Illinois Eastern Community Colleges Board of Trustees met Dec. 13.
Here are the minutes provided by the board:
Minutes of a regular meeting of the Board of Trustees of Illinois Eastern Community Colleges – Frontier Community College, Lincoln Trail College, Olney Central College, Wabash Valley College – Community College District No. 529, Counties of Richland, Clark, Clay, Crawford, Cumberland, Edwards, Hamilton, Jasper, Lawrence, Wabash, Wayne and White, and State of Illinois, held in the Bob Boyles Hall, Frontier Community College, 2 Frontier Drive, Fairfield, Illinois, Tuesday, December 13, 2022.
AGENDA #1 – “Call to Order & Roll Call” – Chairman Gary Carter called the meeting to order at 6:15 p.m. and directed the Board Secretary Pro Tempore, Barbara Shimer, to call the roll.
Roll Call: The Secretary called the roll of members present and the following trustees answered to their names as called and were found to be present: John D. Brooks, Roger Browning, Gary Carter, Brenda K. Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Also present was Raechel Hnetkovsky, student trustee. Trustees absent: None. There being a quorum present, the Chair declared the Board of Trustees to be in open, public session for the transaction of business.
(Note: In accordance with Board of Trustees Policy No. 100.4, the student trustee shall have an advisory vote, to be recorded in the Board Minutes. The advisory vote may not be counted in declaring a motion to have passed or failed.)
Also present at this meeting, in addition to trustees:
Ryan Gower, Chancellor.
Jay Edgren, President of Frontier Community College.
Roger Eddy, Interim President of Olney Central College.
Matt Fowler, President of Wabash Valley College.
Ryan Hawkins, Chief Financial Officer/Treasurer.
Andrea McDowell, Director of Human Resources.
AGENDA #2- “Welcome from the Chair”- Chairman Carter welcomed all who were present for the meeting.
AGENDA #3 – “Recognition of Visitors & Guests” –
#3-A. Visitors & Guests: Visitors and guests present were recognized.
#3-B. IECEA Representative: None.
AGENDA #4 – “Public Comment” – None.
AGENDA #5 – “Reports” –
#5-A. Report from Trustees: None.
#5-B. Report from Chancellor: Chancellor Gower provided details on opportunities and challenges in addition to his electronic report.
#5-C. Report from Presidents: Reports were presented from the Presidents.
#5-D. Division Report: SEPC Project: Dean Bruinsma gave an update on the Strategic Engagement Planning Council projects.
AGENDA #6 “Consent Agenda” - The following consent agenda items were presented for approval.
#6-A. “Disposition of Minutes": Open meeting minutes as prepared for the regular meeting held Tuesday, November 15, 2022, were presented for disposition.
#6-B. “Business Policy 300.17 Use of Facilities” : Chancellor Gower recommended that general language updates be made to the policy regarding the use of college facilities.
#6-C. “Affiliation Agreements” : Chancellor Gower recommended approval of affiliation agreements between Illinois Eastern Community Colleges and Jasper County Ambulance, Lawrence County Ambulance Service, United Life Care Ambulance Service, Edwards County Clerk & Recorder, Good Samaritan Vincennes, IN, and Hamilton Memorial Hospital.
Board Action to Approve Consent Agenda: Trustee Roger Browning made a motion to approve the consent agenda as presented. Trustee Brenda Culver seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
AGENDA #7- Action on Items Removed from Consent Agenda- None.
AGENDA #8 – “Policy First Readings (and Possible Approval)” – The following new or revised policies, as listed in full in the agenda were presented for approval:
BUSINESS – 300
Investment Policy (300.12)
Date Adopted: December 19, 1989
Revised Date: July 16, 2002
Revised Date: June 17, 2008
Revised Date: June 16, 2020
Revised: December 13, 2022 (Pending Board Approval)
The Board authorizes the Treasurer, upon recommendation by the Chancellor and the Chief Financial Officer, to invest funds of the District. The Board of Trustees shall cause the investment of District funds in accordance with the Illinois Public Community College Act, the Public Funds Investment Act of the State of Illinois, and the Investment of Municipal Funds Act of the State of Illinois, with the exception that the Board shall prohibit investment in short-term obligations of U.S. corporations. A system of procedures and internal controls shall be established by the Treasurer for all investments of the District.
The primary objectives, in priority order of investment activities shall be:
1) Safety – safety of principal is the foremost objective. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital.
2) Liquidity – investments shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated.
3) Return – investment portfolio shall be designed to obtain the highest available return, using authorized investment, while considering budgetary and economic cycles.
The District shall maintain pledged securities at a market value of at least 105% of deposits in excess of Federal Deposit Insurance Corporation (FDIC) insured amounts. Pledged securities shall be reviewed quarterly to ensure adequate coverage.
The Board shall be provided a report on the District Investments each quarter outlining at a minimum:
1) Investment Holdings
2) Rate of Return
3) Changes in Balance
4) Distribution of Investments
For purposes of this reporting, investments will be defined as instruments other than certificates of deposit or other interest-bearing deposits with a financial institution.
The Board authorizes the Treasurer to utilize the Illinois School District Liquid Asset Fund (ISDLAF) for purposes of meeting the investment objectives of the District as outlined above. Assets placed with ISDLAF shall not exceed $5,000,000.
The Board of Trustees and the District Treasurer shall refrain from engaging in personal business activity that could a) conflict, or give the appearance of a conflict, with proper execution of the investment program or b) impair their ability to make impartial investment decisions.
Board Action : Trustee Roger Browning made a motion to approve the policy as presented. Student Trustee Raechel Hnetkovsky seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
AGENDA #9 – “Policy Second Reading” - None.
AGENDA #10 – “Staff Recommendation for Approval” – The following staff recommendations were presented for approval.
#10-A. Approval of 403(b) Record Keeper: Chancellor Gower recommended approval of Empower Retirement as the next IECC 403(b) Plan Record Keeper. The record keeper is charged with maintaining assets held within the 403(b) Plan, providing investment lineups for funds to be placed in, provide regulatory disclosures and updates to the Plan, and providing statements and online access to employees invested in the Plan.
Board Action: Trustee Brenda Culver made a motion to approve the recommendation as presented. Trustee Barbara Shimer seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
#10-B. Certificate of Compliance with the Truth in Taxation Law: CFO Ryan Hawkins reviewed and recommended approval of the Certification of Compliance with the Truth in Taxation Law. Chancellor Gower recommended approval.
TRUTH IN TAXATION
CERTIFICATE OF COMPLIANCE
I, the undersigned, hereby certify that I am the presiding officer of Illinois Eastern Community College District No. 529 and as such presiding officer, I certify that the levy ordinance, a copy of which is attached, was adopted pursuant to, and in all respects in compliance with the provisions Sections 18-60 through 18-85 of the “Truth in Taxation” Law.
CHECK ONE OF THE CHOICES BELOW:
The taxing district published a notice in the newspaper and conducted a hearing, meeting the requirements of the Truth in Taxation Law, and a copy of the ad is attached.
The taxing district’s aggregate levy did not exceed a 5% increase over the prior year’s extension.
Therefore, notice and a hearing were not necessary.
The proposed aggregate levy did not exceed a 5% increase over the prior year’s extension. Therefore, a hearing was not held. The adopted aggregate tax levy exceeded 5% of the prior year’s extension and a notice was published within 15 days of its adoption in accordance with the Truth in Taxation Law.
The adopted levy exceeded the amount stated in the published notice. A second notice was published within 15 days of the adoption in accordance with the Truth in Taxation Law.
This certificate applies to the 2022 levy.
Board Action: Trustee Roger Browning made a motion to approve the Certificate of Compliance with the Truth in Taxation Law as presented. Trustee Brenda Culver seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
#10-C. Certification of Tax Levy for Calendar Year 2022: CFO Ryan Hawkins reviewed the Certification of Tax Levy for Calendar Year 2022 and Chancellor Ryan Gower as follows:
CERTIFICATE OF TAX LEVY
Richland, Clark, Clay, Crawford, Cumberland,
Community College District No. 529 County(ies) Edwards, Hamilton, Jasper, Lawrence, Wayne, Wabash & White Community College District Name Illinois Eastern Community Colleges District #529 and State of Illinois
We hereby certify that we require:
the sum of $ 3,325,000 to be levied as a tax for educational purposes (110 ILCS 805/3-1), and
the sum of $ 1,435,000 to be levied as a tax for operations and maintenance purposes (110 ILCS 805/3-1), and
the sum of $ 0 to be levied as an additional tax for educational and operations and maintenance purposes (110 ILCS 805/3-14.3), and
the sum of $ 825,000 to be levied as a special tax for purposes of the Local Governmental and Governmental Employees Tort Immunity Act (745 ILCS 10/9-107), and
the sum of $ 240,000 to be levied as a special tax for Social Security and Medicare insurance purposes (40 ILCS 5/21- 110 and 5/21-110.1), and
the sum of $ 50,000 to be levied as a special tax for financial audit purposes (50 ILCS 310/9), and
the sum of $ 200,000 to be levied as a special tax for protection, health, and safety purposes (110 ILCS 805/3-20.3.01), and
the sum of $ 70,000 to be levied as a special tax for (specify) worker’s compensation & unemployment purposes, on the taxable property of our community college district for the year 2022.
Signed this 13th day of December 2022.
Chairman of the Board of Said Community College District
Secretary of the Board of Said Community College District
When any community college district is authorized to issue bonds, the community college board shall file in the office of the county clerk in which any part of the community college district is situated a certified copy of the resolution providing for their issuance and levying a tax to pay them. The county clerk shall each year during the life of a bond issue extend the tax for bonds and interest set forth in the certified copy of the resolution. Therefore, to avoid a possible duplication of tax levies, the community college board should not include in its annual tax levy a levy for bonds and interest.
Number of bond issues of said community college district which have not been paid in full 3 .
This certificate of tax levy shall be filed with the county clerk of each county in which any part of the community college district is located on or before the last Tuesday in December.
(Detach and return to Community College District)
This is to certify that the Certificate of Tax Levy for Community College District No. County(ies) of and State of Illinois on the equalized assessed value of all taxable property of said community college district for the year 20 was filed in the office of the County Clerk of this county on , 20 .
In addition to an extension of taxes authorized by levies made by the board of said community college district and additional extension(s) will be made, as authorized by resolution(s) on file in this office, to provide funds to retire bonds and pay interest thereon. The total amount, as approved in the original resolution(s), for said purpose for the year 20_____ is $____________.
Board Action: Trustee Brenda Culver made a motion to approve the Certification of Tax Levy for Calendar Year 2022 as reviewed and recommended. Trustee Roger Browning seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
#10-D. GASB Designation of Tax Levy: CFO Ryan Hawkins reviewed certain GASB guidelines regarding tax levies. Under guidelines established by the Governmental Accounting Standards Board (GASB), IECC may designate the fiscal year that the District’s tax levy is to be recognized as income. Currently, the Board of Trustees does a levy and extension for taxes based upon calendar years which overlap the District’s school year and the District’s fiscal year. The following resolution clarifies that under GASB guidelines, taxes levied by the District for calendar year 2022 will be collected late in calendar year 2022 and that income from the collection of such funds will be allocated 100% to Fiscal Year 2023 (July 1, 2023 – June 30, 2024).
RESOLUTION SETTING FORTH TAX LEVIES FOR 2022
Be it resolved by the Board of Trustees of Illinois Eastern Community College District #529, Counties of Clark, Clay, Crawford, Cumberland, Edwards, Hamilton, Jasper, Lawrence, Richland, Wabash, Wayne and White and State of Illinois, as follows:
That the Board hereby incorporates, by reference, all prior resolutions adopted in calendar year 2022 concerning tax levies and extensions
Be it further resolved by the Board of Trustees of Illinois Eastern Community College District #529, Counties of Clark, Clay, Crawford, Cumberland, Edwards, Hamilton, Jasper, Lawrence, Richland, Wabash, Wayne and White and State of Illinois, as follows:
That the sum of Three Million Three Hundred Twenty-Five Thousand Dollars ($3,325,000) be levied as a tax for Educational purposes; and the sum of One Million Four Hundred Thirty-Five Thousand Dollars ($1,435,000) be levied as a tax for Operations and Maintenance purposes; and the sum of Two Hundred Forty Thousand Dollars ($240,000) be levied as a special tax for Social Security and Medicare purposes; and the sum of Fifty Thousand Dollars ($50,000) be levied as a special tax for Financial Audit purposes; and the sum of Eight Hundred Twenty-Five Thousand Dollars ($825,000) be levied as a special tax for purposes of the Local Government and Governmental Employees Tort Immunities Act; the sum of Seventy Thousand Dollars ($70,000) be levied as a special tax for Worker’s Compensation and Unemployment purposes, and the sum of Two Hundred Thousand Dollars ($200,000) be levied as a special tax for Protection, Health and Safety purposes on the equalized assessed value of the taxable property of Community College District #529, Counties of Clark, Clay, Crawford, Cumberland, Edwards, Hamilton, Jasper, Lawrence, Richland, Wabash, Wayne and White, State of Illinois, for the year 2022 to be collected in the year 2023; and that the income from the levy for the year 2023 be allocated 100% for Fiscal Year 2024.
Adopted this 13th day of December, A.D. 2022.
Board Action: Trustee Jan Ridgely made a motion to adopt the foregoing resolution regarding designation of the tax levy year as recommended. Trustee Brady Waldrop seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
#10-E. RFQ for Architectural Firms: CFO Ryan Hawkins and Chancellor Gower recommended approval to accept the proposal submitted by Hurst-Rosche, Inc. and to name the firm as the architect of record for the scope of projects outlined in the RFQ dated September 28, 2022.
Board Action: Trustee Roger Browning made a motion to accept the proposal as presented and recommended. . Trustee Brenda Culver seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
AGENDA #11 – “Bid Committee Report”: The Chancellor recommended approval of the bid committee recommendation for acceptance of bid for purchase of the following items:
Olney Central College
.Energized Digital Radiography Room
The Bid Committee recommends accepting the bid from Electromek Diagnostic Systems for a total of $65,046.
Energized Digital Radiography RoomCompany BidCentral Illinois X-ray Bloomington, IL $112,500Electromek Diagnostic Systems #1 Troy, IL $99,126Electromek Diagnostic Systems #2 Troy, IL $74,046Electromek Diagnostic Systems #3 Troy, IL $65,046Interstate Imaging Evansville, IN $35,990Radiation Services of Indiana Greenwood, IN $68,480
Board Action: Trustee Brenda Culver made a motion to approve the Bid Committee Report as recommended. Trustee Roger Browning seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
AGENDA #12 – “District Finance” – The following District financial matters were presented.
#12-A. Financial Reports: The monthly financial reports were presented, including the treasurer’s report, showing the balance in all funds as of November 31, 2022.
#12-B. Approval of Financial Obligations: District financial obligations (Listing of Board Bills) for December 2022 totaling $2,552,745.64 were presented for approval.
Board Approval for Payment of Financial Obligations: Trustee Brady Waldrop made a motion to approve payment of district financial obligations for December 2022, in the amounts listed. Trustee Jan Ridgely seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
AGENDA #13 – “Executive Session” – The Board of Trustees did not hold an executive session at this meeting.
AGENDA #14 – “Approval of Executive Session Minutes” –
#14-A. Written Executive Session Minutes: No executive session was held during the regular meeting, Tuesday, November 15, 2022.
#14-B. Audio Recordings of Executive Sessions: No executive session was held during the regular meeting, Tuesday, November 15, 2022.
#14-C. Semi-Annual Review of Executive Session Minutes: The Board of Trustees having conducted a semi-annual review of executive session minutes as mandated by Section 2.06 of the Open Meetings Act, the Chairman presented the following report and recommendations:
MEMORANDUM
TO: Chancellor and Board of Trustees
FROM: Sheryl Childers, Executive Assistant to the Chancellor
DATE: December 13, 2022
SUBJECT: Semi-Annual Review of Executive Session Minutes
A. The following written executive session minutes were reviewed in July 2022 and the decision was made at that time to keep them closed:
1. Tuesday, June 20, 1995.
2. Tuesday, August 15, 1995.
3. Tuesday, September 19, 1995.
4. Friday, August 2, 1996.
5. Tuesday, January 17, 2012.
6. February 19, 2019.
7. October 15, 2019.
8. December 10, 2019.
9. January 21, 2020.
10. February 18, 2020.
11. July 21, 2021.
B. The following written executive session minutes have been approved, but remain closed, and are being subjected to the semi-annual review for the first time in December 2022:
1. July 19, 2022
2. August 16, 2022
3. September 20, 2022
4. October 18, 2022
C. The following written executive session minutes have been approved and opened to the public record:
1. None.
D. Audio recordings of previously approved executive sessions will remain closed to the public record and these audio executive session recordings will remain in the custody of the Board Secretary until 18 months following the executive session at which the audio recordings were made:
1. July 21, 2021.
2. February 15, 2022
3. March 15, 2022.
4. April 19, 2022.
E. As part of the Board of Trustees semi-annual review of executive sessions, the Board notes that the audio tape recordings of the following meetings have been held by the Secretary for more than the 18 months required, and the Secretary is directed to destroy these recordings after this meeting:
1. February 16, 2021.
2. June 15, 2021.
F. As part of the Board of Trustees semi-annual review of executive session minutes, the Board notes that executive sessions were not held on the following dates:
1. Tuesday, June 21, 2022
2. Tuesday, November 15, 2022
G. It is recommended that the following previously approved closed meeting minutes be open to the public record:
1. August 16, 2022
2. September 20, 2022
Board Action: Student Trustee Raechel Hnetkovsky made a motion to adopt the foregoing report and recommendations as outlined, for minutes of executive sessions held on the dates listed. Trustee Brady Waldrop seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
AGENDA #15. Personnel Report: Andrea McDowell presented the following personnel report and the Chancellor recommended approval.
400.1. Employment of Personnel
A. Faculty
1. Joseph Young, Industrial Maintenance, OCC/IECC, effective January 3, 2023.
2. Danielle Trapp, Early Childhood, WVC/IECC, effective January 3, 2023.
B. Classified
400.2. Temporary Employment
A. Faculty
1. Mari Yamato, Art Instructor, OCC/IECC, effective January 3, 2023.
400.3. Special Assignment (Attachment)
400.4. Resignation Ratification
A. Professional, Non-Faculty, Exempt
1. Courtney Meadows, Program Director, Cosmetology, December 16th
2. Sarah Holtz, Assistant Program Director, Cosmetology, December 16th
400.1. Resignation Ratification
1. Mark Smith, Building Manager, January 31, 2023
Board Action: Trustee Jan Ridgely made a motion to amend the personnel report as recommended by Director Andrea McDowell. Trustee Brenda Culver seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
Board Action: Trustee Roger Browning made a motion to approve the amended personnel report. Trustee John Brooks seconded the motion and on a recorded roll call vote ordered by the Chair the following trustees voted yea: John Brooks, Roger Browning, Gary Carter, Brenda Culver, Jan Ridgely, Barbara Shimer, Brady Waldrop. Student advisory vote: Yea. Trustees voting nay: None. Trustees absent: None. The motion having received 7 yea votes and 0 nay votes, the Chair declared the motion carried.
AGENDA #16– Collective Bargaining – None.
AGENDA #17 – Litigation – An update on current litigation was provided.
AGENDA #18 – Other Items – None.
AGENDA #19 – Adjournment – Trustee Brady Waldrop made a motion to adjourn. Student Trustee Raechel Hnetkovsky seconded the motion. The Chair asked trustees in favor of the motion to say “Aye” and those opposed to say “No”. The voice vote was taken. The Chair declared the “Ayes” have it, the motion is adopted, and the meeting was adjourned at 7:48 p.m.
https://www.iecc.edu/sites/default/files/inline-files/IECC_BoardMinutes_Dec2022.pdf
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