MEETING OF TRUSTEES
OF
THE GARDEN CITY COMMUNITY COLLEGE
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
Judy Crymble, Dean of Technical Education
Nancy Harness, Dean of Continuing Education
Cathy McKinley, Director of Human Resources
Steve Quakenbush, Director of Information Services & Publications
Scott Good, IT Department
Bob Sperling, Local Citizen
Emily Behlmann, Garden City Telegram
5:30 p.m. Budget Retreat to discuss 2007-08 budget
Chair Worf called the budget retreat to order and stated that the budget retreat was expected to last about one hour and 15 minutes, with an executive session to be held for about 15 minutes immediately following the budget retreat, and then the regular Board meeting would be held. She then turned the meeting over to Carol Ballantyne to lead a discussion on the 2007-08 budget.
Ballantyne stated that the electronic Board packet contained much budget information including year-end purchases, cash carryover balances for both General and Capital Outlay Funds, revenue projections, salary information for staff and faculty, working budget information, recommendations for the published budget, and more. She “walked through” the various documents and discussed the steps administration had taken to arrive at the proposed budget for 2007-08. Listed below is a summary; complete reports are included in the electronic Board packet.
Year-end Purchases: $316,276.96
Cash Carryover (Reserves), General Fund: $283,187
Cash Carryover (Reserves), Capital Outlay Fund: $10,050 (includes oil and gas holdback of three years)
Revenue Projections: Enrollment is down slightly and demographics of the area high schools indicate smaller numbers, but we are repackaging classes for adults and short-term certificate type classes to boost these numbers. In addition, Ballantyne learned today that about $7,500 per mill needed to be set aside to cover the tax appeal filed by Conestoga Energy.
Raises for Staff: 4.5% pay increase for staff, plus an increase of $27.88 per month for health insurance. In addition, those employees (primarily maintenance and security) who are required to work 40 hours per week (vs 37.5) would be placed at 95% of the midrange. The premium for Blue Cross/Blue Shield was scheduled to increase 16% in October. Ballantyne stated that the Employee Benefit Committee would be researching health insurance options for next year. Worf suggested that the college look at a wellness program in an effort to encourage health and wellness.
Raises for Faculty: We are in the second year of a three-year negotiated agreement. With all the variables (overload at $235/cr.hr.; FLC for labs and clinicals calculated at .60%; extra days at a maximum of $235/day; level advancements; etc.), an overall 5.23% increase
Published budget: Ballantyne stated that administration was recommending a published budget of 18.30 mills (up slightly from 18.22 last year) for the General Fund and 1.04 mills for the Capital Outlay Fund (up slightly from 1.0 last year). These figures were based on an assessed valuation of $471,731,546 (down from $507,337,233 last year).
Working budget: Ballantyne reported that assessed valuation was down about $35 million for 2007-08, plus we would lose about $330,000 in state funds. Administration had cut about $1,000,000 from the budget and we were starting to “bleed.” She emphasized that the gas and oil holdback and 25% of cash carryover were still in place.
She proposed that administration be allowed to spend about $730,000 above revenues (reserves) for FY 2007-08. This would include about $330,000 in the operating budget, plus $400,000 for anticipated property expenses, and sidewalk and tunnel system work necessary to complete the cooling loop project. Ballantyne noted that this would reduce the reserve fund balance to about 23 percent of expenditures (rather than the “traditional” 25 percent); however, it wouldn’t drop as low as the Board’s minimum requirement of 20 percent.
Discussion was held and Trustees asked appropriate questions. Trustees felt that they (as a Board) were charged with making sure the college had enough dollars to meet the ENDS and, at the same time, be responsible to the owners to keep taxes down. They also voiced confidence in Ballantyne’s efforts to stay within the guidelines of her executive limitations while leading the college through the next year. After discussion, the following motion was made:
Sterling moved, seconded by Schwartz, that the Board of Trustees authorize for publication a budget for the Fiscal Year 2007-08 with a General Fund tax in the amount of $8,631,844 with an anticipated General Fund mill levy of 18.30 mills. Further, that the Board authorize the publication of a Capital Outlay tax equal to 1.04 mills ($490,363). Motion carried 6-0.
Ballantyne noted that the budget would be published in the Garden City Telegram on July 23, 2007, with the Budget Hearing scheduled for August 8, 2007, at 6:30 p.m.
EXECUTIVE SESSION
Schwartz moved, seconded by Clifford, that the Board go into executive session at 6:55 p.m. for the purpose of discussing personnel matters of nonelected personnel and their contractual obligations because if these matters were discussed in open session it might invade the privacy of those discussed, and for the purpose of preliminary discussions relating to acquisition of real property, and that the Board of Trustees reconvene into open session at 7:15 p.m. Motion carried 6-0.
Board recessed into executive session at 6:55 p.m.
***
Board reconvened into regular session at 7:15 p.m.
7:20 p.m. Regular meeting in the Endowment Room
COMMENTS FROM THE CHAIR. Chair Worf called the regular session to order at 7:20 p.m. and made the following comments:
OPEN COMMENTS FROM PUBLIC. Chair Worf noted that no one had registered to make comments.
REORGANIZATION OF BOARD OF TRUSTEES FOR 2007-2008
ELECTION OF OFFICERS
Chair Worf stated that she was ready to step down from this position, and she opened the floor for nominations for Chair of the Board of Trustees for the 2007-08 year.
Clifford nominated Douglass; Schwartz seconded that nomination; and the following motion was made:
Clifford moved, seconded by Schwartz, that nominations cease and Douglass be elected as Chair of the Board for the 2007-08 year. Motion carried 6-0.
Worf then asked for nominations for Vice Chair.
Worf nominated Schwartz; Sterling seconded that nomination; and the following motion was made:
Worf moved, seconded by Sterling, that nominations cease and Schwartz be elected as Vice Chair of the Board for the 2007-08 year. Motion carried 6-0.
Worf then asked for nominations for Clerk.
Clifford nominated Brandenburger; Schwartz seconded that nomination; and the following motion was made:
Clifford moved, seconded by Schwartz, that nominations cease and Douglass be elected as Clerk of the Board for the 2007-08 year. Motion carried 6-0.
Worf then asked for nominations for KACCT Representative.
Discussion was held about the possibility of sharing these responsibilities among Board members and rotating attendance at the statewide meetings. Consensus was that Worf and Schwartz would serve as KACCT co-representatives and would probably take turns attending the various meetings.
Worf then asked if Schwartz was still willing to serve as the Board’s Finney County Economic Development Corporation Representative; he said that he was unless someone else wished to have this position. No one did, so the following motion was made:
Sterling moved, seconded by Douglass, that Schwartz be elected as the college’s representative to the Finney County Economic Development Corporation. Motion carried 6-0.
At this point, Worf turned the meeting over to Douglass, and Douglass chaired the remainder of the meeting. Douglass expressed appreciation for Worf’s excellent leadership during the past year.
APPOINTMENTS
Douglass referred Trustees to the slate of appointments and asked for a motion approving same.
Worf moved, seconded by Clifford, that appointments for 2007-08 be:
Secretary to the Board................................... Carol E. Ballantyne
Deputy Clerk.................................................. Darla Daniels
College Attorney............................................. Ward Loyd and Randy Grisell
College Engineer............................................ Professional Engineering Consultants, P.A.
College Treasurer.......................................... Dee Wigner
Designated Agent for KPERS......................... Dallas Crist
Alternate Designated Agent for KPERS......... Dee Wigner and Cathy McKinley
Motion carried 6-0.
DEPOSITORIES
Clifford moved, seconded by Sterling, that the depositories for 2007-08 be:
Primary Depository: Commerce Bank
Other Depositories: Western State Bank, First National Bank of Holcomb,
Security Savings Bank, Landmark National Bank,
American State Bank, Citizens State Bank,
Garden City State Bank, Peoples State Bank,
State of Kansas Municipal Investment Fund,
Security State Bank (Scott City)
Motion carried 6-0.
CONSENT AGENDA
Chair Douglass asked if Trustees wished to pull any items on the Consent Agenda for the purpose of discussion. Consensus was to pull Items H (vehicle bids) and K (right-of-way-easement for Aquila) from the agenda for discussion purposes.
MOTION: Clifford moved, seconded by Worf, that the remainder of the Consent Agenda items be approved as presented. Motion carried 6-0.
Approved actions follow:
APPROVED MINUTES of previous meeting, June 13, 2007, as corrected.
Clifford had previously talked to Daniels about adding the word “picture” to the paragraph on page 1 about the gift the Board had given to Dr. Welch [… this year’s Commencement picture as a token of their appreciation….]
SUBMITTED FINANCIAL INFORMATION TO THE AUDITOR, as presented.
APPROVED PERSONNEL ACTIONS, as presented - see attached lists.
APPROVED 2007-08 STAFF SALARIES, as presented.
Increase pay for staff by 4.5 percent, plus an increase of $27.88 per month
toward health insurance benefits. In addition, those people who are required
to work 40 hours per week (vs. 37.5) would be moved to 95% of the midpoint.
APPROVED REQUEST TO DEMOLISH TWO RENTAL PROPERTIES ON MIKE’S DR., as presented.
1. 1718 Mike’s Dr. – currently vacant, so this property will be demolished
and then graded, seeded, and maintained as an empty lot
2. 1720 Mike’s Dr. – the current tenant would be notified that this property
must be vacated by April 1, 2008, so said property can be demolished
APPROVED 2007-08 MOU WITH COLBY, SEWARD COUNTY, DODGE CITY, AND GARDEN CITY COMMUNITY COLLEGES, RE: PARAMEDIC PROGRAM, as presented.
o Emergency Medical Technology--Paramedic
[copy of MOU filed in the electronic Board packet]
APPROVED INTERLOCAL AGREEMENT WITH FCEDC, RE: DIRECTOR OF BUSINESS RETENTION SHARED POSITION, as presented. [copy of agreement filed in the electronic Board packet]
o Costs of position would be shared (50 percent for each entity)
o FCEDC would provide office space
APPROVED COMPUTER BIDS, as presented. [copy of bid sheet filed in the electronic Board packet]
Desktop Gateway $827.00
Notebook Gateway $1,264
Tablets Gateway $1,379
Monitors Nex-Tech $167.37 - $251.07
Cartridges Modern Imaging Solutions $17,598.59
APPROVED OFFICE SUPPLY BIDS, as presented. [copy of bid sheet filed in the electronic Board packet]
Office Solutions
APPROVAL OF VEHICLE BIDS
Background: This item was tabled from last month’s meeting because Trustees had asked for clarification on the service contract.
Trustees had received additional information discussing the extended warranty offered by Western Motor Company. Schwartz expressed concern as to why one dealer made this offer as a part of his bid and the other dealers didn’t. Ballantyne stated that Marty Sigwing, Director of Physical Plant, had asked the other dealers if they had any additional warranties to offer; they indicated they didn’t.
Discussion was held regarding the preventive maintenance work offered with Western Motor’s bid. The belief was that there was a proven tradeoff between replacing parts before they break and replacing them after a tow. The difference would be that we should be able to drive the fleet vehicles even longer and with fewer breakdowns if preventive maintenance was done. Discussion continued about the cost of replacing transmissions and engines vs buying extended warranties. Schwartz emphasized that he had no problem with the bids themselves, but he believed this issue should be rebid, asking the dealers to bid (1) without lifetime warranty and (2) with lifetime warranty. One comment was made about perhaps the Board was getting into the means on this issue, and then the following motion was made:
Worf moved, seconded by Clifford, that the Board accept the bid from Western Motor Company for two 2007 Honda Odyssey LX minivans in the amount of $47,996 ($23,998 each). Motion carried 4-1 with Sterling voting “nay” and Schwartz abstaining. [copy of bid sheet filed in the electronic Board packet]
Bids received: Burtis: $24,915
Lewis: $21,917
Western: $23,998
APPROVAL OF RIGHT-OF-WAY EASEMENT FOR AQUILA
Ballantyne stated that Aquila had requested a right-of-way easement which consisted of a 40 foot wide strip for construction, reverting to a 10 foot wide strip parallel and adjacent to the west right-of-way line of Highway 83 in the NW/4 of Section 16, Township 24 South, Range 32 West Finney County Kansas (near Tangeman fields). Brief discussion was held, with Sterling suggesting that Aquila be asked to water pack the easement site.
Clifford moved, seconded by Brandenburger, that the Board approve the right-of-way easement for Aquila. Motion carried 6-0. [copy filed in the electronic Board packet]
OTHER
APPROVAL OF PRESIDENT’S CONTRACT
Chair Douglass stated that Trustees wished to extend Ballantyne’s contract through June 30, 2009 (two-year contract, current one ran through June 30, 2008), as well as increase her salary 4.5 percent for the 2007-08 year, which would be $118,919.48. In addition, Trustees wished to increase her monthly car expense to $200 (up from $100 per month) and pay her Rotary Club membership dues.
Worf moved, seconded by Clifford, that Trustees approve President Ballantyne’s contract as presented by Douglass: extend two-year contract through June 30, 2009; salary for 2007-08 set at $118,919.48; $200 per month car expense; and college pay Rotary Club membership dues. Motion carried 6-0.
APPPROVAL OF REQUEST TO PURCHASE PROPERTY
Douglass indicated that this was an addition to the agenda.
Ballantyne reported that the Out West property across the street from the main campus was for sale (three lots). Based on an appraisal from an independent real estate assessor, Ballantyne proposed that the college “shoot them a price of $295,000” and ask for first right of refusal. Ballantyne believed that this would be a good investment for the college since it was close to other college property.
Schwartz moved, seconded by Sterling, that the Board authorize Ballantyne as the college CEO to make an offer of $295,000 for the Out West property. Motion carried 6-0.
MONITORING REPORTS and ENDS REPORT
Trustees indicated that they had received and reviewed the monitoring reports (monthly, quarterly, semi-annual, and annual). Douglass noted that the monitoring reports were accepted as presented.
Ballantyne asked for feedback on the reports, especially on the CEO’s interpretation section. Trustees indicated that they liked reading her interpretation because it gave them a good frame of reference. Worf said she would like to see specific contact information regarding people, organizations, etc., that Ballantyne had contacted or planned to contact as she pursued additional revenue sources for capital improvement projects.
Trustees received several pieces of correspondence from owners expressing their appreciation for various college activities: (1) letter from drama student Rebecca Payne expressing appreciation for New York trip and her time at GCCC; (2) email from gentleman expressing appreciation for help with lightning sensor; (3) thank you note from Dr. Welch expressing his appreciation for the retirement reception and the gift Trustees had given him last month.
BOARD PROCESS AND POLICY GOVERNANCE REVIEW
No discussion this evening.
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 summer activities.
· 2006-07 Scholarship Report – $376,694.17 was given to 763 students for scholarships.
· One Stop Monitoring Report – college fiscal controls were in place to reduce risk for the LAI, LWIB (Local Workforce Investment Board), and CEO.
· Reorganization/Responsibility Changes – Ballantyne stated that she didn’t fill the Dean of Learning Services position vacated by Clayton Tatro when he became the President of Fort Scott Community College a few months ago. Responsibility changes were distributed among several people, including Director of Human Resources/Employee Development, Director of Institutional Effectiveness, Counseling/Advising, Continuing Education, Information Technology, Dean of Administrative Services, Dean of Academics, and Dean of Technical Education.
· Annual Enrollment Report – For 2006-07, headcount was down about 400 students and FTE was down about 200 from last year. Retention had been low, but we are studying the situation and plan to turn these numbers around.
2006-07 2005-06
Headcount 4,851 5,265
FTE 2,730.8 2,942.9
· Kids’ College—Bryan Education Center – Trustees had received a newspaper clipping highlighting Kids’ College at the BEC—“horses to pizza and more” filled the summer curriculum.
· Continuing Education and Community Services July Calendar – [see electronic packet for daily events]
REPORT FROM KACCT/COP MEETING IN GREAT BEND ON
JUNE 15-16
Ballantyne and Brandenburger gave highlights from the KACCT/COP meeting, which centered around preliminary legislative and funding issues. Trustees received an interesting handout entitled “Remain Legal and Govern Within the Box,” which discussed things that boards are responsible for through state statutes. Brandenburger shared that she felt the meeting was educational and she was looking forward to learning more about community colleges and governance.
REPORT FROM FINNEY COUNTY ECONOMIC DEVELOPMENT CORP.
Schwartz reported that there were two strong candidates for the shared position of Director of Business Retention. Several potential businesses were interested in locating in Southwest Kansas, including Tanks “R” Us.
UPCOMING CALENDAR DATES. Chair Douglass reviewed the following:
--August 8: Budget Hearing at 6:30 p.m.; regular meeting immediately following
--August 10: Fall Inservice; Cafeteria; 8 a.m.
--Sept. 12: Regular monthly meeting at 5:30 p.m.
--Sept. 25-30: ACCT Leadership Congress; San Diego (Ballantyne, Worf, Schwartz,
Douglass, Welch, Daniels)
--Oct. 2-5: AQIP Strategy Forum; Chicago; need one Trustee – Clifford will check
his calendar
Douglass asked if a joint Board meeting would be held with Dodge City and Seward County Community Colleges. Ballantyne indicated that it was Dodge City’s turn to host this event and she would check to see if they had set a date for the fall.
There being no further business, meeting adjourned at 8:20 p.m.
______________________ ________________________ ________________________
Darla J. Daniels Carol E. Ballantyne, Ph.D. Merilyn Douglass
Deputy Clerk Secretary Chair of the Board