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LANSING COMMUNITY COLLEGE
BOARD OF TRUSTEES
June 28, 2006
5:00 p.m.

Special Meeting
Adopted Meeting Minutes

Call to Order

The meeting was called to order at 5:09 p.m.

Roll Call

Present: Brannan, Canady, Proctor, Rasmusson, Smith, Laverty
Absent: Pelleran

Trustee Pelleran arrived at 5:16 p.m.

Limited Public Comment Regarding Agenda Items

Trustee Rasmusson reported that he and Trustee Brannan talked and that under the law there is sufficient bidding now to consider the ISCD issue and thinks it should be put on the agenda. He moved to add the bids for IT to the agenda.

Chairman Laverty indicated that he would make sure the Board covered that topic under the President's report where it says Oracle update.

Chairman Laverty requested to add an item regarding a change order to the agenda. This would be added under committee assignments.

CHAIRMAN?S REPORTS

Hiring and Contract Approval Policy

Chairman Laverty asked Ms. Bev Baligad if she had any comments she wanted to say with regards to this policy.

Ms. Baligad responded that this final policy would allow the Board to delegate the hiring process however they see fit.

MOVED by Trustee Brannan and supported by Trustee Rasmusson to adopt the Hiring and Contract Approval Policy.

The floor was opened for discussion.

Trustee Proctor questioned what stance Ms. Jan Lazar was taking on the hiring practices of other community colleges because it seems as if the Board was taking a different direction than other community colleges were taking.

Ms. Baligad responded that Ms. Lazar did not have the opportunity to review the survey of what the other community colleges were doing. What Ms. Lazar is proposing allows the Board the opportunity to hire in whatever way that they see fit.

MOVED by Trustee Brannan and supported by Trustee Rasmusson to adopt the Hiring and Contract Approval Policy.

Ayes: Brannan, Canady, Pelleran, Proctor, Rasmusson, Smith, Laverty
Nays: None
Absent: None

Motion carried.

Bylaw 1.6.1

Trustee Rasmusson presented the following amendment to Bylaw 1.6.1 and Bylaw 1.6.4.

The Resolution at the last regular session to restore Presidential authority is amended so that Paragraph three of Bylaw 1.6.l shall be as follows:

Part I:

1) through 2) are deleted.

1) shall be amended as follows:

appoint, evaluate and/or remove the President, Chief Financial Officer, the outside accountant assisting with, or conducting, internal audit, the external auditor, special consultants retained on a project basis, and College General Legal Counsel and assistant counsel, if any, and the Board liaison and assistant to the Board liaison, and such others as determined by the Board from time to time, and the President shall furnish to the Board in advance the information on candidates to be considered for the Chief Information Officer, and internal audit employee position at the College together with his/her recommendation for selection and the Board shall approve or reject that recommendation; provided, however, the Chief Information Officer and the internal audit employee(s) shall during employment thereafter become part of the appropriate bargaining unit and subject to all the terms and conditions of employment appertaining thereto..

2) is deleted and the balance renumbered, and all other portions of Bylaw1.6.1 are unchanged.

_____________________________________________________

Part II: Authority Delegate to the President

And 1.6.4. A., first sentence, shall be amended as follows: Select and employ personnel of the community college, subject to 1.6.1., including the authority in the President to select and employ vice presidents, provided that no vice president position or positions with the duties of a vice president or a pay level eighty percent, or greater, of the average pay of vice presidents at the College, shall be created by the President without the Board's approval in advance. Until the Board selects College General Legal Counsel, the President shall have authority to discharge or re-assign College legal counsel. Hereafter, when the Board selects College General Legal Counsel, said General Legal Counsel and assistant counsel, if any, shall serve at the pleasure of the Board, as provided in these Bylaws and College Policies.

_____________________________________________________

Part III-

Finally,

The operational authority granted the Chair by prior resolution is set aside and deleted.

MOVED by Trustee Rasmusson and supported by Trustee Pelleran to adopt the amended bylaw changes to 1.6.1 and 1.6.4.

Ayes: Brannan, Canady, Pelleran, Proctor, Rasmusson, Smith, Laverty
Nays: None
Absent: None

Motion carried.

Executive Search Update

Ms. Baligad report that they were in the process of getting dates for the Board to hear the Executive Firms presentations. She also stated that she was still waiting for feedback from some of the Trustees with regards to the composition of the screening committee.

Ms. Baligad stated that the search firms have been contacted and are glad to be just focusing on just the Presidential search.

Board Assignments

Chairman Laverty presented the new Board Assignments.

The Audit Committee was assigned as followed:
Chair: Tim Brannan
1. Chris Laverty
2. Mark Canady

The Finance Committee was assigned as followed:
Chair: Tom Rasmusson

1. Chris Laverty
2. Robert Proctor

The Personnel and Compensation Committee was assigned as followed:
Chair: Robin Smith
1. K.P. Pelleran
2. Robert Proctor

The Michigan Community College Association was assigned as followed:
1. Robin Smith (delegate)
2. Robert Proctor (alternate delegate)

All other committee assignments will remain the same.

Trustee Rasmusson handed out a motion that he will be presenting once the Board Liaison is hired. This motion would be for the Board Liaison to look at some issues about management and organizational culture from the point of view of finance and organization of the college.

Chairman Laverty responded that he will ask the Board to study Trustee Rasmusson?s motion and would place it on the next agenda.

Chairman Laverty handed the other Board members a copy of a document that was sent to him by email entitled ?A New Agenda for a New Michigan,? report by the Michigan Future Incorporated. He thought it was good information about the economy, economic development, and workforce development. He felt it was pertinent to what our goals and visions are here at the college.

Change Order

The change order is regarding Stevens Van Lines and is an emergency change order request. He recognized that the Board has language in the bylaws for an emergency type situation, but since he was handed this document prior to the meeting he didn?t see it as something the Board had to deal with as an ?emergency? type situation.

In July of 2005, a purchase order was issued to Stevens Van Lines in the amount of $90, 000. A change order was issued to Stevens in May of 2006, increasing their contract amount to $99, 892.41. Physical plant notified purchasing on May 22nd that a subsequent change order was needed in the amount $25,000 to cover additional moving expenses in the immediate future. Purchasing responded that they would submit this to the Board of Trustees for approval but did not get it at the June 19, 2006 meeting. Chris Strugar-Fritsch is requesting approval for the $25,000 change order to Stevens Van Lines to increase the current contract of $124,892.41 and at the next Board meeting he will present an official change order.

Trustee Canady stated that he understands that change orders are necessary but would feel a little more comfortable if the Board had more specifics as to what they were paying for.

Chairman Laverty agreed and assured that the Board would have this information at the next Board meeting.

Trustee Smith also responded that she wanted information on this as well.

Trustee Rasmusson commented that he had heard complaints from the business community that they would bid on a job, the award would be given to a low bidder, but claim that the low bidders would get re-writes on their contracts for additions that would put them over what the other particular businesses had bid. He also stated that Ms. Beckie Beard should take special care to avoid that in the future and to be sure that the bids adequately reflects the needs of the college.

Trustee Pelleran asked Chris Strugar-Fritsch to elaborate on Trustee Rasmusson?s comment as it relates to this particular request.

Mr. Strugar-Fritsch responded that when the contract was originally set up for $90,000 that same budget year the college included dollars for all of the moves that would occur from all of the renovations. That did not get included in the purchase order at that time.

Chairman Laverty requested that a written explanation be prepared and the Change Order submitted. He also thanked Mr. Strugar-Fritsch for being up front and getting it to the Board as soon as possible.

MOVED by Trustee Pelleran and supported by Trustee Smith to approve additional funding to $124,892.41.

Ayes: Brannan, Canady, Pelleran, Proctor, Rasmusson, Smith, Laverty
Nays: None
Absent: None

Motion carried.

President's REPORT

Oracle Update and Discussion

President Cardenas reported that she had two areas to report on. She stated that in response to the Board wanting the college to create a contingency plan they now had the first phase of the Student Services contingency plan completed. The plan will include bringing volunteers from across the campus within the next few weeks to be trained in helping with phone calls to give quick responses and to have a different type of emergency response team. They will also be adding to the calendar some cut off dates, in case they are not satisfied with where they are at certain periods of time they could go straight to the contingency scenario and allow them to be more proactive than reactive.

President Cardenas stated that she would supply the Board a copy of the plan electronically.

President Cardenas also reported that in May they put out a bid and received two responses, one from Millennium and the other from Sungard Higher Education. Millennium supports the Oracle student services package. They knew that this would not be the appropriate package to continue to move forward with. She stated that last week the college had Sungard Higher Education visit the campus. They were on campus all day yesterday meeting with the staff in admissions, financial aid, and technology. Sungard has met with staff to get a better idea as to what the implementation would look like, what a time line would look like, what a project management timeline would look like so that they could bring the Board a transmittal to move forward. The timeline that has currently been given by Sungard Higher Education is 10 to 14 months to do a total conversion. Sungard has also provided a revised Education proposal for LCC that was received today. They will be reviewing the proposal again to make sure they are in compliance with the needs of LCC and can answer questions from the Board, students and staff. Sungard provides software, training and outsourcing. President Cardenas also stated that in addition to the software she will be working with Dr. Shanblatt in regards to an organizational structure aligning appropriate skill set for jobs, providing training where necessary, and to identify positions that may possibly be outsourced.

Chairman Laverty asked what the timeline would be for the Board to receive the total package.

President Cardenas stated the Board may receive the information within a two week time frame.

Trustee Proctor had questions with regards to Sungard?s timelines.

President Cardenas answered that Sungard proposes timelines and they ask questions. If the college sees that the timelines do not match with what they are trying to achieve they would then come up with a final timeline that both parties can agree upon.

Trustee Smith has questions regarding the staffing and outsourcing, and wondered if Sungard would have the control as to what parameters were going to be set for training, staffing, and outsourcing. She did not want to see this in the hands of another company.

Presidents Cardenas responded that they will make sure control of the project remained in the hands of LCC.

Trustee Pelleran thanked President Cardenas and her administration for their diligence in addressing this critical issue and appreciated the fact that she was ready to move in a different direction.

Trustee Smith requested that as time goes on, if needed, the timeline that was given be extended to make sure they are doing a thorough job and that there are updates throughout the process so that the community will be apprised as to the progress of the implementation.

Chairman Laverty asked Trustee Rasmusson if his earlier concerns were addressed in the President's report.

Trustee Rasmusson responded yes.

Trustee Rasmusson stated that the Chair gave the authorization for him and another Trustee to participate in the IT Zone, which is an economy networking group in Southeastern, Michigan. Starting in July he will attend meetings.

Chairman Laverty asked if the entire Board was receiving the Chronicle for Higher Education. If the were not, he asked them to contact the Board Secretary.

CLOSED SESSION

No closed session.

PUBLIC COMMENT

Joseph Warren, Professor in the Department of Humanities and Performing Arts, spoke to remind the Board of the medical reports coming out this week on second hand smoke. There is absolutely zero level of toleration without health implications. He is known as the smoking police for monitoring the doorways. He would like to ask President Cardenas to remind public safety not to walk by the smokers. A second suggestion is to either paint a red zone where that can smoke so they can visually see it. Smoke comes in through the vents and makes the whole second and third floor unusable sometimes when clusters of people are out by the door smoking. One more thing, to the Board, thank for approving the contract. As one of the negotiators for the last three contracts, it's a reasonably good start Thank you.

Trustee Rasmusson reminded the President that it is a school policy not a misdemeanor or even a civil infraction and no force can be used against anyone. He remarked that a sworn officer would need to be called, and they would ask the people to leave and treat it as trespassing if they don't.

Chairman Laverty responded that he had seen the report that Mr. Warren referenced.

Trustee Pelleran also thanked Mr. Warren for bringing up the issue. She questioned if anyone knew of any resources where an individual could be directed for their own personal wellness. She would like someone with that knowledge to come forward and present that to people who are smokers on our website or on the wellness website.

Chairman Laverty suggested having the public safety officers pass out a brochure regarding where they could get help on how to stop smoking. This would give the officer a reason to go up to approach people and to give them something.

Trustee Smith said she did not understand having a policy that the college could not enforce and would like to look into ways in which the policy could be enforced.

Trustee Pelleran also mentioned some of the environmental issues that come from smoking and felt that some education may be in order on this issue.

Trustee Rasmusson stated that there are some ways to enforce that policy and that legal counsel could advise the President.

Trustee Pelleran passed out information on the Marketing and Sales Scholarship Golf Outing coordinated by Bill Motz and encouraged the Board to support this event by giving something to the scholarship program.

Chairman Laverty commented that this event raises close to $35,000 for the Foundation every year.

ADJOURNMENT

MOVED by Trustee Pelleran and supported by Trustee Smith for the meeting to adjourn.

Ayes: Brannan, Canady, Pelleran, Proctor, Rasmusson, Smith, Laverty
Nays: None
Absent: None

Motion carried.

The meeting adjourned at 5:51 p.m.


LCC Board of Trustees
Administration Bldg
Phone: (517) 483-5252
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