SUBJECT: Proposed Replacement of College Policy C-4, Internal Employee Associations

PROPOSED ACTION

That the Board of Trustees approve the proposed policy, after any desired amendments.

RELATED BOARD POLICY OR PLANNING PRIORITY(Directive/Goal/Action Plan)

This item is consistent with Board Policy, B-1, Board Policy Principles, and B-2, Duties and Responsibilities, Board of Trustees.

RATIONALE

The proposed replacement shortens the existing policy and eliminates the requirement that the Board approve bylaw changes for internal employee associations. The proposed policy [Agenda Item 6890] was discussed at the November 17, 1997 meeting and placed on the January 5, 1998 agenda [Agenda Item 6912] for action, however, was postponed at that time. Suggested changes from the Faculty Senate presented at the February 16, 1998 [Agenda Item 6925] meeting have been incorporated into the attached proposed policy.

BUDGETARY CONSIDERATION

None.

RESOURCE PERSONNEL

Carol Nasworthy, Chair, Board of Trustees

Hunter Ellinger, Board Member

Richard Fonte, President

ATTACHMENTS

Proposed Policy [draft 2/23/98]

Proposed Policy [draft 12/15/97]

Suggested Changes from the Faculty Senate

Proposed Policy Presented at the November 17, 1997 Board Meeting

Current Policy

 Proposed replacement for Policy C-4 (draft -- 2/23/98)

[Changes are shown bold and strikethrough text]

C-4. Internal Employee Associations

[1] Regular Special opportunities for comment to both the administration and Board of Trustees shall be provided to representatives of any employee associations which are recognized by the Board of Trustees as being based on the main categories of the College's personnel classification system, open to all employees in the relevant category without charge, governed by democratic means approved by a majority of their members, and willing to accept the legal and policy restrictions of being an internal College activity.

[2] The administration shall consult in a timely manner with representatives of such employee associations in order to receive their comments prior to taking actions which would have a substantial effect on their members, including instituting or changing administrative rules and making administrative decisions or recommendations to the Board on compensation/ working-condition issues.

[3] When matters of concern to an internal employee association require a Board vote, a representative of the group shall be provided an opportunity to freely address the Board meetings at which the topic is considered. In any communication with one or more Trustees prior to such meetings, the group should strive to make any additional substantive information it supplies related to the issue is made available to all Trustees and to the administration.

[4] The President shall maintain administrative rules which facilitate participation of employees in recognized internal employee associations, including the budgeting of appropriate operational support and provision of information about their associations to each new employee.

Proposed replacement for Policy C-4 (draft -- 12/15/97)

C-4. Internal Employee Associations

[1] Special opportunities for comment to both the administration and Board of Trustees shall be provided to representatives of any employee associations which are recognized by the Board of Trustees as being based on the main categories of the College's personnel classification system, open to all employees in the relevant category without charge, governed by democratic means approved by a majority of their members, and willing to accept the legal and policy restrictions of being an internal College activity.

[2] The administration shall consult with representatives of such employee associations and receive their comments prior to taking actions which would have a substantial effect on their members, including instituting or changing administrative rules and making administrative decisions or recommendations to the Board on compensation and working-condition issues.

[3] When matters of concern to an internal employee association require a Board vote, a representative of the group shall be provided an opportunity to freely address the Board meetings at which the topic is considered. In any communication with Trustees prior to such meetings, the group should see that any additional information it supplies is made available to all Trustees and to the administration.

[4] The President shall maintain administrative rules which facilitate participation of employees in recognized internal employee associations, including the budgeting of appropriate operational support and provision of information about their associations to each new employee.

Proposed replacement for Policy C-4 (draft -- 8/16/97) as presented at the November 17, 1997 Board Meeting.

C-4. Internal Employee Associations

[1] Special opportunities for comment to both the administration and Board of Trustees shall be provided to representatives of any employee associations which are recognized by the President as being based on the main categories of the College's personnel classification system, open to all employees in the relevant category, governed by democratic means approved by a majority of their members, and willing to accept the legal and policy restrictions of being an internal College activity.

[2] The administration shall confer with representatives of such employee associations and receive their comments prior to taking actions which would have a substantial effect on their members, including instituting or changing administrative rules and making administrative decisions or recommendations to the Board on compensation and working-condition issues.

[3] When matters of concern to an internal employee association require a Board vote, a representative of the group shall be provided an opportunity to freely address the Board meetings at which the topic is considered. In any communication with Trustees prior to such meetings, the group should see that any additional information it supplies is made available to all Trustees and to the administration. To help ensure an authentic Board deliberation process, an internal employee association should not seek prior commitments from the President or individual Trustees on the positions they will take during discussion and voting on a Board-meeting agenda topic.

[4] The President shall maintain administrative rules which facilitate participation of employees in recognized internal employee associations, including the budgeting of appropriate operational support.

Current College Policy

C-4. Employee Organizations

Austin Community College believes that the employees of the district have a unique perspective from which to offer opinions that ultimately guide the decision-making process. An employee group is defined as a composition of individuals with a unifying relationship recognized within the College's personnel classification system.

To better utilize the perspectives of these employees and to ensure a collegial governance structure within the district, Austin Community College will formally recognize employee groups which meet established criteria. To petition for recognition the employee group must have written bylaws approved by the Board of Trustees which describe the purpose of the group, eligibility for membership selection of officers and the general activities in which the group will be engaged. To remain recognized, a group must have any amendments to its bylaws approved by the Board in advance of the effective date of the amendments.

Employee groups recognized by the Board may not use college funds or property for political activity. For the purpose of this policy, political activity is defined as support of or opposition to a candidate for public office or a question or proposal to be submitted at an election for an expression of the voter's will.

Essential to the achievement of collegial governance is open and timely communication between the employees, the College president, and the Board. The officers of each recognized employee association and the president of the College (or designee) will meet minimally, at least twice per year, to keep each other abreast of issues and concerns facing the College, the faculty, the students, and the Board.

The Administration and the Senate or association will confer on all matters of substance affecting faculty or students and in the writing of policies and procedures. The faculty, through its Senate or association, may present new or revised policies or procedures to the administration and the administration will present such policies and procedures to the faculty before final determination.

The faculty, through its Senate or association president (or designee), may comment to the Board on policies, procedures, or other significant matters which affect faculty or students, and/or present alternatives at meetings of the Board. The faculty, through its Senate or association president, may communicate directly at other times with the Board provided copies of such communications, when written, are simultaneously made available to the College president and cabinet members.

Other recognized organizations, through their presidents or designees, may also comment to the Board on policies, procedures, or other significant matters which affect them. These presentations should occur only after such comments have been presented to the College administration through normal organizational channels.

The College may provide budgeted resources necessary to help the employee groups fulfill their purpose and to facilitate communication among group members.