Board Clerk: Patty Scott

Campus Contact: Deb Nicholls (541) 888-7400, dnicholls@socc.edu

“Southwestern Oregon Community College supports student achievement by providing access to

lifelong learning and community engagement in a sustainable manner”

Board of Education Meetings

Monday, May 23, 2016 Southwestern Oregon Community College does not discriminate on the basis of race, color, gender, sexual orientation, marital status, religion, national origin, age, disability, gender identity, or veterans in employment, education, or activities as set forth in compliance with federal and state statutes and regulations.

1

Board Clerk: Patty Scott Campus Contact: Deb Nicholls

(541) 888-7400, dnicholls@socc.edu

“Southwestern Oregon Community College supports student achievement by

providing access to lifelong learning and community engagement in a sustainable manner”

CORE VALUES (Revised February 25, 2013)

Learning and Achievement * Access * Community Engagement * Sustainability

Board of Education Meetings

Tioga 505, 1988 Newmark Ave., Coos Bay, Oregon Monday, May 23, 2016

AGENDAS with Estimated Timelines– Action Items =

1. CALL OPEN SESSION TO ORDER 5:30 p.m.

2. RECESS INTO EXECUTIVE SESSION 5:30 p.m. Pursuant to:

ORS 192.660 (2) (d) Labor Negotiations ORS 192.660 (2) (e) Property ORS 192.660 (2) (h) Legal Rights ORS 192.660 (2) (i) Personnel

3. RECONVENE INTO OPEN SESSION (immediately following Executive Session) 6:00 p.m.

4. AGENDA CHANGES

5. INTRODUCTIONS A. Employees, Exhibit # 5 B. New to the Position

• Suzan Villers, Library Technician: Circulation • Alicia Mueller, Manager of Learning Resources

C. Student Athletes of the Month • Tanner Crooks, Baseball

• Shevan DeFreitas, Softball • Tyler Franke, Men’s Golf • Blake Greenup, Women’s Golf

6. BOARD DEVELOPMENT A. Presentations 1) CTE Program Updates

• Early Childhood Education/Fire Science, Presenters: Maidie Rosengarden/Tony Peters • Dental Assisting, Presenters: Cody Yeager/Dan Matthews • Jr. Chamber, Presenters: Jessica Engelke/Students

2) Financial Aid, Presenter: Avena Singh

7. BOARD REPORTS/INFORMATION A. Important Dates/Items • 06/09/16, TBA, Distinguished Alumni Dinner, OCCI

• 06/10/16, 7:00 p.m., Commencement, Prosper Hall • 06/27/16, 5:30 p.m., Meeting, Tioga Hall 505

• 07/25/16, TBD, Meeting, Brookings • 09/08/16, 8:00 a.m., Board Retreat (Lakeview E/F) • 09/09/16, 8:00 a.m., Board Retreat, (Lakeview E/F) • 09/12/16, 5:30 p.m., Meeting, Tioga Hall 505

B. Board Operations 1) OCCA Report 2) Board Updates 3) Retreat Planning

8. COLLEGE REPORTS A. President’s Report 1) Health and Science Technology Building

2

B. Financial Reports, Exhibit # 8 B

Presenter: Kathy Dixon 1) Statement of Budget and Revenue and Expenditures – General Fund, Exhibit # 8 B 1 2) Statement of Revenue and Expenditures – All Funds, Exhibit # 8 B 2 3) Enterprise Fund Categories, Exhibit # 8 B 3 4) Enterprise Fund, Exhibit # 8 B 4 C. Human Resources Hiring Matrix, Exhibit # 8 C

9. CONSENT AGENDA

A. April 25, 2016 Minutes, Exhibit # 9 A B. Budget Category Transfer, Exhibit # 9 B

10. OLD BUSINESS A. Board Policy Review – 1st Reading

• 4055, Non-Reimbursable Classes (recommended for removal) • 4060, Charter Schools • 5010, Safety Program • 5011, Integrated Pest Management • 5015, Emergency Closures • 5020, Campus Security • 5025, Insurance Programs

11. PUBLIC COMMENT

12. NEW BUSINESS A. CTE Revitalization Grant, Exhibit # 12 A

13. CORRESPONDENCE/INFORMATION

14. ADJOURNMENT

Shaded Exhibit included in meeting materials Board policy states that requests must be made by contacting the Clerk of the Board at least nine working days prior to the scheduled meeting. Requests for additions by visitors attending a meeting will be allowed by an affirmative vote of the majority of the Board Members. Time allocations will be at the discretion of the Board Chair. It is the policy of the Board of Education to adjourn the meeting within three hours unless a motion to continue the meeting is made and approved by a majority vote of the members present.

Southwestern Oregon Community College does not discriminate on the basis of race, color, gender, sexual orientation, marital status, religion, national origin, age, disability status, gender identity, or protected veterans in employment,

education, or activities as set forth in compliance with federal and state statutes and regulations. 3

Exhibit # 5 Date: May 23, 2016

HUMAN RESOURCES DEPARTMENT INFORMATION ONLY: COLLEGE HIRING BIOGRAPHIES Prepared by: Matthew Gilroy, Executive Director of Human Resources

New to Position:

Suzan Villers – Library Technician: Circulation (Full – Time Classified) Education: Associate of Arts Transfer Degree – Southwestern Oregon Community College, Coos Bay, OR

Recent Work Experience: Grant Accounting Clerk, 2014 – 2016, Southwestern Oregon Community College, Coos Bay, OR

Bookkeeper, 2012 - 2014, Blue Ridge Timber Cutting, Inc., Coos Bay, OR

4

Exhibit # 8 B Date May 23, 2016

Financial Statements Narrative

General Fund Statement of Budget and Revenue and Expenditures:

State Support – Community College Support Fund revenues Federal Support – Family Center USDA Food Program and Federal Financial Aid administrative allowance Other Income - Child Care services, Student Recreation Center facility use, Curry books sales, sale of supplies, miscellaneous expense reimbursements Statement of Revenue and Expenditures – All Funds:

Special Projects Fund: Tuition & Fees are primarily for Curry County Special Projects, Online BNA Program, High School Credit Recovery, Extended Learning, International Students, and the Korean Program. Other Income includes Family Center Program income, facility use, Achieving the Dream, and Foundation and miscellaneous expense reimbursements. Other Grant Income is primarily foundation grants.

Plant Fund: Expenditures for Coaledo heating repair, Curry facilities, Recreation Center field house & improvements, and many small repairs

Enterprise Fund: Tuition & fees – OCCI, Housing fees, and Conferencing revenue; Other Income –Student Housing, Dining Services, Bookstore revenue, Newmark rent

Trust & Agency: Tuition & Fees – online classes with other community colleges; Other Income – primarily student club fund raising.

5

(Over) Actual YTDCurrent Actual Adjusted Under % of Month YTD Budget Budget Budget Used

Beginning Fund Balance (July 1, 2015) Undesignated 2,699,370$ 2,000,000$ (699,370) 135.0%Revenues: State Support 1,871,929 7,340,546 6,985,840 (354,706) 105.1% Federal Support 889 11,079 13,500 2,421 82.1% Local Support (Taxes) 34,756 5,127,063 5,375,060 247,997 95.4% Tuition & Fees (Net of Waivers) (382,463) 5,669,274 6,104,924 435,650 92.9% Interest Earnings 20,599 100,825 82,500 (18,325) 122.2% Other Income 8,418 180,834 306,272 125,438 59.0% Loan Proceeds - 1,000,000 4,500,000 3,500,000 22.2% Transfers from Other Funds - - 624,175 624,175 0.0%Total Revenues 1,554,127 19,429,621 23,992,271 23,992,271 81.0%Total Resources Available 22,128,990 25,992,271 25,992,271 85.1%

Expenditures: Personnel Services 672,260 7,371,021 9,553,897 2,182,876 77.2% Payroll Taxes & Benefits 380,878 3,483,047 4,444,372 961,325 78.4% Materials & Services 213,168 2,547,229 3,510,310 963,081 72.6% Capital Outlay 5,057 48,511 75,400 26,889 64.3% Debt Service: Principal - 1,500,000 4,500,000 3,000,000 33.3% Administrative Fees & Interest - 30,938 35,000 4,063 88.4% Transfer to Other Funds - 1,248,217 2,073,292 825,075 60.2%Total Expenditures 1,271,364 16,228,964 24,192,271 24,192,271 67.1% Revenues over (under) expenditures 282,763 3,200,657 Ending Fund Balance 5,900,027$ 1,800,000$

Southwestern Oregon Community CollegeGENERAL FUND

Statement of Revenues, Expenses, and Changes in Fund BalanceFor the period ending April 30, 2016

Exhibit # 8 B 1 Date May 23, 2016

6

FY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15

Revenues:   State Support 7,340,546$              4,753,757$           635,155$              703,086$               493,152$              628,884$              ‐$                           ‐$                              Federal Support 11,079                     11,333                 7,155,962             7,730,896             1,665,081            1,536,375            ‐                            ‐                               Local Support (Taxes) 5,127,063                5,036,466            ‐                              ‐                            ‐                            ‐                            ‐                            ‐                               Tuition & Fees (Net of Waivers) 5,669,274                5,595,848            ‐                              ‐                            228,283               280,473               ‐                            ‐                               Interest Earnings 100,825                   103,741               45                           31                         ‐                            1,990                    ‐                            ‐                               Other Income 180,834                   388,172               ‐                              ‐                            253,937               422,299               34,947                 31,249                    Other Grant Income and Loans 1,000,000                2,200,000            284,413                310,599                361,576               390,367               ‐                            ‐                               Transfers ‐                                50,000                 14,466                  ‐                            90,579                 33,091                 ‐                            ‐                            Total Revenues 19,429,621              18,139,317          8,090,041             8,744,612             3,092,608            3,293,480            34,947                 31,249                 

Expenditures:   Personal Services 7,371,021                7,224,087            58,758                  62,577                  1,427,397            1,533,402            ‐                            ‐                               Payroll Taxes & Benefits 3,483,047                3,244,097            121                        ‐                            662,489               649,381               ‐                            ‐                               Materials & Services  2,547,229                2,549,734            8,048,161             8,751,800             924,481               1,325,237            7,351                    9,226                       Capital Outlay 48,511                     ‐                            ‐                              ‐                            179,366               96,150                 ‐                            ‐                               Debt Service:      Principal 1,500,000                2,200,000            ‐                              ‐                            ‐                            ‐                            ‐                            ‐                                  Interest & Administrative Fees  30,938                     32,988                 ‐                              ‐                            ‐                            ‐                            ‐                            ‐                               Transfers to Other Funds 1,248,217                750,510               14,466                  ‐                            48,579                 82,815                 ‐                            ‐                            Total Expenditures 16,228,964              16,001,416          8,121,506             8,814,377             3,242,311            3,686,985            7,351                    9,226                    Revenues Over (Under) Expenditures: 3,200,657                2,137,902            (31,465)                 (69,765)                 (149,703)              (393,505)              27,597                 22,023                 Fund Balance (July 1) 2,699,370                2,171,492            ‐                              ‐                            553,868               650,932               443,785               423,663               Fund Balance (End of Month) 5,900,027$              4,309,394$           (31,465)$               (69,765)$                404,165$              257,427$              471,381$              445,686$              

Southwestern Oregon Community CollegeComparative Statement of Revenues and Expenditures ‐ All Funds

For the Period Ending April 30

General Fund Financial Aid Fund Special Projects Fund Insurance Reserve Fund

Exhibit # 8 B 2 Date May 23, 2016

7

Revenues:   State Support   Federal Support   Local Support (Taxes)   Tuition & Fees (Net of Waivers)   Interest Earnings   Other Income   Other Grant Income and Loans   TransfersTotal Revenues

Expenditures:   Personal Services   Payroll Taxes & Benefits   Materials & Services    Capital Outlay   Debt Service:      Principal      Interest & Administrative Fees    Transfers to Other FundsTotal ExpendituresRevenues Over (Under) Expenditures:Fund Balance (July 1)Fund Balance (End of Month)

FY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15

396,770$              92,151$                ‐$                            ‐$                           ‐$                           ‐$                           ‐$                           ‐$                            ‐$                            ‐$                           ‐                             ‐                            74,948                  74,546                  ‐                            ‐                            ‐                            ‐                             ‐                              ‐                             ‐                             ‐                            ‐                              ‐                            ‐                            ‐                            ‐                            ‐                             ‐                              ‐                             ‐                             ‐                            ‐                              ‐                            ‐                            ‐                            2,425,860            2,306,942             2,556                      30,026                  ‐                             ‐                            2,677                     ‐                            ‐                            ‐                            ‐                            48,913                  ‐                              ‐                             

(871)                       116,332               1,040,432             334,130                241,550               237,356               5,029,201            4,552,984             146,268                 112,390                ‐                             ‐                            ‐                              ‐                            ‐                            ‐                            ‐                            ‐                             ‐                              ‐                             

125,000                 81,360                 585,217                592,590                94,000                 105,920               417,648               ‐                             4,688                      10,882                  520,899                 289,842               1,703,274             1,001,267             335,550               343,276               7,872,709            6,908,839             153,512                 153,298                

‐                             ‐                            ‐                              ‐                            108,408               113,151               1,246,005            1,309,966             ‐                              ‐                             ‐                             ‐                            ‐                              ‐                            62,195                 69,475                 618,392               598,860                ‐                              ‐                             

115,173                 191,027               ‐                              ‐                            171,774               169,297               3,320,452            3,040,635             115,881                 109,568                408,864                 132,383               ‐                              ‐                            9,931                    ‐                            ‐                            ‐                             ‐                              ‐                             

‐                             ‐                            338,784                326,495                ‐                            ‐                            ‐                            969                        ‐                              ‐                             ‐                             ‐                            676,990                714,571                ‐                            ‐                            203,089               260,902                ‐                              ‐                             ‐                             31,360                 ‐                              ‐                            ‐                            ‐                            17,648                 ‐                             2,688                      8,882                     

524,036                 354,770               1,015,774             1,041,066             352,308               351,924               5,405,586            5,211,332             118,570                 118,450                (3,137)                   (64,928)                687,500                (39,799)                 (16,758)                (8,648)                  2,467,123            1,697,507             34,942                   34,848                  35,631                  38,211                 5,800                     5,800                     ‐                            ‐                            1,285,482            729,320                0                             0                            32,494$                (26,716)$               693,299$              (34,000)$                (16,758)$               (8,648)$                 3,752,605$           2,426,827$            34,942$                 34,848$                

Southwestern Oregon Community CollegeComparative Statement of Revenues and Expenditures ‐ All Funds

For the Period Ending April 30

Internal Service Fund Enterprise Fund Trust and Agency FundPlant Fund Debt Service Fund

Exhibit # 8 B 2 Date May 23, 2016

8

Exhibit # 8 B 3 Date May 23, 2016

Enterprise Fund Categories

Bookstore:

Materials & Supplies – general supplies, postage & shipping, credit card fees, equipment under $5,000

Purchased Services – telephone, dues, fees, maintenance contracts, equipment maintenance, software maintenance

Newmark Operations:

Payroll – custodial & maintenance staff

Purchased Services – heat, lights, water, sewage, sanitation, pest control, other contracted services, insurance

Student Housing:

Tuition/Fees – activity fees, deposit fees forfeiture, other fees (key card replacement, property damage, citations, etc.)

Sales – vending

Materials & Supplies – general supplies, postage & shipping, credit card fees, equipment under $5,000

Purchased Services – resident assistants room & board, telephone, meeting expense, heat, lights, water, sewage, sanitation, cable TV, insurance, student meal plans, copier expense

Dining Services:

Sales – Housing food sales, public food sales

Miscellaneous revenue - catering revenue

Materials & Supplies – general supplies, postage & shipping, food costs, catering supplies, equipment <$5,000

Purchased Services – water, sewage, sanitation, routine restaurant maintenance services

Conferences Other:

Revenue – athletic camps, Upward Bound housing, Korean Project housing

Payroll – Service Learning coordinator, part time temp employees

Purchased Services – laundry services, meeting expense

Conferences Projects:

Revenue – Road Scholars (Elderhostel)

Payroll – Road Scholars presenters, part time temp employees

Purchased Services – laundry services, meeting expense

Internal Services – SWOCC bus, Motor Pool, vehicle rental, printing

Oregon Coast Culinary Institute:

Sales – sale of bakery items for fund raising, Chef’s Table & other food service

Miscellaneous Revenue – American Culinary Foundation, culinary camps

Materials & Supplies – food supplies, uniforms, paper products, promotional materials, postage, class supplies, linen services, equipment <$5,000

Travel – operational, recruitment, professional development

Purchased Services – advertising, dues & fees, natural gas, heat, lights, water, sewage, sanitation, insurance, linen service, routine restaurant maintenance services, special event expenses, printing

Materials for Resale – textbooks, knife sets

Internal Services – SWOCC bus, Motor Pool, vehicle rental, printing

Neighborhood Facility: Purchased Services – insurance, heat, lights, water

9

Bookstore Newmark Center Student Housing Dining ServicesFY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15

Revenues:Tuition/Fees  ‐$                          ‐$                          ‐$                          ‐$                           75,406$                77,634$                ‐$                          ‐$                          Sales 750,339                 876,967               ‐                            ‐                             5,523                   6,874                   1,081,601            749,021              Interest ‐                             ‐                            ‐                            ‐                             ‐                            48,913                 ‐                            ‐                            Rent ‐                             ‐                            245,280               220,063               2,893,987            2,655,236            ‐                            ‐                            Miscellaneous 7,586                    2,749                   ‐                            622                       10                         294                      ‐                            ‐                            Transfer from other funds ‐                             ‐                            400,000               ‐                             ‐                            ‐                            17,648                 ‐                            

Total Revenues 757,925                 879,716               645,280               220,685               2,974,927            2,788,951            1,099,249            749,021              

Expenditures:Personnel Services 59,960                   63,186                 38,949                 34,207                  235,201               268,702               330,397               303,874              Payroll Costs/Benefits 43,414                   42,459                 22,865                 18,332                  134,213               136,779               140,493               133,306              Materials & Supplies 30,337                   34,879                 48,824                 51,794                  231,835               232,645               385,591               374,471              Travel 394                       300                      ‐                            ‐                             4,234                   3,003                   1,579                   930                     Purchased Services 10,871                   12,288                 29,968                 18,769                  1,060,396            781,004               20,078                 16,019                Materials for Resale 550,968                 595,774               ‐                            ‐                             ‐                            ‐                            ‐                            ‐                            Vehicle Rental & Internal Services 191                       278                      ‐                            ‐                             1,490                   2,960                   641                      120                     Repairs ‐                             ‐                            580                      4,816                    ‐                            ‐                            1,537                   1,271                  Student Aid Grants ‐                             ‐                            ‐                            ‐                             ‐                            ‐                            ‐                            ‐                            Bad Debt Expense ‐                             ‐                            ‐                            ‐                             ‐                            ‐                            ‐                            ‐                            Interest Expense ‐                             ‐                            35,294                 14,319                  111,198               185,540               ‐                            ‐                            Debt Service Admin ‐                             ‐                            ‐                            ‐                             1,075                   1,052                   ‐                            ‐                            Depreciation ‐                             ‐                            ‐                            ‐                             ‐                            ‐                            ‐                            ‐                            Transfers to other funds ‐                             ‐                            ‐                            ‐                             17,648                 ‐                            ‐                            ‐                            

Total Expenditures 696,135                 749,164               176,480               142,238               1,797,289            1,611,685            880,315               829,992              

Revenues over (under) Expenditures 61,790                   130,553               468,800               78,447                  1,177,638            1,177,266            218,934               (80,971)               

Beginning Fund Balance (July 1) 1,198,084              1,125,425            1,665,894            1,407,599            (196,473)             (476,903)             248,567               235,435              Ending Fund Balance (end of month) 1,259,875$           1,255,978$          2,134,694$          1,486,046$          981,165$              700,363$              467,501$              154,465$             

SOUTHWESTERN OREGON COMMUNITY COLLEGEComparative Statement of Revenues and Expenses ‐ Enterprise Funds

For the Period Ending April 30

Exhibit # 8 B 4 Date May 23, 2016

10

Revenues:Tuition/Fees SalesInterestRentMiscellaneousTransfer from other funds

Total Revenues

Expenditures:Personnel ServicesPayroll Costs/BenefitsMaterials & SuppliesTravelPurchased ServicesMaterials for ResaleVehicle Rental & Internal ServicesRepairsStudent Aid GrantsBad Debt ExpenseInterest ExpenseDebt Service AdminDepreciationTransfers to other funds

Total Expenditures

Revenues over (under) Expenditures

Beginning Fund Balance (July 1)Ending Fund Balance (end of month)

Conferences Other Conferences Projects Oregon Coast Culinary Neighborhood Facility Bldg. Totals TotalsFY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15 FY15‐16 FY14‐15

27,276$                 35,642$                73,824$                71,166$                 2,249,354$          2,122,500$          ‐$                          ‐$                           2,425,860$               2,306,942$              ‐                             ‐                            ‐                            ‐                             21,369                 27,575                 ‐                            ‐                             1,858,832                 1,660,438                ‐                             ‐                            ‐                            ‐                             ‐                            ‐                            ‐                            ‐                             ‐                                  48,913                      ‐                             ‐                            ‐                            ‐                             1,300                   1,050                   18,000                 6,000                   3,158,567                 2,882,348                ‐                             ‐                            ‐                            ‐                             4,206                   6,532                   ‐                            ‐                             11,802                       10,198                      ‐                             ‐                            ‐                            ‐                             ‐                            ‐                            ‐                            ‐                             417,648                    ‐                                 

27,276                   35,642                 73,824                 71,166                  2,276,228            2,157,657            18,000                 6,000                   7,872,709                 6,908,839                

7,931                    14,918                 11,805                 11,965                  561,763               613,114               ‐                            ‐                             1,246,005                 1,309,966                3,450                    3,115                   1,321                   1,632                    272,636               263,236               ‐                            ‐                             618,392                    598,860                   

‐                             ‐                            11,422                 8,905                    635,292               550,994               93                         3,647                   1,343,393                 1,257,333                202                       ‐                            15,534                 13,059                  43,701                 51,553                 ‐                            ‐                             65,643                       68,846                      555                       727                      2,834                   2,862                    73,756                 79,386                 2,014                   2,161                   1,200,471                 913,216                   

‐                             ‐                            ‐                            ‐                             28,004                 51,503                 ‐                            ‐                             578,973                    647,277                   ‐                             ‐                            3,818                   3,456                    14,479                 18,592                 ‐                            ‐                             20,620                       25,406                      ‐                             ‐                            ‐                            ‐                             32,174                 30,622                 ‐                            110                      34,291                       36,818                      ‐                             ‐                            ‐                            ‐                             77,061                 91,738                 ‐                            ‐                             77,061                       91,738                      ‐                             ‐                            ‐                            ‐                             ‐                            ‐                            ‐                            ‐                             ‐                                  ‐                                 ‐                             ‐                            ‐                            ‐                             50,627                 54,977                 4,571                   4,763                   201,689                    259,599                   ‐                             ‐                            ‐                            ‐                             325                      161                      ‐                            90                          1,400                         1,303                        ‐                             ‐                            ‐                            ‐                             ‐                            ‐                            ‐                            ‐                             ‐                                  ‐                                 ‐                             ‐                            ‐                            ‐                             ‐                            ‐                            ‐                            ‐                             17,648                       ‐                                 

12,137                   18,759                 46,734                 41,878                  1,789,819            1,805,876            6,678                   10,771                 5,405,586                 5,210,363                

15,139                   16,883                 27,090                 29,288                  486,410               351,781               11,322                 (4,771)                  2,467,123                 1,698,476                

82,445                   51,293                 85,303                 57,458                  (1,897,597)          (1,725,983)          99,257                 54,996                 1,285,482                 729,320                   97,584$                 68,175$                112,393$              86,746$                 (1,411,187)$         (1,374,202)$         110,580$              50,225$                3,752,605$               2,427,796$              

SOUTHWESTERN OREGON COMMUNITY COLLEGEComparative Statement of Revenues and Expenses ‐ Enterprise Funds

For the Period Ending April 30

Exhibit # 8 B 4 Date May 23, 2016

11

Exhibit # 8 C Date: May 23, 2016

Southwestern Oregon Community College District Human Resources Hiring Matrix

INFORMATION ONLY Prepared by: Matthew Gillroy, Executive Director of Human Resources Information: College Hiring Update NEW HIRES: The following staff members have been hired or moved positions since the last Board of Education meeting:

Faculty MASSC Classified

FT

PT

FT

PT

FT

PT Hope Ward - Mail & Print Services/ Bookstore Receiving Clerk GF

Tamara Burrell - Mail & Print Services/ Bookstore Receiving Clerk GF

Suzan Villers - Library Technician: Circulation GF Adam Stoneburg - Dishwasher/Dining Services Representative 20-31 EF

Alicia Mueller - Manager of Learning Resources GF Brandon McCowan - Curry Technology Support Technician GF

Information: College Recruiting Update

CURRENT OPENINGS: Faculty MASSC Classified

FT

PT

FT

PT

FT

PT

Dishwasher/Dining Services Representative 10 - 19 EF

Tenure Track Dental Assistant Instructor SP Tenure Track Computer Science/Software Development Instructor GF

Tenure Track Computer Science/CIS Instructor GF Tenure Track Administrative Office Professional Instructor SP

Tenure Track Writing Instructor (2) GF

Tenure Track Mathematics Instructor (2) GF

Tenure Track Psychology Instructor GF

Tenure Track Curry Nursing Educator GF

Tenure Track Nursing Educator (2) GF Information Resources and Instructional Librarian, Tenure Track GF

Tenure Track EMT/Paramedic Instructor GF

Motor Pool Technician EF

Healthy Families Oregon Home Visitor - Curry SP

Healthy Families Oregon Home Visitor - Coos SP

Educare Teaching Assistant (2) SP Bilingual Eligibility Screener & Community Outreach Specialist SP 12

ABE/GED Tutor Coordinator GF

Registrar GF

Executive Chef of Dining Services EF

Custodian GF Director of Disability Support Services and Retention Specialist GF

Facilities Maintenance/Custodial/Grounds GF

Curry Facilities Maintenance GF

Assistant to Dean of Students and Student Services GF

Student First Stop Center Representative GF

Grant Accounting Technician 20-31 SP

Resident Hall Director SP

Coordinator of International Student Programs SP KEY: GF=General Fund *SP=Special Projects *EF=Enterprise Fund *Contingent on funding

Southwestern is an equal opportunity employer and educator.

13

BOARD OF EDUCATION MEETING MINUTES

April 25, 2016 ATTENDANCE Board of Education/Staff (Quorum Present)

Board of Education (quorum present)Susan Anderson (Chair) * Harry Abel * Tim Bishop *

David Bridgham * Marcia Jensen * Judy May-Lopez *

Ken Messerle *

Staff/ExOfficios Patty Scott (President) * Vickie Brumit Robin Bunnell Tim Dailey * Debbie Daniels Kathy Dixon Karen Domine Mary Fields

Matthew Gilroy * Rachael Greenhaw Elise Hamner Kyle Helland Mike Herbert Bernadette Kapocias Colleen Keen Rocky Lavoie *

Deb Nicholls * Kelly Northcutt Janet Pretti (IPV) Eric Stasak * Ross Tomlin * Cody Yeager

*Also present in Executive Session.

Guests Andrea Henderson Wilson Hodge Courtney May CALL TO ORDER - Chair Susan Anderson called the session to order at 5:30 p.m. RECESS INTO EXECUTIVE SESSION - The Board recessed into Executive Session under ORS 192.660 (2) from 5:30 To 5:55 p.m.:

• (d) Labor Negotiations – Update on negotiations. • (e) Property – Update on various properties in the College’s district. • (h) Legal Rights – Update on current litigation. • (i) Personnel – Update on Curry position changes.

RECONVENE INTO OPEN SESSION- Chair Anderson reconvened the open session at 6:00 p.m.

AGENDA CHANGES - None were made.

INTRODUCTIONS Employees Exhibit # 5 - The following employees were introduced to the Board: New to College

• Mary Fields, Title III Project Director • Rachael Greenhaw, CTE Revitalization Coordinator • Debbie Daniels, Curriculum Technician • Kyle Helland, Career Pathways High School Liaison

New to Position • Colleen Keen, OCCI Student Services Representative

Student Athletes of the Month – The following student-athletes were introduced to the Board:

• Courtney May, Women’s Track & Field • Wilson Hodge, Men’s Track & Field

Exhibit # 9 A Date May 23, 2016 Approved YES NO Motion #

14

OCCA, Executive Director Andrea Henderson updated the Board on the community college budget, Measure 28, deferred maintenance, safety and security needs, student success and completion, and Free to Finish. She stated that OCCA had worked hard on the organization’s structure (by-laws, policies, and training) and added that the State’s budget forecast was down. Funding for the full capital project list will be requested. President Scott explained that universities capital projects are 100% funded, but community colleges are required to have a 50% match. Henderson stated that the match requirement was constitutional. It was noted that allowing for a collective match (between colleges) would be a way to solve the issue. Henderson clarified the Oregon Promise process and other information, noting that it originally mandated that colleges waive students’ tuition without the State paying the institutions back, but that OCCA was able to get the legislation changed and now there is no burden on the colleges. The money would come into institutions as part of students’ financial aid packages. However, it’s tied to the average community college tuition state-wide so if a college’s tuition is higher than that average there would be a gap and the student will be responsible for the gap amount. It’s a grant - a tuition waiver – NOT FREE tuition. All students that qualify will get a minimum of $1,000. BOARD DEVELOPMENT Presentations Title III – Project Director Mary Fields conducted short presentation on the Title III grant using the Prezi software briefing the Board on the following:

• Comevo – online interactive advising • Jenzabar Retention System • IT Capacity Increased (SAN and internet access) • Student Learning Spaces (Laker Learning Commons on Tioga 3rd Floor) • Livetext – assessment software and student ePortfolio • LeapFrog – e-catalog • Tutoring/Supplemental Instruction (individual or group) • Lean Audit – continuous improvement process • Course Redesign • Grant Management

BOARD REPORTS/INFORMATION Important Dates - The Board reviewed numerous upcoming events.

BOARD OPERATIONS

Board Updates – Oregon Rising – A short video was shown. Board Chair Anderson encouraged people to take the survey at oregon-rising.com and participate in community conversations and stressed the importance for K-20 to be included in those conversations.

COLLEGE REPORTS President’s Report - President Scott briefed the Board on:

• Health and Science Technology Building – Progress update. • Hyejeon College Visit – Future potential exchanges between the two colleges as well as a joint degree. • Student Success Consortium – Southwestern has been assisting Tillamook Bay Community College (TBCC)

with Integrated Technologies (IT) and Institutional Research (IR) services. TBCC President Connie Green inquired as to what she could do for Southwestern in appreciation for the assistance provided. For the assistance, TBCC is donating $20,000 to the SWOCC Foundation for the establishment of a Rural Technologies Endowment.

• Accreditation Report – Hardcopies are available and a link will be provided.

15

Financial Reports, Exhibits # 9 B 1 – 4 - Copies of the financial reports were included in the meeting materials and Business Officer Kathy Dixon briefed the Board on the reports. CONSENT AGENDA, Exhibit # 10 A - Copies of the item were included in the meeting materials.

M04/16-1 Marcia Jensen’s motion to approve the Consent Agenda, as presented, was seconded by Ken Messerle. BE IT RESOLVED, that the Board of Education of Southwestern Oregon Community College District

approved the meeting minutes dated March 28, 2016, Exhibit # 10 A.

OLD BUSINESS Insurance Agent of Record – Copies of the resolution were included in the meeting materials. Harry Abel declared a conflict of interest and abstained from discussions and voting.

M04/16-2 Marcia Jensen’s motion to appoint Abel Insurance Company as the College Insurance Agent of Record for an initial three-year contract was seconded by Tim Bishop. Upon call for the vote, the MOTION PASSED with six affirmative votes (Anderson, Bishop, Bridgham, Jensen, May-Lopez, Messerle) and one abstention (Abel).

PUBLIC COMMENT – None was heard. NEW BUSINESS – None was presented. EX-OFFICIO WRITTEN REPORTS - Copies of the following report were included in the meeting materials:

• Foundation, Exhibit # 14 A

EXECUTIVE TEAM REPORTS - Copies of the following reports were included in the meeting materials. • Administrative Services, Exhibit # 15 B • Instructional Services, Exhibit # 15 C • Integrated Technology Services, Exhibit # 15 D • Human Resources Hiring Matrix, Exhibit # 15 E

LETTER OF COMMENDATION – The Board requested that a Letter of Commendation be sent to Robin Bunnell for her IR services to Tillamook Bay CC.

OTHER

Vice President Eric Stasak shared that the new transits would be delivered soon and noted that the lease arrangements were approximately $1,500 more a year than originally anticipated.

Seismic Grants – SWOCC received two; Lane CC received one.

CORRESPONDENCE - No correspondence was presented.

ADJOURNMENT - Chair Anderson adjourned the meeting at 7:20 p.m.

Respectfully submitted,

Susan Anderson, Board Chair Patty Scott, Clerk

Deb Nicholls, Recording Secretary

Southwestern Oregon Community College does not discriminate on the basis of race, color, gender, sexual orientation, marital status, religion, national origin, age, disability status, gender identity, or protected veterans in employment,

education, or activities as set forth in compliance with federal and state statutes and regulations.

16

Exhibit # 12 A Date May 23, 2016 APPROVED YES NO

MOTION #

Southwestern Oregon Community College District Board of Education

Prepared by: Kathy Dixon, Executive Director of Business Services ACTION UNDER CONSIDERATION Approve the following budget category increases and transfers. DISCUSSION / HISTORY The College budget was adopted with the following appropriation categories by fund: Personal Services, Materials & Services, Debt Service, Capital Outlay, Transfers, and Contingency. The budget was also adopted with Resources and Requirements limits per fund group. Unforeseen operational circumstances may require the transfer of appropriations between budget categories and fund groups. Typically budget appropriation category transfers and inter-fund transfers are presented to the Board of Education during a fiscal year. Oregon Revised Statutes state that “transfers between appropriation categories and funds may be made when authorized by official resolution or ordinance of the governing body,” per ORS 294.463(1) and (3).

1. General Fund and Debt Service The Board of Education and the Board of Southwestern Oregon Community College Foundation approved a revision to the loan payment schedule between the two entities on June 11, 2015. The revision requires one-half of the Foundation Director’s salary and benefits to be paid by the College and applied to the loan until it is paid off.

General Fund: The Transfers appropriation would be exceeded if the transfer occurs without the appropriation increase. The Personnel Services appropriation has excess budget capacity. There is not budget impact from moving appropriation from Personnel Services to Transfers.

Debt Service: The Debt Service appropriation would be over expended if the debt service payment occurs without the appropriation.

2. Debt Service The Board of Education approved a lease agreement during the September 2015 Board of Education meeting to pay approximately $80,000 over four years for two 15-passenger vehicles. The first debt service payment for this purchase was not included in the 2015-2016 Adopted Budget.

Debt Service: The Debt Service appropriation would be over expended if the debt service payment occurs without the appropriation.

3. Special Project Funds State and Federal Grant Addendums changed spending from Personnel Services and Capital Outlay to Materials and Services outside the college’s control and therefore, resources were spent in different budget categories than what was anticipated in the 2015-2016 Adopted Budget.

Special Projects Fund: The Materials and Services appropriation would be exceeded if the appropriation is not increased. The Personnel Services and Capital Outlay appropriations have excess budget capacity. There is no net budget impact from moving appropriation from Personnel Services and Capital Outlay to Materials and Services.

17

OPTIONS / ANALYSIS

1. Approve the budget category increases and transfers.

2. Reject the budget category increases and transfers. This may result in a violation of Oregon Budget Law at fiscal year-end. According to ORS 294.100 “Any public official who expends any public moneys in excess of the amounts or for any other or different purpose than authorized by law shall be civilly liable for the return of the money by suit of the district attorney of the district in which the offense is committed, or at the suit of any taxpayer of such district, if the expenditure constitutes malfeasance in office or willful or wanton neglect of duty.”

TIMING The Special Projects Material and Services must be increased prior to expenditures to avoid exceeding budget capacity. Delay may result in budget law violations. The General Fund Transfer and Debt Service appropriations must be increased prior to the General Fund transfer to the Debt Service Fund and prior to debt service payments from the Debt Service Fund to avoid exceeding budget capacity. Delay may result in budget law violations. BUDGET IMPACT The General Fund appropriation transfer is between budget categories. There is no net impact on the General Fund budget. Resources (Transfers from Other Funds) and Requirements (Debt Service) will both be increased in the Debt Service Fund. The Special Projects appropriation transfer is between budget categories. There is no net impact on the Special Projects Fund budget. RECOMMENDATION BE IT RESOLVED, that the Board of Education, Southwestern Oregon Community College District, by resolution, approves the budget modification as stated herein.

Fiscal Year 2015-16 Budget Resolution Adjustments

Budget Category

General Fund

Personnel Services:

Decrease

50,000

Transfers to Other Funds:

Increase

50,000

Total 0

Budget Category

Debt Service Fund

Debt Services:

Increase

55,386

Transfers from Other Funds:

Increase

55,386

Total 0

Budget Category

Special Project Fund

Personnel Services:

Decrease

100,000

Materials & Services

Increase

400,000

Capital Outlay

Decrease

300,000

Total 0

Southwestern is an equal opportunity employer and educator.

18

BOARD POLICY

BP: 4055 NON-REIMBURSABLE CLASSES The Board expects revenue and expenses of non-reimbursable course offerings to remain in balance. Non-Reimbursable classes are important in contributing to the lifelong educational and cultural needs of our students and communities. They are differentiated from the State reimbursable adult continuing education courses in the Oregon Community College Adult Continuing Education (ACE) Catalog. They are considered recreation and hobby courses and do not receive state funding. Non-reimbursable classes are non-credit and offered on a cost-recovery/self-support through local and student fees.

END OF POLICY Legal Reference(s): ORS 341.290(2) OAR 589-006-0050 (23), (44) OAR 589-006-400

DATE OF ADOPTION: 04/25/11 DATE(S) OF REVISION(S): DATE OF LAST REVIEW:

RECOMMEND REMOVAL – POSSIBLE MOVE TO ADMINISTRATIVE POLICY/PROCEDURE (APP)

19

BOARD POLICY

BP: 4060 CHARTER SCHOOLS The College mission does not include the sponsorship of public charter schools. END OF POLICY Legal Reference(s): ORS 338

DATE OF ADOPTION: 02/27/12 DATE(S) OF REVISION(S): DATE OF LAST REVIEW:

20

BOARD POLICY

BP: 5010 SAFETY PROGRAM It is the policy of the Board of Education Southwestern Oregon Community College District that deems safety and accident prevention to will be a primary consideration in any College activity. It is the College's responsibility to provide a safe environment and to employ and train a safety conscious staff. It is the staff's responsibility to perform duties in a safe manner in compliance with safety rules and practices. Safety rules and procedures shall be developed by the College administration and distributed to College staff. The College shall appoint a Safety Officer and the College shall establish a Safety Committee to bring employees and management together in a non-adversarial, cooperative effort to promote safety and health in each workplace. END OF POLICY Legal Reference(s): ORS 329.095 ORS 654.003 -.022 OAR 437-001-0760 OAR 437-002-0020 to -0081 OAR 437-002-0100, -0140,-0144,-0145

OAR 437-002-0180 to -0182 OAR 437-002-0260 to -0268 OAR 437-002-0360, -0368, -0377, -0390, -0391 OAR 581-022-0606, -1420

OR-OSHA Admin Order 28-1990

Administrative Policies and Procedures: 4.000 (retired on 12/05/12)

DATE OF ADOPTION: 04/25/11 DATE(S) OF REVISION(S): DATE OF LAST REVIEW:

21

BOARD POLICY

BP: 5011 INTEGRATED PEST MANAGEMENT To ensure the health and safety concerns of student, staff and community members, the Board of Education shall adopt an integrated pest management plan (IPM) which emphasizes the least possible risk to students, staff and community members and shall adopt a list of low-impact pesticides for use with the IPM plan. The plan adopted by the Board shall identify plan coordinator responsibilities including; (1) Giving notices under ORS 634.740; (2) Retaining pesticide application records under ORS 634.750;

(3) Providing a process for responding to inquiries and complaints about noncompliance with the integrated pest management plan; and

(4) Conducting outreach to the college community about the College’s integrated pest management plan. The President shall designate the Director of Facilities Services as the Integrated Pest Management Plan Coordinator giving them the authority for overall implementation and evaluation of the IPM plan. END OF POLICY Legal Reference(s): ORS 634.700 et al SB 637 (2009)

DATE OF ADOPTION: 09/24/12 DATE(S) OF REVISION(S): DATE OF LAST REVIEW:

22

BOARD POLICY

BP: 5015 EMERGENCY CLOSURES In case of hazardous or emergency conditions, the President or designee may alter class schedules as are appropriate to the particular condition. Such alterations include closure of all departments, closure of selected departments, delayed openings and early closure. The President or designee will develop and maintain such plans and procedures as are necessary. At the beginning of each academic year, students and staff will be informed of the procedures used to notify them in case of an emergency closure. END OF POLICY Legal Reference(s): OAR 437-002-0360 OAR 437-002-0377 Administrative Policies and Procedures: 6.3.038 (retired on 12/05/12)

DATE OF ADOPTION: 04/25/11

DATE(S) OF REVISION(S): DATE OF LAST REVIEW:

23

BOARD POLICY

BP: 5020 CAMPUS SECURITY SECURITY AND ACCESS The Board of Education seeks to provide an atmosphere of openness for the encouragement of collegiate activity at College-controlled facilities. This must be balanced by controls on access which are designed to promote security in College facilities. The College is committed to working with community agencies to reduce the opportunity for criminal/antisocial activities and providing a safe and secure environment for staff and students. Campus Security shall be primarily responsible for carrying out the mandates of the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. THE FOLLOWING SHOULD BE INCORPORATED INTO AN APP: Reporting of a Crime or Other Emergency College personnel shall cooperate fully with local, state and federal law enforcement agencies as they seek to protect life and property, to prevent anti-social behavior, and to preserve a secure environment in the locations where students reside on campus, classes are held, and offices are located. It is the responsibility of students and staff to report all crimes, even those considered minor, to the Campus Security Department. All suspicious activity and other emergencies should be reported to the Campus Security Department or another administrator as promptly as possible. The President shall develop Administrative Policies and Procedures necessary to implement this policy and to meet the requirements of the law. END OF POLICY Legal Reference(s): OAR 437-002-0020 to -0033 OAR 437-002-0040 to -0043 OAR 437-002-0060 to -0075 Administrative Policies and Procedures: 5.021 5.020 DATE OF ADOPTION: 04/25/11

DATE(S) OF REVISION(S): DATE OF LAST REVIEW:

24

BOARD POLICY

BP: 5025 INSURANCE PROGRAMS The Board of Education selects the College’s Insurance Agent of Record through a Request for Proposal (RFP) process conducted by the Vice President of Administrative Services. All College insurance coverage shall be written by a company that meets industry standards with an acceptable Best’s Key Rating. THE FOLLOWING SHOULD BE INCORPORATED INTO AN APP: The Vice President of Administrative Services will select a company with a financial size category adequate to ensure surplus resources to protect the College’s assets. Insurance may also be written by any fully insured, partially insured, or self-insured pool or trust that is able to demonstrate satisfactory financial stability as determined by Oregon law. The property deductible for building and equipment insurance will be determined by the Vice President of Administrative Services to provide the best value for the College consistent with adequate protection from unanticipated expenditures. General and personal liability insurance including wrongful acts, will cover Board members and employees while acting in their official capacity. All eligible employees will be covered by an honesty bond and/or crime coverage with a $100,000 limit. The College will provide liability coverage for all College-owned or leased vehicles. The College may establish and provide the opportunity for students to purchase student accident insurance. The College may choose to carry student accident insurance other than liability insurance. The College will not be liable for theft and damage of personal property of students when there is no negligence on the part of the College. Additionally, the College will not be liable for theft and damage of personal property of staff. END OF POLICY Legal Reference(s): ORS 30.260 - .300 ORS 278.005 - .215 Administrative Policies and Procedures: 2.018 3.020

DATE OF ADOPTION: 04/25/11 DATE(S) OF REVISION(S): DATE OF LAST REVIEW:

25

Southwestern is an equal opportunity employer and educator

Exhibit # 12 B Date May 23, 2016 APPROVED YES NO

MOTION #

Southwestern Oregon Community College District

Board of Education Prepared by: Ross Tomlin, Vice President of Instruction ACTION UNDER CONSIDERATION Accept a CTE Revitalization grant in the amount of $418,488 from the South Coast Education Service District in accordance with Administrative Policy #6070, External Funding, Grants and Contracts and authorizes the adjustments to the Special Project Fund budget. DISCUSSION / HISTORY In Coos and Curry County, there is a dire need for skilled health workers, with the overall 10- year job growth rate projected to be 11%. The good news is that we have an untapped resource right in our own community of intelligent, willing students at our local high schools, dedicated teachers with a strong desire to see student’s become college and career ready and committed healthcare leaders that want to see our students stay in this community and see our workforce grow. This project will train existing educators in the 10 local school districts to offer a two-year healthcare career curriculum to a demographically diverse body of high school students on the South Coast. In its first year, the program will enroll at least 48 students. This evidence-based curriculum, including extended internships, will give students a foundation in the healthcare field, support candidates to move into advanced training programs and ultimately into rewarding healthcare careers. The innovative program improves on SWOCC’s current healthcare education programs and develops a pathway for students within the K-12 districts to access education and training in those healthcare systems. The centralized teacher training with a curriculum developed by Southwestern Oregon Community College will foster a comprehensive and rigorous, uniform approach in all participating schools. The teachers in each high school will be provided assistance throughout the implementation process by the regional support team, healthcare instructor and healthcare coordinator.

The program will also be integrated into the post-high-school academic environment because it will offer students the possibility of earning dual credit at SWOCC through articulating coursework. These dual credit courses allow a student who transitions to SWOCC or other university programs to enter the program having some of the pre-requisites or initial certificate course work already completed. There will be 11 courses included in the certificate. All 11 required courses will be offered through the Accelerated Learning program between SWOCC and the area high schools. TIMING This grant budget period begins March 30, 2016 and ends June 30, 2017.

26

Southwestern is an equal opportunity employer and educator

BUDGET IMPACT There is no impact to the general fund budget. RECOMMENDATION BE IT RESOLVED, that the Board of Education of Southwestern Oregon Community College District accepts the CTE Revitalization grant for the South Coast Healthcare Pathway Program (Basic Allied Health Career Pathways Certificate) in the amount of $418,488 from the South Coast Education Service District in accordance with Administrative Policy #6070, External Funding, Grants and Contracts and authorizes the adjustments to the Special Project Fund budget.

27