BOARD OF TRUSTEES FREDERICK COMMNUNITY COLLEGE. March 18, 2015 Regular Meeting

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1 BOARD OF TRUSTEES FREDERICK COMMNUNITY COLLEGE March 18, 2015 Regular Meeting The Board of Trustees of Frederick Community College met in regular session on Wednesday, March 18, 2015 in the Chris T. Matthews Board Room (A201). In attendance: Trustees Debra S. Borden, Chair; David F. Bufter, Vice Chair; Nick Diaz; Gary V. Fearnow; Doris J. White; Myrna R. Whitworth; and Roger A. Wilson. Also in attendance: President Elizabeth Burmaster, Secretary/Treasurer of the Board; Education Liaison Janice Spiegel; Kari Melvin, Recording Secretary; Joyce Ruane, Vice Chair, Support Personnel Association; Susan Johnson, Chair, Faculty Association; Mary Rolle, Chair, College Senate; Mick O Leary, representing the Administrative Staff Association; Dana McDonald, Vice President (VP) for Administration; Wayne Barbour, VP for Learning Support; David Croghan, VP for Continuing Education and Workforce Development; Tony Hawkins, Provost/VP for Academic Affairs; Jerry Boyd, Special Assistant to the President for Institutional Effectiveness; and other members of the College and staff. CALL TO ORDER The meeting was called to order by Board Chair Debra Borden at 7:00 p.m. The Chair recognized the Affinity Group representatives and others present. APPROVAL OF MINUTES The Chair called for approval of the minutes of the February 18, 2015 board conversation and regular meeting of the Board. On a motion made by Trustee Bufter and seconded by Trustee Whitworth, the Board unanimously approved the February 18, 2015 minutes, as presented. 2602

2 REPORTS OF SPECIAL COMMITTEES/PUBLIC PRESENTATIONS There were no items under this heading for this meeting. PRESIDENT S MONTHLY REPORT President Burmaster first made an announcement regarding the evacuation of campus buildings and closure of the College main campus that occurred earlier today. At approximately 9:30 a.m., it was discovered that there was a gas leak from a construction project on the College main campus. The gas was immediately shut off, the College-wide evacuation plan was activated, and Frederick County Department of Fire and Rescue as well as Washington Gas were contacted. Parents of children at the Children s Center and the FCPS Career and Technology Center were also contacted. Frederick City Police assisted with traffic direction when the College was closed. At approximately 10:15 a.m., the all clear was received from Frederick County Fire and Rescue. As a safety precaution, the decision was made to close the campus until 4:00 p.m. to allow crews ample time to repair the gas line. The repairs were completed at approximately 1:00 p.m. President Burmaster expressed thanks to the first responders, Frederick County Department of Fire and Rescue and Frederick City Police, and also to the students, faculty, and staff for their quick evacuation and cooperation. President Burmaster gave highlights from her written report, which the Board members received in their meeting packets. Also included in the President s written report were the following: Continuing Education and Workforce Development Enrollment Update, CIP Construction Project Updates and Change Order Log, Monroe Center Report, and College Highlights Report. President Burmaster introduced VP Croghan to provide an overview of the Continuing Education and Workforce Development Enrollment 2603

3 Update. VP Croghan also answered questions from the Board regarding the Monroe Center Report and will follow up with revised numbers for the Institute for Learning in Retirement program. President Burmaster reminded Trustees to complete their Financial Disclosure Statement with the Maryland State Ethics Commission as required under the Public Ethics Law and to provide a copy to the College. She also announced that she will be representing the College at Frederick County Executive Jan Gardner s budget hearing on March 23, 2015 at 7:00 p.m. at Winchester Hall, along with VP McDonald. ACTION ITEMS Confirmation of Board Poll: Approval of Notice of Non-Discrimination President Burmaster presented this item. In preparation for a compliance review by the Office of Civil Rights, the Notice of Non-Discrimination statement was in need of minor revision and more widespread posting. Staff developed a revised Notice with guidance from the Maryland State Department of Education. A Board poll was conducted on February 23, 2015 with the recommendation to approve the revised Notice of Non-Discrimination. All seven Board members responded with their approval. President Burmaster requested confirmation of the Board s approval. On a motion made by Trustee Diaz and seconded by Trustee Wilson, the Board unanimously confirmed Board approval. Approval of Board of Trustees Bylaws Trustee Borden presented this item. The Board of Trustees discussed a rough draft of its new Bylaws during the February 18, 2015 Board Conversation. The rough draft was distributed to the Senate, Administrative Staff Association, Faculty Association, Supportive Personnel Association, and the Supervisors and Department Chairs Communication Forum for review and input per the January 21, 2604

4 2015 Resolution adopted by the Board of Trustees. A final draft was developed and distributed to the above-named groups as well as the Trustees. Input from the second round of review was also incorporated into the final version proposed for adoption. Trustee Borden recommended approval of the new Board of Trustees Bylaws. On a motion made by Trustee Diaz and seconded by Trustee White, the Board unanimously approved the Board of Trustees Bylaws, as presented. Repeal of Prior Board of Trustees Bylaws Trustee Borden presented this item. The following policies and one procedure have been replaced with the adoption of the new Board of Trustees Bylaws and are no longer needed: Policy 1.10 Board Composition, Terms of Office and Principles of Operation; Policy 1.11 Election of Officers - Board of Trustees; Policy 1.12a. Responsibilities of the Board; Policy 1.12b. Board Communication; Policy 1.13 Duties and Powers of Officers; Policy 1.14 Meetings of the Board of Trustees; Procedure 1.14 Meetings Procedures; Policy 1.15 Board-President Relationships; Policy 1.16 Amendment of Bylaws; Policy 1.17 Consent Items for Board Agendas; Policy 1.18 Code of Ethics, Trustees Job Descriptions; and, Policy 1.19 Board of Trustees Open Meetings Act. Trustee Borden made a recommendation to repeal these policies and one procedure. On a motion made by Trustee Diaz and seconded by Trustee Whitworth, the Board unanimously approved to repeal Policies 1.10, 1.11, 1.12a, 1.12b, 1.13, 1.14, 1.15, 1.16, 1.17, 1.18, 1.19, and Procedure Approval of FY 2016 Proposed Operating Budget Modifications VP McDonald presented this item. The Board of Trustees approved the FY 2016 Proposed Operating Budget at its January 21, 2015 meeting. Subsequent to that, the College received notice that 2605

5 State funding was further reduced by an additional 2.0% or $179,951, resulting in a total reduction of $316,000 from the level of funding in FY Additionally, the College cost for health insurance renewal rates is $175,513 higher than the increase in the Proposed FY 2016 Operating Budget which was passed in January. The proposal is to increase the request to Frederick County for funding by $355,464 to cover these additional shortfalls in state funding and healthcare costs. VP McDonald recommended approval of the FY 2016 Proposed Operating Budget Modifications, as presented. On a motion made by Trustee Bufter and seconded by Trustee Diaz, the Board unanimously approved the FY 2016 Proposed Operating Budget Modifications, as presented. Approval of Transfer of CIP Funds for Learning Commons Project VP McDonald presented this item. The request is to transfer $399, from the Mount Airy Capital Improvement fund balance to the costs of the Learning Commons project. There was discussion regarding applying these funds to the Mount Airy Center operational losses. However, it is not possible since these funds are designated as capital improvement funds. President Burmaster reported that she and the Presidents of Howard and Carroll Community Colleges have been meeting with a consultant on a plan to address operational costs at the Mount Airy College Center. VP McDonald recommended approval to transfer the remaining $399, from the Mount Airy project (CIP project # ) to the Learning Commons project. On a motion made by Trustee Whitworth and seconded by Trustee Wilson, the Board unanimously approved the transfer of CIP funds to the Learning Commons project, as presented. 2606

6 Approval of a Piggyback Contract with Daly Computers (MBE #90-727) for Purchase of Palo Alto High Availability Next-Generation Security Appliances in the amount of $148,110.32; Piggyback of Maryland Education Enterprise Consortium (MEEC) Contract #UB-12-B-19-D1 VP McDonald introduced Wayne Keller, Chief Technology Officer, to present this item. The request is to purchase from Daly Computers two (2) Palo Alto PA-5050 High Availability Next-Generation Security Appliances to include threat protection, URL filtering, and Wildfire for the total cost of $148, This proposal includes premium support for one (1) year. This purchase will address six of the nine top security issues that have been identified as high impact cyber threats to the College. The other three security issues have been or are being addressed. Trustee Borden requested a future Board Conversation on cyber liability. VP McDonald confirmed that the College does have insurance coverage in case of a data breach. VP McDonald recommended approval of piggybacking the Maryland Education Enterprise Consortium (MEEC) contract #UB-12-B-19-D1, for this project. On a motion made by Trustee Bufter and seconded by Trustee Wilson, the Board unanimously approved the piggyback contract with Daly Computers, as presented. Approval of a Piggyback Contract with Daly Computers (MBE #90-727) for Managed Print Services (MPS) at an estimated annual cost of $45,000.00; Piggyback of Maryland Education Enterprise Consortium (MEEC) Contract #UB-12-B-19-D1 Mr. Keller presented this item. The request is to utilize the services of Daly Computers to provide Managed Print Services (MPS) for all College-owned HP laser printers and multifunction devices. This includes all toner, maintenance kits, consumable parts (excluding paper), and service and repair. The College will be billed on a metered basis, cost-per-click 2607

7 per device as defined in the proposal, and the cost is estimated at approximately $45,000 annually. VP McDonald recommended approval of piggybacking the Maryland Education Enterprise Consortium (MEEC) contract #UB-12-B-19-D1, for this project. On a motion made by Trustee Bufter and seconded by Trustee White, the Board unanimously approved the piggyback contract with Daly Computers, as presented. Approval of a Piggyback Contract with Sierra-Cedar for Time and Labor/Absence Management Implementation in the amount not to exceed $217,840.00; Piggyback of University Systems of Maryland (USM) Contract #90939-USM (CCI) VP McDonald introduced Mr. Keller to present this item. The request is to utilize the services of Sierra- Cedar to complete an implementation of PeopleSoft Time and Labor Absence Management at a total cost not to exceed $217, At completion, the system will be used for absence management for all employees (which is currently a manual process) and all hourly staff will utilize the system for timekeeping. VP McDonald recommended approval of piggybacking the University Systems of Maryland (USM) contract #90939-USM (CCI), for this project. On a motion made by Trustee Diaz and seconded by Trustee White, the Board unanimously approved the piggyback contract with Sierra-Cedar, as presented. INFORMATION/DISCUSSION ITEMS Procedure 4.12i Graduation Requirements VP Hawkins presented this item. Revisions were made to this procedure in order to comply with the College and Career Readiness and Completion Act of The law mandates that the standard number of credits required for an associate s degree from a public community college in the state of Maryland be 60 credit hours beginning Fall 2015, with few exceptions. Based on a joint 2608

8 recommendation of the Senate committee of General Education and Curriculum, the sixcredit Interdisciplinary and Emerging Issues requirement for all Associate degrees awarded will be optional. The category will be retained; and the courses in this category may be used to fulfill a general education open elective requirement. This change has also been shared with the College Senate and the President s Cabinet and the revised procedure has an effective date of June 1, This item was presented for information only no action was taken or requested. TRUSTEE COMMENTS Trustee Borden stated that the annual ACCT Leadership Congress will be held in San Diego this year. Cuts to the travel budget for FY 2016 are anticipated. She continued that having a presence at this event is important and beneficial to the College. Trustee Borden made a recommendation to send only two representatives this year due to fiscal constraints. She added that her attendance is needed because she is currently running for the ACCT Board of Directors. President Burmaster stated that she is very proud Trustee Borden has received a nomination and it would be a great honor for the College for her to be on the ACCT Board of Directors. President Burmaster then requested to be excused from attending due to the number of items needing her attention this year and also so two Trustees could attend. To make a unified statement recognizing the importance of fiscal responsibility related to conference attendance, it was agreed to vote on Trustee Borden s recommendation. On a motion made by Trustee Bufter and seconded by Trustee Diaz, the Board unanimously approved to send only two Trustees to the ACCT Leadership Congress in October

9 Trustee Borden then reminded Trustees to use their College accounts when communicating about College business, noting the importance of having complete public records. Trustee Diaz asked when the 200 Monroe Restaurant will open this year, adding that he highly recommends it. President Burmaster answered that staff will send the operating schedule to the Trustees. Trustee Bufter commented on the agenda item regarding cyber security risks from this evening. He suggested that a future board conversation include all risk management. Trustee Borden added that the conversation could be split between risk management and a discussion specifically on technology. She continued that she would like an update on where we are as a College in terms of level of technology in all classrooms to ensure we achieve a certain minimum level of standards. Trustee Whitworth congratulated Trustee Borden on being reappointed to the Board of Trustees by Governor Hogan. Trustee Diaz announced that Timothy Wesolek, a previous member and Chair of the Board of Trustees, has also been appointed effective July 1, President Burmaster noted that Trustee White is serving her last term as a Trustee, adding that her combined terms of service total 18 years, the longest of any Trustee in the history of the College. ADJOURNMENT Trustee Diaz moved to adjourn the meeting. The motion was seconded by Trustee Wilson and unanimously approved by the Board. The meeting adjourned at 8:14 p.m. 2610

10 NEXT MEETING The next regular meeting of the Board will be held on Wednesday, April 15, 2015 at 7:00 p.m. in the Chris T. Matthews Board Room (A201). Elizabeth Burmaster Secretary/Treasurer Prepared by Kari Melvin Office of the President Frederick Community College 2611