Executive Council Minutes
June 4, 2014
Present: Jeremy McMillen, Giles Brown, Jeanie Hardin, Lorie Lefevers, Gary
Paikowski, Regina Organ
Guest: Andy MacPherson
Recorder: Shelle Cassell
Agenda Items
Alertus Demonstration
Recent emergency drills have given insight on how to improve communication with people
inside campus buildings. Andy MacPherson demonstrated new Alertus equipment that has
flashing lights, a large text message display and voice commands. The system is ADA
compliant. The goal is to have audio and visual alerts in each building.
Action/Motion: The Council asked Andy and Giles Brown to determine which rooms have
speakers/sound PA systems, and if the voice command unit can tie into those systems. They
requested the two pursue the most efficient and cost effective method of implementing the
communication system.
Employee References Policy
Giles Brown presented a new policy designed to reduce the risk to the institution related to
employment references and verifications. The proposal suggested by the Human Resource office
would require all reference and verification requests to be directed to the HR office. Members
discussed several scenarios and that our application process requires references from other
employers. Most members were interested in a more friendly alternative that would have the
person sign a release form that would allow some reference dialogue to occur, but with some
controls to limit risk to the institution. All agreed that any new policy would need to be
accompanied by training to college employees on what cannot be disclosed.
Action/Motion: Giles Brown will revise the proposal for consideration at the next meeting. The
goal is to ask the Board to consider a policy during its June meeting.
ERP On-Campus Demonstrations
Members discussed the schedule for the half-day on-site ‘discovery’ sessions that have been
requested by vendors, as well as the two-day on-site demonstration sessions that are being
organized for key users to understand each of the vendor products. Giles Brown reminded
members that the RFP date has been moved from Friday, June 13, to Monday, June 16.
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Action/Motion: Gary Paikowski will distribute a schedule of the sessions along with agendas.
GF (Local) Update & TASB Update 29
Giles Brown proposed changes to the policy to address the new electioneering laws and to
update the college facility use guidelines. A new law allows electioneering on public property,
but gives the option of enacting reasonable regulations concerning the time, place and manner of
the electioneering. Giles proposed that the college designate the areas near the main entrances of
both the Main and South Campuses. These areas would limit the risk of property damage, allow
for the health and safety of the electioneer, and would not be disruptive to the campus
community. The proposal also includes a maximum sign size as to not obstruct traffic. Giles
asked for input on the facility use section of the policy and will return with a final
recommendation.
Action/Motion: Giles Brown will finalize the policy for consideration at the next meeting. The
Board will consider the recommendation at its June meeting.
In a related policy discussion, Dr. McMillen asked the Vice Presidents to review Policy Update
29 – Legal and Local for operational impact and, if needed, bring information back to the
Council to discuss before the Board adopts the TASB updates at its June meeting.
Action/Motion: Shelle Cassell will send a list of all policies that have been approved by the
Board over the last 24 months so Vice Presidents can compare them against changes in Update
29 to confirm that changes don’t inadvertently contradict each other.
Announcements & Follow-up
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Jeanie Hardin distributed the tentative plans for 2014-15 Perkins allocations.
Regina Organ reminded members about the admissions and financial aid processes for
homeschool students and students who attend unaccredited high school programs.
Admission can be addressed through several means; however, financial aid rules require
the student to prove ‘ability to benefit’, which is usually demonstrated through
completion of high school or state-approved documents.
Gary Paikowski reported that a good candidate for the Database Administrator position
had been interviewed. He would let members know if an offer was accepted.
Members briefly discussed a possible AtD initiative regarding attendance. One challenge
in the attendance requirement is making it easy for professors to document and report.
Options to simplify that task will be explored throughout the coming year.
JUNE 5 EMAIL REQUEST TO APPROVE PERSONNEL CHANGE:
Request to Fill Position
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Regina Organ requested (via email) permission to begin the search for the Veterans position. A
position was approved in last year’s budget for a full-time position in Financial Aid at the South
Campus. That position has not yet been filled. In budget discussion, Regina asked for that
position to be moved to the Veterans office to help serve that growing program. She asked
members for approval to begin the search to fill the position.
Action/Motion: By email, Council members unanimously approved the request to move
forward with the Veterans position.
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