PHCC PHACT PHCC Policy System

VCCS Policy Section 2C : Article I

Keywords

Applies to: Faculty | Adjunct Faculty | Staff | Administrative | Board

PHCC Policy No applicable policy

2.1.4 Composition of the Board
The Board shall consist of 15 members as follows: the City of
Martinsville, three representatives; the County of Henry, eight
representatives; the County of Patrick, two representatives; and the County
of Franklin, two representatives.2.1.8 Removal and Replacement of Board Members
The VCCS Policy Manual governing the establishment and operation of
the comprehensive community colleges of Virginia makes the following
provision for removal and replacement of local College Board members:
a. Failure to attend meetings of the College Board shall constitute
cause for the removal and replacement of a College Board
member. The community college board shall make this
determination, and if it is determined that it is in the best interest of
the college to have a replacement, the College Board shall notify the appropriate sponsoring political subdivision of the need for a
replacement.
b. If a member shall fail to regularly attend Board meetings and is
absent for three consecutive meetings or for 40 percent or more of
the meetings scheduled between July 1 and the next succeeding
June 30, he or she shall be notified in writing by the Board
Chairman that the matter will be presented to the Board, in
executive session, at the next board meeting.
c. This notice shall inform the member that he or she may present
such justification as he may desire or offer to resign.
d. The Board will make its determination and, if appropriate, instruct
the Chairman to notify the jurisdiction concerned of the need for
replacement.
2.1.9 Reappointments and Vacancies
a. When the term of office of a College Board member expires, the
appropriate local political subdivision shall either reappoint the
member or appoint a new member. If the member whose term of
office has expired is eligible for reappointment, he shall continue
in office until he is reappointed or a successor named. A member
who is not eligible for reappointment shall discontinue his service
on the College Board at the expiration of his term.
b. Whenever a vacancy occurs on the College Board, the appropriate
political subdivision shall appoint a person to fill the unexpired
term of the member creating the vacancy.2.1.10 Reallocation of Board Membership
The VCCS Policy Manual governing the establishment and operation of
the comprehensive community colleges of Virginia makes the following
provisions:
a. In the event that any political subdivision wishes to reallocate the
positions on a College Board because of changing conditions, it
shall notify the community college board and the State Board in
writing of its desires and reasons for change. The same procedure
used to establish the original ad hoc committee shall be instituted
to establish an ad hoc committee to determine the number of
members on the community college board and the reallocation of
these members among the local political subdivision(s) sponsoring
the college. b. The Board itself may determine the need for a change in number or
reallocation of its membership. Upon approval of two-thirds of the
total membership of the Board, the Chairman shall notify the
appropriate sponsoring political subdivision(s) of the action of the
Board and request the political subdivision(s) follow the procedure
as outlined in item (a) above.
2.1.11 Distribution of Representation
The College Board membership distribution should be representative of
the industries, businesses, and professions which are located in the service
area of the college. To ensure an appropriate membership distribution
representative of the service area, the State Board has established a list of
employment categories to assist and guide the College Board Chairman
and local government jurisdictions in the selection and appointment
process. The President and College Board Chairman should work closely
with the local jurisdictions in order to maintain a membership distribution
representative of the college service area.2.1.14 Board Liaison with Foundation Board
The VCCS Policy Manual governing the establishment and operation of
the comprehensive community colleges of Virginia makes the following
provision:
“The application to the State Board to establish an institutionally related
Foundation within the VCCS shall encompass six primary requirements,”
including “a provision in the enabling documents that the College
President (or designee) and one or more Local College Board members
(appointed by the Local College Board) shall serve as ex officio members
of the Foundation’s governing board with voting rights.” 2.1.15 Meetings of the Board
a. All meetings of the Board shall be conducted in accordance with
the provisions of the Virginia Freedom of Information Act, except
where a closed meeting is authorized by the Act and the Board 
10
convenes and adjourns the closed session in the manner provided
by the Act.
b. Regular scheduled meetings of the Board shall be held at 12:00
noon on the following days:
Fourth Monday in February
Third Monday in April
Third Monday in June
Third Monday in August
Third Monday in October
Second Monday in December
Or at such other times as the Board may agree.
c. Special meetings of the Board shall be held at the call of the
Chairman or upon petition of a simple majority of the members of
the Board.d. If an issue or situation arises which, in the opinion of the President
or College Board chair, requires action by the College Board
before its next regularly scheduled meeting, the President or
College Board chair shall contact the appropriate College Board
members to review the matter and offer advice regarding the issue.
The President, as secretary to the College Board, shall forward a
memorandum to the members of the College Board, setting forth
the facts surrounding the issue and the recommendation of the
administration. Supporting data as appropriate shall be included
with the memorandum. Should a vote be required, the decision
reached shall be reaffirmed at the next regularly scheduled meeting
of the College Board.
e. A simple majority of the members of the Board shall constitute a
quorum for all purposes, except as otherwise specified herein.
f. The president of the college shall serve as Secretary to the Board.
g. The president, as Secretary to the Board, shall keep such minutes
and records as are necessary to set forth clearly all actions,
showing the vote of each member present, and proceedings of the
Board. The typed minutes of each meeting shall be considered,
corrected if necessary, and approved at the next regular meeting,
provided that this action may be taken at an intervening special
meeting if the Board desires. The minutes shall be signed by the
Chairman and the President after corrections and approval, and 
11
shall be kept as public record in permanently bound books in the
custody of the President. 3.1 Reaffirmation of All Motions and Decisions of Predecessor BoardsThe Board reaffirms all motions and decisions made by all predecessor boards,
said motions and decisions to remain in effect until rescinded.

PHCC Procedures No applicable procedure

PHCC Attachments & forms No applicable attachments