FORT SCOTT COMMUNITY COLLEGE
Minutes of the Special Board of Trustees Meeting
April 27, 2015
PRESENT: John Bartelsmeyer, John Kerr, Mark McCoy, Liz Meyer, Robert Nelson, and Jim Sather.
ALSO PRESENT: Dick Hedges-Interim President, Juley McDaniel-Board Clerk, faculty, staff, and members of the press.
Mark McCoy called thespecial meeting to order at 5:30 p.m. The meeting was opened with the Pledge of
Allegiance, and Robert Nelson gave the invocation.
FSCC’s current Exemption to AlcoholicPolicy was enacted in 2013 before the first
Endowment Auction was held on campus.
John K -
Why are we in this situation, and how did we get to this point that resulted in a special meeting?
I promised the families thinking that it would go forward, and then talked to them and told them we would get answers and more information to the families.
Have the invitations been sent?
Have we checked with all community colleges?
Will the school sell or serve the alcohol? No
OPen or closed bar? It presents different liability to the college. We shouldn't make decisions until we know what our role is.
Keg is usually off to the side, and the wine is served to them typically.
Will the wedding party sell or serve alcohol?
Will a 3rd party sell or serve alcohol? Dicks thinking is that the wedding party find someone amongst their midst to handle it. LIz had a good idea of locking the back hall down. Can also have an FSCC employee on site. Having a 3rd party allows some transfer of liability.
Having one of our people in there increases our liability as a college. It's not the person's responsibility to monitor the alcohol intake, but they are there as a representative or contact person or someone to remind of policies. ICC says when they rent, they hand over the keys and then get as far away as possible because it reduces their knowledge/liability. They also have a hold harmless agreement that is written and signed, but it's "toothless."
It's all about how the contract is written.
Who will monitor distribution of alcohol?
Who will check the IDs of those consuming alcohol? Typically it's done at the bar. There is training for that . . . Are we going to have any training for that? We would not have training for that. Will family members be responsible for checking

IDs of other family members?
Would you assume that we have any liability by not having a policy in place that would require that alcohol is distributed in accordance with the law. Should we have a stated policy that these people should be trained properly? If we have a policy, that definitely should be in it.
Some places card everyone, regardless of age or appearance of age.
How will those serving be trained to identify those appearing to be overserved?
How much will we charge for the venue?
$500 for 5 hours. $100 additional for every hour beyond 5 hours.
Wedding party would also pay for additional maintenance cost and security cost? The wedding party should pay those extra costs incurred.
Who cleans the facility after? A security deposit could cover the cost of cleaning.
What is a sufficient security deposit amount? It should be reasonable amount of money to cover the cost of damage. If it's a huge amount of damage done, we would be in small claims court.
Do we have any idea of how much it would cost to clean? We don't, but when I've been at those other events, we get up the next morning, come back, and put it in the condition we found it. All alcohol would have to be removed immediately at the end of the event.
We will require security - definitely.
What do we invision as the role of the security officer? Are they going to ID, monitor consumption, etc? In the past, law enforcement has made a recommendation of the number of security needed based on anticipated guests.
Mark has been at events where PD/Sheriff dept there and they did stop college age appearing people.
Would the security guard be required to have insurance as well? If we pay the security officer, we assume the liability. Maybe we should ask the security officer to carry insurance.
Any 3rd party coming in is required to have event insurance already.
We have 2 things going on here. The college has approved 2 weddings to go here.
Is this an opportunity for us to look at those 2 events, and then look at changes for the policy as it stands in the future, given that a new president is coming in 2 months?
If we wanted to we could take these 2 individually and then
We need counsel on this. If we make a decision tonight to allow 2 opportunities, have we not already set a precedent that we will now have an issue with?
Before these 2 functions, we will make it very clear that we got ahead of ourselves, and

President at Independence said he doesn't think he's ever turned one of them down. Once you start these, you can't just turn them off. We can't look at each group with different criteria.
My intent last week was to just walk away. There will be some disappointed people. But we're picking away, it's creating a division. I'll be happy to apologize for telling them they could because I assumed they could.
I would like to make a motion to approve it to the 2 parties without alcohol . . . The board doesn't have to approve an event without alcohol.
We need to keep in mind the revenue. If we turn people away, they may not come back. We'll get people on campus that wouldn't
Jill - I would just ask that we develop a policy. I would be glad to serve on it. A really tight policy.
JK - move to table the consideration.
Three requests for a 2nd. Motion dies for lack of a 2nd.
JS - Move forward with the 2 functions as approved by the president (with alcohol) and continue to table the acceptance of alcohol being served at all other functions with work still being done on policies with results and policy complete by May 17 for further review by the board. Liz Meyer seconded the motion.
Discussion:
Cowley's policy is followed by a statement that says they do not permit weddings and such events because of insurance concerns.
Our job is to protect the college from liability. I would hope that we make sound business decisions for this school. The vote should be a business decision.
The wedding party needs to have event insurance and meet city/county codes required.
When do we address that these groups need special event insurance?
Having an attorney here during this discussion would help us answer questions.
The group working on a policy for future events shall all get a copy of questions brought by John Kerr.
Passed with 5-1 vote.
Committee - Jill Warford, Liz Meyer, John Kerr.
Do we have a plan to talk about the idea of how we'll put that out to the public that we are still working on this process so 3, 4, 5 more events are not planned. The paper and
Jason will make it clear.

Jason presented State SkillsUSA results.
ADJOURNMENT: There being no further business to come before the Trustees, a motion to adjourn was made at 7:12 p.m. by Meyer, seconded by Sather, and carried by unanimous vote.
Chairman Clerk