Board Packet for June 18, 2020
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JOHNSON COUNTY COMMUNITY COLLEGE 12345 College Boulevard Overland Park, Kansas Meeting--Board of Trustees By Zoom Webinar June 18, 2020 – 5:00 p.m. AGENDA I. CALL TO ORDER Trustee Musil II. PLEDGE OF ALLEGIANCE Trustee Musil III. ROLL CALL Trustee Musil IV. OPEN FORUM Trustee Musil V. BOARD REPORTS A. College Lobbyist Mr. Dick Carter B. Faculty Association Dr. James Leiker C. Johnson County Education Research Triangle Trustee Cross D. Kansas Association of Community College Trustees Trustee Ingram E. Foundation Trustee Ingram VI. COMMITTEE REPORTS AND RECOMMENDATIONS A. Audit (pp 1-3) Trustee Musil B. Human Resources (pp 4-8) Trustee Ingram Recommendation: FY 2020-2021 Human Resources Committee Working Agenda (pp 4, 8) Recommendation: Memorandum of Understanding (pp 5, 7) C. Learning Quality (pp 9-16) Trustee Cook D. Management (pp 17-33) Trustee Cook Recommendation: Retention of Official Newspaper (p 17) Recommendation: Sponsorships (p 18) Recommendation: FY 2020-2021 Management Committee Working Agenda (pp 20-21) Recommendation: Micro Data Systems, Single Source Justification (p 23) Recommendation: Network Infrastructure Products and Software Subscriptions (p 26) Recommendation: Westpark Facility –Three-year Lease Extension with Three additional One-year Options (p 27) Capital Acquisitions and Improvements (p 28) Facilities Master Plan Project Matrix (p 29) E. Ad Hoc Committees Report: Presidential Transition Team - Trustee Cook and Trustee Smith-Everett Report: Board Self Assessment Team - Trustee Cross and Trustee Ingram VII. PRESIDENT’S RECOMMENDATIONS FOR ACTION A. Treasurer’s Report (pp 34-45) Trustee Cross B. Advisory Committees 2020-2021 (p 46) Dr. Joe Sopcich C. Monthly Report to the Board Dr. Joe Sopcich VIII. NEW BUSINESS Trustee Musil A. Presidential Transition Expense Allowance X I . OLD BUSINESS X. CONSENT AGENDA Trustee Musil A. Regular Monthly Reports and Recommendations 1. Minutes of Previous Meeting 2. Cash Disbursement Report (pp 47-48) 3. Grants, Contracts and Awards (pp 49-52) 4. Affiliation, Articulation and Reverse Transfer, Cooperative and Other Agreements (pp 53-55) 5. Meeting Dates for 2020-2021 (p 56) B. Human Resources (pp 57-76) 1. Retirement 2. Separation 3. Reassignments 4. Employment – Regular 5. Employment – Temporary C. Human Resources Addendum XI. EXECUTIVE SESSION I X I. RECOGNITION OF PRESIDENT JOE SOPCICH XIII. ADJOURNMENT JCCC AUDIT COMMITTEE MEETING Minutes May 7, 2020 8:00 AM Zoom Webinar The Audit Committee met at 8:00 a.m. on Thursday, May 7, 2020 via Zoom webinar. Those present were: Trustee Chair Greg Musil, Trustee Paul Snider, Dr. Joe Sopcich, Tom Pagano, Philip Mein, Janelle Vogler, Dr. Randy Weber, Rachel Lierz, Dr. Sandra Warner, Susan Rider, Christal Williams, Debbie Brewer, Kelsey Nazar, Becky Centlivre, Tom Clayton, Terri Schlicht, Rochelle Boyd, Justin McDaid, and Cheryl McLeod. (The report for this meeting was provided at the May 14, 2020 Board meeting.) Planning Meeting for 6/30/20 Audit - RubinBrown, LLP (AU-5) Chester Moyer, Partner and Corey Robinson, Audit Manager with RubinBrown, LLP were present. Mr. Moyer reviewed with the committee, plans for the June 30, 2020 financial statement audit and Corey Robinson briefly discussed the possible impact of the CARES Act on the audit. The following contact information is provided to facilitate discussion of any matters of concern, independent of management: Chester Moyer, Partner 816-859-7945 [email protected] Corey Robinson, Audit Manager 816-859-7943 [email protected] Audit Recommendations Follow-up Matrix (AU-2) Dr. Warner presented the Mission Continuity Status Update. She highlighted the mitigating effects of the early work done developing mission continuity concepts and strategies, on the college’s Covid-19 experience. She also paid tribute to the Incident Response Team and the wider college community for the resilience displayed in the face of the pandemic. JCCC Ethics Report Line update (AU-3) 2019 Annual Benchmarking Presentation – Mr. McDaid presented benchmarking statistics comparing JCCC’s Ethics Report Line statistics to aggregated data provided by Navex Global, the college’s service provider. Following is a summary of those statistics: Board Packet 1 June 18, 2020 • Annual report volume is lower than benchmark. • HR, Diversity and Workplace Respect category constitutes the majority of cases received. - This is consistent with benchmark. • JCCC’s rate of anonymous reporting remains lower than benchmark • JCCC’s substantiation rate is: - Lower than benchmark overall - Lower in 2019 vs. 2018 • JCCC’s case closure time is higher than benchmark Ethics Report Line Workflow Steps Review – Trustee Musil indicated that the workflow guidelines formulated to handle reports against Trustees by Trustees, would be presented to the full board for discussion. Quarterly Report – Between January 1, 2020 and March 31, 2020, thirteen reports were received via the JCCC Ethics Report Line. • Four reports were received anonymously. • As of April 15, 2020, ten cases have been reviewed and appropriately addressed and three are currently in progress. Review of Audit Reports and Current Audit Activities (AU-1) • Teammate+ & Teammate Analytics Implementation: Mr. McDaid updated the committee on the progress made by Audit and Advisory Services in the acquisition and implementation of an electronic work paper and data analytics software package. Board Packet 2 June 18, 2020 JCCC AUDIT COMMITTEE WORKING AGENDA FY 2019-2020 AU-1 Review audit reports and discuss current February, May, Audit & Advisory Services activities August, and November AU-2 Review status of audit recommendations February, May, from completed internal and external audits August, and November AU-3 Quarterly report – JCCC Ethics Report Line February, May, (Annual Benchmarking Report in May) August, and November AU-4 Annual Summary Reports – KOPS Watch/BIT & Student Complaint Portal August AU-5 Planning meeting with external auditors May AU-6 Performance Review – Exec. Director, Audit February and Advisory Services AU-7 Review and approve Audit Committee August Working Agenda AU-8 Annual Trustee Expense Reimbursement August Report AU-9 Review Audit Committee Charter November AU-10 Review proposed audit plan for upcoming November year AU-11 Review audited financial statements and November recommend acceptance to the Board AU-12 Executive session As necessary Board Packet 3 June 18, 2020 HUMAN RESOURCES COMMITTEE MINUTES June 5, 2020 The Human Resources Committee Zoom meeting was held at 8:00 a.m. on Friday, June 5, 2020. Those present were Becky Centlivre, Chris Gray, Colleen Chandler, James Leiker, Jerry Zimmerman, Joe Sopcich, Julie Vivas, Karen Martley, Kelsey, Nazar, Laura Smith-Everett, Mickey McCloud, Nancy Ingram, Randy Weber, Tom Pagano, Adrian Swan, Barrett Beasley, Carrie Logback, Derek Nester, Jason Brunkan, Jason Zeh, and Shari Dowdall, recorder. Review of Operational Issues: FY21 Working Agenda, Review & RECOMMENDATION (HR-6) Ms. Becky Centlivre, Vice President, Human Resources reviewed the proposed Human Resources Committee working agenda for 2020-21. The recommendation for the new working agenda will be brought forth at the next Board of Trustee Meeting on June 18, 2020. RECOMMENDATION: It is the recommendation of the Human Resources Committee that the Board of Trustees approve the Human Resources Committee Working Agenda for 2020-2021, as is shown subsequently in the Board Packet. Monitor Employee Benefit Programs: Benefit Changes due to COVID-19 (HR-2) Mr. Jerry Zimmerman, Manager, Benefits reviewed the significant amount of recent federal legislation/pronouncements related to COVID-19 that impacted JCCC benefits between March and May of this year: the Family First Coronavirus Response Act (FFRCA), the Coronavirus Aid, Relief and Economic Security (CARES) Act and Internal Revenue Service Notice 2020-29. Other benefit plan changes include; Delta Dental rescinded their 4% premium increase for the 2020/2021 benefit plan year and our Vision Plan provider, EyeMed, is allowing participants with any unused benefits for the benefit plan year ending on May 31, 2020, to incur and submit expenses until August 31, 2020. Review and Update Personnel Policies: Title IX Changes 2020 (HR-1) Ms. Julie Vivas, Manager, Employee Relations gave background information, reviewed the numerous needed policy changes and procedural changes based upon the new Title IX regulations. The Department of Education released their final regulations for Title IX in May with an implementation date of August 14, 2020. We will be asking the policy and procedure changes to be approved at the July board meeting. Ms. Vivas also Board Packet 4 June 18, 2020 reviewed the different projects that are being worked on to make sure the College is in compliance with the new regulations by the August 14th implementation date. Monitor HR and Staff & Organizational Development Strategic Initiatives: Mandatory Training Update (HR-4) Ms. Colleen Chandler, Director, Human Resources reminded that Policy 422.02 requires annual training for all employees, including; Non-discrimination/anti-harassment training, Technology security and campus safety awareness training, and Any other required trainings as determined by the needs of the College or the employee’s department. For FY 2020, the required training program included: Discrimination Awareness in the Workplace, Title IX and Sexual Misconduct, Campus Safety & FERPA, and Email and Messaging Safety. For FY 2021, the required training program