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REGULAR MEETING OF THE BOARD OF TRUSTEES Jackson College – W.J. Maher Campus Jackson, Michigan November 11, 2019 The regular meeting of the Board of Trustees of Jackson College was held on Monday, November 11, 2019 at Jackson College’s W.J. Maher Campus, located at 3000 Blake Road, Jackson, Michigan 49201. Board Chairman Barnes called the meeting to order at 6:30pm Eastern Standard Time. Board Members Present: Sam Barnes, Trustee/Chairman; John Crist, Trustee/ViceChairman; Donna Lake, Trustee/Treasurer; Matt Heins, Trustee; Philip Hoffman, Trustee and, Sheila Patterson, Trustee/Secretary and Dr. Ed Mathein, Trustee. Others Present: Dr. Daniel J. Phelan, Dr. Kate Thirolf, Cindy Allen, Jason Valente, Jeremy Frew, Teresa Choate, Kim Abbott, Darrell Norris, Michelle Fowler, Lee Hampton, Alana Tuckey and Sara Perkin. ADOPTION OF MINUTES The minutes of the Regular Board Meeting on October 14, 2019 and the Fall Planning Session Meeting Minutes of November 6, 2019 were considered and moved into the record by Chairman Barnes on behalf of the Trustees. DECLARATION OF CONFLICT OF INTEREST There were no conflicts of interest on the agenda noted by Trustees. OWNERSHIP LINKAGE Public Comments There were no public comments. Trustee Mathein shared his speech he had prepared as a nominee for the ACCT Outstanding Trustee Award. Trustee Hoffman requested that Trustee Mathein’s speech be added to the record. Trustee Lake provided an update on the Ownership Linkage Committee. She shared that she and Trustee Crist met with consultant Rose Mercier who provided some feedback on questions to ask and approach to take when scheduling Ownership meetings. GOVERNANCE PROCESS ITEMS FOR DECISION Audit Report Following the Board Audit Committee review in October, Michelle Fowler from Rehman provided an overview of the Audit Report. There were no misstatements and the College received a clean audit. Consideration of Change to Bylaws

President Phelan presented the Bylaws to reflect changes discussed during the Fall Planning Session with Rose Mercer now reflect a better alignment with Policy Governance practice. MOTION BY TRUSTEE HEINS “To approve the Bylaws as presented.” MOTION PASSED UNANIMOUSLY. Board Self-Evaluation – Review Criteria Chairman Barnes asked if the Board had any changes they would like to see to the Board’s Self Evaluation tool. There were no suggestions. The evaluation tool will be sent out by Sara Perkin to the Board and the compiled results will be discussed at the regular meeting on January 12, 2020. EXECUTIVE LIMITATIONS ITEMS Sunset of Current Ends and Executive Limitation Policies Following the approval of the new Board Ends Policy at the August 12, 2019 regular meeting, President Phelan requested the Board consider the sunset of current Ends policies 0304 Accreditation, 0302 Mission Documents and 0305 Policy Governance. He also shared the new Ends policy, which is not just one policy that will have one monitoring report. Also, following the development of new Executive Limitation policies, he also requested the sunset of current Executive Limitation policies 0206 Asset Protection, 0204 Budget/Forecasting, 0207 Communication and Counsel to the Board, 0203 Compensation and Benefits, 0205 Financial Conditions, 0201 General Executive Constraints and 0202 Human Relationships. MOTION BY TRUSTEE MATHEIN “To sunset the current Ends and Executive Limitation Policies presented. MOTION PASSED UNANIMOUSLY. Consideration of New Executive Limitation Policies President Phelan shared the 13 new executive limitation policies resulting from the Board’s work at the November 6, 2019 fall planning session facilitated by Rose Mercier. MOTION BY TRUSTEE CRIST “To approve the 13 new Executive Limitation policies as presented.” MOTION PASSED UNANIMOUSLY. Consideration of Wickwire House Future Use Following discussion at the Fall Planning Session, President Phelan presented information regarding Wickwire House including some plus and delta items if the Board were to consider the sale of the Wickwire property. Following discussion by the Board, it was determined they would like to have some further investigation done by the President and that this will come back to the Board for consideration at the January 13, 2020 regular meeting. MOTION BY TRUSTEE HEINS “To direct the president to announce the issue of exploring the sale of Wickwire Property and to obtain an appraisal on the property.” MOTION PASSED UNANIMOUSLY. INFORMATION REQUESTED BY THE BOARD CEO & CFO Audit Certifications President Phelan included the CEO and CFO Certification of Executive Limitations Compliance documents as required by current Board Policy. He noted that, going

forward, this practice would be discontinued in favor of board monitoring, per Policy Governance standards. SELF-EVALUATION OF GOVERNANCE PROCESS & BOARD PERFORMANCE AT THIS MEETING This agenda item provided an opportunity for the Board to reflect on how well Policy Governance principles were incorporated into each meeting. Trustee Crist commented that the Board will continue to need to work together as they work through these changes. ADJOURN MOTION BY TRUSTEE HOFFMAN “To adjourn.” MOTION PASSED UNANIMOUSLY. Meeting adjourned at 7:04PM. The foregoing minutes of the regular meeting of the Board of Trustees held on Monday, November 11, 2019 were approved at the regular meeting of the Board held on January 13, 2020. _______________________ Secretary

_______________________ Chairman

BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020 TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed: 4.0

Ownership Linkage 4.1 Public Comments (limit of 5 minutes per person) 4.2 Ownership Linkage Committee Update

Description: This agenda item is set aside for any public comments that come forward. Additionally, Trustees Lake and Crist will provide an update on the Ownership Linkage plan.

Resource Impact: None Requested Board Action: None Action Taken: None

BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020

TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed: 5.1

Board Self-Evaluation

Description: Each year, the Board undergoes a self-evaluation of its governance practice and performance responsibilities under Policy Governance at Jackson College. This section of the agenda is reserved for Chairman Barnes to review a summary of the findings of the Board Self-Evaluation. Should it be of interest to the Board, we could include specific elements for further discussion at the Boardâ&#x20AC;&#x2122;s Spring Planning Session. Additionally this would be the appropriate time to provide any feedback you have on the method and tool being used for the evaluation process. I recommend that the board consider this topic during our Spring Planning Session for a deeper discussion. Resource Impact: None Requested Board Action: None Action Taken: None

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BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020

TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed: 5.2

Monitoring Report Schedule

Description: Enclosed for your review and editing are a draft proposed monitoring report schedule which reflects the new 13 Executive Limitation and one Ends policy. You’ll note that this work will replace the CEO/CFO compliance process which was last reviewed in October. Following your approval, we will begin working with consultant Rose Mercier on the change in report structure to include reasonable interpretation and appropriate monitoring response.

Resource Impact: Continuing work with Rose Mercer on Monitoring Report construction Requested Board Action: Approval of Monitoring Report Schedule Action Taken: MOTION BY TRUSTEE HEINS “To approve the monitoring report schedule with the change of Ends to August and Treatment of Staff to September.” MOTION PASSED UNANIMOUSLY.

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BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020

TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed: 5.3

Professional Development Opportunities/Priorities

Description: Per the Chairmanâ&#x20AC;&#x2122;s request this time has been set aside to reviewing upcoming conferences and events so the Board can determine what their focus will be. Enclosed is a document with a summary of upcoming events.

Resource Impact: None Requested Board Action: None Action Taken: None

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’

BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020

TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed: 5.4

Consideration of Spring Planning Session Date

Description: Following a poll of the board, the date selected for the 2020 Spring Planning Session is April 29, 2020. Following feedback from the Board, the retreat will be held on campus in Walker Hall Community Room 145. We will plan on beginning around 8:00am and ending by 3:30pm.

Resource Impact: Modest - meals, supplies, and staff preparation costs. Requested Board Action: Consideration of Spring Planning Session date. Action Taken: None. Additional dates will be reviewed and shared.

BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020

TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed and Policy Reference: 6.1

JPEC Governor Appointments

Terms for JPEC Governors Jonathan Williams, Don Cooper and Zoe Wilcox expired on December 31, 2019. At the October 28, 2019 Regular meeting, the JPEC Board of Governors unanimously voted to reappoint Governors Williams, Cooper and Wilcox. Enclosed is a letter from JPEC President Shane Malmquist requesting your approval of these three reappointments. These terms will be effective immediately and will expire on December 31, 2021.

Resource Impact: None Requested Board Action: Approval of JPEC Board of Governor Appointments Action Taken: MOTION BY TRUSTEE CRIST â&#x20AC;&#x153;to approve the appointments of JPEC Governors Jonathan Williams, Don Cooper and Zoe Wilcox. MOTION PASSED UNANIMOUSLY. TRUSTEE MATHEIN WAS NOT IN THE ROOM FOR THIS VOTE.

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BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020 TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed and Policy Reference: 6.2

Consideration of Changes to Asset Protection Policy

Enclosed are a couple of recommended changes to policy EL-5 Asset Protection. Following our work with Rose Mercer, CFO Darrell Norris and I concluded that the proposed changes enhance the clarity of the policy. The recommendations are presented herein.

Resource Impact: None Requested Board Action: Approval of EL-5 Asset Protection Policy Action Taken: MOTION BY TRUSTEE HEINS “To approve the Asset Protection Policy as presented.” MOTION PASSED UNANIMOUSLY.

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BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020 TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed and Policy Reference: 6.3

Wickwire Property Information

Following the discussion at the November 11, 2019 Board Meeting, this agenda item has been added for your consideration of information obtained at the Boardâ&#x20AC;&#x2122;s request regarding the Wickwire House. As requested, two appraisals are presented herein: one with the house, buildings, and immediate property around the house; and one with the addition of surrounding agricultural and forested spaces. An enclosed site map provides clarity about the properties involved.

Resource Impact: None Requested Board Action: Decision on future use of Wickwire property Action Taken: None. This item will be carried over to a future meeting.

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BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020

TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed and Policy Reference: 7.1

FY 2020 Q2 Financial Report

Enclosed for your consideration is the 2nd quarter financial report for FY 2020. I am generally pleased with the Collegeâ&#x20AC;&#x2122;s financial status currently, and can respond to questions you have about this Q2 report. As we move forward with our Policy Governance work, these quarterly reports will be transitioned to board monitoring reports. I will be sure to point out this transition before it occurs. Rose Mercer will be assisting us with this work as well.

Resource Impact: None Requested Board Action: None Action Taken: None

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BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020 TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed and Policy Reference: 7.2

Outstanding Award Committees

Per Policy Governance, I recommend that the Board suspend further participation in this work. You will recall that historically, the Board has appointed a trustee to serve on the Outstanding Award Committees. Recall that there are four award committees: Student, Support Staff, Faculty and Administrator. Last year, Trusteeâ&#x20AC;&#x2122;s Lake, Mathein, Heins and Hoffman volunteered to sit on the various committee(s).

Resource Impact: None Requested Board Action: None Action Taken: The Board agreed to step back from involvement with the outstanding committees to be in alignment with Policy Governance.

BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020 TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed and Policy Reference: 7.3

Distinguished Service Award

Each year the Board identifies a recipient for recognition of the Distinguished Service Award. I recommend early submission of nominees this month and have enclosed is a listing of previous recipients to begin discussions. Recall that our policy provides that any trustee that has served for two or more terms on the Board of Trustees is automatically awarded this recognition. Formal consideration and selection of the Distinguished Service Award recipient will be brought forward for Board consideration at next monthâ&#x20AC;&#x2122;s meeting on February 3, 2020. I encourage the Board to advance a single recipient in order to maintain the exclusivity of this award for consideration. Resource Impact: None Requested Board Action: None Action Taken: None. A final determination will be made at the March meeting.

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BOARD OF TRUSTEES MEETING Action & Information Report Board Meeting Date: January 13, 2020 TO: FROM:

Jackson College Board of Trustees Dr. Daniel J. Phelan, President

Subject to be Discussed and Policy Reference: 8.1

Principles of Policy Governance

This time has been set aside for the Board, as part of our continuous improvement work in order, to assess the Boardâ&#x20AC;&#x2122;s work and commitment towards the ten Policy Governance principles, as well as its governance practice. The URL link below will provide an overview of the principles that you can use for determining the effectiveness and efficacy of the Boardâ&#x20AC;&#x2122;s work both in terms of this meeting and in general governance practice. https://governforimpact.org/resources/principles-of-policy-governance.html

Resource Impact: None Requested Board Action: None Action Taken: None