SOUTHWESTERN OREGON COMMUNITY COLLEGE BOARD OF EDUCATION MEETING MINUTES June 27, 2011 ATTENDANCE Board of Education/Staff (Quorum Present) David Bridgham (Chair) * Harry Abel * Rick Howell * Marcia Jensen * Cherie Mitchell * Absent: Lonny Anderson Julie Kremers Deb Nicholls (Recording Secretary) * Staff/ExOfficios Patty Scott (President) * Karl Easttorp * Kat Flores * Gerry Livingston Aleta Mankamyer Tom Nicholls * Ron Olson Pat Parker Janet Pretti John Speasl * Rachele Summerville * *Also present at Executive Session CALL TO ORDER RECESS INTO EXECUTIVE SESSION RECONVENED Chair David Bridgham called the meeting to order at 3:35 p.m. The Board recessed into Executive Session under ORS 192.660 (2) from 3:35 p.m. to 3:55 p.m.: (d) Labor Negotiations The administrative negotiating teams briefed the Board on the positive negotiation meetings occurring with both bargaining units. (e) Property The Board was updated on the status of various real property issues within the district. (h) Legal Rights Administration briefed the Board on potential current litigation matters. (i) Personnel The Board was updated on a personnel issue. Chair Bridgham reconvened the open session at 4:05 p.m. BUDGET HEARING CALL TO ORDER PUBLIC BUDGET HEARING ORS 294.430 (1) Chair Bridgham called the Budget Hearing meeting to order at 4:00 p.m. The meeting was held in the Brookings Center at 420 Alder St., Brookings, Oregon. Due and proper meeting notice was provided. PUBLIC COMMENT ADJOURNMENT OF BUDGET HEARING AGENDA CHANGES PUBLIC COMMENT Cherie Mitchell inquired whether the public was aware of the hearing. It was noted that all local media and campus receives the meeting notices and detailed agendas, once developed. Also, all of the Board s meeting dates/times are published on the Board s web page. However, it is the media s prerogative to publish the information. Chair Bridgham adjourned the Budget Hearing meeting at 4:05 p.m. Deferred - 11 B, Insurance Report Added - 13 D, OCCA Report No comments were made.
ADOPTION OF THE 2011-12 BUDGET ADOPTION OF BUDGET, Exhibits # 10 and B M06/11-1 Marcia Jensen s motion to adopt the Fiscal Year 2011-2012 budget as approved by the Budget Committee, and amended by the Board, in the total amount of $58,742,156 and imposed the taxes provided for in the adopted budget at a rate of $0.7017 per $1,000 of assessed value for operations, and the taxes imposed and categorized for the tax year 2011-2012 upon the assessed value of all taxable property within the Southwestern Oregon Community College District was seconded by Harry Abel. Upon call for the vote, the MOTION PASSED unanimously. Vice President Linda Kridelbaugh was commended on her thoroughness throughout the budgeting process. PRESENTATION PRESENTATION Curry Campus Dean Janet Pretti addressed the Board sharing information on the growth of the program and the excitement of the new building s progress. BOARD REPORTS/ INFORMATION IMPORTANT DATES/ITEMS Discussion occurred on several upcoming meetings and dates. COLLEGE REPORTS PRESIDENT S REPORT Letter from Local ILWU, Exhibit # 13 A 1 Copies of the correspondence were included in the meeting materials. President Scott reported that the union was very excited about the naming of the quad area. Discussion occurred on the name. M06/11-2 Marcia Jensen s motion to name the quad area in the middle of campus the Henry Hansen Union Square was seconded by Cherie Mitchell. Upon call for the vote, the MOTION PASSED unanimously. The full name (Henry Hansen Labor Union Square) will be reflected in the recognition to the local union, but it will be referred to Henry Hansen Union Square. The plans are to move Hansen s bust from its current location in front of the Bookstore to the Square. 2011-12 Catalog Copies of the new catalog were provided to all Board members. Staff briefed the Board on the new green technology program. Executive Director Tom Nicholls clarified that the program was part of a consortium and that not all of the courses were offered at SWOCC. It is not an open enrollment program as students must be approved through South Coast Business Employment Corporation. All changes in programs will be reported through the instructional area reports in the future. Legislative Session Scott reported that the session was wrapping up and that the community college budget passed at $410 million with the State holding back 3.5% until the revenue forecast continues to be positive. FINANCIAL REPORTS, Exhibits # 13 B 1-6 Copies of the financial reports were included in the meeting materials and Business Manager Ron Olson briefed the Board on the reports and indicated that property taxes may be slightly under budget for the year, but that the Ending Fund Balance was expected to be close to what was budgeted.
President Scott commended the Business Office for their diligence in monitoring the cash flow of the College. Board Member Cherie Mitchell requested that the Business Office staff receive a Letter of Commendation for their efforts. Discussion occurred on the PERS borrowing savings as any realized revenue from interest earned was to be placed in a special restricted account. Olson stated that PERS debt service and building maintenance were concerns for the future and suggested that monies be set aside for such use in the future, when possible. MEASURE OF ACHIEVEMENT Measure # 3, Labor Trends, Exhibit # 13 C Copies of the measure were included in the meeting materials. Executive Director Tom Nicholls briefed the Board on the report. OCCA REPORT Chair Bridgham briefed the full Board on the recent meetings he attended noting that the charter school bill was coming through well for community colleges with amendments holding the institutions harmless. He added that the institutions may not have to hear the requests and there would be no appeals allowed once a decision was made. PUBLIC COMMENTS AT BOARD MEETINGS Chair Bridgham shared copies of strategies that the Clackamas Community College Board of Education follows for hearing public comments during their meetings. He also shared a like document written specifically for Southwestern and suggested that the rules be adhered to in the future. It was noted that the information would be posted near the sign-in sheet for the individuals reading pleasure during the meetings. The Board Chair sets the meeting agendas and Public Comments appear early in the meetings. CONSENT AGENDA CONSENT AGENDA, Exhibits # 14 A-G Copies of the items were included in the meeting materials. Executive Assistant Deb Nicholls noted that there was a slight modification made to the April 25, 2011 minutes since the packet printing. M06/11-3 Marcia Jensen s motion to approve the Consent Agenda, as amended, was seconded by Cherie Mitchell. Upon call for the vote, the MOTION PASSED unanimously. District reviewed and approved the meeting minutes dated April 25, 2011, May 23, 2011, and June 15, 2011, Exhibits # 14 A, B and F. District authorized the President to approve monthly payments for annual expenditures, as presented, Exhibit # 14 C. District authorized the insurance agent of record to purchase property and casualty insurance from PACE and workers compensation insurance from SAIF for the 2011-2012 fiscal year, Exhibit # 14 D.
District approved the amendment to the agreement between Coos County and the College to provide county-wide cooperative library services commencing July 1, 2011 and terminating on June 30, 2012 in accordance with Administrative Policy # 3.006, External Funding, Grants and Contracts,, Exhibit # 14 E. District approved the payment of $66,875 to ANGEL Learning for a one-year contract (2011-12), hosting the College s Learning Management Systems (LMS), and the amendment to the contract for unlimited users, Exhibit # 14 G. OLD BUSINESS BOARD POLICIES 2 ND READING The following policies were reviewed: 6010 Financial Reports and Statements 6015 Authorized Signatures 6020 Investment of Funds 6021 Petty Cash Accounts 6022 Payment of Bills 6025 Borrowing Funds 6030 College Audit 6031 Appointment of Consultants 6040 Independent Contractors/Personal Services Contracts 6045 Tuition and Fees 6050 Fiscal Management 6055 Budget 6060 General Operating Contingencies 6065 Budget Committee 6070 Funding Proposals and Application 6075 Fundraising 6080 Bonded or Insured Employees and Officers 6085 Fiscal Accounting and Reporting 6090 Payroll Advance 7010 Personnel Policy Goals
7030 Personnel Contracts 7040 Collective Bargaining 7060 Leaves Without Pay 7065 Leaves With Pay 7070 Compensation and Benefits 7095 Personnel Records 7105 Staff Resignation 7110 Discipline and Discharge 7135 Alcohol and Drug-Free Workplace 7145 Staff Ethics 7160 Staff Complaints and Appeals 7165/8020 Nondiscrimination and Nonharassment 7196 Evaluation of Staff 9010 College Foundation 9015 Naming Facilities 9020 Facilities Planning 10015 Community Use of College Facilities Discussion occurred and the decision made to table 6020 for future review. Amendments were made to 6031 and 6060. M06/11-4 NEW BUSINESS Marcia Jensen s motion to adopt the Board Policies, as amended, was seconded by Rick Howell. Upon call for the vote, the MOTION PASSED unanimously. INTERFUND LOANS, Exhibit # 16 A Copies of the resolution were included in the meeting materials and it was noted that the official document would be amended to reflect Vice President Kridelbaugh s current title. M06/11-5 EXOFFICIO REPORTS UNIT REPORTS Marcia Jensen s motion to authorize the interfund loan, as presented, was seconded by Rick Howell. Upon call for the vote, MOTION PASSED unanimously. No reports were made. EXECUTIVE TEAM REPORTS Student Services, Exhibit # 18 A 1 Copies of the report were included in the meeting materials and Executive Director Tom Nicholls thanked the campus for their support and efforts with what had been touted as the best graduation ceremony to date. Athletic Director John Speasl shared a story from an alumni that attended a University of Portland s graduation stating that SWOCC s was much more organized.
Administrative Services, Exhibit # 18 A 2 Copies the report and other documents were included in the meeting materials. Instructional Services, Exhibit #18 A 3 Copies of the report were included in the meeting materials. President Scott announced that work had been completed on several grants and that the College was waiting for word on whether or not efforts to secure them were successful. She shared that Interim Vice President of Instruction Phill Anderson would report to work on July 11. Discussion occurred on the staffing changes in Transitional Education and that both the Adult Basic Skills and the English as a Second Language areas experienced increases in FTE despite the changes. Integrated Technology Services, Exhibit # 18 A 4 Copies of the report were included in the meeting materials. Foundation No report given. Curry Campus Presentation provided earlier in the meeting. CORRESPONDENCE ADJOURNMENT CORRESPONDENCE/INFORMATION A thank you note from the 2011 Distinguished Alumna, Linda Prefontaine, was included in the meeting materials. Chair Bridgham adjourned the meeting at 5:55 p.m. Respectfully submitted, David Bridgham, Board Chair Patty Scott, Clerk Deb Nicholls, Recording Secretary