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President's Cabinet Policy : 6:21:00:00

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Responsible Executive: President

I. PURPOSE 

The President’s Cabinet is an advisory cabinet of senior leadership that works directly with the President as part of the shared governance for Motlow State Community College (Motlow State). The President’s Cabinet plays an active role in managing Motlow State including, but not limited to, participation in the policy processes.

The purpose of this policy is to clarify the institutional membership of this body and define roles including voting privileges.

II. DEFINITION

Ex officio – For purposes of this policy, “Ex officio” is defined as by virtue or because of position title and official function within the institution.  Ex officio members can be designated as voting or non-voting.  Within this policy, ex officio members of the Cabinet are based on official employee position of record.

III. COMPOSITION

  1. The membership of the President’s Cabinet shall include:
    1. President – Chair (Ex officio, Voting Member);
    2. Any employee with Executive Vice President or Vice President as the initial part of the individual’s Motlow State position title is a voting member;
    3. Chief Information Officer (Ex officio, Voting Member);
    4. Executive Director of Organizational Culture and Enrichment (Ex officio, Voting Member);
    5. Faculty Council Chair (Voting Member);
    6. Administrative Council Chair (Voting Member);
    7. Support Staff Council Chair (Voting Member);
    8. Executive Director of Community Relations (Ex officio, Non-voting);
    9. Executive Administrator – Serves as Cabinet Recorder (Ex officio, Non-voting);
    10. Additional members may be added by memorandum from the Office of the President of Motlow State.  The memorandum shall, at minimum, be addressed to members of the President’s Cabinet and the Institutional Oversight Committee (IOC).
  2. Guests
    1. The Internal Auditor (IA) and Assistant Vice Presidents (AVPs) only attend Cabinet meetings when invited by their supervisors with approval from the President’s Cabinet and the President for the purpose of conveying information where their expertise is necessary.  IA and AVPs are non-voting attendees and serve solely in an advisory capacity.
    2. Guests may be invited by the President’s Cabinet to share as subject matter experts or in representation of other bodies within the institution as deemed appropriate by the President’s Cabinet.
    3. All guests are non-voting attendees and serve solely in an advisory capacity.

IV. MEETINGS

  1. Regular monthly meetings will occur at the time and day determined by the membership of the President’s Cabinet.
  2. Additional regular meetings may be added as deemed appropriate by the Office of the President for the good of the institution.
  3. Emergency meetings or electronic votes may be called by the President to meet the needs of the institution.

V. VOTING

  1. Quorum
    1. At all meetings of the President’s Cabinet, two thirds (2/3) of voting members shall constitute a quorum for the transaction of business.  In the absence of a quorum, the Cabinet may convene for the purpose of receiving information.  If the Cabinet convenes in the absence of a quorum and a quorum is later established, the Cabinet may then transact business.
    2. The action of a simple majority of the voting members of the Cabinet present at any meeting shall be the action of the Cabinet, except as may be otherwise provided by policy.
    3. Members shall be allowed to participate in a meeting by electronic or other means.
    4. Should a member be unable to attend, the Cabinet member may designate a proxy to attend in the Cabinet member’s place.  Those attending as a proxy for a voting member must be identified in the official minutes.
    5. Voting members who cannot attend or name a proxy may submit votes electronically to the Office of the President or designee.
    6. Unless otherwise stated, a turnaround period of 48 hours will be given for those who are submitting electronic votes as a result of non-attendance.

SOURCES 

HISTORY 

Revised: editorial updates May 31, 2023

President’s Cabinet Approved: September 7, 2021 & January 4, 2022 on amendments from

TBR legal recommendations; editorial updates June 6, 2023

IOC Approved: September 17, 2021 & January 31, 2022 on amendments post TBR review

TBR Legal Reviewed: October 6, 2021

Effective Date/Approved: February 1, 2022; June 6, 2023

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