The role of College Council was updated in the College Participatory Governance Handbook dated February 28, 2010 to promote Participatory Governance at Los Angeles Trade-Technical College:
“The purpose of College Council is to ensure that the work of its committees implement the Vision, Mission, and Strategic Goals of the College. The work of the standing committees of College Council should be consistent with the College’s mission and strategic goals. The College Council has the responsibility to oversee the college’s planning process, ensure that the college meets accreditation standards, and oversee and assess the strategic direction of the College, including review of the College’s Strategic Master Plan. Through College Council, recommendations are made to the College President on policies and regulations of the College.
College Council and all of its committees represent only one layer of participatory governance at Los Angeles Trade Technical College. The Academic Senate represents the faculty on academic and professional matters. The various unions represent the faculty, staff and administrator units on wages, hours and working conditions, and on contractual matters. Most of the non-AFT classified staff are members of different bargaining units, who are represented by a single member of the College Council. The Associated Students Organization (ASO) represents the students”.
LATTC PARTICIPATORY GOVERNANCE GUIDING PRINCIPLES:
The College Council voted on December 16, 2009 on the following six guiding principles for effective participatory governance:
1. Distributive leadership is the practice that all campus stakeholders have the right and responsibility to play a role in decision-making.
- There is a clear pathway for all individuals to participate at any level in college wide decision making processes.
- All committees are empowered to form plans of action, to make recommendations, and to strive for full participation through constituency representation.
- College Council focuses on policies; and reviews, codifies and validates committee recommendations.
2. Ensure the decision-making process is transparent and consistent
- There is a depository of information accessible on the website that is updated continuously.
- The College maintains and regularly reviews the Governance Handbook.
- There are standard templates for agendas, rosters, and minutes.
3. The decision making process is regularly and thoroughly evaluated and assessed on a scheduled timeline for continuous quality improvement.
4. Representation is broad based including all stakeholder constituencies. Role and responsibilities are clearly defined for each stakeholder group with accountability and training.
5. Open communication is valued in philosophy and action. The dialogue is focused on issues and solutions and is appropriate, professional and respectful.
6. The College will notify the campus community in a timely manner of events, activities, programs and challenges affecting the college as a whole by adopting active communication mechanisms such as:
- A continually updated website
- Electronic media
- Minutes and agendas that are posted on the web
- Convocations, town halls, surveys, and other avenues
- The college has written policies and procedures that are assessed and updated annually
- E-mail to committee chairs
- E-mail/Blog responses
EFFECTIVE PRACTICES OF PARTICIPATORY GOVERNANCE:
Committee Meeting Agenda and Minutes (including Subcommittees)
- Will be placed on the approved template meeting
- The Agenda for the meeting should be posted at least 48 hours before the meeting. Committee members will be notified via e-mail of the availability of the meeting Agenda with a link to the website.
- The draft of the Meeting Minutes should be made available to the Committee Co-chairs within 72 hours after the meeting.
- Committee Co-chairs will post the Meeting Minutes draft on the committee website within 72 hours of receiving the draft of the meeting minutes and will send an e-mail notification to committee members of the availability of the Meeting Minutes draft with a link to the website.
- College Council will send an e-mail to LATTC_ALL the meeting Agenda and Meeting Minutes Draft within at least 48 hours before the meeting with a link to the website.
- Within 48 hours of the meeting Minutes being approved, the changes should be made and the approved Minutes should be posted on the committee website.
- Conducting Meetings
Committee Meetings (including Subcommittees)
- Quorum – consists of a majority of the voting members. Substitutes are allowed for College Council Committees, and its reporting committees and Subcommittees but not for the College Council members and can only be done on a meeting-to-meeting basis and may vote except for chair elections.
- College Council – a motion passes if a majority of those voting members present vote in favor of the motion.
- Reporting committees of the College Council – a motion passes if a majority of those voting members present vote in favor of the motion.
- Committee Chair Removal
- If it is determined that a committee chair has 2 unexcused absences to College Council meeting, a Co-Chair of College Council can direct the committee to hold an election to replace him/her.
- Any committee chair may be recalled by a 2/3 vote of the committee members at large. The recall election may be instituted by a petition signed by 40% of the committee, and filed with the Co-Chairs of College Council. The reasons for recall must be stated in writing. The chair shall have an opportunity at a committee meeting to respond to the reasons for recall before voting takes place. The vote shall be conducted by the Co-Chair of College Council within 3 weeks of the filing of the recall petition.
- Absences – because of the importance of all college constituencies being represented effectively in the participatory governance process, members of the College Council, or its reporting committees, are expected to attend all meetings.
- Voting members having two (2) unexcused absences in an academic year without an alternate representative (except College Council who does not allow alternative representation) of their constituency attending in their place may be replaced.
- Absences will be considered unexcused unless a member notifies the Co-Chairs prior to the meeting that the member will not be present and provides a compelling reason (such as a sudden emergency situation) for failing to arrange for an alternate representative to attend the meeting in question.
- Changes to Committee Representation – in the event that a Committee of College Council determines that its representation should be modified, the Co-Chairs of the Committee should bring a recommendation forward to the College Council in the same way that other recommendations are brought before the council.
Committee Responsibilities (including Subcommittees)
It is the responsibility of everyone to work toward achieving the vision, mission and strategic goals of the College. Additionally, the members and chairs of committees are responsible for ensuring a continuous flow of communication regarding decision making from the College President, the College Council, standing committees, constituency groups, and the campus at large.
o Prepare and distribute the agenda.
o Report on the status of action items.
o Set the calendar for meetings and retreats (if applicable).
o Hold meetings once a month during the Fall and Spring semesters.
o Attend all College Council meetings or notify a co-chair if unable to attend.
o Submit action items requiring College Council approval on approved form within 3 business days of the committee meeting.
o Submit a report on motions from the committee.
o Set annual goals that correspond to the college strategic plan with input from the committee.
o Review the purpose statement and charge of the committee.
o Complete the Committee Self-Evaluation on the approved form annually in April to College Council co-chairs; report on the evaluation including achievement of the goals with College Council.
o Other responsibilities as specified in Collective Bargaining Agreements.
Committee Member Responsibilities
o Attend all meetings or notify the chair in advance if sending a substitute (if allowed).
o Come to meetings prepared to participate and carry concerns from the constituent group.
o Report back to the constituent group or other college committees the information discussed and actions taken in the committee.
o Listen to all participants during committee meetings and actively contribute to the meeting.