Approval Minutes Approval of March 9, 2017 Meeting Minutes...31

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1 H. Executive Committee *10:30 a.m. (ET), June 8, 2017 Citizens National Bank Community Room, Harold Rogers Student Commons Somerset Community College Somerset, Kentucky Call to Order Page Roll Call Approval Minutes Approval of March 9, 2017 Meeting Minutes **Action: KCTCS Board of Regents 2018 Regular Meeting Calendar Update: KCTCS Board of Regents Bylaws Technical Edits Action: Naming of the Training Center Capital Project For Hazard Community and Technical College Action: KCTCS President s Annual Performance Review Action: KCTCS President s Compensation Executive Session: KRS (1) (c) Proposed or Pending Litigation KRS (1) (f) Individual Personnel Matters Next Meeting September 14, 2017 Adjournment *Start time will be upon conclusion of the preceding event. 29

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3 DRAFT Committee Members Present: MINUTES KCTCS Board of Regents Executive Committee Meeting March 9, 2017 Ms. Marcia L. Roth, Committee Chair Dr. Gail R. Henson, Committee Vice Chair Dr. Angela Fultz Mr. Porter G. Peeples, Sr. Ms. Tammy C. Thompson Committee Member Absent: Mr. Barry K. Martin CALL TO ORDER Committee Chair Marcia L. Roth called to order the meeting of the Kentucky Community and Technical College System Board of Regents Executive Committee at 11:01 a.m. (ET) on March 9, The meeting was held in Conference Room 102B of the KCTCS System Office in Versailles, Kentucky. The press was notified of the meeting on March 1, Hon. Michael Murray, KCTCS General Counsel, served as parliamentarian. There being a quorum present, the meeting began with the approval of minutes. APPROVAL OF MINUTES ADDITIONS OR CHANGES TO THE AGENDA ACTION: REVISION OF MISSION STATEMENT FOR HOPKINSVILLE COMMUNITY COLLEGE Chair Roth asked if there were any corrections to the December 1, 2016, minutes presented in the meeting materials. There being none, the minutes were declared approved as presented. There were no changes or additions to the agenda. RECOMMENDATION: That the KCTCS Board of Regents approve the revised mission statement for Hopkinsville Community College (HCC) as presented in the agenda materials. Chair Roth called on President Box to present the agenda item. President Box introduced Dr. Jay Allen, HCC President/CEO, who assisted with the presentation. It is the policy of the KCTCS Board of Regents that each SACS-accredited college under the jurisdiction of the KCTCS Board of Regents has a statement of purpose approved by the governing board and that the KCTCS Board of Regents periodically review and approve mission statements of each SACS-accredited college. It is also the policy of KCTCS that the college mission statement be reviewed annually and that the mission statement shall be submitted to the KCTCS Board of Regents for approval at least once every three years. Dr. Allen and his Cabinet were charged with the mission statement review. He noted that their mission statement had been renewed in 2015 with no changes in 31

4 DRAFT light of the timing of the development process of the strategic plan. In 2016, he gathered input from faculty via on November 1. At the November 7, 2016 meeting the HCC Leadership Team recommended adding the following to the end of the mission statement, and enables students to be responsible citizens in a global society. The faculty and staff voted to approve the revised mission statement via electronic balloting conducted November 14-21, The HCC Board of Directors approved the final version of the revised mission statement at their meeting on November 29, Chair Roth called for discussion, there being none, and she called for the motion. MOTION: Dr. Henson moved and Mr. Cooper seconded that the Executive Committee recommend that the KCTCS Board of Regents approve the revised mission statement for Hopkinsville Community College (HCC) as presented in the agenda materials. VOTE: The motion was approved unanimously. ACTION: RENAMING OF THE LEARNING RESOURCE CENTER ON THE MAIN CAMPUS OF HOPKINSVILLE COMMUNITY COLLEGE RECOMMENDATION: That the KCTCS Board of Regents approve renaming of the Learning Resource Center on the Main Campus at Hopkinsville Community College (HCC) as requested by President Jay Allen and endorsed by the HCC Board of Directors and the HCC Foundation, Inc. Board of Directors. Chair Roth asked President Box to present the agenda item. President Box introduced Dr. Jay Allen, HCC President/CEO, who assisted with the presentation. President Box noted that HCC is seeking approval to rename the current Learning Resource Center to The Rotary Club of Hopkinsville Learning Resource Center in recognition of Hopkinsville s Rotary Club financial support. The proposed name change has been discussed with HCC Board of Directors and the College Foundation, Inc., and they both agreed to the recommended change as presented in the agenda materials. Dr. Allen noted that the Hopkinsville Rotary Club has historically supported education and youth programs in Christian County. In the past 67 years, the Rotary sponsored auction and Rotary student loan program have grown dramatically. The fund has provided over $10.6 million in student loans to area students to further their post high school education. Over 10,287 students have benefited from this work alone. Chair Roth called for discussion. During the discussion, it was noted that this is a great example of community partnerships with KCTCS colleges. Dr. Allen also noted that this would be the first facility named at HCC in its history. 32

5 DRAFT MOTION: Dr. Henson moved and Ms. Thompson seconded that the Executive Committee recommend that the KCTCS Board of Regents approve renaming of the Learning Resource Center on the Main Campus at Hopkinsville Community College (HCC) as requested by President Jay Allen and endorsed by the HCC Board of Directors and the HCC Foundation, Inc. Board of Directors. VOTE: The motion was approved unanimously. INFORMATION: KCTCS BOARD OF REGENTS 2018 REGULAR MEETING CALENDAR According to KRS , the KCTCS Board of Regents is mandated to meet quarterly. Board compliance with this mandate has evolved into a two-day meeting format on Thursdays and Fridays with the meetings scheduled to avoid holidays in March, June, September, and December. The Board has held special meetings as necessary under the conditions set forth in Section 4 of the KCTCS Board of Regents Bylaws. Chair Roth asked Regents to review their calendars and let staff know by April 30, 2017, whether they are available to attend meetings on March 15-16, 2018; June 14-15, 2018; September 13-14, 2018; and, December 6-7, The proposed dates do not conflict with federal or religious holidays. Chair Roth noted that the Board s 2018 regular meeting calendar would be adopted at the June 9, 2017, Board of Regents meeting. UPDATE: 2017 LEGISLATIVE AGENDA Chair Roth called on President Box to present the agenda item with assistance from KCTCS Assistant Chief of Staff Hannah Hodges. President Box reviewed the 2017 bill tracker handout with the Executive Committee. He noted that the General Assembly is currently in a non-budget legislative session that is set to adjourn, March 30, He shared that he continues to travel to Frankfort to meet with legislators to discuss KCTCS priorities, improve relationships, and establish new ones with the newly elected legislators. President Box noted there were over 800 bills filed in the 2017 session. There were several bills that were tracked closely by KCTCS, including Senate Bill (SB) 153, performance funding for postsecondary education institutions; and SB 107, gubernatorial appointments to postsecondary education institutions. President Box will continue to keep the Board updated as the legislative session ends. INFORMATION: KCTCS PRESIDENT ANNUAL PERFORMANCE REVIEW PROCESS Chair Roth shared that President Box had distributed via a web-based version of a report on the accomplishments of his Goals and Objectives as of February 24, President Box will finalize the accomplishments report for the evaluation period and provide them to the Board in mid-may so that the Board may finalize his performance review at the June 8-9, 2017 Board meeting. Chair Roth called on President Box to review his accomplishments with the committee. 33

6 DRAFT President Box noted the theme of the year was Forward, as it is important for KCTCS to keep moving forward in spite of and in response to several years of reduced state appropriations, political hiccups, and declining enrollments. After President Box presented an overview of his many accomplishments thus far, Chair Roth called for discussion. During discussion, the Committee expressed appreciation to President Box for working hard at rebuilding legislative and executive branch relationships in Frankfort. EXECUTIVE SESSION Chair Roth called for a motion for the KCTCS Board of Regents to go into Executive Session pursuant to KRS (1) (c) Proposed or Pending Litigation in which KCTCS may be a party. MOTION: Mr. Cooper moved and Dr. Fultz seconded that the KCTCS Board of Regents Executive Committee go into Executive Session pursuant to KRS (1) (c) Proposed or Pending Litigation in which KCTCS may be a party. VOTE: The motion was approved unanimously. The Board went into Executive Session at 12:21 p.m. (ET). OPEN SESSION NEXT MEETING ADJOURNMENT 06/08/17 Date Approved by the Executive Committee Chair Roth announced that the KCTCS Board of Regents reconvened the meeting in Open Session at 12:29 p.m., that the Board discussed Proposed or Pending Litigation, and that there was no action to bring before the Board at this time. The next regular meeting of the KCTCS Board of Regents Executive Committee is scheduled for June 8, 2017, at Somerset Community College, Somerset, Kentucky. Dr. Fultz moved and Ms. Thompson seconded that the Executive Committee adjourn. VOTE: The motion was approved unanimously, and the Executive Committee adjourned at 12:30 p.m. (ET). Marcia L. Roth, Chair KCTCS Board of Regents Tammy C. Thompson, Secretary KCTCS Board of Regents Jay K. Box, Ed.D. KCTCS President 34

7 ACTION KCTCS BOARD OF REGENTS Agenda Item H REGULAR MEETING CALENDAR June 9, 2017 Recommendation That the KCTCS Board of Regents adopt the following meeting calendar for 2018: Rationale March 15-16, 2018 June 14-15, 2018 September 13-14, 2018 December 6-7, 2018 The Kentucky Revised Statutes and the KCTCS Board of Regents Bylaws specify that the governing board meet at least quarterly. A proposed 2018 regular meeting calendar was presented for review as an Information Item at the March 10, 2017, KCTCS Board of Regents meeting. The proposed meeting dates avoid federal holidays. Background The proposed 2018 regular meeting calendar includes four meetings occurring on Thursdays and Fridays and complies with KRS , which stipulates that the KCTCS Board of Regents shall meet quarterly. Under Section 4 of the KCTCS Board of Regents Bylaws, the Board also has the option of holding special meetings if needed. Regents were asked to review their calendars and let staff know by April 30, 2017, whether their schedules permitted attendance on the recommended meeting dates. To date, no scheduling difficulties related to the proposed calendar have been identified. 35

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9 UPDATE: KCTCS BOARD OF REGENTS Agenda Item H-2 BYLAWS TECHNICAL EDITS June 9, 2017 Technical edits to the KCTCS Board of Regents Bylaws are required to reflect legislative changes from the 2017 General Assembly s passage of Senate Bill 107, which was signed into law by the Governor on March 21, The bill contained an emergency effective clause making the provisions of the legislation effective immediately upon the Governor s signature. Attachment A (strikethrough version) and Attachment B (as it will appear version) reflect these revisions. The last revision to the bylaws was approved on December 4, A summary of the technical edits is listed below. Section One: The Board of Regents of the Kentucky Community and Technical College System 1.2 Statutory Authority Add that the Board is established by KRS Membership Add that appointed members of the Board are also confirmed by the Senate. Clarify that Board members may be removed by the Governor pursuant to subsections of (2) (3) and (4) of KRS , which was revised by Senate Bill 107 to clarify when and how a Board member may be removed for cause; when and how a Board member may be removed for non-compliance with proportional representation requirements; and, when and how all appointed members of a Board may be removed for cause. Include the new KRS (11) provision, which establishes the circumstances in which the Governor may remove all appointed members of a Board. Section Two: Officers 2.1 Election Clarify that every year the Board shall elect a Chair, a Vice Chair, a Secretary and such other officers as it may deem necessary for a one-year term. Background KCTCS Board of Regents Bylaws Section 14 Amendments states that any provisions of the Board s bylaws (except those required or governed by the Kentucky Revised Statutes) may be amended or new provisions added by two thirds (2/3) of the cast votes of a quorum of the Board. Amendments or new provisions to the Board s Bylaws must be introduced at a preceding regular or special meeting of the Board. 37

10 KCTCS BOARD OF REGENTS BYLAWS STRIKETHROUGH VERSION The Bylaws of the Board of Regents of the Kentucky Community and Technical College System Section One: The Board of Regents of the Kentucky Community and Technical College System 1.1 Bylaws. In the absence of statutory direction, these bylaws shall govern the conduct of the Board of Regents of the Kentucky Community and Technical College System hereinafter referred to as the Board, which is a governing board as defined in KRS Chapter 164. No individual member or committee can take official action for the Board unless authorized by the Board. 1.2 Statutory authority. The Board is established by KRS and KRS Its duties and responsibilities are described in KRS ; ; ; and and elsewhere in statute. 1.3 Membership. As established in KRS , the Board is composed of fourteen (14) members, as follows: eight (8) members appointed by the Governor and confirmed by the Senate according to procedures set forth in statute; and one (1) selected member representing each of the following constituencies, for a total of six (6) additional members: General Education faculty; Occupational/Technical Education faculty; General Education non-teaching personnel; Occupational/Technical Education non-teaching personnel; General Education students; Occupational/Technical Education students. Additional qualifications of these non-appointed members are set forth in statute; the Board shall establish a process for their selection. Pursuant to KRS (10), Board members may be removed by the Governor pursuant to subsections (2) (3) and (4) of KRS for cause which shall include neglect of duty or malfeasance in office, after being afforded a hearing with counsel before the Council on Postsecondary Education and a finding of fact by the Council. Pursuant to KRS (11), the inability of the board to hold quarterly meetings, to elect a chairperson annually, to establish a quorum, to adopt an annual budget, to set tuition rates, to conduct an annual evaluation of the president of the university or system, to carry out its primary function to periodically evaluate the university's or system's progress in implementing its mission, goals, and objectives to conform to the strategic agenda, or to otherwise perform its duties under KRS shall be cause for the Governor to remove all appointed members of the board and replace the entire appointed membership pursuant to KRS (4). Section Two: Officers 2.1 Election. Every two years the Board shall elect from its membership for a two one-year term a Chair, a Vice Chair, a Secretary, and such other officers, as it may deem necessary. The Chair 38

11 KCTCS BOARD OF REGENTS BYLAWS shall not serve for more than two consecutive terms. Officers shall serve until their respective successors have been appointed and qualified. The Board shall appoint a Treasurer not from its membership pursuant to KRS In the event a vacancy occurs prior to the end of the term of an officer, the Board shall hold a special election to fill the office for the unexpired position of the term. July 21, /9/17 Date Adopted by Date of Last Review KCTCS Board of Regents 1/14/98; 5/20/98; 12/3/99; 2/25/00; 6/29/01; 4/26/02; 6/28/02; 12/06/02; 12/5/03; 12/3/04; 6/10/05; 3/10/06; 9/15/06; 6/15/07; 12/07/07; 3/12/10; 3/16/12; 9/21/12; 12/4/15; 06/9/17 Dates of Revisions Marcia L. Roth, Chair Board of Regents 06/9/17 Date 39

12 KCTCS BOARD OF REGENTS BYLAWS AS IT WILL APPEAR VERSION The Bylaws of the Board of Regents of the Kentucky Community and Technical College System Section One: The Board of Regents of the Kentucky Community and Technical College System 1.1 Bylaws. In the absence of statutory direction, these bylaws shall govern the conduct of the Board of Regents of the Kentucky Community and Technical College System hereinafter referred to as the Board, which is a governing board as defined in KRS Chapter 164. No individual member or committee can take official action for the Board unless authorized by the Board. 1.2 Statutory authority. The Board is established by KRS and KRS Its duties and responsibilities are described in KRS ; ; ; and and elsewhere in statute. 1.3 Membership. As established in KRS , the Board is composed of fourteen (14) members, as follows: eight (8) members appointed by the Governor and confirmed by the Senate according to procedures set forth in statute; and one (1) selected member representing each of the following constituencies, for a total of six (6) additional members: General Education faculty; Occupational/Technical Education faculty; General Education non-teaching personnel; Occupational/Technical Education non-teaching personnel; General Education students; Occupational/Technical Education students. Additional qualifications of these non-appointed members are set forth in statute; the Board shall establish a process for their selection. Pursuant to KRS (10), Board members may be removed by the Governor pursuant to subsections (2) (3) and (4) of KRS Pursuant to KRS (11), the inability of the board to hold quarterly meetings, to elect a chairperson annually, to establish a quorum, to adopt an annual budget, to set tuition rates, to conduct an annual evaluation of the president of the university or system, to carry out its primary function to periodically evaluate the university's or system's progress in implementing its mission, goals, and objectives to conform to the strategic agenda, or to otherwise perform its duties under KRS shall be cause for the Governor to remove all appointed members of the board and replace the entire appointed membership pursuant to KRS (4). 40

13 KCTCS BOARD OF REGENTS BYLAWS Section Two: Officers 2.1 Election. Every year the Board shall elect from its membership for a one-year term a Chair, a Vice Chair, a Secretary, and such other officers, as it may deem necessary. The Chair shall not serve for more than two consecutive terms. Officers shall serve until their respective successors have been appointed and qualified. The Board shall appoint a Treasurer not from its membership pursuant to KRS In the event a vacancy occurs prior to the end of the term of an officer, the Board shall hold a special election to fill the office for the unexpired position of the term. July 21, /9/17 Date Adopted by Date of Last Review KCTCS Board of Regents 1/14/98; 5/20/98; 12/3/99; 2/25/00; 6/29/01; 4/26/02; 6/28/02; 12/06/02; 12/5/03; 12/3/04; 6/10/05; 3/10/06; 9/15/06; 6/15/07; 12/07/07; 3/12/10; 3/16/12; 9/21/12; 12/4/15; 06/09/17 Dates of Revisions Marcia L. Roth, Chair Board of Regents 06/09/17 Date 41

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15 NAMING OF THE ACTION TRAINING CENTER CAPITAL PROJECT Agenda Item H-3 FOR HAZARD COMMUNITY & TECHNICAL COLLEGE June 9, 2017 Recommendation That the KCTCS Board of Regents approve the naming of the Hazard Community and Technical College (HCTC) training center capital project the E.O. Robinson Intergenerational Training Center as requested by President Jennifer Lindon and endorsed by the HCTC Board of Directors and the Hazard Independent College Foundation Board. Rationale KCTCS Board of Regents Policy 7.10 Naming of Buildings and Facilities for Private Donors states, It is appropriate and often very desirable to name a building (or parts thereof) to express the esteem and appreciation the college and/or KCTCS feels for an individual, family, business, or organization that has given significantly and voluntarily of their time and money and/or who has brought extraordinary honor to the institution/system by their accomplishments. The donor s contribution represents approximately 25% of the building s current value (if an existing facility) or the projected construction costs of a new building. The E.O. Robinson Mountain Fund has been key to the success of eastern Kentucky. To date, total giving directly to HCTC is $389,500. In January of 2017, the E.O. Robinson Mountain Fund committed an additional pledge to HCTC of $450,000 towards the construction of the training center. Since the establishment of the Lees College Campus in 1995, the E.O. Robinson Mountain Fund has provided Lees College Inc. (the foundation for the former Lees College) an additional $261,300. Lees College Inc. gave those funds to Hazard Community and Technical College for scholarships for students at the Lees College Campus. The projected cost of construction of the training center is $4,626,000. The naming has been discussed with HCTC Board of Directors and the Hazard Independent College Foundation and they support the proposed naming recommendation (Attachments B, and C, Agenda Item H-3). Background Hazard Community & Technical College is seeking to name the new training center on the Lees College Campus of HCTC as the E. O. Robinson Intergenerational Training Center. Documentation supporting the request may be found in (Attachment A, Agenda Item H-3). As President Lindon s letter indicates, this building will provide a training facility so that prospective students do not need to drive an hour and a half to receive up-to-date technical training. Existing HCTC facilities and infrastructure date from 1883 to 1969 and are insufficient for training for high wage, sustainable career opportunities. This training is critical to the workforce and economic development of the region. 43

16 The E.O. Robinson Mountain Fund was established and incorporated in 1922 with the purpose of giving to promote the general welfare of the people of eastern Kentucky in the areas of education, health care, and community programs; it has been critical to the success of many programs and initiatives in the region. The E.O. Robinson Mountain Fund has made significant investments to HCTC and the Lees College Campus for over 15 years. In addition to supporting HCTC, the fund has supported many other non-profit organizations in the area, i.e., Hazard Perry County Community Ministries, Hazard Independent Schools, Hazard Perry County Housing Development Alliance, Hazard Rotary Club, Jackson Independent School District, the Kentucky Mountain Alliance, The Appalachian Artisan Center, the Challenger Learning Center and others. Based on the aforementioned support and investment of the E.O. Robinson Mountain Fund to HCTC; President Lindon, the HCTC Board of Directors, the Hazard Independent College Foundation Board and the KCTCS President s Naming Advisory Committee are recommending to the KCTCS President Box and the Board of Regents that this naming request should be approved in accordance with KCTCS Board of Regents Policy

17 45 Attachment A, Agenda Item H-3

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19 47 Attachment B, Agenda Item H-3

20 48 Attachment C, Agenda Item H-3

21 ACTION KCTCS PRESIDENT Agenda Item H-4 ANNUAL PERFORMANCE REVIEW June 9, 2017 Recommendation That the KCTCS Board of Regents approve the annual evaluation of President Box. Rationale At the March 9-10, 2017, meetings, President Box discussed the President s Annual Performance Review Process and presented his accomplishments thus far for the performance review period that were distributed electronically to the Board of Regents on February 24, On May 8, 2017, President Box distributed his final accomplishments report for his second annual performance review (spanning from June 2016 May 2017) to the Board of Regents, for the Board to conduct the performance review prior to the June 8-9, 2017, Board of Regents meeting. On May 9, 2017, Chair Marcia Roth distributed the evaluation instrument form (Attachment A, Agenda Item H-4) to all the board members and requested the Board members to complete the forms and return them to her for compilation and review with President Box in accordance with the KCTCS Procedures for the Evaluation of the President (see Attachment B, Agenda Item H- 4). Background The KCTCS Board of Regents Bylaws Section 13.1 states, Evaluation. The Board shall perform an evaluation of the KCTCS President and shall fix the compensation and terms of contract. KCTCS Board of Regents Policy 2.5 KCTCS President s Performance Review states: The purpose of the President s annual performance review is to assess the individual performance of the President, the effectiveness of the President s leadership of the System, and the President s commitment to the progress of the System. The performance review shall include the following elements: 1. An established performance review period; 2. An established performance review schedule that indicates the manner and timeline for the presentation of performance and assessment data; 3. The President s assessment of his or her accomplishments, progress in established performance objectives, and satisfaction of job duties and responsibilities; and 49

22 4. The Board s assessment of the President s accomplishments, progress in established performance objectives, and satisfaction of job duties and responsibilities. The Board of Regents shall establish process and procedure for implementing the requirements of this policy. At the September 18-19, 2016, KCTCS Board of Regents meetings, the Board approved President Box s Goals and Objectives for the annual performance review period (Attachment C). The Goals and Objectives document includes a performance review schedule that provides the timeline for the presentation of accomplishments of his goals and objectives and the Board s assessment of these accomplishments. 50

23 Attachment A, Agenda Item H-4 KENTUCKY COMMUNITY AND TECHNICAL COLLEGE SYSTEM ANNUAL EVALUATION OF THE PRESIDENT S PERFORMANCE AND EFFECTIVENESS Instructions: Please rate the President on the following aspects of performance by filling in the circles completely. EE = Exceeds Expectations ME = Meets Expectations P = Progressing NI = Needs Improvement NA = INSUFFICIENT INFORMATION Institutional Leadership/Management Initiate implementation of the KCTCS Business Plan that outlines the action steps over the next two years necessary to accomplish the goals of the KCTCS Strategic Plan. Communicate regularly to employees via and campus visits. Communicate to the full Board via periodic s, mailings, and phone calls. Participate as a presenter /speaker at regional, statewide, or national conferences/meetings. Work with Chancellor Tracy to implement the revised program approval process, to infuse soft skills throughout the curriculum, and to enhance programs and training that meets employer needs. Along with the college presidents, meet with local business and industry CEOs to solicit feedback on the effectiveness of our workforce training efforts and the employability of our career and technical programs graduates. Establish a systemwide funding distribution model that encourages efficiencies and rewards productivity. Educational Leadership/Internal Relations Establish a series of awareness and training events for all KCTCS employees and students focused on campus safety and security, inclusiveness, and civic responsibilities. Establish aggressive enrollment, retention, and tuition revenue goals for college presidents, conduct regular enrollment update calls, and tie the accomplishment of goals to presidents evaluations. Develop strategies that maximize allocation of resources. 51

24 External Relations Participate in key organizations, associations, and boards to increase the visibility of KCTCS. Meet regularly with the Commissioner of Education to strengthen dual credit partnerships and to develop strategies to increase the matriculation of high school graduates to KCTCS. Meet with the Kentucky Congressional delegation, the Governor and his administration, key state legislators, and CPE leadership to advocate for issues related to KCTCS. Work with the Executive Branch and the Legislative Branch of the Federal Government to secure additional Federal funds for KCTCS. Hire a new executive director for the KCTCS Foundation and establish fundraising goals to meet the needs of the KCTCS Strategic Plan. Board and Governance Relations Continue regular communications to the Board and extend invitations to Board members to accompany the President on local college visits. Conduct Board workshops to address topics important to the Board and to enhance the Board s ability to advocate for KCTCS to state and local officials, business and industry leaders, and other stakeholders. Keep the Board engaged with the KCTCS Strategic Plan with the establishment and Board review and acceptance of the Business Plan that operationalizes the Strategic Plan. Special Priorities Work with the college presidents, the Kentucky Secretary of Education and Workforce Development, and the local Workforce Innovation Boards (WIBs) to collaborate on career development/job placement centers services at each college. Work with Vice President Gloria McCall in implementing the new financial aid central processing center and the new college financial aid procedures. Work with Vice President McCall and the college presidents on implementing strategic enrollment management plans at each college that will result in increased enrollment, retention, and completion. Work with the college presidents on enhancing the image of KCTCS by conducting meetings with state legislators in their local districts. 52

25 Work with Chancellor Tracy, the college presidents, the Kentucky Secretary of Education and Workforce Development, and the Kentucky Commissioner of Education on expanding dual credit offerings. In what ways has President Box demonstrated his commitment to increasing transparency of KCTCS operations and improving communications at all levels of the KCTCS organization? Are there additional ways to increase transparency that he should address in ? Over the last year, President Box spent a great deal of time and effort building relationships with local, state, and national leaders in order to advance KCTCS. Do you see this as being an ongoing need and if so, how he can strengthen, expand these relationships in the future? Over the last year, President Box demonstrated his commitment to increasing the financial stability of KCTCS through his work with the Performance Funding Model development, budget negotiations with CPE (including tuition increases), advocacy for capital projects via the Work Ready Skills Bond program, and leading the college presidents in cost cutting and fund reallocation. How can he further promote financial stability in the coming year? What would you deem to be President Box s greatest accomplishment for ? Do any of these areas need to be further developed or need additional attention in ? 53

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27 Attachment B, Agenda Item H-4 Procedures for the Evaluation of the President of the Kentucky Community & Technical College System (KCTCS) Authority for Procedures: These procedures are created and implemented pursuant to the authority of KRS (1)(b); KRS (1)(b); KRS ; KRS (1); KCTCS Board of Regents Policy 2.5; and the KCTCS Board of Regents Bylaws Section 13 (Rev. June 12, 2009). Purpose of President s Evaluation: The purpose of these procedures is to ensure the proper evaluation of the President of the KCTCS in accordance with the duties of the President, and the goals and objectives established by agreement between the Board and President and by vote of the Board as delineated herein. Accountability: Periodic evaluation of the President reinforces the value of accountability for the President s decisions and actions in providing leadership for the KCTCS, one of the nation s premiere community and technical college systems. By setting a timetable and framework for the President s evaluation, the KCTCS Board of Regents provides a tool for assessing leadership and institutional goal achievement. Procedures: The Board of Regents shall perform a Presidential evaluation on an annual basis and in compliance with all laws, KCTCS policies, and contractual obligations. 1. Performance Review Period: At the start of the performance review period, the Board, a special committee of the board appointed pursuant to the KCTCS Board of Regents Bylaws, or the Board s designee shall meet with the President to determine the goals and objectives on which the President shall be evaluated in alignment with the duties of the President as set forth in the Board of Regents Bylaws. 2. Approval of Goals and Objectives: The goals and objectives shall be reduced to writing and considered for approval by the Board. If the Board meets as a whole with the President, the Board shall approve the goals and objectives for evaluation at the meeting between the President and the Board. If the Board designates a special committee or a designee, the Board shall act upon the recommendation of the committee or designee at the next regular meeting of the Board. 3. Evaluation Form: The Board shall develop an evaluation form based upon the goals and objectives negotiated by and between the President and the Board and approved or ratified by the Board. 4. Board Participation: All Board members who are properly authorized to participate shall fulfill their duty to the KCTCS through full participation in the evaluation process for the KCTCS President. Participation shall include completion of the approved form for the Annual Evaluation of the President s Performance and Effectiveness. 55

28 5. Report: Once all evaluation forms are completed and returned, the Board Chair, the chair of the special committee of the board appointed pursuant to the KCTCS Board of Regents Bylaws, or the Board s designee shall prepare a written report analyzing the data which shall be provided to the Board and the President. 6. Opportunity to Respond and Append: The Board shall provide the President with the opportunity to respond to the analyzed, compiled, and reported data. The President may respond through a written report to the Board based upon the established goals and objectives. 7. Final Evaluation: The Board and the President shall meet to review its written evaluation report along with the written response from the President, if any. After approval by the Board, the Board s written evaluation report along with the written response from the President, if any, shall become the Board s final evaluation of the President. The President s evaluation report shall only be considered final with the appended response, if provided. The final report shall be made available to the public pursuant to the Kentucky Open Records Act. Review of Evaluation Process: The Board may annually review the process for the KCTCS President s Evaluation or may elect to review at a period of no longer than three years. Appendix: KCTCS Annual Evaluation of the President s Performance and Effectiveness Form 56

29 Attachment C, Agenda Item H GOALS AND OBJECTIVES KCTCS PRESIDENT JAY K. BOX PERFORMANCE REVIEW TIMELINE August 2016: Dr. Box submits to Chair Roth a draft of his goals and objectives for this evaluation period. September 2016: Board Executive Committee receives Dr. Box s goals and objectives. The Executive Committee votes to recommend to the full Board the approval of Dr. Box s goals and objectives. Full Board takes action on the Executive Committee s recommendations. March 2017: Dr. Box presents to Board his accomplishments so far. Between the March meeting and the middle of May, Dr. Box will submit to the Board a final report reflecting his accomplishments for the evaluation period. Mid-May 2017: Chair Roth distributes to the full Board the presidential evaluation form and sets a deadline for the return of the evaluation form to her. Before June 2017 Board Meeting: Chair Roth will meet with Dr. Box to discuss the evaluation results. June 2017 Board Meeting: The Board will take action on the evaluation of Dr. Box. Any revisions to Dr. Box s contract will be discussed and approved at that meeting. September 2017: Dr. Box will present his Goals and Objectives to the Board for approval. 57

30 GOALS AND OBJECTIVES Goal I: Institutional Leadership/Management: Engage internal and external constituents so as to further the advancement of the KCTCS vision, mission, and goals. Objective 1: Initiate implementation of the KCTCS Business Plan that outlines the action steps over the next two years necessary to accomplish the goals of the KCTCS Strategic Plan. Objective 2: Communicate regularly to employees via and campus visits. Communicate to the full Board via periodic s, mailings, and phone calls. Participate as a presenter/speaker at regional, statewide, or national conferences/meetings. Objective 3: Work with Chancellor Tracy to implement the revised program approval process, to infuse soft skills throughout the curriculum, and to enhance programs and training that meets employers needs. Objective 4: Along with college presidents, meet with local business and industry CEOs to solicit feedback on the effectiveness of our workforce training efforts and the employability of our career and technical programs graduates. Objective 5: Establish a Systemwide funding distribution model that encourages efficiencies and rewards productivity. Goal II: Educational Leadership/Internal Relations: Bring accountability to the System by establishing clear expectations of college presidents in meeting Systemwide initiatives and establish a moving forward theme with an emphasis on enrollment growth and financial stability. Objective 1: Establish a series of awareness and training events for all KCTCS employees and students focused on campus safety and security, inclusiveness, and civic responsibilities. Objective 2: Establish aggressive enrollment, retention, and tuition revenue goals for college presidents, conduct regular enrollment update calls, and tie the accomplishment of goals to presidents evaluations. Objective 3: Develop strategies that maximize allocation of resources. 58

31 Goal III: External Relations: Advocate for the System at the local, regional, state, and national levels. Objective 1: Participate in key organizations, associations, and boards so as to increase the visibility of KCTCS. Objective 2: Meet regularly with the Commissioner of Education so as to strengthen dual credit partnerships and to develop strategies to increase the matriculation of high school graduates to KCTCS. Objective 3: Meet with the Kentucky Congressional delegation, the Governor and his administration, key state legislators, and CPE leadership to advocate for issues related to KCTCS. Objective 4: Work with the Executive Branch and the Legislative Branch of the Federal Government to secure additional Federal funds for KCTCS. Objective 5: Hire a new executive director for the KCTCS Foundation and establish fundraising goals to meet the needs of the KCTCS Strategic Plan. Goal IV: Board and Governance Relations: Enhance Board/President relations. Objective 1: Continue regular communications to the Board and extend invitations to Board members to accompany me on local college visits. Objective 2: Conduct Board workshops to address topics important to the Board and to enhance the Board s ability to advocate for KCTCS to state and local officials, business and industry leaders, and other stakeholders. Objective 3: Keep the Board engaged with the KCTCS Strategic Plan with the establishment and Board review and acceptance of the Business Plan that operationalizes the Strategic Plan. 59

32 Goal V: Special Priorities: Objective 1: Work with the college presidents, the Kentucky Secretary of Education and Workforce Development, and the local Workforce Innovation Boards (WIBs) to collaborate on career development/job placement centers services at each college. Objective 2: Work with Vice President Gloria McCall in implementing the new financial aid central processing center and the new college financial aid procedures. Objective 3: Work with Vice President McCall and the college presidents on implementing strategic enrollment management plans at each college that will result in increased enrollment, retention, and completion. Objective 4: Work with the college presidents on enhancing the image of KCTCS by conducting meetings with state legislators in their local districts. Objective 5: Work with Chancellor Tracy, the college presidents, the Kentucky Secretary of Education and Workforce Development, and the Kentucky Commissioner of Education on expanding dual credit offerings. 60

33 ACTION Agenda Item H-5 KCTCS PRESIDENT S COMPENSATION June 9, 2017 At the June 8-9, 2017, Board of Regents meetings, upon conclusion of President Box s annual performance review, the Executive Committee will review matters of the KCTCS President s compensation and make a recommendation to the Board of Regents. Background The KCTCS Board of Regents Bylaws Section 13.1 states, Evaluation. The Board shall perform an evaluation of the KCTCS President and shall fix the compensation and terms of contract. 61

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