agenda board of trustees regular meeting tuesday...
TRANSCRIPT
1 | P a g e
AGENDA BOARD OF TRUSTEES
REGULAR MEETING President’s Conference Room
Tuesday November 21, 2017 10:00 am
10:00 am Call to Order………………………………………………………..………….……..….…...........Chair Michael G. Felt
10:05 am Trustees Attendance………………………………..………….…………..…..…………..…President Michael Elam
10:10 am Invocation……………………………………………….…………………………….…...…......…..Trustee John Smith
10:15 am Adoption of the Agenda
10:17 am Ethics Awareness & Conflict of Interest Reminder
Ethics Statement …………………………………………………..…………………..………… ………….
“Each member of this board of trustees (except the student representative) is reminded of their obligations and duties under the State Government Ethics Act. Trustees must continually monitor, evaluate, and manage their personal, financial, and professional affairs to ensure the absence of conflicts of interest or even the appearance of conflicts of interest. Does any member of this board know of an actual conflict of interest or appearance of a conflict of interest which exists with regard to any matter coming before this board?”
10:20 am Introduction of Visitors and New Staff
10:25 am Trustees Business…………………………………………………….……………..………………Chair Michael Felt
Consent Agenda
1. Minutes from the October 31, 2017 regular meeting2. Financial Report: Fiscal Year 2016-17 State, County, and the Griffin Centre Expenditures
through October 31, 2017
2 | P a g e
Committee Reports
(1) Buildings, Grounds, Finance (2) Personnel and Student Services
Proposed Bylaw Change- Amendment-Article V, Section 3, Notice of Meetingsamendment- “Members and officers of the Board and the President shall bemailed e-mailed a written notifications from the Secretary as to the time and place of all meetings”
Trustees as Employees(3) Academic
10:45 am Chairman Comments/Announcements 1. 2018 ACCT National Legislative Summit- February 11-14, 20172. Trustee Christmas Party-December 16, 20173. Going Paperless Update
President’s Report – Dr. Michael Elam
1. Update on the Access Road2. Cultural Learning and Universal Enrichment (C.L.U.E.) Series3. Agricultural Entrepreneurship Certificate Program Graduates4. Caledonia Graduation-January5. Faculty/Staff Holiday Breakfast-December 8, 20176. Strategic Initiatives
Informational Items
Student Services & Enrollment 1. Complete 30 Campaign with Phi Theta Kappa and the Student Government Association
Institutional Effectiveness & Advancement
1. Foundation Updates
Student Government Association Report 1. SGA & PTK Collaboration Event2. Campus Meetings3. Holiday Parades4. SGA Officers for 2017-2018
11:00 am Closed Session
Adjournment
3 | P a g e
Minutes from previous meeting
Halifax Community College
Board of Trustees
Minutes
October 31, 2017
Board of Trustees Present: Trustee Michael Felt, Chair
Trustee Marie Robinson, Vice Chair
Trustee Bettie Cofield
Trustee J. Deans Eatman
Trustee Stanley Edwards
Trustee Fannie Greene
Trustee Mary Mebane
Trustee Michael Mills
Trustee Ruel Solomon
Trustee John Smith
Trustee Byron Waters
Trustee Sammy Webb
Trustee Gabriel Roberts, Student Representative
Board of Trustee Absent: None
Others Present: Dr. Michael Elam, President/CEO
Dr. Bruce Busby, Interim Chief Academic Officer
and Dean of Curriculum
Dr. Barbara Hasty, Vice President of Student
Services and Enrollment Management
Dr. Jerry Edmonds, Interim Dean of Workforce &
Economic Development & Director of the Small
Business Center
Kimberly Mack, Executive Assistant to the
President and Board of Trustees
Vanessa Council, Graphic Designer
Allen Purser, Director of the HCC Foundation, Inc.
Margaret Murga, Human Resources Director
Jennifer Jones, Director of Career and College
Promise/SGA Advisor
David Forester, Vice President of Administrative
Services
Molly Wallace, Director of Public Relations and
Marketing
Dr. Eric Cunningham, Halifax County Schools
Superintendent
Dr. Alfred Smith, Halifax County Schools
4 | P a g e
Dr. Tyrana Battle, Halifax County Schools
Dr. Keith Eades, Education Consultant
Call to Order
Chairman Michael Felt called the Halifax Community College Board of Trustees meeting to
order on October 31, 2017 at 10 a.m. in the conference room in the Dr. Phillip W. Taylor
Complex.
Trustee Quorum
Dr. Elam did a roll call. A quorum was met for the meeting.
Invocation
Trustee Smith gave the invocation.
Special Presentations
Dr. Michael Elam, President, and Michael Felt, Board Chairman, represented Kimberly Mack,
Executive Assistant to the President and Board of Trustees, with the American Association of
Community College Trustees Southern Professional Board Staff Award. Only five awards were
given in the country. After the presentation, Ms. Mack, thanked the Board, Dr. Elam and Dr.
Griffin for the award nomination.
Adoption of the Agenda
Trustee Edwards made the motion to adopt today’s agenda. Trustee Waters seconded the
motion. The motion carried.
Ethics Awareness & Conflict of Interest Reminder
Chairman Felt read the Ethics Awareness & Conflict of Interest reminder. There were no
conflicts of interest.
Introduction of Visitors and New Staff
There were no new staff. He did introduce Dr. Cunningham, Superintendent of Halifax County
Schools and his staff that were present with him.
Trustee Business
Consent Agenda
Chairman Felt asked if anyone had any questions or an item to pull off the agenda. No
one wanted to pull off any consent agenda items. Trustee Robinson made the motion to
accept the consent agenda with the minutes from the September 30, 2017 regular
meeting, Accountability/Credibility/Internal Audit Plan, and the Extended Holiday Time.
Trustee Mebane seconded the motion. The motion carried.
Committee Reports
Buildings, Grounds, and Finance
5 | P a g e
Financial Report: Fiscal Year 2016-17 State, County, and the Centre Expenditures
through August 31, 2017-Mr. David Forester, Vice President of Administrative
Services, provided the financial report for Fiscal Year 2016-17 State, County, and the
Griffin Centre through September 30, 2017.
Personnel and Student Services
Extended Holiday Time-President Elam discussed the extended holiday time. In
previous years, the board has approved extending holiday time. The staff and
administration thank you for doing it again today. The dates the board approved were
December 22nd, 28th, and 29th.
Nomination of Karen Connell of KapStone Paper and Packaging to the HCC
Foundation Board of Directors, Inc.-Dr. Elam gave some background information on
Ms. Karen Connell from KapStone Paper Company. She comes highly recommended.
She has established herself and would be a good asset to the Foundation Board of
Director, Inc. Trustee Eatman made the motion to appoint her to the Foundation Board
of Directors, Inc. Trustee Edwards seconded the motion. The motion carried.
Academic
Request to Apply for the Emergency Management Service Certificate, Diploma, and
Degree Program Trustee Eatman asked Dr. Elam to give some information on
background information on applying for the Emergency Management Service Certificate,
Diploma, and Degree program. HCC is creating a pathways with Halifax County
Schools. In order to offer a course, we need to apply for the Emergency Management
Service program. Dr. Busby stated it would open the door to endless opportunities for
students in the area. Trustee Eatman made the motion to accept HCC applying for the
Emergency Management Service Certificate, Diploma, and Degree Program. Trustee
Mills seconded the motion. The motion carried.
Chair Comments and Announcements
1. 2017 ACCT Leadership Congress-Chairman Felt informed the Board of his experience
at the 2017 ACCT Leadership Congress. He discussed Ms. Mack winning the award and
the workshop he, Dr. Griffin, and Dr. Elam provided on effective on-boarding from a
seated president retiring to a new president. It was a great workshop and well attended
with over 75 people in attendance. They are working on an article that will be published
in the ACCT magazine.
2. 2018 ACCT National Legislative Summit-February 11-14, 2017-Chairman Felt
announced the 2018 ACCT National Legislative Summit is Feb. 11-14, 2018. If anyone
is interested in attending, please inform Ms. Mack.
3. Trustee Christmas Party-December 16, 2017-Chairman Felt informed the Board that
the Christmas Party is scheduled for December 16th. The consensus of the Board was to
have the Christmas Party in the afternoon instead of the evening.
6 | P a g e
4. American Indian Heritage Month Program-Chairman Felt announced the American
Indian Heritage Month Program on November 9th. He encouraged everyone to attend.
Chairman Felt also announced the special presentation that will be shared regarding The
Voice Candidate, Brooke Mills Simpson, who is also Trustee Michael Mills daughter and
a member of the Haliwa Saponi Indian Tribe.
5. Going Paperless-Passing Out Tablets-President Elam thanked everyone for their
support with going paperless. He mentioned we can potentially save $13,000 a year. We
were able to get tablets for less than $1200 dollars. Ms. Mack has been working to find a
way present the information on the tablet. She thanked the information technology
department for their help with this. She gave a demonstration on what the paperless
documents would look like on the screen. Tablets were also given to each Board
member.
President’s Report
Ms. Christine Barnes from NCDOT gave an update on the Access Road. She announced the
road is delayed to December 15th. The delay was due to the soil. The lighting along the route is
not a part of the funding from NCDOT. However, NCDOT does have specialists in the Wilson
office that would give recommendations on lighting and vegetation of trees and bushes. Dr.
Cunningham, Superintendent of Halifax County Schools, gave an informational presentation on
the proposed partnership between HCC and Northwest Technical Academy. Dr. Barbara
Bradley-Hasty, Vice President of Student Services and Enrollment, gave the enrollment update.
Current enrollment is 1159. Lonnie Barker shared with the Board the new partnership between
HCC and Winston Salem State University for Medical Laboratory Technology. The partnership
allows students from HCC to transfer 64 credit hours into WSSU MLT-CLS online program.
Our students will not need to do any additional clinical rotations at WSSU. Credit will be given
for their MLT clinical rotations and job experience. HCC is the first in the state to have this type
of agreement. Dr. Elam announced HCC attended the Center for Energy Education open house.
Dr. Busby and Jason Bone also attended. He thanked them for their help and work to make it a
great event. HCC was chosen to be a recipient of the Lowes Hero Project. They are putting on a
new roofing on the outdoor play area of the childcare center that was destroyed from a previous
hurricane. It is not completed yet, but they have begun work. Lowes and HCC employees are
working together to complete the project. Dr. Elam thanked everyone who has volunteered thus
far. PNC Bank sponsored a lunch and learn on Cyber Security at HCC. Faculty and staff
attended. Dr. Elam also mentioned he attended the Roanoke Valley Southern Christian
Leadership Conference Gala earlier in the month. Dr. Griffin was the keynote speaker. He also
mentioned he attended the HBCU Promises and Challenges Conference where he presented on
HCC being a Predominately Black Institution. He also presented with the President of Bennett
College in Greensboro, North Carolina. (More details from the report are in Attachment A,
which is a PowerPoint presentation.)
Informational Items
7 | P a g e
Student Services & Enrollment
1. Loan Cohort Default Rate-Ms. Tara Keeter, Director of Financial Aid, reported
HCC’s loan cohort default rate was 27.5 percent. The rate is the exact same as it was
last year. The financial aid department was grateful it was below 30%. The financial
aid office will continue to monitor the rates.
Institutional Effectiveness & Advancement
1. American Indian Heritage Month Celebration scheduled for November 9th at 11
a.m.-In the absence of Dr. Edwin Imasuen, Vice President of Institutional
Effectiveness and Advancement, Allen Purser, Executive Director of the HCC
Foundation, Inc. gave the update. He announced the American Indian Heritage
Month celebration date and time. He encouraged others to attend.
2. Results of the survey from the 50th Founders Day and Installation of President
and Update on revenues-Mr. Purser shared the results from the 50th Founders Day
and Installation of President survey and gave the update on the revenue. The final
total after all expenses was $4009.00
3. Golf Tournament Update-The golf tournament was a success. HCC Foundation
raised $8041.00
Student Government Association (SGA)Report
Gabriel Robert, SGA President, discussed with the Board the Blood Drive, N4CSGA Fall
Conference, Campus meeting, SGA and PTK Collaboration, and announced the SGA
officers for 2017-18 academic year.
Approval of the President’s Report
Trustee Robinson made the motion to approve the president’s report, which also included reports
from Student Services and Enrollment, Institutional Effectiveness & Advancement, and the
SGA. Trustee Waters seconded the motion. The motion carried.
Adjournment
Trustee Eatman made the motion to adjourn. Trustee Solomon seconded the motion. The
motion carried. The meeting was adjourned at 12:00 p.m.
Top
8 | P a g e
Financial Report
% Expended
Budget Actual Remaining months
Institutional Support 33%
110 Executive Management 955,330 306,074 649,256
110 Perkins 3,927 - 3,927
120 Financial Services 496,332 149,511 346,821
130 General Administration 1,146,428 195,639 950,789
140 Information Systems-Admin. 145,678 54,031 91,647
2,747,695 705,255 2,042,440 26%
Curriculum Instruction
220 Curriculum Instruction 3,835,304 1,392,064 2,443,240
220 Perkins 7,172 - 7,172
3,842,476 1,392,064 2,450,412 36%
Continuing Education
310 Occupational Instruction 518,780 180,999 337,781
310 Prison Categorical Program 61,211 23,637 37,574
311 Occupational Supervision 165,247 65,347 99,900
321 Adult Basic Education (ABE) 399,961 129,321 270,640
323 Compensatory Education 34,427 9,387 25,040
361 Customized Training 2,970 - 2,970
363 Small Business Center (SBC) 109,380 18,698 90,682
364 FIT - State Appropriation 45,550 13,092 32,458
365 Worker Training Trust Funds 1,950 1,950 -
1,339,476 442,431 897,045 33%
Academic Support
410 Library/LRC 268,182 86,141 182,041
421 Curriculum Administration 104,284 34,939 69,345
422 Continuing Ed Administration 300,384 114,364 186,020
430 Information Systems-Academic 88,659 37,850 50,809
761,509 273,294 488,215 36%
Student Support
510 Student Services 723,748 262,548 461,200
510 Perkins 47,400 47,400
510 Minority Male Mentoring 17,234 74 17,160
530 State Child Care Grant 23,791 1,756 22,035
812,173 264,378 547,795 33%
Capital
920 Equipment 32,974 4,509 28,466
930 Books - Library Collection 32,702 1,132 31,570
940 Equipment-Perkins 20,600 - 20,600
86,276 5,641 80,635 7%
FY 17-18 Total 9,589,605 3,083,063 6,506,542 32%
Halifax Community College
FY 17-18 State Expenditures through October 31, 2017
Presented to HCC Trustees Nov 21, 2017
9 | P a g e
% Expended
Budget Actual Remaining months
Institutional Support 33%
110 Executive Management 25,475 9,727 15,748
130 General Administration 83,550 21,568 61,982
109,025 31,295 77,730 29%
Plant Operation & Maintenance
610 Plant Operation 521,270 211,335 309,935
620 Plant Maintenance 693,083 207,818 485,265
1,214,353 419,153 795,200 35%
FY 17-18 Total 1,323,378 450,448 872,930 34%
Halifax Community College
Presented to HCC Trustees Nov 21, 2017
FY 17-18 County Expenditures through October 31, 2017
10 | P a g e
Top
FY 2018 FY 2018
Budget Actual
Revenues
Ticket Sales 108,150 5,982
Fund Raising, Foundation Raffle, Other 850 783
Concession Sales
Sponsorship Income
Rental Income 42,000 10,381
151,000 17,146 11%
Expenditures
Salary & Benefits 55,000 17,880
Contracted Services 80,000 3,513
Public Relations
Office Supplies 150
Stage, AV & Production Supplies 1,500
Other - Travel, Printing, Freight, etc. 3,000 5,933
Advertising
Purchases for Resale
Electronic Processing Fee 1,500 258
Equipment Repair
Proceeds Paid To Presenters 3,000
Minor Equipment 3,000
147,150 27,584 19%
Net Increase(Decrease) 3,850 (10,438)
Beginning Fund Balance 70,035 70,035
Ending Fund Balance 73,885 59,597
The Griffin Centre
FY 17-18 Revenues and Expenditures through October 31, 2017
Presented to HCC Trustees Nov 21, 2017
11 | P a g e
Proposed Bylaw Change
Halifax Community College
Board of Trustees
November 21, 2017
Action Item
Item: Bylaw Change to get the board packets electronically instead of in
the mail
Presenter (s): Stanley Edwards, Chair of the Personnel and Student Services
Recommended Action: This item will only be reviewed and studied this month. At the next
meeting, the board will vote to amend the bylaws or not
Background: The board voted to go paperless and save thousands of dollars a
year. However, the bylaws were not changed. This change will
allow the bylaws to match with the board is doing with going
paperless.
• Article V, Section 3, Notice of Meetings amendment- “Members
and officers of the Board and the President shall be mailed e-mailed
a written notifications from the Secretary as to the time and place
of all meetings”
Top
12 | P a g e
Trustees as Employees
Halifax Community College
Board of Trustees
November 21, 2017
Action Item
Item: Board Members as Employees
Area: Personnel
Presenter (s): David Forester
Recommended Action: The College to accept the NCCCS guidance to treat Board
members as employees. Board members will be asked to complete
the I-9 Form as any other new employee of the College would.
Background: This changes from the NCCCS is being drived by IRS actions
related to Board members having taxable income which is
currently not being reported to the IRS. The IRS wants to resolve
that problem by having Board members report enough
information through the I-9 Form that taxable income could be
processed via payroll if needed.
Top
13 | P a g e
1. Update on the Access Road
Top
14 | P a g e
2. Cultural Learning and Universal Enrichment (C.L.U.E.) Series
Top
15 | P a g e
3. Agricultural Entrepreneurship Certificate Program Graduates
Top
4. Caledonia Graduation
Top
16 | P a g e
5. Faculty/Staff Holiday Breakfast-December 8, 2017
Top
17 | P a g e
6. Strategic Initiatives
18 | P a g e
19 | P a g e
20 | P a g e
Top
Informational Items-Student Services and Enrollment
1. Complete 30 Campaign with Phi Theta Kappa and the Student Government Association
21 | P a g e
Top
Information Items-Institutional Effectiveness & Advancement
Foundation Updates
Top
22 | P a g e
Student Government Association Report