BOARD OF TRUSTEES CHARLES STEWART MOTT COMMUNITY COLLEGE OFFICIAL MINUTES OF REGULAR MEETING, AUGUST 28, 2017 VOLUME 47

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1 BOARD OF TRUSTEES CHARLES STEWART MOTT COMMUNITY COLLEGE OFFICIAL MINUTES OF REGULAR MEETING, AUGUST 28, 2017 VOLUME SCHEDULED MEETING: BOARD CONFERENCE ROOM: 7:30 p.m. Applewood Café Prahl Technology Center TRUSTEES PRESENT: Michael A. Freeman Anne Figueroa Matthew Norwood John L. Snell, Jr. Rafael C. Turner TRUSTEES ABSENT: Sally Shaheen Joseph Art Reyes PRESIDING OFFICER: Michael Freeman, Chairperson Regular Board Meeting: 7:30 p.m. to 8:29 p.m. Certified as Correct: Michael Freeman, Chairperson Sally Shaheen Joseph, Secretary

2 178b BOARD OF TRUSTEES CHARLES STEWART MOTT COMMUNITY COLLEGE Regular Meeting, August 28, 2017 Volume 47 Minutes of Regular Meeting of August 28, 2017 COMMITTEE OF THE WHOLE Chair Freeman called the Committee of the Whole session to order at 6:45 p.m. He called on President Walker-Griffea, who first called on Dr. Amy Fugate, Vice President, Academic Affairs, to give the Trustees an introduction to the Coffee Beanery, located in the Prahl College Center. Dr. Fugate explained the Beanery s function as a Culinary Arts laboratory, adding that proceeds from sales are used to raise scholarship funds for Culinary Arts students. Dr. Walker-Griffea then called on Dr. Tanya McFadden, Vice President for Student Success and Enrollment Management, to lead a walkthrough of the College s admissions process, focusing on admission, placement testing, orientation, and financial aid. Dr. McFadden was assisted by Matt Stromer, Recruiter, Carol Brown, Placement Testing and Assessment Coordinator, Dr. Mari Yancho, Academic Success Specialist, and Jennifer McDonald, Director, Admissions and Student Success Services. Students Harley Brown, Nick Densmore, Elizabeth Draeger, and Jazinee Williams, were also on hand to provide a student perspective on the admissions process. Following a brief question and answer period, Chair Freeman adjourned the session at 7:21 p.m. I. CALL TO ORDER Chair Freeman called the meeting to order at 7:30 p.m. There were no additions to the agenda. II. ADDITIONS TO THE AGENDA III. ADOPTION OF AGENDA TREASURER SNELL MOVED THAT THE AGENDA BE ADOPTED. VICE CHAIR TURNER SECONDED THE MOTION. Chair Freeman called for a vote to adopt the agenda.

3 178c IV. SPECIAL PRESENTATIONS Chair Freeman called on President Walker-Griffea, who introduced Philip Espinosa, Associate Vice President, Human Resources. Mr. Espinosa introduced Chief Theresa Stephens-Lock, Executive Director, Public Safety, who received the Distinguished Woman in Higher Education Leadership Award for 2017 by the Michigan chapter of the American Council on Education (MI-ACE). Mr. Espinosa also introduced Al Perry, Athletics Director, who was named Athletics Director of the Year by the Michigan Community College Athletic Association. Dr. Fugate and Dr. Jjena Andrews, Faculty Member, Fine Arts and Social Sciences Division, introduced student Melissa Ruboyianes of Flushing, whose art piece entitled Peace, was named Best in Show at the 2017 Great Lakes Regional Community College Art Exhibition. Dr. Fugate also introduced Debra Gibes, Faculty Director for Experiential Learning, and announced that, for its outstanding service learning projects and initiatives, the College was awarded an Education Service Leader award at the annual Governor s Service Awards. Dr. Walker-Griffea then called on Dale Weighill, Associate Vice President for Institutional Advancement, to deliver the quarterly Institutional Advancement report, detailing Institutional Advancement s progress toward the College s Institutional Funding Goals, including fundraising and grant development. V. COMMUNICATIONS Secretary Joseph read a letter from Albert Koegel of Koegel Meats, expressing concerns with the creation of the Culinary Arts Institute downtown. There were no comments from the public. VI. COMMENTS FROM THE PUBLIC VII. APPROVAL OF MINUTES TRUSTEE FIGUEROA MOVED THAT THE MINUTES FROM THE JUNE 26, 2017 REGULAR MEETING BE APPROVED. TREASURER SNELL SECONDED THE MOTION. Chair Freeman called for a vote to approve the minutes of June 26, TRUSTEE NORWOOD MOVED THAT THE MINUTES FROM THE AUGUST 15, 2017 SPECIAL MEETING BE APPROVED. VICE CHAIR TURNER SECONDED THE MOTION. Chair Freeman called for a vote to approve the minutes of August 15, 2017.

4 178d Acceptance of Standing Board Committee Reports: Other Reports: VIII. INFORMATIONAL REPORTS 1. Personnel (Joseph, Norwood, Reyes): Vice Chair Turner reported that the Personnel Committee met on August 23, Minutes from that meeting appear as Attachment A. 2. Finance/Audit (Snell, Figueroa, Turner): Treasurer Snell reported that the Finance/Audit Committee met on August 23, Minutes from that meeting appear as Attachment B. 1. Board Goals and Objectives Committee (Turner, Figueroa, Freeman): Vice Chair Turner reported that the Goals and Objectives Committee met on August 24, Minutes from that meeting appear as Attachment C. 2. MCCA Trustee Institute and Summer Workshop: (Figueroa, Freeman, Turner, Reyes): Trustee Figueroa and Vice Chair Turner provided a report on the MCCA Trustee Institute and Summer Workshop. IX. UNFINISHED BUSINESS Chair Freeman called for a motion to approve Item 1.47 (Amendments to Board Policy 4410 (Purchasing). MOVED BY TREASURER SNELL, SECONDED BY VICE CHAIR TURNER THAT THE BOARD APPROVE ITEM Chair Freeman called for a vote on Item Chair Freeman called for a motion to approve Item 1.48 (Board Policy 7008 (Student Success). MOVED BY TRUSTEE FIGUEROA, SECONDED BY TREASURER SNELL THAT THE BOARD APPROVE ITEM Chair Freeman called for a vote on Item Consent Agenda: X. NEW BUSINESS Chair Freeman called for a motion to approve the Consent Agenda. MOVED BY VICE CHAIR TURNER, SECONDED BY TREASURER SNELL THAT THE BOARD APPROVE THE CONSENT AGENDA.

5 178e Chair Freeman called for a vote on the Consent Agenda, Item 1.52 (Treasurer s Report for July 2017). Individual Items: Chair Freeman called for a motion to approve Item 1.53 (Data Center Renovation Purchase Award). MOVED BY TRUSTEE FIGUEROA, SECONDED BY TREASURER SNELL THAT THE BOARD APPROVE ITEM Chair Freeman called for a vote on Item XI. ADMINISTRATIVE ITEMS Chair Freeman called President Walker-Griffea, who relayed information to the Board from a report she received on both national and statewide community college enrollment trends, both of which show a marked decline. The report also cited several factors and catalysts attributing to the decline. The report ended by highlighting potential solutions on how to combat the trends and increase enrollment. Dr. Walker-Griffea then distributed the Executive Summary and announced upcoming dates including the first day of the Fall semester, the annual Fall Rally, and Board meeting dates for September. President Walker-Griffea formally introduced Mr. Espinosa as a new employee, and then called on Sharon Ewles, Manager, Staffing, to introduce new employees Dr. Angelo Brown, Veta Matthews, and Kyle Roy. Dr. Walker-Griffea thanked Dr. Fugate and Dr. McFadden for their presentations, and recognized Lennetta Coney, Executive Director, College and Community Advancement and President, The Foundation for Mott Community College, for all her hard work to secure funds for the College, as well as her work in the community. Comments from Board Members: Trustee Norwood had no comments. Vice Chair Turner had no comments. XII. MISCELLANEOUS BUSINESS Trustee Figueroa complimented the College s presence at the Crim Festival of Races, and extended her well wishes to those affected by Hurricane Harvey. She also thanked Ms. Ewles for her time as Interim Associate Vice President for Human Resources. Treasurer Snell had no comments. Chair Freeman commended Mr. Perry, Ms. Gibes, and Mr. Weighill for serving as examples for the College s reputation in the community, and praised all the College s employees for their selfless contributions to student success, adding that the contributions serve to embolden the College s reputation and support the College s mission.

6 178f XIII. EXECUTIVE SESSION There was no Executive Session. XIV. ADJOURNMENT Chair Freeman declared the meeting adjourned at 8:29 p.m. Minutes submitted by Michael Simon, Assistant Secretary, Mott Community College Board of Trustees. A copy of the official meeting minutes and a compact disc recording of the meeting in its entirety are available for public viewing/listening in the Mott Library, main campus.

7 178g ATTACHMENT A PERSONNEL COMMITTEE Wednesday, August 23, 2017, 12:00 p.m., CM1019 Present: Joseph, Norwood, Reyes Trustee Joseph called the meeting to order at 12:00 p.m. Pre-Audit Communication: Larry Gawthrop, Chief Financial Officer, introduced Dana Coomes and Amar Rushing of Plante Moran, which has returned as the College s auditors. Ms. Coomes and Mr. Rushing explained that, as per auditing standards, Plante Moran must communicate to the Board their responsibilities as auditors, and provide an overview of the timing and scope of the audit. They further explained their focus on specific material accounts of the College, a review of College federal awards, and the testing of internal controls. Unfinished Business: Amendment to Board Policy 4410 (Purchasing): A copy of the resolution was provided for review. Mr. Gawthrop explained that the resolution, as it appeared before the Board, will be presented to the Board for approval at Monday s meeting. Board Policy 7008 (Student Success): A copy of the resolution was provided for review. Dr. Tanya McFadden, Vice President, Student Success and Enrollment Management, explained that the resolution, as it appeared before the Board, will be presented to the Board for approval at Monday s meeting. Consent Agenda: Treasurer s Report for July 2017: Mr. Gawthrop reported that total revenues for the period ended July 31 were approximately $11.8 million, representing 15.8% of the annual budget, which was 1.3% higher compared to last year at this time. Expenditures for the month were $4.5 million, representing 6.1% of the annual budget. Tuition and fee revenues were $10.4 million, and property taxes were approximately $336 thousand. Individual Items: Data Renovation Center Purchase Award: A copy of the resolution was provided for review. Randy Schapel, Director, Network Services, provided rationale and background on the resolution, which will be presented to the Board for approval at Monday s meeting. Other: Staffing Transaction Report: President Walker-Griffea formally introduced Philip Espinosa, Associate Vice President, Human Resources. Mr. Espinosa presented the Staffing Transactions Report for August President s Remarks: Dr. Walker-Griffea announced that she, members of the Executive Cabinet, and Chair Freeman attended the Governor s Service Awards on Monday, where Flint-area residents and organizations were recognized in every category, including the College. She also announced that, at a press conference held earlier that day, both Consumers Energy and the (Tom) Gores family announced significant donations to the America s Promise initiative. President Walker-Griffea also discussed the Eclipse Party held Monday, which received greater attendance than anticipated.

8 Dr. Walker-Griffea asked Mr. Gawthrop to provide an update on several construction projects, then alerted the Board to future guidelines changes from the Accreditation Council for Occupational Therapy Education, and asked Dr. Amy Fugate, Vice President of Academic Affairs, to provide further details. Finally, President Walker-Griffea discussed a potential partnership with a community college in Liberia, and then provided an enrollment update, asking Dr. McFadden to identify several measures currently in place designed to encourage students to complete registration. Trustee Joseph adjourned the meeting at 5:00 p.m. 178h

9 178i ATTACHMENT B FINANCE/AUDIT COMMITTEE Wednesday, August 23, 2017, 12:00 p.m., CM1019 Present: Snell, Figueroa, Turner Trustee Snell called the meeting to order at 12:01 p.m. Pre-Audit Communication: Larry Gawthrop, Chief Financial Officer, introduced Dana Coomes and Amar Rushing of Plante Moran, which has returned as the College s auditors. Ms. Coomes and Mr. Rushing explained that, as per auditing standards, Plante Moran must communicate to the Board their responsibilities as auditors, and provide an overview of the timing and scope of the audit. They further explained their focus on specific material accounts of the College, a review of College federal awards, and the testing of internal controls. Unfinished Business: Amendment to Board Policy 4410 (Purchasing): A copy of the resolution was provided for review. Mr. Gawthrop explained that the resolution, as it appeared before the Board, will be presented to the Board for approval at Monday s meeting. Board Policy 7008 (Student Success): A copy of the resolution was provided for review. Dr. Tanya McFadden, Vice President, Student Success and Enrollment Management, explained that the resolution, as it appeared before the Board, will be presented to the Board for approval at Monday s meeting. Consent Agenda: Treasurer s Report for July 2017: Mr. Gawthrop reported that total revenues for the period ended July 31 were approximately $11.8 million, representing 15.8% of the annual budget, which was 1.3% higher compared to last year at this time. Expenditures for the month were $4.5 million, representing 6.1% of the annual budget. Tuition and fee revenues were $10.4 million, and property taxes were approximately $336 thousand. Individual Items: Data Renovation Center Purchase Award: A copy of the resolution was provided for review. Randy Schapel, Director, Network Services, provided rationale and background on the resolution, which will be presented to the Board for approval at Monday s meeting. Other: Staffing Transaction Report: President Walker-Griffea formally introduced Philip Espinosa, Associate Vice President, Human Resources. Mr. Espinosa presented the Staffing Transactions Report for August President s Remarks: Dr. Walker-Griffea announced that she, members of the Executive Cabinet, and Chair Freeman attended the Governor s Service Awards on Monday, where Flint-area residents and organizations were recognized in every category, including the College. She also announced that, at a press conference held earlier that day, both Consumers Energy and the (Tom) Gores family announced significant donations to the America s Promise initiative. President Walker-Griffea also discussed the Eclipse Party held Monday, which received greater attendance than anticipated.

10 Dr. Walker-Griffea asked Mr. Gawthrop to provide an update on several construction projects, then alerted the Board to future guidelines changes from the Accreditation Council for Occupational Therapy Education, and asked Dr. Amy Fugate, Vice President of Academic Affairs, to provide further details. Finally, President Walker-Griffea discussed a potential partnership with a community college in Liberia, and then provided an enrollment update, asking Dr. McFadden to identify several measures currently in place designed to encourage students to complete registration. 178j Trustee Snell adjourned the meeting at 12:46 p.m. The committee continued discussion on the Board self-evaluation and the President evaluation process. Trustee Turner provided a copy of evaluation tools and criteria received from the ACCT. The committee discussed adding a discussion with the full Board during the May retreat, in addition to taking time to set goals, both for the Board and for the President. President Walker-Griffea recommended using the recurring themes from the Board dinner discussion to help shape the Board s institutional goals and to create a perspective statement. Trustee Turner adjourned the meeting at 3:11 p.m.

11 178k ATTACHMENT C GOALS & OBJECTIVES COMMITTEE Thursday, August 24, 2017, 2:30 p.m., CM1019 Present: Turner, Figueroa Absent: Freeman Trustee Turner called the meeting to order at 2:08 p.m. The committee continued discussion on the Board self-evaluation and the President evaluation process. Trustee Turner provided draft copies of survey instruments for Presidential evaluation, Board evaluation, and individual Trustee evaluation. The committed made edits to the Presidential evaluation draft, and Trustees Turner and Figueroa agreed to work on consolidating the remaining two survey instruments into one document. The committee then discussed a rollout timeline once all the documents have been finalized. Trustee Turner adjourned the meeting at 3:08 p.m.