SBCTC Policy Manual
Chapter 1 Appendices
Appendix A: Bylaws of the State Board for Community and Technical Colleges
The Name of this organization shall be the State Board for Community and Technical Colleges.
The legal basis for education in the community and technical college system is vested in the will of the people as expressed in the constitution of the State and the statutes pertaining to community and technical college education.
The State Board for Community and Technical Colleges shall act as the agent of the State in exercising general supervision and control over the state system of community and technical colleges. It shall be responsible for carrying out the responsibilities and duties imposed upon it within the confines of the authority, power, and discretion granted to it by law (see RCW 28B.50).
The Board shall appoint and fix the salary of a director who, under its supervision, shall administer the provisions of law and the rules and regulations established thereunder (see RCW 28B.50.060).
The Board shall authorize such special or standing committees as are deemed necessary. Special committees shall report recommendations to the Board for appropriate action. A special committee shall serve at the discretion of the Board.
Nine members shall be appointed by the Governor, by and with the advice and consent of the Senate (see RCW 28B.50.050).
All members shall be citizens and residents of the state.
The term of office of members of the State Board for Community and Technical Colleges shall be four years and members shall continue to serve until the appointment and qualification of their respective successors. Each appointee to the Board shall have full authority to act following appointment, pending the confirmation or rejection by the Senate.
Whenever there shall be a vacancy, the Governor shall fill such vacancy by appointment and the person appointed shall remain in the office only for the remainder of the unexpired term.
Members may be removed by the Governor for inefficiency, neglect of duty, or malfeasance in office.
At its annual June meeting the Board shall elect from among its members a chair and a vice-chair who shall serve for one year until successors are elected (see RCW 28B.50.070).
The chair shall preside at all meetings of the Board, shall sign all legal and official documents recording actions of the Board, and together with the director, execute contracts entered into by the Board. While presiding, the chair shall have full right of discussion and vote.
In the absence of the chair, the duties of the chair will be assumed by the vice chair who shall act as chair pro tempore. The vice chair shall serve as the successor to the chair.
The director shall be the executive officer and secretary of the Board and shall attend all meetings of the Board but shall not be entitled to vote in its proceedings. The director shall keep records of proceedings of all meetings, be responsible for the distribution of minutes of the meetings and other official actions of the Board. The director shall also post all legal notices and perform such other duties as are prescribed by the Board and by law (see RCW 28B.50.060).
Regular meetings, of which there shall be a minimum of one per quarter, shall be held at the Board's established offices in Olympia or wherever the convenience of the public or of the members may be promoted, or delay or expense may be prevented. The annual meeting of the Board shall be held in the month of June (see RCW 28B.50.070).
Five members shall constitute a quorum, and no meeting shall be held with less than quorum present. The concurrence of at least five members is necessary to authorize any official board action. All members present at a public meeting must either cast a vote or indicate a desire to abstain from voting upon any question or motion properly before the Board and no member shall vote by proxy, or by secret ballot, except in the case of elections for chair.
No member of the Board shall have power to independently act in behalf of or bind the Board except the chair when directed and authorized by the Board to execute contracts entered into by the Board (RCW 28B.50.060).
All press releases and answers to official and public requests regarding Board activities shall be provided by or in conjunction with the State Board office.
Members of the State Board for Community and Technical Colleges shall receive compensation not to exceed $50 and per diem in the sum provided by law for each day attending meetings of the Board and also for each day spent fulfilling duties as a Board Member. Members shall also receive mileage and other travel reimbursed as authorized under Office of Financial Management travel regulations (RCW 28B.50.050).
All State Board meetings will be held in compliance with the Open Public Meetings Act and the Administrative Procedures Act.
An agenda for each regular meeting shall be prepared by the director and mailed to Board members no later than four days prior to the meeting. The agenda shall be amended at the time of the meeting upon the request of either the chair or director.
Minutes of the proceedings of the Board of the previous meeting shall be prepared by the Secretary and mailed to the members with the next meeting's agenda.
A copy of all motions shall be recorded in full in the minutes. The names of those who make and second motions, and those who vote aye, nay or abstain shall be recorded. The official minutes shall be bound and kept in the office of the director.
The rules contained in Robert's Rules of Order, Revised, shall govern the Board in all cases to which they are applicable, and in which they are not inconsistent with the bylaws of this Board or the laws of the state.
These bylaws may be amended by a majority of the entire Board provided the amendment was submitted at the previous meeting.
Fiscal Year of the State Board
The fiscal year of the State Board for Community and Technical Colleges shall conform to the fiscal year of the State of Washington and shall be from July 1 - June 30, inclusive.
Member Attendance Policy
Each member of the Board is expected to attend regular meetings of the Board and to be an active member of at least one committee connected with the Board.
In the event a member is unable to attend a Board or committee meeting, the State Board office should be notified as soon as possible.
Each new member of the State Board shall, upon appointment, be furnished with a copy of this policy.
In March of each year, a report of the attendance record shall be sent to the Governor.
NOTE: Bylaws initially adopted June 22, 1967; Amended July 9, 1970, September 11, 1970, November 4, 1971, June 28, 1973, September 10, 1975, December 1, 1977, June 27, 1979, August 21, 1980, February 23, 1984, March 12, 1992, May 1996, and October 21, 2004.
Appendix B: Criteria and Procedures for Modifying Community and Technical College District Boundaries
The purpose of this procedure is to provide an orderly means of changing college district boundary lines and applies to the perimeters of a community college district established by RCW 28B.50.040 or as may they be changed as a result of action by the State Board.
Criteria for Evaluating Boundary Line Change Requests
Requests for changes in community and technical college district boundary lines shall be judged based upon evidence that such change will:
- Substantially improve educational opportunity for residents of the area involved by providing easier access by students, reducing the costs of attending, or providing a more comprehensive range of educational opportunities to those who seek them.
- Improve administration of community college services in the area involved through increased efficiency and effectiveness.
- Eliminate unnecessary duplication of facilities or programs.
- Provide for greater flexibility in satisfying local and regional educational needs.
- Provide a more rational basis for conducting long-range planning of educational services and facilities.
In additional to the above criteria, the following criteria will apply depending upon the specific circumstances associated with the request:
- The attendance patterns of all students from the area involved who enrolled in any Washington community or technical college.
- The area proposed to be joined to a community or technical college district is contiguous to the district.
Procedure for Making Requests
- Proposals for modifying community or technical college district boundary lines may be initiated by the State Board, by any community or technical college district board of trustees, or by petition bearing the signature of a group of residents of any area proposed to be changed. Petition signatures shall represent at least 10 percent of the qualified voters who reside in the area, but no petition is required to contain more than 500 such signatures.
- Resolutions or petitions shall be forwarded to the State Board accompanied by a study setting forth the reasons for the requested modification and providing supporting data to demonstrate the degree to which the request meets the applicable criteria stated above.
- The study supporting the petition should include, but not be limited to, such information as:
- A detailed description of the geographic area to be affected by the proposed change.
- Demographic data about the area.
- A description of any community or technical college facilities located in the area.
- The petition shall be accompanied either by the endorsement of the boards of trustees by the community and/or technical college districts involved or by a statement or statements by such boards noting why endorsement has not been granted.
- In the case of proposals initiated by the State Board, the study required above, under the direction of the state director shall jointly be conducted by the districts concerned and the State Board. (ESSB 6359)
Appendix C: Cooperating Educational and Governmental Organizations
Washington Student Achievement Council
The Washington Student Achievement Council Established as a new cabinet-level state agency on July 1, 2012, theWashington Student Achievement Councilprovides strategic planning, oversight, and advocacy to support increased student success and higher levels of educational attainment in Washington.
The nine-member Council consists of five citizens (including a current student) andone representative from each of the state's four major educational sectors.
Workforce Training and Education Coordinating Board
The Workforce Training and Education Coordinating Board (WTECB) works in partnership with business, labor, local workforce development councils, and other state agencies to address the workforce development challenges facing the state's employers and workers (see RCW 28C.18; WAC 490).
The State Board of Education
The State Board of Education is comprised of 16 members, five are elected, seven are appointed by the Governor, two serve as student representatives, and one serves as a private school representative. The Superintendent of Public Instruction is also a member.
The mission of the State Board of Education is to lead the development of state policy, provide system oversight, and advocate for student success.
The State Board of Education envisions a learner-focused state education system that is accountable for the individual growth of each student, so that students can thrive in a competitive global economy and in life.
- Effective and accountable P-13 governance.
- Comprehensive statewide accountability.
- Closing opportunity gap.
- Strategic oversight of the K-12 system.
- Career and college readiness for all students.
Office of the Superintendent of Public Instruction
The Superintendent of Public Instruction is a statewide, elected office and serves for a four-year term. The Superintendent is responsible for the supervision over all matters pertaining to the public (K-12) schools in the state; reports to the Governor and the Legislature information required for the management and improvement of the schools; serves as an ex officio member and chief executive officer of the State Board of Education; issues and records certificates for all teachers receiving certificates; and develops rules and regulations related to the public schools (see RCW 28A.300 ; WAC 392).
Higher Education Classified Personnel System
In 1969, the legislature created a system of civil service personnel administration for higher education institutions and established the three-member Higher Education Personnel Board with rule-making and salary-setting authority for classified employment. In 1993, the powers of the Higher Education Personnel Board were transferred to a new Washington Personnel Resources Board with jurisdiction over classified employment in state agencies and higher education institutions (see RCW 41.06). The statutory provisions related specifically to higher education were retained in the 1993 legislation, including those related to local administration of appointments, promotions, transfers, layoffs, recruitment, classification and pay, discipline, and leave for employees covered under the act (see WAC 357; Chapter 2, Faculty and Staff Personnel).
Classified employees of the State Board are covered under the rules applicable to higher education institutions.
Archives and Record Management
The Office of the Secretary of State oversees the Division of Archives and Records Management. They are responsible for documenting the history of government in Washington State and for promoting the efficient management of all records created by Washington’s state and local government offices.
The Records Management Section develops and updates policies, standards, and guidelines supporting the legal retention and disposition of public records. Community and technical college records may only be destroyed according to schedules developed by the SBCTC in conjunction with the Division of Archives and Records Management and approved by the State Records Committee (see Community and Technical College General Retention Schedules; RCW 40.14; WAC 434-600 through WAC 434-690; Chapter 7, Public Records and Publications).
The State Archivist has been authorized to carry out the provisions of RCW 40.10 as it relates to the preservation of essential records, records that must be protected based on each agency’s unique mission. Essential records play an important role as part of the Continuity of Government sections of the Washington State Disaster Preparedness Plan, pursuant to RCW 38.52 and contain information needed during an emergency and for the reestablishment of normal operations after the emergency. Such records contain information necessary to recreate an organization's legal and financial position and to preserve its rights and those of its employees and customers. State agencies are required to participate in the state's disaster plan and to develop a list of essential records that must be filed with State Archivist. Imaging and Preservation services are provided to assist agencies in documenting and storing essential and permanent records.
Employment Security Department
The Employment Security Department has several divisions that perform functions related to community and technical college education. Its website provides current information on the agency, employment services, employers, the labor market, unemployment insurance, and includes links to news and publications (see WAC 192).
Department of General Admission
Department of General Administration (GA) is the primary business agent for state government. They are the main buyer of supplies, equipment, and services and manage the surplus property and donated foods programs. GA acts as agent in leasing office and warehouse space for state agencies, planning, constructing, and remodeling state buildings on the Capitol Campus, college campuses, prison grounds, and in communities throughout the state. They also provide state agencies with cars, parking and internal mail (see RCW 43.19; WAC 236). Several divisions of the agency perform services particularly concerned with community and technical college operations. They are:
- Engineering and Architectural Services (EAS) – The Division of EAS administers public works project contracts for community and technical colleges and other state agencies. The division provides services related to the establishment of systematic building programs for any state agency requiring assistance; the preparation of preliminary layouts, site studies, programs and topographical plans that accompany estimates for biennial budgets; contracts for professional architecture, engineering and related services for the design of buildings and major alterations to existing buildings; plans and specifications for maintenance, repair and minor alterations to such buildings, supervision of the erection, repairing and betterment of all buildings; and the negotiation or calling for bids to execute all building and associated contracts on behalf of the state (see Chapter 6, Capital Expenditures and Real Property Transactions).
- Procurement – The Office of State Procurement buys material, supplies and equipment needed for the support, maintenance and use of all state institutions, colleges and universities, offices of elective state officials, the Supreme Court, and other departments of state government. Exceptions from this authority are the colleges and universities, which have primary authority for the purchase of specialized equipment, and instructional and research material for their own use. Purchases for resale to other than state agencies rest with the agency concerned.
The purchasing statute requires that, as far as practicable, all purchases shall be made by competitive, sealed bid. Through the Central Stores Revolving Fund, the division operates a warehouse to supply items in common use, effecting savings through large volume merchandise.
The Washington Surplus Property Organization and the donated foods section are set up within the division of purchasing to handle the acquisition and distribution of Federal surpluses, and the warehousing and distribution of welfare and institutional food commodities.
- Property Acquisition – The division of real estate services has sole authority to acquire real property for community and technical colleges, by lease or purchase. The division also reviews/approves design of any required improvements to leased facilities. The division delegates a portion of its rent/lease authority to each college. The division will assist in disposal of real property for a community or technical college upon request (see Chapter 6, Capital Expenditures and Real Property Transactions).
Office of the Attorney General
The Office of the Attorney General has a wide range of responsibilities, which are unique to state government (see WAC 44). The office:
- Serves as legal counsel to more than 200 state agencies, boards and commissions colleges and universities, as well as to the Legislature and the Governor.
- Issues legal opinions upon the request only of legislators, the heads of agencies and county prosecuting attorneys.
- Approves, as to legal form only, all contracts to which the state is a party.
- Approves statutory bonds.
- Reviews reports of the State Auditor, takes legal steps to collect public monies not disbursed according to law and brings actions to collect money owed to the state.
Fees for services rendered by Assistants Attorney General who advise community and technical colleges are charged to each district.
The State Library in Olympia is designated by statute as the State Publications Distribution Center and is responsible for distribution of publications of all state agencies to Depository Libraries throughout the state. This requires that a minimum of fifty copies of college publications, including catalogs, be provided the State Library
In addition, the State Library is authorized to receive three copies of any published item. Generally, colleges are requested to provide the library with sufficient copies of any major publication, research report, or annual report. Other services of the State Library include the inter-library loan function and the Washington Library Network Computer system for cataloging, acquisitions, and circulation.
Office of Financial Management
The Office of Financial Management (OFM)provides vital information, fiscal services and policy support that
the Governor, Legislature and state agencies need to serve the people of Washington State. They:
- Play a central role in budget planning, policy development, and fiscal administration for the executive branch.
- Prepare the executive budget proposal and monitor budget implementation.
- Create statewide technology policy and standards and provides strategic direction and enterprise architecture for state government.
- Develop and maintain state administrative and accounting policies and prepare statewide financial reports.
- Conduct executive policy research and develop legislation to support the Governor's policy goals.
- Provide estimates of state and local population, monitor changes in the state economy and labor force, and conduct research on a variety of issues affecting the state budget and public policy.
- Manage statewide human resource policy functions including classification, compensation, workforce data, recruitment and other policy functions.
The Public Employment Relations Commission (PERC) resolves disputes involving most public employers and employees, and the unions that represent those employees.
The Commission is composed of three citizen members who are appointed by the Governor to serve on a part-time basis. They adopt agency policies and rules.
PERC staff oversee employee representation elections, provide mediation and fact-finding services and make arbitration decisions. Arbitration decisions may be appealed to the Commission. The Executive Director is appointed by the Commission and has been delegated authority to make substantive decisions.
For the community and technical colleges, PERC oversees labor relations between represented faculty, classified staff and exempt staff and their college district employers.
The Office of the State Treasurer (Public Deposit Protection Commission) maintains the accounts into which state capital and operating funds are appropriated by the Legislature. The treasurer releases those funds as the colleges and other agencies make expenditures. The State Treasurer also operates a Certificate of Participation program, that consolidates state agency borrowing for personal property and real property, issues Certificates of Participation to be sold on the open market, and facilitates the collection of debt services payments (from state agency borrowers) to be remitted to the Certificate of Participation holders.
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