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District Board Board Minutes

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Board minutes 13/10/04

A meeting of the Madison Area Technical College District Board was held Wednesday, October 13, 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, and Jerry McGowan. Excused: Kenneth Brittingham, Darnella Mosley and Rose Williams.

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; David Wallace, Chief Information Officer-Department of Educational Technology & Services; and Ellen Hustad, Recording Secretary.

Others present: Renate Amelunxen, Konrad-Adenauer-Schule-Weisbaden, Germany; Turina Bakken, Marketing Instructor-Marketing; Patrick Barlow, Staff & Organizational Development Coordinator-Human Resources; Geoff Bradshaw, International Programs Coordinator-Student Life & Development; Scott Beard, Administrator-Portage Campus; Eugene Fujimoto, Diversity Coordinator/Affirmative Action Officer; Martin Gonermann, Reichsprasident-Friedrich-Schule-Homberg, Germany; Joan Grosse, Part-Time Faculty; Jack Hart, Hospitality/Tourism Instructor; Jerry Keiser, Acting Associate Dean-Agriscience, Apprenticeship, Technical & Industrial; Janet Kelly, Manager-Institutional Marketing/Public Relations; Ryan Liebert, Controller-Financial Resources; Joe Lowndes, Genetics Instructor-Agriscience &

President-Full-Time Faculty Union Local 243; Janice Mettauer, English Instructor-Arts & Sciences; Mary Rapp, Budget Manager-Financial Resources; Kelly Schulte, Administrative Assistant-Strategic Effectiveness; David Shonkwiler, Dean-Agriscience, Apprenticeship, Technical & Industrial; Abdulcadir Sido, Dean-Health Occupations; Jody Thrush, Administrative Dean-Arts & Sciences; and others.

Call to Order ^I

The meeting was duly noticed and called to order at 5:31 p.m.

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

There were no additions to or deletions from the agenda.

Approval of Meeting Minutes ^{II A}

Mr. Bradshaw introduced Mr. Martin Gonnermann and Ms. Renate Amelunxen from the state of Hessen, Germany. Mr. Gonnermann and Ms. Amelunxen were visiting Madison Area Technical College as part of a state-wide exchange with partner technical colleges in Hessen, Germany. This exchange builds upon a 26 year sister-state relationship between Wisconsin and Hessen, and is the third such exchange since October 2002.

Mr. Ryan Liebert was recognized by the MATC District Board for receiving the "Certificate of Achievement for Excellence in Financial Reporting" from the Government Finance Officers Association of the United States and Canada. This award is presented to government units whose Comprehensive Annual Financial Report (CAFR) achieves the highest standards in government accounting and financial reporting. This is the eighth consecutive year MATC has been honored with this award, and its attainment represents a significant accomplishment by a government and its management.

Mr. Ashley indicated that the board policies being presented for approval were the result of conversations during board retreats conducted on August 25 and September 22, 2004. Proposed revisions to the policies related to the vice chairperson’s role, monitoring college effectiveness, and executive limitations.

Mr. Ashley noted that there were two policy-related issues that the board still wished to discuss. As a result, further revisions could be made to the policies at a later date. The first issue related to the fund balance policy. Mr. Ashley indicated that the board was scheduled to discuss the fund balance policy language during their October 27, 2004, meeting.

The second issue related to whether the board policies should include a provision on anti-nepotism. Mr. Ashley had been asked to seek advice from legal counsel related to this matter. Mr. Anderson informed the board that the college currently has an administrative policy concerning nepotism. He further stated that, because this issue is addressed in administrative policy, he did not feel it was necessary to incorporate anti-nepotism language within the executive limitations of board policies. The board was in agreement with this recommendation.

There was a motion by Ms. Ecker, seconded Mr. McGowan, to adopt the revised board policies as presented. Motion carried.

Mr. Ashley reviewed the proposed MATC District Board goals for FY2004-05:

Ms. Ecker reported that she and Ms. Williams would be proposing a method for receiving input and enhancing the board’s relationship with internal and external communities based on a model they learned about during the Association of Community College Trustees conference in New Orleans.

Dr. Findlen indicated that the college is requested each year to designate positions that apply to the Wisconsin’s Code of Ethics for Public Officials and Employees.

Alternative Out-of-State Tuition Rates for Distance Education ^{III B 4}

Mr. Webb indicated that Wisconsin Statutes allow District Boards to request authority from the state office to charge alternative rates for out-of-state residents taking distance education courses. This option allows the college to establish competitive rates for out-of-state students, and does not include eTech courses where fees have been determined by all participating districts.

Mr. Webb indicated that in the past the board approved alternative out-of-state tuition rates for distance education courses at a rate of up to five times the current in-state rate. Because there is volatility in what the market might bear as appropriate tuition rates for specific courses and programs, the college is requesting authority to charge tuition rates ranging from the in-state rate up to the full out-of-state rate for students enrolled in distance education courses.

Mr. Liebert indicated that as part of the fiscal year-end process it is necessary to reconcile the actual expenditures by fund and function to the district budget. This is necessary in order to reconcile the records of the institution to the annual audit. The recommended budget adjustments were included in the board packet.

There was a motion by Mr. McGowan, seconded by Mr. Cavanaugh, to approve the budget adjustments for FY2003-04. Motion approved unanimously.

Mr. Liebert indicated that board approval of this resolution would establish reserves and designations of fund balances for specific purposes. A summary of the recommended reserves and designations by fund type on a budgetary basis was included with the issue paper.

Mr. Liebert indicated that Wisconsin Administrative Code requires an annual review of purchases to determine if a more competitive procurement process should be used in succeeding years. MATC staff reviewed a summary of district purchases made in FY2003-04 which totaled purchases from 202 vendors in excess of $25,000 per purchase. This review found that 95 percent of these purchases were made from competitive bids, sole sources, state or other governmental contracts, items for resale, or payroll-related items. The remaining 5 percent were reviewed to determine if potential savings would offset the additional cost of increased procurement efforts. Efforts will continue throughout the year to emphasize bids, quotes, and competitive negotiation whenever feasible.

The Wisconsin Administrative Code also requires that each district board adopt written policies and procedures related to district employee and district board member travel-related expenses. Related procedures for travel and purchasing had been reviewed and updated and were included for the board’s consideration.

Mr. Myren reviewed the recommendations being presented to the board for consideration. It was being recommended that an operational mill rate of 1.16530 be utilized to generate an operational tax levy of $63,042,000. This recommendation reflects a decrease in the operational rate of 0.05128 mills from the previous year.

A mill rate of 0.14712 was being recommended to generate a debt service tax levy of $7,959,000. This recommendation reflects an increase in the debt service of 0.00060 mills from the previous year.

The FY2004-05 mill rate, as recommended for operations and debt service, is 1.31242, which reflects a decrease in the combined mill rate of 0.05068 mills, or 3.72 percent from the previous year. This mill rate is 0.03744 mills less than what was adopted in the FY2004-05 budget, primarily due to a larger increase in equalized valuation than expected.

Bids & sole sources ^{III B 9 b}

Approval of acceptance of retirement ^{III B 9 g}

International travel ^{III B 9 h}

Information Item ^{III C}

Ms. Baumbach provided the board with an update on the college’s Academic Quality Improvement Process (AQIP), designed to align accreditation with the college’s emphasis on continuous quality improvement. Ms. Baumbach introduced members of the AQIP Steering Team and shared an update on progress within the four AQIP improvement projects: implementation of the Mandatory Assessment, Advising, and Placement (MAAP) model; creation of a continuous improvement culture within the admissions process; conduct market research; and provide equivalent instructional support for part-time faculty. Ms. Baumbach reported that the college portfolio would be developed in the next eight months as the due date had been moved from June 2006 to May 2005. Ms. Baumbach shared the portfolio development and writing process and informed the board that they would be asked to review the drafts and provide feedback. This process will provide the board with a unique opportunity to learn more about college processes and the most current results.

Communications ^{III D}

Rose Ann Findlen ^{III D 1}

Dr. Findlen shared that the college is beginning to work with Dane County to explore the feasibility of MATC’s acquisition of the Dane County Law Enforcement Training Center located in Westport. The college has formed an internal team to thoroughly research the proposal and examine whether MATC’s operation of the facility would be in alignment with the college’s long-term plans and institutional priorities. Staff will be working closely with the county and other key stakeholders to identify potential new efficiencies that may result for providing training to district public safety personnel. Dr. Findlen noted that it is premature at this time to say that the college is in negotiations for the facility. Rather, the college is in the early stages of looking at this opportunity.

Dr. Findlen reported that a successful Disney Keys to Excellence program was held in Madison on September 30. Participants ranged from employees within child care and barber/cosmetology industries to hospitality and health care industries. Dr. Findlen shared a plaque that was presented to the college during the program.

Dr. Findlen reported that MATC’s golf team won seven out of ten invitationals and claimed their third straight conference title and fourth straight state title. The team is now qualified for the national championship next June.

John Ashley ^{III D 2}

Mr. Ashley encouraged board members to attend the Wisconsin Technical College District Boards Association meeting in LaCrosse on October 22-23, 2004.

Mr. Ashley asked Mr. McGowan to provide an update on the presidential search process. Mr. McGowan reported that the board reached agreement related to finalists and that candidate forums would be scheduled October 27-29 at the college. Finalist names would be announced once forum details were in place.

Ms. Ecker reported that board members attended numerous informative sessions during the ACCT Annual Conference in New Orleans on October 6-9, 2004.

The meeting adjourned at 6:44 p.m.