Meeting Minutes December 2018

Northern Essex Community College Board of Trustees
Minutes of Meeting (Official) – December 5, 2018

A meeting of the Northern Essex Community College Board of Trustees was held in the Hartleb technology Center, room TC103A at the Haverhill Campus at 5:00 PM.

Present

Ms. Borislow
Ms. Cerasuolo-O’Rorke
Mr. Cox
Ms. Fernandez
Mr. Guilmette
Mr. Linehan
Ms. Paley Nadel
Ms. Worden

Also Present: President Glenn

Absent

Mr. D’Orazio, Mr. Forman, Ms. Morin

Call to Order

Chairman Linehan called the meeting to order at 5:06 PM.

Approval of Minutes

On a Motion by Trustee Cox seconded by Trustee Paley Nadel, it was voted unanimously to approve the November 7, 2018 minutes as presented.

Correspondence

There was none.

Unfinished Business

Chairman Linehan asked President Glenn to introduce newly- appointed employees. President Glenn introduced Gerard (Jay) Byron, Research Analyst in the Office of Institutional Research. The Board welcomed Mr. Byron to NECC.

Educational Report

1. NECC Online Learning Report (ADM-3521-120518)

   Dr. William Heineman, Vice President of Academic and Student Affairs introduced Ms. Melba Acevedo, Director of Instructional Technology and Online Learning who provided an update on online learning at NECC

   Ms. Acevedo noted that the college has been hosting fully online courses for the past 20 years in addition to the traditional face-to-face and web-enhanced courses. In 1998, the Massachusetts Community College union developed a statewide Distance Education Agreement and by 2001, Massachusetts Colleges Online (a consortium collaboration) was confirmed. In the following years, a growing number of online and web-enhanced courses were developed, and by 2011, iHealth hybrid courses and programs were offered. Online Associate Degree programs are currently offered in the fields of Business, Computer Science, Criminal Justice, and Liberal Arts. Online Certificate programs in Sleep Technology and Web Design are also offered.

   Ms. Acevedo also provided data on enrollments for online and non-online courses noting that headcount is slowly decreasing for traditional, face-to-face courses. In terms of demographics, the average online student is 25 years old, female and White, non-Hispanic. She also noted that the demographics of the growing online student population tends to be younger, female and Latino.

   She also noted that the Center for Instructional Technology provides faculty and staff with instructional and curriculum design, one-on-one coaching and training on academic technology through the iTeach training program. Through that program, faculty/staff can learn the basics of Blackboard, learn how to utilize the Open Educational Resources available, and have access to Tech Talks and the Laptop Lending Program for students. She notes that faculty are provided with support and a list of tools so they are better able to manage and offer online learning to students.

   Ms. Acevedo also provided information on the University Design for Learning (UDL) relating to accessible media compliance issues. This collaboration between CIT and the Center for Learning Accommodations helps NECC to meet technical standards in a growing digital environment. The CIT offers faculty and staff with workshops, mini-grants, and coaching to develop coursework that is inclusive by design.

   In summary, Ms. Acevedo noted that the future of online learning at NECC is exciting with a lot of interaction, virtual reality, gamification, interactive video and mobile learning to meet the needs of our future students.

   With no questions, the board thanked Ms. Acevedo for her report.

Report of Board Committees

1. Audit and Finance Committee

   1. Motion to Accept NECC FY2018 Audited Financial Statements (AFC-19-02)

      Audit and Finance Committee member Marianne Paley Nadel noted that the Audit and Finance Committee had thoroughly reviewed the audit and had a good conversation around pensions, in particular, and the impact on the college budget. The audit was clean and the committee recommends approval. The auditors were present to answer any questions.

      On a Motion by Trustee Borislow, seconded by Trustee Cox, it was voted unanimously to accept the Fiscal Year 2018 Audited Financial Statements as presented.

   2. Motion to Accept FY2018 Uniform Guidance (a.k.a.“Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”) Single Audit Report (AFC-19-03)

      Trustee Paley Nadel noted that the Audit and Finance Committee had also thoroughly reviewed the Single Audit Report and recommends approval.

      On a Motion by Trustee Cox, seconded by Trustee Worden, it was voted unanimously to accept the FY2018 Uniform Guidance (a.k.a.“Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”) Single Audit Report as presented.

Report of Administration

1. Institutional Advancement Report: Private Sector Fundraising: July 1, 2017 – June 30, 2018

   President Glenn as Vice President of Institutional Advancement Jean Poth to provide an overview of the report. Ms. Poth referred to the initial sheet on public sector fundraising, and noted that the college conducts fundraising for endowed funds which are restricted funds strictly for scholarships. She noted that the college also solicits funds for the NECC Annual Fund, Giving Tuesday, and the Women of NECC funds which raises money for student scholarships as well.

   Ms. Poth noted that in addition, the NECC Foundation has approved raising funds through the LIFT Campaign for a variety of projects and needs. During the initial quiet phase of the campaign, the IA team in collaboration with a consultant, has developed solicitation materials begun the prospect outreach process. As part of that effort, the President has spent a considerable amount of time reaching out to past and new donors with considerable progress. As a result, the campaign has raised almost $2M in commitments and we are well on our way to the $7M goal over the next three years.

   In closing, Ms. Poth also noted that NECC Foundation has supported the college by assisting in the purchase of land and buildings in Lawrence as we expanded which has lowered our assets. Also, the growth and support from the college Alumni continues as the college continues to market and solicit that population.

   With no questions, President Glenn thanked Ms. Poth for her tireless commitment to the college. “Jean created the foundation here at the college which has been the model for institutions around the state. I have learned a great deal from her, and I am deeply grateful for what she has taught me and the work we have accomplished together.”

   He also noted that before the LIFT Campaign goes public, the college needs 100% participation from those who are connected directly to the institution (president, cabinet, boards, faculty/staff), and we are looking forward to your continued support.

2. LIFT Campaign (Verbal)

   President Glenn noted his remarks under the Institutional Advancement Report and again thanked the Trustees for their support and contributions toward the campaign.

3. NECC 2020: Strategic Plan (Verbal)

   President Glenn noted that the central goal of the Strategic Plan is the Integrated Student Experience (ISE). The ISE was meant to do a lot of things, but reorganizing the student support experience is at the central core of the plan. The college has made great success and currently has 4 out of the 5 academic centers in place. Through those centers, students are provided with more direct student support. Vice President Heineman and the Academic Deans continue to be active in getting the centers up and running, and newer students will be deployed into these centers as they decide their major. In addition, the EAB Navigate system will enhance the detailed communication behind each student which will assist in retention and the push toward graduation.

4. Haverhill Campus (Verbal)

   President Glenn noted that the Achieving the Dream coaches visited the campus last week. NECC has been involved with AtD for more than a decade now with the intent on closing the gap on student success with a robust, data-informed process. Our coaches have assisted the college in that capacity and noted areas (advising, etc.) that needed modification to improve student success. Their input, particularly when it comes to how the college assists students) has been closely reviewed and helped us to change policies, in how we teach, and how we provide services.

5. Lawrence Campus (Verbal)

   President Glenn noted that the Revolving Test Kitchen (RTK) will soon have a new tenant
   as the Lawrence Partnership is in the process of reviewing the finalists. Foods from the finalists will be sampled by judges who will also review each of their stories and decide which vender will bring a new food option to the college and community of Lawrence. The RTK vendor has about a year to work on their business, brand etc. with advice from food industry leaders. In addition, the Lawrence Partnership also recently hosted another very successful annual event with fabulous speakers including NECC alumni Brian Mohika, President of CathWear, a manufacturer of specially designed underwear for patients wearing catheters.

6. New Trustee Orientation, Tuesday, January 29th, 10AM-2PM @ Mass Bay Community College (Verbal)

   President Glenn noted that trustees should have received an email about the upcoming New Trustee Orientation. If any trustee is interested, they can register or contact Cheryl Goodwin who can assist them in the registration process.

7. DHE Statewide Trustee Conference, Thursday, March 28th, 9AM-3PM @ Doubletree Hotel, Westborough, MA (Verbal)

   President Glenn noted that the annual Statewide Trustee Conference will be held on March 28th and encouraged trustees to attend if they are available.

New Business

1. Motion to Approve NECC’s Written Information Security Program (WISP) (ADM-3523-120518)

   President Glenn noted that at the November board meeting, CIO Jeff Bickford provided you with a report on the following two information security policies that need to be approved by the Board of Trustees. With no questions, President Glenn entertained a motion for both policies.

   On a motion by Trustee Worden, seconded by Trustee Cox, it was voted unanimously to approve the NECC Written Information Security Program (WISP) as presented.

2. Motion to Approve NECC”s Security Training and Awareness Policy (ADM-3524-120518)

   On a motion by Trustee Cox, seconded by Trustee Fernandez, it was voted unanimously to approve the NECC Security Training and Awareness Policy as presented.

3. Motion to Approve Changes to Deaf Studies Program (ADM-3525-120518)

   President Glenn noted that the intent of this motion is to rename program to “American Sign Language Studies” and to consolidate current Associate Degree options of the program into one program with three options. The changes will eliminate confusion and misunderstanding of program and will more clearly reflect the true nature of what this program offers.

   On a motion by Trustee Guilmette, seconded by Trustee Borislow, it was voted unanimously to approve the name change of the Deaf Studies Program to the American Sign Language Studies and consolidate current Associates programs into one program with three options.

4. Personnel Actions

   1. Delegation of Authority to Appoint New Full-time Employees to Existing Vacancies during December 2018 and January 2019 (ADM-3526-120518)

      President Glenn notes that the Trustees do not meet in the month of January, but hiring needs still need to be processed. This motion allows the President to approve new fulltime hires during the months of December and January, and Trustees are provided an opportunity to affirm those hires at their February meeting.

      On a motion by Trustee Worden, seconded by Trustee Paley Nadel, it was voted unanimously to approve the delegation to the President of the College the authority to appoint new full-time employees during the months of December 2018 and January 2019.

   2. New Appointments (ADM-3527-120518)

      President Glenn noted that there were two (2) new personnel actions for consideration.

      On a motion by Trustee Cox, seconded by Trustee Borislow, it was voted unanimously to approve the two (2) full-time personnel appointments as listed in Addendum A.

5. Grants

   1. Massachusetts Department of Higher Education: Inclusive Concurrent Enrollment Initiative (MA ICEI) For Students with Disabilities Supplemental Funds (ADM-3528-120518)

      President Glenn noted that there was one (1) grant presented for approval from the Mass. Department of Higher Education.

      On a motion by Trustee Borislow, seconded by Trustee Worden, it was voted unanimously to accept a supplemental grant award of up to $24,000, if funded, from the Massachusetts Department of Higher Education for the MA ICEI program through August 31, 2019.

Other Business

President Glenn wanted to extend thanks to George Moriarty, NECC’s Executive Director of Workforce Development and Corporate Relations as he will be retiring at the end of December. The board all thanked Mr. Moriarty for his years of service.

Adjournment

With no other business, Chairman Linehan adjourned the meeting at 5:55 PM.