There being a quorum present, the meeting of the Crowder College Board of Trustees of the Community College District of Newton-McDonald Counties, Missouri, was called to order by the President of the Board, Mr. Andy Wood, at 10:04 a.m. on Monday, October 24, in room 217 at Crowder College Nevada.
Members present for the meeting were:
Andy Wood, President
Diane Andris, Member
Vickie Barnes, Treasurer
Rick Butler, Vice President
Al Chapman, Secretary
Also attending the meeting were:
Jennifer Methvin, President
Martha Nimmo, Administrative Assistant to the President
Lisa Adams, Interim Director of Regional Centers
Bobbie Augspurger, Director of Institutional Research
Anita Botello-Samson, CAMP Academic Advisor/Counselor
Cindy Branscum, Director of Institutional Advancement
Cindy Brown, Director of Public Information
Judy Clark, Accounts Payable Bookkeeper
Glenn Coltharp, Vice President of Academic Affairs
JP Dickey, Interim Director of Admissions
Aaron Divine, Director, McDonald County Instructional Center
Mark Fitch, Interim Director, Webb City Instructional Center
Jose Gomez, CAMP Recruiter/Advisor
Mickie Mahan, Associate Vice President of Information Services
Adam Morris, Associate Vice President of Academic Affairs
Monte Padgett, Director, Nevada Instructional Center
Amy Rand, Vice President of Finance
Maria Rodriguez, CAMP Administrative Assistant
Shelly Stewart, SSS Nevada Director
Ariel Cooley, The Joplin Globe
Dan Decker, Neosho R5 Superintendent of Schools
A few moments of silence were observed to prepare for the meeting.
Mr. Wood said a closed session is needed to discuss personnel in accordance with RSMO 610-021, and the Agenda needs to be modified to have it at the end of this meeting. He noted if any action is taken, it will be announced immediately following the closed session. A MOTION was made by Mrs. Barnes to amend the Agenda to include a closed session at the end of the regular meeting; the motion was seconded by Mrs. Andris and unanimously carried.
Minutes of Previous Meeting
Minutes of the September 26 regular meeting and the September 16 Board Retreat minutes were approved as written and previously distributed.
Financial Reports
Mr. Wood noted the monthly cash flow statement saying this is the first meeting in which Dr. Methvin will not review checks as in the past, but members will specify if they have questions regarding specific checks. Dr. Methvin responded to questions as needed. A couple of payments were made for signage at the Crowder Webb City campus including a new lighted sign. Mr. Wood asked if the annual audit would be completed soon. Ms. Rand said a draft will be ready by December 1, and the review will take place at the January Board meeting as in the past. Dr. Methvin reported Transport Training has a new simulator that has to be cooled similar to a normal truck cab. When asked, Ms. Rand noted a boundary survey of the Neosho campus had to be done as part of the bonding process. Dr. Methvin said payment was made for two full days of Behavior Intervention Training for the new Behavior Intervention Team that has been set up in an effort to improve overall safety. Checks in the amount of $881,404.02 were approved ON MOTION by Mr. Vancuren, seconded by Mr. Butler and unanimously carried. The rest of the fund balances and agency accounts were reviewed with Ms. Rand responding to questions as needed. The Board reviewed the Area School account, Transport Training, Customized Training, the Maddox Hill Behavior Support Center and the other campus centers. Mr. Butler asked if all the costs for the Behavior Support Center are shown here, and Dr. Methvin agreed to review the account. The Revenue and Expenditure accounts were reviewed.
Personnel
Dr. Methvin recommended approval of the retirements of Rose Ritter, Custodian, and Claude Howard, Director of Crowder’s Training and Development Solutions. She said Rose has been with Crowder for 26 years and is our MCCA Senior Service Award winner. She was recognized at All Staff Day for her years of service. Dr. Methvin said Claude Howard has been with the College for 17 years and will also be missed. A MOTION to approve both retirements as requested was made by Mr. Butler, seconded by Mrs. Andris and unanimously carried.
Dr. Methvin recommended approval of the resignation of Benjamin Lesué, SSS Academic Coordinator at Cassville. A MOTION to approve his resignation was made by Mrs. Barnes, seconded by Mr. Vancuren and unanimously carried.
Dr. Methvin recommended approval of the following four employments: Ashley Mosley, Housing Coordinator, Roughrider Village; Jamie Ward, Counselor; Lisa Coleman, Talent Search Office Assistant, and Sarah Jarvis, Departmental Assistant (PT), Maddox Hill Center. Dr. Methvin said two candidates are internal position changes. A MOTION to approve all four employments as requested was made by Mr. Butler, seconded by Mrs. Barnes and unanimously carried.
Bonds Waiver of Conflicts Letter
Ms. Rand said Mr. John Dolence, College legal counsel, has provided a letter to both Crowder College and the Facilities Corporation in order to make both entities aware that he legally represents both the College and the Facilities Corporation. She said this is simply written documentation confirming that you approve that he represents both parties in case there is ever a conflict of interest. She said the Facilities Corporation met last Monday and approved a similar letter. Mr. Wood said although our interests are the same, we are two separate entities, and as a legal representative this covers him if there is ever a dispute. He said otherwise, the Facilities Corporation would have to hire different legal counsel. Ms. Rand said the Facilities Corporation deals with the purchase of property or bond issuances, and we do have separate legal counsel out of St. Louis to develop all the bond documentation. Dr. Methvin said it is very unlikely, but if our interests did ever conflict, Mr. Dolence would make us aware of that and a separate legal counsel could be hired. Without further discussion, a MOTION to approve the “Waiver of Potential or Actual Conflicts of Interest in Representation” letter from Mr. Dolence was made by Mrs. Andris, seconded by Mr. Vancuren and unanimously carried.
Leasehold Refunding Revenue Bonds Series 2016
Ms. Rand reported we are recommending approval of resolutions specifying the final terms for the bond refunding and also the bond purchasing agreement. She said the sale is set to occur this Wednesday, and the Facilities Corporation met last week to approve it since they are the actual issuers. Ms. Rand said we are refunding the 2011 bond issuance which was about $8.8M at that time which is currently down to about $6.2M. She said we are applying approximately $700,000 debt reserve to the principal which will bring the amount down to roughly $5.5M. Ms. Rand noted we are not changing the term of the bonds which will still expire in 2026, and we are projected to save between $370,000 and $400,000 over the next ten years. She noted the terms showing the interest rate, costs and details. Ms. Rand pointed out we are going to purchase bond assurity insurance this time which will save an additional $7-8,000 by purchasing an insurance policy to improve the bond rating which will improve the interest rate. She said the College’s current rating is A- and the insurance policy will guarantee a double A rating which will allow the bonds to be more stable to potential buyers. She said this is a common practice now, and the company was recommended to us by our underwriter after a bid process. Ms. Rand said the true interest on the current bond is at 3.6% going down to a projected 2%. She said there will be additional documents to sign and notarize after the sale later this week.
The matter of authorizing the issuance of the Leasehold Revenue Bonds (The Community College District of Newton and McDonald Counties, Missouri) Series 2016, of Crowder College Facilities Corporation came on for consideration and was discussed.
Thereupon, Ms. Rand presented a resolution entitled as follows: RESOLUTION APPROVING THE ISSUANCE BY CROWDER COLLEGE FACILITIES CORPORATION OF ITS LEASEHOLD REFUNDING REVENUE BONDS (THE COMMUNITY COLLEGE DISTRICT OF NEWTON AND McDONALD COUNTIES, MISSOURI) SERIES 2016, IN THE AGGREGATE PRINCIPAL AMOUNT OF NOT TO EXCEED $6,000,000, FOR THE PURPOSE OF PROVIDING FUNDS TO FINANCE AND/OR REFINANCE THE COSTS OF ACQUISITION, CONSTRUCTION, FURNISHING AND EQUIPPING A PROJECT TO BE LEASED TO THE DISTRICT, AUTHORIZING THE DISTRICT TO ENTER INTO A SIXTH SUPPLEMENTAL BASE LEASE AND A SIXTH SUPPLEMENTAL SUBLEASE WITH SAID CORPORATION, AND AUTHORIZING AND APPROVING CERTAIN OTHER MATTERS AND DOCUMENTS RELATED THERETO. Thereupon, Dr. Chapman MOVED, and Mrs. Andris seconded said resolution and it was duly passed by unanimous vote. The Chair thereupon declared the resolution duly passed and was thereupon signed by the Chair and attested by the Secretary.
Thereupon, Ms. Rand presented a resolution entitled as follows: RESOLUTION CONSIDERING, APPROVING AND RATIFYING A PROJECT UNDER SECTION 177.088 OF THE REVISED STATUTES OF MISSOURI, AS AMENDED, AND APPROVING, CONFIRMING AND RATIFYING A BOND RESOLUTION OF THE DISTRICT RELATED THERETO.Thereupon, Dr. Chapman MOVED, and Mrs. Andris seconded said resolution and it was duly passed by unanimous vote. The Chair thereupon declared the resolution duly passed and was thereupon signed by the Chair and attested by the Secretary.
Policy Section 2 FLSA Revisions
Dr. Methvin said these mandated revisions will impact 29 current employees, and she thanked Michelle Paul and Amy Rand for their efforts to prepare for these changes. Ms. Rand thanked Mrs. Paul saying she has kept up with the changing legislation including attended many meetings on how this will impact Missouri community colleges. She said the changes are required by the U.S. Department of Labor under the Fair Labor Standards Act that are scheduled to take effect December 1, 2016. Ms. Rand said it changes exempt employees (who are not eligible for overtime pay) to non-exempt employees which means they will be eligible for overtime pay for work over forty hours per week. She said it raises the minimum salary level, both weekly and annually, from $455 per week (or $23,660 per year) to $913 per week (or $47,476 per year). Mrs. Paul has evaluated every Crowder employee to determine that this will affect 29 current positions that will go from exempt to non-exempt. Ms. Rand said the employee’s salary and benefits will not change and their status as professional employees will not change, but they will have to track their work hours now. She said typically salary employees do not document their time which they will need to do now similar to what classified staff currently do. She said the College has not had any formal ‘comp time’ policy in the past, and new policy has been developed for addition in both Board Policy and the Employee Handbook. She said in the past, professional staff who are salaried were all exempt personnel, but now we will have salaried professional staff who are either exempt or non-exempt, depending on their salary and duties performed as specified by the FLSA. Ms. Rand pointed out the wording changes that are required under Section 2 for current policies. Dr. Methvin noted a new policy has been developed for addition as section 2.14.2 for Compensatory Time and Overtime. When asked, Ms. Rand said the policy will not need to be amended if the income requirement level changes since it simply refers to meeting FLSA requirements. Dr. Methvin said the salary level is expected to be increased in 2020 which will likely impact a great deal more professional employees who will need to begin tracking their time. Mr. Wood asked what the rationale for this is. Ms. Rand said the Department of Labor is protecting those salaried employees who are working an extreme amount of hours at some companies, but only getting paid a low annual salary and no compensatory or overtime pay. She said a time card has been developed similar to what classified staff use, and another form will be used to track comp time earned and used. When asked, Dr. Methvin said there will not be a budget adjustment as employees are being asked to work only forty hours per week as much as possible. Ms. Rand said we have been meeting with the affected employees and supervisors, and they are encouraged to use flex time on the weeks needed. She said the new comp time policy 2.14.2 outlines how and when comp time will be allowed, and we will begin tracking time the week of November 27 to ensure compliance by December 1. Ms. Rand said affected employees have been very positive about the change. Dr. Methvin said employees have been more concerned about how it will affect Crowder overall. Dr. Coltharp said professional full-time employees who also teach as adjunct instructors will require additional pay which will come out of the academic departmental budget. Ms. Rand noted we have about thirty full-time employees who teach as adjuncts but less than ten that are non-exempt status. Without further discussion, members agreed to roll this forward for final approval at the next meeting.
Policy 2.17.3 Non-Working Days Revision
Dr. Methvin reported at the last College Council meeting, VP Slinkard brought a draft of the academic calendar for 2017-18, and discussion took place among members about the days in which the College closes at 3:00 p.m. She said these days are on the calendar to take place on the August and January All Staff Days and on the days before Christmas break, Good Friday and July 4th. Dr. Methvin said when we close the College early on All Staff Days, we still have students on campus to register and many employees stay to prepare for classes the following week so we estimate that only about half of employees are actually getting to leave early. She said Crowder employees are not accustomed to leaving when students still need to be served. She noted on two of the other three days, there are classes still in session that go into the evening hours. Dr. Methvin said she has not been fond of the 3:00 p.m. closings because not everyone gets them and we should not be walking away when the College is busy. She said this is the second year in a row the Council has discussed this, and they recommend we discontinue all 3:00 p.m. closures, and in lieu of that, add one more full day to be closed to policy 2.17.3 making the Friday of Spring Break an employee holiday. She said this is a day when all employees except security could be off without affecting students, and many take vacation time that week already. She said since our calendar change affected the paid non-working days which is Board policy, we are bringing College Council’s recommendation to you for final approval. Mr. Wood said it is good to let the Board know why this is being requested since the Board would not normally have any impact on the academic calendar. There being no further discussion, members agreed to roll this forward for final approval at the December meeting.
Learning Initiatives by Neosho and Crowder College (LINC) Logo
Dr. Methvin introduced Dan Decker, Neosho R5 Superintendent of Schools, saying we charged our two public relations directors to develop a logo that would help explain the partnership model that takes place between the Crowder Maddox Hill Center and the Neosho School District. She said that has been done cooperatively and was recently approved at a Neosho School Board meeting. Dr. Methvin explained many school districts have a contract with Crowder to provide services at their institution, but what we do with Neosho R5 is much more complex in that a very cooperative and unique program was co-created that would not be possible with any other school district due to our proximity to each other. Mrs. Brown thanked Meagan Spangler of Neosho Schools and Drew Young for their work developing the logo and video production. The video was shown explaining LINC in which evidenced based intervention takes place for children ages three to twenty-one years that fosters the greatest success for the students. It is an exceptional partnership program that trains Neosho teachers in a holistic methodology to teach academic and life skills. Parents are given instruction, communication, advice and support that would not be possible without this partnership. Students in the College Autism and OTA programs are able to learn the methodology through classroom experiences directly with children, and Neosho Schools are able to hire higher quality instructors. Dr. Methvin said the Neosho students who come to the Maddox Hill Center are the training opportunity for our college students. She said other school districts understand that our model comes from this partnership and realize that it would not be possible without our geographic proximity. Mr. Decker said the Crowder partnership has been a blessing, and there is a seamless transition with Crowder and Neosho employees working side by side. He said we are thrilled that Crowder is helping to train our staff to support our most challenging students. He said the house near the Junior High has been made into a ‘transition house’ where students can learn life skills. He thanked Crowder for allowing this very unique partnership opportunity that we believe can be expanded even more. Mrs. Brown said the puzzle pieces on the logo are indicative of Autism with one Crowder blue and one Neosho gold. Mr. Wood noted we are simply being asked to approve the logo. Dr. Methvin agreed. When asked about copyrighting the logo, Dr. Methvin said it can be very expensive while not allowing much control. Mr. Wood disclosed that his wife is currently serving on the Neosho School Board. Mrs. Brown announced Jamie Emery just became a board certified Behavior Analyst. Following brief discussion, there was no objection to rolling this forward for approval next month.
CAMP Review and Update
Mr. Gomez reported CAMP is a federal grant program that funds 45 students each year from an agricultural and/or migrant background to complete their freshman year of college. He said we recruit students from Missouri, Oklahoma, Arkansas and Kansas. CAMP has served over seven hundred students since its inception at Crowder in 2001. Mr. Gomez announced in June this year Crowder was awarded its fourth five-year grant in the amount of $2.14 million dollars. He said to be eligible, students must be a U.S. citizen or legal resident, have a high school diploma or GED, and be from a migrant or seasonal farmworker family or be eligible for the Title I C Migrant Education Program or the Workforce Investment Act 167 Program. He listed the many services provided by CAMP including advising, assistance with admissions and FAFSA, monitoring academic progress, free tutoring and success workshops, monthly stipends and room and board (if applicable), college visits and transfer assistance, cultural events, a mentoring program, and many leadership opportunities. Mr. Gomez said CAMP students face many challenges, but the biggest challenge for most is due to language barriers. Ms. Rodriguez reported the average GPA of CAMP students over the past five years is 3.2, and many students are on the Dean’s List or in the PTK national honor society. She reviewed many of the leadership opportunities, awards and activities CAMP students have been involved in over the years as well as the publicity they have received. Ms. Botello-Samson reported 90% of CAMP students continue post-secondary education at Crowder after their first year, and 88% of those transfer to a four-year university after completing their associate degree at Crowder. Dr. Methvin said these are significant numbers since the students only get one year of financial assistance through CAMP. When asked how they continue their second year, Mr. Gomez said many qualify for scholarships based on their grades as well as for federal financial aid. Ms. Samson reviewed reasons for their high retention and transfer rates saying students must meet strict academic standards to remain in the program, and they receive continuous support including the CAMP ROCS orientation program, continual advising, grade checks, goal setting and achievement plan sessions, free tutoring and a paid mentoring one-on-one program with former CAMP students. Ms. Samson said students are told “once a CAMPer, always a CAMPer” so they can return for assistance anytime, even after their first year. She said CAMP students contribute to Crowder through their success and by staying to complete, and some even return to work at Crowder after completing higher degrees such as Mr. Gomez. Mr. Gomez said he would most likely not have come to college if it were not for the CAMP program. Ms. Samson announced CAMP Director Alicia Irsik has given her two week notice, but much of the program’s success is due to her leadership over the past sixteen years. When asked, Mr. Gomez said they take applications on a first-come, first-serve basis until the maximum 45 students are met. The Board thanked the presenters for a great report.
Crowder Nevada Program Review
Mr. Padgett announced the Crowder Nevada campus has been here for twenty years with classes first offered in 1995 in the Nevada R5 Bowman Building with 99 students. The current building was purchased in 1999 which had been a dormitory facility, and classes were started here in 2001 with 170 students. Mr. Padgett said local support has been ongoing through the years from the Finis Moss Charitable Trust, and there have been 1,017 students graduate from Crowder Nevada since 1995. He said this past summer due to the remodeling project, staff offices were moved three times using Nevada R5 and YMCA space with summer classes being held at Cottey College who have been very supportive. Mr. Padgett showed photos of numerous Nevada students at various activities while telling their stories. He showed pictures of the Nevada staff saying Joleen Werkmeister and Delpha Crain are indispensable, and we have four Student Support Services personnel, three nursing program employees, two full-time and two half-time faculty, several part-time staff, and at least forty adjunct faculty. Mr. Padgett showed the number of majors for the past five years that showed the most majors in General Studies followed by Nursing then Teacher Education. He said the Registered Nursing program started in 2007 with about twenty-five students graduating each May and 124 graduates to date. He said they have a 93% pass rate on the state exam. Mr. Padgett said students can continue on taking education classes through Missouri State University while staying at the Nevada campus. He showed where students have come from over the past five years saying we serve communities within a forty-five mile radius including Nevada, El Dorado Springs, Lamar, Butler and others. He showed the number of graduates since 1995 saying there has been steady growth over the years with a jump when this facility was opened and a slight decline in the past couple years. Mr. Padgett responded to questions and concluded by paying homage to two adjunct instructors who have passed away in recent years.
Nevada Remodel and Fundraising Proposal
Mr. Padgett said a Finis Moss Charitable Trust representative approached him asking if there are things that still need to be done to the building that could be done over the next three years saying a grant might be possible if Crowder could match their funds. Mr. Padgett provided a list of three major items including to finish painting the building, updating a couple of computer labs, and new flooring with costs broken down over a three year period. Mr. Padgett said we are asking permission to have the Foundation’s help to match about $20,000 per year for a total project cost of about $126,000. He said there would be two computer lab upgrades to make the computers face the correct direction and able to flip into the desks when not in use so that the rooms could be used either as computer labs or as regular classrooms. He said all cost estimates shown are solid except for the electrical work which is based on the electrical upgrades that took place on the first floor. Dr. Methvin said since this is another remodel, and we are asking for Foundation assistance with the match, this requires Board approval. She emphasized that we do not have institutional funds to pay for this so this is contingent upon the Foundation matching the $20,000 per year for three years as well as the Trust approving the grant project. Mr. Padgett said we still have to go through the grant application process, and the Trust has asked us to apply for it. Dr. Methvin said our two Nevada Foundation board members are very excited about this project. Mr. Wood noted this shows positive community involvement. After brief discussion, a MOTION to approve the project as presented was made by Mrs. Andris, seconded by Dr. Chapman and unanimously carried. Mr. Padgett thanked the Board for their support.
President’s Update
Dr. Methvin mentioned a few items saying she will update the Board in more detail as needed in writing. She said College Council recently approved a change to employee policy which does not require Board approval, but you should be aware of it. She said employees who are working on advanced degrees can apply for an educational loan through the Educational Loan Policy which has had a maximum of $1,500 per year in the past. She said College Council has approved an increase to a maximum of $1,750 per year to start in the Fall 2017 semester. She said we do not believe this will require a budget increase if there are the same number of participants.
Dr. Methvin announced the Roughrider Soccer Team won on Saturday so they will play again at 2:00 p.m. on Tuesday against MCC-Blue River with home field advantage. She said we anticipate we will play on Saturday in St. Louis as they continue in the Region 16 NJCAA Regional Tournament.
Dr. Methvin said we have raised about $810,000 so far toward the Freeman Fieldhouse with several significant naming donations having come in recently. She reported Mr. Wood is hosting a ‘Book Talk’ on November 29 at 6:30 p.m. in the Longwell Museum with Kansas City author Whitney Terrell. Mr. Wood told how he came to be in touch with Mr. Terrell who will be discussing his newest novel, The Good Lieutenant.
Closed Session and Adjournment
Mr. Wood noted the next regularly scheduled meeting set for Monday, December 5, at 10 a.m. at the main Crowder campus. At 12:25 p.m., a MOTION to go into closed session in accordance with RSMO 610-021 to discuss personnel was made by Mrs. Barnes, seconded by Mr. Butler and passed unanimously on the following roll call vote:
Chapman: Yes Barnes: Yes Vancuren: Yes
Butler: Yes Andris: Yes Wood: Yes
During the closed session, discussion took place with Dr. Methvin regarding a personnel issue. No action was taken. A MOTION to adjourn was made at about 1:00 p.m. by Mrs. Barnes, seconded by Mrs. Andris and unanimously carried on the following roll call vote:
Chapman: Yes Barnes: Yes Andris: Yes
Vancuren: Yes Butler: Yes Wood: Yes
The meeting was adjourned to lunch followed by a brief tour of the remodeled Nevada facility. Members left the Crowder Nevada campus at about 1:45 p.m.
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