BOARD OF TRUSTEES Regular Board Meeting Thursday, November 9, 2017 2:00 p.m. Allene Strain Community Room Of the Doss Student Center WEATHERFORD COLLEGE BOARD OF TRUSTEES November 9, 2017 2 p.m. AGENDA A meeting of the Board of Trustees of Weatherford College will be held on Thursday November 9, 2017 beginning at 2 p.m. in the Allene Strain Community Room of the Doss Student Center, located at 225 College Park Drive, Weatherford, Texas, to consider and act on the following agenda: 1. Call to Order, Invocation and Pledge of Allegiance 2. Open Forum for Individuals Not on the Agenda 3. President’s Report: a. Recognitions b. Employee Notices 4. Consent Agenda and Financial Reports a. Approval of October 12, 2017 Board Meeting Minutes b. Financial Reports Ending October 31, 2017 c. #RFP-01-14 Renewal #4 of Sealed Proposals for Commercial Charter Bus Services 5. Consideration and Possible Action: Annual Review of Policy CAK Local: Appropriations and Revenue Sources-- Investments 6. Reports: a. Strategic Plan Update b. Equities in Athletics Report 7. Future Agenda Items or Meetings: a. 2016-17 Financial Audit b. Weatherford Campus Traffic Safety Plan 8. Announcements 9. Closed Session: a. Consult with College Attorney, in Accordance with Government Code 551.071 b. Deliberate Real Property in Accordance with Government Code 551.072 c. Deliberate the Appointment, Employment, Evaluation, Reassignment, Duties, Discipline, or Dismissal of a Public Officer or Employee, in Accordance with Government Code 551.074 10. Consideration and Possible Action: Presidential Search Firm Selection 11. Consideration and Possible Action: Water and Wastewater Easement to the City of Weatherford 12. Consideration and Possible Action: Temporary Easement to Aledo ISD 13. Adjourn Open Forum for Individuals Not on Agenda President’s Report Recognitions Enrollment Update Weatherford College Board of Trustees Consent Agenda DATE: November 9, 2017 AGENDA ITEM #4.a. SUBJECT: October 12, 2017 Board Meeting Minutes INFORMATION AND DISCUSSION: None RECOMMENDATION: That the Board of Trustees approves the minutes as presented. ATTACHMENTS: Minutes from the October 12, 2017 board meeting. ________________________________________________________________________________ SUBMITTED BY: Theresa Hutchison, Executive Assistant to the President WEATHERFORD COLLEGE BOARD OF TRUSTEES MINUTES OF REGULAR MEETING October 12, 2017 The Weatherford College Board of Trustees met in regular session at 2:00 p.m., Call to Order, Thursday, October 12, 2017, in the Allene Strain Community Room of the Doss Invocation, and Student Center. Vice Chair Sue Coody called the meeting to order. Other Pledge of Allegiance; trustees present were Dr. Trev Dixon, Roger Grizzard and Lela Morris. Elaine Swearing-in Ceremony Carter, Judy McAnally and Mac Smith were absent. Several WC employees and for Newly Appointed members of the community were in attendance. Roger Grizzard was sworn in Board Member for Place 4 on the Weatherford College Board of Trustees. Brent Baker gave the invocation, and the Pledge of Allegiance was recited. No one spoke in open forum. Open Forum Recognitions. Interim President Brent Baker recognized the President’s Report following: o John Turntine and Linda Hutton for the creation of a program that assists students who are in need of food and other basic items. Mr. Baker outlined how the college and the WC Foundation are responding to help students identified by Mr. Turntine and Mrs. Hutton. o The Social Science Department for creating the Kent Miller Lecture Series. o Dr. and Mrs. Sumant Kumar for their generous donation of stock to their scholarship fund, which has now surpassed over $100,000 for allied health Students. o The Texas Association of Community Colleges for helping to aid Texas college students affected by Hurricane Harvey through the Harvey Help Fund. Consent Agenda The minutes from the Board of Trustees meetings on September 14, 2017 and Minutes October 5, 2017 were presented and reviewed. Minutes Attached. The cash balance as of September 30, 2017 is $32,619,876.57. This is an Financial Reports increase of $2,327,172.04 from the September 30, 2016 balance. The operating statement at September 30, 2017 indicates that total revenues collected are $11,252,521 or 23.35% of budget. Total expenditures are October 12, 2017 Page 2 $7,794,860 or 16.17% of budget. Attached are the Cash Balance Report and Operating Statements at September 30, 2017. A list of recommended obsolete and surplus items to be placed for sale in an Disposal of online auction with Lone Star Auctioneers through the TASB Buyboard contract Obsolete & Surplus was presented in the board packet (attached). Items Through Online Auction Dr. Trev Dixon made the motion to approve the Consent Agenda as presented. Consent Agenda Lela Morris seconded and the motion carried unanimously. 710-1 Approved Dr. Andra Cantrell, Executive VP of Financial & Administrative Affairs, Award of TCPN presented McClung Roofing as having the best value and lowest cost for the Contract Proposal requested replacement of the damaged roof for the Doss Student Center as Job Order Contract for well as the aging roof for the bookstore addition from contractors approved on Emergency Roof the TCPN Purchasing Cooperative Job Order Contract #R132205. Replacement Replacement cost for the main roof in the amount of $263,366.00 will be reimbursed by WC’s 710-2 current insurance provider, Hub International, while the remaining cost of Approved $81,200.00 to replace the bookstore portion of the roof will be allocated from the current 2017-2018 budget for major repairs. Lela Morris made the motion to award proposal to McClung Roofing as presented. Dr. Trev Dixon seconded and the motion carried unanimously. Attached is the Tabulation on TCPN Contract Proposals for Emergency Replacement of the damaged roof for Doss Student Center Building and Bookstore. Lela Morris made the motion to table nominations to the Parker County Nominations to the Appraisal District Board of Directors. Roger Grizzard seconded and the motion Parker County Appraisal carried unanimously. Attached is the Notification letter from Larry Hammonds, District Board of Chief Appraiser of the Parker County Appraisal District. Directors 710-3 Tabled Roger Grizzard made the motion to approve the inclusion of the Criminal A.A. Criminal Justice Justice field of study as an identified degree option for the Associate of Degree Science Degree based on a recommendation from Mike Endy, Vice President 710-4 of Instruction and Student Service. Lela Morris seconded and the motion Approved carried unanimously. Adam Finley presented the BI (LEGAL) Report on Access and Affordability for Reports the 2016-17 academic year. Attached is the Access & Affordability Report for 2016-2017. October 12, 2017 Page 3 Mr. Baker reviewed the following tentative future agenda items: Future Agenda Items Equities in Athletics Report 2016-17 Financial Audit Strategic Plan Update Mr. Baker made the following announcements: Announcements October 19 WC Foundation Golf Tournament 1 p.m. at Canyon West October 20 Fall Jazz Concert 7:30 p.m. Alkek Fine Arts Center October 27 Duo Azul Piano Concert 7:30 p.m. Alkek Fine Arts Center October 31 Safe Halloween 6:00 – 9:00 p.m. November 9 Coyote Basketball Home Games 5:00 p.m./7:00 p.m. At 2:30 p.m. Lela Morris made the motion to adjourn the meeting. Roger Motion to Adjourn Grizzard seconded and the motion carried unanimously. 710-5 Approved ______________________________ Mac Smith Chair, Board of Trustees ________________________________ Lela Morris Secretary, Board of Trustees Weatherford College Board of Trustees Report DATE: November 9, 2017 AGENDA ITEM #4.b. SUBJECT: Financial Report Ending October 31, 2017 INFORMATION AND DISCUSSION: The cash balance as of October 31, 2017 is $31,916,205.19. This is an increase of $1,547,576.45 from last year at October 31, 2016. The operating statement at October 31, 2017 indicates that total revenues collected are $13,166,533 or 27.32% of budget. Total expenditures are $11,195,568 or 23.23% of budget. ATTACHMENTS: Cash Balance Report and Operating Statement at October 31, 2017 SUBMITTED BY: Dr. Andra R. Cantrell, Executive Vice President for Financial & Administrative Affairs Weatherford College Board of Trustees Consent Agenda DATE: November 9, 2017 AGENDA ITEM #4.c. SUBJECT: Consideration and Possible Action: RENEWAL #4 of Sealed Proposals for Commercial Charter Bus Services #RFP-01-14 INFORMATION AND DISCUSSION: Weatherford College has requested a fourth renewal of proposals for Commercial Charter Bus Services from the current awarded vendors, Echo Transportation and Lone Star Coaches. Lone Star Coaches is stated in the original contract award as primary vendor, and Echo Transportation is stated in the original contract as a secondary vendor. The current contract expires November 30, 2017; and the renewal period will be for the period of December 1, 2017 through November 30, 2018, with option for one (1) additional one- year renewals, upon agreement by both parties and pricing not to exceed 3% of previous year’s cost. Both vendors have provided proposals that meet our specifications and provide the best value on the athletic trips requested by baseball, basketball and softball. Additional trips may be added at a later date during this contract if required and budgeted funds are available. Purchase of awarded trips is based solely on availability of current funds and actual requirements. Any or all trips awarded as a result of the proposal process may not be purchased if budgeted funds are not available. The pricing provided below includes commercial charter buses for all requested games, including the Regional and National games for basketball, baseball, and softball. ECHO TRANSPORTATION $8,471.74 LONE STAR COACHES $64,522.25 TOTAL ESTIMATED COST $72,993.99 RECOMMENDATION: The Board of Trustees award renewal of proposals to vendors as presented. ATTACHMENTS: Tabulation on Renewal of Commercial Charter Bus Services #RFP-01-14 ______________________________________________________________________________ SUBMITTED BY: Andra R.