KIRTLAND COMMUNITY COLLEGE

BOARD OF TRUSTEES MINUTES

October 16, 2008

CALL TO ORDER

Chair Roy Spangler called the meeting to order at 7:04 p.m. with the Pledge of Allegiance.

ROLL CALL

Members Present: MaryAnn Ferrigan, Richard Silverman, Roy Spangler, Patricia Webb, Denis Weiss, Roberta Werle

Members Absent: Sally Galer

Others Present: Stacey Barnes, Holly Charon, Jo Ann Comerford, Kathy Koch, Ed Koliba, Dennis Mansfield, Kathy Marsh, Vicki VanDenBerg, Kyle Morris, Tom Quinn, Ilene Scherer, Tim Scherer, Dale Shantz

WELCOME

Chair Spangler welcomed everyone present.

MINUTES

Minutes from the September 16, 2008 joint meeting with the Kirtland Community College Foundation were approved with a motion from Richard Silverman, supported by Denis Weiss. Minutes from the September 18, 2008 regular board meeting were presented and approved with corrections after a motion from Trustee Richard Silverman, supported by Trustee Patricia Webb.

PUBLIC COMMENT

None

Audit report

Vicki VanDenBerg, CPA, Partner, Plante Moran presented the 2007-08 Financial Audit. She stated that Kirtland finished 2007-08 fiscal year in very good shape, in spite of the current economic conditions. No adjustments were made to the financials by the auditors and the financial aid audit found that Kirtland is in compliance with all requirements and standards. If the current economic trends continue, the college may experience decreases in state aid and property tax revenue, although community colleges tend to do well when the economy is in a downturn.

Trustee Roberta Werle asked about a paragraph in the letter to the board, “This report is intended solely for the information and use of the board of trustees, management, pass-through entities, and federal awarding agencies and is not intended to be and should not be used by anyone other than these specified parties.” She asked for clarification that it is subject to the Freedom of Information Act and the reply was in the affirmative.

Trustee Richard Silverman asked what program the college is the fiscal agent for. The answer was NETCON (Northeast Telecommunications Consortium).

PRESIDENT’S REPORT

Personnel Update

Dale Shantz, Director of Human Resources, provided the following personnel actions since the last board meeting:

Kathleen (Katie) Lorence has been hired as Coordinator of M-TEC Advising and Support.

Deb Doyle, Massage Therapy Coordinator, will be speaking on Massage Therapy for Pain in the “Pain Management, Making a Difference” conference at Saginaw Valley State University on October 28.

Nursing instructors, Wendy Hillman and Nancy Pavelek have passed the Certified Nurse Educator Examination. As of June 2008 only seven educators hold this credential in the State of Michigan.

Luann Beilfuss, Registrar, has received her certification as an Appreciative Inquiry Facilitator.

Appreciation was extended to Kathleen Wray for organizing the Red Cross Blood Drives at Kirtland. Appreciation was also extended to the staff and volunteers who have helped with the drives as well as the donors who made the drives successful.

Kirtland Community College has, for the third consecutive time (the award is granted every other year), been awarded recognition as a “Top Ten Digital Community College” by the Center for Digital Education. The award is to be presented at the League for Innovation’s annual conference in Salt Lake City, Utah on October 21.

Jackie Smith, Instructor of Nursing, has submitted her notification of intent to retire effective June 30, 2009.

Information Items

Kathy Marsh, Dean of Instruction, explained the Average Class Size report. She provided some analysis for the drop in average class size. She also provided a course offerings proposal with objectives, independent study guidelines, and course offering options. She referred to “back pocket sections,” explaining that when building the schedule, there will be courses for which the department chairs have established a time and a room, but not listed in the schedule. Those courses will be pulled out if classes in the schedule reach 80 percent of capacity. Trustee Silverman commented that it significantly reduces time options to students. Marsh replied yes, and they are concerned about that. Students have to rely on academic advisors to be attuned to their needs. The purpose is to maximize efficiency.

Silverman asked when your average class size drops from 18 to 17, for example, how much money is that costing us. Or conversely, if you increase class size by one, how much do we save? He said it is something the board should try to get a better sense of. The issue is, assuming it is not more expensive, we would probably offer more sections to provide more choices for our students. In order to save money, we are restricting those choices, so what is the cost-benefit? Spangler offered a formula resulting in approximately $70,000 saved for every time you raise average class size by one. Silverman agreed that it is very significant. Tom Quinn added that by offering a considerable number of online courses, students’ options are expanded.

Kathy Marsh asked to defer the student outcome assessment plan draft because it was mistakenly omitted from the board packets. She would like the board members to review it before it is discussed.

A financial report for period ending September 30, 2008 with comparative figures at September 30, 2007 was provided by Ed Koliba, Chief Business and Finance Officer.

Cell phone tower discussion

Tim Scherer, Director of Institutional Services, provided an update on bringing cell phone service to campus. We have a couple of different providers, Centennial and Alltel, that have both completed a structural analysis on our tower and they both agreed that it does not support their needs. Some options Scherer has considered include having them build a tower, leasing the ground to them; do nothing which does not serve our students or campus community; allow a tower company to build a new tower that they would then lease space to the carriers and the college would seek some profit-sharing; or we could build our own tower for possibly $250,000 and lease space to carriers with a payback of about eight years. He is looking for direction from the board on how to proceed. There were no objections to pursuing the most financially feasible option and Spangler indicated that he should pursue the concept of leasing out long-term rights and bring any agreement to the board for approval.

BOARD MEMBER REPORTS/OPEN DISCUSSION

Roy Spangler reported that the fall Michigan Community College Association (MCCA) meeting was held on our campus at the student center. The arrangements were very good with a lot of good comments from others. He noted that it was better attended than some other fall events he has experienced with MCCA.

Student housing visits

Trustees Werle and Silverman went to Bay de Noc Community College in Escanaba and to Gogebic Community College in Ironwood. Roberta Werle expressed that everyone was extremely helpful at both colleges and the visits were well organized. Bay has the oldest housing, from the early 1970s, built with revenue bonds. The last payment is due in 2011. Both have approximately the same capacity, about 100 students. Gogebic’s student housing is brand new, in the second year of occupancy and it was also built with a 20-year bond. Both have filled their units. Bay has five people waiting to get in, Gogebic is at 88 percent occupancy. Both think it was a very important step for them to make and they are happy to have it as a recruiting tool. It allows them to offer a college experience with some supervision and it keeps students on campus longer for socializing which translates to a better campus atmosphere. Gogebic is the oldest community college in the state, which started out 70 years ago as a junior college. They have a ski run on their campus; and students had to cross it to get to campus (a design flaw). After 15 years, they had major problems because it was so isolated from campus. Both are co-ed housing units but each unit is a single-sex unit unless there are married couples. As of now, no married students are renting. The facilities are handicap accessible.

Werle has a written report and supporting materials. She said unlike Kirtland, both of the colleges visited are within two or three miles of the town, and the towns are commercial centers. Escanaba has 13,000 people and the commercial offerings exceed Traverse City. So, there is plenty to do including gyms and pools. The student council is made up of people in housing so problems can be brought to the college’s attention earlier; maintenance problems are repaired within a day. The attitude is that if the college respects the property, then the students will also. Alcohol is not allowed, however they do not police it strictly unless there is a disturbance. They seek a balance between enforcement and good judgement. No one under 18 is allowed and they have to be full-time students with a few exceptions.

Richard Silverman added that Bay requires at least a 2.0 g.p.a. for allowing students to remain in student housing. If they fall below that, you have to meet with the Dean of Student Life and they have one semester to bring it back up or vacate housing. Rents are paid in advance of each semester. All have resident assistants who live there, generally an older student or someone with maturity. They are there to assist the students rather than administration. Neither predicated their budgets on summer housing. Bay has no summer housing, but some is available at Gogebic. They figure on 90 percent occupancy when developing the budget. They do not have much attrition the second semester. Regarding student life, they found that by having things for students in housing; commuter students attend the events which resulted in better attendance and more sustainable events. Their student activities fees are $50 for full-time students. Bay actually makes money since their original expenses have been paid off.

Gogebic had Student Suites build their facility. The original quote was $4.7 million, but they paid $2.7 with Student Suites. The quality was good, but it had a dormitory feel rather than an apartment. It has flexibility for furnishings and layout. Both said they need larger storage areas for students, as closets are too small; no room for winter clothing, skis, boots, etc. Gogebic has a central socializing area but it needs to be larger. They broke ground in May, and it was ready for occupancy August 1.

Tom Quinn said that he is seeking a private company to provide a market analysis, feasibility study for us on student housing.

NEW BUSINESS/BOARD ACTION

1. Resolution to Accept Audit Report

The following preamble and resolution were offered by Trustee Roberta Werle and supported by Trustee Denis Weiss:

WHEREAS

1. The Board of Trustees has been presented with, and has had an opportunity to review, the Annual Financial Statements and Auditor’s Report, The Single Audit, and the Management Letter for period ending June 30, 2008, and

2. The Board of Trustees has an understanding of the financial position of Kirtland Community College at June 30, 2008 and of the issues presented in the Single Audit and Management Letter.

NOW, THEREFORE, BE IT RESOLVED THAT

The Board of Trustees accepts all reports as presented by Plante Moran.

Vote: Ayes, six Nays, zero Abstain, zero Absent, one Resolution declared approved.

2. Second reading: Resolution to Approve POL 6.090 Student Records - Rights and Privacy Revision

The following preamble and resolution were offered by Trustee Roberta Werle and supported by Trustee Patricia Webb:

WHEREAS

The Kirtland Community College Board of Trustees has been presented the proposed revisions to POL 6.090 Student Records - Rights and Privacy as a second reading at this meeting,

NOW, THEREFORE, BE IT RESOLVED THAT

The proposed revisions to POL 6.090 Student Records - Rights and Privacy be approved.

Vote: Ayes, six Nays, zero Abstain, zero Absent, one Resolution declared adopted.

4. Resolution to adopt Finance/Audit Committee Charge

Ed Koliba reported that the finance/audit committee consists of three board members and meets once a month. They have been looking at where our investments are at and the risk levels; they are in the process of looking at revising the college purchasing policy; use of purchasing cards, timelines for budget, budget transfers, and policy related things.

The following preamble and resolution were offered by Trustee Richard Silverman and supported by Trustee Mary Ann Ferrigan:

WHEREAS

1. The Board of Trustees believe financial, economic and audit oversight of Kirtland Community College financial and business activity is appropriate; and

2. A standing committee of the Board, the Finance/Audit Committee has been established to perform such activities; and

3. The Finance/Audit Committee has developed a recommendation that includes a Statement of Purpose, sets parameters for Committee membership, terms, and defines the committee roles and functions, and

4. A copy of the Charge is attached hereto and incorporated herein; and

5. The Trustees have had an opportunity to review the charge.

NOW, THEREFORE, BE IT RESOLVED THAT

The Board of Trustees reestablishes the Finance/ Audit Committee and adopts the Statement of Purpose and Charge as set forth in the attached document.

Vote: Ayes, six Nays, zero Abstain, zero Absent, one Resolution declared adopted.

ANNOUNCEMENTS

The next board meeting will be held in Mio at the McGregor Athletic Complex (MAC) which is located behind Glen’s Market in Mio. Tom Quinn announced that there will be a 6:30 education session to meet the teams and tour the building. The community will be invited to attend.

EXECUTIVE SESSION FOR PRESIDENT’S EVALUATION

At the request of President Quinn, a motion to move into executive session to discuss the President’s evaluation was made by Denis Weiss, supported by Mary Ann Ferrigan.

Vote: Ayes, six Nays, zero Abstain, zero Absent, one

Executive session was declared after a five minute break at 8:30 p.m.

RETURN TO OPEN MEETING

At 9:24 p.m. Chair Spangler declared a return to open meeting. He appointed Richard Silverman and Roberta Werle to summarize the president’s evaluation and noted that it was, by unanimous consensus, a positive one. Collectively the board will review the president’s contract. A motion to review the president’s contract and provide a summary statement for the president’s evaluation at the next regular meeting was made by Roy Spangler, supported by Patricia Webb.

Vote: Ayes, six Nays, zero Abstain, zero Absent, one Motion declared approved.

Roberta Werle thanked Patricia Webb for providing the compilation of the evaluation survey. Roy Spangler thanked the board members for their participation with the evaluation.

ADJOURNMENT

With no further business to come before the board, the meeting was declared adjourned at 9:27 p.m. by Chair Roy Spangler.

Respectfully submitted,

Kathy Koch

Recording Secretary