GRAYS HARBOR COLLEGE Aberdeen, Washington Regular Meeting of the Board of Trustees

Members Present:

Members Absent:

Others Present:

GRAYS HARBOR COLLEGE

Aberdeen, Washington

Regular Meeting of the Board of Trustees

January 19, 2010

Mr. Dennis Colwell, Mr. Randy Rust, Ms. Fawn Sharp, Ms. Carol Warfield,

Ms. Rebecca Chaffee

Mr. Kody Bensinger, Mr. Caleb Berken, Dr. Ed Brewster, Ms. Angela Bove,

Ms. Laurie Clary, Ms. Kira Forsythe, Mr. Keith Foster, Ms. Rachelle Good,

Mr. Cable Green, Ms. Mia Jarreau, Mr. Dierk Meierbachtol, Mr. Bromerick Richards,

Dr. Arlene Torgerson, Mr. Zackrie Vinczen, Ms. Gail Winkelman, Ms. Sandy Zelasko

5.

6.

2.

3.

4.

1.

Call to Order

Chair, Mr. Colwell called the meeting to order.

Community Linkages

None

Agenda Changes

Approval of Minutes

It was moved and seconded the minutes from the November 17, 2009 Board meeting be approved.

Motion carried.

Public Comments

None

7.

Awards and Recognition

Dr. Brewster introduced GHC’s Academic All-American candidates, Ms. Mia Jarreau and

Ms. Rachelle Good. Ms. Jarreau plans to pursue a career in manuscript editing. Ms. Good is a business major intending to pursue a master’s degree in public administration.

Board Development a. Student Panel – Dr. Torgerson introduced the following students and asked them to report about their career goals and their experiences at GHC:

Bromerick Richards – Displaced timber worker enrolled in the carpentry program.

Angela Bove – Human Services major.

Caleb Berken - Pursuing an AA degree.

Kira Forsythe – Pursuing an AA degree.

Kody Bensinger – Running Start student who will complete his AA and high school diploma this June.

Comments from the students included:

•

Class sizes are good.

•

Friendly environment.

•

Wish there were more variety of classes.

•

•

Staff and faculty go out of their way to help students.

TRIO, counseling staff are very helpful.

•

Learning Center is a wonderful asset.

•

Could use more tutors for English courses.

1

•

On-line classes are convenient.

•

If you like to interact with people, on-line classes can be difficult.

•

Many resources are available to students. b. eLearning Update

Dr. Brewster introduced Mr. Cable Green, State Board eLearning Director. He presented information about the open source library project for course text materials. Highlights of his presentation included:

1.

Most students spend approximately $1,000 a year on textbooks. Some disciplines, i.e., medical, are more.

2.

The strategic technology plan gives access to a college’s materials to everyone. Over

1,100 higher education institutions across the world have put all of their information on their websites. This is a significant change in the higher education culture.

3.

The Gates Foundation is focusing on needs of low income students offering open course library development, developmental math and I-Best programs. Courses will be available Summer, Fall of 2011. Participants who are chosen to develop the courses will be paid $15,000 for each course.

Funding will go to the colleges for distribution to participants.

4.

Open course library will re-design eighty-one of the highest enrolled courses.

Course and materials will be digital and can be taught on-line , as hybrids or in more traditional formats. Faculty will be able to choose if they want to participate.

Textbooks and other materials must be approximately $30.00 or free.

Mr. Green will be the keynote speaker during at GHC’s all-college day February 12 th

.

8.

College Input (Reports) a.

Board of Trustees

1) 2010 Winter TACTC Legislative Conference – Ms. Warfield, Mr. Rust and

Dr. Brewster will attend the upcoming TACTC conference in Olympia. There will be an informal gathering with Coastal Caucus legislators January 25 th

hosted by

GHC, Peninsula College and Lower Columbia College.

2) Board Retreat – The Board retreat will be February 23 rd

from 9:00 a.m. to 4:00 p.m. in the Boardroom. b.

ASGHC Report (Mr. Zackrie Vinczen)

None c.

Classified Staff (Ms. Gloria Fenton)

Ms. Winkelman represented classified staff. She reported they are looking for a classified employee to represent them in the collective bargaining negotiations.

d.

e.

Faculty (Ms. Diane Carter)

Ms. Carter was not in attendance.

President (Dr. Ed Brewster)

1) WACTC Report – Dr. Brewster’s report from the last presidents’ meeting was included in the Board packet received prior to the meeting. He reviewed highlights which included:

The Governor’s budget reduces state work study funding and state need grants. If implemented, it would affect at least 300 GHC students.

2

f.

g.

h.

2)

We will take another 2% cut amounting to $200,000. Budget forums will be held to inform employees about the budget situation and ask for their ideas for budget cuts. A retirement or resignation incentive program has been offered for faculty and staff. All eligible employees can apply, but to qualify for the incentive there has to be a benefit to the college.

Items of Interest a) Pontoon Project – Dr. Brewster will meet with Rep. VanDeWege and the project director for the pontoon project to discuss opportunities for the college. b) Regional Education Training Center – Dr. Brewster is on the Board for the

Regional Education Training Center funded by the WIRED grant. He will be in a position to know whether or not they are considering offering training that overlaps training GHC offers. c) Fulbright Commission – Dr. Brewster has applied to the Fulbright

Commission to attend a seminar in Germany for college administrators.

If selected, he would be gone for two weeks in Fall of 2010. Expenses are funded by the Commission.

Vice President for Instruction (Ms. Laurie Clary)

1) Accreditation – Information on the progress of the college’s accreditation process, and the Non-Instructional Program Review Handbook were included in the Board packet. Ms. Clary reviewed the information with the Board. She noted that several college personnel are attending the Northwest Commission and

Colleges meeting that will offer workshops on the new accreditation process.

Vice President for Student Services (Dr. Arlene Torgerson)

1) Proposed Revisions to Operational Policy 407, Student rights and

2)

Responsibilities – Dr. Torgerson presented revised OP 407 for consideration.

After review, it was moved and seconded to approve the revised policy. Motion carried.

CPT Diagnostic Fee – Dr. Torgerson reported there are “diagnostic” tests available for each portion of the College Placement Test that would allow students and faculty to assess strengths and weaknesses in each area. The cost for each diagnosis is $4.20 and is optional. She proposed a fee of $5.00 which would cover the cost of the testing. After discussion, it was moved and seconded to implement a $5.00 CPT diagnostic test fee. Motion carried.

Vice President for Administrative Services (Mr. Keith Foster)

1) Faculty Excellence Awards – Mr. Foster reported as of December the faculty excellence account had a balance of $227,518. The minimum required balance is

$200,000, leaving $27,518 in available funds. Mr. Foster recommended expending $10,000 of the funds, $8,000 for development and achievement awards, and $2,000 for exceptional faculty awards. Discussion followed regarding whether or not it would be preferable to have guidelines or an operational policy that outlines award funding, i.e. 4% of the account balance maintaining a $200,000 balance, or making a decision each year depending on the fund balance. Mr. Foster will develop a policy for consideration at the next meeting.

3

9.

Monitoring Reports (Dr. Arlene Torgerson) a.

Enrollment – Dr. Torgerson reported enrollment is 12% above this time last year and 74% towards meeting our enrollment target. For Fall Quarter, worker retraining was 167% higher than last year. All industrial programs have waiting lists. b.

TRIO Program – The TRIO program serves first generation/low income students who plan to transfer to four-year institutions. Our TRIO program has been very successful and we have submitted a renewal grant for another four years.

10.

Executive Session

There was no executive session.

12. Action Items as a Result of Executive Session

None

13. Adjournment

The meeting was adjourned at 4:18 p.m.

__________________________

Edward J. Brewster, Secretary

_____________________________

Dennis Colwell, Chair

4

5.

6.

4.

Members Present:

Members Absent:

Others Present:




March 16, 2010

Ms. Rebecca Chaffee, Mr. Dennis Colwell, Mr. Randy Rust, Ms. Carol Warfield

Ms. Fawn Sharp

Dr. Ed Brewster, Ms. Laurie Clary, Ms. Syndi DeCamp, Ms. Gloria Fenton,

Mr. Keith Foster, Mr. Dave Halverstadt, Mr. Mike Kelly, Ms. Sandy Lloyd,

Mr. Dierk Meierbachtol, Dr. Arlene Torgerson, Mr. Zackrie Vinczen, Ms. Sandy Zelasko

1.

2.

3.

Call to Order


Agenda Changes

None

Approval of Minutes

It was moved and seconded the minutes from the February 16, 2010 Board meeting be approved.

Motion carried.

Public Comments

None


None

7.

Executive Session

Under RCW 42.30.110, an executive session was held for the purpose of reviewing personnel matters.

The Board entered into executive session at 1:10 p.m. for approximately twenty minutes. The meeting was reconvened at 1:40 p.m.

8.

Action Items as a Result of Executive Session

It was moved and seconded to adopt Resolution No. 1-10, renewing faculty appointment and granting tenure to Ms. Sarah Aiken. Motion carried.

It was moved and seconded to rehire the following faculty for the 2010-2011 academic year:

Mr. Donny Betts

Ms. Taya Do

Mr. James Neiworth

Ms. Julie Nelson

Ms. LaDonna Scott

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8. Community Linkages a. Regional Education and Training Center - Mr. Ryan Davis, Executive Director of the

Regional Education and Training Center (RETC) joined the board via teleconferencing. He stated the RETC is part of a $5M three-year Department of Labor grant (WIRED) for workforce innovation whose purpose is to provide training needs in our region not already offered by colleges and universities. They work in collaboration with K-12, community colleges, and other area providers. They focus on “green collar jobs.” Dr. Brewster is a member of the RETC Board.

9.

Board Development

None

10. College Input (Reports) a.

Board of Trustees

1) TACTC Spring Conference – The Spring TACTC Conference will be held in Wenatchee

May 20 and 21 st

. Ms. Zelasko will forward information as it is received.

2) Board Members’ Reports

None b.


Mr. Vinczen reported the following:

1.

ASGHC is sponsoring a bowl-a-thon April 17 from 1:00 p.m. to

4:00 p.m. at the Montesano Bowling Alley. Proceeds will benefit the Coastal Community

Action Program.

2.

At the end of Spring Quarter the vice president for communication is resigning. One of the senators will move into that position.

3.

Plans are progressing for Mayhem festivities.

4.

Election packets are being revised and by-laws are being reviewed. c.


None d.


None e.


1) WACTC Report - Dr. Brewster’s presidents’ meeting report was included in the Board packet received prior to the meeting. Spreadsheets for the proposed budgets from the

Governor, the House and the Senate were included in his report.

2) Other Items of Interest a) There is a bill before the Legislature that would require the system to investigate the possibility of district colleges pursuing shared services. In anticipation of its passing, the presidents of So. Puget Sound Community College, Olympic College, and

Centralia College met to discuss shared services. The president of Peninsula College was not able to attend. As a result of their meeting, it was decided to request funds from the State Board to hire a consultant to determine which shared services could provide savings.

2

b) There is concern regarding capital funding. If the Legislature pulls design funding from their capital budget it could affect the timeline of our SMART Building. c) There are pilot projects in the Legislature for BA degrees to be offered at community and technical colleges. If passed, all two-year colleges would have the option to offer BA programs. We have been having discussions with City University regarding the possibility that they would offer BA degrees in education, management and business administration through GHC. Their tuition is competitive with state schools. f.


Accreditation – An accreditation update was included in Board packets. Ms. Clary explained we are the same stage as the pilot colleges who have had two years to work on the new process. A draft of our three-year report on Standard I and Standard II was distributed. g.


None h.


1) Budget Update – Mr. Foster reported there are several issues affecting community and technical colleges that are being considered by the Legislature:

•

A freeze on salaries, new hires, equipment purchases over $5,000.00, personal service contracts, and out-of-state travel or training from state funds. Positions related to instruction are exempt from the hiring freeze.

•

The Furlough Bill would require exempt and classified staff to furlough a specified amount of days a year. Some exceptions are instruction, IT personnel and safety.

•

Mr. Foster stated with savings from voluntary retirements and resignations we are hoping to avoid employees having to take furlough days.

•

Employees have been asked to inform their supervisors of upcoming budget needs for the upcoming year. They will be considered during the budget planning process.

Mr. Foster stated the majority of budget decisions will involve reductions, not additions.

2) Revised Facilities Use Charges – Mr. Foster reported as a result of an increased number of requests for college room rentals (especially the HUB), our facilities use rates were reviewed and it was determined they were not consistent with other colleges and local facilities. A revised rate schedule was reviewed that included adding set up fees and weekend surcharges. It was noted that the president has the option of waiving fees for non-profit organizations if it is in the interest of the college. After discussion, it was moved and seconded the Board adopt the revised facilities use charges schedule. Motion carried.

3) Operational Policy 507 – Purchasing – Mr. Foster presented revised OP 507, Purchasing for review. Suggested revisions from Board members at the last Board meeting were incorporated in this version. It was moved and seconded the Board adopt OP 507,

Purchasing. Motion carried.

It was moved and seconded to remove Administrative Procedures 507.01 (Purchasing

Procedures) and AP 507.02 (Credit Card Purchasing Procedures) from the GHC Policies and Procedures Manual. Motion carried.

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11. Monitoring Reports (Dr. Arlene Torgerson) a.

Enrollment – Dr. Torgerson reported Winter Quarter enrollment is up approximately 11% from this time last year. Spring Quarter enrollment is up 401FTE from this time last year.

We are at 99.67% of achieving our annual goal.

12. Discussion/Action

It was decided at future Board meetings lunch will be available from 12:30 p.m. to 1:00 p.m. to allow attendees to eat before the meeting begins.

13. Adjournment


__________________________


_____________________________


4




April 20, 2010

Ms. Rebecca Chaffee, Mr. Dennis Colwell, Mr. Randy Rust, Ms. Carol Warfield Members Present:

Members Absent:

Others Present:

Ms. Fawn Sharp

Dr. Ed Brewster, Ms. Laurie Clary, Mr. Keith Foster, Mr. Dave Halverstadt,

Mr. Dave Stolier, Dr. Arlene Torgerson, Mr. Zackrie Vinczen, Ms. Sandy Zelasko

1.

Call to Order


2.

Community Linkages

None

3.

Agenda changes

None

4.

Approval of Minutes

It was moved and seconded the minutes from the March 16, 2010 Board meeting be approved.

Motion carried.

5.

Public Comments

None

6.


None

7.


Trustees’ Report

1) TACTC Spring Meeting

Dr. Brewster, Mr. Colwell and Ms. Warfield will attend the Trustees’ Conference in

Wenatchee May 19 th

– 21 st

.

2) Individual Board Member Input

None b.



•

Student government is in the middle of the budget hearing process for next year.

•

The Bowl-a-thon benefitting the Lyle Smith Fund was successful. c.


None d.


None

1

e.


1) Need for reduction in force – Dr. Brewster explained the Department of Corrections has notified us it is likely there will be an eight to ten percent cut in funding for education at

Stafford Creek. Because of the anticipated cut, there is a need to take reduction in force action related to faculty at Stafford Creek. There has been a faculty resignation at Stafford

Creek and it is hoped that will offset the need for a RIF. However, the contract states if a

RIF is a possibility the process needs to begin in May. After discussion, it was moved and seconded to accept the Declaration of Need for Reduction in Force for Stafford Creek

Faculty. Motion carried.

2) WACTC Report – Highlights from the last presidents’ meeting were included in the Board packet received prior to the meeting.

3) Other Items of Interest

Dr. Brewster informed the Board that Mr. James Murphy, long-time employee of the college passed away recently. He worked in the IT department. There is discussion regarding establishing a scholarship in his memory.

Legislative Update

•

The projected budget cut for GHC is $650,000. It is anticipated that cut can be absorbed without affecting full-time faculty and staff.

•

The Furlough Bill passed by the Legislature will amount to approximately a

$100,000 budget cut to GHC. State agencies have the option of submitting a plan to OFM explaining how they would cover those costs rather than furloughing employees. It is hoped that voluntary retirements and resignations we have received would offset costs of furloughing employees and our plan would be accepted by OFM.

•

Capital funding is down and several projects scheduled for this year were not funded. WACTC has reordered system projects and it is likely construction of our SMART Building will be delayed until the 2013-15 biennium.

WSU president, Dr. Elson Floyd, will be in our area Wednesday, April 28 th.

He will visit the Satsop Development Authority in the morning, meet on campus with

Dr. Brewster in the afternoon, followed by a meeting with community leaders from

4:00 p.m. to 5:00 p.m. in Room 2250. There will be a community meeting that evening from 5:30 p.m. to 7:00 p.m. at the Rotary Log Pavilion.

The grand opening of the Childcare Center will be Tuesday, April 27 th

at 4:00 p.m. at the new childcare facility.

Dr. Brewster, along with other community leaders, has been invited to make a presentation to the Grays Harbor Community Foundation to address problems that face

Grays Harbor County. Dr. Brewster’s presentation will focus on income level of our students, unemployment rate, and the education level of community residents. He will inform them of programs the college offers to address these needs.

2

f.


1) Tenure Decisions – Two faculty members are scheduled to be presented for tenure at the

May Board meeting. Confidential tenure packets were distributed to Board members.

2) City University – There has been discussion with City University regarding re-establishing the teacher education program at GHC. On May 6 th

at 5:30 p.m. there will be an informational session in the HUB to discuss BA opportunities in teacher education, early childhood education and business management.

3) Exceptional Faculty Proposals – Recommendations from the Exceptional Faculty

Committee for this year’s awards were distributed to Board members. Proposals will be voted on by the Board at their May meeting. g.


None h.


1) Budget Update – Mr. Foster reported the details and amount of budget cuts is not expected to be available until at least the tenth of May. It is anticipated our cut will be approximately $650K. Because of the late date receiving the information, we may not be in a position to present the budget to the Board for approval at the June meeting, necessitating a July meeting.

2) Revised Operational Policy 514, Fee Waivers, Senior Citizens Policy – Mr. Foster presented revised OP 514 for consideration. The changes include revising the title of the policy to read Fee Waivers, Senior Citizens Audit, and tying the fee waiver amount to the fee waiver schedule. It was moved and seconded to approve the proposed revisions to OP

514, Fee Waivers, Senior Citizens Policy. Motion carried.

8.


Enrollment – Dr. Torgerson reported we are meeting our enrollment targets. Current enrollment for Spring Quarter is 166 FTE above this time last year.

9.

Discussion/Action

None

10.

Executive Session


The Board entered into executive session at 1:58 p.m. for approximately fifteen minutes. The meeting was reconvened at 2:20 p.m.

11.


None

12.

Board Development

None

13.

Adjournment


__________________________


_____________________________


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May 18, 2010


Members Absent:

Others Present:

Ms. Fawn Sharp

Dr. Ed Brewster, Ms. Laurie Clary, Mr. Keith Foster, Mr. Dave Halverstadt,

Dr. Arlene Torgerson, Mr. Zackrie Vinczen, Ms. Sandy Zelasko

1.

Call to Order


2.

Community Linkages

None

3.

Agenda changes

None

4.

Approval of Minutes

It was moved and seconded the minutes from the April 20, 2010 Board meeting be approved.

Motion carried.

5.

Public Comments

None

6.


None

7.

Executive Session


The Board entered into executive session at 1:06 p.m. for approximately thirty minutes. The meeting was reconvened at 1:53 p.m.

8.


Ms. Warfield moved the Board approve Resolution No. 2-10, granting tenure to Ms. Jennifer

Barber. Ms. Chaffee seconded the motion. Motion carried.

Mr. Rust moved the Board approve Resolution No. 3-10, granting tenure to Mr. Adam Pratt. Ms.

Chaffee seconded the motion. Motion carried.

9.


Trustees’ Report

1) TACTC Spring Meeting

Dr. Brewster, Mr. Colwell and Ms. Warfield will attend the Trustees’ Conference in

Wenatchee May 19 th

– 21 st

.

2) Individual Board Member Input

None

1

b.



ASGHC elections were held and the following students were elected to office for next year:

•

President

•

Vice President of Communications and Records

•

Vice President of Finance

•

Senators for Advocacy and Outreach

Mr. Daniel Juarez

Mr. Greg Taylor

Mr. Kris Strayhorn

Mr. Andrew Bolton

Ms. Kelly Schaffert

•

Senator for Community and Academic Affairs

•

Senator for Clubs and Organization

Mr. Travis Bartholomew

Mr. David Quinton c.


None d.


None e.


1) WACTC Report – Dr. Brewster’s report from the last Presidents’ meeting was included in the Board packet. Budget highlights are as follows:

•

Operating Budget - Our budget reduction is as expected - $672K which includes $102K in furloughs.

•

Capital Budget - It is assumed our SMART Building project will be delayed until the

2013-2015 biennium. We are proceeding with the design phase of the project.


Shared Services – As a result of legislation, the community and technical college system has been directed to look into the possibility of sharing services in order for the system to become more efficient. Dr. Brewster has been meeting with the presidents of Olympic

College, South Puget Sound Community College, Centralia College and Peninsula College to discuss shared services. There are three regions in the state addressing this issue. When faculty return from summer break, discussion groups consisting of faculty, staff, administrators and Board members will be formed to solicit their input. The system-wide initial report will be forwarded to the Legislature in December.

Community Foundation – Dr. Brewster and Dr. Torgerson presented a list of college and community needs to the Community Foundation. Other local agencies made appeals as well. The Foundation will review requests and make decisions regarding funding.

Summer Hours – The college hours of operation this summer will be 8:00 a.m. to 5:00 p.m.

Monday through Thursday and 8:00 a.m. until noon on Friday.

TACTC Legislative Agenda – Dr. Brewster asked Ms. Chaffee to report on the TACTC

Legislative Committee meeting she recently attended. She reported TACTC intends to develop a list of questions for each Board to discuss and poll those responses and formulate a system-wide request to the Legislature. She suggested a legislative report be included in

Board meeting agendas in order to be informed on legislative issues that affect the community and technical college system. Dr. Brewster suggested including the topic on the July Board meeting agenda. He noted that in the past the Legislative agenda for the system has been developed jointly with the presidents, State Board and TACTC. It

2

originated with the presidents and State Board staff and then was forwarded to TACTC for feedback. It would be a departure for TACTC to develop the agenda for the system.

Ms. Chaffee stated the Board needs to be advocating for the college and needs to understand legislative issues. f.


1) Exceptional Faculty Proposals 2010-2011 – The Board received the Exceptional Faculty

Committees’ funding recommendations at their April Board meeting. The committee recommended awarding three awards for a total of $4,103.00. Ms. Warfield moved the

Board approved the committees’ recommendation. Mr. Rust seconded the motion. Motion approved.

2) Accreditation Update – Included in the Board packet was an accreditation timeline and report of progress to date. A draft year seven report is expected to be completed by

September.

3) 2009-2013 Strategic Plan Update – One of the Board’s priorities is partnerships with fouryear colleges and universities. On May 6 th,

representatives from City University were on campus to provide information regarding BA degree opportunities in teacher preparation, early childhood education, and management. Dr. Brewster added the president of WSU was on campus and he and Mr. Colwell met with him. They reported disappointment that

WSU’s teacher education program has been discontinued at GHC. At a later meeting, several local school superintendents expressed the need for that program to be continued. g.


None h.


1) Quarterly Budget Status for March 31, 2010 – The following budgets were reviewed:

State General Fund by program

State General Fund by object

Grants Analysis

Multi-year Comparison of tuition Collected

Cash Position Analysis

2) Budget Update – Tuition & Fees Approval – The budget will be presented for approval at the July Board meeting. Mr. Foster asked for consideration of approving the tuition and fees schedule at this meeting. A 7% tuition increase was recommended and fee increases limited to new items or changes mandated by the State Board. Mr. Vinczen reported student government was authorized to increase S & A fees up to 14% but is recommending a 7% increase for next year. After discussion, Ms. Warfield moved the Board approve the

7% S & A increase. Ms. Chaffee seconded the motion. Motion carried. Mr. Rust moved the Board adopt the fee waiver and fine schedule as presented. Ms. Warfield seconded the motion. Motion carried.

10.


Enrollment – Dr. Torgerson reported enrollment continues to improve. We are approximately 165 FTE above this time last year.

11.

Discussion/Action (Mr. Dave Halverstadt) a.

Memorandum of Understanding – Grays Harbor College Federation of Teachers –

Mr. Halverstadt presented proposed changes to the Memorandum Of Understanding and the rationale behind those changes. Changes include bringing the MOU into compliance with the appropriate RCW and amending the pro rata formula paid to part-time faculty who teach

3

a full-time load. After discussion, Ms. Chaffee moved the Board adopt the amended

Memorandum of Understanding. Ms. Warfield seconded the motion. Motion carried.

12.

Board Development (Dr. Arlene Torgerson) a. College Readiness for Grays Harbor and Pacific County Schools – College placement test results for last year’s high school graduates in our service area were included in the Board packet. Fifty-five to sixty percent of students taking the test placed in at least one developmental course.

13.

Executive Session


The Board entered into executive session at 3:33 p.m. for approximately forty-five minutes. The meeting was reconvened at 4:30 p.m.

14.


None

15.

Adjournment


__________________________


_____________________________


4




June 15, 2010

Ms. Rebecca Chaffee, Mr. Randy Rust, Ms. Carol Warfield Members Present:

Members Absent:

Others Present:

Mr. Dennis Colwell, Ms. Fawn Sharp

Dr. Ed Brewster, Ms. Laurie Clary, Mr. Keith Foster, Mr. Daniel Juarez,

Mr. Dierk Meierbachtol, Dr. Arlene Torgerson, Mr. Zackrie Vinczen,

Ms. Sandy Zelasko

1.

Call to Order

Vice Chair, Ms. Chaffee called the meeting to order.

2.

Community Linkages

None

3.

Agenda changes

None

4.

Approval of Minutes

It was moved and seconded the minutes from the May 18, 2010 Board meeting be approved with the following corrections: Executive session time changed from beginning at 4:33 p.m. to

3:33 p.m., and the name of the newly elected ASGHC Vice President for Finance changed from

Ms. Kris Strayhorn to Mr. Kris Strayhorn. Motion carried.

5.

Public Comments

None

6.


None

7.


Trustees’ Report

1) TACTC Spring Meeting – Mr. Colwell, Ms. Warfield and Dr. Brewster attended the

TACTC Spring Conference in Wenatchee. They attended sessions on the following subjects:

Board self-evaluation

Policy governance

President’s evaluation

Tenure review

Dr. Brewster suggested the next Board retreat may be a good time to discuss various processes for the president’s evaluation and the Board’s self-evaluation.

2) Board Elections – It was moved and seconded Ms. Chaffee be elected Board chair and

Mr. Rust vice chair. Motion carried. Ms. Chaffee will continue as legislative Liaison to

TACTC and Mr. Rust will continue as the Board representative to the GHC Foundation.

3) ACCT Meeting – The Fall ACCT meeting will be held in Toronto, Canada October

20 – 23, 2010. Because of mandates on out-of-state travel and expenses associated with the meeting, Board members opted not to attend.

1

b.


Mr. Vinczen introduced incoming ASGHC President, Mr. Daniel Juarez. Dr. Torgerson commended Mr. Vinczen on his leadership this past year as ASGHC president. c.


None d.


None e. President (Dr. Ed Brewster)

1) WACTC Report – A report on the recent presidents’ meeting was included in Board packets. Highlights included discussions regarding the next biennial operating and capital budgets. All capital projects will be submitted to the legislature, including our SMART building. It most likely will not be funded for construction until 2013/15. The design phase will be completed during the next year.


•

Grays Harbor Institute - Dr. Brewster announced he has agreed to serve on the Board of the Grays Harbor Institute. The institute was established for the purpose of bringing speakers to the Harbor whose focus is social justice and equity. They have received approval for a radio station. Their main offering will be classical music.

•

Shared Services – In the last legislative session there was legislation passed that directed the community college system to explore ways to collaborate with other colleges to provide shared services. Dr. Brewster and the presidents of Olympic

College, Centralia College, Peninsula College and So. Puget Sound College have been meeting to discuss the issue. A committee comprised of Board members, faculty, staff and administrators will be formed to offer input on how colleges can share programs, i.e., centralizing financial aid, institutional research, etc. A report needs to be forwarded to the Legislature in December, 2010.

•

Open Source Textbooks – Ms. Clary has forwarded a survey to faculty asking for input on how to save students money by utilizing open source textbooks. Results of the survey will be available in October.

•

City University – We are in the process of finalizing arrangements with City University regarding their teacher preparation program that will be offered at GHC. The first co-hort will begin in Summer, 2011. GHC students will be eligible for a $10,000 a year scholarship from City University which is equivalent to tuition at a public university. f. Vice President for Instruction (Ms. Laurie Clary)

None g. Vice President for Student Services (Dr. Arlene Torgerson)

None

2

h. Vice President for Administrative Services (Mr. Keith Foster)

1) Budget Update and Continuing Budget Resolution – Ms. Warfield moved the Board of

Trustees authorize the use of College resources to maintain operations for the months of July – September, 2010, or until a FY 2010-11 budget is approved (whichever comes first). Mr. Rust seconded the motion. Motion carried.

2) Boards and Commissions Bill – Included in the Board packet was a memo from the

Office of Financial Management regarding restrictions on Boards. At this point, it appears that colleges boards are considered unclassified but still need to report the following:

•

Percentage of time spent on Board support by the president and assistant to the president.

•

Meetings have to be at state facilities unless an exemption from OFM has been requested and authorized.

•

Travel does not need an exemption if it is related to Board members’ roles as trustees.

8.


Enrollment – Dr. Torgerson reported Spring Quarter enrollment is up 10% from last year.

Financial aid applications are up 22%.

9.

Discussion/Action a.

TACTC Legislative Agenda – At the request of the TACTC Legislative Committee the Board discussed the following questions:

1 - Should state FTE based funding formula be modified to reflect system priorities such as retention, worker retraining or student achievement? Is your college willing to give up some local flexibility if the net result is more funding per student?

Answer to question #1

No.

2 - If new funds are not forthcoming to increase options for e-learning and administrative computing, would your Board favor redirection of a portion of the capital budget in order to purchase necessary technology at the statewide, regional or local level for system replacement or enhancement?


We should consider the e-learning and computing needs within the entire priority for the capital budget, not in lieu of replacements but on the basis of expansions.

3 – What noteworthy innovations in classroom instruction or student services has your college adopted in the past two years? In the past two years, what best practices have you adopted from other colleges in the CTC system? From colleges outside the State of

Washington? Are there innovations or ideas you gleaned from TACTC conferences that have been discussed with your college administration? Which ones?

Answer to Question #3

•

First year experience classes (FYE) are required of all new students.

•

Working with students not registering if on academic warning. If on academic warning, they need to see an advisor.

•

Calling on incoming students and freshmen to check on them.

•

•

Financial aid portal.

Degree audit program from the state.

•

Move to hybrid instruction.

•

Partnerships with other colleges.

3

4 – Access continues to be our highest priority. What effect has dramatic enrollment increases had in impacting access?


•

Limited number of offerings we can expand.

•

Keeping access open to everyone will erode the success of students.

•

When the economy gets better, enrollment will decrease, causing a high allocation level to maintain.

10.

Board Development

None

11.

Executive Session

None

12.


None

13.

Adjournment


__________________________


_____________________________


4




July 20, 2010


Members Absent:

Others Present:

Ms. Fawn Sharp

Dr. Ed Brewster, Ms. Laurie Clary, Mr. Keith Foster, Mr. Tim Gibbs,

Mr. Daniel Juarez, Mr. Dierk Meierbachtol, Dr. Arlene Torgerson, Ms. Sandy Zelasko

1.

Call to Order

Chair, Ms. Chaffee called the meeting to order.

2.

Community Linkages

Dr. Brewster introduced Mr. Tim Gibbs, newly appointed executive director of the Grays Harbor

County Economic Development Council. He said he looks forward to building a strong relationship with the college. He will work with workforce personnel to develop training programs when there is a need in the community.

3.

Agenda changes

None

4.

Approval of Minutes

It was moved and seconded the minutes from the June 15, 2010 Board meeting be approved.

Motion carried.

5.

Public Comments

None

6.


Dr. Brewster announced that drama and speech instructor, Mr. Brad Duffy, has received an exemplary status award from the state humanities association. He will receive the honor at a statewide meeting in October in Woodinville.

7.


Trustees’ Report

Board Fall Retreat – It was decided to hold the Board Fall retreat on October 5 th

. The agenda will be discussed at the September 21 st

Board meeting. b.

ASGHC Report (Mr. Daniel Juarez)

Mr. Juarez reported he is attending leadership training at Yakima Community College in

September. c.


None d.


None

1

e. President (Dr. Ed Brewster)


Dr. Brewster will chair the WACTC Operating Budget Committee this year. He noted it is anticipated there will be additional cuts to the system if the Medicaid reimbursement from the federal government is not funded. This, in addition to the current shortfall, could mean an additional 4% cut for the current year. Currently, cuts are distributed equally across the system. Other methods of distributing cuts will be reviewed. The State Board will make the final decision.

Dr. Brewster attended the Governor’s budget forum in Tacoma.

The accreditation process is on schedule. Ms. Clary stated she just received the current draft of the accreditation report. She said she is very pleased with the report and credited Ms. Lynne

Lerych for her organizational and writing skills, Ms. Reynvaan for the data information, and faculty for the student learning outcomes assessment portion. The next draft will be completed in August. During kick-off week in September, the report will be reviewed by the entire campus. Their input will be solicited before the final version is completed. Ms. Chaffee suggested discussing the accreditation process at the Board retreat. f. Vice President for Instruction (Ms. Laurie Clary)

None g. Vice President for Student Services (Dr. Arlene Torgerson)

None h. Vice President for Administrative Services (Mr. Keith Foster)

1) Operating Budget 2010 – 2011

Mr. Foster reviewed the 2010-2011 financial budgets which included:

Operating Budget – 2010-11 revenue estimates and 2010-11 expenditure estimates

Strategic Planning

Detail line item budgets

Grants and contracts

Student activities funds

Tuition and fee schedule

Facilities use charges

Salary schedules

Professional

Ancillary

Exempt

Non-permanent hourly (1050 employees)

Under the strategic planning budgeting portion of the presentation Ms. Chaffee suggested eliminating the first sentence that refers to “no funded strategies.” After discussion, it was moved and seconded to approve the budget with the recommended change. Motion carried.

2) Revised Operational Policy 631, Smoking Policy

Mr. Foster presented revised OP 631 for adoption. He reported the revisions were a collaborative process involving students, faculty, staff, smokers and non-smokers. The changes include designating smoking areas, signage, and additional smoking shelters. It was moved and seconded to adopt revised OP 631, Smoking Policy. Motion carried.

2

8.


Enrollment – Dr. Torgerson reported enrollment for 2009-10 finished at an all time high of

2005 annualized FTE’s. Summer quarter enrollment is 10% higher than last year. Financial aid applications are up 24% from this time last year.

9.

Discussion/Action a.

Discussion of TACTC Legislative Agenda – The TACTC Legislative Committee has asked all community and technical college Boards to address a series of four questions to assist them in compiling a system request that will be forwarded to Legislators. The Board began the discussion at their June meeting. Suggestions from that meeting were incorporated in the current report that was included in the Board packet received prior to this meeting. After further discussion, more suggestions were made that will be included in the document forwarded to the Legislative Committee. Dr. Brewster will summarize the Board’s responses and forward to Ms. Chaffee who will attend the Legislative retreat August 31 st

prior to the

TACTC Fall conference September 1 st

.

Dr. Brewster suggested finding a way to honor Rep. Kessler for her support of community and technical colleges, and especially GHC. There was also discussion regarding whether to invite Coastal Caucus legislators to campus before or after the general election.

10.

Board Development

None

11.

Executive Session

Under RCW 42.30.110, an executive session may be held for the purpose of receiving and evaluating complaints against or reviewing the qualifications of an applicant for public employment or reviewing the performance of a public employee; consultation with legal counsel regarding agency enforcement actions, or actual or potential agency litigation; considering the sale or acquisition of real estate; and/or reviewing professional negotiations.

The Board entered into executive session at 3:46 p.m. for approximately fifteen minutes.

12.


It was moved and seconded to adopt revised Board Policy 105, Executive Administrator for the

Board. Motion carried.

13.

Adjournment


__________________________


_____________________________

Rebecca Chaffee, Chair

3




September 21, 2010

Members Present: Ms. Rebecca Chaffee, Mr. Dennis Colwell, Mr. Randy Rust,

Ms. Fawn Sharp, Ms. Carol Warfield

None Members Absent:

Others Present: Dr. Ed Brewster, Ms. Laurie Clary, Mr. Daniel Juarez,

Ms. Barbara McCullough, Mr. Dierk Meierbachtol,

Dr. Arlene Torgerson, Ms. Sandy Zelasko

1.

Call to Order


2.

Community Linkages

None

3.

Agenda Changes

None

4.

Approval of Minutes

It was moved and seconded the minutes from the July 20, 2010 Board meeting be approved.

Motion carried.

5.

Public Comments

None

6.


None

7.


Trustees’ Report

1) TACTC Meeting – Ms. Chaffee, Mr. Rust and Dr. Brewster attended the recent TACTC meeting. Sessions attended included:

 Budget Concerns

 Leadership training opportunities for trustees



Presentation from Gates Foundation regarding improving time-to-completion for industrial technology programs.

Ms. Chaffee attended the Trustees’ Legislative Steering Committee meeting. There was discussion regarding trustees’ role in forming the system’s request to the legislature. The committee will meet again in October.

Ms. Chaffee stated there was some confusion regarding WAOL. Some colleges are not in favor of the program because of costs to the institution. Dr. Brewster responded the college pays for every student enrolled but gets reimbursed if one of its own faculty is the instructor.

Dr. Brewster attended the State Board retreat where they discussed the challenges, declining resources, and increasing demands on community and technical colleges. b.

ASGHC Report (Mr. Daniel Juarez)

Mr. Juarez reported several student government officers attended a leadership program.

The focus was on diversity.

Student government will sponsor a spaghetti feed on December 3 rd

. It has not yet been decided where the proceeds will be allocated.

To date the new smoking policy seems to be positive. c.

Classified Staff Report (Ms. Gloria Fenton)

Classified staff was not represented. d.

Faculty Report (Ms. Diane Carter)

Faculty was not represented. e.

President’s Report (Dr. Ed Brewster)

1) WACTC Report – A summary of the last presidents’ meeting was included in the

Board packet.

2) Items of Interest a) Dr. Brewster reported we are participating with South Puget Sound Community

College, Olympic College and Centralia College to discuss how we can more efficiently conduct business by sharing resources to provide the same services to students. b) Legislative Invite – Coastal Caucus members will be invited to join the Board at their November 16 th

meeting. c) Board Retreat – A draft agenda for the October 5 th

Board retreat was distributed.

The White House is hosting a community college summit during the time of the retreat. Colleges are invited to participate in the plenary session. There is a possibility it could be incorporated into the agenda.

d) Budget Cuts – The Governor is ordering a 6.3% cut for all state agencies. The system plans to propose a budget to the Legislature that is not across the board cuts. We are making plans to incorporate the 6.3% cut into our budget. An additional 10% cut is expected in the next biennium. e) Capital Projects – The college’s SMART Building was originally scheduled to be built in 2011-13. It is likely that project will be pushed out into the 2013-15 biennium. The HUB replacement project will probably be pushed out further than 2013-15. f.


1) Accreditation Update – Ms. Clary distributed the first draft of the self-evaluation report that incorporates the new standards. She asked the Board to review the document before the October 5 th

retreat. She will offer more details at that time.

Mr. Rust asked about progress with City University. Ms. Clary responded we will begin offering teacher preparation classes through them this summer.

Approximately thirty-three students have expressed interest in the program. g.


Ms. Barbara McCullough reported for Mr. Foster. She reviewed the following budgets:

State General Fund by Program

State General Fund by Object of Expenditure

Associated Students Fund

Grants Analysis

Multi-Year Comparison of Tuition Collected

Ms. Chaffee asked to see the difference between state funding and local funding.

Dr. Brewster stated it is assumed there will be a tuition increase next year.

Ms. Sharp asked about the college’s preparedness for emergencies. Dr. Brewster responded we have done an assessment of buildings, purchased backup generators for our communication systems and refrigeration, and instituted a GHC alert system for faculty, staff and students.

8. Monitoring Reports (Dr. Arlene Torgerson)

1) Enrollment – Dr. Torgerson reported we are up 92 FTE up from this time last year.

Summer enrollment was the largest ever with 607 FTE.

9.

Discussion/Action

None

10.

Executive Session

The Board entered into executive session at 3:21 p.m. for approximately one hour for the purpose of receiving and evaluating complaints against or reviewing the qualifications of an applicant for public employment or reviewing the performance of a public employee; consultation with legal counsel regarding agency enforcement actions, or actual or potential agency litigation; considering the sale or acquisition of real estate; and/or reviewing professional negotiations.

The meeting was reconvened at 4:30 p.m.

11.

Action as a Result of the Executive Session

None

12.

Adjournment


________________________________________


________________________________


Members Present:




November 16, 2010

Ms. Rebecca Chaffee, Mr. Dennis Colwell, Mr. Randy Rust,

Ms. Carol Warfield

Ms. Fawn Sharp Members Absent:

Others Present: Rep. Brian Blake, Dr. Ed Brewster, Ms. Laurie Clary, Ms. Gloria Fenton,

Mr. Keith Foster, GHC Legislative Committee, Senator Jim Hargrove,

Senator Brian Hatfield, Mr. Daniel Juarez, Ms. Kim Moores,

Dr. Gary Murrell, Mr. Terry Ryan, Rep. Dean Takko,

Dr. Arlene Torgerson, Rep. Kevin VanDeWege, Ms. Sandy Zelasko

1.

Call to Order


2.

Community Linkages a.

Meeting with Coastal Caucus Legislators

Coastal Caucus Legislators joined the Board for a discussion of the upcoming legislative session. They emphasized the budget outlook is not positive and all state agencies, including community colleges, should expect budget cuts. Dr. Brewster requested colleges have more flexibility in how they utilize funding and encouraged legislators to avoid placing restrictions on funds. He noted that when funding is very specific it is more difficult to serve the needs of our students.

3.

Agenda Changes

None

4.

Approval of Minutes

It was moved and seconded the minutes from the October 19, 2010 Board meeting be approved.

Motion carried.

5.

Public Comments

None

6.


None

7.


Trustees’ Report

1) Board Holiday Event

The Board holiday event will be Friday, December 10 th

at Dr. Brewster’s home. b. ASGHC Report (Mr. Daniel Juarez)

Mr. Juarez announced the ASGHC annual spaghetti feed will be December 3 rd

from 4:00 p.m. to 8:00 p.m. in the HUB. Proceeds are designated for assisting students with childcare costs. c.

Classified Staff Report (Ms. Gloria Fenton)

None d.

Faculty Report (Ms. Diane Carter)

None e.

President’s Report (Dr. Ed Brewster)

1) RIF for Stafford Creek Corrections Center

Dr. Brewster stated the College has been informed there will be a reduction in funding for the GHC education program at Stafford Creek Corrections Center. It will require riffing one faculty member and one temporary position. The timeline for the RIF is January 1,

2011. After discussion, it was moved and seconded to adopt Resolution 2-10 declaring a

Reduction-In-Force at Stafford Creek Corrections Center in effect through 2011. Motion carried.

2. Items of Interest

 Shared Services Meeting – There will be a meeting on January 21 st

with representatives from GHC, South Puget Sound Community College, Centralia

College and Olympic College for the purpose of identifying three or four areas to review that could provide possibilities for shared services. Each college is invited to send thirty attendees comprised of faculty, staff, administration and two Board members. Ms. Chaffee and Ms. Warfield volunteered to represent the Board.

 Accreditation - A revised copy of the college self-study will be forwarded to Board members. Comments are to be forwarded to Ms. Lynne Lerych. It has been learned there will be eight accreditors from the NW Commission on Colleges who will be on campus April 27 th

through April 29 th

. Board members are invited to attend the kickoff breakfast and meeting Wednesday, April 27 th

at 8:30 a.m. in Room 1512. The exit interview will take place on Friday, April 29 th

in Room 2250. The time as not yet been determined.

f.


1) GHC Nursing Program – Ms. Clary announced GHC nursing students who graduated in

2010 received a NCLEX pass rate of 95.83% which is the highest ever achieved for our program. g.


Enrollment – Dr. Torgerson reported enrollment is fifty FTE and 150 headcount higher than this time last year. She noted we are down in academic transfer and up in ABE and occupational/professional. The largest drop has been in eighteen to twenty year old students and students over sixty.

Achieving the Dream Grant – The college is applying for a five-year grant entitled

“Achieving the Dream: Community Colleges Count.” If selected, we will work with a coach and data facilitator who will assist us in the first year and we will receive $50,000.00 a year for five years. We will identify weaknesses and areas that need improvement and engage the college in identifying problems and strategies for improvement. A part of the grant application requires a commitment statement from the Board of Trustees. After discussion, it was moved and seconded to adopt Resolution 3-10, stating the Board endorses and supports the college’s application to become an Achieving the Dream college. Motion carried. h.


1) Quarterly Budget Status and Budget Reduction Update – Mr. Foster reviewed the following funds:

State General Fund by Program

State General Fund by Object of Expenditure

Multi-year Comparison of Tuition Collected

Cash Position Analysis

Dr. Brewster stated the college is preparing for an additional 10% budget cut. It is believed the College can get through this current year without having to take drastic measures. He has asked the campus community for input regarding budget savings. Two faculty members have indicated they will retire at the end of this academic year. It is not known whether or not they will qualify for the retirement/resignation incentive offered this year.

2) Exceptional Faculty Funds

Mr. Foster had reviewed the exceptional faculty funds at the October Board meeting. It showed the balance to be $224,883.00. In the past, 4% has been awarded and the

Exceptional Faculty Committee has decided how that amount would be disbursed. After discussion, it was moved and seconded to authorize the committee to award $9,000.00 for this year’s exceptional faculty awards. Motion carried.

9.

Discussion/Action

None

10.

Executive Session

The Board entered into executive session at 3:40 p.m. for approximately forty-five minutes for the purpose of receiving and evaluating complaints against or reviewing the qualifications of an applicant for public employment or reviewing the performance of a public employee; consultation with legal counsel regarding agency enforcement actions, or actual or potential agency litigation; considering the sale or acquisition of real estate; and/or reviewing professional negotiations.

The meeting was reconvened at 4:30 p.m.

11.

Action as a Result of the Executive Session

It was moved and seconded to approve the president’s contract and addendum from 7/1/2010 to

8/31/2015. Motion carried.

12.

Adjournment


________________________________________


________________________________


GRAYS HARBOR COLLEGE Aberdeen, Washington Regular Meeting of the Board of Trustees

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