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District Board Board Minutes

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Board minutes 07/12/04

A meeting of the Madison Area Technical College District Board was held Monday, July 12, 2004, at Madison Area Technical College, 3550 Anderson Street, Madison, Wisconsin.

Board members present: John Ashley-Chair, Carousel Andrea Bayrd, James Cavanaugh, Judith Ecker, Donald Heiliger, Jerry McGowan, Darnella Mosley, and Rose Williams. Excused: Kenneth Brittingham.

Also present: Rose Ann Findlen, Acting President; Jon Anderson, Legal Counsel; Becky Baumbach, Vice President for Strategic Effectiveness; Edward Clarke, Vice President for Strategic Innovations; Debbie Derr, Executive Dean for Student Development & Success; Terry Gulmire, Director of Facilities; John Lalor, Executive Dean for Outreach Learning; Kevin Myren, Chief Finance Officer; Will Strycker, Vice President for Human Resources; David Wallace, Chief Information Officer?Department of Educational Technology & Services; and Ellen Hustad, Recording Secretary.

Others present: Fred Brechlin, Facilities Architect; Juanita Comeau, Coordinator-Multicultural Services; Bob Dinndorf, Resource Development/Alumni Administrator; David Heinzen, Automotive Instructor-Technical & Industrial; Janet Kelly, Manager-Institutional Marketing/Public Relations; Keith Kolb, Robert W. Baird & Company; Denise Kornetzke, Manager-Business Procurement Assistance Center; Ryan Liebert, Controller-Financial Resources; Joe Lowndes, Genetics Instructor-Agriscience & President-Full-Time Faculty Union Local 243; Gladys McKay, Bursar-Financial Resources; Blair McMillan, Science Instructor?Arts & Sciences; Joy McMillan, Director-Center for New & Converging Technologies; Lynn Perkins, Director-Prospective Student Relations; Alda Preston, Associate Dean-Alternative Learning Division; June Sarbacker, Administrative Assistant to Provost for Learning; Gail Shearer, President-Part-Time Faculty Union; David Shonkwiler, Dean-Agriscience, Apprenticeship, Technical & Industrial; Jody Thrush-Withers, Administrative Dean-Arts & Sciences; and others.

Call to Order ^I

The meeting was duly noticed and called to order at 5:36 p.m.

Additions to or Deletions from the Agenda ^{I B}

There were no additions to or deletions from the agenda.

Approval of Minutes ^{II A}

Mr. Strycker introduced Mr. Eugene Fujimoto, MATC?s new Diversity Coordinator/Affirmative Action Officer.

Mr. Ashley, Ms. Bayrd and Ms. Mosley were administered the oral and written oath of office for newly appointed and reappointed board members.

Mr. Dinndorf indicated that the MATC District Board of Trustees Endowed Fund was created to recognize outstanding service by MATC District Board members. The initial honoree, Linda Christman, served on the MATC District Board from 1989 to 2004. Mrs. Christman was recognized for her service and many accomplishments during her years on the board. Mr. Dinndorf stated that the endowed fund can be used in future

years as a vehicle to provide permanent recognition to a variety of key constituents who are active in the college?s governance.

Dr. Findlen indicated that this was the second in a series of three presentations related to significant work that has been accomplished by college work teams. The second presentation focused on work being done in response to the college?s second strategic initiative ? workforce and economic vitality. This strategic initiative implies that the college is responsible for developing a skilled workforce to support the economic vitality of the district and state. Dr. Findlen indicated that the board would be hearing from five work teams that represent comprehensive guiding work as the college approaches external partners for purposes of assuring a healthy economy.

Ms. Kelly reported on the work of the College Advocacy work team, whose charge is to recommend a mission, structure, representation and expected outcomes of the college-wide team that will plan, facilitate and coordinate the college?s legislative-related initiatives. Ms. Kelly indicated that the work team has completed its charge and recommendations have moved from the design to the operational stage. Efforts include the creation of a staff position that will focus on advocacy and external communications, recruitment of a permanent "College Advocacy Team", the introduction of a new "Your Community?s College" marketing theme, and the development of a college newsletter for distribution to county board chairs, legislators and other government officials and community leaders.

Ms. Comeau reported on the work of the Community Relations work team, whose initial focus was on the development of a plan, structure and clear criteria that would guide MATC?s efforts in the development, improvement and evaluation of the college?s community relationships. The work team gathered information regarding the college?s relationships with the K-12 districts, ethnic groups, businesses and employers, government, professional and community based organizations, and higher education. In February it became evident that the team?s work merged well with the charge of the college?s Academic Quality Improvement Process (AQIP) Portfolio Team. Future tasks include research of best practices and the drafting of a master plan for MATC?s community relations efforts.

Dr. Clarke and Ms. Kornetzke reported on the work of the Economic Development work team, whose focus is on best practices that include a top-down commitment to economic development with the college system, providing training that is considered world class, legislative support from both federal and state government levels, alignment and trust within state organizations, and a leveraging of resources to the greatest population, focusing on both rural and urban areas. Challenges include the changing nature of work, the changing nature of workers, and the changing economy.

Mr. Myren and Dr. McMillan shared information regarding the Grant Summit Design Team. Mr. Myren indicated that the work team has focused on identifying ways to access non-formula grants from foundations and governmental agencies. These grants enable the college to engage in projects that may be more short-term, risk-oriented and collaborative, and through the grant investigation process promote staff learning and skill development in assessment and evaluation. The work team recommended that Student

Development and Success be responsible for formula grants (Perkins, Adult Education & Family Literacy, etc.) and that the college provost be responsible for non-formula grants (General Purpose Revenue, National Science Foundation, etc.).

Dr. McMillan spoke of emerging technologies that are challenging the technical college system?s current structure. It is increasingly important for students as well as incumbent workers to be versed in emerging and converging technologies. National Science Foundation grants in biotechnology, manufacturing, metrology, computer information systems and renewable energy technologies have highlighted technologies and the converging among those technologies. College faculty require resources and connections to meet the technological challenges of the twenty-first century, and MATC?s Center for New and Converging Technologies will serve as a bridge for faculty professional development and the collaborations necessary to create a flexible workforce for the future. The center will also serve as a conduit that builds on unique relationships between MATC and the University of Wisconsin-Madison. All of these efforts direct the college to rethink how it develops and offers programs and courses.

Dr. Derr reported that the college?s High School Relations Team was charged with developing a vision and guiding principles for working with high school-age students and local school districts. Dr. Derr indicated that the board had endorsed the new vision and guiding principles in December, and the work team continues to address the college vision and strengthen partnerships with school districts. Dr. Derr introduced Mr. Heinzen to talk about a specific program that exemplifies the new vision.

Mr. Heinzen reported on the Automotive Youth Education System (AYES). AYES is a partnership among automotive manufacturers, local dealers, and selected high school schools to encourage high schools students to pursue careers in automotive service technology or collision repair and/or refinishing. While in the two year program, students intern at local repair facilities under a mentor. MATC and McFarland High School are certified AYES sites and partnered to form the Dane County Consortium AYES. MATC hosts the second year of AYES, with AYES high school graduates entering MATC?s regular automotive program as second year students. MATC is scheduled to receive their first class of second year students in fall 2004.

Ms. Perkins shared work being done to connect with and recruit high school age students. Ms. Perkins reported that between 2,500 and 3,000 high school students and community youth groups visit MATC annually, and between 12,000 and 15,000 high school students, parents, counselors and teachers have direct contact with MATC annually. In addition, ongoing communication occurs through annual counselor meetings, a biannual communication packet, and direct mailings to students and parents.

Dr. Findlen closed the presentation by stating that the work being accomplished by the college work teams represents a systematic approach to accomplishing strategic goals through work that crosses functional units, divisions and departments.

Mr. Ashley thanked staff for the impressive presentation. Mr. Cavanaugh noted that enrollments have held steady for the past several years, and suggested that it will be interesting to learn the results of increased recruitment and outreach efforts. Dr. Derr indicated that a committee is looking at demographics and future markets and will be working with the marketing/public relations department to determine if targeting and marketing efforts are on track. The board will be receiving information on this in the coming year. Mr. Lalor added that the college has experienced an increase in recent years in the number of high school graduates enrolling at MATC within three years of graduation. Ms. Ecker recommended caution when recruiting for programs that have a waiting list.

Mr. Heiliger asked what the college?s relationship has been with the state related to advocacy. Ms. Kelly responded that a position has been realigned that will focus on advocacy and serve as a liaison with external constituents.

Organizational Meeting ^{III D 1}

Election of Officers for FY2004-05 ^{III D 1 a}

Mr. Cavanaugh reported that the nominating committee consisted of himself, Mr. Brittingham and Mr. Heiliger. Mr. Cavanaugh stated that the nominating committee was recommending the following slate of officers for FY2004-05:

Board Chair: John Ashley

Board Vice Chair: Jerry McGowan

Board Secretary: Judy Ecker

Board Treasurer: Donald Heiliger

Mr. Cavanaugh indicated that the nominating committee was recommending Mr. Ashley as board chair. Mr. Cavanaugh asked three times if there were any other nominations.

Mr. Ashley was elected board chair for FY2004-05.

Mr. Cavanaugh indicated that the nominating committee was recommending Mr. McGowan as board vice chair. Mr. Cavanaugh asked three times if there were any other nominations.

There was a motion by Mr. Heiliger, seconded by Ms. Ecker, to close nominations for board vice chair and a unanimous ballot be cast for Mr. McGowan. Motion carried.

Mr. McGowan was elected board vice chair for FY2004-05.

Mr. Cavanaugh indicated that the nominating committee was recommending Ms.

Ecker as board secretary. Mr. Cavanaugh asked three times if there were any other

nominations.

There was a motion by Mr. Heiliger, seconded by Mr. McGowan, to close nominations for board secretary and a unanimous ballot be cast for Ms. Ecker. Motion carried.

Ms. Ecker was elected board secretary for FY2004-05.

Mr. Cavanaugh indicated that the nominating committee was recommending Mr.

Heiliger as board treasurer. Mr. Cavanaugh asked three times if there were any other

nominations.

There was a motion by Mr. McGowan, seconded by Ms. Ecker, to close nominations for board treasurer and a unanimous ballot be cast for Mr. Heiliger. Motion carried.

Mr. Heiliger was elected board treasurer for FY2004-05.

Dr. Findlen recommended that Ms. Rebecca Baumbach continue to serve as deputy treasurer and Mr. Kevin Myren continue to serve as deputy secretary.

Mr. Ashley indicated that the Wisconsin Technical College District Boards Association has requested that each district appoint representatives to the association?s committees. In addition, MATC is requested to select a board member to be seated on the District Boards Association?s Board of Directors for a two-year term beginning with the July 17, 2004, meeting in Appleton.

Mr. Ashley indicated that there were six committees requiring representation by MATC board members. The following committee assignments were confirmed for FY2004-05:

Legislative: Carousel Andrea Bayrd

Human Resources: James Cavanaugh & Darnella Mosley

Program: Jerry McGowan & Rose Williams

Marketing/Public Relations & Awards: Ken Brittingham & Donald Heiliger

Interdistrict/Interagency Cooperation: Judy Ecker

Bylaws, Policies and Procedures: John Ashley

In addition, Mr. McGowan was appointed to serve as MATC?s representative on the District Boards Association?s Board of Directors for a two-year term.

Dr. Findlen indicated that the board has elected to meet at 5:30 p.m. on the second and fourth Wednesday of each month for the past several years. It was suggested that the board continue to meet on the second and fourth Wednesday.

Mr. Myren reminded the board that at the June 9, 2004, meeting, the MATC District Board approved the sale of $6,500,000 of General Obligation Promissory Notes. Mr. Myren was pleased to inform the board that MATC?s AAA credit rating with Standard & Poor?s and Moody?s had been reaffirmed. MATC is one of only two technical colleges in the state to receive this rating. Mr. Myren introduced Mr. Keith Kolb of Robert W. Baird & Company to provide information on the winning bid.

Mr. Kolb reviewed the bid results, indicating that a total of nine bids were received. The winning bid came from Bank of America with a true interest rate of 2.4973 percent. Mr. Kolb commended the board and staff for the college?s financial strength and flexibility. Mr. Kolb noted that the college?s excellent financial ratings with both Moody?s and Standard and Poor?s greatly assist the college in securing competitive bids and low interest rates.

There was a motion by Mr. Heiliger, seconded Ms. Williams, to adopt the resolution awarding the sale of $6,500,000 general obligation promissory notes, Series 2004A; providing the form of the notes; and levying a tax in connection therewith. Motion carried.

Mr. McGowan requested separation of item III.D.3.a., "Three-Year Facilities Plan." Mr. Ashley requested separation of item III.D.3.e., "Vendor Payments Over $2,500."

Mr. McGowan indicated that he was concerned with the potential message being communicated by the contents of the draft Three-Year Facilities Plan. Mr. McGowan noted that the proposed plan includes a budget of over $6 million to support projects primarily at the Truax Campus. Mr. McGowan recalled that last year?s five-year facilities plan included projects related to the Madison centers and outlying campuses. Mr. McGowan noted that the board has heard from the regional campuses of their ongoing maintenance issues and needs for additional space. Mr. McGowan stated that he felt that this year?s plan was sending a negative message to those campuses that they will not be receiving any funding for facilities maintenance or improvements over the next three years. Mr. Ashley stated that he agreed with Mr. McGowan?s concerns.

Mr. Gulmire responded that the facilities plan has been changed from a five-year to a three-year snapshot based on direction from the Wisconsin Technical College System Board. In addition, the state board directed that information related to instructional programs be removed from the plan, as this information is provided to the state board in an alternate format. Mr. Gulmire indicated that the projects that have been removed from the facilities plan, such as maintenance and other facilities-type projects at regional campuses, still exist, but have been extracted from the plan and placed into other college planning documents. Ms. Ecker noted that the annual facilities plan reviewed by the board is more a "wish list" than actual dollars being approved by the board.

Mr. Ashley stated that the board was still unclear and concerned about the contents of the draft three-year facilities plan, and recommended that board action related to the plan be postponed until the August board meeting. Mr. Ashley noted that he had spoken with state board staff and confirmed that the plan does not need to be received in their office by August 1. Mr. Ashley stated that the facilities plan merits a conversation by the board and should be included as an action item on future agendas, rather than under the consent agenda. Mr. Ashley further requested that in the future the board have more time to review the draft plan prior to being asked to take action.

Mr. Ashley referred to the list of vendor payments over $2,500 and asked for clarification regarding a substantial payment to Paragon Development Systems. There was discussion regarding whether the board needs to be provided with more information related to these types of payments, particularly if funding has been approved for that item as part of the fiscal year budget. After further discussion it was agreed that the board would discuss the issue of how these types of transactions should be reported to the board during their August retreat.

Dr. Findlen informed the board that MATC?s "New Student Daze" has been expanded to include serving those enrolled at Fort Atkinson as a test for including all of the regional campuses in the future. The program is designed to provide new students with a day when they can get many of the services and products they need in a one-stop concept prior to the first day of classes.

Mr. McGowan provided a status report on the presidential search, indicating that the board had reviewed and discussed applicant materials and directed the consultant to conduct additional reference and background reviews. The board will be scheduling opportunities to meet with candidates in mid-September.

Mr. Ashley reminded Ms. Bayrd and Ms. Mosley of the board mentorship program, encouraging them to identify a current board member to serve as their mentor.

The meeting adjourned at 7:14 p.m.