4. Board Member Development and Training C.4.01 - Purpose:
In accordance with the intent of the Legislature and the expectations of the public to provide competent representation, the Board encourages individual Board members to engage in programs of training and continuing education in trusteeship and other areas of community college operations which will help trustees to perform the duties of office effectively.
C.4.02 - Authority:
The Board of Trustees must authorize all travel by individual Board members, and reimbursement of expenses associated with trustee education programs and institutional representation.
C.4.03 - Reimbursement of Development/Training Expenses:
Reasonable and customary expenses for transportation, lodging, meals and conference registration shall be borne by the System for individual Board members. Board members shall be responsible for the expenses of accompanying spouses, except in the instance of group meals that constitute an official function. When there is a differential in lodging rates for single or double occupancy, Board members shall be responsible for the difference of the two rates.
Board members shall follow System procedures regarding requests for reimbursement of travel expenses, and the use of System credit cards. Board members shall be reimbursed at System approved rates for mileage, except in cases where commercial airfare is less than the amount for mileage. In such instances, the reimbursement will be at the airfare rate.
C.4.04 - Frequency:
Except as otherwise provided by the Board of Trustees for specific purposes related to the best interest of the System, Board members shall generally be limited annually to one national and one state or regional trusteeship meeting.
Reasonable exceptions include, but are not limited to, institutional representation to higher education associations, the Legislature, the Texas Higher Education Coordinating Board, the Congress and agencies of the federal government.
C.4.05 – Texas Higher Education Coordinating Board Training Programs:
The Texas Higher Education Coordinating Board (THECB) shall provide training for Board membership accordance with Education Code, Sec. 61.084. A registration fee shall be paid by each Board member in an amount adequate to cover the costs incurred by the Coordinating Board, and other state agencies in providing the program. Such amount shall be determined prior to each seminar. Board members are eligible to attend such training programs, and shall be reimbursed for costs of registration, as well as actual expenses of travel, meals and lodging.
The content of the instruction at a training program offered pursuant to Education Code Sec. 61.084 shall focus on the official role and duties of Board members, and shall provide training in the areas of budgeting, policy development, and governance.
Topics may include:
a. Auditing procedures and recent audits of public community/junior colleges;
b. The enabling legislation that creates public community/junior colleges;
c. The role of the Board, and the relationship between the Board and a college’s administration, faculty, staff and students;
d. The mission statements of public community/junior colleges;
e. Disciplinary and investigative authority of the Board;
f. The requirements of the Texas Open Meetings Act and the Texas Public Information Act;
g. The requirements of conflict of interest laws and other laws relating to public officials.
h. Any applicable ethics policies adopted by public community/junior colleges and the Texas Ethics Commission; and
i. Any topic relating to higher education that the Coordinating Board considers important.
C.4.06 - Fee Reimbursement for Training Programs:
A Board member shall pay from private funds the required THECB course registration fees, and any costs of travel, meals and lodging. Neither the requested fee, nor a Board Member’s travel costs shall be reimbursed from appropriated funds, other than grants and donations of private funds available for that purpose.
C.4.07 - Conventions, Workshops, Press Conferences and Ceremonial Events:
Board members may attend a regional, state or national convention or workshop, ceremonial event, or press conference without such gatherings being construed as “meetings” under the Texas Open Meetings Act. However, no formal action concerning System business shall be taken at such events,, and any discussions of public business shall be merely incidental to the event.
C.4.08 - Open Government Training
Within 90 days of taking the oath of office, each Board member shall complete a course of training on open meetings and open records provided by the Texas Attorney General or other approved source of training regarding the responsibilities of the Board and its members under Chapter 551 of the Texas Government Code.
C.4.09 Reporting:
Each member of the Board attending a conference or workshop shall provide to the Board of Trustees a verbal report of the sessions and/or meetings which a Board member has attended.
C.4.10 -Board Member Orientation:
The Board and the Chancellor shall provide an orientation for new Board members within the calendar year of their election, to assist them in understanding the Board’s function, policies and procedures. Assistance given in the orientation of new Board members may include the following, as appropriate, or available:
a. Selected materials on the responsibilities of being a contributing member of the Board.
b. Material pertinent to meetings and an explanation of its use.
c. Invitations to meet with the Chancellor and College Presidents, and other administrative personnel designated by the Chancellor to discuss services the administration performs for the Board.
d. Access to a copy of the Board’s policies and administrative regulations, and other documents and information currently in use by other Board members.
e. Information regarding appropriate meetings and workshops.
f. A formal orientation on legal and budgetary oversight responsibilities of the Board.
g. Other information and activities as the Board or the Chancellor deems useful in fulfilling the role of Board member.
C.4.11 -Annual Plan:
The Chancellor shall work with the Board to develop and implement a plan to address the training needs of Board members.