Haywood Community College
Board of Trustees Board Meeting November 2, 2015
The Haywood Community College Board of Trustees held a meeting on Monday, November 2, 2015 at 1:45 p.m. in the Board Room of the 100 Building. The Following persons were present:
TRUSTEES: Tony Beaman, Charles Boyd, Bill Hollingsed, Patsy Dowling, Mary Ann Enloe, Richard Lanning, Tom McNeel, Susan Sorrells, Bill Yarborough
STAFF: Mandy Mills, Tracy Rapp, Patricia Smith, Doug Burchfield, Wendy Hines, Laura Leatherwood, Karen Denney, Brek Lanning, Aaron Mabry, Marlowe Mager, Marsha Stines, George Rolland
Dr. Barbara Parker, BOT Secretary Pat Smathers, Attorney (in @ 2:37 pm) Kelsi Long, SGA President
Caleb Tate, IT
Tammy Goodson, Transcriber
VISITORS
Call to Order, Ethics
Chair Lanning called the meeting to order at 1:45 p.m. and welcomed everyone. He then 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, he called for a vote to approve. The November 2, 2015 Board Agenda was
approved unanimously. 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 October 5, 2015 Board Minutes – Trustee Sorrells made the motion to approve the, October 5, 2015 Board Minutes as presented. Trustee Beaman seconded the motion. The
motion duly passed. The minutes of the October 5, 2015 Board Meeting can be found on electronic page 5 -‐ 10 of today’s packet.
Report by Kelsi Long, SGA President
Ms. Long provided highlights from the SGA Report. She noted: • HCC students, faculty and staff participated in Spirit Week.
• Fall for Haywood was held on October 7th. Over 375 students, faculty, and staff were served lunch which was catered by Apollo Flame.
• HCC students, faculty and staff sent a banner with signatures and messages of support to students and employees of Umpqua Community College.
• SGA led a donation drive to assist South Carolina Flood victims and delivered the donations to the Harvest Hope Food Bank in Columbia, SC.
• SGA Officers attended the N4CSGA Conference in Hickory and participated in networking with delegates from Community Colleges across the state.
The SGA report can be found on electronic page 12 – 13 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:
• Dr. Parker presented the Organizational Chart to the Board as we do annually. The HCC Organizational Chart can be located on electronic page 15 – 28 of today’s packet.
• The John G. Palmer Woodsmen’s meet was recently held at the Cradle of Forestry. HCC’s TimberSports team came in second place.
• HCC’s Computer Integrated Machining Program received NIMS Accreditation. NIMS Accreditation is the highest benchmark for metalworking training programs in the United States as based on national, industry-‐driven and industry-‐written skills standards. We are one of the only schools, if not the only school in the State to receive this accreditation. By becoming accredited the faculty and staff have to have met the NIMS quality requirements. Ms. Hines noted that our faculty and staff came through the onsite inspection with one of the highest lab scores of any of the schools that the onsite team has seen.
• HCC held a Counselors and Agency breakfast on Wednesday, October 28th. Schools and agencies from across the county were represented. Dr. Parker noted that the collaboration and dialogue during the meeting were very encouraging.
• Dr. Parker introduced Ms. Mandy Mills, Director of the RCAC. Ms. Mills provided a brief summary of her background. She noted that an additional baby room has been opened up and an additional 1 year old classroom will be opening soon. Ms. Denney noted that the full report for the RCAC will be presented in February. Ms. Mills noted that the facility is a state-‐of-‐the-‐art facility.
• Dr. Parker introduced Ms. Pam Hardin, Director of Institutional Advancement. Ms. Hardin will begin on November 9th. Ms. Hardin provided a summary of her
• Dr. Parker noted that as part of the budget, all State employees which meet certain criteria will be receiving a one-‐time bonus that is to be paid out in December per the General Assembly’s instructions. The same bonus will be provided to the employees at the college who are paid through County funds. Dr. Parker also provided a
summary on the Compensation Reserve Funds. HCC’s portion of the 10 million dollar Compensation Reserve Funds is $88,440. She noted that there are
specifications on allowable uses of these funds such as salary increases, (must be included in an employee’s base pay), merit pay increases, across the board increases, retention, and market rate increases. Dr. Parker will forward a
recommendation, via e-‐mail, to the Board prior to the December Board meeting for review.
Report by Dr. Laura Leatherwood, Vice President of Student Services/Interim Director of Institutional Advancement
Pending Program Audit – The pending Program Audit has begun. This audit confirms that we have documented and provided the instruction we say we have, that we hired instructors who are providing instruction as identified, and that the classes have met for the dates and times we said they have met. The final report will be presented to the Board when it is received.
Financial Aid Summary 2014 2015 – The Financial Aid Summary is provided to the Board on an annual basis. Dr. Leatherwood provided summaries on the loan default rate, the process of obtaining a loan, the payment plan now being offered to students, financial resources offered to students, etc. Discussion ensued regarding paid internships. Trustee McNeel suggested the Foundation looking into a “dollar for dollar” match with businesses as an incentive to offer paid internships to our students. Dr. Parker named a few of the paid internships we currently have. The Board discussed at length. The Financial Aid Summary 2014 – 2015 can be found on electronic page 30 – 31 of today’s packet.
Holiday Gathering – Dr. Leatherwood passed out a “Save the Date” card to Trustees for the upcoming Holiday Gathering which will be held at the Wells Event Center on December 10th. Official invitations will be mailed in the upcoming weeks.
Report by Ms. Wendy Hines, VP of Instruction
Proposed Policy: Workforce Continuing Education Personnel Service
Agreement (WCE PSA) – Ms. Hines provided a summary on the proposed Workforce Continuing Education Personnel Service Agreement (WCE PSA). She noted that a number of the instructors which work through the Continuing Education Department own their own businesses and are essentially employed as vendors who provide instruction. She noted, after discussion with Mr. Burchfield, Dean of Workforce and Continuing Education and Ms. Stines, Director of Human Resources, we feel a policy and procedure should be in place which holds these instructors to the same standard as all of our other employees. For this reason, a new policy and procedure have been developed.
Chair Lanning entertained a motion to table proposed policy: Workforce Continuing Education Personnel Service Agreement (WCE PSA) for a 30 day review. Trustee Boyd made the motion to table proposed policy: Workforce Continuing Education Personnel Service Agreement (WCE PSA) for a 30 day review. Trustee Enloe seconded the motion. Having no discussion, the motion duly passed. The proposed New Policy for Workforce Continuing Education Personnel Service Agreement can be found on electronic page 33 of today’s packet
Report by Mr. Brek Lanning, Director of Campus Development
Updates
• PSTF – We anticipate construction to begin in the next 2 weeks. Brantley Construction is currently reviewing drawings from Padgett Freeman. They will begin moving equipment on site to begin grading.
• Final Compliance Review – ADA Compliance review was completed. This is a voluntary compliance review. Buildings are held to standards for the year the
building was constructed. Currently, all buildings meet ADA compliance codes based on year the building was constructed
• Smoky Mountain Development Building – Approval from the NCCCS office to receive the Smoky Mountain Development Building/property has been received. • Campus Lighting – Campus lighting upgrade/replacement is nearing completion. • Building Names -‐ Discussion arose concerning naming buildings based on
program names. Mr. Brek Lanning noted that Administrative Council is currently reviewing potential avenues to consider for building names. Some categories include plants, trees, and wildlife. He noted that a recommendation for potential names will be presented at a future meeting. Dr. Parker noted the Natural Resources Department generated a list of the plants, trees, and wildlife to consider. Trustee McNeel discussed potentially placing a monetary donation on building naming. Mr. Brek Lanning noted that HCC currently has a detailed policy and procedure which places monetary amounts on “Naming Rights” of college property.
• Smathers Property – The Smathers’ property closing should be in approximately 2 weeks.
Report by Ms. Karen Denney, Vice President of Business Operations
FY 2015 – 2016 Institutional Budget – Ms. Denney provided a detailed summary of the FY 2015 – 2016 Institutional Budget. She provided highlights on the budgeted FTE, Formula Allocation numbers, reserve allocation, legislative compensation bonus, etc. Ms. Denney also noted we anticipate at least a 1% reversion this year. We annually set aside 2% in anticipation of the reversion. Ms. Denney also presented a summary of the County Budget for FY 2015 – 2016. Chair Lanning stated that the administration of Haywood Community College presents the FY 2015 – 2016 Institutional Final Budget for
consideration and approval by the Board of Trustees and entertained a motion to approve the Haywood Community College FY 2015 – 2016 Institutional Final Budget as presented. Trustee McNeel made the motion to approve the Haywood Community College FY 2015 – 2016 Institutional Final Budget as presented. Trustee Enloe seconded the motion. Having
no discussion. The motion duly passed. The FY 2015 – 2016 Institutional Budget can be found on electronic page 37 – 41 of today’s packet.
Report by Chair Richard Lanning
Chair Lanning reminded Trustees of the Holiday Gathering and noted that there is no meeting in January.
Chair Lanning entertained a motion for the Board of Trustees to go into closed session at 2:50 p.m. pursuant to North Carolina General Statute Section 143-‐318.11 for the following purposes:
1. Under subsection (a) (1) to prevent the disclosure of information that is privileged or confidential.
2. Under subsection (a) (3) to discuss matters protected by attorney client privilege.
The motion to go into Closed Session for reasons stated above was made by Trustee Hollingsed. The motion was seconded by Trustee Yarborough. The Board went into Closed Session [G.S. §143-‐318.11(a)(1)] Legal & Personnel at 2:50 p.m. The motion duly passed.
The Board returned to open session at 3:19 p.m.
Chair Lanning entertained a motion to approve the October 5, 2015 Closed Session Minutes as presented. Trustee Hollingsed made the motion to approve the October 5, 2015 Closed Session Minutes as presented. Trustee Beaman seconded the motion. The motion duly passed.
Attorney Smathers provided a proposed motion upon request of Trustee Enloe and which Trustee Enloe made as follows: motion that in addition to employing SKA to examine and investigate the flooring problems in the Creative Arts Building, that they also be employed to investigate the entire building envelope including the structure and all systems there in for the purpose of identifying problems and possible resolutions. Trustee Boyd seconded the motion. Having no discussion, the motion duly passed.
Chair Lanning adjourned the meeting at 3:20 p.m.
Respectfully Submitted
Tammy R. Goodson, Transcriber
Documents Included in the Packet Agenda
NCSEC Ethics Statement
October 5, 2015 Board Minutes SGA Report
Organizational Chart
Proposed Workforce Continuing Education Personnel Service Agreement (WCE PSA) FY 2015-‐2016 Institutional Budget
