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Adopted Meeting Minutes
Special Meeting
Committee of the Whole
January 7, 2003

Call to Order

The meeting was called to order at 5:06 p.m.

Roll Call

Present: Canady, Heywood, Holden, Jeffries, Pelleran, Rasmusson Absent: None

Limited Public Comment

Sally Pierce - I'm here to address you as the President of LCC MAHE. The item I'm addressing is about the insurance. We were happy to hear that bids had gone out for a long-term disability and accidental death and dismemberment coverage. We knew that that was going to happen. Our members have had some problems with coverage lately and this is an increasing interest to us. I'm somewhat surprised that it appears on your agenda as an action item tonight. I believe it would serve the college and all employees well to refer this to the labor management health care committee for review. That committee has worked well together and has focused on better coverage for employees and lower costs to the college. The committee plans to look at vision and dental insurance this semester and we believe that it's appropriate for them to include the long-term disability coverage as well in what we review. And that's my comment.

Trustee Rasmusson - I did mention to Sally that I think it was broken up into two pages and there were maybe four bids on each one and apparently this information was never furnished to anyone else other than Trustees.

Sally Pierce - I don't know who else saw it, but I didn?t see it.

Board Vacancy

Chairperson Jeffries stated that the Board established at the last meeting in December the rules and procedures in which they would follow to fill the vacancy. Those rules and procedures are consistent with how the Board has filled a vacancy in the past. Chairperson Jeffries stated that the Board received 27 applications. Each trustee, in no particular order, will present their top five candidates. It was indicated in the process that those candidates with the minimum of four votes would be forwarded in the process. It is typically found that there is a natural cut off and if there are less then four votes, the Board can certainly consider that. Chairperson Jeffries said that the Board would want to maintain as much of an open process and include as many people as possible in the process. He asked the Board secretary to read each trustee?s name aloud and for each trustee to give their unranked top five candidates.

Pelleran: Bughra, Dougan, Laverty, Mason
Canady: Bughra, Proctor, Dougan, Laverty, Mason
Rasmusson: Dougan, Klunsinger, Laverty, Miller, Grettenberger
Heywood: Bughra, Grettenberger, Klunsinger, Marinez, Mason
Holden: Grettenberger, Laverty, Marinez, Mason, Monticello
Jeffries: Drake, Grettenberger, Laverty, Marinez, Mason

IT WAS MOVED by Trustee Holden and supported by Trustee Pelleran to interview six candidates.

Ayes: Canady, Heywood, Holden, Jeffries, Pelleran, Rasmusson
Nays: None
Absent: None

Motion carried.

The following six applicants will be interviewed: Bughra, Dougan, Grettenberger, Laverty, Marinez, and Mason.

President's Contract Update

Chairperson Jeffries stated that the intent is to get a proposed contract to the Board within a week or two. The President's contract would then be discussed at the next Board meeting.

Purchasing Investigation Invoices - Additional Hours/Board Budget

Vice President Larson stated that each year the Board of Trustees has a budgeted cost center, which is relatively small. The $70,000 that has come forward as a result of the purchasing investigation is well beyond the funds available in the Board's budget. As part of any budget reconciliation the college will need to identify funding to cover that expenditure. She stated that at this point there is a negative in the Board of Trustees budget.

Chairperson Jeffries stated that in the Board packet are the invoices that were submitted by Ms. Jan Lazar and Mr. Kenneth McIntyre. He said that he was quite surprised to see the overage in Mr. McIntyre?s submission based upon the Board meeting in November. This was in excess of what was discussed and what was approved. Chairperson Jeffries said that Ms. Lazar?s billing was very close to what the Board approved.

Trustee Canady felt it would be appropriate for the Board to approve that amount the Board authorized. Mr. McIntyre was aware that the Board would be approving the 160 hours that were previously given.

Trustee Holden asked if Mr. McIntyre had discussed with anyone the overage in his hours.

Chairperson Jeffries stated that he was not aware of any discussion.

Trustee Rasmusson felt that if the Board received valuable work then the Board should pay for it.

Trustee Canady stated that he is not suggesting not paying for it, but it should be discussed further.

Trustee Heywood stated that he has done consulting work and he would never hand a bill to the agency that's contracted him with 127 hours over not without going back to the institution and requesting more hours. He said that he is uncomfortable with approving anything over 160 hours.

Trustee Pelleran would like the Board to approve the 160 hours and then talk with Mr. McIntyre about any room for negotiation of the balance.

Chairperson Jeffries asked how would the Purchasing Department handle a situation similar to this.

Ms. Beckie Beard responded that if the suppliers anticipate exceeding the number of hours authorized then they are to obtain approval prior to incurring any additional charges, otherwise it would be at their own liability.

Trustee Pelleran stated that the Board gave them an extremely tight timeline. The review was put on hold for a significant amount of time. Then the Board brought it forward and entered into forward motion that was fast paced. She felt that there are other considerations to look at.

Trustee Holden stated that she agrees with Trustee Heywood, but is open to some flexibility. She said that when the Board met with Mr. McIntyre he stated he might not need the additional 100 hours. Trustee Holden believes that he did not exceed the authorized hours intentionally, however, he did not follow the proper protocol in coming to the Board for approval. She said that she was impressed that Ms. Lazar charged to gather her bill and would approve paying her the 160 hours, but would prefer to negotiate anything beyond that.

Chairperson Jeffries stated that at the meeting the Board had with Mr. McIntyre Chairperson Jeffries expressed the need to reach some position where there would be an initial determination made if more money would need to be added into the investigation. He said that was expected as part of the statement of work. Chairperson Jeffries also thought Mr. McIntyre would not exceed the 100 hours, and agrees with Trustee Holden that it was not intentional. He said that if the Board is to approve Ms. Lazar?s bill for 166 then that amount should also be approved for Mr. McIntyre?s bill.

Trustee Canady felt that to maintain consistency the Board should approve the original amount and leaving the remainder open for further discussion.

Chairperson Jeffries clarified that this motion would be to approve the 160 hours and expenses.

Trustee Pelleran offered the friendly amendment on Ms. Lazar?s bill to include the 6 additional hours because the Board did not ask her to itemize her bill until after she was already 90% through her review. Therefore, Ms. Lazar had to go backward and put in the extra work.

Trustee Canady stated he would support that.

Chairperson Jeffries stated that he disagrees with that characterization. What the Board asked of Ms. Lazar is what the college asks for from everybody in terms of submitting a bill to this public body. He said that everyone, including the investigators the President hired, had to submit an itemization as to the time spent.

Trustee Pelleran stated that she wasn't privy to what was asked of each person. She was not that they were asked up front for an itemized hourly bill.

Chairperson Jeffries said that when the Board passed the resolution, it was directed that all of the procedures and guidelines of the purchasing policy, which is standard operating procedure would be followed.

Trustee Pelleran said that she was unaware of how it was presented to Ms. Lazar. She saw Ms. Lazar?s interim bill and it was not itemized and it was returned. Ms. Lazar mentioned that it was not her customary style. Trustee Pelleran asked if it was presented to her that she should itemize.

Ms. Beard responded that whenever the college does work for hire it gets billed by the hour.

Trustee Pelleran asked if that was in writing and if that is the way it was presented to her.

Ms. Beard responded that she was unaware of how it was presented to Ms. Lazar.

Chairperson Jeffries stated that in the committee it was not stated to provide an itemized list. As the review progressed, he asked for an itemized bill as to where they were with their hours. He said that he doesn?t know of any public body that doesn?t request when they're spending dollars to tie time to the bill in order to justify to the taxpayer how their money is being spent.

Trustee Pelleran felt that the Board has admitted that perhaps there is some area of grayness. No one has firmly expressed that this is the fashion it was presented to Ms. Lazar.

Chairperson Jeffries asked for a roll call vote to approve the 160 hours for the purchasing reviewers.

Roll call vote:
Ayes: Canady, Heywood, Holden, Jeffries, Pelleran, Rasmusson
Nays: None
Absent: None

Motion carried.

Enrollment Update

Chief Information Office Glenn Cerny presented the enrollment update to the Board (it is on file with the official Board materials).

Service Review

President Cunningham stated that this item is on the agenda as a follow up to the program review that was conducted 1 - year ago. The service review has been challenging, but she expressed how proud she was of the people who have worked on this. The main indicator of service review and how the college is doing are the numbers received from the State of Michigan that continue to reflect a decrease in administrative overhead costs and an increase in instructional costs. That has always been a struggle at LCC, but the administrative overhead numbers are now lower.

Ms. Nancy Lombardi and Vice President Barbara Larson presented a PowerPoint presentation to the Board regarding service review (the presentation is on file with the official Board materials.)

Contract Faculty

Trustee Pelleran asked if this information had been shared with Mr. Barry Stearns.

President Cunningham stated that Mr. Stearns has not requested this information.

Trustee Pelleran asked if the college has grown the number of full-time faculty or reduced that number. She asked how does the list that is in the Board packet differ from the list that was provided by Mr. Rich Howard today.

President Cunningham responded the college has grown the number of faculty by a total of 10. Every year full-time faculty positions have increased at Lansing Community College.

There was discussion regarding what was provided in the packet compared to what Mr. Howard provided earlier that day. It was clarified that they were two different documents because two different questions were asked. The two responses differed by the number of total full-time faculty temporary positions currently filled versus the number of non-grant funded full-time faculty temporary positions currently existing.

Trustee Pelleran asked if the college has grown in faculty positions.

Vice President Larson responded that the college has grown in authorized, full-time, regular faculty positions.

Trustee Heywood asked how many temporary positions are being moved into permanent positions.

Vice President Larson responded that is a part of the budget development process. A discussion takes place as to whether this position is fulfilling a need that the college perceives as a long-term need at the college.

Budget Update

Vice President Larson provided a 2002-2003 budget update to the Board (it is on file with the official Board materials.) For next year, the college is preparing for an additional 5% as much as a 10% reduction in state aid. She stated that it might be very difficult to develop a balanced budget without considering an increase in tuition possibly one that is higher than the rate of inflation.

Remaining Policies for Board Approval Update (Drug Free Workplace; Employment of Relatives; Organ Donor; and Working From Home)

Chairperson Jeffries stated that this is an informational item only and will be brought back to the Board at the next meeting for action. He said that all the policies with exception of the Organ Donor policy have existed for almost one year. The policies have gone through a review with the labor coalition and they have approved them.

Trustee Pelleran asked if the Drug Free Workplace policy is consistent with policies at other colleges.

Mr. David Davidson responded that he is unaware what other colleges have in place; however, the policy is consistent with the state law.

Finance

Approval of Bids

Automated Degree Audit Process

The first bid the Board reviewed was for the automated degree audit process. The college received two proposals and the successful vendor was Decision Academic Graphics.

Mr. Cerny, Mr. Evan Montague, and Mr. Steven Grenus provided a presentation to the Board that highlighted Degree Navigator, the automated degree audit process, and the benefits for students in implementing this program. Some of those benefits included on-line access to view what a student needs to finish their degree, a certificate, or to transfer.

Fire Truck

The second bid was for a new fire truck for the Fire Academy Program. The college received two proposals and the successful vendor was Payette 7 Associates, Inc., from Mason, Michigan.

Life/AD&D/LTD Insurance for Employees

The third bid the Board reviewed was for Life, Accidental Death and Dismemberment and Long Term Disability insurance. The College received two proposals and the successful vendor was SIG Benefits.

Trustee Rasmusson asked if this should be something that should be discussed with labor.

Mr. Davidson responded that within the bargaining agreements it is stated that a certain number of dollars will be provided for this type of coverage and that is negotiated. The College does not negotiate with the unions the carrier and he would not suggest that it be negotiated.

Trustee Pelleran asked if in the past has this been taken to labor.

Mr. Davidson responded, no. The only thing that is discussed with the healthcare coalition is the healthcare carriers.

There was further discussion regarding the purchase of the fire truck regarding if used equipment was reviewed. The department did review used equipment, but the Fire Academy Program chose a new fire truck because the old trucks are outdated for their training. The Fire Academy will not be selling the old fire truck because there are some things on the truck that can still be used.

IT WAS MOVED by Trustee Holden and supported by Trustee Canady to approve the bids.

Roll call vote:
Ayes: Canady, Heywood, Holden, Jeffries, Pelleran, Rasmusson
Nays: None
Absent: None

Motion carried.

Closed Session

IT WAS MOVED by Trustee Heywood and supported by Trustee Holden for the Board to go into closed session for the purpose of discussing an attorney/client privileged communication.

Roll call vote:
Ayes: Canady, Heywood, Holden, Jeffries, Pelleran, Rasmusson
Nays: None
Absent: None

Motion carried.

The Board entered into closed session at 6:30 p.m.

IT WAS MOVED by Trustee Canady and supported by Trustee Heywood to return to open session.

Ayes: Canady, Heywood, Holden, Jeffries, Pelleran, Rasmusson
Nays: None
Absent: None

Motion carried.

The Board returned to open session at 7:30 p.m.

Public Comment

There were no comments from the public.

Trustee Canady - In my never-ending quest to whip as many horses as I can (inaudible.) I just want to let you know that at the next meeting I will be bringing two motions that's at our regular scheduled meeting. First, I want to amend our bylaws with respect to late items requiring five votes of the Board of Trustees to allow late items in the meeting. I think I've already explained why I think the procedure that we have right now is?I don't need to go on with that further. I again will be renewing my motion to lift the censor against Dave Patterson for a variety of reasons that for which I don't need to get into much detail right now. However, I think that continuing that given the fact that the pound and flesh has been distracted and he has resigned and it will be more harm for the college than beneficial. And I think it probably reflects, at least will be construed by, Mr. Patterson?s reflecting a great deal of spite which then would make him act in ways that you probably don't want to deal with by removing that you can bring closure to this issue once and for all. So, I will be renewing that.

Trustee Pelleran - I?d just like to say two things. One, if Mark brings those two issues I will support them and will be supporting Canady?s motions. The other thing I?d like to say of how sad I was over the holiday receive the information that our Vice President (Barbara Larson) has taken another job. And how unfortunate we are and our loss is their gain. I hope you're getting a big pay increase and I hope you get to see more of your family because of it. I just have to say that you are solid as a rock and our loss is this other College's gain. If they mistreat you, just tell them to call us.

Trustee Canady - You?ll definitely be missed and congratulations.

Trustee Holden - I also would like to bring up something at the next meeting. I?d like us to have a discussion about moving our regular Board meetings, the time up, to accommodate a number of things. We met at five several times and it's worked. It's better for the staff and I think it will accommodate our chair. So, I would like to propose moving those up.

Trustee Pelleran - I think if you do that?I mean I don't mind meeting at 5:00 p.m. when you bring that up, but I think our Chair also has to realize that the public issue that he deals with, which I do think he realizes. I also want to mention that there was a recent article of the LCC newspaper. And I don't know who perpetuated that article. I was given an email request from the reporter and I emailed my response back to her. That was not generated by me. It was the December 9 edition. It was about dual service and I said that's what you're going to have?(tape ended) That was not an issue that I brought up in the campaign. It was never brought up by me. It was brought up by other people. The State Journal.

Trustee Holden - The purpose of me saying that so we can be ready for discussion.

Adjournment

The meeting was adjourned at 7:35 p.m.



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