Board of Trustees - Shoreline Community College



M I N U T E S:

At 4:19 PM, the Regular Meeting of the Board of Trustees of Shoreline Community College District Number Seven was called to order by Chair Paul Burton in the Board Room of the Administration Building.

MEMBERS PRESENT:

Board members present: Edie, Paul, Elsa and Jeff

Mr. Paul Burton, Mr. Jeffrey Lewis, Ms. Edith Loyer Nelson, and Ms. Elsa Welch were present. Ms. Sarah Phillips was unable to attend.

Mr. Larry Paulsen represented the attorney general’s office.

EXECUTIVE SESSION:

At 4:20 PM, Chair Burton announced that the Board would meet in Executive Session for approximately one hour to discuss negotiations, the performance of a public employee, potential litigation, and lease/real estate acquisition.

At 5:26 PM, the Board reconvened in Open Public Meeting.

APPROVAL OF PREVIOUS MINUTES:

A motion was made by Ms. Edith Loyer Nelson to approve the Minutes of the Special Meeting of the Board of Trustees, held December 3, 2003. The motion, which was seconded by Ms. Elsa Welch, was approved unanimously.

OPEN COMMENT PERIOD:

There were no comments.

TRENDS AND UPDATES – ECONOMIC DEVELOPMENT –- POSTPONED:

Due to the anticipated length of the Executive Session, this item was postponed in advance of the meeting.

ACTION: APPROVE UPDATES TO POLICY 3804, “MEALS AND/OR LIGHT REFRESHMENTS:”

PF encouraging us to get policies in order before she retires. Brought on by 1) need to clean up manual; 2) audit issue with auditor – made agreement to chg procedures – he didn’t believe we were in compli – auditor has approved. Wording in orig was system admin and acct—we shortened pol to one line. Can look at sam link and see entire procedures. Ref right page online.

New Line (HM) – Council will be reviewed and recommended by – this is first one.

Jeff; edie

Approved.

On December 18, 1998, the Board of Trustees adopted Policy 3804: Meals and/or Light Refreshments. The policy and its procedures were required by the Office of Financial Management (OFM) before state agencies could provide meals or light refreshments for college events, meetings or trainings. It also addresses meals for staff in travel status.

The current policy in use since 1998 was is rather lengthy and detailed, and contained more process than was required. The related procedures wereestablished are cumbersome and have not been easily audited. Therefore, after some confusion in the audit of fall 2002, the Vice President of Administrative Services and the auditor agreed to revised wording of the policy and the procedures that would insure the college was compliantcomplaint with Section 10.40 of the System Administrative and Accounting Manual (SAAM), but still allow the college to operate efficiently.

The proposed changes simplify the policy wording and provide a direct web link to the SAAM reference for persons seeking more detailed information. The revised procedure is paperless and uses current technology in seeking permission to provide meals and/or light refreshments. We have been using the procedure since the 2002 audit and it has reduced the amount of staff time and paper. The efficiency has improved significantly and there is less chance for error.

Motion 04:01 Mr. Jeffrey Lewis made a motion

Recommendation:

It is recommended that the Board approve revised Policy 3804: “Meals and/or Light Refreshments.”

Ms. Edith Loyer Nelson seconded the motion, which was approved unanimously by the Board.

President Holly Moore called attention to a new line at the end of the Policy page which includes the statement, “Reviewed and Recommended by the Council,” and the corresponding date.

REPORT: BUDGET STATUS AND INVESTMENT REPORTS:

Vice President for Administrative Services, Ms. Beverly Brandt, introduced this item by saying these reports are provided each month as a brief financial status report to keep the Board advised of the college’s budgeted resources, spending rates, staffing level and student enrollment. Because both November and December 2003 reports are provided, she asked that the Board review the most recent report from December 2003.

Bev – asked to move to dec unless someone has questions abt Nov.

Now enagaged in spnding what we had held previously. – Budget status

2nd page shows new money – how it works with strat directions. Most comes from special project grants.

Alliance spends and we are tracking.

Report looks a little diff, but info is still there.

Couple certifs. We rolled over; money we spent first was state alloc, now we spend local funds sec half of year. (Invest rept)

These reports are provided each month as a brief financial status report to keep the Board advised of the college’s budgeted resources, spending rates, staffing level and student enrollment.

The Cash Fund Equity Summary provides a financial summary of the opening cash fund balance and all revenues and expenditures for all local funds for the current fiscal year. The attached report reflects that Total Revenue for the current fiscal year first through November 31, 2003, then through December 31, 2003.

The Operating Budget Status Review is a comparison of expenditures to budget for state allocations, local revenues and self-support accounts for current operating funds.

The Securities Investment Report includes the description and amounts of temporary investments of cash not required to meet current expenditure needs. Funds on hand and not immediately needed for operations are invested in short-term securities according to College policy and compatible with State Treasurer and Office of Financial Management guidelines. The attached report includes information first through November 31, 2003, then through December 31, 2003.

The Additional Allocations, Grants or Contracts report shows additional funding received since this year’s initial allocation. It also shows the source of new funding and how it is distributed according to the strategic plan.

REPORT: GOVERNANCE:

Dr. Tom Curtis began this report by updating current Governance Steering Committee activities. Where once there were 13 governance committees, there will now be three, including the Governance Steering Committee, Strategic Planning Committee and the College Council. Policy 2301, “Governance,” and related procedures, is under revisionGovernc is alive and well. Three comm. Repts.

Gov – controls acgtiviy at other comms. Three things: revise web pages (were 13 comms, now 3) Reflect what is current.

Pol 2301 – being revised – procedural guidelines looking at. Come to reflect current changes and will be presented to the Board for approvalbrd before the end of this year. yr.

If all goes as planned, the Governance Steering Committeewell, gov steer will sunset by theat end of the year.

Dr. Curtis reported that on October 17, 2003, an all-college meeting was held specifically to offer all staff the opportunity to submit suggestions to implement the approved Focus Areas. The many suggestions are being compiled by Strategic Planning and will be sent to the entire campus once complete. Shoreline will assess the results in the Annual Report.

The newest governance committee, the College Council, includes five representatives from each college constituency, faculty, staff, students, and administration. Dr. Curtis explained that the Council will review all information which will go to the Board to assure the Board receives the best possible information. The Council allows constituents to provide information to the Board and, in turn, members can disseminate information to the college. Currently Council members are working

All campus meeting – Oct 17 – Looked at focus area for activites to be related. Pres conting will help campus wk on those area. Most of fall, look at focus areas – make workable. Now looking at sending to total campus. Sugg for how we will work with those focus areas end of yr.

Assess what we’ve done in annual rept.

Third comm. – Coll Council – Newest govcn comm. On campus. (list constit membs) Akin to old coll cabinet. Good idea for campus – allows acces to inf that is going to b of t, to assure we’re giving best info [oss to board. Allows constits to hear and get info back to their group. Stormin Norming phase – looked at what is role of council. What powers they have and don’t. Clear wk under dir of coll pres. Power involved in providing dirction. Wking toward developing an understanding of thedev understanind of role and function of the Council. Dr. Curtis said the Council is comprised of TC—we’ve got a good group of people who areppl really dedicated to Shoreline. dedic to SCC. Rough spots, but willingness to wk toward betterment of college.

The Governance Steering Committee is providing assistance as needed to the Council and will make recommendations as the Council continues to develop. For instance, Shoreline is now a 12-month institution, so the Council will likely meet through the end of Summer Quarter with a break mid-August through mid-September. To do this, President Moore will allocate, from the President’s Contingency account, funding for faculty to continue to serve during the summer. Gov steer – look to provide asst to council. Recdomm chgs – way set up rotation of chairs - one co ch was supposed ot be stu – might be difficult for stu to step in when lot of activity going on, so recomm that stu not be co-ch – but admin step into that role. Not sure how well serve stus if stu in that role. Also, 12 mo instit, so council shd be meeting Summ – are activities that occur – want to provide an avenue for that to occur.

Edie – did stus take a posit on chg to chair. TC—two stus on gov voted in favor of that action. (All constits repre when vote was taken in gov steer)

Holly – in ack that fac are not on contract during sum qtr, (not meet 2nd half of Aug/Sept). HM will use more of conting for faculty to attend mtgs and reading docum during the summer.

REPORT: COLLEGE FOUNDATION:

Ms. Kae Peterson, Senior Executive for Community and Resource Development, reported that Shoreline Community College’s 40th Anniversary celebration was held on Friday, January 23. At this event,Kae – great party 40th anniv last Fri. Held 23rdc. Chevron donated $5,000 for the Anniversary Scholarship Fund. Funk’NGroove, Shoreline’s performing student group,anniv scholar fund. Funkingroove – played – is actually a class that is competitively applied for. Thanked vols from fac and staff. All kinds of costumes. Sarah provided the entertainment. Ms. Peterson thanked the volunteers from faculty and staff who helped to produce this event. toast.

On February 28, Shoreline Community College and Shoreline Public Schools will co-host a celebration recognizing 100 years of Excellence in Education. Featuring a100 yrs excellence in ed = celeb public schools 60th, on their 20th anniv started shoreline. Brining together shorecrest, shorewood, scc – big band dance and dessertfeb 28 7 pm. Dessert buffet, the event will be held in the PUB beginning at 7:00 PM. Cost is $15 per person. . Food progr at hig sch featured - $15 pp.

TheReally great alumni – because 40th Anniversary activities have prompted efforts to contact alumni and,– with the assistancehelp of the Public Information Office, aPIO – estab link has been established to registerRegis alumni from SCC on Shoreline’s website.

Two upcoming activities sponsored by the Foundation include the annual “Gifts of the Heart” Luncheon to be held February 20 at the Seattle Golf Club and “Legacy Lunch – for those leaving wills and estatate =- Feb 20 at noon Seattle Golf.

Official Annc – Apr 22 – Bowling for Brains,” to be held April 22 at Spin Alley. Buffet incl – Thurs nite.

Ms. Peterson called attention to the new clockNew clocks in the Board Room, saying that this clock,Brd room and the one newly installed in the President’s Office, feature the College’spres ofc – 40th Anniversary logo and were– donated by the Foundation. fdtn.

Ms. Peterson concluded her report by announcing that Donation rec’d yest – at brd mtg – Jim Hammond donated $25,000 has been donated to the endowment fund in memory of Joseph Schultz by the Puget Sound Automobile Dealers’ Association. The presentation was made by Mr. Jim Hammond, President of the Puget Sound Automobile Dealers’ Association, at the Foundation meeting held January 27. President Holly Moore added that . From dealers. Brings endowment to $70,000. Fund scholaraships in autom program.

HM—when Ms. Kae Peterson came to Shoreline Community College the FoundationSCC had $80,000 in cash assets. She credited Ms. Peterson for the increaseNow 1.2 m in the Foundation’s assets to $1.2 million. .

REPORT: FACULTY PRESIDENT:

Professor Karen Toreson began her report by saying that, although there are just three governance committees, there are many other committees throughout the college requiring faculty presence and input. FacultyTom mentioned 3 comms; still are many others on campus. Still doing campuswide comms and sharing in govnc process.

Fac do want to contribute and appreciate the opportunity to share in college governance. She mentioned the two-day Interest-based bargaining (IB) training sessions held January 13 and 15, saying it was the. Certain ownerships – Apprec oppty to share in govnc. Does mean a diff in wkload. Sabb going on. ARCs ongoing. This past mo., grp of fac and admin did IB training. Was most exciting training session she’s ever attended. The IB training builtbeen to. Did a lot to build bridges between the negotiating parties and taught allunderstand how theywe can work together onwk with issues. The teams for the upcoming contract negotiations have begun their work. Have common interests. Solve prblms occur for common interests. Negot teams have stted wk.

Professor Toreson said faculty areFac looking forward to a fwd in Feb to Fac retreat planned for February. She credited Professor Neal Vasishth for obtaining retreat funding, which will allow faculty to address teaching. . Neal got funding, started with interdiscip – Discuss something we all need to do: Teaching. Wking together, dev interdiscip classes. Teaching mgmt and strategic issues facing fac. NCOs, planning councils, advisory councils.

She concluded her report by saying that, on the fourth week of Winter Quarter 2004,4th wk of qtr – things are going well.

REPORT: CLASSIFIED STAFF:

Ms. Peggy Lytle, representing classified staff, wished the Board a Happy New Year. She said Shoreline’sYr. Had annual “Chilly Chili Feed,” was heldchilly chili feed today. This event,Wonderful – sponsored by the Classified Training and Staff Development Committee and by the SCC Foundation, is a much anticipated treat for classif staff. training comm. – Great treat for all during lunchtime.

Ms. Lytle reported she is on the negotiations team created by civil service reform and will attend a workshop with the entire team on “Codes of Conduct” this coming Saturday. Not lot to tell abt collective barg. Union has sent msg to gov to get going. She’s waiting to hear.

Edie – anyone from scc on negot team? Yes, Peggy – She must go sat to learn the codes of conduct. (Entire team)

REPORT: STUDENT BODY PRESIDENT:

Associated Student Body President, Ms. Erica Wilkes, reported on a variety of student activities. The Student Advocate has been workingStu advocate wked with Director of Communications, Ms. Judy Yu, to produce ado stu satisfy survey on student satisfaction which is now on the web.

Shoreline’s Delta Epsilon Chi (DEC) Chapter will host an auction fundraiser on January 30 at the Greenwood Masonic Hall. DEC Charity dinner.

Arianna Huffington will speak at Shoreline on Wednesday, February 4, sponsored by Shoreline’s Artist and Lecture Series. The series will also hostWed, Feb 4, 7:30 – Colbert Lecture – Ariana Huffington – How Corp Greed and polit corrupt are undermining America.

Had open senate posit.

Arts and Entert presents Bryan Sutton on FebruaryFeb 7. Ms. Wilkes noted Professor – Tom Moran will be the “opening act” for Mr. Sutton’s performance. .

MovingRecital – Feb 8 – piano music from ageneta and brazil.

Girls bb doing well – going to college sports, Ms. Wilkes said Women’s Basketball is doing well and will participate in the NWAAC play-offs this year.

ASB President Wilkes praised Legislative Vice President, Ms. Sarah Lundahl,; boys not doing as being anwell

Game tonite against skagit.

Legis dir (Sarah Lindahl) attend legis conf Feb 1 and 2. Being effective legislative leader for the students, noting Ms. Lundahl will attend the upcoming legislative conference February 1 and 2 in Olympia. .

Two landmark activities underway by students include determiningTech protocol test about done. – Figure out how to spend technology fees collected from students and conducting the telephone outreach program. . Must go thru stus and thru admin review, also TSS review.

Phone outreach prog – stus call other stus to see how they’re doing. Field complaints. Going really good. Cell phones help contact. No problems; everyone is happy.

Dance team is making val day baskets = celling at upcoming events – also val day dance on Feb 13 in PUB.

New club – Piano

REPORT: COLLEGE PRESIDENT:

President Holly Moore reported that the smoking shelters are nearly complete. Adding the shelters will move the smoking population at the college to the perimeters of the grounds. A map showing shelter locations has been developed. Rules regarding smoking will be added to the college policies and procedures and codified into the Washington Administrative Code.

Shoreline recently competed to host a Fulbright Scholar-in-Residence for 2004-05. On January 13, 2004, the college was notified that they have been awarded a Scholar-in-Residence, the only community college in the state to receive such an honor. Dr. Moore credited the work of Mr. John Lederer and Mr. Paul Rucker for the success of this project, saying she is proud of the work they accomplished.

On Monday, February 2, Mr. Jeffrey Lewis will appear before the Senate Higher Education Committee for formal confirmation as a Trustee for Shoreline.

President Moore is on a state-wide committee, convened at the request of the Legislature, which is reviewing tuition waivers that are provided by colleges. Currently, the committee is looking at recommending a change in waivers for apprenticeship programs and adding a $25 fee for ABE/ESL classes. Dr. MooreHM—did hear telep group – asking if folks want a call back later in qtr – most said yes.

No enroll rept.

Smoking shelters – has map with shelters. Moving to perimeter. Will go thru WAC process. Keeping grounds clean is expensive. At shelters will save us money.

SCC competed with sev ccs – Jan 13 – Fulbright scholar in resid – 2004-05. We will be getting fulbright scvhol from south America. Must work out lvl of suppt. Several other ccs applied, thru WED, Lederer and Rucker we had a winning proposal. Proud of work done to get this.

Trustee confirmed on Mon – Jeff appear before Senate Higher Ed Comm.

HM has been on comm. Looking at waivbers that instits provide. Been hard battle and not partic pleasa – Legis asked us to look at waivers. When tuit rose, we were concerned couldn’t recoup costs from tuit alone. Legis said look at waivers and we did. HM will rept at TACTC – are recomm chg in apprenc wiave r max 50% incr – abt 10.00. Not same as f-t stu. We also looking at $25 fee for abe esl, that had been totally waiverd before. HM still feels very strongly that if we are going to chargechg those in ABE/ESL who can least affordaffd to pay, we must also had to raise the fees for apprenticeship programs. She said it is the moral and ethical thing to apprentice – morally and ethically must do. both. This is our recomm – thinks sbctc will suppt.

On January 16, President Moore was asked by Senator Patty Murray to participate in an Education Roundtable in downtown Seattle. Senator Murray is advocating for the PASS program as an opportunity to better prepare students for transition from high school to college. Dr. Moore was able to present the successes of Shoreline’s Career Education Options (CEO) program as an example of Parent ed has pd $10 regis and affil fee and stus enrolled in parent ed pay more than cost of tuit to supt lab. Labs off campus. We have elim waiver and recog tuit they pay; tuit will come thru coll and be used to suppt labs. Orchestration still to be wked out with bsns mgrs and parent ed coords.

Gen waivers based on need – need based will still continue.

Was on roundtable with Patty M – PASS act – looking at transition from high school to college and how can we better prep stus. When Shoreline, everyone recog she was from Shoreline. Rec’ving lots of recog natl and locally for the program. Around how we are making a positive difference for studentsdiff for ceo stus who were not successful in high school. Grapple with what are factors (funding) need to be put into place.

On February 9-12, Dr. Moore will accompany Trustees Jeffrey Lewis and Sarah Phillips to the annual Association of Community College Trustees Legislative Summit in Washington, D.C. In addition to advocating for Higher Education Reauthorization, Shoreline’s representatives will provide evidence of community colleges’ success as work prep centers and advocate for a provision to support working adults. 2 board, Kae, HM in dc next wk – higher ed reauth – pres comments on ccs being centers for work prep. Orig, no provfision in ed rauth for suppt for woking adults – wil be revisited.

Legis has asked sev colls to partici in study grp around perf contracts – will be partici – want to look at closely – position diff than univ – our pref contracts wd bew diff. Look at as premier trans coll.

Shoreline’s capital funding requests have been submitted. Funding for the 2900 Annex, which includes Cosmetology, is looking positive as is funding for the Workforce Technology Building.

Dr. Moore concluded her remarks by noting the Hospitality and Tourism College students’ graduation ceremonies are Friday evening, January 30.

REPORT: BOARD CHAIR:

Chair Paul Burton represented the Board of Trustees at Shoreline Community College’s annual commemoration honoring Dr. Martin Luther King, Jr., held He repped board at MLK day. DR King quite a great man.

3 going to trustees mtg over weekend. Jeff confirmed Mon.

Heartened to read in press finally recog at state and legis level on January 15, 2004.

Chair Burton noted he will attend the Trustees Association of Community and Technical Colleges’ Winter Conference, to be held February 1 – 3, 2004. New Shoreline Trustee, Mr. Jeffrey Lewis, prblm that is scheduled to be confirmed by the Senate on Monday, February 2.

Chair Burton concluded his report by saying he was heartened that the media was finally reporting that at the state and legislative level the issue enrollment – just is not just capacity in the state’s college system but anticipated enrollment increases. There is little time to increase space and faculty tocoll syst – handle enrollments anticipated to increase inwhat’s coming 2007 and 2008. As access is denied, he predicted public pressure to fund higher education will increase. Little time for addn’l space and faculty. Finaly hitting legis lvl. Public pressure come to bear when ppl’s kids are denied acces.s Keep pressure on.

NEXT BOARD MEETING:

The next Regular Meeting of the Board of Trustees is scheduled for February 25, 2004, beginning at 4:00 PM in the Board Room of the Administration Building.

Elsa won’t be here at next meeting (Feb 25)

Ms. Elsa Welch announced that she would be unable to attend the February Board meeting.

ADJOURNMENT:

6:13 p.m. Adjourned.

Chair Burton adjourned the meeting at 6:13 PM.

Signed _____________________________

Paul D. Burton, Chair

Attest: _______________________

_____________________________

Michele Foley, Secretary

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