4.0 Communications (BOARD POLICY: GOVERNANCE PROCESS: Governing Style)

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3 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 4.0 Communications (BOARD POLICY: GOVERNANCE PROCESS: Governing Style) Executive Summary: The Jackson College Board of Trustee s Governance Policy requires opportunities for communication with its various constituents. To that end, the following formal communication opportunities are provided. 4.1 Citizen Comments 4.2 Employee Comments Tina Matz, Workforce Training & MNJTP Coordinator 4.3 Board Comments Conflict of Interest Recognition 4.4 Student/Student Government Comments In addition, the following additional communications are included on the agenda for meeting records as well as for expanded Board understanding : 4.5 Consideration of Minutes Regular Meeting Minutes of March 9, Marketing Report Resource Impact: None Requested Board Action: None Action Taken: Minutes approved as presented.

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5 REGULAR MEETING OF THE BOARD OF TRUSTEES Jackson College, Central Campus, Potter Center, Board Room 214 Jackson, Michigan March 9, 2015 The regular meeting of the Board of Trustees of Jackson College, Jackson County, Michigan, was held on Monday, March 9, 2015 at 2111 Emmons Rd., Jackson Michigan Chairman, Samuel Barnes called the meeting to order at 6:30PM Eastern Daylight Savings Time. Board Members Present: Chairman, Samuel Barnes; Trustee, Philip Hoffman; Treasurer, Donna Lake; Trustee, Matt Heins; Secretary, Sheila Patterson and Trustee, Dr. Ed Mathein. Excused Absence: Vice Chairman, John Crist. Others Present: Dr. Daniel Phelan, Cindy Allen, Dale Dopp, Dr. Rebekah Woods, Kristi Hottenstein, Sara Johnson, Jason Valente, Dotty Karkheck, Melanie Maree, Liang Wei, Chad Blunt, Mark Mitchell, Mike Bullinger, Robert Harris, Tracy Saylor, Samuel Barnes Jr. and Leanne Smith. COMMUNICATIONS Citizen Comments There were no citizen comments. Employee Comments Melanie Maree, Director of International Student Institute introduced Liang Wei, Confucius Institute Instructor, who shared some comments on her background and what she is hoping to accomplish while at the College. Chad Blunt, Veterans Resource Representative shared an overview of the services and initiatives that he is pursuing for veterans students here at the College. Board Comments Trustee Lake shared feedback on the National Legislative Summit held last month in Washington DC. Trustee Patterson shared the appreciation for the community forum recently held, regarding conversation between law enforcement and the Jackson Community. Chairman Barnes briefly shared on his experience attending the AQIP Strategy Forum in February.

6 Student/Student Government Comments There were no student comments. Consideration of Minutes The minutes of the regular Board meeting on February 2, 2015 were approved as presented. Marketing Report Dotty Karkheck, Director of Marketing provided highlights from the Marketing report for the month, reviewed recently received awards, and addressed questions from the Board. ACTION ITEMS Consideration of recipient of Distinguished Service Award In recognition of the Distinguished Service Award, President Phelan asked the Board to consider the nomination of suggested candidates as provided in the Board Pack. This annual designation is in recognition of the dedication and service to Jackson College and the community. The Distinguished Service Award will be presented at commencement on May 9, MOTION BY TRUSTEE PATTERSON To approve Pastor Frank Hampton as recipient of the 2015 Distinguished Service Award. MOTION PASSED UNANIMOUSLY. Approval to Bid for Bert Walker Hall Renovation and Addition Mark Mitchell from Stantec and Mike Bullinger from Mercer provided an update on floor and elevation plans, as well as on the construction budget and construction schedule for the Bert Walker Hall Renovation and Addition project. MOTION BY TRUSTEE HEINS To grant approval to bid for Bert Walker Hall Renovation and Addition. MOTION PASSED UNANIMOUSLY. Second Reading: Governance Commitment and Governing Style President Phelan presented the Governance Commitment and Governing Style policies. MOTION BY TRUSTEE HOFFMAN To approve the Governance Commitment and Governing Style policies as presented. MOTION PASSED UNANIMOUSLY. INFORMATION ITEMS First Reading: Board Job Description and Chairperson s Role The Board Job Description and Chairperson s Role policies were presented for the Board s first consideration. Leadership Board Monitoring Report President Phelan presented the Leadership Monitoring Report and addressed questions from the Board. President s Report President Phelan provided an update of significant College initiatives, legislative and academic matters.

7 ADJOURN MOTION BY TRUSTEE HEINS To adjourn. MOTION PASSED UNANIMOUSLY. Meeting adjourned at 7:30PM. The foregoing minutes of the regular meeting of the Board of Trustees held on Monday, March 9, 2015 were approved at the regular meeting of the Board held on April 13, Secretary Chairman

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9 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 5.1 Treasurer s Report FY 2015 Q3 Report (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) Executive Summary: Enclosed for your consideration is the 3 rd quarter financial report, as required by Board By-Laws. Vice President of Finance, Dale Dopp and I will respond to any questions you have about this Q3 report. Recall that monthly financials are posted on the College s web page at: Resource Impact: None Requested Board Action: None Action Taken: None

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16 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 6.1 Consideration of Bond Financing for Walker Hall (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) Executive Summary: You will recall that the State s Capital Outlay funding for campus construction requires a 50% match. To that end, the Walker Hall project is based upon $15.2MM and requires a contribution of $7.6MM. Additionally, this project will provide for parking lot development, unforeseen conditions, cost of bond issuance and cash flow. Cash flow support is required because the State requires that the College provide it s portion first, and that the State does not pay its portion in a timely way, thus institutional cash flow must be considered. Therefore, and as a follow up to conversation at the Spring Planning Session, I ask for consideration of the enclosed do-not-exceed resolution (up to $9.99MM) for the renovation of Bert Walker Hall. Vice President of Finance Dale Dopp and I will be on hand to answer any questions you have. Resource Impact: None Requested Board Action: Consideration to approve Bond Financing for Walker Hall. Action Taken: MOTION BY TRUSTEE CRIST To approve Bond Financing for Walker Hall. ROLL CALL VOTE: TRUSTEES HOFFMAN, PATTERSON, CRIST, BARNES, HEINS, MATHEIN AND LAKE VOTING AYE. MOTION PASSED UNANIMOUSLY. MOTION PASSED UNANIMOUSLY.

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51 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 6.3 Audit Committee Board Member Selection (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) Executive Summary: As you are aware, the Board s By-Laws indicates the Board will have a standing Audit Committee. The current committee members are Vice Chairman Crist, Trustee Heins and Trustee Hoffman. I ask for your recommendations on committee members for the upcoming fiscal year Resource Impact: None Requested Board Action: Appointment of Board Members to the Audit Committee. Action Taken: MOTION BY TRUSTEE CRIST To appoint Trustees Lake, Hoffman and Crist to the FY 2016 Audit Committee. MOTION PASSED UNANIMOUSLY.

52 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 6.4 Consideration of Reappointment of JPEC Board Member (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) Executive Summary: On Monday, April 6 th, the Jackson Preparatory & Early College Board of Governors conducted their regular board meeting, wherein Dr. Robert Rando was recommended for reappointment on the JPEC Board of Governors. As the Authorizing Agent for JPEC, the JC Board of Trustees considers the formal appointment of new and continuing Governors. Therefore, enclosed is a copy of the recommendation letter provided by JPEC Shane Malmquist. Resource Impact: None Requested Board Action: Consideration to reappoint Dr. Robert Rando to the JPEC Board of Governors. Action Taken: MOTION BY TRUSTEE PATTERSON To reappoint Dr. Robert Rando to the JPEC Board of Governors. ROLL CALL VOTE: TRUSTEES HOFFMAN, PATTERSON, CRIST, BARNES, HEINS, MATHEIN AND LAKE VOTING AYE. MOTION PASSED UNANIMOUSLY. MOTION PASSED UNANIMOUSLY.

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54 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 6.5 Annual Board Calendar Proposed Changes (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) Executive Summary: Following conversation at the Spring Planning Session, I propose the following annual board calendar. As you recall, insofar as the ACCT/AACC National Legislative Summit conflicts with the regular meeting, I ask you to consider permanently changing the February Board meeting to be held the first Monday of the month to allow Trustees the opportunity to attend the Summit. Additionally, I propose that we hold Board meetings at our other campus locations once annually. Specifically, I am asking you to consider the following location changes for the annual calendar: December W.J. Maher April LISD TECH August LeTarte Center The current annual planning calendar can be viewed here: Resource Impact: None Requested Board Action: Consideration to hold the regular February meeting the first Monday of the Month and to hold Board meetings at other campus locations as follows: December W.J. Maher, April LISD TECH and August LeTarte Center. MOTION BY TRUSTEE LAKE To approve the presented annual calendar changes to hold the regular February meeting the first Monday of the Month and to hold Board meetings at other campus locations as follows: December W.J. Maher, April LISD TECH and August LeTarte Center.. MOTION PASSED UNANIMOUSLY.

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58 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 7.1 First Reading Board Planning and Agenda Purpose and Principles Monitoring Reports (BOARD POLICY: MONITORING: Policy Governance ) Enclosed are policies presented for your initial, first reading consideration. Proposed changes are indicated in color. The following URL s may be helpful to you in referencing existing board policies. Board Planning and Agenda Purpose and Principles Monitoring Reports Resource Impact: None Requested Board Action: Consideration of advancing the policies to the second reading for next month. Action Taken: Readings moved to second reading status.

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67 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 7.2 Completion Board Monitoring Report (BOARD POLICY: ENDS: Monitoring Reports) Executive Summary: As discussed at our Spring Planning Session, Jackson College has, as a core priority, increasing the number of students who complete degrees, certificates, credentials of value in the workplace and/or transfer to a baccalaureate-granting institution. The enclosed ENDs Monitoring Report on Completion focuses on the significant efforts the College has in place, and under development, which are designed to advance the success and completion of our students. Provost, Dr. Rebekah Woods will be on hand to answer questions following her presentation of this report. Resource Impact: None Requested Board Action: None Action Taken: None

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84 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 7.3 CEO Certification of Executive Limitations Compliance (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) Executive Summary: The Board requires that I comply with executive limitations as stated in the Board Policy manual. The required certification is enclosed for your review. Resource Impact: None Requested Board Action: None Action Taken: None

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86 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 7.4 Middle Skills Job Gap (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) Jeremy Frew, Dean of Occupation Education will be present to share challenges that the community is facing related to the middle skills job gap and how the College is going to respond to those needs. Following his presentation, Dean Frew will be happy to address any questions you may have. Resource Impact: None Requested Board Action: None Action Taken: None

87 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 7.5 Ruffalo Noel Levitz Update (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) You will recall that the College has engaged the services of Ruffalo Noel Levitz Higher Education Consultants for purposes of advancing student success at Jackson College. Anne Monroe, Recruitment Consultant and Tim Culver, Retention Consultant from Noel Levitz will be on hand to share an update on the work of the recruitment and retention teams at Jackson College. In addition to Anne and Tim, Provost Woods and I will answer any questions pertaining to the teams efforts. Resource Impact: None Requested Board Action: None Action Taken: None

88 BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: April 13, 2015 TO: FROM: JC Board of Trustees Dr. Daniel J. Phelan, President Subject to be Discussed and Policy Reference: 7.6 President s Report (BOARD POLICY: EXECUTIVE LIMITATIONS: Communication and Counsel to the Board) I will provide an update of significant College initiatives, legislative matters, and a review of upcoming events. Resource Impact: None Requested Board Action: None Action Taken: None

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