MINUTES OF THE MEETING OF THE
BOARD OF TRUSTEES OF THE COMMUNITY COLLEGE DISTRICT
OF NEWTON-McDONALD COUNTIES, MISSOURI
December 4, 2017
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 Board Chair, Mr. Andy Wood, at 10:00 a.m. on Monday, December 4, 2017, in the Crowder College Wright Conference Center B in the Arnold Farber Building.
Members present for the meeting were:
Andy Wood, Chair
Diane Andris, Member
Vickie Barnes, Treasurer
Rick Butler, Vice Chair
Al Chapman, Secretary
Larry Vancuren, Member
Also attending the meeting were:
Jennifer Methvin, President
Martha Nimmo, Administrative Assistant to the President
Cindy Branscum, Director of Institutional Advancement
Cindy Brown, Director of Public Information
Kathy Parker-Collier, Grants Director
Glenn Coltharp, Vice President of Academic Affairs
Kelli Cragin, Advisor/A+ Coordinator
Christina Cullers, Controller
Chett Daniel, Director of Institutional Research
Curtis Daniels, Division Chair, CTE/Computer Networking Instructor
JP Dickey, Director of Admissions
Aaron Divine, Director, McDonald County Instructional Center
Kristi Enloe, Accounts Payable Accountant
Mark Fitch, Director, Webb City Instructional Center
Travis Lallemand, Baseball Coach/PE Instructor
Mickie Mahan, Associate Vice President of Information Services
Adam Morris, Associate Vice President of Academic Affairs
Monte Padgett, Director, Nevada Instructional Center
Michelle Paul, Director of Human Resources
Amy Rand, Vice President of Finance
Angela Seymour, Director, Cassville Instructional Center
John Sisemore, Athletic Director/Women’s Softball Coach
Tif Slinkard, Vice President of Student Affairs
Melissa Smith, Director, Concurrent Enrollment and Regional Centers
Jen Lallemand, Certified Athletic Trainer, Freeman Sports Medicine
A few moments of silence were observed to prepare for the meeting. The following new employees were introduced and welcomed: Seth King, Talent Search Advisor; Evelyn Estrada, CAMP Administrative Assistant, and David Headrick, Security Officer, Crowder Webb City.
Minutes of Previous Meeting
Minutes of the October 23rd regular meeting and closed session were approved as written and previously distributed.
Financial Reports
Mr. Wood noted the monthly cash flow statement showing the anticipated bank balance. He said Mrs. Andris had some previous questions regarding the regular checks shown that are in two sets for October 9-31 and November 1-10, 2017. Without further discussion, checks in the amount of $1,374,619.20 were approved ON MOTION by Mr. Butler, seconded by Mr. Vancuren and unanimously carried. The rest of the current fund balances, fund balances, and agency accounts were reviewed. Mr. Wood said they look healthy, and the rest of the accounts were reviewed. Regarding Transport Training, Dr. Methvin said there was a software issue with the Department of Revenue briefly along with the recent hurricanes that took place in areas where recruitment takes place. She said last year was an incredible year for Transport Training, but we should finish financially about the same as we predicted. The rest of the accounts and centers were reviewed. Regarding the Joplin ATTC, Dr. Methvin said we had hoped for more enrollment this fall, but there has been an increase for spring, and we feel certain it will gain over time.
Personnel
Dr. Methvin recommended approval of the retirement of Eddie Stephens, Associate Vice President of Career and Technical Education, who will have been here five years at the end of June when he will be leaving. She also recommended approval of the retirements of Soccer Coach Brad Smith after nine successful years, and Tresa Wilkins, Performance Consultant at the Crowder Training and Development Solutions who has been with the College for over twenty years. Mr. Wood thanked them for their great service. A MOTION to approve all three retirements was made by Mrs. Barnes, seconded by Mrs. Andris and unanimously carried.
Dr. Methvin recommended approval of three resignations: Scott Roy, TRIO Director; Ray Martin, Web Programmer/Analyst, and Wayne Bass, Upward Bound Academic Coordinator. A MOTION to approve all three resignations with thanks for their service was made by Mr. Butler, seconded by Mrs. Andris and unanimously carried.
Dr. Methvin recommended approval of the following four employments: Jayme Sigars, Student Services Coordinator (HT), Crowder Webb City; Raymond George, Transport Training Instructor; Chrystie Braden, Student Services Coordinator, Crowder Nevada, and Thomas ‘TJ’ Angel, Director of Physical Plant. A MOTION to approve all four employments as recommended was made by Mr. Vancuren, seconded by Mrs. Barnes and unanimously carried.
Budget Modifications
Vice President Amy Rand said this is the annual modification that we normally do in December as a result of grant funding that comes in after the budget is set and approved back in May. She drew attention to the Budget Summary that showed columns for the new 2017-18 FY budgeted amounts, the amounts that were approved in May 2017, and the 2016-17 budget. Ms. Rand said we have increased the budget by about $740,000 which is about a 1.6% overall budget increase. She said a few comments are also included this year that show the significant contributing factors for the areas that had changes. She noted revenues saying tuition and fee amounts were reduced to more accurately reflect fall semester enrollment while state and federal funds went up due to additional grant funds. She said state grants include additional Perkins funding, an English Language Institute (ELI) grant, and a new Missouri Nursing Incentive Grant. She said federal funds went up due to the Title III grant, the Newton County Drug Free grant, and several of the TRIO grants that increased once their funds were awarded. Ms. Rand noted the changes in expenditure accounts to match the new revenue funds. She said some of the areas are reduced to account for the reduction in tuition and fees such as maintenance and repair and adjunct overload accounts since fewer sections will be needed. The Budget Summary included a breakdown of the composition of expenses to indicate labor expenses and non-labor expenses. Ms. Rand noted the new grants that have been received include the Title III grant which is about $450,000 for five years, the Newton County Drug Free grant which is $125,000 for five years, and the Missouri Nursing Incentive Grant which is over $98,000 for one year. She said we still have a little over a million dollars in our budgeted contingency fund which can be used for any additional state withholding, for the health insurance program or for post-season athletic travel if needed. Ms. Rand provided updated revenue and expense charts showing the breakdown of categories. Brief discussion took place regarding how the contingency funds are used. Dr. Methvin said the contingency funds are not set-aside reserves, but are budgeted expenses that must be available in case needed for the items noted. When asked about Crowder’s state appropriation, she responded that the 7% cut in state appropriation in FY 18 along with the July, 2017, withhold amount are about an $800,000 reduction in revenue from FY 17 to FY 18. At present, Crowder’s state appropriation makes up about 12.5% of our operating revenue. Following further brief discussion, a MOTION to approve the budget modifications as presented was made by Mr. Butler, seconded by Dr. Chapman and unanimously carried.
The Kelly Club Lease Agreement (Newton County Drug Free Grant)
Ms. Rand thanked Kathy Parker-Collier who did a lot of work with the Talkington Foundation, also known as the Kelly Club, to develop this Lease Agreement. She said the purpose of it is to rent some office space for use by the coordinator and administrative assistant of the Newton County Drug Free (NCDF) grant. Ms. Rand said we took over the NCDF grant initially in 2015 which was a five year grant that ended in September 2017. She said we recently reapplied and were awarded the grant for an additional five year term. She said the Newton County Coalition has been holding their monthly meetings at the Kelly Club property; the mission of the Newton County Drug Free grant and the Coalition are similar, and maintaining close ties with them will improve the success of the grant. Ms. Rand said the grant coordinator and administrative assistant will also work out of our Grants Office at the Neosho campus several days a week to make sure they are meeting the federal grant requirements. She said grant funds will pay the lease payment. Ms. Rand said this is a very unique grant in that it begins September 30 and ends September 29 so the Lease Agreement reflects that grant timeline. When asked, she said the Agreement was developed by the attorney for the Talkington Foundation. Without further discussion, a MOTION to approve the Kelly Club Lease Agreement as requested was made by Mr. Butler, seconded by Mrs. Andris and unanimously approved.
First Amendment to the JATTC Lease Agreement
Dr. Methvin said at the time we worked out the Lease Agreement with the Joplin Area Chamber of Commerce Foundation, we asked for the ability to help raise sponsorships for the facility to help provide revenue for it similar to what we do here at the College. She said the original idea was that if we brought the sponsor to the table, whatever funds were donated could be subtracted from our rent for that particular year. Dr. Methvin said since then, Rob O’Brian, Joplin Chamber CEcD/ President, and I have agreed that we need to work together to cultivate those donors. She said Mr. Dolence has written a First Amendment to the Lease Agreement so that when we jointly court the sponsorship, half will be credited to the Joplin Foundation and half will be credited to Crowder College. She said the funds will go to the Joplin Chamber Foundation as it is their facility, but we appreciate that they recognize that our presence in the facility provides value to the building. She said they are aware that we will be very helpful in garnering support, and this will alleviate any impression that we might be competing for donors. She said although it is still in the Lease Agreement that we could each develop individual sponsorships, we anticipate that most sponsorships in the future will be developed jointly. Board members expressed approval of this co-involvement philosophy. A MOTION to approve the First Amendment to the JATTC Lease Agreement as requested was made by Mr. Vancuren, seconded by Dr. Chapman and unanimously carried.
Naming of Lallemand Field
Mrs. Cindy Branscum introduced Baseball Coach Travis Lallemand and Athletic Director John Sisemore, and she officially requested that the Crowder Baseball Field be named in honor of Coach Lallemand. She announced an anonymous donor has offered $150,000 toward the Freeman Roughrider Fieldhouse with $100,000 of that offer made as a dollar for dollar match which has already been secured making the total value $250,000. She said the Foundation is using the additional $50,000 donation as a dollar for dollar match as well to encourage donors, so we plan to match the entire $150,000 which would bring the total to $300,000. Mrs. Branscum said with these donations, we have exceeded the goal of $1.4 million for the Roughrider Fieldhouse. She said the public naming and signage can be completed at a later date in coordination with the honoree, Travis Lallemand. Mr. Wood said it is the Board’s privilege to approve the naming of facilities, and he asked Coach Sisemore to speak about the honoree. Coach Sisemore said it has been an honor to work with Coach Lallemand for the past five years, and Coach Lallemand has been at Crowder for fifteen years. Coach Sisemore said his accomplishments in the baseball program have been outstanding as shown by the number of wins and the number of students drafted from the program. However, he said the amount of character that Coach Lallemand brings to the program is even more impressive as he runs the program the right way. Mr. Wood asked for any further discussion. Dr. Methvin asked that approval be granted for this in 2017 for donor tax purposes. Mr. Wood noted the Board normally requires two readings for a facility naming, but there being no objection, we ask for approval with one reading. There being none, a MOTION was made by Mrs. Barnes to name the Crowder Baseball Field “Lallemand Field”; the motion was seconded by Dr. Chapman and unanimously carried.
Mr. Wood asked Coach Lallemand to say a few words. Coach Lallemand said he is very honored and humbled by this request, and he thanked his wife, Jen Lallemand, for her support. He thanked the Board, administration, and athletic department for their trust and support of the program over the years saying he is very flattered to receive this recognition. Mr. Wood thanked the very generous donor who has made this possible.
A+ Program Review
Mr. JP Dickey reported Kelli Cragin does great work overseeing all the reporting, budgeting and state reimbursement requests for state A+ funding including hand verifying each A+ student to monitor their eligibility. He said she does all data entry and state reporting, monitors state regulations for changes and serves as the main point of contact for all A+ questions. Mr. Dickey said she regularly communicates with high school A+ coordinators answering any questions, but there is often a lot of confusion about the program. He showed the number of active A+ students for the past three years saying the numbers generally follow our enrollment trend with about half of A+ students receiving federal PELL funding first before A+ funds. Ms. Cragin said she is honored to have worked for Crowder for the past six years, and A+ has been her passion for many years. She said sometimes students use up their PELL funding and then use A+ funding, and before this year, A+ could be used for summer school courses although that will change in 2018 when summer PELL will again be available. She said A+ funding is for up to four years following high school graduation and covers a maximum of 105% of the credit hours required for completion of a degree, and the funds cover all tuition and common fees. Mr. Dickey emphasized that A+ students must always complete the federal FAFSA for federal funding first before they are eligible for A+ state funding. Ms. Cragin said the A+ rules change nearly every year, but they did not change from Fall 2016 to Fall 2017. She said the first year that high school students come to college is their initial status year when they have to achieve at least a 2.0 GPA by the end of fall and a 2.5 cumulative GPA by the end of the spring term. Ms. Cragin said now students will have to actually complete the required number of courses to be eligible for the next term so those that fall below the minimum twelve hours in fall and spring will have to skip A+ funding for that semester. Ms. Cragin said she started hosting a breakfast meeting last year with all southwest Missouri high school A+ coordinators and counselors to update them on A+ rules and to collaborate and share ideas. She also attends high school senior meetings in an effort to emphasize the importance of completing the FAFSA and to help students make a smooth transition from high school. She provided A+ Guidelines as well as the A+ Checklist and Eligibility Checklist that she provides to students and advisors. Ms. Cragin said the A+ Program is going well overall, and we hope to get the state report completed soon so that Crowder can receive our A+ funding as soon as possible. She responded to various questions saying there is often confusion between university “A+ scholarships” that pay a set amount compared to the state-funded community college A+ program which pays for all tuition and common fees. Mr. Dickey provided some results on specific questions from the SSI student survey regarding how students perceive Crowder Admissions counselors do showing an improvement over the 2012, 2015, and 2017 responses. He showed results on the same questions from the IPS employee survey to see how staff rate their performance. He showed areas that are rated as ‘strengths’ and ‘challenges’ showing that both students and staff feel “Students are made to feel welcome on this campus.” The Board thanked them for the great report.
MCCA 53rd Annual Convention
Mr. Wood reported four Board members, Andy Wood, Rick Butler, Larry Vancuren, and Vickie Barnes, and about thirty Crowder employees attended the MCCA 53rdAnnual Convention in Branson, Missouri, in early November. He said there was a trustees/board members meeting the first day which included good discussion about the issues in Saint Louis and about State Fair Community College starting some new athletic programs. He said the keynote speaker from Rwanda gave a very inspiring presentation. Mr. Wood said he attended a couple very informative sessions about the ‘dark web’ and security on the web, and the speaker indicated it is impossible to protect against web breaches so we should focus on catching the breach and dealing with it quickly. Mrs. Barnes said the most interesting sessions she attended were about mental health and technology or the ‘dark web’. She learned the value of information that is sold on the internet such as $1 for a social security number, $50 for health records, $60 for credit card information, and $1,000 for bank details. She said free wifi is an easy way to expose your information to hackers, and it often takes 221 days to discover that you have had a breach and another 83 days or more to correct it. Mrs. Barnes said the mental health session asked colleges to make sure the way to report mental health issues on your website is easily found and not hidden away. She said the new MCCA CEO/President appears to be excited with many lofty goals which is a good thing. Mr. Vancuren said he always feels honored to serve on the Crowder Board of Trustees and with our administration as he becomes aware at these events of problems that other boards have. He agreed that the keynote speaker was very impressive and inspirational. He said the last morning breakout session about campus security talked about free resources available from the Department of Homeland Security including doing a free campus risk survey. He said they reviewed a couple of tabletop exercises that provided various scenarios of what could happen when responding to certain incidents that was very interesting. Mr. Butler said he was honored to attend, and has been fortunate to attend several MCCA Conferences. He said the buzzwords were workforce development, funding, and retention, and the breakout sessions focused on those. He congratulated Crowder staff for their outstanding work at the Convention. Mr. Butler said the legislative session indicated there would not likely be any new state funding for higher education, and we need to focus on being more proactive. He said in spite of that, it was a great Convention overall. Dr. Methvin thanked the Board for attending. She said we hope our MCCA memberships will grow as the Association works to make being a member a valuable asset. She noted that Crowder’s Karen Fink will be the incoming MCCA Board President. Mrs. Barnes said Dr. Methvin explained the community college needs and mission very well at the recent Legislative Breakfast that Crowder hosted. Mr. Butler said we are fortunate that our legislators are very supportive of Crowder as much as they can be.
President’s Update
Dr. Methvin reviewed several upcoming dates saying they are in the Crowder Sentry and she will send the list to members after the meeting. She reported the Festival of Wreaths was exceptionally successful this year. Mrs. Branscum announced the Foundation raised $147,000 which is almost $20,000 more than last year’s Festival. Dr. Methvin said the Lee Library hosted some extended study hours last week staying open until midnight, and the student response was incredible. She invited members to join us as we honor several retiring employees with parties in the next few weeks for Mark Kalmbach, Coach Brad Smith, Cindy Branscum and Tresa Wilkins. She said toys, gifts and food are now in the Fireside Room for 62 children of 27 families from the Angel Tree project thanks to many, many donors and Campus Life for their great efforts.
Adjournment
Mr. Wood noted the upcoming Holiday Buffet this Thursday night and the next regularly scheduled meeting set for January 22, 2018. The meeting adjourned to lunch at 11:20 a.m.
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