounts consistent with replacement values or against liability losses to District Board members, employees or the College itself in amounts consistent with limits of coverage obtained by comparable organizations.

EL6.2 Allow unbonded personnel access to material amounts of funds.

EL6.3 Fail to properly maintain facilities to fulfill the life cycle intended.

EL6.4 Unreasonably expose the College, the District Board, or employees to claims of liability.

EL6.5 Receive, process, or disburse funds under controls which are not sufficient to meet the auditor's standards.

EL6.6 Invest funds in non-interest bearing accounts or in investments not permitted by Wisconsin law. Further, no investments shall be made without compliance with, in order of priority, the following principles: (a) security of the investment; (b) receiving favorable consistent interest earned on the investment; and (c) local financial institutions receiving favorable consideration where (a) and (b) are relatively equal.

EL6.7 Acquire, encumber, or dispose of real property.

EL6.8 Fail to protect property, information, and files from loss or damage.

EL6.9 Fail to dispose of surplus property in accordance with written procedures and in concert with state and federal statutes and guidelines.

EL6.10 Fail to protect the College's trademarks, copyrights, intellectual property interests and public reputation.

POLICY TITLE: Communication and Counsel to the Board (EL7)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 19.41)

The President will not permit the District Board to be uninformed, unsupported or unprotected in its work. With respect to providing information and counsel to the District Board, the President will not fail to give the District Board as much information as necessary to allow District Board members to be adequately informed.

Accordingly, he/she shall not:

EL7.1 Fail to submit monitoring data required by the District Board (see policy on Monitoring College Effectiveness) in a timely, accurate, and understandable fashion, directly addressing provisions of the District Board policies being monitored.

EL7.2 Fail to make the District Board aware of relevant trends, anticipated adverse media coverage, actual or anticipated legal actions, or material external and internal changes, particularly changes in the assumptions upon which any District Board policy has previously been established.

EL7.3 Fail to advise the District Board if, in the President's opinion, the District Board is not in compliance with its own policies on Governance Process and Board-Employee Relationship, particularly in the case of District Board behavior which is detrimental to the working relationship between the District Board and the President.

EL7.4 Fail to present information in an appropriate form that is timely, accurate, complete, concise, and is not misleading.

EL7.5 Fail to provide a mechanism for official District Board, officer, or committee communications.

EL7.6 Fail to provide facilitation for the board in its role as learners.

EL7.7 In conjunction with legal counsel, fail to provide the District Board with information concerning the legal implications of actions under consideration by the District Board.

EL7.8 Fail to deal with the District Board as a whole with the following exceptions:

Fulfilling District Board approved individual requests for information as long as such requests do not require a material amount of staff time or resources or are not disruptive.
Working with officers or committees duly charged by the District Board.
Communication with the Chair of the District Board.

EL7.9 Fail to report actual or anticipated noncompliance with District Board policy in a timely manner.

POLICY TITLE: Facilities and Planning (EL8)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 38.14 [2])

The President shall ensure that facilities will be safe and adequate to accomplish the Ends of the College.

Accordingly, he/she shall not:

EL8.1 Permit capital dollars to be spent unnecessarily or unwisely.

EL8.2 Modify existing facilities without documented need.

EL8.3 Neglect to make decisions that include the considerations of life cycle costs, including preventative maintenance costs.

EL8.4 Recommend land purchase decisions which do not include the consideration of acquisition, construction, and transportation costs.

EL8.5 Implement approved land purchases or permits, design, bid, or construction schedules that increase costs or decrease construction quality, except for reasons beyond the College’s reasonable control.

EL8.6 Operate without clear priorities when recommending building, renovating, maintaining or repairing facilities within available resources. In setting these priorities, he/she will not:

Fail to make the highest priority the correction of unsafe conditions that could result in serious injuries or illnesses.
Fail to properly maintain facilities to fulfill the life cycle intended.
Fail to identify and broadly communicate the principles by which priorities are determined, including scope and time line for projects.
Fail to analyze the scope of new projects so that nonessential items are eliminated.

POLICY TITLE: Emergency President Succession (EL9)

POLICY TYPE: EXECUTIVE LIMITATIONS

(Wis. Stats. 38.14 [3])

In order to protect the District Board from sudden loss of Presidential services, the President shall designate which staff person will perform the President’s functions in the event the President is unable to do so.

Last Modified: January 13, 2011

Public Top Links

District Board Policies

Governance Commitment: How We Act

Board/Employee Relationship: How We Interact

Executive Limitations

POLICY TITLE: Governance (GP1)

POLICY TITLE: Governing Philosophy (GP2)

POLICY TITLE: District Board Responsibility (GP3)

POLICY TITLE: District Board Policy Creation (GP4)

POLICY TITLE: District Board Member's Role and Basic Responsibilities (GP5)

POLICY TITLE: District Board Officers (GP6)

POLICY TITLE: Chairperson's Role (GP7)

POLICY TITLE: Vice Chairperson's Role (GP8)

POLICY TITLE: Secretary's Role (GP9)

POLICY TITLE: Treasurer's Role (GP10)

POLICY TITLE: District Board Committees (GP11)

POLICY TITLE: District Board Planning and Agenda (GP12)

POLICY TITLE: Code of Ethics (GP13)

POLICY TITLE: Delegation to the President (BER1)

POLICY TITLE: President's Responsibilities (BER2)

POLICY TITLE: Monitoring College Effectiveness (BER3)

POLICY TITLE: General Executive Constraint (EL1)

POLICY TITLE: Human Relationships (EL2)

POLICY TITLE: Compensation and Benefits (EL3)

POLICY TITLE: Budgeting/Forecasting (EL4)

POLICY TITLE: Financial Condition (EL5)

POLICY TITLE: Asset Protection (EL6)

POLICY TITLE: Communication and Counsel to the Board (EL7)

POLICY TITLE: Facilities and Planning (EL8)

POLICY TITLE: Emergency President Succession (EL9)

Administration

District Board