POLICY COMMITTEE MEMBERS IN ATTENDANCE: William Holder Samuel Powell Bobby Irwin Jim Rose Frank Johnson Scott Shook Jerry Vaughan Candler Willis Members Absent: Ernest Pearson and Bob Stephens MEMBERS PRESENT: Lisa Estep, Chair Bill McBrayer Ann Whitford, Vice-Chair Lynn Raye Burr Sullivan Members absent: Breeden Blackwell, Todd Johnson and Clark Twiddy OTHERS IN ATTENDANCE: Peter Hans Jennifer Haygood Lisa Chapman Elizabeth Grovenstein Maureen Little Brian Long Shanté Martin * * Attended via telephone Mary Shuping Chreatha Alston Scott Corl Sondra Jarvis Chanell Johnson Libby Self Bryan Jenkins Bill Ingram (Durham TCC) David Johnson (Johnston CC) Stanley Elliott (Roanoke-Chowan CC) Lynn Austin (NCACCT) Julie Woodson (NCACCT) CALL TO ORDER Chairman Shook called the Policy Committee and Ms. Estep called the Accountability and Audit Committee meeting to order at 3:02 p.m. at Wake Technical Community College, North Campus, Building F, Room NF 205. ROLL CALL Bryan Jenkins took the roll of the Policy Committee and the Accountability and Audit Committee members. ETHICS STATEMENT Mr. Raye read the Ethics Awareness and Conflict of Interest Statement. No conflicts noted. APPROVAL OF THE AGENDA Chairman Shook requested a motion to approve the May 17, 2018 Policy Committee meeting agenda. Dr. Powell moved to approve, Mr. Vaughan seconded, and the agenda was approved by the Committee via voice vote. 1
APPROVAL OF THE MINUTES Chairman Shook requested a motion to approve the April 19, 2018 Policy Committee minutes. Mr. Vaughan moved to approve, Mr. Holder seconded, and the minutes were approved by the Committee via voice vote. FOR FUTURE ACTION POLICY Recommendation for Renewal of Proprietary School Licensure (Attachment POL 01) * Recommendation for Initial Proprietary School Licensure (Attachment POL 02) * Request to Extend Proprietary License Renewal Date (Attachment POL 03) * Mr. Scott Corl presented the three Proprietary School agenda items together. There were no questions from the Committee. Mr. Holder made a motion to move Recommendation for Renewal of Proprietary School Licensure (Attachment POL 01), Recommendation for Initial Proprietary School Licensure (Attachment POL 02), Request to Extend Proprietary License Renewal Date (Attachment POL 03) from Future Action to Action, seconded by Dr. Powell. Approved by the Committee via voice vote. Mr. Vaughan made a motion to approve Recommendation for Renewal of Proprietary School Licensure (Attachment POL 01), Recommendation for Initial Proprietary School Licensure (Attachment POL 02), Request to Extend Proprietary License Renewal Date (Attachment POL 03) from Future Action to Action, seconded by Dr. Powell. Approved by the Committee via voice vote. Proposed Amendment to 1B C 400 Program Accountability (Attachment POL 04) Ms. Martin stated the proposed amendments to 1B C 400 are modifications based on recommendations from the System Governance Task Force. Ms. Haygood and Ms. Martin highlighted items: Section 1B C 400.4 Provision of Information to the System Office (page 2, line 7) which codifies the Data Governance Committee. Data quality is an issue that continues to be a challenge within the system. The proposed rule has been vetted with the Data Governance Committee and shared with the NCACCP. Section 1B C 400.5 Performance Accountability (page 4, line 23) codifies the procedures for collecting data for performance measures. FOR ACTION POLICY Initiate Rulemaking to Adopt 1A C 200.5 System Advisory Council (Attachment POL 05) Ms. Martin stated the POL Committee discussed the rule 1A C 200.5 last month and a recommendation was made to specify one member be appointed by current governor. Another recommendation was made to define the selection of chair of the council. 2
Chairman Shook reviewed the council structure [section 1A C 200.5(a)(1-5)]. Ms. Haygood stated the council would make recommendations to the on issues of system-wide or inter-college importance. NCACCP and NCACCT have reviewed the rule and support the council. Mr. F. Johnson motioned to amend section 1A C 200.5(a)(1) to read The Chair of the State Board of Community Colleges shall appoint four State Board members, including at least one member appointed to the State Board by the current Governor, one member appointed to the State Board by the House, and one member appointed to the State Board by the Senate. Chairman Shook reminded the Committee that there could be overlap time due to Governor term and council terms not aligning. Ms. Martin stated the council appointments will be two-year terms. Ms. Haygood stated the goal is to eventually have the terms staggered as outlined in section 1A C 200.5(b). Chairman Shook recommended the council appointments occur in even years starting this year, as soon as practical. Chairman Shook seconded the amended language. The Committee discussed and agreed the System President should be the presiding officer and only vote in the case of a tie. President Hans thanked the Committees for approval of the rule with amended language. Mr. F. Johnson motioned to approve Initiate Rulemaking to Adopt 1A C 200.5 System Advisory Council (Attachment POL 05) with amended language, seconded by Chairman Shook. Approved by the Committee via voice vote. Review of Public Comments 1A C 200.4 Sound Fiscal and Management Practices (Attachment POL 06) Ms. Martin reviewed comments received and staff recommendations. The rule will go back out for public comment for 5 days. Mr. Rose motioned to accept recommend changes and initiate additional public comments on 1A C 200.4 Sound Fiscal and Management Practices (Attachment POL 06), seconded by Mr. Vaughan. Approved by the Committee via voice vote. 3
FOR INFORMATION POLICY Code Report May 2018 (Attachment POL 07) Ms. Chanell Johnson reviewed the code report. The report has been reformatted and sorted via committee overseeing each respective rule. APPROVAL OF THE AGENDA Ms. Estep requested a motion to approve the May 17, 2018 Accountability and Audit Committee meeting agenda. Mr. McBrayer moved to approve, Mr. Raye seconded, and the agenda was approved by the Committee via voice vote. APPROVAL OF THE MINUTES Ms. Estep requested a motion to approve the April 19, 2018 Accountability and Audit Committee minutes. Mr. Raye moved to approve, Mr. McBrayer seconded, and the minutes were approved by the Committee via voice vote. FOR INFORMATION ACCOUNTABILITY AND AUDIT Roanoke-Chowan Community College Investigative Report (Attachment AUD 01) Mr. Jenkins reviewed the Investigative Report from Roanoke Chowan conducted by the Office of State Auditor. The Executive Summary shows the two findings to be related to SACSCOC Principles of Accreditation and billing for student sponsorships. President Ingram provided commentary about the SACSCOC issues noted in the report. Mr. Jenkins stated Mr. Kennon Briggs has been assisting the Presidents' office at Roanoke-Chowan CC. Ms. Camilla Rice, at Mr. Briggs recommendation, will help close the fiscal year. Mr. Jenkins stated options for moving forward were discussed with Chair Estep, Chairman Shook, President Hans, and Ms. Haygood. The path forward would be to invite Chairman Lassiter and President Elliott to a future meeting to speak on the progress at the college. Ms. Haygood reminded the Committee these findings are all prior to President Elliott's arrival. Mr. Irwin voiced concern about the college possibly violating a SACSCOC principle and asked if it was due to lack of training. Ms. Woodson stated NCACCT has refrained from involvement in local issues in the past. The NCACCT Executive Committee decided to change the policy and offer assistance. Experienced trustees from NCACCT will be asked to advise and assist. Mr. Irwin stated the System Office is here to serve and help all 58 community colleges. Chairman Shook said that it is a great change and expansion in what Ms. Woodson said. There are trustees in the area who are willing to help. Mr. Holder thanked the NCACCT Executive Committee for choosing to help. Ms. Estep encouraged the NCACCT and to continue to build relationships. 4
President Elliott thanked the NCACCT for assisting. The OSA team was very professional. President Elliott shared the college is moving forward. Ms. Haygood shared President Hans has given direction to System Office staff to do what is needed to help Roanoke-Chowan CC to be successful. ADJOURNMENT Mr. Raye motioned to adjourn, seconded by Chairman Shook. The meeting was adjourned at 3:46 p.m. via voice vote. Respectfully submitted, Sondra Jarvis 5