BOARD OF TRUSTEES CHARLES STEWART MOTT COMMUNITY COLLEGE OFFICIAL MINUTES OF REGULAR MEETING, AUGUST 22, 2016 VOLUME 46

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1 332a BOARD OF TRUSTEES CHARLES STEWART MOTT COMMUNITY COLLEGE OFFICIAL MINUTES OF REGULAR MEETING, AUGUST 22, 2016 VOLUME 46 SCHEDULED MEETING: BOARD CONFERENCE ROOM: 7:30 p.m. Room 1301 Regional Technology Center TRUSTEES PRESENT: Michael A. Freeman Sally Shaheen Joseph Albert J. Koegel Matthew Norwood John L. Snell, Jr. Rafael C. Turner TRUSTEES ABSENT: Lenore Croudy PRESIDING OFFICER: John Snell, Jr., Vice Chairperson Regular Board Meeting: 7:30 p.m. to 9:13 p.m. Certified as Correct: John L. Snell, Jr., Vice Chairperson Sally Shaheen Joseph, Secretary

2 332b BOARD OF TRUSTEES CHARLES STEWART MOTT COMMUNITY COLLEGE Regular Meeting, August 22, 2016 Volume 46 Minutes of Regular Meeting of August 22, 2016 COMMITTEE OF THE WHOLE Chair Snell called the Committee of the Whole session to order at 6:31pm. He called on President Walker- Griffea, who introduced Larry Gawthrop, Chief Financial Officer. Mr. Gawthrop introduced Larry Koehler, Executive Director, Physical Plant, Ken Gatenby, Supervisor, Maintenance, Tom Dilberti. Senior Vice President, Cenergistic, and Robin Dear, Energy Specialist, Cenergistic. Mr. Koehler provided a historical background of the College s energy conservation efforts, while Mr. Dilberti gave an overview of Cenergistic and their behavior-based energy conservation approach, implementation methodology, and measurement and verification process. Mr. Koehler, Mr. Diliberti, and Ms. Dear also discussed Cenergistic s energy plan with the College, citing the savings the College the witnessed and the reduction in energy consumption. They also discussed next steps and steps to shift employee behavior toward reducing energy usage. Following a question and answer period, Chair Snell adjourned the session at 7:09pm. Chair Snell called the meeting to order at 7:30 p.m. CALL TO ORDER: II. ADDITIONS TO THE AGENDA Trustee Norwood proposed the addition of Item 1.91 (Approval of Collective Bargaining Agreement for Professional/Technical Unit) to the agenda, to be placed after Executive Session. There was no objection. There were no further additions to the agenda. III. ADOPTION OF AGENDA SECRETARY JOSEPH MOVED THAT THE AGENDA, AS AMENDED, BE ADOPTED. TREASURER KOEGEL SECONDED THE MOTION. Chair Snell called for a vote to adopt the agenda, as amended. IV. SPECIAL PRESENTATIONS Chair Snell called on Dr. Walker-Griffea, who began by introducing Dale Weighill, Associate Vice President, Institutional Advancement, and thanking Mr. Weighill for all his work as part of the Say Yes to MCC millage renewal committee. President Walker-Griffea also acknowledged and expressed her gratitude to Anthony Alexander and Jimmy King, who served as co-chairs of the committee, as well as committee

3 members Joel Arnold, Doug Bacon, Nicole Derusha-Mackey, Pam Faris, Marcy Garcia, Larry Gawthrop, Anthony Panneck, Rafael Turner, and Sean Wasler. Mr. Weighill provided an overview of the operating millage and the renewal campaign, as well as a breakdown of the election results. He also highlighted changes from the 2013 bond millage renewal election. 332c Dr. Walker-Griffea called on Associate Vice President Weighill again, along with Lennetta Coney, President, Foundation for Mott Community College to provide a quarterly institutional advancement update, citing financial support of the College by the Foundation, continued focus on the College s institutional priorities, and results to date. President Walker-Griffea then called on Dr. Amy Fugate, Vice President, Academic Affairs, and Robert Matthews, Associate Vice President, Workforce and Economic Development. Dr. Fugate announced that the College was fully approved by the Higher Learning Commission for distance education programs. She and Mr. Matthews then discussed second chance programs, including the U.S. Department of Education s Second Chance Pell program, which will allow eligible incarcerated Americans to receive Pell Grants and pursue postsecondary education with the goal of helping them get jobs and support their families when they are released. As part of the program, the College plans to offer a Business Management Associate of Applied Science (AAS) degree and a ladder certificate into that program at the Thumb Correctional Facility in Lapeer. Dr. Fugate and Associate Vice President Matthews also discussed the Genesee County Court Community College Diversion Program, a partnership to divert individual charged with non-violent, first-time felonies with an alternative pathway from traditional probation, conviction and/or incarceration by providing training and educational pathways, adding that the Memorandum of Understanding was signed earlier in the day. There were no communications. There were no comments from the public. V. COMMUNICATIONS VI. COMMENTS FROM THE PUBLIC VII. APPROVAL OF MINUTES TREASURER KOEGEL MOVED THAT THE MINUTES FROM THE JUNE 27, 2016 REGULAR MEETING BE APPROVED. TRUSTEE NORWOOD SECONDED THE MOTION. Chair Snell called for a vote to approve the minutes of June 27, 2016.

4 332d Acceptance of Standing Board Committee Reports: Other Reports: VIII. INFORMATIONAL REPORTS 1. Personnel (Joseph, Norwood, Turner): Secretary Joseph reported that the Personnel Committee met on August 17, Minutes from that meeting appear as Attachment A. 2. Finance/Audit (Koegel, Freeman, Snell): Treasurer Koegel reported that the Finance/Audit Committee met on August 17, Minutes from that meeting appear as Attachment B Board Goals and Objectives Committee (Turner, Croudy, Freeman): Trustee Turner reported that the Goals and Objectives Committee did not meet. 2. MCCA Trustee Institute and Summer Workshop: Chair Snell reported that, during the MCCA Trustee Institute and Summer Workshop, Trustees Freeman and Turner were recognized for five years of service and Treasurer Koegel was recognized for 25 years of service. There was no unfinished business. Consent Agenda: IX. UNFINISHED BUSINESS X. NEW BUSINESS Chair Snell called for a motion to approve the Consent Agenda. MOVED BY SECRETARY JOSEPH, SECONDED BY TRUSTEE FREEMAN THAT THE BOARD APPROVE THE CONSENT AGENDA. Chair Snell called for a vote on the Consent Agenda, Item 1.86 (Treasurer s Report for July 2016). Individual Items: Chair Snell called for a motion to approve Item 1.87 (Approval of Michigan Department of Education Civil Rights Compliance Plan). MOVED BY TRUSTEE TURNER, SECONDED BY TREASURER KOEGEL THAT THE BOARD APPROVE ITEM Chair Snell called for a vote on Item 1.87.

5 Chair Snell called for a motion to approve Item 1.88 (Kearsley Park Softball Field Restrooms & Concession Area Purchase Award). MOVED BY SECRETARY JOSEPH, SECONDED BY TRUSTEE TURNER THAT THE BOARD APPROVE ITEM Chair Snell called for a vote on Item Chair Snell called for a motion to approve Item 1.89 (Fire Alarm Upgrade Purchase Award). MOVED BY TRUSTEE TURNER, SECONDED BY TRUSTEE FREEMAN THAT THE BOARD APPROVE ITEM Chair Snell called for a vote on Item Chair Snell called for a motion to accept the first reading of Item 1.90 (Amendment to Board Policy 1370 (Board Recognitions)). 332e MOVED BY SECRETARY JOSEPH, SECONDED BY TREASURER KOEGEL THAT THE BOARD ACCEPT THE FIRST READING OF ITEM Chair Snell called for a vote on Item XI. ADMINISTRATIVE ITEMS Chair Snell called on Dr. Walker-Griffea, who began by discussing the importance of accuracy in enrollment data, and called on Lori Hancock, Director, Institutional Research, who gave a brief presentation on enrollment data and how it is reported to the Integrated Postsecondary Education Data System (IPEDS). President Walker-Griffea then distributed the Executive Summary and announced upcoming dates including the All-Employee Kickoff Breakfast on September 1 and the Kickoff for second and third shift employees occurring the night before. She also announced Board meeting dates for September. Dr. Walker-Griffea then called on Mary Gmeiner, Associate Vice President, Human Resources, who introduced new employee Carla Clark. President Walker-Griffea thanked the evening s presenters, and congratulated Trustees Freeman, Koegel, and Turner on their milestone anniversaries with the Board. She also wished Treasurer Koegel a belated Happy Birthday and wished Secretary Joseph Happy Birthday next week.

6 332f XII. MISCELLANEOUS BUSINESS Comments from Board Members: Trustee Turner commented on how good to hear about the programs that reach out to citizens who are returning to the community and expand opportunities for those who had challenged. He also commended the energy savings initiative and congratulated Mr. Weighill and the Say Yes to MCC team. Trustee Norwood echoed Trustee Turner s statement, adding that it s hard to find people to stand up and help those people, and he was proud of the College for doing so. Trustee Freeman said that although many worked toward a successful millage renewal, Mr. Weighill was a standout for all his hard work, including opening his home to the community for a fundraiser, and thanked him for helping the College move forward. Treasurer Koegel had no comments. Secretary Joseph spoke about her role as the College s Trustee Representative on the MCCA Board of Directors, and their first meeting during the Summer Institute. Chair Snell asked if Jim Delaney, Board Attorney had any comments. Mr. Delaney commented on the fine job done by the Say Yes to MCC committee, adding that the results Mr. Weighill showed were evidence of significant progress on the part of the College and its impact on the community. Chair Snell had no comments. XIII. EXECUTIVE SESSION Mr. Delaney explained that, via a majority vote, the Board may move into Executive Session to discuss matters connected with the negotiation of a collective bargaining agreement, or for other matters exempt from discussion or disclosure by state or federal statute. MOVED BY TRUSTEE NORWOOD, SECONDED BY SECRETARY JOSEPH THAT THE BOARD MOVE TO EXECUTIVE SESSION TO DISCUSS MATTERS CONNECTED WITH THE NEGOTIATION OF A COLLECTIVE BARGAINING AGREEMENT AS WELL AS OTHER MATTERS EXEMPT FROM DISCUSSION OR DISCLOSURE BY STATE OR FEDERAL STATUTE. A ROLL CALL VOTE WAS TAKEN. FREEMAN AYE JOSEPH AYE KOEGEL AYE NORWOOD AYE TURNER AYE SNELL AYE The Board moved to Executive Session at 8:38 p.m. The Board exited Executive Session at 9:12 p.m.

7 332g Chair Snell called for a motion to approve Item MOVED BY SECRETARY JOSEPH, SECONDED BY TREASURER KOEGEL THAT THE BOARD APPROVE ITEM Chair Snell called for a vote on Item XIV. ADJOURNMENT Chair Snell declared the meeting adjourned at 9:13 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.

8 332h PERSONNEL COMMITTEE Wednesday, August 17, 2016, 4:00 p.m., CM1019 Present: Joseph, Norwood, Turner ATTACHMENT A Trustee Joseph called the meeting to order at 4:07 p.m. Pre-Audit Communication: Larry Gawthrop, Chief Financial Officer, introduced Dave Matuzak and Michelle Fowler of Rehmann, who made the firm s annual pre-audit communication to the Board. Ms. Kwaiser explained that, as per auditing standards, Rehmann must communicate to the Board their responsibilities as auditors, and provide an overview of the timing and scope of the audit. She further explained their focus on specific material accounts of the College, a review of College federal awards, and the testing of internal controls. Treasurer s Report for July 2016: Larry Gawthrop, Chief Financial Officer, reported that total revenues for the period ended July 31 were approximately $10.8 million, representing 14.9% of the annual budget, which was 0.9% lower compared to last year at this time. Expenditures for the one month ended were $4.6 million, representing 6.3% of the annual budget. Tuition and fee revenues were $10.3 million, and property taxes were approximately $347 thousand. Approval of Michigan Department of Education Civil Rights Compliance Plan: A copy of the resolution, which included a copy of the compliance plan, was provided for review. Amberly Brennan, Chief of Staff, provided rationale and background for the resolution, which will be presented for Board approval at Monday s meeting. Kearsley Park Softball Field Restrooms & Concessional Area Purchase Award Fire Alarm Upgrades Purchase Award: Copies of both resolutions were provided for review. Mr. Gawthrop provided information and details regarding each resolution, which will be presented for Board approval at Monday s meeting. Amendment to Board Policy 1370 (Board Recognitions): A copy of the resolution was provided for review. Michael Simon, Board Relations Coordinator, provided background and rationale for the resolution, which will be presented for Board approval at Monday s meeting. Staffing Transaction Report: Mary Gmeiner, Associate Vice President for Human Resources, presented the Staffing Transactions Report for August President s Remarks: Dr. Walker-Griffea called on Ms. Gmeiner to give information on the tentative agreement with the Professional/Technical bargaining unit, which, if ratified, will be need to be added to Monday s Board agenda for approval. President Walker-Griffea formally introduced Bernice Lindke, Interim Vice President for Student Success, to the committee. Ms. Lindke gave updates on changes within Student Services, and, along with Al Perry, Associate Director, Athletics, informed the committee on a matter involving the NJCAA, as well as changes in the Athletics Department s internal policies. Dr. Walker-Griffea then called on Ms. Brennan, who provided the quarterly legal update. President Walker-Griffea called on Mr. Simon, who informed the committee on changes to the Board dinner format. Trustee Joseph adjourned the meeting at 4:59 p.m.

9 332i FINANCE/AUDIT COMMITTEE Wednesday, August 17, 2016, 12:00 p.m., CM1019 Present: Koegel, Freeman, Snell ATTACHMENT B Trustee Koegel called the meeting to order at 12:04 p.m. Pre-Audit Communication: Larry Gawthrop, Chief Financial Officer, introduced Dave Matuzak and Michelle Fowler of Rehmann, who made the firm s annual pre-audit communication to the Board. Ms. Kwaiser explained that, as per auditing standards, Rehmann must communicate to the Board their responsibilities as auditors, and provide an overview of the timing and scope of the audit. She further explained their focus on specific material accounts of the College, a review of College federal awards, and the testing of internal controls. Treasurer s Report for July 2016: Larry Gawthrop, Chief Financial Officer, reported that total revenues for the period ended July 31 were approximately $10.8 million, representing 14.9% of the annual budget, which was 0.9% lower compared to last year at this time. Expenditures for the one month ended were $4.6 million, representing 6.3% of the annual budget. Tuition and fee revenues were $10.3 million, and property taxes were approximately $347 thousand. Approval of Michigan Department of Education Civil Rights Compliance Plan: A copy of the resolution, which included a copy of the compliance plan, was provided for review. Amberly Brennan, Chief of Staff, provided rationale and background for the resolution, which will be presented for Board approval at Monday s meeting. Kearsley Park Softball Field Restrooms & Concessional Area Purchase Award Fire Alarm Upgrades Purchase Award: Copies of both resolutions were provided for review. Mr. Gawthrop provided information and details regarding each resolution, which will be presented for Board approval at Monday s meeting. Amendment to Board Policy 1370 (Board Recognitions): A copy of the resolution was provided for review. Michael Simon, Board Relations Coordinator, provided background and rationale for the resolution, which will be presented for Board approval at Monday s meeting. Staffing Transaction Report: Mary Gmeiner, Associate Vice President for Human Resources, presented the Staffing Transactions Report for August President s Remarks: Dr. Walker-Griffea formally introduced Bernice Lindke, Interim Vice President for Student Success, to the committee. Ms. Lindke gave updates on changes within Student Services, and, along with Al Perry, Associate Director, Athletics, informed the committee on a matter involving the NJCAA, as well as changes in the Athletics Department s internal policies. President Walker-Griffea then called on Ms. Brennan, who provided the quarterly legal update. Dr. Walker-Griffea called on Mr. Simon, who informed the committee on changes to the Board dinner format. President Walker-Griffea called on Ms. Gmeiner to give information on the tentative agreement with the Professional/Technical bargaining unit, which, if ratified, will be need to be added to Monday s Board agenda for approval. Trustee Koegel adjourned the meeting at 12:56 p.m.