LANE COMMUNITY COLLEGE
BOARD OF EDUCATION MINUTES
January 12, 2011
1. Attendance
Board members present: Bob Ackerman, Pat Albright, Susie Johnston, Roger Hall, Gary LeClair, Tony McCown and Sharon Stiles. Also present were: President Mary Spilde; Vice President Sonya Christian; Chief Financial Officer Greg Morgan; Legal Counsel Meg Kieran; Lane Community College Education Association President Jim Salt; and Lane Community College Employees Federation President Bob Baldwin.
A. Chair McCown called the meeting to order at 6:32 p.m.
B. President's Report
I would like to express my sympathy and support for the families and victims of the January 8 shooting in Tucson. You may have read that the person was a student at Pima Community College and was identified as a student with issues. This week I asked employees to observe a moment of silence on their behalf. The congressional aide who was killed had family who worked at the college. We feel for everyone at Pima. The American Association of Community College has been fielding media questions about practices and policies at two-year colleges.
As you know, the state legislature is meeting this week to swear in officials, elect leadership, fill committee seats, and begin introducing bills. They officially begin session in February. They held a joint assembly Monday for Governor Kitzhaber's inaugural address which I attended. Representatives Bruce Hanna and Arnie Roblan were elected co-speakers of the House. Committee assignments have been made, with a senator and representative co-chairing each committee. Kitzhaber's inauguration represented a lot of firsts, including an Oregon governor serving a third term and the legislature beginning to hold annual legislative sessions. The state is facing a $3.5 billion deficit. Governor Kitzhaber intends to redesign state government and the things it funds. We should hear more about that on February 1 when he releases his budget.
We have set Lane Day at the Capital for Wednesday, April 27. This will be an opportunity for students, staff, and board members to go to the Capitol and talk to legislators.
I have been busy co-chairing Governor Kitzhaber's higher education transition team. The committee consists of the chancellor of a higher education institution, the community colleges workforce development commissioner, the president of Eastern Oregon University, and representatives of the Oregon Education Association, the American Federation of Teachers, and Service Employees International Union. I had a meeting with the governor this morning and will be doing a little more work, but that should be finalized this week. I don't know if he will accept our recommendations, but it is not looking good for anyone. Funding for education will be down but probably not as much as human services. It does not look promising.
Kitzhaber will be announcing a program called the National Career Readiness Certificate. The certificate will verify work skills and help employers to identify top job candidates. To get the certificate, job seekers take three tests in math, reading, and locating information. The tests will be given at Lane Community College and WorkSource Lane.
Facilities, Management and Planning accomplished a lot of work over winter break. They completed or made substantial progress on more than 20 bond and maintenance projects. I'd like to thank all of the staff who worked over the break to help complete improvements in Building 5 in time for winter classes.
Work continues on Downtown Campus planning, and we are scheduling the groundbreaking for Friday, March 4 with events at the site, the Library, and in the Atrium building.
We sold $19,355,000 in Recovery Zone Bonds on December 14. The net interest rate is 3.8 percent. The federal government will be contributing $10.1 million in interest subsidy over the life of the bond issue.
I attended Mayor Piercy's State of the City address last week. She talked about $100 million in investments in downtown renewal. It is notable that more than half of that is Lane's Downtown Campus.
Our women Titans basketball team ticked off another win for their national home game win record. The Titans have won 81 home games in a row. I'm sure they'll do it again this Saturday at 4 p.m. when they host Portland.
Earlier today I presented at the Eugene-Springfield Leadership Group, a program that brings together leaders in the community. The program is sponsored by the Eugene and Springfield Chambers of Commerce. Their focus today was on education, and I gave an overview of the role of community colleges and how Lane is preparing students to be the workforce of the 21st century.
Winter term registration is about the same as fall term. Both of these represent a 3.1 percent increase over winter term last year.
For your calendars, please note that this year's Martin Luther King Jr. community event is Monday, January 17 at the Hult Center. Lane students founded this event and continue to play a key leadership role. ASLCC will present awards during the reception from 4-6 p.m. The main program will feature award-winning slam poets Justin Long-Moton and Jay Davis, both of New York.
2) December Highlights
December highlights at Lane Community College as offered in the board mailing were presented.
3) Personnel
The college's current personnel appointments were presented.
C. Board Agenda Review/Changes
Discussion items 4.A.1, Downtown Campus CM/GC Selection, and 4.A.2, Downtown Campus Financial Projections, were reversed.
D. Statements from Audience
Susan Smith, student and women's basketball player, stated that the women's team has now won 81 consecutive home games. Smith invited the board to "Jam the Gym" night on January 29.
DeShawn Washington, student and men's basketball player, stated that he came to Lane from Oakland, California, and he appreciates the college, teachers, and classes. He asked the board to please come out and support the team.
2A. Consent Agenda
LeClair moved, and seconded by Stiles, to approve the Consent Agenda consisting of:
- The approval of the December 8, 2010 meeting minutes
- 2011-12 Academic Calendar
Motion passed unanimously.
3. Policy Review
A. Second Reading
1. Officers of the Board of Education, B.100
Johnston moved, seconded by Hall, to approve the second reading of board policy B.100, Officers of the Board of Education.
Motion passed unanimously.
POLICY NUMBER: B.100
POLICY TYPE: GOVERNANCE PROCESS
POLICY TITLE: OFFICERS OF THE BOARD OF EDUCATION
The board of education shall have as officers a chair and a vice chair to be elected by the board at its annual organizational meeting. The board shall then appoint the college president as the clerk of the district. Deputy clerks may also be appointed at this time to perform such duties as recommended by the president.
ADOPTED: November 9, 1998
REVISED: December 10, 2003
REVIEWED: January 9, 2008
REVIEWED: January 12, 2011
2. Board Job Description, B.120
Albright moved, seconded by Stiles, to approve the second reading of board policy B.120, Board Job Description.
Motion passed unanimously.
POLICY NUMBER: B.120
POLICY TYPE: GOVERNANCE PROCESS
POLICY TITLE: BOARD JOB DESCRIPTION
The job of the board is to represent the people of the college district in determining and assuring organizational performance.
The board is legally vested with final decision making in all matters of board policies, programs, facilities, budget, and personnel.
Consequently, the contributions of the board shall include:
1. The link between the organization and the citizens of the district.
2. Written governing policies which, at the broadest levels, address:
A. Ends: Organizational products, impacts, benefits, outcomes (what's good for which needs at what cost).
B. Executive Directions: Directions for executive authority which establish the prudent and ethical boundaries within which all executive activity and decisions must take place.
C. Governance Process: Specification of how the board conceives, carries out, and monitors its own task.
D. Board-President Relationship: How accountability/authority and duties are delegated and monitored.3. The assurance of presidential performance.
ADOPTED: November 9, 1998
REVISED: February 11, 2004
REVIEWED: February 13, 2008
REVIEWED: January 12, 2011
B. First Reading
1. Agenda Planning, B.130
McCown suggested that the process of reviewing the board policies every three years be included in this policy. A second reading will be held in February.
POLICY NUMBER: B.130
POLICY TYPE: GOVERNANCE PROCESS
POLICY TITLE: AGENDA PLANNING
The board will follow an annual agenda that: (1) reviews all policies and (2) continually improves board performance through board education and enriched input and deliberation. Accordingly, the cycle will start each year on the first of July. (See Policy C.060 – Monitoring President Performance.)
The chairperson in consultation with the president sets the agenda (see B.150, #1.0). At each board meeting, any board member may place items on a future agenda. The item will be added to a future agenda, unless the president states that the item will require an unacceptable amount of staff time or funds, in which case the board must act to place the item on a future agenda. (see C.010, #4). Agenda setting will conform to the requirements of the Oregon public meeting law.
ADOPTED: November 9, 1998
REVISED: March 10, 1999
REVISED: April 14, 1999
REVISED: September 8, 1999
REVISED: February 11, 2004
REVISED: February 13, 2008
4. Discussion/Action Items
A. Downtown Campus
1. Financial Projections
All of the site preparation costs for the Downtown Campus project were allocated to the academic building. Spilde explained that the college is considering moving some of the site preparation costs to the housing building which would decrease the funding gap for the academic building. Jill Sherman from Gerding Edlen described the sources of funding for the academic space. A handout was distributed on the cash flow projections on the housing project, showing a profit by 2021.
Funding from new market tax credits is not yet known; however, Sherman considered the Downtown Campus a compelling project with a strong possibility of receiving funds. Some board members were concerned about the funding gap and wanted to see the college devise a backup plan in case new market tax credits did not come through. Spilde explained that the college has until April 1 to decide whether or not to scale back on the project; she listed some options for cost savings. Grants are another funding source, and Christian is working with her grants team for possibilities. Ackerman felt that donations should be sought. The board discussed private philanthropy, but donors are still paying on pledges from the Opening Doors campaign.
Hall moved to approve the project for both academic and housing buildings. LeClair seconded.
Ackerman moved to amend the motion to say that the administration shall, before September 30, 2011, identify $5 million in resources in the event that the new market tax credits do not come through. Any funds not so used will be at the discretion of the board. Albright seconded.
Albright stated that coming up with another funding plan would help the board make the decision and assist the administration in covering gaps in the projections.
Other board members felt that since the administration has already suggested ways to scale back if needed, directing them to create another funding plan would encumber the process by requiring further analysis. Most issues have already been addressed in one way or another.
Amended motion failed 2 – 5. Hall, Johnston, McCown, LeClair, and Stiles dissented.
Original motion passed 6 – 1. Ackerman dissented.
2. CM/GC Selection
Spilde informed the board that the selection process for construction services for the Downtown Campus has been completed, and the committee is recommending Lease Crutcher Lewis.
Albright moved to approve that, in accordance with the proposal documents, Lease Crutcher Lewis be awarded a contract for CM/GC services for the new Downtown Campus buildings, with pre-construction services in the amount of $32,800, incurred general conditions costs of $1,509,923 and a CM/GC fee of 1.84% of the construction budget (currently estimated at $52,000,000) equaling $962,000, resulting in a total contract value of $2,500,243. Stiles seconded.
Motion passed unanimously.
5. Accountability/Reports
A. Benchmarks
Craig Taylor, Institutional Research, Assessment, and Planning director, responded to questions and comments on the following Benchmarks:
- Gender and Race/Ethnicity Status of Graduates
B. Facilities Update
An update on the status of bond and facility projects was presented.
C. Financial Planning and Budgeting, A.040, Monitoring Report
Greg Morgan, Chief Financial Officer, answered questions and responded to comments regarding the Financial Planning and Budgeting monitoring report.
D. Financial Condition and Activities, A.050, Monitoring Report
Greg Morgan, Chief Financial Officer, answered questions and responded to comments regarding the Financial Condition and Activities monitoring report.
E. Asset Protection, A.070, Monitoring Report
Greg Morgan, Chief Financial Officer, answered questions and responded to comments regarding the Asset Protection monitoring report.
F. Compensation and Benefits A.080, Monitoring Report
Dennis Carr, Chief Human Resources Officer, answered questions and responded to comments regarding the Compensation and Benefits monitoring report.
6. Reports
LCCEF President Bob Baldwin invited the board to one of three charettes at the end of the month to discuss long-range planning. The federation has offered to work with administration to put together a more reflective compensation and benefits report, because the federation does not accept that it is wholly accurate. He will have some follow up information at the next meeting to give a broader view of employee compensation. There has not been a comprehensive discussion with the union and administration on student employee objectives. The administration has not explained why the information requested on student workers has not been provided. Instead, there have been different explanations from different administrators. The union is at a loss on how to proceed except to go to the employee relations board. The union is willing to sit down and have higher level conversation.
LCCEA President Jim Salt commented on the Downtown Campus funding options. Last month, one of the options was potentially using general fund dollars, and Salt had spoken strongly against it. The college has assured the association that was not going to happen, but he still has two concerns. If we do end up with a shortfall, it would be good to have an alternative set of options in place. The current funding plan is to use some enterprise funds. Technically those aren't general fund, but that is problematic. It is supposedly one time money, but the bookstore sells books every year which is part of every year's funding and business. Salt was disappointed in the lack of pursuing charitable contributions. This is an historic opportunity in many people's minds and they may be willing to help with funding. Salt proposed not to use enterprise funds. The union reached an agreement with the college to fill a small portion of faculty vacancies. Last fall, Lane moved from being a majority of full time faculty to a minority of full time faculty. Bargaining is about to begin. The compensation report notes that we will be facing challenging times, which will call for collaboration. The college needs to recognize that workgroups have taken on more and more, and people are getting tired of additional work. The union would like to address step increases and benefits in collaborative way as we move forward. The union is working on a number of joint initiatives with the college, such as a minority faculty residency program. There are a number of complexities, but Salt is convinced that real progress is being made to come up with a program that everyone can be proud of.
Vice President Sonya Christian distributed a handout with her board report and will also send it to board members by e-mail. There is a lot of activity related to long range planning, including conversations with the Oregon Department of Transportation, the City of Eugene, and Lane County. We had a turbulent two weeks in December related to the cancellation of the non credit Islam course. The biggest take away was the excellent community support of Lane's commitment to our mission. She recognized everyone who helped navigate that challenge.
Chief Financial Officer Greg Morgan presented a clean KLCC audit despite fundraising and other challenges. New market tax credits by its nature requires a leap of faith. One of the requirements is that the project be a community project that won't work without funding help. Thus, a funding gap is an essential element. Use of some of the enterprise fund is one-time money; no ongoing revenues will be committed.
Board Reports
McCown requested that the board be sent an e-mail message after each meeting with the dates of events that are announced in board meetings. Regarding monitoring reports, the board deserves some credit, as it is a board requirement that the administration do them. The board understands that sometimes there are other sides to the story and wants to hear all sides so that they can make decisions with the college district in mind. McCown commented that it was a good discussion on the Downtown Campus funding. The enterprise funds to be used have been collected over several years and do not preclude using this year's income for other purposes.
Ackerman reported that that board did tonight what the board did in 1966 when the decision was made to build an entire campus rather than piece meal it over five or ten years. He is convinced we will find the funding. There have been numerous annual community dinners recently. Ackerman has a problem with the high price of the dinners, stating that it sends the wrong message to the public. Those sorts of settings continue a culture of entitlement that do not represent the budget problems agencies will be experiencing over the next few months. Instead of prime rib, spaghetti would be fine.
Albright appreciated the attention to detail with regard to the Downtown Campus, though he is somewhat concerned about the funding. He reminded everyone of the women Titan's outstanding national home game winning record that continues to expand and encouraged attendance at the games, both women's and men's.
Johnston felt that tonight's discussions on the Downtown Campus were good. It is a leap of faith since we are not set with all of the funding, but she has confidence that we will get there. She had read some articles in the newspapers regarding the cancelled non credit class on Islam. College spokespersons make it look easy to represent the college, but that can only happen when we all work together and really care about the college and quality of education.
LeClair stated that he is excited about building the downtown campus and saluted all of the hard work that has been done so far. He has great faith that we will obtain all of the funding needed to complete the project.
Hall reported that he has been myopic in the past regarding what has happened at the current downtown center. Sometimes it has not been at the top of the list of priorities, but that will change with regard to the new facility.
Stiles appreciated how much is involved with the Downtown Campus and all of the thought that has gone into the decisions made.
7. Date, Place, and Proposed Agenda Items for the Next Regular Meeting
Wednesday, February 9, 6:30 pm, Boardroom, Building 3, Lane Community College
8. The board meeting unanimously adjourned at 8:29 p.m.
| _____________________________ | _____________________________ |
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| Mary Spilde, President/District Clerk | Tony McCown, Board Chair |
