Guidelines for Preparation of Agenda Items for the District Board of Trustees

1. Guidelines forPreparation of Agenda Itemsfor the District Board of Trustees Presenter: Barbara Beaudry March 1, 2007 – Conference Day

2. Miami Dade College District Board of TrusteesGeneral Information • Appointment of Trustees • Appointment Confirmation • Term of Office • Number of Members appointed by the Governor • Election of the Board Chairman and Vice-Chairman • Schedule of meetings adopted by the Board • Public Notice • Board Member Responsibilities • Responsibilities of the College President • Policy Adoption/Procedure Implementation

3. Miami Dade College District Board of Trustees http://www.mdc.edu/home/about/trustees • Helen Aguirre Ferré, Chairman • Hank Klein, Vice-Chairman • Cesar Alvarez • Armando Bucelo, Jr. • Carolina Calderín • Peter Roulhac • Marielena Villamil

4. Example - Board Agenda

5. Example - Board Agenda

6. Example - Board Agenda

7. Contractual Agreement - Necessary Information • What service is to be provided and at what location? • Who will provide it? • What is the time frame for providing the service? • What is the cost? • How many people will benefit from the service? • If a fee is charged, will it cover the cost of the contract? ------------------------------------------------------------------------------- BOARD ITEMS MUST BE PREPARED UNDER THE FOLLOWING GUIDELINES: • Organization – When the contract amount is greater than $250,000 • Individual – When the professional fee per day exceeds $500

8. Example - Individual

9. Example - Organization

10. Example: MDC is providing a service. Contract will produce revenue for the College

11. Example: MDC providing service as a subcontractor. Contract will provide revenue for the College

12. Example: Increasing the amount of a contract.

13. Example: Extending a contractual agreement.

14. Lease Agreement – Necessary Information • Why is it necessary to lease? • What type of instruction will be given in the leased space? • How many people will be served? • Amount of space to be leased and at what cost. • If the lease agreement requires the College to be responsible for certain services in addition to the lease amount; e.g., custodial, security, air conditioning, so indicate. • Has the College previously leased space from the lessor? • If the answer to the above question is yes, and if the lease is a renewal of a previous agreement, are the terms the same as in the earlier agreement?

15. Example: Lease Agreement

16. Acceptance of Grant Funds – Necessary Information • What community or institutional need be met by the grant? • How will the College meet the identified need, and in what way is it qualified to do so? • What population will be served and for what period of time? • How will the grant funds be used? • Matching funds or in-kind services. • Inclusion of language authorizing the College to enter into contractual agreements necessary to implement grants.

17. Example: Grants - Authorization to accept funds pending notification of funding

18. Example: Cash Contribution

19. Example: Continuation of Funding

20. Example: Grant Funded Prior to Board Meeting

21. Information Item • An Information Item is prepared for the Board of Trustees to ensure that the members are informed on initiatives and activities undertaken by the Administration that, while not requiring Board approval, are actions that may be brought to the Trustees’ attention. • Since no approval is being requested, the item does not contain a recommendation.

22. Example: Information Item

23. Report • A Report is prepared to enable the Trustees to be kept informed of administrative operations, particularly those that have a relationship to their oversight responsibilities. • A Report may also be prepared at the request of the Board.

24. Example: Report of Contracts

25. Report of Funded Grants

26. Deadline Notice

27. Regular Board Item Template

28. Grant Board Item Template

29. Questions?