Chapter 3358:11-1 Board of Trustees Policies

3358:11-1-02 Bylaws of the board of trustees of Owens state community college.

(A) Name. The name of this organization shall be the Owens state community college board of trustees, hereinafter referred to as "the board."

(B) Charter. Owens state community college is an institution of higher education and a political subdivision of the state of Ohio. The board is chartered in accordance with Chapter 3358, of the Revised Code.

(1) Authority. Official acts of the board are those taken at an official meeting in compliance with section 121.22 of the Revised Code. The authority of the membership resides within the board during the limits of a meeting in session.

(C) Membership. Members of the board shall serve and exercise authority in accordance with the Ohio Revised Code.

(D) Meetings. The board shall conduct meetings in compliance with Chapter 121, of the Revised Code. The board shall hold at least six regular meetings annually.

(1) Notification of meetings. The public meeting notice shall be posted on the college public website.

(2) Addressing the board. Any person, other than a member of the board or an officer of the college, who wishes to address the board must request approval at least one week prior to the board meeting. The request must be made in writing to the president and must state the purpose, the requestor's name, address and phone numbers. The board will not consider requests including but not limited to pending legal matters, personnel decisions or other confidential matters.

(3) Agenda. The agenda for meetings of the board shall be prepared by the president of the college and the board secretary. Copies of the agenda shall be mailed or delivered to each board member in advance of any regularly scheduled meeting. The president may, by announcement at the beginning of the meeting and without objection of the board, add or delete items from any such agenda.

Routine items of business may include:

(a) Call to order

(b) Roll call

(c) Adjustment of the agenda

(d) Approval of the minutes

(e) Reports of the standing committees

(f) Reports of the president

(g) Recommendations of the president

(h) Consideration of such matters as may be required by executive session

(i) Monthly reports

(j) Statements and comments by board members

(k) Adjournment

(4) Quorum. A majority of the board shall constitute a quorum. A majority of voting members at a quorum may act. A member of the board shall be present in person at a meeting open to the public to be considered present or to vote at the meeting and for purposes of determining whether a quorum is present at the meeting.

(5) Rules of parliamentary procedures. The recent released version of roberts rules of order shall be the official parliamentary guide for all sessions when not in conflict with the bylaws or the Revised Code.

(E) Structure of the board.

(1) Officers. A nominating committee made up of members of the board will be appointed by the board chair annually prior to November thirtieth to develop the nominations for board officers. The chair and vice chair of the board shall be elected from the board membership. The president shall be appointed by the board. The treasurer and secretary shall be appointed by the board, upon recommendation by the president, and need not be members of the board.

(2) Election and term of office. Election of officers shall take place at the first regular meeting of each calendar year. Officers shall be elected for one-year terms not to exceed a maximum of three consecutive terms.

(3) Vacancies. If, for any reason, a vacancy occurs in the office of the chair during the term of office, the vice chair shall succeed to the office of chair immediately and shall have all powers and perform all the duties of the office during the period of vacancy. If there is a continuing vacancy of the position of vice chair, the board shall elect a successor at the next regular meeting of the board following the declaration of such vacancy by the chair and the support of the majority of voting members of the board. When both the chair and vice chair are unavailable, the most recent past chair who remains a board member will function as the chair on an interim basis. Vacancies in any other office shall be filled by action of the board.

(4) Committees. The board will function as a committee-of-the-whole; however, the chair may appoint ad hoc or standing committees as necessary.

(a) A standing committee is one charged with a broad mandate. Standing committees shall be chartered annually through a motion by the board chair and approved by a majority vote.

(b) Committee(s) will be comprised of not less than three trustees. A committee chair will report on the committee's deliberations to the full board of trustees at a regular meeting.

(c) A committee chair may include in committee deliberations appropriate college administrators. The board secretary will serve as the secretary for the committees.

(d) All committees shall conduct meetings in compliance with Chapter 121, of the Revised Code.

(5) Duties and responsibilities of officers.

(a) Chair. It shall be the duty of the chair to call the meeting to order, to preside at all meetings of the board, to rule on the order and discussions of motions, to maintain proper decorum within the meeting place, to expedite the use of time during the meetings, to allocate the time for discussion, and to perform all duties incident to the office of chair and such other duties as may be prescribed from time to time by the board.

(b) Vice chair. It shall be the duty of the vice chair to perform the chair's duties the chair's absence, or in the event of the chair's inability or refusal to act. The vice chair, when thus acting, shall have the powers of and be subject to all restrictions placed upon the chair. A vice chair shall perform such other duties as from time to time may be assigned by the chair of the board.

(F) Secretary. The secretary shall keep the minutes of the meetings of the board; shall see that all notices of meetings are duly given in accordance with the provisions of the bylaws, or as required by law; and, in general, shall perform all duties incident to the office of secretary and such other duties as from time to time may be assigned by the chair of the board.

(G) Treasurer. The treasurer serves as the college fiscal officer and under the direction of the college president. The duties of the treasurer shall be in accordance with section 3358.06 of the Revised Code and the accounts shall be kept in the manner prescribed by law. The treasurer shall perform all other duties incident to the office of treasurer and such other duties as from time to time may be assigned by the chair of the board.

(H) President. The president is the chief executive officer and professional advisor to the board. The president interprets and implements the board's policies and regulations in their application to the various operations and personnel matters of the college. The board vests and delegates to the president the responsibility and authority necessary to provide professional leadership and administrative direction for all operations. The president may delegate authority to others but retains the final responsibility for the results of such delegation. The board delegates to and vests with the president the ability to employ, re-assign, promote, and terminate college personnel. The president may change varying personnel assignments to carry out responsibilities to the board for the overall leadership of the college.

(I) Miscellaneous matters.

(1) Fiscal year. The fiscal year of the college will be July first to June thirtieth.

(2) Annual budget. The president shall recommend a budget to the board for each fiscal year. Action on the president's recommendations shall take place before July first of each year. Reconciliation of the budget may take place at any meeting of the board by action of the board.

(3) Appointment and compensation. The board shall appoint and fix the contract of the president of the college and his/her annual benefits and salary increments. The board shall act on the president's recommendations for the initial appointment/compensation of administrative officers, full-time faculty members, and operating staff.

(4) Seal. The board may provide a corporate seal.

(5) Interpretation of the bylaws. The board shall be the final authority on the interpretation of the board bylaws.

(J) Amendments. The bylaws of the board may be amended. Approval of a proposed amendment to the bylaws requires a positive majority vote of the membership of the board.

Replaces: 3358:11-1-02

Effective: 12/26/2013
Promulgated Under: 111.15
Statutory Authority: 3358.08
Rule Amplifies: 3358.08
Prior Effective Dates: 3/7/2002

3358:11-1-04 [Rescinded] Trustees' academic excellence scholarship program policy.

Effective: 3/11/2017
Promulgated Under: 111.15
Statutory Authority: 3358.08
Rule Amplifies: 3358.08
Prior Effective Dates: 3/7/2002, 5/14/2011

3358:11-1-11 Policy for naming college facilities, spaces, endowments and programs.

(A) Applicability. This rule applies to the naming of facilities including buildings and structures, interior spaces, landscapes, roads, collections, programs, endowed chairs and professorships, and schools and departments on the various campuses of the college.

(B) Rule. Owens community college welcomes the opportunity to honor those who have rendered extraordinary service or support. Facilities, spaces, endowments or programs may be named for individuals or entities whose accomplishments or generosity advances the academic mission of the college, furthers the capacity of the college to meet its teaching and scholarly objectives and to serve its community, and enhances the growth and reputation of the college. A decision to construct or renovate a building, establish a chair or create a program is to be taken on the basis of established academic and other operational criteria and approved in keeping with the college's established practices and academic mission. Naming will be independent of all appointment, admission and curriculum decisions which the college will continue to make in keeping with its established practices and academic mission. To ensure the appropriateness of the honor, the college will follow the guidelines listed in this rule as it makes decisions on a case-by-case basis with regard to naming facilities, spaces, endowments or programs.

(1) Criteria for selection of honorees. Naming a facility, space, endowment or program for an individual, organization or corporation is one of the highest honors that the college can bestow. This recognition is a lasting and powerful affirmation of the honoree's connection to the college's mission. As such, honorees shall have exemplary character, an unqualified reputation for honesty, personal integrity and the highest standards of personal and professional ethics. These factors are to be determined at the sole discretion of the Owens community college board of trustees and/or the college president.

(a) Extraordinary college service. Honorees who have been employed by the college shall have given extraordinary service to the institution in a teaching, service or administrative field with such exceptional distinction that their contributions are widely recognized by their peers, both at the college and elsewhere. The recognition afforded the honoree may also include private financial contributions related to the naming opportunity. Honorees may not be in active service at the college or hold elected office at the time of the naming, unless the circumstances are exceptional.

(b) Private financial support. Individuals, corporations and other organizations may be considered for naming recognition if they have made significant financial contributions related to the naming opportunity. Decisions regarding such recognition are made on a case-by-case basis in accordance with the approval process contained in this rule and any other applicable college policies and shall also take into consideration the total cost of the project, the availability of other funds and the level of financial contribution. A bequest or legacy gift from a donor who is still alive will not normally be considered for a naming opportunity. The following guidelines should also be taken into consideration in determining a significant level of financial support in a given situation:

(i) New facilities. Require ten per cent of construction costs.

(ii) Space within a new facility. Fifty per cent of the construction cost based on average square footage.

(iii) Renovation of facilities. Fifty per cent of the cost of renovating a facility.

(iv) Existing facilities without renovation. Require ten per cent of the fair market value based on insured value.

(v) Space within existing facilities without renovation. Forty per cent of the fair market value based on total square footage of insured value.

(vi) Portable items. Donation of the collection or at least fifty per cent of the value of the collection.

(vii) Tribute markers. One hundred per cent of the cost or value of associated items (e.g. trees, gardens, benches).

(viii) Endowed positions. Fifty per cent funding of the endowment position.

(ix) Programmatic entities. Determined on a case-by-case basis.

(c) Financial commitments related to the naming opportunities may be pledged over several years. The number of years will be determined by the college and the donor but will be based upon the size of the donation, the nature of the naming opportunity and the financial (including tax benefits) consideration of the donor.

(2) Request for approval. Since naming facilities, spaces, endowments and programs has a long-term impact on the college, the approval process is designed to ensure such action is in the best interest of the college. All naming requests will be reviewed by a college naming review committee comprised of the provost, the vice president of business affairs, and the executive director of fund development. This committee will submit all recommendations to the president. Upon presidential review and approval, applicable naming recommendations will be submitted to the board of trustees for consideration. An opportunity that involves private financial support should first be approved by the Owens state community college foundation executive committee before any action can be taken by the college naming review committee.

(a) Naming facilities and/or interior spaces must be approved by the board of trustees.

(b) The naming of academic or non-academic programmatic entities (such as departments, schools, institutes and centers) must be approved by the board of trustees.

(c) Naming of endowed positions must be approved by the president.

(d) The display of tribute markers which includes plaques, medallions or other markers in association with features such as trees, benches or small monuments must be approved by the president.

(e) Naming facilities and spaces that are made up of portable items which are identifiable because of a specific focus or purpose (for example, collections of art) must be approved by the president, provost and dean of the school, depending on the location.

(f) The board of trustees reserves the right to review for approval, on a case-by-case basis, any naming request not specifically addressed above and not otherwise delegated by the board of trustees to the president of the college.

(3) Duration of name. Naming of facilities, spaces, endowments and programs in honor of individuals, corporations or other organizations is expected to last the lifetime of the facility, space, endowment or program.

(a) Special considerations.

(i) Renovations: If a previously named facility or property must be replaced or substantially renovated, the name will remain as set forth in any gift agreements related to the prior naming action.

(ii) Change in use: When a change in the use of a previously named facility occurs because a program moves/ends or space is reassigned or demolished, some form of continuing recognition may be appropriate, such as creating an alternative memorial.

(iii) Additional naming opportunities: Naming associated with a particular facility, space, endowment or program will not preclude further naming within the facility, space, endowment or program.

(iv) Form of naming display: The official name of a building, in honor of an individual or in recognition of an appropriate donation, shall be determined by the college in cooperation with the donor. In addition, a suitable plaque can be located in the lobby or other appropriate interior location, giving the full name and a brief biography of the person.

(v) Owens community college reserves the right to change the building's name or to remove the naming right should a significant change in the circumstances of the donor or honoree occur. A significant change is determined at the sole discretion of the board of trustees and/or the president of the college.

(4) Request processing. Every reasonable effort will be made to ensure that a naming request will be acted upon within sixty days of the initial submission of that request to the college naming review committee.

(5) Recording and reporting. The president's office will be responsible for recording the official decisions on all naming requests and reporting those decisions to the appropriate college officials.

(C) Implementation. The executive director of fund development will implement procedures consistent with this rule as well as ensure that all approved names of facilities, spaces, endowments and programs are consistent in look and design and are completed in a timely manner. It is also the responsibility of the executive director of fund development to keep the donor and/or honoree informed throughout the process.

Replaces: 3358:11-1-11

Effective: 7/13/2007
Promulgated Under: 111.15
Statutory Authority: 3358.08
Rule Amplifies: 3358.08
Prior Effective Dates: 3/9/2003

3358:11-1-12 Financial standards policy.

(A) Policy statement. The purpose of this rule is to institute financial standards so for any fiscal year, whole or part, the financial condition of the college maintains a generally acceptable level of prudent professional financial management and foresight.

(B) Strategic standards.

(1) The board of trustees finance committee shall meet bi-monthly, unless the committee chair deems a monthly meeting schedule necessary for a certain fiscal period.

(2) Reserve/net asset requirements. The college shall maintain a financial reserve or net asset requirements, as follows:

(a) Unrestricted educational and general current operating fund. The undesignated reserve within this fund balance should be greater than or equal to ten per cent of this fund's total annual expenditures and transfers.

(b) Unrestricted auxiliary fund. The undesignated reserve within this fund balance should be greater than or equal to five per cent of this fund's self-operated annual revenues.

(c) Unrestricted plant fund. The undesignated reserve within this fund balance should be greater than or equal to two per cent of investment in plant. Investment in plant means the original book value (prior to any depreciation) of land improvements, buildings, and building improvements.

(3) Long-range forecast. A long-range five-year forecast shall be prepared and presented as a component of the annual budget presentation to the board of trustees, which includes the institution's expected financial trends under clearly stated assumptions:

(a) The institution's expected financial performance as compared to the institution's maintenance of a financial reserve or net asset requirements.

(b) A reporting of financial dashboard metrics.

(C) Reporting. For the board of trustees to take a required action, it is essential that data, information, reports and recommendations flow regularly from the president or administrative designee to the board, which shall be accomplished through separate, or any combination of, finance, personnel, planning, committee reports or the president's recommendation to the board.

(1) Regular meetings of the board. The regular meeting agendas shall include reports from:

(a) Finance. Included in these reports are a financial analysis narrative and the presentation of the interim (monthly) financial statements, a report of purchase orders, bids and expenditures (where board approval is required if the cost is fifty thousand dollars or more). For informational purposes, a report of purchase orders, bids and expenditures will also include a listing of purchase orders issued where the amount is ten thousand dollars or more but less than fifty thousand dollars.

(b) Personnel. Included in these reports are position vacancies and other personnel changes.

(c) Planning. Included in these reports will be annual plans, goals and budgets and any interim progress reports on such matters; however, such may be incorporated into a finance report.

(2) Finance committee meetings of the board. The finance committee meeting agendas shall include a financial narrative report, which may include a financial analysis, interim (monthly) financial statements, quarterly reports, financial dashboard metrics, annual budget, year-end financial statements (prior to the board receiving the annual budget and year-end audited financial statements).

(3) Balance sheets. The interim (monthly) and year-end financial statements shall include the presentation of balance sheets.

(4) Treasurer. The treasurer/chief financial officer shall identify, document, and communicate the magnitude of positive or negative financial trends and the subsequent impact of operational or financial changes in the presentation of interim (monthly) financial statements, quarterly or year-end reporting and the annual budget.

(a) Attest. The treasurer/chief financial officer shall attest to the board the institution's maintenance, or lack thereof, of minimum or projected minimum, financial reserve or net asset positions with the adoption of the annual budget and at each occurrence a financial report is presented to the board.

Effective: 2/20/2015
Promulgated Under: 111.15
Statutory Authority: 3358.08
Rule Amplifies: 3358.08

3358:11-1-13 Board of trustees scholarship program policy.

(A) Purpose. For the establishment of the Owens community college board of trustees scholarship program to encourage the recruitment and retention of new traditional and non-traditional students in the college legal district and to recognize the academic achievements of motivated students.

(B) Application and eligibility. An eligible student must have a completed admissions application; be admitted as a regular student; and have the official high school and/or general education development/diploma on file.

The board of trustees scholarship program may be offered, as follows:

(1) To a high school senior with a high school cumulative grade point average of 3.7 or above attending a high school located in the legal district of Owens community college. The recipient will be selected by the college, as based upon the high school transcript, which may be submitted on or after January first of the senior year of the high school student.

(2) To a high school senior with a high school cumulative grade point average of 3.0 or above attending a high school located in the legal district of Owens community college. The student must be nominated for being a motivated student.

(3) To a non-traditional student who resides in the college's legal district, who has a high school diploma or has earned a general education development/diploma, and who is nominated for the scholarship for being motivated, which may be demonstrated by exceptional work record or public/community service (including military service) or academic performance or other demonstrated leadership or other experience as related to a career path.

(C) Funding. The execution of and the number of awards of the scholarship is based upon the availability of funds.

(D) Scholarship award requirements. The scholarship award is executed for the fall semester, and the student must complete the following required actions prior to the award of the scholarship:

(1) A declaration that the student is a degree or certificate seeking, regular student with the intent to complete at Owens community college.

(2) The official high school transcript or general education development/diploma transcript is submitted and on file.

(3) The student is enrolled for the fall semester immediately following high school graduation, or the non-traditional student is enrolled for the fall semester immediately following the award of the scholarship.

(4) The student maintains full-time enrollment at a minimum of twelve credit hours.

(5) The student maintains a 3.0 cumulative grade point average or above to continue eligibility for each semester at Owens community college for a maximum of four consecutive semesters (summer optional).

(E) Implementation. The student services division will implement the scholarship program, procedures, processes, guidelines and forms, which are consistent with the provisions of this rule.

Replaces: part of 3350:11-1-04

Effective: 3/11/2017
Promulgated Under: 111.15
Statutory Authority: 3358.08
Rule Amplifies: 3358.08
prior effective dates: 3/7/02, 5/14/11