Executive Council Minutes
April 1, 2013
Present: Jeremy McMillen, Giles Brown, Brandy Fair, Jeanie Hardin, Gary
Paikowski, Roy Renfro
Guest: Casey Ticknor
Recorder: Shelle Cassell
Agenda Items
Undocumented Student Grant Information
Giles Brown shared trend data from Fall 2010 through Spring 2013 on the number of students
and total credit hours awarded/transmitted through the Undocumented Student Grant program
that the Financial Aid Office administers. There is $10,000 allocated annually for this fund, and
the discussion focused on whether or not to increase the allocation in next year’s budget.
Members were interested in maintaining the $10,000, and would consider an increase as the
budget process moves forward. Some felt it would be appropriate to look at increasing all of the
institutional scholarships during the budget process. It was noted that undocumented students
are eligible for all scholarships, this is an additional award.
Action/Motion: No action necessary.
Budget Requests for Personnel
Giles Brown reminded members to use the "Enhanced" column to request an additional
employee, and to please enter any related non-salary expenses and then email him about the title
and salary since he is responsible for adding benefits calculations. He reviewed the budget
preparation calendar. Members agreed that the enrollment goals are feasible, but the budget will
be based on the assumption of flat enrollment.
Action/Motion: No action necessary.
Searching the Online Schedule of Classes
Brandy Fair asked about the class notes options of the online class listings. Members viewed the
current options and then previewed a demonstration of the improvements that are planned. Gary
Paikowski said that a demonstration will be held this week for instructional personnel. Casey
Ticknor will hold a training session for program assistants and others who enter course listings,
hopefully this week. Members expressed interest in using a more user-friendly term in place of
‘Flex’ in the term search selection box.
Action/Motion: Information and Training sessions will be scheduled.
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Catalog Revisions
Brandy Fair asked if the catalog revisions could be made by faculty to simplify the editing
process. Final sign off on the 2013-14 General Catalog is scheduled for next week.
Action/Motion: No action taken.
Professor Emeritus
Brandy Fair presented a revised proposal for retiring faculty to be honored with Emeritus status.
She reported that the faculty committee had made edits to the process, added a community
service element, and reviewed at least six other college’s criteria for ideas. Dr. McMillen asked
for clarity on the ability of the president to make a nomination, and Jeanie Hardin asked if
faculty who meet the qualifications but retire as administrators are eligible. Staff and
administrator Emeritus honors would be handled separately.
Action/Motion: Brandy Fair will ask the Committee to consider the edits and return with a final
proposal.
Dual Credit Policy
Dr. McMillen explained that the Legislature is considering a tighter description of Dual Credit
courses and their eligibility for state reimbursement. He asked for input on the college’s
continuance of offering tuition waivers if the state was going to stop contact hour
reimbursement. The current scenario from Austin would reimburse core and technical courses
only. Members agreed that we should only provide waivers for those courses that are reimbursed.
The difficulty in monitoring students’ courses for the purpose of calculating tuition/fees was
discussed. Dr. McMillen asked members to consider ripple effects of the legislative action for
future discussion.
Action/Motion: No action necessary at this time.
2013-14 Academic Calendar & Current Year Calendar Change
Jeanie Hardin presented the academic calendar for approval. Discussion included Thanksgiving
and Independence Day holidays, a correction on the day/date for the four-day week to begin, and
the desired date to return to a five-day week. It was noted that TAPS does not operate on Good
Friday. Jeanie said most professors did not believe that was a major factor in attendance that day.
Dr. McMillen proposed that the 2012-13 Calendar be amended to start the four-day week on
May 20, 2013. Employees would return to a five-day week as scheduled, beginning Monday,
August 5, 2013.
Action/Motion: The Council unanimously approved the motion by Giles Brown, second by
Gary Paikowski to approve the change to the current year academic calendar, to reflect the four-
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day week beginning May 20, 2013. Jeanie Hardin will revisit the 2013-14 Calendar with Gary
Hensler and bring it back for approval.
Policies and Procedures Manual Update 28
Dr. McMillen asked members to review and become familiar with the changes made in the
TASB Update 28 of the Policies and Procedures Manual. The Board will take action at a future
meeting.
Action/Motion: No Council action necessary.
Dental Assisting Program (Full Compliance 2014)
Dr. McMillen clarified that the College is continuing to follow up and report as necessary.
Action/Motion: No action necessary.
Plus 50 Encore Completion Program / Grant
Dr. McMillen reported that Kate Corder will serve as the coordinator for this grant. The grant
aligns curriculum with work experiences of students aged 50-plus in an effort to help them
complete a certificate or degree faster.
Action/Motion: No action necessary.
Music Professor Replacement
Jeanie Hardin requested approval to begin the search for a full-time Music Professor to fill the
vacancy of James Dering.
Action/Motion: The Council unanimously approved the motion by Jeanie Hardin, second by
Brandy Fair, to replace the full-time Music Professor as requested.
Welding Rodeo – Use of Parking Lot
Jeanie Hardin requested, on behalf of the Welding Rodeo Committee, permission for Parking Lot
8 to be reserved for Welding Rodeo set up and activities beginning at noon Thursday, May 9
through the evening of Friday, May 10.
Action/Motion: The Council unanimously approved the motion by Giles Brown, second by Roy
Renfro, to approve the request.
Professional Development Day(s) 2013-14
Jeanie Hardin asked for feedback and ideas on next year’s Professional Development plan. The
Committee has proposed September 20 or 27 for the Fall. Spring dates are to be determined. Roy
Renfro said the Viking Challenge Golf Tournament is scheduled for Sept. 27. Jeanie asked if
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there were funds available for outside speakers and food. Giles Brown requested that, if
allocated, the funds be kept in the current staff/professional development account instead of
establishing a new line item. Suggestions for presentations included using campus expertise or
considering an outside speaker for the Fall session and in-house expertise in the Spring. Giles
asked members to weigh in on other in-house staff development activities that were offered this
year (example: Care Team), and were they beneficial?
Action/Motion: No action necessary.
Email Archive Clarification
Gary Paikowski clarified the use of archived email through Google. He said that any designated
college employee can conduct an email search and retrieval. The college pays for unlimited
archive space (approx. $7000/year). Archived emails include all current email, not just from this
point forward.
Action/Motion: No action necessary.
April 2, 2013
Vice President for Student Services Replacement
Dr. McMillen solicited an email vote to begin the search for a Vice President of Student
Services.
Action/Motion: Through email votes, the Council approved the request to begin a search for the
Vice President of Student Services.
April 4, 2013
2013-2014 Academic Calendar
Jeanie Hardin solicited an email vote to approve the revised Academic Calendar as emailed to
members.
Action/Motion: Through email votes, the Council approved the revised calendar as submitted.
[A copy is attached to these minutes.]
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2013-2014 Calendar
Fall 2013
Aug
Sep
Oct
Nov
Dec
26
2
21
28-29
9-12
M
M
M
R-F
M-R
Dec
Dec
Dec
Jan
14
17
20
3
S
T
F
F
Fall Classes Begin
Holiday-Labor Day
2nd 8-week classes begin
Holiday – Thanksgiving
Final examinations – day, evening, internet, and
2nd 8-week classes
Winter Commencement
Winter Minimester Begins
Administrative offices close at 4:00pm
Winter Minimester ends
Spring 2014
Jan
Jan
Jan
Jan
Mar
Mar
May
6
13
20
21
10-14
24
12-15
M
M
M
T
M-F
M
M-R
May
May
May
May
Jun
17
19
20
26
5
S
M
T
M
R
Administrative offices Re-open, 8:00 am
Faculty returns
Holiday – Martin Luther King, Jr. Day
Spring classes begin
Spring Break
2nd 8-week classes begin
Final examinations – day, evening, internet, and
2nd 8-week classes
Spring Commencement
Four-day week schedule begins
Minimester classes begin
Holiday – Memorial Day
Minimester ends
Summer 2014
Jun
Jul
Jul
Jul
Jul-Aug
Aug
Aug
Aug
9
4
9-10
14
30-31
4
13-14
25
M
F
W-R
M
WR
M
W-R
M
Summer I classes begin
Holiday-Independence Day – offices closed, no classes
Final examinations – Summer I day classes
Summer II classes begin
Final examinations – Summer I evening classes
Five-day week schedule begins
Final examinations – Summer II day classes
Fall semester classes begin
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