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MINUTES O F THE REGULAR MEETING
OF THE
BOARD OF TRUSTEES
THE JUNIOR COLLEGE DISTRICT OF
ST. LOUIS - ST. LOUIS COUNTY, MISSOURI
M O N D A Y , M A Y 10, 1965 - 8:00 P.M.
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A regular mooring of the Board of Trustees of the Junior College District of
St. Louis - St. Louis County, Missouri, was held on Monday, May 10, 1965 at the
Central Office of the District, 7508 Forsyth Blvd., St. Louis, Missouri
I.
GENERAL FUNCTIONS
1.2
Roll Call
The Board President, Mrs. Joseph C. Bastian, called the meeting to order at
8:05 p.m. The following members were present:
Mrs, Joseph C. Bastian
Messrs, Lester C . Geil
^
Morris G laser
Guy S. Ruffln
Josoph G . Stewart
Gerald V . Williamson
Also present were Dr. Joseph P. Cosand, President; Mr. James W. Hobson, Vice
President; Dr. Douglas F. Libby, J r . , Campus Director; Dr. Glynn E. Clark, Campus
Director; Dr. R. William Graharn, Ccmpus Director; end Mrs. DolordrTygard,
Community Relations - all of tho Junior College District staff. Mr. Bruce E. Woodruff
o f t h o firm of Armstrong, Teasdalo, Roos, Kramer and Vaughan,.Counsel for tho
District, was also present,
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Minutes
Board President Bastion asked for approval of the Minutes of the Regular meeting
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of April 26/ 1965. They were read and discussed.
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Whereupon, on motion by Mr. Williamson, seconded by Mr. G e i l , and with the
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unanimous aye vote of all members of the Board, the Minutes of the Regular meeting of
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April 26, 1965, were approved as submitted.
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1.4
Welcome to Guests
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Board President Bastian welcomed Mr. George Graveley - a reporter from the
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St. Louis Globe Democrat; and Mr. Lawrence O ' N e i l l , from the Junior College District
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staff.
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Meramec Community College, to introduce the visitors from the Meramec campus, who
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Mrs. Bastian then called upon Dr. Giynn E. Clark, Campus Director of the
referred the introductions to Mr. Robert Johnson, Dean of Student Personnel Services.
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The visitors were as follows: Miss Betty Bates, Counselor; M r . Patrick Calloway, Past
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President of the Student Council; Mr. Glen
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and Mr. Pat.
Horton, Treasurer of the Student Council;
Plunkert, President Elect of the Student Council.
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Election of Officers - Board of Trustees of the JCD
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In accordance with the Policies and Procedures Manual of the Junior College
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District, Sections 1 . 2 . 1 , 1.2.2, 1.2.3, and 1.2.4, election of officers for the Board of
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Trustees of the Junior College District of St. Louis - St. Louis County, Missouri, was
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Mrs. Bastian requested that Board Member Williamson preside over the election
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M r . Williamson then called for nominations for the office of President.
Mr.
Glaser moved the nomination of Mrs. Joseph C. Bastion. Mr. GeiI seconded the motion.
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There being no further nominations; and upon the unanimous aye vote of ail members of the
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Board, Mrs. Joseph C. Bastion was duly re-elected President of the Board of Trustees of
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the Junior College District of St. Louis - St. Louis County, Missouri, to assume office
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immediately upon election, and to serve for a term of one year, or until her successor shall
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be elected and qualified.
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Mr. Williamson then entertained a motion for nominations for the office of Vice
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President. Mr. Ruffin moved the nomination of M r . Morris G laser. Mr. Gei I seconded
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the motion. There being no further nominations; and upon the unanimous aye vote of all
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members of the Board, Mr. Morris Glaser was duly elected Vice President of the Board of
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Trustees, to assume office immediately upon election, and to serve for a term of one year,
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or until his successor shall be elected and qualified.
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M r . Willbmson then called for a motion for nominations for the office of Secretary.
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Mrs. Bastion nominated Mrs. Dolores Tygard, Assistant - Community Relations, and present
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Secretary of the Board. Mr. Ruffin seconded the motion. There being no further nominations;
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and upon the unanimous aye vote of all member-; of the Board, Mrs. Dolores Tygard was
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duly re-elected Secretary of the Board of Trustees for the ensuing year, to assume office
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immediately upon election, and to hold office until her successor shall be elected and
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Mr. Williamson then called for a motion for tho nomination of Treasurer. Mr, Gei I
moved the nomination of Mr. James W. Hobson, Vice President - Business. Mr. Glaser
seconded the motion* There being no further nominations; and upon the unanimous aye
vote of all members of the Board, Mr. James W. Hobson Was duly re-elected as Treasurer
of the Board of Trustees, for the ensuing year, to assume office immediately upon election,
and to hold office until his successor shall be elected and qualified.
Mr. Williamson then returned the gavel to Mrs. Bastian, who in turn yielded the
chair to Mr. Morris Glaser, newly elected Vice President of the Board of Trustees.
2.
PERSONNEL
2.1
Certificated Personnel
in accordance with President Cosand's recommendation, after due discussion, and
upon motion by Mr. Williamson^ seconded by Mrs. Bastian, it was unanimously
RESOLVED, That the following certificated personnel be employed in the
capacity and at the salary classification hereinafter set out, said salary
classification having been previously approved by the Board:
Laymond B. Loyd - Assistant Professor - FPCC - V - 1 - Effecitve 9/13/65
Max M. Griffin, Jr. - Instructor - MCC - IV - 2 - Effective 9/13/65
Roger E. Ramsey - Instructor - MCC - IV - 2 - Effective 9/13/65
Don W. Siekor - Instructor - FPCC - IV - 2 - Effective 9/13/65
John J. Farrelly, Jr. - Instructor - FPCC - IV - 3 - Effective 9/13/65
Mrs. Jeanne Milder - Instructor - FPCC - IV - 3 (8/15) - Effective 9/13/65
Mrs. Margarot Dewey - Librarian - FVCC - V - 3 - Effective 9/13/65
Mrs. Betty W. Pollard - Instructor - FPCC - III - 6 - Effective 9/13/65
A. Glenwood Gilliland - Assistant Professor - MCC - V - 5 - Effective 9/13/65
Mr. Robert Wedgeworth - Librarian - MCC - V - 4 - Effective 9/13/65
5/10/65
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FURTHER RESOLVED, That the President of the Board be and is hereby
authorized to execute the form Instructor's Contract, previously adopted
by the Board, with the above full-Jimo certificated employees, which
said contract is to be filed wJJh the records of the District.
2.2
Certificated Personnel - Resignations
The Presidont 'noted tho following resignations - to be effective with the closo
of tho present semester:
Mr. Robert L Johnson
MCC
Colonel Eugene M . Freeman
MCC
2.3
Certificated Personnel - 5-year Contracts
In accordance with Board policies and procedures concerning 5-year contracts for
professional members who are beginning a fourth year with the JCD and with the Pr sident's
recommendation, following due discussion, and upon motion by Mr. Williamson, seconded
by Mrs. Bastian, and with the unanimous aye vote of all members of the Board, it was
RESOLVED, That the following charter members of the staff be granted fiveyear contracts as members of the instructional staff:
Mr. Vincent E, Freeman
Dr. Robert C. Jones
FURTHER RESOLVED, That their placement on the salary schedule as members
of the instruction staff bo in accordance with the guidelines established and
maintained by the Professional Standards Committee,
2.4
Classified Personnel
In accordance with President Cosand's recommendation, after due discussion, and
on motion by Mr. Williamson, seconded by Mrs. Bastian, and with the unanimous aye
vote of all members of the Board, It was
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RESOLVED, That tho following classified personnel be employed by the
District in tho classification and at the salary indicated:
Miss Ann M . Glass - PBX Operator - FPCC - Range 6 Step A - Effective 5/11/65
2.5
Classified Personnel - Reclassification
In accordance with the President's recommendation, after due discussion, and on
motion by Mr. Williamson, seconded by Mrs. Bastion, and with the unanimous aye vote
of a 11 members of the Board it was
RESOLVED, That the classification of the following classified personnel be
changed as indicated:
Mr. Charles Lancaster - From Guard - Range 4 Step A - :
To Custodian - Range 9 Stop A - Effective 5/1 / 6 5
Mr. Dale Frcdorickson - From Range 7 Step B, to Range 9 Step B - with the
title of Audio Visual Technician - Effective 5/10/65
3.
CURRICULUM AND INSTRUCTION
3» 1
Released Time Projects
The President of tho College, Dr. Cosand, explained that the JCD had initiated
the policy of encouraging faculty members to opply for "Released Time Projects" whereby
the entiro JCD would benefit from creative work in curriculum development, courso content
improvement, and improved teaching methodologies. Tho campus staffs ovaluatod
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tho requests which had been submitted, and through tho Campus Directors recommended that a number of them be approved for tho summer 1965. Therefore, In accordance
with President Cosand's endorsement of those rocommondations, after due discussion, and
upon motion by Mr, Williamson, seconded by Mrs. Bctstian, and with tho unanimous ayo
vote of ail members of the Board, it was
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RESOLVED, That tho Board of Trustees grant tho approval of the following
"Released Time Projects" for the Summer of 1965/ at an estimated cost of
projects. Including supplies and materials, of $19,000.00.
Billy G. Aldridge
8 credit hours
Marvin Barnum
6 credit hours
Jules Bicgelsen
3 credit hours
Miss Susan Bobrow
3 credit hours
Robert Gillespie
6 credit hours
Arnold Greer
6 credit hours
Rudolph Heider
6 credit hours
Malkom Jackoway
3 credit hours
Donald Lowe
3 credit hours
David Marshall
3 credit hours
Leon Myers
3 credit hours
James P. O'Grady, Jr.
6 credit hours
Mrs. Louise Peardon
3 credit hours
Miss Elaine Simpson
3 credit hours
Alan Slay
6 credit hours
Miss Doris Stolberg
3 credit hours
Jako Til linger
3 credit hours
David Underwood
6 credit hours
Gary V/aldman
4 credit hours
General Opportunity Program
5/10/65
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20 crod.it hours
FURTHER RESOLVED, That the funds for the "Released Time Projects" be
expanded from the President's Growth Fund.
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PHYSICAL FACILITIES
4.1
Approval of Customs Laboratory Design Company, Inc. - consultants
The President of the College, Dr. Cosand, requested the approval of Customs
Laboratory Design Company, i n c . , consultants, to work with Harry Weese & Associates
in designing and preparing bid specifications for laboratory equipment and furnishings for
the Forest Park Community College campus building program.
Vice President Hobson pointed out that at a savings of 3 percent of the cost through this consultant, the JCD would have a complete set of drawings and specifications
which would be used in taking public bids, which should allow the circumstances under
which the District could receive the best possible prices for this equipment and furniture.
A general discussion followed. Whereupon, on motion by Mrs. Bastion, seconded
by Mr, Geil - with the comment that he heartily endorsed this as a money saving and
better equipped laboratory - and with the unanimous aye vote of all members of the Board,
RESOLVED, That the Board of Trustees of the Junior College District of
St. Louis - St. Louis County, Missouri, approve the Customs Laboratory
Design Company, Inc., consultants to work with Harry Weese & Associates
in designing and preparing bid specifications for laboratory equipment and
furnishings for the Forest Park Community College campus building program.
5.
BUSINESS AND FINANCE
5.1
Treasurer's Report
Vico President Glaser called upon the Treasurer, Mr. Hobson, to presont the
Treasurer's Report for the month ending April 30, 1965,
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A genorat discussion followed. Whereupon, on motion by Mrs, Bastion, secondod
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by Mr, Stewart, and with the unanimous aye vote of all members of the Board, the
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Treasurer's Report was approved as submitted, and is attached as an addendum to these
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5.2
Warrant Check Register
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The Treasuror of the College, Mr. Hobson, presented the Warrant-Check Register
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for the month ending April 30, 1965. The expenditures for this period, as listed in the
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above-mentioned Warrant-Check Register are as listed in the addendum to these Minutes,
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A general discussion followed. Whereupon, on motion by Mr. Williamson,
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seconded by Mr. Ruffin, and with the aye vote of all members of the Board, the Board
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ratified and approved the payment of all expenditures made in accordance with the
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Warrant-Check Register, for the month of A p r i l , 1965.
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5.3
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The President of the College requested ratification of the investments made by the
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Ratification of Investments
Treasurer of the College for the period from April 27 through May 10, 1965.
A general discussion followed. Whereupon, on motion by Mr. Williamson,
seconded by Mr. Stewart, and with the aye vote of all members of the Board, it was
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RESOLVED, That the following investment by the Treasurer of the Junior
College District of St. Louis - St. Louis County, Missouri - be ratified,
approved, and adopted by the Board of Trusteos.
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$150,000 in U. S. Treasury Bills, purchased April 28th, due May 13, 1965,
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f r 0 m Mercantile Trust Company, on a 3.76 basis for a total cost of $149,780.67.
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Vice President Hobson pointed out that in accordance with Board policy, requests
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for bids had gone out prior to the Investment.
5.4
Acceptance of Bid from D. Donald & Associates
Tho President of the College rcconunended the acceptance of a bid and awarding
of an order to D. Donald & Associates for three Fluxmetors to be used in Engineering
instruction in the amount of $2,460.00 at the Florissant Valley campus, as approvod under
NDEA grants.
A general discussion f o l l o w ^ ; Whereupon, on motion by Mr. G e i l , seconded by
Mrs. Bastion, and with the aye vote of all members of the Board, it was
RESOLVED, That the Board of Trustees of tho Junior College District of
St. Louis - St. Louis County, Missouri, accept the bid of D. Donald &
Associates and authorize the purchase of three Fluxmeters for the Florissant
Valley campus, to be used in Engineering instruction, in the amount of $2,460.00.
6.
STUDENT PERSONNEL SERVICES
6.1
Presentation of Check - Meramec Scholarship Fund
Mr. Robert Johnson, Dean of Student Personnel Services, at the Meramec campus,
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gave a summary of what the Meramec Student Council had accomplished during the past
year - giving credit to Miss Betty Bates, Student Activities Counselor, the 25 Student
Council members, and the student body.
Mr. Johnson mentioned at least 19 major
activities which had taken place during the year, which included social events - formal
and informal; inter-collegiate legislation; cultural activities - some In connection with
othor campuses of the JCD, or other junior colleges; clean-up campaigns; assisting service
organizations; printing of "Buzz Book", e t c . , etc. - all with the able leadership of tho
Student Body President, Patrick Calloway,
Mr. Johnson then called on Mr, Calloway.
Mr. Calloway said that on behalf of tho Student Body at Meramec and the
5/10/65
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Meramec Scholarship Foundation, it was a ploasuro to present a check for $1,475.00 to
the Board of Trustees to establish a scholajsliip Fund for students who wished to attend the
Meramec Community College. Mr. Calloway explained that these funds were raised by the
Meramec campus student body through a carnival and activities program which was held
April 10 and 11, 1965.
However, the donation represented more than an endeavor of a
group of students to raise money, i t is given in gratitude to the Board of Trustees for its
interest, dedication and support of the JCD, thus enabling these students to get an
education,
Mrs. Bastlan thanked Mr. Calloway, on behalf of the Board, and pointed out that
the most important function of the Junior College District is to give the young people an
opportunity to get an education. Mr. Glaser added his thanks, and stated that endeavors
such as this make the student body and staff look good, but.' make the Board members
feel very good.
A general discussion followed. Whereupon, on motion by Mrs. Bastian, seconded
by Mr. G e i l , and with the aye vote of all members of the Board, it was
RESOLVED, That the Board of Trustees of the Junior College District of St.
Louis - St. Louis County, Missouri, accept the donation of $1,475.00 from
the Meramec Scholarship Foundation with gratitude and thanks; said donation
to provide for fourteen (14) $100.00 scholarships and three (3) $25.00 tuition
grants.
FURTHER RESOLVED, That the following requirements for use of the scholarship
money be established:
5/10/65
1.
Financial need of the applicant and/or his family shall be given first
consideration.
2.
Applicants must carry and maintain 10 credit hours at Meramoc
Community College.
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3.
Applicants must currently hold a 2.5 cumulative grade point average.
4.
Full scholarships are applicable to tuition only.
5.
Appiicants are eligible for only one full scholarship* par semester.
6.
A l l Scholarships are renewable, providing that funds are available.
* A "full scholarship" is defined as $100.00.
6.2
Junior College District Participation ?n Work-Study Program
The President of the College, Dr. Cosand, recommended that the Board of Trustees
approve Junior College District participation in the Work-Study Program authorized under
the Federal Economic Opportunity Act, which w i l l be administered by the St. Louis
Human Development Corporation, to the extent of providing on-campus jobs for 67 students y
and off-campus jobs for 54 students - in each case for 36 weeks. He pointed out that the
total cost would amount to $88,967.00, with the institutional share to be $9,219.00
(10 percent - $8,965.50 + Social Security - $322.50), which figure can be modified
op or down.
A general discussion followed. Whereupon, on motion by Mr. Williamson,
seconded by Mrs. Bastian, and with the aye vote of all members of the Board, i t was
RESOLVED, That the Board of Trustees approve participation of the Junior
College District in the Work-Study Program authorized under the Federal
Economic Opportunity Act which w i l l bo administered by the St. Louis
Human Devebpmont Corporation, to the oxtent of providing on-campus jobs
for 67 students and off-campus jobs for 54 students - in each case for 36
weeks; with the approximate share of the cost to the Junior College District
of $9,219.00, which represents 10 percent of the total of $88,967.00, plus
Social Security to the extent of $322.50.
FURTH ER RESOLVED, T!,at tho results of the program be presented to the
Board of Trustees for review shortly after tho program is put into operation in
September, 1965.
5/10/65
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FURTHER RESOLVED, That the Budget for the 1965-66 fiscal year be and
hereby is amended by deleting the necessary funds from the President's
Growth Fund and appropriating them to the Economic Opportunity Act Fund.
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6.3
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The President of the Col lege recommended that the Board of Trustees approve a
Student Activity Fee
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staff recommendation to authorize the assessment of a Student Activity Fee of $5.00 per
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semester for each student enrolled in 8 or more credit hours for the purpose of providing
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student funds for student activities.
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credit hours would be able to participate in the seme manner on a voluntary basis.
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He pointed out that students carrying less than 8
Dr. Cosand also recommended that the funds so collected be administered within
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the procedures developed jointly by the Central Office and campus staffs, and that all
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procedures be in accordance with the Missouri Statues; also that they be expended with
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respect to good budgetary planning, and that all accounts be subject to an annual audit -
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either by the Central Office staff, or by an outside firm of auditors.
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A general discussion followed. Whereupon, on motion by Mr. Ruffin, seconded
by M r , G e l l , and with the aye vote of all members of the Board, It was
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RESOLVED, That the Board of Trustees authorize the assessment of a
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Student Activity Fee in the amount of $5.00 per semester for each student
enrolled in 8 or more credit hours, subject to approval as to the legal
aspects by Counsel and the State Department of Education.
FURTHER RESOLVED, That the students carrying less than 8 credit hours
may participate in the same manner on a voluntary basis, upon payment
of the required activity fee.
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6.4
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In accordanc
Approval of Campus Student Activity Budget
with Dr. Cosand's recommendation, after due discussion, and
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upon motion by Mr. Williamson, seconded by Mr. Ruffin, and with the unanimous aye
vote of all members of the Board, it wus
RESOLVED, That the Student Activity Budget for the forthcoming year be
and hereby is approved, and that the budget of the District, commencing
July 1, 1965, be and hereby is amended by the inclusion of the Student
Activity budget for the uses and purposes and to be expended In accordance
with the Budget Summaries attached hereto and incorporated herein.
FURTHER RESOLVED, That the items contained in the Student Activity
Budget are hereby determined appropriated for the uses and purposes
therein set out.
FURTHER RESOLVED, That the complete Student Activity Budget be kept on
file with the official records of the District at the Central Office of the
District.
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COMMUNITY RELATIONS
7.1
JCD Exhibit and Models
Mrs. Dolores Tygard, Community Relations Assistant, reported that the Exhibit
is presently in the First National Bank in Kirkwood, together with the model of the
Meramec Community College. She explained that i t is being scheduled in the various
banks throughout the District for one week each. The Exhibit may be placed in other
institutions i f they so request.
9.
ADJOURNMENT
Vice President Glaser asked i f there were any further business to come before th
Board. There was not, and Mr. Williamson moved that the meeting be adjourned.
Ruffin seconded the motion, and it was unanimously adjourned at 9:45 p . m .
Respectfully submitted,
5/10/65
Dolores B. Tygard
\ J v.)
Seer tary, Board of Trustees
The Junior College District of
St. Louis - St. Louis County, Missouri
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Mr.
The J u n i o r C o l l e g e D i s t r i c t
S t . L o u i s - S t . L o u i s County, M i s s o u r i
* &
TREASURER'S REPORT
APRIL 30. 1965
Account
April
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Plus R e c e i p t s :
Tax Revenue C i t y o f S t . L o u i s
Tax Revenue S t . L o u i s County
Investment Income
A u x i l i a r y Service
S t u d e n t Fees
Student A c t i v i t i e s
G i f t s and Grants
Miscellaneous
Total Receipts
901
902
920
930
951
961
971
-
Less Disbursements:
T u i t i o n Refunds
S a l a r i e s Net
Expenses
C a p i t a l Outlay
A u x . S e r v i c e s - Cost o f Sales
P a y r o l l Taxes & W i t h h o l d i n g
Other
T o t a l Disbursements
120
300
400
500
600
700
-
April
Amount
1 , 1965
$
6,023.20
11,843.62
9,987.53
2,650.09
26,672.14
374.70
122,270.00
832.68
180,653.96
$
158.00
159,509.61
67,168.92
75,025.86
9,017.02
62,509.22
289.71
373.678.34
30, 1965
Balance A p r i l 30, 1965 c o n s i s t s
P e t t y Cash Funds
Cash i n Banks:
General Account
P a y r o l l Account
Balance
$4,320,232.13
$4.127.207.75
of:
$
900.00
$162,954.89
500.00
163,454.89
>•..
Investments
Total
Reconcilation of Warrant Check Register to Disbursements:
Warrant Check Register Total April 30, 1965
Less Cost of Investments made during April
Less Increase in Petty Cash Fund
April Disbursements
4fe
3,962,852.86
$4, 127,207.75
$
$
787,260.78
413,532.44
50.00
373,678.34
The Junior College District
St. Louts - St. Louis County, Missouri
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SCHEDULE A
INVESTMENT ACTIVITY
FOR THE MONTH OF APRIL, 1965
Purchase Purchased
Date From
Type
of
inv.
(a)
Rate
of
int.
Maturity
Date
Maturity
Val ue
Cost
Interest
Earned
2
2
1
4.00
4.00
3.71
4/15/65
4/29/65
4/29/65
$ 200,000
200J000
150,000
$ 550,000
$200,000.00
200,000.00
149.7G3.58
$549.783_.58
$ 1,867.70
2,177.80
2?6.42
$ 4.261.92 (b)
Apr i1 Matur i t ies
1965
1/21
1/21
4/15
Merc. Tr.
Merc. Tr.
Merc. Tr.
Outstanding Apr:1 30. 1965
1964
5/22
2
4.00
5/20/65
$ 500,000
$500,000.00
5/22
Security Tr.
12/17 S e c u r i t y T r .
Merc. T r .
2
2
4.00
4.25
5/20/65
12/12/65
500,000
950^000
50C,000.00
950,000.00
12/17
1965
1/27
1/27
3/31
4/6
4/29
Mound C i t y T r .
2
£.50
12/12/65
500,000
500,000.00
Merc. T r .
Merc. T r .
M e r r i l l Lynch
First NatM.
Merc. T r .
2
2
1
1
1
4.30
4.35
3.84
3.80
3.76
11/30/65
1/21/66
5/13/S5
6/30/65
5/13/65
300,000
750,000
200,000
115,000
150.000
$3,965,000
300,000.00
750,000.00
199,104.00
113,968.19
149,780.67
$3.962,852.86
%
(a)
1 . Treasury Bills
2. Certificate of Deposit
3
Repurchase Agreement
(b)
Interest income reported on Treasurer's Report
Less interest on Certificate of Deposit that
matured 3/31/65, that was received in April
$ 9.987.53
5,725.61
$ 4,261 .92
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PROPOSED FfSCAL PROCEDURE FOR STUDENT
ACTIVITIES IN THE JUNIOR COLLEGE DISTRICT
Introduction;
The administrative procedure concerning student orc,oni2ctions and student activities
will provide:
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1.
Student government bodies as a forum for intercommunication among
and between students, student groups, faculty and administration,
2.
A procedure for establishing and evaluating program and activities
proposals.
3.
A joint student, faculty, staff board for implementing established
policy, recommending revised or new policy, and advising appropriate administrators on student activities matters.
4.
An effective fiscal procedure for receipt, disbursement and accounting
of funds appropriate to the program. This procedure is outlined in the
attached statement.
5.
A structure which will involve selected students and faculty, the Student
Personnel Deans, the Campus Business Managers, the Campus Directors,
and members of the Cenjral Office staff in the planning, supervision and
conduct of an extra curricular program designed to enhance the development of our students.
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Attached hereto are summary budget estimates, prepared jointly by the students and
Student Personnel Deans of our three campuses. These are based on the collection of
$5.00 per semester per student (enrolled in 8 or more units).
Between now and September the details of this program w i l l be worked out. Once this
program is initiated there will be continuous administrative supervision by the Campus
Business Managers, the Student Personnel Deans, the student body representatives, and
appropriate members of the District staff.
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THE JUNIOR COLLEGE DISTRICT OF
ST. LOUIS, ST. LOUIS COUNTY, MISSOURI
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ESTIMATED SUMMARY BUDGET
FOR
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STUDENT ACTIVITES 1965-66
MAY 5, 1965
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THE JUNIOR COLLEGE DISTRICT
ESTIMATED STUDENT ACTIVITES BUDGET
1965-66
Income:
Forest Park Community College
Florissant Valley Community College
Meramec Community College
Total Estimated Income . . .
$P
$ 9,900.00
13,600.00
13,600.00
$37,100.00
Expenditures:
Forest Park Community College
Florissant Valley Community College
Meramec Community College
$
9,900.00
13,600.00
13,600.00
$ 37,100.00
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MERAMEC COMMUNITY COLLEGE
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STUDENT ACTIVITIES BUDGET
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PROPOSED 1965-66
Income:
Student Activities Fees
Fall: 1,294 Students @ $5.00
Spring: 1,105 Students @ $5.00
Voluntary Contributions
Ticket Sales
$6470.00
5525,00
875.00
730.00
$ 13600.00
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Disbursements:
Intramural Fund
Newspaper
Student Council
Dramatics
Choral Program
Lecture Series
Motion Picture Series
Publications (tncl. Yearbook)
Student Activity Cards
Contingency
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$ 1225.00
3540.00
4025.00 '
1500.00
610.00
600.00
344.00
500.00
250.00
1006.00
$ 13600,00
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FOREST PARK COMMUNITY COLLEGE
STUDENT ACTIVITIES BUDGET
PROPOSED 1955-66
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Income:
Student Activities Fees
990 Students @ $5.00
2 Semesters
$ 9900.00
Disbursements:
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Student Government
Intramurals
Newspaper
Dramatics
Music Programs
Cultural Committee
Varsity Athletics
Magazine
Contingency
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$ 1100.00
300.00
2500.00
2500.00
100.00
1200.00
700.00
1000.00
500.00
$ 9900.00
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FLORISSANT VALLEY COMMUNITY COLLEGE
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STUDENT ACTIVITIES BUDGET
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PROPOSED 1965-66
' Fall: 1,256 Student @> $5.00 ,
Spring: 1,100 Students & $5.00
Voluntary Contributions
Ticket. Sales
Concert Series
Student Government
Student Hand Book
$6250.00
5500.00
500.00
1350.00
1000.00
3600.00
3000.00
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THE JUNIOR COLLEGE DISTRICT OF
ST. LOUIS, ST. LOUIS COUNTY, MISSOURI
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PROPOSED FISCAL PROCEDURES
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FOR
STUDENT ORGANIZATIONS
MAY 5, 1965
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FISCAL PROCEDURES FOR STUDENT ORGANIZATIONS
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Affiliated Category
A l l student organizations classified as Affiliated (eligible to receive support of
The Junior College District for use of facilities and allocations of Student Activity
Fee funds) w i l l be subject ta the following procedures to encourage proper planning
and sound business practices.
1.
Budgets
a.
Before activities for the year begin, a budget with estimates of ,
receipts and estimated disbursements for the school year, will be
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prepared by the organization and submitted to the Dean of Student
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Personnel.
No expenditures will be authorized without an approved Budget.
b.
The Dean of Student Personnel shall review budgets submitted
on his campus, and indicate preliminary approval based on the
overall organizational planning on his campus. All budgets are
then submitted to the Campus Board of Student Affairs for review.
c.
After favorable review by the Campus Board,, the budget is forwarded
to the Vice President for Business to be assembled with budgets from
the other campuses into a District Student Activities Budget, Upon
approval of the President of the District, it will be submitted to the
Board of Trustees for approval.
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d.
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Any changes in anticipated receipts or disbursement after the
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original budget is approved will require the submission of a
"Budget Adjustment'detailing what changes are anticipated and
the net effect of such change on the budget as originally approved.
These "Budget Adjustments" must be submitted to the Dean of
Student Personnel for review and subsequent approval by the
Campus Board of Student Affairs.
2.
Purchases
A "Purchase Authorization" must be prepared before making any purchases.
- The Campus Business Manager, with the assistance of the Central Purchasing
Department, w i l l seek to obtain the most suitable suppliers to f i l l the requests.
Purchases should not be made unless they, are provided for in the budget.
3.
Payment of Expenditures
a.
When an invoice is received by the organization for payment, prepare
a Student Activities "Request for Payment" attach invoice and present
to the Campus Business Manager. Upon approval of the Campus Business
Manager, the invoice and request for payment w i l l be forwarded to the
Accounting Department at the Central Office. After normal processing
a check signed by the Treasurer of the,District w i l l be issued. A copy
of the request w i l l be returned to the organization with the date of the
check and the check number for their f i l e .
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No "Request For Payment" will be approved without a supporting
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invoice,
b.
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No bills are to paid from cash receipts on hand, from dues or any
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other source; every payment must be made by check except as
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indicated in Paragraph " G " below.
c.
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When a reimbursement is to be made far an authorized cash purchase,
o receipt or invoice marked "Paid" must accompany the "Request For
Payment". If payment is to be made to reimburse an individual for
expenditures, and they have no receipts, a list of items purchased,
with the signature of purchaser, will be required.
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These cash purchases should be kept at a minimum.
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Use of Tickets For Events, and Accounting Of Tickets and Money
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For events which are sponsored by organizations which involve the sale of
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tickets, all tickets to be printed are to be ordered through procedure set
forth under " 2 " above. Such printed tickets must be marked for delivery
to the Campus Business Manager who w i l l check out the tickets to the
members-of the organization responsible for ticket sales. No later than
one week after the dote of the event all unsold tickets and money for sold
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tickets must be turned i n . In case complimentary tickets ore to be provided
they will be so marked upon receipt of a complimentary list approved by
the Dean of Student Personnel.
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Receipts
A! Imoney received by an affiliated organization must be submitted to
the; Campus Business Manager for deposit in the District bank account.
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A l l such receipts must be accompanied by a "Student Activities Deposit
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Slip" identifying the organization for which deposit is being made and
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the budget item'for which the money was received.
No separate individual bank accounts are authoirzed for Affiliated
Organizations. No bills are to be paid from money received. A l l
bills must be paid by Student Activities check issued through the Treasurer
of the District.
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6.
Periodic Statements
A statement of receipts and expenditures w i l l be required from each
Affiliated Organization at the end of each regular school semester
(Spring and Fall), which will be correlated with a report submitted
by the District Accounting Office.
,7.
Deficit Operations
If an event sponsored by an Affiliated Organization has a financial loss,
which will cause a deficit financial position, this fact should be reported
immediately to the Campus Business Manager for review and appropriate
action. Deficits incurred from expenditures not budgeted and properly
approved can result in withdrawal of official recognition of such organizations by The Junior College District,
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Year-End Balances
The remaining balance In an organization's account at the end of a
school year w i l l be carried forward to the following year and should
be included in the new budget.
9.
Assistance By Campus Staff
The Campus Business Manager is available to assist the organizations
in preparing budgets or such other assistance to aid in maintaining
adequate records and control of the organization's funds.
10.
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Fiscal Accounting
Proper accounting records for the receipt and disbursement of all Student
Activities funds will be kept by the Accounting Department of the Central
Office in a manner so as to provide separate accounting records for each
of the campuses in the District. A Warrant-Check Register listing all the
disbursements made by the ..'jsirict chargeable to Student Activities will be
included with the normal Warrant-Check Register presented to the Board of
Trustees for approval in accordance with approved District business procedures.
.11.
Audits
Internal audits in conformance with recognized business practices will be
made of all Student Activities transactions by the District auditor periodically
through the fiscal year. Transactions will also be audited by the public
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auditing firm engaged by the District in a manner described by the Missouri
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statutes.
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II.
Unaffiliated Categories
A l l student organizations classified as Unaffiliated are considered to be selfsustaining in their affairs in a prudent and competent manner. The Junior College
District w i l l assist the Unaffiliated organizations when possible and not conflicting
with normal administrative functions in the following areas:
1.
Use Of College Facilities
Upon application to the Campus Dean of Student Personnel/ facilities
for business meetings of Unaffiliated organizations on the school premis s
w i l l be provided, if they are available.
2.
Assistance By Campus Staff
Staff members w i l l assist the Unaffiliated organizations as relates to
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planning, obtaining sources for materials and supplies needed, and such
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within
other advice
the scope
and of
counsel
the official
to aid recognition
in obtaininggranted
the organization's
by The Junior
objective
College
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STANDARD PROCEDURES FOR ADMINISTRATIVE PRACTICES
AFFILIATED ORGANIZATION
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(This w i l l be more detailed as soon as basic policy and operating procedures are
fully established).
• . I.
Original Budget
a.'
When to prepare
b.
Forms to be used (samples) How to prepare
c.
How to obtain approval
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Budgst Adjustment
.a.
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III.
IV.
V.
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When to prepare
b.
Forms to be used (samples) How to prepare
c.
How to obtain approval
Purchases
a.
Form to be used (sample)
b.
How to prepare
c.
When and how to submit
Payment For Expenditures
a.
Form to be used (sample)
b.
How to prepare
c.
When and how to submit
Receipts
a.
Form to be used (sample)
b.
How to prepare
c.
When and how to submit
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VI.
Periodic Statements
a.
Form to be used (sample)
b.
How to prepare
c.
When and how to submit
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