Colby Community College

The meeting included a Program Overview by the Business Instructor, detailing transfer and non-transfer programs, faculty challenges, and a suggestion for enhancing the student meal plan. Administrator reports covered late fall session credit hours, balancing online and face-to-face course offerings, the review of bids for the ERP RFP, and updates on athletic seasons. The President reported on the start of the Colby Grade School After School Program and upcoming travel to Washington, D.C. Business items involved the selection of the Finance Committee slate for 2026, approval of the Board of Trustees Travel and Professional Development Policy, the election of 2026 officers, and the approval of the Gate Stop Policy, aligning with Kansas Department of Corrections standards. New policies concerning payment controls for international online and outreach students were approved, as well as a policy clarifying the college's stance on serving undocumented individuals. The board also accepted the resignation of a Financial Aid Counselor. Two executive sessions were held to discuss non-elected personnel.

The primary business of the meeting included the consideration and approval of bids for the Dorm and Maintenance Shed project, with the motion passing to accept the bid from Stephens Construction for a total cost of $7,861,728. The Board also accepted the updated audit report, which reflected no significant or material deficiencies. Furthermore, the academic calendar for Fall 2026 through Spring 2027 was approved. Policy updates regarding public comment procedures, including a 24-hour notice requirement for speaking, were approved. The trustees reviewed a request to write off small account balances totaling $6,727 and approved sending a separate group of delinquent student accounts totaling $78,753.77 to collections. Discussions were held regarding the election of officers for 2026 and the selection rotation for the Finance Committee, which was tabled. Administrator reports covered student affairs, academic affairs, business affairs, public relations, and athletics.

The primary purpose of this special meeting was to receive vendor presentations regarding the Dorm/Maintenance Shed Request for Proposals (RFP). Vendors, including QMC, Stephens Construction, Innovative Design in Architecture, and Special Engineering Solutions, delivered independent presentations and responded to Trustee questions. Following the presentations, the Trustees held a discussion, and the President indicated plans to prepare follow-up questions for an accurate comparison of proposal components. No formal action was taken regarding the RFP presentations.

The meeting included several key actions and discussions. The Audit Presentation and Acceptance for 2024-2025 was presented, resulting in the acceptance of the results which showed no material weaknesses and an unmodified opinion. Two executive sessions were held to discuss non-elected personnel, the second of which resulted in the unanimous vote to terminate the contract of Ms. Chi Ogboko. The Board approved the disposition of surplus items, including outdated textbooks, specific cattle, and broken furniture. Vendors QMC, Inc. and Stephens Construction were selected to present at a future Special Board meeting regarding the Dorm and Maintenance Shed RFP. The contract agreement with EdSights for a two-year Chatbot service was approved. Goals for Graduation, Retention, and Persistence Rates were approved. Standard PTA clinical agreements with Gove County Medical Center and Spooner were accepted. Changes to the Leave Policy regarding payout for accrued annual leave and usage during the final two weeks were approved. Authority was granted to the President to reauthorize the Van RFP and purchase two vans outside the area due to previous failures. Finally, the resignation of Nursing Instructor Kelsey Plummer was accepted, with enforcement of the 10% contract penalty requested.

The special meeting was convened for the purpose of discussing the Dorm/Maintenance Shed Request for Proposal (RFP). The Board reviewed vendor responses, updated materials provided by QMC and Stephens Construction concerning the college's request to design and construct a new student dormitory and a maintenance shed, and analyzed revised submittals and design adjustments presented by the President. No action was taken regarding vendor selection during this meeting.