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06/25/20 Board of Trustees Regular Board Meeting

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06/25/20 Board of Trustees Regular Board Meeting BOARD OF TRUSTEES McHENRY COUNTY COLLEGE DISTRICT #528 Thursday, June 25, 2020 Virtual Meeting Regular Board Meeting (as authorized by 6:00 p.m. Executive Order 2020-7) AGENDA 1. CALL TO ORDER 2. ROLL CALL 3. PLEDGE OF ALLEGIANCE 4. COLLEGE MISSION STATEMENT 5. ACCEPTANCE OF AGENDA 6. ACCEPTANCE OF MINUTES: Regular Board Meeting, May 28, 2020 7. OPEN FOR RECOGNITION OF VISITORS AND PUBLIC COMMENT 8. PRESIDENT’S REPORT: Dr. Clinton Gabbard 9. PRESENTATION Return to Campus Planning: Dr. Clinton Gabbard 10. COMMUNICATIONS A. Faculty Report: Ms. Sarah Sullivan and Ms. Elaine Whalen B. Adjunct Faculty Report: Ms. Karen Shuman C. Staff Council Report: Ms. Tawnja Trimble D. Student Trustee Report: Ms. Gabby German E. Attorney Report 11. APPROVAL OF CONSENT AGENDA For Approval A. Executive Summary and Financial Statements 1. Executive Summary, Board Report #20-76 2. Treasurer’s Report, Board Report #20-77 3. Ratification for Accounts Payable Check Register, Board Report #20-78 B. Request to Approve/Lease/Purchase/Renew 1. Annual Ellucian ERP, CROA, and Self Service Financial Aid Software Maintenance, Board Report #20-79 2. Augusoft Lumens Integrated Professional (iPRO) and Lumens Contract Training – Premium Module Licenses, Board Report #20-80 3. Emergency Medical Technician (EMT) Training, Board Report #20-81 4. Title III: Pathways Web Development Contract, Board Report #20-82 C. Personnel 1. Appointment of Replacement Instructor of Entrepreneurial Agriculture and Horticulture, Board Report #20-83 2. Authorization for Personnel Appointment, Board Report #20-84 12. ACTION ON ITEMS REMOVED FROM CONSENT AGENDA 13. REQUESTS FOR EMERITUS OR LEGACY STATUS A. Request to Grant Honorary Legacy Status, Board Report #20-85 B. Request to Grant Honorary Legacy Status, Board Report #20-86 14. FOR INFORMATION A. New Employees B. Employee Resignations C. June Committee Meeting Summary D. Friends of McHenry County College Foundation Update E. Office of Marketing and Public Relations Update F. Office of Resource Development Update G. Sustainability Center Update 15. FUTURE AGENDA ITEMS/SUMMARY COMMENTS BY BOARD MEMBERS 16. CLOSED SESSION A. 120/2(c) Exception #1 Personnel B. Other matters as pertain to the exceptions of the Open Meetings Act 17. ADJOURNMENT Michael Smith Chair McHenry County College Information Report June 25, 2020 Student Trustee Report Student Awards Celebration The annual Student Awards Celebration was held virtually this year to celebrate the accomplishments of over 80 MCC students for their hard work and dedication. Students were nominated for various awards by employees across campus, and winners were selected by a committee for multiple MCC campus-wide Student, Academic, Student Organization, and Athletic awards. Student Award recipients received an email with a personalized video from an MCC Administrator congratulating them on their award. Students also received by mail a personalized certificate, Student Awards program and gift of appreciation. A collective video of all awards and student honorees was created and shared with the MCC community. New Student Orientation Summer is a time where we would invite hundreds of students to campus in preparation for their first full semester at MCC. Due to COVID-19, the Academic Advising Office has created a new and improved online orientation for our new students. MCC has partnered with Advantage Design Group (ADG) to design and launch a new online orientation experience which is creative, engaging, and customizable. This will help MCC “orientate incoming students, ease transitions and impact retention and success”. On June 9, emails went out to 944 summer students and 1,324 fall students inviting them to participate in the new online orientation. In the first three days it was available, over 200 students completed the online orientation. Student Success The Athletic Department shared the success of all Athletic Teams, who achieved an overall GPA of 3.13 for the 2019-20 academic year with 7 out of 8 teams earning an overall team GPA over 3.0. 61 out of 139 rostered Student Athletes attained Illinois Skyway Collegiate Conference Academic All- Conference honors with a GPA of 3.0 or higher. 20 student athletes earned NJCAA Academic All- American status with a GPA of 3.6 or higher and four of our teams (Women’s Tennis, Softball, Baseball and Men’s Tennis) were honored with NJCAA Academic Team of the Year status. The Student Government Association reported an overall average GPA for Spring semester of 3.17, with an average of 30 active members throughout the semester. Student Government continues to meet throughout the summer to plan for what is to come this Fall. McHenry County College Board Report #20-76 June 25, 2020 Executive Summary Information Attached is the Executive Summary of financial information with year-to-date results for FY 2020 through the month of May. Recommendation It is recommended that the Board of Trustees accepts the Executive Summary as presented. Clinton E. Gabbard President Executive Summary Fiscal Year 2020 is currently 91.7% complete with the year-to-date results ending May 31, 2020 being reported. In the Operating Funds, total revenue is 101.7% of the year-to-date (YTD) monthly budget, as compared with 101.1% at the same time last year. Total expenditures are 93.2% of budget, as compared with 88.3% of budget at the same time last year. The Operating Funds include both the Education Fund and the Operations and Maintenance Fund, and together comprise most of the instruction and instructional support activities of the College. The following items relate to the Operating Funds (Fund 01 and Fund 02) with monthly YTD budgets: YTD Revenues: • Currently on track for distributions from local taxes at 101.4% of the YTD budget. This revenue reflects the increase in the levy from 2019, which accounts for the variance over FY19 YTD. However, due to COVID-19 concerns, tax extensions may delay cash receipts in future months, but should only affect short term cash flow. • Currently on track for distributions from State at 105.0% of the YTD budget. The State revenue is all timing related and is current with no material revenue in arrears. However, due to COVID-19 concerns, future budgeted grant payments may be delayed that could affect short term operating cash flow that may extend into FY21. • Currently on track for Tuition & Fees through the month at 99.2% of the YTD budget. Tuition & Fees revenue consists of activity from Summer 2019 through May 2020. The entirety of this revenue will is recognized over an 11-month timeframe from July 2019 through May 2020. YTD Expenditures: • Salaries account for 50.8% of the YTD budget and is currently at 98.7% of the YTD salary budget. This is higher than last year at this time, which is to be expected due to budgeted increases. No significant changes are expected in the budgeted salary line item by year end. • Benefits account for 20.0% of the YTD budget and is currently at 84.0% of the YTD benefits budget. This is significantly lower than last year at this time which is due to timing and usage of health benefits by the employee population and most likely due to COVID-19 shelter in place preventing the use of doctor visits and hospitalization. There is a high probability we will experience a spike in benefit costs in FY21 when the State fully opens. • Capital projects account for 8.6% of the YTD budget and currently 68.1% of the YTD capital budget. This is higher than last year at this time due to timing of projects. All FY20 budgeted capital expenditures are expected to be completed by year end with little to no expense hitting in the subsequent FY. Below is a summary of major projects budgeted. • A218, Bookstore, and Student Affairs renovations: budget of $2.8m with substantial completion by June 15th. All the renovations are nearly complete and will be ready for full occupancy by June 30th. • Wayfinding Signs: budget of $495k with completion by June 30th. This project is currently underway and nearing completion. • Parking Lot C: budget of $660k with substantial completion by June 30th if weather cooperates. Actual costs came in at half of what had been budgeted, but $100k of those savings were reallocated towards the renovation project and there is about $300k of expense hitting in FY20 from work not completed by end of FY19 for the Parking Lot F project by the Science Center. Page 1 of 10 YTD Surplus(Deficit): Surplus is currently at $2,671,509, after transfers, through the month of May 2020 with a decrease of $3,078,493 from the prior year at same time. The YTD monthly budget shows a monthly deficit of $475,815. Year End Outlook: Outlook for year end is still performing well to the operating funds budget, however, the budgeted deficit is expected to be affected by the disruption in business due to converting to remote operations and online classes. Currently, the forecasted deficit projects the year end deficit to be under $500,000. The most significant impact to the planned budget to actual is the underutilization of employee benefits and it can be attributable to the shelter in place orders due to COVID-19. Currently, employee benefits is under YTD budget by $1.5m. The largest non-budgeted impact expected is due to the stimulus funding under the CARES act, which we are set to receive $2,254,053. 50% of the allocation is for institutional funding with the other 50% for direct student support and cost of attendance. The institutional portion is expected to be recorded in Fund 01 and not restricted. This will have an additional impact on the operating budget directly and is expected to reduce the expected deficit further.
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