KIRTLAND COMMUNITY COLLEGE

BOARD OF TRUSTEES MINUTES

May 19, 2005

CALL TO ORDER

Vice Chair Roy Spangler called the meeting to order at 7 p.m.,asking everyone to stand facing the U.S. Flag and recite the Pledge of Allegiance.

ROLL CALL

Members Present:      Robert Bovee, Jan Keith Farmer, Richard Silverman, Roy Spangler, Patricia Webb,

Roberta Werle

Members Absent:        Sally Galer

Others Present:          Stacey Barnes, Jerry Boerema, Irene Borak, Fay Bovee, Karen Brown, Mark Burger, Tony Coln, JoAnn Comerford, Jim Enger, Max Garnet, Kathy Koch, Ed Koliba, Doty Latuszek, Kathy Marsh,  Charles Rorie, Diana Saillant, Glen Schicker, Dale Shantz, Ron Sharp, Tim Scherer, Glen Schicker, Dale Shantz,  Jerry Werle

WELCOME

Members and guests were welcomed by Vice Chair Roy Spangler.

Agenda Adjustments

Roy Spangler asked if there were any additions or changes to the agenda. Charles Rorie, President, responded that the minutes from the May 10, 2005 board study session were added to the agenda, but then pulled for needed corrections.  The discussion item requested by Richard Silverman on the Kirtland Community College Intranet was deferred to the June 9, 2005 board of trustees meeting.  Rorie explained that the college’s webmaster will make a presentation at that time and be available to answer questions.  Under faculty/staff presenters, both Irene Borak and Teresa Stuck were listed as presenters, but since Teresa was unable to attend, Irene Borak will speak about the Kirtland’s Warbler Festival.

OPEN DISCUSSION

Roberta Werle reported that she ran into Patrick and Dennis Hanafin, volunteers with the Kirtland Center for the Performing Arts (KCPA) and the Kirtland Youth Theatre (KYT) while they were distributing program fliers throughout the district.  They make a 200 mile trip to complete the task in addition to ushering at the performances.  She wanted to recognize their contribution to the college as well as all the volunteers for Kirtland.  She said they should be invited to a board meeting for recognition and honor.  Ed Koliba, Chief Business and Finance Officer, responded that such an event was planned for this evening but since the Hanafin brothers were unavailable to attend, he and Gary Carton, Director of KCPA and Theatre Arts Dept., are planning a volunteer recognition presentation for a fall board meeting.

Roberta Werle commented on minutes from the College Administrative Team (CAT) meeting on May 3 which described a request for permission to hold a “Make-over Ambush” in which the cosmetology students would capture one or more volunteers in the student center to give them a free make-over and with consent, before and after photos will be taken.  She said this alarmed her because she hoped that people unaware would not be approached with the implication that “you are ugly and your hair looks dreadful.”  It would be a violation of good manners to point out things about other people and talk about them and she feels that it verges on bullying which is a problem in schools today. She said it is insensitive and demeaning for the college to be involved with such an event.  Karen Brown replied that the event will be promoted in advance seeking volunteers willing to participate.  She offered to communicate to the cosmetology department the need to seek volunteers who would like to be ambushed and make their selections from those volunteers only.  Werle was satisfied with that.

MINUTES

Minutes from the April 21, 2005 regular board meeting were reviewed; no corrections or additions were offered.  After a motion from Trustee Richard Silverman supported by Trustee Jan Keith Farmer, the minutes from April 21, 2005 were declared approved.

COMMUNICATION

Charles Rorie spoke of the Digital Community College Award that he shared with the board earlier by email, but he wanted to bring it before the board for the public record.  It is a national award and in the State of Michigan, there were only two community colleges to receive the award which was published in the Detroit newspaper.  Mark Burger, eServices Director, displayed the actual award and emphasized that this is a college-wide award having to do with everyone on campus who uses electronic communication.  Some of the considerations for the award were, can  students register on the web; do you offer online classes; do you offer degrees online, etc.  Macomb Community College was the other Michigan college to be awarded, and they were tenth in the large college group.  We were fourth nationally in the small college group.

Charles Rorie reminded the board of calendar events such as the public budget hearing to be held at 6:45 p.m. before the next regular board of trustees meeting on June 9, 2005 at which time the Preliminary Budget for 2005-2006 is expected to be approved.  The June 16 board study session on developing the college plan and AQIP will begin at 7 p.m. at the Kirtland House.  The July 20 board workshop on collective bargaining will be held at the Waterfront Conference Center, 20061 U.S. 31 North at Four Mile Road, Traverse City and will begin with lunch at noon.  The Michigan Community College Association (MCCA) summer workshop in Traverse City will be July 21-23, 2005.

FACULTY/STAFF PRESENTER

Irene Borak, Public Relations Director, apologized for not talking about the Bahamas trip, but she and Teresa Stuck will give a presentation on it in July.  Regarding the Kirtland’s Warbler Festival, she said it was always a pleasure to cover the festival as a reporter, but now that she is on the other side, as a Kirtland employee, she is amazed at the planning committee’s coordination such that she wanted to give them recognition.  She spoke of the work of Jim Enger, chairman of the warbler festival committee, and committee members Tom Dale who promotes education on endangered species, Carole Chilton who coordinates over 100 volunteers, Jackie Liddle who provides hospitality for the committee and for festival events, Dorothy Morse who organizes and assists before, during and after the festival, Lisa Hofman who organized and will coordinate the new 5-K and 10-K run called the Warbler Wobble, Jerry Weinrich for the bird tours, the Gerrish-Higgins school district for providing busses for the bird tours, and Keith Philippe, a college student from the Bahamas who works on the Kirtland’s Warbler Project tracking the warblers while they winter in the Bahamas.  He will be working this summer with the forest service out of Mio and will be a presenter at the festival. Sandy Hull provides office support and keeps track of the budget. Kyle Morrison will provide the digital photography at the children’s fishing pond which will be catch-and-release this year to promote conservation.  She mentioned that there are many community members who contribute to festival activities including 50 local businesses that contributed items for the silent auction.

Media coverage will be local plus the Bay City Times and Central Michigan University public television plans to do some documentary work.  There were 920 entries for the Warbler calendar with many from school children in the Bahamas.  The Bahamas connection, which she will present in July, is an educational effort to teach the children the importance of their habitat to the rare Kirtland’s Warbler which is so unique to our area.

Roy Spangler asked if there has been an economic impact study done on how the festival contributes to the local economy.  Jim Enger responded that he is working with the U.S. Fish and Wildlife Service out of Grayling to try and determine the economic impact.  He said they have been doing exit surveys and each year we get between 200 and 350 usable surveys.  About one third of the attendees are local, one third are from downstate, and one third are from out-of-state.  Chris Mensing, a biologist from the fish and wildlife service is trying to determine the same affect the birds are having in northern Michigan. Jim Enger has been working with him to try to refine the information in regard to eco-tourism.  The Audubon Society is also making efforts to determine the impact.

BUSINESS FOR BOARD ACTION

1. Resolution to approve proceeding with Kirtland Community College Firing Range

Jerry Boerema, Associate Dean of Instruction, referred to concerns at the last board meeting about the level of noise that will come from the proposed firing range.  He invited the board to take a break and step outside while he radioed two of his committee members, Max Garnett and Tony Coln, to fire off six rounds.  He explained

that the noise heard is without the berm or backdrop which will be part of the firing range construction and will muffle more of the sound.

After the break, Roberta Werle voiced concerns about liability and public use of the facility without a certified range master present. Jerry Boerema responded that he obtained a letter from the college’s insurance carrier approving the range at no extra cost as long as it is used for educational purposes.  He further stated that the firing range would always have a certified range master present at posted times of operation and at all other times the facility will be locked.  She asked about a hold-harmless clause and whether legal counsel has been sought.  Ed Koliba said that this detail has not been pursued yet only because approval to construct is being sought first. Operational issues with specific policies and procedures will be brought to the board before the facility is completed for use.  The range is anticipated to be open in time for the fall semester.  Richard Silverman suggested approving the resolution contingent on having answers to questions and concerns by the next regular board meeting.

Werle asked about the issue of start-up costs from the maintenance and repair  (M&R) fund, asking what maintenance and repair items will not be done because of the firing range cost. Ed Koliba explained that borrowing from the M&R fund will not affect the budget allocation at all; it remains as budgeted and the cost of the range will be borrowed from the fund balance with expectation of pay-back within five years.  Werle wanted to see how much of the Director of Facilities’ budget will be allocated to the firing range. She asked Koliba to get with JoAnn Comerford to address the issue of budget allocation for deferred maintenance and what the immediate needs are.

The following preamble and resolution were offered by Trustee Robert Bovee and supported by Trustee Jan Farmer: Richard Silverman noted that questions raised in discussion will be answered at the next meeting.

WHEREAS

        1.     Kirtland Community College has committed to providing learning opportunities and, when appropriate, recreational opportunities to all segments of the college’s constituency, and

2.     Individuals seeking training in law enforcement and the safe and responsible use of firearms are important elements of the college’s constituency, and

3. Restrictions and cost for the use of appropriate outside facilities for the provision of this training are growing, and

        4.     The State of Michigan has deeded land to the college to address this deficiency, with a deadline of January 2007 for implementation, and

        5.     The board has reviewed the business plan for development of the firing range,

NOW, THEREFORE, BE IT RESOLVED THAT

The Kirtland Community College Board of Trustees approves proceeding with the development of the Kirtland Community College Firing Range as outlined in the business plan.

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

2. Resolution to approve POL 5.140 Sick Leave Policy  revision

The following preamble and resolution were offered by Trustee Jan Farmer and supported by Trustee Roberta Werle:

WHEREAS

The Kirtland Community College Board of Trustees has been presented the proposed revisions to POL 5.140 SICK LEAVE POLICY as a second reading at this meeting,

NOW, THEREFORE, BE IT RESOLVED THAT

This proposed revision to POL 5.140 SICK LEAVE POLICY be approved.

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

3. Resolution to approve POL 5.170 Tuition Free College Courses for Employees revision

The following preamble and resolution were offered by Trustee Richard Silverman and supported by Trustee Patricia Webb:

WHEREAS

The Kirtland Community College Board of Trustees has been presented the proposed revisions to POL 5.170 Tuition Free College Courses for Employees as a second reading at this meeting,

NOW, THEREFORE, BE IT RESOLVED THAT

This proposed revision to POL 5.170 Tuition Free College Courses for Employees be approved.

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

4. Resolution to approve POL 5.415 Recall of Classified Employees revision

The following preamble and resolution were offered by Trustee Richard Silverman and supported by Trustee Patricia Webb:

WHEREAS

The Kirtland Community College Board of Trustees has been presented the proposed revisions to POL 5.415 Recall of Classified Employees as a second reading at this meeting,

NOW, THEREFORE, BE IT RESOLVED THAT

This proposed revision to POL 5.415 Recall of Classified Employees be approved.

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

5. Resolution to approve POL 5.420 Part-time Paraprofessional Employee Benefits  revision

The following preamble and resolution were offered by Trustee Jan Farmer and supported by Trustee Richard Silverman:

WHEREAS

The Kirtland Community College Board of Trustees has been presented the proposed revisions to POL 5.420 Part-time Paraprofessional Employee Benefits as a second reading at this meeting,

NOW, THEREFORE, BE IT RESOLVED THAT

This proposed revision to POL 5.420 Part-time Paraprofessional Employee Benefits be approved as amended, adding non-dependent children.

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

6. Resolution to establish the General Fund Revenue Estimate for the 2005-06 fiscal year

The following preamble and resolution were offered by Trustee Robert Bovee and supported by Trustee Patricia Webb:

WHEREAS

        1.     Michigan Public Act 331 of 1966 requires the estimate of general fund revenue for the upcoming year, and

        2.     The college administrative team is recommending that the board of trustees establish the general fund revenue estimate for the 2005-06 fiscal year based on a thorough review of available data and sound assumptions.

NOW, THEREFORE, BE IT RESOLVED THAT

The general fund revenue estimate be established in the amount of $13,709,708 for the 2005-06 fiscal year.

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

7. Resolution to amend tax sheltered retirement plan documents

The following preamble and resolution were offered by Trustee Jan Farmer and supported by Trustee Roberta Werle:

WHEREAS

        1.     The college has three tax-sheltered retirement plans in existence, an Exclusive Benefit Governmental 403(b) Retirement Plan, a 401(a) Optional Retirement Plan, and a Deferred Compensation Plan, and

        2.     Changes in federal regulations regarding “automatic rollovers” at termination of employment require plan amendments

NOW, THEREFORE, BE IT RESOLVED THAT

        1.     The Amendment to the Kirtland Community College Exclusive Benefit Governmental 403(b) Retirement Plan, which addresses the Plan’s compliance with the “automatic rollover” requirements of Internal Revenue Code Section 401(a)(31)(B), is hereby approved and adopted, and

        2.     The Chief Business and Financial Officer is hereby authorized and directed to execute and deliver to the Administrator of the Exclusive Benefit Governmental 403(b) Retirement Plan the amendment.

        3.     The Amendment to the Kirtland Community College 401(a) Optional Retirement Plan, which addresses the Plan’s compliance with the “automatic rollover” requirements of Internal Revenue Code Section 401(a)(31)(B), is hereby approved and adopted, and

        4.     The Chief Business and Financial Officer is hereby authorized and directed to execute and deliver to the Administrator of the 401(a) Optional Retirement Plan the amendment.

        5.     The Amendment to the Deferred Compensation Plan, which addresses the Plan’s compliance with the “automatic rollover” requirements of Internal Revenue Code Section 401(a)(31)(B), is hereby approved and adopted, and

        6.     The Chief Business and Financial Officer is hereby authorized and directed to execute and deliver to the Administrator of the Deferred Compensation Plan the amendment.

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

8. Resolution to approve the 2005-06 Preliminary Budget

Board members with questions about the budget were asked to submit their questions to Ed Koliba or Charles Rorie by June 1 so that the administrators will have enough time to prepare accurate responses in a useful format.

The following preamble and resolution were offered by Trustee Richard Silverman, with the understanding that board members will submit questions to administrators about the budget which will be part of the presentation at the next regular board meeting and supported by Trustee Jan Farmer:

WHEREAS

The 2005-06 Preliminary Budget was presented as a first reading at this meeting of the Board of Trustees,

NOW, THEREFORE, BE IT RESOLVED THAT

The 2005-06 Preliminary Budget be moved to a second reading at the next scheduled meeting.

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

REPORTS FOR BOARD INFORMATION

Board self-evaluation report

Richard Silverman pointed out the copy in each board packet of a draft summary of the board self-evaluation and explained how the board selected the items from the Association of Community College Trustees (ACCT) suggested list of questionnaire items.  They chose 22 items that would reflect areas of strengths, concerns, and areas needing attention.  Each board member filled out a self-evaluation and submitted it to ACCT which compiled the results.  From those results, Richard Silverman produced the summary document.  Roberta Werle asked about the ACCT results, and Silverman thought it might be useful to distribute that information at the next meeting for the public record.

ADJOURNMENT

With no further business to come before the board, the meeting was adjourned at 9:25 p.m.

Respectfully submitted,

Kathy Koch