Board of Directors Meeting Minutes November 14, 2025

OWENSBORO COMMUNITY AND TECHNICAL COLLEGE
BOARD OF DIRECTORS’ MEETING
Thursday, November 14, 2024
 Minutes

BOARD MEMBERS PRESENT:  Charles “Buzz” Backstrom, Sr., Zara Basham, Sharmy Davis, Joan Hayden, Doug Hoyt, Pat Jones, Jordan Lanham, CeCe Robinson, and Sofia Stinnett

OTHER GUESTS PRESENT:  Purani Kannan, member of the OCTC Student Government Association

CALL TO ORDER

The meeting was called to order at 5:31 p.m. (CST), on November 14, 2024. The meeting was held in the Administration Board Room.

APPROVAL OF MINUTES

Chair Hoyt stated minutes from July 11 and September 12 will be presented for approval. He called for a motion to accept the July 11, 2024, minutes. 

Motion: Zara Basham motioned to approve the minutes from the July 11, 2024, OCTC Board of Directors’ meeting. CeCe Robinson seconded the motion.

Vote:  The minutes from the July 11, 2024, OCTC Board of Directors’ meeting were approved unanimously. 

Chair Hoyt called for a motion to approve the meeting minutes from the September 12, 2024 meeting. 

Motion:  A motion was made by Zara Basham to approve the minutes from September 12, 2024, OCTC Board of Directors’ meeting. Pat Jones seconded the motion.

Vote:  The minutes from the September 12, 2024, OCTC Board of Directors’ meeting were approved unanimously.  

NEW BUSINESS

Officer Election Information

The election of officers will be deferred due to the expired terms of all Board members, and we are awaiting new appointments. 

Quarterly Budget Reports

Vice President Sarah Price shared the following first-quarter variance report:

Revenue (Unrestricted Funds)

Tuition and Charges: 56.56% received. This revenue percentage is consistent with the OCTC enrollment for fall and summer 2024. Additionally, the net SEEK budget was incorporated into the Tuition and Charges budget. 

Noncredit Tuition- 37.02%  received. Revenue for this category surpassed the first quarter parameter, primarily for business and industry training.

Sales and Services- 42.37%  received. Revenue for this category has surpassed the first quarter parameter. Bookstore commission, online course charge, and transcripts contributed to the increase in revenue in this category.

Revenue-(Restricted)- 18.22% received. This amount is below first quarter parameter due to the $38 million HealthForce Kentucky budget, of which only $1,141,448.00 was received in actual revenue. This percentage reflects receipt for the restricted student financial aid for fall 2024, in addition to other grant and gift revenue received.

Expenses

Instruction- 19.42% expended. This category has not surpassed the first quarter parameter due to budgeting a portion of the College’s fund balance in this category.

Library- 32.76% expended. Expenses in this category surpassed the first quarter parameter. The cause was an increase in annual costs expensed in the first quarter for items such as subscriptions and electronic databases.

Student Services- 36.25% expended. Expenses in this category surpassed the first quarter parameter. Each year, the System Recharges, including the Student Service Help Desk, are expended in the first quarter. Without this expense, the category would be within the first quarter standard parameter.

Operations and Maintenance- 32.89% expended. Expenses in this category surpassed the first quarter parameter. There was a change in the payment of the building maintenance contract beginning FY 2025. The entire charge of $315,400 was expensed in the first quarter. This increased the total percentage expensed for the first quarter to surpass the first-quarter standard parameter.

Student Financial Aid- 57.87% expended. This category surpassed the first quarter parameter. Expenditures reflect the increase in students taking dual credit courses.

Expenses (Unrestricted)

Capital Outlay- 5.61% expended. Expenditures in this category are capital equipment, including library resources. The remaining portion of the annual lease payment for the ESG-guaranteed energy project was paid in the first quarter. Note: A portion of the College’s fund balance is budgeted in this category.

Current Operating- 30.54% expended. This category has just surpassed the standard first quarter parameter.

Grants and Aid- 57.87% expended. Expenditures in this category exceeded the first quarter parameter. Expenditures are reflected in students taking dual credit courses.

Approval of Strategic Needs Analysis

Ms. Price reviewed the Strategic Needs Analysis – Capital Budget Requests for fiscal years 2028-2032 distributed into prioritized and biennium order. It was noted the creation of the master plan attributed to the prioritization of the project phases.

First Biennium: HVAC Replacement Phase III (Main Campus), Safety and Security Upgrade (all campuses), ADA Upgrades Phase I (all campuses), and Roof Replacement/Repairs (Main Campus)

Second Biennium: ADA Upgrades Phase II (all campuses), Renovation of Science, Humanities, and Technical Buildings (Main Campus), Allied Health Consolidation and Expansion (Main Campus), and Campus Renovation (Downtown Campus). 

Third Biennium: Renovation of Administration Building, Learning Resource Center, and Campus Center (Main Campus) and Southeastern Campus Renovation 

After discussion, Chair Hoyt called for a motion to approve the Strategic Needs Analysis – Capital Budget Requests as presented.

Motion: A motion was made by Zara Basham to approve the Strategic Needs Analysis -Capital Budget Request FY 2028 to FY 2032.  A second was made by CeCe Robinson.

Vote: The Strategic Needs Analysis – Capital Budget Request 

FY 2028 – FY 2032 was unanimously approved.

President’s Report

Dr. Williams gave the following report:

• Sheri Plain was welcomed as the new vice president of Workforce Solutions;
• The fall 2024 official enrollment finished with an increase of 3.96% in headcount (186 students) and 9.6% in credit hours;
• OCTC leads KCTCS in both conversion and yield rates. The conversion rate, representing the percentage of leads that complete an application, is just under 20%. Meanwhile, the yield rate, which reflects the percentage of applicants who actually enroll, stands at 65%;
• Each of the Strategic Enrollment Management Innovation Grants was highlighted. Nine of the eleven proposals were awarded, totaling, approximately $150,000;
• The annual TRiO report and the Financial Aid PPA report were successfully submitted to the Department of Education. The PPA submission is required for the approval of our academic programs, and OCTC’s programs have received full approval;
• Additionally, the Title III grant achieved all its benchmarks, and the final report is currently being prepared;
• A recommendation stemming from SJR 179 is to streamline the Board appointment process;
• OCTC’ Common Read celebrated its 20th year and received recognition from Governor Beshear. It was noted OCTC’s Common Read program has gained national recognition;
• The target and actuals for the 2022-26 Strategic Plan Key Performance Indicators were presented via PowerPoint, covering enrollment, persistence, transfer, employee retention rates, and alternative revenue;
• OCTC raised over $2400 for United Way Campaign;
• OCTC has been recognized again as a Great College to Work For; and,
• An overview of the Higher Education Emergency Relief Fund was provided.

OLD BUSINESS

There was no old business.

ANNOUNCEMENTS

• OCTC’s Holiday Awards Ceremony/Potluck is December 13 from 11:00 am-1:00 pm in the Industry Innovation Center.
• Giving Tuesday is December 3, 2024.
• OCTC’s Graduation Ceremony is set for December 17, 2024, at the RiverPark Center.
• Giving Tuesday is December 3, 2024.
• Sofia Stinnett has recruited 33 students for the Student Government Association, the largest membership in history.
• The next OCTC Board meeting is January 9, 2025.

ADJOURNMENT

Chair Hoyt adjourned the meeting at 6:23 p.m. 

Approved:

Signature on File
Scott Williams, Ph.D.           
President

Signature on File
Doug Hoyt, Chair
Chair