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Adopted Meeting Minutes
April 21, 2003

Regular Meeting

Call to Order

The meeting was called to order at Minute="30"> 5:30 p.m.

Roll Call

Present: Heywood, Holden, Jeffries, Mason, Pelleran, Rasmusson
Absent: Canady

Additions/Deletions to the Agenda

Chairperson Jeffries stated that closed session would be added to end of the agenda for the purpose of discussing an attorney client privileged communication.

Limited Public Comment Regarding Agenda Items

Steve Vossler - Hello. My name is Stephen Vossler. Lynn Savage is passing out a copy of my speech and I've also given a copy to Norma for the minutes. The other thing is I have to apologize as soon as I'm done I have to leave I'm covering my wife?s class tonight. She suffers from severe migraine headaches and is not able to be here. So I have to run right out the door and get back to her class. In fact I postponed it a few minutes to be here. As chair of the LCC Coalition of Labor Organizations, I wish to speak about the budget here at Lansing Community College . We have all heard about the budget crunch and the cuts in funding. However, I want to remind the Board that the cuts are only to funding from the State of Michigan , which is about a third of our budget. Property taxes have not been cut, but have risen. Tuition may increase depending on the actions of this Board. Using the numbers from the Sunday April 20 edition of the Lansing State Journal:

LCC budget @ $92 million
Budget cut @ $4 million

The $4 million is less than 4.5% of the budget. While this is not a small amount, the Executive Leadership has decided that more than $4 million must be cut. This budget crunch supposedly spawned the layoffs here at the College. However, the layoffs seem to have very little to do with money. If the budget crunch was as severe as is being portrayed, would we: give the President a 6% raise? Fix the sprinklers so we can spend money on watering the grass this summer? Fund the Price-Pritchett training for all full-time staff and faculty? Continue the construction of more buildings? The only building we must build at this time is the MTEC building or else we forfeit state funding for that building. However, one bid you may approve tonight calls for almost $1 million dollars for a construction manager for the Health & Administration Buildings. Continue plans and construction for renovations and building upkeep? Again, bids you may approve tonight call for approximately $600,000. Now there is one other bid in there that, actually there's two of them in there, one for fiber optic connections and one for stuff at the M-TEC center, I lumped them together as part of the M-TEC construction, which I feel that we do need to do or else we lose the $4.5 million from the State. Number six, hire a person for a new position - Director of Workforce Development? Seven, replace faculty and staff computers even though many of them meet the current needs of the new Oracle Collaboration Suite, and eight, continue to buy major equipment? We have been told that some of the money saved from layoffs of administrators and support staff will be used for direct instruction of students. However, the work that was done by these people will now be pushed down onto the remaining faculty and staff. Technology is somehow supposed to lessen this work, but it is still a fact that the remaining faculty and staff will be doing more support type work which means they will have less time to do their normal work. The State of Michigan ACLS data will show that more money is going to direct instruction, but we do not believe more time will be spent educating students. The Labor Coalition believes that the real impetus for the layoffs is control of faculty and staff and that control is being strengthened through fear. I have had faculty and staff come to me, personally, I'm talking about me not in general, literally shaking with fear that they might be ?laid off?. I have no words of encouragement or comfort for them. Perhaps I should have given them some advice from the Price-Pritchett training: ?Depersonalize the situation - accept it as the luck of the draw - and harbor no resentment toward higher management. Ideally, you?ll accept change as an exercise that, though sometimes painful, helps you build more emotional muscle.? This is not the way this College should operate. All of us, and when I say all of us I mean the Board of Trustees, the Executive Leadership, the faculty, and the staff of this institution need to talk and work together to get to solutions. The Coalition did attempt to talk to the Executive Leadership, but we were not invited to take part in any discussions about layoffs or other cuts. At the 11th hour, when most of the decisions had already been made, the Labor Organizations were asked to provide cost-saving suggestions. We did put forth some general suggestions, but since we had not been part of the discussions and did not even know the goals that the Executive Leadership was trying to attain with the cuts, we did not know whether our suggestions were helpful or whether they had already been discussed and dismissed. Collaboration between the Executive Leadership and the Coalition might have convinced us that layoffs were really necessary. We must get out of the fear style of management and get back to collaborative mode of management where all members of the LCC family have real input into the decisions. Thank you for your time and attention.

Trustee Pelleran - I want to ask Mr. Vossler if he?ll be available for the budget hearings that we expect to have in May?

Steve Vossler - I certainly can be, yes.

Trustee Pelleran - If you could help with your suggestions at that time as we review the budget documents, we would certainly appreciate that.

Chairperson and Board Member Reports

Chairperson Report

Policy Committee Reports - Amendment to Purchasing Policy & Amendment to Bylaw 1.3 - Committees

Chairperson Jeffries stated that the Policy Committee has met to review the recommendations from the purchasing review reports and considered suggestions made by members of the Board. The Policy committee proposed two changes as a result of the review, and the committee has completed their review. One change is regarding the purchasing policy under the scope section, which is as follows (change is in italics and bold):

?II. Scope

This policy applies to all purchases and leases.?

Chairperson Jeffries highlighted the fact that the word ?vendor? has been changed to ?supplier? throughout the entire purchasing policy in order to be consistent with the terminology Purchasing is using for ISO 9001:2000 compliance.

Chairperson Jeffries presented the amendment to Bylaw 1.3, Committees. He said that the overall change is adding an audit committee as a standing committee. The purpose of the audit committee will be to meet with the auditor before, during, and after the audit as well as any other times to consider the College's financial policies and related issues that may be raised by the Board. The Bylaw was amended as follows (amendment is in bold and italics):

?1.3 BOARD COMMITTEES

1.3.1 Committees

There shall be no standing committees of the Board other than an Audit Committee, as provided for in Section 1.3.2, below; however, there may be appointed special committees to study issues and perform tasks. These committees shall be appointed by the Chairperson for certain expressed purposes and periods of time.

1.3.2 Audit Committee

Members of the Audit Committee shall be appointed by the chairperson of the Board of Trustees and shall serve as a standing committee to meet with the College's auditors in advance of and during the annual college audit, to review the College's financial policies as may be appropriate, and to address other financial and related issues the Board or committee members deem appropriate.?

Chairperson Jeffries stated that both of the changes came from the information presented to the Board as well as suggestions from Trustee Rasmusson. He said that Trustee Rasmusson?s concerns were addressed by the Policy Committee, and those that weren?t addressed are reflected in the amendments. Chairperson Jeffries stated that under the Board's Bylaws an amendment to a Bylaw is required to be presented and laid over for one meeting and considered at the next meeting for approval. Regarding the Purchasing Policy, it's up to the will of the Board if they wish to consider the changes at another meeting.

IT WAS MOVED by Trustee Holden and supported by Trustee Rasmusson to accept the Policy Committee?s recommendations to the Purchasing Policy.

Trustee Pelleran expressed her disappointment that the policy was buried in committee for a year and there is an amendment to the purchasing policy that has not been considered or reviewed. Trustee Pelleran was disappointed in the lack of leadership and lack of responsiveness to that particular issue.

Chairperson Jeffries responded that the amendment Trustee Pelleran is referring to was considered and reviewed by the Policy Committee. The committee reviewed her amendment and compared it to the policy that was in place last year. Ms. Jan Lazar?s language regarding delegating complete responsibility to the President was reviewed by the committee. However, after considerable amount of discussion it was agreed upon that the policy language and procedures set forth is sufficient and appropriate.

Trustee Pelleran requested that the Board be informed of any future Policy Committee meetings.

Trustee Rasmusson stated that he had a full page of suggested changes to the purchasing policy and reviewed them with several Trustees. The committee reviewed his changes and he felt that the best approach was to expand the scope so it is clear that everything over $25,000 has to be bid or if there is an ongoing relationship with some supplier that is going to be $25,000 or more because of past purchases, those will be aggregated. He said that things that were ambiguous were corrected. Trustee Rasmusson stated that the Board has to have an audit committee in order to have a little more supervision.

Roll call vote:
Ayes: Heywood, Holden, Jeffries, Mason, Pelleran, Rasmusson
Nays: None
Absent: Canady

Motion carried.

Chairperson Jeffries stated that the amendment to the bylaw would be brought back to the Board in two weeks at their next meeting.

Board Members

Trustee Olga Holden - Foundation Board and Work Force Development Board-Sponsored Seminar on Employment Trends

Trustee Holden reported that the Foundation Board meeting was held earlier this month. She was pleased to report that there is great progress. She said that the McCormick Group is working closely to implement the strategic plan, and Ms. Joan Bauer?s leadership will continue to help the Foundation. Trustee Holden reported that in March the Foundation had $51,000 in revenue. She said that it is important for the Board to realize that the thinking is being expanded beyond scholarships, not to minimize their importance, but the Foundation is thinking about additional funding.

Trustee Holden announced that the Foundation Scholarship Breakfast will be on May 9. This breakfast gives the opportunity to meet the recipients of the Trustee scholarship as well as the other recipients. She reported that the Bob Baldwin Vietnam Veteran?s Golf Benefit will be on June 5. She asked the Board to contribute to a full page advertisement, and to forward their contributions to Ms. Norma Mendez .

Trustee Holden also reported on a Workforce Development Board sponsored seminar on employment trends. She said that this area has a relatively low unemployment rate compared to other parts of the state. Even though it may not feel like it right now, Lansing will have to face a skilled worker shortage within a year or two.

Trustee Todd Heywood - Special Populations Recognition Ceremony

Trustee Heywood reported that he attended the Special Populations Recognition Ceremony on April 2. He said that the ceremony reminded him of what the College is all about, why we're here, and what our job is.

Chairperson Jeffries announced that Trustee Mason will be honored next week in Washington , DC by the National Association of Legislative Women for receiving the Hispanic Woman of the Year Award.

President's Report

Informational

Budget Update

President Cunningham reminded the Board that at their special meeting on May 6 they will be reviewing the reconciled budget in detail, and hopefully adopting it on May 19. The proposed 2003-2004 budget will tentatively be presented on May 19 and adoption in June.

President Cunningham addressed the comments that were made during public comment. She said that Trustee Heywood forwarded the communication he received from Mr. Vossler to the President's office last week. She stated that the administration had not received this communication from Mr. Vossler, and appreciated Trustee Heywood referring it to the administration for them to perform the appropriate follow-up. A meeting will be scheduled with Mr. Vossler and in addition, she met with him for over an hour today. President Cunningham said that they are dealing with this issue in terms of full communication and disclosure and answering their questions. She expressed her appreciation to Trustee Heywood for referring questions to the administration for them to handle.

Action Items

Approval of Minutes - Month="3" Day="17" Year="2003"> March 17, 2003 Regular Meeting; Month="4" Day="1" Year="2003"> April 1, 2003 Special Meeting

President Cunningham presented the March 17, 2003 and April 1, 2003 meeting minutes to the Board.

Trustee Heywood requested that the April 1, 2003 meeting minutes be amended to reflect the question and answer period during the Aviation spotlight.

Finance

Approval of Bids?

President Cunningham presented five bids for the Board's approval.

The first bid was for the fiber network services in the amount of $316,000, which was a sole source bid with Waypoint. President Cunningham reminded the Board that in February 2002, the College contracted with Waypoint to purchase two strands of fiber that surrounds the City and will connect the main campus to the M-TEC and Technology Training Center at the Delta site. She said that this is an important bid because this will assure a backup loop in order to not lose all of the services if something were to happen to one of the fibers.

The second bid was for the health and administration buildings construction management in the amount of $913,820. Three proposals were received. The evaluation committee recommended that the award be made to Clark Construction, which was the lowest bid and was deemed the most advantageous to the College. President Cunningham asked that the minutes reflect a correction in the bid on page two. The Christman Construction bid should be $994,367 not $944,367.

The third bid was for the M-TEC/Technical Training Center concrete foundations. Bids were received from six suppliers. The evaluation committee recommended that the award be made to Grand River Construction from Hudsonville , MI for $714,000, which was the lowest bid, and was deemed the most advantageous to the College.

The fourth bid was for parking structure restoration services. President Cunningham stated that this is a preventive project. Annually, the College schedules preventive maintenance on the parking structure to help keep it in good condition. Some of the work that the bid includes is the total replacement of the third level?s expansion joint, which was originally installed in 1976; the total replacement of the 2nd level?s helix expansion; and 1st level?s concrete surface repairs. Western Waterproofing of Livonia, MI is the low bidder in the amount of $128,890.

Chairperson Jeffries asked how this would affect Common Ground.

President Cunningham responded that the College is trying to work around those dates and asked Ms. Ruth Borger, Director of Public Relations and Governmental Affairs, to further address Chairperson Jeffries? question.

Ms. Borger responded that the third level will be accessible given good construction weather. The third level expansion joint project will be the first project with the intent that it will be completed by June 30.

The fifth bid was for the GVT metal roof replacement services in the amount of $427,900. Bids were received from six qualified bidders. The successful supplier and lowest bidder was CEI Roofing from Howell, MI.

Trustee Heywood stated that there have been problems in the past with the replacing the roof and Turner House with tar causing fumes that really overcome the actors. He asked if this would be an issue this year.

President Cunningham asked Dean Bill Darr to respond.

Dean Darr responded that they will try to minimize that. He said that they will try to schedule work around the festivals.

Trustee Heywood asked if the work on the parking structure was put off this year, would it be an issue.

President Cunningham responded, yes. It is a safety issue in knowing that there is an area that needs to be fixed and not doing that can increase the College's liability if something were to happen.

Dean Darr stated that this is part of the continuing effort to maintain the parking ramp. Ramps are difficult in terms of salt and corrosion and it is important to keep them maintained.

Trustee Pelleran said that the College entered into a labor agreement with Clark Construction regarding the M-TEC and some of the proceeds go to fund the HOPE scholarship. She asked how the labor agreement was working out and is it planned to enter into similar labor agreements for the health and administration buildings.

President Cunningham responded to Trustee Pelleran?s first question. She said that there are people who are not part of the union and are upset with the College for entering into a labor agreement because there was no opportunity to bid on that project. However, the individuals participating in the labor agreement like it because they think it has worked out very well. Overall it has worked out well for the College. President Cunningham responded to Trustee Pelleran?s second question. She said that labor agreements for the health and administration buildings are uncertain at this point due to the timing. There will be discussions to assess that.

Trustee Pelleran stated that during the purchasing review process it was recommended that people be informed when audits would be performed on the College's projects so they know up front that they are going to adhere to the College's wage and hour standards. She asked if those discussions are taking place.

President Cunningham responded that having the labor agreements negates the need for audits.

Trustee Holden asked for clarification on the role of the construction manager?s job.

President Cunningham responded that the construction manager?s job will be to oversee the construction of the buildings along with Dean Darr.

IT WAS MOVED by Trustee Pelleran and Trustee Mason to approve the meeting minutes and the bids as presented.

Roll call vote:
Ayes: Heywood, Holden, Jeffries, Mason, Pelleran, Rasmusson
Nays: None
Absent: Canady

Motion carried.

Chairperson Jeffries announced that Trustee Heywood received the catalyst award from the Triangle Foundation for his work with the College and other groups as it relates to domestic partner benefits.

IT WAS MOVED by Trustee Heywood and supported by Trustee Holden to go into closed session for the purpose of discussing an attorney client privileged communication.

Roll call vote:
Ayes: Heywood, Holden, Jeffries, Mason, Pelleran, Rasmusson
Nays: None
Absent: Canady

Motion carried.

The Board entered into closed session at 6:08 p.m.

The Board returned to open session at 6:15 p.m.

IT WAS MOVED By Trustee Heywood and supported by Trustee Mason for the Board to return open session.

Roll call vote:
Ayes: Heywood, Holden, Jeffries, Mason, Pelleran, Rasmusson
Nays: None
Absent: Canady

Motion carried.

Public Comment

There were no comments from the public.

Adjournment

The meeting was adjourned at 6:15 p.m.

LCC Board of Trustees
Administration Bldg
Phone: (517) 483-5252
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