PROCEEDINGS OF GRAND RAPIDS COMMUNITY COLLEGE BOARD OF TRUSTEES OFFICIAL REGULAR MEETING BOARD CHAMBERS MONDAY, MARCH 21, 2016 I. ORDER OF BUSINESS Meeting called to order at 4:15 p.m., Bert Bleke in the chair. A. Present: Bailey, Bristol, James, Koetje, Stewart, Verburg and Bleke 7 B. Introduction of Guests President Ender introduced Chris Arnold, Director of the Diversity Center and Mary Brown, adjunct faculty (Business/Psychology) as they both were named one of the 50 Most Influential Women of West Michigan by the Grand Rapids Business Journal. C. Review and Approval of Agenda to include additions, deletions, or corrections. Motion by Trustee James, seconded by Trustee Bailey to approve the agenda as presented. Motion carries 7-0. D. Open Comments None at this time. E. Special Order of Business (New Business) None at this time. II. MONITORING REPORTS F. Report (s) None at this time. III. UPDATES G. Student Report Graham Sniesak and Kevin Curiel presented the Student Alliance update in Brandon Sinclair s absence. H. Foundation Update (Quarterly Report) 1
None at this time. I. Board Chair Report None at this time. J. President s Update Steven C. Ender, Ed.D. None at this time. K. Faculty Association Update None at this time. IV. COMMUNITY CONNECTIONS L. Communications to the Board None at this time. V. CONSENT ITEMS M. Minutes of previous meetings, Grant Awards/Requests, Personnel Transactions, & Financial Transactions Minutes from February 15, 2016 Board Meeting Grants Received February 1, 2016 February 29, 2016 N. Minutes of previous meetings, Grant Awards/Requests, Personnel Transactions, & Financial Transactions Minutes from February 15, 2016 Board Meeting Listed below are the grants GRCC received from February 1, 2016 February 29, 2016. o The Sebastian Foundation awarded a grant of $50,000, payable over two years, to support the Lab Preschool Construction Project. PERSONNEL REPORT (Includes in-process transactions through 3-11-16) Appointments NAME DEPARTMENT EMPLOYEE GROUP POSITION EFFECTIVE DATE NOTES Amelita Fisher Dental Auxiliary Programs APSS Support Professional 2-24-16 New to College Rafael Pastrano Distance Learning & Instructional Technologies APSS Support Professional 3-7-16 Former contingency Employee Lauren Woolsey Physical Science Faculty Assistant Professor 8-25-16 New to College 2
Separations NAME DEPARTMENT EMPLOYEE GROUP POSITION EFFECTIVE DATE NOTES Paulo Teles Financial Aid Meet & Confer Financial Aid Functional Analyst 2-8-16 Separated Staci Dever Child Development and Education APSS Support Professional 2-9-16 Separated Financial Transactions (February 1-29, 2016) 1. Purchases $10,000-$100,000 a. General Fund 1) Blanket purchase order change notice issued to provide HVAC inspection and maintenance services. Order increased $10,000; from $19,200 to $29,200. Thomas Smith - Facilities Expenditure: $10,000.00/$29,200.00 Disposition: Recurring Purchase ATI Group Flushing, MI Yes, RFP #1415-6197L, previously reported. 2) Blanket purchase order issued to provide closed captioning services for the Media Technologies department. Mark Vogel Media Technologies Expenditure: $10,000.00 Disposition: Recurring Purchase REVCOM San Francisco, CA Yes, RFP #1516-12016. 3) Purchase order issued to provide furniture for the reconfiguration of Information Technology s Help Desk area. Kurt Meinders - Information Technology Expenditure: $10,198.04 Disposition: Replacement Purchase Custer Workplace Interiors Grand Rapids, MI No, E&I consortium purchase. 3
4) Purchase order issued to provide tasers (electronic control devices) for the Campus Police department. Rebecca Whitman Campus Police Expenditure: $12,459.02 Disposition: Replacement Purchase Taser International Scottsdale, AZ No, MiDEAL consortium purchase. 5) Purchase order issued to provide DAM (digital asset management) services to Grand Rapids Community College. Ian Riley Information Technology Expenditure: $12,540.00 Disposition: Recurring Purchase Widen Enterprises Madison, WI Yes, RFP #1112-2321C, previously reported. 6) Purchase order issued to provide GRCC with GroupWise archiving services. Donovan Wallace - Information Technology Expenditure: $14,700.00 Disposition: Recurring Purchase GWAVA Technologies Orem, UT Yes, single source. 7) Purchase order issued to provide facility rental for the faculty learning day. Patti Trepkowski - Instructional Support and Interdisciplinary Studies Expenditure: $16,560.20 Disposition: Recurring Purchase Frederick Meijer Gardens Grand Rapids, MI No, single source. 8) Blanket purchase order issued to provide discounted book distribution services for the library. Pat Ingersoll - Library Expenditure: $20,000.00 Disposition: Recurring Purchase YPB Library Services 4
Atlanta, GA No, exempt purchase. 9) Blanket purchase order change notice issued to provide legal services to GRCC legal counsel. Order increased $10,000; from $30,000 to $40,000. Kathy Keating Legal Counsel Expenditure: $10,000.00/$40,000.00 Disposition: Recurring Purchase Varnum Consulting LLC Grand Rapids, MI No, exempt purchase. 10) Purchase order issued to provide enterprise storage maintenance agreement renewal 3/3/16 through 3/2/17. Donovan Wallace Information Technology Expenditure: $65,561.14 Disposition: Recurring Purchase Data Strategy, LLC Grand Rapids, MI Yes, RFP #1213-11067, previously reported. b. Other Special Funds 1) Purchase order issued to provide (2) dental autoclaves for the Dental Clinic and X- Ray rooms. Amy Koning Workforce Development Expenditure: $10,905.98 (51-2821) Disposition: Replacement Purchase Suppliers: Benco Dental Wilkes-Barre, PA Source of Funds: Perkins Grant Yes, RFQ #1516-1338. 2) Blanket purchase order change notice issued to provide multi-function printers, services and supplies, campus wide. Order increased $10,949.84; from $58,000 to $68,949.84. Danelle Sedore - eprint Expenditure: $10,949.84/$68,949.84 (14-2343) Disposition: Recurring Purchase Suppliers: Canon Solutions America Burlington, NJ Source of Funds: Auxiliary Fund Yes, RFP 0910-6199, previously reported. 3) Purchase order issued to provide reimbursement for preparatory training for Foremost Insurance employee Ellen Myers. Julie Parks Workforce Development Expenditure: $11,760.00 (51-2271) 5
Disposition: Source of Funds: New Purchase Foremost Insurance Co. Caledonia, MI Michigan New Jobs Training Grant No, single source. 4) Purchase order issued to provide funds for continuity upgrade preparation of Plexus Systems software (for non-credit and continuing education markets). Julie Parks Workforce Development Expenditure: $14,586.36 (15-2271) Disposition: New Purchase Plexus Systems, Inc. Lake Forest, CA Source of Funds: Designated Fund No, single source. 5) Purchase order issued to provide (18) digital oscilloscopes for the Basic Electronics Lab, (ATC Room 315). Amy Koning Workforce Development Expenditure: $16,151.00 (51-2821) Disposition: Replacement Purchase Suppliers: Foss Police Equipment Battle Creek, MI Source of Funds: Perkins Grant Yes, RFQ #1516-1338C. 6) Purchase order issued to provide construction materials testing services (soil, concrete, wood, steel) for the Phyllis Fratzke Early Childhood Learning Laboratory. Thomas Smith - Facilities Expenditure: $19,992.00 (42-2271) Disposition: Construction Purchase Suppliers: Soil & Structures, Inc. Muskegon, MI Source of Funds: Plant Fund Yes, RFQ #1516-2311. 7) Wire transfer issued to provide funds for the HU219 Global Studies through International Travel study abroad trip (culinary studies in Germany & France, 5/15-24, 2016). Michael Schavey Experiential Learning Expenditure: $28,908.45 (15-2359) Disposition: New Purchase 6
Suppliers: Source of Funds: CEPA Europe (Customized Educational Programs Abroad) Ingersheim, Germany Designated Fund No, exempt. 8) Purchase order issued to provide a CarestreamDirect Cassette Reader for the Radiology Technology Lab, (Cook Room 323). Amy Koning Workforce Development Expenditure: $33,222.00 (51-2821) Disposition: Replacement Purchase Suppliers: Radiology Imaging Solutions Grand Rapids, MI Source of Funds: Perkins Grant Yes, RFQ #1516-1338B. 9) Purchase order issued to provide (2) 4K Sony TV production camera systems, with accessories, for the Media Technologies department. Mark Vogel Media Technologies Expenditure: $40,797.00 (51-2821) Disposition: Replacement Purchase Suppliers: B&H Photo New York, NY Source of Funds: HETA (Higher Education Television Association) Grant No, E&I consortium purchase. 10) Purchase order issued to provide funds for Bostwick Ramp Boiler replacement. Thomas Smith - Facilities Expenditure: $43,210.00 (42-2330) Disposition: Construction Purchase Suppliers: Lamphear Service Company Grandville, MI Source of Funds: Plant Fund Yes, RFQ #1516-1346. 11) Purchase order issued to provide a 2016 Ford F450 Flatbed Truck for the Tassell MTEC. Julie Parks Workforce Development Expenditure: $47,129.00 (42-2822, 51-2821) Disposition: Replacement Purchase Gorno Ford Woodhaven, MI Source of Funds: Plant Fund & MCAM Grant No, MiDEAL consortium purchase. 7
12) Purchase order issued to provide TIG & MIG welders for the Thompson MTEC Welding Program. Amy Koning Workforce Development Expenditure: $54,995.80 (51-2821) Disposition: Replacement Purchase Suppliers: Roy Smith Company* Detroit, MI Source of Funds: Perkins Grant Yes, RFQ #1516-1338. 8
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Motion made by Trustee Koetje, seconded by Trustee Bailey to approve consent items as presented. Motion carries 7-0. VI. ACTION ITEMS N. Purchases over $100,000 General Fund - No purchases for February 2016. Other Special Funds 1) Purchase order issued to provide (4) vehicles for the Chrysler Career Automotive Program (CAP) Local (new certification program in Automotive Technology). Jeff Danner Workforce Development Expenditure: $132,764.00 (42-2821) Disposition: New Purchase Suppliers: Bill Snethkamp Chrysler Dodge Jeep Ram Lansing, MI Source of Funds: Community College Skilled Trades Equipment Program Grant (CCSTEP)/Plant Fund No, MiDEAL consortium purchase. 2) Request permission to issue purchase order to provide replacement of the Bostwick Commons site furnishings. Thomas Smith - Facilities Expenditure: $146,931.96 (42-2330) Disposition: Construction Purchase Suppliers: Sinclair Recreation** Holland, MI Source of Funds: Plant Fund Yes, RFP #1516-2317. 3) Request permission to issue purchase order to provide funds for the replacement of the Main Building roof. Thomas Smith - Facilities Expenditure: $533,185.00 (42-2330) Disposition: Construction Purchase Suppliers: Pioneer Construction Grand Rapids, MI Source of Funds: Plant Fund Yes, RFP #1415-6211 (previously reported) & RFP 1516-3305A. Subcontractor Awards (for informational purposes only): BID CATEGORY DESCRIPTION COMPANY Vetted Bid 1 MISCELLANEOUS STEEL Van Dam Ironworks $ 25,600.00 2 ROOFING Great Lakes Systems $344,400.00 18
4) Request permission to issue purchase order change notice required for the construction of the Phyllis Fratzke Early Childhood Learning Laboratory, including A/E services, Construction Management services, various subcontractors, and other goods and services as required. Order increased $1,500,000, from $7,200,000 to $8,700,000.. Thomas Smith - Facilities Expenditure: $1,500,000.00/$8,700,000.00 NTE (42-2330) Disposition: Construction Purchase Suppliers: Stantec Architecture Rockford Construction Source of Funds: Plant Fund Yes, RFP #1415-2310, RFP #1415-2322 & RFP #1516-1345. Subcontractor Awards (for informational purposes only): BID CATEGORY DESCRIPTION COMPANY Vetted Bid 1 VERTICAL/HORIZONTAL HOLDS RCCI $ 15,000 3 CONCRETE Cascade** $ 325,805 4 MASONRY JK Masonry $ 1,227,000 5 MISC. METALS. FCC, Inc. $ 270,787 6 GENERAL TRADES RCCI $ 1,064,800 7 ROOFING RCCI $ 295,000 7 B SEALANTS/CAULKING TBD $ TBD 8 GLASS/ GLAZING Vos Glass** $ 267,000 9 CFMF- DRYWALL- CEILINGS Sobie Company $ 766,900 9 B FLOORING Bouma Corp. $ 141,425 9 C PAINTING K&A Painting $ 43,940 12 ROLLER SHADES MSC Blinds and Shades $ 6,835 21 FIRE SUPRESSION Triad Fire Suppression, Inc. $ 57,950 5 PLUMBING Sommerdyke Plumbing **** $ 394,600 23 HVAC-CONTROLS Quality Air $ 915,725 19
26 ELECTRICAL Circuit Electric $ 672,515 31 SITE WORK Velting Contractors, Inc. $ 329,100 32 ASPHALT PAVING Lite Load Services $ 42,589 32 B FENCING Ottawa Fence $ 16,000 32 C LANDSCAPING/IRRIGATION Koetje Landscaping $ 92,799 6C KITCHEN EQUIPMENT TBD $ TBD ACCOUNTS: KEY: 11 General Fund * MBE 14 Auxiliary Fund ** WBE 15 Designated Fund *** M/WBE 42 Bonds, Plant Fund ****MLBE 51 Grants # Non Responsive Bid 91 Agency Funds NTE - Not to exceed Sole Source: A single supplier that controls the supply of products or services in a defined market. Typically the product of market conditions such as: technology leadership, patent protection, limited or exclusive distributorship, etc. Single Source: Supplier selection is determined by objective business decisions such as: leveraged volume purchase contracts, standardization programs, OEM (original equipment manufacturer) parts/service, just in time delivery requirements, etc. Motion made by Trustee James, seconded by Trustee Bailey to approve action items as presented. Motion carries 7-0. O.Tuition Rates 2016-17 Lisa Freiburger presented a three dollar increase to current tuition rates for the 2016-17 academic year. Motion by Trustee Bailey to approve the tuition increase as presented, seconded by Trustee Verburg. Motion carries 6-1 (Stewart) P.Public Safety Advisory Committee Lisa Freiburger presented the Public Safety Advisory Committee recommendation for 2016-17. Motion made by Trustee Bailey to approve Public Safety Advisory Committee as present, seconded by Trustee Verburg. Motion carries 7-0. VII. OPEN COMMENT None at this time. 20
VIII. FINAL BOARD COMMENTS Trustee Bailey thanked Graham and Kevin from Student Alliance for their update and level of professionalism they along with the entire Student Alliance leadership has shown throughout the year. She also thanked Lisa Freiburger and her team for their work around tuition increase, although it doesn t always feel like a win/win she knows that everything is taken into consideration when these hard decisions are being made. Trustee Koetje thanked the other trustees for always creating a safe space when having to discuss hard issues where not everyone agrees but everyone s voice is heard and respected. Trustee James thanked Lisa and her team for the information shared in regards to tuition and would like to see changes made in Lansing as to how institutions are funded so that tuition doesn t have to be increased. James went on to thank Dr. Ender for his service, with his recent retirement announcement she has had many calls from community members asking why he was leaving and therefore wanted to go on record to say President Ender is leaving on his own terms he is not sick he has decided it is time to retire after being in education for over 42 years. Trustee Stewart also gave kudos to Student Alliance leadership for all their hands-on work. He also went on to thank President Ender for his work and feels that next year when the time comes to handoff the baton the new president will not be back tracking but moving forward. Trustee Bristol thanked all that attend the board meeting each month as it is appreciated. Trustee Bristol went on to say that she agrees with Trustee Koetje as she also feels the warm atmosphere and easy dialogue that the trustees are able to have no matter the topic. Trustee Verburg said that the meeting has been focused around financials and students which are the two important areas of the institution. He went on to say that the materials presented in regards to tuition was also discussed ahead of time in a retreat where Lisa shared details which is always helpful. Chairperson Bleke believes a way to measure excellent leaders is whether they leave an organization in better shape than when they arrived and looking at the financial and academic areas Dr. Ender is leaving with both areas in better shape when he started. Bleke said the institution owes President Ender a great debt of gratitude for all the work that he has done which hasn t always been easy as some of the decisions haven t always made everyone happy but it had to be done. He also shared that the Board has been working on succession planning therefore with Dr. Ender giving a fifteen month notice and a foundation of a succession plan already started the Board is in a great place to start a search to find a great leader. Information regarding the process will be shared with the campus community as this will be a partnership between the Board, Dr. Ender and both the campus and external communities to fill this position. IX. ADJOURNMENT Adjourned at 5:09 PM 21