Mott Community College
Board of Trustees
Regular Meeting
Monday, August 24, 2015
Room 1301
Regional Technology Center
AGENDA
The mission of Mott Community College is to provide high quality,
accessible, and affordable educational opportunities and services that
cultivate student success and individual development and improve the
overall quality of life in a multicultural community.
125
Board of Trustees
Charles Stewart Mott Community College
Regular Meeting, August 24, 2015
Volume 46
AGENDA
I.
CALL TO ORDER
II.
ADDITIONS TO THE AGENDA
III.
ADOPTION OF THE AGENDA
IV.
SPECIAL PRESENTATIONS
Special Recognition
– Dr. Amy Fugate, Vice-President, Academic Affairs
V.
COMMUNICATIONS
VI.
COMMENTS FROM THE PUBLIC
VII.
APPROVAL OF MINUTES
Approval of Regular Meeting Minutes of June 22, 2015
VIII.
INFORMATIONAL REPORTS
Acceptance of Standing Board Committee Reports:
1. Personnel (Joseph, Norwood, Turner)
2. Finance/Audit (Koegel, Freeman, Snell)
76-76k
Other Reports:
1. 2015-2016 Goals & Objectives Committee (Turner, Croudy, Freeman)
IX.
UNFINISHED BUSINESS
X.
NEW BUSINESS
Consent Agenda:
1.38 Treasurer’s Report for July 2015
Individual Items:
1.39 General Office Supplies Consortia Contract – Purchase Award
1.40 High Speed Wide Area Network Link – Purchase Award
1.41 Confirmation of Addition of Associate Vice-President for
Institutional Advancement to Executive Cabinet
XI.
ADMINISTRATIVE ITEMS
President’s Report
XII.
MISCELLANEOUS BUSINESS
Comments from Board Members
XIII.
EXECUTIVE SESSION
ADJOURNMENT
127-131
132-133
134-135
136
137
126
FOR ACTION
Board of Trustees
Charles Stewart Mott Community College
Regular Meeting, August 24, 2015
Volume 46
1.38
Treasurer’s Report for July 2015
This resolution is recommended.
Be it Resolved, That
The Charles Stewart Mott Community College Board of Trustees
Receives the financial report of the College for the month of July 2015 as presented by the
Administration.
Reviewed and Submitted By:
_____________________________________
Lawrence A. Gawthrop
Chief Financial Officer
Date: August 24, 2015
Board Policy Statement Reference: 3100 – Budget Adoption
General: The annual budget represents the programmatic direction and vision of the College. It is also
designed to meet both the legal requirements and needs of the College.
127
July Treasurer’s Report
Larry Gawthrop, CPA
Chief Financial Officer
August 24, 2015
Summary of Expenditures:
Month of July’s Spending:
General Fund:
All Other Funds:
Total:
$
$
$
3,767,187
1,998,818
5,766,005
Comments on General Fund Financial Statements:

Statement of Revenues, Expenditures and Changes in Net Assets
In summary, total revenues for the one month ended July 31, was approximately $11.6
million, representing 15.6% of the annual budget, up from 15.2% a year ago. The
most significant change was in the Tuition and fees, which is discussed further below.
Expenditures for the one month were $4.2 million, which represents 5.7% of the
annual budget, compared to $3.1 million and 4.1%, one year ago.
Revenues
Tuition and fees revenues are $11.1 million, $117 thousand more than last year and
32.2% of the budget, compared to 30.7% at this time last year.
Property taxes collected are roughly $289 thousand. The amount budgeted is $17.6
million, $225 thousand or 1.3% more than the 2014-2015 fiscal year and is based on
final taxable value figures provided by the Genesee County Equalization Department.
State appropriations payments for FY 2015-16 are paid in eleven monthly
installments starting in October. The total budgeted amount for the current fiscal year
is $18.6 million or roughly $150 thousand more than last year excluding the UAAL
stabilization pass-through and renaissance zone reimbursement.
128
Expenditures
Salaries and Wages are roughly $1.3 million, or 3.6% of the annual budget, compared
to $1.6 million and 4.2% a year ago.
Fringe Benefits are at $789 thousand, or 4.1% of the budgeted amount compared to
$626 thousand and 3.2% of the budget one year ago. The increase in this line item is
directly attributed to the UAAL stabilization payment received by the State of
Michigan that is directly remitted to the Office of Retirement Services (ORS) for the
unfunded retirement obligation.
Other Expenditures
A majority of the changes in the Other Expenses area for July is due in large part to
an decrease in the utilities and insurance attributable in part to energy savings, increase
in operations and communications due to a timing difference in an Ellucian licensing
payment, and an increase in the transfer line related to making the transfers earlier than
the prior year.

Balance Sheet
Total Assets are at approximately $21.6 million, up $2.2 million from last July. The
largest differences are a $789 thousand increase in Cash and cash equivalents, a $152
thousand decrease in Due from other funds and a $142 thousand increase in State
appropriation receivable and a $742 thousand increase in Accounts receivable. The
Accounts receivable increase is due in part to the college implementing a payment plan
for the summer semester where the final payment was due August 1, and a reduction
of the allowance for doubtful accounts
Due to/Due from Other Funds result from the College maintaining one checking
account for all of its funds; deposits and disbursements. This necessitates the shortterm “loaning” or “borrowing” between the funds throughout the year depending on
which funds revenue or expenditures are being deposited or paid out. Each month
the accounting department clears these “due to’s” and “due from’s” respectively
assigning the activity to the proper fund. However, significant activity can occur after
these transfers are completed, causing large variances when compared to the previous
period.
At roughly $5.9 million, Total Liabilities are up $856 thousand from the prior year.
The most significant changes were increases in Accounts payable and a decrease in
Accrued payroll and related liabilities. The accounts payable increase was the result
of paying our health and retirement payments later this year than the prior year and
the decrease in the accrued payroll and related liabilities was the result of having less
payroll expenses than the prior year.
Comments on spending from other funds:

Of the roughly $2 million expended in the other funds $103 thousand was expended
out of the Maintenance and Replacement funds, and the remaining $1.7 million
out of the Agency, Scholarships, and Federal Grants, for grant activities and
student scholarships.
129
Mott Community College
General Fund
Statement of Revenues, Expenditures and Changes in Net Assets - Modified Accrual
For the 1 Months Ended July 31, 2015
With Comparative Totals at July 31, 2014
FY 2014-2015
Budget
YTD Actuals
as of 7/31/15
Actual to
Actual $
Change
YTD Actuals
as of 7/31/14
Actual to
Actual %
Change
Revenues:
Tuition and fees
Property taxes
State appropriations
Ballenger trust
Grants and other
$
34,598,876 $ 11,135,793 $
17,663,093
289,306
18,575,538
1,942,482
161,612
1,822,979
25,084
11,018,466
302,820
147,147
26,370
74,602,968
11,611,795
11,494,803
Salaries and wages
Fringe benefits
Contracted services
Materials and supplies
Facilities rent
Utilities and insurance
Operations/communications
Transfers out
Equipment and Improvements
37,191,013
19,415,434
5,390,893
2,266,365
174,625
2,802,800
5,221,634
1,659,704
230,500
1,341,963
789,641
164,448
83,322
29,488
197,692
605,925
1,029,930
-
1,578,027
626,887
168,516
70,802
26,988
246,561
405,476
-
236,064
(162,754)
4,068
(12,520)
(2,500)
48,869
(200,449)
(1,029,930)
-
14.96%
-25.96%
2.41%
-17.68%
-9.26%
19.82%
-49.44%
0.00%
100.00%
Total expenditures
74,352,968
4,242,409
3,123,257
(1,119,152)
-35.83%
250,000
7,369,386
8,371,546
(1,002,160)
-11.97%
Total revenues
$
117,327
(13,514)
14,465
(1,286)
1.06%
-4.46%
0.00%
9.83%
-4.88%
116,992
1.02%
Expenditures:
Net increase/(decrease) in net
assets
130
Mott Community College
General Fund
Balance Sheet - Modified Accrual
July 31, 2015
With Comparative Totals at July 31, 2014
As of
July 31
2015
Assets
Current Assets
Cash and cash equivalents
Due from other funds
State appropriation receivable
Accounts receivable - net of allowance
for uncollectible accounts ($4,272,881
for 2015 and $3,777,951 for 2014)
Inventories
Prepaid expenses and other assets
Total Assets
$
As of
July 31
2014
$
Change
7,199,325 $
2,159,154
1,663,621
6,409,403 $
2,007,287
1,521,543
789,922
151,867
142,078
9,629,875
74,972
880,164
8,887,501
48,024
540,766
742,374
26,948
339,398
$
21,607,111 $
19,414,524 $
2,192,587
$
1,613,540 $
1,660,883
12,457
177,218
407,095 $
1,899,164
14,526
151,457
1,206,445
(238,281)
(2,069)
25,761
3,464,098
2,472,242
991,856
Accrued termination pay
2,386,762
2,522,328
(135,566)
Total Liabilities
5,850,860
4,994,570
856,290
Net Assets
Unrestricted
15,756,251
14,419,954
1,336,297
Total Net Assets
15,756,251
14,419,954
1,336,297
21,607,111 $
19,414,524 $
2,192,587
Liabilities and Net Assets
Current Liabilities
Accounts payable
Accrued payroll and related liabilities
Deposits held for others
Other accrued liabilities
Total Current Liabilities
Total Liabilities and Net Assets
$
131
FOR ACTION
Board of Trustees
Charles Stewart Mott Community College
Regular Meeting, June 22, 2015
Volume 46
1.39
General Office Supplies Consortia Contract – Purchase Award
Mott Community College (MCC) will be changing vendors for the purchase of general office
supplies, materials and consumables. A request for proposals (RFP) was issued on May 18,
2015 to four (4) vendors spanning six (6) different consortia contracts. The RFP was
targeted to vendors who have existing publicly bid contracts through various consortia
agencies. These contracts pool the purchasing volume of multiple entities and enable MCC
to realize greater savings and potential rebates on purchases than if MCC were to bid only its
own purchasing volume requirements. Two (2) complete proposals were received on June 8,
2015.
On the basis of the preceding information, the following resolution is recommended.
Be it Resolved, That
The Charles Stewart Mott Community College Board of Trustees
Authorizes the Administration to award the bid and enter into a five (5) year contract
for general office supplies, materials & consumables with Staples Advantage valued
at an estimated amount of $118,000 [one hundred eighteen thousand dollars and
zero cents].
Reviewed and Submitted By:
_____________________________________
Lawrence A. Gawthrop
Chief Financial Officer
Date: August 24, 2015
Board Policy Statement Reference: 4410 – Purchasing
General: Purchases should be based on quality and price. Qualified vendors should have the opportunity to bid
on College purchases. This policy is established to ensure that sound business practices are followed in the
purchase of furnishings, equipment, materials, goods and supplies.
132
General Office Supplies Consortia Contract
Evaluation Tabulation
June 8, 2015
Vendor
Staples Advantage
30812 Artesian Dr
Milford, MI 48381
Office Depot
6600 N Military Tr
Boca Raton, FL 33496-2434
Quill Corporation
100 Schelter Rd
Lincolnshire, IL 60069
Bid Valuation
$117,963.99
$157,833.12
Declined to bid
133
FOR ACTION
Board of Trustees
Charles Stewart Mott Community College
Regular Meeting, June 22, 2015
Volume 46
1.40
High Speed Wide Area Network Link – Purchase Award
Mott Community College (MCC) will be changing service providers for a high speed wide
area network (WAN) link connecting the Flint campus with both Livingston Center and
Northern Tier Center. The WAN link transmits data and phone on a private network
between these locations. This change is expected to provide a small net savings to the
College over the current provider. A request for proposals was posted to
www.bid4michigan.com on May 15, 2015. Five (5) complete proposals were received on
June 10, 2015.
One the basis of the preceding information, the following resolution is recommended.
Be it Resolved, That
The Charles Stewart Mott Community College Board of Trustees
Authorizes the Administration to award the bid and enter into a three (3) year
contract for the High Speed Wide Area Network Link service to Comcast Business
Communications, LLC, 1701 JFK Boulevard, Philadelphia, PA 19103, in the
amount of $91,212.00.00 [ninety-one thousand two hundred twelve dollars and zero
cents].
Reviewed and Submitted By:
_____________________________________
Dr. Amy Fugate
Vice-President, Academic Affairs
Date: August 24, 2015
Board Policy Statement Reference: 4410 – Purchasing
General: Purchases should be based on quality and price. Qualified vendors should have the opportunity to bid
on College purchases. This policy is established to ensure that sound business practices are followed in the
purchase of furnishings, equipment, materials, goods and supplies.
134
High Speed Wide Area Network Link
Bid Tabulation
June 10, 2015
Vendor
Bid
Comcast Business Communications, LLC
1701 JFK Blvd
$91,212.00
Philadelphia, PA 19103
Merit Network
1000 Oakbrook Dr Ste 200
$106,230.00
Ann Arbor, MI 48104
Windstream Services, LLC
4001 Rodney Parham
$110,695.68
Little Rock, AR 72212
123.Net
24700 Northwestern Hwy Ste 700
$129,492.00
Southfield, MI 48075
Cogent Communications Inc.
Headquarters
$197,280.00
2450 N St NW
Washington, DC 20037
Prices reflect a bandwidth configuration of 100 Mbps for main campus and 50 Mbps each for
Livingston Center and Northern Tier Center for a term of three (3) years.
135
FOR ACTION
Board of Trustees
Charles Stewart Mott Community College
Regular Meeting, June 22, 2015
Volume 46
1.41
Confirmation of Addition of Associate Vice-President for Institutional Advancement to
Executive Cabinet
The President has identified a need to focus on the College’s marketing, communication, and
branding efforts. She has also identified that the College does not have a central area
dedicated to fostering internal and external awareness, understanding, and support for the
College.
As a result, the President has announced that the Office of Marketing & Public Information
and the Foundation for Mott Community College would be merged into a Department of
Institutional Advancement, and that an Associate Vice-President for Institutional
Advancement would be hired, who would serve as a member of the Executive Cabinet.
Per Board Policy 2100 (College President), the appointment of members of the Executive
Cabinet require confirmation by the Board of Trustees.
On the basis of the preceding information, the following resolution is recommended.
Be it Resolved, That
The Charles Stewart Mott Community College Board of Trustees
Confirms the addition of the Associate Vice-President for Institutional Advancement
as a member of the President’s Executive Cabinet.
Reviewed and Submitted By:
_____________________________________
Beverly Walker-Griffea, Ph.D.
President
Date: August 24, 2015
Board Policy Statement Reference: 2100 – College President (Authority)
The President has the full authority to conduct the operations of the College as authorized by law and in
accordance with the policies, mission, and goals adopted by the Board. Additionally, the Board of Trustees
delegates authority to the President to do the following:
(2). Appoint Executive Cabinet members with confirmation by the Board.
136
President’s Report
Regular Board of Trustees Meeting
August 24, 2015
1. Executive Summary
2. Introduction of New Hires
3. Upcoming Dates:
*****
September 3. 2015
September 7, 2015
September 8, 2015
September 18, 2015
September 23, 2015
September 28, 2015
All Employee Kick-Off Breakfast, 7:30 a.m.,
Genesys Conference Center, Grand Blanc
College Closed for Labor Day
First Day of Fall Classes
2015-2016 Goals & Objectives Committee, Time TBD,
CM1019
Finance/Audit Committee, 12:00 p.m., CM1019
Personnel Committee, 4:00 p.m., CM1019
Board Dinner, 5:45 p.m., RTC1107
Committee of the Whole, 6:30 p.m., RTC1301
Board Meeting, 7:30 p.m., RTC1301