CCC trustees approve tuition rate, correctional-facility write-offs and wrestling mats

The Colby Community College Board of Trustees approved a late-fall tuition rate, more than $241,000 in correctional-facility account write-offs and the purchase of two wrestling mats during its Sept. 21 meeting in the Thomas Hall boardroom.

Trustee Donna Henry was absent.

The board began by approving its consent agenda, including minutes from the Aug. 17 meeting and Resolution No. 2.

College reports

Vice President Nikol Nolan said the college had found stable housing for the remaining students who had been staying in hotels. She said the college had retained nearly all the affected students while working through its housing shortage.

Trustee Audrey Hines asked about financial-aid figures, including the number of students who had not accepted available aid. Nolan explained that Pell Grants and Supplemental Educational Opportunity Grants are accepted automatically, while students must choose whether to accept loans.

Vice President Angel Morrison reported that the Higher Learning Commission’s campus visit had gone well, with reviewers offering numerous positive comments. The college expects to receive a draft report that it can examine for factual errors.

Morrison also said certification-day work would lead to a new group of contracts for the trustees to review. College employees were preparing the spring course schedule, with registration expected to open Oct. 5.

Trustee Jessica Vaughn asked several questions about the HLC review process, including how employees become peer reviewers and what colleges gain from participating. Administrators said reviewers receive training and can gain experience by examining the procedures and policies used at other institutions.

Vice President Justin Villmer reported that the college was preparing for its annual audit. Auditors were expected to be on campus in mid-October, and Villmer said the college appeared to be in good shape for the review.

Vilmer also discussed possible replacements for Transact, which the college uses for student payment plans and refunds. Stripe is being considered for payment plans, while BankMobile could handle student refunds. The college currently spends more than $50,000 annually on those services, and administrators believe changing vendors could produce substantial savings.

Public Relations Director Doug Johnson said the college’s annual report had been completed.

Athletic Director Kenny Hernandez reported that the volleyball team had climbed to No. 7 in the national rankings. He also said new basketball goals and flooring were being installed in the Fit-Lab gym.

President Seth Carter thanked employees and trustees for their work during the HLC visit, which he described as positive.

Foundation update

The Colby Community College Endowment Foundation received a draft audit containing an unmodified opinion. The audit will be presented to the Foundation board.

Foundation Executive Director Melissa Rickford said the organization received 320 student thank-you notes for scholarship donors. The Foundation was also preparing its annual giving campaign and planned to distribute save-the-date notices for its annual auction.

Bus agreement with Colby Public Schools

The trustees approved a memorandum of understanding allowing USD 315 Colby Public Schools to use a college bus for school-sponsored activities when the vehicle is available and the college grants permission.

No money will be exchanged under the agreement. The school district must provide properly licensed drivers, maintain appropriate insurance, assume responsibility for damage while the bus is under its control and return it fueled and in substantially the same condition.

College officials said the agreement was intended to help the district with its vehicle needs and strengthen cooperation between the two institutions.

Surplus property

The board approved the disposition of surplus property, including several horses that are no longer used in college programs and two outdated treatment tables.

Depending on the item, the property will be sold, donated, taken to a sale barn or returned to its original owner.

Late-fall tuition

Trustees approved a tuition-and-fee rate of $133 per credit hour for late-fall intersession courses.

Administrators compared the proposal with rates offered by several Kansas community colleges. Board members discussed the increasingly competitive online-course market and noted that students taking short online courses frequently choose the least-expensive available option.

The $133 rate is unchanged from the college’s previous late-fall rate.

Correctional-facility write-offs

The board authorized $241,824 in Norton Correctional Facility account write-offs:

Administrators explained that the balances must be written off because inmates cannot be billed directly for tuition and fees. The college instead receives state tiered funding, Kansas Department of Corrections funding and other program support.

Carter said the Norton program generated approximately $468,838 in revenue during the period under discussion.

Policy revisions

Trustees approved revisions to policies covering employee absences, the Family Educational Rights and Privacy Act, publication and logo use, and employees seeking other employment.

The FERPA discussion focused on requests for student email addresses. Administrators said the college receives frequent requests from outside parties seeking student contact information for solicitation. The revisions align the FERPA policy with the college’s open-records practices and remove student email addresses from information routinely made available to third parties.

The board did not approve the proposed revision to the personal-relationships policy.

Trustees questioned whether the proposed language provided sufficient authority to address relationships involving an unequal balance of power, such as relationships between employees and students or supervisors and subordinates. The policy was tabled until the next meeting so administrators can obtain additional clarification and present revised language.

Strategic plan

The board reviewed the college’s annual strategic-plan update. Carter said the current plan has one year remaining and that work on its replacement will begin in the background.

The college expects to distribute surveys to community members, students and trustees later in the fall. The existing plan is organized around three principal themes and 10 supporting goals.

Wrestling mats

Trustees accepted a $21,900 proposal from Dollamur Direct for two NCAA-compliant wrestling mats.

Administrators said the men’s and women’s wrestling programs have grown beyond the available mat space. The existing mats will remain in use alongside the new ones.

The college will pay $10,950 of the purchase price. The men’s and women’s programs will divide the remaining $10,950 from program funds, with each contributing $5,475.

Resignation and executive session

The board accepted the resignation of Derek Riley.

Trustees then entered a 15-minute executive session to discuss matters involving nonelected personnel. The session was closed under the personnel exception to the Kansas Open Meetings Act.

The board later returned to open session and adjourned.