JOHNSON COUNTY COMMUNITY COLLEGE 12345 College Boulevard Overland Park, Kansas Meeting--Board of Trustees Hugh Speer Board Room, 137 General Education Building August 16, 2018 – 5:00 p.m. AGENDA I. CALL TO ORDER Dr. Cook II. PLEDGE OF ALLEGIANCE Dr. Cook III. ROLL CALL AND RECOGNITION OF VISITORS Dr. Cook IV. AWARDS AND RECOGNITIONS Dr. Sopcich A. 2018-2019 JCCC Kansas SBDC Businesses of the Year • KC Restoration – Emerging Business of the Year • Angel Competition Bikinis – Existing Business of the Year V. OPEN FORUM Dr. Cook VI. COLLEGE LOBBYIST REPORT Mr. Carter VII. 2018-2019 BUDGET PUBLIC HEARING (p 1) Dr. Cook VIII. COMMITTEE REPORTS AND RECOMMENDATIONS A. Audit (pp 2-4) Dr. Cook Recommendation: FY 2018-2019 Audit Committee Working Agenda (pp 3-4) B. Human Resources (pp 5-7) Mr. Cross Recommendation: FY 2018-2019 Human Resources Committee Working Agenda (pp 5, 7) C. Learning Quality (pp 8-10) Ms. Lawson D. Management (pp 11-33) Mr. Lindstrom Recommendation: Modifications to Policies: Purchasing, Competitive Solicitation Requirements, Purchasing Exceptions to Competitive Solicitation, and Contract Approval and Signature Authority; Deletion of Policies: Competitive Solicitation Methods, Communication With Vendors, and Contract Change Orders (pp 11-22) Recommendation: FY2018-2019 Budget Adoption (pp 22-24) Recommendation: Transfer of Funds (pp 24-25) Capital Acquisitions and Improvements (pp 31-32) Facilities Master Plan Project Matrix (p 33) IX. PRESIDENT’S RECOMMENDATIONS FOR ACTION A. Treasurer’s Report (pp 34-45) Mr. Cross B. Monthly Report to the Board Dr. Sopcich X. OLD BUSINESS XI. NEW BUSINESS Dr. Cook XII. REPORTS FROM BOARD LIAISONS A. Faculty Association Dr. Harvey B. Johnson County Education Research Triangle Mr. Lindstrom C. Kansas Association of Community College Trustees Ms. Ingram D. Foundation Ms. Ingram XIII. CONSENT AGENDA Dr. Cook A. Regular Monthly Reports and Recommendations 1. Minutes of Previous Meeting 2. Cash Disbursement Report (pp 46-48) 3. Grants, Contracts and Awards (pp 49-51) 4. Affiliation, Articulation and Reverse Transfer, Cooperation and Other Agreements (pp 52-54) 5. Transfer to JCCC Foundation Tribute Fund (p 55) B. Human Resources (pp 56-67) 1. Retirements 2. Separation 3. Reassignment 4. Employment – Regular 5. Employment – Temporary 6. 2018-2019 Staffing Authorization Tables C. Human Resources Addendum XIV. EXECUTIVE SESSION XV. ADJOURNMENT Board Packet 1 August 16, 2018 JCCC AUDIT COMMITTEE MEETING Minutes August 2, 2018 8:00 AM GEB137 The Audit Committee met at 8:00 a.m. on Thursday, August 2, 2017 in GEB 137. Those present were: Trustee Chair Jerry Cook, Trustee Nancy Ingram, Dr. Joe Sopcich, Dr. Barbara Larsen, Dr. Randy Weber, Tom Pagano, Chris Gray, Becky Centlivre, Phil Mein, Jim Feikert, Mary Nero, Terri Schlicht, Justin McDaid, Rochelle Boyd, Janelle Vogler and Cheryl McLeod. Update on activities and audits (AU-1) Biannual Travel & Expense Review – Mr. McDaid presented the results of the review, noting that reimbursements were found to be appropriate, necessary and in substantial compliance with JCCC policies and procedures. Other Projects: Ms. Boyd and Mr. McDaid presented information on in-process and upcoming projects. These included the Cloud Computing project which will be outsourced, the Continuous Auditing project, and the Business Continuity Planning audit. Audit Recommendations Follow-up Matrix (AU-2) Ms. Boyd and Mr. McDaid shared updates on the implementation status of prior audit recommendations. The Access Control Team Dynamix project and stakeholder- education initiatives planned by the Procurement Services department were highlighted. JCCC Ethics Report Line update (AU-3) Quarterly Report – Between April 1, 2018 and June 30, 2018, eleven reports were received via the JCCC Ethics Report Line. · Six reports were received anonymously. · As of June 30, 2018, nine have been reviewed and appropriately addressed. Of the reports previously reported as in progress, all have been addressed. JCCC Behavioral Intervention Team/KOPS Watch (AU-4) Ms. Boyd, with input from Dr. Weber, presented a quarterly statistical report of KOPS Watch case data. Board Packet 2 August 16, 2018 Draft ’18-19 Working Agenda (AU-7) Mr. McDaid reviewed the draft working agenda for the 2018-2019 year. After discussion, the draft working agenda will be brought forward for the approval of the Board of Trustees. RECOMMENDATION: It is the recommendation of the Audit Committee that the Board of Trustees approve the FY 2018-2019 Audit Committee working agenda, as shown subsequently in the board packet. Executive Briefings Mr. McDaid and Ms. Boyd presented an executive briefing which included additional audit recommendation follow ups, the annual trustee expense report and the results of post-audit surveys. Executive Session An executive session was held with Trustees Cook & Ingram, Ms.Vogler, Ms. Nero, Mr. McDaid, Ms. Boyd, and Ms. McLeod attending. Board Packet 3 August 16, 2018 AUDIT COMMITTEE WORKING AGENDA FY 2017-20182018-2019 AU-1 Review audit reports and discuss current February, May, Audit & August, and November Advisory Services activities AU-2 Review status of audit recommendations February, May, from completed internal and external August, and November audits AU-3 Quarterly report – JCCC Ethics Report Line February, May, August, and November AU-4 Quarterly Annual Summary Rreport -– February, May, Ethics Report Line, Behavior Intervention August, and November Team & Student Complaint Portal AU-5 Planning meeting with external auditors May AU-6 Performance Review – Exec. Director, Audit MayFebruary 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 November and recommend acceptance to the Board AU-12 Executive session – Audit Committee Trustees February, May, and Executive Director, Audit and August, and November Advisory Services Board Packet 4 August 16, 2018 HUMAN RESOURCES COMMITTEE MINUTES August 6, 2018 The Human Resources Committee met at 9:30 a.m. on Monday, August 6, 2018, in the Robert F. Lytle Conference Room. Those present were: Angeliina Lawson, Barbara Larson, Becky Centlivre, Chris Gray, Colleen Chandler, Jerry Zimmerman, Joe Sopcich, Karen Martley, Lee Cross (by phone), Melanie Harvey, Randy Weber, Tanya Wilson, Terri Schlicht, Tom Pagano and Shari Dowdall, recorder. Consent Agenda/Compensation/Staffing Tables/Org Changes (HR-2, HR-6) Ms. Centlivre reviewed Compensation Policy 418.04, the JCCC Philosophy of Compensation, the salary table for faculty positions per the FY17-18 Master Agreement and pay grades/ranges for salaried and hourly positions. An overview of initial salary placement was discussed. Health Reimbursement Account – Annual Report (HR-2) Dr. Larson, Executive Vice President, Finance & Administrative Services gave an annual report on the Retiree Benefit Trust. Mandatory Training – Overview & Updates (HR-4) Ms. Chandler reviewed the FY17-18 Mandatory Training results and provided an update on the FY18-19 training. For the FY18-19 training, current employees are required to complete the training by December 1, 2018 and new employees must complete it within 90 days of hire. Stay/Exit Interviews – Report (HR-6) Ms. Chandler reviewed the results of stay interviews for the fourth quarter of 2017 and the exit interviews for the second quarter of 2018. HR Committee Working Agenda for FY18-19 (HR-1) Ms. Centlivre reviewed the proposed Human Resources Committee working agenda for 2018-19. The recommendation for the new working agenda will be brought forth at the next Board of Trustee Meeting on August 16. RECOMMENDATION: It is the recommendation of the Human Resources Committee that the Board of Trustees approve the Human Resources Committee Working Agenda for 2018-2019, as is shown subsequently in the Board Packet. Board Packet 5 August 16, 2018 The next Human Resources Committee Meeting is scheduled for October 1, 2018 at 10:00 a.m. in the Lytle Conference Room. Board Packet 6 August 16, 2018 Human Resources Committee Working Agenda 20172018-20182019 Ongoing HR-1 Review and Update Personnel Policies (as needed) HR-2 Monitor Employee Benefit Programs · Group 1, 2 and 3 Benefit Plan options · Review benefit program strategies · Annual benefit plan non-discrimination testing · Maintain benefit consulting arrangement · Manage benefit costs/conduct RFP’s as needed · Implement, monitor and evaluate employee wellness initiative Ongoing HR-3 Monitor Compensation Planning · Maintain salary/title guidelines for consistent compensation procedures · Monitor compensation/develop a strategy for maintaining competitive salaries · Assess internal and external salary equity · Salary Study for Faculty Exempt positions Ongoing HR-4 Monitor HR and Staff & Organizational Development Strategic Initiatives · Monitor mandatory supervisory and compliance training initiatives · Support leadership and supervisory development · Support diversity initiatives · Support improvement strategies in customer service and culture of wellbeing · Strategic planning for future staffing needs · Implement action steps based on employee engagement survey Ongoing HR-5 Monitor and Discuss Collective Bargaining Initiatives · Monitor administration of faculty agreement · Support administration in contract negotiations Ongoing HR-6 Review of Operational Issues · Quarterly Exit and