BOARD OF TRUSTEES Regular Board Meeting Thursday, November 9, :00 p.m. Allene Strain Community Room Of the Doss Student Center

Transcription

1 BOARD OF TRUSTEES Regular Board Meeting Thursday, November 9, :00 p.m. Allene Strain Community Room Of the Doss Student Center

2 WEATHERFORD COLLEGE BOARD OF TRUSTEES November 9, p.m. AGENDA A meeting of the Board of Trustees of Weatherford College will be held on Thursday November 9, 2017 beginning at 2 p.m. in the Allene Strain Community Room of the Doss Student Center, located at 225 College Park Drive, Weatherford, Texas, to consider and act on the following agenda: 1. Call to Order, Invocation and Pledge of Allegiance 2. Open Forum for Individuals Not on the Agenda 3. President s Report: a. Recognitions b. Employee Notices 4. Consent Agenda and Financial Reports a. Approval of October 12, 2017 Board Meeting Minutes b. Financial Reports Ending October 31, 2017 c. #RFP Renewal #4 of Sealed Proposals for Commercial Charter Bus Services 5. Consideration and Possible Action: Annual Review of Policy CAK Local: Appropriations and Revenue Sources-- Investments 6. Reports: a. Strategic Plan Update b. Equities in Athletics Report 7. Future Agenda Items or Meetings: a Financial Audit b. Weatherford Campus Traffic Safety Plan 8. Announcements 9. Closed Session: a. Consult with College Attorney, in Accordance with Government Code b. Deliberate Real Property in Accordance with Government Code c. Deliberate the Appointment, Employment, Evaluation, Reassignment, Duties, Discipline, or Dismissal of a Public Officer or Employee, in Accordance with Government Code Consideration and Possible Action: Presidential Search Firm Selection 11. Consideration and Possible Action: Water and Wastewater Easement to the City of Weatherford 12. Consideration and Possible Action: Temporary Easement to Aledo ISD 13. Adjourn

3 Open Forum for Individuals Not on Agenda

4 President s Report Recognitions Enrollment Update

5 Weatherford College Board of Trustees Consent Agenda DATE: November 9, 2017 AGENDA ITEM #4.a. SUBJECT: October 12, 2017 Board Meeting Minutes INFORMATION AND DISCUSSION: None RECOMMENDATION: That the Board of Trustees approves the minutes as presented. ATTACHMENTS: Minutes from the October 12, 2017 board meeting. SUBMITTED BY: Theresa Hutchison, Executive Assistant to the President

6 WEATHERFORD COLLEGE BOARD OF TRUSTEES MINUTES OF REGULAR MEETING October 12, 2017 The Weatherford College Board of Trustees met in regular session at 2:00 p.m., Thursday, October 12, 2017, in the Allene Strain Community Room of the Doss Student Center. Vice Chair Sue Coody called the meeting to order. Other trustees present were Dr. Trev Dixon, Roger Grizzard and Lela Morris. Elaine Carter, Judy McAnally and Mac Smith were absent. Several WC employees and members of the community were in attendance. Roger Grizzard was sworn in for Place 4 on the Weatherford College Board of Trustees. Brent Baker gave the invocation, and the Pledge of Allegiance was recited. No one spoke in open forum. Call to Order, Invocation, and Pledge of Allegiance; Swearing-in Ceremony for Newly Appointed Board Member Open Forum Recognitions. Interim President Brent Baker recognized the following: o John Turntine and Linda Hutton for the creation of a program that assists students who are in need of food and other basic items. Mr. Baker outlined how the college and the WC Foundation are responding to help students identified by Mr. Turntine and Mrs. Hutton. o The Social Science Department for creating the Kent Miller Lecture Series. o Dr. and Mrs. Sumant Kumar for their generous donation of stock to their scholarship fund, which has now surpassed over $100,000 for allied health Students. o The Texas Association of Community Colleges for helping to aid Texas college students affected by Hurricane Harvey through the Harvey Help Fund. Consent Agenda President s Report The minutes from the Board of Trustees meetings on September 14, 2017 and October 5, 2017 were presented and reviewed. Minutes Attached. The cash balance as of September 30, 2017 is $32,619, This is an increase of $2,327, from the September 30, 2016 balance. The operating statement at September 30, 2017 indicates that total revenues collected are $11,252,521 or 23.35% of budget. Total expenditures are Minutes Financial Reports

7 October 12, 2017 Page 2 $7,794,860 or 16.17% of budget. Attached are the Cash Balance Report and Operating Statements at September 30, A list of recommended obsolete and surplus items to be placed for sale in an online auction with Lone Star Auctioneers through the TASB Buyboard contract was presented in the board packet (attached). Dr. Trev Dixon made the motion to approve the Consent Agenda as presented. Lela Morris seconded and the motion carried unanimously. Dr. Andra Cantrell, Executive VP of Financial & Administrative Affairs, presented McClung Roofing as having the best value and lowest cost for the requested replacement of the damaged roof for the Doss Student Center as well as the aging roof for the bookstore addition from contractors approved on the TCPN Purchasing Cooperative Job Order Contract #R Replacement cost for the main roof in the amount of $263, will be reimbursed by WC s current insurance provider, Hub International, while the remaining cost of $81, to replace the bookstore portion of the roof will be allocated from the current budget for major repairs. Lela Morris made the motion to award proposal to McClung Roofing as presented. Dr. Trev Dixon seconded and the motion carried unanimously. Attached is the Tabulation on TCPN Contract Proposals for Emergency Replacement of the damaged roof for Doss Student Center Building and Bookstore. Lela Morris made the motion to table nominations to the Parker County Appraisal District Board of Directors. Roger Grizzard seconded and the motion carried unanimously. Attached is the Notification letter from Larry Hammonds, Chief Appraiser of the Parker County Appraisal District. Roger Grizzard made the motion to approve the inclusion of the Criminal Justice field of study as an identified degree option for the Associate of Science Degree based on a recommendation from Mike Endy, Vice President of Instruction and Student Service. Lela Morris seconded and the motion carried unanimously. Adam Finley presented the BI (LEGAL) Report on Access and Affordability for the academic year. Attached is the Access & Affordability Report for Disposal of Obsolete & Surplus Items Through Online Auction Consent Agenda Approved Award of TCPN Contract Proposal Job Order Contract for Emergency Roof Replacement Approved Nominations to the Parker County Appraisal District Board of Directors Tabled A.A. Criminal Justice Degree Approved Reports

8 October 12, 2017 Page 3 Mr. Baker reviewed the following tentative future agenda items: Equities in Athletics Report Financial Audit Strategic Plan Update Mr. Baker made the following announcements: Future Agenda Items Announcements October 19 WC Foundation Golf Tournament 1 p.m. at Canyon West October 20 Fall Jazz Concert 7:30 p.m. Alkek Fine Arts Center October 27 Duo Azul Piano Concert 7:30 p.m. Alkek Fine Arts Center October 31 Safe Halloween 6:00 9:00 p.m. November 9 Coyote Basketball Home Games 5:00 p.m./7:00 p.m. At 2:30 p.m. Lela Morris made the motion to adjourn the meeting. Roger Grizzard seconded and the motion carried unanimously. Motion to Adjourn Approved Mac Smith Chair, Board of Trustees Lela Morris Secretary, Board of Trustees

9 Weatherford College Board of Trustees Report DATE: November 9, 2017 AGENDA ITEM #4.b. SUBJECT: Financial Report Ending October 31, 2017 INFORMATION AND DISCUSSION: The cash balance as of October 31, 2017 is $31,916, This is an increase of $1,547, from last year at October 31, The operating statement at October 31, 2017 indicates that total revenues collected are $13,166,533 or 27.32% of budget. Total expenditures are $11,195,568 or 23.23% of budget. ATTACHMENTS: Cash Balance Report and Operating Statement at October 31, 2017 SUBMITTED BY: Dr. Andra R. Cantrell, Executive Vice President for Financial & Administrative Affairs

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14 Weatherford College Board of Trustees Consent Agenda DATE: November 9, 2017 AGENDA ITEM #4.c. SUBJECT: Consideration and Possible Action: RENEWAL #4 of Sealed Proposals for Commercial Charter Bus Services #RFP INFORMATION AND DISCUSSION: Weatherford College has requested a fourth renewal of proposals for Commercial Charter Bus Services from the current awarded vendors, Echo Transportation and Lone Star Coaches. Lone Star Coaches is stated in the original contract award as primary vendor, and Echo Transportation is stated in the original contract as a secondary vendor. The current contract expires November 30, 2017; and the renewal period will be for the period of December 1, 2017 through November 30, 2018, with option for one (1) additional oneyear renewals, upon agreement by both parties and pricing not to exceed 3% of previous year s cost. Both vendors have provided proposals that meet our specifications and provide the best value on the athletic trips requested by baseball, basketball and softball. Additional trips may be added at a later date during this contract if required and budgeted funds are available. Purchase of awarded trips is based solely on availability of current funds and actual requirements. Any or all trips awarded as a result of the proposal process may not be purchased if budgeted funds are not available. The pricing provided below includes commercial charter buses for all requested games, including the Regional and National games for basketball, baseball, and softball. ECHO TRANSPORTATION $8, LONE STAR COACHES $64, TOTAL ESTIMATED COST $72, RECOMMENDATION: The Board of Trustees award renewal of proposals to vendors as presented. ATTACHMENTS: Tabulation on Renewal of Commercial Charter Bus Services #RFP SUBMITTED BY: Andra R. Cantrell, Vice-President of Financial & Administrative Affairs and Jeanie Hobbs, Director of Purchasing

15 RFP Commercial Charter Bus Services (RENEWAL for FY18) Date Opponent - Destination Sport Leave WC Game Time Return BUS Type ECHO Confirmation Lone Star Confirmation 9/15/2017 Univ. of Tx Aarlington, 1400 Allen Saxe Parkway, Arlington, Texas Baseball 10:00 AM 2:00 8:30 PM 56pax $ /29/ /6/ /20/2017 ACU, E Ambler Ave & ACU Dr, Abilene, TX Dallas Baptist Univ., 3000 Mountain Creek Pkwy, Dallas, TX Murray State College, 1 Murray Campus Drive., Tishomingo, OK Baseball 6:00 AM 11 & 1:30 9:00 PM 56 pax Baseball 8:00am TBD 7:00pm 56 pax Baseball 8:00a TBD 9:00Pm 56 pax $ 1, $ $ 1, /2/2018 2/14/2017 2/19/2018 3/10/2018 3/17/2018 3/21/2018 4/7/2018 Navarro College, 3200 W. 7th Ave., Corsicana, TX Northeast Tx College, 2886 FM 1735 Chapel Hill Rd, Mt Pleasant, TX Tyler JC, 1327 S Baxter Ave, Tyler, TX Ranger College 1100 College Circle, Ranger, TX Hill College 112 Lamar Dr, Hillsboro, TX McLennan College, 1400 College Dr, Waco, TX Vernon, 4400 College Dr, Vernon, TX Baseball 9:00am 2:00pm 11:00 PM 56 pax Baseball 1:00 AM noon 9:00 PM 56 pax Baseball 9:00 AM 2:00 PM 12:00 PM 56 pax Baseball 10:00am 1:00 PM 8:00 PM 56 pax Baseball 8:00 AM 1:00 PM 7:00 PM 56 pax Baseball 7:00 AM 2:00/5:00 11:30 PM 56 pax Baseball 7:00 AM 1:00 PM 10:00 PM 56 pax $ 1, *1 $ 1, *1 $ 1, $ 1, $ 1, $ 1, $ 1, /14/2018 4/18/2018 NCTC, 1525 W. California, Gainesville, TX Temple College 2600 South First Street, Temple, TX Baseball 8:00 AM 1:00 PM 9:00 PM 56 pax Baseball 7:00 AM 2:00 PM 10:00 PM 56 pax $ 1, $ 1, /25/2018 5/2/2018 2/23/2/24 Cisco College 101 College Heights, Cisco, TX Grayson College, 6101 Grayson Dr, Denison, TX Midland College, 3600 N. Garland, Midland, TX Baseball 8:00 AM 1:00 PM 9:00 PM 56 pax Baseball 7:00 AM 1:00 PM 9:00 PM 56 pax Baseball 9:00am TBD 9:00PM 56pax $ 2, *1 $ 1, $ 1, /9-2/11 3/29-3/31 5/10-5/12 San Jac, 8060 Spencer Hwy, Pasadena, TX LSU, 3810 West Lakeshore Drive, Baton Rouge, LA Overnight - Region V Tournament - Lubbock Baseball 8:00 AM TBD 9:00 PM 56 pax Baseball 6:00am 2:00 PM 9:00pm 56 pax Baseball 8:00 AM TBD 5:00 PM 56 pax $ 3, $ 3, $ 3, Lone Star Coaches charges $77.50/Hour over time alotted for trip. 1 of 3

16 RFP Commercial Charter Bus Services (RENEWAL for FY18) Date Opponent - Destination Sport Leave WC Game Time Return BUS Type ECHO Confirmation Lone Star Confirmation 10/14/ /28/ /1/ /7/ /18/2017 Collin College 2800 E Spring Creek Pkwy, Plano, TX Brookhaven College, 3939 Valleview Lane, Farmers Branbch TX Howard College, 1001 Birdwell Ln, Big Spring, TX Trinity Valley Community College, 500 S Prairieville St. Athens, TX Blinn College - Brenham Campus, 902 College Ave. Brenham, TX Basketball M 10:30 AM 2 & 4 6:30PM 56 pax Basketball M 2:00pm 5 & 7 9:00pm 56 pax Basketball M&W Basketball M&W Basketball M&W 1/5/2018 Midland College, 3600 N. Basketball Garland, Midland, TX M&W 1/9/2018 Richland College, Basketball Abrams Rd. Dallas M&W 1/13/2018 Temple College 2600 Basketball South First Street, Temple, M&W TX /20/2018 Hill College 112 Lamar Dr, Basketball Hillsboro, TX M&W 1/31/2018 Ranger College 1100 Basketball College Circle, Ranger, TX M&W /3/2018 Southwestern Christian Basketball College, 200 Bowser St., M&W Terrell, TX /10/2018 Collin College 2800 E Basketball Spring Creek Pkwy, Plano, M&W TX /17/2018 McLennan Community Basketball College 1400 College Dr, M&W Waco, TX 2/21/ /14/ /23/2017 Cisco College 101 College Heights, Cisco, TX Scrimmage-Frisco Fieldhouse Texas Woman's University, Denton TX 12:00pm 2 & 4 11:55pm 56 pax 1:30 PM TBD 11:30pm 56 pax 7:30a TBD 10:00pm 56 pax 9:30am TBD 3:00am 56 pax 8:30a 5 & 7 6:00pm 56 pax 9:30am 5 & 7 9:00pm 56 pax 11:30 AM 2 & 4 8:00 PM 56 pax 2:00 PM 5 & 7 10:30 PM 56 pax 10:30a 3 & 5 8:00 PM 56 pax 10:30 AM 2 & 4 8:00pm 56 pax 10:30 AM 5 & 7 8:00pm 56 pax Basketball W 3:00 PM TBD 10:00pm 56 pax Basketball -W noon TBD 7:00 PM 57 pax Basketball -W 2:30p TBD 10:00pm 10/16/2017 Duncanville, TX Basketball-M 9:30A TBD 6:00PM 56 PAX 10/21/2017 Scrimmage-Frisco Fieldhouse Basketball-M 10:00a TBD 6:00pm 40 pax $ $ $ 1, $ * $ 1, $ 1, $ $ 1, $ * $ $ $ $ $ $ $ $ $ Lone Star Coaches charges $77.50/Hour over time alotted for trip. 2 of 3

17 RFP Commercial Charter Bus Services (RENEWAL for FY18) Date Opponent - Destination Sport Leave WC Game Time Return BUS Type ECHO Confirmation Lone Star Confirmation 9/16/2017 9/23/2017 9/29/ /7/ /11/ /13/ /18/ /28/2017 Tx Wesleyan 1201 Wesleyan Street, Fort Worth, TX Southeastern OK State Univ., 1405 NORTH 4th DURANT, OK Tx A&M, 2200 Campbell St. Commerce, TX Tarleton State Univ. Stephenville, TX Midwestern State Univ., Wichita Falls, TX Stephen F. Austin Univ North Street, Nacogdoches, TX University of North Tx, Denton, TX Univ. of TX, 2001 Comal St. Austin, TX Softball 9:00 AM TBD 7:00 PM 56pax Softball 7:30am TBD 11:30pm H3-41 Prevost Softball 12:00pm TBD 10:00PM 56pax Softball 1:00 PM 5 & 7 11:00 PM 56pax Softball 8:30a 5:00 PM 10:00pm 56pax Softball 9:00am 3 & 5 11:55pm 56pax Softball 2:30p 7:00 PM 11:00pm 56pax Softball 7:30a TBD 7:00pm 56pax $ $ 1, $ $ $ 1, $ 1, $ $ 1, /2/2018 Gateway Park, 1701 N Beach St, Fort Worth, Tx Softball 9:30a TBD 10:00pm 56pax $ 1, *1 2/3/2018 2/9/2018 2/14/2018 Cowtown Classic, Gateway Park, 1701 N Beach St, Fort Worth, Tx Tyler JC, 1327 S Baxter Ave, Tyler, TX Kilgore College, Kilgore, TX Softball 8:30a TBD 8:30p 56pax Softball 12:00pm TBD 9:30p 56pax Softball 9:30 AM TBD 8:00 PM 56pax $ 1, $ 1, $ 1, /21/2018 2/28/2018 3/10/2018 3/17/2018 3/28/2018 4/7/2018 4/14/2018 NCTC, 1525 W. California, Gainesville, TX Grayson College, 6101 Grayson Dr, Denison, TX McLennan Community College 1400 College Dr, Waco, TX Temple College 2600 South First Street, Temple, TX Ranger College 1100 College Circle, Ranger, TX Vernon, 4400 College Dr, Vernon, TX Hill College 112 Lamar Dr, Hillsboro, TX Softball 8:45 AM TBD 6:45 PM 56pax Softball 8:30 AM TBD 7:30 AM 56pax Softball 11:00a TBD 6:00pm 56pax Softball 8:00 AM TBD 8:00 PM 56pax Softball 9:00am TBD 6:30 PM 56pax Softball 10:30a TBD 7:30 PM 56pax Softball 9:30am TBD 10:00 PM 56pax $ *1 $ $ 1, $ 1, $ $ 1, $ 1, /25/2018 Cisco College 101 College Heights, Cisco, TX Softball 8:30 AM TBD 9:00 AM 56pax $ 1, /10-5/12 Regional Tournament, Craig Ranch, McKinney, TX Softball 7:00 AM TBD 6:00 PM 56pax VENDOR TOTAL AWARDED TOTAL PER VENDOR TOATAL BID AWARD $ 3, $ 8, $ 64, $ 8, $ 64, $ 72, Lone Star Coaches charges $77.50/Hour over time alotted for trip. 3 of 3

18 Weatherford College Board of Trustees DATE: November 9, 2017 AGENDA ITEM #5 SUBJECT: Consideration and Possible Action: Annual Review of CAK Local Policy Appropriations and Revenue Sources-Investments INFORMATION AND DISCUSSION: Education Code Section requires that all investments made by the College shall comply with the Public Funds Investment Act (PFIA) as per Texas Government Code Chapter It is required under the Public Funds Investment Act be reviewed by the state legislature on a biannual basis and any changes required by legislative action should be reported to the trustees within 180 days of the close of the legislative session. There were six bills enacted during this legislative session. I have attached a summary of the six bills that passed as well as two additional bills that did not pass. In September 2017, I attended the required biennial training conducted by the University of North Texas Center for Public Management. After attending the training, I conducted a thorough review of the current Weatherford College (WC) investment policy required by the PFIA and the additional six new house bills in effect as of September 1, After the review and further consideration of the current (WC) investment policy there only minor changes to the Weatherford College investment policy required. At this time, I am recommending the following changes to the WC investment policy for compliance purposes as follows: Under AUTHORIZED INVESTMENTS AND AGREEMENTS (p.1), the policy states, The College President or designee, who may be a contractor, shall serve as the investment officer of the College District and shall invest College District funds in legally authorized and adequately secured investments. The law now requires that the person that actually receives the training must be the investment officer. Since the adoption of the PFIA in 1987, the chief financial officer (CFO) at Weatherford College has been designated by the president as the designee and has received biennial training to qualify as the investment officer of WC. Recently, having been advised by the Center for Public Management that this designation will no longer be adequate to satisfy compliance policy should now state in this section, The Chief Financial Officer shall serve as the investment officer of the College District. The investment officer of the college shall be required to obtain at least 5 hours of investment training within the first twelve months of assuming duties and will be required five hours in every subsequent biennium.

19 Under PORTFOLIO REPORT (p. 3), the following audit and compliance requirement statement should be added in writing to the investment policy: A compliance audit of management controls on investments and adherence to approved investment polies shall be performed in conjunction with the annual financial audit, along with a state agency compliance audit performed at least every two years. Attached you will find the amended Weatherford College s investments policy, CAK (Local) Appropriations and Revenue Sources Investments, with the required changes for compliance with the PFIA. RECOMMENDATION: That the Board of Trustees has reviewed and approves the amended investment policy and investment strategies set out in CAK Local. ATTACHMENTS: The summary of the Texas Public Funds Investment Act 85 th Legislative Session Update and the Amended Weatherford College s investment policy, CAK (Local) Appropriations and Revenue Sources-Investments. SUBMITTED BY: Dr. Andra R. Cantrell, Executive Vice President for Financial & Administrative Affairs

20 Weatherford College APPROPRIATIONS AND REVENUE SOURCES INVESTMENTS CAK (LOCAL) OBJECTIVES AUTHORIZED INVESTMENTS AGREEMENTS The investment policy of the College District shall be to: 1. Ensure the safety of the invested funds of the College District; 2. Maintain sufficient liquidity to provide adequate and timely working funds; 3. Attain the highest possible rate of return while providing necessary protection of principal consistent with College District operating requirements as determined by the Board; 4. Match the maturity of investment instruments to the daily cash flow requirements; 5. Diversify investments as to maturity, instruments, and financial institutions where permitted under state law; 6. Actively pursue portfolio management techniques; and 7. Avoid investment for speculation. The College President or designee, who may be a contractor, shall serve as the investment officer of the College District and shall invest College District funds in legally authorized and adequately secured investments. The Chief Financial Officer of the College District shall serve as the investment officer of the College District. The investment officer of the college shall be required to obtain at least 5 hours of investment training within the first twelve months of assuming duties and will be required five hours in every subsequent biennium. To ensure the accomplishment of the policy and the objectives listed, the investment officer of the College District shall be authorized to invest the various funds of the College District in legally authorized and adequately secured certificates of deposit and/or U.S. Treasury Bills with a maximum maturity of 12 months. No other investments shall be made without approval of a majority of the Board. All investment transactions except investment pool funds and mutual funds shall be executed on a delivery versus payment basis. With respect to repurchase agreements: 1. The market value of the collateral shall equal at least 102 percent of the cash value of the repurchase agreement. 2. All securities purchased under a repurchase agreement shall be held by the College District s custodial (safekeeping) agent. 3. The seller of repurchase agreement securities shall be entitled to substitute securities upon authorization by the College District. DATE ISSUED: 5/16/ of 5 UPDATE 27 CAK(LOCAL)-X

21 Weatherford College APPROPRIATIONS AND REVENUE SOURCES INVESTMENTS CAK (LOCAL) 4. No repurchase agreement shall be entered into unless a Master Repurchase Agreement has been executed between the College District and its trading partners. CERTIFICATES OF DEPOSIT SAFETY AND INVESTMENT MANAGEMENT LIQUIDITY AND DIVERSITY INTERNAL CONTROLS Bids for certificates of deposit may be solicited orally, in writing, electronically, or in any combination of those methods. The investment officer shall exhibit prudence and discretion in the selection and management of securities. Skill and judgment shall be exercised in order that no individual or group of transactions undertaken would jeopardize the total capital sum of the overall portfolio. The College District shall not allow speculation (such as anticipating an appreciation of capital through changes in market interest rates) in the selection of any investments. The investment officer shall observe financial market indicators, study financial trends, and utilize available educational tools in order to maintain appropriate managerial expertise. To meet the investment objectives of the College District, the maturity of investments shall be targeted to coincide with the cash flow needs of the College District. Assets of the College District shall be invested in instruments whose maturities do not exceed one year at the time of purchase. Assets held in debt retirement funds may be invested in maturities exceeding one year. The investment portfolio shall be diversified to reduce the risk of loss of investment income from overconcentration of assets in a specific issue, a specific issue size, or a specific class of securities. Nevertheless, the College District recognizes that in a diversified portfolio, occasional measured losses are inevitable and must be considered within the context of the overall portfolio s investment return. Also, it is intended that investments in all funds shall be managed in such a way that any market price losses resulting from interest rate volatility shall be offset by income received from the balance of the portfolio during a 12-month period. A system of internal controls shall be documented in writing. Also, they shall be designed to prevent losses of public funds arising from fraud, employee error, misrepresentation by third parties, unanticipated changes in financial markets, or imprudent actions by employees and officers of the College District. Controls deemed most important shall include: 1. Control of collusion; 2. Separation of duties; DATE ISSUED: 5/16/ of 5 UPDATE 27 CAK(LOCAL)-X

22 Weatherford College APPROPRIATIONS AND REVENUE SOURCES INVESTMENTS CAK (LOCAL) 3. Separation of transaction authority from accounting and recordkeeping; 4. Custodial safekeeping; 5. Avoidance of bearer-form securities; 6. Clear delegation of authority; 7. Specific limitations regarding securities losses; 8. Written confirmation of telephone transactions; 9. Limiting the number of authorized investment officials; and 10. Documentation of transactions and strategies. These controls shall be reviewed by the College District s independent auditing firm. SAFEKEEPING AND CUSTODY BROKERS / DEALERS INTEREST RATE RISK PORTFOLIO REPORT To protect against potential fraud and embezzlement, the cash and investments of the College District shall be secured through thirdparty custody and safekeeping procedures as designated by the College District. Investment officials shall be bonded. Prior to handling investments on behalf of the College District, brokers/dealers must submit required written documents in accordance with law. [See SELLERS OF INVESTMENTS, CAK(LEGAL)] Representatives of brokers/dealers shall be registered with the Texas State Securities Board, must have a membership in the Securities Investor Protection Corporation (SIPC), and must be in good standing with the Financial Industry Regulatory Authority (FINRA). To reduce exposure to changes in interest rates that could adversely affect the value of investments, the College District shall use final and weighted-average-maturity limits and diversification. The College District shall monitor interest rate risk using weighted average maturity and specific identification. A monthly management portfolio report shall be prepared by the investment officer relating to investments of the College District and appropriate collateral pledged for those investment instruments requiring security. A comprehensive report on the investment program and investment activity shall be presented annually to the Board. A compliance audit of management controls on investments and adherence to approved investment policies shall be performed in conjunction with the annual financial audit, along with a state agency compliance audit performed at least every two years. DATE ISSUED: 5/16/ of 5 UPDATE 27 CAK(LOCAL)-X

23 Weatherford College APPROPRIATIONS AND REVENUE SOURCES INVESTMENTS CAK (LOCAL) MONITORING MARKET PRICES MONITORING RATING CHANGES INVESTMENT STRATEGY Monitoring shall be done monthly and more often as economic conditions warrant by using appropriate reports, indices, or benchmarks for the type of investment. The investment officer shall keep the Board informed of significant declines in the market value of the College District s investment portfolio. Information sources may include financial/investment publications and electronic media, available software for tracking investments, depository banks, commercial or investment banks, financial advisers, and representatives/advisers of investment pools or money market funds. In accordance with Government Code (b), the investment officer shall develop a procedure to monitor changes in investment ratings and to liquidate investments that do not maintain satisfactory ratings. The College District maintains portfolios that utilize specific investment strategy considerations designed to address the unique characteristics of the following fund groups represented in the portfolios: 1. Operating Funds. Investment strategies for operating funds and commingled pools containing operating funds have as their primary objective the assurance that anticipated cash flow are matched with adequate investment liquidity. In order to accomplish this, the College District shall maintain adequate balances in short-term investments with necessary liquidity to ensure that sufficient funds are available for the continued operations of the College District. Funds shall not be invested in securities with stated maturities that exceed the reasonable expected expenditure time period. 2. Debt Service Funds. The College District shall maintain as its primary objective, the safety of principal with regard to all monies collected or allocated for debt service. Secondly, the College District shall seek to maximize the return on such funds while ensuring sufficient funds for timely payments of its debt obligations. In order to accomplish this, the College District shall invest such funds in amounts and maturity dates that most likely will meet the debt service requirements of the College District. 3. Capital Improvement Fund. The College District shall maintain as its primary objective, the safety of principal with regard to all monies collected. The College District shall seek to maximize the return of such funds while ensuring sufficient funds for timely payments of its obligations. DATE ISSUED: 5/16/ of 5 UPDATE 27 CAK(LOCAL)-X

24 Weatherford College APPROPRIATIONS AND REVENUE SOURCES INVESTMENTS CAK (LOCAL) 4. Special Projects or Special Purpose Funds. Portfolios for these funds shall have as their primary objective the assurance that anticipated cash flows are matched with adequate investment liquidity. The stated final maturity dates of securities held should not exceed the estimated project completion date. DATE ISSUED: 5/16/2012 ADOPTED: 5 of 5 UPDATE 27 CAK(LOCAL)-X

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28 Weatherford College Board of Trustees Report DATE: November 9, 2017 AGENDA ITEM #6.a. SUBJECT: Strategic Plan Update INFORMATION AND DISCUSSION: Weatherford College developed its Strategic Plan to provide guidance for departmental and institutional planning. The plan was based on input from community surveys, employee surveys, and focus groups consisting of employees from all departments. Departmental Annual Improvement Plans (AIPs) support the College s Strategic Goals and the Academic Master Plan. SUBMITTED BY: Dr. Arleen Atkins, Dean of Institutional Effectiveness

29 Weatherford College Strategic Plan Update November 9, 2017 Our Mission: Weatherford College enriches the lives of the students and communities it serves through innovative, affordable, and accessible learning and cultural opportunities. Expanded Mission:..Weatherford College offers courses pursuant to a spectrum of educational goals: Associate of Arts degree Associate of Science degree Associate of Applied Science degree Core transfer curriculum Workforce training Adult literacy and other basic skills Personal enrichment...offers counseling and guidance to help students identify and attain their goals......requires professional development and encourages research to ensure...programs contribute to the cultural and economic wellbeing of the service area......fosters diversity and inclusion......embraces continuous improvement. Core issues identified through 2016 planning process: Faculty, staff, student, and community Surveys: New Programs and Courses: Online, transfer, technical training for high-tech/high wage employment Teaching and Learning: Student success, flexible schedules, university and public school curriculum alignment pathways Student Engagement: Student organizations and events, child care, health care, counseling Community Services: Community partnerships, workforce training facilities, recreational facilities, eastern Parker County growth Technology: Classroom technology, updated LMS and SIS, internet access Campus Climate: Campus safety, customer service and training, campus appearance and signage

30 Administrative Processes: Commensurate pay structures and job descriptions, employee benefits, professional development, workforce efficiency, opportunities for advancement. Strategic Goal 1: Promote Student Success and Excellence in Teaching and Learning through Connecting in a professional, accessible environment (Communication) Monthly Deans Forum Creating pathways that support the attainment of goals and objectives (Critical Thinking) Associate Dean of Dual Credit and elearning hired to manage expanding dual credit and online offerings SACSCOC approval for 10 area high school teaching sites to offer College Academies Development and Implementation of MathWays project to remove barriers and increase student success in math Capitalizing on resources in the delivery of curriculum and services Maintained 18:1 student/faculty ratio 12% increase in online and 13% increase in hybrid course offerings. Re-branded Success Connection to a more inclusive Academic Support Center 2% increase in tutoring hours recorded due to addition of new resources 89 classes in conducting research taught through library services Challenging one another to pursue continuous improvement (Empirical/Quantitative Analysis) Expanded and improved assessment of academic core competencies Collaborating within and beyond the classroom (Teamwork) Sponsored Social Science Kent Miller and Quinton Reeves Lecture Series Championing professional growth (Personal/Social Responsibility) Reallocated local and Carl D Perkins funds for professional development

31 Strategic Goal 2: Implement a Facilities Master Plan to Guide Decisions About Renovation and preventative maintenance of existing facilities Student Services at Main Campus remodeled to provide onestop-shop convenience for advising/registration/financial aid/business services Updated technology and furnishings in Faculty Development Room Abatement, plumbing, and cabinetry for new Barber Program at ECMW Remediation and renovations in Doss Student Center New laminate flooring installed in 32 apartments in Coyote Village 7 new rooftop HVAC units installed on campus on Jack Knight Building, Library, and Coyote Village Construction of new off-campus facilities ECG site acquisition and development plan begun ECMW services and facilities under review ADA compliance Installed glass doors and automatic doors on upper floor, Student Services Building Moved ADA/Disability services closer to handicap parking on upper level Welcome Center moved to more accessible location in Academic Building Infrastructure improvements City transformers on campus updated Technology updates covered under Strategic Goal 4 Appearance, parking, signage, and landscaping at all campuses North parking lot and baseball parking lots re-striped Installed new directional signage on Main Campus Strategic Goal 3: Enhance Student Engagement by providing Campus Safety Developed procedural guidelines and provided training to faculty and staff on Campus Carry

32 Health and Mental Health Services Sponsored Mental Health Awareness Month and Kill 22 to raise awareness of veteran suicide Affordable and flexible child care Carl D Perkins Child Care and Transportation funds provided to qualified Career-Technical students Expanded campus events, activities, and recreational facilities Splash Kingdom event added to Welcome Week Exceptional and consistent customer service and advising Created College Welcome Center in Academic Building Enhanced call center Testing Center rated 97% satisfaction from both students and faculty Academic Standing Procedures updated three times yearly to better serve students Provided cafeteria services to residential foster care students when normally not opened; implemented payment plan Strategic Goal 4: Review, Expand, and Improve Technology on all Campuses by providing Adequate and accessible wireless internet New identity services appliance was successfully implemented and the older wireless networks were phased out. Managed internet services circuit for Main Campus, ECG, and ECMW upgraded from 100MBS to 300MBS WCWC managed internet services circuit upgraded from 50 Mbs to 100 Mbs Consistent and current technology in all classrooms at all locations Second core network switch was implemented providing redundancy and reliability, new technical capabilities, and faster traffic. Virtual computing environments were increased, allowing for additional systems without hardware costs. New network security firewall installed

33 Updated and adequate learning management and library systems New LMS system, Canvas, was implemented to replace MOODLE system New Library system using Cloud technology replaced old locally hosted system. An updated student information system Cross-functional committee identified four vendors of ERP/SIS systems and developed specifications for an RFP to be released in Strategic Goal 5: Serve the communities in the WC Service Area through Off-campus instructional centers 46% increase in Dual Credit enrollment Ten dual credit high schools received SACSCOC designation as instructional sites to offer College Academies High School staff was trained for TSI testing site designation in Dual Credit High Schools Expanded community partnerships and programs Held meeting with 30 school district superintendents, principals, and counselors to discuss dual credit and other partnerships and services Education/Child Development Department provided two 7-hour professional development seminars for child care providers in a seven-county area Added Bluff Dale ISD and Azle ISD as Dual Credit partners Hosted counselors meeting for High School Dual Credit partners Hosted Chamber Luncheons, Counselor Workshops, ISD teacher training, UIL, STEMania and 8 th Grade Career Day at WCWC Enhanced internal and external communication throughout all instructional sites New Associate Dean of Dual Credit and elearning coordinates and facilitates communications to dual credit school districts and online student population

34 Dean of Community Relations made regular visits to city and county officials in five-county service area and coordinated superintendents meeting. Strategic Goal 6: Implement Improved Administrative Processes that promote Employee advancement Faculty search and hiring processes reviewed and revised to be faculty-driven Professional Development Funds re-dedicated to faculty development in Instruction and Student Services Instructional administrators and faculty assigned participation responsibilities with North Texas Community College Consortium and Dana Centers Pathway initiatives Appropriate and equitable compensation Cost of living raises provided Salary study under consideration Sufficient inter-departmental communications More efficient and timely processing of payroll notification signature routing and dual credit forms implemented through cross-departmental communication Institutional Priorities Annual administrative and instructional initiatives are established by the College Board of Trustees, President s Cabinet and the Instructional Deans, and support the goals of the Strategic Plan while considering current issues from internal and external constituencies that impact college operations. -Weatherford College Institutional Effectiveness Model

35 Weatherford College Board of Trustees Report DATE: November 9, 2017 AGENDA ITEM #6.b. SUBJECT: Equities in Athletics Report INFORMATION AND DISCUSSION: The U.S. Department of Education requires that institutions of higher education submit their Equity in Athletics Disclosure Act (EADA) Report by October 15 th each year. This report was designed to make prospective students and prospective studentathletes aware of an institution of higher education s commitment to providing equitable athletics opportunities for its men and women students. ATTACHMENTS: The full report for is available at the Office of Postsecondary Education s (OPE) public dissemination website: http/ope.ed.gov/athletics. Attached to your Board Packet is the report that was submitted and is available to students and prospective students as required by law. SUBMITTED BY: Adam Finley, Executive Dean of Student Services

36 Student Services Date: October 13, 2017 To: From: All Weatherford College Students, Faculty, Staff and Prospective Students Adam Finley, Executive Dean of Student Services Subject: Equities in Athletics Report [Report cite 34 CFR ] The Equity in Athletics Disclosure Act (EADE) is designed to make prospective students and prospective student-athletes aware of an institution of higher education s commitment to providing equitable athletic opportunities for its men and women students. The EADA requires the disclosure of information about varsity teams and the financial resources and personnel that the school dedicates to those teams. Any coeducational institution of higher education that participates in Title IV, the federal student aid program, and has an intercollegiate athletics program, must comply with the EADA be preparing an annual report, officially called The Report on Athletic Program Participation Rates and Financial Support Data. The established EADA Report may also be viewed via the Weatherford College website ( by clicking on About and selecting Consumer Information. Additionally, the U.S. Department of Education Office of Postsecondary Education, hosts the website that displays all college/university EADA Reports, which can be accessed at Questions regarding the EADA Report or the information contained in this document may be addressed to the Weatherford College Athletics Department at

37 225 College Park Drive Weatherford, TX Identification Weatherford College 225 College Park Drive Weatherford, TX Athletic Director Name: Bob McKinley Telephone Number: Address: Assistant Athletic Director Name: Jeff Lightfoot Telephone Number: Address: Chief Administrative Officer: Brent Baker, Interim President Telephone Number: , Ext Address: Title IX Coordinator: Adam Finley Telephone Number: Address: EADA General Designated Reporting Year: Begins 07/01/2016 and Ends 06/30/2017 The number of full-time undergraduates by gender as reported on the Weatherford College IPEDS Survey. Number Percent Male full-time undergraduates % Female full-time undergraduates % Total full-time undergraduates % Athletic Sanctioning Body for the designated reporting year: NJCAA Division I The WC Rodeo Team abides by the Constitution, By-Laws and Rules of the National Intercollegiate Rodeo Association (NIRA).

38 Screening Questions 1. Weatherford College reports operating or game-day expenses by team, rather than by participant. 2. WC has Men s, Women s and Coed Teams. 3. WC has assistant coaches for some of its teams. 4. WC has volunteer assistant coaches for Baseball and Softball teams. Sports Selection Men s and Women s and Coed Teams Athletics Participation The sports teams with participation at Weatherford College are as follows: Team Men s Team Women s Team Baseball 33 Basketball-Men 12 Basketball-Women 13 Softball 20 Rodeo-Men 25 Rodeo-Women 21 Unduplicated Count of participants Head Coaches Baseball: One male head coach who is assigned to the team on a part-time basis. He is a full-time WC employee. Basketball-Men: One male head coach who is assigned to the team on a part-time basis. He is a full-time WC employee. Average Annual Salary for Men s Head Coaching positions (for coaching duties only): $8,042 Basketball-Women: One male head coach who is assigned to the team on a part-time basis. He is a full-time WC employee. Softball: One female head coach who is assigned to the team on a part-time basis. she is a full-time WC employee. Average Annual Salary for Women s Head Coaching positions (for coaching duties only): $8,000 Rodeo (Coed): One male head coach who is assigned to the team on a part-time basis. He is a full-time WC employee. Average Annual Salary for Co-ed Head Coaching positions (for coaching duties only): $8,000

39 Assistant Coaches Baseball: Basketball-Men: One male assistant coach who is assigned to the team on a full-time basis. He is a full-time WC employee. Two male volunteer assistant coaches, who are assigned to the team on a part-time, volunteer basis. There are no assistant coaches for the men s basketball team. Average Annual Salary for assistant coaches of men s teams: $34,027 Basketball-Women: One female assistant coach who is assigned to the team on a full-time basis. She is a full-time WC employee. Softball: One male assistant coach who is assigned to the team on a full-time basis. He is a full-time WC employee. One volunteer assistant coach who is assigned to the team on a part-time basis. He is a volunteer only. Average Annual Salary for assistant coaches of women s teams: $34,462 Rodeo (Coed): There are not assistant coaches for the Rodeo team. Athletically Related Student Aid Men s Teams Women s Teams Coed Teams Total Amount of Aid $300,113 $310,417 $151,006 $761,536 Ratio (Percent) 39% 41% 20% 100% Recruiting Expenses Men s Teams Women s Teams Coed Teams Total $6,167 $5,655 $2,596 $14,418

40 Operating (Game-Day) Expenses Operating (game-day) expenses are all expenses the institution incurs that are attributable to home, away, and neutral-site intercollegiate athletic contests for lodging, meals, transportation, uniforms, and equipment for coaches, team members, support staff (including, but not limited to team managers and trainers), and others including officials. It is a subset of the total expenses category. Team Participants $ By Team Basketball-Men 12 $46,043 Baseball 33 $96,787 Total for Men s Teams 45 $142,830 Team Participants $ By Team Basketball-Women 13 $51,760 Softball 20 $66,570 Total for Women s Teams 33 $118,330 Team Participants $ By Team Rodeo-Men 25 $23,534 Rodeo-Women 21 $19,769 Total for Coed Teams 46 $43,303 Grand Total Operating Expenses: Total Men 70 $166,364 Total Women 54 $138,099 $304,463

41 Total Expenses Expenses are all funds attributable to intercollegiate athletic activities. This includes appearance guarantees and options, athletically related student aid, contract services, equipment, fundraising activities, operating expenses, promotional activities, recruiting expenses, salaries and benefits, supplies, travel, and any other expenses attributable to intercollegiate athletic activities. It does not include capital expenditures or debt service funds used for indirect facilities (i.e., the value of facilities and services provided by the institution but not charged to athletics). Team Men s Women s Total Basketball $211,777 $262,276 $474,053 Baseball $355,517 $355,517 Softball $326,198 $326,198 Rodeo $175,601 $147,504 $323,105 Total-All Teams $742,895 $735,978 $1,478,873 Not allocated by Gender/Sport $282,524 Grand Total Expenses $1,761,397 Total Revenues Revenues are revenues attributable to intercollegiate athletic activities. This includes revenues from appearance guarantees and options, an athletic conference, tournament or bowl games, concessions, contributions from alumni and others, institutional support, program advertising and sales, radio and television, royalties, signage and other sponsorships, sports camps, state or other government support, student activity fees, ticket and luxury box sales, and any other revenues attributable to intercollegiate athletic activities. It does not include capital assets and other related debts (money specifically identified to pay for capital assets) or money for indirect facilities. Team Men s Women s Total Basketball $225,610 $276,108 $501,718 Baseball $365,297 $365,297 Softball $332,770 $332,770 Rodeo $204,090 $171,435 $375,525 Total-All Teams $794,997 $780,313 $1,575,310 Not allocated by Gender/Sport $282,524 Grand Total Revenues $1,857,834

42 Summary-Men s, Women s and Coed Teams Men s Women s Coed Teams Total Teams Teams Total Head Coaches Salaries $16,084 $16,000 $8,000 $40,084 Total Asst. Coaches Salaries $34,027 $68,924 0 $102,951 Total Salaries $50,111 $84,924 $8,000 $143,035 Athletically Related Student Aid $300,113 $310,417 $151,006 $761,536 Recruiting Expenses $6,167 $5,655 $2,596 $14,418 Operating Expenses $142,830 $118,330 $43,303 $304,463 Summary Subset Expenses $499,221 $519,326 $204,905 $1,223,452 Not allocated Expenses $282,524 Grand Total Expenses $567,294 $588, ,105 $1,761,397 Total Revenues for Teams $590,907 $608,878 $375,525 $1,575,310 Not allocated Revenues $282,524 Grand Total Revenues 23,613 20,404 52,420 $96,437

43 Future Agenda Items: Financial Audit Weatherford Campus Traffic Safety Plan

44 Upcoming Events Nov. 9 Home basketball games (5:00, 7:00) Nov. 9 Veterans Day Observance, 10:45 a.m., Kramer Veterans Flag Plaza Nov. 11 Home basketball games (1:00, 3:00) Nov. 11 Fall Choir Concert, 7:30 p.m. Nov. 13 Fall Art Reception, 7:30 p.m. Nov. 14 Home basketball games (5:00, 7:00) Nov. 14 Student Art Exhibition Reception, 6:00 p.m., Texas Hall Nov. 16 Home basketball game (men only, 6:00) Nov Fall Drama Show: Rumors Nov. 18 Coyote Chase Race 5K and 1-mile run, 9:00 a.m. Nov Thanksgiving Break Nov. 29 Home basketball games (5:00, 7:00) Nov. 30 Home basketball game (men only, 6:00)