Haywood Community College Board of Trustees Board Meeting April 11, 2016 The Haywood Community College Board of Trustees held a meeting on Monday, April 11, 2016 at 3:15 p.m. in the Board Room of the 100 Building. The Following persons were present: TRUSTEES: Bill Barker, Tony Beaman, Patsy Dowling, Mary Ann Enloe, Richard Lanning, Tom McNeel, George Marshall, Susan Sorrells, Bill Yarborough STAFF: Wendy Hines, Karen Denney, Brek Lanning, Aaron Mabry, Marsha Stines, George Rolland, Pam Hardin VISITORS: Patricia Smith, Racheal Clark, Melvin Little, Candice Moreau Dr. Barbara Parker, BOT Secretary Kelsi Long, SGA President Pat Smathers, Attorney Caleb Tate, IT Tammy Goodson, Transcriber Call to Order, Ethics Chair Lanning called the meeting to order at 3:15 p.m. and welcomed everyone and followed with prayer. Chair Lanning requested a roll call and determined that a quorum was present followed by the reading of the Ethics Statement. No conflicts were noted. The Ethics Statement can be found on electronic page 2 of today s packet. Chair Lanning asked if there were any changes to today s agenda. Having no changes to the agenda, Chair Lanning entertained a motion to approve the April 11, 2016 Board Agenda as presented. Trustee McNeel made the motion to approve the April 11, 2016 Board Agenda. Trustee Sorrells seconded the motion. The motion duly passed. The agenda can be found on electronic page 1 of today s packet. Consent Agenda Chair Lanning entertained a motion to approve the Consent Agenda which included the March 7, 2016 Board Minutes Trustee Beaman made the motion to approve the Consent 1 P a g e
Agenda. Trustee Marshall seconded the motion. The motion duly passed. The March 7, 2016 Board Minutes can be found on electronic page 5-9 of today s packet. SGA Report Miss Long reported on events of the previous month. Some noteworthy events were: SGA Officers packed and delivered bagged lunches to help fight student hunger across campus. Over 100 lunches have been packed and distributed since December. SGA is currently seeking officers for the 2016-2017 Academic Year SGA Officers are assisting in planning Harmony Day. Miss Long also highlighted upcoming events of interest. The SGA report can be found on electronic page 11 of today s packet. President s Report Dr. Parker welcomed Board members, reported on the college events of the previous month, and presented several informational items. Some of the noted events of the past and upcoming month were/are: Academic Excellence Recipient Melvin Little Dr. Parker provided a summary of qualifications and details of the Academic Excellence Award. Ms. Hines introduced HCC s Academic Excellence recipient Melvin Little and summarized his background and studies here at HCC. She noted that after he completed his Nurse Aid Certificate here at HCC he was employed by HRMC. HRMC then sponsored him through a scholarship to return to HCC to complete his Registered Nursing degree. He will be graduating in two weeks and has already accepted a full time nursing position in HRMC s ER department. R. W. Scott Recipient Candice Moreau Dr. Parker provided a summary of qualifications and details of the R. W. Scott Award. She then read Dr. Heulett s letter of recommendation for Ms. Moreau. Ms. Moreau has completed over 200 volunteer hours in Raptor Research. She has currently completed research on Raptor Populations and has presented her research at the NCTWS Annual Meeting. She is one of two recipients of the 2015-2016 Dave Dudek Award, and recipient of the Ken Wilson Award for her outstanding contributions to her chosen profession from the NC Chapter of the Wildlife Society, just to name a few. Smoky Mountain Development Corporation Building Dr. Parker provided an update. She noted that HCC will assume ownership of the building on May 2 nd. Final papers will be signed the morning of May 2 nd and HCC will assume ownership that afternoon. Dr. Parker, Alan Steinburg, Karen Denney and Brek Lanning will be meeting with the tenants of the building on April 25 th to update them concerning billing, maintenance procedures, trash collection, etc. Katy Gould and Diana Conard/Small Business Center will be moving into the building at the beginning of May. We are currently seeking funding to conduct a feasibility study in regards to turning the space into a small business type incubator. Current tenant leases will be honored through the end of their terms. Dr. Parker inquired of the Board if they would want to extend the leases until funding is secured, should funding not be obtained prior to the ending date of the current leases. The Board briefly discussed. The Board will consider extending the leases beyond the ending date should there not be another need for the building at that time. Official proposals on potential uses 2 P a g e
of the building will be forthcoming. Dr. Parker distributed a letter for the Board to review which will be mailed to the SMDC Board to thank them for the generous gift. Compliance Review Audit Report Program Audit Final Report Dr. Parker presented the Compliance Review Audit/Program Audit Final Report for the Board s review. She noted we had a clean Audit with no findings. The report can be located on electronic page 15 16 of today s packet. Legislative Meetings Dr. Parker thanked Trustees that were able to participate in our Annual Legislative meetings. She reported that meetings with Representative Joe Sam Queen, Representative Michelle Presnell, and Senator Jim Davis have been completed and were very productive. Each representative was very engaged and concerned in the Community College needs. The Board briefly discussed. NC GAP Dr. Parker distributed information on the recent action and study the General Assembly conducted for NC GAP. Joint Meeting with Superintendents and Community College President s Dr. Parker reported on a recent meeting which she and Dr. Garrett, Haywood County Schools Superintendent recently attended for Superintendents and Community College President s. Superintendents and Community College President s discussed numerous important topics. College and Career ready graduates and Career Coaches were two of the topics discussed. Dr. Parker summarized the discussions. She noted that a letter will be forthcoming from the Superintendents and Community College President s requesting that a Career Coach be made available for every County. Advisory Committee Meetings The Advisory Committee Meetings were held on March 24 th. Further information will be provided at the May Board Meeting. Results are being tabulated. County Budget Presentation Dr. Parker noted that she, Karen Denney, and Brek Lanning will be presenting the County Budget request to the County this Thursday. NCACCT Conference in Raleigh Dr. Parker reported that three Trustees will be attending the NCACCT Conference in Raleigh next week. She noted that she will be at the President s Symposia in Maryland and will be unable to attend with Trustees. Calendar of Events Dr. Parker noted a calendar of events is included in today s packet and invited Trustees to attend as many events as their schedules allowed. The Calendar of Events can be located on electronic page 26 of today s packet. Report by Ms. Karen Denney, Vice President of Business Operations State and County Budget for period ending February, 2016 Ms. Denney presented summaries of both the State and County Budget Reports for the period ending February 29, 2016. The State and County Budget reports can be found on electronic page 18 19 of today s packet. FY 2016-2017 County Budget Request Mr. Brek Lanning provided a detailed outline of the FY 2016 2017 County Budget Request which will be presented to the County on April 14, 2016. The report, currently in draft form, outlines in detail, current operating needs/expenses as well as capital outlay requests. Increases have been projected in some categories due to the addition of the Public Services Training Facility, inflation, and increased costs in items. Today s presentation reflects a reduction in the amount requested for the PSTF position and maintenance such as ½ total position and 1/3 total 3 P a g e
utilities/maintenance. The overall projection for the PSTF has been reduced due to the PSTF not being operational for a full year projected to be open in March, 2017. The Board discussed. The FY 2016 2017 County Budget Request can be located on electronic page 20 of today s packet. Report by Committee on Finance George Marshall Trustee Marshall brought forward a motion from the Committee on Finance to approve the FY 2016 2017 County Budget request as presented. Coming from Committee does not require a second. All were in favor. The motion duly passed. Report by Mr. Brek Lanning, Director of Campus Development Mr. Lanning reported that Change Order #001 has been completed. Our third-party soils testing engineer has discovered additional unsuitable soil. State Construction Office recommends using the remaining funds from Change Order #001 to take care of the soil issues in lieu of doing an additional change order. Mr. Lanning summarized the soil issues and measures that are being taken to remedy the issues. He noted that the footers for the Burn Building have been poured and the foundation walls are in and they should be laying block this week. Mr. Lanning provided an update on the water control valve which was discussed at the March BOT meeting. Even though our architect indicated JSD had given verbal approval for the valve, Mr. Lanning noted that we are still waiting for JSD to sign off on the valve design. JSD installed an additional valve in preparation of supplying water to the Clyde area. Once the valve has been inspected by DNR on April 20th, JSD will be able to determine if our design is acceptable in addition to the minimal flow rate they will be able to provide us. Mr. Lanning reported that we have received a change order for the water control valve from the contractor based on the drawing in the amount of $27,000. Mr. Donald has rejected that change order due to excessive estimated hours for the labor. The Board discussed. The Committee on Building and Grounds has recommended setting up a meeting with JSD s Board after the April 20 th inspection to determine where we are with the approval of our water control valve design. The Board took a brief recess at 4:03 p.m. The Board meeting resumed at 4:17 p.m. Report by Pam Hardin, Director of Institutional Advancement Ms. Hardin reported on the Foundation s recent Audit which was performed by Sheila Gahagan, CPA as of June 30, 2015. She noted that the Foundation received a clean Audit with no findings. Report by Chair Richard Lanning Chair Lanning reminded Trustees of the upcoming Graduations Friday, May 13, 2016 and The High School Equivalency and Adult High School Graduation Friday, May 6, 2016 4 P a g e
Nominating Committee Chair Lanning reported that he has asked Trustee Beaman to Chair the Nominating Committee and Trustee Yarborough and Trustee Hollingsed to serve on the committee. He instructed the committee to bring their nominations to the May Board Meeting for approval. President s Evaluation Chair Lanning noted that the President s Evaluation instrument will be distributed and discussed in closed session. Chair Lanning entertained a motion for the Board of Trustees to go into Closed Session at 4:19 p.m. pursuant to North Carolina General Statute Section 143-318.11 for the following purposes: 1. Under subsection (a) (3) to discuss matters protected by attorney client privilege. 2. Under subsection (a) (6) to consider the job performance and fitness of an individual employee o President s Evaluation. The motion to go into Closed Session for reasons stated above was made by Trustee Dowling. The motion was seconded by Trustee Sorrells. The Board went into Closed Session [G.S. 143-318.11(a)(3) (a) (6)] Legal & Personnel for reasons stated above at 4:19 p.m. The Board returned to open session at 4:30 p.m. Chair Lanning entertained a motion to approve the Closed Session Minutes for February 1, 2016. Trustee Yarborough made the motion to approve the Closed Session minutes for February 1, 2016. Trustee Barker seconded the motion. The motion duly passed Chair Lanning entertained a motion to approve the Closed Session Minutes for March 7, 2016. Trustee Beaman made the motion to approve the Closed Session Minutes for March 7, 2016. Trustee Enloe seconded the motion. The motion duly passed. Chair Lanning adjourned the meeting at 4:40 p.m. Respectfully Submitted Tammy R. Goodson, Transcriber Documents Included in the Packet Agenda NCSEC Ethics Statement March 7, 2016 Board Minutes SGA Report Compliance Review Audit Report Curriculum Audit State Funds Budget Report for Period Ending February 29, 2016 County Funds Budget Report for Period Ending February 29, 2016 HCC FY 2016 2017 County Budget Request 5 P a g e
Calendar of Events 6 P a g e