Trustee Practices

Trustee Practices were reviewed and approved on September 09, 2021 by Chair Swenson, Vice Chair Bowman, Trustee Altmayer, Trustee Mendoza, and Trustee Savusa

Table of Contents

1. Calendar for Reports and Actions for Meetings
2. Board Policy on Student Success
3. Standards of Practice and Roles and Responsibilities
4. Role of the Chair
5. Role of the Vice Chair
6. Role of the ACT Representative
7. Role of the ACT Legislative Representative
8. Role of the Highline College Foundation Board Liaison
9. Code of Ethics
10. Domestic Travel Policy
11. International Travel Policy
12. Evaluation of the President
13. Self-Evaluation of the Board of Trustees

Calendar for Reports and Actions for Meetings

The Board has eleven regular meetings each year. Two of these meetings are typically devoted to reviewing and evaluating the President’s performance. In addition, the Board typically schedules one retreat annually for planning with the Executive Staff. Typical standing agenda items for each regularly scheduled Board meeting include:

July

• New officers begin terms
• Accreditation Update
• Review of Board Self Evaluation
• Annual retreat
  • Presentation of President’s Priorities for the upcoming year
  • Discussion of Trustee goals for the upcoming year
  • Review of Board practices (occurs every four years)
• Mission Fulfillment Report review
• Preliminary fiscal year budget review
• Tentative quarterly off-cycle tenure review

August

• No meeting

September

• System legislative review
• Labor agreement action (in years with new contract)
• 4th quarter / year-end financial review
• Approval of fiscal year budget
• Administrative:
  • New trustee onboarding planning (Chair, Vice Chair, President)

October

• New Trustee onboarding
• Tentative quarterly off-cycle tenure review

November

• First Quarter Financial Reports (through September)

December

• Board Meeting Dates for the Upcoming Year Approval

January

• Tenure process discussion
• Legislative advocacy and priorities

February

• Second Quarter Financial Reports (through December)
• Tenure Recommendations Action

March

• Preliminary evaluation and review of President’s performance in Executive Session

April

• Legislative update

May

• Third Quarter Financial Reports (through March)
• Budget Planning Report
• Presentation of Student & Activities Budget
• Tenure Recommendations for Out of Sequence Candidates
• Legislative Update
• Board members submit president’s evaluation form to Board Chair for discussion at June meeting

June

• Student & Activities Budget final action
• Outgoing Chair issues board self-evaluations for return to the incoming Chair
• Outgoing Chair issues president evaluations for return to the incoming Chair
• President’s annual report of goals and accomplishments
• President’s Evaluation and Salary Review and consideration of Contract proposal
• Election of Board officers for the next year
• Continuing resolution to expend funds 

Board Policy on Student Success

• The College is committed to strengthening and transforming communities through innovative outreach and partnership with K–12 districts to facilitate Running Start, Career Start, and dual enrollment programs that accelerate high school completion and college readiness.
• Highline College is committed to student success, primarily measured through student learning and achievement for all students, with a focus on equity and closure of equity gaps. Highline’s mission reflects that commitment.  Relevant and meaningful core themes, objectives, indicators and measures have been established. Acceptable thresholds have been established, and Highline College uses an ongoing and systematic evaluation and planning process to inform and refine its effectiveness, assign resources, and improve student learning and achievement. (that’s very much a plagiarism of language from NWCCU’s standards of accreditation)
• The College is a learning institution that values professional development and teaching excellence which focuses on student success and career development. Highline is committed to providing faculty, staff, and administrators with appropriate opportunities and support for professional growth and development. 

Standards of Practice and Roles and Responsibilities

1. Highline College Board of Trustees serves Community College District 9, deriving its authority from RCW 28B.50 and legislated responsibilities as representatives of the community.  Trustees are appointed by Washington State’s Governor to serve at the will of the Governor, and advocate on behalf of the community and the College.
2. The Board of Trustees shall establish and monitor Highline College’s Core Themes on behalf of the community and the State’s public interest.
3. The Board of Trustees shall review and authorize academic tenure for the college.
4. The Board of Trustees shall select, and retain the President and, on an annual basis, evaluate the President’s performance and compensation.
5. The Board shall pass the College’s annual budget or provide authority to expend funds as appropriate.
6. The Board shall take action on negotiated labor agreements on behalf of the College as required.
7. The Board shall advocate for local control when appropriate, on Highline College issues and related community initiatives.
8. The Board, on a yearly basis, shall conduct a self-evaluation of its performance to identify strengths and strategies for improvement.
9. All Board meetings shall be open to the public pursuant to the Washington Open Meetings Act and Board members shall serve the public’s interest free of conflict of interest or personal gain.
10. The Board shall delegate all operational responsibilities and appointing/termination authority to the President, upon consent of the Board, to and his/her designees.
11. Board Members shall act in a manner that is mindful and respectful of the distinction between the Board’s governance role versus the operational/administrative roles or activities of the college and the President.
12. The Board of Trustees shall develop, establish and support college policies working in good faith with the President to uphold the mission and vision of the institution; and the Board will maintain open communication between the Board and the President.
13. The Board of Trustees shall evaluate/review with the President standards of quality and accountability in management of funds/assets, educational programs/student success, the college commitment to diversity, and equal and fair treatment of the student body, including its employees.
14. The Board of Trustees shall govern as a collaborative unit in the best interest of the students, faculty, administrators and general public regarding promotion of Highline College in District 9 and shall value the unique strengths and qualities of each Trustee and their integrative/ethical perspectives.
15. Seek, support and foster partnerships with business and government, in addition to support of the Highline College Foundation.
16. Questions and/or concerns regarding College operations are to be directed to the President, unless the President directs otherwise.  The President (or designee) will serve as the primary communications liaison between the Board, Executive Staff, Staff, and Faculty. All communications to the Board or individual Trustees should be directed to the Board Chair, who acts as spokesperson for the Board.
17. Trustees commit to collaboration, listening, critical thinking with clarification, flexibility, optimism, and support for each other on behalf of Highline College and the community it serves.
18. Regular Meeting: There shall be ten regular meetings per year.
19. Special Meeting:  Any Board member with the support of an additional Board member or the chair may request a special meeting of the Board at any time, by written request submitted to the chair. The special meeting shall be scheduled by the chair, in consultation with the College president. Meeting notice shall follow procedure prescribed by the Open Meetings Act. The Board shall not take a final action during a Special Meeting unless that action is listed on the meeting agenda. Discussion and potential final actions shall be held in open public session unless executive session is permitted by law required.
20. Notice of Meetings: Notification of the date, time, purpose, and location of regular and special meetings shall be transmitted under guidelines of the Open Public Meetings Act, governed by the requirements of chapter 42.30 RCW (found under Chapter 1321-104-065).
21. Quorum: Three of five Trustees shall constitute a quorum at all annual, regular and special meetings.  Meetings shall be governed under Robert’s Rules of Order. With approval of the chair, a Trustee may attend a meeting by telephone, conference call or other electronic web media that allows all Trustees to hear and be heard by every other Trustee and person in attendance at the public meeting.
22. Board Officers:  At the June annual meeting, the board shall elect from its membership a chair and vice-chair, and appoint members to serve on working committees of the Board. Committee membership shall be for a one-year term. Trustees may serve successive terms on a committee and may serve on more than one committee. The chair shall recommend committee assignments for approval by the other board members in an open meeting.The standing committees include:
    • ACT
    • Legislative
    • Foundation
    • Finance
23. The Board may establish other committees from time to time as it deems necessary e.g. building/facilities and or government affairs.
24. Attendance: Board members shall attend all regular meetings with notification to the chair or President if absence is necessary. Trustees are expected to attend a minimum of 80% of regular meetings. Board members are eligible for per diem funds for each regular meeting pursuant to: RCW 43.03.050.
25. Trustees should participate in commencement, the winter campus luncheon, the spring awards luncheon, and the major Highline College Foundation fundraisers or events.
26. Amendment: These board practices and policies may be amended, altered, replaced or repealed by the Board at any regular or special meeting, provided that proposed action on the policy is announced in the notice of such meeting. New policy shall respect the College’s Policy Development Process.  However, if any conflict cannot be resolved then local board authority and responsibility shall adhere to RCW 28B.50.140. All policies shall be reviewed every third year by the Board.

Role of the Chair

The Chair shall:

1. Preside at all meetings of the Board.
2. Execute on behalf of the Board all documents authorized by the Board.
3. Advise and assist all Board members.
4. Maintain a positive, respectful working relationship with the President of Highline College.
5. Develop and collaborate with the Board on yearly goals for the President.
6. Develop in collaboration with each Trustee yearly Board goals.
7. Issue Board Self-Evaluation requests in June (outgoing chair). Collect Board Self-Evaluation responses in July (incoming chair).
8. The Chair only represents Board actions and not personal views.
9. The Chair derives his or her governance authority and policy role as specifically delegated by the Board and has no legal authority as an individual to otherwise act on behalf of the Board.
10. The Chair acts as Board liaison with the President and is the spokesperson for the Board.
11. The Chair shall lead yearly President and Board self-evaluations in cooperation with and full participation by all Board members.
12. The Chair appointment shall serve a term of one year commencing in July of each year. The office of Chair shall rotate consecutively through each sitting Board member under guidelines of Board practices.
13. Subject to Board approval, the Chair or the Chair’s designee, in collaboration with the Board, shall be the primary representative in leading negotiations during the President’s contract review and renewal process.

Role of the Vice Chair

The Vice Chair shall:

1. Perform the duties of the Chair during the Chair’s absence or incapacity and such other duties as the Board or Chair may designate from time to time.
2. The Vice Chair shall serve a term of one-year commencing in July of each year.
3. Serve as aid in the onboarding of new trustee members in September/October and serve as a mentor to new Trustee(s) for up to six months.

Role of the ACT Representative

The ACT Representative shall:

1. Facilitate communication among Highline College Trustees as to the mission, goals, and status of community and technical colleges of Washington State.
2. In collaboration with the Board Chair, ACT, and the SBCTC, promote trustee orientation, and professional development opportunities of Highline College Trustees to improve effectiveness and awareness of Trustee roles and responsibilities.
3. Act as a liaison with the ACT Board.
4. Advocate for local Board control on college issues.
5. Attend the ACT legislative summit each fall.

Role of the ACT Legislative Representative

The ACT Legislative Representative shall:

1. Serve as a liaison between the Board and outside organizations such as ACT regarding Federal, State, and local legislation in support of the College’s initiatives and mission, while assisting the President, the President’s staff, and in keeping Board members informed.
2. Support the College’s legislative agenda, which may include attending meetings at the request of the President or ACT as well as providing oral or written testimony or letters to appropriate legislative or executive authorities.

Role of the Highline College Foundation Board Liaison

The Highline College Foundation Board Liaison, who is an ex officio, non-voting member of the Foundation Board, shall:

1. Attend Foundation Board meetings and appropriate committee meetings.
2. Attend Foundation events as possible.
3. Expand efforts that support the seeking of gifts, grants, donations, and endowments for the benefit of the College.
4. Participate in one or more fundraising activities.
5. Inform the Board of Trustees on Foundation Board activities, events, progress, and outcomes and encourage participation.
6. Act as a liaison between the Board of Trustees and the Highline College Foundation Board.

Code of Ethics

The Highline College Trustees will set the ethical tone for their institution through both their personal conduct and their institutional leadership.

Each trustee will adhere to the highest ethical standards and promote the ethical development of the college community at large.

To achieve these goals, the trustees should support and encourage active ethical reflection, dialogue, and principled conduct among themselves, the president, administrators, faculty, staff, students, and the community at large.

While no code of ethics alone can guarantee ethical behavior, the values and principles set forth in this code of ethics are intended to guide trustees in carrying out their duties. The trustees recognize their responsibilities and pledge to work together.

A conflict of interest may exist if a trustee, or a member of his family, has an existing or potential financial or other interest which impairs or might reasonably appear to impair such member’s independent, unbiased judgment in the discharge of his or her responsibilities to the College, or a conflict of interest may exist if a Trustee or a member of his family is an officer, director, employee, member, partner, Trustee or controlling stockholder of an organization that has such existing or potential financial or other interest.

The trustees also recognize that as state officers, the trustees are subject to the Ethics in Public Service Act (the “Act”), chapter 42.52 RCW. The Highline College Trustees’ Code of Ethics is intended to supplement the Act’s requirements and is not intended to substitute or replace the Act. If any provision of the Highline College Trustees’ Code of Ethics requires action that conflicts with the Act, the Act’s provisions shall prevail.

Domestic Travel Policy

It shall be the policy of the Board that the Board’s college travel budget be allocated annually in accordance with the following priorities:

1. Travel by all Trustees to regularly scheduled monthly Board meetings and special meetings.
2. Travel by Trustees elected to ACCT positions to attend ACCT conventions.
3. Travel by all Trustees to attend ACT bi-annual meetings.
4. Travel to ACCT conventions and participation at ACCT conventions should be sensitive to budgetary constraints during economic downturns.
5. Requests for out of state travel for Trustees for trustee related-activities shall be submitted in advance to the full Board for discussion during study session for recommendation, subject to available funds. Separate from this context, the President may ask Trustees to travel for operational purposes related to advocacy, identified programs or potential projects, or other operational issues. The President will fund this travel outside of the regular Trustees’ budget.

Further, these priorities shall not prevent Trustees from traveling at their own expense as a college representative to state or national meetings.

International Travel Policy

1. International Travel may be either a Board issue or a Presidential issue. However, international travel by Trustees should be rare and conform to the guidelines below. Additionally, to ensure Trustee travel is essential and necessary, both the President and the Board shall have a check and balance role in its approval. The Board will only consider a Trustee’s request to travel if it is supported by a recommendation from the President. Upon receiving such a recommendation, the request will be subject to the approval process set forth below. The topic of international travel by a Trustee must first be discussed in a public study session prior to consideration of approval at a regularly scheduled Board meeting.
   Board Issues related to international travel: When Trustees travel internationally on college business, they should do so in the company, and in support, of the President (or designee). The presence of the Trustee on an international trip should advance the Board’s wider role in representing the College to its communities, promoting the College image, and helping to formulate and evaluate college policies such as, the College’s mission, and overall strategic plan, a significant expansion of an existing program, or the establishment of a new international program.
   Operational Issues related to the President on international travel: Since most international travel will arise from existing programs that fall within the operational responsibility of the President, operational issues can be defined as those arising from administrative implementation of the College mission, strategic plan, initiatives and /or tasks within specific college programs.
2. The travel should lead to an outcome, anticipated or immediate, that furthers the policy operational initiatives of the College.
3. Under circumstances where a clear and cost-effective benefit to the College can be demonstrated, international travel by Trustees may be entertained. To assess the validity of any proposed international travel for a Trustee, the following steps/guidelines will be followed.
   • The proposal should originate at the request of a member of Executive Staff. The request does not originate from the Board or individual Trustees.
   • Requests must address one or more of the following criteria and must constitute a compelling purpose:
     • The Trustee has specific professional expertise in an area relevant to the project. However, care must be taken to avoid confusing a Trustee’s professional position with his/her role as a Trustee. While helpful in a particular situation, a Trustee’s knowledge should not be a substitute for professional staff expertise. If specific expertise is needed, the President should employ or assign staff with the specific background needed to also participate in the trip.
       As a Trustee, he/she is one of a board of five and, unless authorized by a majority vote of the Board, should avoid situations where the individual Trustee appears to be speaking or acting on behalf of the entire Board.
     • The Trustee is positioned to leverage connections with counterpart organizations and/or individuals in the country to be visited.
     • The Trustee’s knowledge of the culture and language of the country(ies) to be visited will be an important asset to achieve policy or the operational goals.
     • The Trustee’s presence enhances the desired outcome associated with the goals and objectives of the project.
   • Executive Staff considers the request, based on the criteria above and the availability of non-state revenue to fund trustee travel, and makes a recommendation to the President.
   • If Executive Staff supports the proposal, the President may forward his/her recommendation to the Board.
   • Funding must come from local contract funds or the Highline College Foundation’s restricted funds to support international initiatives.
4. Nothing in the above should be construed as prohibiting Board activity, on the College’s behalf, during international travel that is funded through personal or non-college sources.

Evaluation of the President

Each year the Board shall perform an integrative evaluation of the President that will assist him/her achieve strategic objectives through specific collaborative review and accountability discussion with the board.

The President’s evaluation is based on yearly goals approved by the Board of Trustees which support the established current Core Themes of the college. Accountability and performance evaluation shall encompass but not be limited to feedback regarding the President’s working relationship with the Board of Trustees, leadership execution, integrity, strategic thinking/execution, risk management and fiscal stewardship.

Trustees are instructed to return the formatted evaluation (based on the current Core Themes) to the Chair for discussion in compliance with a previously agreed upon evaluation calendar schedule.

The evaluation form is available from the Office of the President. Contact Danielle K. Slota, special assistant to the president: dslota@highline.edu or (206) 592-3600.

Self-Evaluation of the Board of Trustees

The self-evaluation form is available from the Office of the President. Contact Danielle K. Slota, Director, Office of the President: dslota@highline.edu or (206) 592-3600.