NORTHERN ESSEX COMMUNITY COLLEGE BOARD OF TRUSTEES
MINUTES OF MEETING (OFFICIAL) – September 7, 2022
A meeting of the Northern Essex Community College Board of Trustees was held in room TC103A in the Hartleb Technology Center on September 7, 2022 at 5:00 PM.
PRESENT:
Ms. Borislow
Ms. O’Rorke (Via Zoom)
Mr. Cox
Ms. Pachano
Ms. Fernandez (Arrived at 5:09PM)
Ms. Paley Nadel
Mr. Gomez
Ms. Quiles
Mr. Linehan
Ms. Sanchez
Ms. Worden (Via Zoom)
ALSO PRESENT: President Glenn
CALL TO ORDER: Chairwoman Borislow called the meeting to order at 5:04 PM with a roll call of attendance and a quorum present.
President Glenn introduced new Student Trustee Sarah Pachano. Ms. Pachano is a philosophy major and will be graduating in Spring 2023. Sarah noted that she took the role as a student trustee “because I want to be able to make a meaningful impact in the student life on campus and help build and grow our community. My main goal as a trustee is to try to make all of the students feel comfortable, accepted and welcome in the school, regardless of their background, ethnicity, sexual preference or age.” She indicated that she intends to highlight a student every month in the Student Newspaper, and asked all trustees to reach out to her with any questions or if she can help them in any way. Chairwoman Borislow and President Glenn thanked Sarah for her contribution to NECC and said they look forward to her service.
Next, President Glenn introduced Mr. Jouel Gomez, of Haverhill, Massachusetts as NECC’s new Alumni Board elected Trustee. Mr. Gomez is a 2015 graduate of Northern Essex Community College and went on to receive a Bachelor’s degree from Boston University and his MBA from Bentley University. He also currently serves Chairman of the NECC Alumni Board. Mr. Gomez thanked President Glenn, Chairwoman Borislow and the full board for their warm welcome. He said he is honored to serve as an NECC Trustee and also looks forward to his continued service as a member of the Alumni board. He also welcomed his fellow new student trustee, and noted he looked forward to helping in any way he can.
APPROVAL OF MINUTES: Chairwoman Borislow asked for a motion to approve the June meeting minutes.
On a Motion presented by Trustee Linehan and seconded by Trustee O’Rorke, by roll call vote, the Board unanimously approved the June 1, 2022 minutes as presented.
CORRESPONDENCE:
There was none.
UNFINISHED BUSINESS:
a) Introduction of Newly Hired Employees (Verbal)
President Glenn noted that there were several new employees hired over the summer months of July and August. The following employees were introduced: Jared Cazmay, Administrative Assistant for Human Resources, Ethan Dean, Assistant Program Manager for Corporate and Community Education, Keith Paul, NECC’s new Executive Director of Marketing & Communications, Francellis Quinones, Chief Officer, JEDI, and Mary Jo Shafer, Assistant Professor for Journalism and Communications. The board welcomed the new employees.
EDUCATION REPORT:
a) A Report on Recruitment and Enrollment (ADM-3745-090722)
Dr. Paul Beaudin, Provost, introduced Donna Bertolino, Dean of Enrollment Services and Loreen Tirrell, Interim Director of Student Recruitment who provided the education report. Dr. Beaudin noted that with the start of a new school year, he often fields the question: “So, how is enrollment?” Similarly, there are typically questions regarding the budget and how it impacts the school. He noted that while tonight’s education report by Ms. Bertolino and Ms. Tirrell will give trustees information on NECC’s enrollments, he asked that trustees view the presentation on a slightly different perspective. While enrollment is important, he noted, it does not represent the full reality of every college as students can begin their studies in September, October, December, January, March and June, so enrollment is fluid. NECC has seven different start times to meet student demands, and every year, there are negative and positive enrollment shifts.
Dr. Beaudin went on to note that the college has enrollment data on various subgroups. For example, Early College student enrollment is up 35% from a year ago with about 800 enrollees. In order to serve NECC’s talented students, and to enhance NECC’s community programming, the college is expanding its Honors Programming and are working to develop joint admissions agreements with four-year partners. In closing, he noted that “enrollment must inform our class utilization and section cancellation. We have been proactive in canceling poorly subscribed sections for the fall, and despite the enrollment decline, have actually increased our seat utilization rate by 5% over last fall.” In closing, he thanked Dean Bertolino and Interim Director Tirrell for addressing enrollment issues over the summer.
Ms. Bertolino Donna began her report by describing the three, large-scale recruitment open house events that were planned and well attended over the summer months. The events drew a total of 700 students and guests and included staffed tables from each academic division, admissions/enrollment/financial aid staff, food, tours and even a tuition credit giveaway. Attendees registered in advance so that the enrollment team could track them during the application/enrollment process. The rates of attendance vs. those enrolled for all three events was greater than 50%, and over 50 volunteers from offices across campus participated.
Ms. Bertolino also noted the strategic financial support for students, and mentioned that the college was fortunate to have access to $1.9M in HEERF funding to support students and assist with FY22 balances. In addition, a $50K Start Right grant provided financial awards of $500 to 100 NECC applicants, and over $3.5M was authorized and federal, state and institutional aid was distributed.
She noted that personalized follow-up emails were sent to those students who could not attend and thank you cards to those who enrolled for summer classes. In addition, a special enrollment services event was held on Saturday, August 20th, and the college’s Testing Center remained open on four Saturdays to serve students who might not be able to get to campus during the week. As a result, the college currently has a headcount enrollment of nearly 4,300 students.
Ms. Tirrell spoke briefly about how recruitment data is gathered and analyzed to inform strategic enroll decisions and outreach to students. The enrollment strategic plan includes both traditional and non-traditional outreach efforts and includes community activities, special campus events and an upcoming September 24th Open House for our late starting classes. In addition, other recruitment strategies include hosting guidance counselor breakfasts, attending and recruiting at college fairs, and providing weekly campus tours in both Haverhill and Lawrence. In closing, Ms. Tirrell noted that the recruitment team focuses on all that NECC has to offer and should be students’ first choice. NECC offers a wonderful and caring faculty, vibrant campus communities, well-delivered student activities, theater, arts, great transfer opportunities, and nationally-recognized sports.
She and Dean Bertolino thanked the board for their time. Trustee Gomez thanked them for their report and noted that NECC has always felt like family to him. Trustee Quiles agreed, noting that she was excited about the work being done, and would like to connect with Donna and Loreen at some point about revisiting pathways for students, particularly for those students entering the teaching profession through the paraprofessional role. Ms. Tirrell agreed and would welcome the opportunity to meet and have a conversation with guidance counselors to further investigate those possible opportunities.
BOARD CHAIR UPDATE:
Chairwoman Borislow welcomed all Board members to the start of a new semester and especially thanked Trustees Cox and Linehan who have agreed to continue to serve well beyond the expiration of their term of office and until their successor is named.
Chairwoman Borislow noted that the October board meeting has been moved back to October 5th at 5PM. The updated list of dates can be found in this month’s board packet.
In addition, she noted that she had attend Fall 2022 Convocation, and that it was an amazing morning. Many thanks to all faculty and staff for the warm welcome and she encouraged other trustees to attend the future.
And lastly, for those trustees that are new, she noted that very little work is typically done by the full board over the summer, however, the executive committee was very busy this summer and supportive of President Glenn in his application and candidacy for the Massachusetts Commissioner of Higher Education. President Glenn thanked the executive committee for their generous support in the effort, and noted that he continues to be deeply committed to NECC. “I wasn’t looking for a job, and it was a struggle for me to apply, but it felt like the time might be right.” In the end, he noted, Dr. Ortega will be wonderful in that role, and Dr. Glenn noted that he very much appreciated the outpouring of support if he had been called to serve.
REPORT OF BOARD COMMITTEES:
a) Audit and Finance Sub-Committee: Trustee Cox noted that since the Audit and Finance Sub-Committee did not meet this month, there is no report at this time.
b) Alumni Advancement Sub-Committee: Trustee Fernandez noted that the committee will regroup and meet in October.
c) Equity Imperative Sub-Committee: Sub-Committee Chair Paley-Nadel noted that the committee met one hour before tonight’s meeting, and would like to take the opportunity to introduce Francellis Quinones, NECC new Chief JEDI. Ms. Quinones thanked everyone at NECC for the warm welcome, and she looks forward to her future work.
d) Nominating Sub-Committee: Sub-Committee Chair Quiles, was pleased to hear of the appointment of Jouel Gomez as the alumni-appointed trustee. She noted that the college continues to wait to hear from the Governor’s office on the remaining open seats.
REPORT OF ADMINISTRATION:
a) Presentation on the DCAMM B/E Building Proposed Renovation (Verbal)
President Glenn noted that when he became President 12 years ago, NECC had the highest deferred maintenance backlog of all the community colleges. He reminded the trustees that the Commonwealth owns NECC buildings, however the college is expected to set aside a small amount of funding each year (5%) for building maintenance and repair. Over the last 10 years, NECC has managed to better invest in maintenance with tens of millions of dollars for renovations on Spurk in Haverhill, Dimitry in Lawrence, and now we are planning for a large renovation to our B and E buildings in Haverhill. CFO/COO Michael McCarthy then provided a brief report on those planned renovations
Mr. McCarthy noted that this renovation is slated to be a $12 million project and first of its kind to be funded as it is strictly bringing the buildings into ADA compliance, will add the number of bathrooms, and will provide more overall energy efficiency. The total renovation includes approximately 93,000 square feet of space in mixed use buildings which houses Human Resources, the Police Academy, Esports, Early College, etc. In addition, the project accommodates an enhancement to our labs to better serve the STEM community.
Mr. McCarthy noted that the B Building will receive a new ADA-Compliant elevator, replacement of exterior accessible ramp, replacement of exterior storefront doors and windows. In addition, the bathrooms will be fully renovated, drinking fountains replaced, and building signs, stair rails, classroom door hardware, upgrades to the HVAC system and fire protection system are all within the scope of work.
The E Building will receive a new ramp for entry from the major walkway as well as new storefront doors, windows, building signs and stair railings. In addition, the project calls for the replacement of the bathrooms, drinking fountains, flooring, classroom door hardware, stair railings, building signs, upgrades to HVAC and fire protection systems. Mr. McCarthy noted that the timeline begins with construction commencing next September and will utilize two summers to complete the work with completion expected in 2026.
Trustee Paley Nadel asked what kind of green infrastructure has been built into these renovations? Mr. McCarthy noted that the DCAMM designers always consider energy efficiency as part of their work. He noted that a lot of the lighting in the B/E buildings was done not too long ago, but this project will still look and update different electrical outlets, etc. as energy conservation is a component of all projects.
With no further questions, President Glenn thanked Mr. McCarthy and his team for their work on this.
b) FY23 Budget Update (Verbal)
President Glenn noted that the college hoped to come in this Fall with a 1% increase in enrollment, but that we are now certain that enrollment will be down (to be determined with one week to go) and could reflect as much as a 10% decline in headcount. He noted that it is important to know that several colleges are anticipating declines, but final counts are dependent on how the colleges are counting enrollments and also based on variables such as vaccination status, Early College status, etc. Other factors such as students choosing the workforce in lieu of classes, the increased cost of living, and increased competition from 4-year institutions have also impacted enrollments at community colleges. While we are uncertain of these changing attendance patterns, NECC will continue our work on universal internships to ensure that all NECC degree programs have embedded work programming within them which can be a differentiator for students in the employment market.
President Glenn went on to note that as a state, the community college presidents are in favor of additional funding for adults who may want to return to a community college to finish a degree or to start a new degree. A similar program in Michigan (Michigan Reconnect) was successful and provided quite a bit of funding for that population. In summary, for FY23, NECC will be able to cover the initial shortfall, but anticipates that similar new programming will be necessary to meet demand and increase enrollment. A year and a half of highly unusual stimulus funding was handled very responsibility by getting the funds into students’ hands, but the college will also now need to do some right-sizing as we look forward. President Glenn thanked trustees for their continued support and noted that he would be back with updates at the next meeting.
c) Update on NECC’s New Strategic Plan – Success for All at NECC: Strategic Plan 2022-2027 (Verbal)
President Glenn noted that he had hoped to have printed copies of the newly approved Strategic Plan for trustees, but there are some final modifications that still need to be done before it goes to print.
In the meantime, Vice President of Institutional Advancement Allison Dolan-Wilson provided trustees with a copy of The Communique, an exclusive update reserved for NECC volunteers which highlights activity at the college so that volunteers are at the ready and can communicate freely as ambassadors in the community. Ms. Dolan-Wilson noted that she is hopeful that this will be a monthly communication, and will be shared with trustees as another tool for their tool box.
President Glenn thanked Vice President Dolan-Wilson and noted that the college’s planning efforts are coordinated with the planning efforts of the Department of Higher Education and aligned with DHE’s statewide goals. The feedback provided by DHE during the final strategic planning approval process has been incorporated into the final product and goals include work around equity and inclusion, academic innovation, expanding competence-based education, assessment and continual improvement, assessment processes, student support, and employee excellence. In closing, he noted that he would provide an update on the plan at the October board meeting.
d) Human Resources Assessment – Next Steps (Verbal)
President Glenn noted that some months ago, the college invited a consultant to come and work with the leadership team and the HR staff during the summer and into the fall semester. He reminded trustees that as a result of a change in leadership in HR (after 40 years) and a pandemic, the current executive director of HR started in the middle of all those challenges with less than optimal support. After a thorough review, the consultant has met with most of the leadership team and human resource staff and has provided quite a few recommendations which were shared at our recent Fall 2022 Convocation. President Glenn noted that he appreciated how Executive Director of HR, Patty Gauron and her staff were ready to address the issues in an incredibly responsive and timely manner. Some items that will be addressed first will be to make current resources available on an HR webpage, a clean-up of employee records and data, improving hiring and onboarding process, and improving (shortening) response time after faculty and staff reach out to HR staff. Two additional emerging projects will include introducing a leadership capabilities model at NECC and rolling out a comprehensive managerial training curriculum. In closing, President Glenn thanked Ms. Gauron and her team for their continued work ahead.
e) Updated list of 2022-23 Board of Trustee Meetings (ADM-3746-090722)
President Glenn noted that the update schedule of board meetings is contained in this month’s packet.
f) Haverhill Campus (Verbal)
President Glenn noted that Haverhill and Lawrence updates were reflected in prior sections of tonight’s reports.
g) Lawrence Campus (Verbal)
President Glenn noted that Haverhill and Lawrence updates were reflected in prior sections of tonight’s reports.
NEW BUSINESS:
a) Personnel Actions:
Sabbatical Leave Recommendations (ADM-3747-090722)
President Glenn noted that there are two (2) sabbaticals slated for review and approval. Both of these sabbatical projects have undergone a careful and rigorous review, and the projects will enrich both the college and the personnel conducting the research and work.
On a Motion presented by Trustee Cox, and seconded by Trustee Linehan, by roll call vote, the board unanimously approved the two (2) Personnel Action Recommendations for Sabbatical Leave for Professor Patricia Portanova for half year, full salary for Spring 2023 and for Coordinator of Library Services, Jennifer Fielding for half year, full salary for Spring 2023.
b) Grants: President Glenn noted that there were six (6) grants totaling $1,417,605 as slated for approval.
1. Gallaudet University Regional Center-East (ADM-3748-090722)
2. Bill and Melinda Gates Foundation/Massachusetts Alliance for Early College (MA4EC): Early College Promise Program (ADM-3749-090722)
3. Massachusetts Department of Higher Education: FY23 Grant Projects (ADM-3750-090722)
4. Massachusetts Department of Higher Education: FY23 Grant Projects (ADM-3751-090722)
5. Massachusetts Executive Office of Education/Massachusetts Association of Community Colleges (MACC)/Bunker Hill Community College (BHCC):
Workforce Training Program (ADM-3752-090722)
6. National Voter Registration Day (ADM-3753-090722)
On a Motion presented by Trustee Fernandez, and seconded by Trustee Paley Nadel, by roll call vote, the board unanimously the six (6) grants, agenda item 9b1-6 in the total amount of $1,417,605.
ADJOURNMENT: With no other business, Chairwoman Borislow adjourned the meeting at 6:22PM.
