GRAYS HARBOR COLLEGE
Aberdeen, Washington
Special Meeting of the Board of Trustees
March 17, 2015
Members Present:
Mr. Art Blauvelt, Dr. Harry Carthum
Members Absent:
Ms. Rebecca Chaffee, Ms. Denise Portmann, Ms. Fawn Sharp
Others:
Mr. Scott Bills, Dr. Ed Brewster, Mr. Justin Kjolseth, Ms. Sarah Mahugh,
Ms. Barbara McCullough, Ms. Sandy Zelasko
1. Call to Order
Mr. Blauvelt called the meeting to order.
2. Exit Audit Interview
Auditors, Ms. Mahugh and Mr. Bills reviewed the following areas examined during this audit
period:
• Open Public Meetings Act
• Payroll
• Tuition revenue – cash receipting
• Federal and state grants
• Disbursements
• Procurement cards
• Financial health
The audit covered the time period from July 1, 2013 and June 30, 2014. The auditors reviewed
their recommendations and reported that college operations complied with applicable requirements
and provided adequate safeguarding of public resources. The said the college complied with state
laws and regulations and its own policies and procedures in the areas we examined.
The next scheduled audit will be conducted in May, 2015 and will be a financial statement audit.
9. Adjournment
The meeting was adjourned at 12:20 p.m.
__________________________
Edward J. Brewster, Secretary
_____________________________
Rebecca Chaffee, Chair
GRAYS HARBOR COLLEGE
Aberdeen, Washington
Regular Meeting of the Board of Trustees
March 17, 2015
Members Present:
Mr. Art Blauvelt, Dr. Harry Carthum, Ms. Fawn Sharp
Members Absent:
Ms. Rebecca Chaffee, Ms. Denise Portmann
Others:
Ms. Kristy Anderson, Dr. Ed Brewster, Ms. Camai Catlin, Dr. Darby Cavin,
Ms. Laurie Clary, Mr. Forrest Gonzalez, Mr. Jason Hoseney, Mr. Naoto Iwashita,
Mr. Darin Jones, Mr. Justin Kjolseth, Ms. Barbara McCullough, Ms. Gail Winkelman,
Ms. Sandy Zelasko
1. Call to Order
2. Agenda changes
None
3. Approval of Minutes
It was moved and seconded to adopt the minutes from the February 17, 2015 Board meeting.
Motion carried.
4. Public Comments
None
5. Awards and Recognition
Dr. Brewster introduced GHC’s nominees to the All-Washington Academic Team, Ms. Camai
Catlin and Mr. Naoto Iwashita. Ms. Catlin is a nursing student at GHC and eventually hopes to
become a nurse practitioner. Mr. Iwashita is from Japan and is a pre-med student. He plans a
career as a primary care physician.
6. Faculty Rehire and Tenure Decisions
7. Executive Session
The Board entered into executive session at 1:08 p.m. for approximately fifteen minutes for the purpose
of reviewing the performance of public employees.
The meeting was reconvened at 1:38 p.m.
8. Action Items as a Result of Execution Session
It was moved and seconded to grant tenure to Dr. Monica Baze based on recommendations
provided and review of tenure materials. Motion carried.
It was moved and seconded to grant rehire to Ms. Julie Blaney, Dr. Amanda Gunn,
Mr. James Halstead, Mr. Richard Kautz, Ms. Jule Monnens, and Ms. Amy Montoure based
on recommendations provided and materials reviewed. Motion carried.
9. Board Development (Ms. Barbara McCullough)
Ms. McCullough presented the administrative services/financial services annual unit report. Her report
addressed the following:
•
Unit functions/services including accounting services/reporting, procurement and purchasing,
operating and capital budgeting, foundation accounting, compliance, and cash management.
•
Unit goals for 2014-2015 and accomplishments for 2013-2014. The information showed how goals
and accomplishments relate to the mission, core themes and/or optimization plan.
•
Unit staffing and budget. The narrative described the staffing structure, staffing changes that would
make the unit more effective, and staff development opportunities for staff. The administrative
services organization chart was included in the report.
•
Facilities and equipment – The facilities and equipment portion of the report focused on whether or
not facilities are adequate to perform required functions and services, and do they reflect current
standards. Future equipment needs were listed.
•
Interaction with other units – Areas reviewed were the unit’s strengths and weaknesses regarding
working with other departments.
10. College Input (Reports)
a. Trustees’ Report
1) All-Washington Academic Team Ceremony March 26, 2015 – Dr. Brewster invited board
members to attend the All-Washington Academic Team ceremony at noon at South Puget
Sound Community College on March 26. The Governor will be the key speaker.
2) TACTC Spring Conference – This year’s TACTC conference will be in Spokane on May
14, 15, 2015. Mr. Blauvelt and Dr. Carthum indicated they would like to attend.
3) May Board Meeting – The May board meeting will be at the college’s Riverview Center in
Raymond on May 19, 2015. Superintendents and school board members from Raymond,
South Bend and Willapa Valley have been invited to join the Board to discuss common
issues.
b. ASGHC President Report (Mr. Forrest Gonzalez)
Mr. Gonzalez reported the following:
• Student government is surveying students to see what activities they would prefer for this
year’s Choker Fest.
• Student government is contributing $200,000 to the renovation of the Fireside room.
• Student government has approached the YMCA about teaching a Tae Kwon Do course on
campus.
• Student government officers will receive hourly pay rather than a quarterly stipend.
c. Classified Staff (Ms. Gail Winkelman)
Ms. Winkelman reported that Dr. Brewster will meet with classified staff tomorrow to give
them the opportunity to discuss concerns and issues.
d. Faculty Report (Dr. Darby Cavin)
Dr. Cavin distributed copies of an unofficial degree audit for one of his advisees. He reviewed
the document and the student’s academic plan. He said the degree audit shows how credits
apply to any of our degree programs and if students change their path they can see how that will
affect their educational goals. He noted that students have online access to their degree audit.
e. President’s Report (Dr. Ed Brewster)
1) WACTC Report - Dr. Brewster reviewed highlights from the recent presidents’ meeting
which were included in backup materials received prior to the meeting. They included:
 Rep. Tharinger and Rep. Van De Wege will hold a telephone town hall meeting March
23rd .
 A Bill to offer degree programs in correctional institutions is still alive. It has passed
the House and will now go before the Senate Law and Justice Committee.
2) Items of Interest
Dr. Brewster distributed copies of a letter sent to legislators asking them to provide new
revenue and to suspend or ask the voters to fund class size initiative 1-1351. He also
reviewed a letter from the Executive Director of “Class Size Counts” that is critical of the
presidents’ request.
f.
Vice President for Instruction (Ms. Laurie Clary)
1) Accreditation Update – Ms. Clary reported we have received word that our ad hoc report
responding to a request from the NW Commission on Colleges and Universities has been
accepted. It addresses recommendation #2 regarding the need to publish hazardous
materials policies.
2) Exceptional Faculty Proposals 2014-2015 – Confidential recommendations from the
Exceptional Faculty Committee were received by Board members prior to the meeting.
Recommendations were based on merit and how well the proposal was prepared. It was
moved and seconded to approve the Exceptional Faculty Committee’s recommendations.
Motion carried.
g. Vice President for Student Services (Mr. Jason Hoseney)
1) Enrollment – Mr. Hoseney reviewed enrollment comparisons from Winter, 2014 and
Winter, 2015 which showed enrollment for this quarter compared to last year at this time is
down approximately 2%.
2) Student Success – Mr. Hoseney reported that four exceptional Grays Harbor College
students will be featured in the next edition of the publication “Chokers Who Rock.” He
will distribute copies at the next Board meeting.
h. Vice President for Administrative Services (Ms. Barbara McCullough)
None
7. Executive Session
None
8. Action Items as a Result of Executive Session
None
9. Adjournment
The meeting was adjourned at 2:37 p.m.
__________________________
Edward J. Brewster, Secretary
_____________________________
Rebecca Chaffee, Chair