Call to Order
The
meeting was called to order at 5:09 p.m.
Roll Call
Present: Brannan, Canady, Proctor, Rasmusson, Smith, Laverty
Absent: Pelleran
Trustee Pelleran arrived at 5:16 p.m.
Limited Public Comment Regarding Agenda Items
Trustee Rasmusson reported that he and Trustee Brannan talked and that
under the law there is sufficient bidding now to consider the ISCD issue
and thinks it should be put on the agenda. He moved to add the bids for
IT to the agenda.
Chairman Laverty indicated that he would make sure the Board covered
that topic under the President's report where it says Oracle update.
Chairman Laverty requested to add an item regarding a change order to
the agenda. This would be added under committee assignments.
CHAIRMAN?S REPORTS
Hiring and Contract Approval Policy
Chairman Laverty asked Ms. Bev Baligad if she had any comments she
wanted to say with regards to this policy.
Ms.
Baligad responded that this final policy would allow the Board to
delegate the hiring process however they see fit.
MOVED by Trustee Brannan and supported by Trustee Rasmusson to adopt the
Hiring and Contract Approval Policy.
The
floor was opened for discussion.
Trustee Proctor questioned what stance Ms. Jan Lazar was taking on the
hiring practices of other community colleges because it seems as if the
Board was taking a different direction than other community colleges
were taking.
Ms.
Baligad responded that Ms. Lazar did not have the opportunity to review
the survey of what the other community colleges were doing. What Ms.
Lazar is proposing allows the Board the opportunity to hire in whatever
way that they see fit.
MOVED by Trustee Brannan and supported by Trustee Rasmusson to adopt the
Hiring and Contract Approval Policy.
Ayes: Brannan, Canady, Pelleran, Proctor, Rasmusson, Smith, Laverty
Nays: None
Absent: None
Motion carried.
Bylaw 1.6.1
Trustee Rasmusson
presented the following amendment to Bylaw 1.6.1 and Bylaw 1.6.4.
The Resolution at the
last regular session to restore Presidential authority is amended so
that Paragraph three of Bylaw 1.6.l shall be as follows:
Part I:
1)
through 2) are deleted.
1) shall be amended
as follows:
appoint, evaluate
and/or remove the President, Chief Financial Officer, the outside
accountant assisting with, or conducting, internal audit, the external
auditor, special consultants retained on a project basis, and College
General Legal Counsel and assistant counsel, if any, and the Board
liaison and assistant to the Board liaison, and such others as
determined by the Board from time to time, and the President shall
furnish to the Board in advance the information on candidates to be
considered for the Chief Information Officer, and internal audit
employee position at the College together with his/her recommendation
for selection and the Board shall approve or reject that recommendation;
provided, however, the Chief Information Officer and the internal audit
employee(s) shall during employment thereafter become part of the
appropriate bargaining unit and subject to all the terms and conditions
of employment appertaining thereto..
2) is deleted and
the balance renumbered, and all other portions of Bylaw1.6.1 are
unchanged.
_____________________________________________________
Part II: Authority
Delegate to the President
And 1.6.4. A., first
sentence, shall be amended as follows: Select and employ personnel of
the community college, subject to 1.6.1., including the authority in the
President to select and employ vice presidents, provided that no vice
president position or positions with the duties of a vice president or a
pay level eighty percent, or greater, of the average pay of vice
presidents at the College, shall be created by the President without the
Board's approval in advance. Until the Board selects College General
Legal Counsel, the President shall have authority to discharge or
re-assign College legal counsel. Hereafter, when the Board selects
College General Legal Counsel, said General Legal Counsel and assistant
counsel, if any, shall serve at the pleasure of the Board, as provided
in these Bylaws and College Policies.
_____________________________________________________
Part III-
Finally,
The operational
authority granted the Chair by prior resolution is set aside and
deleted.
MOVED by Trustee Rasmusson and supported by Trustee Pelleran to adopt
the amended bylaw changes to 1.6.1 and 1.6.4.
Ayes: Brannan, Canady, Pelleran, Proctor, Rasmusson, Smith, Laverty
Nays: None
Absent: None
Motion carried.
Executive Search Update
Ms.
Baligad report that they were in the process of getting dates for the
Board to hear the Executive Firms presentations. She also stated that
she was still waiting for feedback from some of the Trustees with
regards to the composition of the screening committee.
Ms.
Baligad stated that the search firms have been contacted and are glad to
be just focusing on just the Presidential search.
Board Assignments
Chairman Laverty presented the new Board Assignments.
The
Audit Committee was assigned as followed:
Chair: Tim Brannan
1. Chris Laverty
2. Mark Canady
The
Finance Committee was assigned as followed:
Chair: Tom Rasmusson
1.
Chris Laverty
2.
Robert Proctor
The
Personnel and Compensation Committee was assigned as followed:
Chair: Robin Smith
1.
K.P. Pelleran
2.
Robert Proctor
The
Michigan Community College Association was assigned as followed:
1.
Robin Smith (delegate)
2.
Robert Proctor (alternate
delegate)
All
other committee assignments will remain the same.
Trustee Rasmusson handed out a motion that he will be presenting once
the Board Liaison is hired. This motion would be for the Board Liaison
to look at some issues about management and organizational culture from
the point of view of finance and organization of the college.
Chairman Laverty responded that he will ask the Board to study Trustee
Rasmusson?s motion and would place it on the next agenda.
Chairman Laverty handed the other Board members a copy of a document
that was sent to him by email entitled ?A New Agenda for a New
Michigan,? report by the Michigan Future Incorporated. He thought it
was good information about the economy, economic development, and
workforce development. He felt it was pertinent to what our goals and
visions are here at the college.
Change Order
The
change order is regarding Stevens Van Lines and is an emergency change
order request. He recognized that the Board has language in the bylaws
for an emergency type situation, but since he was handed this document
prior to the meeting he didn?t see it as something the Board had to deal
with as an ?emergency? type situation.
In
July of 2005, a purchase order was issued to Stevens Van Lines in the
amount of $90, 000. A change order was issued to Stevens in May of
2006, increasing their contract amount to $99, 892.41. Physical plant
notified purchasing on May 22nd that a subsequent change order was
needed in the amount $25,000 to cover additional moving expenses in the
immediate future. Purchasing responded that they would submit this to
the Board of Trustees for approval but did not get it at the June 19,
2006 meeting. Chris Strugar-Fritsch is requesting approval for the
$25,000 change order to Stevens Van Lines to increase the current
contract of $124,892.41 and at the next Board meeting he will present an
official change order.
Trustee Canady stated that he understands that change orders are
necessary but would feel a little more comfortable if the Board had more
specifics as to what they were paying for.
Chairman Laverty agreed and assured that the Board would have this
information at the next Board meeting.
Trustee Smith also responded that she wanted information on this as
well.
Trustee Rasmusson commented that he had heard complaints from the
business community that they would bid on a job, the award would be
given to a low bidder, but claim that the low bidders would get
re-writes on their contracts for additions that would put them over what
the other particular businesses had bid. He also stated that Ms. Beckie
Beard should take special care to avoid that in the future and to be
sure that the bids adequately reflects the needs of the college.
Trustee Pelleran asked Chris Strugar-Fritsch to elaborate on Trustee
Rasmusson?s comment as it relates to this particular request.
Mr.
Strugar-Fritsch responded that when the contract was originally set up
for $90,000 that same budget year the college included dollars for all
of the moves that would occur from all of the renovations. That did not
get included in the purchase order at that time.
Chairman Laverty requested that a written explanation be prepared and
the Change Order submitted. He also thanked Mr. Strugar-Fritsch for
being up front and getting it to the Board as soon as possible.
MOVED by Trustee Pelleran and supported by Trustee Smith to approve
additional funding to $124,892.41.
Ayes: Brannan, Canady, Pelleran, Proctor, Rasmusson, Smith, Laverty
Nays: None
Absent: None
Motion carried.
President's REPORT
Oracle Update and Discussion
President Cardenas reported that she had two areas to report on. She
stated that in response to the Board wanting the college to create a
contingency plan they now had the first phase of the Student Services
contingency plan completed. The plan will include bringing volunteers
from across the campus within the next few weeks to be trained in
helping with phone calls to give quick responses and to have a different
type of emergency response team. They will also be adding to the
calendar some cut off dates, in case they are not satisfied with where
they are at certain periods of time they could go straight to the
contingency scenario and allow them to be more proactive than reactive.
President Cardenas stated that she would supply the Board a copy of the
plan electronically.
President Cardenas also reported that in May they put out a bid and
received two responses, one from Millennium and the other from Sungard
Higher Education. Millennium supports the Oracle student services
package. They knew that this would not be the appropriate package to
continue to move forward with. She stated that last week the college
had Sungard Higher Education visit the campus. They were on campus all
day yesterday meeting with the staff in admissions, financial aid, and
technology. Sungard has met with staff to get a better idea as to what
the implementation would look like, what a time line would look like,
what a project management timeline would look like so that they could
bring the Board a transmittal to move forward. The timeline that has
currently been given by Sungard Higher Education is 10 to 14 months to
do a total conversion. Sungard has also provided a revised Education
proposal for LCC that was received today. They will be reviewing the
proposal again to make sure they are in compliance with the needs of LCC
and can answer questions from the Board, students and staff. Sungard
provides software, training and outsourcing. President Cardenas also
stated that in addition to the software she will be working with Dr.
Shanblatt in regards to an organizational structure aligning appropriate
skill set for jobs, providing training where necessary, and to identify
positions that may possibly be outsourced.
Chairman Laverty asked what the timeline would be for the Board to
receive the total package.
President Cardenas stated the Board may receive the information within a
two week time frame.
Trustee Proctor had questions with regards to Sungard?s timelines.
President Cardenas answered that Sungard proposes timelines and they ask
questions. If the college sees that the timelines do not match with
what they are trying to achieve they would then come up with a final
timeline that both parties can agree upon.
Trustee Smith has questions regarding the staffing and outsourcing, and
wondered if Sungard would have the control as to what parameters were
going to be set for training, staffing, and outsourcing. She did not
want to see this in the hands of another company.
Presidents Cardenas responded that they will make sure control of the
project remained in the hands of LCC.
Trustee Pelleran thanked President Cardenas and her administration for
their diligence in addressing this critical issue and appreciated the
fact that she was ready to move in a different direction.
Trustee Smith requested that as time goes on, if needed, the timeline
that was given be extended to make sure they are doing a thorough job
and that there are updates throughout the process so that the community
will be apprised as to the progress of the implementation.
Chairman Laverty asked Trustee Rasmusson if his earlier concerns were
addressed in the President's report.
Trustee Rasmusson responded yes.
Trustee Rasmusson stated that the Chair gave the authorization for him
and another Trustee to participate in the IT Zone, which is an economy
networking group in Southeastern, Michigan. Starting in July he will
attend meetings.
Chairman Laverty asked if the entire Board was receiving the Chronicle
for Higher Education. If the were not, he asked them to contact the
Board Secretary.
CLOSED SESSION
No
closed session.
PUBLIC COMMENT
Joseph Warren, Professor in the Department of Humanities and Performing
Arts, spoke to remind the Board of the medical reports coming out this
week on second hand smoke. There is absolutely zero level of toleration
without health implications. He is known as the smoking police for
monitoring the doorways. He would like to ask President Cardenas to
remind public safety not to walk by the smokers. A second suggestion is
to either paint a red zone where that can smoke so they can visually see
it. Smoke comes in through the vents and makes the whole second and
third floor unusable sometimes when clusters of people are out by the
door smoking. One more thing, to the Board, thank for approving the
contract. As one of the negotiators for the last three contracts, it's
a reasonably good start Thank you.
Trustee Rasmusson reminded the President that it is a school policy not
a misdemeanor or even a civil infraction and no force can be used
against anyone. He remarked that a sworn officer would need to be
called, and they would ask the people to leave and treat it as
trespassing if they don't.
Chairman Laverty responded that he had seen the report that Mr. Warren
referenced.
Trustee Pelleran also thanked Mr. Warren for bringing up the issue. She
questioned if anyone knew of any resources where an individual could be
directed for their own personal wellness. She would like someone with
that knowledge to come forward and present that to people who are
smokers on our website or on the wellness website.
Chairman Laverty suggested having the public safety officers pass out a
brochure regarding where they could get help on how to stop smoking.
This would give the officer a reason to go up to approach people and to
give them something.
Trustee Smith said she did not understand having a policy that the
college could not enforce and would like to look into ways in which the
policy could be enforced.
Trustee Pelleran also mentioned some of the environmental issues that
come from smoking and felt that some education may be in order on this
issue.
Trustee Rasmusson stated that there are some ways to enforce that policy
and that legal counsel could advise the President.
Trustee Pelleran passed out information on the Marketing and Sales
Scholarship Golf Outing coordinated by Bill Motz and encouraged the
Board to support this event by giving something to the scholarship
program.
Chairman Laverty commented that this event raises close to $35,000 for
the Foundation every year.
ADJOURNMENT
MOVED by Trustee Pelleran and supported by Trustee Smith for the meeting
to adjourn.
Ayes: Brannan, Canady, Pelleran, Proctor, Rasmusson, Smith, Laverty
Nays: None
Absent: None
Motion carried.
The
meeting adjourned at 5:51 p.m.
