Board of Trustees of John Wood Community College

Counties of Adams, Pike, Hancock, Calhoun,

Schuyler, Brown, Morgan, Scott, Cass

And State of Illinois

June 15, 2016

REGULAR BOARD MINUTES

Date: 06.15.16
RE: Regular Meeting Minutes
Location: Board Room, Student Administrative Center, Quincy IL 62305
1. Call to Order/Appointment of Assistant Secretary
The 06.15.16 Board of Trustees meeting was called to order in the Board Room, Student Administrative Center, at 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. 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
Attendees: Mr. Michael Elbe, Mr. Josh Welker, Ms. Leah Benz, Ms. Tracy Orne, Mr. Alan Prewitt, Mr. Michael Tenhouse, Mr. Randall Egdorf, Ms. Tracy Bugh, Ms. Raven Bugh, Ms. Royals Bugh, and Mr. Larry Bugh, Ms. Susan Fifer, Mr. Lou Barta, Mr. Dave Hetzler, and Mr. Steve Eighner.
Business Item 11.1 was moved to the first item of the meeting.
11.1 MOTION: Request approval to award a posthumous degree of Associates in Applied Science – Fire Science to Mr. River Bugh
Moved by: Mr. Fischer
Seconded by:
Discussion: River Bugh, a JWCC student, was in his last semester at the College and on track to graduate in May 2016. Unfortunately, Mr. Bugh was involved in a tragic accident and lost his life in March of 2016. The family requested a posthumous degree be awarded. Mr. Elbe and Mr. Gay presented the degree to the family of River Bugh in his honor.
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
3. Introductions
Mr. Douglas McQuern, Campus Police Officer was introduced to the Board of Trustees.
4. Special Report - Dr. Schachtsiek shared a document summary on the highlights of the INAM (Illinois Network Advance Manufacturing) grant. The financial benefits of the grants were provided with the total grant cost at $525,769. The following degrees and certificates were developed or improved; Certified Production Technician, Industrial Maintenance, Precision Machining Operating Certification, Precision Machining Machinist Certificate, and Welding Certifications. JWCC served 153 participants. Out of the 21 participating community colleges JWCC was 3rd highest in credentials earned, 3rd in credit hours completed and 6th highest in total unique participants. Welding saw major progress. Many of the 21 community colleges were located in heavily populated areas, hence, we did quite remarkable. One item noted was the stackable credentials. For the future it will be key is to stay connected and current with employers. Congratulation was given to Dave Hetzler, Jim Fuhrman, Alan Prewitt, William Stuflick and Rachel Rabe for their work on this grant.
5. Consideration of Items from the Floor
6. Public and/or Employee Comment
7. President and Committee Reports
7.1 ICCTA/West Central Region Report - Mr. Reginald Coleman, ICCTA representative, Mr. Jerry Hagmeier, alternate. A copy of the annual ICCTA meeting highlights were included in the table folder.
7.2 Board Executive Committee Report - Mr. James Gay, Mr. Larry Fischer, Mr. Jerry Hagmeier. The Executive Committee met on Monday June 13, 2016 at John Wood Community College in the office of the President, at 1:00 p.m. Present were: Mr. James Gay, and Mr. Larry Fischer trustees; Mr. Mike Elbe, president and Ms. Leah Benz, note taker. Mr. Jerry Hagmeier was absent.
Final discussion on board policies was held. It was noted the policies will be a living, breathing document.
The Executive Committee was provided an update on the FY16 budget. The fund balance was not utilized as much as anticipated. The fiscal goal of the College is to have 25% in reserve; we started FY16 with 24.8% of fiscal year expenditures in operating fund balance and we will end the FY16 fiscal year at approximately 23.2%. This is about a $238,000 deficit.
Bullet points for FY17 budget was shared. The committee continued with discussion on the June Board of Trustees agenda items. Other updates given were on the Advisory Council meeting, Board retreat in September, and the executive order from the Department of Labor.
7.3 Board Curriculum Committee Report - Ms. Diane Ary, Mr. Reginald Coleman. No meeting.
7.4 Board Finance & Audit Committee Report - Mr. Randy Sims, Mr. Don Hess. The Finance and Audit Committee met on Monday, June 6, 2016, at 1:00 p.m. Present were Mr. Randy Sims, and Ms. Diane Ary, 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.
The tentative budget was studied. Items included in the budget were:
·  Decrease in state funding of $811,000.
·  Increase in local government revenue of $460,000.
·  Increase in credit hour production from 43,100 to 43,800
·  Increase in tuition of $5.00 per credit hour
·  A universally assessed technology fee of $5.00 per credit hour
·  Faculty and staff salary increase of 2.75%
·  Strategic Objectives totaling $121,609
Other Board agenda items were discussed.
7.5 Student Trustee Report – Mr. William (LB) Cornwell. Student government officers met to go over the SGA budget for the next fiscal year. Mr. Cornwell thanked Administration for allowing him to attend the ICCB student trustee conference.
Summer classes are going well with 838 students enrolled in classes. A student retreat is planned. This is an exercise in team building and an opportunity to go over the by-laws.
7.6 Administration Report - Mr. Elbe
The Strategic Planning and Budget team has been meeting every week to review the budget and strategic objectives. The FY16 deficit is anticipated to end this year at $238,000
A copy of the FY17 Strategic Plan and the supporting objectives were included in the table folder. The plan and s objectives will be adopted at the July meeting. The board was asked to review the document prior to adoption.
8. Consent Agenda
8.1 Consent business agenda items approved
8.1.1 Request approval of the 05.18.16 regular meeting minutes
8.1.2 Request approval of the bills for May payment Finance and Audit Committee
8.1.3 Request approval of monthly financial statements for May Finance and Audit Committee
8.1.4 Request approval of trustee travel expenditures for May Finance and Audit Committee
MOTION: Approve the consent agenda items
Moved by: Mr. Hess
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
9. Grant Items All three grants were authorized under one motion and the vote is reflected at the end.
9.1 MOTION: Authorize the College to submit a grant application to the Department of Education for the Upward Bound Program RE: $250,00-$255,000 annually
Moved by: Mr. Hagmeier
Seconded by: Mrs. Ary
Discussion: This proposal is for the Upward Bound TRIO grant. It serves at-risk youth, namely those that are first generation in their family to attend college and low-income students.
9.2 MOTION: Authorize the College to accept funding from United Way of Adams County for RSVP RE: $12,500
Discussion: These funds are for RSVP Medical Transportation, Recruitment & Placement of Adams County RSVP Volunteers and Coordination of Adams County Shoe Programs.
9.3 MOTION: Authorize the College to submit a grant application to ICCB for Perkins Grant RE: $143,000.
Discussion: These funds are for support of College efforts in the development, improvement and implementation of Career Technical Education opportunities.
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
10. Personnel Items
10.1 MOTION: Request authorization to employ new staff and faculty, accept resignations, retirements, terminations, and implement status changes as presented and approval of the president’s contract
Moved by: Mrs. Ary
Seconded by: Mr. Fischer
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. Business Items
11.2 MOTION: Request approval of the Fiscal Year 2017 tentative budget resolution
Moved by: Mrs. Ary
Seconded by:
Discussion: The Fiscal Year 2017 operating revenue and expenditures are $14,232,143. This amount is reduced $85,000 from the 2016 budget. Revenue projections include:
·  State funding decrease of $811,000
·  Increase in credit hour generation from 43,100 (2016) to projected 43,800 (2017)
·  Increase in tuition and new technology fee $5.00 for each
The operating expenditure projections include:
·  All contractual obligations including all debt payments
·  Faculty and staff salary increases
·  Strategic objectives totaling $121,609
Ms. Susan Fifer was acknowledged for her work on balancing the budget.
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
11.3 MOTION: Request adoption of a resolution and certificate ascertaining the Prevailing Wage Ordinance of Laborers, Workmen, and Mechanics employed on public works of Community College District #539
Moved by: Mr. Hagmeier
Seconded by:
Discussion: A resolution ascertaining the Prevailing Rate of Wages for Laborers, Workmen and Mechanics Employed on Public Works of Community College District No. 539 and a Certificate foregoing that the resolution is a true and correct copy was presented for adoption. This information is posted.
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. 4 MOTION: Request approval to renew the United Way agreement
Moved by: Mrs. Ary
Seconded by:
Discussion: The United Way agreement is presented annually for approval. No substantial changes were made.
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
11.5 MOTION: Request approval to write-off delinquent student accounts as uncollectible RE: $79,962.86
Moved by: Mr. Fischer
Seconded by:
Discussion: A list of current year uncollectible accounts compared to last year’s amount was presented. The amount shared represented tuition, fees, bookstore write-offs, and special circumstance write-offs. Accounts are deemed as write-offs only after identified as uncollectible. If a student account is labeled uncollectible they are not allowed to receive transcripts or register for classes until paid in full. Any future recoveries are receipted into Miscellaneous Collection Revenue. Generally the write-offs are related to charges from 18 months to 2 years ago.
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
11.6 MOTION: Request approval of Memorandum of Understanding between JWCC Administration and JWCC faculty association regarding health insurance premiums RE: $47,500
Moved by: Mr. Hess
Seconded by: Mr. Hagmeier
Discussion: JWCC faculty association was approached to approve a second Memorandum of Understanding regarding health insurance premiums. Beginning July 1, 2016 the portion of the bargaining unit members’ health insurance premiums that are paid by the Board of Trustees will be reduced below the level referenced in section 7.01 of the Collective Bargaining Agreement. The portion of the premiums that the Board will pay for base plan dependent coverage will be reduced to approximately 48% for base plan child cover, 49% base place family coverage, and 49% base plan spouse coverage. The health insurance levels of coverage and bargaining unit members’ costs will remain unchanged.
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
11.7 MOTION: Request approval to of a RAMP document RE: Construction expansion of the JWCC Workforce Development Center and matching funds to the Illinois Community College Board
Moved by: Mrs. Ary
Seconded by:
Discussion: A Resource Allocation Management Plan document request for FY2018 was prepared for the Illinois Community College Board Capital budget. This document involves the construction of an expansion to the John Wood Community College Workforce Development Center. This request will involve a matching funds commitment by the Board of Trustees. With this approval it is then submitted for inclusion in the FY2018 ICCB budget.