College of Eastern Idaho Board of Trustees July 10, 2017 College of Eastern Idaho Campus, Healthcare Building, Room 6164 Idaho Falls, Idaho

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1 College of Eastern Idaho Board of Trustees July 10, 2017 College of Eastern Idaho Campus, Healthcare Building, Room 6164 Idaho Falls, Idaho A meeting of the Board of was held July 10, 2017 at the College of Eastern campus in Idaho Falls. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Cal Ozaki Craig Miller Absent: None TRUSTEE WORK The meeting was called to order at 6:00pm by presiding officer Sean Coletti at 6:00pm. Mr. Coletti introduced himself to those present and acknowledged the presence of Idaho State Board of Education member Emma Atchley. Each trustee then introduced themselves. Mr. Coletti introduced President of Eastern Idaho Technical College (EITC), Dr. Rick Aman who then made introductions of the EITC executive staff that was present. Mayor Casper led the swearing in of the Trustees, the Oath of Office was administered and the Trustees began their work. ELECTION OF OFFICERS M/S (Price/Ozaki): To approve the agenda as presented. Motion carried unanimously The election of officers then took place after a brief explanation of each role by Mr. Coletti. M/S (Ozaki/Miller): To elect Park Price as Chairman of the Board. Motion carried unanimously M/S (Scheid/Ozaki): To elect Stephanie Mickelsen as Vice Chairman of the Board. Motion carried unanimously M/S (Mickelsen/Miller): To elect Carrie Scheid as Treasurer of the Board. Motion carried unanimously 1

2 OVERVIEW OF REGULATIONS Mr. Coletti presented a short overview of many of the regulations the newly formed Board will be subject to as they continue their business, including Open Meeting Law, Public Records, Conflicts of Interest, and other ethics requirements. Mr. Coletti invited the Trustees to a Statewide Trustee meeting to be held at the College of Eastern Idaho campus on August 11 th. More details forthcoming. UPDATE ON ACCREDITATION EITC President Rick Aman gave the Board an update on recent information received from the Northwest Commission on Colleges and Universities, the accrediting body of EITC and soon to be the College of Eastern Idaho (CEI). The documents contained approvals for the College to provide a new Associates of Applied Science (AAS) degree in Cyber Security. President Aman explained that there is a great need for this type of degree in the area and he is hopeful that enrollment will be high. The next document officially gave EITC permission to offer Associate of Science (AS) and Associate of Arts (AA) degrees. Each of these degrees will be easily transferrable to many of the other institutions within the state and will provide students a pathway to complete higher degrees. The final document allows for a transition from EITC into CEI and grants CEI the ability to receive funding from the state. President Aman noted that the expediency of this process is nearly unheard of and that the College of Western Idaho took nearly 6 years to receive their final accreditation. Discussion followed in which Trustee Ozaki clarified that even with the AA and AS degrees the AAS and Technical Programs would remain functioning at the college. ESTABLISHING THE COLLEGE OF EASTERN IDAHO Vice Chairman Mickelsen noted that it would be important to officially establish the College of Eastern Idaho before any other technicalities could take place, after discussion a motion was presented, M/S (Mickelsen/Scheid): To approve Resolution officially establishing the College of Eastern Idaho Motion passes unanimously with vote by roll-call RESOLUTION TO APPROVE BOARD GOVERNANCE POLICIES (RESOLUTION 17-01) Chairman Price led detailed discussion on the Board Policies presented in Resolution With input from EITC President Aman, Sean Coletti, many of the Trustees, and audience members, the policies will be edited and presented again at an upcoming Board meeting for second reading and approval. Within the discussion, the regular meeting schedule was decided: M/S (Ozaki/Scheid) To set the regular meeting schedule as the 3 rd Monday of each month at 6:00pm Motion passes unanimously with vote by roll-call 2

3 EXECUTIVE SESSION M/S (Mickelsen/Scheid) To void the Executive Session and appoint EITC President Rick Aman as the Interim President of the College of Eastern Idaho through resolution Motion passes unanimously with vote by roll-call Newly appointed Interim President Aman pointed out that a full job description of the roll of the President at a Community College, as well as, his personal resume was included in each of the Trustee packets. He also noted that he would be willing to provide his current contract with the Idaho State Board of Education to the Board for review. A discussion of the logistics of a full search for a permanent President took place. Interim President Aman explained that, depending on the type of search the Board decides on, the process can take between 2 and 6 months to complete. He also noted the importance of doing this quickly as relying on an Interim President can make things difficult. The Board agreed and will discuss the process in Executive Session at a future meeting. RESOLUTION TO APPOINT BOARD/COLLEGE ATTORNEY Sean Coletti presented a memorandum to the Board on behalf of his law firm, Hopkins and Roden. The memo outlined specific duties the firm would fulfill and gave basic price quotes to the Board. Discussion followed. Within discussion, The Idaho Counties Risk Management Program (ICRMP) was discussed. Interim President Aman deferred to Cheryl Wright for more details on the program. She explained that was an excellent program used by many of the other community college, cities and counties and provided significant support. Trustee Mickelsen moved to appoint Sean Coletti as the Interim Legal Counsel for the Board and College but without a second the motion failed. The Board requested more information and time for discussion at a future meeting. COMMUNITY COLLEGE OPERATIONS FALL 2017 Chairman Price deferred to Interim President Aman to present plans for the fall semester. Aman explained that excellent work has been put in to planning a successful semester. The first significant item is the first day of classes being scheduled for the day of the total solar eclipse in the region, August 21. Trustee Scheid gave details of a community presentation she had attended detailing the possible scenarios surrounding the event. She then deferred to Idaho Falls Mayor Rebecca Casper who reiterated much of the info that Trustee Scheid presented. She encouraged anyone who is not deemed necessary to stay off roads so emergency situations can be handled. Chairman Price confirmed that regular operations for the semester would officially begin on August 21 st but no classes would be held that day and would instead begin the 22 nd. Interim President Aman explained the Welcome Week plans for the start of the semester and noted that anything scheduled for Monday would be shifted into later in the week. The difference between a fall soft opening and spring formal opening were outlined. Chairman Price inquired as to how the new influx of general classes would be staffed. Interim President Aman clarified that most of the hiring for faculty at the beginning would be adjunct and later full-time hires. He 3

4 deferred to Vice President Sharee Anderson for comment. Dr. Anderson explained that her office already has upwards of 50 applications for adjunct positions at the College and she is confident that there would be no issues finding qualified faculty for the fall semester. Chairman Price asked for clarification on the intentions of the Idaho Falls campus of the College of Southern Idaho. Interim President Aman explained that they will continue operations in the fall semester but are expected to leave for the spring semester, which would lend itself to higher enrollment for CEI in the spring. He hopes to have more specific information regarding CSI s plans by future Board meetings. Interim President Aman then introduced Todd Wightman, EITC Public Information Officer, to present the proposed logo to the Board. Trustee Scheid asked if the logo had been shown to staff and faculty at the College. Wightman explained that, yes it had been shown and everyone he spoke with responded positively. He explained that he wanted the logo to maintain the history of the institution while also showing the progress and change to come. M/S (Scheid/Ozaki) To approve the College logo as presented. Motion passes unanimously with vote by roll-call BUDGET Chair Price pointed out that money must be available to the College before significant hiring can take place. Interim President Aman noted that the new fiscal year began July 1 and conversations with the Idaho State Board of Education (SBOE) suggest that the transfer of the $5 million established by the Governor and Legislature would be simple. He then deferred to Vice President Christian Godfrey for further detail on the budget. Dr. Godfrey outlined the sources for funding that would be available to the College and gave comparisons to how each of the other Community Colleges are funded. Discussion continued. Details related to tuition and fees, general allocation from the State, hiring authority, need for staff was discussed. The Board requested an updated and more detailed budget to be presented at the next meeting before final approval took place. CUSTODIAN OF PUBLIC RECORDS M/S (Mickelsen/Miller) To appoint Kristina Buchan as the Custodian of Public Records for the College of Eastern Idaho Board of Trustees Motion passes unanimously with vote by roll-call REGULAR MEETINGS Chairman Price noted that the next regular meeting would be the upcoming Monday, July 17 th. He also noted that the scheduled August meeting would fall on August 21 st. The Board decided to meet a week early, August 14 th, instead. 4

5 TRUSTEE REMARKS Trustee Scheid remarked that she believed it would be a good idea for the Board to release an official statement to the community that they were all willing to stay within the mil rate presented during the campaign. This would lend to improved public perception of the role of the Board. Chairman Price enthused at the level of engagement coming from the Board and noted they are all very committed to the creation and growth of CEI and will do their best to make this successful. He then continued a discussion regarding the go-on rates within Idaho, mentioning that EITC has historically had much higher go-on rates than the rest of the State. He encouraged the continued focus on these rates as the transition from EITC into CEI continues. PRESIDENT S REPORT Interim President Aman invited each of the Trustees to a statewide gathering of community college Presidents and Trustees in Idaho Falls on August 11 th. He noted it will serve as an excellent opportunity to meet with others in the same positions and learn from their experiences. Dr. Aman continued by going over the four areas that he considers most important for the College to focus on; academic transfer, dual credit, online learning, and workforce development. He is working with other institutions to create partnerships and looks forward to growing relationships with k-12 and postsecondary partners. Dr. Aman also gave an update on the Foundation, he explained they can remain a functioning 501c3 with a simple name change. Their impact on campus is irreplaceable with nearly one third of all students receiving a scholarship of some kind. He also noted that their largest fundraising event, The Great Race for Education, would be taking place at Snake River Landing on July 21 st and encouraged all Trustees to attend. Chairman Price asked Trustee Ozaki to serve as an ad hoc member of the Foundation s Board, Trustee Ozaki accepted. The meeting was adjourned at 8:43pm by Chairman Price. Date 5

6 College of Eastern Idaho Board of Trustees July 17, 2017 College of Eastern Idaho Campus, Healthcare Building, Room 6164 Idaho Falls, Idaho A meeting of the Board of was held July 17, 2017 at the College of Eastern campus in Idaho Falls, Idaho. Chairman Park Price presided. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Cal Ozaki Craig Miller Absent: None TRUSTEE WORK The meeting was called to order at 6:04pm by Chairman Park Price. APPROVAL OF AGENDA Chairman Price recommended that the agenda be reordered to put approval of CEI s insurance agency at the beginning of the meeting to allow guests to leave if needed once they were done presenting. The agenda was then approved unanimously by the Board APPROVAL OF MINUTES The minutes were approved unanimously as presented to the Board APPOINTMENT OF CEI INSURANCE AGENCY Representatives from Hartwell Corporation gave a brief overview of the coverage that they would be able to supply for the College and Board and explained the role they would play and their history in Idaho. Hartwell would represent CEI and the Board to ICRMP as needed. Trustees asked questions regarding specific items of coverage, including College vehicles that were clarified both by Hartwell and President Aman. 1

7 M/S Mickelsen/Ozaki To allow President Aman to enter a contract with Hartwell Corporation to insure the College and Board through ICRMP Motion passes unanimously RESOLUTION TO APPROVE BOARD GOVERNANCE POLICIES (RESOLUTION 17-01) The discussion of updated policies and vote to approve was postponed as all trustees had not received changes prior to the meeting. Chairman Price noted that the changes that had been made were excellent and would serve the Board well. M/S (Ozaki/Scheid) To table discussion and vote on policy until the next meeting Motion passes unanimously APPOINTMENT OF BOARD/COLLEGE ATTORNEY Chairman Price reviewed the contract set forth for Hopkins Roden to serve as the College attorney. He outlined a few of the changes, including an opportunity for a 6-month review and the ability of the College and Board to terminate the contract with 30-day written notice. M/S Scheid/Miller To appoint Hopkins Roden as the Board/College Attorney Motion passes unanimously with vote by roll-call APPOINTMENT OF MOSS ADAMS AS AUDITING FIRM FOR EITC AND CEI Chairman Price invited comments on the role Moss Adams currently plays at the College. President Aman deferred his time to Don Bourne, Controller. Mr. Bourne explained that currently Moss Adams performs annual audits for the College to include an interim audit during the month of May and a final audit in August of each year. Mr. Bourne and President Aman both agreed that it would be beneficial to use the same firm for EITC as it continues to function and that auditing needs for CEI in the first year would be limited. M/S Miller/Ozaki To appoint Moss Adams as the auditing firm for EITC/CEI for Fiscal Year 18 Motion passes unanimously with vote by roll-call RFP FOR FUTURE AUDITING The Board had a brief discussion regarding the need for an RFP for an auditing firm and what the requirements should be. M/S Ozaki/Mickelsen To prepare an RFP for an auditing firm for FY19 Discussion continued regarding the timing of sending out the RFP. Following the discussion, motion was then amended: M/S Ozaki/Mickelsen To prepare an RFP, with a January deadline, for FY19 Motion passes unanimously with vote by roll-call 2

8 SETTING CEI TUITION AND FEES President Aman presented a short handout explaining the desired tuition and fee breakdown for students for the Academic Year. He noted that the current published catalog lists the total per credit cost as $108. He also noted that if a fee is listed specifically, funds must be used for the specific item whereas tuition may be used for whatever purpose the College deems necessary or useful. Aman noted that the costs for the Academic Year, including the costs for improving the support systems to serve the newly expanded mission of the college is likely to reach $129 per credit hour. He recommended that cost remain at the $108 for all students for the fall 2017 semester as the anticipated cost increases will not be fully advanced until the calendar year He recommended that the charge per credit hour for academic students be increased to not more $129 in spring Discussion followed. Trustees asked for clarification on how this increase would be presented to the public, Aman and Sean Coletti explained that infrastructure would increase dramatically and extra funds would be used to support that growth. Everyone agreed that clearly communicating what increases are used for would be of benefit. M/S Mickelsen/Miller Regarding the setting of tuition and fees for the College of Eastern Idaho, moved that the board of trustees dispense with the rule requiring two separate readings, and that the two readings be waived Motion passes unanimously with vote by roll-call M/S Mickelsen/Miller To approve the setting of tuition and fees for the College of Eastern Idaho and for Eastern Idaho Technical College with a maximum of $129 per credit, on its second and final reading Motion passes unanimously with vote by roll-call SETTING CEI FISCAL YEAR M/S Mickelsen/Ozaki To set Fiscal Year as July 1 through June 30 Motion passes unanimously RESOLUTION RE: AUTHORIZATION OF CEI SPENDING PLAN FOR FISCAL YEAR 18 President Aman deferred to Controller Don Bourne to explain the spending plan as presented to the Board of Trustees. He noted that, in general, the College has broken even at year end with attention paid to building reserves. He went through specific points of income and how that money is used. Trustees asked for clarification on a few points, including staff and faculty costs, infrastructure spending, building of reserves, and cost of startup. Trustees Scheid and Ozaki both noted that following industry practice of keeping 3-5% in reserves for facility upkeep and other needs prudent. M/S Mickelsen/Ozaki In regards to resolution , a resolution setting the budget for the College of Eastern Idaho and Eastern Idaho Technical College for fiscal year Moved that the board of trustees dispense with the rule requiring two separate readings, and that the two readings be waived. Motion passes unanimously with vote by roll-call 3

9 M/S Mickelsen/Ozaki Moved that the board of trustees approve resolution on its second and final reading. Motion passes unanimously with vote by roll-call EXECUTIVE SESSION M/S (Scheid/Ozaki) To move into Executive Session pursuant to (Idaho Code (1)(a)) (Matters related to the hiring of an employee) Motion passes unanimously with vote by roll-call The Board entered Executive Session at 7:41pm, no minutes or recordings were taken at this time M/S (Scheid/Miller) To exit Executive Session and return to regular business Motion passes unanimously with vote by roll-call (8:12pm) APPROVAL OF INTERIM PRESIDENT COMPENSATION M/S (Scheid/Ozaki) To offer Interim President Rick Aman a complete compensation plan of $162,000 plus retirement annually Motion passes unanimously with vote by roll-call PERMANENT PRESIDENT SEARCH COMMITTEE Chairman Price has begun the process of contacting search firms to begin the search for a permanent President. Vice Chairman Mickelsen will serve as Chair of the search committee with Trustee Miller assisting. The committee will be made up of employees of the College and members of the local community. Proposals will be discussed at future meetings REGULAR MEETINGS Chairman Price noted that the decision by the Board to hold regular meetings on Monday should be reassessed for a few reasons, including Holidays and other events normally held on Mondays. M/S (Ozaki/Scheid) To adjust the regular meeting schedule from the 3 rd Monday of each month to the 3 rd Wednesday of each month, remaining at 6:00pm Motion passes unanimously ELECTRONIC BOARD BOOKS Chairman Price explained the role of electronic board books to the Trustees, he noted that they would help with organization and ease of sharing information. He asked Executive Secretary Kristina Buchan to consider possible options for the Board TRUSTEE REMARKS 4

10 Trustee Mickelsen asked that Trustees be provided with a tour of the campus and lessons on technology when needed. President Aman invited her and the other Trustees to come in anytime to receive either Trustee Miller noted that a work session in the fall might be beneficial. He asked that students and faculty be invited to meet the Board and see how a meeting is run. All agreed this was a great idea. PRESIDENT S REPORT President Aman deferred to Vice President Sharee Anderson to give an update on academic programming. She provided each of the Trustees with a packet containing documentation of programs being built, their alignment with other institutions, and plans for promoting said programs. Trustees asked about the relationships CEI has with other institutions. Anderson explained that so far, the College has worked with Idaho State University and University of Idaho directly and that new degree offerings are being built to mirror degrees at other community colleges in the state. Trustees noted that, given the proximity, it is important to have a relationship with Brigham Young University, Idaho. Anderson agreed and ensured that that relationship was in the works. President Aman gave a report of the College Foundation in Executive Director Natalie Hebard s absence. The Foundation is a current 501c3 and it seems would only need to change its name to shift into the CEI foundation. He outlined the Board of the Foundation and their functions and gave brief details as to the Foundations endowment and scholarships given annually. Aman again invited trustees to the statewide training to be held on the College campus August 11 th, he took recommendations from the Trustees on topics of discussion that would be helpful. The College is also planning a ribbon cutting to signify the official start of classes in August, this will run in conjunction with the Welcome Week activities previously presented to the Board Seeing no other reports or comments, the meeting was adjourned at 9:17pm by Chairman Price. Date 5

11 College of Eastern Idaho Board of Trustees July 26, 2017 College of Eastern Idaho Campus, Alexander Creek Building 5, Room 541 Idaho Falls, Idaho A meeting of the Board of was held July 26, 2017 at the College of Eastern campus in Idaho Falls, Idaho. Chairman Park Price presided. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Craig Miller Absent: Cal Ozaki TRUSTEE WORK The meeting was called to order at 4:04pm by Chairman Park Price. APPROVAL OF AGENDA M/S Scheid/Mickelsen To approve the agenda as presented Motion passes unanimously APPROVAL OF MINUTES There were no minutes to be approved PUBLIC COMMENT There was no public comment APPROVAL OF BINGHAM COUNTY REQUEST Chairman Price yielded the floor to Dan Cravens, a representative from Bingham County, to speak on the inclusion of Bingham County in the College of Eastern Idaho Taxing District. Cravens noted that education is the most important aspect of a community and hoped that Bingham County might be able 1

12 to join in the future endeavors of Bonneville County. Cravens entertained questions from the CEI Trustees regarding voter turnout, budgeting, and taxes and fees. M/S Scheid/Mickelsen To officially support Bingham County s inclusion in the CEI Taxing District Motion passes unanimously with vote by roll call TRUSTEE REMARKS Chairman Price took a moment to acknowledge the hard work done by Bingham County in such a short time period and wished them success in the endeavor. PRESIDENT S REPORT President Aman gave a few updates on events that had happened since the last meeting including the Foundation s Great Race for Education which brought in significant funds for future scholarships and provided immense publicity for the College of Eastern Idaho. He also made note of a few meetings planned that would help develop relationships with notable groups including the INL and Premiere Technologies. Aman reminded the trustees of a few upcoming events, the ICCC retreat on August 11 th and the CEI Ribbon Cutting on August 23 rd. Formal notices will be provided as well. Sean Coletti informed the Board that it would be advisable to meet prior to the August 1 st tuition deadline. Chairman Price set the next meeting for Monday, July 21 st at 2:00pm. Seeing no other reports or comments, the meeting was adjourned at 4:42pm by Chairman Price. Date 2

13 College of Eastern Idaho Board of Trustees July 31, 2017 College of Eastern Idaho Campus, Healthcare Building #6, Room 6164 Idaho Falls, Idaho A meeting of the Board of was held July 26, 2017 at the College of Eastern campus in Idaho Falls, Idaho. Chairman Park Price presided. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Craig Miller Absent: Cal Ozaki TRUSTEE WORK The meeting was called to order at 2:00pm by Chairman Park Price. APPROVAL OF AGENDA The agenda was approved as presented APPROVAL OF MINUTES There were no minutes to be approved PUBLIC COMMENT There was no public comment APPROVAL OF OUT OF COUNTY TUITION RATE President Aman gave a brief explanation of the purpose of an out of county tuition rate and recommended a $50.00 per credit fee for outside of the taxing district. This is consistent with other colleges and will be of no surprise to other counties sending students to CEI. Trustees were provided with a justification of the fee in the meeting packets. 1

14 M/S Mickelsen/Miller To dispense with the rule requiring two separate readings, and that the two readings be waived on amended resolution Motion passes unanimously with vote by roll call M/S Miller/Scheid To approve the setting of out of district tuition and fees for the College of Eastern Idaho at $179 per credit, on its second and final reading Motion passes unanimously with vote by rollcall AMENDMENT TO DECISION ON TUITION AND FEES Discussion regarding the tuition and fees for the College of Eastern Idaho took place. M/S Mickelsen/Miller To dispense with the rule requiring two separate readings, and that the two readings be waived Motion passes unanimously with vote by roll call M/S Miller/Scheid To amend our prior decision setting tuition and fees to clarify that we only approve the tuition rate for the College of Eastern Idaho at an in district rate of $129 per credit, but allowing administration to offer a one time discount to $108 per credit for fall semester And, furthermore, that any prior decision regarding tuition at Eastern Idaho Technical College is null and void, and that we make no decision regarding tuition of Eastern Idaho Technical College, which has already been set by the state board of education Motion passes unanimously with vote by roll call AMENDMENT TO RESOLUTION REGARDING CEI BUDGET President Aman and Sean Coletti presented the amended version of Resolution The Board discussed changes that had been made. M/S Scheid/Mickelsen To dispense with the rule requiring two separate readings, and that the two readings be waived on amended resolution Motion passes unanimously with vote by roll call M/S Scheid/Mickelsen To approve amended resolution on its second and final reading Motion passes unanimously with vote by roll call TRUSTEE REMARKS Trustee Mickelsen asked on the progress on the search for new president. Trustee Price stated that is on the agenda for the next meeting. Trustee Scheid asked Dr. Aman if he anticipates any glitches on having the AS degree in January. Dr. Aman stated no, not at this time. He anticipates that it will go right through with no issues. Trustee Scheid asked how well summer semesters are attended. Dr. Aman stated that they are not attended well. He would like to have a 14 week summer session. Trustee Scheid asked if Financial Aid will be available for summer semester. Dr. Aman deferred the answer to Laura Jones from the Business Office. She stated that the Pell Grant beginning in October will be a year round awarding. Loans are already year round. 2

15 Trustee Price discussed completion rates, the need for advising, and year round school. Traditional students over 50% completion rate at EITC and he would like CEI to increase that rate. Trustee Scheid asked about tracking non tradition students to help them meet their graduation goal. Dr. Aman agreed that there will be a need for that. Trustee Miller stated the need for online courses and entire programs online. Trustee Mickelsen asked if high school students can graduate high school with an associate s degree. Trustee Miller stated that the school district must need to set it up that way. Dr. Aman also explained that students also have the option for concurrent enrollment. PRESIDENT S REPORT President Aman and Sean Coletti are creating a MOU with State Board of Ed (EITC) and CEI. Next meeting Sean should have an agreement ready for approval and signature. Trustee Price stated that EITC funding is set by legislator, infrastructure is in place with EITC staff and funded through the state, so an agreement must be in place. MOU will be voided after July 1st 2018 when EITC and CEI will become one entity. Aman reviewed the August 11 meeting agenda. He then reviewed the branding and logo and distributed examples to the trustees. Seeing no other reports or comments, the meeting was adjourned by Chairman Price. Date 3

16 College of Eastern Idaho Board of Trustees August 16, 2017 College of Eastern Idaho Campus, Healthcare Building, Room 6164 Idaho Falls, Idaho A meeting of the Board of was held August 16, 2017 at the College of Eastern campus in Idaho Falls, Idaho. Chairman Park Price presided. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Cal Ozaki Absent: Craig Miller TRUSTEE WORK The meeting was called to order at 6:02pm by Chairman Park Price. APPROVAL OF AGENDA M/S Scheid/Ozaki To approve the agenda as presented Motion passes unanimously APPROVAL OF MINUTES Minutes from the previous meetings held on July 17, 26, and 31 were presented to the Board M/S Ozaki/Scheid To approve the minutes as presented Motion passes unanimously RESOLUTION RE: BOARD POLICIES Chairman Price thanked Sean Coletti for his attentive work on the Board Policies, Coletti reminded the Board that these Policies can be amended in the future should any further discussion arise. M/S Scheid/Mickelsen To approve Resolution Board Policies as presented Motion passes unanimously with a vote by roll call 1

17 RESOLUTION RE: PUBLIC RECORDS RETENTION AND INSPECTION POLICY Sean Coletti presented the Board with a policy pertaining to Public Record Requests, the Board discussed the specifics of the policy including fees charged to those making requests. The Board and CEI President Rick Aman agreed that specific fee numbers would be decided internally. M/S Mickelsen/Ozaki To approve Resolution pertaining to Public Records Requests as presented Motion passes unanimously with vote by roll call MOU BETWEEN EITC AND CEI President Aman and Sean Coletti presented the established Memorandum of Understanding (MOU) between Eastern Idaho Technical College (EITC) and College of Eastern Idaho (CEI). Discussion followed. A question related to the role of President Aman in the partnership was brought up by Trustee Scheid. Coletti and Aman clarified that Aman would report to the Board and compensation would be provided by CEI. M/S Scheid/Mickelsen To approve the MOU between EITC and CEI and grant President Aman the authority to sign Motion passes unanimously with vote by roll call DEBRIEF ON ICCC RETREAT Chairman Price invited comments from each of the Trustees on their personal takeaways from the Idaho Community College Coalition (ICCC) retreat held August 11 th at CEI. In general, Trustees felt lucky to be a part of such a great group and were encouraged by the level of support that would come from the partnership. Discussion pointed out a need for a detailed social media policy and perhaps contract to be signed by each Trustee. Trustees also agreed on the need for a clear crisis management plan, necessary in cases of emergency as well as media attention. Aman noted that the College had a few of these systems in place already and would add the Trustees to the processes. M/S Miller/Ozaki That the College of Eastern Idaho join into the ICCC Motion passes unanimously REVIEW OF PRESIDENT S SEARCH PROPOSALS Chairman Price presented the 3 proposals from search committees for the CEI Presidential Search. Trustee Mickelsen asked for a brief explanation of each of the proposals, Chairman Price provided a breakdown of each and outlined the important points. Discussion followed. Trustees Mickelsen and Scheid noted the importance of having a basic Mission and Vision for the College before the Board gets too deep into the search process, they noted that this would help find the best long term candidate. President Aman asked for input from Mary Taylor, CEI HR Director. M Mickelsen to hire Cizek as the CEI Search Firm No second, motion fails M/S Scheid/Ozaki To hire ACCT as the CEI Search Firm Motion passes 3-1 with vote by roll call 2

18 DISCUSSION OF TRUSTEE LIAISON ASSIGNMENTS Chairman Price noted the assignments of each of the Trustees, Trustee Scheid finance, Trustee Ozaki Foundation, Trustee Mickelsen Chair of Presidential Search Committee. President Aman listed a few options for other Trustee positions that may be beneficial to the Board. M/S Mickelsen/Scheid To assign Trustee Miller as the K12 Liaison Motion passes unanimously Trustee Scheid reported that she had been involved in discussions between President Aman and VP Godfrey in relation to the budgeting process. She also hopes to form a finance committee but noted that the Board ought to focus on other priorities and a committee could be formed in due time. Trustee Ozaki reported that he had attended the last CEI Foundation Board Meeting. They were working on the official name change to shift from EITC to CEI and would report more as he continues to attend Board meetings. PRESIDENT S REPORT President Aman deferred the floor to a few employees that had joined the meeting for presentations. Hailey Mack, Career Placement Coordinator and Recruiter, handed out information to the Trustees regarding the Welcome Week activities planned for August 22 nd 25 th. Trustees discussed plans and thanked Mack for her work. Dr. Sharee Anderson, Vice President of Instruction, informed the Board of the extensive work that has been done in creating relationships with other higher education institutions and pathways for students to follow. She discussed the possibility of block scheduling, during discussion, Trustee Ozaki noted that offering classes on Fridays could prove extremely beneficial to employees of the INL who do not work on Fridays. Anderson also noted the continued focus on strategic curriculum building and those students only missing a few credits. Dr. Christian Godfrey, Vice President of Administration, gave a detailed presentation on the budgeting process and where CEI stands. He clarified specifics of the budget and entertained questions and discussion from the Trustees. A large focus of discussion was on Dual Credit opportunities within the College. Godfrey, Anderson, and Trustees all agreed that Dual Credit is growing rapidly and the College must focus on providing those services to students. Godfrey also discussed the operating software used by the College, he explained that he has a few proposals from various companies and is working with other institutions to find the best option for the college. President Aman then gave his update to the Board. He presented a short slideshow detailing the challenges he extended to faculty and staff for the coming months, including enrollment and program building. He continued with a list of four priorities he believe the new College ought to focus on; Academic Transfer, Dual Credit, Online Delivery, and Workforce Development. Aman also outlined the Complete College America (CCA) system and how it could pertain to CEI. Aman then reminded the Trustees that the campus would be closed Monday, August 21 st for the eclipse and that classes would begin on Tuesday, August 22 nd with welcome activities the whole week. 3

19 TRUSTEE REMARKS Trustee Mickelsen suggested an opportunity for high school students to visit the campus and attend events to ensure that their needs are being met by the college. Often, daytime courses are easiest for high school students to attend. Trustee Ozaki asked for clarification on Dual Credit in the area. Anderson and Aman noted that there are many instructors locally and very large student enrollment numbers. Chairman Price noted that in speaking with Legislators, all are amazed at how quickly CEI has become established and extended a hats-off to the Board. He noted that with all the hard work, the real winners are the students and the Board should be proud of that. Seeing no other reports or comments, the meeting was adjourned at 8:42pm by Chairman Price. Date 4

20 College of Eastern Idaho Board of Trustees August 23, 2017 College of Eastern Idaho Campus, John E Christofferson Building #3, Room 332 Idaho Falls, Idaho A meeting of the Board of was held August 23, 2017 at the College of Eastern campus in Idaho Falls, Idaho. Chairman Park Price presided. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Cal Ozaki Craig Miller Absent: Cal Ozaki TRUSTEE WORK The meeting was called to order at 1:29pm by Chairman Park Price. PRESIDENTIAL SEARCH COMMITTEE CCONSULTATION Cheryl Wright, consultant for College of Eastern Idaho joined the Board via conference call to discuss the next steps in the presidential search process. Topics discussed included a generic job description and recommendations for the composition of the search committee. Trustee Mickelsen will take notes from the call to the next search committee meeting, to be held in early September. Seeing no other reports or comments, the meeting was adjourned at 2:15pm by Chairman Price. Date 5

21 College of Eastern Idaho Board of Trustees September 7, 2017 College of Eastern Idaho Campus, Healthcare Building, Room 6164 Idaho Falls, Idaho A meeting of the Board of was held September 7, 2017 at the College of Eastern campus in Idaho Falls, Idaho. Chairman Park Price presided. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Cal Ozaki Craig Miller Absent: None Guests: Julie Golder, ACCT Tim Hopkins, representing Hopkins Roden Law Firm TRUSTEE WORK The meeting was called to order at 1:00pm by Chairman Park Price. UPDATE ON PRESIDENTIAL SEARCH COMMITTEE Chairman Price yielded the floor to Julie Golder, representative from ACCT to give an update on the training, orientation, and public comment on the search for the inaugural president of CEI. Approximately 30 staff, faculty, and community members attended the public forums to discuss the presidential profile. She explained the profile was finalized by the search committee and sent to the Trustees for final edits and approval. Trustees made minor edits to the profile as presented. M/S Mickelsen/Miller to approve the presidential profile for the search committee with edits made by the Board of Trustees Motion carried 4-1 with Chairman Price voting no Trustees discussed the timeline, promotion of the search, and Idaho statutes related to professional hires of this nature. Edited timelines will be sent out as they become available. 6

22 EXECUTIVE SESSION M/S Mickelsen/Scheid To move into Executive Session pursuant to Idaho Code Sec (c), (to consider the acquisition of an interest in real property) Motion passes unanimously with vote by rollcall The Board entered Executive Session, no minutes or recordings were taken at this time M/S Mickelsen/Miller To exit Executive Session and return to regular business Motion passes unanimously with vote by roll-call M/S Mickelsen/Ozaki to allow Interim President Aman to move forward with negotiations related to the acquisition of property Motion passes unanimously with vote by roll-call PRESIDENT S REPORT President Aman gave a brief update on the growth of the Workforce Training and Community Education division. He noted that on August 31, 2016 there were 476 students enrolled in classes, at the same time this year enrollment had reached 987 students. Approximately 60 students register daily in courses. Aman also updated the Board on the new role related to strategic partnerships to be filled by Ann Marie Peters. Seeing no other reports or comments, the meeting was adjourned at 2:24pm by Chairman Price. Date 7

23 College of Eastern Idaho Board of Trustees September 20, 2017 College of Eastern Idaho Campus, Healthcare Building, Room 6164 Idaho Falls, Idaho A meeting of the Board of was held September 20, 2017 at the College of Eastern campus in Idaho Falls, Idaho. Chairman Park Price presided. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Cal Ozaki Craig Miller Absent: None Guests: Interim President Dr. Rick Aman Vice President Dr. Christian Godfrey Lori Barber - Director of General Education Todd Wightman - Marketing Director Sean Coletti CEI Counsel TRUSTEE WORK The meeting was called to order at 6:00pm by Chairman Park Price. APPROVAL OF AGENDA M/S Mickelsen/Ozaki To approve the agenda as presented Motion passes unanimously APPROVAL OF MINUTES Minutes from the previous meetings held on August 16, August 23, and September 7 were presented to the Board M/S Scheid/Ozaki To approve the minutes as corrected Motion passes unanimously EXECUTIVE SESSION 1

24 M/S Mickelsen/Miller To move into Executive Session pursuant to Idaho Code Sec (c), (to consider the acquisition of an interest in real property) Motion passes unanimously with vote by rollcall The Board entered Executive Session, no minutes or recordings were taken at this time M/S Mickelsen/Scheid To exit Executive Session and return to regular business Motion passes unanimously with vote by roll-call M/S Scheid/Miller to engage an appraisal regarding the acquisition of property Motion passes with vote by roll-call, Trustee Ozaki abstaining SELECTION OF AUDIT FIRM Interim President Aman turned the floor over to Vice President Godfrey to discuss the selection of an auditing firm. VP Godfrey explained that the contract with Moss Adams, the current auditing firm for EITC, runs through the end of the current fiscal year. He recommended that since the firm would already be auditing EITC it would be simpler and more cost effective to have Moss Adams audit CEI as well. At the end of the fiscal year, an RFP could be opened to search for a new firm. Dr. Godfrey was asked to get a detailed audit proposal from Moss Adams outlining the specifics of a CEI audit and will present the information to Trustee Scheid and the Finance Committee. SOCIAL MEDIA POLICY A Social Media Policy was presented to the Board for discussion. It outlined limitations of online activities for employees and designated points of contact for crisis or emergency situations that may arise. Trustee Ozaki gave input based on a recent policy that had been presented at the INL requiring employees to make a disclaimer about posts. Interim President Aman noted that it would be difficult to regulate all employees, especially with the large growth in part time positions, and suggested that these rules could apply to Executive staff only. Mr. Coletti will work on an update to include posting policies and make other edits and present the policy at a future Board meeting. M Ozaki moved to table the policy until the next Board meeting. PURCHASING POLICY The Board was provided with a Purchasing and Procurement Policy that clearly outlined the process required depending upon the total value of intended purchases. Dr. Godfrey noted that auditors were concerned as purchase policies seem to be different between EITC and CEI. VP Godfrey suggested that guidelines be established outside of the existing State standards. Mr. Coletti and Dr. Godfrey noted that these guidelines were congruent with the other community colleges in the state and allowed freedom to make purchases while still providing internal check and balances. Dr. Godfrey added that internal documents were in the works to outline specific procedures related to purchases. M/S Mickelsen/Miller to approve Resolution Motion passes unanimously with vote by roll-call 2

25 TRUSTEE REPORTS Trustee Scheid gave a report on the newly formed Finance Committee and presented the names of members to the Board; Ken Taylor, Mary Lynn Hartwell, Aaron Johnson, Bob Johnson, Shane Webster, and Dr. Christian Godfrey as ex officio. Mr. Coletti is working on a charter for the group. Trustee Scheid also noted that the committee would serve as an audit committee also to review audit reports prior to presenting the reports to the Board. Trustee Ozaki reported that there had not been a recent Foundation meeting and he had no updates to report other than the name of the Foundation had officially changed to CEI Foundation. Trustee Miller reported that he had been meeting with Dr. Aman and Dr. Anderson regarding the challenges and opportunities of concurrent and dual credit at CEI. They have been working on goals for the coming year and hope to work with local administrators more closely, all of whom are very excited at the opportunity to grow those programs. Dr. Aman will travel with Trustee Miller to a regional principal s meeting to present plans for dual credit and 1+1 programs Vice Chair Mickelsen gave an update on the Presidential Search. Applications are currently being accepted with a target date of October 5 th. After that date, committee members will review applications and begin the interview process. Final candidates will be presented to the Board in late November and she hopes to have a decision made shortly thereafter. PRESIDENT S REPORT President Aman turned the floor over to Lori Barber, current Director of General Education to report on teacher qualifications, dual credit, and schedule building. Ms. Barber noted that the goal of CEI is to maintain high standards to ensure that instructors and students are best served. Dr. Aman added that all dual and concurrent faculty would be treated as adjunct faculty and would have all the same training opportunities as on campus faculty. Ms. Barber continued that standards for dual and concurrent courses would be the same as on campus courses; students would follow the same syllabus and take the same tests. This helps students prepare for higher level courses with ease. She has also been working closely with ISU to get courses outlined similarly. High standards will also exist for general education instructors as well and resumes are pouring in for people wanting to work at CEI. Ms. Barber continued the discussion with details about the Spring 2018 class schedule. Upwards of 60 new courses are being offered this spring including online courses and mirror courses that CSI-Idaho Falls has been offering previously. She also noted that contact has been made with current CSI students to get them enrolled seamlessly into CEI for the coming semesters. Interim President Aman asked Marketing Director Todd Wightman to review logo changes and marketing plans with the Trustees. Following a detailed discussion of the devilment of the logo and 3

26 marketing plans, the trustees were pleased with the plans and logo. Interim President Aman thanked the trustees for their input and asked Mr. Wightman to move forward with high level sign changes. Mr. Wightman then presented his marketing plan for his Transfer 1000 Campaign. The campaign began with online news site banners this week and will gradually move forward with social media advertising and culminate with an application mailer to be sent to around sixty-eight thousand households. He reported on his work with local research and marketing firms and hopes to reach local high school students as well as transfer and off-track students from local high education institutions. Dr. Aman presented a list of recent hires and open recruitments to the Board on behalf of Mary Taylor, HR Director. Recruitment continues for a variety of positions with more details provided to the Board as positions move forward. Interim President Aman led a discussion relating to implementation of faculty rank at CEI. He reported he was a vital part of the same process at CWI and explained the details about ranks and the implementation process. Trustee Mickelsen noted that an effective ranking system rewards behavior that the College values rather than a system based on longevity. Dr. Aman will provide a white paper for review by the Board once it is completed by Dr. Jerry Gee. Interim President Aman and Vice Chair Mickelsen reported on the recent ICCC meeting they attended in Boise, noting the value of the interaction with other Presidents and Board Chairs. Trustee Mickelsen noted the work that needs to be done to get secondary education on board with dual and concurrent enrollment plans and hoped that the group would be able to initiate meaningful legislative changes to benefit all parties. Finally, Dr. Aman reported that CEI has been working closely with the University of Idaho to begin a coadmit program, the first of its kind in the state. He hopes to have details finalized in November to be able to present to Legislature in the next few months. Interim President Aman added he would invite other universities in the state join a co-admit program CEI in the future as well. TRUSTEE REMARKS Future meeting absences were discussed and the need for a quorum was emphasized. Chairman Price then gave an interesting report on the roles and duties of trustees as had been presented during his most recent PERSI Board meeting. He also added clarifications related to open meeting law in Idaho. There were no other reports or comments and the meeting was adjourned at 8:46pm by Chairman Price. Stephanie Mickelsen, Vice Chairman Date 4

27 College of Eastern Idaho Board of Trustees October 11, 2017 College of Eastern Idaho Campus, Healthcare Building, Room 6164 Idaho Falls, Idaho A meeting of the Board of was held October 11, 2017 at the College of Eastern campus in Idaho Falls, Idaho. Vice Chair Stephanie Mickelsen presided. Present: Stephanie Mickelsen, Vice Chairman Carrie Scheid, Treasurer Cal Ozaki Absent: Park Price Craig Miller Guests: Rick Aman, Interim President Sean Coletti, CEI Attorney Christian Godfrey, Vice President of Finance Don Bourne, Controller Michelle Holt, Division Manager Workforce Training and Community Education TRUSTEE WORK The meeting was called to order at 6:00pm by Vice Chair Stephanie Mickelsen. APPROVAL OF AGENDA M/S Scheid/Ozaki To approve the agenda as presented Motion passes unanimously APPROVAL OF MINUTES Minutes from the previous meetings held on September 20 were presented to the Board M/S Scheid/Ozaki To approve the minutes Motion passes unanimously 1