SHORELINE COMMUNITY COLLEGE

BOARD OF TRUSTEES

REGULAR MEETING OF APRIL 25, 2007

PAGE 10 OF 10

MINUTES

MEMBERS PRESENT:

Ms. Shoubee Liaw, Ms. Edith Loyer Nelson, Mr. Roger Olstad, Mr. Dick Stucky and Ms. Gidget Terpstra were present.

Mr. Alan Smith represented the Office of the Attorney General.

CONSENT AGENDA:

Chair Terpstra asked the Board to consider approval of the Consent Agenda.

One set of minutes, from the Regular Meeting of March 21, 2007, was on the agenda for approval.

Secretary to the Board Lori Yonemitsu noted that Mr. John Backes, Interim Vice President for Academic Affairs, informed her that Ms. Jeanne E. Strieck is a Counselor/Academic Advisor in Advising and Counseling. (The Discipline/Area related to Jeanne E. Strieck under ACTION: TENURE CONSIDERATIONS on page 3 of the March 21, 2007 Regular Meeting minutes is to be corrected to: Counselor/Academic Advisor – Advising and Counseling.)

Motion 07:11: A motion was made by Mr. Dick Stucky to approve the March 21, 2007 Regular Meeting minutes as amended.

Ms. Edith Loyer Nelson seconded the motion, which was approved unanimously by the Board.

OPEN COMMENT PERIOD:

Classified Staff member and Shop Steward Ms. Cindy Mix, CEO (Career Education Options) Program, distributed and read a letter signed by eighty-four Classified Staff members, to the Board of Trustees. The letter expressed declining morale and concerns related to the appearance that the Classified Staff constituency is going to be the only employee group to lose jobs resulting from the College’s restructure (or reorganization); the approval of sabbaticals during “a time of budget crisis and layoffs;” and “the appearance of hourly employees supplanting permanent classified staff positions.”

Ms. Bonnie Madison, Classified Staff Shop Steward and Representative to the Board, introduced Mr. Ben Peterson and stated that Mr. Peterson is one of the classified employees whose position has been “riffed.”

Chair Terpstra expressed her appreciation to Ms. Mix for bringing the letter to the Board.

TRENDS & UPDATES:

Reorganization

Acting Vice President for Administrative Services Mr. Stuart Trippel distributed the College Organization for Student Success chart related to the upcoming restructure. He directed the Board’s attention to the areas (reflected in bold face type on the chart) where changes are to occur due to the restructure and provided a brief overview of the changes as well as background information associated with each change.

In response to a question from Mr. Roger Olstad, several members of the PLT (President’s Leadership Team) noted that each of the Deans is to have broad, college-wide, leadership responsibilities and service to students. Mr. John Backes, Interim Vice President for Academic Affairs explained the logic behind assigning a Dean to have leadership for specific areas—Global studies, transfer, diversity, honors, service learning under an Academic Dean, for example.

Special Assistant positions are not new positions. Rather, the PLT wanted to communicate that these positions, while directly reporting to a Vice President, would also have a link to the President related to areas tied to Budget and Internal Control; Institutional Effectiveness and Strategic Planning; Diversity, Equity and Student Leadership; Public Information and Stakeholder Relations.

Mr. Backes conveyed to the Board that the PLT received approximately 90 – 100, single spaced pages of comments related to the restructure. He added that there were many thoughtful suggestions containing clear rationale for proposed directions, noting that much of what is on the chart, “came from those suggestions.” Mr. Backes shared that in addition, and prior to the determination of the final restructure model, Vice Presidents held campus wide open forums specific to her/his area tied to the three restructure proposals that had been presented to the campus in March.

President Lee Lambert mentioned that one of the primary goals of the restructure is to enhance collaborative efforts and to make clear, why things happen. He added that when he first arrived at the College, there were many positions without job descriptions and that work on the development of descriptions for all positions, has begun. He shared that the elimination of the Director of Student Programs position resulted in a position being moved to the classified service and added that as a result of the restructure, an Administrative/Exempt position will be eliminated in Testing and Assessment, resulting in a position being moved to the classified service as well.

Accreditation:

A two-member evaluation team from the NWCCU (Northwest Commission on Colleges and Universities) will be conducting a site visit during Fall quarter 2007. Mr. Backes distributed a memo to the Board and indicated that the visit represents the “midpoint in the College’s ten-year accreditation cycle” and is a part of the NWCCU’s “regularly scheduled visit to the college to assess our progress in addressing the recommendations they made during the full scale accreditation process in 2002.”

Mr. Backes expressed his appreciation to Ms. Norma Goldstein and Mr. Tom Moran, the Deans leading the College’s efforts in preparing for the visit. Ms. Goldstein and Mr. Moran will be assembling and organizing the data to be contained in a report targeted for submission to the evaluators, 6 – 8 weeks prior to the evaluation team’s visit to the College.

Marketing Research

Public Information Office Director Ms. Judy Yu distributed a document to the Board related to Marketing Research, Foundational Research and findings from interact communications. Some of the findings on the College’s image and the community’s needs indicate:

§  that the College’s image and identity are in alignment

§  that there is strong support for the College in the community

§  that most Shoreline residents are interested in taking a class at the College for personal development, rather than for career development

Ms. Yu confirmed that the full report from interact communications is available for review.

Ms. Edith Loyer Nelson expressed the College’s need to be present in the community and used attendance and engagement at Shoreline–Lake Forest Park Arts Council events as an example.

Mr. Dick Stucky noted the similarity between the findings from interact communications and thoughts from the community approximately thirty years ago—“Ninety percent of the community thought the programs at the College were excellent but not for them. This would indicate that the community has not changed much in the last thirty years.”

Pre Meeting Assessment (Workforce Strategy Meeting & Board of Trustees – May 2007)

There will be a presentation and discussion on Workforce Strategies at the upcoming TACTC (Trustees Association for Community and Technical Colleges) Convention in May. In order to provide the Board with information for the convention, Professional-Technical Education Instructional Dean Ms. Berta Lloyd, provided an overview of Workforce Education Strategies, including programs at the College that address “career and education mobility of students and at the same time, address the economic development needs of the local community.”

Based on questions from the members of the Board and College personnel, Ms. Lloyd responded that there is a lot of interest in Humanities classes. In addition, she confirmed that employers are saying that there is a skilled worker shortage, with the biggest shortage in the Health Occupations areas (Medical Laboratory Technology, Biotechnology) as well as in CAD (Computer Assisted Drafting), Business Administration, Administrative Support.

INFORMATION: COLLEGE POLICIES AND PROCEDURES:

Assistant Attorney General Mr. Alan Smith provided an overview of College policies and procedures and rules (WACs). A rule is a policy of general applicability; if it is a rule, it must be a WAC (Washington Administrative Code). Rules apply to individuals within a class and Mr. Smith referred to a tuition policy for Veterans as an example. He also referred to rules that relate to agency hearings and used the Student Conduct Code as an example.

Mr. Smith added that rules do not include academic standards (graduation requirements; academic grievances, for example), and therefore, do not have to be adopted as a WAC.

Policies that do not have to be adopted as rules (WACs): fiscal processes; privacy and access to student records

Items that should be adopted as rules (WACs): parking and traffic regulations; facility rentals; the student conduct code; administrative practices and procedures; discrimination complaints.

Mr. Smith noted that because waivers are a benefit conferred by law, the College ought to look into adopting the Tuition and Fee Waiver Policy into rule sometime in the near future.

Mr. Smith stated that he is currently reviewing the College’s Student Conduct Code. He added that he and President Lambert have tentatively discussed prioritizing College policies for updating and the ones for adoption as a rule and noted that there is no one way to proceed. Some colleges have a policy on policy development including how it is determined whether a policy is needed, “who” approves the policy and, the approval process (denoted on a flow chart in some cases). Is the Board going to adopt a broad policy, with delegation, or a detailed policy?

How and at what level does a policy have to be developed and ultimately approved? If a policy meets the definition of a rule, the Board needs to adopt it, including policies that touch upon a non-delegable item or one tied to fiduciary responsibility.

Mr. Smith urged the Board and the College’s administration to focus on the policies that are of priority to the College and to look at models from other colleges.

Chair Terpstra requested that discussion be tabled until further review of the College’s policies, transpires.

INFORMATION: CAMPUS SECURITY:

Mr. Randy Stegmeier, Executive Director for Capital Projects, Facilities, Safety and Security conveyed that, “We are all devastated by the recent tragedies at Virginia Tech and the University of Washington,” and noted that a number of security measures have been taken on campus and communicated as a result.

Safety procedures are included in International Programs orientation sessions and Mr. Stegmeier has made presentations to classes for International Programs students based on faculty requests due to student and parent inquiries about campus safety and concerns of retaliation resulting from the tragedy at Virginia Tech. Mr. Stegmeier stated the need for safety procedures to be included in the orientations for the general student population.

The College, along with the Shoreline Police Department and the King County Sheriff’s Department discussed the need to coordinate efforts and emergency responses and plan to work on holding a drill sometime during the summer.

Recently disseminated to the campus community, a document entitled Intruder/Suspicious Person Procedures.

Mr. Stegmeier confirmed that when he started his tenure at the College four years ago, the position he assumed was for Safety and Security. The responsibilities for Capital Projects and Facilities were added to his position within two months’ time. Both Ms. Liaw and Mr. Stegmeier expressed the need for a Safety Officer position, someone whose job is to run the College’s safety plan.

Mr. Stegmeier commended the administration’s rapid and decisive response related to the situation involving the employee in the Parent-Child Center and safety and security concerns. He and members of the PLT continue to monitor the situation very closely. Physical improvements to the Parent-Child Center are beginning, including the installation of safety windows and electronic key-padded doors. President Lambert spoke about meeting with the parents from the Parent-Child Center and noted the concerns expressed by parents.

ACTION: POLICY 5353 (GENERAL TUITION AND FEE WAIVERS):

Ms. Andrea Rye, Interim Vice President for Student Services, provided an overview for the action item and referenced TAB 1 (Approval of expanded Policy 5353-General Tuition and Fee Waivers; Rescinding of Policies 5350, 5351, 5354, 5355, 5357 and 5360). Prior to the April 25, 2007 meeting, each Trustee received a copy of TAB 1, Draft #3 of Policy 5353 and a listing of the policies recommended for rescinding, along with a copy of each policy.

Ms. Rye stated that the intent in revising the policy is to ensure that the waivers offered by the College, are in one document and that employees who work with students who are eligible for waivers, have access to the information. She added that the information from policies 5350, 5351, 5354, 5355, 5357 and 5360 are contained in Policy 5353, resulting in the recommendation to the Board to approve rescinding policies 5350, 5351, 5354, 5355, 5357 and 5360.

Ms. Rye informed the Board that Mr. Smith suggested the following changes to the policy statement draft and that she concurred with his suggestions:

Shoreline Community College may waive tuition and fees not to exceed the specified percentage rate for each identified waiver program in the Community College Tuition and Fee Waivers and Residency document published by the State Board for Community and Technical Colleges. The College may not make exceptions to the eligibility requirements for any waiver program offered by the College. Waivers will be offered equally to all students who meet the specified criteria for the waiver.

Motion 07:12: A motion was made by Mr. Dick Stucky to approve Policy 5353 (General Tuition and Fee Waivers) containing the amended policy statement provided by Mr. Alan Smith and to approve the rescinding of policies 5350, 5351, 5354, 5355, 5357 and 5360.

Ms. Shoubee Liaw seconded the motion, which was approved unanimously by the Board.

ACTION: ASSOCIATE OF MUSIC DEGREES:

Mr. John Backes, Interim Vice President for Academic Affairs, provided an overview for the action item and referenced TAB 2 (Approve New Degrees: Associate of Music, Classical Voice; Associate of Music, Classical Piano; Associate of Music, Instrumental Music). Prior to the April 25, 2007 meeting, each Trustee received a copy of TAB 2.

Mr. Backes introduced Ms. Norma Goldstein, Humanities Dean, who in turn, introduced Humanities Academic Advisor Ms. Alicia Zweifach and Music Faculty members Ms. Susan Dolacky, Ms. Nancy Matesky and Mr. Doug Reid. Ms. Goldstein stated that one strategy to deal with enrollment is to have quality programs that people want and confirmed that each degree had been through a very rigorous development process as well as through all of the channels required prior to bringing for bringing degrees forth to the Board for consideration and approval.

Mr. Reid shared that the intention of the new Music degrees is to serve the College’s diverse population and is for students interested in entering a conservatory or, who are seeking a terminal degree from Shoreline Community College with an emphasis in Music. He added that the College enjoys statewide recognition in all four Music Program areas: vocal, piano, instrumental, music theory.