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Meeting Information

SPECIAL COMMITTEE ON CLINCH VALLEY COLLEGE
Saturday, May 30, 1998
12:15 - 12:45 p.m.
East Oval Room, The Rotunda


Committee Members:

William G. Crutchfield, Jr., Chair
Joseph E. Wolfe
Champ Clark
John P. Ackerly, III, Ex officio


AGENDA

ACTION ITEM

I. Advisory Council By-laws

II. REPORTS BY THE CHANCELLOR OF CLINCH VALLEY COLLEGE (Mr. Lemons)

A. Chancellor's Remarks
B. Samuel R. Crockett Award
C. State of the College
D. Marketing Study
E. Capital Campaign


I. Advisory Council By-Laws

BACKGROUND: The Clinch Valley College Advisory Council was created to serve as a local body to advise the College on various matters. The role of the Advisory Council has evolved from that of an advisory body to one with an important role in determining policy.

DISCUSSION: The College recommends that the name of the Advisory Council be changed to "Clinch Valley College Board." This change reflects that bodys more active role in the direction of the College. The College also recommends that the Advisory Council By-Laws be revised to grant that body authority to act on behalf of the Board of Visitors on matters specified in the By-Laws.

ACTION REQUIRED: Approval by the Clinch Valley College Committee and the Board of Visitors

APPROVAL OF THE REVISION OF THE CLINCH VALLEY COLLEGE ADVISORY COUNCIL BY-LAWS

The President will propose the adoption of the following resolution:

WHEREAS, the Clinch Valley College Advisory Council has evolved from an advisory body to one with an important role in determining policy;

RESOLVED that the name of the Clinch Valley College Advisory Council be changed to "Clinch Valley College Board"; and

RESOLVED FURTHER that the Advisory Council By-Laws (see Attachment B in the Docket) be amended to provide that body authority to act on behalf of the University of Virginia Board of Visitors on matters specifically identified in the By-Laws.

ATTACHMENT B

BY-LAWS
CLINCH VALLEY COLLEGE BOARD

Title

The name of this body is the Clinch Valley College Board. The Clinch Valley College Board exists to serve The Rector and Visitors of the University of Virginia in exercising its statutory authority for Clinch Valley College of the University of Virginia.

Purpose and Duties

The purpose of the Clinch Valley College Board is to promote the sound development of the institution in accordance with policy, as set by the Universitys President and/or the Rector and Visitors. The Clinch Valley College Board also serves in an advisory capacity to the Chancellor of the College, the President of the University, and the Board of Visitors on matters pertaining to Clinch Valley College.

Actions taken by the Board of Visitors, that involve the College, shall have been preceded by deliberation of the Clinch Valley College Board. The Chancellor is responsible for assuring that there has been deliberation by the Clinch Valley College Board on matters brought forward to the Board of Visitors.

Chancellor Search Process

In the event of a vacancy in the chancellorship, the Chair of the Clinch Valley College Board shall consult with and seek the advice of the University President and make recommendations to the President of persons to serve on the search committee. The recommendations should include representatives of the Clinch Valley College Board, the faculty, the student body, and the alumni. Upon the establishment of the search committee, the President shall establish a budget, identify staff for the committee, and name a chair.

The search committee, through its chair, shall make a preliminary report to the President regarding the work of the committee at the time when the committee is beginning to develop a group of final candidates. After finalists have been interviewed, the search committee shall provide a report for the Clinch Valley College Board. The report should contain the names of not more than three candidates who, in the judgement of the search committee, are fully qualified and have a continuing interest in the chancellorship.

The Clinch Valley College Board, following receipt of the report of the search committee, shall review the candidates and formally recommend not more than three candidates for final consideration by the President. The President shall have responsibility for designating a nominee for the chancellorship and making a recommendation for formal election by the Board of Visitors. On the operational level, the Chancellor is directly responsible to the President.

Naming of Campus Facilities

The Clinch Valley College Board shall have the responsibility and authority for the naming of major campus facilities. The Chancellor shall make recommendations to the Clinch Valley College Board regarding such actions as appropriate. The Clinch Valley College Board shall develop its own policies regarding the naming of campus facilities and submit them to the Rector and Visitors for approval.

Establishment of Tuition Rates for Kentucky Residents

Section 23.7.4:2 (f) of the Code of Virginia authorizes that the Clinch Valley College Board and the Board of Visitors "may charge reduced tuition to any person enrolled at Clinch Valley College who lives within a fifty-mile radius of the College, is domiciled in, and is entitled to in-state tuition charges in the institutions of higher learning in Kentucky, if Kentucky has similar reciprocal provisions for persons domiciled in Virginia." It is the responsibility of the Chancellor or designee to develop in consultation with the Universitys chief financial officer a recommendation annually for tuition and fee rates for eligible Kentucky students that is presented for action to the Clinch Valley College Board and the Board of Visitors.

Other Duties

The Clinch Valley College Board shall also be responsible for any tasks or other duties delegated to it by the Board of Visitors or the President of the University.

Composition and Appointment

The Clinch Valley College Board shall be composed of not less than 9 and not more than 15 persons to be appointed by the Board of Visitors of the University of Virginia upon the recommendation of the President of the University.

At least six members shall be residents of the Commonwealth of Virginia and at least three shall be alumni of Clinch Valley College. Full-time members of the faculty or staff of Clinch Valley College shall not be eligible for membership on the Clinch Valley College Board.

The Rector, the Chair of the Clinch Valley College Committee of the Board of Visitors, and the President shall serve as ex-officio members of the Clinch Valley College Board.

Terms of Office

Members shall be appointed to serve terms of four years. Terms shall be staggered to provide continuity, up to five members being appointed each year by the Board of Visitors. The Board of Visitors may make appointments of fewer than four-year terms to fill unexpired vacancies and when changing the number of members of the Clinch Valley College Board.

Terms shall be defined to be the fiscal year of the College, July 1 - June 30.

Officers, Organization, Executive Committee

At the last regular meeting of the year, the Clinch Valley College Board shall elect a chair and vice chair. The chair shall call all meetings of the Board and shall be the presiding officer. The chair shall have such powers and duties as may be assigned to her/him from time to time by the President and Board of Visitors. The vice chair shall serve in the absence of the chair. In addition, the Clinch Valley College Board shall elect one of its members to formally serve as the secretary of the Board.

Annually, the Clinch Valley College Board, upon recommendation of the Chancellor, shall elect a member of the College staff as Clerk of the Board. The Clerk shall attend all meetings and draft recorded minutes of all proceedings. The Clerk shall work with the Clinch Valley College Boards secretary in finalizing minutes of all proceedings for action by the full Board and shall assist the Clinch Valley College Board in the discharge of its duties.

At the last regular meeting of each year, the Clinch Valley College Board shall elect two of its voting members to serve with the chair and the vice chair as the executive committee. The executive committee shall meet upon the call of the chair and in the interim between meetings of the Board be vested with the powers and duties of the full Clinch Valley College Board. All such actions taken by the executive committee in the interim between meetings of the Clinch Valley College Board shall be reported to the full Clinch Valley College Board at the next annual or regular meeting and shall, if confirmation is required, be confirmed and approved by the Board at that time. Additionally, the executive committee shall serve as the nominating committee.

Committees of the Clinch Valley College Board

The Clinch Valley College Board may establish and charge such committees as may be necessary, proper, or convenient to carry out its duties. Additionally, the Clinch Valley College Board may, upon the recommendation of the Chancellor, establish advisory bodies to engage other citizens in support of the College, its mission, and its programs.

Meetings

Meetings shall be of three kinds: an annual meeting, regular meetings, and special meetings. The Clinch Valley College Board shall hold one annual meeting in each fiscal year on the campus of Clinch Valley College at a time to be determined by the executive committee. At the annual meeting, the Clinch Valley College Board shall receive a report from the Chancellor of Clinch Valley College on the state of the College and review and decide on such other matters as may come before it.

There shall be such regular meetings as the Clinch Valley College Board may determine. The executive committee shall determine the time, date, and place of such meetings. Special meetings may be called by the chair or upon the request of five voting members. A quorum for the conduct of business shall consist of six voting members. For meetings of the executive committee, a quorum shall consist of three voting members.

Notice of the annual meeting and all regular meetings of the Clinch Valley College Board shall be given at least 10 days in advance of the meeting. Notice of all special meetings shall be given at least five days in advance of such special meeting unless waived in writing by each member of the Board. Notice of meetings shall be provided by mail at the direction of the chair.

Compliance with the Commonwealth's Freedom of Information Act

The Clinch Valley College Board is a public body and, as a result, must comply completely with the Commonwealth of Virginias Freedom of Information Act.

Amendments to the By-laws

The Board of Visitors has the authority to effect changes in these By-Laws. Recommendations for changes may come from the Clinch Valley College Board or from the Board of Visitors. Recommendations from the Clinch Valley College Board for By-Laws changes must come as a result of vote of the majority of the members in attendance at an annual or regular meeting of the Clinch Valley College Board.


I. B. Samuel R. Crockett Award

BACKGROUND: Samuel R. Crockett was the University of Virginia Extension Director who was instrumental in the founding of Clinch Valley College. The College annually honors an individual who has contributed to strengthening the relationship between the College and the University.

DISCUSSION: The Chancellor will announce the 1998 recipient of the Samuel R. Crockett Award.

ACTION REQUIRED: None.


I.C. State of the College

BACKGROUND: Each spring, the Chancellor prepares a state-of-the-College report to give constituents an overview of the past year. The report is distributed to faculty, staff, parents of students, the Board of Visitors, the Advisory Council, legislators, and alumni.

DISCUSSION: The Chancellor will give a synopsis of the state-of-the-College report.

ACTION REQUIRED: None.


I. D. Marketing Study

BACKGROUND: At its October 10, 1997, meeting, the Clinch Valley College Advisory Council recommended that the College undertake an external marketing study.

DISCUSSION: The Chancellor will present a summary of the findings of the marketing study.

ACTION REQUIRED: None.


I. E. Capital Campaign

BACKGROUND: Clinch Valley College is engaged in its first capital campaign, which has a goal of $13 million. The College held its capital campaign kickoff on October 10, 1997.

DISCUSSION: The Chancellor will provide an update of the capital campaign progress.

ACTION REQUIRED: None.

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