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Northern Essex Community College Board of Trustees
Minutes of Meeting (Official) – June 1, 2016

A meeting of the Northern Essex Community College Board of Trustees was held in the Hartleb Technology Center at the Haverhill Campus at 5:00PM.

PRESENT:

Mr. Beverage
Ms. Cerasuolo-O’Rorke
Mr. Cox
Ms. Daly-O’Brien
Mr. D’Orazio
Ms. Estrella
Mr. Forman
Mr. Guilmette
Mr. Linehan
Ms. Paley Nadel

Also Present: President Glenn

CALL TO ORDER:

Chairman Linehan called the meeting to order at 5:05PM.

APPROVAL OF MINUTES:

On a Motion by Trustee D’Orazio seconded by Trustee Daly O’Brien it was voted unanimously to approve the May 4, 2016 minutes as presented.

CORRESPONDENCE:

There was none.

UNFINISHED BUSINESS:

There was none.

EDUCATION REPORT:

  1. Spurk Renovation Update (ADM-3333-060116)

  2. President Glenn introduced Dr. William Heineman, Vice President of Academic and Student Affairs who provided a brief report on the Spurk Renovation project. Dr. Heineman noted that he was pleased to have this opportunity to provide an update on the Spurk renovation and the academic plans for next year given Spurk is the college’s largest classroom building with approximately 65% of our students taking classes in that building each semester.

    Dr. Heineman noted that the building is nearly 50 years old and is in dire need of renovation. He reminded trustees that the renovation is a $15 million dollar project that will provide an HVAC overhaul as well as a variety of safety upgrades. The project will also include improvements made to the bathrooms, a full renovation of Lecture Hall A as well as the Hawrylciw Theater on the top floor. Lecture Hall A, he noted, will be the biggest improvement as the space is currently barely usable with no handicap accessibility.

    Dr. Heineman then spoke briefly about the swing space needs and plans for the project. Spurk currently has just over 88K square feet, and will acquire another 16K new square feet after the renovation. To accommodate the building being off-line, some programs will be moved to downtown Lawrence (like ESL and Criminal Justice), while others will be relocated at the Riverwalk location (Human services, Deaf Studies, and developmental math). Some faculty will move to those locations with the programs. In addition, the college has secured classroom and faculty office space at the Opportunity Works location at the Haverhill Campus. 8 new classrooms have been built over there as well as offices for Marketing, Center for Instructional Technology and the student newspaper (The Observer). The college is also piloting a four-day a week class scheduled for liberal arts students to ease the effect on students on site. The remainder of Spurk occupants will be merged into the B, E and Library buildings.

    In closing, Dr. Heineman noted that the college has also added enhanced shuttles and marked walkways to assist students next year during the renovation. Meeting and classroom space will be at a premium during the project, but it will all be very much worth it once the Spurk building is complete.

    Trustee Paley Nadel asked if there were any changes in the number of classrooms or faculty offices during the remodel. Dr. Heineman noted that there were no changes and students will be clearly informed of all changes and additional (on the ground) assistance will be available to them so they will easily be able to locate their classrooms and professors next year. He also noted that the scheduled completion date for the project is June 2017.

    With no other comments, Chairman Linehan thanked Dr. Heineman for his report.

REPORT OF BOARD COMMITTEES:

  1. Audit and Finance Committee

  2. Trustee Paley Nadel noted that the Audit and Finance Committee had a number of motions to discuss and act upon. She noted that next year will certainly be a challenging year, but wanted to express her and the committee’s thanks to President Glenn and the entire finance staff in their assistance in providing trustees with a balanced budget. .

    • FY2017 College Fee – Regular (AFC16-07)
    • Trustee Paley Nadel reported that the Audit and Finance Committee is proposing a student fee increase of $9 to $168 per credit (for non-Health credit courses). The increase is equal to last year’s and is similar to the fees at our sister community colleges (North Shore and Middlesex). Trustee Forman asked if the fee would continue to rise in coming years. President Glenn responded that over the years the college has not always raised fees, or raised them enough, when perhaps it should have, which has resulted in a severe deferred maintenance backlog, insufficient resources for IT, and other challenges. He noted that most of the sister community colleges have consistently made small to moderate fee increases to sustain college expenses and unexpected maintenance issues that come up. Trustee Cox also reminded Trustees that there is also a $250K fund set aside in the budget for students who have extenuating financial circumstances and are unable to pay the fee increase. President Glenn ended by saying that the administration works tirelessly to keep student fees low, but given the current budget situation and the continued decrease in state support, the fee increase is necessary to maintain college operations.

      On a Motion by Trustee D’Orazio seconded by Trustee Daly O’Brien, it was voted unanimously to approve the FY2017 College Fee-Regular which is assessed on all credit courses that are non-Health to be $168 per credit.

    • FY2017 College Fee – Allied Health Courses (AFC16-08)
    • Trustee Paley Nadel then noted that this fee increase is necessary due to the costs associated with offering the allied health courses which are considerably more expensive to run. The FY17 increase for these courses is also $9 to $248 (up from $239 last year).

      On a Motion by Trustee Cox, seconded by Trustee Daly O’Brien, it was voted unanimously to approve the FY2017 College Fee for Allied Health Courses to be $248 per credit.

    • FY2017 Applied Music Fee (AFC16-09)
    • Trustee Paley Nadel noted that this fee is assessed at $300 per course (up from $250 last year). This fee applies to the 30-40 students taking music courses which include a provision for private music lessons. The fee increase is necessary to cover the increase in costs associated with providing extensive private lessons as part of the curriculum.

      On a Motion by Trustee D’Orazio, seconded by Trustee Paley-Nadel, it was voted unanimously to approve an increase to the FY2017 Applied Music Fee by $50 from the existing rate of $250 per course to the new rate of $300 per course.

    • FY2017 College Budget (AFC16-10)
    • Trustee Paley Nadel noted that the Audit and Finance Committee recommends that the Board approve the FY2017 budget of $45,900,574.00 which is based on fees proposed in earlier motions. The increase is primarily due to increased costs of operation, a 5% decrease in enrollment, and contractual obligations. Trustee Paley Nadel noted that the administration continues to keep all expenses as low as possible while maintaining services to students. She then asked President Glenn to provide his update on the overall college budget and the process used.

      President Glenn noted that in January, when the budget process began, the college leadership made an assumption on the state appropriation and began setting budget targets given those assumptions. When the budget was recently released, the college had an estimated $6 million gap. Big drivers for college expenses in FY17 were salary increases for AFSCME and the Non Unit Professional staff, an increase in the fringe benefit rate, several hundred thousand dollars toward the Spurk renovation and approximately $50K toward institutional aid for students with financial gaps. To close this $6M gap, the proposed FY17 budget has no new capital items even though several capital requests came through the budget process. He noted that reductions were made across all areas of the college in an effort to meet the budget shortfall.

      Trustee Cox also noted that the only areas where personnel lines increased in this budget was in areas that would support an enrollment increase (like marketing, recruitment, and IT) or where the college was mandated to comply with reporting (a Title IX Compliance Officer). With no other discussion, the motion was moved.

      On a Motion by Trustee Forman, seconded by Trustee Estrella, it was voted unanimously to approve the FY2017 College Budget of $45,900,574.00 as detailed in the Summary Report.

    • FY2016 Student Activity Fund Budget (AFC16-11)
    • Trustee Paley Nadel noted that the Audit and Finance Committee recommends that the Board approve the FY2017 Student Activity Fund Budget of $562,908 as detailed in the summary report. She noted that Trustees are only being asked to approve the Revenue side of this fund and an updated Expense report will be submitted when the college’s supplemental budget is finalized in October. This fund is a standard item every year and supports athletics and other student activities.

      On a Motion by Trustee Cox, seconded by Trustee Daley O’Brien, it was voted unanimously to approve the FY2017 Student Activity Fee Fund budget of $562,908.00.

    • Establishment of a Math Scholarship (AFC16-12)
    • Trustee Paley Nadel explained that the audit and finance committee supported this motion which supports innovative ideas to keep students engaged. The proposed Math Scholarship Policy offers a $100 scholarship to eligible students on their second required college level math course. She noted that the A&F committee supports the policy.

      On a Motion by Trustee D’Orazio, seconded by Trustee Cox, it was voted unanimously to approve the establishment of a Math Scholarship to be funded by the College’s Operating Budget.

REPORT OF ADMINISTRATION:

  1. Board Meeting Dates for 2016-2017 Academic Year (ADM-3334-060116)

  2. President Glenn noted that the schedule for 2016-17 is enclosed in the packet for Trustee calendars.

  3. Haverhill Campus Update (Verbal)

  4. President Glenn noted that the Trustees had already heard the update on the upcoming Spurk renovation in the Educational Report. Another important Haverhill campus update is the 2nd graduating class of the Sheriff’s Academy has also taken place, and the Academy will be with us again next year here at the Haverhill Campus.

    Also, President Glenn noted that he and Vice President Jean Poth recently took another tour of the Harbor Place downtown project. The college is actively pursuing a space in that development in hopes of opening a culinary program with partners from Whittier Regional Vocational High School and Endicott College. The college has submitted a grant to fund capital purchases for the program, and is still waiting to hear if it has been funded. Endicott College has been very helpful and provided suggestions for other foundation funding.

  5. Lawrence Campus Update (Verbal)

  6. President Glenn noted that he and Mayor Rivera recently met with Secretary of the Executive Office of Public Safety and Security Daniel Bennett to provide them with information and a tour of the proposed Regional Public Safety Center. Like others who have visited the site (including Governor Baker), Secretary Bennett found the price tag of the proposed project a bit daunting, but he understood that sources of funding would need to come from a variety of places (city, state, Dept. of Homeland Security, etc.).

    President Glenn noted that he and other members of the community college system met with Paul Grogan and others from the Boston Foundation. He noted that the community colleges are continually improving their relationship with the Boston Foundation, and that the colleges are working jointly with them to develop a communications plan to work around the skills gap and meeting the needs around the state in a more positive way. There was a deep discussion on how community colleges can assist in this effort. President Glenn noted that he’d provide more information as the plan develops.

In closing, President Glenn also noted the DHE’s 29 Who Shine flyer was distributed to trustees and also noted that the college’s baseball team were playing Tyler, Texas in the final game for the community college world series that evening. And finally, President Glenn extended a very warm thank you to Student Trustee Sam Beverage. He noted that Sam was a very active participant in student life and represented the students very well at the Trustee meetings each month.

NEW BUSINESS:

  1. Approval of NECC’s New Strategic Plan, NECC 2020 (ADM-3335-060116)

  2. President Glenn noted that the attached Motion to approve the college’s new strategic plan is the result of a lot of work and gave special recognition to Professor Mark Reinhold and Dean Wendy Shaffer for their work as Strategic Planning leaders at the college. He noted that the plan represents some significant items being carried forward from the prior plan, but also adds some notable new initiatives. One notable initiative is the call for a more integrated student experience across both robust campuses as well as specific features of student success. He noted that throughout the plan, there are a number of metrics tied to familiar measures (like Achieving the Dream) and some new measures (like in the Vision project). The plan offers broad goals that provide guidance and responsiveness to workforce needs, professional development, and external partnerships.

    Trustee Paley Nadel asked how the plan aligns with the budget. President Glenn noted that once the plan is approved, the next step would be approval by the Department of Higher Education. During that step, additional tables and measures will be added to help frame the budget necessary for completion. He noted that the college has been very mindful of restrained budgets while developing the plan, and goal teams will be advised on the budget as they development their more specific objectives and action plans for each goal. In addition, he noted that while there is some money in place in the budget for some items, it is also important to remember that there are also other plans under development such as an Academic Master Plan, a Safety and Security Plan and an Information Technology that will need funding for implementation.

    On a Motion by Trustee D’Orazio, seconded by Trustee Forman, it was voted unanimously to approve the college’s new Strategic Plan, NECC 2020.

  3. Motion to Approve New Clinical Research Coordinator Certificate of Completion (ADM-3336-060116)

  4. President Glenn noted that Vice President Jean Poth arranged for him to meet with the owners of ActiveMed which conducts outpatient clinical trials with fairly simple protocols that workers don’t need heavy training for. ActiveMed wanted a specific type of employee (similar to how the Life Science degree was developed) and needed a training agent. As a result of that meeting, NECC has developed this training program which will also be utilized by other companies to develop talent in this field. The program provides a much needed ladder of opportunity, and can be modified to work with other allied health and perhaps STEM programs.

    On a Motion by Trustee Cox, seconded by Trustee Daly O’Brien, it was voted unanimously to approve the new Clinical Research Coordinator Certificate of Completion.

  5. Personnel Actions:

    • New Appointments (ADM-3337-060116)
    • President Glenn noted that there was one new appointee. After a nationwide search, the college is recommending that Michael McCarthy be hired as NECC’s next Vice President of Administration and Finance. Mr. McCarthy is a local man who made a favorable impression on everyone during his full day, on campus visit in May.

      On a Motion by Trustee Cerasuolo O’Rorke, seconded by Trustee Daly O’Brien, it was voted unanimously to approve the one (1) new full-time personnel appointment as listed in Addendum A.

    • Appointment of Department Chairs/Program Coordinators (ADM-3338-060116)
    • President Glenn noted that there was a lengthy list of chairs and coordinators presented for approval. These employees have agreed to do this work, and it is covered by the MCCC/MTA Collective Bargaining Agreement.

      On a Motion by Trustee Estrella, seconded by Trustee Daly O’Brien, it was voted unanimously to approve the thirty-seven (37) Department Chair/Program Coordinator appointments as listed in Addendum B.

  6. Delegation of Authority to Appoint New Fulltime Employees to Existing Vacancies during the Summer (ADM-3339-060116)

  7. President Glenn reminded the Board that at each June meeting, they vote to authorize the President to appoint new fulltime employees during the summer since the Board does not generally meet in July and August. All new appointments will be forwarded to the Board at the September meeting.

    On a Motion by Trustee Paley-Nadel seconded by Trustee Estrella, it was voted unanimously to delegate to the President of the College the authority to appoint new fulltime employees during the summer months of June, July and August, limited in number to fulltime position vacancies.

  8. Grants:

  9. Chairman Linehan noted that the Trustees generally approve all grants collectively in one vote. All Trustee agreed, and he read each grant title aloud.

    On a Motion by Trustee Paley Nadel, seconded by Trustee Cox, it was voted unanimously to approve Grant items #8e1 thru #8e8 as noted below:

    1. EDUCAUSE-iPASS: Integrated Planning and Advising for Student Success in Higher Education ADM-3340-060116
    2. Massachusetts Department of Elementary and Secondary Education: Adult Basic Education Grand Projects ADM-3341-060116
    3. Massachusetts Department of Elementary and Secondary Education: Perkins Postsecondary Allocation ADM-3342-060116
    4. Massachusetts Department of Public Health: Family Sign Language Instruction ADM-3343-060116
    5. United States Department of Education: Student Supportive Services Program ADM-3344-060116
    6. United States Department of Labor/Massasoit Community College/Trade Adjustment ADM-3345-060116 Assistance Community College And Career Training Program (TAA/CCCT): Academic Program Teams
    7. United States Department of Labor/Massasoit Community College/Trade Adjustment ADM-3346-060116 Assistance Community College And Career Training Program: Open Educational Resources (OER) Degree Initiative
    8. Pending Proposals for External Funding ADM-3347-060116

OTHER BUSINESS:

Chairman Linehan asked if there were any other additional items or reminders. Trustee Cox reminded Trustees that the June fundraising event for the Women of NECC was scheduled for June 11th in the Tech Center and encouraged all Trustees to attend.

President Glenn also congratulated Trustee Cerasuolo O’Rorke as she was being honored by the Greater Haverhill Chamber of Commerce at their Annual Dinner the next evening. Trustee Cerasuolo O’Rorke will be honored with the Charles E. Billups Award – the highest honor bestowed by the Chamber – for her many years of leadership and commitment to the Chamber and the impactful contributions she has made to the community. He and the other Trustees congratulated her on this wonderful and much deserved award.

ADJOURNMENT:

With no other business, Chairman Linehan adjourned the meeting at 6:11PM.

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