Board of Trustees of John Wood Community College Counties of Adams, Pike, Hancock, Calhoun, Schuyler, Brown, Morgan, Scott, Cass And State of Illinois OCTOBER 2012 REGULAR BOARD MINUTES Date: RE: 10.17.12 Board of Trustees Meeting REGULAR MEETING MINUTES Location: Board Room, Student Administrative Center, 1301 South 48 th Street, Qy IL 62305 Time: 7:00 P.M. 1. Call to Order/Appointment of Assistant Secretary The 10.17.12 Board of Trustees meeting was called to order in the Board Room, at the Student Administrative Center at 7:00 p.m. by Mr. Randy Sims, Board Chair. appointed Ms. Benz assistant secretary. 2. Roll Call Ms. Benz called roll: Attendees: Ms. Melanie Lechtenberg, Dr. Ron Davis, Ms. Mary Arp, Dr. John Letts, Mr. Steve Eighinger, Mr. Lou Barta, Mr. Jake Houston, Ms. Pam Foust, Ms. Karen Guildoo, Mr. Brad Hoyt, Ms. Jennifer Kelty, Ms. Danielle Schaller, Ms. Joyce Miller-Boren, Ms. Lori Tittsworth, Mr. Randall Egdorf, Mr. Gary Shupe, Ms. Betty McDonnell, Mr. Greg Dunham, Mr. Brian Anderson, and Ms. Leah Benz. October Board of Trustees Regular Meeting Minutes 2012 Page 1
3. Introductions 3.1 Auditors from WIPFLI Brian Anderson Greg Dunham New employees Danielle Schaller, Staff Account Jake Houston, Perkins Grant Assistant Karen Guildoo, Retention Advisor, Careers & Technology Lori Tittsworth, Custodian Status Changes Brad Hoyt, Manager Athletics and Intramurals Jennifer Kelty, Director of Fiscal Services 4. Special Report 5. Consideration of Items from the Floor 6. Public and Employee Comment 7. President and Committee Reports 7.1 ICCTA/West Central Region Report - Mr. Reginald Coleman, ICCTA representative, Dr. Gary Carter, alternate. The net ICCTA meeting is scheduled for November 9-10 at the Chicago Marriott in downtown Chicago. The AACT convention was held in Boston during October. The vice president of ICCTA attended for. 7.2 Board Eecutive Committee Report - Mr. Randy Sims, Mr. James Gay, Ms. Jeanetta Green. No meeting was held. A meeting will be scheduled prior to the November Board of Trustees meeting. 7.3 Board Curriculum Committee Report - Ms. Jeanetta Green, Mr. Reginald Coleman. No meeting was held. 7.4 Board Finance Committee Report - Mr. Larry Fischer, Mr. James Gay. The Finance committee met at 4:00 p.m. on Monday, October 15, 2012. Present were:,, board members, Ms. Arp, Vice President for Finance and Business Services, Dr. John Letts, president and Ms. Jenny Venvertloh, note taker. Topics discussed included; ta levy; ta abatement resolution, inter-fund loan request, Quincy Regional Training Facility agreement, bills for payment, and financials. The Finance committee also met on Monday, October 17, 2012 at 5:30 p.m. Present were: Mr. Fischer,, board members; Mrs. Arp, Vice President for Finance and Business Services; Dr. John Letts, president; and Mr. Brian Anderson and Mr. Greg Dunham, auditors. Discussion was held on the recent audit. October Board of Trustees Regular Meeting Minutes 2012 Page 2
7.5 Board Personnel Committee Report - Mr. Dene Lambkin, Dr. Gary Carter. The Personnel committee met on Wednesday, October 17 at 9:00 a.m. Present were: Dr. Gary Carter, board member, and Dr. John Letts, president. The item presented was deferred to closed session. 7.6 Student Trustee Report - Mr. Nathan Kurz. Student Government Association has approved two new clubs; running blazers and publication club. They also are looking at reinstating the Dew Crew woodpile at the basketball games. A flash mob is being planned for the November 3 basketball game. Sity-two students attended an event at the park district. A Halloween event is scheduled at Johnny Bang Bang s for the end of the October. Drug and alcohol awareness will be promoted. DARE organization is one of the supporting sponsors. At the state level students were asked to have their picture taken with their legislators. 7.7 Administration Report - Dr. John Letts. As a result of the reorganization of the College we have eperienced some growth. Student life programs have been taken to a new level. Ms. Melanie Lechtenberg is monitoring the debt and loans for students. Further information will be provided in the November Board of Trustees packet. 8. Consent Agenda 8.1 Consent business agenda items approved 8.1.1 Request approval of 09.12.12 regular meeting minutes and 09.25.12 retreat minutes 8.1.2 Request approval of the bills for payment/finance Committee 8.1.3 Request approval of monthly financial statements for September 8.1.4 Request approval of trustee travel ependitures for September 8.1.5 Request approval of course deletions and prerequisite changes effective spring 2013 MOTION: Approve the consent agenda items October Board of Trustees Regular Meeting Minutes 2012 Page 3
Discussion: 8.2 Grant Items 8.2.1 Request authorization to accept grant funding from the Department of Labor-Illinois Consortia of Community College for the TAA-INAM grant for the purpose of supporting improvements to JWCC manufacturing education programs RE: $525,769 (over three years) 8.2.2 Request authorization to submit a grant application to the Illinois Board of Higher Education for the 2013-14 Illinois Cooperative Work-Study Program grant for the purpose of supporting work-study internship activities with local businesses that align with courses of study offered by JWCC RE: range $33,000-$39,000 MOTION: Approve the grant agenda items Discussion: Last month Administration briefly shared that JWCC was one of 20 community colleges to receive funding from the Department of Labor-Illinois Consortia for the purpose of supporting manufacturing education programs. On Thursday, October 25, a kick-off breakfast meeting is scheduled at the JWCC Workforce Development Center at 4220 Koch s Lane to announce this project. The event is in partnership with Great River Economic Development Foundation (GREDF) and the Workforce Investment Board (WIB). Majority of the funding will be distributed in the first year, with curriculum development in second year, focus on retaining students in the third year and data collection in the fourth year. The second grant presented is a continuation from previous years. This grant offsets cost to local businesses that support work-study internships. October Board of Trustees Regular Meeting Minutes 2012 Page 4
8.3 Personnel Items 8.3.1 MOTION: Request authorization to employ new staff, faculty, accept resignations, retirements, and implement status changes as presented. Discussion: 9. Business Items 9.1 MOTION: Authorize a resolution regarding the intent to levy equity adjustment Discussion: Section 3-14.3 of the Illinois Public Community College Act makes provision for districts which are eligible to receive equalization grants and which have an operating ta rate below the statewide average to levy an equity adjustment, subject to public notice of such intent. Each year the Illinois Community College Board (ICCB) certifies the eligibility of districts to levy this amount. The amount for which John Wood Community College is eligible equals an equity ta rate of 3.33 cents, which at the projected equalized assessed valuation, would equal $446,886. October Board of Trustees Regular Meeting Minutes 2012 Page 5
Since this ta is subject to public notice, the attached resolution needs to be adopted by the Board of Trustees declaring its intent to levy and allow those who would object to file a petition referendum. Thirty days (30) must be allowed for receipt of a petition (representing at least ten percent of registered voters in the district) after publication. Fifteen colleges were eligible to receive the equalization grant. This item was endorsed by the Finance committee. MOTION: Adopt a resolution abating the ta levied for the year 2012 to pay debt service on the General Obligation Bonds (Alternate Revenue Source), Series 2012 Discussion: The College has sufficient funds from operations for the payment of the principal and interest on the General Obligation Bonds. The adoption of this resolution directs the County Clerks to abate the ta levied for the year 2012 to pay debt service on the General Obligation Bonds. This is set up from the savings from the Chevron project so that it does not have to be levied. MOTION: Accept and file the Fiscal Year 2012 Audit report as presented October Board of Trustees Regular Meeting Minutes 2012 Page 6
Discussion: The firm WIPFLI, LLP completed the audit of the financial records of John Wood Community College for fiscal year 2012. The audit portrays the fiscal condition of the College and its fiscal records and practices. Mr. Anderson and Mr. Dunham from the firm were in attendance to share their findings and answer any questions. They stated that in May they did an internal controls audit and preliminary field work; in June they audited the financial aid department; and completed their audit work in August. Both men met with the Finance committee and reported an unqualified opinion; clean opinion; not impeded in any part in time any significance deficiencies or weaknesses. The standards required an audit to support their opinion. The auditors thanked the staff for their ecellent cooperation. X MOTION: Approve the inter-fund loan from Operations and Maintenance fund to Debt Service fund to pay debt service on General Obligation Bonds Discussion: The College issued General Obligation Bonds (Alternate Revenue Source), Series 2012 and pledged revenues from the property taes etended for operations and maintenance purposes. The payments, due in fiscal year 2013, in the amount of $45,465, are included in the Operations & Maintenance budget. These debt service payments should be made from the Debt Service fund. It is requested that the Board of Trustees approve an inter-fund loan of $45,465 from the Operations & Maintenance fund to the Debt Service fund to pay debt service on the General Obligation Bonds (Alternate Revenue Source), Series 2012. Net fiscal year s budget will include a transfer to the Debt Service fund to repay this amount and the amount needed for net fiscal year ($94,042.50). This will be included in net year s budget process. October Board of Trustees Regular Meeting Minutes 2012 Page 7
X MOTION: Approve an intergovernmental cooperation agreement with the Quincy Regional Training Facility Discussion: The College was contacted by the Quincy Fire Department regarding the need to vacate their current classroom location. They have plans to build classrooms in the former transit facility at 1900 Seminary Road and approached the College to assist. The total cost of the project is epected to be $120,000 to install two classrooms and two restrooms. The agreement states JWCC will assist in the amount of $20,000 from John Wood Community College in advance rental payments and $10,000 for in-kind services. Students from the building trades program will help with the framing of the classrooms. This is a si and half year agreement. X 10. Discussion Items 10.1 Calendar of Events 11. Notices and Communications 11.1 Quincy Public Schools mentor program thank you 11.2 Thank you from scholarship recipient October Board of Trustees Regular Meeting Minutes 2012 Page 8
11.3 Handcrafters group raising funds for the Samantha Otte fund 12. Other Items 13. Closed Session A closed session will be necessary to consider the appointment, employment, discipline, performance, or dismissal of employees and to review closed session minutes and authorize destruction of closed recordings per state statue according to the Open Meetings Act by audio recording. Time: 8:20 p.m. X 14. Return to Public Session 14.1 MOTION: Return to public session. October Board of Trustees Regular Meeting Minutes 2012 Page 9
14.2 MOTION: Authorize the release of closed session minutes of January 2012-June 2012 with noted sections withheld as to the need to be kept closed, and further authorized the destruction of verbatim tape recordings of closed sessions: November 2010-March 2011 14.3 MOTION: Request authorization of an employment status change as discussed in closed session October Board of Trustees Regular Meeting Minutes 2012 Page 10
15. Adjournment 15.1 MOTION: Adjourn the October 17, 2012 Board of Trustees regular meeting. Time: 9:45 p.m. THE MEETING ADJOURNED. 16. Approval: Approved the 19 th day of November 2012, at a meeting of the Board of Trustees of Community College District No. 539, meeting at the Student Administrative Center, in the city of Quincy, Illinois at which voting members were present, constituting a quorum by a vote of ayes and nays. CHAIR:X SECRETARY:X October Board of Trustees Regular Meeting Minutes 2012 Page 11