Mott Community College Board of Trustees Regular Meeting Monday, August 22, 2016 Room 1301 Regional Technology Center AGENDA The mission of Mott Community College is to provide high quality, accessible, and affordable educational opportunities and services that cultivate student success and individual development and improve the overall quality of life in a multicultural community.
333 I. CALL TO ORDER Board of Trustees Charles Stewart Mott Community College Regular Meeting, August 22, 2016 Volume 46 AGENDA II. III. IV. ADDITIONS TO THE AGENDA ADOPTION OF THE AGENDA SPECIAL PRESENTATIONS Mott Millage Renewal Election Update Institutional Advancement Goals and Plan 2016-2017 - Dale Weighill, Associate Vice President, Institutional Advancement Diversion Program Second Chance Pell - Dr. Amy Fugate, Vice President, Academic Affairs - Robert Matthews, Associate Vice President, Workforce and Career Development V. COMMUNICATIONS VI. VII. VIII. COMMENTS FROM THE PUBLIC APPROVAL OF MINUTES Approval of Regular Meeting Minutes of June 27, 2016 274-274i INFORMATIONAL REPORTS Acceptance of Standing Board Committee Reports: 1. Personnel (Joseph, Norwood, Turner) 2. Finance/Audit (Koegel, Freeman, Snell) Other Reports: 1. 2016 Goals & Objectives Committee (Turner, Croudy, Freeman) 2. MCCA Trustee Institute and Summer Workshop IX. UNFINISHED BUSINESS X. NEW BUSINESS Consent Agenda 1.86 Treasurer s Report for July 2016 335-339
334 Individual Items 1.87 Approval of Michigan Department of Education Civil Rights 340-349 Compliance Plan 1.88 Kearsley Park Softball Field Restrooms & Concession Area 350-351 Purchase Award 1.89 Fire Alarm Upgrades Purchase Award 352-353 1.90 Amendment to Board Policy 1370 (Board Recognitions) 354 First Reading XI. XII. XIII. ADMINISTRATIVE ITEMS President s Report 355 MISCELLANEOUS BUSINESS Comments from Board Members EXECUTIVE SESSION ADJOURNMENT
335 FOR ACTION 1.86 Treasurer s Report for July 2016 This resolution is recommended. Be it Resolved, That Board of Trustees Charles Stewart Mott Community College Regular Meeting, August 22, 2016 Volume 46 The Charles Stewart Mott Community College Board of Trustees Receives the financial report of the College for the month of July 2016 as presented by the Administration. Reviewed and Submitted by: Date: August 22, 2016 Lawrence A. Gawthrop Chief Financial Officer Board Policy Statement Reference: 3100 Budget Adoption General: The annual budget represents the programmatic direction and vision of the College. It is also designed to meet both the legal requirements and needs of the College.
336 Summary of Expenditures: July Treasurer s Report Larry Gawthrop, CPA Chief Financial Officer August 22, 2016 Month of July s Spending: General Fund: $ 2,608,950 All Other Funds: $ 1,575,463 Total: $ 4,184,413 Comments on General Fund Financial Statements: Statement of Revenues, Expenditures and Changes in Net Assets In summary, total revenues for the one month ended July 31, were approximately $10.8 million, representing 14.9% of the annual budget, 0.9% lower than a year ago. The most significant change is in Tuition and fees which is discussed further below. Expenditures for the one month ended was $4.6 million, which represents 6.3% of the annual budget, compared to $4.2 million and 5.8%, one year ago. Revenues Tuition and fees revenues are $10.3 million, $844 thousand less than last year and 32.3% of the budget, down from 33.6% a year ago. This is due to the decline in enrollment and any required adjustments to the initial projection will be made in the February amended budget. Property taxes collected are roughly $347 thousand. The amount budgeted is $17.8 million, $134 thousand or roughly 1% more than the 2015-2016 fiscal year and is based on final taxable value figures provided by the Genesee County Equalization Department. State appropriations payments for FY 2016-17 are paid in eleven monthly installments starting in October. The total budgeted amount for the current fiscal year is $16.3 million or $262 thousand more than last year excluding the UAAL stabilization pass-through.
337 Expenditures Salaries and Wages are roughly $1.1 million, or 3.1% of the annual budget, compared to $1.3 million and 3.7% a year ago. Fringe Benefits are at $776 thousand, or 4.9% of the budgeted amount compared to $789 thousand and 4.9% of the budget one year ago. Other Expenditures The variances in the Utilities and insurance area for July are a result of a timing difference in an insurance payment compared to last year. In Operations/communications there was an increase in the Ellucian license fee and a new Amerinet license related to desktop security. For Transfers there was budgeted increase in the transfer to the 78 Fund for planned capital savings. Balance Sheet Total Assets are at approximately $21.7 million, up $115 thousand from last July. The largest differences are a $2.9 million increase in Cash and cash equivalents, a $1.9 million decrease in Due from/(to) other funds, a $502 thousand timing difference on clearing of Prepaid expenses and other assets, and a $428 thousand decrease in Accounts receivable directly attributable to lower enrollment and change in allowance. Due to/due from Other Funds result from the College maintaining one checking account for all of its funds; deposits and disbursements. This necessitates the shortterm loaning or borrowing between the funds throughout the year depending on which funds revenue or expenditures are being deposited or paid out. Each month the accounting department clears these due to s and due from s respectively assigning the activity to the proper fund. However, significant activity can occur after these transfers are completed, causing large variances when compared to the previous period. At roughly $6.5 million, Total Liabilities are up $651 thousand from the prior year. The most significant changes were voucher timing difference increases in Accounts payable and health insurance invoices in Accrued payroll and liabilities. Comments on spending from other funds: Of the roughly $1.6 million expended in the other funds, $178 thousand was out of the Maintenance and Replacement and Bond funds and the remaining $2.42 million out of the Agency, Scholarships, and Federal Grants, for grant activities and student scholarships.
338 Mott Community College General Fund Statement of Revenues, Expenditures and Changes in Net Assets - Modified Accrual For the 1 Months Ended July 31, 2016 With Comparative Totals at July 31, 2015 Revenues: FY 2015-2016 Budget YTD Actuals as of 07/31/16 YTD Actuals as of 07/31/15 Actual to Actual $ Change Actual to Actual % Change Tuition and fees $ 31,845,403 $ 10,291,446 $ 11,135,793 $ (844,347) -7.58% Property taxes 17,797,093 347,290 289,306 57,984 20.04% State appropriations 16,275,955 - - - 0.00% State appropriations - UAAL Passthrough 3,148,057 - - - 0.00% Ballenger trust 1,822,514 150,686 161,612 (10,926) -6.76% Grants and other 1,842,007 38,817 25,084 13,733 54.75% Total revenues 72,731,029 10,828,239 11,611,795 (783,556) -6.75% Expenditures: Salaries and wages 35,609,588 1,118,115 1,341,963 223,848 16.68% Fringe benefits 15,987,284 776,453 789,641 13,188 1.67% Fringe benefits - UAAL Passthrough 3,148,057 - - - 0.00% Contracted services 5,736,037 101,117 164,448 63,331 38.51% Materials and supplies 2,253,483 33,403 83,322 49,919 59.91% Facilities rent 186,000 13,494 29,488 15,994 54.24% Utilities and insurance 2,778,350 456,052 197,692 (258,360) -130.69% Operations/communications 4,706,913 754,693 605,925 (148,768) -24.55% Transfers out 1,946,000 1,297,000 1,029,930 (267,070) 0.00% Equipment and Improvements 127,206 1,495 - (1,495) 100.00% Total expenditures 72,478,918 4,551,822 4,242,409 (309,413) -7.29% Net increase/(decrease) in net assets 252,111 6,276,417 7,369,386 (1,092,969) -14.83%
339 Mott Community College General Fund Balance Sheet - Modified Accrual July 31, 2016 With Comparative Totals at July 31, 2015 As of As of July 31 July 31 $ 2016 2015 Change Assets Current Assets Cash and cash equivalents $ 10,166,936 $ 7,199,325 $ 2,967,611 Due from other funds 187,738 2,159,154 (1,971,416) Accounts receivable - net of allowance for uncollectible accounts ($4,939,027 for 2016 and $4,529,594 for 2015) 9,201,565 9,629,875 (428,310) Inventories 56,540 74,972 (18,432) Prepaid expenses and other assets 377,200 880,164 (502,964) Total Assets $ 21,721,773 $ 21,607,111 $ 114,662 Liabilities and Net Assets Current Liabilities Accounts payable $ 2,028,762 $ 1,613,540 $ 415,222 Accrued payroll and related liabilities 2,200,035 1,660,883 539,152 Deposits held for others 12,137 12,457 (320) Unearned revenue - - - Other accrued liabilities 169,125 177,218 (8,093) Total Current Liabilities 4,410,059 3,464,098 945,961 Accrued termination pay 2,092,111 2,386,762 (294,651) Total Liabilities 6,502,170 5,850,860 651,310 Net Assets Unrestricted 15,219,603 15,756,251 (536,648) Total Net Assets 15,219,603 15,756,251 (536,648) Total Liabilities and Net Assets $ 21,721,773 $ 21,607,111 $ 114,662
340 FOR ACTION Board of Trustees Charles Stewart Mott Community College Regular Meeting, August 22, 2016 Volume 46 1.87 Approval of Michigan Department of Education Civil Rights Compliance Plan On September 9-10, 2015, the Michigan Department of Education Office of Career and Technical Education, as part of their Civil Rights Compliance Program, conducted a review of Mott Community College, focusing on the policies, procedures, and accessibility to programs and services provided by the College. Following the conclusion of the review, a Civil Rights Compliance Plan was submitted to the Department, receiving approval, pending formal approval by the Board of Trustees. On the basis of the preceding information, the following resolution is recommended. Be it Resolved, That The Charles Stewart Mott Community College Board of Trustees Adopts the Civil Rights Compliance Plan, as detailed on pages 341-349, submitted to the Michigan Department of Education Office of Career and Technical Education, which constitutes the basis for identifying, preventing and remedying discrimination in education programs pursuant to Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act of 1990, and the Age Discrimination Act of 1975. Reviewed and Submitted by: Beverly Walker-Griffea President Date: August 22, 2016.
341
342
343
344
345
346
347
348
349
350 FOR ACTION Board of Trustees Charles Stewart Mott Community College Regular Meeting, August 22, 2016 Volume 46 1.88 Kearsley Park Softball Field Restrooms & Concession Area Purchase Award Mott Community College is planning to construct a two-story structure at the Kearsley Park Softball Field at 1700 Kearsley Park Boulevard which will contain new public restrooms, storage rooms, a concession facility and a scoring booth. This project is being completed as part of our on-going commitment to comply with federal Title IX requirements as documented in Title IX of the Education Amendments of 1972, 20 U.S.C. A 1681 Et. Seq. A public request for proposals was posted to www.bid4michigan.com on June 20, 2016. Two proposals were received on July 7, 2016. After evaluation of the proposals and on the basis of the preceding information, the following resolution is recommended. Be it Resolved, That The Charles Stewart Mott Community College Board of Trustees Authorizes the Administration to award the construction for the Kearsley Park Softball Field Restrooms & Concession Area to Sorensen Gross, 3407 Torrey Road, Flint, Michigan, 48507 in the amount of $226,000.00 [two hundred twenty-six thousand dollars and zero cents]. Reviewed and Submitted by: Date: August 22, 2016 Lawrence A. Gawthrop Chief Financial Officer Board Policy Statement Reference: 4410 Purchasing General: Purchases should be based on quality and price. Qualified vendors should have the opportunity to bid on College purchases. This policy is established to ensure that sound business practices are followed in the purchase of furnishings, equipment, materials, goods and supplies.
351 Contract for Kearsley Park Softball Field Restrooms & Concession Area ITB Results July 7, 2016 Vendor Sorensen Gross 3407 Torrey Road Flint, MI 48507 Case Construction 6235 Corunna Road Flint, MI 48532 Bid $ 226,000 $ 289,000
352 FOR ACTION 1.89 Fire Alarm Upgrades Purchase Award Board of Trustees Charles Stewart Mott Community College Regular Meeting, August 22, 2016 Volume 46 Mott Community College is planning to replace the existing fire alarm systems in three buildings on the Flint campus: Gorman Science Building, Curtice-Mott Complex, and Mott Memorial Building. This project is the first phase of a fire alarm upgrade and replacement program for the entire college. This upgrade will enhance the safety of the students, employees and visitors to MCC facilities. A public request for proposals was posted to www.bid4michigan.com on July 8, 2016. Three proposals were received on July 28, 2016. After evaluation of the proposals and on the basis of the preceding information, the following resolution is recommended. Be it Resolved, That The Charles Stewart Mott Community College Board of Trustees Authorizes the Administration to award the project for Fire Alarm Upgrades to Great Lakes Power & Lighting, 9646 26 Mile Road, Casco, Michigan, 48064 in the amount of $494,000.00 [four hundred ninety-four thousand dollars and zero cents]. Reviewed and Submitted by: Date: August 22, 2016 Lawrence A. Gawthrop Chief Financial Officer Board Policy Statement Reference: 4410 Purchasing General: Purchases should be based on quality and price. Qualified vendors should have the opportunity to bid on College purchases. This policy is established to ensure that sound business practices are followed in the purchase of furnishings, equipment, materials, goods and supplies.
353 Contract for Fire Alarm Upgrades ITB Results July 28, 2016 Vendor Great Lakes Power & Lighting 9646 26 Mile Rd Casco, MI 48064 Walker Electric, Inc. 3725 S Saginaw St Ste 105 Flint, MI 48504 J Perez Construction, Inc. 2232 Davison Rd Flint, MI 48506 Bid $ 494,000 $ 695,445 $ 732,110
354 FIRST READING Board of Trustees Charles Stewart Mott Community College Regular Meeting, August 22, 2016 Volume 46 1.90 Amendment to Board Policy 1370 (Board Recognitions) Board Policy 1370 states that at the conclusion of a Trustee's tenure as a member of the Board, he/she will be recognized for his/her service by the awarding of an appropriate honorary Associate degree from the College during the regular Board meeting in December. Currently, the Board does not hold a regular meeting in December. In addition, the policy, as currently written, does not provide for flexibility based on the outgoing Trustee s schedule or other potential circumstances. On the basis of the preceding information, the following resolution is recommended. Be it Resolved, That The Charles Stewart Mott Community College Board of Trustees Amends Board Policy 1370 (Board Recognitions) to read as follows (amendment denoted via strikethrough): 1370 Board Recognitions At the conclusion of a Trustee s tenure as a member of the Board, he/she will be recognized for his/her service by the awarding of an appropriate honorary Associate degree from the College during the regular Board meeting in December. Reviewed and Submitted by: Michael Simon Assistant Secretary Date: August 22, 2016 Board Policy Statement Reference: 1800 Policy Development General: The Board shall review its policies and shall delete, amend, and supplement existing policies, and/or adopt new policies, as necessary.
355 President s Report Regular Board of Trustees Meeting August 22, 2016 1. Executive Summary 2. Introduction of New Hires 3. Upcoming Dates: ***** September 21, 2016 September 26, 2016 October 5-8, 2016 October 19, 2016 October 20-21, 2016 October 24, 2016 November 21, 2016 November 28, 2016 December 19, 2016 Finance/Audit Committee, 12 p.m., CM1019 Personnel Committee, 4 p.m., CM1019 Board Dinner, 5:00 p.m., RTC1403 Committee of the Whole, 6:30 p.m., RTC1301 Board Meeting, 7:30 p.m., RTC1301 ACCT Leadership Congress, New Orleans Finance/Audit Committee, 12 p.m., CM1019 Personnel Committee, 4 p.m., CM1019 MCCA Autumn Board of Directors Meeting, Grand Rapids Community College Board Dinner, 5:00 p.m., RTC1403 Committee of the Whole, 6:30 p.m., RTC1301 Board Meeting, 7:30 p.m., RTC1301 Finance/Audit Committee, 12 p.m., CM1019 Personnel Committee, 4 p.m., CM1019 Board Dinner, 5:00 p.m., Northern Tier Center Committee of the Whole, 6:30 p.m., Northern Tier Center Board Meeting, 7:30 p.m., Northern Tier Center Special Committee of the Whole (Board Retreat), TBD