Guidelines for

Preparation of Agenda Items

for the District Board of

TrusteesPresenter: Barbara Beaudry

March 1, 2007 – Conference Day

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

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

Example - Board Agenda

Example - Board Agenda

Example - Board Agenda

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:

A. Organization – When the contract amount is greater than $250,000

B. Individual – When the professional fee per day exceeds $500

Example - Individual

Example - Organization

Example: MDC is providing a service. Contract

will produce revenue for the College

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

Example: Increasing the amount of a contract.

Example: Extending a contractual agreement.

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?

Example: Lease Agreement

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.

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

Example: Cash Contribution

Example: Continuation of Funding

Example: Grant Funded Prior to Board Meeting

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.

Example: Information Item

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.

Example: Report of Contracts

Report of Funded Grants

Deadline Notice

Regular Board Item Template

Grant Board Item Template

Questions?