Community College Planning Task Force Minutes

Task Force Meeting Information

September 29-30, 2008

University of Wyoming Outreach Building, Casper, Wyoming

Task Force Members Present

Senator Henry H.R. “Hank” Coe, Co-Chairman

Representative Del McOmie, Co-Chairman

Senator Rae Lynn Job

Senator Michael Von Flatern

Representative Pete Jorgensen

Representative Lorraine Quarberg

Jerry Austin, Wamsutter, Representing Oil and Gas

Mary Behrens, Casper, Representing Health Care

Lynn Birleffi, Cheyenne, Representing Travel, Tourism & Recreation

Glenn Dalton, Rock Springs, Representing Community Colleges-Vocational Programs

Joan K. Evans, Cheyenne, Representing Workforce Services

Steve L. Johnson, Sheridan, Representing Mining

Tom Kinnison, Sheridan, Representing Small Business Community

Bryan Pedersen, Cheyenne, Representing Public-At-Large

David R. Reetz, Powell, Representing Community Colleges-Academic Programs

Legislative Service Office Staff

Dave Nelson, School Finance Manager, Brenda Long, School Finance Analyst

Matthew Sackett, Research Analyst, Josh Anderson, Staff Attorney

Others Present at Meeting

Please refer to Appendix 1 to review the Committee Sign-in Sheet
for a list of other individuals who attended the meeting.

Executive Summary

The Community College Task Force met for two days at the University of Wyoming Outreach Center in Casper. The Task Force reviewed proposals forwarded from the August 25 and 26 meeting, and modified for further consideration in October. Additionally, the Task Force received public comments on proposals developed to date. Proposed recommendations will be considered at the October 27, 2008, meeting.

Call To Order (9/29/2008)

Co-Chairman McOmie called the meeting to order at 8:30 am. The following sections summarize the Committee proceedings by topic. Please refer to Appendix 2 to review the Committee Meeting Agenda.

Approval of Minutes

Senator Von Flatern moved that the Task Force approve the minutes from August 25 and 26, 2008 with no changes. The motion was seconded and passed by voice vote.

Review of Task Force Revised Proposals

Mr. Dave Nelson of the Legislative Service Office presented the revised proposals related to the strategic plan with changes from the August meeting (see Appendix 3). Mr. Nelson described the changes to the strategic plan documents.

In response to a question, Dr. Jim Rose of the Community College Commission noted that a request for proposals for a consultant to guide the strategic plan process went out to bid and that the Commission will receive proposals by October 15.

After discussion, Task Force member Mr. Reetz moved that in the bullet point document for the strategic plan on page 1, bullet 1, between “education” and “programs” insert “degree”, and delete the shaded area except for “or”. The motion was seconded and passed by voice vote.

After discussion on distance education, Mr. Reetz noted that there would be a presentation later in the meeting related to distance learning in Wyoming.

In response to a question, Dr. Rose noted that the assessment measurements defined by the American Association of Community Colleges are not necessarily the best measures. Dr. Rose noted that some are very valid and would be used, but if the Commission were limited to using those defined measures it could hamper the process of focusing on Wyoming’s community colleges. There is a need for more flexibility in adjusting some indicators and incorporating additional indicators.

Mr. Nelson provided handouts to the Task Force related to changes to the funding model (see Appendix 4). Mr. Nelson explained the changes to the documents from the previous meeting.

In response to discussion, Dr. Rose noted that virtually all of the funding is defined as operational funding and that he did not think it would further clarify the intent by including the term “for operations” to modify funding.

Mr. Nelson provided handouts to the Task Force on the documents related to capital construction (see Appendix 5). Mr. Nelson explained the changes to the handouts from the previous meeting. In response to a question, Mr. Nelson noted that there is language that would require the Commission to justify reprioritization of capital construction projects.

Mr. Nelson noted that the changes tie the capital construction process to the State Building Commission and ensure a unified process.

After discussion, Task Force member Kinnison moved to delete “for operations” as new language where it occurs. The motion was seconded and passed by voice vote.

In response to a question, Dr. Rose noted that the Commission would be open to the presentation and approval of the strategic plan by the Legislature.

After additional discussion, Co-chair McOmie moved to draft a reporting requirement to the Joint Appropriations Committee and the Joint Education Committee initially in June. The Task force agreed to have staff draft a reporting requirement for consideration at the next meeting.

After discussion on dual enrollment, Co-chair McOmie noted that the task force would urge the Commission that dual enrollment be part of the strategic plan.

Mr. Nelson provided handouts to the Task Force clarifying the consideration of reserves in establishing the baseline budget amount (see Appendix 6). Mr. Matt Petry of the Community College Commission provided updated spreadsheets to the Task Force (see Appendix 7). Mr. Petry noted that the documents summarize an estimate of funding for the 2011-2012 biennium. He noted that they were similar to the scenarios presented at the last meeting. Mr. Nelson noted that one of the documents includes reserves in computing the hold harmless level and the other excludes reserves from that base amount.

Mr. Petry noted that in the handout excluding reserves from the base if the colleges had chosen to spend those reserves it would have resulted a higher per credit cost. He noted that it would have the effect of taking reserves from smaller schools and spreading them across the system.

Ms. Ann Noble of the Wyoming Community College Commission noted that the Commission had divided its consideration into the three areas covered in the Task Force proposals, capital construction, funding and operations and the strategic plan, and expressed Commission support of Task Force proposals. She noted that the Commission discussed the distance education proposal and that she would be interested in the presentation on distance education later in the meeting. Ms. Noble noted that the Commission would be making a supplemental budget request for an additional three hundred thousand dollars to fund required work for development of the strategic plan and the increased responsibilities imposed upon the Commission.

Public Comment

Dr. Kevin Drum of Northwest Community College provided a handout to the Task Force (see Appendix 8). Mr. Drumm noted that the colleges have to embrace accountability and that they agree with the overall philosophy and where the Task Force is headed with its recommendations.

Dr. Darrel Hammon of Laramie County Community College addressed the Task Force on the comprehensive nature of community colleges. Dr. Hammon provided a handout on the role and mission of community colleges (see Appendix 9). He noted some of the programs colleges provide in this include transfer programs, career and technical programs, workforce development training, adult basic education and GED, community education and distance education. He noted that the state is a community of learners and that colleges serve a large number of parents in the state. He stated that every dollar spent on the education of a mother is like spending two dollars on her children.

Dr. Karla Leach of Western Wyoming Community College addressed the task force on concerns about the task force directives. Dr. Leach suggested that in the strategic planning documents the 5 bullets on page 1 should be included in the legislation itself. Dr. Leach suggested that the Task Force ensure that community colleges have staff at the meetings of the Commission in the creation of the strategic plan and in reviewing the request for proposals when the Commission is selecting a consultant. She also suggested that student goal attainment as a required benchmark is not easy to measure and that it be replaced with retention which is a standard measure for purposes of national comparability. In addition Dr. Leach noted that an additional measure which could be used is the number of students that transfer to the University because students who leave after one semester should not be considered a failure because they are at the University.

Dr. Jo Anne McFarland addressed the Task Force concerning funding. She provided a handout to the Task Force (see Appendix 10). Dr. McFarland noted that system wide costs in the proposal are derived by averages which overlook an economy of scale and provides an advantage to larger colleges and conversely, a disadvantage to smaller colleges. She also noted that programs with the most need are often the most expensive programs, such as nursing. Dr. McFarland noted that if the fixed costs are defined too narrowly small colleges could be forced to close and that the fixed costs as proposed would not include some costs for staffing for operations like the admissions office. Dr. McFarland also noted that the proposal may result in the need for a sophisticated system to track where the state and local dollars are spent. She stated that the proposed changes would likely result in the need for five additional staff per college.

Dr. Nielson also of Central Wyoming College noted a concern with what snapshot of enrollment would be used and noted that providing funding out of step with enrolment would cause anomalies.

Dr. Walter Nolte addressed the Task Force concerning capital construction. He noted that there were questions about the prioritization and evaluation process including whether there would be any consideration of buildings that are less expensive versus those that are designed to last longer. He also noted that there is a concern about space that is not exclusively college use, such as meetings of outside groups.

Dr. Paul Prestwich of Northwest College addressed the Task Force on the difference between state and local interests. He noted that there is some concern as to where local interests and needs come in to play and that local needs should be considered. He stated that the statewide priorities should include a collection of local priorities and that consideration of local economies and local interests will make Wyoming strong as a state. He stated that if colleges are restricted on expenditures of reserves, it would counteract the reasons that they kept the reserves and suggested that the use of the reserves should be as broad as deemed necessary.

Dr. Tom Armstrong of Eastern Wyoming College addressed the Task Force on distance education. He suggested that a common sense approach was needed and asked that all parties be deliberate in their decision making. He stated that there are important college to college differences and that it was necessary to make sure that advising is handled properly. He noted that there was a question as to how a distance education system would be funded.

Dr. Drumm noted that with respect to proposed operational funding recommendations, the colleges are concerned with staffing, the determination of fixed costs and the use of system wide averages. Dr. Drumm noted that there may be a need for an enrolment growth funding pool to counteract the effect of rapid increases in enrollment.

Mr. Marty Kelsey of Western Wyoming Community provided a handout to the Task Force (see Appendix 11). He stated that it was important that any external cost adjustment be given to all colleges, not just some. He stated that if there is a 3% salary raise, all colleges should participate, not just some. He suggested that the fixed costs are too narrowly defined and that there are other costs that are incurred independent of enrollment. He suggested that colleges should not be penalized for carrying reserves and stated that there are economies of scale which must in some way be recognized. He noted that an increase in the fixed cost portion would address economies of scale and that an enrolment growth pool is needed.

Ms. Kathryn Valido of the Wyoming Education Association provided a handout to the Task Force (see Appendix 12). She noted that it should be a student focused system and that it was important to consult with the people who are closest to the students.

Mr. Chris Boswell of the Governor's Office addressed the Task Force. He noted that he had no formal comments on behalf of the Governor but that the proposals put remarkable expectations on the Commission and its staff. He noted that the Task Force is placing a burden on the Commission without much direction and stated that he would like to see the Task Force incorporate some method of working with the Legislature. He noted that the capital construction process is basically a level II review and that he would like to see closer to a level III review due to the state's interest in determining how some of those decisions are made. Mr. Boswell noted that there is still a concern that because it is a college's turn in line, that school will get its construction project funded and stated that such a consideration should not be a driving force in whether a project is funded. He noted that there has been progress but that a lot falls on the shoulders of the Commission and Dr. Rose. He concluded by urging the Task Force to offer as much direction to the Commission as possible.

Co-chair McOmie responded that bullet-point explanations of proposed draft legislation provide some direction to the Commission. He stated that the Task Force is of the opinion the Commission has the expertise to execute duties proposed in Task Force recommendations, but that the Task Force is not aware of any undue burden placed on the Commission through its recommendations.

The Task Force recessed at 5:30 p.m.

Call to Order (9/30/2008)

Co-Chair McOmie reconvened the Task Force at 8:30 am.

Mr. Rick Miller and Dr. Maggie Murdoch provided handouts to the Task Force on distance education (see Appendix 13). Dr. Murdoch noted that video networking is not outreach, it is part of it but not the whole thing. She noted that the state model is a fee model and that there is a need for an access model. She noted there is a need for a robust distance education system and that video is a small but important piece. She stated that there is a current need and that the University is offering these classes right now. Dr. Murdoch noted that different disciplines require different methods and noted that not all students have access to high speed internet. She noted that all classes are interactive and it is not just watching a television show.

Mr. Nelson provided 3 additional handouts to the Task Force (see Appendix 14). Mr. Nelson explained the handout on reserves (see Appendix 6) and noted that the baseline would include reserves and that there would be restrictions on expenditures of future reserves so that they could only be spent in an emergency and tied to purposes in line with the statewide strategic plan. In response to a question, Mr. Nelson noted that current reserves are not restricted and that under the proposal, the reserve balance that existed as of June 30, 2007 would be part of the baseline level of funding.

After additional discussion, Task Force member Kinnison moved that the document on reserves be forwarded to the October meeting for additional discussion. The motion was seconded and passed by voice vote.

Mr. Nelson explained the document on max-loss or hold-harmless (see Appendix 6) and noted that the document also attempts to solidify fixed and variable costs in the funding model. Mr. Nelson noted that in the first biennium the max loss would held at 100% and that in the second biennium in the 1^st year it would be 90% and in the 2^nd year it would drop to 80%. Mr. Nelson noted that the provision only applies to two biennia and explained the reserves would be included in the level at which colleges are held harmless.

Mr. Kinnison moved the document be forwarded to the next meeting. The motion was seconded and passed by voice vote.

Mr. Kent Holiday of Elutian provided a handout to the Task Force on Distance learning (see Appendix 15). Task Force member Reetz noted that he was not associated with the company and thought that there was a need for additional information in the field and that the purpose of the presentation was not to offer a particular solution. Mr. Holiday noted that his company is involved in teaching English online and that the key is teacher interaction. He noted that his company is doing education from Ten Sleep to Korea, not across the state and that distance learning works and is happening now. He noted that video conferencing allows face to face, focused interaction. He suggested that the effort not be toward a proprietary network and suggested that instead the focus should be on an open solution and use the cost savings to develop content.

After discussion on distance education, the Task Force reached a consensus that distance education involving the entire education community exceeds Task Force jurisdiction. It was suggested by the Task Force co-chairs the appropriate Task Force action would be to draft a letter to the Governor requesting consideration and study of distance education statewide. Further, comprehensive distance education, K-12 through post-secondary, was directed to be removed as a component of the required statewide strategic plan.

Mr. Nelson discussed the handout on interim capital construction and noted that the Commission would need to commence activity during the period preceding commencement of the 2011-12 biennium to develop thoughtful budget requests for capital construction. He noted that there was a request of $250,000 to be distributed to colleges for this purpose to commence planning efforts, and that the proposal would also allow one additional position within the commission to coordinate capital construction with the state capital construction management office as the state level.

The Task Force asked for additional information on the level of review and asked that Mr. Richard Cathcart, Construction Management Office of the State Department of Administration and Information, address the Task Force on the proposed process at its October meeting.

Task Force member Kinnison moved that the interim capital construction document be forwarded to the next meeting. The motion was seconded and passed by voice vote.

Mr. Nelson described the document on Commission Administration and noted that it would authorize two positions within the Commission for funding and operations, and one additional position for the strategic plan process.

Task Force member Reetz moved that the document be forwarded to the next meeting. The motion was seconded and passed by voice vote.

Mr. Reetz moved that in the strategic plan bullet point, in addition to changes from the previous day, that it be adjusted concerning distance education and that on page 2, after “maintain the” insert “statewide” before "strategic planning process". The motion was seconded and passed by voice vote.

Mr. Reetz moved that in the strategic plan statutory implementation document on page 1, (a)(v), to remove that paragraph and then add back in consultation with the Community College Commission and that on page 2 to develop a reporting requirement to and involvement with the legislature. The motion was seconded and passed by voice vote.

Senator Von Flatern moved that on page 4 “student retention” be added as a benchmark measure, to replace "student goal attainment". The motion was seconded and passed by voice vote. The Task Force also voted to add "number and rate of students who transfer" as an additional benchmark measure.

Mr. Reetz moved that in the funding bullet point document under number 2, bullet 2 should be removed entirely (inflationary adjustment provision). The motion was seconded and passed by voice vote.

Senator Von Flatern moved that on pages 1 and 2 strike “as adjusted to provide for the effects of inflation at a level recommended by the Commission”. The motion was seconded and passed by voice vote.

Representative Quarberg moved that the capital construction bullet point document be forwarded with no changes. The motion was seconded and passed by voice vote.

Senator Von Flatern moved to reinsert the stricken language on pages 4 and 5 of the capital construction statutory implementation document and forward the document as amended. (Reinserts required approval of college capital construction projects.) The motion was seconded and passed by voice vote.

Meeting Adjournment

There being no further business, Co-Chairman Coe adjourned the meeting at 11:30 am.

Respectfully submitted,

Senator Coe, Co-Chairman Representative McOmie, Co-Chairman

Appendix	Appendix Topic	Appendix Description	Appendix Provider
1	Committee Sign-In Sheet	Lists meeting attendees	Legislative Service Office
2	Committee Meeting Agenda	Provides an outline of the topics the Committee planned to address at meeting	Legislative Service Office
3	Strategic plan documents	Strategic Plan documents	Legislative Service Office
4	Funding documents	Funding documents	Legislative Service Office
5	Capital construction documents	Capital construction documents	Legislative Service Office
6	Max Loss and Reserves	Max Loss and Reserves	Legislative Service Office
7	Estimates for funding	Estimates for funding	Community College Commission
8	President's council response	President's council response	President's council
9	Role of community colleges	Role of community colleges	LCCC
10	College Response	College response	CWC
11	Funding components	Funding components	WWCC
12	WEA Response	WEA response	Wyoming Education Association
13	Distance education	Distance Education	University of Wyoming
14	Interim proposals	Interim proposals	Legislative Service Office
15	Distance education	Distance education	Elutian