Call to Order The regular meeting of the Board of Trustees of Colby Community College, Thomas County, Kansas was held at the Colby Community College Norton Campus, Norton, KS on October 15, 2012 at 5:30 p.m.
Members Present Cindy Black, Dale Herschberger, Kenton Krehbiel, Arlen Leiker, Bill Shields, Nick Wells, and Dr. Stephen Vacik.
Dr. Keegan Nichols, Vice President of Student Affairs; Alan Waites, Vice President of Business Affairs; Joyce Washburn, Dean of Academic Affairs; Barry Kaaz, Dean of External Affairs; Dr. Xuemei Yang, Dean of Institutional Effectiveness; Ryan Sturdy, Athletic Director; Brooks Wederski, Information Technology; Debbie Schwanke, Public Relations; John Gatz, board attorney and Jean Ann Wilson, Norton Director. Lisa Failla recorded the minutes of the meeting.
Call Meeting to Order Board Chairman Arlen Leiker called the meeting of the Colby Community College Board of Trustees to order at 5:30 p.m.
Amendment of Agenda Arlen Leiker amended the consent agenda to include Norton County Hospital and Colby Community College Norton Campus Maintenance Agreement; and Item K. Attorney/Client Privileges. Cindy Black made a motion and Bill Shields seconded the motion; motion passed unanimously.
At this time the Board toured the Norton facility.
Introductions Dr. Vacik introduced Jean Ann Wilson.
Consent Agenda Kenton Krehbiel made a motion to approve the consent agenda, including the minutes of the September 15, 2012 meeting; minutes of the October 1, 2012 meeting; agreements and contracts; and Resolution No. 4. [See attachments.] Nick Wells made a motion to approve them separately. Dale Herschberger seconded the motion. A vote was taken and the motion carried unanimously.
Minutes of the September 7, 2012 Board Meeting. Nick Wells said on page 2 under Endowment Foundation the date for the Annual Meeting was October 22, not October 2 as stated. On page 4 scholarship discussion, second paragraph was college is losing money, not Foundation is losing as stated. Dale Herschberger made a motion to pass the minutes as corrected. Cindy Black seconded the motion, motion passed unanimously.
Minutes of the October 1, 2012 Special Board Meeting. Cindy Black had a correction United Country HomeLand Realty and Auction should be identified as HomeLand Realty and Auction. No other corrections. Nick Wells made a motion to pass the minutes as corrected. Cindy Black seconded the motion, motion passed unanimously.
Nick Wells made a motion to approve the agreements as listed. Kenton Krehbiel seconded the motion; motion passed unanimously.
Nick Wells questioned a contract for Katherine Crone, stating there was no resignation letter for the Asst. Equestrian Coach that is currently on staff. Nick Wells requested the contract for Dr. Paige Ayers for veterinary services; Dr. Shad Clymer’s supplemental contract for Basic Nutrition for domestic animals, and Dr. Jennifer Martin’s supplemental contract be explained. Joyce explained Dr. Martin’s contract as lead investigator for the grant she wrote. Dr. Vacik stated this is the last year for the three-year grant and once the grant is gone so is the supplemental contract. Dr. Clymer is developing on-line classes which are part of the Title III Grant. Dr. Ayers’ contract was approved last month. However, there were some duties included that she wanted removed. A note needs to be included on future contracts indicating they are corrections, not a new contract. Kenton Krehbiel made a motion to approve the contracts as explained, Bill Shields seconded the motion. All in favor Dale Herschberger, Kenton Krehbiel, Arlen Leiker, Bill Shields. Opposed Nick Wells and Cindy Black.
Resolution No. 4. [See attachments.] Nick Wells made a motion to approve the payments. Kenton Krehbiel seconded the motion. Arlen Leiker commented all VISA statements need detail sheets and must reconcile with the statement. Alan explained the yellow highlighting as the way of determining which checks were paid the previous month. A vote was taken and the motion carried unanimously.
Dr. Keegan Nichols Dr. Nichols explained our programs are seeing more interest especially nursing and vet tech program at the College Planning Conferences. Dale Hershberger would like to see on-campus head count numbers in addition to credit hours. Dr. Nichols stated CCC is up significantly in the resident halls and housing is at capacity. Dale Hershberger would like Dr. Nichols to report on campus head count from past years to present to determine the increase in number of students. Colby Community College students are completing school with less debt and higher graduation rates. [See Student Services report attached.]
Joyce Washburn Cindy Black gave kudos to Pat Ziegelmeier for her award. Debbie Schwanke reported the music concert had been postponed until the holidays. [See attached report regarding Academic Affairs.]
Barry Kaaz Barry Kaaz reported Honeywell’s completion date is set for November 1. Bill Shields asked about the alternative energy courses. Barry reported three courses are yet to be developed (community wind, solar PV small wind energy hybrid course and energy efficiency). Barry met with three representatives from Midwest Energy to develop several other courses. Dale Hershberger asked to see the alternative energy savings report as prepared for the prior board meeting. [See External Affairs report attached.]
Dr. Zuemei Yang See Institutional Effectiveness report attached.
Debbie Schwanke Debbie Schwanke reported Rebel Jay has scheduled an Autumn Art Bazaar for October 27. The Cross Country teams won in Overland Park. [See Public Relations Report].
Ryan Sturdy [Athletic report is attached.]
Brooks Wederski Brooks Wederski reported on PowerCampus software. PowerCampus representative will be at CCC to meet with end-users. Brooks also reported on the wireless vendor search. [See IT report attached.]
Endowment Foundation Nick Wells reported the Foundation finished their audit and is ready for their annual meeting of the Endowment Foundation which will be held on October 22.
Program Report Jean Ann Wilson reported on the Norton nursing program. This is the first year for the PN night programs at the Norton and Wakeeney Campuses. Students are on campus 32 hours per week. Students have 2 additional hours per campus hour for studying which means they have a 96-hour week. Students are very visible in the community in Colby Community College attire. The core curriculum requires them to teach 5 days. Students come from different areas. The furthest away is from Alaska. The oldest student was 65. The average student age is 32. There are currently 18 students enrolled in the nursing program. Average starting wage varies from $15 and $25 per hour for PN.
Proposal to increase the Dr. Nichols stated the increase would take place in the fall. Dale
International Application Hershberger made a motion to approve the increase of an additional $50 to
Fee the International Application. Cindy Black seconded the motion. A vote was taken and the motion carried unanimously.
Thomas County Tuition Discussion took place regarding the Thomas County Tuition Grant. Dr.
Grant Vacik asked the board to adopt a resolution of policy to discontinue this policy next fall, except for those who are grandfathered in. Cindy Black made a motion to discontinue the Thomas County Tuition Grant; Dale Hershberger seconded the motion; motion passed unanimously. Bill Shields stated an informational letter from Dr. Vacik should be written and published in the paper.
Jayhawk Conference Update from Dr. Vacik and Ryan Sturdy following a visit from Bryce
Update Rodderick and the Council of Presidents meeting in Topeka earlier in October regarding the change in scholarship policy in the Jayhawk Conference.
Purple Wave Barry Kaaz contacted Purple Wave regarding the sale of several CCC vehicles. Barry Kaaz asked permission from the board to contract with Purple Wave for the sale of the vehicles. This would be effective for the sale on November 6. Nick Wells made a motion to contract with Purple Wave; Bill Shields seconded the motion; motion carried unanimously.
Review & Approval of Dr. Vacik stated we annually review our Mission and Vision Statements.
Mission Statements Nick Wells made a motion to approve the statements; Cindy Black seconded; motion carried unanimously.
Annual Board Retreat Arlen Leiker suggested the Board meet in shorter segments for the Board retreat instead of one day. Arlen Leiker suggested the Board meet for an hour in the morning and discuss a book that all will read and learn from, “You’re Broke Because You Want To Be,” by Larry Wingit. The Board will set a date at the next Board meeting to discuss the book. Nick Wells suggested the Board try this approach.
November Board Meeting Dr. Vacik requested we move the Board meeting from November 19 to November 26, 2012. Board materials will be distributed as usual. Kenton Kreihbel made a motion to move the board meeting date; Dale Hershberger seconded the motion. All in favor Dale Herschberger, Kenton Krehbiel, Arlen Leiker, Bill Shields, and Cindy Black. Opposed Nick Wells.
Financial Report Alan Waites explained that expenses are on track. We have $62,000 in open purchase orders. Cash balance September 30 was $527,000. Year-end close and audit preparation work is underway with significant field work being completed. HLC requested a financial workup to solve our financial issues based on the audit of June 2011. Our report for June 2012 will be much better. Student retention from fall to spring will be critical and we need to maintain those numbers. Arlen Leiker would like to know the realignment of funds. The Board needs to be aware if a department depletes its budget. Alan Waites stated that $500,000 – $600,000 in payables will be outstanding at the end of December. Kenton Kreihbel asked if items purchased in November/December are necessary or do we need to stop all purchases. Dr. Vacik assured the Board we are much more careful when we issue purchase orders.
Executive Session Cindy Black made a motion to meet in executive session to discuss negotiations for ten minutes and requested the presence of John Gatz and Dr. Stephen Vacik. Kenton Krehbiel seconded the motion; motion carried unanimously. Trustees, John Gatz, and Dr. Vacik met in executive session at 8:09 p.m.
Open Meeting The trustees reconvened in open session at 8:14 p.m.
President’s Report Dr. Vacik is leaving for meetings in Topeka on the afternoon of October 16. He will be in Manhattan on Friday. He will be gone from campus through October 19. Rachel Keefe walked into Dr. Vacik’s office today. She was the student who was in the serious car accident earlier this year. There was an issue raised under Senate Bill 155 which pays for tuition for high school students taking career technical classes with community colleges. It does not address the issue of fees, only tuition and cost of transportation. More information will be distributed at next month’s Board meeting. Dr. Vacik received a letter in September from Assistant Deputy Director for Academic Affairs State of Colorado. They want to enter into a tuition reciprocity agreement with Colby Community College.
Trustees’ Comments Dale Hershberger noted Norton was a beautiful location. Kenton Krehbiel stated Jean Ann Wilson has done wonderful job for the past 33 years. Bill Shields stated Norton was a beautiful location, thanks to the staff and students. Nick Wells stated the Colby Tree Board has offered to replace the pear trees if we will remove them. Cindy Black agreed with all regarding the Norton facility. Thanks to Alan Waites for the extra financial information. Thanks to Dr. Nichols and her group, the reports are great. Arlen Leiker thanked Alan for his reports and information. Thanks to Joyce Washburn, Dr. Keegan Nichols and Ryan Sturdy.
Adjournment Cindy Black moved and Bill Shields seconded a motion to adjourn the meeting. Motion carried unanimously. The meeting was adjourned at