May 11, 2011

LANE COMMUNITY COLLEGE
BOARD OF EDUCATION MINUTES
May 11, 2011

1.  Attendance
Board members present: Bob Ackerman, Pat Albright, Susie Johnston, Roger Hall, Tony McCown, and Sharon Stiles. Absent: Gary LeClair. Also present were: President Mary Spilde; Vice President Sonya Christian; Chief Financial Officer Greg Morgan; Legal Counsel Meg Kieran; Lane Community College Education Association President Jim Salt; and Lane Community College Employees Federation President Bob Baldwin; and Associated Students of Lane Community College President Mario Parker-Milligan.

A. Chair McCown called the meeting to order at 6:30 p.m.

B. President's Report
I would like to express my condolences to the family and friends of Officer Chris Kilcullen. I attended the services on April 29 and hope that our community's strong support is of some comfort to those bereaved by this tragic loss.

I appreciate the work of the board and Budget Committee which met last week and earlier this evening. As always we are faced with uncertainties and a demand for services that exceeds our funding. We essentially have four levers to use to achieve a balanced budget under difficult circumstances: growing enrollment, using reserves, raising tuition, or reducing services.

The state budget picture will become clearer tomorrow morning when State Economist Tom Potiowsky releases the new state revenue forecast. It's unlikely there will be much change since the last forecast. If there is additional funding for community colleges, it will likely come from the stability fund. Students, staff, board members, and the Oregon Community College Association are working hard to try to improve the allocation to the Community College Support Fund.

On April 27, I testified before the House Education Committee in support of funding for community college capital construction projects. No community college projects were included in the Governor's or Co-Chairs' Budgets. However, legislative leadership has indicated that, depending on the news of the state revenue forecast, there may be funding for a small number of community college projects. Our project—the renovation of the Forum building—is currently tied for 7/8 on the list, but we may move up if other colleges take their projects off the list due to a lack of local match. Capital funding will likely be one of the final budgets passed this session.

Lane Community College Day at the State Capitol was April 27. Thank you to Board members Tony McCown and Pat Albright for attending, along with numerous managers, faculty, staff and students. This year's programs on display in the Capitol's Galleria included ASLCC, Culinary and Hospitality Management, Energy Management, GIS, Massage Therapy, Small Business Development Center, and Cooperative Education. During the day, we met with many Lane County legislators as well as Co-Speaker of the House Arnie Roblan. Thank you to everyone that made it such a successful event.

I would like to thank ASLCC and the Oregon Student Association for their great work in organizing the rally for post-secondary education at the Capitol on April 25. Over 100 Lane students participated, the highest turnout of any school in the state. Governor Kitzhaber and Education Sub-Committee Co-Chair Rod Monroe were keynote speakers. Students also met with 70 legislators during the day, lobbying on post-secondary education funding, the Oregon Opportunity Grant, and SB 742 (tuition equity).

Lane County legislators held a budget town hall meeting with Co-Speaker Arnie Roblan and Ways and Means Co-Chair Peter Buckley on campus on May 5. For those attending, I think it was apparent that legislators have a tough job ahead as they begin to move budgets over the next few weeks. I testified in support of $425 million for the Community College Support Fund. I would like to thank Jim Salt, Bob Baldwin, Mario Parker-Milligan, and the numerous students who also testified, as well as all of those in attendance.

You may have seen in the news that we won another $100,000 EWEB Greenpower Grant, this time for a photovoltaic array for our Downtown Campus. I accepted the grant award at EWEB's Earth Day event on April 23, along with Pat Albright and Tony McCown and others from Lane. The array will be a living lab for students as well as an energy source for the building and it will help us earn a Platinum LEED rating. This is the second award for Lane. The first Greenpower Grant helped fund the solar station on main campus.

I'd like to congratulate PeaceHealth Siuslaw Region as our Co-op Employer of the Year. Since 2000, more than 85 students have interned at PeaceHealth-Siuslaw and 26 percent have been hired. We honored PeaceHealth-Siuslaw at our annual advisory committee dinner a couple of weeks ago.

We are investigating air quality issues in Building 4. Some employees who reported symptoms have been relocated. We still have no cause-and-effect data to identify the problem or a solution but we have contracted with a new environmental services firm and industrial hygienist and we have consulted OSHA. We will keep working on this issue, and we are anxious to solve the problem and protect employees.

I have been meeting with candidates for the openings on this board, and I want to encourage everyone to exercise the power of their vote and to get their ballots in on time for the May 17 election.

Tamin Ansary lectures here tomorrow night at 7:30 p.m. in the Center for Meeting and Learning as part of our Reading Together project. He will also meet with students. Ansary is a well-known Afghan-American author and speaker and wrote the critically acclaimed memoir, "West of Kabul, East of New York." I hope you can attend the lecture. It's free and open to the public.

You're welcome to attend our Employee Gala on Wednesday, May 25 and help us celebrate our 10-year, 20-year, and 30-year employees, and our retirees. It will be from 3 to 5 p.m. in the Center for Meeting and Learning.

Just a short run down on some of the things I have been involved in - I attended the Regional White House Summit in San Diego with Susie Johnston. We held the Grand Opening of the new Dance Studio that was part of the bond project. It is a beautiful dance space on campus. As a state, we launched the Adult Basic Education to Credentials grant that we received from the Gates Foundation, and Lane is one of the few colleges in the state working on that. Last week, Donna Zmolek hosted the President's Executive Assistants conference for all of the community college presidents' assistants in Oregon, and they spent a good couple of days here at Lane. I taught a leadership class for the Hospitality Management program last week, and Spring Conference was held last Friday.

I will close with a reminder that our best event of the year is coming up: graduation will be Saturday, June 11, at the Lane Events Center at the Fairgrounds.

2) April Highlights
April highlights at Lane Community College as offered in the board mailing were presented.

3) Personnel
The college's current personnel appointments were presented.

C. Board Agenda Review/Changes
No changes were made to the agenda.

D. Statements from Audience
Dr. Jimmy Schaper, Cottage Grove Center instructor, spoke about an initiative he is working on which will address issues and realities of rural communities.

Claire Dahl, Cottage Grove community member and volunteer Bright Minds teacher, spoke in support of Beth Simeone. Simeone made it possible to offer the Bright Minds program to Cottage Grove families.

Pete Rosa, CEO of Tovert Memorial Foundation, supported Beth Simeone.

Tanika Osmond Steier, Cottage Grove community member, supported Beth Simeone.

Merlin Adams, Cottage Grove community member, supported Beth Simeone.

Cheryl Adams, Cottage Grove community member, supported Beth Simeone.

Shawn Andrews, Cottage Grove community member, supported Beth Simeone.

Eder Campuzano, Torch editor, informed the board of the regional award the newspaper received in April.

Matt Keating, Budget Committee member, requested that the board revisit the idea of a parking fee and consider an academic incentive which establishes a first-time enrollment fee to be generated back based on academic performance. Keating also suggested a program in which students could give back to a program of their choice.

2A. Consent Agenda
Stiles moved, and seconded by Johnston, to approve the Consent Agenda consisting of:

  • The approval of the April 13, 2011 meeting minutes
  • Central Plant Upgrade for Engineering Services
  • Building 11 Roofing for Construction Services

Motion passed unanimously.

3. Policy Review
A. Second Reading

1. Meetings and Executive Sessions, B.140
Albright moved, seconded by Hall, to approve the second reading of board policy B.140, Meetings and Executive Sessions.

Motion passed unanimously.

POLICY NUMBER: B.140
POLICY TYPE: GOVERNANCE PROCESS
POLICY TITLE: MEETINGS AND EXECUTIVE SESSIONS

The board of education shall liberally construe the section in Oregon Revised Statute [ORS 192.610-690] which declares all meetings are to be held in public; the exceptions are those defined in the statute that may infringe on personal or public rights. Where authorized by statute, an employee may request consideration in executive session of those matters set forth in Oregon Revised Statute [ORS 192.660].

The board shall determine whether in having the discussion in open session: (a) the public interest actually would be harmed, or (b) the rights of an individual would be adversely affected or violated by disclosure of personnel records.

ADOPTED: November 9, 1998
REVIEWED: February 11, 2004
REVIEWED: March 12, 2008
REVIEWED:May 11, 2011

2. New Board Member Orientation, B.160
Stiles moved, seconded by Johnson, to approve the second reading of board policy B.160, New Board Member Orientation.

Motion passed unanimously.

POLICY NUMBER: B.180
POLICY TYPE: GOVERNANCE PROCESS
POLICY TITLE: NEW BOARD MEMBER ORIENTATION

All new board members will receive an orientation to Lane Community College and the role and responsibilities of the Lane board of education within the first three months of election and/or appointment. The orientation will be conducted by board members in collaboration with the president and include topics in: Governing by policy model, board policies, statutory responsibilities, and institutional financial status.

ADOPTED: November 9, 1998
REVISED: February 11, 2004
REVIEWED: April 9, 2008
REVIEWED:May 11, 2011

B. First Reading
1. Board Committee Principles, B.190

No changes were recommended to this policy. A second reading will be held in June.

POLICY NUMBER: B.190
POLICY TYPE: GOVERNANCE PROCESS
POLICY TITLE: BOARD COMMITTEE PRINCIPLES

Board committees, when used, will be assigned so as to reinforce the wholeness of the board's job and so as never to interfere with delegation from board to the president.

ADOPTED: November 9, 1998
REVIEWED: February 11, 2004
REVIEWED: April 9, 2008

4. Discussion/Action Items
A. Perimeter Planning

Baldwin described the perimeter planning process thus far, which has included meetings with staff and community members, workshops, drop-in opportunities, input from staff and interested parties, and a draft report which was produced in April. One of the primary issues for the campus is commuter traffic, and ideas are being considered to reduce that.

Barry Gordon, UO School of Architecture, presented the draft Long Range Planning report, which incorporates all of the planning work to date on the future development of Lane's main campus property. The intent is to foster an educational environment that supports the mission of the college through economic, social, and environmental sustainability. Three ideas for revenue are being entertained: housing, a long term care facility, and a small hotel. The majority of participants in the planning process are in favor of preserving the wetlands. Gordon explained other aspects of the report, which include items such as a grand entrance, parking considerations, wayfinding, maintaining trees, and types of housing.

Baldwin explained the next steps. There is much work to be done in the area of sustainability and the environmental impact. One of the recommendations for next steps is to engage the science faculty not only as those who utilize living classrooms, but on a professional level as they are probably best able to evaluate environmental concerns. The college will also communicate with external sustainablility groups.

Board members requested to see a cost plan and a proposal for the schedule of projects. Christian explained that this is the planning process, but she is hoping to have some studies to review by next year.

B. Climate Action Plan
Brian Kelly, Conference and Culinary Services Dean, and Jennifer Hayward, Sustainability Coordinator, presented the Climate Action Plan, in which Lane commits to becoming carbon neutral by 2050. A team of experts from the college and community has compiled five strategies and sixty-one actions that will put Lane on a solid path toward carbon neutrality. The plan lists target dates, goals, and steps that the college can take. Cities and organizations around the globe are developing strategies and are beginning to implement them. Lane is one of the 677 signatories of the American College and University Presidents' Climate Commitment, an organization dedicated to address global climate disruption. Kelly and Hayward explained that the plan is a living document which will be updated continually as we focus on what we can do along the way and what we can build on. As was mentioned in the perimeter planning report, Lane is a commuter college, and the challenge will be to find a way to reduce traffic. The plan is divided into five strategy areas and leads have been assigned to each area. The board was encouraged to view the entire plan on the website at Climate Action Plan.

C. Core Themes
Christian explained that the new standards set by the Northwest Commission on Colleges and Universities (NWCCU) anchor the entire accreditation process on an institution's fulfillment of its mission statement, as defined by a set of "core themes" that "individually manifest essential elements of the mission." Based on Lane's new mission statement adopted by the board on September 8, 2010, four core themes have been developed for the board's approval under the titles of Academic Transfer, Career Technical and Workforce Development, Foundational Skills Development, and Lifelong Learning for the Communities We Serve.

Board members brought up issues that are not included in the core themes, such as diversity, counseling, and future academic pursuits that may not include transferring to a university. Christian explained that the mission and core themes should be kept concise, and other factors and commitments will be included in the college's self study report. Board feedback will be incorporated into the final version of the mission and core themes and presented at the June meeting.

D. Downtown Campus Update
Spilde explained that the new market tax credits are still being pursued. The IRS lowered the allocation and many of the allocatees are not working in the Northwest, and those that do already have projects in the works. We have the potential for $1.3 million, although that is not the best arrangement for the college. We have approached some allocatees who do work in the northwest and will continue to pursue that.

Spilde reminded the board that last month we were looking at the potential of getting Qualified Energy Conservation Bonds (QECBs) from the City of Eugene and Lane County. The City has requested that we use the bonds for the Downtown Campus if we access those. Right now, we are only considering the bonds from the City and may discuss the County at some other point. The City has offered us their allocation, pending affirmation from bond counsel that we are eligible. Lane would need to for pay debt service, and the interest is 1.8 to 2 percent. The payment would be $76,000 per year, and if we rent space to the City of Eugene, we would have enough in rental payments to pay the debt service. QECBs would be used for planned energy projects in the building.

Components for a backup plan for funding include a mix of new market tax credits, QECBs, savings on the guaranteed maximum price, project contingency and foundation requests. There are cutbacks to the project that can be done if necessary.

Board members discussed the amount spent to date, and bid packages have come in slightly under estimates thus far. The board asked how much would be needed in new market tax credits if QECBs were acquired, which would be $3.5 million instead of $5 million. For $3.5 million, only two allocatees would be needed instead of three for $5 million.

Hall moved to instruct the administration to work with the City of Eugene to assign QECBs to Lane Community College. Stiles seconded.

Motion passed unanimously.

E. ASLCC Election Results
Albright moved to approve the May 2011 ASLCC election results. Johnston seconded.

Motion passed unanimously.

F. Board Evaluation Process
The board discussed the ten-year old evaluation instrument and the possibility of doing a broader survey. It was agreed to consider the evaluation process over the next year to update it for 2012.

Johnston moved to consider redesigning the evaluation in the next year and hold a discussion at the board retreat. Stiles seconded.

Motion passed unanimously.

5. Accountability/Reports

A. Benchmarks
Craig Taylor, Institutional Research, Assessment, and Planning director, responded to questions and comments on the following Benchmarks:

  • Change of Employee Headcount: Number of Employees by Group – Fall Term

B. Facilities Update
An update on the status of bond and facility projects was presented.

C. Financial Condition and Activities: Quarterly Report, A.050
Morgan responded to questions and comments on the Financial Condition and Activities Quarterly Report.

6. Reports
ASLCC President Mario Parker-Milligan thanked the board for approving the election results. For the first time, voting took place in MyLane, and over 700 students voted, which is more than last year by a significant amount. A rally was held in Salem on April 25; over 300 students attended, and 100 were from Lane. The students are rallying for $425 million in the community college support fund and $115 million for the Oregon Opportunity Grant. Lane is scheduled to host the Oregon Student Association Commission board transition and executive training on June 16 and 17. Student government leaders from across the state will attend. Parker-Milligan clarified his statements at the budget committee meeting, stating that the students could support the tuition surcharge becoming permanent, but they would prefer a surcharge for another two years and then evaluate the need.

LCCEF President Bob Baldwin reported that the Federation is endorsing board candidates Bob Ackerman, Pat Albright, Tony McCown and Rosie Pryor in the upcoming election. He responded to a comment that was made during the budget committee meeting regarding the College Council agendas. Since Baldwin is chair of College Council, he makes up the agendas, but he clarified that discussion can only happen when members are willing to talk about a matter. Governance is best when full and meaningful discussion is held by all parties. The long range planning process has been the right way for governance to operate; the budget process has not. It did not work this year. Baldwin listed some other ideas that could have been included this year for revenue or control of expenses besides tuition, wages, and health insurance. One is to disband counselors and put them in the classrooms for more FTE. That would have a budget impact. It may or may not be a good idea, but it would be something to consider. Another idea is to charge fees for tutoring. If there was a fee, it might be possible to expand those services. Also, the Federation has advocated for paid parking. It would increase net revenue and emphasize a cost benefit trade off to take the bus or carpool. The long range planning process started with "what ifs," but that was not done with the budget process. Lane's vision has been constrained more than it needs to be. During statements from the audience earlier in the meeting, several speakers addressed a situation in Cottage Grove, where there is an employee facing termination. The current position of the federation is that there is no case for discipline in this situation.

LCCEA President Jim Salt reported that the Association is endorsing the same four board candidates as LCCEF. He congratulated and thanked Mario for accepting Salt's request to visit with ASLCC officers to discuss his budget proposal. Salt defended Baldwin's chairing of College Council, stating that he has stepped forward in unbelievable ways. Baldwin's chairing had nothing to do with the failure of the administration in the budget subcommittee. Faculty are concerned that general fund money will be used for debt payment for QECBs at the same time that tuition is being increased and staff are asked to take cuts. Salt stated that, in order to have a contract, an agreement on bargaining will need to be reached by the end of the month, and yet faculty have not received a response to their proposal to negotiate the use of the ending fund balance. It is not looking possible to reach an agreement this year. Mount Hood Community College reached an agreement, so a strike has been averted.

Vice President Sonya Christian stated that the governance process is an important one, and it makes us better and sharper at what we do. It gives us checks and balances and brings out our best selves. Christian believes that all individuals involved are committed to the process. Regarding the budget process, there could have been improvements and we will look at it next year. It's always about prioritizing and reprioritizing. The message Christian would like to leave is her complete confidence that Lane has a remarkable process of engagement, multiple voices, and we challenge each other to do the best we can do.

Board Reports
McCown congratulated Parker-Milligan on his re-election, and The Torch for its awards. Regarding the budget process, it is always good to assess what we are doing and why we are doing it. These are worthwhile conversations, but they are not always discussions for the budget committee process. We need to reach a point where there is a clear set of realities. It may be a role for the governance system to undertake, but probably not the role of the budget development subcommittee, where discussion can be held, but not decision making. So often in crisis we look to solving the problem today, but we should also applaud the college for its planning processes, to plan not just for now but also for tomorrow.

Albright commented on Baldwin's ideas for revenue. Charging fees for tutoring is contrary to our mission. The more fees that are imposed, the more debt the students would incur. In K-12, Albright saw fees increased as fewer students participated in those programs. Our goal should be to provide education to all, so that the least capable of paying have the opportunity to better themselves. Albright attended Lane Day. The refreshments went quickly, so we should bring more next time! He also attended the co-chairs budget hearing. He congratulated Parker-Milligan, and complimented him on being articulate, capable, and willing to step forward. Albright invited everyone to "Election Central," which Lane is hosting on May 17 at Davis restaurant.

Johnston stated that the suggested parking fee could be considered in the future, but it should be fair and be applied to everyone – students and employees. Raising tuition is inevitable to a certain degree, and Johnston is glad that it is tied to a price index. Employees of Lane benefit from a tuition waiver. Parker-Milligan had stated in the budget committee meeting that the average student leaves Lane with $23,000 in debt; Johnston reported that her education at Lane had cost about $19,000 so far. When the board discusses raising tuition, Johnston considers it from the point of view not only as a board member, but also as a student. She encouraged everyone to attend the Gift of Literacy event put together by Springfield School District. Johnston noted that she had missed some meetings recently because of a family medical emergency, and she appreciated all of the support. The majority of the nurses at the hospital were Lane graduates; one in particular will graduate this year and is a great example of the quality of our nursing program.

Ackerman congratulated Parker-Milligan on his reelection as ASLCC President and for bringing the board a message that students are willing to support education by agreeing to pay the surcharge for another two years.

Stiles attended the advisory committee annual award ceremony and dinner with the Florence Advisory Committee. The PeachHealth Siuslaw Region won the 2011 Cooperative Education Employee of the Year Award. The Florence Center will be open this summer to offer an eight-week session. Siltcoos Station had an erosion problem, but it has been taken care of. The Florence Center is hosting a science camp for middle school students in conjunction with Siuslaw School District.

7. Date, Place, and Proposed Agenda Items for the Next Regular Meeting
Tuesday, June 14, 6:30 pm, Boardroom, Building 3, Lane Community College

8. The board meeting unanimously adjourned at 9:45 p.m.

_____________________________ 
_____________________________
Mary Spilde, President/District Clerk 
Tony McCown, Board Chair