MESALANDS COMMUNITY COLLEGE BOARD OF TRUSTEES MINUTES OF THE REGULAR BOARD MEETING. March 11, 2014

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1 MESALANDS COMMUNITY COLLEGE BOARD OF TRUSTEES MINUTES OF THE REGULAR BOARD MEETING March 11, 2014 The Mesalands Community College Board of Trustees met in regular session on Wednesday, March 11, 2014 at 5:30 p.m. in Room G606. CALL TO ORDER Mr. Bronson Moore, Chair, called the meeting to order at 5:30 p.m. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was recited. ROLL CALL The following members were present: Mr. Bronson Moore, Mr. Jimmy Sandoval, Mr. James Streetman, Ms. Liz Estrada, and Ms. Teresa Stephenson. LIST OF ACTION ITEMS 1) Approval of Agenda 2) Approval of Consent Agenda 3) Approval of Purchase Requisition 4) Approval of Live Model for Drawing Class 5) Approval of Personal Services Agreement (PSA) for Veterinarian 6) Approval of Association of Institutional Research (AIR) Grant Proposal 7) Approval of Board of Trustees Annual Calendar of Reports 8) Approval of Academic Calendar 9) Approval of Board Retreat 10) Approval of Board Meeting Date Change 11) Approval of Monthly Finance Report, February ) Approval of Executive Session 13) Approval of Reconvene from Executive Session 14) Approval of Action, if needed, based on Executive Session APPROVAL OF AGENDA ACTION ACTION Mr. Streetman moved to approve the agenda as presented. The motion was seconded by Ms. Stephenson. A roll call vote was taken with all members present voting yes. The motion carried. Board Minutes 3/11/14 1

2 COMMENTS BY THE PUBLIC ON ITEMS ONTHIS AGENDA As per Board Policy 2.3 Procedures for Addressing the Board: Any person wishing to speak to the agenda must register prior to the meeting and their comments are limited to five (5) minutes. No public comments were made. GOOD NEWS Dr. Newsom stated that this portion of the agenda would have a different slant on presentation as it relates to recruiting and marketing. Ms. Kimberly Hanna, Director of Public Relations, gave a presentation on recent events held at the College. It included pictures of attendees at both the Rodeo and High School Preview Days. Both events consisted of informational sessions such as admissions and financial aid as well as Campus tours. The attendees which included students, parents, and counselors, were provided lunch which was catered by Watson s BBQ. The students were given gift certificates to the Bookstore. Ms. Isabel Jones, Manager of College Stores, indicated that several spent more than what the gift certificates were valued at, $50. Ms. Hanna informed the Board that Dr. Newsom gave a welcome at Preview Days and many current Rodeo students attended and visited with students. The students were also given the opportunity to attend practice with current Rodeo students at the arena. Dr. Newsom informed the Board that out of 14 potential student athletes, 12 will be signing letters of intent. It was noted Coach Abbott felt that having Rodeo Preview Day helped solidify the number of student athletes who will be attending Mesalands. Ms. Hanna reported that the parents who attended the Preview Days were very excited and pleased at how friendly and helpful everyone at the College was during their visit. The presentation by Ms. Hanna included information regarding FAFSA Workshops. Some parents attending Preview Days received assistance with FAFSA applications. Ms. Hanna announced that other FAFSA Workshops are scheduled. A Financial Aid Workshop was held at Logan High School with 12 students and parents in attendance. Mesalands may have four of the Logan students attend classes in the fall. The Workshop held in San Jon was hosted by the New Mexico Assistance Foundation. Two scholarship applications were receive by Ms. Jessica Elebario, Director of Financial Aid. Ms. Hanna informed the Board that there were also some individuals from Carrizozo, New Mexico that came to inquire about the Wind Energy Technology (WET) Program. The presentation by Ms. Hanna also included a picture of the new billboard that was recently acquired. The billboard is located outside of Adrian, Texas on I-40. Board Minutes 3/11/14 2

3 Ms. Hanna also presented two new commercials that will air on different venues of media. The Rodeo commercial will air on RFD TV and the General commercial will air on KVII, Channel 7, Amarillo, Texas and on KOB, Albuquerque, New Mexico. A new campaign launched features Find Your Way which is included on the commercials. APPROVAL OF CONSENT AGENDA ACTION ACTION Mr. Streetman moved to approve Item V.A.1 Regular Board Meeting Minutes dated February 18, 2014 as presented. The motion was seconded by Ms. Estrada. A roll call vote was taken with all members present voting yes. The motion carried. CHAIRPERSON S REPORTS Mr. Moore indicated that he did not have any reports to present at this time. REPORTS President s Purchase Requisition ACTION The following purchase requisition was presented by Dr. Newsom for approval: Jenzabar, Inc. $8, Dr. Newsom stated that this is for consulting and a visit from Jenzabar personnel to Mesalands Community College to assist during the first phase of the audit. He added that assistance was required as there were some challenges that needed to be worked out. ACTION Mr. Streetman moved to approve the purchase requisition to Jenzabar, Inc. in the amount of $8, as presented. The motion was seconded by Ms. Stephenson. A roll call vote was taken with all members present voting yes. The motion carried. Live Model for Drawing Class - ACTION Dr. Newsom informed the Board that a faculty member has requested he be allowed to have a Live Model in the Drawing Class. He clarified that this, an unclothed live model, is a widely used medium in art for perspective and life drawing. Dr. Newsom stated he is seeking Board approval to develop a policy and put into place prior to pursuing this request. The policy will include: access to the classroom limited to students, instructor, and model; an agreement in place for hiring of a part-time individual/model; and a release form for students to sign should there be any issues as it pertains to religion/culture. A privacy/changing area will need to be provided. Mr. Moore asked Ms. Gillard for her input on this request. She responded that this does occur in many colleges and universities and is an accepted practice. Board Minutes 3/11/14 3

4 It was the consensus of the Board that this request be pursued and they are not opposed to it as long as a policy is developed and abided by as it pertains to a Live Model for Drawing Class. Dr. Newsom requested Board approval to pursue this request. ACTION Mr. Streetman moved that the Board approve Dr. Newsom s request to pursue development of a policy for a Live Model for Drawing Class as presented. The motion was seconded by Ms. Stephenson. A roll call vote was taken with all members present voting yes. The motion carried. Personal Services Agreement (PSA) for Veterinarian ACTION Dr. Newsom reminded the Board that this issue has been discussed in the past and apologized for the delay in bring this back to the Board. He informed the Board that the delay was due to working out some legal issues, such as attorney review, insurance, etc. and to draw up the PSA. The PSA for Veterinarian is to address Equine Gnathology for the Horse Owner Program with a licensed Doctor of Veterinary Medicine. This individual will enable a broader ability for students to be trained in Gnathology and hopefully expand the program. Dr. Newsom requested approval of the PSA for Veterinarian. ACTION Mr. Streetman moved to approve the PSA for the Veterinarian as presented. The motion was seconded by Ms. Estrada. A roll call vote was taken with all members present voting yes. The motion carried. Association of Institutional Research (AIR) Grant Proposal ACTION Dr. Newsom presented the AIR Grant Proposal for approval. He indicated that Dr. Forrest Kaatz had presented this and is seeking this grant to enable him to conduct a study on New Mexico s I-BEST Program. This $40,000 grant is a non-matching grant which will not create any liability to the College. Ms. Stephenson asked what would happen once the grant expires as it pertains to the salary being provided by the grant. She expressed concern as to how that would affect Dr. Kaatz s position/salary. Dr. Newsom responded that the College will resume paying that portion of Dr. Kaatz s salary when the grant expires and it will not affect his status of employment. ACTION Mr. Streetman moved to approve the AIR Grant Proposal as presented. The motion was seconded by Ms. Estrada. A roll call vote was taken with all members present voting yes. The motion carried. Review Board of Trustees Annual Calendar of Reports ACTION Dr. Newsom presented the Board of Trustees Annual Calendar of Reports for review and approval. He indicated that the biggest changes were renaming the divisions to reflect the correct names, and adding Board Approval of the Academic Calendar which Board Minutes 3/11/14 4

5 will be presented to the Board in February each year. Dr. Newsom added that he feels the Board needs to be involved with the Academic Calendar. ACTION Ms. Stephenson moved to approve the Board of Trustees Annual Calendar of Reports with changes as presented. The motion was seconded by Mr. Streetman. A roll call vote was taken with all members present voting yes. The motion carried Academic Calendar ACTION Dr. Newsom presented the Academic Calendar for approval. He informed the Board that some changes had been made as it pertains to the following: first day of classes on August 19 to accommodate the Quay County Fair which is scheduled for August 13 14, 2014; shortening the break in December from three weeks to two weeks; and coinciding closer to the Tucumcari Public Schools calendar. Ms. Gillard added that the adjustments will also allow the full 16-weeks per semester. The lack of 16-week semesters appeared to have caused some stress in the past and this should help alleviate that concern. ACTION Mr. Streetman moved to approve the Academic Calendar as presented. The motion was seconded by Ms. Stephenson. A roll call vote was taken with all members present voting yes. The motion carried. Board Retreat ACTION Dr. Newsom announced that he would like to postpone a formal Board Retreat until later in the year. He proposed having a Board Retreat/Board Budget Workshop on April 22, 2014, followed by the Regular Board of Trustees Meeting on the same date. Dr. Newsom informed the Board that the Budget is due May 1 and requires Board approval. He indicated that he and Ms. Hammer will be working diligently on the budget. Dr. Newsom stated that there appears to have been a Finance Committee in the past which included two Board of Trustees. These two Trustees could attend this meeting and then the budget is presented to the entire Board of Trustees for their approval. ACTION Mr. Streetman moved to approve the proposal by Dr. Newsom that the Board have a Board Retreat/Board Budget Workshop on April 22, 2014, followed by the Regular Board of Trustees Meeting on the same date. The motion was seconded by Ms. Estrada. A roll call vote was taken with all members present voting yes. The motion carried. Meeting Date Change ACTION Dr. Newsom presented the following proposed Meeting Date Change: Tuesday, June 10, 2014 to Tuesday, June 3, 2014 Dr. Newsom informed the Board that The National Finals Rodeo is scheduled to start on June 15, He indicated that he has already promised to be there should any Mesalands Community College students qualify. Board Minutes 3/11/14 5

6 In addition, Dr. Newsom stated that he will be out of pocket the week of June 10 as this is the only time that he and his family can vacation. ACTION Mr. Streetman moved to approve the Meeting Date Change from Tuesday, June 10, 2014 to Tuesday, June 3, The motion was seconded by Mr. Sandoval. A roll call vote was taken with all members present voting yes. The motion carried. Higher Learning Commission (HLC) Visit Update Dr. Newsom reminded the Board that the HLC Visit will start on Monday, March 17 and the HLC Team is scheduled to arrive in Tucumcari on Sunday, March 16. The will be leaving on Wednesday, March 17. The HLC Team/Board of Trustees Meeting is scheduled for Monday, March 17 at 12:30 in Room G606 with lunch being catered. One of the Team members will conduct an off-site visit to the Santa Rosa facility. Dr. Newsom distributed copies of Criteria for Accreditation to the Board Members. He asked that they read/review the document and focus on the five core competencies and what role the Board of Trustees has in the Mission of the College. Dr. Newsom indicated that there will not be a formal exit interview with the Team prior to them leaving Campus. He stated that he may not possibly get a report for at least 30 days after the Visit, although the Team Chair indicated it may be sooner. Once the report is received, there is an opportunity to respond but only to actual facts. Once this part of the process has been addressed, the report goes to the Institutional Actions Council (IAC) which meets in June, and then on to the Commission for final determination of reaffirmation status. Dr. Newsom informed the Board that the entire process could take anywhere from six to nine months. Dr. Newsom reported that he and Ms. Gillard have had meetings with all the groups that the HLC Team will be meeting with while on Campus. He stated that he emphasized that employees should go into this with pride and excitement and that they make a difference to others. The Self Study Reports have been received and everyone on Campus has received a copy of that Report. Dr. Newsom stated that the Self Study speaks directly to the core components and can give everyone a better understanding of the components. Dr. Newsom mentioned that he is excited about the visit which will be good for the College. Whatever the outcome is, it will be business as usual after the Visit. Faculty will continue educating students and if any issues arise, they will be addressed accordingly. He added that he believes the visit will be worth it and make Mesalands a stronger institution. Dr. Newsom informed the Board that he and Ms. Gillard will be giving the Team a tour of all College facilities. Board Minutes 3/11/14 6

7 Miscellaneous Dr. Newsom provided updates on the following miscellaneous items: The Foundation Board approved Mr. Craig Currell and he has accepted the position of Board of Director. He will serve a two year term and started attending meetings on March 7, Dr. Newsom stated that he feels Mr. Currell will be a fantastic addition to the Foundation Board. The Foundation recently purchased a stock trailer which the College will lease on a monthly basis over a five-year period. The lease agreement will be presented to the Board of Trustees at the April Board Meeting for their approval. The Foundation will be hosting a fundraiser. The fundraiser theme will be Night at the Museum and will feature a dinner and presentation as well as silent and live auctions. Tickets and sponsorships will be sought for the attendees. Elaborated on what exciting things the Marketing Committee is doing. The committee remains very active. As Ms. Hanna mentioned, Rodeo and High School Preview Days were held which were a great success and parents were very surprised to see what Mesalands Community College has to offer. Some students brought their horses so they could practice with the Rodeo Team. There will be a specialized day to focus on technical programs on April 22 or 23. The Iron Pour is on this week with a total of 40 participants. Some events scheduled during the week include: Feed the Starving Artists tonight; an Art Show on Wednesday; Movie Night on Thursday; and opening ceremonies for the Iron Pour on Friday at 11:30 am. Different classes being offered are helping increase enrollment. One is a collaborative effort between Mesalands Community College and 10 students from Rock Valley College in the Rockford, Illinois Area that are doing some work at Conchas Dam. Mr. Eddy Mardis enrolled approximately 22 in Farrier in Clarendon recently in Silversmithing specialty classes. In addition, some have enrolled in classes at the Otero facility. It was announced that the Governor signed the budget today and funds for athletics/rodeo and the wind program appear to be more than the previous budget amounts. The budget will be based on appropriations. The Governor signed the Capital Bill in which those funds could assist with completion of HVAC s/roofing. In addition, the GO Bonds was signed today. This will be critical for roof replacement and infrastructure. March 14 will be National Pi Day. Some events for Friday include: breakfast; Pizza Pi ; a Pi eating contest; and a Pi scavenger hunt. STEM staff along with Student Affairs are coordinating this event. A Thank You letter was sent from Dr. Newsom to the Natural Resource Conservation Service Tucumcari Field Office. The members of that office donated printing of a poster for a presentation that was recently delivered by Dr. Axel Hungerbuehler and two Mesalands students. Academic Affairs No reports were presented. Board Minutes 3/11/14 7

8 Student Affairs No reports were presented. Administrative Services Monthly Finance Report, February 2014 ACTION Ms. Amanda Hammer, Director of Business and Auxiliary Services presented the Monthly Finance Report for February 2014 for approval. Ms. Hammer informed the Board that funds have not been drawn down under Student Financial Aid. The requirements are that the same individual cannot award and draw down funds. Now that Ms. Elebario is the new Director of Financial Aid and that information has been sent, things will move forward. Ms. Elebario will be awarding and Ms. Hammer will process the draw down. ACTION Mr. Streetman moved to approve the Monthly Finance Report for February 2014 as presented. The motion was seconded by Mr. Sandoval. A roll call vote was taken with all members present voting yes. The motion carried. EXECUTIVE SESSION ACTION ACTION Ms. Estrada moved that the Board enter into Executive Session for limited personnel matters as allowed for in NMSA 1978, Section (H) (2), for litigation as allowed for in NMSA 1978, Section (H) (7), and for real property and water rights as allowed for in NMSA 1978, Section (H) (8). The motion was seconded by Ms. Stephenson. A roll call vote was taken with all members present voting yes. The motion carried. RECONVENE FROM EXECUTIVE SESSION ACTION ACTION Mr. Streetman moved that the Board Reconvene from Executive Session. The motion was seconded by Ms. Stephenson. A roll call vote was taken with all members present voting yes. The motion carried. ACTION, IF NEEDED, BASED ON EXECUTIVE SESSION ACTION ACTION No action was taken. One note, during the Executive Session, the Board delivered Dr. Thomas Newsom s annual evaluation to him. NEW BUSINESS No new business was conducted. Board Minutes 3/11/14 8

9 CORRESPONDENCE AND INFORMATIONAL ITEMS Important dates were presented which are: Annual Iron Pour, March 9 15, 2014; Higher Learning Commission (HLC) On-Site Visit, March 17 19, 2014; Spring Break, College closed, March 31 April 4, 2014; and Spring Holiday, College closed, April 18, Dr. Newsom informed the Board that he will also be off Campus in April to attend the American Association of Community Colleges (AACC) Convention in Washington, DC and the Higher Learning Commission (HLC) Conference in Chicago, IL. The Board of Trustees 12-month calendar was presented. The following minutes were presented: Student Affairs Division Meeting minutes dated February 20, 2014 Academic Affairs Division Meeting minutes dated March 3, 2014 Administrative Affairs Division Meeting minutes dated February 7, 2014 The Selected Professional Development Activities for February 2014 were presented. ANNOUNCEMENTS Tuesday, April 22, 2014, Mesalands Community College Board of Trustees Regular Board Meeting, 5:30 p.m., Room G606. ADJOURNMENT Mr. Moore stated that there was no further business and the meeting was adjourned. The meeting adjourned at 8:05 p.m. J. Bronson Moore James Streetman Chair Secretary/Clerk Board Minutes 3/11/14 9