board of trustees€¦ · 11/9/2017 · acu, e ambler ave & acu dr, abilene, tx 79601 baseball...

BOARD OF TRUSTEES

Regular Board Meeting

Thursday, November 9, 2017

2:00 p.m.

Allene Strain Community Room Of the

Doss Student Center

WEATHERFORD COLLEGE BOARD OF TRUSTEES

November 9, 2017 2 p.m.

AGENDA

A meeting of the Board of Trustees of Weatherford College will be held on Thursday November 9, 2017 beginning at 2 p.m. in the Allene Strain Community Room of the Doss Student Center, located at 225 College Park Drive, Weatherford, Texas, to consider and act on the following agenda:

1. Call to Order, Invocation and Pledge of Allegiance

2. Open Forum for Individuals Not on the Agenda

3. President’s Report: a. Recognitions b. Employee Notices

4. Consent Agenda and Financial Reports

a. Approval of October 12, 2017 Board Meeting Minutes b. Financial Reports Ending October 31, 2017

c. #RFP-01-14 Renewal #4 of Sealed Proposals for Commercial Charter Bus Services

5. Consideration and Possible Action: Annual Review of Policy CAK Local: Appropriations and Revenue Sources--Investments

6. Reports:

a. Strategic Plan Update b. Equities in Athletics Report

7. Future Agenda Items or Meetings:

a. 2016-17 Financial Audit b. Weatherford Campus Traffic Safety Plan

8. Announcements

9. Closed Session:

a. Consult with College Attorney, in Accordance with Government Code 551.071 b. Deliberate Real Property in Accordance with Government Code 551.072 c. Deliberate the Appointment, Employment, Evaluation, Reassignment, Duties, Discipline, or Dismissal of

a Public Officer or Employee, in Accordance with Government Code 551.074

10. Consideration and Possible Action: Presidential Search Firm Selection

11. Consideration and Possible Action: Water and Wastewater Easement to the City of Weatherford

12. Consideration and Possible Action: Temporary Easement to Aledo ISD

13. Adjourn

Open Forum for

Individuals

Not on Agenda

President’s Report

Recognitions

Enrollment Update

Weatherford College Board of Trustees Consent Agenda

DATE: November 9, 2017 AGENDA ITEM #4.a. SUBJECT: October 12, 2017 Board Meeting Minutes

INFORMATION AND DISCUSSION: None

RECOMMENDATION: That the Board of Trustees approves the minutes as presented. ATTACHMENTS: Minutes from the October 12, 2017 board meeting. ________________________________________________________________________________ SUBMITTED BY: Theresa Hutchison, Executive Assistant to the President

WEATHERFORD COLLEGE BOARD OF TRUSTEES

MINUTES OF REGULAR MEETING

October 12, 2017

The Weatherford College Board of Trustees met in regular session at 2:00 p.m., Thursday, October 12, 2017, in the Allene Strain Community Room of the Doss Student Center. Vice Chair Sue Coody called the meeting to order. Other trustees present were Dr. Trev Dixon, Roger Grizzard and Lela Morris. Elaine Carter, Judy McAnally and Mac Smith were absent. Several WC employees and members of the community were in attendance. Roger Grizzard was sworn in for Place 4 on the Weatherford College Board of Trustees. Brent Baker gave the invocation, and the Pledge of Allegiance was recited.

Call to Order, Invocation, and

Pledge of Allegiance; Swearing-in Ceremony for Newly Appointed

Board Member

No one spoke in open forum.

Open Forum

Recognitions. Interim President Brent Baker recognized the following:

o John Turntine and Linda Hutton for the creation of a program that assists students who are in need of food and other basic items. Mr. Baker outlined how the college and the WC Foundation are responding to help students identified by Mr. Turntine and Mrs. Hutton.

o The Social Science Department for creating the Kent Miller Lecture Series.

o Dr. and Mrs. Sumant Kumar for their generous donation of stock to their scholarship fund, which has now surpassed over $100,000 for allied health Students.

o The Texas Association of Community Colleges for helping to aid Texas college students affected by Hurricane Harvey through the Harvey Help Fund.

President’s Report

Consent Agenda

The minutes from the Board of Trustees meetings on September 14, 2017 and October 5, 2017 were presented and reviewed. Minutes Attached.

Minutes

The cash balance as of September 30, 2017 is $32,619,876.57. This is an increase of $2,327,172.04 from the September 30, 2016 balance. The operating statement at September 30, 2017 indicates that total revenues collected are $11,252,521 or 23.35% of budget. Total expenditures are

Financial Reports

October 12, 2017 Page 2

$7,794,860 or 16.17% of budget. Attached are the Cash Balance Report and Operating Statements at September 30, 2017. A list of recommended obsolete and surplus items to be placed for sale in an online auction with Lone Star Auctioneers through the TASB Buyboard contract was presented in the board packet (attached).

Disposal of Obsolete & Surplus

Items Through Online Auction

Dr. Trev Dixon made the motion to approve the Consent Agenda as presented. Lela Morris seconded and the motion carried unanimously.

Consent Agenda 710-1

Approved

Dr. Andra Cantrell, Executive VP of Financial & Administrative Affairs, presented McClung Roofing as having the best value and lowest cost for the requested replacement of the damaged roof for the Doss Student Center as well as the aging roof for the bookstore addition from contractors approved on the TCPN Purchasing Cooperative Job Order Contract #R132205. Replacement cost for the main roof in the amount of $263,366.00 will be reimbursed by WC’s current insurance provider, Hub International, while the remaining cost of $81,200.00 to replace the bookstore portion of the roof will be allocated from the current 2017-2018 budget for major repairs. Lela Morris made the motion to award proposal to McClung Roofing as presented. Dr. Trev Dixon seconded and the motion carried unanimously. Attached is the Tabulation on TCPN Contract Proposals for Emergency Replacement of the damaged roof for Doss Student Center Building and Bookstore.

Award of TCPN Contract Proposal

Job Order Contract for Emergency Roof

Replacement 710-2

Approved

Lela Morris made the motion to table nominations to the Parker County Appraisal District Board of Directors. Roger Grizzard seconded and the motion carried unanimously. Attached is the Notification letter from Larry Hammonds, Chief Appraiser of the Parker County Appraisal District.

Nominations to the Parker County Appraisal

District Board of Directors

710-3 Tabled

Roger Grizzard made the motion to approve the inclusion of the Criminal Justice field of study as an identified degree option for the Associate of Science Degree based on a recommendation from Mike Endy, Vice President of Instruction and Student Service. Lela Morris seconded and the motion carried unanimously.

A.A. Criminal Justice Degree 710-4

Approved

Adam Finley presented the BI (LEGAL) Report on Access and Affordability for the 2016-17 academic year. Attached is the Access & Affordability Report for 2016-2017.

Reports

October 12, 2017 Page 3

Mr. Baker reviewed the following tentative future agenda items:

Equities in Athletics Report

2016-17 Financial Audit

Strategic Plan Update

Future Agenda Items

Mr. Baker made the following announcements:

October 19 WC Foundation Golf Tournament 1 p.m. at Canyon West October 20 Fall Jazz Concert 7:30 p.m. Alkek Fine Arts Center October 27 Duo Azul Piano Concert 7:30 p.m. Alkek Fine Arts Center October 31 Safe Halloween 6:00 – 9:00 p.m.

November 9 Coyote Basketball Home Games 5:00 p.m./7:00 p.m.

Announcements

At 2:30 p.m. Lela Morris made the motion to adjourn the meeting. Roger Grizzard seconded and the motion carried unanimously.

Motion to Adjourn 710-5

Approved

______________________________ Mac Smith Chair, Board of Trustees ________________________________ Lela Morris Secretary, Board of Trustees

Weatherford College Board of Trustees Report

DATE: November 9, 2017 AGENDA ITEM #4.b. SUBJECT: Financial Report Ending October 31, 2017

INFORMATION AND DISCUSSION: The cash balance as of October 31, 2017 is $31,916,205.19. This is an increase of $1,547,576.45 from last year at October 31, 2016. The operating statement at October 31, 2017 indicates that total revenues collected are $13,166,533 or 27.32% of budget. Total expenditures are $11,195,568 or 23.23% of budget. ATTACHMENTS: Cash Balance Report and Operating Statement at October 31, 2017

SUBMITTED BY: Dr. Andra R. Cantrell, Executive Vice President for Financial & Administrative Affairs

Weatherford College Board of Trustees Consent Agenda

DATE: November 9, 2017 AGENDA ITEM #4.c. SUBJECT: Consideration and Possible Action: RENEWAL #4 of Sealed Proposals for Commercial Charter Bus Services #RFP-01-14

INFORMATION AND DISCUSSION: Weatherford College has requested a fourth renewal of proposals for Commercial Charter Bus Services from the current awarded vendors, Echo Transportation and Lone Star Coaches. Lone Star Coaches is stated in the original contract award as primary vendor, and Echo Transportation is stated in the original contract as a secondary vendor. The current contract expires November 30, 2017; and the renewal period will be for the period of December 1, 2017 through November 30, 2018, with option for one (1) additional one-year renewals, upon agreement by both parties and pricing not to exceed 3% of previous year’s cost. Both vendors have provided proposals that meet our specifications and provide the best value on the athletic trips requested by baseball, basketball and softball. Additional trips may be added at a later date during this contract if required and budgeted funds are available. Purchase of awarded trips is based solely on availability of current funds and actual requirements. Any or all trips awarded as a result of the proposal process may not be purchased if budgeted funds are not available. The pricing provided below includes commercial charter buses for all requested games, including the Regional and National games for basketball, baseball, and softball.

ECHO TRANSPORTATION $8,471.74

LONE STAR COACHES $64,522.25

TOTAL ESTIMATED COST $72,993.99

RECOMMENDATION: The Board of Trustees award renewal of proposals to vendors as presented. ATTACHMENTS: Tabulation on Renewal of Commercial Charter Bus Services #RFP-01-14 ______________________________________________________________________________ SUBMITTED BY: Andra R. Cantrell, Vice-President of Financial & Administrative Affairs and Jeanie Hobbs, Director of Purchasing

RFP-01-14 Commercial Charter Bus Services (RENEWAL for FY18)

Date Opponent - Destination Sport Leave WC Game Time Return BUS Type ECHO Confirmation Lone Star Confirmation

9/15/2017

Univ. of Tx Aarlington,

1400 Allen Saxe Parkway,

Arlington, Texas 76013

Baseball 10:00 AM 2:00 8:30 PM 56pax

937.50$ 28727

9/29/2017ACU, E Ambler Ave & ACU

Dr, Abilene, TX 79601Baseball 6:00 AM 11 & 1:30 9:00 PM 56 pax

1,308.75$ 28728

10/6/2017

Dallas Baptist Univ., 3000

Mountain Creek Pkwy,

Dallas, TX 75211

Baseball 8:00am TBD 7:00pm 56 pax

978.75$ 28875

10/20/2017

Murray State College, 1

Murray Campus Drive.,

Tishomingo, OK

Baseball 8:00a TBD 9:00Pm 56 pax

1,155.00$ 28883

2/2/2018Navarro College, 3200 W.

7th Ave., Corsicana, TXBaseball 9:00am 2:00pm 11:00 PM 56 pax

1,463.00$ 32765*1

2/14/2017

Northeast Tx College,

2886 FM 1735 Chapel Hill

Rd, Mt Pleasant, TX

Baseball 1:00 AM noon 9:00 PM 56 pax

1,295.00$ 29202

2/19/2018Tyler JC, 1327 S Baxter

Ave, Tyler, TX 75701Baseball 9:00 AM 2:00 PM 12:00 PM 56 pax 1,350.00$ 29203

3/10/2018

Ranger College 1100

College Circle, Ranger, TX

76470

Baseball 10:00am 1:00 PM 8:00 PM 56 pax

1,045.00$ 32769*1

3/17/2018Hill College 112 Lamar Dr,

Hillsboro, TX 76645Baseball 8:00 AM 1:00 PM 7:00 PM 56 pax 1,020.00$ 29204

3/21/2018

McLennan College, 1400

College Dr, Waco, TX

76708

Baseball 7:00 AM 2:00/5:00 11:30 PM 56 pax

1,473.75$ 29205

4/7/2018Vernon , 4400 College Dr,

Vernon, TX 76384Baseball 7:00 AM 1:00 PM 10:00 PM 56 pax 1,350.00$ 29207

4/14/2018NCTC, 1525 W. California,

Gainesville, TXBaseball 8:00 AM 1:00 PM 9:00 PM 56 pax

1,185.00$ 29208

4/18/2018

Temple College 2600

South First Street, Temple,

TX 76504

Baseball 7:00 AM 2:00 PM 10:00 PM 56 pax

1,350.00$ 29209

4/25/2018Cisco College 101 College

Heights, Cisco, TX 76437Baseball 8:00 AM 1:00 PM 9:00 PM 56 pax

1,185.00$ 29210

5/2/2018

Grayson College, 6101

Grayson Dr, Denison, TX

75020

Baseball 7:00 AM 1:00 PM 9:00 PM 56 pax

1,267.50$ 29211

2/23/2/24Midland College, 3600 N.

Garland, Midland, TXBaseball 9:00am TBD 9:00PM 56pax 2,082.04$ 32767*1

2/9-2/11San Jac, 8060 Spencer

Hwy, Pasadena, TX 77505Baseball 8:00 AM TBD 9:00 PM 56 pax

3,307.50$ 29201

3/29-3/31

LSU, 3810 West Lakeshore

Drive, Baton Rouge, LA

70808

Baseball 6:00am 2:00 PM 9:00pm 56 pax

3,745.00$ 29206

5/10-5/12Overnight - Region V

Tournament - LubbockBaseball 8:00 AM TBD 5:00 PM 56 pax 3,307.50$ 29212

Lone Star Coaches charges $77.50/Hour over time alotted for trip. 1 of 3



10/14/2017

Collin College 2800 E

Spring Creek Pkwy, Plano,

TX 75074

Basketball M 10:30 AM 2 & 4 6:30PM 56 pax

731.25$ 28879

11/28/2017

Brookhaven College, 3939

Valleview Lane, Farmers

Branbch TX

Basketball M 2:00pm 5 & 7 9:00pm 56 pax

648.75$ 28889

11/1/2017

Howard College, 1001

Birdwell Ln, Big Spring, TX

79720

Basketball

M&W12:00pm 2 & 4 11:55pm 56 pax

1,610.00$ 28886

11/7/2017

Trinity Valley Community

College, 500 S Prairieville

St. Athens, TX

Basketball

M&W1:30 PM TBD 11:30pm 56 pax

836.00$ 32710*1 28887

11/18/2017

Blinn College - Brenham

Campus, 902 College Ave.

Brenham, TX

Basketball

M&W7:30a TBD 10:00pm 56 pax

1,610.00$ 28888

1/5/2018Midland College, 3600 N.

Garland, Midland, TX

Basketball

M&W9:30am TBD 3:00am 56 pax 1,925.00$ 28890

1/9/2018Richland College, 12800

Abrams Rd. Dallas

Basketball

M&W8:30a 5 & 7 6:00pm 56 pax 885.00$ 28891

1/13/2018

Temple College 2600


TX 76504

Basketball

M&W9:30am 5 & 7 9:00pm 56 pax

1,020.00$ 28892


Hillsboro, TX 76645

Basketball

M&W11:30 AM 2 & 4 8:00 PM 56 pax 836.00$ 32715*1 28893

1/31/2018

Ranger College 1100


76470

Basketball

M&W2:00 PM 5 & 7 10:30 PM 56 pax

772.50$ 28894

2/3/2018

Southwestern Christian

College, 200 Bowser St.,

Terrell, TX 75160

Basketball

M&W10:30a 3 & 5 8:00 PM 56 pax

855.00$ 28895

2/10/2018

Collin College 2800 E

Spring Creek Pkwy, Plano,

TX 75074

Basketball

M&W10:30 AM 2 & 4 8:00pm 56 pax

855.00$ 28896

2/17/2018

McLennan Community

College 1400 College Dr,

Waco, TX

Basketball

M&W10:30 AM 5 & 7 8:00pm 56 pax

855.00$ 28897


Heights, Cisco, TX 76437Basketball W 3:00 PM TBD 10:00pm 56 pax

648.75$ 28898

10/14/2017Scrimmage-Frisco

FieldhouseBasketball -W noon TBD 7:00 PM 57 pax 668.75$ 28880

10/23/2017Texas Woman's

University, Denton TXBasketball -W 2:30p TBD 10:00pm 630.00$ 29007

10/16/2017 Duncanville, TX Basketball-M 9:30A TBD 6:00PM 56 PAX 772.50$ 28881

10/21/2017 Scrimmage-Frisco

FieldhouseBasketball-M 10:00a TBD 6:00pm 40 pax 731.25$ 28884




9/16/2017

Tx Wesleyan 1201

Wesleyan Street, Fort

Worth, TX 76105

Softball 9:00 AM TBD 7:00 PM 56pax

855.00$ 28729

9/23/2017

Southeastern OK State

Univ., 1405 NORTH 4th

DURANT, OK 74701

Softball 7:30am TBD 11:30pmH3-41

Prevost 1,391.25$ 28730

9/29/2017Tx A&M, 2200 Campbell

St. Commerce, TX Softball 12:00pm TBD 10:00PM 56pax 945.00$ 28731

10/7/2017Tarleton State Univ.

Stephenville, TXSoftball 1:00 PM 5 & 7 11:00 PM 56pax

731.25$ 28876

10/11/2017Midwestern State Univ.,

Wichita Falls, TXSoftball 8:30a 5:00 PM 10:00pm 56pax

1,185.00$ 28877

10/13/2017

Stephen F. Austin Univ.

1936 North Street,

Nacogdoches, TX 75962

Softball 9:00am 3 & 5 11:55pm 56pax

1,645.00$ 28878

10/18/2017University of North Tx,

Denton, TXSoftball 2:30p 7:00 PM 11:00pm 56pax

772.50$ 28882

10/28/2017Univ. of TX, 2001 Comal

St. Austin, TXSoftball 7:30a TBD 7:00pm 56pax

1,505.00$ 28885

2/2/2018Gateway Park, 1701 N

Beach St, Fort Worth, TxSoftball 9:30a TBD 10:00pm 56pax

1,358.50$ 32771*1

2/3/2018

Cowtown Classic, Gateway

Park, 1701 N Beach St,

Fort Worth, Tx

Softball 8:30a TBD 8:30p 56pax

1,143.75$ 29190

2/9/2018Tyler JC, 1327 S Baxter

Ave, Tyler, TX 75701Softball 12:00pm TBD 9:30p 56pax 1,085.00$ 29191

2/14/2018Kilgore College, Kilgore,

TXSoftball 9:30 AM TBD 8:00 PM 56pax 1,116.00$ 29192

2/21/2018NCTC, 1525 W. California,

Gainesville, TXSoftball 8:45 AM TBD 6:45 PM 56pax

937.50$ 29193

2/28/2018

Grayson College, 6101

Grayson Dr, Denison, TX

75020

Softball 8:30 AM TBD 7:30 AM 56pax

1,061.25$ 29194

3/10/2018

McLennan Community

College 1400 College Dr,

Waco, TX

Softball 11:00a TBD 6:00pm 56pax

851.20$ 32772*1

3/17/2018

Temple College 2600


TX 76504

Softball 8:00 AM TBD 8:00 PM 56pax

1,102.50$ 29195

3/28/2018

Ranger College 1100


76470

Softball 9:00am TBD 6:30 PM 56pax

896.25$ 29196

4/7/2018Vernon , 4400 College Dr,

Vernon, TX 76384Softball 10:30a TBD 7:30 PM 56pax

1,120.00$ 29197


Hillsboro, TX 76645Softball 9:30am TBD 10:00 PM 56pax 1,143.75$ 29198


Heights, Cisco, TX 76437Softball 8:30 AM TBD 9:00 AM 56pax

1,143.75$ 29199

5/10-5/12Regional Tournament,

Craig Ranch, McKinney, TXSoftball 7:00 AM TBD 6:00 PM 56pax

3,307.50$ 292008,471.74$ 64,522.25$ 8,471.74$ 64,522.25$

72,993.99$

VENDOR TOTAL

AWARDED TOTAL PER VENDOR

TOATAL BID AWARD


Weatherford College Board of Trustees

DATE: November 9, 2017 AGENDA ITEM #5 SUBJECT: Consideration and Possible Action: Annual Review of CAK Local Policy Appropriations and Revenue Sources-Investments

INFORMATION AND DISCUSSION: Education Code Section 51.0032 requires that all investments made by the College shall comply with the Public Funds Investment Act (PFIA) as per Texas Government Code Chapter 2256.005. It is required under the Public Funds Investment Act be reviewed by the state legislature on a biannual basis and any changes required by legislative action should be reported to the trustees within 180 days of the close of the legislative session. There were six bills enacted during this legislative session. I have attached a summary of the six bills that passed as well as two additional bills that did not pass. In September 2017, I attended the required biennial training conducted by the University of North Texas Center for Public Management. After attending the training, I conducted a thorough review of the current Weatherford College (WC) investment policy required by the PFIA and the additional six new house bills in effect as of September 1, 2017. After the review and further consideration of the current (WC) investment policy there only minor changes to the Weatherford College investment policy required. At this time, I am recommending the following changes to the WC investment policy for compliance purposes as follows:

Under AUTHORIZED INVESTMENTS AND AGREEMENTS (p.1), the policy states, “The College President or designee, who may be a contractor, shall serve as the investment officer of the College District and shall invest College District funds in legally authorized and adequately secured investments.” The law now requires that the person that actually receives the training must be the investment officer. Since the adoption of the PFIA in 1987, the chief financial officer (CFO) at Weatherford College has been designated by the president as “the designee” and has received biennial training to qualify as the investment officer of WC. Recently, having been advised by the Center for Public Management that this designation will no longer be adequate to satisfy compliance policy should now state in this section, “The Chief Financial Officer shall serve as the investment officer of the College District. The investment officer of the college shall be required to obtain at least 5 hours of investment training within the first twelve months of assuming duties and will be required five hours in every subsequent biennium.”

Under PORTFOLIO REPORT (p. 3), the following audit and compliance requirement statement should be added in writing to the investment policy: “A compliance audit of management controls on investments and adherence to approved investment polies shall be performed in conjunction with the annual financial audit, along with a state agency compliance audit performed at least every two years.”

Attached you will find the amended Weatherford College’s investments policy, CAK (Local) “Appropriations and Revenue Sources –Investments,” with the required changes for compliance with the PFIA. RECOMMENDATION: That the Board of Trustees has reviewed and approves the amended investment policy and investment strategies set out in CAK Local. ATTACHMENTS: The summary of the Texas Public Funds Investment Act—85th Legislative Session Update and the Amended Weatherford College’s investment policy, CAK (Local) “Appropriations and Revenue Sources-Investments.”

SUBMITTED BY: Dr. Andra R. Cantrell, Executive Vice President for Financial & Administrative Affairs

Weatherford College 184501 APPROPRIATIONS AND REVENUE SOURCES CAK INVESTMENTS (LOCAL)

DATE ISSUED: 5/16/2012 1 of 5 UPDATE 27 CAK(LOCAL)-X

The investment policy of the College District shall be to:

1. Ensure the safety of the invested funds of the College District;

2. Maintain sufficient liquidity to provide adequate and timely working funds;

3. Attain the highest possible rate of return while providing nec-essary protection of principal consistent with College District operating requirements as determined by the Board;

4. Match the maturity of investment instruments to the daily cash flow requirements;

5. Diversify investments as to maturity, instruments, and finan-cial institutions where permitted under state law;

6. Actively pursue portfolio management techniques; and

7. Avoid investment for speculation.

The College President or designee, who may be a contractor, shall serve as the investment officer of the College District and shall in-vest College District funds in legally authorized and adequately se-cured investments. The Chief Financial Officer of the College Dis-trict shall serve as the investment officer of the College District. The investment officer of the college shall be required to obtain at least 5 hours of investment training within the first twelve months of assuming duties and will be required five hours in every subse-quent biennium. To ensure the accomplishment of the policy and the objectives listed, the investment officer of the College District shall be authorized to invest the various funds of the College Dis-trict in legally authorized and adequately secured certificates of deposit and/or U.S. Treasury Bills with a maximum maturity of 12 months. No other investments shall be made without approval of a majority of the Board. All investment transactions except invest-ment pool funds and mutual funds shall be executed on a delivery versus payment basis. With respect to repurchase agreements:

1. The market value of the collateral shall equal at least 102 percent of the cash value of the repurchase agreement.

2. All securities purchased under a repurchase agreement shall be held by the College District’s custodial (safekeeping) agent.

3. The seller of repurchase agreement securities shall be enti-tled to substitute securities upon authorization by the College District.

OBJECTIVES

AUTHORIZED INVESTMENTS

AGREEMENTS



4. No repurchase agreement shall be entered into unless a Mas-ter Repurchase Agreement has been executed between the College District and its trading partners.

Bids for certificates of deposit may be solicited orally, in writing, electronically, or in any combination of those methods.

The investment officer shall exhibit prudence and discretion in the selection and management of securities. Skill and judgment shall be exercised in order that no individual or group of transactions undertaken would jeopardize the total capital sum of the overall portfolio. The College District shall not allow speculation (such as anticipating an appreciation of capital through changes in market interest rates) in the selection of any investments. The investment officer shall observe financial market indicators, study financial trends, and utilize available educational tools in order to maintain appropriate managerial expertise.

To meet the investment objectives of the College District, the ma-turity of investments shall be targeted to coincide with the cash flow needs of the College District.

Assets of the College District shall be invested in instruments whose maturities do not exceed one year at the time of purchase. Assets held in debt retirement funds may be invested in maturities exceeding one year. The investment portfolio shall be diversified to reduce the risk of loss of investment income from overconcentra-tion of assets in a specific issue, a specific issue size, or a specific class of securities.

Nevertheless, the College District recognizes that in a diversified portfolio, occasional measured losses are inevitable and must be considered within the context of the overall portfolio’s investment return. Also, it is intended that investments in all funds shall be managed in such a way that any market price losses resulting from interest rate volatility shall be offset by income received from the balance of the portfolio during a 12-month period.

A system of internal controls shall be documented in writing. Also, they shall be designed to prevent losses of public funds arising from fraud, employee error, misrepresentation by third parties, un-anticipated changes in financial markets, or imprudent actions by employees and officers of the College District. Controls deemed most important shall include:

1. Control of collusion;

2. Separation of duties;

CERTIFICATES OF DEPOSIT

SAFETY AND INVESTMENT MANAGEMENT

LIQUIDITY AND DIVERSITY

INTERNAL CONTROLS



3. Separation of transaction authority from accounting and recordkeeping;

4. Custodial safekeeping;

5. Avoidance of bearer-form securities;

6. Clear delegation of authority;

7. Specific limitations regarding securities losses;

8. Written confirmation of telephone transactions;

9. Limiting the number of authorized investment officials; and

10. Documentation of transactions and strategies.

These controls shall be reviewed by the College District’s inde-pendent auditing firm.

To protect against potential fraud and embezzlement, the cash and investments of the College District shall be secured through third-party custody and safekeeping procedures as designated by the College District. Investment officials shall be bonded.

Prior to handling investments on behalf of the College District, bro-kers/dealers must submit required written documents in accord-ance with law. [See SELLERS OF INVESTMENTS, CAK(LEGAL)] Representatives of brokers/dealers shall be registered with the Texas State Securities Board, must have a membership in the Se-curities Investor Protection Corporation (SIPC), and must be in good standing with the Financial Industry Regulatory Authority (FINRA).

To reduce exposure to changes in interest rates that could ad-versely affect the value of investments, the College District shall use final and weighted-average-maturity limits and diversification.

The College District shall monitor interest rate risk using weighted average maturity and specific identification.

A monthly management portfolio report shall be prepared by the investment officer relating to investments of the College District and appropriate collateral pledged for those investment instru-ments requiring security. A comprehensive report on the invest-ment program and investment activity shall be presented annually to the Board. A compliance audit of management controls on in-vestments and adherence to approved investment policies shall be performed in conjunction with the annual financial audit, along with a state agency compliance audit performed at least every two years.

SAFEKEEPING AND CUSTODY

BROKERS / DEALERS

INTEREST RATE RISK

PORTFOLIO REPORT



Monitoring shall be done monthly and more often as economic conditions warrant by using appropriate reports, indices, or benchmarks for the type of investment. The investment officer shall keep the Board informed of significant declines in the market value of the College District’s investment portfolio. Information sources may include financial/investment publications and elec-tronic media, available software for tracking investments, deposito-ry banks, commercial or investment banks, financial advisers, and representatives/advisers of investment pools or money market funds.

In accordance with Government Code 2256.005(b), the in-vestment officer shall develop a procedure to monitor changes in investment ratings and to liquidate investments that do not main-tain satisfactory ratings.

The College District maintains portfolios that utilize specific invest-ment strategy considerations designed to address the unique characteristics of the following fund groups represented in the port-folios:

1. Operating Funds. Investment strategies for operating funds and commingled pools containing operating funds have as their primary objective the assurance that anticipated cash flow are matched with adequate investment liquidity. In order to accomplish this, the College District shall maintain ade-quate balances in short-term investments with necessary li-quidity to ensure that sufficient funds are available for the continued operations of the College District. Funds shall not be invested in securities with stated maturities that exceed the reasonable expected expenditure time period.

2. Debt Service Funds. The College District shall maintain as its primary objective, the safety of principal with regard to all monies collected or allocated for debt service. Secondly, the College District shall seek to maximize the return on such funds while ensuring sufficient funds for timely payments of its debt obligations. In order to accomplish this, the College Dis-trict shall invest such funds in amounts and maturity dates that most likely will meet the debt service requirements of the College District.

3. Capital Improvement Fund. The College District shall main-tain as its primary objective, the safety of principal with regard to all monies collected. The College District shall seek to maximize the return of such funds while ensuring sufficient funds for timely payments of its obligations.

MONITORING MARKET PRICES

MONITORING RATING CHANGES

INVESTMENT STRATEGY


DATE ISSUED: 5/16/2012 ADOPTED: 5 of 5 UPDATE 27 CAK(LOCAL)-X

4. Special Projects or Special Purpose Funds. Portfolios for these funds shall have as their primary objective the assur-ance that anticipated cash flows are matched with adequate investment liquidity. The stated final maturity dates of securi-ties held should not exceed the estimated project completion date.


DATE: November 9, 2017 AGENDA ITEM #6.a. SUBJECT: Strategic Plan Update

INFORMATION AND DISCUSSION: Weatherford College developed its 2016-2021 Strategic Plan to provide guidance for departmental and institutional planning. The plan was based on input from community surveys, employee surveys, and focus groups consisting of employees from all departments. Departmental Annual Improvement Plans (AIPs) support the College’s Strategic Goals and the Academic Master Plan. ____________________________________________________________________________SUBMITTED BY: Dr. Arleen Atkins, Dean of Institutional Effectiveness

Weatherford College Strategic Plan Update November 9, 2017

Our Mission: Weatherford College enriches the lives of the students and communities it serves through innovative, affordable, and accessible learning and cultural opportunities. Expanded Mission: …..Weatherford College offers courses pursuant to a spectrum of educational goals: Associate of Arts degree Associate of Science degree Associate of Applied Science degree Core transfer curriculum Workforce training Adult literacy and other basic skills Personal enrichment ....offers counseling and guidance to help students identify and attain their goals... ....requires professional development and encourages research to ensure...programs contribute to the cultural and economic wellbeing of the service area.... ....fosters diversity and inclusion... ....embraces continuous improvement. Core issues identified through 2016 planning process: Faculty, staff, student, and community Surveys:

• New Programs and Courses: Online, transfer, technical training for high-tech/high wage employment

• Teaching and Learning: Student success, flexible schedules, university and public school curriculum alignment pathways

• Student Engagement: Student organizations and events, child care, health care, counseling

• Community Services: Community partnerships, workforce training facilities, recreational facilities, eastern Parker County growth

• Technology: Classroom technology, updated LMS and SIS, internet access

• Campus Climate: Campus safety, customer service and training, campus appearance and signage

• Administrative Processes: Commensurate pay structures and job descriptions, employee benefits, professional development, workforce efficiency, opportunities for advancement.

Strategic Goal 1: Promote Student Success and Excellence in Teaching and Learning through

• Connecting in a professional, accessible environment (Communication) – Monthly Deans Forum

• Creating pathways that support the attainment of goals and objectives (Critical Thinking) – Associate Dean of Dual Credit and eLearning hired to manage

expanding dual credit and online offerings – SACSCOC approval for 10 area high school teaching sites to

offer College Academies – Development and Implementation of MathWays project to

remove barriers and increase student success in math • Capitalizing on resources in the delivery of curriculum and

services – Maintained 18:1 student/faculty ratio – 12% increase in online and 13% increase in hybrid course

offerings. – Re-branded Success Connection to a more inclusive Academic

Support Center – 2% increase in tutoring hours recorded due to addition of new

resources – 89 classes in conducting research taught through library

services – Challenging one another to pursue continuous improvement

(Empirical/Quantitative Analysis) – Expanded and improved assessment of academic core

competencies – Collaborating within and beyond the classroom (Teamwork) – Sponsored Social Science Kent Miller and Quinton Reeves

Lecture Series – Championing professional growth (Personal/Social

Responsibility) – Reallocated local and Carl D Perkins funds for professional

development

Strategic Goal 2: Implement a Facilities Master Plan to Guide Decisions About

• Renovation and preventative maintenance of existing facilities – Student Services at Main Campus remodeled to provide one-

stop-shop convenience for advising/registration/financial aid/business services

– Updated technology and furnishings in Faculty Development Room

– Abatement, plumbing, and cabinetry for new Barber Program at ECMW

– Remediation and renovations in Doss Student Center – New laminate flooring installed in 32 apartments in Coyote

Village – 7 new rooftop HVAC units installed on campus on Jack Knight

Building, Library, and Coyote Village • Construction of new off-campus facilities

– ECG site acquisition and development plan begun – ECMW services and facilities under review

• ADA compliance – Installed glass doors and automatic doors on upper floor,

Student Services Building – Moved ADA/Disability services closer to handicap parking on

upper level – Welcome Center moved to more accessible location in

Academic Building • Infrastructure improvements

– City transformers on campus updated – Technology updates covered under Strategic Goal 4

• Appearance, parking, signage, and landscaping at all campuses – North parking lot and baseball parking lots re-striped – Installed new directional signage on Main Campus

Strategic Goal 3: Enhance Student Engagement by providing

• Campus Safety – Developed procedural guidelines and provided training to

faculty and staff on Campus Carry

• Health and Mental Health Services – Sponsored Mental Health Awareness Month and Kill 22 to raise

awareness of veteran suicide • Affordable and flexible child care

– Carl D Perkins Child Care and Transportation funds provided to qualified Career-Technical students

• Expanded campus events, activities, and recreational facilities – Splash Kingdom event added to Welcome Week

• Exceptional and consistent customer service and advising – Created College Welcome Center in Academic Building – Enhanced call center – Testing Center rated 97% satisfaction from both students and

faculty – Academic Standing Procedures updated three times yearly to

better serve students – Provided cafeteria services to residential foster care students

when normally not opened; implemented payment plan Strategic Goal 4: Review, Expand, and Improve Technology on all Campuses by providing

• Adequate and accessible wireless internet – New identity services appliance was successfully implemented

and the older wireless networks were phased out. – Managed internet services circuit for Main Campus, ECG, and

ECMW upgraded from 100MBS to 300MBS – WCWC managed internet services circuit upgraded from 50

Mbs to 100 Mbs • Consistent and current technology in all classrooms at all

locations – Second core network switch was implemented providing

redundancy and reliability, new technical capabilities, and faster traffic.

– Virtual computing environments were increased, allowing for additional systems without hardware costs.

– New network security firewall installed

• Updated and adequate learning management and library systems – New LMS system, Canvas, was implemented to replace

MOODLE system – New Library system using Cloud technology replaced old locally

hosted system. • An updated student information system

– Cross-functional committee identified four vendors of ERP/SIS systems and developed specifications for an RFP to be released in 2017-2018

Strategic Goal 5: Serve the communities in the WC Service Area through

• Off-campus instructional centers – 46% increase in Dual Credit enrollment – Ten dual credit high schools received SACSCOC designation

as instructional sites to offer College Academies – High School staff was trained for TSI testing site designation in

Dual Credit High Schools • Expanded community partnerships and programs

– Held meeting with 30 school district superintendents, principals, and counselors to discuss dual credit and other partnerships and services

– Education/Child Development Department provided two 7-hour professional development seminars for child care providers in a seven-county area

– Added Bluff Dale ISD and Azle ISD as Dual Credit partners – Hosted counselors’ meeting for High School Dual Credit

partners – Hosted Chamber Luncheons, Counselor Workshops, ISD

teacher training, UIL, STEMania and 8th Grade Career Day at WCWC

• Enhanced internal and external communication throughout all instructional sites – New Associate Dean of Dual Credit and eLearning coordinates

and facilitates communications to dual credit school districts and online student population

– Dean of Community Relations made regular visits to city and county officials in five-county service area and coordinated superintendents meeting.

Strategic Goal 6: Implement Improved Administrative Processes that promote

• Employee advancement – Faculty search and hiring processes reviewed and revised to be

faculty-driven • Professional Development

– Funds re-dedicated to faculty development in Instruction and Student Services

– Instructional administrators and faculty assigned participation responsibilities with North Texas Community College Consortium and Dana Centers Pathway initiatives

• Appropriate and equitable compensation – Cost of living raises provided – Salary study under consideration

• Sufficient inter-departmental communications – More efficient and timely processing of payroll notification

signature routing and dual credit forms implemented through cross-departmental communication

Institutional Priorities “Annual administrative and instructional initiatives are established by the College Board of Trustees, President’s Cabinet and the Instructional Deans, and support the goals of the Strategic Plan while considering current issues from internal and external constituencies that impact college operations.” -Weatherford College Institutional Effectiveness Model


DATE: November 9, 2017 AGENDA ITEM #6.b. SUBJECT: Equities in Athletics Report 2016-2017

INFORMATION AND DISCUSSION: The U.S. Department of Education requires that institutions of higher education submit their Equity in Athletics Disclosure Act (EADA) Report by October 15th each year. This report was designed to make prospective students and prospective student-athletes aware of an institution of higher education’s commitment to providing equitable athletics opportunities for its men and women students. ATTACHMENTS: The full report for 2016-17 is available at the Office of Postsecondary Education’s (OPE) public dissemination website: http/ope.ed.gov/athletics. Attached to your Board Packet is the report that was submitted and is available to students and prospective students as required by law. ______________________________________________________________________________ SUBMITTED BY: Adam Finley, Executive Dean of Student Services

http://ope.ed.gov/athletics

StudentServicesDate: October13,2017To: AllWeatherfordCollegeStudents,Faculty,StaffandProspectiveStudentsFrom: AdamFinley,ExecutiveDeanofStudentServicesSubject: EquitiesinAthleticsReport[Reportcite34CFR668.47]TheEquityinAthleticsDisclosureAct(EADE)isdesignedtomakeprospectivestudentsandprospectivestudent-athletesawareofaninstitutionofhighereducation’scommitmenttoprovidingequitableathleticopportunitiesforitsmenandwomenstudents.TheEADArequiresthedisclosureofinformationaboutvarsityteamsandthefinancialresourcesandpersonnelthattheschooldedicatestothoseteams.AnycoeducationalinstitutionofhighereducationthatparticipatesinTitleIV,thefederalstudentaidprogram,andhasanintercollegiateathleticsprogram,mustcomplywiththeEADAbepreparinganannualreport,officiallycalledTheReportonAthleticProgramParticipationRatesandFinancialSupportData.TheestablishedEADAReportmayalsobeviewedviatheWeatherfordCollegewebsite(www.wc.edu)byclickingon“About”andselecting“ConsumerInformation”.Additionally,theU.S.DepartmentofEducationOfficeofPostsecondaryEducation,hoststhewebsitethatdisplaysallcollege/universityEADAReports,whichcanbeaccessedathttp://ope.ed.gov/athletics.QuestionsregardingtheEADAReportortheinformationcontainedinthisdocumentmaybeaddressedtotheWeatherfordCollegeAthleticsDepartmentat817-598-6355.

225CollegeParkDrive–Weatherford,TX76086–817-598-6355Identification

WeatherfordCollege225CollegeParkDriveWeatherford,TX76086

800-287-5471

AthleticDirectorName: BobMcKinleyTelephoneNumber: 817-598-6256EmailAddress: [email protected]: JeffLightfootTelephoneNumber: 817-598-6353EmailAddress: [email protected]: BrentBaker,InterimPresidentTelephoneNumber: 817-594-5471,Ext.271EmailAddress: [email protected]: AdamFinleyTelephoneNumber: 817-598-8831EmailAddress: [email protected]

EADAGeneral

DesignatedReportingYear: Begins07/01/2016andEnds06/30/2017Thenumberoffull-timeundergraduatesbygenderasreportedontheWeatherfordCollege2016-17IPEDSSurvey. Number PercentMalefull-timeundergraduates 868 41%Femalefull-timeundergraduates 1256 59%Totalfull-timeundergraduates 2124 100%AthleticSanctioningBodyforthedesignatedreportingyear: NJCAADivisionITheWCRodeoTeamabidesbytheConstitution,By-LawsandRulesoftheNationalIntercollegiateRodeoAssociation(NIRA).

ScreeningQuestions

1. WeatherfordCollegereportsoperatingorgame-dayexpensesbyteam,ratherthanbyparticipant.

2. WChasMen’s,Women’sandCoedTeams.3. WChasassistantcoachesforsomeofitsteams.4. WChasvolunteerassistantcoachesforBaseballandSoftballteams.

SportsSelection–Men’sandWomen’sandCoedTeams

AthleticsParticipationThesportsteamswithparticipationatWeatherfordCollegeareasfollows:

Team Men’sTeam Women’sTeamBaseball 33 Basketball-Men 12 Basketball-Women 13Softball 20Rodeo-Men 25 Rodeo-Women 21UnduplicatedCountofparticipants 70 54

HeadCoaches

Baseball: Onemaleheadcoachwhoisassignedtotheteamonapart-timebasis.Heisafull-timeWCemployee.

Basketball-Men: Onemaleheadcoachwhoisassignedtotheteamonapart-timebasis.Heisafull-timeWCemployee.

AverageAnnualSalaryforMen’sHeadCoachingpositions(forcoachingdutiesonly):$8,042Basketball-Women: Onemaleheadcoachwhoisassignedtotheteamonapart-timebasis.

Heisafull-timeWCemployee.Softball: Onefemaleheadcoachwhoisassignedtotheteamonapart-timebasis.

sheisafull-timeWCemployee.AverageAnnualSalaryforWomen’sHeadCoachingpositions(forcoachingdutiesonly):$8,000Rodeo(Coed): Onemaleheadcoachwhoisassignedtotheteamonapart-timebasis. Heisafull-timeWCemployee.AverageAnnualSalaryforCo-edHeadCoachingpositions(forcoachingdutiesonly):$8,000

AssistantCoaches

Baseball: Onemaleassistantcoachwhoisassignedtotheteamonafull-timebasis.Heisafull-timeWCemployee.

Twomalevolunteerassistantcoaches,whoareassignedtotheteamonapart-time,volunteerbasis.

Basketball-Men: Therearenoassistantcoachesforthemen’sbasketballteam.AverageAnnualSalaryforassistantcoachesofmen’steams: $34,027Basketball-Women: Onefemaleassistantcoachwhoisassignedtotheteamonafull-time

basis.Sheisafull-timeWCemployee.Softball: Onemaleassistantcoachwhoisassignedtotheteamonafull-time

basis.Heisafull-timeWCemployee. Onevolunteerassistantcoachwhoisassignedtotheteamonapart-time

basis.Heisavolunteeronly.AverageAnnualSalaryforassistantcoachesofwomen’steams: $34,462Rodeo(Coed): TherearenotassistantcoachesfortheRodeoteam.

AthleticallyRelatedStudentAid

Men’sTeams Women’sTeams CoedTeams TotalAmountofAid $300,113 $310,417 $151,006 $761,536Ratio(Percent) 39% 41% 20% 100%

RecruitingExpenses

Men’sTeams Women’sTeams CoedTeams Total$6,167 $5,655 $2,596 $14,418

Operating(Game-Day)ExpensesOperating(game-day)expensesareallexpensestheinstitutionincursthatareattributabletohome,away,andneutral-siteintercollegiateathleticcontestsforlodging,meals,transportation,uniforms,andequipmentforcoaches,teammembers,supportstaff(including,butnotlimitedtoteammanagersandtrainers),andothersincludingofficials.Itisasubsetofthetotalexpensescategory.

Team Participants $ByTeamBasketball-Men 12 $46,043Baseball 33 $96,787TotalforMen’sTeams 45 $142,830

Team Participants $ByTeamBasketball-Women 13 $51,760Softball 20 $66,570TotalforWomen’sTeams 33 $118,330

Team Participants $ByTeamRodeo-Men 25 $23,534Rodeo-Women 21 $19,769TotalforCoedTeams 46 $43,303

GrandTotalOperatingExpenses:

TotalMen 70 $166,364TotalWomen 54 $138,099

$304,463

TotalExpenses

Expensesareallfundsattributabletointercollegiateathleticactivities.Thisincludesappearanceguaranteesandoptions,athleticallyrelatedstudentaid,contractservices,equipment,fundraisingactivities,operatingexpenses,promotionalactivities,recruitingexpenses,salariesandbenefits,supplies,travel,andanyotherexpensesattributabletointercollegiateathleticactivities.Itdoesnotincludecapitalexpendituresordebtservicefundsusedforindirectfacilities(i.e.,thevalueoffacilitiesandservicesprovidedbytheinstitutionbutnotchargedtoathletics).

Team Men’s Women’s TotalBasketball $211,777 $262,276 $474,053Baseball $355,517 $355,517Softball $326,198 $326,198Rodeo $175,601 $147,504 $323,105Total-AllTeams $742,895 $735,978 $1,478,873NotallocatedbyGender/Sport $282,524GrandTotalExpenses $1,761,397

TotalRevenuesRevenuesarerevenuesattributabletointercollegiateathleticactivities.Thisincludesrevenuesfromappearanceguaranteesandoptions,anathleticconference,tournamentorbowlgames,concessions,contributionsfromalumniandothers,institutionalsupport,programadvertisingandsales,radioandtelevision,royalties,signageandothersponsorships,sportscamps,stateorothergovernmentsupport,studentactivityfees,ticketandluxuryboxsales,andanyotherrevenuesattributabletointercollegiateathleticactivities.Itdoesnotincludecapitalassetsandotherrelateddebts(moneyspecificallyidentifiedtopayforcapitalassets)ormoneyforindirectfacilities.

Team Men’s Women’s TotalBasketball $225,610 $276,108 $501,718Baseball $365,297 $365,297Softball $332,770 $332,770Rodeo $204,090 $171,435 $375,525Total-AllTeams $794,997 $780,313 $1,575,310NotallocatedbyGender/Sport $282,524GrandTotalRevenues $1,857,834

Summary-Men’s,Women’sandCoedTeams

Men’sTeams

Women’sTeams

CoedTeams Total

TotalHeadCoaches’Salaries $16,084 $16,000 $8,000 $40,084TotalAsst.Coaches’Salaries $34,027 $68,924 0 $102,951TotalSalaries $50,111 $84,924 $8,000 $143,035AthleticallyRelatedStudentAid $300,113 $310,417 $151,006 $761,536RecruitingExpenses $6,167 $5,655 $2,596 $14,418OperatingExpenses $142,830 $118,330 $43,303 $304,463SummarySubsetExpenses $499,221 $519,326 $204,905 $1,223,452NotallocatedExpenses $282,524GrandTotalExpenses $567,294 $588,474 323,105 $1,761,397TotalRevenuesforTeams $590,907 $608,878 $375,525 $1,575,310NotallocatedRevenues $282,524GrandTotalRevenues 23,613 20,404 52,420 $96,437

Future Agenda Items:

2016-17 Financial Audit

Weatherford Campus Traffic Safety Plan

Upcoming Events

Nov. 9 Home basketball games (5:00, 7:00)

Nov. 9 Veterans Day Observance, 10:45 a.m., Kramer Veterans Flag Plaza


Nov. 11 Fall Choir Concert, 7:30 p.m.

Nov. 13 Fall Art Reception, 7:30 p.m.


Nov. 14 Student Art Exhibition Reception, 6:00 p.m., Texas Hall

Nov. 16 Home basketball game (men only, 6:00)

Nov. 16-19 Fall Drama Show: “Rumors”

Nov. 18 Coyote Chase Race 5K and 1-mile run, 9:00 a.m.

Nov. 20-24 Thanksgiving Break


Nov. 30 Home basketball game (men only, 6:00)

Dec. 1 Home basketball games (5:00, 7:00)

Dec. 2 Home basketball game (men only, 2:00)

Dec. 4 Selections from Handel’s Messiah, 7:30 p.m.



Dec. 8 Piano Recital

Dec. 8 Guitar Recital

Dec. 8 Holiday Jazz Concert

Dec. 9 Opera Workshop Performance

Dec. 11 Student Voice Recital

Dec. 14 Employee Awards Dinner (The Springs, 6:30)


DATE: November 9, 2017 AGENDA ITEM #9.a. SUBJECT: Closed Session: Consult with College Attorney, in Accordance with Government Code

551.071

INFORMATION AND DISCUSSION: The Board of Trustees will enter into closed session to consult with the College attorney. ATTACHMENTS: None.

SUBMITTED BY: Mac Smith, Chairman of the Board of Trustees


DATE: November 9, 2017 AGENDA ITEM #9.b. SUBJECT: Closed Session: Deliberate Real Property in Accordance with Government Code 551.072

INFORMATION AND DISCUSSION: The Board of Trustees will enter into closed session to deliberate property in accordance with government code 551.072. ATTACHMENTS: None.



DATE: November 9, 2017 AGENDA ITEM #9.c. SUBJECT: Closed Session to Deliberate Personnel Matters regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee. 551.074 INFORMATION AND DISCUSSION: According to Government Code 551.074, the Board of Trustees may convene in closed session to deliberate personnel matters regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee. ATTACHMENTS: None.



DATE: November 9, 2017 AGENDA ITEM #10 SUBJECT: Consideration and Possible Action: Presidential Search Firm Selection

INFORMATION AND DISCUSSION: Concerning preparation for negotiations with best value vendor RECOMMENDATION: A called meeting of the Selection Committee to determine requests for supplemental information from selected vendor to clarify parameters of its proposal and to determine the strategy for negotiations. ATTACHMENTS: UPDATE ON VENDOR SELECTION PROCESS

SUBMITTED BY: Dan Curlee, General Counsel

UPDATE ON VENDOR SELECTION PROCESS

All evaluation forms have been turned in by the Selection Committee and Mrs. Hobbs has summarized

the ratings. According to your evaluation of the proposals, the best value vendor, with the highest

cumulative ratings, has been identified. The number one and two ratings were fairly close. The other

two respondents’ ratings were significantly lower. The ranking of the respondents to the RFP will be

presented in a closed session, however there will be no public announcement of the ranking of the

respondents until negotiations are completed.

The next task of the Selection Committee is to prepare to negotiate with the best value respondent

(BVR). That preparation entails these steps:

1. Check the reference that BVR provided in their proposal.

a. Determine who will make the calls

b. Create summaries of reference’s response and provide the summaries to the committee

and Mrs. Hobbs for her records.

2. Convene a meeting of the Selection Committee to,

a. Review the reference summaries to determine if negotiations seem advisable,

b. Determine questions to submit to BVR prior to engaging in negotiations,

c. Determine a negotiating process and a general negotiating strategy.

I will prepare an analysis of the BVR proposal with some suggestion for things that need to be made

clearer by BVR for your consideration in anticipation of the meeting referenced in #2 above.

After the preparation steps have been accomplished, negotiations will begin. If the negotiations result in

what the committee considers to be an acceptable outcome, the next step is a board of trustees

meeting to formally accept the vendor and the contract terms. Following that, the award is

communicated to all respondents.

If an acceptable agreement is not achieved with the BVR, the committee repeats the process with

respondent with the second highest evaluation.


DATE: November 9, 2017 AGENDA ITEM #11 SUBJECT: Consideration and Possible Action: Water and Wastewater Easement to the City

of Weatherford

INFORMATION AND DISCUSSION: James Hotopp, Deputy City Manager for the City of Weatherford, will present a proposal concerning temporary and permanent easements regarding college property.

SUBMITTED BY: Brent Baker, Interim President


DATE: November 9, 2017 AGENDA ITEM #12 SUBJECT: Consideration and Possible Action: Temporary Easement to Aledo ISD

INFORMATION AND DISCUSSION: Earl Husfeld, Chief Financial Officer for the Aledo ISD, will present a proposal regarding a temporary easement to the district.

SUBMITTED BY: Brent Baker, Interim President

board of trustees€¦ · 11/9/2017 · acu, e ambler ave & acu dr, abilene, tx 79601 baseball...

Documents