Board Member Luncheon
Pruitt Community Room 11:30 am

WESTERN TEXAS COLLEGE

SCURRY COUNTY JUNIOR COLLEGE DISTRICT
SNYDER, TEXAS

 

Board Meeting, 12:30 P.M.
Monday, September 11, 2017
Palmer Hall boardroom

Agenda

I.     Call to Order

    1. Mr. Bullard will give the invocation
    2. Recognize guests
    3. Introduction of the men/women cross country teams; men/women golf teams; and men/women rodeo teams

II.    Routine Matters

    1. Recommended Action

      1. Approval of Board minutes August 7, 2017, August 15, 2017, August 21, 2017, August 24, 2017
      2. Approval of financial information August 2017

    2. New Business

      1. Consideration of approval of tax abatement agreement between Western Texas College and Coyote Wind, LLC (Ms. Patricia Claxton)
      2. Consideration of approval of revisions to TASB policy DEC (Local) Leaves and Absences (Dr. Beebe)
      3. Consideration of approval of revisions to TASB policy DGD (Local) Employee Use of College District Facililties (Dr. Beebe)
      4. Consideration of approval of revisions to TASB policy FLAA (Local) Student Use of College District Facilities (Dr. Beebe)
      5. Consideration of approval of revisions to TASB policy GD (Local) Community Use of College District Facilities (Dr. Beebe)
      6. Consideration of approval of revisions to TASB policy FLBE (Local) Student Conduct Alcohol and Drug Use (Mr. Ralph Ramon)
      7. Consideration of approval to authorize the chief executive officer or chief financial officer to sign all agreements/contracts for Western Texas College (Dr. Beebe)

III.   Information and Discussion

    1. SACS (Mr. Britt Canada)
    2. September calendar
    3. Information and questions from Board members
    4. Suggested agenda items
    5. President's report

EXECUTIVE SESSION: The Board will go into executive session at this time. The executive session will be held under the provisions of Texas Government Code, Chapter 551, including but not limited to, Section 551.071, Section 551.072, Section 551.074, Section 551.076, Section 551.082(a), and Section 551.083.

    1. Consultation with Legal Counsel
    2. Deliberation regarding appointment, employment, evaluation, reassignment, duties, discipline or dismissal of personnel

At the conclusion of the executive session, the Board will announce whether any action needs to be taken as a result of the executive session.

IV.    Date of next special Board meeting - 

 
Minutes

The Board of Trustees of Western Texas College met in a regular Board meeting at 12:30 p.m. on Monday, August 7, 2017, in the Palmer Hall Boardroom.

Present:           Mr. Lee Presswood, Mr. Drew Bullard, Mr. Eddie Peterson, Dr. Jay Kidd, Mr. Mike McWilliams,

Absent:            Mr. Tim Riggan, Mr. Scott Richburg

Staff Present:  Dr. Barbara Beebe, Ms. Stephanie Ducheneaux, Ms. Patricia Claxton, Ms. Melanie Schwertner, Mr. Britt Canada, Mr. Ralph Ramon, Mr. Roy Bartels, Ms. Tammy Davis, Mr. Lance Smith

Others Present: Mr. Ben Barkley (SDN), Mr. Bill Crist (SDN), Mr. Barry Martin

Mr. Lee Presswood, board president, called the meeting to order and Mr. Mike McWilliams gave the invocation.

The women’s soccer team was introduced and members include:  Audrey Wakham, Abilene, TX; Lily Beltran, Laredo, TX; Amanda Mouton, Fort Worth, TX; Virginia Velazquez, Snyder, TX; Alyssa Duran, Garland, TX; Kinsey Gomez, Flora Vista, NM; Brihana Rincon, El Paso, TX; Cynthia Aguayo, Santa Fe, NM; Samantha Morgan, Red Oak, TX; Heather Vazquez, Humble, TX; Porscha Miseles0Huff, North Richland Hills, TX; Lucia Alvarez, Waco, TX; Hayley Plancarte, Katy, TX; Theresa Zuniga, Weslaco, TX; Olga Fraga, Laredo, TX; Gabriela Villalabos, Garland, TX; Victoria Brown, Justin, TX; Elizabeth Pedroza, Reno, NV; Mariah Leal, Lubbock, TX; E.J. Roberts, assistant coach; and Fanta Cooper, head coach.  Members absent: Kelsey Henry, Arima, Trinidad & Tobago; Sylvie Willie, Castries, St. Lucia; and Judian Jones, Thompson Town, Jamaica.

The men’s soccer team was introduced and members include:  Jesus Delgado, El Paso, TX; Jonathan Mendoza, El Paso, TX; Yosimar Huerta, Laredo, TX; Lucas Costa, Brazil; Alexis Amaya, El Paso, TX; Alek Martinez Canales, Monterrey, Mexico; Tevin Lessey, Morvant, Trinidad & Tobago; Alexis Mata, Round Rock, TX; Travar McCulloch, St. Elizabeth Jamaica; Matt Roll, Norwich, England; Diego Meda Arriaza, Guatemala; Johan Ramirez, El Paso, TX; Cesar Netro, Fort Worth, TX; David Bautista, Houston, TX; Mario Banegas, Dallas, TX; Alejandro Dominguez, Sealy, TX; Matthew Alvarado, El Paso, TX; Edgardo Espinal, Del Valle, TX; Jose Vizcarra, El Paso, TX; Manuel Santamaria, Wichita Falls, TX; Xavier Mireles, Houston, TX; Julio Vasquez, Laredo, TX; Jose Luis Garcia, Laredo, TX; Eduardo Quevedo, Houston, TX; John Dominguez, Katy, TX; Kolby Wilson, Lubbock. TX; Juan Cruz, Laredo, TX; Jose Villarreal, Monterrey, Mexico; E.J. Roberts, assistant coach, and Jovany Macias, head coach.

The women’s volleyball team was introduced and members include: Addie Jimenez, Big Spring, TX; Sarah Campoli, Weatherford, TX; Jordan Kington, Pecos, TX; Elizabeth McGrath, Watsonville, CA; Mary Taylor, Humble TX; Madison Brown, Colorado Spring, CO; Cali Watson, Southport, NC; Alondra Fraire, Plainview, TX; Carsyn Ivy, Huntington, TX; Alizea Garza, Odessa, TX; Alexis Mancera, El Paso, TX; Bailey Haney, Odessa, TX; Melissa Avila, assistant coach, and Whitney Estes, head coach.

Motion by Mr. Peterson, seconded by Dr. Kidd to approve Board minutes of July 10, 2017. Motion carried unanimously. 

Motion by Dr. Kidd, seconded by Mr. Peterson to approve the financial information for July 2017.  Motion carried unanimously.

Motion by Mr. McWilliams, seconded by Mr. Bullard to ratify the employment of Mr. Robert Thompson, Director of Correctional Officer Training In-Service.  Motion carried unanimously.

Motion by Mr. Peterson, seconded by Dr. Kidd to adopt a tax rate of .3300 and set August 15th and August 21st at 5:30 pm as public hearings.  Motion carried unanimously.

Mr. Bill Crist publisher of the Snyder Daily News addressed the Board.

“Good afternoon.  I am Bill Crist, publisher of the Snyder Daily News, and I’m here because I’m concerned about the agreement you are about to vote for or against the compensation due to taxpayers for the $88 million error Thomas Y. Pickett and Company made in setting mineral values last year.  

I’m not here to speak about the settlement amount itself, but one of the conditions placed on the offer. 

The Texas Public Information Act makes it clear that elected and appointed officials (public servants) do not have the right to decide what is good or not good for the public to know. 

In fact, the first provision of the Act, contained in Chapter 552 of the Government Code, states, “Under the fundamental philosophy of the American constitutional form of representative government that adheres to the principle that government is the servant and not the master of the people, it is the policy of this state that each person is entitled, unless otherwise expressly provided by law, at all times to complete information about the affairs of government and the official acts of public officials and employees.  The people, in delegating authority, do not give the public servants the right to decide what is good for the people to know and what is not good for them to know.  The people insist on remaining informed so that they may retain control over the instruments they have created.  The provisions of this chapter shall be liberally construed to implement this policy.”

Each of you that sit on this board, by law, have received training on the Texas Public Information Act so you are familiar with the law.  That means that you know that in order to withhold information from the public, you are required to explain under what exemption your decision to withhold information falls. 

Those exemptions include personal information like Social Security numbers, medical records and child abuse victim records.  They also include communications between an attorney and a governmental body and documents related to pending litigation, which at one time may have applied here, but by the very nature of a settlement and the release you are about to vote upon, no longer would cover this situation.

Even more to the point, in the section of his handbook outlining the few exemptions to the Texas Public Information Act, Texas Attorney General Ken Paxton cited a 1998 opinion offered by then Texas Attorney General Dan Morales in which he found final settlements entered by governmental bodies, which is what we are talking about you entering, are public information and subject to disclosure. 

The settlement you are about to vote on is public information and the law says it will not remain shrouded in secrecy for long.  I would argue that now that we’ve reached this stage in the process, it shouldn’t be a secret any longer. 

I would encourage you to make whatever decision you think is best when it comes to the settlement amount and any future litigation.  But I hope you will also refuse to accept any condition that requires secrecy about how you conduct the public’s business.”

Mr. Bullard agrees the information should be public, but they have already signed and agreed to confidentiality.  We don’t want to do anything to jeopardize this settlement.  In the future, we will think about the confidentiality agreements.  There are other ways to get the information.  The bottom line is we want to get the settlement money.  Mr. Bullard appreciates Mr. Crist coming and giving his opinion. 

Mr. Crist asked under what exemption are we stating and Dr. Kidd stated attorney/client. 

Motion by Dr. Kidd, seconded by Mr. McWilliams to approve the Thomas Y. Pickett & Company, Inc. Confidential Settlement and Release Agreement.  Motion carried unanimously.

Motion by Mr. Bullard, seconded by Dr. Kidd to award King’s Highway the RFP for charter bus service for $137,437.49.  Motion carried unanimously.

Motion by Mr. McWilliams, seconded by Mr. Peterson to approve the resolution for equipment lease no. 008-0724342-100.  Motion carried unanimously.

Motion by Mr. Peterson, seconded by Mr. McWilliams to approve the resolution for equipment lease no. 008-724342-300.  Motion carried unanimously.

Motion by Mr. Bullard, seconded by Mr. McWilliams to approve the workforce yearly rate adoption of $0 - $22.50. Motion carried unanimously.

Motion by Dr. Kidd, seconded by Mr. Peterson to approve the summer small class report.  Motion carried unanimously.

Information and Discussion

Mr. Lance Smith, Turfgrass and Landscape Management Instructor discussed his program.  This is the fourth year Lance has been the instructor of this program.  He is gradually trying to build the program back up.  Last year, he had 9 freshmen and 4 sophomores.  This year is not starting off well.  He only has 4 freshmen.  He needs to recruit and get the numbers up to build the program.  Lance is getting his feet under him.  How does he recruit?  He deals with the Turfgrass Association and also sends emails to high school Ag teachers.  He sends information to prospective students and attends conference.  It is mostly word of mouth.  Several schools are closing their turfgrass programs.  There are still jobs out there, but it is tough nationwide.  Kids don’t’ want to do manual labor.  Lance prepares students for their pesticide and irrigation licenses.  Students want the one year certificate and that will get them a job as a working crew member.  An associate’s degree is more valuable.  Students do some of their labs on our grounds and golf course.  Lance is talking to some schools about articulation agreements.  The greenhouse is fixed and Lance will start growing fall flowers soon.  Lance also provides the graduation flowers. 

Dr. Beebe presented the final infrastructure update.

Maintenance Tax Note

 

$15,000,000.00

Primary Electrical Transformer

$1,085,363.38

 

Central Cooling Plant/Tower & Chill Water Distribution

$1,161,579.76

 

Air Handling Units

$2,279,369.00

 

Concrete Walks & Plazas

$1,421,423.28

 

Domestic Water Loop

$720,577.30

 

Cafeteria Upgrades & Expansion

$1,956,835.66

 

Fine Arts Remodel

$921,868.43

 

HPE Remodel

$1,900,204.05

 

Grounds Building Remodel

$117,914.82

 

Infrastructure Project General Costs

$2,664,985.80

 

All Expenses with Exception of Landscaping

$14,230,121.48

Contingency Remaining

$769,878.52

We are not going to touch the remaining funds.  They will be placed in contingency.  The funds can only be spent on the infrastructure.  Drew stated we did a good job with the money to have that much left. 

An August calendar was presented to the Board.

There was no information or questions from Board members.

There were no suggested agenda items.

Dr. Beebe presented the following president’s report:

  • Tammy comprised a list of athletes moving on to a different school or if they were going into the workforce. 
  • The one-year anniversary celebration for the Fairfield Inn & Suites was held on Tuesday evening, July 11th.  The event was very well attended, and they reported that their business continues to grow steadily.
  • Express registration, held July 24th and 27th, was deemed a success with over 75 individuals signing up for classes. 
  • Non-faculty in-service for 2017-2018 began Tuesday, July 25th with a Security and Safety meeting and a General Technology meeting.  Housing students begin moving in on Wednesday, August 16th, and the Welcome Back Breakfast and All College Opening Session will take place on Thursday, August 17th
  • The Employee Awards Banquet will take place on Tuesday, August 15th from 11:30 am to 1:00 pm, with our won Dr. Kidd receiving his 25th year award!  Congratulations Jay!
  • On July 25th, the WTC Foundation held their quarterly meeting followed by a fascinating 3-D Printer demonstration in the LRC.  Mr. Patrick Schneider described the printing process, displayed the numerous colored spools of materials that could be used in the process, explained the diverse uses for items produced by 3-D printing, and provided a live demonstration of the printer fabricating a 3-D sculpture.  Everyone in attendance found it absolutely fascinating. 
  • On Wednesday, July 26th housing staff, along with Mitch Calhoun, Ben Martin, Ralph Ramon, and I joined Mike Bailey from TDI in a walk-through of the dorms to ascertain their condition for the opening of the school year.  In prior years, the condition of the dorms left much to be desired.  However this year, under Mike Bailey’s supervision, both the interior and exterior of our dorms look great.  Kudos to Mike and his staff for working extra hard to get the dorms ready for our students. 
  • Wednesday, August 2nd and Thursday, August 3rd were SACSCOC filled days.  Although a plane delay kept our SACS Vice President from visiting campus in person, numerous faculty, staff, and administration participated in conference calls to discuss our upcoming formal October SACS reaccreditation visit, our Quality Enhancement Plan (QEP), and our Focused Report (which answers the questions raised by the Off-Site Review Committee on specific Core Requirements and Comprehensive Standards.) I also participated in a conference call with the SACSCOC committee I will be working with in Louisiana next month that is charged with the task of reviewing two college mergers, one currently a non-SACS institution. 
  • And last but not least, just a reminder that the long-awaited Quanah Parker statue is to be delivered and installed on campus next Thursday, August 10th.  A ceremony dedicating the statue will be held this fall at a date and time to be determined. 

The scheduled executive session was cancelled.   

Motion by Mr. Peterson, seconded by Mr. Bullard to adjourn the meeting.  Motion carried unanimously.

Date of next special board meeting – August 15, 2017

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The Board of Trustees of Western Texas College met in a special Board meeting at 5:30 p.m. on Tuesday, August 15, 2017 in the Palmer Hall Boardroom.

Present:           Mr. Lee Presswood, Mr. Drew Bullard, Dr. Jay Kidd, Mr. Tim Riggan, Mr. Eddie Peterson, Mr. Mike McWilliams

Absent:            Mr. Scott Richburg

Staff Present:  Dr. Barbara Beebe, Ms. Patricia Claxton, Ms. Melanie Schwertner, Mr. Britt Canada

Others Present: Mr. Ben Barkley (SDN)

Mr. Lee Presswood, board president, called the meeting to order and Mr. Eddie Peterson gave the invocation.

The first public hearing on the proposed tax rate was opened; however, no one from the public was present to address the Board on this issue.

The scheduled executive session was cancelled. 

Motion by Mr. McWilliams, seconded by Mr. Bullard to adjourn the meeting.  Motion carried unanimously.

Date of next special board meeting – August 21, 2017

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The Board of Trustees of Western Texas College met in a special Board meeting at 5:30 p.m. on Monday, August 21, 2017 in the Palmer Hall Boardroom.

Present:           Mr. Lee Presswood, Mr. Drew Bullard, Mr. Scott Richburg, Mr. Tim Riggan, Dr. Jay Kidd

Absent:            Mr. Eddie Peterson, Mr. Mike McWilliams

Staff Present:  Dr. Barbara Beebe, Ms. Patricia Claxton, Ms. Melanie Schwertner, Ms. Stephanie Ducheneaux

Others Present: Mr. Ben Barkley (SDN)

Mr. Lee Presswood, board president, called the meeting to order and Mr. Scott Richburg gave the invocation.

The second public hearing on the proposed tax rate was opened:  however, no one from the public was present to address the Board on this issue.

Motion by Dr. Kidd, seconded by Mr. Riggan to set August 24, 2017 at 5:30 pm the date and time to vote on the tax rate.  Motion carried unanimously.

The scheduled executive session was cancelled. 

Motion by Mr. Richburg, seconded by Mr. Bullard to adjourn the meeting.  Motion carried unanimously.

Date of next special board meeting – August 24, 2017

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The Board of Trustees of Western Texas College met in a special Board meeting at 5:30 p.m. on Thursday, August 24, 2017 in the Palmer Hall Boardroom.

Present:           Mr. Drew Bullard, Mr. Eddie Peterson, Mr. Scott Richburg, Dr. Jay Kidd, Mr. Tim Riggan

Absent:            Mr. Lee Presswood, Mr. Mike McWilliams,

Staff Present:  Dr. Barbara Beebe, Ms. Patricia Claxton, Ms. Melanie Schwertner, Ms. Stephanie Ducheneaux, Mr. Ralph Ramon, Mr. Britt Canada

Others Present: Mr. Ben Barkley (SDN)

Mr. Eddie Peterson, vice president of the board, called the meeting to order and Mr. Tim Riggan gave the invocation.

Motion by Mr. Riggan, seconded by Mr. Richburg to adopt the resolution setting the tax rate at .3300 on the $100 value for the 2017-2018 fiscal year. Motion carried unanimously.  The resolution reads as follows:

RESOLUTION 

“WHEREAS, the President of the Board of Trustees of the Scurry County Junior College District has caused to be formulated and adopted a budget for Scurry County Junior College District for fiscal year beginning September 1, 2017, and ending on August 31, 2018, the tax year 2017, now, therefore:

                         “BE IT RESOLVED that

  1.  An Ad Valorem Tax of, and at the rate of .3300 on the One Hundred Dollar ($100) value thereof, estimated in lawful currency of the United States of America be levied to pay for the support and maintenance of Scurry County Junior College District for the fiscal year 2017-2018, (the tax year 2017), or for maintenance tax note(s) or other indebtedness to be issued by the District.

2. A discount be established for taxpayers of Scurry County who pay their taxes early by the following:  October, three percent (3%); November, two percent (2%); December,     one percent (1%).  No discount will be allowed after December 31 of any year.

3. THIS TAX RATE DOES NOT RAISE MORE TAXES FOR MAINTENANCE AND OPERATIONS THAN LAST YEAR’S TAX RATE.

4. THE TAX RATE WILL NOT INCREASE OR DECREASE TAXES FOR MAINTENANCE AND OPERATIONS ON A $100,000 HOME.

“BE IT ORDERED by the Board of Trustees of the Scurry County Junior College District that there is hereby levied for the tax year 2017 on all real property situated in, and all personal property owned within the limits of said district on the first day of January, 2017, same being the current year, except so much thereof as may be exempt by the Constitution and Laws of the State of Texas or the United States of America, a total of $.3300 on the One Hundred Dollar ($100) value thereof, estimated in lawful currency of the United States of America, for support and maintenance, of the District for the fiscal year 2017-2018, and for payment of current interest and a sinking fund for the retirement of bonds, maintenance tax note(s), or other indebtedness of the District.”

Motion by Dr. Kidd, seconded by Mr. Richburg to adopt budgets for 2017-2018. Budgets include current fund, student services fee funds, and student housing system revenue.  Motion carried unanimously.

The scheduled executive session was cancelled.

Motion by Mr. Richburg, seconded by Mr. Bullard to adjourn the meeting.  Motion carried unanimously.  

Date of next regular board meeting – September 11, 2017

Financials
August Financials               Revenue and Expense Report
Check Register
August Check Register
New Business

Tax Abatement agreement between Western Texas College and Coyote Wind, LLC 

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TASB Policy DEC (Local) Leaves and Absences

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TASB Policy DGD (Local) Employee Use of College District Facilities

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TASB Policy FLAA (Local) Student Use of College District Facilities

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TASB Policy GD (Local) Community Use of College District Facilities

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TASB Policy FLBE (Local) Student Conduct Alcohol and Drug Use 

Information & Discussion

Britt will discuss the upcoming SACS on-site visit.

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Academic Calendar

Athletic Calendar