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Board of Trustees Regular Meeting Notice for Monday, August 23, 2021

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Board of Trustees Regular Meeting Notice for Monday, August 23, 2021 DATE: September 14, 2021 TO: Board of Trustees/News Media/Public FROM: Dr. Dennis C. Rile, President RE: Board of Trustees Regular Meeng Noce The Cowley College Board of Trustees will hold its regular monthly meeng on Monday, September 20, 2021 at 6:00 p.m. in the Short Community Room, inside the Short General Educaon Center, on the Sumner Campus, 2208 Davis‐White Loop, Wellington, KS. The AGENDA for the meeng may be accessed by vising the following link aer 5:00 p.m. on Friday, September 17, 2021 : hps://www.cowley.edu/about/board/agenda/agenda.pdf DCR: tv pc: News Media 1 Agenda Meeting of the Board of Trustees Cowley College September 20, 2021 AGENDA I. Call to Order Gary Wilson, Chair Pg. 4 A. Invocation Dr. Steve Abrams II. Awards and Reports Dr. Dennis C. Rittle, President Pg. 5 A. College Update Dr. Dennis C. Rittle, President B. Reaffirmation of the College Mission Debbie Phelps, Institutional Effectiveness C. Thank you to Cowley College K-State Research and Extension D. Thank you to Cowley College Winfield Local Food Pantry E. Thank you to Cowley College Winfield Chamber of Commerce F. Thank you to Cowley College Aaron Nuss Family G. Thank you to Cowley College Baily H H. Thank you to Cowley College Weston Lowe I. Thank you to Cowley College South Haven High School Class of 2023 J. Thank you to Cowley College Aspen Colquhoun K. Thank you to Cowley College Matik Tatum L. Thank you to the Board of Trustees Pam Smith, Cowley Education Association III. Public Comment Gary Wilson, Chair Pg. 18 IV. Standing Committee Reports Pg. 19 A. Trustee Academic Subcommittee Glennis Zimmerman, Trustee Update of the September 13, 2021 Meeting B. Trustee Finance Subcommittee JoLynn Foster, Trustee Update of the September 16, 2021 Meeting 1. Capital Outlay Mill (COM) Renewal 2. Ireland Hall Remediation 3. Bus Purchase vs. Lease Cost C. Trustee Policy Subcommittee Ned Graham, Trustee Update of the September 14, 2021 Meeting 1. 140.00 – Exemption from Alcohol Policy Pg. 21 2. 147.00 – Records Retention Pg. 23 3. 183.00 – House Policies Pg. 25 4. 253.00 – Registration and Enrollment Pg. 26 5. 254.00 – Adding/Dropping a Class Pg. 28 6. 274.00 – Late Registration Fee Payment Pg. 31 7. 410.00 – Refund of Tuition and Fees Pg. 32 D. KACCT Quarterly Meeting Chris Swan, Trustee Recap of the August 27-28, 2021 Meeting 2 Agenda V. Approval of Consent Agenda Gary Wilson, Chair Pg. 34 A. Board Minutes Pg. 34 1. August 23, 2021 Regular Meeting Pg. 35 B. Financial Reports Pg. 44 C. Bills and Claims Pg. 50 D. Administrative Reports Pg. 51 1. Finance and Administration Pg. 51 2. Academic Affairs Pg. 52 3. Student Affairs Pg. 59 4. Information Technology Pg. 71 5. Institutional Effectiveness Pg. 72 6. Athletics Pg. 78 7. Faculty Liaison Pg. 78 8. Student Accessibility Pg. 80 9. Mileage Report Pg. 81 E. Board Policy Approvals Pg. 82 1. 107.00 – Advisory Committees Pg. 83 2. 114.00 - Performance Appraisals Pg. 85 3. 120.00 – Exempt Employee Pay Pg. 87 4. 158.00 – Banking Services Policy Pg. 90 5. 246.00 – Faculty Evaluation Pg. 91 F. Personnel Transactions Pg. 93 VI. Procurement Holly Harper, VP of Finance and Admin. Pg. 97 A. HEERF Eligible Projects – Industrial Grade Audit VII. Discussion Agenda Gary Wilson, Chair Pg. 101 A. Additional Sumner Campus Land Purchase B. Interlocal Cooperation Agreement – Use and Maintenance of Tennis Courts VIII. Other Business Gary Wilson, Chair Pg. 108 IX. Adjournment Gary Wilson, Chair 3 I. Call to Order Meeting of the Board of Trustees Cowley College September 20, 2021 I. CALL TO ORDER A. Chair Wilson will call the regular public meeting of the Board of Trustees to order and Trustee Abrams will open the meeting with an invocation. 4 II. Awards and Reports Meeting of the Board of Trustees Cowley College September 20, 2021 II. AWARDS AND REPORTS Items listed under Awards and Reports are pre-approved by the Board Chair and the President. The items are purposeful to the Board and College Administration, as well as informative in nature. A. College Update - Dr. Dennis C. Rittle B. Reaffirmation of the College Mission - Debbie Phelps, Institutional Effectiveness C. Thank you to Cowley College - K-State Research and Extension – Cowley County D. Thank you to Cowley College - Winfield Local Food Pantry E. Thank you to Cowley College - Winfield Chamber of Commerce F. Thank you to Cowley College - Aaron Nuss Family G. Thank you to Cowley College - Baily H H. Thank you to Cowley College - Weston Lowe I. Thank you to Cowley College - South Haven High School Class of 2023 J. Thank you to Cowley College - Aspen Colquhoun K. Thank you to Cowley College - Matik Tatum L. Thank you to the Board of Trustees - Pam Smith, Cowley Education Association 5 II. Awards and Reports Mission Statement Cowley College is committed to providing opportunities for learning excellence, personal achievement, and community engagement. 6 II. Awards and Reports 7 II. Awards and Reports 8 II. Awards and Reports 9 II. Awards and Reports 10 II. Awards and Reports 11 II. Awards and Reports 12 II. Awards and Reports 13 II. Awards and Reports 14 II. Awards and Reports 15 II. Awards and Reports 16 II. Awards and Reports 17 III. Public Comment Meeting of the Board of Trustees Cowley College September 20, 2021 III. PUBLIC COMMENT All official Board meetings are open to the public except executive sessions, which are convened in compliance with state law. However, participation in the meetings is not required by state law. The Cowley College Board of Trustees welcomes the attendance and participation of citizens in regular meetings and upon recognition by the Chairman, encourages questions or comments pertaining to items on the Agenda. Persons having other matters to be brought before the Board should submit these matters in writing to the President or Board Chairperson at least 72 hours in advance of the meeting, in order that items may be placed on the Agenda. In accordance with time requirements, the Chairman reserves the right to limit comments both in content and length of presentation. 1. No comments will be heard on matters which are not on the Agenda without the consent of the Board. 2. Persons wishing to speak shall identify themselves to the Board Clerk and state whether or not they represent the opinion of a group. 3. Each person may speak no longer than three minutes without specific consent of the Board or Chairperson. 4. Presentations containing information or comments related to College personnel or students may be referred for consideration in executive sessions. 5. The Chairperson reserves the right to limit the number of speakers. 6. Comments must be conveyed in a respectful and civil manner. 7. The Board reserves the right to withhold response or action based on public comment. 8. The Chairperson reserves the right to stop the proceedings and poll the Board to determine if a speaker may continue. 9. Any person acting in such a way as to disrupt the Board proceedings may be removed from the meeting place. 18 IV. Standing Committee Reports Meeting of the Board of Trustees Cowley College September 20, 2021 IV. STANDING COMMITTEE REPORTS A. Trustee Academic Subcommittee Glennis Zimmerman, Trustee Update of the September 13, 2021 meeting B. Trustee Finance Subcommittee JoLynn Foster, Trustee Update of the September 16, 2021 meeting 1. Capital Outlay Mill (COM) Renewal The Board of Trustees is authorized by KSA 71-501 to make an annual capital outlay tax levy for a period of not to exceed 5 years and not to exceed 2 mills for the purpose of “construction, reconstruction, repair, remodeling, additions to, furnishing and equipping of College buildings, architectural expenses incidental thereto, and the acquisition of real property for use as building sites or for educational programs”. In 2017 the College established a 1.25 Capital Outlay Mill for five years, expiring on June 30, 2021. We are requesting to extend that levy for another five years. The mill could generate around $1.9 million during the five years. The College intends to renew these funds for the following projects: • $830,000 – Building Roofs (dorms and academic) • $300,000 – Docking Dorm HVAC • $290,000 – Ireland Hall renovations • $250,000 - Bus Barn Build • $200,000 – Student Center upgrades Administration recommends that the Board approve the renewal of the existing 1.25 capital Outlay Mill Levy (COM) for a period of five years, beginning on July 1, 2022, to provide funds for deferred maintenance and capital projects. Eligible projects must occur in Cowley County 2. Ireland Hall Remediation The Finance Subcommittee supports the Administration to move forward with their plan to remediate Ireland Hall. 3. Bus Purchase vs. Lease Cost The Finance Subcommittee determined that the College will continue with our current method of transportation utilizing our current buses, while chartering longer trips at the discretion of the administration. C. Trustee Policy Subcommittee Ned Graham, Trustee Update of the September 14, 2021 meeting Policies for First Review: 1. 140.00 – Exemption from Alcohol Policy (Revision) 19 IV. Standing Committee Reports • Administration requests approval of the revised policy 140.00 exemption from Alcohol Policy. The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the first reading by the Board and final approval will be requested at the October meeting. 2. 147.00 – Records Retention (Revision) • Administration requests approval of the revised policy 147.00 – Records Retention. The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee.
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