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Internal Audit Plan Fiscal Year 2019-2020

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Internal Audit Plan Fiscal Year 2019-2020 CASTLETON UNIVERSITY OFFICE OF THE CHANCELLOR COMMUNITY COLLEGE OF VERMONT PO BOX 7 NORTHERN VERMONT UNIVERSITY MONTPELIER, VT 05601 VERMONT TECHNICAL COLLEGE P (802) 224-3000 MEMORANDUM TO: VSCS Board of Trustees FROM: Sophie Zdatny, Chancellor DATE: November 12, 2020 SUBJECT: Board of Trustees Regular Meeting on November 16, 2020 Trustees: The materials are now available for the upcoming regular Board meeting scheduled for 1:00 p.m. on Monday, November 16, 2020. The meeting will take place via Zoom and will be livestreamed on YouTube. We have a full meeting ahead of us, with a number of educational components. I will be providing an update on the legislative Select Committee and a look ahead to the upcoming legislative session. If you have not yet had a chance to review it, please take a look at the Draft Outline for the Initial Report of the Select Committee on the Future of Public Higher Education in Vermont, prepared by the National Center for Higher Education Management Systems (NCHEMS), the external consultant hired through the Joint Fiscal Office to assist the Select Committee. A copy can be found here. Following the reports and action items from the four committees that met on October 29, 2020, we will have a presentation by Nick DiGiovanni, the VSCS’s external labor lawyer. Nick will be providing an educational session on the VSCS’s bargaining units, before we go into an executive session with him. Next, we will hear from Michael Alcamo, an external consultant, who has been assisting us with the VSCS’s three educational broadcast spectrum licenses. Michael will provide some history on the licenses, plus a discussion of recent developments at the federal level, before we go into an executive session with him. Before we conclude, we will be hearing from several students from across the system about their experiences with respect to diversity, equity and inclusion. The students will each speak for about five minutes, after which there will be an opportunity for questions. In addition, the meeting materials contain statements from three students discussing the value they place on the courses they have taken with Prof. Patricia Shine. Looking ahead, Shirley Jefferson, Associate Dean for Student Affairs and Diversity and Associate Professor of Law at Vermont Law School WWW.VSC.EDU [email protected] will be joining us at the December 7, 2020 Board meeting to discuss strategies for making our campuses more welcoming for students of color. I look forward to seeing you all on Monday. Cc: Council of Presidents Academic Deans Business Affairs Council Student Affairs Council Vermont State Colleges Board of Trustees Meeting Zoom Meeting/YouTube Stream Monday, November 16, 2020 AGENDA 1:00 P.M. – Board of Trustees Meeting 1. Call to order 2. Approval of Minutes a. October 16, 2020 Regular Board Meeting b. October 29, 2020 Special Board Meeting 3. Chancellor’s Update 4. Report from Education, Personnel and Student Life Committee a. Approval of revisions to VSC Policy 208: Criminal Background Checks 5. Report from Long Range Planning Committee a. Approval of Chancellor’s Recommendations for Strategic Action in 2020-2021 b. Preliminary review of Presidents’ proposed strategies 6. Report from Finance & Facilities Committee Meeting a. Approval of FIPSE grant b. Approval of FY21 Budget c. Discussion of tuition and fees for 2021-2022 d. Review of VSCS capital bill and state appropriation request 7. Report from Audit Committee Meeting a. Approval of FY2020 Draft Audited Financial Statements b. Review of FY2021 Internal Audit Plan: Payroll & Benefits 8. Presentation by Nicholas DiGiovanni, Esq. regarding VSCS’s Collective Bargaining Agreements 9. Presentation by Michael Alcamo, regarding VSCS’s Educational Broadcast Spectrum Licenses a. Review and approval of revisions to VSC Policy 427: Leasing of Educational Broadband Spectrum 10. Presentation from VSC students on Diversity, Equity and Inclusion at the VSCS 11. Approval of additional Board meeting dates in January, February and April 2021 12. Additional Business 13. Comments from the Public 14. Adjourn 1 MEETING MATERIALS Item 1: Approval of Minutes from past Board meetings a. October 16, 2020 Meeting minutes b. October 29, 2020 Special Meeting minutes Item 2: VSCS Policy 208: Criminal Background Checks Item 3: Chancellor’s recommendations for Strategic Action in Year One Item 4: Finance & Facilities Memo Item 5: FIPSE Grant Item 6: Resolution 2020-022 System Annual Operating Budget Item 6a: Supporting Budget Materials Item 7: Audit Memo Item 7a: FY21 Internal Audit Plan: Payroll & Benefits Item 8: Resolution 2020-020 Accepted FY2020 Audited Financial Statement Item 9: VSCS Policy 427: Leasing of Educational Broadband Spectrum Item 10: Student Voices on Diversity, Equity and Inclusion in the VSCS VSCS Board of Trustees November 16, 2020 ITEM 1: Unapproved meeting minutes October 16, 2020 October 29, 2020 5 VSCS Board of Trustees November 16, 2020 Minutes of the VSCS Board of Trustees Meeting held Friday, October 16, 2020, at 1:00pm via ZOOM – UNAPPROVED Note: These are unapproved minutes, subject to amendment and/or approval at the subsequent meeting. The Vermont State Colleges Board of Trustees met on Friday, October 16, 2020, via ZOOM. Board members present: Lynn Dickinson (Chair), Janette Bombardier, Megan Cluver, Ryan Cooney, Dylan Giambatista, Adam Grinold, Bill Lippert, Karen Luneau, Jim Masland, Linda Milne, Mary Moran, Mike Pieciak, David Silverman, Sean Tester Presidents: Elaine Collins, Joyce Judy, Pat Moulton, Jonathan Spiro (Interim) Chancellor’s Office Staff: Donny Bazluke, Network/Security Analyst Kevin Conroy, Chief Information Officer Renee Hunt, Controller (incoming) Katherine Levasseur, Director of External and Governmental Affairs Katrina Meigs, System Director of HR and Benefits Administration Jen Porrier, Administrative Director Sharron Scott, Chief Financial/Operations Officer Patty Turley, General Counsel Meg Walz, Director, Program Manager Sophie Zdatny, Chancellor Yasmine Ziesler, Chief Academic Officer From the Colleges: Nolan Atkins, Provost, Northern Vermont University Emmett Avery, Student Reporter, Northern Vermont University Solil Devyn Borthwick, Student Reporter, Northern Vermont University Amy Bremel, Coordinator of Advocacy, Activism & Non- Violence Education, Castleton University Sarah Chambers, Coordinator of Instructional Technology, Castleton University Mike Fox, Dean of Enrollment & Marketing, Northern Vermont University Gillian Galle, Associate Academic Dean, Castleton University Leah Hollenberger, University Development & External Relations Officer, Northern Vermont University Laura Jakubowski, Chief Budget & Finance Officer, Castleton University 6 VSCS Board of Trustees November 16, 2020 VSCS Board of Trustees Regular Meeting October 16, 2020 Minutes UNAPPROVED Karen Madden, Director of Academic Support Services, Northern Vermont University Elizabeth Lehr, Faculty, Community College of Vermont Kathleen Mason, Coordinator of Diversity, Equity & Inclusion, Vermont Technical College Tom Mauhs-Pugh, Provost, Castleton University Hannah Miller, Faculty, Northern Vermont University Linda Olson, VP Education AFT-VT, Castleton University Andy Pallito, Dean of Administration, Community College of Vermont Patricia Shine, Faculty, Northern Vermont University Miles Smith, Assistant Director Athletics, Northern Vermont University Toby Stewart, Dean of Administration, Northern Vermont University Littleton Tyler, Dean of Administration, Vermont Technical College Jamey Ventura, Associate Dean of Athletics, Northern Vermont University Beth Walsh, President, VSCUP, Northern Vermont University From the Public: Church Hindes, former Trustee 1. Chair Dickinson called the meeting to order at 1:00 pm. 2. Introduction of Trustee Moran and Trustee Tester Chair Dickinson introduced the newest trustees on the Board; Mary Moran from Rutland and Shawn Tester from Lyndonville. Chair Dickinson then invited all attendees on zoom to introduce themselves to the new trustees. 3. Introduction of Katherine Levasseur, Director of External and Governmental Affairs Chancellor Zdatny introduced Katherine Levasseur. In her new role as Director of External and Governmental Affairs she will be building public support for and raising the profile of Vermont State Colleges, developing partnerships and alliances to support the VSC, liaising with state and federal elected officials, and leading VSC’s communications strategy. 4. Resolution for Former Chair and Trustee J. Churchill Hindes Chair Dickinson read Resolution 2020-019 honoring the service of J Churchill Hindes. Chair Dickinson moved and Trustee Milne seconded the motion to approve Resolution 2020-019, Resolution Honoring the Service of J Churchill Hindes. The Resolution was approved unanimously. 7 VSCS Board of Trustees November 16, 2020 VSCS Board of Trustees Regular Meeting October 16, 2020 Minutes UNAPPROVED Trustees Milne, Pieciak, Lippert and Luneau offered words of gratitude and congratulations to Church Hindes for his years of service. Chancellor Zdatny thanked him for his work in assisting with the transition of the Chancellorship and for his good works. 5. Approval of Minutes a. September 28, 2020 b. September 19, 2020 Trustee Lippert moved and Trustee Cooney seconded the approval of the September 28, 2020 and September 19, 2020 minutes. The minutes were approved unanimously. 6. Discussion of and adoption of priorities of VSCS Chancellor Zdatny reminded the Board of the exercise from the September 19th Board meeting, where
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