I.     Call to Order

1. Mr. West will give the invocation

2. Recognize guests

3. Introduction of the softball team and men/women golf teams

II.    Public comments: 3-minute limit per person

III.   Routine Matters

1. Recommended Action

   1. Consideration of approval of October 17, 2022 board minutes

   2. Consideration of approval of October 2022 financial information
      

2. New Business

   1. Consideration of approval of the first amendment to tax abatement agreement between Western Texas College and Flatland Solar, LLP (Ms. Claxton)

   2. Consideration of approval of the third amendment to tax abaatement agreement between Western Texas College and Canyon Wind Farm, LLC (Ms. Claxton)

   3. Consideration of approval to award vendor for interior apartment renovations (Ms. Claxton)

   4. Consideration of approval to award vendor for an implementation consult for Ellucian system (Ms. Powell)

IV.    Information and Discussion

1. Athletic update (Ms. Davis)

2. Employee Awards Banquet (Dr. Beebe)

3. December board meeting (Dr. Beebe)

EXECUTIVE SESSION: The Board will go into executive session. 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.

V.     Date of next Board meeting - December 8, 2022

The Board of Trustees of Western Texas College met in a regular board meeting at 12:30 p.m. on Monday, October 17, 2022, in the boardroom.

Present:           Mr. Eddie Peterson, Mr. Jason West, Mr. Drew Bullard, Mr. Tim Riggan, Mr. Mike McWilliams

Absent:            Ms. Amy Hargrove, Dr. Jay Kidd

Staff Present:  Dr. Barbara Beebe, Ms. Patricia Claxton, Ms. Melanie Schwertner, Mr. Ralph Ramon, Mr. Britt Canada, Ms. Stephanie Ducheneaux, Mr. Jeffrey Martin, Ms. Tammy Davis, Ms. Margo Mitchell

Others Present: Mr. Eric Monroe, Ellucian, Mr. Chris Lee, Anthology

Mr. Peterson, board president, called the meeting to order and Mr. Bullard gave the invocation.

The men’s soccer team and the men/women’s basketball teams were introduced. 

No one from the public made any comments.

Motion by Mr. Riggan, seconded by Mr. Bullard to approve the September 12, 2022, board minutes.  Motion carried unanimously. 

Motion by Mr. Bullard, seconded by Mr. Riggan to approve the September 2022 financial information. Motion carried unanimously. 

Motion by Mr. West, seconded by Mr. McWilliams to allow the use of restricted funds for SIS/ERP (Student Information System/Enterprise Resource Planning) Motion carried unanimously.

Motion by Mr. West, seconded by Mr. Bullard to award Ellucian the SIS/ERP.  Motion carried unanimously. 

Motion by Mr. West, seconded by Mr. Riggan to award Dalby the asphalt project.  Motion carried unanimously. 

Ms. Claxton discussed the RFP for apartment renovations.  We had a hard time finding someone reasonable to do our apartment renovations.   We have Brandon Thomas working on two now, and he is doing a great job.  There are five buildings with two bedrooms each. We must go out for an RFP if it is over $50,000. Mr. Thomas charged $22,500 each for the two apartments he renovated.  We can’t guarantee him that he will get the award.  Half of the apartments have assistant coaches living in them for $200 a month all expenses paid.  Rodeo is not allowed to live in the apartments.  International students live in them since it has a kitchen. 

Dr. Beebe discussed the RFP for implementation services.  This is a third-party consulting team that will help Emily with the technical skills.  We will  only need them for implementation.  It will alleviate us hiring someone for the short term. 

Dr. Beebe presented the CEO report under TEC, Section 51.253(c).  We must report concerning the reports received by employees on “sexual harassment,” “sexual assault,” “dating violence,” or “stalking” and any disciplinary action taken. Luckily our numbers are zero.  

Dr. Beebe discussed the TACC talking points for the Commission draft recommendations.  The twelve appointed commissioners have been meeting since November 15, 2021,and recently convened on Monday, September 12th to review the initial draft of their recommendations.  They will reconvene again for further review of the draft recommendations on October 18, 2022.  The final review of the draft recommendations will be sent to the Texas Legislature by November 1, 2022.  Dr. Beebe is terrified of shared services.  Shared services could be two college writing a grant together.  None of the small colleges are represented on the commissioners. 

Dr. Beebe presented the personnel report.  Head women’s soccer coach, Cynthia Cervantez resigned last week. 

We would like to move the December board meeting to December 8th due to the SACS annual meeting and our Christmas break. 

Mr. Canada discussed the Title V DHIS Project: Guided Pathways to Success.  This 5-year ($3 million) project will allow us to develop a Guided Pathways Center and implement a coaching process to guide students from enrollment to degree completion, and on to a baccalaureate transfer or career field entry.  The BSM will be renovated to house the Guided Pathways Center. The grant will help pay for the next Student Information System.  Together, these initiates will help us support our students throughout their educational journey. Jeffrey Martin will be the Project Director for this grant.  About $1.1 million of this grant is allocated for the registration part of the SIS.  About $800,000 will be spent on administrative personnel, external evaluations, travel, staff training, supplies, and contingency. 

A dad emailed Mr. Fonville complimenting WTC on the success of the Golf Course and Sports Field Turf Management program.  His son graduated in 2010 from the program and has performed turf maintenance on golf courses, semi-pro baseball turf, and NFL turf since leaving WTC. His son has been hired by SoFi Stadium to be the first Director of Turf and Grounds for SoFi Stadium and the property surrounding the stadium.  This stadium is home to the Los Angeles Rams and also plays host to the Los Angeles Chargers.  He is very proud of  his son and his accomplishments after graduating from Western Texas College. 

A short PowerPoint from Cross Trails Energy Storage Project was shown.  This is the PowerPoint that that didn’t work during tax abatement presentation. 

The scheduled executive session was cancelled.

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

Date of next board meeting November 14,  2022

Financials October 2022

Check Register October 2022 

First Amendment to Tax Abatement Agreement Between WTC and Flatland Solar, LLP

*****

Third Amendment to Tax Abatement Agreement Between WTC and Canyon Wind Farm. LLC

*******

Vendors for the interior apartment renovations

*******

Vendors for the implementation consult for Ellucian system

Ms. Davis will present an athletic update.

*******

Dr. Beebe will discuss the Employee Awards Banquet.

 *******

Dr. Beebe will discuss the December board Christmas luncheon and meeting.