MINUTES OF THE JULY 14, 2015 CLATSOP COMMUNITY COLLEGE BOARD OF DIRECTORS REGULAR BOARD MEETING I. CALL TO ORDER The meeting was called to order by Chair Rosemary Baker-Monaghan at approximately 6:30 p.m. Board members present: Rosemary Baker-Monaghan, Karen Burke, Esther Moberg, Tessa James Scheller, Robert Duehmig and Anne Teaford-Cantor. Board members absent: Patrick Wingard. Others present: Larry Galizio, Paul Gillum, Frank Satterwhite, Patricia Warren, Tom Gill, Donna Larson, Leslie Lipe, Carolyn Cazee, Shel Cantor, Drew Herzog, Jean Danforth, Edward Stratton, Acting President/Deputy Clerk JoAnn Zahn, and Recording Secretary Stephanie Dorcheus. A. Oath of Office Newly elected and reelected Board members Esther Moberg, Anne Teaford-Cantor, Tessa James Scheller, Robert Duehmig, and Karen Burke took the Oath of Office. B. Years of Service Awards Former CCC president, Larry Galizio, presented plaques to former board members, Paul Gillum and Frank Satterwhite for both having sixteen years of service to Clatsop Community College. C. Election of Board Officers Tessa James Scheller nominated Rosemary Baker-Monaghan as Board Chair and Karen Burke as Vice Chair for FY15-16. Robert Duehmig seconded. No other nominations came forth. The motion carried unanimously. D. Adoption of Agenda Tessa James Scheller moved to adopt the agenda as presented. Robert Duehmig seconded. The motion carried unanimously. II. PUBLIC FORUM A. Introduction of Guests Chair Baker-Monaghan asked those present to introduce themselves. B. Public Comment None. Approved 09-08-2015
III. APPROVAL OF MINUTES Karen Burke moved to approve the minutes of the June 9, 2015 Public Hearing on the Budget, June 9, 2015 Regular Board meeting, June 24, 2015 Board Special meeting, and the July 2, 2015 Board Retreat as presented. Tessa James Scheller seconded. The motion carried unanimously. IV. REPORTS/DISCUSSION ITEMS A. Report of the Board Chair No Report B. Report of the Deputy Clerk Vice President JoAnn Zahn provided a summary of the Statements and Revenues and Expenditures FY15 and FY14 by fund source. The Financial Summary also included revenues and expenditures as of June 30, 2015 compared to revenues and expenditures as of June 30, 2014 and to the FY 2014-2015 Budget. Tuition and fees revenue recorded through June FY 2014-15 is $3.1 million or 89.92% of the adopted budget. Tuition and fee revenue is down 7.54%. The tuition and fee budget is $3.448 million. The FY2014-15 adopted budget beginning fund balance is $350,000. The pre-close actual FY 2013-14 ending fund balance is $612,000. VP Zahn had a few items she wanted to point out. One is that this is the end of the biennium and a fifth payment from the state will be received in July and there are still timber revenues to be received. She anticipates an ending fund balance over $500,000. VP Zahn commented that expenditures had increased by only 2% last fiscal year, the expected increase normally would have been 4-6% with increased cost of living, utilities costs and collective bargaining agreements. She explained that the savings were mainly due to the Patriot Hall project absorbing some costs for the project management team and the dissolution of the Oregon Coast Community College sponsorship. The auditors will be doing field work the last part of July and will present their report to the Board in December. Robert Duehmig moved to accept the July financial report. Anne Teaford-Cantor seconded. The motion carried unanimously. C. Report of the Board Representatives No Report D. President s Cabinet Updates Vice President Donna Larson congratulated the PLUS program staff on the TRIO grant renewal, one of thirteen in the state. The Director of Advancement, Patricia Warren, handed out a report. She commented on the receipt of a $2000 grant to market the Art Center Gallery and the progress of the Foundation audit. Jean Danforth, Foundation member, announced the 2015-16 Art Auction date of April Approved 09-08-2015 2
30, 2016. It will be held at the Astoria Country Club again and there will be a new auctioneer. Tom Gill, the Dean of Transfer Education and Institutional Researcher, presented the Spring Term and End of Year Preliminary Enrollment Report. The spring term shows a 10% enrollment reduction but the overall academic year is only down 2.5%. Other community colleges are also down for spring term. The final report will be available in October. E. Report of the President Vice President JoAnn Zahn brought attention to the final president s report submitted by Larry Galizio. VP Zahn commented how the report was a reminder of the good things that happened over the last year; passage of the bond, Patriot Redevelopment project, increase in state funding. V. OLD BUSINESS A. Request to Approve New Policy 7.035, Social Media Second Reading Tessa James Scheller moved to approve new policy 7.035, Social Media. Robert Duehmig seconded. It was commented that the procedure is a fluid document and will need to be revisited. The motion carried unanimously. VI. NEW BUSINESS A. Confirm Acting President Karen Burke moved to confirm the appointment of JoAnn Zahn as the acting president until the start of the interim president, Gerald Hamilton. Tessa James Scheller seconded. The motion carried unanimously. B. Consideration of Process for Presidential Search Tessa James Scheller reported that the board subcommittee recommends the use of a search company for the presidential search. The subcommittee reviewed three search firms, and recommended hiring ACCT. Chair Baker-Monaghan asked if the board wanted to interview any of the firms. Burke asked if the board was to do interviews, if it could be limited to two firms. Duehmig asked if this would impact the timeline for the search and from discussion it was decided that it would not. The subcommittee discussed the reasons why they recommended ACCT; the advantage of having a consultant close by in the state of Washington, an additional consultation, and the professionalism and detail of their proposal in comparison to the other firms. Karen Burke moved to approach ACCT as being the consultant firm for the presidential search and to specifically ask that they provide the consultant that is based in Washington as the principle consultant and to have the first meeting with ACCT in August. Tessa James Scheller seconded. The motion carried unanimously. Approved 09-08-2015 3
C. Proposed Regular Board Meeting Date/Location Board Policy 1.110 states at the first regular meeting after July 1, the Board will decide upon a time and place for regular meetings. For FY14-15, the Regular Board meetings have been held on the second Tuesday of the month, 6:30 p.m., in the Community Room (COL219) unless otherwise noted. Robert Duehmig moved to approve the Regular Monthly Board Meeting Date/Time/Location as presented. Anne Teaford-Cantor seconded. The motion carried unanimously. D. Appointment of Clerk, Deputy Clerk, and Board Secretary for CCC District Robert Duehmig moved to accept the appointment of the President as Clerk, the Vice President of Finance and Operations as Deputy Clerk, and the Executive Assistant to the President as Board Secretary for the CCC District for FY15-16. Esther Moberg seconded. The motion carried unanimously. E. Appointment of OCCA Representative Karen Burke moved to appoint Tessa James Scheller as the continuing OCCA Representative for FY15-16 with Robert Duehmig as alternate. Scheller seconded. The motion carried unanimously. F. Appointment of CCC Foundation Representative Robert Duehmig volunteered to serve as CCC Foundation Representative. Tessa James Scheller moved to appoint Robert Duehmig as CCC Foundation Representative for FY15-16. Moberg seconded. The motion carried unanimously. G. Appointment of Spirit of Clatsop Representatives For the current year, Rosemary Baker-Monaghan, Karen Burke, and Esther Moberg expressed interest in serving as Spirit of Clatsop Representatives. Karen Burke moved to appoint Rosemary Baker-Monaghan, Esther Moberg, and Karen Burke the Spirit of Clatsop Representatives for FY15-16. Robert Duehmig seconded. The motion carried unanimously. H. Authorize FY16 Signatures College Policy 3.120 states the Board will annually authorize specified individuals to sign College checks. Karen Burke moved the Board authorize for FY15-16 the College Clerk, the Deputy Clerk, and the Director of Accounting Services to sign College Checks. The Clerk and Deputy Clerk may use facsimile signatures. Esther Moberg seconded. The motion carried unanimously. Approved 09-08-2015 4
I. Designate Depository of Funds for FY16 College Policy 3.115 states the Board will annually designate one or more banks which meet college, state, and federal guidelines as official. Tessa James Scheller moved the Board adopt the list of qualified depositories in Clatsop County for public funds for FY15-16 as designated by the Oregon State Treasurer. Karen Burke seconded. The motion carried unanimously. J. New Hire Leslie Lipe, Human Resource Director, announced that Luke Kralik has been hired as the College s Library Director. He is coming to Clatsop from Tillamook Bay Community College and will start on August 3. K. Proposed Board Goals FY 2015-16, Tessa James Scheller moved to accept the proposed board goals for 2015-16 as presented. Robert Duehmig seconded. The motion carried unanimously. L. CCC Mission Statement Changes, M. CCC Vision Statement Changes Robert Duehmig moved to accept the proposed changes to the CCC Mission Statement and Vision Statement. Tessa James Scheller seconded. The motion carried unanimously. EXECUTIVE SESSION in accordance with ORS 192.660(2) (f), for consideration of interim presidency. N. Interim President Contract Karen Burke moved that the Board authorizes the Chair, Rosemary Baker- Monaghan, to sign an employment contract with Interim President, Gerald Hamilton. Anne Teaford-Cantor seconded. The motion carried unanimously. VII. ANNOUNCEMENTS/COMMUNICATIONS Chair Baker-Monaghan drew attention to the announcements and communications in the Board packet, including the July 21-22 OCCA New Board Member Orientation in Silverton, OR. VIII. BOARD FORUM Robert Duehmig stated that he was excited to see the building (Patriot) in progress. Tessa James Scheller reported on the Health & Wellness Committee meeting. The committee is working on an updated tobacco policy for the campus. Tessa also stated that she would like to continue as the liaison for that committee as well as the IOU committee. The rest of the board agreed. Approved 09-08-2015 5
Anne Teaford-Cantor is glad to be a part of the board and is looking forward to the OCCA orientation. JoAnn Zahn informed the board that Andrea Henderson will be at the Business Officer meeting at Clatsop in October. Rosemary Baker-Monaghan will be filling Larry s spot and serving as the college liaison at the community leaders meeting. IX. ADJOURNMENT Without further business, the Regular Board meeting was adjourned at approximately 7:40 p.m. Gerald Hamilton, Interim President Rosemary Baker-Monaghan, Chair Stephanie Dorcheus, Recording Secretary Approved 09-08-2015 6