Hazard Community and Technical College Board of Directors Minutes | HCTC

Leadership

Hazard Community and Technical College Board of Directors Minutes

Present: Chair Bill Weinberg, Vice Chair Tom Eckert, Chuck Davidson, Dew Gorman, Charlene Fugate, Amelia Prater, and April Wireman

Guest: Dr. Lindon, Dr. Strong, Connie Watts, Donna Roark and Delcie Combs

Chair Weinberg call the meeting to order at 5:30 p.m. Chair Weinberg stated that the agenda needs to be amended to add a second action item regarding the 2024-2030 Capital Needs Request. Chair Weinberg asked for the approval of the amended agenda. Chuck Davidson moved, and Dew Gorman approved the amended agenda.

Chair Weinberg asked for a review of the minutes from the November 3, 2022, Board meeting. Dew Gorman moved, and Charlene Fugate seconded the motion to approve the minutes. The motion was passed unanimously.

Action Items

Annual Budget Needs

Connie Watts, Chief Business Officer, presented the 2023-24 Annual Budget Request. Connie mentioned that developing a budget is a lengthy process and involves input from the President’s Leadership Team and Hazard CTC’s employees. All employees, including department heads forward their needs to Connie. Connie then compiles the needs list and shares the budget with the college-wide representatives and the President’s Leadership Team, who ranks each individual item, with one being the highest priority and 3 being the lowest.

Dr. Lindon mentioned that some of our sister colleges are having it worse than us, but we may not be able to address all the needs, the list is utilized for future planning.

Connie explained that the Annual Budget Needs request are requests for funds that are not in the budget and will require new dollars for funding.

She stated that the budget needs are made up of recurring needs, (funding needed each year), and non-recurring needs (for one time purchase/repair/replacement). An example of a recurring need on the Annual Budget Needs request was that with so many employees retiring and requiring payouts, a retirement fund was listed as a recurring need to assist with future payouts.

Connie explained that based on the prioritized ratings, President Leadership Team will purchase/hire/repair as funds are available. Funding can come from:

  • New dollars (tuition revenue/revenue generating programs/state allocation)
  • Reallocation of funds
  • Grants
  • Non-recurring salary savings (one-time purchases)
  • Fund balance (emergency repairs/renovations)

Connie stated that a higher priority item may not be purchased due to not having funds to cover the cost of the item were as a lower priority item may be purchased because of less cost of the item.

Connie asked the Board if they had any questions and with no questions, she turned it back over to the Board for their approval of the budget needs request.

Dew Gorman moved, and Chuck Davidson seconded the motion to approve Resolution 1-23, 2023-24 Annual Budget Needs Request. Resolution passed unanimously.

Capital Needs Requests

Dr. Lindon stated that similar to the budget needs, we have a capital budget, progress of project request that goes actually to KCTCS and then to state level in Frankfort. We don't always receive dollars for these capital projects, but it is part of our facilities planning that we go through this process about every two years. We follow a process whereby these requests go up through the various departments, and then discussed by President’s Leadership Team. I have further discussions with Connie Watts, and Stu Fugate, Dean of Operations and we come up with a final list that we then present to the HCTC Board of Directors for final approval. As noted on the list they are ranked in order of most need.

First Biennium is to renovate J. Marvin Jolly classroom center phase II, roof replacement and repairs and the First Federal Center Upgrades. Due to so many Allied Health students on this campus and in the Jolly center, the Jolly Center is needed to be upgraded such as: tiles, walls, additional HVAC, bathroom renovation and renovation of the library to accommodate the needs of the students.

Dr. Lindon further stated that the 2nd and 3rd biennium projects are items that we can wait for but are of importance too. Second and Third Biennium includes the ADA Renovation of Smith Administration Building, the infrastructure upgrades and the Technical Campus Façade Upgrade.

Dr. Bart Frances moved and Amelia Prater seconded the motion to approve Resolution 2-23 HCTC Strategic Plan. Resolution 2-23 passed unanimously

President’s Report

Donna Roark, Chief Information Officer, next presented information regarding the Technology Solutions Department. Donna stated that the Technology Solutions strategic goal is to help make college more efficient in their daily work. Donna’s team consists of a six-member team with over 100 years of experience with the college.

Tech team has 5000+ active directory accounts, 300+ employee accounts, 3000+ student accounts, 900+ computers, 132 Network printers, and 30 network copier/scan/email/faxes.

The team also serves a wide area of Network and infrastructure: 6 routers, 66 switches, 20 communication closets, 300+ VOIP phones, 6 SNAP speakers and the safety notification alert system.

The team also maintains all 618 computers across 6 campuses.

Donna stated that HERF funds was utilized to purchase 10 smart labs. Each smart lab has over 600 computers. HERF dollars was also used to upgrade our 78 smart classrooms.

The team also handles the technology needs of multiple events on campus by providing audio/video support, connectivity for local TV/Radio stations, upgrading audio equipment, and providing users with temporary login credentials.

Donna stated that her area also maintains the web, with a shared KCTCS services portion of the web. Currently we have no PDFs on our web site.

Tech Solutions oversees all the security cameras across the HCTC campuses and is continually upgrading them as funds allow.

Donna’s team works daily answering requests. These daily requests are housed in a help-desk-ticket system, to ensure things are getting done in a timely manner. Between July 2022 – Jan 2023 the team has served 2300+ helpdesk tickets. Most were closed within 18 hours.

Our latest projects include server upgrades from 209 to 2022: install a new PowerEdge Rr 550, Upgrade print servers to server 209, upgrade milestone xprotect and papercut software and the tudor trac software for tutors.

Due to reports of theft, security cameras have been upgraded. Twelve cameras have been replaced across the district. The new cameras offer 4k resolution along with better vision at nighttime.

We are on track to move campuses off the KPEN network to the new KY Wired Connection for all locations.

DATA Information security is maintained across the system for employees through our active directory protecting credentials, and the multifactor authentication. Will be rolling out the student multifactor authentication soon.

The team installs and maintains the 36 Kiosk across the HCTC campuses. These units provide directional and information items.

Donna stated the next major project will be phone migrations from call manager to Webex. This will provide the ability to take the phone anywhere.

Dr. Lindon next presented the Presidents report.

· Enrollment update: Currently need 388 students to meet the Spring 2023 enrollment goal. All of our mountain colleges like to compete. HCTC is 99 students ahead of Big Sandy, and 144 ahead of Southeast. More students take 12-14 credit hours and fewer are taking 15 credit hours. Currently we are ahead of last year’s fall-to-spring persistence rate of 65% by 1.8 percentage points. We have added several things such as: success coaches, tutors, and childcare to help our students maintain their enrollment.

  • New Funding:
    • Telford Foundation (annual) funds is used for the Lees College Campus service area. This helps provide assistance for Wolfe County scholarships and technology.
    • Over Million dollars from the Department of Labor Apprenticeship Grant – this is paid apprenticeships opportunities for employers.
    • CPE Healthcare and Workforce Initiative – help make healthcare students successful by offering a pathway coach that will be working with high school students.
    • CCAMPIS Childcare grant – offering childcare vouchers for our students.
    • Upward Bound was funded for another 5 years. This benefits Cordia and Buckhorn high school.
  • Projects
    • Wolfe – offering classes at the Wolfe County Board of Education. Applied for AML Funds for a possible campus at the Wolfe County Industrial Park where we will lease the building to offer technical programs in that area. We have also submitted the EDA application and hope to hear in March if we receive the funding.
    • Knott county – looking at donating the KY school of Craft to Hindman Settlement school. Opportunity center has multi ownership, County, City, Hindman Settlement School. We all agree it should go to the Settlement school. Secretary of Finances will need to approve, Fiscal Court has to meet and approve, and also the Hindman Settlement school.
    • Breathitt County – Jackson Hall has been safety concerns. The Breathitt County Area Technology Center is currently utilizing the Lees College Campus due to their buildings being destroyed during the July 2022 flooding. Talks have been ongoing with the ATC principal and Superintendent to relocate the ATC to the Lees Campus with the building of a new ATC at the site of Jackson Hall. If this happens, these students will be on our campus utilizing our library and gym.
    • Tech Campus – moving slowing with renovation of the Industrial education building, hope to be breaking ground in June or July
  • Other highlights:
    • SACSCOC fifth year – September – delayed due to the flooding last year.
    • AAS in Education offering this fall due to the huge demand for teachers – this being an education pathway.
    • United States Dept of Education Secretary, Dr. Miguel Cardona visit campus this past week. Dr. Lindon stated that she was given the opportunity to participate in a panel along with other local education leaders. Dr. Cardona, liked what he heard and was taking back those best practices to the rest of the nation.
  • Other upcoming events:
    • March 28th, Dr. Thompson, CPE President will be visiting HCTC. Dr. Thompson would like to convene the chamber of commerce, meet with college officials to address how the college is addressing the shortage of healthcare workers and teacher shortages, a best practice example of some aspects of high school to KCTCS and beyond, and a program getting folks back to work and anything extra special that we are doing to advance educational attainment.
    • March 30, Dr. Ballard with KCTCS Visits Campus, talking about Advising. Becky Thorpe is coordinating the event.
    • March 31 is KCTCS Tech Friday Day at HCTC. Colleges across the system are invited to attend. The sessions will be in person.
    • April 14th is a college wide event where everyone will come together and celebrate retirees and years of service. Also a team from each dept was given the task of looking at processes and determining what they could change to make the process easier. Those ideas will be shared at the college wide day also.
    • Golf Scramble – held at the Hazard County Club on May 13th. We have not had a golf scrabble in over 10 years. Money will be used for technical scholarships.

Dr. Lindon mentioned that we think we will be ok with the budget due to not rehiring positions, adding more grant positions and several retirements.

Dr. Larry Ferguson is now serving as the acting president of KCTC due to Dr. Czarapata resignation last Friday. Also, Chancellor Williams will be retiring in June.

Chair Weinberg stated that he noticed that HCTC did not make it in the top 150 colleges. Dr. Lindon stated she would look into why we didn’t make the top150. Bill –

Next Chair Weinberg stated that Civic Night was being delayed until October. Board recommended to table the discussion of distinguished service award until the next meeting.

Next meeting will be held on May 4, 2023, in the Commodore Room.

Chair Weinberg asked if the Board had any concerns. Board members had no concerns.

There being no further discussion, Chair Weinberg asked to end the Board meeting. Chuck Davidson moved, and Charlene Fugate seconded the motion to end the Board meeting.

Adjournment at 7:46.

Respectifically submitted:

Dew Gorman Board Secretary

Forward by Delcie Combs, Director of Marketing and Communication