Volume 51 Page 2 AMARILLO COLLEGE BOARD OF REGENTS MINUTES OF REGULAR BOARD MEETING September 25, 2001

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1 Volume 51 Page 2 AMARILLO COLLEGE BOARD OF REGENTS MINUTES OF REGULAR BOARD MEETING September 25, 2001 REGENTS PRESENT: Dr. Neal D. Nossaman, Chair; Mrs. Sharon Oeschger, Vice Chair; Mr. Larry K. Patterson, Secretary; Ms. Lisa Y. Cherry; Ms. Louise Daniel; Mr. Carroll M. Forrester; Dr. Dale A. Roller; Dr. Fred A. Snyder; and Dr. David C. Woodburn OTHERS PRESENT: Dr. Fred L. Williams, President; Dr. R. E. Byrd, Vice President and Dean of Instruction; Mr. J.R. Couser, Dean of Student Services; Mr. Victor Fite, Dean, Information Technology Services Dr. Kay Henard, Dean of Institutional Advancement; Ms. Joyce Herring, General Manager, KACV-TV/FM; Mr. Neil Moseley, Vice President for Business Affairs; and Mr. Glen Phillips, Executive Director, Amarillo Technical Center Mr. Bruce Cotgreave, Director, Physical Plant Mrs. Pam Dickerson, Director, Amarillo Technical Center, Physical Plant Dr. Dick Ecelbarger, Collegis representative Mr. Ron Faulkner, MCC Assistant Director Mrs. Rhonda Higgs, Senior Secretary, President=s Office Dr. Paul Matney, Division Chair, Language, Communication, & Fine Arts Ms. Danita McAnally, Director, Self-Study Mr. Tim McGee, Coordinator, Distance Education Mr. Jim Morris, representing Administrators= Association Mrs. Janice Newburg, representing Classified Employees Council Mr. James Rodriguez, representing Student Government Association Mrs. Brenda Sadler, Exec. Asst., Pres=s Off. and Asst. Secy. to the Board of Regents Mr. Robert Sanders, Legal Counsel Mr. Allen Schmieding, Director, Purchasing Ms. Jennifer Schragg, representing The Ranger Mrs. Lou Ann Seabourn, Coordinator, Off-Campus Programs Ms. Stephanie Sessler, representing Student Government Association Mr. Bob Sloger, Division Chair, Business Division Ms. Peggy Southall, Director, College Relations Ms. Brenda Wilkes, Coordinator, ACcessibility Services Ms. Beth Wilson, representing Amarillo Globe News The meeting was called to order by Dr. Nossaman, Chair. He welcomed any public comments. Dr. Roller gave the invocation. MINUTES APPROVED: Ms. Daniel moved, seconded by Mr. Patterson, that the minutes of the special meetings of August 14 and August 23 and the regular meeting of August 31, 2001, be approved. The motion carried unanimously.

2 Volume 51 Page 3 CONSENT AGENDA APPROVED: A. APPOINTMENTS: Faculty Frymoyer, Debbie R. - Instructor, Business Computer Systems Effective Dates: August 20, 2001, through August 16, 2002 Salary: $38,724 for 11 months full-time Qualifications: B.S. from California Coast University, Santa Ana, California Experience: 14 years of related work Replacement for: Jennifer Pickle Hyndman, Roberta - Instructor, Computer Information Systems Effective Date: August 20, 2001 Salary: $32,628 for 9 months full-time Qualifications: M.B.A. from West Texas A&M University, Canyon, Texas B.B.A. from West Texas A&M University, Canyon, Texas Experience: 3 years of related work Note: New position in budget. McCoy, Daniel Neal - Instructor, Professional Truck Operations Effective Dates: September 10, 2001, through May 31, 2002 Salary: $31,683 for 9 months full-time Qualifications: High School Experience: 30 years of related work Replacement for: Bob Mathews B. BIDS AND PROPOSALS: Bid for Demolition of Structures at 2119, 2121 & 2123 Monroe A request for proposals for the demolition of structures at 2119, 2121 and 2123 Monroe was advertised in the newspaper and proposal packages were mailed to three vendors. Only one proposal was returned, from Grant Construction in the amount of $16,532. It was recommended this bid be awarded to Grant Construction for the amount of $16,532. Funds for this project are available in the budget. Request for Proposal No Purchase of Digital Audio Delivery System for KACV-FM Radio Station RFP No. 1007, for a Digital Audio Delivery System for KACV-FM, was advertised in the newspaper and issued to three vendors. Two proposals were returned. A tabulation of the proposals received is attached at page 8.

3 Volume 51 Page 4 This system will allow for conversion from analog to digital signal for the radio station. BIDS AND PROPOSALS Continued: It was recommended this purchase be awarded to Scott Studios Corp., low offeror to the specifications, for the amount of $26,250. Funds for this procurement are available from the budget. Request for Proposal No Purchase of VTRs (videotape recorders) and Camcorders for the Radio/Television Program RFP No. 1008, for the purchase of 4 VTRs, 3 camcorders and 6 extra batteries for the Radio-TV Program, was issued to three vendors and advertised in the newspaper. Two proposals were returned. A tabulation of the proposals received is attached at page 9. This new equipment will allow the Radio-TV Program to better teach the students. It was recommended this purchase be awarded to Lubbock Audio Visual, low offeror to the specifications, for the amount of $28,885. Funds for this procurement are available from the Perkins funds. Request for Proposal No Painting Contract for ATC Housing RFP No. 1009, for the painting of interiors of 75 houses and exteriors of 25 houses located at the ATC campus, was issued to four painting contractors and advertised in the newspaper. Only one proposal was returned. The painting is being offered to the renters to give them a nicer updated house. This is part of the 10-year plan to upgrade/improve the rental housing property located at the ATC campus. It was recommended this project be awarded to C & E Painting, the only offeror to the specifications, for the estimated amount of $48,125. There is a provision in the RFP for a one-year extension for approximately the same amount of houses next year. Funding for this project is available from the ATC budget. Bid No Printing of the AC Continuing Education Class Schedule and the Academic Only Schedule for College Relations Bid No. 1010, for the printing, labeling, and mailing of the (one year) Continuing Education AC Class Schedule and the Academic Only Class Schedule, was mailed to five vendors and advertised in the newspaper. Two bids were returned. A tabulation of the bids received is attached at page 10. It was recommended to award the bid for printing of the schedules to Dallas Offset, the

4 Volume 51 Page 5 low bidder to the specifications, for the amount of $105, The total price does not include the cost of postage. BIDS AND PROPOSALS Continued: Funds for this procurement are available from the budget. Ms. Daniel moved, seconded by Dr. Roller, that the Consent Agenda be approved. The motion carried unanimously. REPORT ON PURCHASE OF MICROSCOPES FOR BIOLOGY DEPARTMENT: On September 14, 2001, Dr. Neal D. Nossaman, Ms. Louise Daniel, and Mr. Carroll Mack Forrester approved the purchase of 53 microscopes for the Biology Department from Fisher Scientific, low bidder to the specifications, in the amount of $39, Funds for this procurement are available from the budget. APPROVAL OF THE TAX ROLLS FOR 2001: Section 26.09(e) of the Property Tax Code requires that the Tax Assessor submit a tax roll and levy to the governing board of each taxing entity for its approval. The appraised values multiplied by the tax rate approved by the governing board constitutes the tax roll for the taxing entity. Certification by the governing board of the taxing entity is required before the tax statements are prepared for mailing. The tax roll information from Potter County and Randall County is attached at pages 11 through 13. Dr. Woodburn moved, seconded by Mr. Patterson, that the tax rolls for 2001 be approved. The motion carried unanimously. AUDITING SERVICES PROPOSAL APPROVED FISCAL YEAR: A proposal from Clifton Gunderson LLP for the audit was received. The costs of the audits for Amarillo College, The Amarillo College Foundation, and KACV-TV were $48,150, $6,500, and $9,000, respectively. The proposal for the audits for states that the estimated fees, including out-of-pocket expenses, will be $41,000, $6,750, and $9,300, respectively. Included in the Foundation=s estimate is agreed-upon procedures for the Foundation=s federal program. Additionally, fees for compliance procedures pursuant to the Public Funds Investment Act will be $700. It was recommended the College employ the services of the Amarillo office of Clifton Gunderson for the purpose of performing the audit of Amarillo College, The Amarillo College Foundation, and KACV-TV for the fiscal year. Dr. Woodburn moved, seconded by Dr. Snyder, that the proposal of Clifton Gunderson to perform the Amarillo College, AC Foundation and KACV-TV audits be approved.

5 Volume 51 Page 6 The motion carried unanimously BOARD MEETING SCHEDULE PRESENTED: The Board meeting schedule is attached at page 14. ACQUISITION OF REAL PROPERTY APPROVED: Dr. Snyder moved, seconded by Mr. Forrester, to purchase the property located at 2220 S. Harrison at a price not to exceed $90,000 with Amarillo College also to pay cost associated with the sale of the property. The Board authorized the President to proceed with purchase with review and agreement of the College attorney, Mr. Sanders. The motion carried unanimously. REVISION TO BOARD POLICY MANUAL APPROVED: The Southern Association of Colleges and Schools (SACS) Self-Study Committee has recommended that Section DC (Hiring Practices) of the Board Policy Manual be revised to comply with Section IV, 4.8.1, of the most recent Criteria for Accreditation (SACS) booklet. The proposed revision is attached at page 15. Ms. Daniel moved, seconded by Mr. Forrester, that the revision of Section DC to the Board Policy Manual be approved. The motion carried unanimously. STUDENT GOVERNMENT ASSOCIATION REPORT: Ms. Sessler, SGA President, said 34 new members were recently elected. The first Distinguished Lecture Series will be on November 19 and will feature Rubin AHurricane@ Carter. There will be a reception at Nation=s Bank prior to the lecture. There will be another lecture series in February or March. She reported that the Fallfest theme this year is AStone Age.@ It will be held on Friday. On October 5-6 there will be a Region I convention in Tulsa and a Leadership retreat October at ATC. EDUCATION REPORT - DISTANCE EDUCATION PLAN: Mr. McGee handed out a copy of the Distance Education Plan. He gave a synopsis of the existing plan. He said in fall 1999 the on-line courses had 78 students enrolled compared to the 720 of There are forty-five on-line courses including dual credit classes. Mr. McGee told the Board that the courses determined to be offered on-line were ones the community needed. He said the attrition rate is a little lower for on-line courses. He said AC is at the top of schools in Texas. AC is experimenting with on-line registration. A list of distant education classes can be found on the Web page. Mr. McGee believes that in the near future 90% of all students will have taken at least one on-line course. AC has thirty-four faculty members involved in the on-line courses. FINANCIAL REPORT ACCEPTED: The financial statements as of August 31, 2001, are attached at pages 16 through 19.

6 Volume 51 Page 7 Mr. Moseley discussed the financial statements. Ms. Daniel moved, seconded by Ms. Cherry, that the financial statements of August 31, 2001 be accepted. The motion carried unanimously. PRESIDENT=S REPORT: Dr. Williams discussed the AItems for Information.@ He covered the budget amendment requests not requiring Board action, grants activity report, and personnel changes. Dr. Williams reported on the fall enrollment (8,627). Academic enrollment is up 4%; Continuing education headcount is up 5%; contact hours are down 3.5% compared to last fall. The number of part-time students continues to increase. AC has a relatively low rate (4.6%) of financial aid students defaulting. Dr. Williams said he was pleased with Dr. Linda Adair=s visit. Dr. Adair is the SACS Self- Study Accreditation Team chairman. The team will be on campus November The team will set up a time to interview the Board as a whole. AC has a program initiative with WTAMU called AStraight Through to U.@ The program allows students to be directly connected with WTAMU. More than 2,000 WTAMU students have attended AC (about 40%). REGENTS= REPORTS AND COMMENTS: Dr. Nossaman reported on the Board Retreat that took place on Saturday, September 22. Ms. McAnally gave an update of the Self-Study; Dr. Henard talked about Strategic Plan & Institutional Effectiveness; representatives from Collegis gave a presentation and handed out a report for the Board to consider approving. It is time for the regents to complete evaluations for Dr. Williams, have Dr. Williams fill out a self-evaluation, and the Board of Regents needs to evaluate itself. Dr. Nossaman told the regents they need to try to be at the Accreditation team=s exit interview on November 15 at 9:00 a.m. More information and an agenda will be provided later. At 7:43 p.m. Dr. Nossaman said there would be a closed meeting in accordance with the Texas Government Code, Section At 8:08 p.m. Dr. Nossaman called the Amarillo College Board of Regents back into open session. There being no further business, the meeting was adjourned.

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