Harrisburg Area Community College Board of Trustees Meeting Minutes December 2, 2008

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1 Harrisburg Area Community College Board of Trustees Meeting Minutes December 2, 2008 Trustees Present Terry L. Burrows Marsha M Davis Daniel P. Delaney Sally S. Klein Loren H. Kroh Charles R. Peguese Robert J. Phillips (phone) Thomas B. Richey Timothy L. Sandoe (presiding) Jeffrey A. Shaffer Toni H. Sharp Patricia H. Vance Mark A. Whitmoyer Excused William M. Murray Nailah I. Rogers Donald E. Schell Absent Frank A. Conte Peter C. Wambach Cabinet Dr. Baehre Dr. Larry Adams Patrick Early George Franklin Dr. Kathleen Kramer David Morrison Dr. Stuart Savin Nancy Rockey Jean Treuthart Meredith Tulli Jennifer Weaver Meredith Tulli Ron Young HACC Foundation Directors Marion Alexander Dan Beren Lauren Cacciamani Ernie Davis Donald Enders Jim Grandon Nick Hughes Greg King Robert Kramer Howell Mette George Moffitt Rory Ritrievi John Stark Dan Witmer Guests David A. Keller, Solicitor Jennifer Tharpe, CEO Cynthia Nicotera, Faculty Council Stephen Williams, SGA Judy Alder Joe April Michael Baker Angie Bechtold Sandy Box Dennis Browne Bonny Ellis Lynne Dillard Bill Morgan Tom Powers Gretchen Ramsey Roll Call and Recognition of Visitors: Vice Chair Sandoe called the meeting to order, recognizing members of the HACC Foundation Board of Directors in attendance for the Foundation and Board of Trustees annual meeting. Mr. Sandoe acknowledged that a quorum was present. Minutes: Mr. Peguese moved, Mr. Delaney seconded, that the minutes be revised to state only position titles and not individuals names in Res.46.46, College Governance Authority in the Absence of the President. Motion carried.

2 Approval of Consent Agenda: Moved: Mark A. Whitmoyer Seconded: Marsha M Davis Motion carried Discussion and Action on Any Committee Report Items Removed From Consent Agenda: None Staff Presentation: Update by Michael Baker, Director, C. Ted Lick Wildwood Conference Center Michael Baker, Director of the C. Ted Lick Wildwood Conference Center, reported on the WWCC s efforts to spread the word within the larger community about the little, hidden gem on the Harrisburg Campus that increasingly was hosting meetings and conferences for a variety of organizations, agencies, and businesses. Mr. Baker said he had spent the past year networking in the community and becoming involved in area organizations including the Chamber of Commerce and Harrisburg-Hershey Visitors Bureau, to help promote the services and facilities available at the WWCC. At the same time, the WWCC had updated its software and acquired new technology, including a new sound system. Planned improvements included carpeting of the dining room in the coming year. Mr. Baker said he was chairing an Auxiliary Services Task Force as part of a strategic plan initiative to work on cross-marketing the facility, developing outside partnerships and collaborating on events. Recommendations/Reports From The Board of Trustees: None Recommendations/Reports From The Chair: None Recommendations/Reports From The President Dr. Baehre reported that enrollment for the coming semester was on target to surpass last year by 5.6%, At the same time, the College had begun seeing signs that the most financially needy students might be unable to attend community college due to increased costs of living, including home heating, gasoline, and mortgage payments. This was the first time in her 30-year career in community college education, Dr. Baehre said, that she had seen students feeling forced to withdraw because of a downturn in the economy. For its part, she said, HACC would be very cautious about any increases in operational expenses or expansion. The directive would be to support only expenses that were mission critical, not those that would be nice to have. She thanked the Trustees and HACC Foundation directors for the opportunity to travel on sabbatical to Denmark, Holland, France and Germany. Dr. Baehre s trip, planned over the past year, included meetings with presidents and other senior administrators to discuss curriculum innovations, including language education and interdisciplinary teaching. Dr. Baehre said she was planning a series of presentations to HACC s academic deans and faculty on some of the programs she learned about while on sabbatical. Page Consent Agenda 64 Personnel Resolution Mr. Delaney 65 Transitional Retirement of Faculty Mr. Delaney 66 Student Worker Pay Scale Mr. Delaney I-4 Personnel Information Items 67 College Policy 071: Statement of Individual Rights of All Members Mr. Delaney of the College Community, Visitors, and Guests 68 College Policy 074: Statement of Practices Constituting Mr. Delaney Unacceptable Conduct 69 Revenues and Expenditures Mr. Burrows 70 College Policy 372: Facilities and Grounds Use by External Entities Mr. Sandoe 71 College Policy 375: College Smoking Policy Mr. Sandoe 72 Authorization to Negotiate a Contract for the Development of a Mr. Sandoe Facilities Master Plan for the John J. Shumaker Public Safety Center 73 Contract For the Replacement of an Air Handler in Whitaker Hall at the Harrisburg Campus Mr. Sandoe

3 74 Purchase and Installation of a Hunter Scissor Lift Rack for the Mr. Sandoe Automotive Technology Program at the Harrisburg Campus 75 Contract for the Replacement of Lockers at the J. W. Mr. Sandoe Evans Physical Education Center at the Harrisburg Campus 76 Purchase of PFM Future Perfect Consulting and Software Mr. Burrows License Agreement 77 Scholarships Mr. Burrows 78 Gift-In-Kind Donation From Ed Hutchinson Mr. Burrows 79 Perkins Grant Mr. Burrows 80 Technical College Program Grant Mr. Burrows 81 Acceptance of Solar Energy Grant from Sustainable Energy Fund Mr. Burrows 82 Sabbatical Leave Ms. Sharp

4 HARRISBURG AREA COMMUNITY COLLEGE Board of Trustees Vol. No. 46 Date 11/4/08 Res. No. 46 Page No. 46A TITLE: COLLEGE GOVERNANCE AUTHORITY IN THE ABSENCE OF THE PRESIDENT BE IT RESOLVED THAT THE BOARD OF TRUSTEES Authorize the President to appoint the following named Cabinet members to function as an Interim Executive Leadership Committee (IELC) that shall act on behalf of the President s office during the temporary absence of the President, having the authority to make decisions and set policy to ensure the ongoing business of the College, and having access to the same information as the President during the time the committee functions in the capacity as President: Vice President, College and Community Development Vice President, Human Resources and Organizational Development Provost and Vice President, Academic Affairs and Enrollment Management Chief Financial Officer BE IT FURTHER RESOLVED that the President be authorized to identify the Provost and Vice President, Academic Affairs and Enrollment Management as Chair of the IELC and as the officially designated Acting President. BACKGROUND Purpose In the temporary absence (incapacity to carry out duties of the office during anticipated or unanticipated absence) of the President, where there is very limited or no ability to communicate on a scheduled or unscheduled basis, the Interim Executive Leadership Committee (IELC) shall act on behalf of the President s office. Appointment The President shall select the four members of the Cabinet to function as the IELC and identify a Chair, who serves as the officially designated Acting President with Board of Trustees approval. Authority The IELC shall have the authority to make decisions and set policy to ensure the ongoing business of the College. The IELC may have access to the same information as the President during the time it is functioning in the capacity as President. In the case of an anticipated absence of the President, the President may identify issues on which action is not to be taken unless the President is unable to return to office at the designated date plus 5 days. In

5 HARRISBURG AREA COMMUNITY COLLEGE Board of Trustees Vol. No. 46 Date 11/4/08 Res. No. 46 Page No. 46B TITLE: COLLEGE GOVERNANCE AUTHORITY IN THE ABSENCE OF THE PRESIDENT (Continued) the case of an unanticipated absence, the Committee Chair and Board Chair must agree upon what issues or decisions must have Board approval. These might include changes to compensation and benefits, significant financial and legal matters, hiring or terminations of senior managers, management of significant relationships and public actions etc. (The President s job description is attached for reference.) Length of Term Anticipated Absence If the absence of the President is known, the IELC has the President s authorities and responsibilities at the beginning of the day designated, 1200 AM and ending at 11:59:59 PM of the last designated day. Unanticipated Absence If the absence of the President is sudden and unanticipated, the IELC has the President s authorities and responsibilities as soon as the Chairman has been advised by a person who is, by common sense standards, recognized as an authority and the Chairman can confirm the President s lack of ability to execute the office. Confirmation that the President cannot execute the office, must be agreed upon by the members of the IELC and the Chairman of the Board of Trustees. Failing agreement on the capacity of the President to execute the office, the Chairman of the Committee and the Chairman of the Board of Trustees together pursue confirmation that the President is or is not able to execute the office. When new evidence is sufficient by the judgment of either Chairman, the evidence is brought to the IELC and the Board to achieve agreement that the President is or is not able to execute the office. With the lack of a return to work date, the IELC must evaluate the probability of the President s return, anticipating the capacity to execute the office. If it is clear that the President s return will extend beyond 6 months, the IELC, with Board approval may initiate a search committee. The IELC may operate up to 6 months and after that time the Committee may be extended for up to 3 month intervals by Board approval. Should members of the IELC need to be replaced during their service, the IELC may make recommendations and the Board must elect replacements by majority vote.

6 HARRISBURG AREA COMMUNITY COLLEGE Board of Trustees Vol. No. 46 Date 11/4/08 Res. No. 46 Page No. 46C TITLE: COLLEGE GOVERNANCE AUTHORITY IN THE ABSENCE OF THE PRESIDENT (Continued) Backfill/Temporary Staffing The IELC Chair and the Chair of the Board may agree to backfill for members of the IELC to ensure a reasonable workload. Transition to New President In the event that the President leaves the College (retirement, resignation, dismissal), the Board has the responsibility to decide whether to make use of the IELC or to hire an interim president while the national search for a replacement is under way. Communication A communication plan should be in place for external and internal constituents to ensure smooth transitions into and out of IELC e leadership. In the absence of a plan, the IELC Chair and the Board Chair are to approve such communications. Compensation The President, upon return, or the Chair of the Board, in absence of a return, may award additional compensation to members of the IELC based upon duration, performance and available resources. Yea 16 Nay 0 Passed X First: Terry L. Burrows Second: Timothy L. Sandoe Opposed: 0 Abstained: 0

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