PROCEEDINGS
OF
GRAND RAPIDS COMMUNITY COLLEGE
BOARD OF TRUSTEES
OFFICIAL
REGULAR MEETING
BOARD CHAMBERS
MONDAY, NOVEMBER 16, 2015
I. ORDER OF BUSINESS
A. Meeting called to order at 4:16 p.m., Bert Bleke in the chair.
Present: Bailey, Bristol, James, Koetje, Verburg, Stewart, and Bleke – 7
Absent: Dr. Ender
B. Introduction of Guests
· Chairperson Bleke said he is not a guest but wanted to welcome new Trustee Koetje to the table.
· Chairperson Bleke asked that the following employees stand and be honored for the recent awards/recognize they have received for the work they do within the community; Leah Nixon, 40 under Forty business leaders in West Michigan, Mansfield Mattewson, Purchasing, Michigan Public Purchasing Officers Association Marvin F. Klang award, and Chris Arnold, Diversity Learning Center, YWCA Annual Tribute Advocacy Award.
C. Review and Approval of Agenda to include additions, deletions, or corrections.
· Motion by Trustee Bailey, seconded by Trustee Bristol to approve agenda.
Motion carries. 7-0
D. Open Comments – None at this time
E. Special Order of Business (New Business)
· Election of Secretary through June 30, 2016
Motion by Trustee Stewart, seconded by Trustee James to appoint Trustee Bristol to secretary through June 30, 2016. Motion carries. 7-0
· Bond Authorizing Resolution
Motion by Trustee Koetje, seconded by Trustee Bristol to approve Bond Authorizing Resolution as presented. Motion carries. 7-0
· Domestic Partner Benefits
Motion by Trustee Bailey, seconded by Trustee James to approve Domestic Partner Benefits as presented. Motion carriers. 6-1
I. Monitoring Reports
A. Report (s)
· Student Success Pathways – John Cowles & Eric Mullen
· Finance Update – Lisa Freiburger
III. UPDATES
B. Student Report – Brandon Sinclair
C. Foundation Update – None at this time.
D. Board Chair Report – None at this time.
E. President’s Update
· Supplier Diversity Report – Mansfield Matthewson
F. Faculty Association Update – None at this time.
IV. Community Connections
G. Communications to the Board – None at this time.
VI. Action Items
H. Purchases over $100,000 – None at this time.
GENERAL BUSINESS
A. Call to Order
B. Introduction of Guests
C. Review and Approval of Agenda to include additions, deletions, or corrections.
D. Open Comments
· Open comments in this section of the agenda are limited to comments specifically related to today’s board agenda.
E. Special Order of Business (New Business)
· Election of Secretary through June 30, 2015
· Bond Authorizing Resolution – Lisa Freiburger
· Domestic Partner Benefits – Lisa Freiburger
MONITORING REPORTS
F. Report (s)
· Student Success Pathways – John Cowles & Eric Mullen
· Finance Update – Lisa Freiburger to present.
UPDATES
G. Student Report – Brandon Sinclair to present.
H. Foundation Update - None at this time.
I. Board Chair Update
J. President’s Update
· Supplier Diversity Report – Mansfield Matthewson to present.
K. Faculty Association Update
December 2015
Event: Instrumental Ensembles Winter Concerts: Orchestra, Guitar Ensembles, Small String
Ensembles, Campus Band, Wind Ensemble, and other Small Ensembles
Date: Thursday, 12/3
Time: 7:30 p.m.
Location: St. Cecilia Music Center Royce Auditorium
Hosted by: Music Department
Admission: Adults $5.00; Students/Seniors $3.00
Event: Kent Philharmonic Orchestra Christmas Concert: Barber – Die Natali, Mozart – Sinfonia
Concertante, Soloists – Dylana Jensen, violin; Libor Ondras, viola
Date: Friday, 12/4
Time: 7:30 p.m.
Location: St. Cecilia Music Center Royce Auditorium
Hosted by: Music Department
Admission: Adults $10.00; Students/Seniors $5.00; Children 10 and under Free
Event: GRCC Music Department Choral Ensembles Concert
Date: Sunday, 12/6
Time: 3:00 p.m.
Location: St. Cecilia Music Center Royce Auditorium
Hosted by: Music Department
Admission: Adults $5.00; Students/Seniors $3.00
Event: GRCC Percussion Ensemble Recital
Date: Tuesday, 12/8
Time: 2:00 p.m.
Location: GRCC Music Center, Recital Hall, Room 200
Hosted by: Music Department
Admission: Free
Event: Fall Jazz Night: An evening of jazz presented by the GRCC Jazz Combos, and Jazz
Orchestra
Date: Tuesday, 12/8
Time: 7:30 p.m.
Location: GRCC Music Center, Recital Hall, Room 200
Hosted by: Music Department
Admission: Adults $5.00; Students/Seniors $3.00
Proceeds from this concert will benefit the Ray Gill Instrumental Jazz Scholarship
Event: Exam Cram
Date: Saturday, 12/12 & Sunday, 12/13
Time: 10:00 a.m. – 10:00 p.m. (each day)
Location: GRCC Library
Hosted by: GRCC Library and Academic Support
Event:Employee Holiday Breakfast
Date:Friday, 12/18
Time:7:45-9:00 a.m.
Location:Ford Fieldhouse
Hosted by:HR/Staff Development
Event:Dogfight (a musical)
Date:Dec 3, 4,5; 10, 11,12;17, 18, 19
Time:8:00 p.m.
Location:Spectrum Theater
Hosted by:Actors' Theatre (www.atgr.org)
Ticket cost: $22 to $26
COMMUNITY CONNECTIONS
L. Communications to the Board – None at this time.
CONSENT ITEMS
M. Minutes of previous meetings, Grant Awards/Requests, Personnel Transactions, & Financial Transactions
· Minutes from October 29, 2015 Regular Board Meeting & November 5, 2015 Special Board Meeting
PERSONNEL REPORT
(Includes in-process transactions through 11-5-15)
Appointments
NAME / DEPARTMENT / EMPLOYEE GROUP / POSITION / EFFECTIVE DATE / NOTESLisa Brown / College Advancement/
Foundation / Meet and Confer / Database Coordinator / 10-19-15 / New to College
John Forton / Athletics / Faculty / Head Golf Coach / 10-26-15 / New to College
Separations
NAME / DEPARTMENT / EMPLOYEE GROUP / POSITION / EFFECTIVE DATE / NOTESJoshua Ferguson / Conference Services / Meet and Confer / Assistant Banquet Chef / 10-30-15 / Separation
CONGRATULATIONS ON YOUR NEW POSITION
· Jennifer Kelly
From: Support Professional, Human Resources, Staff Development
To: Support Professional, Human Resources, Payroll
10-5-15
· Jose Mora
From: Support Professional, Distance Learning
To: Support Professional, Enrollment Center
10-12-15
· Myriah Williams
From: Support Professional, Testing Proctor, Academic Support & Tutoring Center
To: Support Professional, Business Department
10-12-15
· Stephen Brozek
From: Computer Tech Level I
To: Application Packager
10-12-15
Financial Transactions
M. Financial Transactions
(October 1 - 31, 2015)
1. Purchases $10,000-$100,000
a. General Fund
1) Purchase order issued to provide annual maintenance for Degree Works software.
Requestor: Michael Passer – Information Technology
Expenditure: $14,203.00
Disposition: Recurring Purchase
Supplier: Ellucian Company, L.P.
Malvern, PA
Bid: No, single source.
2) Purchase order issued to provide payment for GRCC pole line and duct system user fee.
Requestor: Donovan Wallace – Information Technology
Expenditure: $16,926.09
Disposition: Recurring Purchase
Supplier: Grand Rapids City Treasurer
Grand Rapids, MI
Bid: No, single source.
3) Blanket purchase order issued to provide GRCC radio advertising with WGRD.
Requestor: Leah Nixon - Communications
Expenditure: $17,880.00
Disposition: New Purchase
Supplier: Townsquare Media
Chicago, IL
Bid: No, single source.
4) Blanket purchase order issued to provide annual subscription for student refund management.
Requestor: Jane Mohr – Cashiers Office
Expenditure: $16,000.00
Disposition: Recurring Purchase
Supplier: Higher One, Inc.
New Haven, CT
Bid: No, single source.
b. Other Special Funds
1) Purchase order issued to provide lodging for Nations Cup participants (October 20-24, 2015).
Requestor: Mike Kidder - SICE
Expenditure: $13,112.00 (15-2359)
Disposition: New Purchase
Supplier: Courtyard by Marriott
Grand Rapids, MI
Source of Funds: Designated Fund
Bid: Yes, informally.
2) Purchase order issued to provide reimbursement for training, preparation and travel expenses for subject matter expert.
Requestor: Julie Parks– Workforce Development
Expenditure: $13,349.30 (51-2271)
Disposition: New Purchase
Supplier: Foremost Insurance
Caledonia, MI
Source of Funds: Michigan New Jobs Training Grant
Bid: No, single source.
3) Purchase order issued to provide payment of invoice for Veteran Resource Representative cost share.
Requestor: Tina Hoxie – Student Affairs
Expenditure: $14,593.00 (51-2559)
Disposition: New Purchase
Michigan College Access Network
Lansing, MI
Source of Funds: At Risk Grant
Bid: No, sole source
4) Purchase order issued to provide annual maintenance for Canon multifunction printer software.
Requestor: Danelle Sedore - ePrint
Expenditure: $18,501.00 (14-2412, 42-2822)
Disposition: Recurring Purchase
Supplier: Canon Solutions America
Burlington, NJ
Source of Funds: Auxiliary Fund, Plant Fund
Bid: No, single source.
5) Purchase order issued to provide updates to point of sale RaiderCard machines for EuroPay, MasterCard and Visa (EMV) compliance.
Requestor: Nate Hamilton – Information Technology
Expenditure: $28,084.00 (14-2359)
Disposition: New Purchase
Supplier: Blackboard, Inc.
Washington, DC
Source of Funds: Auxiliary Fund
Bid: No, single source.
6) Blanket purchase order change notice issued to provide desktop, laptop and tablet computers. Order increased $70,000.00; from $400,000.00 to $470,000.00.
Requestor: Kurt Meinders – Information Technology
Expenditure: $70,000.00/$470,000.00 (42-2822)
Disposition: New Purchase
Supplier: Blackboard, Inc.
Washington, DC
Source of Funds: Plant Fund
Bid: No, single source.
V. CONSENT ITEMS
These items will be adopted as a group without specific discussion. When approving the meeting agenda, any board member may request that a consent agenda item be moved to the regular agenda for discussion or questions. Recommended that the following items be approved as presented:
I. Minutes of previous meetings, Grant Awards/Requests, Personnel Transactions, & Financial Transactions
· Minutes from October 29, 2015 Regular Board Meeting & November 5, 2015 Special Board Meeting
Motion by Trustee James, seconded by Trustee Stewart to approve as presented. Motion carriers. 7-0
. 2. Purchases over $100,000 (ACTION ITEMS)
a. General Fund
No purchases for October 2015.
b. Other Special Funds
No purchases for October 2015.
ACCOUNTS: KEY:
11 – General Fund * MBE
14 – Auxiliary Fund ** WBE
15 – Designated Fund *** M/WBE
42 – Bonds, Plant Fund ****MLBE
51 – Grants # Non Responsive Bid
91 – Agency Funds NTE - Not to exceed
Sole Source: A single supplier that controls the supply of products or services in a defined market. Typically the product of market conditions such as: technology leadership, patent protection, limited or exclusive distributorship, etc.
Single Source: Supplier selection is determined by objective business decisions such as: leveraged volume purchase contracts, standardization programs, OEM (original equipment manufacturer) parts/service, just in time delivery requirements, etc.
2012 BOND PROJECT FUND CASH AND INVESTMENT SUMMARY
AS OF OCTOBER 31, 2015
Cash Accounts / Ending Balance
MILAF+ Max Class / 1,001,947.18
Total Cash / $ 1,001,947.18
Commercial Paper
Commercial Paper - JP Morgan Securities LLC / 498,500.00
498,500.00
Total Investments / $ 498,500.00
Total Cash & Investments / $ 1,500,447.18
ACTION ITEMS
N. Purchasing Items over $100,000
a. General Fund
No purchases for October 2015.
b. Other Special Funds
No purchases for October 2015.
VII. OPEN COMMENT
(Faculty, staff, students, and the Public are invited to address the Board on any matter.)
· None at this time.
VIII. FINAL BOARD COMMENTS
· Trustee James – Thanked Mansfield Mattewson and his team for their work and commitment to diversity. She congratulated Kathy Mullins for raising $110,000 at ScholarFest. Trustee James again congratulated Chris Arnold, Leah Nixon and Mansfield Mattewson on receiving awards for their outstanding work in the community and she welcomed Trustee Koetje to the board, saying glad to have him here.
· Trustee Stewart – Thanked Jodi Richart for the wonderful ceremony honoring the fallen Police Officers and also the folks that put the Veteran’s Celebration together saying the institution as publicly declared support of folks that protect through the wall of man.
· Trustee Bristol – Attended the ACCT Conference in October where many sessions highlighted the importance of removing barriers so that students can be successful. One suggestion was allow other departments help with counseling students. Trustee Bristol said the Police Academy Graduation was a joyous time to spend with the graduates and their families. She welcomed Dave to the board and echoed Trustee James on congratulating employees that were honored.
· Trustee Bailey - Welcomed Trustee Koetje and congratulated Kathy Mullins for the biggest ScholarFest in regards to amount raised. She thanked Mansfield Mattewson and his team for helping Tier 2 suppliers and other staff throughout the college that also make an effort with these suppliers. She also said that she would make a point to attend the December Student Alliance meeting and encouraged Trustee Bleke to do the same.
· Trustee Verburg – Congratulated the employees that were honored and welcome Trustee Koetje to the board.
· Trustee Koetje – Said he was humbled and honored to be appointed to the board. He went on to say that the good things that are happening underneath the surface at the college is what he believes he needs to find a way to keep the “wind in sails” as those people doing the work need to be encouraged and the work needs to be shared with the community. He thanked the Trustees for the warm welcome and said it was his privilege to be sitting at the table.
· Chairperson Bleke – Complemented the work that John and Eric are doing. He went on to say that having a deep understanding of student success is important so that the board is aware of what tools are being used to achieve this along with having the information to share with the community so that there is a better understanding that the system is both the college and community as they are connected.
IX. Adjournment
Adjourned – 6:08 PM
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