NEOSHO COUNTY COMMUNITY COLLEGE

BOARD OF TRUSTEES

MINUTES

 

DATE:                                    July 10, 2003.

TIME:                                     7:15 P.M.
PLACE:                                  Student Union, Room 209 

PRESENT:                             Kevin Berthot
                                                Mariam Mih
                                                Dr. Marvin Johnson
                                                David Peter
                                                Dr. Robert Thomen
                                                Mark Watkins
 

                                                Dr. Vicky R. Smith, President
                                                Sandi Solander, Dean of Finance and Student Services
                                                Brenda Krumm, Dean of Continuing Education
                                                Brett Bright, Dean of Student Services
                                                Mark Eldridge, Dean of Ottawa Campus
                                                Tonya Bell, Director of Public Relations/Marketing
                                                Jim Carlson, Faculty
                                                Kent Pringle, Board Attorney
                                                Terri Dale, Board Clerk
                                                Brooke Ethridge, Chanute Tribune
                                                Matt Clark, KKOY Radio
                                                Kathleen Dillon, Guest
         

Prior to the beginning of the meeting, Dr. Marvin Johnson was sworn in by Kent Pringle.

          I.  Call to order.

The meeting was called to order by Mark Watkins, Chair, at 7:15 p.m.

II.                Roll call.

All members were present.

III.             Public Comment

Kathleen Dillon, a Manpower employee, working as a custodian for the College, addressed the Board regarding her concerns of not being hired by the College on a permanent basis.  She sited insurance and other benefits that she was not receiving as a temporary employee through Manpower.

IV.              Approval of the Agenda

Dr. Smith asked to amend the agenda by adding personnel under new business as item G, and as item H.- Vehicles. 

Mr. Watkins requested that the Agenda be approved as amended.  The motion was made, seconded and approved.

V.                 Board Reorganization

A.     Election of Officers:  Chair and Vice Chair

Dr. Smith asked for nominations for Board Chair.  Mr. David Peter was nominated and elected chair.  Mr. Peter asked for nominations for vice-chair.  Mark Watkins was nominated and elected vice-chair.  Mr. Peter thanked Mr.   Watkins for serving as chair of the Board for the past year and commended him on a job well done.  Mr. Peter also introduced Dr. Marvin Johnson and welcomed in as a trustee.

B.     Appointment of Personnel

Mr. Peter made the following appoints and they were approved by the Board.

                                                                             Board Treasurer – Sandi Solander
Board Clerk – Terri Dale
Board Secretary – Vicky Smith
 Board Attorney – Kent Pringle
         

C.     Selection of monthly meeting day, time, and location

Following discussion, the Board agreed to meet the second Thursday of each month, starting at 5:30 p.m. in Room 209 in the Student Union.

D.     Appointment of Board Representatives:
             Kansas Association of Community College Trustees
              NCCC Foundation (2 representatives)
               Strategic Planning Committee
 

Mr. Peter made the following appoints and each was accepted by the designated Board member:  KACCT Representative-Mark Watkins, NCCC Foundation Representatives-Mariam Mih and Marvin Johnson, Strategic Planning Committee-Mariam Mih.
 

VI.              Consent Agenda
The following items were proposed to be approved by consent.
 

1. Minutes from June 12, 2003
2. Claims for disbursement for June 2003.
3. Personnel:
   1. Track/Cross Country Coach-employ Mark Adams as head coach for men’s and women’s track and cross country at a salary of $33,648.  (MS, step 12)
   2. Residence Life/Student Activities Coordinator-employ LaTonya Adams as residence life/student activities coordinator at a salary of $20,500.
   3. Women’s Basketball Coach-employ Charles Goar as head coach for women’s basketball with secondary duties of gym maintenance at a salary of $28,048. (MS, step 3)
   4. Receptionist/Secretary-Ottawa-employ Susan Beddo as receptionist/secretary for the Ottawa campus at a starting salary of $7.00 per hour.

Mr. Peter requested that the Consent Agenda be approved.  The motion was made, seconded and approved.
 

VI.  Reports

Faculty Senate Report:  Jim Carlson addressed the Board and stated that the faculty are looking forward to meeting the challenges of the 2003-04 school year.  He continued that faculty are concerned about the enrollment picture for the coming fall as well as subsequent semesters.  Other concerns include assessment and the budget. 

Mr. Carlson stated that communication at the college had come a long way in the last six months.  With continued involvement and discussion among and with all of the college’s employees, Mr. Carlson feels the problems can be solved.

Mr. Carlson reported that David Fewins was the incoming faculty senate president and that he would be reporting at future meetings. 

Dean of Finance and Student Services Report:  Mr. Peter introduced Sandi Solander as the dean of finance and student services and welcomed her to the meeting.  Ms. Solander reported that the college had ended the year in the black.  She stated she has been busy developing the budget for FY 2003-04 with the assistance of Dr. Smith.  She also reported that the maintenance department is working on the dorms.

KACCT Report:  Mark Watkins, the Board representative to the Kansas Association of Community College Trustees, attended the meeting held at Highland Community College on June 22-23.  Dr. Marvin Johnson also attended the orientation for new board members.  Mr. Watkins reported that the KACCT had worked on strategic planning for the year and had revised the vision for the group.  One goal of the group is to become more involved with the Kansas Board of Regents, and the legislature to show how important community colleges are in education.  They also received a report from Lt. Governor Moore regarding the Kansas Workforce Development Plan and its purpose.  Mr. Watkins reported that NCCC will host the quarterly meeting of the KACCT/COP in early December.

President’s Report:  Dr. Smith distributed a written report to the Board which included the following item. 

·    Progress report toward meeting the North Central Association probationary issues including: a) “that the Board is making policy decision as opposed to operational decisions” b) “that there are clear-cut channels of communication and decision-making in practice” c) “that the Board has engaged in professional development to assist them in understanding the roles of the Board in their policy-making function” d) “that the FY03 financial reports and subsequent budgets reflect significant improvement in financial stability of the institution” e) “that the College has demonstrated attention to audit recommendations” f) “that the College has made significant progress in assessing student learning” g) “that results of assessment are being used to enhance teaching and learning” h) “that the utilization of both short- and long-term strategic planning is effective and addresses the topics of fiscal resources, facilities, technology planning, marketing and enrollment management” i) “that the College can continue to fulfill its mission and purposes.” 

· Summer enrollment increased 22% in credit hours generated over summer 2002.

· Relocation of Outreach and Workforce Development and Performing Arts.

· Kansas Board of Regents Performance Agreement Plan goals.

· Lt. Governor Moore’s Kansas Workforce Development System and the Southeast Kansas Higher Education SYSTEM plan to serve as a pilot for the program.

· Integrated Community Network meetings and plans to install a fiber optics network in the community.

· Ottawa Campus Lease transfer to the NCCC Foundation.

· SEK Higher Education SYSTEM Annual Legislative Dinner to be hosted by NCCC in November.

· Kansas Association of Community College Trustees/Council of Presidents meeting in December to be hosted by NCCC. 

· Annual Association of Community College Trustees Annual Convention in Denver Colorado on September 17-20.

Agenda Item VIII A & B:  Budget Workshop and Special Meeting Date

Dr. Smith explained the need for the Board to hold a special Board meeting to review the budget document and approve it for publication in order for the public hearing to be held on the regular August Board meeting.

It was the consensus of the Board to schedule a special meeting on July22, 2003 starting at 5:30 p.m. to review the FY 2003-04 budget and approve it for publication.

Motion was made and seconded that the above resolution be adopted.  Motion was carried unanimously.

Agenda Item VIII-C.  Academic Integrity Policy

The revised Academic Integrity policy was presented to the Board at the June meeting for a first reading.  The proposed policy is a result of work completed by the Curriculum Committee and the Executive Committee.  The Academic Integrity policy is also referenced in the College Catalog, Student Handbook, and the Student Code of Conduct.  The Student Handbook and the Student Code of Conduct would expand on the Board policy giving examples and consequences.  The proposed policy for your approval is below.

                   Academic Integrity

NCCC expects every student to demonstrate ethical behavior with regard to academic pursuits.  Academic integrity in the classroom is a specific requirement.  Consequences of violation of the Academic Integrity policy can range from redoing the assignment for partial credit to course dismissal at the discretion of the instructor.  Definitions and examples of Academic Integrity, as well as the appeals process, can be found in the College Catalog, Student Handbook, and/or Code of Student Conduct and Discipline.

It was the recommendation of the President that the Board approve the revised Academic Integrity Policy.

Resolution 2003-30

            RESOLVED, that the Board of Trustees of Neosho County Community College approves the revised policy for Academic Integrity.

Motion was made and seconded that the above resolution be adopted.  Motion was carried unanimously.

Agenda Item VIII-D:  Reserve Unencumbered Fund Balance Policy

This policy was presented for a first reading at the June Board meeting.  The College does not presently have a policy that designated such a fund balance.  If such a policy had been in place in the past, the College may not have descended into the fiscal straights it presently finds itself.  A policy establishing such a fund balance will serve as part of the foundation that will ensure the fiscal stability of the College.  In addition, such a policy will provide guidance in implementing the fiduciary responsibility that the Board and the College has to their stakeholders.  The proposed policy is listed below.

            Reserve Unencumbered Fund Balance

            To protect the financial stability and integrity of Neosho County Community College and to
            provide sufficient liquidity required for daily operations, the Board of Trustees shall maintain a
            reserved unencumbered fund balance in the current unrestricted general fund.  The amount
            shall be ten percent of the current year's unrestricted general fund.

            Any use or appropriation of this fund balance shall require approval of the Neosho County
            Community College Board of Trustees.

            Phase-In Requirement - Since the establishment of such a reserve would present a significant
            financial burden to accomplish immediately, the College will achieve compliance with this
            policy by reserving a minimum of 50% of the unencumbered fund balance in the general fund in
            the first year, and each subsequent year until the 10% minimum is reached.  The College may
            increase this percentage with approval of the Board of Trustees.  Once the 10 percent level is
            reached, said level shall be maintained.

It was the recommendation of the President that the Board approve the Reserve Unencumbered Fund Balance policy.

Resolution 2003-31

            RESOLVED, that the Board of Trustees of Neosho County Community College approves the policy for Reserve Unencumbered Fund Balance.

Motion was made and seconded that the above resolution be adopted.  Motion was carried unanimously.

Agenda Item IX-A.  PEA Negotiated Agreement 2003-04 Approval

The NCCCPEA ratified the following changes for the Negotiated Agreement for 2003-04.  It was the recommendation of the President that the Board approve the changes also.  The titles for the Academic Officer and Business Officer were also changed to Chief Academic Officer and Chief Business Officer.  Dates will be modified also.

ARTICLE 2

B.         Normal Professional Work Load. The professional work load shall consist of 30 credit hours of teaching (or the equivalent as determined by the Administration) per academic year.  In addition, other assigned duties may include faculty workshops, in-service days, assistance with enrollment, student registration, student counseling and advisement, recruitment (student recruitment by professional employees will be accomplished under the guidance of the Director of Recruiting and the directives of the overall recruiting plan), committee assignments, and sponsoring activities related to the Professional Employee's teaching assignments.  Committee assignments shall be limited to two standing committees per academic year and ad hoc committees as needed.  Standing Committee assignments will be announced on or before the fall semester in-service meeting subject to change of assignment due to vacancies or reorganization.  The standing committee chairs shall be announced during the spring semester prior to the effective date of assignment.

ARTICLE 11

(change in B.)

Salary Schedule Description

A.                 Upon initial employment, the salary and salary placement shall be determined by the Administration and Board.

B.         Each Professional Employee will move two (2) vertical steps on the salary schedule for 2003-04.  Horizontal movement is possible according to the guidelines established in the negotiated agreement.

ARTICLE 12

2003-2004 Salary Schedule                                                     BASE  - $26,435

(Two steps were added and wording at the bottom changed)

(two steps were added to each column)

Each Professional Employee will move two (2) vertical steps on the salary schedule for 2003-04.  Horizontal movement is possible according to the guidelines established in the negotiated agreement. 

Memorandum of Understanding

The attached Memorandum’s of Understanding will be included in the Negotiated Agreement for 2003-04.  The first Memorandum deals with fringe benefits, specifically health insurance.  The second Memorandum deals with Student Evaluation of Instruction, Form B. 

Resolution 2003-32

            RESOLVED, That the Board of Trustees of Neosho County Community College ratifies the 2003-04 Negotiated Agreement as shown.

Motion was made and seconded that the above resolution be adopted.  Motion was carried unanimously.

Agenda Item IX-B-Revisions in Compensation

In reviewing all the positions at the College, there were some individuals who seemed to be under compensated for the role they play.  The President recommended that the Board of Trustees approve revisions in compensation for the following individuals to bring their employment contracts up to the duties they perform.

Micca Folks is the Coordinator of Student Services at the Ottawa Campus.  She has a Master’s degree in Student Personnel Services and has worked for the College full-time for three years.  The tasks she performs are equivalent to the Director of Enrollment Management.  Her current salary is $22,000 per year.  I am recommending Ms. Folks base compensation be increased to $28,000 per year.

Susan Weisenberger is the Director of the Library.  She has a Master’s degree in Library Science and has been at the College for 4 years.  Her present contract is $31,116.  I am asking that her base compensation be raised to $34,116 per year.

Resolution 2003-33

            RESOLVED, That the base compensation for Micca Folks, Coordinator of Student Services be $28,000 per year, and that the base compensation for Susan Weisenberger, Director of Chapman Library, be $34,116.

Motion was made and seconded that the above resolution be adopted.  Motion was carried unanimously.

Agenda Item IX-C:  Non-Faculty Contracts

It was the recommendation of the President that all non-faculty employees receive a 3% salary increase for 2003-04.  Grant employees will receive the salary increase indicated in each grant.

Resolution 2003-34

            RESOLVED, That the Board of Trustees of Neosho County Community College approves the recommendation of the President to provide a 3% increase to all non-faculty employees.  Grant employees will receive the salary increase indicated in the budget for the grant they are employed under.

Motion was made and seconded that the above resolution be adopted.  Motion was carried unanimously.

Agenda Item IX-D:  Board Calendar

At the Board Retreat held in May, Mr. Wayne Newton, the retreat facilitator, recommended that the Board adopt a Board Calendar.  The President developed the following calendar for your consideration, and approval at the next Board meeting.

Proposed Calendar
Board of Trustees
Neosho County Community College
 

                                                               i.            Routine Business:  Board Reports, Personnel, Financials and Other Matters Required by Policy and/or Law – every month.

                                                             ii.            Mission Review – December – March  (Critical to understand the broadest interpretation and gain understanding of the Vision for the College.)

                                                            iii.            Policy Review – July – August

                                                           iv.            Administrative Contract Renewals – January

                                                             v.            Clerical and Maintenance Staff Renewals – February

                                                           vi.            Evaluations – President, Board, Board Chair – March

                                                          vii.            Retreat – March, November

                                                        viii.            Faculty Contract Renewals - April

                                                           ix.            Budget Work Sessions – May – June

                                                             x.            Goal Setting – April

                                                           xi.            New Trustee Orientation – June-August

                                                          xii.            Budget Approval – April – July

                                                        xiii.            Board Involvement Discussion – Annually or as needed.  (ACCT, AACC, State Associations, fund raising and legislative involvement.)

The Board agreed to review the proposed calendar and make suggestions for revision and/or additions at the August Board meeting.

Agenda Item IX-Bids for Furniture

As reported at the June Board meeting, it was necessary to purchase office furniture for the vice president of student learning’s office.  Bids were solicited from Iola Office Supplies, Service Office and Supply in Chanute, and McCarty’s Office Store in Parsons.

The items to be bid included a desk, bridge unit, credenza and hutch, 4 guest chairs, and a 4-drawer lateral file cabinet.  All bids were to include delivery and set-up.

The following bids were received: 

                        McCarty’s                                            $2529.00
                        Service Office & Supply                       $2402.00
                        Iola Office Supplies                              $2962.11

It was the President’s recommendation that the Board accept the low bid of $2402 from Service Office and Supply.

Resolution 2003-35

            THEREFORE, Resolved that the Board of Trustees of Nesoho County Community College accepts the bid of $2,402.00 from Service Office Supply for office furniture.

Motion was made and seconded that the above resolution be adopted.  Motion was carried unanimously.

Agenda Item IX-F:  Bids for Custodial Service at Ottawa

The Ottawa campus does not employ any custodial staff.  Bids were solicited for cleaning services for the Ottawa campus.  The following bids were received.

Brandy Wisdom - $10 per hour for 20 hours per week or $200 per week.  Her bid also included $750 for liability insurance for a total of $11,150 per year. 

B & B Professional Cleaning - $307.50 per week (3 days) or $15,990 per year.

Busy Hands - $20.00 per hour.  Did not specify how many per week or an annual amount.

It is the recommendation of Mr. Eldridge, and the President concurred, that the Board approve the bid from Brandy Wisdom for custodial services at $200 per week for 20 hours.

Resolution 2003-36

            RESOLVED, That the Board of Trustees of Neosho County Community College approve the bid for custodial services at the Branch Campus in Ottawa from Brandy Wisdom at $10 per hour, not to exceed 20 hours per week.

Motion was made and seconded that the above resolution be adopted.  Motion was carried unanimously.

Agenda Item IX-G:  Personnel

            A.  Head Wrestling Coach

It was the President’s recommendation that the Board employ Merrick Wiles as head wrestling coach.  Mr. Wiles secondary responsibility will be supervising the wellness center.  Mr. Wiles holds a Master’s degree in Educational Leadership from Washburn University, a Master’s degree in Business Administration from Colorado Technical Institute, and a Bachelor’s degree in Physical Education, Health and Biology from Huron University.

Mr. Wiles was most recently the head wrestling coach at Chanute High School.  He has been head wrestling coach and associate director of athletics at Huron University, and served as head wrestling coach at Santa Fe Trail High School and Chapman High School.

Mr. Wiles would be placed at MS+45, step 8 or $35,091.00.

Resolution 2003-37

            RESOLVED, That the Board of Trustees of Neosho County Community College approves the employment of Merrick Wiles at Head Wrestling Coach and be placed on the faculty salary schedule at MS+45, step 8, or $35,091.00

Agenda Item IX-H:  Resignation of Student Support Services Project Coordinator

Kelli Wallace, Student Support Services (STARS) project coordinator, has submitted her letter of resignation effective August 1, 2003.  Ms. Wallace has been employed under the STARS program for the past five years.

Ms. Wallace and her husband will be relocated to the Kansas City area due to her husband’s employment transfer.

Resignation of Division Chair for Business/Technology:

Sherry Ewart has resigned her position as business instructor and division chair for the business/technology division.  Ms. Ewart has completed her contract obligations for the 2002-03 academic year. 

Ms. Ewart is resigning her position to take an administrative position at a two-year branch campus of the University of Arkansas in Mountain Home, Arkansas.

Resolution 2003-38

            RESOLVED, Therefore that the Board of Trustees of Neosho County Community College accepts the resignation of Kelli Wallace as coordinator for the Student Support Services grant effective August 1, 2003, and the resignation of Sherry Ewart, business instructor and division chair for business and technology.

Agenda Item IX-H:  Vehicles

Dr. Smith asked the Board if there was any interest in bidding on a 30-passenger Goshen Coach, Sentry Model 1110 bus.  The minimum bid was $20,000 and the bids were due the following day by noon. 

Following discussion, it was the consensus of the Board to do more research into all options before purchasing a vehicle for the College fleet.

Agenda Item IX:  Adjournment

The meeting adjourned at 9:15 p.m.