BUDGET HEARING

Members Present: Robert Bovee, Jan Keith Farmer, Sally Galer, Roy Spangler, Patricia Webb

Members Absent: Carole Kuehn, Arlene Wilder

Others Present: Stacey Barnes, Jerry Boerema, Karen Brown, JoAnn Comerford, Ruth Elie, Keith Gave, Chris Hecox, Kathy Koch, Ed Koliba, Doty Latuszek, Susie Lewis, Jackie Liddle, Kathy Marsh, Kyle Morrison, Steve Oppy, Jason Prout, Charles Rorie, Ilene St. Onge, Tim Scherer, Glen Schicker, Dale Shantz, Richard Silverman, Jerry Werle, Roberta Werle

PRESENTATION

Chair Jan Farmer called the budget hearing to order at 6:45 p.m. Edmund Koliba, Chief Business and Financial Officer, provided a 2004-2005 Unrestricted Fund Budget Summary and millage information for 2004. The college's intent is to levy a 2.1460 millage rate for operating in the 2004 tax year. An opportunity was given for public comment. Roberta Werle referred to the May 20 budget workshop with the suggestion that the budget presentation would be improved by providing the worksheets for review. She also suggested that line item numbering and an index would make the handouts easier to use. Koliba answered her questions about election expense and fringe benefit allocations. Chair Jan Farmer declared the budget hearing closed at 7 p.m.

REGULAR BOARD OF TRUSTEES MEETING

CALL TO ORDER Chair Jan Farmer called the meeting to order at 7 p.m.

ROLL CALL

Members Present: Robert Bovee, Jan Keith Farmer, Sally Galer, Roy Spangler, Patricia Webb

Members Absent: Carole Kuehn, Arlene Wilder

Others Present: Mark Allen, Stacey Barnes, Jerry Boerema, Karen Brown, JoAnn Comerford, Ruth Elie, Keith Gave, Chris Hecox, Lois Jones, Kathy Koch, Ed Koliba, Doty Latuszek, Susie Lewis, Jackie Liddle, Kathy Marsh, Kyle Morrison, Steve Oppy, Jason Prout, Charles Rorie, Ilene St. Onge, Tim Scherer, Glen Schicker, Dale Shantz, Richard Silverman, Jerry Werle, Roberta Werle

WELCOME

Members and guests were welcomed by Chair Jan Keith Farmer.

OPEN DISCUSSION

Comments on second reading policy revisions

Richard Silverman stated that as he was looking over the policy revisions under Business for Board Action, he wondered if someone could give the pros and cons of the changes that have been made. He said that the major changes resulted from moving from requiring board approval to permitting the President's approval. He wanted to know the reason why the board does not have that approval and what advantages are in that. He acknowledged that most of the time it won't make a difference one way or the other, but since administrators do make mistakes, if the board doesn't exercise final approval, the chances of making a mistake is enhanced and the board can ultimately be liable for administrative mistakes. Farmer said that he would address this specifically when they get to those resolutions under board action.

Proposed method to evaluate the President

Roberta Werle directed her comments to the resolution concerning the Presidential evaluation. She applauded the interest in establishing the criteria but asked that a vote on this item be postponed or amended for the following reasons. 1. As written, she believes there are ambiguities in some jargon that needs to be clarified or deleted. Examples she gave were the terms, 360 input, and representative sampling. Perhaps some guidance and standards for the selection of representatives should be specified. 2. A concern that the proposed policy requires the evaluation be given in a closed or executive session. She questioned whether or not this meets the criteria set forth in the Open Meetings Act under section 8a. The only exception permits the employee to request the closed session for evaluations, but there is no exception for the board of trustees to require a closed session as the proposed policy is written.

Regarding resolutions E, F and G policy revisions, she thinks it is important to the balance of powers between the President and the administration and that the proposed changes tends to go overboard; that the board is giving up too much of its power. She referred to the AQIP survey that identified areas of management that needed attention of communication and trust appeared to be lacking in many areas and needed to be rebuilt and she suggested that any proposed changes right now in the personnel policy might hamper those efforts to rebuild communication and trust. She asked that they postpone any action for six months to give the plans developed under AQIP an opportunity to see if they are going to be successful or not. Farmer responded that the board would address her concerns specifically when they get to the action items in question.

APPROVAL OF MINUTES

Minutes of the May 20, 2004 regular board of trustees meeting were reviewed and approved with a motion from Trustee Sally Galer, supported by Trustee Robert Bovee. The minutes from May 20, 2004 were declared approved as presented.

COMMUNICATIONS

Election results

Charles Rorie announced that our copy of the election certification arrived today, confirming the election of Richard Silverman, Jan Farmer and Roberta Werle to the Kirtland Community College Board of Trustees effective July 1 for six year terms of office. According to the board bylaws, there needs to be an organizational meeting on July 12 but since the regular board meeting is July 15, he suggested meeting once that week, on July 12 at 7 p.m. on which new board members will be sworn in and the new board officers will be elected and proceed into the regular board meeting for July to save having to meet twice in that week. By consensus, the board approved this change of meeting. The location was decided to be the college board room.

MCCA Summer Workshop, July 22-24, 2004, Traverse City

The agenda and information packet has arrived from the Michigan Community College Association and was made available to trustees and trustees-elect for planning purposes.

Recognition of service to the board of trustees

Charles Rorie presented two engraved plaques for recognizing outgoing board members, Arlene J. Wilder and Patricia G. Webb for six years of dedicated and distinguished service to the Kirtland Community College board of trustees.

Letters received

Rorie presented a certificate of participation in Project Graduation, Feed a Body. Feed a Mind in recognition of Alpha Omicron Gamma Chapter in the Phi Theta Kappa International Community Service Initiative.

He presented an award received from the American Cancer Society, Great Lakes Division, Inc. recognizing Kirtland Community College for fighting cancer on multiple fronts through the ACS At Work program during fiscal year 2003. To qualify for this award, a company/school/organization must be involved in five or more ACS programs. Kirtland participated in the following programs: Smokefree Worksite, Access to Cancer Information, Relay for Life, Tell a Friend, and Volunteerism.

Charles Rorie read a letter of resignation from Carole Kuehn dated June 23, 2004. Her resignation, effective immediately, was due to her husband accepting a job out-of-state and she will be accompanying him. She wrote that she has enjoyed being a member of this board and participating in the positive developments and continued growth of the college; she is delighted that for several years Kirtland has enjoyed the reputation of being one of the finest community colleges in the Midwest and that we consistently have faculty members who excel in their fields. She has been privileged to serve the people of the college district for a total of ten years and humbled by the trust they placed in her. She wished the new board continued success as they work together to make the often difficult decisions that are required to serve the district, faculty and students wisely and well.

Rorie reminded the board that the board bylaws under Article II Governing Bodies, Section 7 Vacancy, the directions are provided to fill a vacancy immediately with a qualified elector of the community college district to hold the office until the next regular community college election held, at which time the electors of the community college district shall fill the office for the unexpired portion of the term. He called for action by the board.

Trustee Roy Spangler moved to accept the resignation with regrets and to wish her well. His motion was supported by Trustee Sally Galer. Farmer added that the resignation be acknowledged by a letter with regrets and acknowledgment of her service to the board with an engraved plaque. There being no further discussion, the motion was put to a vote:

Vote: Ayes, five. Nays, zero Abstain, zero Absent, two The motion was declared adopted.

Chair Jan Farmer called for the next order of action to fill the vacancy. He asked for recommendations from the board. Trustee Roy Spangler acknowledge that it is proper to make a motion before entering into discussion, so he asked the chair to deviate from the rules of order. He noted that there could be a number of options that could be pursued. One of those is to consider the candidates who ran in the recent election. One thing he is concerned about is the tremendous investment in M-TEC in Gaylord, and Pat Webb has served on the governing advisory board since its inception. She is also an experienced trustee and he would like to see her appointed to the vacancy because of her six years of service on the board and specifically because of the amount of effort she has put in with M-TEC which is something we cannot afford to start from scratch on.

Trustee Roy Spangler offered a motion to nominate Patricia Webb for the unexpired term of office to serve until the next biennial election in 2006, effective next board meeting. Trustee Sally Galer supported the motion by Spangler. During the discussion phase of the motion, Sally Galer spoke of her opportunity to attend conferences and seminars with Pat Webb, to observe her work ethic through the years and her ideas on education, her dedication to her students and her involvement with M-TEC. She agreed with the comments by Spangler that M-TEC is at a crucial stage with being a turn-around in our perception in that community and she agrees that the position will be served ably and that choosing Pat Webb to fill the vacancy is a good decision. Chair Jan Farmer called for a roll-call vote.

Vote:

Robert Bovee, Aye

Sally Galer, Aye

Jan Farmer, Aye

Roy Spangler, Aye

Patricia Webb, Abstain

The motion was declared approved.

BUSINESS FOR BOARD ACTION

• RESOLUTION TO BESTOW EMERITUS STATUS

The following preamble and resolution were offered by Trustee Roy Spangler and supported by Trustee Sally Galer:

WHEREAS

1. Richard Silverman has dedicated 34 years of service as an Instructor and an Administrator at Kirtland Community College;

2. He has served as an advocate for the development and support of educational programs at Kirtland Community College;

3. He supported and facilitated the process of establishing the general education core competencies for all associate degree programs;

4. He supported and assisted the college in passing the operational millage in 1991;

5. He has encouraged the use of technology in instructional delivery;

6. He advocated and supported faculty professional development;

7. He supported and encouraged the development of the college athletic programs;

8. He has been an advocate for the Kirtland Center for the Performing Arts;

9. He has met all of the qualifications for Emeritus Status;

NOW, THEREFORE BE IT RESOLVED THAT

The board of trustees, in public recognition and appreciation of these years of service, does hereby bestow Emeritus Status on Richard Silverman, with all the honors and privileges such status entails.

Vote: Ayes, five Nays, zero Abstain, zero Absent, two Resolution declared adopted.

• RESOLUTION TO APPROVE THE 2004-05 PRELIMINARY BUDGET

The following preamble and resolution were offered by Trustee Sally Galer and supported by Trustee Roy Spangler:

• AQIP update

The AQIP Team provided a report of activities and training experience from the Strategy Forum they attended last week. They performed a skit intended to demonstrate the strategy forum with the theme, "The College in the Woods."

• M-TEC update

Doty Latuszek, Acting Provost, provided handouts including the agenda from the M-TEC Governing Advisory Board meeting of June 10, minutes from the May 13 meeting, a list of special events that took place on the M-TEC campus in May, a cover letter from the M-TEC Program Manager for Workforce Programs in the State of Michigan Department of Labor and Economic Growth with a copy of the non-financial agreement they have with all the M-TECs in Michigan. She reported that the final audit meeting was June 11 and minutes will be available soon. She said that we will be providing Otsego County with a copy of our 04/05 budget that was approved tonight and a status of the Shore-To-Shore Campaign. She is currently working on the Joint Operating Agreement with the University Center.

• Enrollment report

Stacey Barnes, Dean of Student Services, provided a student profile report for the Winter 2004 end of semester because census date is no longer a complete picture of our enrollment due to rolling and FLEX enrollments. She reported that we added 635 students after the census date with 989 credit hours. Summer census date headcount was 803, down 4.4 percent from last year. Credit hours at 3,479 are up 5.5 percent.

• Faculty List for the summer semester

Kathy Marsh presented the Summer 2004 faculty list by dean.

• Kirtland House

Ed Koliba informed those present that at one time the conference center was called the Kirtland House, then changed to continuing education center, then conference center. He recommends changing it back to The Kirtland House based on the varied use of the building as a meeting placed of choice for the campus and community. He invited feedback on the issue. No objections were voiced. Sally Galer approved.