|1-70-020||Protocol for Meetings|
|1-70-030||Provisions Relating to Duties of Certain Officers of the Board|
|1-70-040||Use of University Seal|
(1) Legislative Matters. The president shall represent the board of trustees and the university in all matters requiring action by the legislature or officers of the state of Washington.
(A) General Policy. The constitution of the board of trustees (CWUP 1-60-070(3)) names the vice president for business and financial affairs as the treasurer of the board of trustees. This is the only position therein named as authorized to receive "on behalf of the board of trustees, any funds, securities, properties, or other assets distributed to the board of trustees of Central Washington University or departments or divisions from any estate, or received as gifts, or from any trusts, and to issue appropriate receipts and releases in connection therewith.”
(B) CWU Foundation Relationship. Central Washington University has entered into a separate agreement with the Central Washington University Foundation (a Washington nonprofit corporation).
Any gifts, devises, bequests and trusts which the university receives from the foundation, whether tendered in the name of the original donor or in the name of the foundation itself, shall, if accepted, be received and administered in the same manner as if received from any other source.
(3) Business Procedure – Board Travel Policy
Under RCW 38B.10.525, trustees are entitled to receive travel expenses in accordance with RCW 43.03.050 and 43.03.060 for each day or portion thereof in which he or she is actually engaged in business of the board. According to the OFM State Administrative and Accounting Manual (SAAM), central’s board of trustees is an unclassified board and is entitled to reimbursement on the same basis, and under the same regulations, as regular state officials and employees [Option 2]. Claims for reimbursement shall be submitted using a state travel expense voucher form (A20-A) after the travel has occurred. Reimbursement requires prior written approval from the agency head or authorized designee.
Board business is defined as any activity – meetings, conference calls, university sporting events, commencement events, conferences, or university function – in which a trustee is communicating or acting together with one or more other persons in an official capacity. Portion of day is defined as any period over 30 minutes in a calendar day.
[BOT: 6/08; BOT: 10/10, Res. 10-12; BOT: 10/11, Res. 11-09]
(1) Order of Business of the Board of Trustees. The business at each meeting of the board of trustees shall include:
Approval of the Minutes of Last Meeting
Proposed Changes to the Agenda
Information and Action Items
(2) Agendum. At least seven days prior to each regular meeting the secretary shall distribute an agendum of items to be considered at the meeting to each trustee and members of the president’s cabinet. The board chair and the president shall jointly determine the agenda. Any board member may request agenda items to the board chair.
(A) Distribution. Agendas for each regular meeting shall be available on the board of trustees’ website at least seven days prior to the board meeting http://www.cwu.edu/trustees. Proposals for tuition and fee increases will be made public twenty-one days prior to the board meeting.
(3) Communications. Communications to the board of trustees shall be in writing and shall be presented by the secretary to the board of trustees at the next regular meeting following their receipt. Communications from the president or members of the faculty or student body or employees of the university shall be presented by the secretary to the board of trustees through the president. With the permission of the board chair, individuals, or representatives of organizations may address the board during the business meeting. All communications presented to the board of trustees shall be filed by the secretary.
(4) Minutes. Minutes of each meeting of the board of trustees, regular or special, will be available no later than one week prior to the next public meeting. Minutes of the board of trustees' meetings will be available online or by contacting the president’s office.
(5) Seating and Board Resources. Members of the board will be seated at the focal point in the meeting room. Those who must serve as "staff" to trustees during meetings will include the president, vice presidents, chief of staff, secretary to the board and assistant attorney general.
The president of the board of directors of the associated students of Central Washington University, and the chairs of the faculty senate, association of exempt employees, and the employee council are invited to send a report to the board of special interests and to act as a resource for the trustees when requested.
Neither staff nor representatives to the board have the authority to make motions to vote. This authority is limited exclusively to the eight trustees.
[BOT: 11/97; 06/08; 02/10, Res. 10-06; BOT: 10/10, Res. 10-12; BOT: 10/11, Res. 11-09; BOT: 12/11, Res. 11-15; BOT: 05/12, Res. 12-04]
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(1) Secretary. The secretary shall assist all committees of the board of trustees as required by them, and shall cooperate with all other officers of the board as may be requested by them in the performance of their duties.
The secretary may certify to any action of the board of trustees or its committees, or to the identity, appointment, and authority of officers of the board of trustees or to the provisions of the board of trustees constitution.
The secretary shall cause to be filed or recorded in appropriate offices of public record, or posted, or published, as may be required by law or as may be necessary for the protection of the university, documents and notices which it is necessary or appropriate for the secretary to file, or record, or post, or publish, in the performance of his or her duties.
The secretary is authorized, in the name of the board of trustees, to execute proxies, sign receipts and acknowledgements, and notices and declarations, as may be appropriate or necessary in the performance of his or her duties as ordered by the board of trustees. The secretary is authorized to respond on behalf of the board to all correspondence and initiate and send correspondence on behalf of the board.
(2) Treasurer. The treasurer is authorized to give receipts for all money due the board of trustees, and for all securities which the board of trustees is entitled to possess, which are received by the treasurer. The treasurer is authorized to endorse checks and warrants in the name of the board of trustees as ordered by the board of trustees, but only for deposit in depository accounts of the board of trustees.
[BOT: 6/08; BOT: 12/11, Res. 11-15]
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The seal shall be used only in connection with the transaction of business of the board of trustees. The seal may be used on any document signed on behalf of the board of trustees by an officer. Permission must be granted by the president for the use of the seal or any representation of the seal as a decoration or in other special circumstances.