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BOARD OF TRUSTEES MEETING Action & Information Report

Board Meeting Date: January 12, 2015

TO: JCC Board of Trustees FROM: Dr. Daniel J. Phelan, President

Subject to be Discussed and Policy Reference:

4.0 Board Reorganization

(BOARD POLICY: Board Job Description)

Executive Summary:

Every other year, following November elections, and at the direction of the Acting Board Chair (i.e., the Assistant Board Secretary), the Board reorganizes itself around the following Board elected positions: Board Chair; Board Vice Chair; Board Treasurer; and Board Secretary.

Additionally, the Board will need to consider the approval of the following positions, which are not formal Board positions, and do not possess any voting rights to the Board: Assistant Secretary to the Board, and the Assistant Treasurer to the Board. I am recommending that Sara Johnson, and Dale Dopp be appointed to these respective posts. For the purpose of initiating the reorganization process, Sara Johnson will serve as the Acting Board Chairperson. She will open the meeting, and then conduct the process of the election of the Chairperson for the January 2015-2017 period. Upon being duly elected, the Chair will undertake the leadership of election for the remaining Board Officers, as well as the balance of the meeting.

Resource Impact:

None

Requested Board Action:

Reorganization of the Board, and the appointment of Sara Johnson as Assistant Secretary of the Board, and Dale Dopp as Assistant Treasurer of the Board.

Action Taken:

MOTION BY TRUSTEE CRIST “To elect Trustee Mathein as Chair.” MOTION BY TRUSTEE LAKE “To elect Trustee Barnes as Chair. Secret ballot count resulted in Trustee Barnes being elected as Board Chairman for two more years.



Assistant Board Secretary Sara Johnson passed stewardship of the Board meeting to recently elected Chairman Mathein. MOTION BY TRUSTEE BARNES “To elect John Crist as Vice Chair, Donna Lake as Treasurer and Sheila Patterson as Secretary.” ROLL CALL VOTE WITH TRUSTEES BARNES, CRIST, HEINS, MATHEIN AND LAKE VOTING, AYE. MOTION PASSED UNANIMOUSLY. MOTION BY TRUSTEE CRIST “To appoint Sara Johnson as Assistant Secretary to the Board and Vice President Dale Dopp as Assistant Treasurer to the Board.” ROLL CALL VOTE WITH TRUSTEES BARNES, CRIST, HEINS, MATHEIN AND LAKE VOTING, AYE. MOTION PASSED UNANIMOUSLY.



TO: JC Board of Trustees FROM: Dr. Daniel J. Phelan, President


5.0 Communications

(BOARD POLICY: GOVERNANCE PROCESS: Governing Style)

Executive Summary:

The Jackson College Board of Trustee’s Governance Policy requires opportunities for communication with its various constituents. To that end, the following formal communication opportunities are provided.

5.1 Citizen Comments 5.2 Employee Comments’ 5.2.1 Joe Berry, Assistant Director of Facilities 5.3 Board Comments 5.3.1 Conflict of Interest Recognition 5.4 Student/Student Government Comments

In addition, the following communications are included on the agenda for meeting records and additional operational communications:

5.5 Consideration of Regular Meeting Minutes of December 8, 2014 5.6 Marketing Report

Resource Impact:

None


Receipt of comments, minutes and marketing report.

Action Taken:

None

http://www.jccmi.edu/administration/president/Board/Meetings/MarketingPacks/2015/January/MarketingPackJan15.pdf

REGULAR MEETING OF THE BOARD OF TRUSTEES Jackson College, JC @ LISD-TECH, Room 214 Adrian, Michigan December 8, 2014 The regular meeting of the Board of Trustees of Jackson College, Jackson County, Michigan, was held on Monday, December 8, 2014 at 1376 N. Main Street, Adrian, Michigan 49221. Chairman Samuel Barnes called the meeting to order at 6:34PM Eastern Standard Time. Board Members Present: Chairman, Samuel Barnes; Vice Chairman, John Crist; Treasurer, Donna Lake; Secretary, Sheila Patterson; Trustee, Phil Hoffman and Trustee, Dr. Ed Mathein. Excused Absence: Trustee, Matt Heins Others Present: Dr. Daniel Phelan, Dr. Rebekah Woods, Cindy Allen, Dale Dopp, Sara Johnson, Jason Valente, Dotty Karkheck, Kyle Griffith, Mallory Frailing, Steven Tuckey, Alana Tuckey, Michael Masters, Tina May and Kelly Chambers. COMMUNICATIONS Citizen Comments Kyle Griffith, LISD Assistant Superintendent, Instruction and General Services shared comments on the relationship with the LISD and Jackson College. Lolita Cooper, parent of a Jackson College Student shared her concerns regarding issues her son is having at the College. President Phelan indicated that he would ensure that her situation was reviewed and addressed where possible. Employee Comments Mallory Frailing, Assistant Director of Admissions introduced herself to the Board and shared updates occurring at JC @ LISD. Board Comments There were no new conflict of interests. Trustee Crist shared how pleased he was with the use of the Potter Center and dining services for CP Federal’s Holiday party. Student/Student Government Comments There were no updates from Student Government.

Consideration of Minutes The minutes of the regular Board meeting on November 10, 2014 were approved with a correction. Marketing Report Dotty Karkheck, Director of Marketing, provided highlights from the Marketing report for the month, reviewed recently received awards, and addressed questions from the Board. College Feature Michael Masters, Dean of JC @ LISD-TECH shared with the Board that he is happy to be back with the College, following his work with the Jackson Preparatory & Early College, and shared a couple of campus updates with the Board. ACTION ITEMS Consideration to Move February 2015 Board Meeting Date President Phelan asked the Board to consider moving the February 9, 2015 Regular Meeting to February 23, 2015 due to a conflict with the AACC/ACCT National Legislative Summit. MOTION BY TRUSTEE MATHEIN “To move the February 9, 2015 Regular Board Meeting to February 23, 2015.” MOTION PASSED UNANIMOUSLY. Second Reading: Budget/Forecasting and Board Monitoring Reports President Phelan presented the Budget/Forecasting and Board Monitoring Reports policies. MOTION BY TRUSTEE HOFFMAN “To approve the Budget/Forecasting and Board Monitoring Reports.” MOTION PASSED UNANIMOUSLY. Consideration of Resolution Amending Sponsorship of the Issuance of Bonds on Behalf of Jackson College President Phelan asked the Board to consider approving the Resolution Amending Sponsorship of the Issuance of Bonds on Behalf of Jackson College. These bonds are in support of the development of additional student housing on the Central Campus, CV#3. MOTION BY TRUSTEE LAKE “To approve the Resolution Amending Sponsorship of the Issuance of Bonds on Behalf of Jackson College.” MOTION PASSED UNANIMOUSLY. INFORMATION ITEMS Dean’s List: Dr. Rebekah Woods, Provost Provost, Dr. Rebekah Woods shared information regarding the Dean’s List including the criteria to receive the honor. First Reading: Financial Condition and Asset Protection The Financial Condition and Asset Protection Reports policies were presented for the Board’s first consideration. Safety and Security Board Monitoring Report Cindy Allen, Vice President of Administration and Human Resources presented the Safety and Security Monitoring Report and addressed questions from the Board.

President’s Report President Phelan provided an update of significant College initiatives, legislative and academic matters. ADJOURN MOTION BY TRUSTEE HOFFMAN “To adjourn.” MOTION PASSED UNANIMOUSLY. Meeting adjourned at 7:26PM. The foregoing minutes of the regular meeting of the Board of Trustees held on Monday, December 8, 2014 were approved at the regular meeting of the Board held on January 12, 2015.

_______________________ Secretary

_______________________ Chairman

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BOARD OF TRUSTEES MEETING

Action & Information Report Board Meeting Date: January 12, 2015

MEETING DATE: ___________________



6.0 Treasurer’s Report

(BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board)

Executive Summary:

Enclosed for your consideration is the 2nd quarter financial report. Vice President of Finance, Dale Dopp and I will respond to any questions you have about this Q2 report.

Recall that monthly financials are posted on the College’s web page at:

http://www.jccmi.edu/administration/president/Board/Meetings/

Resource Impact:

None


None

Action Taken:

None

http://www.jccmi.edu/administration/president/Board/Meetings/

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7.1 Selection of Representatives for Outstanding Award Committees


Executive Summary:

This is the time of year where a Board appointee is selected to serve on the Outstanding Award Committees. Recall that there are four award committees: Student, Support Staff, Faculty and Administrator. I ask that, should you choose to appoint representatives, that you consider appointing Board representation to all four award committees.

Last year, Trustee Heins and Trustee Hoffman served on last year’s committee(s). Note: This is a Board prerogative and not a requirement of Policy Governance, nor is it part of the College’s current committee/council structure. Recall that the Board does not sit on other similar committees with other employee groups.

Resource Impact:

None


Consideration of appointment of Board representation to the Outstanding Award Committees.

Action Taken:

Trustees Lake, Barnes and Heins agreed to assist with the Outstanding Award Committees.





7.2 Consideration of Spring Board Planning Session

(BOARD POLICY: GOVERNANCE PROCESS: Board Planning and Agenda)

Executive Summary:

In accordance with the Board Policy, a spring planning session must be scheduled no later than April. Vital elements of this session will include Student Housing, International Initiatives, 5-Year Master Plan, FY ’15 budget development, millage consideration, and Instructional Programs. I encourage you to let the Chairman know if you have items you would like included in the agenda. I propose that we hold the Spring Planning Session at the Wickwire House beginning at 8AM and running through 4:30 PM on Wednesday, March 18, 2015.

Resource Impact:

Minimal meeting expense of food.


Approval of the Spring Board Planning Session.

Action Taken:

Due to a conflict, this agenda item was tabled until the February Board meeting to find a date that will work for all trustees.





7.3 Consideration to Hold the May Board Meeting at the W.J. Maher Campus

(BOARD POLICY: GOVERNANCE PROCESS: Board Planning and Agenda)

Executive Summary:

Per the By-Laws Policy, it may be appropriate to occasionally hold a Regular Board Meeting within the College’s service area. With Phase II Construction slated for completion in April, the timing will be appropriate for a meeting to be held at the Maher Campus. I ask for your consideration to hold the May 11, 2015 Regular Board Meeting at our W.J. Maher Campus in Jackson, Michigan. If approved, we will arrange for a short tour of the facilities enhancements as well as dinner prior to the meeting.

Resource Impact:

None


Approval to hold the May Board Meeting at the W.J. Maher Campus.

Action Taken:

MOTION BY TRUSTEE HEINS “To hold the May Board meeting at the W.J. Maher Campus.” MOTION PASSED UNANIMOUSLY.

BOARD OF TRUSTEES MEETING

Action & Information Report Board Meeting Date: January 12, 2015

MEETING DATE: ___________________



7.4 Second Reading: 7.4.1 Financial Condition

7.4.2 Asset Protection

(BOARD POLICY: MONITORING: Policy Governance)

Executive Summary:

The enclosed policies are presented for the Board’s second reading consideration.

All input from the Board of Trustees has been incorporated in the policies presented, and recommendations for changes are highlighted in color for ease of review. There have been no additional changes proposed since the previous board meeting wherein these polices were proposed for consideration.

The URL’s below may be helpful in referencing the existing policies.

Financial Condition

Asset Protection

Resource Impact:

None


Approval of revised policy recommendations.

Action Taken:

MOTION BY TRUSTEE HEINS “to approve the Financial Condition and Asset Protection policies as presented.” MOTION PASSED UNANIMOUSLY.

http://www.jccmi.edu/policies/Board/Policies/0205.pdf


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8.1 Consideration of Distinguished Service Award Nominations


Each year in March, the Board identifies a recipient for recognition of the Distinguished Service Award. I recommend early submission of nominees this month and have enclosed is a listing of previous recipients to begin discussions. Recall that our policy provides that any trustee that has served for two or more terms on the Board of Trustees is automatically awarded this recognition. Formal consideration and selection of the Distinguished Service Award recipient will be brought forth for Board consideration in March. I encourage the Board to advance a single recipient in order to maintain the exclusivity of this award.

Resource Impact:

None


Submit names for consideration at March Board meeting.

Action Taken:

None

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8.2 Board Self-Evaluation Results

(BOARD POLICY: ENDS: Policy Governance )

Each year, the Board undergoes a self-evaluation of its governance and performance as it relates to governing Jackson College. Chairman Barnes distributed, collected, and tabulated the results of the revised evaluation. This section of the agenda is reserved for the Chairman Barnes to review a summary of the findings of the Board Self-Evaluation. Should it be of interest, we could include specific elements for further discussion at the Spring Planning Session.

Resource Impact:

None


None

Action Taken:

None

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""





8.3 JPEC Update


The Jackson Preparatory & Early College has successfully completed its first term, and corresponding intersession. Given that Jackson College serves as the JPEC authorizer, I’ve asked Scott Bognar, President of Jackson Preparatory & Early College to be on hand to provide updates and answer any questions the Board may have.

Resource Impact:

None


None

Action Taken:

None





8.4 Millage Research


As part of her Masters Degree studies, Maggie Phelan worked with Dotty Karkheck to undertake research on the continual millage failures that the College has faced, and to determine areas wherein the College might undertake an informational effort to clarify weak points of past campaign efforts. As we continue conversations on a future millage pursuit, I have asked Maggie to present her findings to you and answer any questions you may have. In full disclosure, Maggie is my daughter. She worked on this project as part of her Master’s Degree requirements and was not paid for this work. She graduated from MSU in December 2014.

Resource Impact:

None


None

Action Taken:

None





8.5 First Reading 8.5.1 Communication and Counsel to the Board 8.5.2 Accreditation

(BOARD POLICY: MONITORING: Policy Governance )

Enclosed are policies presented for your initial, first reading consideration. Where possible, I have conducted a benchmarking review of peer institutions that utilize policy governance, and noted recommendations for change. Proposed changes are indicated in color. The following URL’s may be helpful to you in referencing existing board policies.

Communication and Counsel to the Board

Accreditation

Resource Impact:

None


Consideration of advancing the policies to the second reading.

Action Taken:

Readings were moved to second reading status.



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"’





8.6 Accreditation Board Monitoring Report


The enclosed Accreditation Monitoring Report focuses on validation of the College’s quality of work which is measured, in part, through third party assessments of operations, performance and outcomes at the institutional, as well as programmatic and departmental levels within the institution through the accrediting process. I will provide specific commentary regarding the current status of our regional institutional accreditation, and next steps in the normal cycle of the Academic Quality Improvement Program (AQIP) process through the Higher Learning Commission (HLC). I will present to present the report, provide updates, as well as address any specific Board questions.

Resource Impact:

None


None

Action Taken:

None

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8.7 President’s Report


I will provide an update of significant College initiatives, legislative matters, and a review of upcoming events. I will present to present the report, provide updates, as well as address any specific Board questions.

Resource Impact:

None


None

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