JUNE 2008 JULY 2008 S M T W T F S SAN JUAN COLLEGE BOARD S M T W T F S 1 2 3 4 5 6 7 JUNE 3, 2008 – 7:00 P.M. 1 2 3 4 5 8 9 10 11 12 13 14 SAN JUAN COLLEGE BOARD ROOM 6 7 8 9 10 11 12 15 16 17 18 19 20 21 13 14 15 16 17 18 19 22 23 24 25 26 27 28 20 21 22 23 24 25 26 29 30 27 28 29 30 31 AGENDA
AGENDA ITEM PRESENTING INFORMATION
A. Call to Order Mr. Walling Information
B. Welcome of Guests and Visitors Mr. Walling Information
C. Adoption of Agenda Mr. Walling Action
D. Citizen Comment
E. Approval of Minutes of Regular Mr. Walling Action Meeting of May 6, 2008 (Pages 2202-2211)
F. Correspondence Dr. Spencer Information Pages (8-9)
G. Staff Reports
1. Personnel Report Dr. Spencer/ Action (Page 10-12) Mrs. Kellerman
2. Financial Report Dr. Spencer/ Action (Pages 13-18) Mr. Jones
3. Spring Enrollment 2008 Dr. Spencer/ Information Mr. Jernigan/ Dr. Drangmeister
H. Old Business
I. President's Report Dr. Spencer Information
1 J. New Business
1. Approval of Capital Project Dr. Spencer Action Priorities
2. Approval of Phase II Renovation Dr. Spencer Action of Dining Services and Old Library
3. Approval of Annual Computer Dr. Spencer Action Replacement Cycle for 2008-2009
4. Approval of Datatel Colleague Dr. Spencer Action Annual License and Maintenance Contract Renewal for 2008-2009
5. Approval of Equipment Dr. Spencer Action Deletion from Inventory (Pages 19-24)
6. Discussion with Northern Area Dr. Spencer Information Local Workforce Development Board
7. Notification of Reduction in Force Dr. Spencer Information
K. Announcement of Next Meeting Dr. Spencer Information
1. Tentative Closed Session Dr. Spencer Action Discussions of License; Personnel Matters; Bargaining Strategy Preliminary to Collective Bargaining; Purchases Exceeding $2,500.00; Threat of Litigation; and/or Real Property or Water Rights Acquisition/Disposition
L. Adjournment Mr. Walling Action
2 COMMENTS TO ACCOMPANY SAN JUAN COLLEGE BOARD AGENDA JUNE 3, 2008
ITEM A. CALL TO ORDER
Self-explanatory.
ITEM B. WELCOME OF GUESTS AND VISITORS
Self-explanatory.
ITEM C. ADOPTION OF AGENDA
Self-explanatory.
ITEM D. CITIZEN COMMENT
None at this time.
ITEM E. APPROVAL OF MINUTES OF REGULAR BOARD MEETING OF MAY 6, 2008
Upon Board approval, I would like to recommend that the Chairman and Secretary of the Board sign the Regular Board Meeting Minutes of May 6, 2008.
ITEM F. CORRESPONDENCE
1. Randy Sweetland, Owner, Sweetland’s Truck & Auto Repair Service, Ltd. Co. of Farmington, received a letter from Raynold Tso, a junior at Shiprock High School, who was doing a research project on his chosen career as an Auto Technician. Raynold asked Mr. Sweetland for some direction regarding education and experience, and Mr. Sweetland encouraged Raynold to enroll in the San Juan College Automotive Technology Program for formal training needed to successfully achieve his goal.
ITEM G. STAFF REPORTS
1. Approval of Personnel Report
Enclosed in the Board packet under Tab G is a listing of the personnel transactions which have occurred since the previous Board meeting.
3 Administrative Recommendation
Self-explanatory.
2. Financial Report
The most recent financial statement for San Juan College is presented under Tab G. The report includes a comprehensive balance sheet, unrestricted budget variance reports by natural and functional categories, auxiliary budget variance reports by natural categories, and a schedule of changes in plant fund balances.
Administrative Recommendation
I recommend approval of the balance sheet, unrestricted and auxiliary budget variance reports, and the schedule of changes in plant fund balances.
3. Spring Enrollment 2008
Ron Jernigan, Sr. Director, Institutional Research, and Dr. Cheryl Drangmeister, Assistant Vice President, Student Services, will present student enrollment for the Spring 2008 term and compare to the prior Spring enrollments. State funding appropriations are based on annual student credit hours generated for Summer, Fall, and Spring semester. An update for the annual 2007-2008 San Juan College enrollment, which funds 2009-2010 academic year, will be provided.
ITEM H. OLD BUSINESS
There is no old business to discuss at this time.
ITEM I. PRESIDENT'S REPORT
Dr. Spencer will comment briefly on her activities of the month.
ITEM J. NEW BUSINESS
1. Approval of Capital Project Priorities
Annually, the New Mexico Higher Education Department requires institutions to submit capital project priorities for consideration by the Governor’s office and upcoming legislature. The administration proposes the following capital project priorities:
4 1. Health Science Equipment 2. Health Science Facility – Phase II 3. Renewable Energy Facility 4. Trades and Technology Equipment 5. Infrastructure Improvements
Administrative Recommendation
I recommend the Board approve the proposed capital project priorities for submission to the New Mexico Higher Education Department.
2. Approval of Phase II Renovation of Dining Services and Old Library
In January 2008, Trustees approved Jaynes Corporation as the contractor for the Dining Services and Old Library renovation. Phase I construction was approved in the amount of $4,892,662.00.
On March 18, 2008, the San Juan College Foundation pledged an additional $1,500,000.00 to facilitate Phase II Renovation of Dining Services and Old Library. Phase II construction includes the following upstairs elements:
Additional restroom amenities An expanded classroom A seminar room Construction of an office suite for Grants Compliance Finish out of the Center for Teaching Excellence; and A conjoined seminar and meeting area Upgrade of certain mechanical infrastructure elements, including the elevator
Administrative Recommendation
Hidell-Wilson, the College’s architect for this project, is value- engineering these elements with Jaynes Corporation. The architect anticipates availability of final pricing by the June 3 Board meeting.
3. Approval of Annual Computer Replacement Cycle for 2008-2009
On average, San Juan College replaces PCs and laptops every four years. The objective of this replacement cycle is to maintain the institution’s computing resources at a level that effectively supports the learning efforts of students and maintains the
5 College’s strategic competency with regard to information technology. The 2008-2009 cycle will replace approximately 20% of the institution’s PC and laptop inventory at a price not to exceed $600,000.00. These replacement units will be purchased from Hewlett-Packard through a state contract negotiated with the Western States Contracting Alliance. The expenditure will be funded by the 2008-2009 state appropriation for equipment renewal and replacement, and has been incorporated in the fiscal 2009 operating budget.
Administrative Recommendation
I recommend that the Board approve the 2008-2009 computer replacement cycle through Hewlett-Packard at a price not to exceed $600,000.00 including applicable gross receipt taxes.
4. Approval of Datatel Colleague Annual License and Maintenance Contract Renewal for 2008-2009
The College’s license and maintenance contract for Datatel Colleague will renew at the beginning of the 2009 fiscal year. Renewal of the license and maintenance contract is estimated at a price not to exceed $225,000.00 including applicable gross receipts taxes. This pricing also includes the license and/or maintenance contract renewals for certain Datatel College partner-software programs. This expense has been included in the 2008-2009 operating budget.
Administrative Recommendation
I recommend that the Board approve renewal of the Datatel Colleague annual license and maintenance contract, including the licenses and maintenance contracts for other partner-software programs, at an amount not to exceed $225,000.00.
5. Approval of Equipment Deletion from Inventory
The College’s Surplus Committee is recommending the disposition of certain assets. In accordance with Chapter 13-6-1 through 4 (Article 6) of the New Mexico State Statute, the Board is required to affirm the Committee’s recommendation. Under Tab J is a list of all assets recommended for disposition. The majority of items are equipment with a cost ranging between $500.00 and $1,000.00 that have come to the end of their useful lives. Equipment is now capitalized at a cost threshold of $5,000.00.
6 Administrative Recommendation
I recommend the Board affirm the Surplus Committee’s action to declare the items listed as surplus and approve of their disposal.
6. Discussions with Northern Area Local Workforce Development Board
The Northern Area Local Workforce Development Board (i.e., the Northern Board) is one of four Local Workforce Boards designated by the New Mexico Governor's Office of Workforce Training and Development to receive Federal funds under the Workforce Investment Act. One of the objectives of this Board is to engender continuity among the efforts of its various participating entities.
Currently, the Northern Board has a number of entities stationed at the College Foundation’s 30th Street Building. In support of its One- Stop Career Center concept, representatives of the Northern Board have initiated discussions with the College about expanding its presence at 30th Street. Currently, only the basement and first and second floors of the 30th Street facility are tenantable. These floors are fully occupied. The Northern Board has expressed a willingness to explore capital funding opportunities to possible refit the third and/or fourth floor of the building. The College administration has agreed to discuss any forthcoming proposals.
7. Notification of Reduction-In Force
As required by Board Policy 502, Chapter VI, the President must make public notice to the Board for the decision to lay off employees or end programs/services. Dr. Spencer will explain the reduction-in-force circumstances and announce the positions/programs/ services affected as follows:
Dining Services Interior Design CFDC – Grant Funded
ITEM K. ANNOUNCEMENT OF NEXT MEETING
The date of the next regular meeting will be Tuesday, July 1, 2008, at 7:00 p.m. in the San Juan College Board Room.
ITEM L. ADJOURNMENT
Self-explanatory.
7