MINUTES*

 The Kentucky Community and Technical College System (KCTCS) Board of Regents convened in a regular session on September 16, 1998, at 8:30 a.m. (EDT) at the Cumberland Valley Campus of Laurel Technical College in Pineville, Kentucky. Chair Johnson presided over the meeting. The press was notified on September 9, 1998.

ROLL CALL
The following members were present: Mr. Banks, Mr. Bean, Ms. Fiorella, Dr. Hanel, Mr. Hoseus, Ms. Johnson, Ms. Littrell, Mr. McCool, Mr. Powell, Ms. Read, Mr. Russow, and Ms. Williams. Mr. Lichtenberg and Ms. Lutz did not attend.

WELCOME
Chair Johnson introduced Denise Sharp, Director of the Cumberland Valley Campus, who welcomed Board members and the audience. Ms. Sharp provided a brief overview of the college’s offerings, enrollments, and graduate placements.

APPROVAL OF MINUTES
MOTION: Dr. Hanel moved that the minutes of the June 22, 1998, and the August 21, 1998, meetings be approved as distributed. Ms. Read seconded the motion.

VOTE: The motion passed unanimously.

PRESIDENTIAL SEARCH
Mr. Bean reported in his update that the Search Committee met on August 21, 1998, and September 15, 1998, and that the Committee hoped to bring some applicants’ names to the Board soon.

SACS ACCREDITATION
Tony Newberry provided an update on the UKCCS accreditation initiative, including the following:

*Original agenda materials, along with meeting handouts, are kept with the minutes in KCTCS offices. Meeting audiotapes also are available.

Memorandum of Understanding regarding the governance of academic programs accepted by UK Board of Trustees and KCTCS Board of Regents;

• Substantive Change Report completed and mailed to the Commission on Colleges;
• Accreditation-related policies submitted to KCTCS Board for approval;
• Visit of the Southern Association of Colleges and Schools (SACS) Substantive Change Committee scheduled for October 17-20, 1998;
• Commission on Colleges review of UKCCS accreditation status scheduled for June 1999.
  

The Board recognized the writing team for the Substantive Change Report—Aphy Brough, Joan Lucas, and Charles Stebbins. The Board also commended Dr. Newberry and Dr. Hockaday for their leadership in the accreditation initiative.

BOARD CALENDER FOR 1999
Chair Johnson presented the following recommendation:

RECOMMENDATION: That the Board adopt the following proposed meeting calendar for 1999:

February 9-10, 1999

April 27-28, 1999

June 15-16, 1999

August 2-3, 1999

October 5-6, 1999

December 1-2, 1999

MOTION: Mr. Bean moved that the proposed calendar be approved. Mr. Powell seconded the motion.

VOTE: The motion passed unanimously.

[Note: Subsequent Board action on December 3, 1998, amended the meeting calendar.]

Chair Johnson requested that staff continue to use the same site selection guidelines for determining the meeting sites for 1999. By unanimous consent, the date for the last meeting in 1998 was changed from November 17-18 to December 1-2.

BOARD OFFICERS FOR 1999
Chair Johnson presented the following recommendation:

RECOMMENDATION: That the Board approve the appointment of a Nominating Committee comprised of Mr. Hoseus (Committee Chair), Ms. Fiorella, and Mr. Banks to bring a slate for Chair, Vice Chair, and Secretary to the December meeting and to recommend persons for appointment to the positions of treasurer and assistant secretary.

MOTION: Mr. Russow moved that the recommendation be accepted. Ms. Littrell seconded the motion.

VOTE: The motion passed unanimously.

LUTZ RESOLUTION
Chair Johnson presented the following recommendation:

RECOMMENDATION: That the Board adopt a resolution honoring Diana Lutz for her leadership, dedication, and service to KCTCS.

MOTION: Mr. Banks moved that the recommendation be accepted. Mr. McCool seconded the motion.

VOTE: The motion passed unanimously.

(The Resolution Honoring Diana Lutz is attached as Agenda Item H.)

EXECUTIVE COMMITTEE
Chair Johnson presented the following Committee report.

Accreditation-Related Policies For UKCCS RECOMMENDATION: That the Board adopt interim policies relating to UKCCS Educational Programs,
Educational Support Services, and Administrative Processes as listed in Supplement I-1.

MOTION: By direction of the Executive Committee, Chair Johnson moved that the Board adopt the interim policies. Dr. Hanel seconded the motion.

VOTE: The motion passed unanimously.

Foundations
Tim Burcham provided the Executive Committee with an overview of the study that was conducted based on the set of guiding principles approved by the Board in March. The Executive Committee directed Mr. Burcham to bring to the Committee at its next meeting a proposal regarding a statewide foundation and realistic recommendations for action.

Communications
Bryan Armstrong provided the Executive Committee with an update on the progress of the Board’s annual report, and a number of projects—media training, a stylebook, printing policies and the communications mission and goals. KCTCS now has a toll-free telephone number—1-877-528-2748. A communications team is working with Mr. Burcham and Student Services on short- and long-term marketing plans, with a goal to increase enrollment during the spring 1999 semester.

Seal
RECOMMENDATION: That the Board adopt a seal to represent the system on diplomas, in publications, and in other locations.

Bryan Armstrong described the proposed seal. The columns in the seal represent the two branches. An arch that represents KCTCS connects the two branches. A gear represents the technical component, and a book represents the academic component. A color from each of the branch logos is used—green from the Technical College Branch and blue from the Community College System.

Of the seven pieces of art placed on the KCTCS Web site for review, the seal proposed to the Board received the most votes from employees. Also, it is the choice of the staff leadership team.

MOTION: By direction of the Executive Committee,

Chair Johnson moved that the Board adopt the seal.

Mr. Powell seconded the motion.

VOTE: The motion passed unanimously.

ACADEMIC COMMITTEE
Dr. Hanel presented the following Committee report:

Course and Program Inventories RECOMMENDATION: That the Board adopt the
UKCCS course and program inventories as listed in Supplements J-1A, J-1B, and J-1C.

MOTION: By direction of the Academic Affairs and Curriculum Committee, Dr. Hanel moved that the Board adopt the inventories. Ms. Littrell seconded the motion.

VOTE: Motion passed unanimously.

Program Development
RECOMMENDATIONS:

• That the Board adopt a comprehensive policy on collaborative program development.
• That the Board authorize the President to submit to the Council on Postsecondary Education (CPE) on behalf of the Board a request that CPE delegate an appropriate level of program approval authority to the KCTCS Board.

MOTION: By direction of the Academic Affairs and Curriculum Committee, Dr. Hanel moved that the Board adopt the recommendations. Mr. Hoseus seconded the motion.

Mr. Banks asked if KCTCS would still have to follow all of the equal opportunity standards and objectives set forth by CPE if program approval authority were delegated to the Board. President Hockaday replied that equal opportunity standards and objectives would remain in the approval process.

VOTE: Motion passed unanimously.

Transfer of Credit
RECOMMENDATION: That the Board adopt a Policy on Inter-Branch Transfer of Credit.

MOTION: By direction of the Academic Affairs and Curriculum Committee, Dr. Hanel moved that the Board adopt the recommendation. Ms. Fiorella seconded the motion.

Mr. McCool asked if the technical colleges would be seeking accreditation by SACS as this was mentioned in the rationale for the recommendation. Dr. Hanel responded that he was not aware of any movement to do that, but it is an option. President Hockaday replied that the central office is not involved in any movement to push the technical colleges toward SACS accreditation.

VOTE: The motion passed unanimously.

Code of Student Conduct
RECOMMENDATION: That the Board adopt the Code of Student Conduct Handbooks for the Community College System and the Technical College Branch.

MOTION: By direction of the Academic Affairs and Curriculum Committee, Dr. Hanel moved that the Board adopt the recommendation. Mr. Banks seconded the motion.

VOTE: The motion passed unanimously.

New Program Proposals
RECOMMENDATION: That the Board approve submission of the following program proposals to the Council on Postsecondary Education:

• AAS and Certification in Agricultural Technology
  Owensboro Community College and Owensboro Technical College
• AAS in Clinical Laboratory Technician
  Madisonville Community College, Henderson Community College, and Madisonville Technical College
• AAS in Respiratory Care
  Prestonsburg Community College and Mayo Technical College
• AAS in Automotive Technology
  Hazard Community College and Hazard Technical College

AAS in Network and Information Systems Technology
Ashland Community College, Jefferson Community College, Maysville Community College, Paducah Community College, Somerset Community College

Dr. Hanel made the following points about the proposed programs:

--They are in line with what KCTCS should be doing as defined by House Bill 1;
--They reflect collaboration among the colleges within the branches as well as between the branches;

--They will meet community needs;

--Program funding is available through reallocations at the colleges or through grants.

MOTION: By direction of the Academic Affairs and Curriculum Committee, Dr. Hanel moved that the Board adopt the recommendation. Ms. Fiorella seconded the motion.

VOTE: The motion passed unanimously.

Degree Candidates
RECOMMENDATION: That the Board approve the UKCCS candidates for degrees, with the degrees to be awarded to the candidates by the University of Kentucky upon certification that the requirements for the degrees have been satisfactorily completed.

MOTION: By direction of the Academic Affairs and Curriculum Committee, Dr. Hanel moved that the Board approve the recommendation. Mr. Banks seconded the motion.

VOTE: The motion passed unanimously.

Part-time Faculty
Dr. Hanel reported that the work of the Part-time Faculty Ad Hoc Committee included a vision statement and suggestions pertaining to the employment of part-time faculty. Upon request from Chair Johnson, Dr. Hanel read the vision statement:

Adjunct faculty play an integral role in postsecondary education by providing diverse skills and practical knowledge, essential resources to support and enhance the community college. The level of support for these faculty must communicate the college’s professional respect for them and the important roles they play in fulfilling its mission. This support should include consistent hiring practices, paid benefits, quality professional supervision, thorough orientation, standard support services, and opportunities for professional development. Furthermore, the college must create an environment that will provide opportunities for all faculty to interact.

The Academic Committee expressed its appreciation to the ad hoc committee for having completed its work. Additionally, the Academic Committee asked that a staff taskforce provide the following by early spring 1999:

--Survey data showing whether or not there is a problem in attracting/retaining qualified part-time faculty to meet the needs of responsive, flexible programs;

--An inventory of services/benefits/compensation now available to part-time faculty in the System;

--A list of priority services/benefits/compensation that should be added for part-time faculty, along with a cost analysis of each.

The technical colleges are to be included, and data from Lexington Community College are to be included for comparison purposes even though it is not a part of KCTCS.

Recognition
Dr. Hanel gave recognition to individuals who were instrumental in developing the proposed policies, program proposals and other agenda items. These individuals include Tony Newberry, Ann Cline, Tara Parker, and Judith James.

EFFICIENCY COMMITTEE
Ms. Littrell presented the following Committee report:

COE Pilot Project
The Council on Occupational Education Pilot Project multi-state consortium met in July to discuss a set of standard data definitions. The states involved are Kentucky, Georgia, Louisiana, Florida, and Tennessee.

The statewide taskforce being formed to develop the accountability measures for the Technical College Branch will build on the accountability measures that are set forth by the Council on Postsecondary Education.

Form to Analyze Waiver Requests
The Committee reviewed a form to be used in the analysis of the qualitative and quantitative waiver requests and made some suggested changes. The form will be brought back to the Committee at its next meeting.

Waiver Request  Paducah CC
RECOMMENDATION: That the Board adopt a resolution requesting a one-year waiver of a restriction on new degree program proposals required by CPE under its Equal Opportunity Program for Paducah Community College.

MOTION: By direction of the Efficiency, Effectiveness, and Accountability Committee, Ms. Littrell moved that the Board approve the recommendation. Mr. Powell seconded the motion.

During the discussion, Mr. Banks emphasized that the colleges must be committed to meeting their equal opportunity objectives. The Board is serious about all Kentucky citizens having a better quality of life, and all efforts need to be taken to ensure that the colleges meet their equal opportunity objectives in the areas of student enrollment and employment of faculty/staff. Ms. Littrell stressed that Committee members have the same concerns, and she pointed out that KCTCS is developing its own affirmative action plan. Nashid Fakhrid-Deen, UKCCS, and Brenda Senter, Technical College Branch, are preparing a comprehensive affirmative action plan that will include all minority groups. They hope to have the plan completed by December.

VOTE: The motion passed with eleven members voting yes. Mr. Banks voted no.

Waiver Request Somerset CC
RECOMMENDATION: That the Board adopt a   resolution requesting a one-year waiver of a restriction on new degree program proposals required by CPE under its Equal Opportunity Program for Somerset Community College.

MOTION: By direction of the Efficiency, Effectiveness, and Accountability Committee, Ms. Littrell moved that the Board approve the recommendation. Dr. Hanel seconded the motion.

VOTE: The motion passed with eleven members voting yes. Mr. Banks voted no.

FINANCE COMMITTEE
Mr. Powell presented the following Committee report:

Personnel Actions
RECOMMENDATION: That the Board ratify the personnel actions for UKCCS and the Office of the President.

MOTION: By direction of the Finance, Administration, and Technology Committee, Mr. Powell moved that the Board ratify the personnel actions. Mr. Russow seconded the motion.

VOTE: The motion passed unanimously.

Compensation Program
RECOMMENDATION: That the Board approve the resolution adopting compensation philosophy and principles and approving the implementation costs of the Technical College Branch Compensation Program.

MOTION: By direction of the Finance, Administration, and Technology Committee, Mr. Powell moved that the Board accept the recommendation. Mr. Bean seconded the motion.

A lengthy discussion that focused on clarifying the resolution was held. Ms. Littrell asked if a compensation scale were available. Mr. Powell responded that the resolution contains only compensation philosophy and principles. Mr. Bean explained that the Board is being asked to approve the correction of the compensation of a small segment of individuals in the Technical College Branch (fewer than 60) whose compensation falls outside, on the low side, of the general guidelines. The cost to accomplish this is estimated to be about $60,000. The recommendation would not have any impact on the group of people whose compensation falls outside, on the high side, of the guidelines. The resolution is not establishing any pay scales—those, as well as guidelines for the Technical Branch, will have to come back to the Board. The resolution does provide general principles and guiding philosophy for employee compensation.

Ms. Gubser’s response to Ms. Littrell’s question regarding a compensation scale was that a scale is available. She said that Mr. Bean had explained the full impact of the resolution, and she clarified what the Hay Group had done. The Hay Group looked at the job classifications for the Technical College Branch that were pegged to state government, converted them to a pay scale system based on a comparative analysis with comparable institutions across the country, and determined pay ranges for those classifications. Based on those pay ranges, there are a few employees who are paid below the ranges, and the Board is being asked to approve bringing those salaries up to at least the minimum points. Employee meetings will be held at the Technical Colleges to explain the changes.

Ms. Gubser added that the next step is to better link the two branches, as the Community College System study was driven by the University of Kentucky’s "It’s About Staff," and the Technical College Branch study was conducted by the Hay Group. Also, the branches use very different approaches for pay increases. Across-the-board pay increases exist in the Technical College Branch, and some performance-based pay systems exist in the Community College System.

President Hockaday emphasized that the only thing the Board is being asked to do at this point is to tell KCTCS leadership staff that the direction they are taking and the direction the Hay Group took in comparing the Technical College employees to benchmark organizations is the right way to go. Additionally, the Board is being asked to remedy the weakest part of the compensation program—those people whose compensation falls outside, on the low side, of the guidelines. President Hockaday assured the Board that staff would bring back each piece of the compensation program for Board review.

Chair Johnson pointed out that the bulleted points in the resolution speak to the concerns expressed by several Board members, including linking compensation to required knowledge and skills and a greater linkage to individual performance.

VOTE: The motion passed unanimously.

Retirement Plan
RECOMMENDATION: That the Board adopt Retirement Plan Policies as they relate to the establishment of employer and employee contribution rates for the 403(b) Plan, and eligibility criteria necessary to continue the employer contribution toward the cost of the employee health insurance during retirement.

MOTION: By direction of the Finance, Administration, and Technology Committee, Mr. Powell moved that the Board adopt the KCTCS Retirement Plan Policies, with the stipulation that if costs exceed the amount of funds already budgeted, staff will bring the issue back to the Finance Committee. Ms. Littrell seconded the motion.

VOTE: The motion passed unanimously.

Technology Infrastructure
Mr. Powell asked Ron Moore to update the Board  on the technology infrastructure. Dr. Moore’s brief report included the following:

• Selection of an implementation partner
• Process for building the system
• Costs considerations
• Technology Work Group for the Commonwealth Virtual University and Commonwealth Virtual Library
• Proposal includes $1.5 million for KCTCS
• $1.5 million + KCTCS match equals $3 million for technology infrastructure
• ATM network included in Virtual University plan

PRESIDENT’S REPORT
Dr. Hockaday presented the President’s Report. Based on the Board’s support for collaboration among the colleges, Dr. Hockday requested that Richard Green, President of Jefferson Community College (JCC), and Marvin Copes, Director of Jefferson Technical College (JTC), summarize their colleges’ collaborative efforts. The presentation included the institutions’ educational objectives; levels of technical education--associate degree, diploma and certificate; institutional effectiveness; Metropolitan College—a partnership involving UPS, JCC, JTC, and the University of Louisville; the potential of combining key administrative functions such as purchasing; and distance learning.

Dr. Hockaday recognized Tara Parker and Ann Cline for serving as Interim Chancellors for the Technical College Branch. He reported that the search committee had narrowed the applications for the position of chancellor to six individuals. After interviewing the six individuals, the committee will send three names to Dr. Hockaday. The search committee is comprised of Earl Whittrock, Chair; Denise Sharpe; Don Evans; Brenda Senter; Carl Lay; Tony Sholar; and Jacqueline Addington.

The search committee for the position of chancellor for the Community College System is comprised of Ed Hughes, chair; Deborah Floyd; Patrick Lake; Judith James; Pam Besser; Fred Marshall; Linda Mayhew; and Paul McInturff. The committee has forwarded the names of three candidates to Dr. Hockaday who plans to interview those individuals by the end of the month.

Dr. Hockaday presented a draft organizational chart for the Board’s review and discussion. The draft chart is designed to exalt the strength of each branch, to place the responsibility for student instruction, counseling, and related services in the branches and as close to the colleges as possible, and to show that the two branches work together. Also, the chart is designed to show that a central staff in the president’s office has responsibility for providing support and coordination in areas such as construction, external affairs, and finances.

Dr. Hockaday emphasized that leadership from the colleges and the central office is evolving and making a significant impact during this transitional period. It is critical that the various positions are filled with individuals possessing the right skills and in accordance with affirmative action guidelines. Additionally, higher level jobs will be advertised to attract internal and external candidates. Some positions may be filled on an emergency or interim basis, but these also will be advertised before being filled on a permanent basis.

Dr. Hockaday called on Judith James to update the Board on a grant received by KCTCS. Dr. James reported that the Kentucky Cabinet for Families and Children is responsible for administering the Kentucky Transitional Assistance Program which is the cash assistance welfare program nationally known as Temporary Assistance for Needy Families. The Cabinet made $1 million available for postsecondary education institutions. Of that amount, $663,077 has been awarded to KCTCS.

Of the amount awarded to KCTCS, $163,000 will go to four colleges that submitted individual proposals--Western Kentucky Technical College, Elizabethtown Community College, Jefferson Community College, and Somerset Community College. Of the remaining funds, $500,077, $40,000 is earmarked for a statewide KCTCS marketing plan; and the balance will be allocated to the 13 community colleges and the 15 technical colleges.

Dr. Hockaday recognized and congratuated the following individuals: Deborah Floyd who serves on the American Association of Community Colleges’ Board of Directors has been appointed chair of that Board’s Joint Commission on Federal Relations; and Angeline Dvorak, Judith Rhoads, and Thelma White were invited to participate in the Harvard Institute for New Presidents.

Progress continues on the location for the central office, and it appears that the President’s Office will move in December. Others will move in spring of 1999.

Work continues on the criteria for the technical colleges and there is no information to report at this time.

Fall 1998 enrollments are about level with fall 1997 enrollments, but there are some figures that have not been reported that may change the total slightly upward.

Dr. Hockaday said that significant progress is being made on the regional postsecondary education centers. The agreement between KCTCS and Eastern Kentucky University for the Southeast Regional Postsecondary Education Center in London, Corbin, and Somerset, was mentioned at the recent Council on Postsecondary Education meeting as tangible evidence of progress. Ms. Gubser provided an update on the capital construction projects with a handout listing the status of 20 projects totaling $126 million.

In closing Dr. Hockaday asked Beth Hilliard to update the Board on the visit from Standard and Poor’s. The visit is scheduled for September 22-24, with the 23^rd being devoted to KCTCS governance and management. A luncheon is scheduled for Standard and Poor’s representatives and Board members at the Lieutenant Governor’s Mansion in Frankfort on the 23^rd.

NEXT MEETING
Chair Johnson announced that the next meeting is scheduled for December 1-2, 1998, at Maysville Community College.

EXECUTIVE SESSION
MOTION: Mr. Bean moved that the Board go into  executive session to address individual personnel matters.

Mr. McCool seconded the motion.

VOTE: The motion passed unanimously.

The Board went into executive session at 11:53 a.m. and came out of executive session at 12:40 p.m.

REGULAR SESSION 
Chair Johnson declared the meeting to be in regular session.

MOTION: Mr. Bean moved that the Board appoint Keith Stephens as the Board designee in Complaint Resolution No. 98-001. Mr. Powell seconded the motion.

VOTE: The motion passed unanimously.

MOTION: Ms. Littrell moved that the meeting adjourn. Dr. Hanel seconded the motion.

VOTE: The motion passed unanimously.

ADJOURNMENT
The meeting adjourned at 12:42 p.m.

___________________________

Cynthia L. Read, Secretary

KCTCS Board of Regents

Resolution(s)

Compensation Program Resolution

Class and Compensation Schedule REVISED VERSION