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Minutes of Teleconference Board MeetingThe Board of TrusteesKilgore Junior College DistrictA Teleconference Board Meeting of the Board of Trustees of the Kilgore Junior College District was held August24, 2020, beginning at 6:30 PM with the following board members present:Janice BagleyJoe Carrington, PresidentDavid CastlesLon Ford, SecretaryJon RoweLarry Woodfin, Vice PresidentMembers Absent: Cecelia SandersDue to health and safety concerns related to the COVID-19 coronavirus, this meeting was conducted byteleconference. A quorum of the board participated by teleconference in accordance with the provisions ofSections 551.122 or 551.127 of the Texas Government Code that have not been suspended by order of thegovernor.Members of the public had access to the meeting as follows: You can join the Zoom Meeting by clicking on linkbeginning at 6:00pm.Topic: Kilgore College Teleconference Board MeetingTime: Aug 24, 2020 06:00 PM Central Time (US and Canada)Join Zoom Meetinghttps://zoom.us/j/93181040780?pwd N1lJMjJjL2FCSlZuUUp6Uk4zaDI1dz09Meeting ID: 931 8104 0780Passcode: 167111One tap mobile 13462487799,,93181040780# US (Houston) 14086380968,,93181040780# US (San Jose)Dial by your location 1 346 248 7799 US (Houston) 1 408 638 0968 US (San Jose) 1 669 900 6833 US (San Jose) 1 253 215 8782 US (Tacoma) 1 312 626 6799 US (Chicago) 1 646 876 9923 US (New York) 1 301 715 8592 US (Germantown)Meeting ID: 931 8104 0780Find your local number: https://zoom.us/u/a1Gxen9uIPublic comments related to this meeting were handled as follows: The presiding officer of the board admonishedAugust 24, 2020 MinutesPage 4576

all attendees to mute themselves until such time as public comment was requested. Individuals who desired tospeak during the public comments section were informed that they had to identify themselves by name prior tospeaking.Members of the public who desired to address the board regarding an item on the agenda were advised that theymust comply with the following registration procedures: All public comment participants must make themselvesknown, along with the subject and/or agenda item being addressed, through the teleconference before the start ofthe meeting.The open portions of this meeting were recorded and made available to the public on the Kilgore College website.The subjects discussed, or considered upon which any formal action could be taken are listed below. Note: Itemsdo not have to be taken in the same order as shown on the meeting notice.1.CALL TO ORDERA. Suspended Open Meetings Act LawsPresenter: Joe CarringtonJoe Carrington called the meeting to order at 6:31pm and read the following:Suspended Open Meetings Act Laws(Script to Be Read by the Board President Before the Teleconference Board Meeting)On March 16, Gov. Greg Abbott granted a request by Attorney General Ken Paxton to temporarily suspend a limitednumber of open meetings laws to the extent necessary to allow telephonic or videoconference meetings in response tothe Coronavirus (COVID-19).In accordance with those suspended rules, we certify the following: Notice of this meeting has been posted online for atleast 72 hours prior to the meeting.1.Although members of the board are not gathered in a central, physical location, we do have a quorum inattendance at this meeting by teleconference.2.We are meeting by use of Zoom software application which allows two-way communication for members ofthe public.3.As we would at any in-person meeting members of the public who have followed the instructions on themeeting agenda for registering to speak during the public comment portion will be unmuted for 3 minutes tospeak. If the speaker submitted written comments in advance, the board’s secretary will read the commentsinto record before or during the board’s consideration of that item.4.All other meeting procedures will adhere to board-appointed procedures to the extent practicable.5.An audio recording of this meeting is being made and will be available to the public at a later date.6.This software application allows for multiple people to interact at a time. We apologize in advance for anyunforeseeable difficulties and ask for your patience as we navigate unprecedented conditions.7.If you have questions about these suspended laws, please call the Office of the Attorney General at 888-6726787 or by email at [email protected] 24, 2020 MinutesPage 4577

2.PRESENTATIONSA. Swearing In of KC Board Of Trustee member, Travis MartinPresenter: Lon FordLon Ford, Secretary for the Board of Trustees, administered the Oath of Office to Travis Martin.Travis Martin is now considered present at the board meeting.Joe Carrington informed everyone that Mr. Martin must take some required training by the TexasHigher Education Coordinating Board (THECB) before he is eligible to vote.3.PUBLIC COMMENTKC Student, Caleb Kincaid, voiced concerns regarding the student help desk. He was asked to follow theboard approved Student Complaint Policy & Procedures.4.CONSENT AGENDAA. To consider approving the minutes of the June 8, 2020 teleconference board meetingB. To consider approval of personnel items submitted as follows:1. Recommendation to accept employee resignations as follows:a. Biology Instructor, effective July 13, 2020 after four years and ten months of serviceb. eLearning Student Support Coordinator, effective August 14, 2020 after two years of service(Title III Grant Funded)c. Director of Adult Education & Literacy, effective August 31, 2020 after three years and threemonths of serviced. LVN Instructor, effective August 31, 2020 after two years and eleven months of servicee. Government Instructor, effective August 31, 2020 after ten years of servicef. Professional Support Assistant, Registrar, Records & Reports, effective October 16, 2020after three years and one month of serviceg. LVN Instructor, effective August 14, 2020 after three years of service2. Recommendation to accept employee retirement as follows:a. Vocational Nursing Instructor, effective December 31, 2020 after seven years and fourmonths of serviceb. Dean of Business & Information Technology, effective September 30, 2020 ater twenty-sixyears and eight months of servicec. Associate Degree Nursing Instructor, effective August 31, 2020 after eight years of serviced. HVAC Instructor, effective August 31, 2020 after fifteen years and two months of servicee. English Instructor, effective August 31, 2020 after twenty-nine years of service3. Recommendation to terminate employment as follows:a. Assistant Fitness Center Manager, effective June 8, 20204. Recommendation for non-renewal of employment contract as follows:a. English Instructor, effective August 31, 20205. Recommendation to change employment as follows:a. Journalism Instructor and Flare Advisor to Coordinator of Marketing Operations andOutreach, effective September 1, 2020b. Assistant Women’s Softball Coach to Kinesiology Instructor and Interim Women’s HeadSoftbal Coach, effective September 1, 20206. Recommendation of employment as follows:a. Project Coach, Early Childhood, Arts & Mathematical Sciences, effectie July 1, 2020 (GrantFunded)b. Campus Life Specialist, Gussie Nell Davis/Rangerette Dorm, Student Development, effectiveJuly 1, 2020August 24, 2020 MinutesPage 4578

c.Interim Kinesiology Instructor & Athletic Trainer, Science & Health Sciences, effective July1, 2020d. Interim Psychology Instructor, Arts & Mathematical Sciences, effective September 1, 2020C. To consider payment of legal feesLon Ford made the motion to accept the Consent Agenda as presented. Janice Bagley seconded themotion. The motion passed unanimously.Personnel AgendaKilgore Junior College DistrictPersonnel AgendaAugust 24, 20201.2.Recommendation to accept employee resignation as follows:a.Ms. Jennifer Hudnall, Biology Instructor, effective July 13, 2020 after four years and 10 months ofserviceb.Ms. Tracy Kaan, eLearning Student Support Coordinator, effective August 14, 2020 after two years ofservicec.Dr. Latasha Goodwyn, Director of Adult Education & Literacy, effective August 31, 2020 after threeyears and three months of serviced.Ms. Tami Yates, LVN Instructor, effective August 31, 2020 after two years and eleven months ofservicee.Mr. John Raulston, Government Instructor, effective August 31, 2020 after ten years of servicef.Ms. Lisa Bischof, Professional Support Assistant – Registrar – Records & Reports, effective October 16,2020 after three years and one month of serviceg.Ms. Amy Collins, LVN Instructor, effective August 14, 2020 after three years of serviceRecommendation to accept employee retirement as follows:a.Ms. Michaelle Green, Vocational Nursing Instructor, effective December 31, 2020 after seven years andfour months of serviceb.Mr. Richard Crutcher, Dean of Business & Information Technology, effective September 30, 2020 aftertwenty-six years and eight months of servicec.Ms. Jackie Hobbs, Associate Degree Nursing Instructor, effective August 31, 2020 after eight years ofserviced.Mr. Tim Bright, HVAC Instructor, effective August 31, 2020 after fifteen years and two months ofservicee.Dr. Ingo Stoehr, English Instructor, effective August 31, 2020 after twenty-nine years of servicePersonnel Agenda cont. on next pageAugust 24, 2020 MinutesPage 4579

Personnel Agenda cont.3.Recommendation to accept employee termination as follows:a.4.Recommendation for non-renewal of employment contract as follows:a.5.Mr. Jamie Henson, Assistant Fitness Center Manager, effective June 8, 2020Ms. Michelle Wilder, English Instructor effective August 31, 2020Recommendation to change employment as follows:NAMEPREVIOUSPOSITIONNEW POSITIONNEW SALARY/RATE OF PAYEFFECTIVEDATEMs. Rachel StallardJournalismInstructor andFlare AdvisorCoordinator ofMarketingOperations &Outreach 2,187.91/pay period 12 mo.equivalent 47,510September 1,2020Ms. Tricia RobinsonAssistantWomen’s SoftballCoachKinesiologyInstructor &Interim Women’sHead SoftballCoach 2,283.33/pay period 12 mo.equivalent 54,800September 1,20206.Recommendation of employment as follows:NameMs. Alana BillsPositionProject CoachEarly ChildhoodLocationArts &MathematicalSciencesSalary/Rate of Pay 1,994.17/pay period 12 mo.equivalent 47,860 GrantFundedHire DateJuly 1, 2020Ms. Betty LongacreCampus LifeSpecialistStudentDevelopment 1,482.00/pay period 12 mo.equivalent 35,568July 1, 2020Ms. DanielleSchoenbacherInterimKinesiologyInstructor &Athletic TrainerInterimPsychologyInstructorScience & HealthSciences 1,113.87/pay period 10.5 mo.equivalent 26,733July 1, 2020Arts &MathematicalSciences 1,712.50/pay period 9 mo.equivalent 41,100September 1,2020Mr. Darrell SmithAugust 24, 2020 MinutesPage 4580

5.EXECUTIVE SESSIONThe Board of Trustees did not go into Executive Session.6.BOARD COMMITTEE REPORTS & ACTION ITEMSA. Investment/Finance/Audit Committee - Larry Woodfin, Chair1. INFORMATION ITEM: Financial UpdateLarry Woodfin was available to answer any questions.2.ACTION ITEM: To consider granting the College President the authority to enter contractnegotiations with Gan-Smith Insurance Agency, a vendor who responded to RFP 2020 BU012Commercial Insurance ProviderLarry Woodfin made the motion to grant the College President the authority to enter contractnegotiations with Gan-Smith Insurance Agency, a vendor who responded to rFP 2020 BU012Commercial Insurance Provider. Because the motion came from a committee, a second was not required.The motion passed unanimously.Recommendation for the selection of Gans-Smith Insurance Agency, Inc. as Kilgore College’s (KC) provider forCommercial Insurance.BackgroundKC’s Office of Procurement Services issued a request for proposals (RFP) for commercial insurance provider. Two proposalswere received. These two companies were Gans-Smith Insurance Agency, Inc. and Hibbs-Hallmark & company.RFQ ReviewA four-member review team evaluated the proposals for services (Dr. Staci Martin, Jeff Williams, Dawn Jones, and TonyJohnson). References were verified by Betsy Hansard. All proposal reviews were based upon the following criteria: servicecapabilities, financial ability/stability, cost of service, comprehensiveness of the proposal, and account management plan. Asummary of these criteria follows:Service Capabilities (maximum 25 points) – demonstration of competency and experience, demonstrates relevantexperience with other Texas public entities, other relevant experience with clients other than Texas public entities whichindicate the scope of services, experience and resources available from proposer with respect to the services sought.Financial Ability/Stability (maximum 15 points) – financial strength of the proposer and/or proposed insurers, as applicable.Cost of Services (maximum 35 points) – total evaluated costs of the proposed insurance coverages and/or services, asapplicable.Comprehensiveness of the proposal (maximum 20 points) – The College will consider one carrier who can provide all linesof coverage in a package format, or will consider various groups. Any pricing adjustments due to unbundling from packageto monoline must be indicated in the initial process.Account Management Plan (maximum 5 points) – Demonstrates a plan explaining how the proposer plans to manage thisaccount and integrate its efforts with those of the College’s staff and work processes. Proposer’s plan to have one point ofcontact between proposer and College, along with a back-up. Proposer should demonstrate knowledge of unique liabilitylimitations of Texas collegesRecommendation cont. on next pageAugust 24, 2020 MinutesPage 4581

Recommendation cont.Review team ratings of the proposals are:EvaluatorGans-SmithHibbs & HallmarkEVALUATOR 19085EVALUATOR 29495EVALUATOR 38774EVALUATOR 490.0587361.05341Total:3.ACTION ITEM: To consider and set the tax rate for tax year 2020 (FY2021 budget)Larry Woodfin made the motion to set the tax rate for tax year 2020 at .17500, which is below the NoNew Revenue Tax Rate, formerly know as the Effective Rate, of .18119. Because the motion came from acommittee, a second was not required. The motion passed unanimously.B. Policy & Personnel Committee - Lon Ford, Chair1. ACTION ITEM: To consider approval of policiesa. Americans with Disabilities Act: Employees & Job Applicants Policyb. Employee Nondiscrimination and Grievance Policyc. Protocol for Suspected/Confirmed Student/Visitor Cases of COVID-19 (update to previouslyapproved policy)d. Student Nondiscrimination and Student Grievance PolicyLon Ford made the motion to approve the above referenced policies. Because the motion came from acommittee, a second was not required. The motion passed unanimously.Americans with Disabilities Act: Employees & Job Applicants Policy on next pageAugust 24, 2020 MinutesPage 4582

Americans with Disabilities Act: Employees & Job Applicants PolicyAmericans with Disabilities Act: Employees & Job ApplicantsAmericans with Disabilities Act:Employees & Job Applicants PolicyApproved by and date:Board of TrusteesExecutive Leadership Team08/24/202007/17/2020Policy:Kilgore College will reasonably accommodate all employees and job applicants, with known qualifying disabilitiesor impairments, as required by the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990(ADA), as amended by the Americans with Disabilities Act Amendments Act of 2008 (ADAAA), where no unduehardship is imposed on the College.Procedures:Approved by and date:Executive Leadership Team07/17/2020Full or part-time employees and job applicants are invited to advise the College of any disability-based limitationsto enable the College to assist the employee and determine eligibility for reasonable accommodation(s). TheCollege is under no obligation to provide reasonable accommodation(s) unless an individual properly identifieshim/herself as a person with disability-based limitations requiring an accommodation and supplies the necessarydocumentation.The College will determine, in consultation with the employee and, if necessary, his/her medical providers, whatconstitutes a reasonable accommodation. The College reserves the right to request additional medicalexaminations, evaluations, or other appropriate information at college expense, if necessary. Supervisors mustcontact the Human Resources Office for assistance in determining the needs of employees requestingaccommodations.Reasonable accommodation(s) will be granted, as determined by the College, unless any suchaccommodation(s) will cause an undue hardship for the College. In determining what constitutes a reasonableaccommodation, or an undue hardship, the College’s decisions will conform to definitions and guidance providedby state and federal law.The Human Resources Office is responsible for the management, implementation and coordination of this policy.Any and all accommodations sought pursuant to this policy must be approved by the director of human resourcesand the employee’s supervisors. All information relating to an accommodation request is considered confidential.Processes and requirements related to this procedure are documented in Appendix A. Processes andrequirements related specifically to COVID-19 accommodations are documented in Appendix B. Processes andrequirements related specifically to service animals are documented in the Appendix C.Americans with Disabilities Act: Employees & Job Applicants Policy cont. on next pageAugust 24, 2020 MinutesPage 4583

Americans with Disabilities Act: Employees & Job Applicants Policy cont.The College strictly prohibits discrimination and harassment against employees based on disability as defined bystate and federal law. If an employee believes he or she has suffered discrimination and/or harassment based ondisability, including the illegal denial of an accommodation, or retaliation for having requested anaccommodation, the employee should immediately contact the Human Resources Office as provided by the AntiHarassment & Complaint Policy.Appendix AProcesses and Requirements1. The employee notifies the Human Resources Office (HR) of his/her limitations and the need for adisability-based accommodation(s).2. After notification, HR will provide the employee a packet of materials including an instructional coverletter, the Reasonable Accommodation Request Form, and the Reasonable Accommodation MedicalQuestionnaire to be completed in order to identify his/her limitations and the need for a disability-basedaccommodation. See Appendices D and E.3. The completed Reasonable Accommodation Request Form and Reasonable Accommodation MedicalQuestionnaire must be returned to the director of human resources (director). Once the director is inpossession of both forms, the director will schedule a meeting with the appropriate supervisory team.Faculty requests will be reviewed by the appropriate dean and the vice president of instruction, with theoption to consult with the employee’s department chair as needed. Staff requests will be reviewed by theappropriate supervisor and vice president.4. The purpose of this meeting is to review the Reasonable Accommodation Request Form, ReasonableAccommodation Medical Questionnaire, and employee job description that outlines essential functions.The supervisory team will utilize these documents to determine what, if any, reasonableaccommodations are available for the individual.5. Upon conclusion of these deliberations, the director will prepare either the Reasonable AccommodationApproval Form or Reasonable Accommodation Denial Form. See Appendices H and I. Consultation withthe College attorney will be required in most cases.6. Once the appropriate approval or denial form is completed, the director and the appropriate supervisoryteam will meet with the employee requesting the accommodation. This group will cover the preparedform with the employee and secure his/her signature as verification of the communication.7. In compliance with applicable laws and regulations, all documents pertaining to a disability request areplaced in a