Members present: Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Rev. Dr. Diane R. Dixon-Proctor; Walter J. Hall; James H. Johnson, Jr., Ph.D.; Jerome W. Klasmeier; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
The public session of the Board of Trustees was called to order by the chair at 6:00 p.m. in CADE 219.
By motion of Rev. Dr. Dixon-Proctor, seconded by Dr. Johnson, the Board of Trustees unanimously approved the September 12, 2017, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
Chair Ulvila introduced Ms. Nyia M. Curtis, the new student member of the Board of Trustees for FY2018.
III. APPROVAL OF MINUTES
A. Minutes of the June 13, 2017, Board of Trustees Meeting – Mr. Lawrence W. Ulvila, Jr., Chair
By motion of Rev. Dr. Dixon-Proctor, seconded by Vice Chair Moore, the Board of Trustees unanimously approved the minutes of the June 13, 2017, meeting.
CHANGE IN THE ORDER OF THE AGENDA
Mr. Klasmeier requested that Item V. A. 2, Introduction of New Faculty, be taken out of order. Bringing this item forward in the agenda would allow the new faculty members to leave after being introduced.
By motion of Mr. Klasmeier, seconded by Vice Chair Moore, the Board of Trustees unanimously approved moving the introductions of new faculty forward.
Dr. Lindsay was pleased to announce the hiring of 17 new faculty members, 11 rising from the adjunct level, and asked Dr. Gavin to announce them: Ken Armstrong (Nursing), Dr. Mary Bachkosky (Legal Studies Institute), Dr. Shelly Bentley (Education), Lisa Connors (Human Services), Dr. Jeffrey Feuer (Mathematics), Julie Grignon (Psychology), Cedric Harris (Computer Technology), Alice Jackson (Nursing), Theresa Kotkiewicz (Business Management), Dr. Deborah Levine (Astronomy), Carrie Long (Biology), Thao-Nhi Luu (Mathematics), Jessica Mattingly (English and Communications), Sharon O’Malley (Journalism/Mass Communications and Student Newspaper Advisor), Nicole Reed (Health, Fitness and Exercise Studies), Johnelka Stafford (Business Management), and Dr. Krista White (Biology)
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Audit and Finance Committee – Walter J. Hall, Committee Chair
Mr. Hall announced that the Audit and Finance Committee met on Tuesday, August 15, 2017, and discussed the following topics: auditor introductions and FY2017 audit planning; review of the Audit and Finance Committee Responsibilities Checklist; FY2017 financial status report; and future meetings. The minutes of that meeting have been distributed to the board.
He stated that the committee was joined by the college’s auditors: Mr. Mark Gillett, principal, and Ms. Christina Bowman, manager, from CliftonLarsonAllen, LLP. The auditors’ work plan was reviewed, and the terms of the audit included: terms of the engagement, audit approach, areas of focus, risk, audit timeline, and new accounting standards that are anticipated to impact the college’s reporting in future years.
Mr. Hall said the committee reviewed its roles and responsibilities as set forth in the Audit Committee Charter; discussed the FY2017 operating budget status report as of May 31, 2017; and discussed the anticipated annual results. He said the committee discussed the timing of the next meeting, which is to be scheduled prior to the November full board meeting and is to review the draft audit reports.
B. Board Development Committee – Paula J. Darrah, Committee Chair
Ms. Darrah reported there have been no meetings of this committee to date. She reviewed the Board of Trustees FY2018 goals, including the action item that will be brought to the October board meeting.
C. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair - No report.
D. Budget Committee – Jerome W. Klasmeier, Committee Chair - No report.
E. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
Dr. Johnson reported that the Facilities Committee met on August 29, 2017, to discuss the following items: the Health Sciences and Biology building project, future procurements, the statue of Dr. Martin Luther King, Jr., summer facilities projects, and future meetings.
Regarding the Health Sciences and Biology building, Dr. Johnson reported that the committee received an update on the progress of the building project. Vice President Beardmore informed the committee that the project is on track, and the contract with Whiting-Turner is being finalized. The selection process for the architect and engineering firm is under way with 19 firms submitting proposals and ten moving forward from the statement of qualifications process. She noted that the Code of Maryland Regulations (COMAR) requires the college to negotiate the price with the highest scoring firm. These contracts will be brought to the board for approval at the December 2017 meeting. She reported on the county’s review of this project, with recommendations and scenarios for how the county may reduce the scope of the project, and was pleased there were no reductions to the project’s scope during the most recent budget
process.
Dr. Johnson said the committee agreed the college is proceeding appropriately with the project, and Vice President Beardmore commended the facilities team members who are working on the project for their talents and capabilities.
Vice President Beardmore explained to the committee the challenges the college has faced in moving the modular building. At present, the college has sufficient funds to move the building but not to outfit it for use, so the plan is to defer the conversion for now.
The committee was provided with updates on facilities improvements that were made over the summer, including improvements to learning spaces in the Careers building, the walkway to the Martin Luther King, Jr. memorial, the roof to the Humanities building, and the second floor of the Student Union. Planning for future meetings is under way, and committee members will be notified as soon as meeting dates are confirmed.
F. Human Resources Committee – Rev. Rev. Dr. Diane Dixon-Proctor, Committee Chair - No report.
G. Report of Trustees’ Liaison to the AACC Foundation – Lawrence W. Ulvila, Jr., Chair, Lead Liaison
Chair Ulvila read a note from a student thanking AACC for her scholarship. He reported that as of August 31, 2017, the fundraising total for the current year is approximately $72,000 toward a fiscal year 2018 goal of $1.75 million. The Campaign Committee met for the first time on August 28, 2017, and received a preliminary Case for Support and a draft listing of investment opportunities. The Foundation staff and campaign consultants worked closely with the college president and leadership over the past few months to identify the preliminary investment opportunities. He stated he was excited for this campaign and what it means to the college.
He reminded the board of the November 16, 2017, dinner with the AACC Foundation Board of Directors. This will be a campaign training session and dinner held at the HCAT center in Glen Burnie beginning at 5:30 p.m. More information will follow.
He also reminded the board of the AACC Foundation’s ALL IN Fundraising Event. Tickets are available for this 5th anniversary event to be held on Thursday, October 12, 2017, from 6:00-8:00 p.m. at Live! Casino and Hotel. He is hoping for strong support for this important fundraiser.
Mr. Hall asked for a clarification on the amount already raised in the campaign and the amount still needed. Chair Ulvila confirmed those amounts.
H. Trustee Emeritus Status for Arthur D. Ebersberger – Sandra E. Moore, Vice Chair
Vice Chair Moore brought forward a recommendation that the board consider awarding Trustee Emeritus Status to former Trustee Arthur D. Ebersberger.
She explained that former Trustee Arthur D. Ebersberger served on the Board of Trustees with distinction for 18 years. His extraordinary service to the board and to Anne Arundel Community College during this time is deserving of special and significant recognition.
Mr. Ebersberger joined the board on July 1, 1998, and was reappointed in 2004 and 2010. During his tenure on the board, Mr. Ebersberger served as vice chair from 2003 to 2004 and 2014 to 2015 and as chair from 2004 to 2008 and 2015 to 2016. As the board chair, Mr. Ebersberger was an active ex-officio member of the board’s committees and the board representative to the Maryland Association of Community College’s Board of Directors. When not chairing the board, he served on and/or chaired the board’s Audit and Finance Committee, Board Development Committee, Facilities Committee, and Human Resources Committee as well as being a board liaison to the AACC Foundation Board of Directors.
In addition, Mr. Ebersberger brought great insight and wisdom to the college’s Master Plan Steering Committee in the creation and board approval of the 2016 Facilities Master Plan. He also served as the board’s representative on the School Board Nominating Commission of Anne Arundel County, where he provided critical input in the selection process for members of the local Board of Education. Other important work included his service on the county’s Repairing and Preparing Our Schools for the 21st Century Committee and a task force that reviewed the finances of Anne Arundel County at the request of the county executive.
Mr. Ebersberger has been one of the college’s most dedicated advocates. He has given his time and effort to the considerable benefit of the college, the students, and the community we serve. He has demonstrated exemplary leadership and initiative as a board member and citizen with the utmost integrity, good judgment, and keen perception.
Vice Chair Moore stated this information item was brought to the Board of Trustees to consider the status of Trustee Emeritus upon former Trustee Arthur D. Ebersberger. This honor is in recognition of his many years of dedicated board service and in gratitude for all that he did for Anne Arundel Community College.
Chair Ulvila reminded the board that this will come forward for a vote next month.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
B. Action Items
VI. NEW BUSINESS
There was no new business, but Mr. Klasmeier asked a question regarding the capital projects status report. He said he continues to have questions about the mass notification system upgrade project, and he wanted clarification from the county fire department. We were to be getting a proposal from an engineering firm to submit a permit application including a risk analysis assessment. There was a question about the college considering cancelling this project. He is asking what happened this spring when he asked the question since there was no movement.
Mr. Chaput explained that we have not gotten further answers regarding this matter but that the board will be updated as soon as we have answers.
VII. NEXT BOARD MEETING
Chair Ulvila announced that the next board meeting is scheduled for October 10, 2017.
VIII. ADJOURNMENT
The meeting was adjourned at 7:51 p.m.
A session of the Board of Trustees was held on September 12, 2017, at 5:00 p.m., in Cade 228. The purpose of the session was to consult with legal counsel to obtain legal advice. A vote was taken to close the meeting pursuant to the General Provisions Article of the Maryland Annotated Code Section 3-305(d)(2)(i)(ii). Each board member present (Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Rev. Rev. Dr. Diane R. Dixon-Proctor; Walter J. Hall; James H. Johnson, Jr., Ph.D.; and Jerome W. Klasmeier) voted to close the session. All of the trustees were present for the entire session.
Respectfully submitted,
Dr. Dawn Lindsay
Secretary-Treasure
Members present: Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Walter J. Hall; James H. Johnson, Jr., Ph.D.; Jerome W. Klasmeier; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
The public session of the Board of Trustees was called to order by the chair at 6:05 p.m. in CADE 219. By motion of Vice Chair Moore, seconded by Dr. Johnson, the Board of Trustees unanimously approved the October 10, 2017, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
Chair Ulvila introduced Roxanne Ready from the Campus Current and welcomed former Trustee Art Ebersberger and his family.
III. APPROVAL OF MINUTES
A. Minutes of the September 12, 2017, Board of Trustees Meeting – Lawrence W. Ulvila, Jr., Chair
By motion of Mr. Hall, seconded by Ms. Darrah, the Board of Trustees unanimously approved the minutes of the September 12, 2017, meeting.
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Audit and Finance Committee – Walter J. Hall, Committee Chair – No report.
Mr. Hall noted that the committee will be meeting tomorrow.
B. Board Development Committee – Paula J. Darrah, Committee Chair
Ms. Darrah reported that the committee met on October 5, 2017. The committee decided the next meeting will be December 7, 2017. Because the November times were not conducive to meeting, there may be a conference call before the December meeting.
The committee presented action item IV. B. requesting approval of the AACC Board of Trustees goals and objectives for FY2018. The committee believes it is important to have goals and objectives to clarify the important work of the board.
Mr. Hall asked about revising goal #3 (100% participation by the Board of Trustees in support of any campaign by the AACC Foundation) to add “as approved by the Board of Trustees.” The board agreed to this change. Mr. Hall also questioned the definition of “reasonable” tuition costs. Ms. Darrah warned against trying to define the term “reasonable” as the Budget Committee works hard to make tuition reasonable. After much discussion, the board decided to keep the original wording.
Dr. Johnson added that there is a cost to these objectives, specifically attending conferences. He then questioned the meaning of the first bullet point on goal #2, saying the goal was too operational for the board. Vice Chair Moore agreed that this was an operational issue, but the intent was to give the board a better understanding of the student experience. Ms. Darrah clarified that the bullet points are just measurement tools for each goal and can be adjusted. Dr. Lindsay reminded the trustees that there will be constant updates on Engagement Matters, which will highlight progress of these goals. Chair Ulvila reminded the trustees that the goals are a living document and can be amended and improved. He thanked the Board Development Committee for its work in crafting such a forward-thinking document.
By motion of Ms. Darrah, seconded by Mr. Hall, the motion to approve the AACC Board of Trustees goals and objectives for FY2018, as shown in the supporting materials to the agenda and as amended, was passed, with six trustees voting in favor and one opposed.
CHANGE IN THE ORDER OF THE AGENDA
Mr. Klasmeier requested that Item IV. H., Approval of Trustee Emeritus Status for Arthur D. Ebersberger, be taken out of order. Bringing this item forward in the agenda would allow the Ebersberger family to leave after the board vote.
By motion of Mr. Klasmeier, seconded by Mr. Hall, the Board of Trustees unanimously approved moving this action item forward.
At the September 12, 2017, board meeting, Vice Chair Moore described Mr. Ebersberger’s many accomplishments as a member and officer during his 18-year tenure on the Board of Trustees. By motion of Vice Chair Moore, seconded by Mr. Hall, the Board of Trustees of Anne Arundel Community College voted unanimously to confer upon Arthur D. Ebersberger the status of Trustee Emeritus in recognition of his many years of service and significant contributions to Anne Arundel Community College
and the Board of Trustees.
C. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair - No report.
D. Budget Committee – Jerome W. Klasmeier, Committee Chair - No report.
E. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
Dr. Johnson reported that the Facilities Committee met on September 19, 2017, to discuss the following two items: a potential naming opportunity and an update on the mass notification system. First, the committee discussed the naming opportunity for the college but determined that is not a matter for this committee. Next, the committee received an update on the mass notification system, a project that is included in the board’s monthly Capital Project Status Report. The project will augment the current emergency notification systems by providing emergency communications over the existing fire alarm enunciator. Vice President Beardmore explained that the National Fire Protection Association’s updated Alarm and Signaling Code requires a risk analysis study before a permit will be issued. The college is investigating firms that can conduct the risk analysis study and until the study is conducted, the project is on hold. The committee will continue to receive updates on the status of this project.
F. Human Resources Committee – Rev. Dr. Diane Dixon-Proctor, Committee Chair
Chair Ulvila reported on behalf of Committee Chair Dixon-Proctor that the Human Resources Committee meeting scheduled for this afternoon was cancelled. However, the committee has received an update about faculty and staff compensation systems and the Maryland Healthy Working Families Act. The committee’s quarterly meetings for the remainder of the year are in the process of being scheduled.
G. Report of Trustees’ Liaison to the AACC Foundation – Lawrence W. Ulvila, Jr., Chair, Lead Liaison
Chair Ulvila read a note from a student thanking AACC for her scholarship to continue her education while being a working mother. As of September 30, 2017, the fundraising total for the fiscal year is just over $325,000 toward a fiscal year goal of $1.75 million. At the October 4, 2017, meeting the foundation Board of Directors reviewed and accepted the FY2017 audited financial statements. The foundation ended the year raising $1,070,000 toward its $1.1 million goal, including $130,000 to support the Engagement Matters initiative, and raised over $712,000 for scholarships, a 21% increase over the previous year.
The Campaign Committee met for the second time on October 4, 2017, and continues to refine the case statement and investment opportunities, as well as reviewing prospective campaign donors. At the joint board meeting on November 16, 2017, representatives from the campaign consulting firm Graham Pelton will provide an overview that will help members from both boards understand their role in the campaign process. The November joint board meeting begins at 5:30 p.m. and will be held at the HCAT Institute in Glen Burnie. The training session will be followed by a reception and dinner.
In addition to the scholarship established in 2015 that assisted over 330 students, Live! Casino∙Hotel has funded a new dealer training scholarship. The $125,000 gift will facilitate individuals entering the gaming and hospitality industry. We are grateful for this continuing partnership and Live! Casino∙Hotel‘s support of AACC students.
The AACC All In fundraising event is this Thursday at 6:00 pm. Chair Ulvila hopes to see everyone there.
H. Trustee Emeritus Status for Arthur D. Ebersberger – Sandra E. Moore, Vice Chair
Agenda Item IV. H. was moved to follow IV. B.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
B. Action Items
VI. NEW BUSINESS
Mr. Klasmeier brought in a publication that stated a college in Texas had been working on a five-year budget plan which had many benefits for that college. AACC has been doing this for about six or eight years, and Mr. Klasmeier wanted to compliment Mr. Little for his work on behalf of the college’s budget.
VII. NEXT BOARD MEETING
Chair Ulvila announced that the next board meeting is scheduled for November 14, 2017.
VIII. ADJOURNMENT
The meeting was adjourned at 7:42 p.m.
A session of the Board of Trustees was held on October 10, 2017, at 5:00 p.m., in Cade 228. The purpose of the session was to consult with legal counsel and to discuss a personnel matter. A unanimous vote was taken to close the meeting pursuant to the General Provisions Article of the Maryland Annotated Code Section 3-305(d)(2)(i)(ii). Board members present were Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Walter J. Hall; James H. Johnson, Jr., Ph.D.; and Jerome W. Klasmeier. Also present were legal counsel Martin J. Snider and President Dr. Dawn Lindsay. College staff members present: Dr. Michael H. Gavin, Vice President for Learning; Melissa A. Beardmore, Vice President for Learning Resources Management; Felicia L. Patterson, Vice President for Learner Support Services; and Tudy Moncure, Executive Assistant to the Board of Trustees. Also present for the first part of the meeting was Mark Sloan, legal advisor.
Respectfully submitted,
Dr. Dawn Lindsay
Secretary-Treasurer
Members present: Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Rev. Dr. Diane R. Dixon-Proctor; Walter J. Hall; James H. Johnson, Jr., Ph.D.; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
The public session of the Board of Trustees was called to order by the chair at 5:00 p.m. in CADE 219.
By motion of Rev. Dr. Dixon-Proctor, seconded by Vice Chair Moore, the Board of Trustees unanimously approved the November 14, 2017, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
There were no introductions.
III. APPROVAL OF MINUTES
A. Minutes of the October 10, 2017, Board of Trustees Meeting – Lawrence W. Ulvila, Jr., Chair
By motion of Dr. Johnson, seconded by Vice Chair Moore, the Board of Trustees unanimously approved the minutes of the October 10, 2017, meeting.
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Audit and Finance Committee – Walter J. Hall, Committee Chair
The Audit and Finance Committee met on Wednesday, October 11, 2017, to discuss the following topics: review of the FY2017 draft audit; FY2018 financial status update; and accounting procedures and regulatory updates. The committee held the audit review meeting with Ms. Christina Bowman, manager, CliftonLarsonAllen, LLP, to discuss the results of the FY2017 audit.
The auditors issued an unmodified, or clean, opinion. However, the auditors’ report disclosed a compliance finding associated with a 10-day data reconciliation requirement related to data conflicts between a third party reporting organization and the U. S. Department of Education. The college has advised the committee that necessary revisions are being implemented to comply with the 10-day reconciliation requirement. The committee was satisfied and found this action to be appropriate. Ms. Bowman noted that all requested documentation and reports were available upon request and complimented the management team on its preparation.
The committee discussed the FY2018 operating budget status report as of September 30, 2017, and the anticipated annual results, noting that the college is operating within existing resources. The committee also reviewed an update on future accounting pronouncements and regulatory updates.
The board has been provided with the college’s FY2017 audited financial statements as prepared by college management and audited by CliftonLarsonAllen, LLP. Upon the recommendation of the Audit and Finance Committee, and by motion of Mr. Hall, seconded by Rev. Dr. Dixon-Proctor, the Board of Trustees voted unanimously to accept the college’s FY2017 financial statements audited by CliftonLarsonAllen, LLP.
Mr. Hall thanked the staff for all of the wonderful work done with respect to accounting issues.
B. Board Development Committee – Paula J. Darrah, Committee Chair - No report.
C. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair
Committee Chair Moore reported that the committee met prior to the public session to discuss proposed revisions to the procedures approved by the board in June 2012 to implement the college policy on “Naming College Property, Programs, and Positions.” The proposed revisions will be sent to the full Board of Trustees and the AACC Foundation chair subsequent to this meeting for their input. The purpose of this review is to reinforce the college’s commitment to the foundation’s capital campaign.
After receiving input, the committee chair will review the revised document for consistency and content in anticipation of bringing it to the December board meeting as an action item.
D. Budget Committee – Jerome W. Klasmeier, Committee Chair – No report.
E. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
Dr. Johnson reported that the committee met on November 2, 2017, to discuss the following items: Health Sciences and Biology Building; future procurements; and future meetings.
The committee discussed the status of the Health Sciences and Biology building and a future procurement for architectural and engineering services to design the building. It was noted that the project is on schedule and the college is finalizing the contract with the contractor, Whiting-Turner. The committee reviewed a draft agenda item for the award of contract for architectural and engineering services which will be brought forward at the December board meeting.
The committee also reviewed future procurements for the rest of the fiscal year that could require board approval. The committee was reminded that the threshold requiring a public solicitation in the state of Maryland increased from $25,000 to $50,000, effective October 1, 2017.
There was a brief discussion on future procurements related to custodial services and copier fleet replacement. The committee inquired about the mass notification project and was advised that pricing was due at the end of the week for the risk analysis study. Until the study is conducted, the project is on hold.
The committee was advised that the county will be planting several hundred trees and shrubs on and adjacent to the campus in the next few weeks.
F. Human Resources Committee – Rev. Dr. Diane Dixon-Proctor, Committee Chair - No report.
G. Report of Trustees’ Liaison to the AACC Foundation – Lawrence W. Ulvila, Jr., Chair, Lead Liaison
Chair Ulvila read a note from a student thanking AACC for her scholarship to continue her education while being a working mother and attending the paramedic program. As of November 14, 2017, the fundraising total for the fiscal year is approximately $580,000 toward the FY2018 goal of $1.75 million. The joint reception and dinner of the Board of Trustees and the foundation Board of Directors will be held on Thursday, November 16. Representatives from Graham-Pelton, the campaign consulting firm, will provide a brief overview that will help members of both boards understand their role in the capital campaign process.
The foundation has received $10,500 in grant awards from local business partners. Capital One provided funds to support the Entrepreneurial Studies Institute within the School of Business and Law, and PNC funded a scholarship for the Behavioral Emotional Support & Training Program.
The foundation also wants to thank the board members who participated in the ALL IN fundraiser. The goal of reaching $500,000 in five years was achieved, and attendance was at an all-time high of 270 participants. Additionally, $11,000 was raised for HelpLink at the event.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
VI. NEW BUSINESS
There was no new business.
VII. NEXT BOARD MEETING
Chair Ulvila announced that the next board meeting is scheduled for December 12, 2017.
VIII. ADJOURNMENT
The meeting was adjourned at 6:23 p.m.
Members present: Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Rev. Dr. Diane R. Dixon-Proctor; James H. Johnson, Jr., Ph.D.; Jerome W. Klasmeier; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
The public session of the Board of Trustees was called to order by the chair at 5:00 p.m. in CADE 219.
By motion of Rev. Dr. Dixon-Proctor, seconded by Trustee Curtis, the Board of Trustees unanimously approved the December 12, 2017, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
There were no introductions.
III. APPROVAL OF MINUTES
A. Minutes of the November 14, 2017, Board of Trustees Meeting – Lawrence W. Ulvila, Jr., Chair
By motion of Rev. Dr. Dixon-Proctor, seconded by Trustee Darrah, the Board of Trustees unanimously approved the minutes of the November 14, 2017, meeting.
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Audit and Finance Committee – Walter J. Hall, Committee Chair
There was no report from the Audit & Finance Committee
B. Board Development Committee – Paula J. Darrah, Committee Chair
The Board Development Committee met on December 7, 2017. The committee decided to move forward with a board study session in the spring. This training will support the professional development goal established by the board at its November 2017 meeting. Details of the study session will be sent to the board as soon as a facilitator is confirmed. The committee will meet again on January 30, 2018, to finalize the training agenda.
C. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair
On November 14, 2017, the Board Policy Oversight Committee met to discuss recommended revisions to the procedures for naming college properties, programs, and positions. The recommended revisions had been proposed following discussions by representatives from the AACC Foundation Board of Directors and the AACC Board of Trustees who serve on the Campaign Steering Campaign. They had identified several areas within the current naming procedures pertaining to monetary donations as appropriate for modification.
Subsequent to the November 2017 meeting, the revised draft of the naming procedures incorporating the additional modifications was circulated to members of the Policy Oversight Committee and the board chair. Following their review, the revised draft was sent to the board members for their consideration.
By motion of Vice Chair Moore, seconded by Rev. Dr. Dixon-Proctor, the Board of Trustees voted unanimously to approve the proposed revised “Naming College Properties, Programs, and Positions: Procedures” document as set forth in Exhibit 1 to agenda item no. IV.C.
D. Budget Committee – Jerome W. Klasmeier, Committee Chair
On November 14, 2017, the Board Budget Committee met to discuss the following topics: planning for the fiscal year 2019 budget; update on the physician assistant (PA) program; and future meetings.
The committee discussed the preliminary fiscal year 2019 budget and was briefed on the preliminary projections and assumptions regarding key variables in revenues and expenditures. The 2019 budget will be a challenge as a result of continued revenue constraints. The committee received an update on the final fiscal year 2017 results as well as the September 30, 2017, projections for the current fiscal year.
The committee also reviewed the initial draft of the multi-year budget planning tool, which helps assess the impact of current year decisions on future operations by allowing the committee to assess options and the implications of those options throughout the budget development and approval process. The planning tool will be updated for the fiscal year 2019 draft budget and shared with the full board at its February 2018 budget workshop.
The committee reviewed an update from Vice President Gavin on the transfer of sponsorship for the physician assistant program to our partner institution, the University of Maryland Baltimore. This administrative change is being initiated to align with changing accreditation standards from the accreditation review commission on education for the PA program.
Dr. Gavin also indicated that this transition will allow us to raise the cap we currently have on the cohort enrollment each year, and both AACC and UMB are committed to providing a quality and affordable education for future physician's assistants. The committee supported this transition.
The Budget Committee met again today prior to this evening’s meeting to discuss the financial status report for the current year's budget and further planning for the fiscal year 2019 budget. The committee received an update on the November 30, 2017, projections for fiscal year 2018. There was not much change from the earlier projections, and the college is expected to remain within its appropriation authority.
There was a slight improvement in tuition revenue due to improved winter enrollment. The college continues to focus on spring enrollment and is hopeful that the spring targets will be met. The committee discussed the fiscal year 2019 budget and reviewed the preliminary revenue and expenditure assumptions, noting again the challenges presented by revenue constraints.
The next committee meeting is scheduled for January 16, 2018. The budget workshop is scheduled for Tuesday, February 13, 2018.
E. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
The Facilities Committee was scheduled to meet on November 28, 2017. Since updates were the only items on the agenda, the committee cancelled the in person meeting and received written updates on two issues: the Health Sciences and Biology building and the mass notification project.
Regarding the Health Sciences and Biology building, the committee was advised that the project is on schedule and that the American Institute of Architects contract was signed by the college and WhitingTurner. In addition, the committee was advised that the modular units were moved to the back of campus and will be mothballed until funds are available for a build-out.
The committee was reminded of the procurement that is on tonight's agenda for architectural and engineering services to design the Health Sciences and Biology building. The committee reviewed this agenda item at the November 2, 2017, meeting and provided feedback.
Regarding the mass notification project, the committee was advised that a firm will be hired to conduct the newly required risk analysis study for all 15 buildings included in the project and would also provide design services for the Student Services building.
F. Human Resources Committee – Rev. Dr. Diane Dixon-Proctor, Committee Chair
The Human Resources Committee met today prior to this evening’s meeting. The topics included faculty and staff compensation, the Maryland Healthy Working Families Act, values mining, and collective bargaining. The committee also discussed future meetings.
The committee heard an update on the work of the two compensation committees-- one for staff and one for faculty. This work supports the board's compensation policy and is a continuation of work that started several years ago to ensure that the faculty and staff compensation systems are meeting the needs of the college and serving to attract and retain highly qualified, competent faculty and staff. The committee also noted that this work is a prime example of the value of shared governance. The college continues to seek funding for salary compression and market adjustments within the FY 2019 budget.
The committee received an update on state legislation that could be enacted early in 2018 during the Maryland General Assembly session. Titled the Maryland Healthy Working Families Act, this bill would require the college to provide certain hourly workers and adjunct faculty with sick and safe leave. The college is developing an implementation plan in anticipation of the governor’s veto of this bill being overridden early in the 2018 session. The committee also heard an update on the college's effort to update its values.
Lastly, the committee was briefed on the recent presentation on shared governance given by Dr. Lindsay at the recent Senate Finance Committee meeting. The college was commended by the chair of the Senate Finance Committee as being a model for shared governance and collaboration.
G. Report of Trustees’ Liaison to the AACC Foundation – Lawrence W. Ulvila, Jr., Chair, Lead Liaison
Chair Ulvila read a letter of thanks from a recipient of the 2017-18 Tate Automotive Group scholarship. Chair Ulvila expressed the worth of hearing “real life” stories of what the foundation’s scholarships do for our students. He noted that last year the foundation provided some $890,000 in scholarships to needy students.
As of November 30, 2017, the fundraising total for the current fiscal year is just over $625,000 towards an annual goal of $1.75 million. AACC alumnus Penelope S. Horgan established the Lutz-HorganSchumacher Endowed Scholarship for Academic Achievement. The scholarship was created to honor Ms. Horgan's mother, who made it possible for her to attend college at a time when higher education was not always readily accessible or acceptable for women. The scholarship is focused on supporting students, preferably women, who are facing financial challenges but are committed to working to earn a degree at AACC.
In addition, the Higher Education Research and Scholarship Foundation (HERSF), funded by the American Public University System, provided a charitable grant in the amount of $20,000 to support student scholarships at AACC. The goal of the grant is to provide financial assistance to under-served learners with a particular focus on students enrolled in healthcare-related programs.
The Foundation Board of Directors would like to thank the members of the college’s Board of Trustees for their participation in the campaign training session on November 16, 2017. There was a great deal of momentum established for the campaign goals, and the dinner which was served by AACC's HCAT students was superb.
Graham-Pelton consulting will be working with the foundation to provide a training session on January 25, 2018, and an invitation for this particular session will be sent out in early January.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
V.B.1. Approval of Award of Degrees and Certificates – Dr. Michael H. Gavin, Vice President, Learning
The Board of Trustees was asked to approve the award of associate degrees and certificates to be conferred by the president upon the students certified by the faculty to have fulfilled the requirements for a degree or certificate by the end of the fall 2017 semester. The board traditionally approves the award of these degrees and certificates at its December meeting so that the action becomes part of the official college records prior to commencement.
Dr. Lindsay read the main motion, which was seconded by Rev. Dr. Dixon-Proctor. The Board of Trustees voted unanimously to approve the award of associate degrees and certificates to be conferred by the president upon those students certified by the faculty to have fulfilled the requirements for a degree or certificate by the end of the fall 2017 semester.
V.B.2. Approval of Award of Contract for Architectural and Engineering Services for Health Sciences and Biology Building – Melissa A. Beardmore, Vice President, Learning Resources Management.
Vice President Beardmore noted that this contract is to provide architectural and engineering services for the new Health Sciences and Biology building. In June 2017, the board approved the award of contract to Whiting-Turner for the construction management at risk services, phase one of the project, in the amount of $3.9 million. This project is being done in phases in order to minimize the disruption on campus and to align with funding since this is a capital project which is being funded over four years.
The awardee will work collaboratively with Whiting-Turner and college staff in the design and construction of the building. An exhibit was distributed that shows the three-phase procurement process and the result of that process, which is the selection of SmithGroup JJR as the top-ranked firm.
Vice President Beardmore expressed thanks to Maury Chaput for his success not only in bringing the price down significantly but also bringing it in below our estimate of $7,445,000.
In terms of implementation, this project has state and county funding. President Lindsay will be signing a document that we will deliver to the county requesting county council approval of the proposed contract and a petition to the Maryland Higher Education Commission for the state’s financial participation in the cost of the project’s architectural and engineering services. Ultimately, the college needs to get Board of Public Works approval for this contract in February 2018. At that point we can start the design process, which will take us through May of 2019.
By motion of Dr. Johnson, seconded by Rev. Dr. Dixon-Proctor, the Board of Trustees voted unanimously to approve the award of contract for architectural and engineering services for the new Health Sciences and Biology building to SmithGroupJJR of Washington, DC, in an amount not to exceed $7,350,000.
VI. NEW BUSINESS
There was no new business.
VII. NEXT BOARD MEETING
Chair Ulvila announced that the next board meeting is scheduled for January 9, 2018.
VIII. ADJOURNMENT
The meeting was adjourned at 6:05 p.m.
Respectfully submitted,
Dr. Dawn Lindsay
Secretary-Treasurer
Members present: Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Rev. Dr. Diane R. Dixon-Proctor; Walter J. Hall; James H. Johnson, Jr., Ph.D.; Jerome W. Klasmeier; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
The public session of the Board of Trustees was called to order by the chair at 5:00 p.m. in CADE 219.
By motion of Trustee Johnson, seconded by Trustee Klasmeier, the Board of Trustees unanimously approved the January 9, 2018, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
There were no introductions.
III. APPROVAL OF MINUTES
A. Minutes of the December 12, 2017, Board of Trustees Meeting – Lawrence W. Ulvila, Jr., Chair
By motion of Vice Chair Sandra Moore, seconded by Trustee Darrah, the Board of Trustees unanimously approved the minutes of the December 12, 2017, meeting.
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Audit and Finance Committee – Walter J. Hall, Committee Chair
There was no report from the Audit and Finance Committee
B. Board Development Committee – Paula J. Darrah, Committee Chair
The Board Development Committee met on December 7 and, via conference call, on December 14, 2017. The date of June 5, 2018, is the agreed-upon date for the two-hour workshop. The committee will meet again on January 30, 2018, to finalize the training agenda.
C. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair
There was no report from the Board Policy Oversight Committee.
D. Budget Committee – Jerome W. Klasmeier, Committee Chair
There was no report from the Board Budget Committee.
E. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
The Facilities Committee met on December 19, 2017, to discuss the following items: copier fleet replacement; potential naming opportunity; future procurements; and future facilities and programmatic opportunities. The committee also discussed future meetings. The committee reviewed a presentation from Kevin Miller, director of document services, on a proposed copier fleet replacement. Highlights focused on a study of the college's document processing infrastructure which revealed the key finding that the majority of the costs associated with document processing were related to redundancy and age of assets.
a. The study identified several recommendations to improve services to students, faculty, and staff.
b. Implementation of the recommendations will be completed in two phases. During phase one, the college copiers will be replaced by multi-functional devices or MFDs. College printers will be replaced during phase two.
c. A contract for phase one, replacing the college copiers, is expected to come before the board in February. The recommendation is to move to leasing the equipment. A presentation on the project will be given at the February board meeting. (Note: Subsequent to the meeting the college determined that the contract may not be ready until the March board meeting.)
The committee also reviewed a potential future naming opportunity and future procurements for board action. The committee then received an update on future facilities and programmatic opportunities associated with potential future fundraising activities and other community partnerships. The college is vetting these opportunities to determine feasibility and will keep the board apprised as the fiscal and instructional benefits are vetted. The next committee meeting will be February 13, 2018, after the board budget workshop.
F. Human Resources Committee – Rev. Dr. Diane Dixon-Proctor, Committee Chair
There was no report from the Board Human Resources Committee.
G. Report of Trustees’ Liaison to the AACC Foundation – Lawrence W. Ulvila, Jr., Chair, Lead Liaison
Chair Ulvila read a thank you letter from a student who was very grateful for having received the Cade Music Scholarship.
As of December 31, 2017, the fundraising total for the current fiscal year is $820,000 toward the fiscal year 2018 goal of $1.75 million. The Dr. Rajwant “Raj” Kaur Gill Memorial Scholarship was recently endowed in memory of Dr. Gill with gifts totaling $25,000 from her family and friends. Dr. Gill, who passed away suddenly in August, was a retired professor of computer science who taught at the college for 34 years. Her dream was to ensure access to the field of computer sciences for all students. She believed that diligence, desire for excellence, focus, and creativity were characteristics that positively shape not only students but also humanity.
Chair Ulvila reported that he, Dr. Lindsay, and Vollie Melson met with county council members Michael Peroutka and Derek Fink on December 18, 2017, to brief them on the fundraising campaign for AACC. He noted they plan to meet with all the council members so they understand that our campaign is not there to replace funds we receive from the county. He added that Dr. Lindsay and Mr. Melson met with Delegate Pam Beidle with the same intent. These were productive meetings and everyone has been supportive to date.
Chair Ulvila noted that Graham Pelton Consulting and the Campaign Steering Committee will hold an optional campaign training session for members of the foundation Board of Directors and the college Board of Trustees on Thursday, January 25, 2018, from 1:00 p.m. to 2:00 p.m. and asked board members to mark their calendars if they would like to participate.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
1. College Updates – Dr. Lindsay
I am delighted to announce that Cassandra Moore, assistant director for enrollment development and admissions, has been selected to receive the Thomas A. Bilger Award presented by the American Association of Collegiate Registrars and Admission Officers. This award is presented annually to a member who has demonstrated consistent vision, service, and leadership in the organization and has given seven or more years of volunteer service. It is intended to honor those who have the foresight to recognize the needs of the profession as well as to express appreciation for their outstanding service. Ms. Moore, who is the first African-American selected to receive this award, will be presented with her award at AACRAO’s March 25, 2018, annual meeting. We have invited her to the April 10th board meeting for a “re-presentation” of her award in public session.
On December 15, I was pleased to attend the Fort Meade Alliance (FMA) President’s Reception, where we were updated on the various accomplishments of the FMA. Anne Arundel Community College is one of 22 five-star partners who work to support and strengthen the Fort Meade Alliance.
On December 20, I was pleased to give a presentation about our college to the Local Development Council (LDC). Members of the LDC include elected officials from District 32, members of the business community, and residents of communities surrounding Maryland Live Casino. I briefed them on our mission, vision, and philosophy; economic contributions to the county; and the college's presence in and around the casino area. The presentation was very well received.
On January 3, I was pleased to participate with the Baltimore Washington Medical Center board at a ribbon-cutting ceremony to celebrate the opening of Four South and the renovation and transformation of 24 private patient rooms.
I want to publicly thank our facilities department. We were having a meeting yesterday when another pipe broke in the gym, and it looked like a car wash from the outside looking in. We were concerned about the convocation happening tomorrow and the wood floor in the gym, but our facilities team had it handled within an hour-and-a-half. They really jumped into action and saved the situation. So in addition to taking excellent care of the campus due to the snow and ice that we've had, they did a tremendous job of mitigating damage yesterday.
We have convocation tomorrow, the official welcome back of faculty and staff. It is always a great time.
2. Update on Health Sciences & Biology Building – Melissa Beardmore, Vice President for Learning Resources Management
Vice President Beardmore presented a mid-year update on the Health Sciences and Biology (HS&B) building, which she noted is a huge strategic project for the college.
A conceptual drawing of the project was presented. Vice President Beardmore reminded the board they approved the design contract at the last meeting. She noted the project is the largest undertaken in the history of the college. The closest building in size is the Careers center on the east campus. HS&B is 175,000 gross square feet, while Careers is approximately 123,000 gross square feet. The cost of the project is a little under $117 million. It is a huge project for AACC and the state and county as well.
Vice President Beardmore reported that the project is on schedule. The board approved the construction management contract in June 2017 and, most recently, the design contract in December 2017. The project is being done in phases because funding is spread out over four years and also to minimize, to the extent possible, the disruption on campus.
Phase one prepares the campus for construction. Some existing buildings will be demolished, including the pool building and the Schwartz building. The modular building has been moved to the back of campus, and a parking lot will be created in that space. Phase two is more preparation work for the college. The board will be asked to award another contract as funds are available and we move into another phase. We anticipate awarding a $5 million contract to Whiting Turner to move Ring Road further out so we can build within it, and constructing the parking lot in the space left by the modular building. We conclude with phase three, which will include heavy construction activity on campus as the building is constructed on the site. The construction contract for this phase will be coming to the board, as will a request for the board to approve the contract for furniture, fixtures, and equipment. The building is expected to open in the fall 2021.
Vice President Beardmore expressed her thanks to the many people in the college community who are working on the teams supporting each of the phases. She noted that Dr. Johnson, as chair of the Facilities Committee, has volunteered to be a member of the Overarching Steering Committee. She added that there is a steering committee, an operations committee, and many other committees that will be involved, depending on the needs of the project.
Vice President Beardmore added that we are pleased that the Board of Public Works put us on their agenda earlier than planned for approval of our contract. The county council is scheduled to approve a resolution a week from tonight that enables us to access funding.
3. Monthly Update on Accreditation - Dr. Dawn Lindsay
There was no report on accreditation.
4. Student Government Association (SGA) – Johnathan O’Dea, President
There was no report from the Student Government Association.
5. Academic Forum/Council – Dr. Amy Allen-Chabot, Chair
There was no report from the Academic Forum/Council.
6. The Faculty Organization (TFO) – Professor Ken Jarvis, President
There was no report from The Faculty Organization.
7. Professional and Support Staff Organization (PSSO) – Sarah Earle, President
Ms. Earle said she was particularly proud that there is a joint ASO-PSSO committee that is putting together rubrics and outlines for the inclusion of staff in the John and Suanne Roueche Excellence Awards. The fact that initial drafts were done in December is encouraging, and by August or September everything should be completed so that in fall 2018, staff can put forward award nominations for the first time.
She also reported that the President's Holiday Party, held on December 18, was truly a group effort between members of the faculty, administrative staff, professional, and support staff. Several donations were made to local organizations of coats and nonperishable food items, and games were donated to our own child development center and local schools.
Ms. Earle said that last year PSSO passed a change to its bylaws wherein committees for the next year are selected in February instead of May in order to encourage more staff to consider serving and have opportunities for greater participation. Starting February 1, the nomination ballots for committees will be distributed.
8. Administrative Staff Organization (ASO) – Fran Turcott, President
There was no report from the Administrative Staff Organization.
9. Maryland Association of Community Colleges (MACC) Activities – Dr. Dawn Lindsay
MACC is preparing for the opening of the 2018 session of the Maryland General Assembly on January 10, 2018. During the session, the MACC Legislative Committee, which includes liaisons from all of the Maryland community colleges, will be meeting regularly to review legislation relevant to the colleges. MACC works closely with the colleges to develop positions, present testimony, and meet with legislators, as appropriate.
On January 22, 2018, MACC will be holding the annual MACC Trustee Leadership Conference and Legislative Reception. Trustees will let the president’s office know of their plans to attend.
Dr. Lindsay made an addition to her report regarding textbook costs. She reported that at the Division of Learning meeting she learned that faculty members have worked together to save our students $500,000 in textbook costs. This is something the board has been very interested in, and a half-million dollars in savings is huge for our students. Dr. Gavin mentioned that much of the work on the project was done through open education resources and initiatives by the bookstore for book rentals and book buybacks. He emphasized that it is a joint effort and collaboration between the divisions of Learning and Learning Resources Management. Dr. Lindsay expressed her gratitude for the efforts.
V.B.1. Approval of 2018 Full-time Faculty Appointment – Dr. Michael H. Gavin, Vice President, Learning
By motion of Dr. Johnson, seconded by Trustee Hall, the Board of Trustees voted unanimously to approve the appointment of Christine Vasica, assistant professor, Truxal library, for a one-semester term contract for spring 2018.
V.B.2. Approval of Academic Program – Dr. Michael H. Gavin, Vice President for Learning
Dr. Lindsay noted that an opportunity was brought to the board chair by the college in reference to looking at the issuance of applied bachelor's degrees through the Maryland Higher Education Commission. The chair determined the need for a board ad hoc committee that would conduct a review and consider the implications. The ad hoc committee, which included the chair, vice chair, Trustees Klasmeier, Johnson, and Darrah, Dr. Gavin, and the president, met via phone conference on December 21, 2017. The committee supported moving forward with the idea, acknowledging continued questions might come forward that will need to be answered. Just prior to this evening’s meeting, the Academic Forum also approved moving forward.
Dr. Gavin explained that the board was being asked to approve the academic program in interior design, which would be the college’s first applied bachelor's degree program. With the board's approval, the Maryland Higher Education Commission (MHEC) will be notified of our intent to offer the program beginning in fall 2018 or 2019, depending on MHEC. Dr. Gavin noted that the college has the coursework in place. Should enrollment in the program increase as a result of the bachelor's degree being offered or for any other reason, the expenses would be covered through adjunct contracts at the cost of $899/credit.
Dr. Johnson asked whether the name is applied bachelor’s in interior design or bachelor of applied science in interior design. Dr. Gavin responded that as of now we are following MACC’s recommendations and calling it an applied bachelor’s degree. Dr. Johnson also asked whether we would be putting ourselves in a position to go forward at any cost, even if the program turns out not to be profitable. Dr. Gavin assured him absolutely not.
By motion of Rev. Dr. Dixon-Proctor, seconded by Vice Chair Moore, the board voted unanimously to approve the applied bachelor’s degree program in interior design as described in the supporting materials to the agenda.
VI. NEW BUSINESS
There was no new business.
VII. NEXT BOARD MEETING
Chair Ulvila announced that the next board meeting is scheduled for February 27, 2018.
VIII. ADJOURNMENT
The meeting was adjourned at 5:30 p.m.
Respectfully submitted,
Dr. Dawn Lindsay
Secretary-Treasurer
Members present: Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Rev. Dr. Diane R. Dixon-Proctor; Walter J. Hall; James H. Johnson, Jr., Ph.D.; Jerome W. Klasmeier; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
The public session of the Board of Trustees was called to order by the chair at 5:00 p.m. in CADE 219.
By motion of Rev. Dr. Dixon-Proctor, seconded by Mr. Hall, the Board of Trustees unanimously approved the February 27, 2018, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
There were no introductions.
III. APPROVAL OF MINUTES
A. Minutes of the January 9, 2018, Board of Trustees Meeting – Lawrence W. Ulvila, Jr., Chair
By motion of Mr. Hall, seconded by Ms. Darrah, the Board of Trustees unanimously approved the minutes of the January 9, 2018, meeting.
REQUEST TO CHANGE THE ORDER OF THE AGENDA
A motion was made by Mr. Klasmeier and seconded by Rev. Dr. Dixon-Proctor to change the order of the agenda and bring action items V.B.1 - V.B.4 to the board at this time. The board agreed to bring those agenda items forward.
V.B.1. Approval of Faculty Promotions – Dr. Michael H. Gavin, Vice President
By motion of Mr. Ulvila, seconded by Mr. Klasmeier, the Board of Trustees unanimously approved the president’s recommendations for promotions, effective August 16, 2018, of the following faculty to the ranks as listed:
V.B.2 Approval of Faculty Tenure – Dr. Michael H. Gavin, Vice President
By motion of Rev. Dr. Dixon-Proctor, seconded by Mr. Hall, the board unanimously approved the president’s recommendations for the award of tenure, effective August 16, 2018, to the following faculty: Dr. Garrett Brown, English; Dr. April Copes, Communications; Dr. Gina Finelli, Sociology; Dr. Wayne Kobylinski, English; Dr. Amber Rust, Mathematics; Brandy Whitlock, Library; and Shawn Wilson, Nursing.
V.B.3. Approval of Faculty Sabbaticals – Dr. Michael H. Gavin, Vice President
Dr. Gavin introduced the faculty members recommended for sabbaticals and briefly described how their sabbaticals will benefit students. He noted that three recipients will be taking sabbaticals for fall 2018 and the fourth for spring 2019. By motion of Mr. Ulvila, seconded by Dr. Johnson, the Board of Trustees unanimously approved the president’s recommendations for sabbatical leave for Associate Professor Ian Wardenski, Performing Arts, fall 2018; Professor Michael Ryan, Architecture & Interior Design, fall 2018; Dr. Paul Bushmann, Biology, fall 2018; and Professor Jacqueline Lyman-Thomas, English, spring 2019. Mr. Hall asked that a report by the recipients be brought back to the board in fall 2019 as to the success of the sabbatical leaves.
V.B.4. Approval of Spring 2018 Full-time Faculty Appointment – Dr. Michael H. Gavin, Vice President
By motion of Mr. Ulvila, seconded by Mr. Hall, the Board of Trustees unanimously approved the appointment of Assistant Professor Christine Vasica, Library, for a one-semester term contract for spring 2018.
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Audit and Finance Committee – Walter J. Hall, Committee Chair – No report.
There was no report from the Audit & Finance Committee.
B. Board Development Committee – Paula J. Darrah, Committee Chair
Ms. Darrah reported that the Board Development Committee met on January 30, 2018, and that all members were present. The committee confirmed that Bluewater Advisory will conduct a board workshop on June 5, 2018. Bluewater will facilitate a discussion sharing the results of the DiSC assessment which will be administered to each board member prior to the workshop. Committee Chair Darrah is developing an outline of the process to ensure maximum participation and benefit.
A request was made for board members to have board business cards. It was noted some members prefer using their personal card when interacting with community members. Board members who are interested in having a college business card were asked to contact the president. The committee believes the board should conduct an annual self-assessment evaluating the status of its FY2018 goals. It was suggested that an evaluation tool be administered in April modeled after the president’s evaluation grid to ensure consistency and continuity.
The committee would like the full board to discuss progress on Board of Trustees goals in public session at either the May 2018 or June 2018 meeting.
The committee will meet again on March 20, 2018.
C. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair
C.1 Draft “Heroin and Opioid Addiction and Prevention Policy” - Information
Vice Chair Moore reported that on February 14, 2018, the Board Policy Oversight Committee reviewed the draft “Heroin and Opioid Addiction and Prevention Policy,” which was developed by the administration; approved by college legal counsel; and circulated to members of the college community. This policy is required by legislation passed by the General Assembly in 2017 and signed into law by the governor. The law requires institutions of higher education that receive state funding, including community colleges, to establish a policy that addresses heroin and opioid addiction and prevention, including requirements for awareness training for incoming students; obtaining and storing naloxone; training of campus police and other designated staff on overdose symptom recognition; and provision of instruction in substance use disorders to students enrolled in certain programs, including AACC’s physician assistant program. The law is very prescriptive with respect to the provisions and language that must be included in the policy.
Vice Chair Moore noted that the draft “Heroin and Opioid Addiction and Prevention Policy” is presented for information this evening and will be brought back to the board for approval at the March 20, 2018, meeting.
The Board Policy Oversight Committee also reviewed another draft policy at its February 14th meeting. Titled the “Free Speech and Peaceable Assembly Policy,” this draft policy will be brought to the board for information at its March 20, 2018, meeting and for approval at its April 10, 2018, meeting.
D. Budget Committee – Jerome W. Klasmeier, Committee Chair
Mr. Klasmeier reported that on January 16, 2018, the Budget Committee met to discuss the FY2018 operating budget status report as of December 31, 2017, and noted no major changes from the last report as of November 30, 2017. The FY2018 operating budget is currently balanced, with estimated expenditure savings of approximately $4.7 million, driven primarily by turnover and utility savings, offsetting the $947,000 in projected shortfalls in tuition and fees revenue. Current projections indicate the FY2018 transfer from the Tuition Stabilization Fund will not be necessary.
The committee discussed the proposed FY 2019 operating budget to include: (1) the guiding principles and priorities; (2) the FY 2019 revenue and expenditure assumptions; (3) the revenue and expenditure summaries depicting two possible scenarios; and (4) an assessment of the scenarios compared to the guiding principles and priorities. The committee agreed to provide one scenario at the February 13, 2018, Board Budget Workshop.
The committee also reviewed the proposed FY2019-2024 capital budget request.
At its meeting on January 30, 2018, the committee reviewed two new operating budget scenarios that reflect the preliminary spring enrollment projections and the updated county funding request. The committee also reviewed the assessment of the proposed FY 2019 scenarios in meeting the guiding principles and priorities previously endorsed by the committee.
D.1 Approval of FY2019 College Operating Budget
Mr. Klasmeier noted that this is the second budget that has been developed within the framework of the college’s strategic plan Engagement Matters: Pathways to Completion. While revenue constraints continue to create fiscal challenges, the college again was able to reallocate existing funds to support a few key strategic priorities as requested by the Engagement Matters teams, including enhancements to student advisors, transcript evaluation, class scheduling, financial aid processing and increased support for student athletes.
The governor’s budget includes flat funding for the college. However, there is a one-time pool of incentive funds available to Maryland community colleges that keep their FY 2019 tuition rate increases at or below 2%. With a moderate in-county tuition increase of $2 per credit hour, the college is eligible for this pool of one-time funds. We are asking the county for an increase of $3.8 million, which brings the county to funding 39% of our budget.
Vice President Beardmore noted that reallocation funding is an important aspect of our budget. She added that the college is grateful to the foundation for its support for various programs which the operating budget is not able to fund.
The bulk of the budget is in compensation and benefits. Vice President Beardmore gave an update on our current compensation programs. A few years ago the board approved a new compensation policy, and within that policy the college has updated its faculty and staff compensation systems, made them more transparent, easy to understand, and reflective of the market. We are several years in with implementation on the faculty side and in our first year of implementation on the staff side. We have also updated our performance evaluation system in the past year. In terms of pay packages for full-time employees, we have been able to increase salaries by 18% since FY2014 and 15% percent for adjunct faculty.
Vice President Beardmore noted that the FY2019 budget shows a moderate 3% increase from FY2018. She noted that base adjustments are continuations of existing work where there may be increases in costs. The bulk of that for FY2019 is our health insurance. We have a contingency of 2.5% for a potential rate increase. There also is a 2.5% compensation pool for faculty, staff, and adjuncts. This budget does fully fund the compression and market adjustments within the compensation program.
The budget contains a little under $200,000 in critical technology items, the largest of which is for a security assessment that we are required to have under federal regulations. It also provides funds for automation of our human resources and payroll systems.
The county funding request will include an increase of $3.8 million over our FY2018 budget, and we are hopeful the county executive and county council will fund the request because it allows funding of the college's pay package; allows us to keep the tuition increase at $2.00/credit hour; and supports the county executive's five-point plan.
Vice President Beardmore noted that rounding out our budget, in addition to the funds provided by the state, county, and tuition and fees, are the Tuition Stabilization Fund, auxiliary funds, and other income, which is a very small amount of interest income received on our cash balances. In terms of our funding sources, the state is at 25% of our total budget; the county is at 39%; and tuition and fees is at 36%.
By motion of Rev. Dr. Dixon-Proctor, seconded by Mr. Klasmeier, the Board of Trustees voted unanimously to approve the FY2019 college operating budget request in the amount of $117,311,300 and the auxiliary, enterprise, and restricted funds appropriation authority in the amount of $39,556,000 and to authorize the president to submit the request to the county executive. The board also reserved the right to revisit the budget after the state and county funding amounts have been finalized.
D.2 Approval of FY2019-FY2024 College Capital Budget
Vice President Beardmore explained that with respect to the proposed FY2019-FY2024 capital budget, the college’s number one priority continues to be the construction of a new Health Sciences and Biology building. The governor's budget does include funding for this project which is contingent on the county's support. The project is currently in the design phase, with plans to open the building in the fall of 2021. The capital budget also includes requests for funding for some deferred maintenance projects, repairs, and replacements.
By motion of Dr. Dixon-Proctor, seconded by Mr. Hall, the Board of Trustees unanimously voted to approve the FY2019-FY2024 capital budget as presented.
E. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
Dr. Johnson reported that at the February 13, 2018, Facilities Committee meeting, the committee heard an update on the Health Sciences and Biology building. The project is on schedule and the design process began recently with a visioning meeting on campus. The Schwartz and Pool buildings will be demolished in late spring. The college continues to work collaboratively with the county to ensure they are clear on the project’s scope and schedule.
The committee reviewed future procurements for board action, including the agenda item for the contract for the commencement tent on tonight’s agenda.
E.1. Transfer of the Naming of the Lila Schwartz Classroom Building to the Student Union Building - Information
Dr. Johnson said that the Facilities Committee reviewed a proposal for transfer of the naming of the Lila Schwartz classroom building to the Student Union building on December 19, 2017, and agreed to forward it to the full board with a recommendation for approval. This request is being made due to the pending demolition of the Schwartz classroom building. The procedures for Naming College Properties, Programs, and Positions state that in the case of demolition of a named property, the recipient of the naming or recognition shall be offered an opportunity by the Board of Trustees to transfer the naming to a comparable property, program, or position before any other naming or recognition is considered. Vollie Melson, executive director of the AACC Foundation, has been in close contact with surviving family members of Dr. Schwartz and they have asked that her legacy continue to be remembered in some manner on the campus following the demolition of the Schwartz classroom building. The family is in favor of naming the Student Union building after Dr. Schwartz. Board members who served during Dr. Schwartz’s time recalled her commitment to students and confirmed this was a fitting naming change. This request will be brought back for approval at the board’s March 20, 2018 meeting.
F. Human Resources Committee – Rev. Dr. Diane Dixon-Proctor, Committee Chair – No report
There was no report from the Human Resources Committee.
G. Report of Trustees’ Liaison to the AACC Foundation – Lawrence W. Ulvila, Jr., Chair, Lead Liaison
Chair Ulvila read a letter of thanks from a recipient of the William A. Blankenship American Legion Post 278 Scholarship. The grateful student plans to complete his associate of arts degree in the Information Assurance and Cyber Security program and transfer to a four-year institution.
As of February 15, 2018, the campaign revenue total for the current fiscal year is approximately $1,050,000. Chair Ulvila noted that at the joint meeting of the boards in November 2017, a fundraising challenge was issued by Hank Libby and Walter Hall. After the first quarter, $190,000 has been raised toward the match. The chair thanked everyone who has helped achieve these results through their giving and by working to engage potential campaign donors.
The AACC Foundation received a $10,000 award for the Calliope Tsoulias Morfessis Braun Memorial Fund through the Arizona Community Foundation. These funds are designated to help women who experienced a lapse in their education either between high school and college or during their college years. Awardees are able to pursue degrees in any program at AACC. In addition, the foundation recently received a $25,000 donation to support workforce development scholarships.
On January 25, 2018, Graham-Pelton Consulting held a campaign training session for the Campaign Steering Committee and members of the college and foundation boards. The session was interactive and focused on the process of prospecting and soliciting. On March 28, 2018, the college will host a breakfast beginning at 8:00 am on campus for prospective donors for the Skilled Trades Center, one of the items to be funded by our campaign. This session is the first of several cultivation events we will host throughout the campaign in to order to inform prospective donors about gift opportunities on campus. Chair Ulvila said that during the training session in November, it was noted that in order for the college to reach its campaign goal, we will need to reach out to 600+ prospects. Events such as this one are the first step in reaching out to the community.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
1. College Updates – Dr. Lindsay
Dr. Lindsay reported that on February 8th, all 13 principals from the Anne Arundel County Public Schools, along with Dr. Maureen McMahon and Monique Jackson, deputy superintendents, and Dr. Kathryn Kubic, associate superintendent, attended a breakfast here on campus. Also invited were students from the first cohort of President’s Opportunity Scholarship recipients. The highlight of the morning was hearing the students talk about their experiences and express gratitude for the scholarships. Attendees were invited to give their feedback on how we can improve upon already successful partnerships.
Dr. Lindsay noted that we are in a very busy legislative session. She thanked board members and staff who have testified at hearings before both house and senate committees on a variety of bills affecting Maryland community colleges. Many thanks to Vice Chair Sandy Moore, Vice President Mike Gavin, Dean Lance Bowen, Prof. Carrie Leary, Dr. Deidra Dennie, and Major Cleveland Smith for the excellent testimony they have given. Chair Larry Ulvila and Trustee Nyia Curtis will be presenting testimony during the college’s spring break. Dr. Lindsay noted that she is scheduled to testify at three hearings in March.
AACC was chosen through a national search to be one of 150 community colleges considered for the $1 million Aspen Prize for Community College Excellence. The good news is the college has made it through to a second round of 45 colleges. The leadership team was interviewed by phone to “explore the efforts under way at our campus to achieve high and improving levels of student success.” If we are successful in the results from the interview, we move to the next level of 10 finalist colleges, to be named this summer.
Dr. Lindsay said that on February 5th, she was joined by Chair Ulvila and Vollie Melson in a meeting with Councilmen Peter Smith, Andrew Pruski, and Chris Trumbauer to brief them on the capital campaign. On February 12th she and Chair Ulvila met with Speaker Mike Busch to update him on the college. Dr. Lindsay will meet with Annapolis Mayor Gavin Buckley on March 1st .
Last week Dr. Lindsay attended the Achieving the Dream conference in Nashville, where she participated in two presentations, including a ‘spotlight session’ on “Leveraging Achieving the Dream's Institutional Capacity Assessment Tool (ICAT): From Insight to Action.” Dean Ricka Fine attended as well and did a joint presentation with Dr. Lindsay titled “Building a Culture of Completion with an Equity Lens: A Catalyst for Institutional Transformation.” It was a very instructive and enlightening conference, and much valuable insight and information was gained from the sessions in which our team participated.
2. Monthly Update on Accreditation - Dr. Lindsay
Dr. Lindsay reported that Greg Schrader, professor of biology, has accepted the role of self-study chair and will be participating in training and preparation for assuming his responsibilities in the fall of 2019. Professor Elizabeth Appel provided an update to the Learning Response Team on February 15th that included the next self-study timeline and updates on the new seven standards and eight-year review cycle, which is a change in the Middle States process. Dr. Lindsay recognized Professor Appel for her leadership as chair of the Middle States Leadership Team. Of the recommendations received at the 2014 site visit, over half have been addressed and the others are in process. The oversight Professor Appel has provided and the constant attention to accreditation have been extremely beneficial to our college.
3. Student Government Association (SGA) – Johnathan O’Dea, President
Mr. O’Dea reported that SGA had its advisory council meeting at the beginning of the month and held elections. There are four new senators, which brings SGA to the highest number of senators participating this year. SGA has begun reaching out at both Arundel Mills and GBTC. A survey was done at both locations and approximately 80 responses were received. The next step is to develop plans of action.
SGA is planning its honors and awards ceremony for Friday, April 27, 2018. Nominations for all awards are open. These include awards for students, faculty, and staff. SGA is introducing a new award this year in a partnership with the college’s chief diversity officer, Dr. Deidra Dennie -- the Student Equity Diversity and Inclusion Champion Award or IDE at AACC. This award is for three different categories: students, staff, and faculty. The SGA will be directly funding the student award.
Mr. O’Dea noted that SGA is currently moving forward on a charging station proposal. The current plan is to locate a charging station in the Student Union building. The project is in the preliminary stages, with the facilities department considering the proposal. He said there are not enough accessible plugs within the Student Union and that a charging station would alleviate the problem. It also would offer a chance for internal advertising for student engagement and campus activities.
Mr. O’Dea spent the day on February 7th in Annapolis testifying on Senate bill 317, which is about offering community college debt-free for students in the state of Maryland. Mr. O’Dea added that SGA’s next event on March 7th and is called Sex Signals. It addresses appropriate communication when it comes to the topic of sex and relationships.
4. Academic Forum/Council – Dr. Amy Allen-Chabot, Chair
Dr. Allen-Chabot reported that Academic Council had reviewed the Academic Calendar and noted that the addition of study days, which can also be used for make-up days if weather causes class cancellations, should help alleviate a number of issues. The Teaching and Learning Committee is helping to design a “Speakers Bureau” so the college can share valuable knowledge and experiences with the community. Dr. Allen-Chabot said that a motion was passed by Academic Forum to remove the Athletics Committee from the forum committee slate. Academic Council also approved a motion to align the academic eligibility policy with the requirements of the National Junior College Athletic Association. The council approved a motion brought by the Academic Standards Committee outlining the policy for granting posthumous degrees and certificates.
5. The Faculty Organization (TFO) – Professor Ken Jarvis, President – No report.
6. Professional and Support Staff Organization (PSSO) – Sarah Earle, President - No report.
7. Administrative Staff Organization (ASO) – Ricka Fine, Secretary
Dean Fine reported that ASO held a general membership meeting on February 8th featuring a president’s open forum with Vice President Beardmore presiding. Vice President Beardmore informed ASO that after the board approves the operating budget at the February meeting, it would go to the county executive by March 1st. She also noted that funds are being reallocated for strategic initiatives as there are no new monies and added that the capital budget request for the health sciences building is still on track.
Suzanne Boyer provided ASO members with an update on the college’s progress in implementing the Healthy Working Families Act. Ms. Boyer also reported on the next steps to implement the new college values and announced that employees will be asked to complete a campus climate assessment survey in fall 2018.
Dr. Tiffany Boykin discussed two draft policies with ASO members which will be going to the Board of Trustees for approval after completion of the review process—the “Heroin and Opioid Addiction and Prevention Policy” and the “Free Speech and Peaceable Assembly Policy.” She noted that ASO members have until February 9th to send concerns about the latter policy to ASO President Fran Turcott.
Jen Lara, director of the center for faculty and staff development and guest speaker of ASO, presented on the four pathways of professional development and the importance of involving the Center for Faculty and Staff Development in the planning of activities.
Cindy Steinhoff, ASO representative to the staff compensation committee, reported that they were working on career ladders and revisiting the concern about staffing the committee each year. A proposal will be drafted which may need to be included in the employee handbook.
8. Maryland Association of Community Colleges (MACC) Activities – Dr. Dawn Lindsay
Dr. Lindsay reported that the MACC Legislative Committee continues to meet on a weekly basis to review bills and the impact they could have on Maryland community colleges. There has been a significant increase in the number of bills introduced in this year’s legislative session compared with the last several sessions, possibly because this is an election year. MACC has arranged for testimony to be given before both house and senate committees on a number of important bills, including those that could impact community college tuition, grants, and program offerings. Presidents and staff from colleges around the state, including AACC, have testified on behalf of our colleges and in the best interests of our students.
V.B.5. Approval of Academic Program – Dr. Michael H. Gavin, Vice President, Learning
Dr. Gavin explained that the Board of Trustees was being asked to approve a new academic program on Data Literacy. He noted that the program has been developed as a result of an emerging need for midlevel managers to have data literacy. Mr. Hall asked about how the need was assessed. Dr. Gavin mentioned our partnership with Anne Arundel County Development Corporation and data from other colleges that have this type of program. Dr. Johnson brought up a point about whether this should be a credit or noncredit program. Dr. Gavin noted that a credit program would be eligible for financial aid and this would make a difference for interested students.
By motion of Ms. Curtis, seconded by Mr. Klasmeier, the Board of Trustees voted unanimously to approve the Data Literacy program.
V.B.6. Approval of the 2018-2019 Student Academic Calendar – Dr. Michael H. Gavin, Vice President, Learning
By motion of Rev. Dr. Dixon-Proctor, seconded by Vice Chair Sandra Moore, the Board of Trustees voted unanimously to approve the 2018-2019 Student Academic Calendar to be published in the college catalog and appropriate college publications.
V.B.7. Approval of Equipment and Event Support Services Contract for the 2018 Commencement Ceremony – Melissa A. Beardmore, Vice President, Learning Resources Management
Vice President Beardmore explained that this year the college is utilizing a current contract held by Montgomery College to make this purchase and by doing the college is leveraging the purchasing power of that large institution. A 10% contingency allowance is included in the proposal price.
Mr. Hall asked if Vice President Beardmore knew when the new event center would be completed at the casino. She responded that the latest reports have completion in May of 2019, so our estimate is that the earliest we could hold our ceremony there would be 2020. UMBC has finished a new event center which we also will consider as a possible site for commencement.
By motion of Dr. Johnson, seconded by Ms. Curtis, the Board of Trustees voted unanimously to approve the award of contract for tents, equipment, and event coordination support services for the May 2018 commencement ceremony to Leroy Dixon Enterprises, dba Party Plus, in an amount not to exceed $167,150.
V. NEW BUSINESS
Roxanne Ready, editor of the Campus Current newspaper, was recognized and congratulated for receiving a scholarship to the University of Maryland’s journalism program. Sharon O’Malley also was recognized for her work as the faculty advisor to the campus newspaper.
Mr. Klasmeier asked about state citations and state warnings in the monthly public safety report and the reason for their increase. Chief Kapfhammer indicated that we have several new officers who are very eager to perform their duties.
Mr. Hall raised a question regarding any changes our police force might have made in light of the Florida high school shooting. Chief Kapfhammer said that the college is well prepared. All appropriate personnel have received the alert training and our policies and procedures are fully in place. Vice President Beardmore had confirmed to Mr. Hall that we have included funding in the FY2019 budget for additional expenditures related to emergency preparedness.
VII. NEXT BOARD MEETING
Chair Ulvila announced that the next board meeting is scheduled for March 20, 2018.
VIII. ADJOURNMENT
The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Dr. Dawn Lindsay
Secretary-Treasurer
Members present: Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Rev. Dr. Diane R. Dixon-Proctor; Walter J. Hall; James H. Johnson, Jr., Ph.D.; Jerome W. Klasmeier; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
The public session of the Board of Trustees was called to order by the chair at 5:00 p.m. in CADE 219.
By motion of Vice Chair Moore, seconded by Rev. Dr. Dixon-Proctor, the Board of Trustees unanimously approved the April 10, 2018, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
There were no introductions.
III. APPROVAL OF MINUTES – Lawrence W. Ulvila, Jr., Chair
A. Minutes of the February 13, 2018, Board of Trustees Budget Workshop
By motion of Ms. Curtis, seconded by Mr. Klasmeier, the Board of Trustees unanimously approved the minutes of the February 13, 2018, budget workshop.
B. Minutes of the February 27, 2018, Board of Trustees Meeting
By motion of Rev. Dr. Dixon-Proctor, seconded by Mr. Klasmeier, the Board of Trustees unanimously approved the minutes of the February 27, 2018, public session.
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Audit and Finance Committee – Walter J. Hall, Committee Chair – No report.
There was no report from the Audit & Finance Committee.
B. Board Development Committee – Paula J. Darrah, Committee Chair
Trustee Darrah reported that inclement weather caused the March 20th board meeting to be cancelled, but work was accomplished in the meantime via email among committee members. A recap and summary were distributed to the committee members as to the DiSC assessment plan and for a workshop being held June 5 th. The plan was approved by committee members. The recap and summary were then distributed to the entire board. The next step is to follow up with Bluewater Advisory and create a timeline for individual assessments in preparation for the workshop. No additional meetings are scheduled at this time.
C. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair
Vice Chair Moore reported that at the February 27, 2018, public session, the board was provided with the draft "Heroin and Opioid Addiction and Prevention" policy as an information item. As noted during the February report, this policy is required by law and the language it contains is prescribed by law. If approved, this policy becomes effective immediately. On February 14, 2018, the Board Policy Oversight Committee reviewed another policy that is being brought forth to the board this evening for information. This is the draft "Free Speech and Peaceable Assembly" policy shown under agenda item IV.C.2. As indicated in the agenda item, this draft policy was developed by Dean Tiffany Boykin and Vice President Felicia Patterson from the Division of Learner Support Services in consultation with college legal counsel. It is intended to support the rights of individuals and groups to exercise their First Amendment rights to assemble, demonstrate, and express their views on issues, while maintaining a safe and secure campus environment without disruption to campus operations and activities.
This draft policy was circulated for review and comment among members of the college constituency groups prior to being considered by the Board Policy Oversight Committee. With the support of Chair Ulvila, the committee agreed to forward the draft policy to the full board for information at this evening's meeting and for action at the board's May 8, 2018 meeting.
C.1 Approval of Policy on “Heroin and Opioid Addiction and Prevention” – Action Item
Following a motion by Chair Ulvila and a second by Rev. Dr. Dixon-Proctor to approve the policy, a brief discussion ensued. A clarification was requested for locations to which this policy applies. Legal counsel confirmed that it applies to all locations. A question was raised as to whether we have programs that are not specified in the policy that offer similar information. The clarification was made that the college is going beyond the requirements of the policy in our current practices. Trustee Curtis asked if the requirement for the training to be provided applied only to “incoming full-time students.” Dr. Patterson explained that the training is required for incoming full-time students only but that all incoming students are to be provided with information and resources, and the college will go beyond that to reach others, i.e., during student orientation, at certain campus locations, etc. The board then voted unanimously in favor of the motion to approve the policy.
C.2. Draft Policy on Free Speech and Peaceable Assembly – Information Item
This policy was provided to the board for information and will be brought back for approval at the board’s May 8, 2018, meeting.
D. Budget Committee – Jerome W. Klasmeier, Committee Chair
Trustee Klasmeier reported that the board approved submission of the college's fiscal year 2019 budget request to the county executive at the February 27th board meeting. While the committee has not met since then, there are a few key meetings and dates that were shared with the full board by Mr. Klasmeier.
On March 27th , the college presented its 2019 budget to the county executive and his team. The county executive was quite supportive of the college's work and was fully engaged during the hour-and-a-half presentation. The county executive will determine the level of funding that the county will provide to the college and will submit his budget, of which the college is a component, to the county council on May 1, 2018. The college's budget hearing before the county council is scheduled for May 8 2018, and the council is scheduled to strike the county's budget by June 14, 2018.
Mr. Klasmeier commented that the county executive and his entire staff expressed their support for the college. They asked questions and were right on board with our presentation. The county executive gave accolades to the community college. Chair Ulvila pointed out that the county executive thanked the college for the manner in which the college presents its budget each year.
E. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
Dr. Johnson reported that the Facilities Committee met on March 8th and again on March 29th. On March 8 th the following items were discussed: Health Sciences and Biology building, future procurements, and future facilities and programmatic opportunities. The committee heard an update on the Health Sciences and Biology building. The project is on schedule, and permits for the Schwartz and gym demolition were submitted recently. The college-wide teams are conducting preliminary reviews of some design options. A master schedule of meetings over the next few months has been developed. A time to walk the site will be scheduled for the board later in the spring. The committee then reviewed future procurements for board action and heard an update on future facilities and programmatic opportunities associated with potential fundraising activities and other community partnerships. The college is vetting these opportunities to determine feasibility and will keep the board apprised.
During the March 29th meeting the following items were discussed: Health Sciences and Biology building, future procurements, and future facilities and programmatic opportunities. The Health Sciences and Biology building project is on schedule and permits for the Schwartz and gym demolition are approved. The college-wide teams continue to conduct reviews of schematic design options. A presentation to the steering committee is scheduled for May 15th . Dr. Johnson is a member of the steering committee. Demolition documents for the Schwartz building and the gym are out for bid, and the construction trailer's assembly is under way. The committee reviewed future procurements for board action and continues to vet future facilities and programmatic opportunities associated with potential fundraising and other community partnerships as well. The committee will keep the board apprised as the fiscal and structural benefits are vetted.
E.1. Approval of Transfer of the Naming of the Lila Schwartz Classroom Building to the Student Union Building – Action Item
This request, which is being made due to the pending demolition of the Schwartz building, is to transfer the naming of the Lila R. Schwartz classroom building to the Student Union building. Dr. Schwartz served as a member of the AACC Board of Trustees from 1970 to 1990, including three years as chair from 1973 to 1976. In 1990, the Board of Trustees conferred upon her the status of trustee emeritus. In 1991, the college named the classroom building in honor of her significant meritorious service. Surviving family members have asked that her legacy continue to be remembered in some manner on the campus following the demolition of the building. Her family noted that the name of the building was a source of great pride for the late Dr. Schwartz.
Because of the importance that Dr. Schwartz placed upon advocating for students at the college, the Student Union building has been selected as the comparable property for naming. If approved, the college will place a plaque in the Student Union building and add the name of Dr. Schwartz to the exterior of the building. The college will pay the costs associated with purchasing and installing the plaque and a sign.
By motion of Dr. Johnson, seconded by Rev. Dr. Dixon-Proctor, the board voted unanimously to approve the transfer of the naming of the Lila R. Schwartz classroom building to the Student Union building.
F. Human Resources Committee – Rev. Dr. Diane Dixon-Proctor, Committee Chair – No report
The Human Resources Committee meeting scheduled for April 10, 2018, was cancelled. In lieu of the meeting, the committee received an update, by way of email, on the college's progress toward implementing the Maryland Healthy Working Families Act.
G. Report of Trustees’ Liaison to the AACC Foundation – Lawrence W. Ulvila, Jr., Chair, Lead Liaison
Chair Ulvila read a letter of thanks from a recipient of the Rebecca A. Randall Memorial Scholarship; the grateful student and mother of three plans to complete a nursing degree.
The Foundation is currently at approximately $1.3 million towards this year’s fundraising goal. The foundation has also secured 11 gifts of $25,000; the goal for current fiscal year is 16 gifts. The foundation board of directors met on March 28th . At the meeting, the board approved the FY 2019 scholarship budget and accepted the foundation's tax return. The foundation's 2018 scholarship reception is scheduled for Thursday, April 26th, and all board members have received invitations.
H. Report of the Nominating Committee
Chair Ulvila announced the members of the Nominating Committee were designated in March to be Trustee Paula Darrah and Trustee Jerome Klasmeier. Mr. Klasmeier presented the committee’s report as recommending that the incumbent chair and vice chair continue in their terms for an additional year. Board members have the next month to consider the nominations. A vote will be taken at the May 8th board meeting.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
1. College Updates – Dr. Lindsay
Dr. Lindsay introduced Cassandra Moore, assistant director of admissions and enrollment development, and announced that Ms. Moore has received the Thomas A Bilger Award presented by the American Association of Collegiate Registrars and Admissions Officers (AACRAO). This award is presented annually to a member who has demonstrated a consistent vision, service, and leadership to the organization and has given seven or more years of volunteer service. It honors those who have the foresight to recognize the needs of the profession and expresses appreciation for their outstanding service. Ms. Moore, who is the first African American selected for the award, received her award at AACRAO's March 25 th annual meeting. The board chair presented Ms. Moore with her award.
Chair Ulvila announced that Dr. Lindsay has been chosen by the board of trustees at her alma mater, McDaniel College, to be named the “Most Recent Distinguished Graduate of the Year.”
On February 28th, Dr. Lindsay had the opportunity to testify in support of SB 995, which establishes community college facilities renewal grant programs. On March 7th , she testified in opposition to Senate Bill 1021, a bill that would prohibit community colleges from awarding baccalaureate degrees. Dr. Sandra Kurtinitis, president of CCBC, testified along with President Lindsay at the hearing. SB 1021 did not pass. The Maryland Higher Education Commission convened a workgroup of four- and two-year colleges to further discuss awarding of applied bachelor degrees. Dr. Lindsay is a member of the group, representing community colleges. Finally, HB 16, which is now called the "Near Completers" bill, did pass and is awaiting the governor’s signature.
The president has the opportunity to present at Fort Meade High School April 11th and at South River High School on April 30th for regional family nights. It is the first time that the college president has had the opportunity to preside over regional meetings with parents of high school students. It is a reflection of AACC’s commitment and the work of the president’s leadership team to maintain and strengthen partnerships with the Anne Arundel County Public Schools.
Dr. Lindsay met with Gavin Buckley, the new mayor of Annapolis, to discuss partnerships and improving educational opportunities in downtown Annapolis. On March 6th, the chair and Dr. Lindsay attended an opioid awareness program in support of Anne Arundel Medical Center. On March 7th, Dr. Lindsay attended the AACC Foundation executive committee meeting and provided an update on the decisionmaking process that the leadership team is engaged in to determine which programs should be part of the skilled trades center. The president said she is grateful for the collaborative efforts being made by the vice presidents and their divisions.
In March, Dr. Lindsay attended Innovations 2018, a yearly conference held by the League for Innovation in the Community College. She attended a presidents-only professional development program during one day of the conference and had the opportunity to meet Josh Wyner, vice president, Aspen Institute, and executive director of the College Excellence Program. The college is in competition, as one of 45 colleges selected, for the Aspen Prize, and the president considered it a privilege to be given the opportunity to meet Mr. Wyner personally and introduce him at the conference.
On March 27th, the president presented a keynote for the LEAD Academy at Anne Arundel Medical Center, and on April 6th she had the opportunity to participate on a panel at the Women's Executive Forum for Leadership Anne Arundel.
Tracie Thomas will be starting with AACC on Monday, April 16th, as the new executive secretary to the Board of Trustees. She will be introduced at the May board meeting.
2. Credit Enrollment Report: Winter and Spring 2018 – Dr. Felicia Patterson, Vice President for Learner Support Services
Vice President Patterson presented a winter and spring enrollment update. She described the model being used by leadership to show inputs and outputs of enrollment initiatives. She presented the process of developing a logical sequence of interventions and sustainable changes to increase enrollment. Some of these are short term and others long term. Some of the interventions include implementing text messaging for dispensing student information; using an electronic gradebook; targeting areas using zip code analytics; strategic messaging based on the academic calendar; and having a student readiness report as part of the enrollment process. Dr. Patterson reported on the work that is being done to create a new student onboarding experience and to develop student information around “fields of interest.” Other efforts relate to a redesign of the early alert system; making changes to class scheduling; working collaboratively with the public schools to improve processes; using new approaches to data mining; and efforts in marketing and packaging of the college schedule. There was some discussion about prioritizing and how this impacts or will impact the college’s budget. The college was able to meet the fall and winter enrollment goals with some redistribution. We are extremely proud of the retention rate that continues to go up and are also very pleased that a total of 860 students are dually enrolled.
3. Monthly Update on Accreditation – no report
4. Student Government Association (SGA) – Johnathan O’Dea, President
Mr. O’Dea reported that a new vice president of relations and two new senators were elected. This brings the number of senators to the highest number ever elected. An SGA constitutional amendment changed the titles of the incoming officers to fit more within their duties. A system of stipends was developed for both the senators and the officers. As of April 2nd, the presidential elections process started. There are two candidates—Jacob Smith, the current vice president of public relations, and Jessica Green, an SGA senator. The president-elect will be introduced to the board at its May meeting. The president of SGA 6 and three members of the association attended a DMV Summit at George Mason University. Representatives from nine schools attended. Discussions centered on campus climate and campus safety, student involvement, and mental health. The SGA president has drafted a letter to Governor Hogan in support of HB 16.
Dr. Lindsay mentioned that she appreciates both Trustee Curtis and Mr. O’Dea’s pro-active support of HB 16. Mr. O’Dea confirmed that the entire board is invited to the SGA Awards ceremony.
5. Academic Forum/Council – Dr. Amy Allen-Chabot, Chair – No report.
6. The Faculty Organization (TFO) – Professor Ken Jarvis, President
Professor Jarvis thanked the board for its continued support of the faculty compensation program. The faculty are happy and grateful for the progress that has been made, and they appreciate the board’s support. The faculty manual is being revised in three stages. The faculty portion will be done first and the second phase will begin in the fall. The faculty promotion and tenure manual is also being updated along with the faculty evaluation tool. Nominations are being put forth for new officers for the TFO next year.
7. Professional and Support Staff Organization (PSSO) – Sarah Earle, President
Ms. Earle reported that this year PSSO members requested more communication from human resources. A standing agenda item was established. Reports have been given on the comp time process, changes to access of the leave plan summary, and reminders about performance evaluations. There will be a presentation of the career ladder process at the next meeting. PSSO members have been given the opportunity to provide comments to the joint ASO-PSSO Roueche Staff Excellence Awards Committee as they prepare criteria for future awards. Twenty PSSO members were recognized for completing the LEAD Foundations program.
8. Administrative Staff Organization (ASO) – No Report.
9. Maryland Association of Community Colleges (MACC) Activities – Dr. Dawn Lindsay
Dr. Lindsay announced the good news that the governor's fiscal year 2019 operating and capital budgets have passed both chambers in the legislature, therefore becoming law. Funding for AACC and other community colleges remains intact. State funding for our Health Sciences and Biology building was included in the state's capital budget. The 2018 legislative session has concluded. MACC will begin work on its end-of-year report about the passage of various bills and how they affect community colleges.
Dr. Lindsay pointed out that each month the board is provided with a set of talking points to keep them updated for any interaction with the various legislators and elected officials in their sphere of influence.
V.B.1. Approval of Award of Contract for the Purchase of Data Communications Equipment – Dr. Felicia Patterson, Vice President for Learner Support Services
Dr. Patterson noted that the college's data communications infrastructure provides a multitude of services to students, faculty, and staff and is essential to the delivery and support of instruction and administrative needs. This upgrade will position the college with the ability to add features and functionality in the future to further enhance the overall user experience. Without this replacement, the college has to rely on older technology that could impact critical operations and academic functions. Upgrading the network cards will position the college for the demand for increased speeds and will provide the latest technology enhancements and support.
The equipment installation date will be selected in coordination with the college leadership to minimize the impact to college operations. Funding for this project will come from the FY 2018 information services operating budget. Sufficient funds are available for this purchase.
By motion of Dr. Johnson, seconded by Rev. Dr. Dixon-Proctor, the board voted unanimously to approve the award of contract for the purchase of data communications equipment to Daly Computers Inc., of Clarksburg, Maryland, in an amount not to exceed $138,403.
V.B.2. Approval of Award of Contract for a 60-Month Multi-Function Device Lease Program – Melissa Beardmore, Vice President for Learning Resources Management
Vice President Beardmore introduced and thanked Kevin Miller, who spearheaded this project as director of document services. She said the board is asked to approve a 60-month lease of 75 multi-function devices. The lease would result in lowering the cost per copy, having more copying done on the more efficient cost- effective devices, and moving away from desktop printers. The estimated savings over the year more than offsets the increased cost associated with leasing this equipment. The lowest cost firm, Philips Office Solution, is recommended for a five-year contract. Implementation would commence in the next month, with funding coming from the document services operating budget. Sufficient funds are available for the contract.
Mr. Hall asked a question related to controlling costs since people are free to make their own copies. Vice President Beardmore pointed out that one of the features of the new devices will be individual authentication. There will be an ability to track an individual’s use, and personal accountability will lead to responsible use.
By motion of Chair Ulvila, seconded by Vice Chair Moore, the Board of Trustees voted unanimously to approve the award of contract for a 60-month multi-function device lease program to Phillips Office Solutions, of Hunt Valley, Maryland, with a base equipment lease of $239,902, per monochrome copy cost of less than $0.0059, per color copy cost of $0.052, and an estimated total cost of $460,227 over the 60-month lease term.
V.B.3. Approval of Award of Contract for the Purchase of Electronic Library Subscription – Dr. Michael Gavin, Vice President for Learning
Dr. Gavin explained that the board was being asked to approve the award of a contract to Lyrasis for management of electronic resource subscriptions. The need is for a contractor that can manage electronic subscriptions and provide additional services to reduce the subscription management workload of library personnel. AACC currently subscribes to 38 electronic resources via Maryland Digital Library and its agent Lyrasis. The college is seeking the board’s approval to expand the number of subscriptions through the existing MOU in an amount not to exceed $250,000. Pending the approval of the college's FY 2019 operating budget, sufficient funds will be available for the purchase.
By motion of Rev. Dr. Dixon-Proctor, seconded by Dr. Johnson, the Board of Trustees voted unanimously to approve the award of contract for the purchase of electronic resources subscription management to the Maryland Digital Library agent Lyrasis, a nonprofit organization based in Atlanta, Georgia, in an amount not to exceed $250,000.
V. NEW BUSINESS
There was no new business.
VII. NEXT BOARD MEETING
Chair Ulvila announced that the next board meeting is scheduled for May 8, 2018
VIII. ADJOURNMENT
The meeting was adjourned at 6:10 p.m.
Respectfully submitted,
Dr. Dawn Lindsay
Secretary-Treasurer
Members present: Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Walter J. Hall; James H. Johnson, Jr., Ph.D.; Jerome W. Klasmeier; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
In the absence of Chair Lawrence Ulvila, the public session of the Board of Trustees was called to order by Vice Chair Sandra Moore at 5:00 p.m. in Cade 219.
By motion of Mr. Klasmeier, seconded by Dr. Johnson, the Board of Trustees unanimously approved the May 18, 2018, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
There were no introductions.
III. APPROVAL OF MINUTES – Sandra E. Moore, Vice Chair
A. Minutes of the April 10, 2018, Board of Trustees Meeting
By motion of Dr. Johnson, seconded by Mr. Klasmeier, the Board of Trustees unanimously approved the minutes of the April 10, 2018, public session.
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Audit and Finance Committee – Walter J. Hall, Committee Chair – No report.
There was no report from the Audit & Finance Committee.
B. Board Development Committee – Paula J. Darrah, Committee Chair
Ms. Darrah reported that she has exchanged e-mails with Bluewater Advisory and will be working on an agenda that will soon be shared. She advised that there was no meeting, and she has no formal report. Vice Chair Moore pointed out that trustees received their DiSC inventory. Mr. Hall inquired about sharing individual questionnaires with other members of the Board of Trustees. Ms. Darrah responded that she believed the protocol was to share questionnaires in the workshop. Although Ms. Darrah believed that trustees would receive their individual DiSC results in advance, she will confirm and get back to all regarding the process.
REQUEST TO CHANGE THE ORDER OF THE AGENDA
A motion was made by Mr. Klasmeier and seconded by Dr. Johnson to change the order of the agenda and bring action itemV.B.1, Approval of Award of Emeritus Status, to the board at this time. The board agreed to bring this item forward.
V.B.1 Approval of Award of Emeritus Status – Action Item
Dr. Michael Gavin asked the board to approve the award of Professor Emeritus status to Dr. Charles S. Davis, known as Jolly Davis; Professor Carol B. Veil; and Dr. Sally G. Horner. Dr. Gavin advised that awarding the honor of emeritus status is within the purview of the Board of Trustees and is based upon the recommendation of the president.
Dr. Gavin summarized the nominees’ contributions, describing them as three heavyweight scholars. He began with Dr. Jolly Davis, who provided 47 years of outstanding service to the math department and the college. Dr. Gavin noted that year after year students praised Dr. Davis for his willingness to help them and to explain material with great enthusiasm and patience. He described Dr. Davis as being in the forefront of integrating technology into the math department and its courses, training faculty, and serving as the instructional technology coordinator since the position's inception. In 1999, Dr. Davis introduced the use of email and internet into the remote courses. Dr. Davis’s beneficial influence on the TFO Senate and college manifests itself as inspiration and encouragement, often out of view of the general college community.
Dr. Gavin continued with Professor Carol Veil’s infectious personality, leadership, and the awards she received during her 37-year career at AACC Those awards included: honorable recognition award from the Anne Arundel Community College Student Association in 1994 for being an excellent faculty member; a NISOD Excellence Award in 2002; the Outstanding Achievement Award from the AACC Student Government Association in 2016; and in 2017, the Educational Excellence Award from the Northern Anne Arundel County Chamber of Commerce. As part of the Institutional Assessment Team, Professor Veil worked to change the culture as she spearheaded the way that we look at student opinion forms. Throughout her career with the biology department, Professor Veil served as the chair of various committees at the departmental, school, and college levels and represented her department at local and regional venues.
Lastly, Dr. Gavin presented Dr. Sally Hornor for emeritus status by sharing comments from some of her students. One student described Dr. Hornor as “making a difference both for our class and the environment, being an environmental biologist.” Another student said that Dr. Hornor is “extremely tough, but fair, which is exactly what we want from our teachers. She has a great understanding of the material. She's an amazing teacher. And she wants you to work hard for a high grade.” Dr. Gavin described Dr. Hornor as an outstanding ambassador for the college through her public work and presentations on environmental issues, including those that pertain to the Chesapeake Bay. As such, the Chesapeake Bay Foundation requested that she train Maryland college science professors to establish water quality monitoring programs similar to the one she established at AACC. This method is now being used by other colleges in Maryland, including Hood College, Harford Community College, and Howard Community College. Dr. Horner also has authored over 30 scientific papers and published many abstracts.
Dr. Gavin concluded that these candidates are pillars of the college community and are deserving of the board’s award of Professor Emeritus status and the benefits that pertain to that status.
By motion of Mr. Hall, seconded by Dr. Johnson, the board voted unanimously to award Professor Emeritus status to Dr. Charles S. Davis, Professor Carol B. Veil, and Dr. Sally G. Hornor in grateful recognition of their significant contributions to Anne Arundel Community College during their tenure at the college.
C. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair
Vice Chair Moore explained that on February 14, 2018, the Board Policy Oversight committee reviewed the draft policy on “Free Speech and Peaceable Assembly” that is being brought to the board for action this evening. The draft policy was provided to the board for information at its April 10, 2018 meeting. Vice Chair Moore noted that the policy is intended to support the rights of individuals and groups to exercise their First Amendment Rights to assemble, demonstrate, and express their views on issues while maintaining a safe and secure campus environment. If the board approves the policy on “Free Speech and Peaceable Assembly, it will become effective immediately.
Vice Chair Moore reported that another meeting of the Board Policy Oversight Committee was held on April 27, 2018, to review a revision to the current board policy on “Tuition and Residency Requirements.” The revised draft policy updates the current policy to reflect compliance with additional requirements of state law passed in a recent legislative session by adding to the text the word honorably regarding discharged veterans; deleting the requirement of having graduated from a Maryland high school; and stipulating the classification of these veterans for tuition purposes as either “in-county” or “out-of-county, in state” regardless of their length of residency. Vice Chair Moore noted that while the college’s practice is in compliance with the stated requirements, the board needs to revise its existing policy in order to codify the requirements in writing.
C.1 Approval of Policy on “Free Speech and Peaceable Assembly”
A motion was made by Mr. Klasmeier and seconded by Dr. Johnson to approve the policy on “Free Speech and Peaceable Assembly” as described above and presented in agenda item IV.C.1. A brief discussion ensued. Mr. Hall expressed the importance of being diligent in covering all contingencies and possibilities in order to preserve the safety and continued operations of the college without any type of disturbance or conflict arising on campus. Vice Chair Moore advised that the implementation guidelines for this policy will be developed by Dr. Lindsay and her team, with input from constituency groups. She expressed confidence that if any issues were to arise, the team would handle them with diligence and care. The board then voted unanimously in favor of the motion to approve the policy on “Free Speech and Peaceable Assembly,” to become effective immediately.
C.2 Approval of Revised Policy on “Tuition and Residency Requirements” – Action Item
A motion was made by Ms. Darrah and seconded by Dr. Johnson to approve the revised policy on “Tuition and Residency Requirements” as described above and presented in agenda item IV.C.2. Mr. Klasmeier asked for clarification as to whether the reference to the U.S. Armed Forces included the U.S. Coast Guard. Chief of Policy Sean Kapfhammer confirmed that the Coast Guard is part of the United States Armed Forces, as is Homeland Security. The board then voted unanimously in favor of the motion to approve the revised policy on “Tuition and Residency Requirements,” to become effective immediately.
D. Budget Committee – Jerome W. Klasmeier, Committee Chair
Mr. Klasmeier reported that the committee met by teleconference on May 1, 2018, to discuss the fiscal year 2019 budget. The committee discussed the county executive's budget, which includes new operating funding of $2.1 million for the college. The college requested $3.8 million, so there is a $1.7 million shortfall. The college is appreciative of the $2.1 million increase and is developing a plan to address the shortfall.
The capital budget was significantly reduced in the out years. Funding was not included for fiscal year 2019 deferred maintenance projects. The college will ask the county council to restore $1.3 million of systemics capital funding. Mr. Klasmeier noted that the college presented its budget to the county council earlier today.
E. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
Dr. Johnson advised that the Facilities Committee met on April 24, 2018, to discuss the following items: future facilities and programmatic opportunities; the Health Sciences and Biology building; future procurements: and future committee meeting dates.
The committee discussed future facilities and programmatic opportunities associated with potential future fund-raising activities and other community partnerships. Dr. Johnson noted that the college continues to vet these opportunities to determine feasibility and will keep the board informed as the fiscal and instructional benefits are reviewed. To ensure that all board members are fully informed regarding the foundation's capital campaign, the committee recommended that regular updates be provided in public session. To that end, there is an update on tonight's agenda.
Dr. Johnson reported that the committee received an update on the Health Sciences and Biology building. The project continues to be on track and is currently in a schematic design process. A college-wide update was provided on April 30. An external community update for residents in the surrounding area is scheduled for May 14. The Steering Committee will meet on May 15 to hear preliminary thoughts on the design.
Regarding future procurements, Dr. Johnson reported that the board reviewed the list of future procurements requiring board approval. There is an action item for approval on tonight’s agenda. Since there are a number of procurements for June, the committee has requested they be posted to the portal as early as possible to allow sufficient time for more review. The next committee meeting has been rescheduled from May 29 to June 5 at 11 a.m.
F. Human Resources Committee – Rev. Dr. Diane Dixon-Proctor, Committee Chair – No report
Vice Chair Moore advised that in the absence of Trustee Dr. Dixon-Proctor, it was her understanding that the committee has not met. Therefore, there is no report.
G. Report of Trustees’ Liaison to the AACC Foundation – Sandra E. Moore, Vice Chair
Vice Chair Moore advised that Chair Ulvila usually reads a letter of thanks from a recipient of a college scholarship. In the chair’s absence, Trustee Curtis read a letter of gratitude from Mercy, a mother of three children who is the first in her family to go to college. Mercy, a certified nursing assistant, is grateful to be the recipient of the Engagement Matters Scholarship and is looking to complete the Central Sterile Processing Tech for RAM at AACC.
Ms. Curtis continued with a fundraising update. She reported that as of April 26, 2018, the campaign revenue total for the current fiscal year is approximately $1.3 million. The foundation has received 11 gifts over $25,000 since July 1, 2017, toward the fiscal year goal of 16 gifts.
Ms. Curtis also advised that on Thursday, April 26, the foundation welcomed over 250 scholarship recipients and donors at the 2018 Scholarship Reception that was held at the AACC campus. The event celebrated student scholarship recipients and applauded the generosity of the individuals, families, and businesses who invested in their futures. She thanked all of the board members who were able to attend. The AACC scholarship program provides life-changing opportunities for our students.
Campaign Steering Committee Update – Sandra E. Moore, Vice Chair
As one of the three trustees who serve on this committee, Vice Chair Moore advised that last June the Board of Trustees approved the Anne Arundel Community College Foundation's plans to move forward with a comprehensive fundraising campaign to benefit the college. A Campaign Committee comprised of several foundation board members and college trustees was established to work with the college president to develop the campaign-specific gift opportunities and provide oversight for implementation of the campaign.
Vice Chair Moore continued that the college administration identified the following needs as gift opportunities in the campaign: (1) scholarships; (2) a facility to provide learning lab space for skilled trades and technology career pathways; and (3) resources to support student engagement.
These gift opportunities were endorsed by the Campaign Steering Committee last August. As of today, $1.3 million has been raised in the campaign. The college administration is currently focusing on program planning for the learning lab space. Through this process, the college will define the program selection and financial needs that will provide the direction for fundraising.
The fundraising process will accelerate after the college completes these planning efforts. The facility will provide space for students seeking careers and skilled trades and will be built as flexibly as possible to accommodate needs for future programs. It will be funded by donor contributions and will be owned by the college and constructed on the Arnold Campus. The college administration has regularly briefed the Facilities Committee of these planning efforts and will continue these updates. Vice Chair Moore concluded that she will continue to provide fundraising updates at future meetings.
H. Election of Officers – Mr. Jerome Klasmeier, Member, Nominating Committee
Mr. Klasmeier reported that on his and Ms. Darrah’s behalf, the trustees have been polled, and it is the recommendation of the Nominating Committee that Lawrence W. Ulvila, Jr., and Sandra E. Moore continue for another year in their present capacities as board chair and vice chair, respectively.
By motion of Mr. Klasmeier, seconded by Ms. Curtis, the board voted unanimously to elect Lawrence W. Ulvila, Jr., as chair and Sandra E. Moore as vice chair of the Board of Trustees for the fiscal year beginning July 1, 2018, and concluding June 30, 2019.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
1. College Updates – Dr. Lindsay
Dr. Lindsay introduced Tracie Thomas as the new executive secretary to the board and advised that this was her first official board meeting. She then acknowledged Executive Director of Instructional Partnerships Kathy Beauman for her outstanding contributions to the community and college. Dr. Lindsay shared that Ms. Beauman was chosen by the North Anne Arundel County Chamber of Commerce as one of the 2018 Women Who Make a Difference. This award honors women who embody leadership qualities which not only have driven their personal success but also the success of those around them. On March 26, Ms. Beauman received an award at the chamber’s luncheon for being one of the area's most inspiring women. On April 24,Ms. Beauman also received the Maryland State Department of Education 2018 Career and Technology Education Outstanding Post-Secondary Distinguished Service Award of Excellence at an awards ceremony held in Baltimore. Additionally, Ms. Beauman received a citation from Governor Larry Hogan recognizing her 27 years of service to Anne Arundel Community College. Ms. Beauman, an outstanding leader, professional, and mentor who is highly respected by her colleagues, has been a catalyst for quality partnerships between AACC and AACPS, the Maryland State Department of Education, League for Innovation, National Careers Pathway, Maryland Governor's Career and Technology Education Taskforce, Education and Career Transition Network, and dozens of four-year colleges, businesses, and chambers of commerce.
Ms. Beauman has announced that she will retire from the college, effective June 30. Dr. Lindsay noted that Ms. Beauman’s dedication to building excellent partnerships over her many years of service at Anne Arundel Community College has truly been a model of excellence. Dr. Lindsay and Vice Chair Moore presented Ms. Beauman with her awards from the chamber and MSDE.
Dr. Lindsay then recognized Dr. Faith Harland-White, associate vice president for continuing education and workforce development and learning operations, for serving the college for 34 years. Dr. Lindsay advised that Dr. Harland-White set the standard for continuing education for many of her colleagues and their institutions. Dr. Harland-White created the institute model, which combines private and noncredit programming in related areas to better serve the needs of the students and the community. Under Dr. Harland-White’s leadership, AACC programs have won numerous awards for innovation, including MSDE’s CTE Outstanding Post-Secondary Business Partnership award for AACC's partnership with Maryland Live! Casino to meet the growing industry needs for trained workers. Dr. Harland-White will retire from the college, effective August 1.
Dr. Lindsay continued her report by noting that on April 30, she met with parents at South River High School to share exciting opportunities that AACC offered students during their senior year and following their high school graduation. This was the last of two district-wide parent nights that were initiated with the Anne Arundel County Public School System this year.
Dr. Lindsay noted that, as previously discussed, on May 1 the county executive presented his budget. Today, she and her team, who were joined by Trustee Hall, presented AACC’s proposed budget to the county council and asked that the $1.3 million for systemics be restored to the capital budget.
On May 2, Dr. Gavin, Dean Karen Cook, and Dr. Lance Bowen joined Dr. Lindsay in a meeting with Congressman John Sarbanes at AACC at Arundel Mills. They had a very productive discussion, providing him with an overall update on the college and hearing about his interest in AACC’s academic and workforce development programs. Additionally, Dr. Lindsay advised that this morning the governor signed the Maryland Community College Promise Scholarships bill. She attended the signing as a representative of the college. Dr. Lindsay continued that Dr. Susan Cohen, professor of English and coordinator of creative writing, will be the featured speaker for this year’s 56th commencement ceremony on Thursday, May 24. Lastly, Dr. Lindsay was pleased to share that she has been selected to serve on the national Board of Directors for the American Association for Community Colleges.
2. Fall 2018 New Student Experience – Dr. Felicia Patterson, Vice President for Learner Support Services and Dr. Michael H. Gavin, Vice President, Learning
Dr. Lindsay introduced Dr. Tiffany Boykin, who will be standing in for Dr. Patterson, and Dr. Gavin to present the “Fall 2018 New Student Experience,” which is a direct follow-up to AACC’s strategic plan “Engagement Matters, Pathways to Completion.”
Dr. Boykin advised the board that the first orientation will be on May 12. She continued that planning and coordination for this orientation was a collaboration between Learner Support Services and Learning. Once students apply, they will receive an email informing them about next steps and any additional information they may need to complete. Dr. Boykin reported that AACC had over 170 students registered for the May 12 orientation. Total registrations are actually a little over 500 students.
Dr. Boykin continued that registrations are by fields-of-interest. Fields-of-interest for business, health and human services, and technology showed an increase in students' interest in those areas. We originally capped field-of-interest sessions at 20, but then extended them to 29 to ensure that we would be able to accommodate the additional students. We have 13 fields-of-interest, including our general exploration field.
The advising breakout sessions will focus on showing students how to use the student portal platform, myaacc; how to read their class schedule; how to make changes to it (register and add classes); and how to evaluate their program process, giving students an opportunity to take the initiative to calculate the courses they need.
We will have a concurrent parent session with breakout sessions where students will be able to meet with faculty advisors who will talk to them more about their field-of-interest and where they will meet with advisors to talk about planning their schedules, how to log on, use the platforms that we have, and actually navigate.
The orientation agenda has been revised to ensure that we are keeping our strategic priorities in order. It is a check-in. We will also have an engagement activity, a welcome, and housekeeping information. Then we will go into the general session. The general session will provide students with tips for success and strategies for navigating college resources and getting involved on campus. Presentations from Public Safety regarding student conduct will also occur.
Lastly, students will engage in a tour to know how to access tutoring resources and how to navigate the financial aid process. Staff will be onsite for financial aid. There will also be an open house and Riverhawk wrap-up where students will get a 20%-off bookstore discount. Student organization tables will be onsite to provide more information about the resources and activities. We will also provide them with recommendation sheets to advise on the courses that are needed for their program and learner outcomes assessments, that will assess what they have learned during this process.
Dr. Johnson inquired if outcomes have been articulated for the entire process regarding what the students will say in the survey. Dr. Boykin responded that specific outcomes have been developed by the academic advising team under the direction of Dean Bonnie Garrett. She reported that they are shared outcomes that are specific to students being able to navigate the process in terms of academic advising. We will measure the outcomes to ensure that we are actually able to use the data.
Mr. Hall asked who the target audience would be and what percentage of students that would entail. Dr. Boykin responded that the target audience would be direct-entry first-time new students at AACC who are transitioning directly from high school. Data indicate that the population would be around 1,100 students; however, Dr. Boykin advised that 50% of students actually attend AACC. The target number would be around 500 students.
Ms. Darrah questioned the percentage by referencing April’s report from Dr. Patterson that indicated 26.5% of the population fell within the 18-19 year old category. Dr. John Grabowski, dean of enrollment services, responded that both percentages are accurate. He explained that the direct-entry excludes those who are dually enrolled. They would still be high school seniors. If you are a high school senior and you are 18, you are in that 26% number. If you are a graduating high school senior and you have already taken classes at Anne Arundel, you are not in our direct-entry target group at this point. The 26% is more than just direct-entry students. It includes dual enrollment as well.
Dr. Lindsay summarized that Dr. Patterson and her team are taking a very focused approach for orientation and advising for the direct-entry students but are also working with adult students who have different needs that will require a different environment for orientation. Dr. Boykin ended the discussion by stressing that students who are not direct-entry students will engage in an orientation experience that is more tailored to that population. Dr. Lindsay added that the general session is modeled after some of the four-year best practice experiences to educate both students and parents. Dr. Boykin noted that AACC is taking a holistic approach (with students, parents, family, staff and administration) to ensure that students get engaged, remain engaged, and complete the course.
Dr. Boykin concluded her presentation by advising that there will be additional orientation sessions on May 22 and June 6. Thereafter, a traditional orientation session will be held for other incoming students.
Ms. Curtis commented on the great work that she has observed during the planning of this upcoming orientation. Ms. Curtis has witnessed everyone’s great efforts and dedication and believes that the results will encourage students to remain at AACC.
Dr. Gavin ended the discussion by adding that orientation was structured to make students feel like AACC is their place to academically develop, as if AACC was their second home.
Mr. Hall inquired about Dr. Gavin’s presentation titled “High Enrollment/Low Success Course Initiative.” Mr. Hall wanted to know if the college was improving the teaching experience in the classroom for students.
Dr. Gavin explained that the initiative focused on classroom and learning, looking at large-scale efforts in a fiscally responsible way that involved faculty. Dr. Gavin advised that they looked at AACC’s top highly enrolled courses in which students were not passing at a clip of 70%, then gathered faculty from these courses and placed them in groups – three faculty per course, 15 courses. For one year, professional development was required for about 40 faculty. The faculty went through one of four tracks of on-campus professional development training. We took the money that would have been used for off-site travel, and invested into onsite professional development to help faculty become better educators. The training was not necessarily professional development in their discipline. It was about good pedagogy, good teaching. The faculty had to come up with action plans of how to appropriately revise their course. As a result, there will be changes in courses for fall 2018.
Dr. Gavin reported that research shows the more that students interact with each other in a classroom for hands-on learning and the more that they interact with a faculty member, the more likely they are to succeed. As such, professional development exposed those faculty to different ways to teach in order to foster that engagement. Dr. Gavin just received data from the first five courses that were targeted. He reported that Developmental Math is seeing higher success rates; BIO 101 increased success rates; and PSY and BRA 111 remained steady.
Dr. Johnson asked if statistical techniques were applied to avoid statistical error. Dr. Gavin advised that they are using resources responsibly; however, since it has only been one semester and a half, it is still early. In fall 2018, we are projecting 11,474 students will be touched by this work. Dr. Gavin believes that within a year or two, we should have some data for the first cohort of courses.
Dr. Lindsay added that the college provided deliverables from the June 2016 strategic plan that focused on student change. Tonight’s presentation was the first set of rollouts that was determined based on best practice and research. She continued that this initiative is coming directly from the faculty and staff. She was proud that they were able to share this initiative with the board. Vice Chair Moore commented on the remarkable work that is being done, based on Dr. Gavin’s and Dr. Boykin’s presentations. She was pleased with the direction that the school is taking.
Dr. Johnson commented that Dr. Patterson’s last presentation used a logic model to express expected outcomes. Dr. Johnson felt that those outcomes interconnect with Dr. Gavin’s outcomes, giving the board the big picture as well as the little picture.
3. Monthly Update on Accreditation – Dr. Lindsay
Dr. Lindsay reported that Dr. Greg Schrader, professor of biology, has accepted the role of self-study chair. As a result of identifying the new self-study chair, Dean Elizabeth Appel has stepped down from chairing a leadership team for accreditation. That leadership team will now be led by Dr. Alycia Marshall, associate vice president for learning and academic affairs.
4. Student Government Association (SGA) – Johnathan O’Dea
President Mr. O’Dea introduced the new SGA president-elect, Jacob Smith. Mr. Smith shared his vision to give students the opportunity to become more involved with SGA activities and to give students more of a voice.
Mr. O’Dea reported that the SGA held its annual Honors and Awards Ceremony on April 27. It was a resounding success. The Student Government Association passed yet another system of constitutional revisions this year that involved title changes and reworking one of its positions. The nontraditional student affairs position is being changed to the vice president of diversity, equity, and inclusion, taking a broader view than just nontraditional students and, instead, creating an umbrella position to look at the needs of all under-represented students on the SGA board. There will be a table in the commencement lineup to have graduates complete contact cards to stay connected to future alumni. The SGA now has monthly meetings between student leaders and Dr. Lindsay that include the SGA president and the student member on the Board of Trustees. That first meeting was last Wednesday. Mr. O’Dea reported that he is currently working with Nyia Curtis, the student board member, to establish policies and recommendations for the students' role in shared governance.
Mr. O’Dea also reported that he presented an amendment at the Academic Forum meeting to bring two voting positions for the student body to the Academic Forum and Council. The amendment was passed, effectively placing students on those bodies.
5. Academic Forum/Council – Dr. Amy Allen-Chabot, Chair
Dr. Chabot reported that the Academic Forum approved a motion giving full voting rights to two PSSO representatives and two student representatives. She then she summarized end-of-the-year updates from various committees: The Educational Policies and Curriculum Committee reviewed new courses and course modifications for inclusion in the curriculum. They reviewed 90% of the general education course submissions and developed a transfer form and training to allow faculty to demonstrate transferability of courses and programs. The Nominating Committee achieved its goal of nominating people to committees. The Academic Integrity Review Committee reviewed the designs for learning grants, made recommendations regarding the academic calendar, and awarded 12 John and Suann Roueche Excellence Awards to both full- and part-time faculty. The Learning Technologies Subcommittee reviewed proposals for new learning communities. Nine are being offered in the fall. Dr. Chabot disseminated flyers for the learning communities, adding that the courses are linked to themes, and 20 students are currently enrolled.
Dr. Chabot continued that the Learning Outcomes Assessment Subcommittee worked throughout the year on department assessment plans and voted this year to eliminate the Learning Technologies Subcommittee, which allowed for smaller groups working on e-learning, or online learning. Lastly, the Academic Standards Committee evaluated petitions related to grade dismissals, course substitutions, readmissions, and waiving courses. The committee also interviewed candidates for the valedictorian.
6. The Faculty Organization (TFO) – No report
7. Professional and Support Staff Organization (PSSO) – Susan Frutchey, 1st Vice President
Ms. Frutchey reported that the PSSO meetings have been successful. Attendance has increased with online viewership. The PSSO is evaluating and reviewing the current committees for next year. The PSSO has a new committee selection process to allow more people the opportunity to participate. The committee is grateful for Dr. Lindsay’s email to the LRT encouraging supervisors to support PSSO members’ participation in meetings. The PSSO retreat is June 15.
8. Administrative Staff Organization (ASO) – Fran Turcott, President.
Ms. Turcott reported that the ASO held the general membership meeting on Thursday, April 19, where Suzanne Boyer addressed the membership regarding performance evaluations, training provided for writing them, and best practices for giving them to employees. She also described the implementation of the Sick and Safe Leave program and the kick-off of the Kudos Recognition program as a means of singling out employees for going above and beyond and providing a means to publicly acknowledge their service. Lastly, she updated ASO on the College Values project. The values are being provided to the president and vice presidents for review, support, and action. Ms. Boyer hopes that the College Values can be rolled out at fall convocation.
Kevin Miller, director of document services, provided a presentation on his department's analysis of our current document services processing technology and the cost savings that the college will recognize.
Cindy Steinhoff, director of the library, provided a report from the Staff Compensation Committee. This year, the work of the committee centered on recognition for significant professional development (earning certificates and degrees) grounded in ensuring equity. The committee also formulated a plan to review career ladders to ensure fairness on how people are being evaluated for promotion.
The Nominating Committee for ASO is currently working on creating a slate of candidates for the officer positions for next year. Elections will be held soon. The officers should be announced at the next board meeting.
9. Maryland Association of Community Colleges (MACC) Activities – Dr. Dawn Lindsay
Dr. Lindsay reported that MACC is keeping the community colleges posted about the governor’s bill signings. Governor Hogan has until May 28 to either sign or veto all the bills that were passed. There were quite a few education bills at this morning’s signing ceremony. The next MACC Trustees Leadership Conference and Legislative Reception will be held Monday February 4, 2019, from 4 p.m. to 7:30 p.m.
V.B.2. Approval of Award of Degrees and Certificates – Dr. Michael Gavin, Vice President, Learning
Dr. Gavin explained that the board was being asked to approve the award of degrees and certificates for students who fulfill their degree or certificate requirements by the end of the spring or summer 2018 semesters.
By motion of Mr. Klasmeier, seconded by Ms. Curtis, the Board of Trustees voted unanimously to approve the award of associate degrees and certificates to be conferred by the president upon those students certified by the faculty to have fulfilled the requirements for a degree or certificate by the end of the spring 2018 or summer 2018 semester.
V.B.3. Approval of Award of Contract for Walkway Improvements – Melissa A. Beardmore, Vice President, Learning Resources Management
Before Ms. Beardmore spoke, Dr. Lindsay publicly acknowledged Ms. Beardmore for her strong leadership in leading her team to present this year’s budget.
Ms. Beardmore’s advised that this agenda item is part of the ongoing project for the renovation and upgrades to walkways, sidewalks, and parking lots. She noted that this specific contract is for improvements to the east side of the Humanities building. The project will involve re-grading the sidewalks, adding a seating area for students, a living facade element to screen the existing chillers in the plant building, and upgrading pavers, storm water management, and plantings. E&R Services was the highest-scoring firm. They are a certified Maryland Department of Transportation minority firm. The total cost of the proposed contract includes a 10% contingency for unforeseen circumstances. Funds for the project will come from the Walkways, Roads, and Parking Lots Capital project budget.
By motion of Dr. Johnson, seconded by Mr. Hall, the Board of Trustees voted unanimously to approve the award of contract for walkway improvement to E&R Services, Inc., of Lanham, Maryland, in an amount not to exceed $434,465.
V. NEW BUSINESS
There was no new business.
VII. NEXT BOARD MEETING
Mr. Klasmeier requested clarification on the timeframe for the June public session meeting and executive session meeting and suggested collaboration with the chair and vice chair to establish a schedule. Dr. Lindsay shared her conversation with Chair Ulvila regarding the June meeting and reported that Chair Ulvila is planning to have a personnel evaluation at 4 p.m. in executive session on June 12, with the public session beginning at 5 p.m.
Vice Chair Moore announced that the next board meeting is scheduled for Tuesday, June 12, 2018.
VIII. ADJOURNMENT
The meeting was adjourned at 6:40 p.m.
Respectfully submitted,
Dr. Dawn Lindsay
Secretary-Treasurer
Members present: Lawrence W. Ulvila, Jr., Chair; Sandra E. Moore, Vice Chair; Nyia M. Curtis; Paula J. Darrah, J.D.; Rev. Dr. Diane R. Dixon-Proctor; Walter J. Hall; James H. Johnson, Jr., Ph.D.; Jerome W. Klasmeier; and Dr. Dawn Lindsay, President
I. CALL TO ORDER AND APPROVAL OF AGENDA
The public session of the Board of Trustees was called to order by Chair Lawrence Ulvila at 5:00 p.m. in Cade 219.
By motion of Rev. Dr. Dixon-Proctor, seconded by Mr. Hall, the Board of Trustees unanimously approved the June 12, 2018, Board of Trustees public session agenda.
II. WELCOME AND INTRODUCTIONS
The chair introduced Ms. Deneen Dangerfield, the new dean of college transitions, and Caleb Schaeffer, the incoming student trustee who will begin his term on July 1, 2018.
III. APPROVAL OF MINUTES – Lawrence W. Ulvila, Jr., Chair
A. Minutes of the May 8, 2018, Board of Trustees Meeting
Dr. Johnson requested two amendments to the minutes. He asked that page 6 of the minutes be changed to clarify that on April 30 Dr. Lindsay met with parents “at” South River High School rather than parents “from” South River High School. He also asked that the second paragraph on page 4 be amended to replace “continued said” with “reported that.” By motion of Chair Ulvila, seconded by the full board, the Board of Trustees voted unanimously to approve the minutes of the May 8, 2018, public session as amended.
IV. BOARD CHAIR AND COMMITTEE REPORTS
A. Board Chair Report – Lawrence W. Ulvila, Jr., Chair
Chair Ulvila read a letter of gratitude that he received from Jolly Davis regarding the granting of his professor emeritus status after a 47-year career in the mathematics department at AACC. Dr. Davis expressed his profound appreciation to the present and former board members for their thoughtful consideration of the policies that have made AACC a wonderful college. He expressed pride at having been part of the institution.
REQUEST TO CHANGE THE ORDER OF THE AGENDA
A motion was made by Mr. Klasmeier and seconded by Dr. Johnson to change the order of the agenda by bringing the second item in the President’s Report, NISOD 2018 Excellence Awards, to the board at this time. The board agreed to bring this item forward.
Dr. Lindsay was delighted to announce that three outstanding staff members received the National Institute for Staff and Organizational Development (NISOD) 2018 Excellence Awards. The recipients are Kathy Bolton, special assistant to the vice president for learning; Shirin Goodarzi, chief technology officer; and Lisa Sanford, director of human resources operations.
The NISOD Excellence Awards were established in 1991 to provide member colleges an opportunity to recognize individuals doing extraordinary work on their campuses. Using their own criteria, NISOD member colleges submit the names of staff each year who have demonstrated an outstanding commitment and contribution to their students and colleagues. Award winners received special pewter medallions. Dr. Lindsay and Chair Ulvila presented these awards to Kathy Bolton, Shirin Goodarzi and Lisa Stanford.
B. Audit and Finance Committee – Walter J. Hall, Committee Chair – No report
There was no report from the Audit and Finance Committee.
C. Board Development Committee – Paula J. Darrah, Committee Chair
Ms. Darrah reported that the board met on Tuesday, June 5, 2018, for a joint professional development workshop entitled "Dynamic Communication Workshop Using DiSC.” The purpose of the professional development opportunity was to assist each of the participants in understanding his or her personal communication style and how individual style impacts the interaction of the spoken word.
In addition, each board member received a personal analysis of their style, with strategies on how to interact and communicate with colleagues who may have similar as well as dissimilar styles of communication. The overall purpose was to create an awareness of these different styles, the benefits of each style, and ultimately the strategies and sensitivities one should be aware of to ensure the most effective and productive outcome that values all opinions and perspectives. Mark Debinski, from Bluewater Advisory, was the facilitator. All members of the board attended.
D. Board Policy Oversight Committee – Vice Chair Sandra E. Moore, Board Representative and Committee Chair – No report
There was no report from the Board Policy Oversight Committee.
E. Budget Committee – Jerome W. Klasmeier, Committee Chair – No report
There was no report from the Budget Committee.
F. Facilities Committee – Dr. James H. Johnson, Jr., Committee Chair
Dr. Johnson advised that the Facilities Committee met on June 5, 2018, to discuss the Health Sciences and Biology building custodial operations, future procurements, and future facilities and programmatic opportunities. First, the committee heard an update on the Health Sciences and Biology building. The project continues to be on track and is currently in the schematic design process. An external committee community update for residents in the surrounding area was held on May 14, 2018.
The steering committee met on May 15, 2018. Dr. Johnson reported that the college is working through a sales tax issue and issues relating to the commissioning work. The committee will continue to keep the college updated on these two issues. Next, the committee heard an update on the custodial services model.
Regarding future procurements, Dr. Johnson reported that the board reviewed the list of future procurements requiring board approval and there are several items for approval on the agenda tonight. Lastly, the committee discussed future facilities and programmatic opportunities associated with potential future fundraising activities and other community partnerships. The college continues to vet these opportunities to determine feasibility and will keep the board apprised as the fiscal and instructional benefits are reviewed. The committee will set committee meetings for the next fiscal year very soon.
G. Human Resources Committee – Rev. Dr. Diane Dixon-Proctor, Committee Chair – No report
Rev. Dr. Dixon-Proctor advised that the Human Resources Committee cancelled its quarterly meeting that was scheduled for May 30, 2018. In lieu of the meeting, the committee received an update by way of email on the college's progress toward implementing the Maryland Healthy Working Families Act. The committee also received an update on the project to redesign payroll and the HR system. The committee's meetings are not yet scheduled for next year.
H. Report of Trustees’ Liaison to the AACC Foundation – Lawrence W. Ulvila, Jr., Chair
Chair Ulvila read a letter from a student who expressed gratitude for receiving the Lieutenant John N. Dempsey Law Enforcement Scholarship. The student is currently enrolled in AACC’s Police Academy. Through the help of the scholarship and the great support of AACC staff and faculty, the student is confident that he will graduate as a certified police officer in the state of Maryland. He is grateful that AACC gave him the opportunity continue his education.
Chair Ulvila gladly reported that as of June 4, 2018, the campaign revenue total for the current fiscal year is approximately $2.3 million. The foundation has secured 14 gifts of $25,000 or more since July 1, 2017, towards a fiscal year total of 16 gifts. The foundation is pleased to report that it awarded $985,000 in scholarship support for fiscal year 2018. Privately funded scholarships continue to be critical in ensuring that students in Anne Arundel County have the opportunity for higher education, and the need continues to grow. The AACC Scholarship Program provides life-changing opportunities for students. The foundation has also received a three-year, $900,000 commitment from the Phillip E and Carol R. Ratcliffe Foundation for scholarships and program support in entrepreneurial studies at AACC. With this grant, the Ratcliffe Foundation has become the largest donor in AACC history.
I. Approval of Board of Trustees Meeting Dates for 2018-2019 - Lawrence W. Ulvila, Jr., Chair
By motion of Vice Chair Moore, seconded by Mr. Hall, the Board of Trustees approved its 2018-2019 meeting dates as shown in the supporting materials to the agenda.
J. Procedures for Approving Summer Agenda Items – Lawrence W. Ulvila, Jr.,
Chair Ulvila advised the board that the procedures for approving summer agenda items could be found in the supporting materials to the agenda. This is provided for information purposes.
K. Recognition of Outgoing Student Board Member – Lawrence W. Ulvila, Jr., Chair
Chair Ulvila acknowledged Nyia Curtis for her outstanding service and valuable contributions as the student member of the Board of Trustees over the past year. He noted that as the representative of AACC’s student body on the board, Ms. Curtis served the board with honor, integrity and dedication. He said that Ms. Curtis embodies the true essence of AACC's mission, vision, and philosophy in thought, word, and deed, as her maturity and professionalism reflect the highest ethical standard. Ms. Curtis is articulate, intelligent, self-assured, a great emcee, a wonderful photographer and a fine representative of the student body, always maintaining a level of confidentiality that never compromised the integrity of the board. Ms. Curtis received a plaque recognizing her service to the board and college.
V. PRESIDENT’S REPORT – Dr. Dawn Lindsay, President
A. Information Items
1. College Updates – Dr. Lindsay
Dr. Lindsay commented that horrific downpours prior to commencement made it unsafe to erect the tent on the college’s athletic field. On very short notice and with the support of an outstanding commencement committee, an emergency plan was made to relocate the 2018 commencement ceremony. The weather cooperated. It was a beautiful evening. Dr. Lindsay added that the ceremony’s success was a team effort and an amazing accomplishment in such a short period of time.
Dr. Lindsay continued that on May 8, 2018, Governor Hogan signed into law the Near Completer and Maryland Community College Promise Scholarship bill. Dr. Lindsay advised she was present when the bill was signed. Under the Promise Scholarship Program, $15 million will be appropriated annually in the state budget, beginning in fiscal year 2019. In 2019, grants will be provided up to $5,000 per year to pay tuition for community college students who qualify. Dr. Lindsay added that although this legislation was signed into law, many students will be unable to participate because of the strict qualifying criteria. Hence, the college will continue to help students seek financial aid and support the foundation’s fundraising efforts for scholarships to benefit students in need of financial assistance.
On May 22, 2018, Dr. Lindsay attended the spring membership luncheon for the Greater Severna Park Chamber of Commerce. Other invitees to that event, which featured, a “State of the County” legislative briefing, included County Executive Steve Schuh, County Council Chair Mike Peroutka, Senator Ed Reilly, and Delegates Michael Malone, Sid Saab, and Tony McConkey.
Dr. Lindsay was pleased to report that in collaboration with the county executive and the Leadership Anne Arundel Flagship Class of 2018, the college hosted "Not My Child: A Prescriber's Perspective" on May 23, 2018. This was an educational forum on the opioid crisis across our county, state and nation. On June 6, 2018, Dr. Lindsay attended the AACC Foundation Board of Directors meeting where the Skilled Trade Center was discussed. The college continues to have dialogue with the county executive regarding this building. She reported that the foundation issued its commitment to continue assisting the college with this new capital campaign. Dr. Lindsay reminded the board to refer to the monthly talking points that are in their board packet, as the information could serve as talking points when interacting with various legislators in the community.
2. Monthly Update on Accreditation – Dr. Lindsay
There was no report on accreditation.
3. Student Government Association (SGA) – Jacob Smith, President
Mr. Smith reported that the SGA is creating policies for how to have shared governance. They met with Dr. Ricka Fine, the dean of planning, research, and institutional assessment, who suggested focus groups would be the best way to begin the dialogue. Mr. Smith, Jonathan O'Dea (former SGA president), Nyia Curtis (outgoing Board of Trustees member) and Caleb Schaeffer (incoming Board of Trustees member) met to begin drafting these policies. Dr. Fine will review them prior to the beginning of the semester. The policies will be posted to and approved by the SGA Senate. Once the policies are approved, SGA will present them to the board and students, probably around October or November.
SGA will also be meeting with Dr. Deidra Dennie, chief diversity officer, to ensure that SGA is accurately representing the diverse student population at AACC – that everybody's voice is heard. Once guidelines are drafted, they will be presented to the board.
Former SGA President Jonathan O’Dea reported that over 140 graduates completed contact cards at the SGA table at commencement. SGA will work with the alumni liaison, Dr. Oscar Joseph, and Dr. Felicia Patterson to prepare a working plan to reinstate the alumni association, and then present the plan to the president and vice presidents for their approval.
Mr. O’Dea then shared some of the SGA goals for 2017-2018. Developing and implementing a marketing plan to increase SGA awareness is still ongoing. Engagement with students at satellite campuses has increased. Promoting student involvement on the Nest, advertising on social media and reviewing policies governing the student organization and budget management are almost complete.
Dr. Johnson inquired about the Nest. Mr. O’Dea explained that the Nest was the central hub for all student organizations, events, and activities. It is the place where students can join organizations, contact their advisors or get involved.
Mr. Hall inquired if the college had institutional practices, processes or surveys that monitored the student's performance or feelings about the college while they matriculated through the program. Dr. Lindsay confirmed that the college has campus cultural opportunities, student surveys and forums.
Mr. O’Dea concluded the SGA report by thanking the board and president for their dedication to AACC and for giving him the opportunity to serve as SGA president.
4. Academic Forum/Council – Dr. Amy Allen-Chabot, Chair – No report
5. The Faculty Organization (TFO) – Professor Ken Jarvis, President
Dr. Johnson asked if faculty evaluations were linked to compensation. Professor Jarvis responded that although there has been discussion to consider putting faculty evaluations into the Performance Pro platform, there has not been any discussion about linking the faculty evaluation to compensation.
Professor Jarvis reported that TFO officers’ goals were met this year. Those goals included performing the functions of the TFO as outlined in the charter; working with college administration to promote transparent communication through the administration’s attendance at TFO meetings and constituency heads’ monthly meetings with Dr. Lindsay; assisting committees with obtaining information and resources to proceed with their goals; working with the faculty on topics that included student opinion forms and faculty presence on campus; and updating the TFO intranet which provided greater communication with the faculty. Professor Jarvis added that the current TFO president, vice president and recorder will be returning next year.
Professor Jarvis shared that the TFO has new committees. One committee will look at faculty tenure while the other will look at the faculty evaluation tool. He concluded his report by attributing the awesome year to the administration’s openness and the administrators and administrative assistants’ support throughout the year.
6. Professional and Support Staff Organization (PSSO) – Sarah Earle, President
Ms. Earle shared that there was a larger return on PSSO ballots this year for the election of officers. Two positions had more than one candidate. One position has three people running. Ms. Earle advised that she will return next year as president, and Lisa Starkey, April Anderson and Eileen Harrington will be joining the PSSO team. The PSSO Professional Development Retreat will be held on Friday, June 15, 2018. Based on staff input this year, Ms. Earle reported that professional development will not be a full day. There will be duplicate sessions on Friday: one session will be held from 8:30 a.m. to 11:00 a.m., and the other will be held from 1:00 p.m. to 3:30 p.m.
7. Administrative Staff Organization (ASO) – Fran Turcott, President
Ms. Turcott advised that the ASO held its elections this month. The result is that she will be returning as president of ASO, Terry Portis will be the vice president and Melanie Scherer will be the recorder. The two new members-at-large are Suzanne Boyer and Karen Tobat. Continuing as members-at-large are Dr. Tiffany Boykin and Erik Hunter. Ms. Turcott concluded her report by praising Nyia Curtis for her willingness to step up to the plate whenever a request was made.
8. Maryland Association of Community Colleges (MACC) Activities – Dr. Dawn Lindsay
Dr. Lindsay advised that MACC has been providing updates over the last month as the governor has been signing bills related to community colleges. As of now, all bill signings have been completed. The MACC Board of Directors will be meeting from 2:00 p.m. to 4:00 p.m. on June 20, 2018, in CADE 219.
Dr. Lindsay added that the annual Maryland Council of Community College Presidents (MCCCP) retreat will be August 2-3, 2018. She concluded her report by thanking Anita Delaporte for helping Tracie Thomas transition into the role of executive secretary to the Board of Trustees.
V.B.1. Approval of College Manual Changes – Creation of the College-wide Committee on eLearner Success and Dissolution of the Subcommittee on Learning Technologies of the Committee on Teaching and Learning – Dr. Colleen Eisenbeiser, Dean, Learning Advancement and the Virtual Campus
Dr. Eisenbeiser presented the agenda item on approving changes to the College Manual to create a new college-wide Committee on eLearner Success and dissolve the Subcommittee on Learning Technologies of the Committee on Teaching and Learning.
Dr. Johnson requested clarification about the nominations of members of the Committee on eLearner Success. Dr. Eisenbeiser explained that the faculty representation, selection and approval process goes through the Nominating Committee, which is a committee of the Academic Forum. She added that this is the mechanism that the college uses across the board for faculty to volunteer on committees.
Mr. Hall asked if there would be 21 members and if the committees would be a one-time committee or standing committee. He expressed concern with one student member on the committee despite the SGA’s presentation on students feeling like they have input on what they are learning. Dr. Eisenbeiser confirmed there would be 21 members and advised that the committees were standing committees that would continue until the colleges see fit.
Mr. Hall expressed concern about committees advising committees. He inquired whether there was any input from the president and vice presidents concerning the establishment of this new committee and the termination of the previous committee.
Dr. Lindsay remarked that committees work closely with the administration and that anything that becomes policy or has potential fiscal implications has oversight from the board. She explained that processes work from the ground level up so that appropriate faculty and staff can come together to discuss best practices.
Vice President Gavin added that the process involves looking at recommendations and bringing them before the board to streamline information on computer technology in the classroom and other management systems. He shared that although one student is typically placed in a committee, other opportunities like surveys or focus groups exist for student input beyond that one student. Regarding a committee reporting to a committee, Dr. Gavin advised that a shared governance system exists and Dr. Eisenbeiser’s due diligence is thoughtful in nature.
By motion of Dr. Johnson, seconded by Mr. Klasmeier, the Board of Trustees voted unanimously to approve the membership, description and duties of the new college-wide Committee on eLearner Success for inclusion in Section III, Administration of the College Manual. The board also approved the deletion of the Subcommittee on Learning Technologies of the Committee on Teaching and Learning from Section IX of the College Manual, Charter of the Academic Forum.
V.B.2. Approval of Extension of Contract for the Canvas Learning Management System – Dr. Michael Gavin, Vice President, Learning
Dr. Gavin said the board is being asked to approve a two-year extension to the contract for the Canvas Learning Management System (LMS) that supports the development and delivery of all online, hybrid and web-enhanced credit courses as well as noncredit and contract training courses.
Chair Ulvila asked if the original contract had this extension provision. Dr. Gavin responded that he did not think the original contract had the extension provision.
Dr. Johnson inquired about data that supports Canvas LMS as being the best for the college. Dr. Gavin responded that the faculty and students are very happy with the system, as it provides an easy way for faculty to contact students through text or email. He explained that settings can be set if a student’s grade falls below a certain grade so that an email will go directly to them. Dr. Gavin shared that the college transitioned from Angel five years ago. The response to LMS and migrating has been very good, and the system works well.
By motion of Mr. Klasmeier, seconded by Ms. Curtis, the Board of Trustees voted unanimously to approve the two-year contract extension (July 1, 2018 - June 30, 2020) to Instructure, Inc., of Salt Lake City, Utah, for the Canvas LMS license, LMS hosting fees and technical support in an amount not to exceed $299,040.
V.B.3. Approval of Award of Contract for Microsoft Volume Licensing Renewal – Dr. Felicia Patterson, Vice President, Learner Support Services
Dr. Patterson explained that the board is being asked to approve the contract for Microsoft volume licensing using the Maryland Educational and Press Consortium Microsoft Campus Agreement. She shared that the MEEC and Microsoft are now providing a path for MEEC members to transition to a new headcount-based pricing structure, as Microsoft is moving away from using FTE counts. This purchase provides all faculty, staff and students with Microsoft Office's subscription, and also gives the college the right, during the licensing period, to run Microsoft software on all college-owned desktops.
Dr. Johnson asked if there were other companies under MEEC that could have provided the same service for a competitive bid. He wanted to know why we would select one vendor from a list of seven other vendors. Shirin Goodarzi responded that MEEC is as an organization that negotiated with Microsoft first on the master agreement and then submitted an RFP to select the reseller. There is only one reseller selected. 8
Ms. Darrah asked what the new pricing structure would be since Microsoft is migrating away from an FTE-based pricing structure. Ms. Goodarzi said that while Microsoft is migrating from an FTE-based to a headcount-based pricing structure, for the next five years FTE will still be used, but the college will be recording its headcount to ensure subscriptions are available for all students.
By motion of Mr. Hall, seconded by Ms. Curtis, the Board of Trustees voted unanimously to approve the award of contract for the renewal of the college’s Microsoft volume licensing program to Bell Techlogix, Inc., of Columbia, Maryland, in an amount not to exceed $175,972.
V.B.4. Approval of Award of Contract for Data Communications Equipment Maintenance – Dr. Felicia Patterson, Vice President, Learner Support Services
Dr. Patterson said the board is being asked to approve the award of contract for data communications equipment maintenance. She shared that the electronic equipment permits all instructional activities and communications over the college network and the internet. This data equipment maintenance provides assurance that we keep network disruptions to a minimum, as well as limiting the severity of any disruptions that might occur.
By motion of Dr. Johnson, seconded by Mr. Klasmeier, the Board of Trustees voted unanimously to approve the award of contract for maintenance of data communications equipment to Daly Computers, Inc., of Clarksburg, Maryland, in an amount not to exceed $192,000.
V.B.5. Approval of Award of Contract for the Replacement of Dragun HVAC Controls – Melissa A. Beardmore, Vice President, Learning Resources Management
Vice President Beardmore reported that this purchase would enable to college replace the existing heating, ventilation and air conditioning control system which has been in the Dragun building since the mid ‘90s. She advised that the existing system will be removed and replaced to integrate with our current standard. Smart Building Technologies is familiar with the college’s design concept and has done work with us before and understands the scope of work.
Mr. Hall pointed out that there is a 58% difference between the proposed contractor and the next bidder, $234,000 compared to $398,000. He inquired if there was an explanation for the wide variance. Ms. Beardmore responded that Smart Building does not use subcontractors as more work is done by their employees. Dr. Johnson added that the proposed price is consistent with the engineer’s estimate and that the project is also consistent with pricing projects of similar scope at the college.
By motion of Vice Chair Moore, seconded by Rev. Dr. Dixon-Proctor, the Board of Trustees voted unanimously to approve the award of contract for the Dragun Building HVAC controls replacement to Smart Building Technologies, of Bethesda, Maryland, in an amount not to exceed $234,718.
V.B.6. Approval of Award of Contract for Custodial Services for Anne Arundel Community College Arnold Campus and Other Sites – Melissa A. Beardmore, Vice President, Learning Resources Management
Vice President Beardmore shared that the approval of this award is an annual renewal of our outsourced custodial contract. It will be a one-year contract for fiscal 2019 beginning July 1, 2018, with the college going out for a bid again in the fall.
Mr. Hall asked for the square foot cost for the college to do the work on the portion that the college cleans. Ms. Beardmore responded that the cost is $1.57. She explained that our employees have benefits, which is one of the reasons that the college moved to this more cost-effective model.
Dr. Johnson asked the chair to suggest the administration do an in-house analysis first, based upon the data they have, before going out to bid to ensure the best value and the best approach. Data from that analysis then could be brought to the Facilities Committee before preparing an RFP to go out to vendors. Dr. Johnson suggested following this model before doing the scope of work to prevent the college from being at the mercy of one company. Chair Ulvila concluded the discussion by requesting that an analysis be given to the Facilities Committee of the in-house cleaning cost if the college uses its own staff. This will serve as a benchmark before going out to bid.
Mr. Klasmeier requested clarification from Dr. Johnson as to whether the contracts that were just presented should be awarded. Dr. Johnson confirmed the that those contracts should be awarded but clarified that before the college establishes another RFP, more in-house homework should be done to ensure the college is getting quality service for the product.
Mr. Hall inquired if recruitment and retention were challenging factors in the past when using in-house staff. Ms. Beardmore responded that the recruitment and retention issue was on the custodial contractor side. She reported the college has good tenure with long-serving employees.
By motion of Rev. Dr. Dixon-Proctor, seconded by Dr. Johnson, the Board of Trustees voted unanimously to approve the award of contract to Associated Building Maintenance, of Crofton, Maryland, for the procurement of contracted custodial services in an amount not to exceed $995,682.
V.B.7. Approval of Award of Contract for the College’s Insurance Coverage – Melissa A. Beardmore, Vice President, Learning Resources Management
Vice President Beardmore explained that this contract is an annual renewal of the college's business insurance. She advised that the college went out to bid last year for broker services. The incumbent remains with the college. The broker is USI Insurance Services (formerly Wells Fargo). Ms. Beardmore reported that USI does a great job marketing our lines. There is also a 3.2% decrease in rates.
Vice Chair Moore asked what part of the coverage would cover nursing or PA students who are going out and performing clinical work in our associated clinical sites. Steve Kroh responded that those students would fall under the health care and professional liability coverage.
Ms. Darrah inquired about the fine arts floater policy. Ms. Beardmore explained the policy covers insuring artwork right outside the Pascal Theater.
By motion of Chair Ulvila, seconded by Mr. Hall, the Board of Trustees voted unanimously to approve the insurance coverage recommended by USI Insurance Services in an amount not to exceed $389,085.
V. NEW BUSINESS
There was no new business.
VII. NEXT BOARD MEETING
Chair Ulvila advised that the next board meeting will be September 11, 2018. 10
VIII. ADJOURNMENT
The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Dr. Dawn Lindsay
Secretary-Treasurer
A session of the Board of Trustees was held on June 12, 2018, at 4 p.m. in CADE 228. Because the board intended to discuss a personnel matter, pursuant to section 3-305(b)(1)(i) of the Open Meetings Act, a vote was taken to close the meeting pursuant to the General Provisions Article of the Maryland Annotated Code Section 3-305(d)(2)(i)(ii). The following board members were present and voted to close the session: Lawrence W. Ulvila, Jr., chair; Sandra E. Moore, vice chair; Paula J. Darrah; Rev. Dr. Diane Dixon-Proctor; Walter J. Hall; Jerome W. Klasmeier; Dr. James H. Johnson, Jr.; and Nyia M. Curtis. The meeting began at 4:00 p.m. and ended at 4:59 p.m.