ACP Board of Governors Resolutions Process

 

I. Board of Governors

A.  Six months prior to each Board of Governors meeting, the Chair Board of Governors will remind Governors of the importance of the strategic plan and offer College assistance, if needed, to promote the strategic plan at the chapter level.  Governors are responsible for explaining the College’s strategic plan to their Governors Advisory Council (GAC) and engaging the GAC in resolution development. 

 

Six months prior to each Board of Governors meeting, the Call for Resolutions will be given. Resolutions may be initiated at any level of a chapter, including members, committees, councils, officers, or Governors.  Resolutions may also be submitted from sources other than chapters, specifically the Board of Regents and the committees or councils of the College; however, resolutions submitted by a committee or council must be sponsored by a member of the Board of Governors (e.g., Committee/Council Vice Chair or Chair-elect in lieu of a Vice Chair, or Chair, BOG). Resolutions may address any topic of interest to the author.  Resolutions initiated at the chapter level are to be presented first to the Governor and chapter council for approval. Governors are encouraged to seek additional sponsors to increase the likelihood of acceptance.

 

B.  In advance of the deadline for formal submission, Governors will be responsible for performing a critical evaluation of past resolutions (using the Electronic Resolutions System [ERS]) and existing policy (using the Public Policy Virtual Library).  Governors or their staff should discuss the potential resolution with staff content experts in the domain of the resolution to determine if a resolution is consistent with or advances College policy and goals. 

 

C.  At least four months prior to each Board of Governors meeting, resolutions approved at the chapter or committee level are submitted to ACP headquarters staff with a copy provided to the Chair of the BOG.  Governors must submit each resolution along with a brief application/checklist to address the following:

1.      Identify how the resolution links to the strategic plan; and if it does not link, indicate why the resolution should be heard.

2.      Identify research the Governor or chapter has done in developing the resolution.

3.      Affirm that the Chapter’s Council has approved submission of the resolution. 

4.      Identify whether the resolution is asking the Board of Regents to take an action or is a reaffirmation of existing policy.

 

D.    The Executive Committee of the Board of Governors (ECBOG) will review proposed resolutions considering their relevance to ACP’s current Strategic Plan and the ACP Mission and Goals.  The resolution sponsor will be notified if the ECBOG has concerns and recommends that the resolution be modified or withdrawn. The sponsor may withdraw, modify, or continue to move the resolution forward without modifications, in which case the ECBOG’s concerns and recommendations will be presented at the Reference Committee hearing.

 

E.     After the four-month deadline, the Resolutions Administrator posts all new resolutions to the LeaderNet for the Board of Governors to review with their councils and committees prior to the BOG meeting.  This will enable the Governors to more effectively report the thoughts of their members. 

 

F.   Reaffirmation Calendar

A reaffirmation calendar is a means to identify those resolutions that are submitted during the call for resolutions for which ACP already has an existing policy or customary practice.  The process will entail a staff review of all resolutions submitted for hearing. Those that the Reference Committee feels are addressed by current College policy or customary practice will be assigned to the Reaffirmation Calendar. The Reference Committee will provide reasons for a reaffirmation assignment.   Staff will inform the resolution sponsor of the assignment and provide the Reference Committee’s rationale for reaffirmation.  If the sponsor agrees, the resolution will not be debated in a hearing, but will be presented as a reaffirmation at the Business Meeting. 

 

G.  Late Resolutions

A Late Resolution shall be defined as a resolution submitted after the deadline date due to sudden developments in the political, medical, and/or College environments. In order to be included on a Reference Committee hearing agenda, a Reference Committee of the Board of Governors shall evaluate each late resolution, along with a rationale from the submitter.  The rationale will identify the sudden developments the resolution addresses. The Reference Committee shall decide the appropriateness of hearing a late resolution.  If the author of a resolution disagrees with the Reference Committee’s recommendation, a vote will be taken by the ECBOG.

 

H.  For submission to the Board of Governors, the form of each resolution should reflect the College’s policy development process: presentation of the applicable data, brief analysis of those data, and recommendation for action.  Resolutions may be brief, but should contain these three elements:

·         Title and sponsor. Title should reflect the desired outcome/action called for in the resolution.

·         Sponsor’s assessment of the issue, using the WHEREAS clause format.

·         BE IT RESOLVED, describing the desired outcome.

 

I.    Whereas and Resolved clauses should follow these guidelines:

 

1.   In the first whereas clause, cite pertinent, existing policy as outlined in the ACP Policy Compendium or the Electronic Resolution System whenever possible.  ACP staff will be happy to assist when requested;

2.      In the second whereas clause, identify the ACP strategic priority the resolution is designed to support, whenever possible;

3.      In the third whereas clause, outline the rationale for the proposed recommendation. There may be circumstances where the rationale is obvious, and this portion of the resolution may be omitted;

4.      Identify requested action in the resolved clause:

a)      Begin all policy resolves with these words:  “Resolved that ACP policy…;”

b)      Begin all directives with the phrase “Resolved that the Board of Regents…”

5.  Do not combine a policy resolve and a directive in the same clause:

a)   If the intent is to change/create policy and outline desired action in the same resolution, write the policy resolve first, clearly indicating what policy change the authoring chapter wants;

b)   Identify desired action in a subsequent resolve.

6.  No attachments or addendums will be accepted with resolutions.  All pertinent information should be included in the whereas or resolved clauses. Footnotes are acceptable to cite supporting reference material and/or data.

 

J.    The agenda for each Governors’ meeting will contain resolutions received by the deadline. Background materials generated by the Reference Committee and staff may be distributed as necessary.

 

II. Reference Committee

A.  Pre-hearing:

1.   If a significant number of resolutions has been submitted, multiple Reference Committees may be appointed, and similar resolutions grouped and assigned to a specific Reference Committee.

2.   The Chair of the Board of Governors will appoint a chair for each Reference Committee.

3.   The Chair of the Board of Governors will identify three or four additional Governors to sit on the committee.

4.   All Reference Committee members will be identified at least three months prior to the BOG meeting.

5.      Appropriate staff, familiar with ACP policy and BOR process, should be assigned to work with the Reference Committees at least three months prior to the BOG meeting.

6.      Each Reference Committee Chair/s will divide resolutions among their Reference Committee members. 

7.      Approximately three months before the Board of Governors Meeting, Reference Committee members will engage original resolution sponsors, as well as appropriate Committee Chairs, Vice Chairs and Governors on key committees in a robust discussion on the LeaderNet to analyze, compare, contrast, and clarify each resolution.

8.      Staff will disseminate resolutions to Regents with instructions to respond on the LeaderNet to each resolution that is relevant to their councils or committees.

9.      Prior to the Reference Committee hearing, the Executive Committee of the Board of Regents (ECBOR) and the ECBOG will review and identify resolutions that require leadership comment and specify who will provide testimony at the Reference Committee hearings.  (BOR and BOG meeting schedules may not permit this approach at both the spring and fall Reference Committee hearings.)

 

 

B.  Hearing:

1.      If more than one Reference Committee is constituted, Reference Committee hearings may be held concurrently.  Governors will be given advance notice of which committees will discuss which resolutions, and in what order.  This will enable Governors to move from room to room if they choose to participate in more than one hearing.

2.      Governors and appropriate staff are encouraged to provide testimony on resolutions that fall within their area of expertise and should be prepared to speak during the hearing when recognized by the Reference Committee Chair.  Regents, including the EVP, will be encouraged to provide testimony at the hearings as well. 

3.      If the ECBOG has concerns and recommendations about a specific resolution (see section I, part D) they will be presented.

4.      The Chair of the Reference Committee is responsible for assuring that the hearing is fair and equitable. 

5.      Members of the Reference Committee may ask questions of those testifying to be sure they understand the opinions and information presented.  Reference Committee members may also answer questions posed by hearing participants.  Committee members may not, however, express their own opinions during the hearing.

6.      The Chair of the Reference Committee should not ask for a demonstration of consensus or an informal vote at this time.

 

C.  Post-hearing:

1.      In an executive session following the hearing, the Reference Committee reviews the information presented and prepares its report. Appropriate staff familiar with ACP policy and the BOR process should be included in this session. Reports must be clear, succinct, and accurate:

a)      Any ambiguity of the resolution should be removed or modified to assure that the subsequent Board of Governors Business Meeting focuses on the substance of the resolution and not the form.

b)      Each resolution report should contain:

- identification of resolution by title and sponsor

- summary of testimony presented and any other data used

- statement of committee recommendations

 

2.      The Reference Committee should adhere to the following guidelines:

a)   If the Reference Committee, after considering testimony and other relevant information, supports the resolution, recommend that the Board of Governors forward it to the Board of Regents for adoption.

b)   If clarity is needed in describing the desired outcome, or if testimony indicated support for modification, amend the resolution and recommend that the Board of Governors forward it to the Board of Regents for adoption;

c)   If it is expected that the BOR should immediately adopt a resolution but will need to refer it to a committee for implementation, recommend that the BOG forward it to the BOR for adoption and referral to the appropriate committee.

d)   If it is expected that the BOR will need to study a resolution (study might include obtaining additional information or clarification) before making a decision, recommend that the BOG not forward it to the BOR but to College staff or an appropriate committee instead, for study and report back to the BOG.  The study or provision of additional information should be completed with sufficient time for the resolution to be included in the usual review and discussion (LeaderNet) and heard at a BOG Meeting no more than a year from the initial discussion.

e)   If testimony demonstrated lack of support for the resolution, recommend that the Board of Governors not forward the resolution to the Board of Regents.

 

3.   The Reference Committee Chair will subsequently meet with staff and the Chair of the Board of Governors to review the report.  Further refinements to the resolutions report can be made at this time.

 

III. Business Meeting

A.    The Reference Committee’s written report will be distributed to all meeting participants prior to the session.  Each resolution appears on this report with only the BE IT RESOLVED clause(s), i.e., minus the sponsor’s assessment (WHEREAS clauses). Governors can propose real-time amendments from the floor during the Business Meeting.  To expedite the approval process, Governors should propose amendments during the Class Breakfast Caucuses where they are stored electronically in advance of the Business Meeting.  This will allow meeting participants to see the proposed amendment on a screen when the motion is made from the floor.  In addition, to further expedite the approval process, staff will revise resolution titles after the Business Meeting as warranted to reflect the intent of resolutions approved with amendments and obtain the sponsor’s consent.

 

B.  The report will be given by the Chair of the Reference Committee.  The Reference Committee will be present to answer questions regarding their conclusions.

 

C.     Parliamentary process will be used to facilitate discussion and handle the disposition of each resolution.

 

D.  The Reference Committee may present its recommendation in one of two ways:

 

1.      The recommendation is phrased as a motion (to adopt, not to adopt, refer for report, refer for decision, etc.)  Discussion, debate, and further action are based on the motion.

2.   The recommendation is presented as a recommendation.  The floor is then open to unrestricted discussion.  Any motion must be made from the floor.  If no motion is made, the Chair of the BOG states the question in accordance with the recommendation and a vote is taken.

 

E.   Regents, Chairs of major policy committees, and key senior staff especially the EVP, are encouraged to testify at the BOG Business Meeting. 

 

F.   The BOG discusses and votes on each resolution (including modification, if any) which can result in one of the following dispositions:

1.      Resolutions that the BOG recommends for adoption or reaffirmation are forwarded to the Board of Regents with these recommendations.

2.      Resolutions that the BOG does not adopt are not forwarded to the BOR. 

Resolutions that the BOG refers for study are forwarded to College staff or an appropriate committee for study and sent back to the BOG within a year for further consideration/action. Staff/Committee recommendations to modify a referred resolution should be included in the report to the BOG. 

 

IV. Post BOG Meeting

A.    If the BOG refers a resolution to a committee or council for study, the following will occur:

1.      A committee/council Vice Chair or Chair-elect in lieu of a Vice Chair is responsible for presenting the resolution to the assigned group for study as soon as possible.

2.      Appropriate background will be provided for consideration which includes the resolution as referred for study and BOG input as captured from the Reference Committee hearing.

3.      The Vice Chair or Chair-elect submits the committee’s report to the BOG with recommendations regarding adoption (i.e., to adopt, to adopt as amended, or to not adopt).

4.      The referred resolution will be scheduled for hearing before testimony on new resolutions from the current cycle commences.  The BOG will discuss and vote on the referred resolution before considering new resolutions at the Business Meeting, which can result in one of the following dispositions:

a)Resolutions that the BOG recommends for adoption or reaffirmation are

forwarded to the Board of Regents with these recommendations.

b)      Resolutions that the BOG does not adopt are not forwarded to the BOR.

 

B.     If the BOG refers a resolution to staff for study, the following will occur:

1.      Appropriate background will be provided to staff for consideration which includes the resolution as referred for study and BOG input as captured from the Reference Committee Hearing.

2.      Staff submits its report to the BOG with recommendations regarding adoption (i.e., to adopt, to adopt as amended, or to not adopt).

3.      The referred resolution will be scheduled for hearing before testimony on new resolutions from the current cycle commences.  The BOG will discuss and vote on the referred resolution before considering new resolutions at the Business Meeting, which can result in one of the following dispositions:

a)Resolutions that the BOG recommends for adoption or reaffirmation are

forwarded to the Board of Regents with these recommendations.

b)      Resolutions that the BOG does not adopt are not forwarded to the BOR.

 

V. Resolutions Review Committee

A.  The Resolutions Review Committee (RRC) is comprised of the Chair and Chair-elect, BOG; the Chair and Chair-elect, BOR; the Chairs of the Reference Committees; the EVP/CEO; the BOG Administrator; the Associate for BOR Activity; and other relevant staff. The BOG and BOR Chairs jointly preside over RRC meetings.

B.  The RRC will meet to prepare recommendations for an upcoming BOR meeting.  The RRC serves in an advisory capacity and is limited to recommending which committees, councils or staff as appropriate should be responsible for implementing a resolution, and if two or more committees/groups are involved in implementation, recommending which one will take the lead. 

C.  At the BOR meeting, the Chair of the Board of Governors presents the RRC summary for BOR action. The summary is a combined report that incorporates BOG recommendations regarding each resolution including all Resolved clauses as approved by the BOG.  It also includes the RRC recommendations, all for BOR review and vote. 

 

VI. Board of Regents

Below are examples of possible actions that the Board of Regents may take in acting on BOG Resolutions:

A.  Policy resolves:

1.   to create new policy:

a)   if the recommended policy is clearly in line with already existing ACP policy, and the Board of Regents supports it, it should adopt the resolved clause immediately;

b)   if it is not clear how the recommended policy relates to existing policy, or if no pertinent policy exists, the Board of Regents should refer the resolution to the appropriate committee or staff group for study with a request to report back to the BOR with a recommendation to adopt or not to adopt;

c)   if the proposed policy is in line with already existing policy and the Board of Regents can support it with minor changes (without changing the intent of the resolution) it should amend the resolved clause and adopt the resolution.

2.   to modify existing policy:

a)   if the suggested modification is clearly in line with existing ACP policy, philosophy, and/or practice, and the Board of Regents supports it, it should adopt the resolution;

b)   if the relationship between the suggested modification and existing policy/philosophy/practice is not clear, the Board of Regents should refer the resolution to the appropriate committee with a request to report back to the BOR with a recommendation to adopt or not to adopt;

c)   if the proposed modification is in line with existing ACP policy and the Board of Regents can support it with minor changes that would not change the intent of the resolution, it should amend the resolved clause and adopt the resolution.

3.   to rescind existing policy:

a)   if the policy identified for rescission is clearly obsolete or in conflict with existing ACP policy, the Board of Regents should adopt the resolution;

b)      if the implications of rescinding the specified policy are unclear, the Board of Regents should refer the resolution to the appropriate committee with a request to report back to the BOR with a recommendation to adopt or not to adopt.

4.   If the resolution clearly restates existing ACP policy, the Board of Regents should adopt the resolution as reaffirmation of existing policy, which means that no additional committee/staff follow-up is required. Existing policy within the College’s current collection stands and by the BOR’s action is considered to encompass the resolution’s intent.

 

B.  Directives:

1.   to undertake action with regard to an existing policy:

a)   if it is clear that the financial impact of implementing the proposed action is within current budgetary constraints and the Board of Regents favors it, it should adopt the resolution immediately and refer to the appropriate committee/staff group for implementation;

b)   if the financial and/or programmatic implications of the proposed actions are not clear, the Board of Regents should refer the resolution to the appropriate committee/staff group for study with a request to report back to the BOR with a recommendation to adopt or not to adopt.

2.   to study a topic and provide findings or recommendations to the Board of Regents:

a)   if the study parameters are clearly outlined, the financial/staff resources necessary to conduct the study are within current budgetary constraints, and the Board of Regents agrees there is need, it should adopt the resolution immediately and refer to the appropriate committee/staff group for implementation, with a request to report findings within a specified time frame;

b)   if the study parameters are not clearly outlined and/or it is not clear that the financial/staff resources are currently available to conduct the proposed study, but the Board of Regents is in support of the concept, it should refer the resolution to the appropriate committee/staff group with a request for a recommendation to adopt or not to adopt.

3.   to study an issue and take appropriate actions:

a)   if the Board of Regents is in support of both the proposed study and actions, and it is clear that the financial/staff resources are currently available to carry out both, the BOR should adopt the resolution and refer it to the appropriate committee/staff group for study and implementation of action, with a request to report outcomes within a specified time period;

b)   if the Board of Regents is ambivalent about the proposed study and/or recommended action, or it is not clear that financial and staff resources are available to implement the study and/or the action, the

      BOR should refer the resolution to the appropriate committee/staff group with a request for a recommendation to adopt or not to adopt;

c)   if the Board of Regents feels that the action proposed by the directive is not consonant with the College’s overall strategic plan, is not within budgetary constraints, or is not likely to produce positive or useful outcomes for the College or its members, it should vote to not adopt the resolution.

 

C.     If the Board of Regents chooses to refer a resolution to more than one committee, it will indicate which should take the lead.

 

VII. Committees

When resolutions have been referred to an ACP Committee or Council for review, a Vice Chair or Chair-elect in lieu of a Vice Chair is responsible for presenting resolutions assigned to their respective group. In preparation for discussion, the Vice Chair or Chair-elect should consult with the resolution sponsor to review the resolution’s intent as agreed upon at the BOG meeting.  Committees or Councils should follow these guidelines:

 

A.    As soon as the Board of Regents has referred a BOG resolution, place it on the upcoming agenda, conference call, or appropriate electronic network for presentation by the Vice Chair or Chair-elect if appropriate:

 

1.   The background material generated by staff is provided to assist the committee or Council in its decision making, but is not considered part of the resolution and should not be acted on;

2.   The whereas clauses of the final resolution are provided as the chapter’s rationale for the resolution, but have no legal standing and should not to be acted on;

3.   Policy resolves:

a)      Implement adopted or amended policy as directed by Board of Regents;

b)   Develop recommendation for policy development as requested and report back to Board of Regents.

4.   Directives:

a)   Implement action as directed by Board of Regents;

b)   Develop recommended plan of study and/or action as requested and reports back to Board of Regents.

 

B.  When more than one committee or council receives a referral, the lead committee/council should coordinate consideration of the resolution, and whenever possible, take the responsibility for issuing a joint report.

C.  The Vice Chair or Chair-elect is responsible for summarizing the discussion of each resolution after their committee or council meets.

 

VIII. Senior Staff

When the Board of Regents accepts the Board of Governors recommendation to adopt a resolution and implementation does not need to be done by a committee/council, i.e., letter writing, revising a staff process, etc., a resolution can be referred to the appropriate Senior Staff, who will then be responsible for follow up and reporting back to the BOG or the BOR.

 

IX. Resolutions Follow up

Staff tracks follow-up to each resolution. A quarterly reminder is posted to prompt Governors to check the Electronic Resolution System (ERS) and the ACP Committee/Council web sites for the status of resolutions.  Within one year after the resolution was discussed at the BOG meeting, a final report on the disposition of each resolution will be provided to the BOG and the BOR and permanently filed in the Electronic Resolution System (ERS).

 

Approved by:

Executive Committee of the Board of Governors – October 2011

Board of Regents – November 2011


Flow of Resolutions

 

 

 

 

 

 

 

 

BOG

RESOLUTION

REFERENCE COMMITTEE RECOMMENDATION

BOG ACTION AT BUSINESS MEETING

RESOLUTIONS

REVIEW

COMMITTEE

BOR ACTION

COMMITTEE RESPONSE

BOR ACTION

COMMITTEE FOLLOW UP

Policy

 

 

 

 

 

 

 

·         Create new policy

 

 

·          Modify existing policy

 

 

 

·          Rescind existing policy

·          Forward to BOR for adoption

·          Amend to clarify or reflect testimony and forward for adoption

·          Forward to BOR for adoption and implementation

·          Forward to BOR for referral and policy development

·          Refer to staff or committee for study and report back within 1 yr. with recommendations re: adoption.

·          Not forward

·          Approve Reference Committee recommendations

·          Amend Reference Committee recommendations

·          Disapprove Reference Committee recommendations

·          Vote to approve Original resolution(s) as submitted by sponsor instead of Reference Committee recommended amendments/substitution

·          Forward to BOR with recommendation re: referral to committee and/or staff

·          Adopt BOG resolution

·          Amend BOG resolution and adopt

·          Rescind existing policy as resolved

·          Reaffirm existing policy

·          Adopt/amend resolution and refer to committee for implementation 

·          Refer to committee for recommendation

·          Refer to committee or staff for study

·        Not adopt

 

 

 

 

 

 

·          Implement adopted or amended policy as resolved

·          Develop recommendation re: policy development and report back to BOR

 

 

 

 

 

 

 

 

 

 

 

 

·          Act on committee recommendation

 

 

 

 

 

 

 

 

 

 

 

 

·          Follow up on BOR decision

Directive

 

 

 

 

 

 

 

 

·          Take action in relation to existing policy

 

 

·          Study issue and forward findings and/or recommenda-tions

 

·          Study issue and take action

 

 

·          Forward to BOR to adopt resolution and take action recommended

·          Amend to reflect testimony or clarify resolved clause to describe expected action/study, and forward to BOR for adoption

·           

·          Refer to staff or committee for study and report back within 1 yr. with recommendations re: adoption.

·          Not forward

 

·          Approve Reference Committee recommendations

·          Amend Reference Committee recommendations

·          Disapprove Reference Committee recommendations

·          Vote to approve Original resolution(s) as submitted by sponsor instead of the Reference Committee’s recommended amendments/substitution

 

Forward to BOR with recommendation re: referral to committee and/or staff

 

·          Adopt and refer to committee to implement action

·          Amend and adopt resolution and refer to committee for implementation

·          Refer to committee for recommendation

·          Refer to committee or staff for study

·          Not adopt

 

 

 

·          Implement action as resolved

·          Implement action described in amended resolve

·          Develop recommendation and report back to BOR

 

 

 

 

 

 

 

 

 

 

 

·          Act on committee

recommendation

 

 

 

 

 

 

 

 

 

 

 

·          Follow up on BOR decision