Board of Trustees Meeting Minutes, March 21, 2011

 
Call to Order
The Pratt Community College Board of Trustees meeting was called to order at 6:35 p.m.
Chair Ed Barrett, Vice Chair Ken Van Blaricum, Michele Hamm, Wendell Howell, Mike Koler, Jenny Larrison and Jeff Shumway attended. Also in attendance were President Dr. William Wojciechowski, Vice President of Instruction Jim Stratford, Vice President of Finance and Operations Kent Adams, Vice President of Students & Enrollment Management Lisa Perez Miller and Athletic Director Kurt McAfee. The faculty was not represented, and the staff was represented by Emma Foltz. The clerk is Jody Jorns.
Pledge of Allegiance
Mr. Howell led the group in the pledge of allegiance.
Introduction of Guests
Other guests included Eric Webb, Assistant to the President for Planning & Assessment; Ann Ruder, Director of Admissions and Enrollment Services; Stan Reimer; Carol Bronson of the Pratt Tribune; and Rick Dirks and Dawn McCracken of Dirks Copy Products Inc.
Special Topic for Discussion:   AQIP Project Team Update
Mr. Webb introduced the Academic Quality Improvement Program (AQIP) instituted at PCC as its accreditation process. Although accreditation in the U.S. is optional, it is required for federal funding eligibility, and its purpose is to provide quality assurance.
Under this accreditation system, PCC used AQIP Action Projects to evaluate and improve institutional performance, and the Systems Portfolio, an accountability report of institutional performance that is reviewed by the Higher Learning Commission (HLC). Accreditation also includes expert reviews, consultations and site visits by the HLC.
After a quick review of past action projects, Ms. Ruder introduced a new project, Expanding Career Exploration Learning Resources, which addresses first-year undecided students, and high school and middle school students. As part of the project, service area high schools were surveyed about current career exploration resources. The results were used to brainstorm ideas about how PCC can expand the resources for these students with hands-on experiences such as the College Start Academy and Academic Olympics. However, the project faces challenges due to grant funding cuts and personnel restraints.
Ms. Miller reviewed the team charter of another new action project team: Leading and Communicating. Campus-wide communication systems were listed as top issues for employees during a recent survey and in discussions after customer service training. As the team’s work progresses, Ms. Miller will provide the Board with updates.
Dr. Wojciechowski noted several achievements from one completed AQIP project: Valuing People. The results included a campus salary/classification study with new position descriptions, a new review process, the longevity bonus system and job classification system training for the personnel director.
Mr. Van Blaricum reported his involvement in a previous AQIP team meeting and expressed interest in attending additional team meetings.
Dr. Wojciechowski noted that the AQIP accreditation process has many advantages over the old method, which was labor intensive and required numerous campus visits that could be several years apart. The AQIP system allows for continuous improvements, better communication with HLC and ultimately, a peer review.
Board Education Topic: Review of Auxiliary Funds
Mr. Adams reviewed his summary of auxiliary and agency funds at PCC, found in Exhibit B. Dr. Wojciechowski noted that agency and auxiliary funds are not public funds, so PCC has more discretion on how funds are used.
Mr. Adams clarified that while PCC has authority to direct how these funds are spent, they cannot be transferred directly into the college’s general fund accounts. Mr. Stratford provided some examples of how auxiliary/agency funds have been used, however, to relieve the general and vocational budgets. Mr. McAfee noted that in athletics, auxiliary/agency funds are used for travel and other expenses not covered in the budget.
Communications to Board                                                                                                   
New and revised items were reviewed in Exhibit C. The Board/Administration planning session is April 30.
Consent Agenda
Minutes of the February 21, 2011 regular meeting were presented in Exhibit D.
Personnel Actions were presented in Exhibit E.
Financial Reports were presented in Exhibit F and reviewed by Mr. Adams. Increased enrollment is straining the budget, but expenditures are running favorable and a positive cash flow is expected at the end of the fiscal year. Weekly allocations and reviews by the Financial Working Group are helping to save expenses.
Enrollment Management Report was presented in Exhibit G and reviewed by Ms. Miller. As of today, the total headcount is up 7%, and credit hours are up 3%. The housing occupancy level remains at 80%. The Urban League partnership launched recently, providing Health Occupations Technology (HOT) training to students at the UL Center in Wichita. This first class is full with 20 students, and there is a waiting list for future training. Early enrollment for Fall 2011 begins next week.
Development/Foundation Report was presented in Exhibit H. Ms. Jorns reported that Beaver Backer Bash sponsorships total about $4,000 to date and more are expected. An Italian feast will be served Friday, April 29, and various musical groups will entertain the crowd. The committee is gathering 100 items for live and silent auction, including trips, sporting and theater tickets, golf outings, etc. New this year, commemorative wine and highball glasses will be available for $10. The glasses also will serve as tickets for door prize drawings.  Tickets are $12/single or $20/double and are available at the Foundation office or at the door.  Six Outstanding Alumnus of the Year nominations were submitted to PCC’s Instructional Council and its decision is expected April 8. The award will be presented during a luncheon May 13, and the honoree is expected to speak during Commencement later that day.
Management Information Systems (MIS) Reports were presented in Exhibit I.
Ms. Larrison motioned to approve the consent agenda, and Mr. Howell seconded the motion. Motion carried unanimously.
Actions for Board Approval
Bids for Copiers: Mr. Adams reviewed the bids for copiers he distributed. The administration recommended approving the lease-purchase bid from Dirks Copy Products Inc., as it was the lowest bid. He noted that all bids met bid specifications. When asked about equipment warranties, Mr. Dirks noted the bid includes labor, parts and toner. Mr. Howell motioned to approve the recommendation, and Ms. Larrison seconded the motion. The motion carried 6-0, with Mr. Shumway abstaining.
Board Policy Review – 3-05: Financial Condition: Mr. Howell motioned to approve the policy as written and waive a second reading. Ms. Hamm seconded the motion, and the motion carried unanimously.
Oral Reports
KBOR – Dr. Wojciechowski provided the following report from the March 16 Kansas Board of Regents meeting in Topeka:
·        Comments from Chairman Sheerer: KBOR appreciates community college and technical college supporting KBORD in opposing proposed legislation by House Speaker O’Neal. A bill to abolish in-state tuition for undocumented students was defeated in committee.
·        KBOR’s Economic Impact Study
o   Focus is on Return on Investment for dollars spent.
o   Conclusion: For each dollar spent, KBOR system institutions return $11.94 to the state.
o   Only one county where there is a KBOR institution lost population between 2000 and 2010. All others gained population.
o   Counties with colleges have less average unemployment rates and have higher than average compensation for populations as a whole as compared to those without colleges.
·        Legislative Update
o   Community college tax credits restored by committee.
o   SB143, tiered funding model for technical education, was approved.
o   Concealed carry law affecting college campuses was referred to committee.
o   KBOR requested $813 million in state funding, and Gov. Brownback is recommending $751.7 million.
 
ACCT/KACCT: Mr. Van Blaricum mentioned upcoming events including the annual ACCT conference in Dallas this fall and various other leadership opportunities for Board members.
Staff: Ms. Foltz reported the Staff Senate is working to revise the staff handbook. Ken Brown of Pratt Regional Medical Center presented PRMC’s customer service training program, and there are plans to implement some elements at PCC.
Wrap-up: There were no comments.
Executive Session for Personnel Matters
Ms. Hamm motioned at 7:57 p.m. to enter executive session to discuss personnel matters involving non-elected personnel in order to protect the individuals’ rights to privacy, and that the Board will return to open session in 30 minutes. Mr. Howell seconded the motion, and the motion carried.
It was reported that Mr. Howell motioned at 8:20 p.m. to return to open session. The motion was seconded by Ms. Hamm and carried unanimously.
Open session resumed at 8:20 p.m.
Date/Time of Next Meetings
·        April 25, 2011: Regular Board Meeting in the Riney Student Conference Center at 6:30 p.m. Dinner at 6:00 p.m.
·        May 16, 2011: Regular Board Meeting in the Riney Student Conference Center at 6:30 p.m. No Dinner.
Motion to Adjourn
The meeting adjourned at 8:22 p.m.