Governance

Duties of the CCL President

The president shall be the chief executive officer of the corporation and shall, subject to the control of the Board of Directors, supervise and control the affairs of the corporation and the activities of the officers. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the articles of incorporation of this corporation, or by these bylaws, or which may be prescribed from time to time by the Board of Directors. Unless another person is specifically appointed as chairperson of the Board of Directors, he or she shall preside at all meetings of the Board of Directors. If applicable, the president shall preside at all meetings of the members. Except as otherwise expressly provided by law, by the articles of incorporation, or by these bylaws, he or she shall, in the name of the corporation, execute such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the Board of Directors. Specifically, the CCL President:

1. Directs the affairs of the Council
   • Preside over meetings of the Council
   • Call special meetings of the Council as required
   • Establish and maintain communication with Council members
2. Chair of Executive Board
   • Develop agendas for Board meetings
   • Monitor work assignments between meetings
   • Handle correspondence concerning Board work, policies, etc.
   • Carry out work as directed by Board
   • Select vice-presidents
3. Direct work of the Executive Director
   • Coordinate membership activities
   • Help maintain archives and records
   • Monitor fiscal activities d. Serve as chair of evaluation committee
4. Direct work of the Treasurer
   • Review financial statements
   • Work with Treasurer and Executive Director to identify appropriate financial investment tools and services for CCL funds
5. Act on behalf of Executive Board to expedite council work
6. Attend regional meetings
7. Represent Council and Executive Board on CCCCO Library & Learning Resources Programs Advisory Committee
8. Service as Council liaison to CIO Board; attend CIO Board meetings
9. Represent Council and Executive Board with other groups as required

Duties of the Immediate Past President or President Elect

In the absence of the president, or in the event of his or her inability or refusal to act, the immediate past president or president-elect shall perform all the duties of the president, and when so acting shall have all the powers of, and be subject to all the restrictions on, the president. The immediate past president or president-elect shall have other powers and perform such other duties as may be prescribed by law, by the articles of incorporation, or by these bylaws, or as may be prescribed by the board of directors.

These positions do not serve simultaneously. The immediate past president serves until such time as a president-elect is elected by the Board of Directors. Upon election of a new president-elect, the immediate past-president is no longer a member of the Board. Specifically, the immediate past president:

1. serves as a resource to the Board and to the Board president in order to provide continuity of leadership;
2. serves on the Executive Committee;
3. serves as chair of a nominations committee for the election of the next president;
4. serves as board parliamentarian.

The president-elect:

1. assists the president for the purpose of learning the role of president;
2. serves on the Executive Committee;
3. serves as Board parliamentarian.

Duties of the CCL Area Representatives

1. The Area Representative is a member of the CCL Board. The representative:
   
   • Represents the interests of CCL and supports its Charter
   • Attends quarterly board meetings, annual retreat, and annual Deans & Directors Meeting
   • Helps develop Board policies, strategic goals, and annual action plans
   • Participates in developing and approving CCL’s annual budget
   • Helps appoint CCL’s Executive Director and Communications Manager
   • Contributes to Board ad-hoc task forces and committees as necessary
   • Serves as a representative of CCL, liaising with statewide organizations when needed
   • Participates in the evaluation of CCL employees, and an annual self-evaluation
   • Offers support with programming and/or local arrangements for CCL meetings and events
2. The Area Representative serves as the:
   • Region's link to rest of the area members
   • Resource person to members in the region
   • Convener of one regional meeting per semester
3. The Area Representative gathers and disseminates information to the field related to CCL Board activities. The representative:
   • Gathers information and news from the region
   • Surveys area on specific issues when necessary, discusses new issues, opportunities, etc.
   • Contributes articles to the CCL Outlook

Duties of the CCL Executive Director

Under the direction of the President, the Executive Director has operating responsibilities for:

1. Membership
   • Annual membership campaign and followup
   • Membership records
   • Work with area representatives and regional vice-presidents concerning membership issues, data, etc.
2. Council and Executive Board Records
   • Records and distributes minutes and summaries of all Board meetings
   • Records minutes of all Council meetings
   • Handle correspondence concerning Board work, policies, etc. as directed
   • Maintain archives
3. Fiscal Matters
   • Works with Immediate Past President to insure accurate financial records and timely financial reports
   • Reviews all financial statements and reports
   • Works with President and Immediate Past President to identify appropriate financial investment tools and services for CCL funds
   • Helps conduct annual financial audit
4. Council and Executive Board Meetings
   • Works with President to coordinate and facilitate all meetings of the Council and Board
5. Serves as Treasurer
   • Pays all bills, deposits all income and keeps standard financial ledgers
   • Works with President and Executive Director to provide financial reports to Executive Board at each meeting
   • Works with President and Executive Director to identify appropriate financial investment tools and services for CCL funds
   • Prepares financial records for annual audit
6. Other Duties as Assigned.

Duties of the Communications Manager

The Communications Manager has three major areas of responsibility:

• Maintenance of the CCLCCC Website
• Outlook Quarterly Newsletter Editor (published four times a year)
• Member Support

• Duties
  • Maintain and update CCLCCC website as needed or requested
  • Update list of paid CCLCCC memberships
  • Organize content and publish CCL Outlook newsletter
  • Provide instructions for joining listservs and editing the CCL Directory
• Skills and Experience
  • Professional reading of a wide variety of journals and listservs (Calix, Cjc-l, ACRL, acrlframe, etc) to select appropriate materials for sharing in the CCL Outlook newsletter
  • Ongoing awareness of key issues in the community college and library field, important meetings and subsequent solicitation of appropriate articles written for the Outlook (eg solicit community college librarian reports from their attendance at professional meetings)
  • Knowledge of California Community College initiatives, programs, and services.
  • Familiarity with or willingness to learn the Content Management Systems (CMS)
• Work Environment
  
  • Most communication will be done remotely, with expected attendance at all CCLCCC regular board meetings (approximately 5 per year). Work will be done in collaboration with the Executive Director, Director of CCLCCC’s Library Consortium and the President of CCLCCC. All related travel expenses will reimbursed by CCLCCC. The Communications Manager is an appointed, ex-officio position of the CCLCC board and is under the direction of the President of CCLCCC.

Reimbursement Procedures

Revised May 2018

The policies listed below are intended to provide ease of use and administration while maintaining prudent accountability.

I. Reimbursement Procedures

1. All claims for reimbursement shall be submitted on standard Reimbursement Forms.
2. Original receipts or clear copies of them are required as documentation of all claimed expenses of an amount greater than $10.00 in order for them to be reimbursed.
3. Claiming an expense does not guarantee reimbursement.
4. Members may be reimbursed for supplies, postage, equipment, hosted functions, and other miscellaneous charges necessary for the completion of official business with prior approval from the Executive Director.
5. Members may be reimbursed for business calls. For reimbursement, calls must be clearly identified on the original bill or a copy. Further documentation may be requested.
6. Eligible travel expenses and registration fees incurred while attending an Board meetings and pre-authorized conferences, conventions, or business meetings within California will be reimbursed.
7. All out-of-state travel must be pre-approved by the Executive Committee.
8. Reimbursement requests must be received by the Executive Director in a timely manner, but no more than 30 days following the event AND, no later than June 30th for all events occurring during June 1st - 30th of each fiscal year). Eligible expenses will be approved within approximately two weeks of receipt, unless precluded by a budgetary shortfall. Please note: Requests received after the applicable deadline will NOT be approved for payment.

II. Travel

1. A person is expected to neither gain nor lose money while traveling on CCL business.
2. CCL expects air travel to be booked at least four (4) weeks prior to a meeting so as to obtain the lowest possible fares. Exceptions require approval by the Executive Director.
3. CCL will reimburse for airport parking expenses, or for door-to-door shuttle services when more cost effective than paying parking costs.
4. Meal Reimbursement Rates: claims may include only actual expenses incurred and are limited as follows:
   • Breakfast $7.00
   • Lunch $11.00
   • Dinner $23.00
   • Incidentals $6.00/day
5. Mileage Reimbursement – Mileage is reimbursed based on current IRS government rate. A printed route map with total mileage must be attached to the reimbursement request. MapQuest or similar online programs may be used to document your route and mileage for reimbursement support. You are responsible for identifying the total miles travelled and requested for reimbursement on your request form.
6. Mileage Reimbursement for Vehicle Travel in Lieu of Air Travel –If authorized in advance by the Executive Director, travel by car in lieu of air travel may be reimbursed. The amount reimbursed will be limited to what the actual airfare would have been.
7. Public Transit Reimbursement – Actual costs for travel on public transit systems will be reimbursed. Original or clear copies of fare documents or printed receipts or credit card bill statements must be submitted with Reimbursement Form.

Board Communication Norms

Adopted October 12, 2018

• Treat everyone courteously
• Listen to others respectfully
• Exercise self-control
• Allow time to give open-minded consideration to all viewpoints
• Focus on the issues and avoid personalizing debate
• Embrace respectful disagreement and dissent as inherent components of an inclusive process and tools for forging sound decisions
• Praise publicly, critique privately
• Honor the knowledge, experience, and diversity of all perspectives
• Strive for consensus and support board decisions

Adapted from Santa Monica City Council’s Choose Civility policy.