Board of Trustees of John Wood Community College

Counties of Adams, Pike, Hancock, Calhoun,

Schuyler, Brown, Morgan, Scott, Cass

And State of Illinois

April 20, 2016

REGULAR BOARD MINUTES

Date: 04.20.16
RE: Regular and Reorganizational Meeting Minutes
Location: Board Room, Student Administrative Center, Quincy IL 62305
1. Call to Order/Appointment of Assistant Secretary
The 04.20.16 Board of Trustees meeting was called to order in the Board Room, Student Administrative Center, 1301 South 48th Street, Quincy, IL, 62305 at 7:00 p.m. by Mr. James Gay, Board Chair. Mr. Gay appointed Ms. Benz assistant secretary.
2. Roll Call
Ms. Benz called roll:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Merritt / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
Attendees: Mr. Michael Elbe, Mr. Josh Welker, Ms. Leah Benz, Ms. Barbara Casady, Mr. Bill LaTour, Mr. William Stuflick, Ms. Tracy Orne, Mr. Lou Barta, Mr. Randall Egdorf, and Mr. Jim Rapp
3. New Student Trustee
3.1 OATH OF OFFICE - Mr. William (LB) Cornwell was selected by the students to serve as the JWCC student trustee for 2016-2017. Mr. Rapp, legal counsel, administered the “Oath of Office” to Mr. Cornwell.
3.2 RECOGNITION OF OUTGOING STUDENT TRUSTEE - Mr. Luke Merritt who served as JWCC student trustee for 2015-2016 was recognized for his service.
4. Introductions
5. Organization of the Board
5.1 Election of Officers for the JWCC Board of Trustees - Mr. James Rapp, conducted the election for the board officer positions.
5.1 Motion: Nominate Mr. James Gay as chair, Mr. Larry Fischer as vice-chair, and Mr. Jerry Hagmeier as secretary, retaining the same officers for the 2016-2017.
Moved by: Mrs. Ary
Seconded by: Mr. Sims
Discussion: The nominations were closed.
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell
Ms. Ary
Mr. Hess / x
Mr. Fischer
Mr. Hagmeier
Mr. Coleman / x
Mr. Sims
Mr. Gay
Voice Vote / x
Elected as Chair; Mr. James Gay, Vice-Chair; Mr. Larry Fischer, and Secretary; Mr. Jerry Hagmeier.
5.2 Motion: Request adoption of a Resolution providing for the organization of the John Wood Community College Board of Trustees.
Moved by: Mr. Hagmeier
Seconded by:
Discussion: The adoption of this resolution states the organization of the John Wood Community College Board of Trustees for 2016-2017.
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
5.3 Selection of ICCTA representative and first alternate
The ICCTA representative selected was Mr. Reginald Colman and first alternate Mr. Jerry Hagmeier.
5.4 Selection of Board of Trustees committee representation
The board of trustees has three sub-committees which are listed below. The membership of the Executive Committee is the current chair, vice-chair, and secretary.
o  Executive Committee -Mr. James Gay, Mr. Larry Fischer, and Mr. Jerry Hagmeier
o  Finance and Audit Committee - Mr. Randy Sims, and Mrs. Diane Ary
o  Curriculum Committee – Mr. Don Hess, and Mr. Reginald Coleman
6. Special Report
7. Consideration of Items from the Floor
8. Public and/or Employee Comment
9. President and Committee Reports
9.1 ICCTA/West Central Region Report - Mr. Reginald Coleman, ICCTA representative, Mr. Jerry Hagmeier, alternate. The next ICCTA meeting is Lobby Day, May 4. President Elbe will be attending the president’s council meeting on May 3. The annual meeting is June 2-4 in Springfield.
No attendees will be going to the annual meeting.
Mr. Hagmeier and Mr. Fischer attend the West Central Region ICCTA meeting in Galesburg. The conversation was concentrated around the lack of funding from the state.
9.2 Board Executive Committee Report - Mr. James Gay, Mr. Larry Fischer, Mr. Jerry Hagmeier. The Executive Committee met on Wednesday, April 13, 2016 at John Wood Community College in the office of the President, at 1:00 p.m. Present were: Mr. James Gay, Mr. Jerry Hagmeier, and Mr. Larry Fischer trustees; Mr. Mike Elbe, president and Ms. Leah Benz, note taker.
The committee review the April Board agenda. Items included reorganization of the Board of Trustees, appointment of a new student trustee and recognition of outgoing student trustee. Other items included tuition increase, maintenance amendment agreement with Ellucian which operates are Banner system, college catalog adoption for 2016-2017, appointment of a part-time campus police officer, and the lease agreement for a Southeast Education Center.
Personnel items discussed were noted in closed session.
Board Retreat follow up items included discussion of administration contracts as required by a new law.
The committee discussed ICCB program review. A follow conversation on the recent Nursing transition and programs closed was held.
The Vice President of Instruction position was discussed. Four applicants were granted an on campus interview with staff, faculty, administration and the search committee. Administration plans to make a decision by Friday, April 15.
Mr. Gay requested trustees to submit to Ms. Benz 3-4 key goals that could be measurable. They will be discussed at the next Executive Committee and shared with all Board members.
9.3 Board Curriculum Committee Report - Ms. Diane Ary, Mr. Reginald Coleman. The Curriculum Committee did not meet.
9.4 Board Finance & Audit Committee Report - Mr. Randy Sims, Mr. Don Hess. The Finance and Audit Committee met on Monday, April 18, 2016, at 2:00 p.m. Present were Mr. Randy Sims, trustees, Ms. Susan Fifer, Director of Fiscal Services, Mr. Josh Welker, Dean of Business Services and Institutional Effectiveness, Mr. Mike Elbe; president and Ms. Jenny Venvertloh; note taker.
Bills for payment, financials, and investments were reviewed and recommended to the Board of Trustees for approval. The committee discussed the tuition increase of $5.00, the agreement with Ellucian for use and service of Banner, and a lease for a Southeast facility which will need approval pending ICCB approval. Budget expectations of the Board for FY17 is to bring a balance budget that would include 50% allocation from the state.
Cost report – an updated cost report was reviewed which included a cover sheet for explanation. Mr. Sims reviewed this report, noting substantial progress has been accomplished over the three year period in reducing our costs. Also, the total cost per credit hour is moving in the right direction. The goal continues to be as efficient as possible. We are continually monitoring the costs and have a good system in place to do so.
9.5 Student Trustee Report – Mr. William (LB) Cornwell. New Student Government Association officers were elected. April is community college month. Activities included a volleyball sand slam event, human vs zombies event, a trip to a cardinal game, and a memorial service for all students who lost their lives during this past year. During finals week SGA offers stress relief by providing stress balls; and extreme dodge ball. On May 2, SGA will host their end of year banquet.
9.6 Administration Report - Mr. Elbe The FY17 tentative budget will be brought to the Board in June. The budget is to be available for 30 days before adoption, which will be presented at the July regular meeting. The expectation is to bring a balance budget which will include 50% funding from the state. The Strategic Planning and Budget team plans to analyze each quarter what is happening at the state and proactively will make plans for our budget.
10. Consent Agenda
10.1 Consent business agenda items approved
10.1.1 Request approval of the 03.11.16 special minutes, 03.16.16 regular minutes, 04.06.16 special and retreat minutes
10.1.2 Request approval of the bills for March payment Finance and Audit Committee
10.1.3 Request approval of monthly financial statements for March Finance and Audit Committee
10.1.4 Request approval of trustee travel expenditures for March Finance and Audit Committee
MOTION: Approve the consent agenda items
Moved by: Mr. Sims
Seconded by:
Discussion:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
11. Grant Items
MOTION: Authorized to accept funds for Adams, Brown, and Pike County RSVP Program from CNCS Corporation RE: $145,190
Discussion:
MOTION: Authorized to submit a grant application to Illinois Secretary of State Library/Literacy Office for Adult Volunteer Literacy RE: $40,000
Discussion: Although this receiving this grant is slim, due to the budget impasse, the college is proceeding ahead in the submission of this grant application.
MOTION: Authorized to submit a grant application to the Workforce Investment office area #14 for Workforce Investment Office – Youth Programs RE: $30,000
Discussion: All three grants were moved for approval.
Moved by: Mr. Fischer
Seconded by: Mrs. Ary
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
12. Personnel Items
12.1 MOTION: Request authorization to employ new staff and faculty, accept resignations, retirements, and implement status changes as presented
Moved by: Mr. Fischer
Seconded by: Mr. Sims
Discussion:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
13. Business Items
13.1 MOTION: Request approval of a tuition increase for in-district, out-of-district, out-of-state, and on-line in the amount of $5.00
Moved by: Mr. Fischer
Seconded by:
Discussion: Base on a review of anticipated revenue for fiscal year 2017, a $5.00 increase was proposed. The rate will go from $134 to $139 for in-district and on-line and from $244 to $249 for out of district and out-of-state. A delivery fee is attached to on-line. This recommendation was based on the comparison of revenues to expenses by the Strategic Planning and Budget team.
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
13.2 MOTION: Request authorization of a maintenance amendment agreement to the Ellucian Support Inc. software maintenance agreement
Moved by: Mr. Sims
Seconded by:
Discussion: The College currently has a software maintenance contract through 2018 with Ellucian Support Inc., for the use and service of Banner. A maintenance amendment has been negotiated to extend the contract through 2023 with amended fees. Mr. Josh Brueck was thanked for his ability to negotiate this amendment agreement. It will save the College an estimated $60,000 for the next two years.
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
13.3 MOTION: Request adoption of the 2016-2017 college catalog and student handbook
Moved by: Mrs. Diane Ary
Seconded by:
Discussion: The 2016-2017 college catalog and student handbook serves as the primary informational document for prospective students and others who are interested in obtaining information about programs, services, and activities offered by the College. Because some court cases have ruled that a college catalog is a legally binding document, the Board of Trustees adopts this document. A disclaimer is incorporated in the book to allow for any changes that occur after printing. On-line catalog is kept current.
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
13.4 MOTION: Request adoption of a resolution authorizing the appointment of part-time campus police officers
Moved by: Mr. Hagmeier
Seconded by:
Discussion: The Illinois Law Enforcement Training and Standards Board (ILETSB) is recently requiring all police departments in Illinois to file an ordinance or resolution authorizing the appointment of part-time police officers. The resolution outlines duties and responsibilities, employment requirements, and disciplinary considerations for part-time police officers as well as documenting the restriction of working no more than 1560 hours in a calendar year.
This resolution will bring the department into compliance with the new ILETSB requirement.
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
13.5 MOTION: Request approval to enter into a lease agreement for a Southeast Education Center pending Illinois Community College Board approval
Moved by: Mr. Fischer
Seconded by:
Discussion: Administration began researching the needs of the Southeast area beginning in July 2014. A special meeting was held were 25 leaders from the southeast district met to assess the needs of that area. Their recommendation was that the College host five (5) community forums. The College hosted these community forums in Pittsfield, Nebo, Griggsville, Barry, and Bluffs. From this initiative came an advisory council who met three times a year to assist in identifying a facility.