Recorded Board meetings may be viewed in the Tri-City area on Cable Channel 13 on Wednesdays at 3:00 a.m. and 10:00 p.m.

Transcription

1 YAVAPAI COLLEGE DISTRICT GOVERNING BOARD Approved Minutes of Meeting Tuesday, January 15, 2008 Verde Valley Campus Building I, Room Black Hills Drive Clarkdale, AZ Recorded Board meetings may be viewed in the Tri-City area on Cable Channel 13 on Wednesdays at 3:00 a.m. and 10:00 p.m. Members Present: Mr. Ray Sigafoos, Chair Dr. Dale Fitzner, Board Member Mr. Herald Harrington, Board Member Dr. Patricia McCarver, Board Member Dr. Donna Michaels, Board Secretary and Spokesperson Attorneys Lynne Adams and Kim Demarchi from Lewis and Roca LLP, were in attendance. Staff and Guests Attending Meeting Lists are on file in the District Office.. 1. Call to Order - Procedural 2. Chair Sigafoos called the Yavapai College District Governing Board meeting to order at 10:08 a.m. 3. Pledge of Allegiance - Procedural The Pledge was led by Dr. Michaels. 4. Welcome to Guests and Staff - Procedural Chair Sigafoos and Dr. Horton welcomed guests and staff and thanked them for their attendance. 5. Approval of December 11, 2007 Board Retreat, Regular Meeting and Executive Session Minutes; and December 13, 2007 Special Meeting Minutes -Decision Mr. Harrington moved, seconded by Dr. Michaels, that the December 11, 2007 Board Retreat, Regular Meeting and Executive Session Minutes; and December 13, 2007 Special Meeting minutes be approved. Motion carried unanimously. 6. Adoption of Agenda Decision Chair Sigafoos recommended that since there are not any topics for executive session - Item No. 31 pertaining to Executive Session be removed. Mr. Harrington moved, seconded by Dr. Michaels, the agenda be adopted with the removal of Item No. 31. Motion carried unanimously. 7. Open Call Procedure No one from the public signed up to speak. 8. Information from the President Reports: ACCA (Arizona Community College Association); Monthly Summary/Update; YCSA (Yavapai College Staff Association); Faculty; College Highlights January Information ACCA Dr. Horton reported the 2008 legislative session officially began on January 14, ACCA is reviewing all the legislative bills. Representative Jennifer Burns will be submitting a bill for a State Board for Community Colleges (reference draft document dated January 7, 2008 handout). A team of Page 1 of 8

2 community college presidents is working on this with Representative Burns. There is a meeting today to consensually agree on the language of this draft. It was noted, there was an error in the document on the first page, line 5, that there are 11 members who are appointed by the Governor for the State Board, not 9. This includes one community college governing board member and one community college president, and specifies that there will be a balance between rural and metro communities in terms of board representation. There will be statewide coordination of new and specialized programs of community college districts to avoid duplication. Hopefully, the State Board can bring representation to the legislature. This is a bill Dr. Horton believes the community colleges can live with. It is also believed that it will cost one million dollars to establish the infrastructure for this State Board. Discussion followed with a few summary points listed below: Chair Sigafoos indicated that he doesn t see any provisions in the document that become ownerist in terms of ownership issues. Dr. Michaels referenced Page 3, No. 6, Lines 7, 8, 9, and 10. She suggested the following sentence read: Nothing in this paragraph shall be construed to allow the state board for community colleges any authority over or approval of the actual selection or renewal of college presidents or chancellors. Mr. Harrington mentioned that this wasn t a bad bill. The provisions found at Page 1, Section 7(e) Uniform data collection, reporting and budget formats and (f) sound auditing mechanisms and internal controls of the finances of the State Board for community colleges and the finances of community college districts, are consistent with those used by the auditor general and may be costly, whoever ends up paying for it. Dr. McCarver stated it was good to see local control. In the Bill Summary for the 2008 Legislative Session, Dr. Horton highlighted SCR 1003-Prop 13 Arizona. This is a proposed Constitutional amendment that would change property tax calculations in the state, mirroring the initiative effort by Prop 13 Arizona, which Senator Harper is introducing. The College needs to watch this closely, and there needs to be aggressive lobbying efforts against this bill. The recommendations by the Chair of the Appropriations Committee lists a potential of $1.5 billion of cuts. Capitol funding for community colleges amounting to about $750,000 each year for projects may be cut. Prescott Valley and Yavapai College Joint Library Venture Groundbreaking Ceremony took place on Friday, January 11, Chair Sigafoos and Dr. Fitzner were in attendance. It was suggested that Lisa Griest, Director of Library Services for Yavapai College, present to the Board in the future the Power of the Network. Faculty Report Scott Farnsworth, Faculty Senate President, focused on how important professional development is to the quality of faculty instruction, sharing several opportunities: Winter Institute (refer Board Packet, page 24). Approximately 70 people attended. Professional Growth fund allows faculty to submit requests to attend seminars/workshops, with potential funding up to $1,200 per request. Faculty Resource Center, Great Ideas for Teaching Center (GIFT), staffed by faculty with the ability to mentor other faculty. GIFT will be conducting internal workshops and hopefully provide professional growth opportunities for faculty as a whole. YCSA (Yavapai College Staff Association Report Todd Conoway, YCSA President, reported that previously there were two staff associations: Professional Staff Association and Operations Staff Association. Those two groups have now merged. The organization is in the process of revising bylaws with possible adoption on Employee Day, January 23, He also highlighted the importance of professional development. Staff oversees the Page 2 of 8

3 Professional Development fund (reference Board packet, pages 25 and 26) that provides opportunities for them to attend seminars and workshops. The amount approved per request is $500, with a total budget for at $25,100. Costs above $500 may be covered through other college budgeted resources or may be personally funded. The YCSA web page is being updated, and Blackboard is being used to share information with other staff colleagues about conferences attended. 9. Consent Agenda Heading 10. Transfers and Other Expenditures November - December - Receipt 11. Report on Revenues and Expenditures December - Receipt 12. Acceptance of Enterprise Resource Planning (ERP) Procurement System Contract with Oracle USA Receipt 13. Acceptance of Enterprise Resource Planning (ERP) Procurement System Contract and Related Documents with SunGard Higher Education Receipt 14. Acceptance of Ratification Resolution 2008-#01 Prescott Valley Fain Acquisition Purchase Agreement Receipt and Decision 15. Acceptance of Resolution 2008-#02 Provide Accumulation of Funds for the Purpose of Purchasing Land, Buildings or Improvements or Constructing Buildings or Improvements Receipt Chair Sigafoos recommended that Item Nos. 12 and 13 be removed from the Consent Agenda for additional and individual discussion. Mr. Harrington moved, seconded by Dr. Michaels, to approve consent agenda Item Nos. 10, 11, 14 and 15. Motion carried unanimously. Item No. 12: Acceptance of Enterprise Resource Planning (ERP) Procurement System Contract with Oracle USA Receipt Mr. Lynch, Vice President of Administrative Services, reported that this was a ratification of the Oracle contract that the Board gave college staff the authority to negotiate and finalize at the December 13, 2007 Special Meeting. The only change was on page 41 of the Board packet; the Agreement Name was changed to the following: Per AZ State Contract AD The highlight is that Oracle runs on the same system as Banner and the College was able to secure the Software Update License and Support (SULS) in for the first seven years, not to exceed 4%. Dr. Fitzner moved, seconded by Mr. Harrington to approve and ratify the Enterprise Resource Planning (ERP) Procurement System Contract with Oracle USA. The motion carried unanimously. Item No. 13: Acceptance of Enterprise Resource Planning (ERP) Procurement System Contract and Related Documents with SunGard Higher Education Receipt Mr. Lynch gave an overview of the SunGard Contract, which is a little different than was presented at the District Governing Board Special Meeting on December 13, 2007 in regard to licenses and third-party products. The College decided to defer purchasing some of the thirdparty products until the system is up and running, at which point they can be added. He highlighted the following areas (refer to Board packet): a. Page 59, First Annual Contract Year Payment - Improvement fees are locked in at 4% for the next ten years. Beyond the tenth year (December 31, 2017), the percentage will not exceed 10%. b. Page 72, Table 1, Licensed Software. This is a list of software license fees that will be purchased. The College has to pay the state and local use tax on the licenses. c. Page 127, Background Information. This summarizes the total cost of software licenses, implementation and training services and associated costs estimated at $3,900,000. All implementation services, training services and associated travel will be invoiced on a time and materials basis. d. High-Level 24 Month Banner Implementation Timeline and Strata Information Group (refer to handout). Page 3 of 8

4 e. The College is holding back on hiring a couple technical positions. f. Currently, recruitment for a consultant with Banner experience is being sought. g. Any issues that need resolution will come to the President s Leadership Team for a quick response and resolution to keep the process moving. Mr. Harrington moved, seconded by Dr. McCarver to approve and ratify the Enterprise Resource Planning (ERP) Procurement System Contract and Related Documents with SunGard Higher Education in particular with the costs enumerated in Table 1-Licensed Software at $672,835, Table 2- Third Party Software for which SunGard Higher Education is a Pay Agent only at $49,600, Table 3-Services at $1, , Table 5-Enterprise Scheduler by AppWorx Services at $29,500, and Table 6-Third Party Services for which SunGard Higher Education is a Pay Agent only at $27,717. Motion carried unanimously. The Board members expressed gratitude to the staff and faculty for their time and support in the success of this project. 16. Board Education - Heading 17. Annual Review of Ethical Standards and Training - Information Ms. Kim Demarchi, Attorney of Lewis and Roca, facilitated and educated the Board on their annual ethical training, sharing relevant information that focused on provisions of governing board policies and Arizona statutory law. (A copy of Ms. Demarchi s presentation is available on the College website.) Conflict of Interest forms were available for Board members to complete and return to the President s office for review and possible discussion among members at the February 12, 2008 Board meeting. Chair Sigafoos called for an early lunch break. The meeting recessed at 11:22 a.m. Meeting reconvened at 12:02 p.m. 18. Monitoring Reports - Heading 19. Review of Monitoring Report and Data by President RE: Policy 2.1 Treatment of Consumers Monitoring. Dr. Horton reported non-compliance on Executive Limitations Policy 2.1 Treatment of Consumers. The College has shown healthy gains in student satisfaction in the Academic Advising and the Business Office areas; a small fluctuation between 2006 and 2007 in Phone-in Registration; but a decline in student satisfaction in the areas of Cafeteria/Snack Bar and Tutoring (refer to Board packet). The Cafeteria/Snack Bar and Tutoring areas have been addressed by hiring new management for the food service vendor (Chartwells), and the Student Affairs Division reorganized and streamlined the Learning Center s personnel and staff on the Verde Valley and Prescott campuses. Rose Hurley, Director of Human Resources, reported that a committee comprised of Sue Sammarco, Director of Office of Public Information; Adrienne Tabar, Director of Student Affairs; Susan Howery, Prescott Valley Campus Dean; and Barbara Wing, Dean of Prescott Campus will work together to develop a district-wide task force to develop a program that consists of internal customer service training along with making it a part of the College culture that offers customer service, student service and colleague service. Discussion followed with summary points below: Dr. Michaels indicated that the information included in the report was a good starting point. Mr. Harrington mentioned that the College has a culture that may be intimidating, especially to the first-time customer to Yavapai College. It is important that the College is sensitive to Page 4 of 8

5 customers and help students understand why a particular process is required. Prop 301 was referenced. Dr. McCarver indicated that it would be good to know how many students filled out the survey and if Financial Aid was included within Business Office data. She suggested in the future having the student organization identify the key issues. Mr. Harrington stated that the Board needs to understand and agree on the methodology of the report. Dr. McCarver indicated it is important to note the report is not in compliance; the Board can receive the document, but not approve the actual operational portion. Additional suggestions followed: o In future reports that indicate non-compliance, include a section that is identified as Improvement Plan. o Under Policy Consumer Communication, it was also suggested to include in the survey a measure that identified the clarity of the message to the consumer. Dr. Horton stated that in the future the methodology in gathering the data will be included. Mr. Harrington moved, seconded by Dr. McCarver to accept Monitoring Report Board Self-Evaluation RE: Governing Board Policy 3.1 Governing Focus and Style and Policy 3.7 Cost of Governance Monitoring Chair Sigafoos indicated that he reported Out of Compliance on Policy because the Board isn t self-evaluating each meeting. Self-evaluation is happening quarterly, which requires a policy change. Marilyn Yetter, Executive Assistant to the President and District Governing Board, reported that Monitoring Report Checklist Policy 3.1 was not reported accurately by staff according to documentation received by Board members. A corrected report will be submitted at the February 12, 2008 Board meeting. Dr. Michaels moved, seconded by Dr. McCarver that the President should bring revised language of Policy 3.1.5, which reflects quarterly evaluation of board meetings, to the next regular meeting. Motion carried unanimously. Dr. Michaels indicated that she reported Out of Compliance on Policy , Board Reimbursement. She had no reimbursement issues; however she was unable to comment for other Board members. It was suggested to discuss the language of this policy and others at a future meeting to determine if the response requested is from a member of a group of five or as a whole. Dr. Michaels stated that she really needed more data to respond to Policy Dr. Fitzner moved, seconded by Dr. Michaels to accept the monitoring report as adjusted with the two items as discussed. Motion carried unanimously. 21. Review of District Governing Board Self-Assessment Annual Evaluation of Summary of Reports Receipt/Discussion and/or Decision This information was requested by the Board at the Board Retreat. This information was a compilation of reports to allow the Board to annually review and discuss items that needed improvement. The Board s consensus was that the policies had been refined for clarity and that the Board agendas have been reorganized to address topics the public is interested in first. Mr. Harrington moved, seconded by Dr. Michaels, to accept the Annual District Governing Board Self-Evaluation Summary of Reports, December 2006 through December Motion carried unanimously. 22. Break for Working Lunch Procedural This occurred prior to Item No Policy Issues Heading Page 5 of 8

6 24. Consideration of Lease-Financing Proposal for the Purchase of the SunGard Banner System and Oracle System and Related Costs Decision. Mr. Lynch reported that three bids were received for this project, ranging from the low fixed interest rate of 3.27% to a high fixed interest rate of 3.67% (refer to Board packet, page 127). The financial will cover the following items, all of which will be paid in February 2008: Banner software license at $672,835, Oracle software license at $222,300, Evisions FormFusion Enterprise software license $49,600, AppWorx Enterprise Scheduler software license at $29,500, Computer hardware at $276,050 and State and local use tax at $95,020. The remaining $1.6 million for the implementation services, training services, estimated SunGard travel costs and allowance for contractual increase in implementation and training services will be held in an escrow account earning interest. If, at the end of the project, dollars remain in the escrow account, they will serve as future maintenance payments. Dr. Michaels moved, seconded by Dr. Fitzner, to approve and direct staff to finalize the award of the lease-financing for the purchase of the ERP software licenses and associated implementation costs with the low bidder, De Lage Lander Public Finance. Motion carried unanimously. 25. Review of District Governing Board Policies Chairing Meetings; Delegation of Authority; Secretary Discussion and Decision. Legal Counsel, Lynne Adams, as requested by the Board at the December Board meeting, suggested to reword the following policies (changes in bold): Policy Chairing Meetings: The Chair is empowered to chair Board meetings with all of the commonly accepted power of that position (e.g., ruling, recognizing) using the Roberts Rules of Orders as guide for running meetings. Policy Delegation of Authority: The Chair may delegate his or her authority at any time, but remains accountable for its use. The Yavapai College District Governing Board members hereby delegate to the Chair or his or her designee the authority to sign on behalf of the Board and/or Yavapai College such documents as have been approved by the Board at a legal meeting. Policy Secretary: Unless the Chair has delegated his or her authority otherwise pursuant to Policy , the Secretary fulfills the duties of the Chair in the absence of the Chair, including chairing Board meetings and signing documents on behalf of the Board and/or Yavapai College. The Secretary assures the accuracy of Board documents. The Board has its own documents so that accuracy of Board records are critical for historical purposes. The secretary attests to the Board s adoption of policy. Dr. Michaels moved, seconded by Mr. Harrington to approve the revised Policies Chairing Meetings, Delegation of Authority and Secretary. Motion carried unanimously. 26. Review of December 11, 2007 District Governing Board Retreat Suggestions/Recommendations Discussion and/or Decision. Dr. Horton indicated that this report is a compilation of points that was discussed during the Board Retreat (refer to Board packet, pages 132 and 133). The majority of the responsibilities will be the responsibility of the staff. Discussion followed with a summary of points. Mr. Harrington stated that he appreciated receiving the interim agenda a week ahead of the Board meeting. Chair Sigafoos suggested under topic, Refine Board Self-Assessment, the schedule be changed from March to November/ December calendar timeframe and to use an outside facilitator. Page 6 of 8

7 Dr. McCarver suggested under topic, Monitoring Reports, that the why question be added to each monitoring report to be used as a discussion topic. 27. Board Member Liaison Committee Appointments Discussion and Decision Chair Sigafoos moved to nominate the following 2008 appointments: ACCA/AADGB Representative Dr. Fitzner Foundation Liaison Dr. McCarver Yavapai Combined Benefits Trust Representative Mr. Harrington Board Spokesperson Dr. Michaels The motion was seconded by Mr. Harrington. Motion carried unanimously. Chair Sigafoos will be the ACCA/AADGB alternate representative. Mr. Harrington indicated that year 2008 will be his last year to serve as Yavapai Combined Benefits Trust Representative. He offered to mentor the future-appointed representative. Foundation Report Dr. McCarver reported that the last Foundation meeting was on Wednesday, January 9, There was a report and presentation from the Technology Education Learning Support (TELS) team on Blackboard and how they support faculty. She indicated that at some point the Board might like to see this. Barbara Claybaugh, Director of Resource Development, presented the alumni website and talked about the alumni emphasis. Deb McCasland, Director of Major Fundraising, is doing some joint advertising with Friends of the Arts. Steve Walker, Director of the Foundation, added that from July 2007 December 2007, the Foundation raised $800,000 which is unprecedented. Yavapai Combined Trust Mr. Harrington reported that the next Yavapai Combined Trust meeting is scheduled for next week. AADGB (Arizona Association of District Governing Boards) Report Dr. Fitzner reported there will be an ACCA/AADGB combined meeting on Thursday, January 24, Chair Sigafoos and Dr. Fitzner will attend the ACCA Legislative Breakfast on Wednesday, January 23, 2008 at the Capitol. 28. Other Information Heading 29. Correspondence to the Board Receipt All Board members received a thank you note from Narcisa Polonio, Association of Community College Trustees (ACCT) Vice President of Education, Research and Board Services, for using their services in facilitating the Board Retreat, December 11, 2007 (refer to handout). They also received the Comprehensive Annual Financial Report for the Fiscal year ended June 30, Chair Sigafoos received a thank you scholarship award letter from Madelynn Davis. 30. Dates and Places of Future Meetings Discussion and/or Decision February 12, 2008 *Career and Technical Education Center (CTEC) 9:00 a.m. 11:00 a.m. OurBoardroom Software Training for Board Members 11:00 a.m. 11:30 a.m. Tour of CTEC for District Governing Board Members 12:00 noon Ribbon Cutting Ceremony 1:00 p.m. Regular Meeting *Tour of the new facilities available to the public following the Ribbon Cutting Ceremony. March 11, 2008, Tuesday, 1:00 p.m. Regular Meeting and Community Forum Prescott Valley Center Page 7 of 8

8 April 8, 2008, Tuesday, 1:00 p.m. Regular Meeting Prescott Campus, Rock House 31. Executive Session A.R.S Procedural As noted previously, since there were no executive topics, Item No. 31 was removed from the agenda. 32. Possible Action as a result of Executive Session Decision Since there were no executive topics, Item No. 32 was not necessary. 33. Adjournment of Regular Meeting Procedural Mr. Harrington moved, seconded by Dr. Michaels, that the meeting be adjourned. The motion carried unanimously. The meeting was adjourned at 1:20 p.m. Respectfully submitted: /S/ Marilyn Yetter, Recording Secretary Reviewed by Attorney Lynne Adams Date: January 18, 2008 /S/ Mr. Raymond Sigafoos, Chairman /S/ Dr. Donna Michaels, Board Secretary Board agenda, packet materials, handouts from meeting are on file in the District Office and posted on the College website: www2.yc.edu. The mission of Yavapai College is to provide cost-effective, convenient learning opportunities for the diverse populations of Yavapai County. Page 8 of 8