Board of Trustees of John Wood Community College

Counties of Adams, Pike, Hancock, Calhoun,

Schuyler, Brown, Morgan, Scott, Cass

And State of Illinois

August 17, 2016

REGULAR BOARD MINUTES

Date: 08.17.16
RE: Regular Meeting Minutes
Location: Board Room, Student Administrative Center, Quincy IL 62305
1. Call to Order/Appointment of Assistant Secretary
The 08.17.16 Board of Trustees meeting was called to order in the Board Room, Student Administrative Center, at 1301 South 48th Street, Quincy, IL, 62305 at 7:00 p.m. by Mr. James Gay, Board Chair. Mr. Gay appointed Ms. Benz assistant secretary.
2. Roll Call
Ms. Benz called roll:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
Attendees: Mr. Michael Elbe, Mr. James Rapp, Mr. Josh Welker, Mr. Cody Baggett, Dr. Laurel Klinklenberg, Ms. Leah Benz, Ms. Tracy Orne, Mr. Steve Eighner, Mr. Randall Egdorf, Mr. Alan J. Prewitt, Ms. Jennifer Grindstaff, Ms. Danelle Batterton, Mr. Dave Hetzler, and Ms. Barb Holthaus.
3. Introductions - Ms. Jennifer Grindstaff, interim Languages/Literature/Humanities, and Ms. Danelle Batterton, interim Behavioral Sciences instructors were introduced to the Board of Trustees.
4. Special Report - Mr. Alan Prewitt and Mr. Dave Hetzler provided a brief updated status on grants of the College. The entire report was provided as a hard copy in the table folder. Ms. Rabe was acknowledged for her work regarding the financials. Grants included in the report were Adult Education, WIOA Youth, Adult Volunteer Literacy, CNCS, RSVP, Perkins, IBHE Work-study, Trade Adjustment Assistance, INAM, MRTDL, TRO, Student Support Services, and Upward Bound.
These grants compiled an estimated 2.2 million dollars in funding for fiscal year 2016.
5. Consideration of Items from the Floor None
6. Public and/or Employee Comment
7. President and Committee Reports
7.1 ICCTA/West Central Region Report - Mr. Reginald Coleman, ICCTA representative, Mr. Jerry Hagmeier, alternate. Mr. Coleman attended the Executive Committee Retreat on August 5 and 6. The main topic centered on the budget. Legislative council for all community colleges, Tom Ryder, informed the group to not expect funding until after November election.
The committee also focused on the new state statue requiring leadership training for trustees. Three options being considered by ICCTA are a half-day seminar, video conference or regional conference. Discussion followed on the cost of this training or if there would be a fee. Mr. Rapp stated he would check with Mr. Monaghan.
Unfunded mandates were discussed briefly.
7.2 Board Executive Committee Report - Mr. James Gay, Mr. Larry Fischer, Mr. Jerry Hagmeier. The Executive Committee met on Wednesday, August 10, 2016 at John Wood Community College in the office of the President, at 9:00 a.m. Present were: Mr. James Gay, Mr. Jerry Hagmeier and Mr. Larry Fischer trustees; Mr. Mike Elbe, president and Ms. Leah Benz, note taker.
Department of Labor – FLSA Overtime Rule
The committee was updated on the Department of Labor ruling. A recommendation is on target to be presented on the September agenda meeting. November 1 is implementation target.
New regulations for trustees
Senate Bill 2157 was passed which is mandating leadership training for college trustees. New laws have been passed that required community college board members to take four hours of leadership training and travel documentation. Administration is clarifying what training meets this requirement. Board Policy will be changed to meet the new travel law requirements.
Discussion was held on the August Board agenda items. A grant report and acceptance of funds are the topics for August.
Discussion was held on the Board retreat agenda. Various topics were vetted for placement on the agenda. The event is scheduled for September 1 at the Kroc Center. Cabinet members will be invited to attend the morning session discussions. Mr. Mike Monaghan, ICCTA executive director, will also be attending.
7.3 Board Curriculum Committee Report - Mr. Don Hess, Mr. Reginald Coleman. A brief session was held for introductions to the new vice president. No business was discussed.
7.4 Board Finance & Audit Committee Report - Mr. Randy Sims, Mr. Diane Ary. The Finance and Audit Committee met on August 15, 2016, at 1:00 p.m. Present were Mr. Randy Sims, and Ms. Diane Ary, trustees, Ms. Susan Fifer, Director of Fiscal Services, Mr. Josh Welker, Dean of Business Services and Institutional Effectiveness, Mr. Mike Elbe; president and Ms. Jenny Venvertloh; note taker. Also attending were Charlotte Severing and David Miosi, auditors from WIPFLI.
The committee members met with the auditors. The Finance Committee noted no items of particular to be addressed, but stated if the auditors do find anything during the audit process the Finance Committee are to be notified.
Bills for Payment, Financials, and investments were reviewed. Proposals for new certificate of deposits will be sent out September 1.
Year-End update - FY16 ended with an estimated $215,587 deficit bringing the fund balance to23.4% of the FY17 budget.
7.5 Student Trustee Report - Mr. William (LB) Cornwell - The SGA office was relocated to downstairs in the cafeteria. Renovation is complete. Students are excited about the new space allocation.
SGA held a retreat last week where 35 students attended. It was a great session. Classes will start on Monday as well as the first SGA meeting.
7.6  Administration Report - Mr. Elbe – Administration has compiled a list of special topics to be shared with the Board members each month at their regular. Board retreat agenda was included in your table folder.
Mr. Elbe shared that he had proposed the question to both the Executive Committee and Finance Committee about not having an August board meeting due to little activity on that month’s agenda. No final determination was made.
Quincy Promise students will begin on Monday also.
8. Consent Agenda
8.1 Consent business agenda items approved
8.1.1 Request approval of the 07.20.16 regular meeting minutes
8.1.2 Request approval of bills for July payment Finance and Audit Committee
8.1.3 Request approval of monthly financial statements for July Finance and Audit Committee
8.1.3 Request approval of trustee travel expenditures for July Finance and Audit Committee
MOTION: Approve the consent agenda items
Moved by: Mr. Hagmeier
Seconded by:
Discussion:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
8.2. Grant Items
8.2.1 Request approval to accept grant funding in the amount of $321,556 annually over a five year period from the Department of Education – Grant Titled: Talent Search
8.2.2 Request approval to accept grant funding in the amount of $35,462 from the Illinois Department on Aging – Grant Titled: IDOA – RSVP Allocation
8.2.3 Request approval to accept grant funding in the amount of $107,069 from the Illinois community College Board –Grant Titled: Perkins Grant
8.2.4 Request approval to accept grant funding in the amount of $251,975 from the Illinois Community College Board – Grant Titled: ICCB FY2016-2017 Adult Education Continuation Grant
8.2.5 Request approval to accept grant funding in the amount of $3,500 from the Corporation for National and community Service – Grant Titled: Adams, Brown, and Pike County RSVP Program
8.2.6 Request authorization to submit a grant application for a funding range up to $10,000 to the Illinois Community College Board - Grant Titled: Dual Credit Enhancement
MOTION: Approve grant items as presented
Moved by: Mr. Sims
Seconded by:
Discussion:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
9. Personnel Items
9.1 MOTION: Request authorization to employ new staff and faculty, accept resignations, retirements, and implement status changes as presented
Moved by: Mr. Coleman
Seconded by:
Discussion:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell / x
Ms. Ary / x
Mr. Hess / x
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
10 Business Items None
11. Discussion items
11.1 Calendar of Events - Board Retreat is September 1 at the Kroc Center.
12. Notices and Communications None
13. Other Items None
14. Closed Session - No closed session was held.
14.1 A closed session will be necessary to consider the appointment, employment, discipline, performance, or dismissal of employees of the public body.
Moved by:
Seconded by:
Time:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell
Ms. Ary
Mr. Hess
Mr. Fischer
Mr. Hagmeier
Mr. Coleman
Mr. Sims
Mr. Gay
Voice Vote
15. Adjournment
15.1 MOTION: Adjourn the August 17, 2016 Board of Trustees regular meeting.
Moved by: Mr. Coleman
Seconded by:
Time: 8:25
Discussion:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Cornwell
Ms. Ary
Mr. Hess
Mr. Fischer
Mr. Hagmeier
Mr. Coleman
Mr. Sims
Mr. Gay
Voice Vote / x
16. Approval:
Approved the 21stday of September 2016, at a meeting of the Board of Trustees of Community College District No. 539, meeting at the Student Administrative Center, in the city Quincy, Illinois at which ______voting members were present, constituting a quorum by a vote of ___ayes and ______nays.
CHAIR:X______SECRETARY:X______
August 17, 2016 JWCC Board regular minutes