Board of Directors Meeting Minutes, March 13, 2025 | OCTC

Board of Directors

Board of Directors Meeting Minutes, March 13, 2025

OWENSBORO COMMUNITY AND TECHNICAL COLLEGE
BOARD OF DIRECTORS’ MEETING
Thursday, March 13, 2025
Hybrid Delivery
Minutes

BOARD MEMBERS PRESENT:  Zara Basham, Sharmy Davis, Doug Hoyt, Pat Jones, and Jordan Lanham

BOARD MEMBERS ABSENT: Charles “Buzz” Backstrom, Sr., Joan Hayden, CeCe Robinson, and Sofia Stinnett

CALL TO ORDER

Chair Doug Hoyt called the OCTC Board of Directors’ meeting to order at 5:31 p.m. (CST) on March 13, 2025. The meeting was held in the Administration Board Room using the Microsoft Teams platform.

APPROVAL OF MINUTES

Chair Hoyt called for a motion to approve the minutes from the January 9, 2025, meeting.

Motion: Ms. Zara Basham made a motion to approve these minutes with a second made by Mr. Jordan Lanham.

Vote: The January 9, 2025 meeting minutes were unanimously approved. 

NEW BUSINESS

May 2025 Board Meeting

The May meeting must be rescheduled to ensure budget reporting deadlines are met. After discussion, the Board will change the meeting date to Thursday, May 1, 2025.

Quarterly Budget Report

Vice President Sarah Price provided a report on the Second Quarter Variance report:

Revenue

Tuition and Charges: 96.78% was received. This revenue percentage is consistent with the OCTC enrollment for Summer 2024, Fall 2024, and Spring 2025. Additionally, the net SEEK budget was incorporated into the Tuition and Charges budget.

Noncredit Tuition- 58.69% was received. Revenue for this category surpassed the second quarter parameter, primarily for business and industry training. 

Sales and Services- 79.82% was received. Revenue for this category surpassed the second quarter parameter. Bookstore commission, on-line course charge, and transcripts contributed to the increase of revenue in this category.

Other Sources- 0.02% was received. This item represents the budgeted College fund balance.

Budget Reserve- 0.00% was received. This item represents the budgeted Budget Reserve. 

Restricted Funds- 25.48% was received. This amount is below first quarter parameters due to the $38 million Healthforce Kentucky budget, of which only $3,275,855.97 in actual revenue was received. This percentage reflects receipt of the restricted student financial aid for Fall 2024, in addition to other grant and gift revenue received.

Expenses

Instruction- 41.54% was expended. This category has not surpassed the second quarter parameter due to budgeting a portion of the College’s fund balance in this category.

Public Service- 55.98% was expended. Expenses in this category surpassed the second quarter parameter. 

Student Services- 57.06% was expended. Expenses in this category surpassed the second quarter parameter. Each year, the System Recharges, including the Student Service Help Desk, are expended in the first quarter.

Institutional Support- 40.13% was expended. 

Student Financial Aid- 85.81% was expended. This category has surpassed the standard second quarter parameter. Expenditures reflect the increase in students taking dual credit classes.

Budget Reserve- 0.00% was expended. We are not authorized to expend the budget reserve without approval from KCTCS. 

Capital Outlay- 8.22% was expended. The expenditures in this category are capital equipment, including library resources; half of the annual lease payment for the ESG-guaranteed energy project was paid in the first quarter. Note: The College’s fund balance is budgeted in this category. 

Grants in Aid- 85.81% was expended. This category has surpassed the standard second quarter parameter. Expenditures reflect the increase in students taking dual credit courses.

Approval of the OCTC Mission Statement

The Southern Association of Colleges and Schools, in conjunction with the KCTCS Board of Regents, requires each of the 16 colleges review, evaluate, and approve their mission statement every three years. In accordance with this directive, Dr. Williams appointed a workgroup to review the current mission statement. After consideration, the workgroup endorsed the existing statement without revisions. This recommendation was subsequently presented to the Executive Team, Administrative Council, and College Assembly, all of which approved and endorsed the statement. The approved Mission Statement was presented to the Board for approval. 

Motion: Chair Hoyt called for a motion to approve the Mission Statement as presented. Zara Basham made a motion to approve the current Statement. There was no discussion. Pat Jones made a second motion.

Vote: The motion was approved unanimously.

Board Self-Evaluation

Chair Hoyt shared that he would email the Board Self-Evaluation to all Board members. This evaluation, which is conducted every two years, should be completed and returned to Chair Hoyt by April 30.

Evaluation of the President

The Board of Directors evaluates Dr. Williams’ performance annually. Chair Hoyt will email the evaluation tool to the Board.

President’s Report

Dr. Williams provided the following report:

  • Spring 2025 enrollment increased 8%, equating to 288 students and an increase of 10½% (3,000+) in credit hours delivered;
  • KCTCS representative Chris Crumrine met with the staff from the Governor’s office responsible for Board of Director appointments. The process is moving forward as applications from interested parties are being received;
  • The College’s collaborative budget process is in progress. With the increase in enrollment and performance-based funding, this will suggest a stronger budget for the upcoming academic year;
  • Evaluations of the 2024 Strategic Enrollment Grant projects will begin in May with a report on the projects’ impact due in June.  Faculty and staff will then have the opportunity to apply for a new round of funding for the upcoming academic year;
  • A report on the legislative session was provided;
  • Bruce Williams has been appointed as the CEO/COO of Healthforce Kentucky. Progress continues with the Healthforce Kentucky Simulation Center.
  • A report on the following renovations was provided:
    • The fire alarm/sprinkler system has been completed;
    • Security gates have been installed in the Learning Resources Center;
    • Prep work for the switchgear project has been completed at the Downtown Campus, with expected delivery of the part in December;
    • The kitchen renovation is complete, and the RFP has been submitted with the intent of having food service in Fall 2025;
    • Elevator upgrades are ongoing, with two of the four completed;
    • The second building of the HVAC project is in progress and on schedule
  • OCTC submitted its compliance report for reaccreditation. A response report should be received in April which will outline any items to be addressed. That report is due in August along with OCTC’s Quality Enhancement Plan (QEP). The on-site committee will be on campus in late September, early October; 
  • OCTC, Kentucky Wesleyan College, and Brescia University, are partnering with local civic organizations to collect food for the local Help Office in the inaugural Charitable Challenge event;
  • A donation of $10,000 was received from Cargill, Inc. for a Motus tracking system in the Virginia Miles Nature Center;
  • Domtar donated $25,000 to the OCTC Foundation. These funds will be used to create a craftsman closet, which will assist students in need of protective equipment and tools;
  • Congratulations to the Auto/Diesel Technology program for a successful reaccreditation visit. No recommendations were reported;
  • Recent data has revealed that students who begin their academics at OCTC achieve a higher GPA compared to those who begin their academics at WKU. The GPA average increased from 3.1 to 3.2. This is testament to the strong academic foundation provided by OCTC.
  • OCTC will host Going Pro on April 14. OCTC alumni from the manufacturing and allied health programs will be honored along with their employers. Those graduating and transferring to a four-year university will be added to this year’s celebration; and
  • OCTC’s inaugural Trade Wars competition is set for April 25.

ANNOUNCEMENTS

OCTC Spring Commencement ceremonies are scheduled for May 13 and 14, 2025.

Chair Hoyt expressed his appreciation to the Board for their contributions and emphasized how important the College Board’s participation is when reported on a grant application.

ADJOURNMENT

With no other business, Chair Hoyt adjourned the meeting at 6:12 p.m. 

Approved:

Signature on File
Scott Williams, Ph.D. 
President

Signature on File
Doug Hoyt
Chair