Halifax Community College Board of Trustees Minutes November 21, 2017 Board of Trustees Present: Board of Trustee Absent: Others Present: Trustee Michael Felt, Chair Trustee Marie Robinson, Vice Chair Trustee Bettie Cofield Trustee J. Deans Eatman Trustee Stanley Edwards Trustee Fannie Greene Trustee Mary Mebane Trustee Michael Mills Trustee Ruel Solomon Trustee John Smith Trustee Byron Waters Trustee Sammy Webb Trustee Gabriel Roberts, Student Representative None Dr. Michael Elam, President/CEO Dr. Bruce Busby, Interim Chief Academic Officer and Dean of Curriculum Dr. Barbara Hasty, Vice President of Student Services and Enrollment Management Dr. Jerry Edmonds, Interim Dean of Workforce & Economic Development & Director of the Small Business Center Kimberly Mack, Executive Assistant to the President and Board of Trustees Vanessa Council, Graphic Designer Allen Purser, Director of the HCC Foundation, Inc. Margaret Murga, Human Resources Director David Forester, Vice President of Administrative Services Molly Wallace, Director of Public Relations and Marketing 1 P age
Call to Order Chairman Michael Felt called the Halifax Community College Board of Trustees meeting to order on November 21, 2017 at 10 a.m. in the conference room in the Dr. Phillip W. Taylor Complex. Trustee Quorum Trustee Elam did a roll call. A quorum was met for the meeting. Invocation Trustee Smith gave the invocation. Adoption of the Agenda Trustee Edwards made the motion to adopt today s agenda. Trustee Waters seconded the motion. The motion carried. Ethics Awareness & Conflict of Interest Reminder Chairman Felt read the Ethics Awareness & Conflict of Interest reminder. There were no conflicts of interest. Introduction of Visitors and New Staff There were no new staff. Trustee Business Consent Agenda Chairman Felt asked if anyone had any questions or an item to pull off the agenda. No one wanted to pull off any consent agenda items. Trustee Robinson made the motion to accept the consent agenda with the minutes from the October 31, 2017 regular meeting and the Financial Report: Fiscal Year 2016-17 State, County, and the Griffin Centre Expenditures through October 31, 2017. Trustee Mebane seconded the motion. The motion carried. Committee Reports Personnel and Student Services Trustee As Employees-Dr. Elam discussed the Trustee As Employees as a requirement that the IRS needs trustees to fill out an I-9 form. This is to satisfy an identification rule. This is a mandate from the IRS and the system office states we need to do this. Trustee Edwards made the motion to adopt the mandate coming from the state office and check with the other community colleges to see how this mandate was handled. Trustee Smith seconded the motion. The motion carried. Proposed Bylaw Change- Article V, Section 3, Notice of Meetings amendment- Members and officers of the Board and the President shall be e-mailed a written notification from the Secretary as to the time and place of all meetings -Trustee 2 P age
Edwards mentioned that the personnel and student services committee met recently. They received the bylaw change pertaining to how the board received notifications.- There was discussion regarding the wording of this bylaw. It will now state the following: Members and officers of the Board and the President shall be notified by electronic means the notices from the secretary as to the time and place of all meetings. Chair Comments and Announcements 1. 2018 ACCT National Legislative Summit-February 11-14, 2017-Chairman Felt informed the board of the 2018 ACCT National Legislative Summit. If anyone was interested in attending, please inform Kim Mack. 2. Trustee Christmas Party-December 16, 2017-Chairman Felt announced the Board s Christmas Party. It is scheduled for December 16 th. If you have not already done so, please pay for your ticket with Kim Mack. The party begins at 12 Noon. 3. Going Paperless-Passing Out Tablets-President Elam thanked everyone for their support with going paperless. Everyone had their tablets this morning. He thanked everyone that had attended the training. We also have the staff this morning from IT available to answer any questions. We know it is a learning curve to go to tablets. President s Report During the president s report, Dr. Elam reported a delay in the completion of the access road. The road will not be completed until March 2018. He introduced the Cultural Learning and Universal Enrichment (C.L.U.E.) Series. The C.L.U.E. Series is replacing the Lyceum Series. There was discussion regarding changing the Local African American Heroes program to include a new award, Building Bridges, where people of all races could qualify to be a recipient based on their community leadership. In addition, he announced the convocation on January 2, 2018. President Elam also announced the first graduating class for Ag Business through Workforce & Economic Development. The first class had 15 graduates. He announced there would be Caledonia Graduations in January. The faculty/staff holiday breakfast is scheduled for December 8 th in the Centre. All trustees are invited. Lastly, Daniel Lovett, Special Assistant to the President and Director of the PRIDE/Title III programs, discussed strategic initiatives. He shared with the board the special project he had completed. He discussed the many awards HCC had received, as well as the PRIDE program, Title III, and the HCC and Rural Health Group Telehealth Clinic.. (More details from the report are in Attachment A, which is a PowerPoint presentation.) Informational Items Student Services & Enrollment 1. Complete 30 Campaign with Phi Theta Kappa and the Student Government Association-Dr. Barbara Bradley-Hasty informed the Board of HCC s complete 30 campaign. The campaign was an effort by our Phi Theta Kappa chapter and Student Government Association (SGA). Together they participated in the community college completion course. HCC had 108 participants. 3 P age
Institutional Effectiveness & Advancement 1. Foundation Updates- Dr. Edwin Imaseun, Vice President of Institutional Effectiveness & Advancement, informed the Board of the upcoming Donor Appreciation Luncheon, which was scheduled for November 30 th at 11:00 a.m. in the Griffin entre. PNC Bank and Atlantic Coast Pipeline were sponsoring the event. The Alumni Association is sponsoring a dance on January 27, 2018 in the Centre. Tickets are $25.00. A table of eight is $250.00. HCC is seeking sponsors for the event. Lastly, the HCC Alumni Association will have an Alumni night with discounted tickets to the Carolina Hurricanes on March 17. Student Government Association (SGA)Report Gabriel Robert, SGA President, discussed with the SGA & PTK Collaboration Event, campus meetings, holiday parades, and the SGA officers for 2017-18. Approval of the President s Report Trustee Robinson made the motion to approve the president s report, which also included reports from Student Services and Enrollment, Institutional Effectiveness & Advancement, and the SGA. Trustee Waters seconded the motion. The motion carried. Adjournment Trustee Eatman made the motion to adjourn. Trustee Solomon seconded the motion. The motion carried. The meeting was adjourned at 11:20 a.m. 4 P age
Appendix A 5 P age
President s Report 1. Update on the Access Road
President s Report 2. Cultural Learning and Universal Enrichment (C.L.U.E.) Series
President s Report 3. Ag Business Class Graduation
Agricultural Entrepreneurship Certificate Graduates There were 15 graduates from the Agricultural Entrepreneurship Certificate class. The graduation was held on November 11 th at the Hill Family Farm in Whitakers.
President s Report 4. Caledonia Graduation In January 2018
Caledonia Prison will have a graduation on January 24, 2017.
President s Report 5. Faculty/Staff Holiday Breakfast-December 8, 2017
President s Report 6. Strategic Initiatives
President s Report Informational Items Student Services and Enrollment 1. Complete 30 Campaign with Phi Theta Kappa and the Student Government Association
President s Report Informational Items Institutional Effectiveness & Advancement 1. Foundation Updates
Foundation Updates 1. Donor Appreciation Luncheon and Scholarship Awards Ceremony will be held on November 30 at 11:300 at the Dr. Griffin Centre. PNC Bank and Atlantic Coast Pipeline are sponsoring the event. 2. The Alumni Association is scheduled to host an Alumni and Friends Dance on January 27, 2017. The dance will feature a DJ, cash bar with beer and wine, hors oeuvres, with semi-formal dress. Ticket prices will be $25.00 with tables of 8 for $250.00. Music will be a broad array from line dancing, country, beach, pop, blues and more. We are seeking sponsors for this event. 3. The HCC Alumni Association will have an Alumni night with discounted tickets to the Carolina Hurricanes on March 17.
President s Report Informational Items Student Government Association
Student Government Association Report SGA & PTK Collaboration Event The Student Government Association officers along with Phi Theta Kappa members sponsored an event on November 8, 2017 to begin asking for student participation in the Complete 30 Campaign. The Complete 30 Campaign is an initiative originated by Phi Theta Kappa chapters in Mississippi and New Jersey in efforts to get college students to work towards the completion of their associate degrees and certificates. HCC will be offering students the opportunity to win scholarships to be used in the HCC bookstore once they commit to the completion of a college credential. Campus Meetings A Student Government Association campus wide meeting was held November 15, 2017 in the student lounge. Students discussed upcoming holiday events, fund raisers, and how to increase student participation.
Student Government Association Report (continued) Holiday Parades The Student Government Association along with other clubs have accepted three invitations to participate in Holiday Parades. HCC will be represented in the following parades: Roanoke Rapids December 3, 2017 Weldon December 7, 2017 Halifax December 12, 2017 SGA Officers for 2017-2018 Gabriel Roberts, President Larrell Lewis, Vice President Jekyra Brooks, Secretary/Treasurer Vacant Position, Public Information Officer Vacant Position, Parliamentarian