Coastal Pines Technical College Board of Directors Meeting Minutes July 20, 2017 Coastal Pines Board Members Present: Toni Nelson, Vice Chair Gwen Mungin Grant Gainer Lee Gowen Joel Hanner Dr. Greg Jacobs Dr. Keith Johnson Randal Morris Absent: Joy Burch-Meeks Daniel Johnson Ted Buford, Chair Dr. Patrick Ebri Coastal Pines Staff Present: Dr. Glenn Deibert, President Denise King, Executive Assistant, Local Board Operations Amanda Morris, Vice President for Academic Affairs Eva Bird, Project Manager Lonnie Roberts, Provost Melinda Laager, Director of Inst, Advancement Chad Boyett, Executive Director of Facilities Derrell Harris, Executive Director of Information Tech. Melissa Lamb, Vice President for Administrative Srvcs. Dr. Teresa Allen, Vice President for Inst. Effectiveness Guests: Jack Johnson CALL TO ORDER The Board of Directors of Coastal Pines Technical College met July 20, 2017, 12:01 p.m. at the Waycross site. Toni Nelson, Board Vice-Chair, called the meeting to order and Lonnie Roberts gave the invocation. Dr. Glenn Deibert, President, presented Jack Johnson with a clock and a certificate in recognition of his service to the Coastal Pines Technical College Local Board of Directors on this occasion of his retirement from the Board. ACTION ITEMS Approval of Agenda Upon a motion by Lee Gowen a second by Randal Morris, the Board unanimously approved the Agenda for the July 20, 2017, Coastal Pines Technical College Board of Directors meeting. Approval of Minutes Upon a motion by Gwen Mungin, a second by Dr. Greg Jacobs, the Board unanimously approved the minutes of the May 18, 2017, Coastal Pines Technical College Board of Directors meeting. Approval of A.A.S. Education Upon a motion by Dr. Greg Jacobs, a second by Randal Morris, the Board unanimously approved the A.A.S. in Education. A.A.S. Education Program Page 1
Approval of Hospitality Operations Assistant TCC Upon a motion by Dr. Greg Jacob, a second by Lee Gowen, the Board unanimously approved the Hospitality Operations Assistant TCC. Hospitality Operations Assistant TCC Approval of Technical Studies Termination/Teach Out Upon a motion by Grant Gainer, a second by Joel Hanner, the Board unanimously approved the Technical Studies A.A.S.Termination/Teach Out. Technical Studies Termination/Teach Out Approval of the CPTC Mission and Vision Statements Upon a motion by Dr. Greg Jacobs, a second by Gwen Mungin, the Board unanimously approved the current CPTC Mission and Vision Statements with no revisions/edits. CPTC Mission and Vision Statements Academic Affairs INFORMATION SHARING: 1. Dr. Keith Griffin has accepted the position of MOWR Speech Instructor and will begin on August 1. Dr. Griffin s office will be on the Golden Isles Campus. 2. Angela Brownlee has accepted the position of MOWR English Instructor and will begin on August 1. Mrs. Brownlee has worked as an adjunct English instructor with Coastal Pines for quite some time. Her office will be on the Jesup Campus. 3. TRF has requested that CPTC offer EW11 Naval Electrical Apprentice TCC beginning Spring Term. This will result in an additional 26 students in the TRF Program this spring. DIVISIONS: Allied Health Division The Allied Health division has been working diligently to enroll students in the Fall 2017 cohorts. Current cohort numbers are as follows: Page 2
PROGRAM FALL COHORT Medical Assisting Waycross 11 Golden Isles 8 Practical Nursing 60 (Full) Radiology 18 (Full) Respiratory 12 Surgical Tech 15 Business and Computer Division Dean Patsy Wilkerson 1. A new Business Technology Instructor has been hired for the Golden Isles Site. Laura Fish will begin on August 1, 2018. Thanks to the Interview Committee (Melissa Hall, Summer Gowen, and Gina Walker) for helping to fulfill this position. 2. The following faculty and staff members completed additional MOS certifications during the month of June: a. Summer Gowen Microsoft Word Expert 2016 b. Chad Swanson PowerPoint 2016 & Excel 2016 General Education/MOWR Division Dean KC Thornton/Associate Dean Thomas Wesley 1. Summer MOWR enrollment exceeded all expectations with a 100% increase over 2016. The increased course offerings, along with the tenacity of our high school coordinators, made this happen. 2. June 20: Along with Austin Johnson and Kate Bussey, I met with the Appling County High School principal, WELD instructor, and CTAE director. Plans are to offer WELD as a MOWR course there. This could encompass 120 students. 3. June 21: Along with Austin Johnson and Eryn Parsons, I met with the Bacon County High School principal newly hired Ben Horner, the counselor, and the assistant principal. He has outlined a vision for a slate of MOWR courses, particularly on the occupational side. 4. New instructors: Sarah Rowin, CRJU Bacon Co/Jeff Davis. Technical and Industrial Division Dean Jason Strickland 1. The T&I division has received World Class Labs funding for the purchase of four additional semi-trucks to replace part of our aging truck fleet. Additional funds were received for the purchase of a welding plasma table, VIRTEX welding simulator, and an engine performance trainer for diesel equipment. 2. The Satilla Water Conservation District Board has donated $25,000 dollars to create an endowed scholarship for CPTC s forestry and THOP programs. We are very grateful to the SWCD for their generous support of our programs. 3. The Georgia Electric Membership Corporation Supervisor s Association donated $1,000 to CPTC s Electrical Lineworker Program. We thank the EMC association for their generous support. Page 3
4. Kevin Metts, Electrical Lineworker Instructor, has accepted a position with another company and will be leaving CPTC employment effective July 31. Library Services Director Cassie Clemons 1. The library will implement a new activity called: Color Away Your Stress. This will allow students an activity to distress while on campus. 2. Redesign of the library webpage is continuing for ADA Compliance. The home page and several others are completed. 3. The Online Library Orientation was redesigned for ADA compliance and submitted to Joel Rozier for uploading. 4. Published a summer break schedule and distributed via email and the website. 5. Library Links Newsletter published on June 27, 2017. 6. Jesup Library staff are still actively working on the archiving project of Altamaha Technical College materials. Plans were made to involve staff on that campus during the summer break. 7. The Contact Us page on the library webpage has been updated to include the 24/7 Live Chat box. It is also included on the Online Library Catalog. Distance Education Director Chad Swanson Overall Student Enrollment by Mode of Delivery (201514-201714) Source: KMS Reports (GVTC-8-O, GVTC-8-K, GVTC-8-V) 1200 1000 974 869 845 800 600 400 473 562 630 341 Summer 201516 Summer 201616 Summer 201716 200 220 222 0 Online Hybrid Web-Enhanced Page 4
Number of Online Courses GVTC Report (GVTC8) # of Online Courses Term 201516 73 201616 77 201716 76 Administrative Services Items for Information Accounting 1. Purchasing Cards were reactivated on July 3, 2017. 2. New purchasing guidelines for federal funding were effective as of July 1 (Adult Literacy and Carl Perkins) which require obtaining bids for open market purchases of $3,500 and over. 3. Revenue and Expense for fiscal year 2017 closed on Friday, July 14, 2017. The final close of the fiscal year will be on Friday, July 21, 2017. After the year-end close, we will begin preparing the GAAP and Budget Basis Financial Statements. We will also prepare the required annual Schedule of Federal Expenditures and Per Diem and Travel Reconciliation for fiscal year 2017. 4. The Audit Engagement meeting with Angelia Rucker from the Georgia Department of Audits and Accounts was held on June 14, 2017 to discuss the fiscal year 2017 Management Review engagement. The Department of Audits has already begun the IT portion of the engagement. The College contact for the review is Jesse Santana. The auditors would like to begin the financial and financial aid portion of the review in late July or early August. 5. Fiscal year 2018 state and federal budget information has been received from TCSG. Fiscal year 2018 budgets will be prepared and entered into PeopleSoft by the end of July. Human Resources 1. The performance based salary increases were effective as of July 1, 2017. 2. All performance reviews should have been submitted to Human Resources by June 30, 2017. 3. The Kantola staff development training was completed by 100% of college employees. 4. During July, the Affirmative Action Plan (AAP) training information will be sent to all hiring supervisors. AAP training for all hiring supervisors is a requirement because we are underutilized in a couple of areas on the AAP. 5. The training will need to be completed by October 2017. The College Store 1. The College Stores at all locations are preparing for fall semester 2017. Fleet Management 1. The College was approved by DOAS Fleet Management and the Governor s Office of Planning and Budget to purchase two Kia vans and three Ford Fusions with FY17 funds. The Waycross, Jesup and Camden campuses will each receive a Fusion and the Alma and Jesup campuses will each receive a van. Four vehicles are additional vehicles to our fleet and one vehicle replaces a surplused vehicle on the Jesup campus. We have not received notification of delivery. Page 5
2. The deadline to complete the driver qualification forms is July 31, 2017. Please ensure that all of your employees have completed and submitted the forms to Angie Crews by the deadline so the college will be in compliance with the TCSG Driver Qualification Procedure. Page 6
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COASTAL PINES TECHNICAL COLLEGE NOTES TO FINANCIAL REPORT June 30, 2017 Project 01932 Project 01932 includes our state allocation for personal services (salaries and fringe benefits) and operating expenses. Operating expenses include such items as maintenance, motor vehicle expenses (gas and repairs), telecommunications, and utilities. Carl Perkins Grant This is federal money passed through to our College from TCSG. The 3236A001 Basic Grant funded four (4) full-time positions and operating funds for instructional programs. College Work Study Project 2417A002 is the College Work Study Project for Fiscal Year 2017. This project funds 100% of the payroll expense for students who work under this program. Students must meet the requirements of this federal program to participate in the program. USDA Rural Development Grant The grant application was completed and submitted during Fiscal Year 2016. The purpose of the grant was to enhance the CDL Program on the Waycross Campus and to fund a new truck. The freightliner was purchased from the grant and with the addition of local funds. The grant ends on June 30, 2017. Bond Funds Project 51325A is Repair and Renovation Bond Funds for Coastal Pines Technical College in the amount of $93,039. The funds were carried over from FY2016 and are available to use through June 30, 2017. Project 51336 is Repair and Renovation Bond Funds for Coastal Pines Technical College in the amount of $525,858. These bond funds are available to use through June 30, 2018. Project 51322B is Obsolete Equipment Bond Funds for Coastal Pines Technical College in the amount of $253,380. These bond funds are available to use through June 30, 2018. Adult Literacy Grants Project 01938 funds the Director, Assistant Director, 3 support staff, 10 full-time instructors, and a transition specialist of the Adult Literacy Department for our service delivery area. Project 2636A funds four full-time instructors, numerous part-time instructors/paraprofessionals, and the expenses of adult literacy programs throughout our Service Delivery Area. Project 2646A funds staff development activities for the staff of the Adult Literacy Department. Project 2656A funds the expenses of adult literacy programs in institutional locations throughout the Service Delivery Area. Page 8
Local Projects Current Year Revenue for each project reflects tuition/fees for a pro-rata share of summer 2016 semester, fall 2016, spring and a pro-rata share of summer 2017 semesters. Expenditures reflect those incurred for this fiscal year through June 30, 2017. Tuition includes tuition charged for degree, diploma, and technical certificate of credit programs. Instructional and Technology Fee became effective Fall Quarter 2005. It is a non-eligible HOPE fee charged to students each semester. The funds must be used for instructional and technology purchases. Miscellaneous income includes revenue from registration fees, application fees, graduation fees, facility fees, other miscellaneous student fees, and grant administration fees. Economic Development includes all fees for business and industry services, continuing education courses, and facility usage. GED includes the fees charged to those taking the GED test. Carryover funds represent those funds for specific projects for which the technical colleges are allowed to carry over to the following fiscal year and are available to use in the following fiscal year. Tuition has a maximum carryover of 15% of current year revenue. Currently there is not a maximum carryover amount for the technology fee, economic development, and bookstore. Local projects, miscellaneous income, and GED Test fees that have excess funds at the end of the fiscal year for which Georgia statute does not allow to be carried over are part of the surplus calculation at the end of the fiscal year and are returned to the State of Georgia. Provost INFORMATION ITEMS 1. J-233 Camden Center Renovation Phones have been installed in faculty office and reception area of the salon. A proposed CPTC sign to be place above the entrance to the Cosmetology salon was not accepted by CCGA. We are waiting to hear from CCGA concerning acceptable alternatives. 2. SACSCOC Narratives Work continues on writing and reviewing SACSCOC narratives for our upcoming reaffirmation. 3. Campus Signs Updated tobacco free signage and weapons signage have been installed on all campuses. Additional signs have been replaced and updated as needed. 4. 2017 Accomplishments/2018 Goals Report Worked with the President to prepare the annual 2017 Accomplishments/2018 Goals Report. 5. Faculty And Staff Training (FAST) Academy Work has begun on developing CPTC s FAST Academy. The FAST Academy will be a five-day training program for new employees that will be spread out over the entire year in one to two-day Page 9
increments. New employees will be able to join the Academy at any point during the year and continue until they complete the program. An on-line training manual will be developed for participants that will include a brief summary of Academy presentations and links to source documents. 6. Attended the following events/meetings: a. Dean for Academic Affairs Interviews June 13 b. Camden Legislative Reception June 13 c. Wayne County Chamber of Commerce Coffee Card Exchange June 15 d. Ribbon Cutting for Jesup Parker s June 15 e. Brunswick-Golden Isles Chamber of Commerce Annual Dinner June 19 f. Camden County Roundtable June 20 g. Complete College Georgia meeting June 21 h. Active Shooter Drill (Jesup) June 23 i. Glynn County IDA Meeting to discuss MOWR June 28 j. Golf Committee Meeting June 28 k. Professional Development Day Planning Committee June 29 l. Ware County Chamber of Commerce Rise & Shine July 11 Institutional Effectiveness INFORMATIONAL ITEMS 1. SACSCOC a. The Compliance Certification documents are being prepared and reviewed internally and by our TCSG Accreditation liaison. b. The QEP Steering Committee and subcommittees are working to prepare the QEP. During fall semester, a pilot project with the Welding and Joining Technology program will be conducted to assist in gathering data and determining additional action plans for the QEP. 2. USDA Grants In March, CPTC submitted four USDA grants totaling $209,630 requesting instructional equipment. Our USDA representative notified us in late June that we received one of the grants, $79,900, for the Diesel Equipment Technology program at the Baxley Instructional Site. A Diesel Engine Performance Trainer will be purchased. Staff Development will be Monday, August 7 on the Waycross Campus. The Board Members are invited to attend. Institutional Advancement INFORMATION ITEMS Marketing & Public Relations 1. Current News Check the News Releases on the Website for the most current items that have been distributed to local media sources. Page 10
2. Highlight Program The College will be highlighting one program per month in the news and on Facebook to steadily promote programs to assist with recruitment. 3. Campus Visits The Institutional Advancement office is holding a meeting with instructors and staff to learn more about individual campus marketing and recruitment needs. The first meeting will be held on July 18, 2017, on the Baxley campus. Faculty and staff from Alma, Baxley and Hazlehurst will be encouraged to attend. Kate Bussey is arranging this meeting. 4. Fall Ads for Registration/Enrollment are running All ads have been placed for early fall registration. 5. Facebook Requests Two groups will be added under the CPTC Facebook page. The Student Government Association will be added and a MOWR page for high school students and parents will be added. Advancement 1. United Way of Coastal Georgia (UWCCGA) A grant for the Hospitality Academy will be submitted this week to the United Way of Coastal Georgia following a meeting last week with the UWCGA as requested. Grants will range from $5,000 - $10,000. The Academy will be for students who are16-24 years old. The grants awarded must be to fund the whole project. (grant requirement) 2. Tee It Up for Tools Golf Tournament The preliminary planning meeting for the Tee It Up For Tools Toolbox Scholarship Tournament was held in June. Plans are underway. The event will be held October 20, 2017. We have some great volunteers working on the committee. The committee is looking for sponsorships. 3. Satilla Soil and Water Conservation Group (SSWCG) The endowment request for $20,000.00 has been approved by the SSWCG organization. Agreement requirements are being written into a formal agreement this week. This program will benefit the Timber Harvesting program. 4. Ga EMC Donation A $1,000 donation was made to the Line Worker program. This donation announcement will be in the paper this week. 5. Georgia Power Donations Georgia Power Company has recently made two donations to the CPTC Foundation. One donation of $15,000 was made in memory of Robert Stokes, a student in the HVAC program and former Georgia Power employee. The funds are designated for scholarships for minority students in the HVAC program. Another $750 donation was secured by foundation trustee, James Willis, for the emergency/purge list funds. Page 11
Student Affairs Board Report INFORMATION ITEMS 1. Year-Round Pell Included in the US Spending Package, the Year-Round Pell Grant is established/re-established. It restores the provision wherein a student can be eligible to receive an additional Pell Grant award during one award year, if eligible, of up to 150% of the annual award. Our federal training officer indicates with Year-Round Pell restored, there are no reasons why a college should define their academic year as 33/33/33. Looking at the best option for our students and CPTC, the recommendation of Student Affairs and TCSG is to define our academic year as 50/50 for AY 2018. 2. Free Application Day The June 22 Free Application Day for Fall Semester was a success. Below are the numbers with 49 online applications added in by site closest to the applicant s residence. Alma 8 Baxley 13 Camden 11 Golden 55 Isles Hazlehurst 12 Jesup 16 Waycross 42 Total 157 3. Gainful Employment The Gainful Employment regulation slated to take effect on July 1, 2017, has been postponed until a July 1, 2018, implementation. 4. Student Activity Days Scheduled for Fall October 9, 2017 Jesup Site October 10, 2017 Golden Isles Site October 11, 2017 Waycross Campus 5. Federal Work Study There are currently six summer Work Study students employed at CPTC with five positions open. President s Office INFORMATION ITEMS 1. Student Affairs Renovation (Jesup Campus) The student affairs renovation is on schedule and the completion date is expected to be September 2017. Page 12
2. Waycross Electronic Sign The construction of the new small electronic sign being built on the Waycross campus has experienced a set back and will not be constructed on schedule. The sign was approximately 40% completed when the College discovered the contractor s progress was not per the design specifications. The contractor has agreed this week to demolish everything that has been constructed thus far and start over. 3. FY2018 New Faculty and Staff Training (FAST) Academy The new FAST Academy development is underway and our plans are to begin the five-day training August 8. The training will run through March 2018. 4. January 2018 Graduation Speaker The College will be inviting Commissioner Corbin as our January 26, 2018, graduation speaker. 5. Camden County Campus Update Yesterday, I was allowed to modify our Camden County request to include a 4% escalation cost. The updated one-page flyer now indicates a construction cost request of $17,794,000. 6. Local Board Retreat The Local Board retreat in August is scheduled for August 17, 2017, from Noon until 3pm at the Coastal Kitchen restaurant. 7. Additional Funding The College was provided the following additional funding by TCSG the last part of June. a. $114,000 for additional vehicles b. $660,000 for World Class Lab (CDL, Welding and Diesel Mechanics) NEXT MEETING DATE/TIME The next meeting of the Coastal Pines Technical College Board of Directors is scheduled for Thursday, August 17, 2017, 12:00 p.m. 3:00 p.m. at the Coastal Kitchen, St. Simons Island, GA. ADJOURNMENT There being no further business to come before the board, the meeting adjourned at 1:30 p.m. Page 13