The Southeastern Illinois College Board of Trustees met Oct. 18 to adopt revisions to employee benefits.
Here are the meeting's minutes, as provided by the board:
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING SOUTHEASTERN ILLINOIS COLLEGE 3575 COLLEGE ROAD; HARRISBURG, IL 62946 OCTOBER 18, 2016 The Southeastern Illinois College Board of Trustees held its regular meeting on Tuesday, October 18, 2016 at 6:00 pm in the Rodney J. Brenner Board Room. On roll call, the following members were present: David Dennison, Blake Bradley, Debbie Hughes, Richard Morgan, Dr. Frank Barbre, Dr. Pat York, and Bridget Fitzpatrick, student trustee. Absent: Jim Ellis. Also present were: Dr. Jonah Rice, Dr. Karen Weiss, Chad Flannery, David Wright, Gina Sirach, Karla Lewis, Dr. Diane King, Kathy Headrick, Kellie Roper, and Barbara Potter. Dr. York welcomed guests and allowed a time for comment. Ms. Kathy Headrick requested that she be allowed to address the Board of Trustees regarding a personnel matter. Dr. York responded that the Board would convene into closed session. Closed Session A motion was made by Trustee Barbre seconded by Trustee Morgan to convene into closed session as allowed by the Open Meetings Act 5 ILCS 120/2, Section C, Sub-Section (1) appointment, employment, and compensation of specific employees, (2) negotiations, (5) acquisitions of property, (9) student discipline, and (11) litigation. The board went into closed session at 6:05pm. On roll call, the following members voted: Aye Nay Mr. Bradley Mr. Dennison Ms. Hughes Mr. Morgan Dr. Barbre Dr. York Ms. Fitzpatrick, Advisory Vote All members voted aye. Motion carried. A motion was made by Trustee Bradley seconded by Trustee Morgan to reconvene into open session at 6:20 pm. Reports Dr. Frank Barbre reported that the next meeting of the ICCTA Representatives will be held on November 10 – 12, 2016 at Naperville. Dr. Rice reported on the following items: Freddie’s Pantry was launched on the 18th of October. VOL 121 High Achiever Students are working the pantry. Many staff have helped with the launch. A new study just came out saying 1 out of 4 college students have food insecurity issues. Our annual community report has been completed and issued for 2015-16. We have been given grant funds and can continue to use WSBDC training dollars for WSBDC services for the rest of this fiscal year. As far as Adult Education goes, due to the State’s fiscal impasse, we stand by our recommendation to discontinue services in December. We did apply for another State grant, but considering we’ve not heard a response and no funds would be realized given the crisis, this is the most prudent, albeit difficult, move. As a follow up to last Board meeting, while our enrollment has been stable for the past five years, with a 10% increase last fall, we are down 12% this fall, for a net 24-month period of -2%. We are up on the most recent high school graduates, as we informed the Board last month, but reports suggest we are smaller in the 22-25 demographic. The small high school classes a few years ago are still cycling through that demographic with a cumulative effect over the years in our tracking. Dual credit numbers could swing more positive with new initiatives. A new poll conducted by Southern Illinois University’s Paul Simon Public Policy Institute found that 47 percent of registered Illinois voters want to leave the state. About 20 percent of respondents said it was likely, somewhat likely or likely that they’d leave the state in the coming year. About 80 percent said it was unlikely. White Christmas Dinner, Silent Auction, and Show will be coming in December and we are both excited and looking forward to this event. We are still taking gifts for the auction, so if you know of anyone who would be interested in donating a gift we would be most appreciative. We are progressing with the Strategic Plan for our next fiveyear cycle. We have met with the co-chairs of the Higher Learning Commission’s five key criteria to discuss initial drafts and evidentiary statements. We are progressing well. The College will have a new focus on affordability and avoidance of college debt billboard. We are on slate to work on a draft and with our consultant for a new Title III Grant submission. The Alumni and Friends organization met on October 11 to discuss goals and fundraising strategies. Dr. Rice reported that while the College continues to provide quality education with one of the State’s best value tuition rates, College officials discussed the state of higher education in Illinois and the very real budget crisis. Dr. Rice said, yesterday is dead. And it’s never coming back. I can’t be blunter than that. He said he listens to his friends and colleagues say ‘I remember when’ and ‘We use to…’ but those days are simply gone. I miss them too, but they are gone. He quoted SIU President Randy Dunn’s speech given just a day before the SIC Board meeting. He said Dr. Dunn was spot on when he said that Illinois has moved away from viewing higher education as a public good and more of an economic investment for the State. He noted that this paradigm shift is a difficult adoption for some people, and in the wake of the current budget crisis and huge impact it is having on public educational institutions, some people may not grasp the reality of the crisis. He asked Karla Lewis, the SICEA President who attends the Board meetings, if she thought employees understood the severity of the crisis. Ms. Lewis responded that she didn’t know about that. She said there are some people in denial. The administrative cabinet presented brief reports. Student trustee Bridget Fitzpatrick reported on some student initiatives and club events. Consent Agenda A motion was made by Trustee Morgan and seconded by Trustee Hughes to approve the consent agenda which included the September 20, 2016 regular and closed session minutes, destroying tapes of the April 2015 closed session, the Treasurer’s report and the September bills which totaled $2,455,053.43 that included $527,773.17 in payroll. On roll call the following members voted: Aye Nay Mr. Bradley Mr. Dennison Ms. Hughes Mr. Morgan Dr. Barbre Dr. York Ms. Fitzpatrick, Advisory Vote All members voted aye. Motion carried. Action Items A motion was made by Trustee Bradley seconded by Trustee Dennison that the Board of Trustees approve the budget transfers as presented in the board packet. All members voted aye. Motion carried. A motion was made by Trustee Hughes seconded by Trustee Morgan, with Trustee Dennison recusing himself, that the Board of Trustees approve the request received from the Southeastern Illinois College Foundation to serve alcohol at their December event. All members voted aye. Motion carried. A motion was made by Trustee Bradley seconded by Trustee Barbre that the Board of Trustees approve to adopt the recommended revisions to the Closed Meetings 2012 board policy. All members voted aye. Motion carried. A motion was made by Trustee Bradley seconded by Trustee Dennison that the Board of Trustees approve to adopt the recommended revisions to the Recordings of Closed Meetings 2012.1 board policy. All members voted aye. Motion carried. A motion was made by Trustee Hughes seconded by Trustee Bradley that the Board of Trustees approve to adopt the recommended revisions to the MJOCCS Employee Benefits 5024.4 board policy. All members voted aye. Motion carried. A motion was made by Trustee Morgan seconded by Trustee Barbre that the Board of Trustees approve to adopt the recommended revisions to the Purchasing Guide 8003 board policy. All members voted aye. Motion carried. A motion was made by Trustee Hughes seconded by Trustee Bradley that the Board of Trustees approve to adopt the recommended revisions to the Purchasing Guide - Minorities 8003.1 board policy. All members voted aye. Motion carried. A motion was made by Trustee Barbre seconded by Trustee Hughes that the Board of Trustees approve the recommendations of the curriculum committee. All members voted aye. Motion carried. (All approved policies are included at the end of the minutes.) Non-Action Items In non-action items, the Board received a copy of the Community Report that is featured on the SIC website and Dr. Rice shared several articles that he noted painted a grim picture for higher education in Illinois. Closed Session A motion was made by Trustee Hughes seconded by Trustee Barbre to convene into closed session as allowed by the Open Meetings Act 5 ILCS 120/2, Section C, Sub-Section (1) appointment, employment, and compensation of specific employees, (2) negotiations, (5) acquisitions of property, (9) student discipline, and (11) litigation. The board went into closed session at 7:11 pm. On roll call, the following members voted: Aye Nay Ms. Hughes Mr. Ellis Dr. Barbre Dr. York Ms. Fitzpatrick, Advisory Vote A motion was made by Trustee Barbre seconded by Trustee Hughes to reconvene into open session at 7:54 pm. Personnel A motion was made by Trustee Bradley and seconded by Trustee Hughes to approve all items under personnel. Accepted the resignation of Emily Henson, Financial Aid Director, effective September 23, 2016; approved the discharge of Kathy Headrick, Food Service Assistant, effective October 18, 2016; approved the employment of Shirley Malone as the full-time Food Service Assistant, effective October 19, 2016 at a salary of $21,000; and, approved a number of adjunct faculty recommendations. All members voted aye. Motion carried. Adjournment There being no further business to discuss, Trustee Morgan made the motion to adjourn the meeting seconded by Trustee Barbre. All members voted aye. The meeting adjourned at 7:55 pm. Closed Meetings 2012 The Board may close all or a portion of a properly noticed meeting by a majority vote of a quorum present for any of the reasons listed below or otherwise permitted by the Illinois Open Meetings Act, 5 ILCS 120/1 et. seq. 1. Collective negotiations matters; 2. Information regarding the appointment, employment, compensation, discipline, performance or dismissal or specific employees of the College, or of legal counsel, including testimony on a complaint lodged against an employee; 3. Selection of a person to fill a vacancy on the Board, or to discipline, performance or removal of an occupant of the Board when the Board is given such power by law or policy; 4. The purchase or lease of real property for the use of the College, including discussion of whether a particular parcel should be acquired; 5. The setting of a price for sale or lease of property owned by the College; 6. The sale or purchase of securities, investments, or investment contracts; 7. Security procedures, school building safety and security and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger to the safety of employees, students, staff, the public, or public property; 8. Student disciplinary cases; 9. Other matters involving individual students; 10. Litigation, when an action against or on behalf of the College has been filed and is pending in court or an administrative tribunal or when the Board finds that an action is probable or imminent, in which case the basis for the finding shall be recorded in the minutes of the closed meeting; 11. Self-evaluation, practices, procedures or professional ethics when meeting with a representative of a state wide association; 12. Discussions of minutes of meetings lawfully closed under this Act whether for the purposes of appeal by the Board of the minutes or semi-annual review of the minutes; and 13. Other matters permitted by law. The reason for the closed session must be stated in the motion and approved by a roll call vote. Minutes must be kept for all Board meetings including closed meetings. Such minutes must record: ? Date, time and place of the meeting; ? Members present and absent; and ? A summary of discussion on all matters proposed, deliberated or decided. The Board shall periodically, but no less than semi-annually, meet to review minutes of all closed sessions. At such meetings, a determination shall be made and reported in open sessions as to: 1. The need for confidentiality still exists to all or part of those minutes. 2. That the minutes or portions thereof no longer require confidential treatment and are available for public inspection. Minutes of closed meetings shall be available only after the Board determines that it is no longer necessary to protect the public interest or the privacy of an individual by keeping them confidential. Recording of Closed Meetings 2012.1 A verbatim record shall be kept of all meetings of the Board of Trustees or any subsidiary “public body” (as defined by the Illinois Open Meetings Act) of the community college district which are closed to the public. The verbatim record shall be in the form of an audio or video recording. In addition, minutes shall be kept of all closed meetings in the manner required by the Illinois Open Meetings Act. Minutes of closed meetings shall be placed before the4 Board of Trustees or the subsidiary body, as the case may be, for approval as to form and content as soon as practical following the closed meetings. The secretary of the Board of Trustees, or his/her designee, shall create and maintain the verbatim records and minutes of all closed sessions of the Board of Trustees and all subsidiary public bodies of the community college district. At the beginning of each closed session those present shall identify themselves by voice for the audio recording. If the meeting is videotaped, at the beginning of the meeting, those present shall individually appear on camera and identify themselves by voice. The Chair of the meeting shall also announce the times the meeting commences and ends at the appropriate points on the recording. As persons enter and leave the room, the presiding officer or board secretary shall announce their names and the times for the recording. If a tape has reached its capacity and must be changed, speaking shall stop until the change is made. The new tape shall begin with the same introduction as the first tape. At the first regular board meeting in February and August, the agenda shall include the following item: “Review of the minutes of all closed sessions that have not yet been released for public review, and determination of which, if any, may then be released.” Minutes of records shall not be released unless the Board finds that it is no longer necessary to protect the public interest or the privacy of an individual by keeping them confidential. As to any minutes or recordings not released, the Board shall find that the “need for confidentiality still exists” as to those minutes or recordings. The administration shall prepare a recommendation for the board regarding the release and non-release of the respective recordings and minutes. Minutes of closed sessions shall be kept indefinitely. At the first regular board meeting in February and August, the agenda shall include the following item: “Authorization for destruction of verbatim recordings of closed sessions.” The administration shall present a list to the Board of Trustees of the dates of closed sessions where: 1. A verbatim recording exists. 2. The Board of Trustees has approved the minutes of the closed meeting as to form, regardless of whether the minutes have been released for public review. 3. There have been more than eighteen (18) months since the date of the closed meeting. The Board of Trustees shall consider whether to authorize destruction of the verbatim recordings of those meetings. When ordered by the Board of Trustees, the secretary of the Board of Trustees shall destroy the recording of that closed meeting in a suitable manner. Mary Jo Oldham Child Center Study (MJOCCS) Employee Benefits 5024.4 A lead teacher who is employed on a twelve (12) month basis shall be granted paid time off consisting of ten (10) days per year granted at the beginning of the fiscal year. This paid time off may be used for personal business or vacation leave. All earned benefit time must be used by June 30 of each year. A teacher who is employed on a twelve (12) month basis shall be granted paid time off consisting of five (5) days per year granted at the beginning of the fiscal year. This paid time off may be used for personal business or vacation leave. All earned benefit time must be used by June 30 of each year. Full-time employees who work at the MJOCCS and who may be eligible for employee benefits should contact the Human Resources Office concerning their employee benefits. Purchasing Guides 8003 The office of the Executive Dean of Administrative Services of Southeastern Illinois College has been given the responsibility by the Trustees of Southeastern Illinois College to oversee the system of purchasing of goods and services by the campus departments on behalf of the College. The mission is to directly support the College’s educational, environmental, and administrative needs, by assisting faculty and staff to obtain high quality products and services at the lowest cost possible and in a timely manner. Southeastern Illinois College is focused on a procurement system that invites the broadest possible participation from a diverse vendor base. We are committed to creating a competitive business environment with opportunities for businesses owned by minorities, women, and persons with disabilities. The College encourages campus departments to proactively consider qualified businesses owned by minorities, women, and persons with disabilities for their purchasing and contracting needs. Each department will be responsible for the selection of supplier, negotiation of price, and assurance of quality and delivery. First consideration for purchasing should be from suppliers within our community college district boundaries where price, quality, and service are equal to or better than that offered by out-of-district suppliers. The following procedures are established by this policy: 1. The purchase requisition is used for a request to purchase materials, supplies, parts, equipment, or other services. It is also used to request the establishment of a Blanket Order to handle the repetitive purchase of products or services. Departments shall anticipate their requirements to allow adequate time for processing, and delivery. Item descriptions should be complete and accurate. 2. New vendors must be approved by the office of the Executive Dean of Administrative Services. 3. Requisitions are approved electronically using an approved hierarchy of departmental and administrative individuals. Using the electronic approval process administrators will verify justification of purchase and approve requisitions taking into consideration budget provisions and expenditures to date. In addition, all requisitions above $500 are approved by the Executive Dean of Administrative Services and requisitions above $1,000 are approved by the President’s office. 4. Faculty and staff approved by their supervisory VP/Dean along with the President, or Executive Dean of Administrative Services may be issued a purchasing card. The purchasing card use agreement form will be signed by the faculty/staff member and the Executive Dean of Administrative services or the President before the card is issued. The monthly purchasing card charges will be entered into the requisition process for administrative approval. Copies of the approved purchasing card statements will be available for review at the Board of Trustees meetings. 5. Purchase requisitions that total less than $10,000 to purchase materials, supplies, parts, equipment, or other services will not require multiple price quotations. Requestors at their discretion may obtain additional quotations for comparison purposes. Purchase requisitions between $10,000 and $24,999 require the requester to solicit multiple price quotations. 6. Formal bids through the office of the Executive Dean of Administrative Services will be required for all materials, supplies, parts, equipment, new construction, or other services that meet the guidelines of (110 ILCS 805/3-27.1 contracts) where the cost is $25,000 or greater. Exceptions to this policy as shown in (110 ILCS 805/3-27.1) are allowed. Some of the applicable exceptions to the $25,000 bid requirement are: a. Contracts for repair, maintenance, remodeling, renovation, or construction, or a single project involving an expenditure not to exceed $50,000 and not involving a change or increase to the size, type, or extent of an existing facility b. Contracts for duplicating machines and supplies. c. Contracts for the purchase and installation of data processing equipment, telecommunications equipment, and software. d. Contracts for goods or services procured from another governmental agency. 7. The Executive Dean of Administrative Services will present the bid tabulation sheet to the Board of Trustees along with a recommendation for the best qualifying responsible bid. 8. College policy prohibits the receipt of any personal gifts, gratuities, premiums or other incentives by all employees. 9. The Board of Trustees will approve the payment of the previous month’s expenses at each board meeting. A copy of the check register will be made available for their review. 10. The Executive Dean of Administrative Services will review all written vendor complaints and endeavor to offer fair and just treatment to all. 11. The College will not make purchases from employees or members of the Board of Trustees. Purchasing Guides – Minorities 8003.1 BUSINESS ENTERPRISE FOR MINORITIES, FEMALES, AND PERSONS WITH DISABILITIES The Business Enterprise for Minorities, Females, and Disabilities Act (30 ILCS 575/0.01) encourages state agencies and community college’s to purchase needed goods and services from businesses owned (100%) or controlled (at least 51%) by members of these groups. As a part of the Act the College is to measure its efforts and commitment to meet its aspirational goals for awarding construction, certain types of professional services, and state contracts. The aspirational goals under the Act to be used by Southeastern Illinois College are: Type of Contract Total % of MFD Contracts Minority Owned Businesses Female Owned Businesses Persons with Disabilities Owned Businesses Construction Contracts 20% At Least 50% of the total minority and female owned contracts Professional Services Contracts 20% (Collectively) State Contracts 20% 11% 7% 2% The President of the College appoints the Executive Dean of Administrative Services as a liaison to the Business Enterprise Council for Minorities, Females, and Persons with Disabilities (the “Council”) which is created under the Act to help implement, monitor, and enforce the goals of the Act. The liaison is responsible for the following: ? Submission of the annual report, compliance plan, and any other reports and documents necessary under the Act. ? Provide notice to the Business Enterprise Council of proposed contracts for professional and artistic services. ? Conduct outreach efforts to increase the use of vendors certified as minority, female, or person with disability owned businesses. ? Maintain the records needed to complete the annual report of the College’s utilization of businesses covered under the Act during the preceding fiscal year as well as the mid-year report on utilization to date. A self-evaluation of the College’s efforts to meet its goals is to be included in the Annual Report. ? Work with contractors and vendors to assure they are making good faith efforts to meet the College contract goals. ? Other efforts which may be needed to fulfill our aspirational goals.
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