MINUTES
COCHISE COLLEGE GOVERNING BOARD REGULAR MEETING
Tuesday, June 8, 2004 Sierra Vista Campus 6:00 p.m.
1. GENERAL FUNCTIONS
1.01 Call to Order
The meeting was called to order by Mrs. Jane Strain, Board Chair, at 6:07 p.m.
Board Members Present: Mrs. Jane Strain Dr. Randall Groth Mrs. Jan Guy
Board Members Absent: Mr. Juan Flores Mr. Bob Nelson
1.02 Pledge of Allegiance
1.03 Adoption of Agenda
The agenda was adopted as published.
1.04 Citizen’s Interim
Mr. Bob Strain, Sierra Vista Mayor Pro Tem, presented the Mayor’s Award (a numbered copper coin and a certificate signed by the Sierra Vista Mayor, Thomas J. Hessler) to Mr. Ken Jones in honor of his contributions to the community as well as ten years of presenting the Sierra Vista Economic Forum. Mr. Jones thanked Mr. Strain, the Mayor, and the College for allowing him the opportunities.
Dr. Nicodemus remarked that Mr. Jones has been a good ambassador for the College and noted that the next economic forum will be held in Benson on June 10, 2004.
1.05 Standing Reports
1.05.1 Representative to the AADGB
Mrs. Guy reported that there were no formal meetings in May. The next meeting is being hosted by the College on June 10, 2004.
Dr. Nicodemus added that universities’ Changing Directions II will be the focus of discussion on June 10th.
1.05.2 Senate Report
There was no Senate report.
1.05.3 Student Government Association (SGA)
Mrs. Stacie Munger, SGA Advisor, introduced the SGA President for 2004-05, Mr. Bill Tenboer; Vice-President, Liz Zike; and Social Events Coordinator, Selene Lopez. Waverly Chumura, Secretary and Jennifer Talbot, Treasurer were unable to attend the Board meeting.
1.05.4 College President
Dr. Nicodemus was pleased to announce that the House and Senate adopted full-growth funding as recommended by the Governor.
Dr. Carter distributed updates on several facilities projects. The roofing project on the Douglas Campus is well underway, the HVAC project on the Sierra Vista Campus is still in process, and the concrete project on the Sierra Vista Campus is underway. Dr. Carter thanked the maintenance staff for their time and support.
1.05.5 Monthly Financial Report
The Financial Report for the month ending May, 2004, was submitted to the Board for its review. The financial report was accepted as presented. A summary is attached.
Dr. Michael Carter, Vice President for Administration, announced that the College met 100% of the revenue projections and, in fact, exceeded the projections by 3-5%. College expenditures are projected to be under budget for FY04.
2. APPROVAL OF MINUTES
2.01 Acceptance of Minutes, Regular Meeting, May 11, 2004
The Minutes of the May 11, 2004, Regular Meeting of the Cochise College Governing Board were approved and entered into record.
3. INFORMATION ITEMS
3.01 FY03 Auditors Report
Dr. Carter reported that the auditors completed the FY03 audit and no reportable audit findings were found. The auditors did present several management findings which the administration is reviewing for appropriate follow-up action. 4. NEW BUSINESS*
Mrs. Strain read a letter of resignation from Dr. Groth effective June 9, 2004. Dr. Groth and his family are relocating to an address outside his current district.
Mrs. Guy thanked Dr. Groth for the invaluable knowledge, skills, and contributions he has contributed over the past eight years.
4.01 Consent Agenda*
Dr. Groth moved and Mrs. Guy seconded a motion to approve the Consent Agenda. The Board unanimously approved. MOTION CARRIED. The following items were approved:
4.01.1 * Administrative Support; Appointment (Renee Doehrel, Web Coordinator) 4.01.2 * Classified; Appointment (Esperanza Sanchez, Student Services Technician) 4.01.3 * Faculty; Appointment (Kevin R. Martin, English Instructor) 4.01.4 * Faculty; Appointment (Bridget Schuldies, Nursing Instructor) 4.01.5 * Faculty; Resignation (Thomas Cargill, AMT Instructor) 4.01.6 * Faculty; Resignation (Susan Gruchacz, Counselor) 4.01.7 * Faculty; Retirement (Dr. Charlie LaClair, Faculty) 4.01.8 * Faculty; Retirement (Dr. Claudia LaClair, Faculty) 4.01.9 * Curriculum Changes 4.01.10 * Classified; Appointment (Gary Putnam, Facilities Maint. Tech.)
Dr. Nicodemus noted that Dr. Charlie LaClair and Dr. Claudia LaClair are retiring after many years with the College. Dr. Joanna Michelich, VPI/Provost, introduced Mr. Kevin Martin to the Board. Dr. Carter introduced Mr. Gary Putnum to the Board.
4.02 Adjusted 2003-2004 Budget to Reflect Actuals
Mrs. Guy moved and Dr. Groth seconded a motion to approve the Adjusted 2003-2004 Budget to Reflect Actuals. There was no discussion by the Board.
The Board unanimously approved. MOTION CARRIED.
4.03 Public Hearing; 2004-2005 Budget (Information)
There were no requests from the public to speak.
NOTE: At 6:30 p.m., following the public hearing, the Governing Board recessed the regular meeting and called to order a special meeting for the purpose of adopting the proposed budget for the 2004-2005 fiscal year. (See Special Meeting Minutes)
The regular meeting reconvened at 6:33 p.m. – Reconvene Regular Meeting –
4.04 College Travel Reimbursement Policy
Dr. Groth moved and Mrs. Guy seconded a motion to approve the recommended changes to the Travel Reimbursement Policy.
Dr. Carter explained that no significant changes have been made to the travel policy and that he recommends updating the manual annually.
The Board unanimously approved. MOTION CARRIED.
4.05 College Policies and Procedures – Second Reading
Mrs. Guy moved and Dr. Groth seconded a motion to approve the changes to the College Policies and Procedures.
These were presented to the Board as a first reading at the May Board meeting. Some of the policies have been moved from the Governing Board to Administration. The policy change generating the most discussion is specific to the non-renewal policy. It was also noted that the Curriculum Committee has been moved from the oversight of the Senate to the VPI/Provost. The curriculum committee will include a Senate representative.
The Board unanimously approved. MOTION CARRIED.
4.06 Intergovernmental Agreement with Santa Cruz County
Mrs. Guy moved and Dr. Groth seconded a motion to approve the IGA with Santa Cruz County.
Dr. Carter recommended continuing the contract with the Santa Cruz County Board of Supervisors. There are three proposed enrollment models to be considered with 165 FTSE projected as the “most likely” scenario.
Dr. Groth requested that the proposal be presented as a “break-even” model, indicating all costs are borne by Santa Cruz County.
The nursing program test scores were not as good as expected and it was decided that a pre-nursing program would better serve Santa Cruz County students at this time.
The College will present a proposal to Santa Cruz County to expand the contract by providing ITV services and/or establishing a science classroom at its Education Center.
The Board unanimously approved the IGA with Santa Cruz County with changes. MOTION CARRIED. 4.07 Renewal of Intergovernmental Agreement with Central Arizona College
Mrs. Guy moved and Dr. Groth seconded a motion to approve the IGA with Central Arizona College. There was no discussion by the Board.
The Board unanimously approved. MOTION CARRIED.
4.08 Development of a Job Description: Director, Center for Southwest Studies
Mrs. Guy moved and Dr. Groth seconded a motion to approve the development of the job description for the Director, Center for Southwest Studies.
Dr. Nicodemus presented a report prepared by Ms. Becky Orozco making recommendations and discussing opportunities, activities, direction, and grant opportunities for the Center for Southwest Studies.
Mrs. Strain asked how the Center is being monitored and by whom.
Dr. Nicodemus explained that all expenses and revenues will be reported to the Governing Board on a regular basis and that decisions on how best to quantify different aspects of the Center are being considered. Dr. Nicodemus expects that the job description will be finalized by August and recommended that Ms. Orozco’s consulting contract be extended in the interim.
The Board unanimously approved. MOTION CARRIED.
4.09 General Liability Insurance
Mrs. Guy moved and Dr. Groth seconded a motion to approve the General Liability Insurance coverage contract with The Arizona School Retention Trust.
The Board unanimously approved the contract. MOTION CARRIED.
4.10 Execution of Contracts Related to Santa Cruz IGA
Mrs. Guy moved and Dr. Groth seconded a motion to approve the President to act on behalf of the Board and enter into contracts related to Santa Cruz IGA.
Dr. Nicodemus requested permission to act on behalf of the District in executing the continuation of rental agreements with either the City and/or School District.
The Board unanimously approved. MOTION CARRIED.
4.11 Arizona Department of Corrections 2004-05 Amendment
Mrs. Guy moved and Dr. Groth seconded a motion allowing the President to execute an agreement with the ADC.
Dr. Nicodemus requested permission to execute an agreement with the Department of Corrections when it is received. It is expected that there will be no changes.
The Board unanimously approved. MOTION CARRIED.
4.12 Discussion of Contract for the College President
The Governing Board may choose to enter into executive session to discuss the annual evaluation of the College President, pursuant to A.R.S. §38-431.03 (A) (1) Discussion or consideration of employment, assignment, appointment or salaries of employees of a public body.
Dr. Groth moved and Mrs. Guy seconded a motion enter into executive session for discuss the contract of the College President.
The Board unanimously approved. MOTION CARRIED.
Board moved into executive session at 7:10 p.m. Executive session ended at 7:45 p.m.
4.13 Contract for the College President
Dr. Groth moved and Mrs. Guy seconded a motion to amend the President’s contract, effective date of July 1, 2004 to June 30, 2007.
The Board unanimously approved. MOTION CARRIED.
5. ADJOURNMENT
Mrs. Guy had no comments.
Dr. Groth had no comments.
Mrs. Strain adjourned the meeting at 7:55 p.m.
Respectfully Submitted:
______Ms. Michele Helm, Administrative Assistant
______Mr. Juan Flores, Secretary to the Governing Board
MINUTES
COCHISE COLLEGE GOVERNING BOARD SPECIAL MEETING
Tuesday, June 8, 2004 Sierra Vista Campus 6:00 p. m.
1. GENERAL FUNCTIONS
1.1 Call to Order
The special meeting was called to order by Mrs. Jane Strain, Board Chair, at 6:30 p.m.
Board Members Present: Mrs. Jane Strain Dr. Randall Groth Mrs. Jan Guy
Board Members Absent: Mr. Bob Nelson Mr. Juan Flores
2. NEW BUSINESS
2.1 Adoption of Fiscal year 2004-2005 Budget ACTION
Dr. Randall Groth moved and Mrs. Jan Guy seconded a motion to approve the Cochise College fiscal year 2004-2005 budget. There was no discussion.
The Board unanimously approved. MOTION CARRIED.
3. ADJOURNMENT
Mrs. Strain adjourned the meeting at 6:33 p.m.
Respectfully Submitted:
Ms. Michele Helm, Administrative Assistant
Mr. Juan Flores, Secretary to the Governing Board