Section III

Board Management

Meetings

The regular meetings of the Board will normally be held on the second Tuesday of every month. The date of a regular meeting may be changed by action of the Board provided that every member and the public are notified in advance. Meetings of the Board will be held in a place determined by the Board members. Reasonable public notice of all Board meetings will be given pursuant to the Open Meetings Act, NMSA 1978, Chapter 10, Article 15.

Committee: Executive


Responsibility to the Public

The Governing Board recognizes its responsibility to the public to provide information concerning all of its actions, its policies, and details of its educational and business operations. In keeping with this recognition of responsibility, the Board has enacted the following policies: 

A. Meetings. All regular and special meetings of the CNM Governing Board will be open to the community and will be publicly announced in advance. A meeting may be closed as provided by law. 

B. An annual budget hearing, open to the public, will be publicly announced and held each spring for the purpose of adopting the budget for the forthcoming fiscal year. 

C. A report of financial and educational activities of the school year will be submitted annually to the Board by the President of the College. Such report will be circulated to the community. 

D. Curriculum advisory committees will exist to provide for greater community involvement in the educational planning process. 

E. The civic population as well as College employees will be kept fully informed of school matters through appropriate public news media and College publications.

Committee: Executive


Roles of Officers

Chair

The Chair of the Board presides at all regular and special meetings of the Board, reviews and understands Board governance policies and procedures, CNM’s financial and legal situation and strategic plan. As the Board ambassador, the Chair acts as a spokesperson to the larger community, speaking in public and advocating on behalf of CNM. By modeling appropriate behavior, the Chair sets high standards for Board conduct and intervenes if conflicts of interest, or other Board performance issues arise. 

The Chair appoints committee chairs and serves ex officio on committees, holding committees responsible for achievement of goals and plans. The Chair initiates the annual evaluation of the CNM President by the Board , and plays a crucial role in new Board member orientation. 

The Board Chair works closely with the CNM President to ensure the College stays true to its mission, vision and core values. 

Vice Chair

The Vice Chair understands the key roles of the Chair of the Board and steps in to fulfill the duties and responsibilities of the Chair if he/she is unable to do so. 

Secretary

The Secretary of the Board oversees taking of minutes of all regular and special meetings of the Board, ensures their accuracy, and ensures minutes are filed permanently in the President’s office.

Committee: Executive


Quorum

A simple majority of the Board members eligible to vote will constitute a quorum.

Committee: Executive


Procedures

Attendance

Board members are expected to attend all meetings of the Board and their assigned committees unless excused. Notification of absence may be given via email, telephone or in person to the Board Chair or Committee Chair as soon as possible prior to any regular or special meeting.

Agenda

Agenda items are determined by the Executive Committee of the Board. 

A person with a matter to present to the Board must submit a request in writing to the Executive Committee via the President's Office with appropriate supporting materials at least fifteen (15) days prior to a scheduled Board meeting. Upon receipt of the request, the President and Executive Committee will meet to discuss and possibly schedule the item on the agenda. All administrative remedies will be exhausted prior to an item being placed on the agenda. 

The President's Office will notify the person whether or not the Executive Committee has placed the matter on the agenda. 

A complaint against the personal action of an identifiable employee will not be an allowable agenda item. 

Matters affecting the operation of the College and requiring action by the Board will be presented by Staff to the appropriate Board committee(s) with appropriate supporting materials prior to the meeting at which action is required. Upon committee approval of the requested item, it will be forwarded to the Executive Committee for inclusion on the Board agenda.

Committee: Executive

Meetings

Meetings of the Governing Board will at all times be conducted in a manner that is open, honest, courteous and respectful to all members of the board and guests. 

A. If the Board Chair determines that a quorum will not be attained for any regular or special meeting of the Board, he/she will immediately advise all other Board members that the meeting has been cancelled or rescheduled. 

B. Materials needed for decision-making at any regular and special meetings of the Board will be sent to all Board members at least two business days in advance of the meeting via email, regular mail or in person. Materials will include at least: the meeting agenda, minutes of the previous meeting, financial report, committee reports and any other documentation to be considered. 

C. Meetings will follow basic Robert’s Rules of Order. 

D. Minutes will be kept of the proceedings of all regular or special meetings of the board. They will include the date and time of the meeting, a list of board members present and absent and any guests. Motions will be clearly stated with the name of the member making the motion and seconding. Description of discussion will clarify how a decision was made. The vote will be recorded, naming any dissenting or abstaining members. 

E. Minutes will be approved as submitted or with corrections. 

F. Board minutes are kept on file in the President's Office as the permanent official records of the College.

Committee: Executive

Amendment or Suspension of the Rules and Regulations

Any rules of the Board, not specifically prescribed by statute, may be suspended or revoked by a majority vote of the Board. 

The President may, in case of emergency, suspend any part of rules and regulations as they pertain to the administration of the College, provided, however, that the President will report the facts and the reasons for such suspension at the next meeting of the Board, and provided further that the suspension will expire at the time of said report unless continued in effect by vote of the Board.

Adopted: 8/12/2014
Committee: Executive

Addressing the Board

The Board will maintain a public comment period at the beginning of every meeting. An individual may speak on any item that appears on the adopted agenda by request to the Clerk of the Board in advance of the meeting and recognition by the Chair of the Board during the meeting. All presentations must be brief. Persons speaking on an agenda item must limit their remarks to three minutes, and aggregate comments will be limited to 30 minutes per agenda item. 

Order and decorum will be maintained at all times.

Adopted: 8/12/2014
Committee: Executive