9991 OWENS COMMUNITY COLLEGE REGULAR MEETING OF …...Feb 04, 2019 · RESOLUTION 2019-02-05-04 BE...

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OWENS COMMUNITY COLLEGE

REGULAR MEETING OF THE BOARD OF TRUSTEES

FEBRUARY 5, 2019 ~ MINUTES

A meeting of the Board of Trustees was held in the Board Room, Administration Hall, on the

Owens Community College Toledo-area Campus.

Call to Order – Chair Diana Talmage called the meeting to order at 12:32 p.m., and directed the

record to show the meeting was held in accordance with the Ohio Revised Code and the policies of

the Board of Trustees.

Roll Call – Roll call was taken, and the following members were present: Charles Bills,

Mary Beth Hammond, Jason Johnson, Karil Morrissey, Edwin Nagle, Rich Rowe, Rita Russell and

Diana Talmage. (8).

Chair Talmage welcomed and introduced Karil Morrissey, who was appointed to the Board of

Trustees by Governor Kasich for a term through September, 2024.

Chair Talmage adjusted the agenda by noting there will be no consideration for an executive session.

Approval of the Minutes of the Board of Trustees – The minutes of the December 4, 2018 regular

meeting were provided to the Board of Trustees, and the chair declared the minutes approved as

written.

2019-2020 Board of Trustees Meeting Schedule – The Chair presented and accepted the 2019-

2020 Board of Trustees meeting schedule. The Board Secretary will post to Outlook calendars, as

appropriate.

Finance Committee Report – Mr. Nagle reported the Board’s Finance Committee met on

January 22, 2019. He commented that during the meeting, Treasurer Jeff Ganues presented on a

financial strategy for the next phase of the capital project, Advanced Manufacturing Training Center,

which is an “exciting project and prompted a spirited conversation.” He provided background

information of the renovation project: architect is SSOE Inc.; project location is the high bay

buildings acquired from Penta Career Center; purpose is to address the manufacturing workforce

needs of the region. He noted the next meeting is scheduled for April to review Fiscal Year 2020

budget development and for a capital project update.

Nominating Committee Report – Mr. Johnson reported the Nominating Committee met on

January 22, 2019. He presented the slate of nominees for the election of officers: Ms. Talmage for

the Chair position and Ms. Hammond for the Vice Chair position. Election of Officers – Mr. Johnson called for nominations from the floor. No further nominations were made, and Mr. Johnson closed the nominations. Mr. Johnson conducted the election, which was by voice vote. Ms. Talmage was elected as Chair, and Ms. Hammond was elected as Vice Chair.

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Mr. Johnson congratulated the officers. Vice Chair Hammond commented on her excitement of

being connected with the College and her honor to continue to serve. Board Chair Talmage also

promised to give her 150 percent in serving as Chair of the Board of Trustees.

President’s Report – President Steve Robinson presented the First Reading of the 2019-2021

Strategic Plan proposal. Following the presentation, Mr. Nagle commented on key objective 4.3 of

directly addressing community college stigma, and he encouraged national and state higher education

organizations to take this issue on; as just one institution cannot do it alone. President Robinson

responded on sharing the state and national stories to make the media more aware and doing it with

the organizations of Ohio Association of Community Colleges, Association of Community College

Trustees and The Aspen Institute. Mr. Johnson suggested consideration for a level of frequency that

the key performance indicators are reviewed, which President Robinson agreed that when the

dashboards or score cards are implemented, the timings for the measurements will be determined.

Selected Slides from the First Reading Presentation:

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Academic Affairs Report – In the absence of Denise Smith, Provost/Vice President of Academic

Affairs, President Robinson provided the report for the Academic Affairs Division. He shared the

following rates of graduates who passed their professional exams on the first attempt: NCLEX pass

rates for Practical Nursing: 100 percent for the 2018 end of year; and, for Registered Nursing: 94.5

percent for 2018 end of year. He noted that 36 individuals completed the 18-month Life Connections

program with the United States Federal Bureau of Prisons Residential Pre-Release program. Owens

instructors delivered in-person training within the Milan Correctional Institution for the purpose of

promoting personal growth and to reduce recidivism. A formal recognition for these individuals

took place in December by Workforce and Community Services (WCS). President Robinson closed

his report and highlighted Bob Connour, Professor, Science and a founding member of the non-profit

Blanchard River Watershed Partnership, who will be presenting at the Prairie Fire Bioneers

Conference, Knox College (Illinois), for social and scientific innovators exploring environmental

solutions.

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Student Services Report – Amy Giordano, Vice President of Enrollment Management and Student

Services, commented on Spring Semester 2019 headcount enrollment, which was at 109 percent of

the enrollment target. She noted an increase in the non-matriculating student population, and the

timing and efforts of Workforce Community Services and Student Services. She commented that

additional enrollment activities occur throughout the semester, including continuous registration of

the student populations of College Credit Plus and workforce programs, as well as the administrative

student withdrawals for non-payment of tuition and fees. She shared the outreach efforts of Student

Services to the continuing student population, which included direct contact using traditional and

social media, as well as strategic analysis with Google Analytics, and advisors visiting classrooms

and having an early registration event with students. She closed her report by noting that Adrian

Baney, Director, Counseling Services, will be educated in question, persuade and refer suicide

prevention training through the Lucas County Suicide Prevention Coalition, and she will then share

with faculty and staff to increase awareness and support related to suicidal and emotional crisis that

may take place within the college community.

Financial Report – Jeff Ganues, Vice President of Business Affairs, Chief Financial Officer and

Treasurer, provided the financial statements for the period ending December 31, 2018. He also

commented on the capital recommendations, which included the HVAC Renovation and

Replacement project for units serving Founders Hall, College Hall, and the Math/Science building,

as funded through the state capital appropriation. He also provided background for the use of local

funds to replace the switches that operate the local area network and to replace all Toledo Campus

lights with LED for energy efficiencies. He commented on the recommendations to amend the

3358:11-4-25 Investment Policy (Treasurer’s designee); the 3358:11-4-12 Purchasing Policy

(Treasurer’s designee and conflict of interest language); and, to adopt a new policy, 3358:11-4-28

Procurement for Federal Awards Policy (compliance with Office of Management and Budget

Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal

Awards).

The Board Chair accepted the financial statements, as submitted for the period ending,

December 31, 2018.

RECOMMENDATIONS OF THE PRESIDENT TO THE BOARD OF TRUSTEES Employment of Personnel:

RESOLUTIONS 2019-02-05-01 & 11

BE IT HEREBY RESOLVED that the recommendation of the President to employ the

following person(s), be approved by the Board of Trustees:

NAME: Brandon Gaddy

ADDRESS: Mansfield, OH

EDUCATION: Master of Education, with a major in Higher Education, from the University of Toledo;

Bachelor of Business Administration, with a major in Information Systems, from the

University of Toledo

EXPERIENCE: Five years of supervision and program experience

ASSIGNMENT: Director, TRIO Student Support Services (Grant-Funded)

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NAME: Thomas Grubs

ADDRESS: Toledo, OH

EDUCATION: Bachelor of Science, with a major in Individualized Programs, from The Ohio State

University

EXPERIENCE: Four years of local administration and construction experience

ASSIGNMENT: Project Manager

NAME: Julie McLaughlin

ADDRESS: Findlay, OH

EDUCATION: Master of Science in Nursing, with a major in Nursing, from the University of Phoenix;

Bachelor of Science in Nursing, with a major in Nursing, from Jacksonville University;

Associate of Applied Science, with a major in Nursing, from Owens State Community

College

EXPERIENCE: Twenty-six years of registered nursing experience

ASSIGNMENT: Clinical Teaching Faculty (Findlay)

NAME: Graham Salcedo

ADDRESS: Clyde, OH

EDUCATION: Bachelor of Science, with a major in Accounting, from Franklin University; Associate

of Applied Business, with a major in Accounting, from Terra Community College

EXPERIENCE: Ten years of payroll experience

ASSIGNMENT: Specialist, Payroll

NAME: Marla Smith

ADDRESS: Toledo, OH

EDUCATION: Graduate of Saginaw High School

EXPERIENCE: Six years of office experience and working with customers

ASSIGNMENT: Administrative Assistant, Admissions

NAME: Diane Snyder

ADDRESS: Findlay, OH

EDUCATION: Graduate of Van Wert High School

EXPERIENCE: Nine years of customer service and collections experience

ASSIGNMENT: Specialist, Collections

NAME: Quinn Sonnenberg

ADDRESS: Grand Rapids, OH

EDUCATION: Associate of Applied Business, with a major in Medical Office Technologies, from

Stautzenberger College

EXPERIENCE: Eight years of office experience

ASSIGNMENT: Secretary, Medical Imaging Technologies

NAME: Yojana Sharma

ADDRESS: Arlington, TX

EDUCATION: Doctor of Philosophy, with a major in Mathematics, from Indian Institute of

Technology; Master of Science, with a major in Mathematics, from the University of

Delhi; Bachelor of Science, with a major in Mathematics, from the University of Delhi

EXPERIENCE: Twenty-six years of administrative and supervisory experience as a Dean

ASSIGNMENT: Dean, School of Science, Technology, Engineering and Mathematics

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NAME: Joshua Rose

ADDRESS: Dayton, OH

EDUCATION: Bachelor of Science, with a major in Individualized Studies, from the University of

Toledo; Associate of Applied Business, with a major in Computer Programming, from

Owens State Community College

EXPERIENCE: Four years as system engineer with VMware and Linux experience

ASSIGNMENT: Associate Systems Engineer

RESOLUTION 2019-02-05-02 & 12

BE IT HEREBY RESOLVED that the recommendation of the President to revise the

assignment on the basis indicated below, be approved by the Board of Trustees:

NAME ASSIGNMENT

Suellen Barnum Assistant Chair, Magnetic Resonance Imaging Program

Danielle Filipchuk Assistant Dean, Student Life and Title IX

Valerie Heslet Manager, Collections

Michele Johnson Advisor, Lead

James Katzner Manager, Student Life

Roxanne Kwiatkowski Manager, Facility Services

Julie Posey Instructor, Sonography

Jessica Ruffner Manager, Prior Learning Assessment

Christine Smith Assistant Chair, Radiologic Technology Program

Suzanne Zampino Advisor

John Waldman Facilities Specialist III (Findlay)

Mr. Rowe made a motion to approve the employment recommendations, which was seconded by

Ms. Hammond. Following a voice vote, the motion was adopted.

Report of Monthly Budget Transfers for Board Approval:

RESOLUTION 2019-02-05-03

BE IT HEREBY RESOLVED that the report of monthly budget transfers, in accordance with

the 3358:11-1-12 Financial Standards Policy, be approved by the Board of Trustees.

Mr. Nagle made a motion to approve the report, which was seconded by Mr. Rowe. Following a

voice vote, the motion was adopted.

Report of Purchase Requisitions, Orders, Expenditures Requiring Board Approval:


BE IT HEREBY RESOLVED that the report(s) of purchase requisitions, orders, or

expenditures, $50,000 or more, in accordance with the 3358:11-1-12 Financial Standards Policy, be

approved by the Board of Trustees.

Mr. Rowe made a motion to approve the report, which was seconded by Ms. Morrissey. Following

a voice vote, the motion was adopted.

Chartering of the Standing and Ad Hoc Committees and Appointments:


WHEREAS, 3358:11-1-02(E)(4)(a) of the Bylaws states that standing committees shall be

chartered annually and approved by majority vote; and

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WHEREAS, the Board Chair has the authority to appoint members to standing and ad hoc

committees;

NOW, THEREFORE, BE IT HEREBY RESOLVED that the Board of Trustees charters and

charges the standing and ad hoc committees for 2019:

Bylaws Review Ad Hoc Committee ~ to facilitate the five-year review process of the

Board’s Bylaws;

Student Life Committee ~ to recognize and celebrate individual students or groups of

students who are nominated for their exemplary achievements in academics,

extraordinary community engagement/volunteerism, and exceptional student leadership

or student life involvement;

Finance Committee ~ to provide oversight and to ensure the implementation of the

3358:11-1-12 Financial Standards Policy and other finance-related policies;

BE IT FURTHER RESOLVED that it is now appropriate for the Board Chair to appoint the

trustees to serve on the standing and ad hoc committees for 2019.

Mr. Rowe made a motion to approve the recommendation, which was seconded by Mr. Nagle.

Following a voice vote, the motion was adopted.

Chair Talmage appointed members of the Bylaws Review Ad Hoc Committee: Mr. Rowe,

Ms. Hammond and Ms. Talmage. She appointed members of the Student Life Committee:

Dr. Hejeebu, who was designated as committee chair, Mr. Bills and Ms. Talmage. She appointed

members of the Finance Committee: Mr. Nagle, who was designated as committee chair,

Mr. Johnson and Mr. Rowe. The members accepted their appointments to serve on the committees.

Appointment of OACC Delegate and Alternate:


WHEREAS, Owens Community College is a member of the Ohio Association of Community

Colleges (OACC); and

WHEREAS, OACC is governed by a board made up of one trustee (designated to serve as

the delegate) and the president of each such college; and

WHEREAS, the OACC bylaws require that a trustee delegate and an alternate be annually

appointed by resolution of the respective board by or on March 31, and that the delegate or the

alternate must represent their college at the governing board meetings, held twice a year in or near

Columbus;

NOW, THEREFORE, BE IT HEREBY RESOLVED by the Owens Community College

Board of Trustees that the following trustees are appointed to serve as the delegate and alternate to

the Ohio Association of Community Colleges:

Delegate – Diana Talmage

Alternate – Mary Beth Hammond

Mr. Rowe made a motion to approve the recommendation, which was seconded by Mr. Bills.


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Facilities/Capital Improvements:

- HVAC Renovation and Replacement Project – Toledo Campus


BE IT HEREBY RESOLVED that the recommendation of the Treasurer/Chief Financial

Officer and the President to award a contract to the following firms for the HVAC Renovation and

Replacement project, using SB 310 capital-appropriated funds, be approved by the Board of Trustees.

Owens State Community College

HVAC Renovation and Replacement project

Construction Services Industrial Power Systems, Inc.

146 Dixie Highway

Rossford, Ohio 43460

$204,500

Equipment Trane US, Inc.

1001 Hamilton Drive

Holland, Ohio 43528

$101,044

- Capital Projects – Local Funds


WHEREAS, with Resolution 2018-11-07-06, the Board of Trustees adopted the College’s

efficiency report in compliance with Section 3333.95 of the Ohio Revised Code, which included the

plan to convert the Toledo Campus lighting to LED for projected efficiency gains of 40 percent to

50 percent; and,

WHEREAS, the College’s switches are aged out, unsupported and must be replaced to ensure

the continuous operation of the local area network; and,

WHEREAS, the College is able to invest resources to maintain the plant and information

technology infrastructure, and to efficiently use or to reduce energy consumption;

NOW, THEREFORE, BE IT HEREBY RESOLVED that the Board of Trustees approves the

recommendation of the Treasurer/Chief Financial Officer and the President to utilize local funds for

the following capital projects and to proceed with the requests for proposals:

Owens Community College – Local Funds

Capital Project Project Cost Estimate

Switch Project $1.5 to 1.6 million

LED Energy Project $840,000 to $1 million

Mr. Nagle made a motion to approve the recommendations, which was seconded by Mr. Johnson.


College Credit Plus – Tuition Waiver Recommendation:


SYNOPSIS: Contingent upon the approval of the Chancellor, Ohio Department of Higher Education,

and the Owens Community College Board of Trustees, the President recommends a tuition waiver and

a reduction in tuition for the academic year 2019-2020 to eligible Ohio non-public or home-schooled

students (enrolled in grades 7-12) who apply to participate in Ohio’s College Credit Plus (CCP)

program, but who were not funded due to the State’s limited funding of this program.

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Directive 2009-011 established procedures for institutions requesting the Chancellor’s approval of

tuition waivers. The College’s proposal is to offer a reduced tuition rate, which is equal to the rate of

the default floor amount per credit hour as prescribed within the College Credit Plus program for the

2019-2020 academic year.

The purpose of the tuition waiver for the unfunded College Credit Plus students is two-fold:

1) It serves the mission of offering an affordable means to the communities’ engaged early learners;

and, 2) It supports the State’s goals of reducing the cost of college to students; to reduce the time to

attain a degree and to create seamless academic pathways for students.

NOW, THEREFORE, BE IT HEREBY RESOLVED that the Owens Community College

Board of Trustees authorizes:

(A) A tuition waiver for the unfunded College Credit Plus students who enroll at Owens

Community College for the 2019-2020 academic year, subject to the approval of the

Chancellor, Ohio Department of Higher Education; and,

(B) The President to submit the tuition waiver request to the Ohio Department of Higher

Education.

Mr. Bills made a motion to approve the recommendation, which was seconded by Ms. Russell. In

response to a question on the program from Mr. Nagle, Ms. Giordano commented that the tuition

waiver will allow the homeschool/private students who are non-funded or underfunded from the

College Credit Plus program to have the default floor tuition rate paid for their enrollment, the same

as the eligible Ohio public school students participating in the program. President Robinson

commented that the default floor tuition rates are calculated into the College’s budget projections.


Policy Recommendations:


WHEREAS, board policies and college procedures are reviewed on a five-year cycle, and the

review process includes vetting and posting proposed revisions to employees for feedback; and,

WHEREAS, the President and the Vice Presidents reviewed and recommend the listed

employment and general administration policies to be either amended or adopted, as follows: Amendment of 3358:11-5-51 Pre-employment Background Check Policy for compliance

and alignment with current processes and procedures;

Amendment of 3358:11-4-25 Investment Policy for providing a designee, if the Treasurer

is on paid time off;

Amendment of 3358:11-4-12 Purchasing Policy for providing a designee, if the Treasurer

is on paid time off; streamlined approval process; provided conflict of interest language;

Adoption of 3358:11-4-28 Procurement for Federal Awards Policy, as required for

federal awards;

NOW, THEREFORE, BE IT HEREBY RESOLVED that the Board of Trustees

amends/adopts the 3358:11-5-51 Pre-employment Background Check Policy (Appendix I), 3358:11-

4-25 Investment Policy (Appendix II), 3358:11-4-12 Purchasing Policy (Appendix III), 3358:11-4-

28 Procurement for Federal Awards Policy (Appendix IV);

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BE IT FURTHER RESOLVED that the Board of Trustees authorizes the Secretary to the

Board of Trustees to file said policies with the Ohio Legislative Service Commission.

Mr. Nagle made a motion to approve the recommendation, which was seconded by Mr. Rowe.

In response to a question from Ms. Russell on the 3358:11-5-51 Pre-employment Background Check

Policy, Ms. Nagel commented that the word selection of “satisfactory” is more definitive and

responsive than the former word of “clear” with respect to results of a pre-employment background

check. Following a voice vote, the motion was adopted.

STATEMENTS AND COMMENTS BY BOARD MEMBERS

Chair Talmage provided a reminder of the Bylaws Review Ad Hoc Committee meeting upon

adjournment of the regular meeting. Mr. Nagle said, phenomenal on the strategic plan, and

congratulated President Robinson on the great progress.

REGULAR REPORTS

Monthly Reports to the Board of Trustees – Members of the Board of Trustees were issued

monthly reports from Academic Affairs, Business Affairs, Student Services and other reports to the

President, including the Foundation, Alumni Relations, Findlay Campus and

Marketing/Communications.

Adjournment – As there was no further business to come before the Board of Trustees,

Chair Talmage declared the meeting adjourned.

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APPENDIX I

For Amendment of 3358:11-5-51 Pre-employment Background Check Policy

3358:11-5-51 Pre-employment background check policy.

(A) Purpose. Owens community college seeks to provide a safe learning and working environment for

students, faculty, staff and campus visitors.

(B) Offers of employment for certain positions are contingent upon clear satisfactory results of a

thorough pre-employment background check. Pre-employment background checks may include,

but are not limited to, a social security number trace report, verification of education and

professional licensure, multi-county, state, and/or federal criminal record check, personal and

professional reference check and secondary database search including sex offender, fugitive and

terrorist lists. In addition, if applicable to a position, a motor vehicle report and/or a credit history

report that is consistent with the guidelines set forth by the Federal Credit Reporting Act may be

completed prior to employment.

(C) Implementation. The vice president of administration or human resources designee will implement

procedures consistent with this policy.

Promulgated under: 111.15

Statutory authority: 3358.08

Rule amplifies: 3358.08

Prior effective dates: 12/22/2007

History of Reviews

HR Review 11-29-17, 1-5-18, 2-2-18, 8-10-18; HR follow up review of feedback 10-25-18

Legal Review 6-19-18, 8-20-18

Posted for Open Comment – September 4 to September 28, 2018

Final Edits (from Employee Comments) 10-25-18

Human Resources and the Coordinator, Job and Location Development provided a five+ year review and

proposed revisions to the policy and to the procedures. Provided clarifying language and a designee to the

policy. Removed outdated references, and provided additional language for compliance and for current

processes.

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APPENDIX II

For Amendment of 3358:11-4-25 Investment Policy

3358:11-4-25 Investment policy.

(A) The purpose of this rule is to provide a framework for the prudent management of all public funds

that will adhere to Chapter 135. of the Revised Code and to all other applicable laws and regulations

at all times.

Owens community college shall invest public funds in a manner, which will provide maximum

security with the highest investment return, safety and preservation of principal, while meeting the

daily cash flow demand and conforming to all applicable statutes governing the investment of

public funds.

(B) Authority. The treasurer/chief financial officer is the investment officer of the college and is

responsible for the purchase and sale of invested funds and the implementation of the investment

rule. The treasurer/chief financial officer will adhere to the investment rule, section 3358.06 of the

Revised Code, section 3345.05 of the Revised Code, and all other applicable laws and regulations.

(C) Scope. The investment rule applies to all financial assets of the college, including state and federal

funds held by the college. The treasurer/chief financial officer or designated staff shall routinely

monitor the composition of the college’s investment portfolio, the available markets and relative

value of competing investments and will adjust the portfolio accordingly.

(D) Standard of prudence. The standard of prudence to be applied by the treasurer shall be the industry

prudent-person standard, which states, “investments shall be made with judgment and care, under

circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in

the management of their own affairs, not for speculation, but for investment, considering the

probable safety of their capital as well as the probable income to be derived.”

Acting in accordance with the investment rule or any other appropriate written procedures

pertaining to the administration and management of the college investment portfolio while

exercising due diligence, shall relieve the treasurer of personal responsibility for an individual

security’s credit risk or market price changes, provided deviations from expectations are reported to

the board of trustees in a timely fashion and appropriate action is taken to respond to adverse

developments.

(E) Objectives. The primary objectives of the college’s investment activities are in priority order, as

follows:

(1) Safety. The safety of principal is the foremost objective of the investment program.

College investments shall be undertaken in a manner that seeks to ensure the preservation of

capital in the overall portfolio. Diversification is required in order that potential losses on

individual securities are not excessive relative to the income generated from the remainder

of the portfolio.

(2) Liquidity. The college investment portfolio will remain sufficiently liquid to enable it to

meet all operating requirements, which might be reasonably anticipated.

(3) Return on investment. The college’s investment portfolio shall be designed with the

objective of attaining a market rate of return throughout budgetary and economic cycles,

taking into account this investment rule and the cash flow characteristics of the portfolio.

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(4) Minimization of cost of services. The fourth objective is to minimize transaction costs.

Relationships with securities dealers, investment bankers, and other entities providing

investment services will be carefully managed to secure high quality services while

simultaneously minimizing costs.

(F) Ethics and conflict of interest. Designated college employees involved in the investment process

shall refrain from personal business activities that could conflict with proper execution of the

investment program, including -including having any material financial interest involved in

financial institutions or any substantial personal financial or investment positions that could be

related to, or affected by, the performance of the college’s portfolio. All employees, officers and

investment consultants to the college shall subordinate their personal investment interests to those of

the college, particularly with regard to the timing of purchases and sales.

(G) Authorized financial dealers and institutions. The treasurer/chief financial officer shall maintain a

list of financial institutions and approved security broker/dealers selected by creditworthiness who

are authorized to provide investment services and who qualify under division (M)(1) of section

135.14 of the Revised Code.

(1) All financial institutions and broker/dealers, which desire to become qualified to handle

investment transactions for the college should provide the treasurer/chief financial officer

with: audited annual financial statements; proof of good standing with the office of the

comptroller of the currency and state banking regulators;, national association of security

dealers certifications; proof of Ohio registration; and biographical and regulatory

information regarding the employees who would be the primary contact.

(2) All financial institutions, broker/dealers and consultants, which desire to conduct

investment business for the college must certify that they have read, understood, and agree

to abide by this rule policy.

(H) Authorized investments. The authorized investments below constitute a nonexclusive list of

appropriate investments, as follows:

(1) The Ohio subdivision’s fund, also known as the state treasury asset reserve of Ohio fund,

set forth in section 135.45. of the Revised Code.

(2) Certificates of deposit of any national bank located in the state of Ohio.

(3) No-load money market mutual funds, rated in the highest category by at least one nationally

recognized rating agency, investing exclusively in the types of eligible securities as defined

under sections 3345.05 and 3358.06 of the Revised Code. Eligible money market funds

shall comply with section 135.01 of the Revised Code, regarding limitations and

restrictions.

(4) Bankers’ acceptances, maturing in two hundred seventy days or less, rated in the highest

category by one of two nationally recognized rating agencies.

(5) United States of America treasury bills, notes, and bonds; various federal agency securities

including issues of federal national mortgage association, federal home loan mortgage

corporation, federal home loan bank, federal farm credit bank, student loan marketing

association, government national mortgage association, and other agencies or

instrumentalities of the United States of America. Eligible investments include securities

that may be “called” prior to the final maturity date. Any eligible investment may be

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purchased at a premium or a discount. All federal agency securities shall be direct issuances

of federal government agencies or instrumentalities.

(6) Bonds and other obligations of the state of Ohio.

(I) Prohibited investment practices. In addition to any other prohibitions in the Revised Code, the

college shall not:

(1) Contract to sell securities that have not yet been acquired on the speculation that prices will

decline.

(2) Make any investment in “derivations’ as defined in division (C) of section 135.14 of the

Revised Code.

(3) Invest in a fund established by another public body for the purpose of investing public

money of other subdivisions unless the fund is the Ohio subdivision’s fund (state treasury

asset reserve of Ohio fund).

(4) Enter into reverse repurchase agreements.

(5) Leverage current investments as collateral to purchase other assets.

(6) Invest in stripped principal or interest obligation of otherwise eligible obligations.

(J) Diversification. The college will diversify its investments by security, type and institution. With the

exception of direct obligations of the Ohio subdivision’s fund (state treasury asset reserve of Ohio

fund), no more than seventy-five per cent of the college’s total investment portfolio will be invested

in a single security type or with a single financial institution.

(K) Maximum maturities. To the extent possible, the college will attempt to match its investments with

anticipated cash flow requirements. No investment shall be made unless the treasurer/chief

financial officer, at the time of making the investment, reasonably expects it can be reasonably held

to its maturity. Unless there is no loss to be suffered due to possible early liquidation, the college

will not directly invest in securities maturing more than five years from the date of settlement.

(L) Safekeeping and custody. All security transactions, including collateral for repurchase agreements,

entered into by the college shall be conducted on a delivery-versus-payment basis. Securities will

be held by a third party custodian designated by the treasurer/chief financial officer and evidenced

by safekeeping receipts. Pledge collateral will only be released by the college after verifications

that the principal and interest have been credited to the college’s account.

The treasurer/chief financial officer may require any depository holding a significant portion of the

portfolio to identify specific collateral and to deliver that collateral to the federal reserve bank as

security for the deposit.

(M) Internal controls. The treasurer/chief financial officer is responsible for internal controls, which

include but are not limited to:

(1) The treasurer/chief financial officer shall maintain a current inventory of all investments,

including:

(a) Description of each security

(b) Cost

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(c) Par value

(d) Dates (beginning, settlement, maturity)

(e) Rates

(f) Seller

(2) The establishment of an investment committee consisting of the treasurer/chief financial

officer, controller and budget officer. The investment committee shall generally meet

monthly and review investment options. Prior to making an adjustment to the portfolio, the

members of the committee review investment options. An investment may be decided upon

at the time of purchase or sale via a communication method deemed appropriate among the

members of the committee. In the absence of the treasurer/chief financial officer, the

president will serve as the third member of the committee.

(a) With the approval of the board of trustees, the investment committee may authorize

the services of an investment advisor who meets both of the following

qualifications:

(i) Licensed by the division of securities under section 1707.141 of the

Revised Code; or, registered with the securities and exchange commission.

(ii) Demonstrated experience in the management of investments of public

funds, particularly in the investment of state-government investment

portfolios; or, is an eligible institution as a public depository in accordance

with section 135.03 of the Revised Code.

(b) The investment advisor may assist in the management of the college’s portfolio and

will share the responsibility for the investment and reinvestment of such investment

assets, including the execution of investment transactions. Upon the request of the

board of trustees finance committee or the treasurer/chief financial officer, the

investment advisor will report on all aspects of the college’s portfolio, including

bond market conditions affecting the value of the college’s investments. The

investment advisor may transact business (execute the purchase and/or sale of

securities) with eligible financial institutions, in accordance with this investment

rule. The investment advisor will be required to issue monthly and quarterly

portfolio reports to the treasurer/chief financial officer, as defined in this investment

rule.

(3) The treasurer/chief financial officer shall provide an investment report at regularly

scheduled meetings of the board of trustees finance committee.

The investment report will include a list of all investments and a report on investment

activity and returns.

(N) Education. The treasurer/chief financial officer shall participate in continuing education training

programs sponsored by the state treasurer or the state auditor, in which the treasurer/chief financial

officer is required to participate pursuant to section 135.22 of the Revised Code. Through

participation in In such programs, the treasurer/chief financial officer will develop and enhance

background and working knowledge in investment, case management and ethics.

(O) Adoption and amendment. The board of trustees shall adopt the investment rule and it shall be

annually reviewed for recommended amendment. The treasurer shall file the adopted or amended

investment rule with the office of the auditor of state.

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(P) Certification of reading, understanding and acceptance of the investment rule by those who desire to

conduct investment business with the college.

(1) The undersigned, hereby certifies that it has read, understands and will accept and abide by

this investment rule and the relevant provisions of section 135.14 of the Revised Code in

conducting investment business on behalf of Owens community college; that it understands

that binding arbitration provisions are not permitted and that any non-binding arbitration

provisions governing its relationship with the college must be expressly approved by the

Owens community college board of trustees , and that the officer executing this certification

is authorized to do so on behalf of the undersigned.

Undersigned:

Signature:

Title:

Date:




Prior effective dates: 2/13/2016

History of Reviews

Small Group Review 12-18-18

VP Review 12-17-18

Board Finance Review 1-22-19

The Finance & Budget areas updated/clarified the policy language to address the request of the trustees for

decision-making for when the Treasurer is on paid time off/approved leave.

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APPENDIX III

For Amendment of 3358:11-4-12 Purchasing Policy

3358:11-4-12 Purchasing policy.

(A) Purpose. The board of trustees of Owens community college desires to obtain the maximum value

of each dollar of expenditure, and to obtain quality goods and services from the lowest responsive

and responsible vendor or bidder. This rule does not apply to purchases related to works of

improvement/construction, which are addressed in rule 3358:11-4-24 of the Administrative Code

(construction purchasing). This rule does not apply to purchases related to grant funding, which are

addressed in rule 3358:11-4-28 of the Administrative Code (procurement for federal awards).

(B) Determination of lowest, responsive and responsible bid. A bidder shall be considered responsive if

their proposal meets or exceeds specifications. The bidder shall be considered responsible for

proper execution of contract or purchase order by demonstrating acceptable proof of proper

experience, financial condition, insurance, conduct and performance on previous contracts, which

shall include compliance with regulatory agencies, history of accidents and illness rates, safety

training, references, licensing, and facilities and personnel. Wherever possible, consideration will

be given to bidders utilizing a local workforce. All bidders are encouraged to participate in quality

of life programs for their employees to enhance the greater wellbeing of the local community.

Owens community college, however, reserves the right to reject any and all bids or parts thereof or

items therein and to waive any informality in bids received whenever such rejection or waiver is in

the interest of the college. Owens community college also reserves the right not to award a contract

to the low bidder if the college determines that the low bid is not in the best interest of the college.

Owens community college shall follow the statutory requirements of the Revised Code for the

purchase or the award of a contract for goods and services, including but not limited to section 9.24

of the Revised Code for findings for recovery; section 3517.13 of the Revised Code for campaign

financing.

(C) Encumbering of funds.

(1) The authority to obligate the college for any expenditure of funds shall be limited to the

approval of either the board, the president/chief executive officer, the treasurer/chief

financial officer, or to an employee who has been delegated that responsibility of budget

authority by the president or treasurer/chief financial officer. Employees making an

unauthorized purchase may be held personally liable for that purchase.

(2) The purchase or lease of goods and services requires prior authorization through the

issuance of a purchase order. The issuance of a purchase order ensures funding is available

in the budget within the requested object code. Such issuance of a purchase order shall

encumber funds appropriated for the purchase. Authority to obligate the college for the

purchase of goods and services and to enter into such contracts is limited to those

individuals specifically designated by the board, the president, and the treasurer/chief

financial officer.

(a) Exceptions to the requirement to establish a purchase order are for referees, college

nights (hosted a various schools) for less than two hundred dollars, scholarship

money returned to donors, club accounts, athlete medical bills, plant operation

emergencies, and state and federal aid funds returned to respective governmental

agency. When requesting services from an Owens’ department, verification of

funds must be provided prior to the ordering of goods, materials or services.

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(b) A purchase requisition less than one thousand dollars must be approved by an

employee with budget authority. A purchase requisition equal to or greater than

one thousand dollars must be approved by the budget authority and the supervisor.

A purchase requisition equal to or greater than five thousand dollars must be

approved by the budget authority, the supervisor and the vice president of the

division. A division vice president has the authority to approve a purchase

requisition at lower levels and as pursuant to specified limit(s) in paragraph (C)(3)

of this rule.

(c) A request for direct pay will not be allowed; exceptions are for referees, college

nights (hosted at various schools) for less than two hundred dollars, scholarship

money returned to donors, club accounts, athlete medical bills, plant operation

emergencies, and state and federal aid funds to be returned to respective

governmental agency. Other direct pay requests will not be processed and will be

returned to the requestor for the issuance of a purchase requisition for the

encumbrance of funds. Repeated requests to establish a purchase requisition/order

after a good or service is ordered will result in the removal of a budget

authorization and the necessity of a supervisor’s approval in advance of all

purchase requisitions.

A direct pay request requires approval by the budget authority, the vice president,

and the treasurer/chief financial officer or a delegate of the treasurer/chief financial

officer.

(d) A request to reimburse an employee without the issuance of a purchase order is

limited to two hundred fifty dollars.

(e) Routine or ongoing purchases with a purchase card in accordance with approved

purchase card limits require a purchase order issued in advance of acquiring the

goods or service.

The purchase card purchase limit is one thousand dollars. The treasurer/chief

financial officer or delegate has authority to increase the purchase card limit for

special circumstances. A special circumstance may include travel for an athletic

team, an emergency purchase or a time-limited purchase.

A purchase card cannot be used for meals or liquor. An exception for use of a

purchase card for food is limited to an athletic team or a club account or for the

president or a vice president for a college-related meeting, event or special

circumstance.

Repeated use of a purchase card without budgetary approval or the issuance of a

purchase order will result in the termination of purchase card use, removal of

budget authorization and the necessity of a supervisor’s approval in advance of all

purchase requisitions.

(f) A budget authority must ensure available funds or initiate a budget transfer for

funds in advance of processing a purchase requisition or such purchase requisition

will be returned.

(3) The purchase or lease of vehicles, furniture, equipment or other goods with an aggregate

value between ten thousand dollars and twenty four thousand, nine hundred ninety-nine

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dollars requires prior authorization by a vice president/president and treasurer/chief

financial officer.

The purchase or lease of vehicles, furniture, equipment or other goods with an aggregate

value of twenty-five ten thousand dollars or more requires prior authorization by the a vice

president and treasurer/chief financial officer and the president.

The purchase or lease of vehicles, furniture, equipment or other goods with an aggregate

value of fifty thousand dollars or more requires prior authorization by the president and

treasurer/chief financial officer and the board of trustees. Such purchases shall be reported

to the board of trustees in accordance with rule 3358:11-1-12 of the Administrative Code

(financial standards).

(D) Fixed assets. The capitalization amount for fixed assets with a useful life of at least three years will

be five thousand dollars per unit price.

(E) Competitive bidding.

(1) College personnel involved in the procurement process should exercise good judgment and

secure informal competitive pricing for items requisitioned. All goods and services equal to

or greater than ten thousand dollars, but less than twenty-five thousand dollars, per unit

price, shall have three written proposals.

(2) All goods and services, excluding works of improvement, equal to or greater than twenty-

five thousand dollars per unit price will be competitively bid and legally advertised once a

week for two consecutive weeks in at least one newspaper of general circulation within the

college district. The award will be given to the lowest responsive and responsible bidder

pursuant to the competitive bidding requirements as established in the Revised Code.

(3) Competitive bidding requirements may be waived:

(a) Whenever the board, the president and treasurer/chief financial officer have

determined that an emergency situation exists. (An emergency situation involves

safety, severe damage to college equipment or property or situations in which the

college’s ability to continue operations is significantly at risk.)

(b) In the judgment of the procurement department and with the approval of the

treasurer/chief financial officer it is deemed impossible or impractical to obtain

more than one bid due to the product being a used item, a single source item, or for

any other sufficient reason.

(c) Whenever the state of Ohio, the Ohio inter-university purchasing council, general

services administration, educational and institutional cooperative, national joint

powers alliance, national inter-governmental purchasing alliance, u.s. communities,

provista, sourcing office, Ohio association of community colleges, or other

educational and institutional cooperative contracts are utilized as a source for an

established price.

(d) When the Revised Code allows for the exemption of professional service providers

(i.e., auditors, attorneys, architects, consultants, etc.) from competitive bidding

requirements. (These services should follow a request for proposal process to

ensure the professional service provider has the capability to successfully complete

the required services within the timeframe requested and at a reasonable cost.)

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(e) When distribution is authorized by the college for whom the college is the fiscal

agent or custodian of funds.

(F) Requests for proposals.

(1) Requests for proposals for goods and services, excluding works of improvement, will be

legally advertised in a newspaper of general circulation within the college district once a

week for at least two consecutive weeks prior to the date specified by the college for

receiving proposals.

(2) The college shall select for review at least three proposals. If fewer than three proposals are

received, the college shall review every proposal. The college may cancel a request for

proposals at any time before entering into an agreement with a respondent.

(3) Upon further review of the proposals selected, the college shall award a purchase order or

enter into an agreement with the respondent that is considered to have the most merit,

taking into consideration the scope, complexity and nature of the services to be performed

by the respondent.

(G) College library.

(1) All purchases of library materials such as print and electronic books and periodicals shall be

procured by securing informal competitive price quotations for items requisitioned.

(2) The responsibility and authority of the procurement of library books and periodicals for the

college library is vested in department chairs and deans and the director, library services.

(H) Purchase of printed materials.

(1) Ohio law (section 3345.10 of the Revised Code) requires competitive bidding procedures

for the award and purchase of printed material and that all contracts for printed material

shall be awarded to vendors who have manufacturing facilities within the state.

(2) If the required printed products are not available from a vendor who has manufacturing

facilities within the state, the college shall be permitted to purchase from an out-of-state

vendor.

(I) This rule supplements and supports the Owens community college rule 3358:11-1-12 of the

Administrative Code (financial standards). College administration shall adhere to the contracting

manual provided through the legal services office.

(J) The treasurer/chief financial officer has the authority to promulgate procedures consistent with this

rule.

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(K) Conflict of interest.

(1) No public employee, officer or agent can participate in the selection, award or

administration of a public contract, if the individual has a real or apparent conflict of

interest.

(2) A conflict of interest would arise when:

(a) The public employee, officer, or agent, any member of his or her immediate family,

partner, or organization, which employs or is about to employ any of the parties

indicated herein, has a financial or other interest in or a tangible personal benefit

from such contract.

(b) An officer, employee, or agent cannot solicit or accept a gratuity, favor, or anything

of monetary value from an improper source, including a party seeking to do

business with the college.

(3) A potential or a conflict of interest shall be reported to the treasurer/chief financial officer or to

the general counsel/vice president, administration and human resources.

(4) Depending on the circumstance, non-compliance may be subject to the Owens community

college rule 3358:11-5-52 of the Administrative Code (standards of conduct and disciplinary

process policy and corresponding procedures) or to 3358:11-4-11 of the Administrative

Code (model ethics policy).




Prior effective dates: 7/15/2005, 2/13/2016, 11/24/2017

History of Reviews


VP Review 12-17-18


The Finance & Budget areas updated/clarified the policy language to streamline approval process and to

include a designee for when the Treasurer is on paid time off/approved leave. Also added in conflict of

interest language to reflect similar language required in the proposed new policy for procurement for federal

awards

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APPENDIX IV

For Adoption of 3358:11-4-12 Purchasing Policy

3358:11-4-28 Procurement for federal awards policy.

(A) Purpose. It is the rule of Owens community college to comply with the federal office of management

and budget guidance for grants and agreements; specifically with the uniform administrative

requirements, cost principles and audit requirements for federal awards, 2 C.F.R. 200.

(B) Applicability. The college is responsible for the efficient and effective administration of the award of

federal grant funds. Such funds shall be administered in a manner consistent with all applicable

federal, state and local laws, the associated agreements/assurances, program objectives and the specific

terms and conditions of a grant award. This rule applies all departments within the college.

This rule supplements and supports the Owens community college rules 3358:11-4-12 of the

Administrative Code (purchasing) and 3358:11-4-24 of the Administrative Code (construction

purchasing). College administration shall adhere to the contracting manual provided through the legal

services office.

(C) Implementation. The treasurer/chief financial officer has the authority to promulgate procedures and

standards consistent with this rule, including but not limited to:

(1) General procurement for supplies, materials, services and equipment acquired with federal or

college matching funds.

(2) Management, use and disposition of equipment acquired, in whole or in part, with federal or

college matching funds.

(3) Implement overall internal controls to provide reasonable assurance of compliance with federal,

state, local statutes, regulations and the terms and conditions of the federal grant award, and in

the specific areas of:

(a) Cash management in order to provide reasonable assurance that all assets, including

federal, state and local funds are safeguarded against waste, loss, unauthorized use, or

misappropriation.

(b) Time and effort reports in order to provide reasonable assurance that salaries and benefits

are accurate, allowable and properly allocated to federal or non-federal funds.

(c) Administration of cost principles and sound management practices in order to provide

reasonable assurance of the efficient and effective administration of federal funds.




History of Reviews


VP Review 12-17-18


Rationale: Compliance with OMB's Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards.

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