MEETING OF TRUSTEES

OF

THE GARDEN CITY COMMUNITY COLLEGE

December 12, 2007

Trustees Present: Della Brandenburger, William S. Clifford, Merilyn Douglass,

Ron Schwartz, Steve Sterling, Terri Worf

Others Present: Carol E. Ballantyne, President

Darla Daniels, Deputy Clerk

Beth Tedrow, Dean of Student Services

Dee Wigner, Dean of Administrative Services

Kevin Brungardt, Dean of Academics

Nancy Harness, Assoc. Dean of Continuing Education/ Community Services

Steve Quakenbush, Director of Information Services & Publications

Cathy McKinley, Director of Human Resources

Dev Sammanasu, IT Department

Mary Pendergraft, Faculty Senate Representative

Charles Claar, Jr., Lewis, Hooper & Dick

Emily Behlmann, Garden City Telegram

5:30-5:45 p.m. Soup and sandwiches in the Kinney Room

5:45 p.m. Regular meeting in the Endowment Room, Beth Tedrow Student Center

COMMENTS FROM THE CHAIR. Chair Douglass called the regular session to order at 5:45 p.m. and made the following comments:

• If there were no objections, there would be an addition to the agenda, as follows:

Consent Agenda

Add Item G. Approval of revised Firefighter Training Tower Interlocal Agreement

(as per Attorney General)

• Welcomed everyone to tonight’s meeting and thanked everyone for a great semester

• Congratulated Ryan Peterson and the cast and crew for a tremendous children’s theater production last night of “The Ant and the Grasshopper”

• Congratulated the Music Department for excellent performances the past few weeks: Vespers, Band Concert, Jazz Band Concert, Tuba Christmas

• Expressed appreciation to the Employee Development Committee for organizing the various building open houses and collecting 30+ boxes of food (and money) to be given to Emmaus House

• Thanked Commerce Bank for providing Christmas cookies for tonight’s meeting

• Thanked the Silhouette for the heartwarming story written in memory of Cheryl Moshier (custodian) who died in an automobile accident on November 26. On behalf of the Board, Douglass expressed her sympathies to Cheryl’s family and her co-workers

• Kudos to the PN graduates and the nursing faculty for 100% pass rate on the state test!

OPEN COMMENTS FROM PUBLIC. Chair Douglass noted that no one had registered to make comments.

REPORT FROM CHARLES CLAAR, LEWIS, HOOPER & DICK, RE: 2006-07 AUDIT

Trustees had previously received copies of the 2006-07 audit report (copy attached as a part of these minutes). Claar “walked through” the audit report and highlighted the main areas:

o Unqualified Auditors’ Report

o No findings or questioned costs on federal funds and programs

o No material statutory violations noted

o Total assets of all College funds: $31,203,411

o Total revenue of all College funds

Operating: $7,059,351

Nonoperating: $13,236,718

o Debt Outstanding June 30, 2007 was about $1 million less than last year

Dorm and Student Union Lease Purchase: $3,788,830

Cooling Loop and Software Lease Purchase: $2,570,500

“Front Door” Project Lease Purchase: $4,138,457

Cooling Loop Lease Purchase: $721,598

o Reserve funds – 28.5 % of expenditures, with 5.3% tied up in mineral reserves

He then presented overheads comparing revenues and expenditures. Claar commended college staff for having solid financial management and strong internal controls. He assured Trustees that the audit showed that the college was using accurate information in making financial decisions and was doing a good job of managing fiscal operations. Trustees thanked Claar for his in-depth report and praised Ballantyne and her staff for doing good work, which helped the Trustees do their job of being accountable to the owners. To that end, Trustees asked for Lewis, Hooper & Dick’s help in getting the audit report posted to the college website so the owners had access to this information. [Note: this has been accomplished]

CONSENT AGENDA

Chair Douglass asked if Trustees wished to pull any items on the Consent Agenda for the purpose of discussion; no one did, so she asked for a motion approving the Consent Agenda.

MOTION: Clifford moved, seconded by Worf, that the Consent Agenda items be approved as presented. Motion carried 6-0.

Approved actions follow:

APPROVED MINUTES of previous meeting, November 14, 2007, as written.

SUBMITTED FINANCIAL INFORMATION TO THE AUDITOR, as presented.

APPROVED PERSONNEL ACTIONS, as presented - see attached lists.

ACCEPTED 2006-07 AUDIT, as presented.

APPROVED ADDITIONAL AGREEMENTS WITH COOPERATING AGENCIES, RE: NURSING PROGRAM, as presented. [copy of agreement in electronic Board packet]

o Women’s Clinic

o Mexican-American Ministries

APPROVED REVISED (AS PER ATTORNEY GENERAL) AGREEMENT WITH CITY OF GARDEN CITY, GARDEN CITY RECREATION, AND USD #457, RE: TANGEMAN ATHLETIC COMPLEX, as presented. [copy of revised agreement in electronic Board packet]

APPROVED REVISED (AS PER ATTORNEY GENERAL) INTERLOCAL AGREEMENT WITH CITY OF GARDEN CITY, RE: FIREFIGHTER TRAINING TOWER, as presented. [copy of revised agreement in electronic Board packet]

POLICY REVIEW

MONITORING REPORTS and ENDS REPORT

Trustees indicated that they had received and reviewed the monitoring reports (monthly, semi-annual). Ballantyne noted that the semi-annual monitoring report showed that cash reserves in the General Fund as of 6-30-07 were $4,213,663 or 28.5% of the working budget (policy governance document called for a reserve of at least 20 percent). In addition, the cash balance in the Capital Outlay Fund as of 6-30-07 was $759,592, which included $500,000 cash reserves and $53,700 oil and gas holdback (policy governance document called for at least $500,000 in the Capital Outlay Fund). Ballantyne felt that the college was in “good shape” to look at strategic planning at the January Board Retreat.

Ballantyne mentioned that next week, staff planned to visit with potential folk regarding a rodeo/meats facility. She will keep Trustees informed regarding that project. In addition, Judy Crymble had written (and received) a grant for Technical Education Technology and Equipment for $60,000 to support the development of an animal/meat science scientific laboratory.

After discussion, Douglass stated that the monitoring reports were accepted as presented.

OWNERSHIP LINKAGE

Trustees received several pieces of correspondence from owners expressing their appreciation for various college activities: (1) email from Julie Christner expressing appreciation for orchestra program; (2) thank you note from Gary Jarmer expressing his sincere appreciation for naming the Annex in his honor (Gary E. Jarmer Annex); (3) thank you note from Elkhart High School for the Exploration Day activities; (4) thank you note from Lydia Gonzales for the Hispanic Day activities; (5) email from Don Allen expressing appreciation for the hospitality shown to the officiating crew at the Thanksgiving Holiday Classic; (6) thank you letter from Maria Luisa Thornton for GCCC’s support of the Crystal Apple program

BOARD PROCESS AND POLICY GOVERNANCE REVIEW

Chair Douglass stated that this item would be discussed at the Retreat scheduled for Saturday morning, January 12, 2008.

REPORTS

PRESIDENT CAROL E. BALLANTYNE noted that Trustees had received numerous informational reports. A complete report is filed in the electronic Board packet.

• Incidental Information – highlighted recent campus happenings

• Athletic Report—Fall Sports - All of the fall athletic teams qualified to compete for NJCAA Region VI national competition!

• Finalized Mill Levy (2007 Abstract) – GCCC’s finalized mill levy came out slightly lower than projected; actual mill levy was 18.168 (General) and 1.033 (Capital Outlay) for a total of 19.201. [Note: 19.34 was the projected mill levy last August]

• Ballantyne shared several informational comments, including:

--Still working on lots of little pieces to finalize the heating/cooling loop project

--Former ETS student Clemente Jaquez-Herrera was nominated for the Rhodes

Scholarship and has been selected to interview for the honor!

--The GED testing dates originally scheduled for December had to be doubled from

two to four because of the high number of students processing through the Adult

Learning Center!

--Floor plans are being designed to house the new welding program in the masonry

lab (northwest corner of Collins Building) because administration was unable to

find a suitable off-campus site

RECAP OF KACCT/COP meeting held at Labette (December 2-3)

Schwartz shared highlights, as follows:

o KACCT praised the excellent partnerships that Dodge City, Seward County, and Garden City Community Colleges continue to forge, especially in the allied health area; some of the Trustees across the state dubbed the community colleges in Southwest Kansas “the golden triangle.”

o Ron thanked the Johnson County Community College Trustees for their help in supporting Sunflower Electric’s proposed expansion project

o KACCT had hired a new lobbyist

o KACCT would discuss a dues increase at the February meeting

o KACCT is considering hiring another person to help relieve some of Sheila Frahm’s load; Lauren Welch (former GCCC Trustee) would be doing some volunteer work for KACCT

o Trustees were encouraged to attend the KBOR and TEA meetings; the Technical Education Authority meeting will be held in Garden City February 20-21

Trustees then discussed the numerous spreadsheets that had been compiled by the Funding Distribution Committee (copy attached as a part of these minutes).

REPORT FROM FINNEY COUNTY ECONOMIC DEVELOPMENT CORP. Trustee Schwartz reported the following:

o Everyone continued to keep their fingers crossed regarding Sunflower Electric’s expansion project; hopefully, the Legislature will make a decision by the end of January

o A company planned to make an announcement in January or February regarding a $700 million expansion project with 30-50 employees

o Three businesses will need to relocate if the proposed highway project goes through

o FCEDC was looking forward to working with GCCC on the next job fair

o FCEDC was in the process of creating a “template/score card” (kind of like United Way’s thermometer) so we can see the number of new jobs that are being created through various recruiting efforts

UPCOMING CALENDAR DATES. Chair Douglass reviewed the following:

--December 13: Annual Holiday Open House at Carol Ballantyne’s Home (4:30-8:30 p.m.)

--December 14: Paramedic Program Graduation Ceremony (7 p.m.)

--Discussion was held regarding the possibility of combining the regular January Board meeting (scheduled for January 9) with the Retreat (scheduled for Saturday morning, January 12). Consensus was that it made sense to combine the two meetings on January 12. The tentative schedule would involve a continental breakfast and discussion with community leaders from 8-9 a.m.; then a “brief” regular Board meeting; and then the Board Retreat to discuss strategic planning, vision, and policy governance.

--Feb. 7: Annual Finney County Legislative Reception in Topeka

--Feb. 7: Annual Chamber of Commerce Banquet

--Feb. 11-13: ACCT Legislative Summit; Washington, DC (Schwartz, Worf)

--Feb. 14: KACCT/COP/PTK All-Kansas Celebration in Topeka

--Discussion was held regarding the scheduling conflict with the regular February Board meeting (scheduled for February 13) because of the ACCT Legislative Summit (Feb. 11-13) and the KACCT/COP/PTK Celebration (Feb. 14). Consensus was to hold the regular February Board meeting on February 20.

There being no further business to come before the Board, meeting adjourned at 7:45 p.m.

______________________ ________________________ ________________________

Darla J. Daniels Carol E. Ballantyne, Ph.D. Merilyn Douglass

Deputy Clerk Secretary Chair of the Board