MINUTES OF THE MEETING OF THE
BOARD OF TRUSTEES OF THE COMMUNITY COLLEGE DISTRICT
OF NEWTON-McDONALD COUNTIES, MISSOURI
May 20, 2019
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 10:03 a.m. on Monday, May 20, 2019, in the Crowder College Newton Hall Conference Room.
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:
Glenn Coltharp, President
Martha Nimmo, Administrative Assistant to the President
TJ Angel, Director of Physical Plant
Cindy Brown, Director of Public Information
Kathy Parker-Collier, Grants Director
Jim Cullumber, Director of Institutional Advancement
Chett Daniel, Director of Institutional Research
JP Dickey, Director of Admissions
Mark Fitch, Director, Webb City Instructional Center
Rhonda Helm, Records Manager
Adam Morris, Associate Vice President of Academic Affairs
Monte Padgett, Director, Nevada Instructional Center
Darrin Pfeifly, Director of Transport Training
Amy Rand, Vice President of Finance
Angela Seymour, Director, Cassville Instructional Center
Tiffany Slinkard, Vice President of Student Affairs
Melissa Smith, Director of Concurrent Enrollment and Joplin ATTC
Wade Williams, Educational Opportunity Center Director (EOC)
Phillip Witt, Associate Vice President of Career and Technical Education
Keith Zoromski, Associate Vice President of Academic Affairs
A few moments of silence were observed to prepare for the meeting.
Minutes of Previous Meeting
Minutes of the April 22 regular meeting were approved as written and previously distributed.
Financial Reports
Mr. Wood noted the monthly cash flow statement. Mr. Butler asked about several payments for car rentals. Ms. Rand said they could be for TRIO travel, for athletic travel, or for a Jenzabar Conference that took place in Tulsa recently. Dr. Chapman asked about a payment to UMKC. Dr. Coltharp said it was a one-time payment for training about supplemental instruction as part of the Title III grant. Mr. Wood asked if there were any further questions on the two sets of checks for April 9-30 and May 1-6. There being none, checks in the amount of $852,351.33 were approved ON MOTION by Mr. Butler, seconded by Mrs. Andris, and unanimously carried. The rest of the current fund balances, agency funds and other accounts were reviewed. Mrs. Barnes asked what ‘Vocational Effectiveness’ refers to in the Dell Reed TEC revenues. Dr. Witt said that is part of the state allocation for the CTE, and the name of the grant has changed to be the CTE Base and Performance grant. Ms. Rand said those funds come to us now as state funds so are shown in the breakdown of revenue and expenditure accounts as DESE CTE Base Performance, and the funds are basically a wash as the expenses match the revenue amount received. Mrs. Barnes asked about the Heartland Sex Assault Prevention grant. VP Slinkard said that is a three year grant in partnership with KU to help provide programing and training for prevention. She said the grant is for $7,000 per year, and this is the third year of the grant that ends in July. Mr. Wood said the budgets look good on the accounts thanks to prudent budgeting. Dr. Coltharp noted the reserve funds that increased slightly this month although they are expected to decline some toward the end of the fiscal year.
Continuous Tactical Planning
Dr. Coltharp said from the discussion last month at the first reading of this, we were able to consider some of the questions that were raised to make the form more understandable for this second reading, which is how a first and second reading should work. He reviewed the updated Continuous Tactical Planning document saying the top Student/Program Areas portion in blue are actually the objectives that we will work toward. He said the wording in each section has been updated, and as each group completing the form determines what they need to do to improve, they will list the ‘Tactic’ or action planned to reach the objective. Dr. Coltharp reviewed the example that was provided saying the middle section will list the ‘Measurable Outcome’ along with a ‘Deadline’ date, and the last box will include the ‘Analysis/Conclusion’ of what was discovered. He said there may be more Tactics developed once the Analysis/ Conclusion results have been reviewed. He thanked the Board for their previous comments as they helped to make the CTP form to be more easily understood by all. Mr. Wood said he likes the framework for this internal tool, and Board members agreed. After brief discussion, a MOTION to approve the Continuous Tactical Planning document as presented was made by Dr. Chapman, seconded by Mr. Vancuren and unanimously carried.
Budget for FY 20
Ms. Rand said there have been very few changes from last month’s budget presentation. She said on the Notes page, the additional contingency amount was dropped slightly to $865,000. She said on the Summary page, any areas that have been changed are highlighted, and in revenue, we received a Missouri Education Initiative grant for the Nursing Program that is funded through the State Board of Nursing. She said we have received this grant several times, and the State Board of Nursing uses the revenue from the fees paid by nurses to continue their licenses to award these grants. Ms. Rand said under the five expenditure categories, two went down and three went up slightly, and the details for those are shown on the expense pages. She said the percentages shown on the pie charts did not change noticeably from last month. Ms. Rand reviewed the detailed pages of revenue and expenses for the highlighted areas that changed from last month. She said in expenses, the new Practical Nursing program in Nevada will require an additional expense charge of rent to the Nevada Schools for use of the facilities. She said the Scholarships/ Waivers expense went down slightly thanks to the Foundation for taking over payment of some scholarship funds. Ms. Rand responded to questions briefly. Dr. Coltharp reported the one-time nursing expansion funds of about $335,000 that are being considered in the State Legislature are still in the budget waiting for the Governor’s final approval. He said those funds will off-set some of the nursing expenses in Nevada and at other locations, but the expansion was already planned, and the funds were not required to make the expansion possible. Without further discussion, a MOTION to approve the FY 2019-2020 Budget as provided was made by Mrs. Andris, seconded by Mr. Vancuren and unanimously carried.
Personnel
Dr. Coltharp recommended approval of the retirement of Everett ‘Lee’ Franklin, Custodian (PT), who has been with the College for seven years working in the Gym. A MOTION to accept his retirement with thanks for his service was made by Dr. Chapman, seconded by Mrs. Barnes and unanimously approved.
Dr. Coltharp recommended the approval of three resignations: Bradley Dorris, AEL Lead Instructor; Kayla Monteleone, Graphic Design/Multimedia Developer, and Amelia (Vazquez) Gustafson, Secretary/Receptionist (PT) in Webb City. A MOTION to approve all three resignations was made by Mr. Butler, seconded by Mr. Vancuren and unanimously carried.
Dr. Coltharp recommended the approval of seven employments as follows: Andrew Poor, Alternative Energy Instructor; Joshua Sikes, Transport Training Instructor; Gregory Murdock, Business Instructor; Becky Freund, Accounts Receivable Specialist/Cashier; Linda Douglas, Program Coordinator, Practical Nursing Program, Nevada; Amy Dodge, Geometry Instructor, CTEC, and Samantha Orr, Custodian (PT). A MOTION to approve all seven employments as recommended was made by Mrs. Barnes, seconded by Mr. Butler and unanimously carried.
TRIO Educational Opportunity Center (EOC) Program Review
Mr. Wade Williams said he had been with Upward Bound prior to moving to the Educational Opportunity Center, and although it is still a TRIO program, he is now working with the adult population as opposed to working with the teenage population. He said the EOC is one of twelve TRIO programs at Crowder, and we are funded to serve a minimum of 1,000 students per year that are first generation or low-income with at least two-thirds of them in both categories. He said we served 1,047 students last year who met the qualifications although we assist anyone who comes in the office regardless of their qualifications so there were likely two or three hundred more students served. Mr. Williams said we work with adults to help them re-enter college so many have been out of school for a while, and one student is returning after forty years. He said we assist with the admission application and financial aid process such as when they get emails about incomplete FAFSA files which can often be intimidating, but easily fixed. Mr. Williams thanked JP Dickey, Director of Admissions, and Stephanie Ferguson, Director of Financial Aid, for their help directing students to the EOC office. He said Admissions staff often personally walk students to our office, and Financial Aid sends lists of students who have applied for admission but don’t have a FAFSA on file or if they have been selected for the FAFSA verification process. He said we are currently ahead of schedule with having served over 700 students, and we will definitely meet the 1,000 students minimum by the August 31 deadline. Mr. Williams said like all TRIO programs we have specific objectives that must be met, and the EOC has four. He said in 2017-18, 55% of participants without a secondary school diploma enrolled in programs leading to a secondary school diploma or its equivalent, and 57% of eligible participants enrolled in postsecondary education programs. He said another objective met is that of those who were high school seniors last year that were assisted with the financial aid process, 94% of them enrolled in college. Mr. Williams thanked his great staff: Chrissy Brashar (Neosho), Connie Patton (Cassville and the Monett Job Center), and Donna Clemens (Webb City, the ATTC and the Joplin Job Center). When asked, Mr. Williams listed the twelve TRIO programs at Crowder that include: two Talent Search grants, six Upward Bound and Upward Bound Math/Science grants, one EOC grant, and three Student Support Services grants (Neosho, Cassville and Nevada). He noted the Ronald E. McNair TRIO program works with students pursuing their masters or doctorate and as our students graduate, we direct them to institutions that have TRIO programs such as the McNair program for continued support. Dr. Coltharp said when you think of Crowder, you think of our TRIO programs that are so strong and support students so well, and Crowder would not be the same without them. Mr. Williams reported we received word recently that we will have a 4.5% funding increase for next year saying Crowder is extremely fortunate to have twelve TRIO programs to meet the needs in this area. Mr. Wood asked how a student without a secondary school diploma gets one. Mr. Williams said we refer students to AEL to complete their HSE (High School Equivalency test, formerly GED), or if we began serving them while in high school, they can go back to complete their high school degree.
Records Department Program Review
Mrs. Rhonda Helm thanked her wonderful staff including Angela Aeillo and Susan Roberts, and there is one half-time position currently vacant. She said the Records Department receives and processes all high school and college transcripts and all online personal information updates that are required by every student each semester. She said since we began partnering with the National Student Clearinghouse, we have a quicker turn-around time processing transcript requests, and this has greatly improved customer service. She said since we are now an ‘attendance taking’ institution, we maintain all attendance records as well. Mrs. Helm reported all paper documents are now transferred into an electronic format, and any employee needing access to student data can get permission to access those records, and they can be looked up more quickly as well. Mrs. Helm drew attention to data comparing the last four years saying the number of graduation applications and diplomas processed are consistently going up and the number of students on suspension and suspension appeals are going down which reflects what a great job Crowder College is doing for students. She said over the past three years we have modified the graduation application to include three additional contacts for each student so that students can be contacted by Career Services and for alumni tracking. She said we began recording the Gainful Employment Disclosure Acknowledgements and began sending electronic transcripts through the National Student Clearinghouse. She said this year we revamped the Records Department information on the Crowder website to assist online searching. Mrs. Helm noted that our department is totally paperless now meaning that we no longer have student files in file cabinets and storage boxes as all records are easily accessed digital images. She said in Fall 2017, we stopped charging the $35 graduation fee so that only students participating in commencement pay a fee for their graduation regalia. Mrs. Helm said in the future, we plan to work with IT and the National Student Clearinghouse to implement an automated process of sending student transcripts for those without transcript holds, but it requires a great deal of programming to accomplish. When asked, Mrs. Helm said student paper records are shredded once the document is indexed electronically to the specific student. Dr. Coltharp said the data showing the increasing number of graduates is even more amazing when you realize that it was taking place at the same time that our enrollment was decreasing. He said we raised the number of completers, and if we could increase enrollment at the same time, there would be an even larger number of students succeeding. Brief discussion took place regarding this and the effects of stackable certificates on completers. The Board thanked Mrs. Helm for the great report.
President’s Update
Dr. Coltharp reported the Neosho Chamber of Commerce is having their Legislative Eggs & Issues event tomorrow in the Wright Center at 10:00 a.m. He said although the current legislators are a new group, they have been very supportive of Crowder, and we want to thank them for their support. He said later this week, three Board members will be attending the MCCA Trustee and Executive Leadership Conference, Wednesday through Friday at Lake Ozark. He said on June 4th in Cassville, there will be a check presentation at 9:30 a.m. with the Sunderland Foundation and an MOU signing at 10:00 a.m. with Drury University who will be offering classes and providing a good service to our Cassville students. Dr. Coltharp said Larry Nichols of Missouri State University will present to you at the June Board meeting about what services they provide to Crowder students. He reported on June 6th at 4:00 p.m., the Foundation is hosting an MVP (Most Valuable Partner) sneak peak of the Freeman Roughrider Fieldhouse for Board members and donors. Dr. Coltharp announced on June 14th at 7:00 p.m. in the Gym, the AEL Program will host Graduation for students completing their High School Equivalency test which is very rewarding. He announced the Crowder Sentry recently won 24 awards in a contest co-sponsored by the Missouri Press Association and the Missouri Collegiate Media Association. Dr. Coltharp showed the certificate received from the Association of Community College Trustees (ACCT) indicating that we are members in good standing. He noted the next regularly scheduled Board meeting will be held on June 24th at the Nevada campus.
Closed Session and Adjournment
Mr. Wood called for a motion to go into closed session following a brief break. At 11:00 a.m., the regular meeting adjourned and a MOTION to go into closed session in accordance with RSMo 610.021 was made by Mr. Butler, seconded by Mrs. Barnes and passed unanimously on the following roll call vote:
Barnes: Yes Chapman: Yes Butler: Yes
Vancuren: Yes Andris: Yes Wood: Yes
At about 11:10 a.m., members moved to Newton Hall room 149 (VP Rand’s office) for the closed session. Discussion took place with Dr. Coltharp regarding personnel; no Board action was taken. A MOTION to adjourn was made at about 12:10 p.m. by Mr. Butler, seconded by Mrs. Barnes and unanimously carried on the following roll call vote:
Chapman: Yes Barnes: Yes Butler: Yes
Vancuren: Yes Wood: Yes Andris: Yes
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