Board of Trustees REGULAR MEETING MINUTES October 11, 2018 Trustees Present: Also Present: George Eckman, President Dr. Karla Leach, College President Regina Clark, Secretary Philip Parnell, VP for Student Services Troy Archuleta, Treasurer Kim Farley, VP for Student Learning Shannon Honaker* Joy Adams, Director of Human Resources Kent Porenta Cliff Wittstruck, Dean of Academics Tom Spicer Dustin Conover, Interim Dean of Students Linda Day, Director of Green River Center Trustees Absent: Brittany Stephenson Lu Sweet Dick Boettcher, Vice President Maria Wilkey Ann Jantz Nicole Castillon Jessica Clark Greg Erramouspe Bill Formanek Kenneth Lorimer Traci Ciepiela Carlton DeWick Kandy Frink * = via conference call REGULAR BOARD OF TRUSTEES MEETING I. AGENDA A. Call to Order The regular meeting of the Western Wyoming Community College District Board of Trustees was called to order at 7:18 p.m., Thursday, October 11, 2018 in Board Room 3060, Rock Springs Campus, President George Eckman presiding. B. Approval of Agenda 1. Trustee Spicer made a motion to approve both the consent and regular agendas as presented. The motion was seconded by Treasurer Archuleta and was approved by vote. II. REPORTS A. Associated Student Government Ms. Brittany Stephenson, ASG Secretary, presented a brief report on behalf of the group. Ms. Stephenson said that the recent blood drive was successful. Ms. Stephenson said that upcoming events include a magician, a comedian, trick or treat activities, a Halloween dance, and a costume contest. Ms. Stephenson said that participants in the costume contest will be required to provide canned goods for their entry fee, and those canned goods will be donated to the Food Bank. Ms. Stephenson said ASG will also participate in the upcoming Cowboys Against Cancer event and will conduct a highway cleanup. The Board thanked Ms. Stephenson for her report.
Board Meeting Minutes October 11, 2018 Page 2 B. Paraprofessional Alliance Ms. Maria Wilkey, Paraprofessional Alliance Vice-Chair, gave a brief report on behalf of the group. Ms. Wilkey said that the Paraprofessional Alliance will hold a pie sale fundraiser through November 5. Ms. Wilkey said the proceeds will go to the Para Pantry with a possible donation to a worthwhile charity if enough funds are raised. The Board thanked Ms. Wilkey for her report. C. WWCC Senate Ms. Traci Ciepiela and Mr. Carlton DeWick presented the monthly report for the Senate. Ms. Ciepiela reported that Senate will be voting on the 2020-21 Academic Calendar at their meeting on Monday. Ms. Ciepiela said that some faculty have concerns about the elimination of finals week proposed in the calendar. Ms. Ciepiela also said that the proposed faculty evaluation tool is being considered with concerns being voiced on the rubric that will be used in conjunction with the tool. Ms. Ciepiela said that a recent forum featured Information Technology Services and the status of their various projects. Ms. Ciepiela said that work tickets submitted during the summer were not addressed due to higher priority projects and some of those work tickets were lost in the system and will need to be resubmitted. Ms. Ciepiela said agenda item request forms were recently received regarding the Wellness Center hours and tracking attendance at Fall In-Service sessions. Ms. Ciepiela said that the form questioned why attendance was being tracked and what the information would be used for. Ms. Ciepiela said some people felt they were not being trusted to attend required sessions. D. Financial Aid Annual Report Ms. Nicole Castillon, Director of Financial Aid, presented the annual report for the department. Ms. Castillon reported that her staff goes above and beyond in helping students. Ms. Castillon said that processes have been improved and the department has been able to work collaboratively with state and federal officials on federal requirements. Ms. Castillon also said that the financial aid office now has clear separation of duties and they work closely with Mustang Central and Information Technology Services to ensure student information is protected. Ms. Castillon said her office also works with Marketing and Admissions to provide up-to-date financial aid information. Ms. Castillon said that she is proud of the front-line assistants, saying they do a wonderful job of taking care of students. Ms. Castillon recognized Ms. Megan Norton for her work in ensuring all male financial aid applicants have registered for Selective Service; Ms. Deanna Archuleta for her expertise on the various requirements for aid; and Ms. Anne Shipman who works hard to inform students of their responsibilities for student loans and the required exit counseling. Ms. Castillon said that the department would not run without these people. The Board thanked Ms. Castillon for her report. E. Western Celebrations Dr. Leach referred Board members to a newspaper article provided regarding a cell phone class offered at the Green River Center. Dr. Leach thanked Ms. Linda Day for offering the class. Dr. Leach reported that she received an email from a former WWCC student who recently passed the Wyoming Bar exam. Dr. Leach said the student, who was ASG President during his time here, wants to give back to WWCC. Dr. Leach also said that
Board Meeting Minutes October 11, 2018 Page 3 another former student will be taking the Bar exam this year and is currently working with Dr. Jessica Clark on holding a mock trial on the Chinese massacre and potentially developing a law school here. Dr. Leach read a prepared statement regarding her intent to retire as of December 31, 2019. Dr. Leach said that her husband s illness makes it necessary for her to concentrate her time on him and their family. Dr. Leach said there are several important initiatives that will need to be completed before she leaves. Board members expressed their dismay at her announcement but wished her and her husband the best. III. IV. MINUTES A. Approval 1. Treasurer Archuleta made a motion to approve the minutes of the September 20, 2018 regular meeting as presented. The motion was seconded by Trustee Spicer and was approved by vote. FINANCIAL REPORTS/TRANSACTIONS A. Clearing Accounts and Electronic Funds Transfers Treasurer Archuleta moved to ratify the Clearing Accounts as designated in the amount of $2,964,286.32 and the Electronic Transfers as designated in the amount of $496,956.08 for a grand total ratification of $3,461,242.40. The motion was seconded by Trustee Porenta and was approved by vote. Clearing Accounts Warrant Nos. Amount Vouchers 298685 through 299795 $2,027,206.44 ACH Payments* E00003871 through E00003946 Advices 053530 through 054156 $937,079.88 Total All Clearing Account Warrants $2,964,286.32 *=included in Vouchers Total Electronic Funds Transfers Payroll Tax Payments to I.R.S. From To Amount US Bank EFTPS-CHICAGO USATAXPYMT A/C# 147497000116 $302,091.20 Credit Card Payments to US Bank Corporate Payment System From To Amount US Bank EFT US Bank CC Payments A/C# 147497000116 $194,864.88 Bank to Bank Transfers 0.00 Investment Transfers 0.00 Total Electronic Funds Transfers $496,956.08 GRAND TOTAL FOR BOARD RATIFICATION $3,461,242.40
Board Meeting Minutes October 11, 2018 Page 4 (Copies of Warrant Registers are filed in the Addendum and become a part of the official Board Minutes.) V. RECOMMENDED ACTION A. Old Business None B. Consent Agenda 1. Confirmation of Appointments, Title IX and Section 504 Duties New Civil Rights Post-Secondary Compliance requirements state that the Board of Trustees must confirm job duties related to Title IX of the Education Amendments of 1972 for the following employees. In order to comply with an upcoming audit, Board confirmation is required. The individuals listed below are currently performing duties that fall under Title IX and Section 504 of the 1973 Rehabilitation Act. Title IX of the Education Amendments of 1972 prohibits discrimination based on sex in education programs and activities in federally funded schools at all levels. Title IX protects students, employees, applicants for admission and employment, and other persons from all forms of sex discrimination, including discrimination based on gender identity or failure to conform to stereotypical notions of gender. Section 504 of the 1973 Rehabilitation Act states that no otherwise qualified handicapped individual in the United States shall, solely by reason of handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. Board confirmation of these individuals will provide the necessary documentation that the Board of Trustees has officially confirmed these assignments. This information will be used solely as documentation for audit purposes. Philip Parnell, Title IX Coordinator Amy Galley, Deputy Title IX Coordinator for Students Joy Adams, Deputy Title IX Coordinator for Staff and Faculty Jennifer Petri, Disability Support Services Specialist (Accommodations) Philip Parnell, Appeal Official for ADA compliance and accommodations To confirm the appointments required for Title IX and Section 504 duties. 2. Approval of Budget Transfers Earlier this year, the responsibility for administering several of the tests we provide for student course placement, certification (Pearson Vue and AMP), workplace skills (WorkKeys), etc., was moved from Workforce to the Green River Center. However, the individuals who administer these tests are still being paid out of the Workforce budget. Due to staffing changes, such as moving one staff member to part-time benefitted and increasing the number of test proctors due to demand, there is need to move available funds from other budgets in order to have salaries and benefits being paid from the appropriate line items. Board approval is required to move these funds. Administration wishes to move $13,000 from the FY19 Workforce budget, $3,035 from the FY19 Continuing Education budget and $1,000 from the Star Valley Community Education budget to the FY19 Green River Administrative Staff Part-Time
Board Meeting Minutes October 11, 2018 Page 5 Classified Staff budget to cover proctor salaries and benefits. The Green River Continuing Education budget will be eliminated. To approve the budget transfers as described. Trustee Spicer made a motion to approve the recommendations from Administration on the consent agenda. The motion was seconded by Secretary Clark and was approved by vote. C. New Business 1. First Reading, Policy 7210G Revisions Board President Eckman has requested revisions to Board Policy 7210G, Conflict of Interest. College Counsel has been consulted on the proposed revisions. None. First Reading Only, No Action Required. President Eckman read the proposed revision, comprised of an added paragraph that would require that Board members who apply for employment, or whose spouses apply for positions, with WWCC will resign their seat on the Board immediately. President Eckman said that no action is required on first reading and asked for any discussion on the proposed revision. Trustee Porenta said that he feels the proposed revision is inappropriate and the issue should be discussed during a workshop. Trustee Porenta made a motion to table the proposed revision. The motion was seconded by Treasurer Archuleta and was approved by vote. President Eckman asked for the item to be placed on the November workshop agenda. 2. Request for Early Contract Release, Assistant Professor of Nursing Ms. Kelli Vandiver, Assistant Professor of Nursing, has tendered her resignation from Western Wyoming Community College, on October 1, 2018, indicating that her last work day is anticipated to be December 8, 2018. Ms. Vandiver joined WWCC in August 2016. Ms. Vandiver has requested to be released from her 2018-2019 contract, as she will be relocating to Texas with her family. To accept Ms. Vandiver s resignation of full-time employment effective December 8, 2018. Vice President Farley gave a brief explanation of the request for early contract release. Treasurer Archuleta made a motion to accept Ms. Vandiver s resignation as described. The motion was seconded by Trustee Spicer and was approved by contract. 3. Approval of Early Retirement Request Board Procedure 4230E provides for voluntary early retirement for eligible full time WWCC employees. Regarding Board consideration of early retirement applications, the procedure states, The Board will make a decision on each completed application not later than the regular Board meeting in December of
Board Meeting Minutes October 11, 2018 Page 6 a given year. Applications will be accepted through November 1, 2018 and the Board will make decisions no later than December 2018. The following Employees have requested early retirement: Adrienne Plemel Ms. Plemel has been employed by the College since June 1984 and holds the position of Admissions Assistant. Ms. Plemel has applied for early retirement effective in June 2019. Ms. Plemel meets all eligibility requirements. Ms. Plemel s last day of employment is scheduled for June 20, 2019. Requested Termination Date: June 20, 2019 Employment History: Years of Service 34 Years June 04, 1984 Current position: Admissions Assistant To approve voluntary early retirement for Ms. Adrienne Plemel, effective June 20, 2019. Dr. Leach gave a brief explanation of the early retirement request, saying that the application period is open until November 1. Trustee Spicer made a motion to approve voluntary early retirement for Ms. Adrienne Plemel as described. The motion was seconded by Treasurer Archuleta and was approved by vote. VI. INFORMATION/PROPOSALS A. Visiting Delegations None B. Questions/Media/Public None C. President/Staff None D. Trustee Questions/Topics Secretary Clark said that she knows Dr. Leach s decision to retire was not an easy one. Secretary Clark said that Dr. Leach has been instrumental in preparing her for her trusteeship. President Eckman agreed, saying that Dr. Leach has done great things during her tenure. President Eckman recalled that he was on the Board when Dr. Leach interviewed for the position, saying that 53 applications were received. President Eckman said that her service to the institution has been wonderful, that the Board wanted a President that would take WWCC to the next level and Dr. Leach has certainly done that. Trustee Spicer congratulated Dr. Leach on a wonderful 10-year tenure. Trustee Honaker said that she hoped Dr. Leach felt supported even when she faced criticism.
Board Meeting Minutes October 11, 2018 Page 7 E. Topics for Future Workshop Agendas 1. Facility Tours 2. BOCES Reports 3. High School Equivalency/Common Core Issues 4. Luxury Tax on Health Care Premiums 5. Homeland Security Audit Results 6. Developmental Co-Curriculum F. Executive Session - Legal/Personnel President Eckman asked if an Executive Session would be necessary. Dr. Leach said no. VII. VIII. CALENDAR OF FUTURE EVENTS Oct. 11 Regular Board of Trustees Workshop 6:00 p.m. Board Conference Room 3071 Oct. 11 Regular Board of Trustees Meeting 7:15 p.m. Board Room 3060 WCCC Meeting Oct. 16 Rock Springs WACCT Safety Conference Oct. 17-18 Riverton Oct. 19 WWCC Holiday (Fall Break) ACCT Conference Oct. 24-27 New York City, NY Nov. 6 General Election Day Nov. 8 Regular Board of Trustees Workshop 6:00 p.m. Board Conference Room 3071 Nov. 8 Regular Board of Trustees Meeting 7:15 p.m. Board Room 3060 Nov. 22-23 WWCC Holiday (Thanksgiving) Dec. 13 Regular Board of Trustees Workshop 6:00 p.m. Board Conference Room 3071 Dec. 13 Regular Board of Trustees Meeting 7:15 p.m. Board Room 3060 Dec. 21-Jan. 1 WWCC Holiday Break ADJOURNMENT Having no further business to act on, President Eckman adjourned the regular meeting at 7:52 p.m.
Board Meeting Minutes October 11, 2018 Page 8 NOTE: Additional information (tapes and/or addenda) from this meeting is available in the Board Office. Above recorded by: Kandy Frink WWCC Board President WWCC Board Secretary