Illinois Community College District #511 Rock Valley College 3301 North Mulford Road Rockford, IL Board of Trustees Meeting April 8, 2014

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1 Illinois Community College District #511 Rock Valley College 3301 North Mulford Road Rockford, IL Board of Trustees Meeting April 8, 2014 The Closed Session meeting of the Board of Trustees of Community College District No. 511, Winnebago, Boone, DeKaib, McHenry, Ogle, and Stephenson Counties, Illinois, convened in room 117/119/121 of the Woodward Technology Center (WTC) on the main campus on Tuesday, April 8, 2014 at 5:17 p.m. Chairperson Michael Dunn, Jr., called the meeting to order. Roll Call The following members of the Board were present: Mr. Michael Dunn, Jr. Ms. Lynn Keamey Mr. Randy Schaefer Maculson Massenat, student trustee Mr. Frank Haney Ms. Kathy Kelley Mr. Patrick Murphy The following trustee was absent: Mr. Don Gillingham (entered 5:25 p.m. during closed session) Also in attendance: Mr. Mike Mastroianni, Interim President; Mr. Sam Overton, Jr., Vice President of Administrative Services; Dr. Brian Sager, Vice President of Academic Affairs/Chief Academic Officer; Dr. Amy Diaz, Vice President of Student Development; Mr. Greg Wear, Interim Vice President of Career & Technical Education; Ms. Pamela Owens, Executive Director of the RVC Foundation and College Advancement; Ms. Susan Busenbark, Vice President of Liberal Arts and Sciences; Ms. Jessica Jones, Executive Director of Human Resources; Dr. Lisa Mehlig, Executive Director of Institutional Research; Ms. Ann Kenvitz, Assistant to the President; Attorney Susan Glover. Reconvene Open Session On a motion by Trustee Lynn Kearney, seconded by Trustee Patrick Murphy, the meeting was adjourned to open session at 6:07 p.m. The motion was approved by unanimous roll call vote. Special Announcement Board Chairperson Michael Dunn Jr. announced that trustees have unanimously approved a contract with Mr. Mike Mastroianni as the College s next president. The formal announcement was made at a press conference held earlier in the day. Rock valley College Board of Trustees Minutes of April 8, 2014 (March 25 rescheduled) Page 1 of 11

2 General Session The General Session of the regular meeting of the Board of Trustees of Community College District No. 511, Winnebago, Boone, DeKaIb, McHenry, Ogle, and Stephenson Counties, Illinois, convened in room 117/119/121 of the Woodward Technology Center (WTC) on the main campus, on Tuesday, April 8, 2014 at 6:15 p.m. Chairperson Mr. Michael Dunn, Jr., called the meeting to order. The following members of the Board were present: Mr. Michael Dunn, Jr. Ms. Lynn Keamey Mr. Randy Schaefer Mr. Don Gillingham Mr. Frank Haney Ms. Kathy Kelley Mr. Patrick Murphy Maculson Massenat, student trustee Also in attendance: Mr. Mike Mastroianni, Interim President; Mr. Sam Overton, Jr., Vice President of Administrative Services; Dr. Brian Sager, Vice President of Academic Affairs/Chief Academic Officer; Dr. Amy Diaz, Vice President of Student Development; Mr. Greg Wear, Interim Vice President of Career & Technical Education; Ms. Pamela Owens, Executive Director of the RVC Foundation and College Advancement; Ms. Susan Busenbark, Vice President of Liberal Arts and Sciences; Ms. Jessica Jones, Executive Director of Human Resources; Dr. Lisa Mehlig, Executive Director of Institutional Research; Ms. Ann Kenvitz, Assistant to the President; Attorney Susan Glover. Approve Minutes Trustee Don Gillingham made a motion, seconded by Trustee Randy Schaefer to approve the minutes of February 14,2014; February 15, 2014; February 16, 2014; March 19, 2014; March 21, 2014; March 27, 2014 (all Presidential Search); February 25, 2014 and March 19, 2014 (Special Meeting- Personnel). Trustee Haney asked that the minutes of the Special Meeting held March 19 to discuss a personnel matter be amended to show that he was in attendance, but arrived late. Trustee Lynn Keamey made the motion to amend the March 19 minutes accordingly, seconded by Trustee Randy Schaefer. The amended motion was approved by unanimous voice vote. Communications and Petitions (Public Comment) Mr. Bob Trojan addressed trustees regarding the successful event held April 3 at the Stenstrom Center for Career Education. He remarked that RVC needs to market itself more with the manufacturing community and perhaps re-establish the manufacturing council initiated by former RVC President Karl Jacobs. Mr. Trojan distributed a flyer inviting trustees and college personnel to attend the Rockford Region Manufacturing Day scheduled for October 2. No additional visitors were recognized. Recognition of Visitors Rock valley College Board of Trustees Minutes of April 8,2014 (March25 rescheduled) Page 2 of 11

3 There were no special presentations. General Presentations Board Committee Reports and Presentation of Approved Committee Meeting Minutes Trustee Randy Schaefer, chair of the Human Resources Committee, reported that the committee met recently and discussed the following: Discussed a possible healthcare partnership following a presentation by Ryan Brauns and Molly Brauns of Rockford Consulting and Brokerage. The Board Policy Manual has been completed; the Procedures will be done next. The hiring policy has been changed so that trustees will approve hiring decisions rather than acknowledge them. Trustee Randy Schaefer, chair of the Facilities Committee, reported that the committee met recently and reviewed the following: Heard presentations from architect lintis for the Aviation Hanger/Education Facility project. The scope of the CLII project will be discussed at the next meeting to be held April 14 Trustee Randy Schaefer, chair of the Presidential Search Committee, thanked everyone involved in the presidential search. Trustee Kathy Kelley, chair of the Finance Committee, reported that the Committee met last week and discussed the following: Discussed TIF requests from Machesney Park and Loves Park Discussed the FYI 5 budget and a possible tuition increase Trustee Lynn Kearney, chair of the Teaching and Learning Committee, reported that the Committee will meet April 21. Vital Signs Reports Vital signs for Payroll, Health care, Cash, FY14 Surplus Expenditures List, CLI Milestones, KPI Summary Report: Assessment of Student Learning, Freedom of Information Act (FOIA) Report, and the College and Community Events Calendar were accepted as presented. President s Reports BR #7082 Claims Sheet #701 It is recommended that the Board of Trustees approve the claims sheet from Datatel dated February 28, 2014, totaling $1,848, Rockvalley College Board of Trustees Minutes of April 8,2014 (March25 rescheduled) Page 3 of 11

4 Listing of Checks over $10,000: $ 10, Commercial Specialties $ 23, Xerox $ 17, FHdh $ 29, Mechanical, Inc. $ 10, Mid City Office Products $ 47, Saavedra Gehihausen Architects $ 34, Bank America or FIA Card Services $ 15, II Dept Employment Security $ 13, RH Theatricals $ 12, Rockford Health System / EMS S 33, Eigerlab $ 430, Health Care Service $ 11, Management Resource Group Ltd. $ 13, Robbins, Schwartz, Nicholas, Lifion Taylor, Ltd. $ 16, Saavedra Gehlhausen Architects $ 113, State Universities Retirement System $ 14, Variable Annuity Life Insurance $ 12, ATI Assessment Technologies $ 12, OSF Saint Anthony Medical Center $ 46, EBM, Inc. S 36, Larson Larson Builders $ 12, Constellation New Energy $ 110, Health Care Service S 11, Mechanical Inc. $ 44, National Safety Council $ 10, Saavedra Gehlhausen Architects $ 14, Sun Life Financial $ 110, State Universities Retirement System $ 15, Variable Annuity Life Insurance S 16, City Rockford $ 1,300, TOTAL On a motion by Trustee Lynn Keamey, seconded by Trustee Kathy Kelley, Board Report #7082 was approved by unanimous roll call vote. Rock valley College Board of Trustees Minutes of April 8,2014 (March25 rescheduled) Page 4 of 11

5 BR #7083 Purchase Report #679 It is recommended that the Board of Trustees approve the marked items for purchase. $ 37, A. Priorciave, Troy, MI $ 10, B. Angel Learning, Inc., Washington, DC $ 35, C. Baum Sign, Sheridan, IL $ 69, D. Bob Ridings, Taylon ille, IL $ 67, F. Bobcat of Rockford, Cherry Valley, IL $ 186, F. CDW-G, Vernon Hills, IL $ 22, G. Mechanical Inc., Freeport, IL $ 91, H Saavedra Gehlhausen Architects, Rockford, IL $ 3, I. One Interpreting, Saratoga Springs, UT $ 7, J. Isaacson Miller, Boston, MA S 533, TOTAL A motion was made by Trustee Randy Schaefer, seconded by Trustee Lynn Kearney to approve Board Report #7083. In response to a question from Trustee Kelley regarding item B (Angel Learning Inc.), Mr. Sam Overton explained that this was for the mass notifications subscription fee for campus emergencies or closings, not for the College s Learning Management System. Mr. Overton answered Trustee Murphy s questions regarding items showing FY14 Surplus Funds. Expenditure deferred from FY14 to FY15 in budgeting process, including item D, a 2014 Ford F550 dump truck, item E, a 2014 Toolcat Skidsteer 5600-F utility vehicle and item F, Computers, Laptops & Monitors. Discussion continued on other items trustees may wish to delete from the Purchase Report. Mr. Overton also answered questions regarding item H, Architectural Services for Schematic Design of Classroom Building IV. Trustees Dunn and Murphy indicated they thought the process would be the same as for the airport building with the architect being selected first. Mr. Overton referred to Board Report #708 1 that trustees approved at the February 25, 2014 Board meeting, adding that the process can be stopped and the information-gathering trip arranged by the architects to view similar facilities can be cancelled if that s what trustees want to do. Extensive discussion followed regarding the $91,000 expense to Saavedra Gehlhausen Architects and how much money has already been spent on the conceptual design. Mr. Greg Wear added that faculty have begun meeting with Demonica Kemper Architects on the conceptual design. Mr. Overton added that selection of another architect will require days. In response to a comment by Mr. Dunn that trustees want to see the design and know the cost ahead of time, Mr. Wear explained that all of the needs of the programs to be housed in the building will be provided in June, but not a building design, as they rely on the expertise of the architects for that. He added that it required 52 meetings to design the Jacobs Center for Science and Math. Rock valley College Board of Trustees Minutes of April 8, 2014 (March 25 rescheduled) Page 5 of 11

6 Sabbaticals An amended motion was made by Trustee Frank Haney, seconded by Trustee Patrick Murphy, to remove items C, D, E and F from the Purchase Report and table them to the April 22 meeting, so that further discussion can be held following the decision regarding a possible tuition increase. Trustees Haney, Kelley, Murphy, Schaefer, Dunn and Massenat (advisory) voted yes. Trustees Kearney and Gillingham voted no. The amended motion was approved by majority roll call vote. An amended motion was made by Trustee Frank Haney, seconded by Trustee Kathy Kelley, to remove item H from the Purchase Report and refer it to the Board Facilities Committee for further discussion. The amended motion was approved by majority roll call vote. Trustees Haney, Kelley, Murphy, Schaefer, Dunn, Gillingham and Massenat (advisory) voted yes. Trustees Keamey voted no. A vote was taken to approve items A, B, G, I and J, as contained in the Purchase Report. The motion was approved by unanimous roll call vote. BR #7084 Personnel Report #675 It is recommended that the Board of Trustees approve the items of personnel as presented. Trustees noted that they will acknowledge the report, since the change to approve will be effective following their formal vote to approve the Board Policy Manual later in the meeting. BR #7085 Personnel Report #676 It is recommended that the Board of Trustees approve the following personnel action: A. Sabbatical Leave, Academic year 2015, Sharon Cooper, Professor of Business B. Sabbatical Leave, Academic year 2015, Dr. Melissa Commisso, Professor of Psychology Trustee Randy Schaefer made a motion, seconded by Trustee Frank Haney, to approve the sabbatical recommendations. In response to a question from Trustee Kelley, Dr. Brian Sager explained that sabbaticals were suspended a few years ago due to budget restrictions and in some years only one has been recommended. He added that the two recommended for approval this year are very strong. He described in depth the sabbatical leaves of Professors Cooper and Commisso and how they relate to students. Trustee Gillingham suggested that this detailed information be included in next year s report. The Board Report was approved by unanimous roll call vote. BR #7086 Barnes & Noble College Bookstore Contract Extension Year to Year It is recommended that the Board of Trustees authorize a one-year contract extension of the current Barnes & Noble contract. The new contract termination date will be May 31, On a motion by Trustee Randy Schaefer seconded by Trustee Frank Haney, the Board Report was approved by unanimous roll call vote. Rock valley College Board of Trustees Minutes of April 8,2014 (March 25 rescheduled) Page 6 of 11

7 BR #7087 Proposed FY 15 Tuition Increase Based on the recommendation of Trustees who attended the Friday, March 21, 2014 Board Finance Committee meeting, a minimum $2.00 per credit hour increase is presented. It is recommended that the Board of Trustees approve a tuition and universal fee per credit hour increase beginning Fall Trustee Don Gillingham made a motion to approve, seconded by Trustee Lynn Keamey. Extensive discussion followed on how to meet the needs of the community and students, tell the RVC story with a reduced marketing budget, improve the educational culwre of the community by reaching students before their senior year of high school, provide new initiatives and programs, all in light of past history of tuition increases and budget surpluses, added positions on the Priority Positions List, added soccer program, current FY15 budget discussions, reduced EAV, and reduced and delayed state thnding. In response to a question from Trustee Gillingham, Mr. Sam Overton explained that the recommended $2.00 increase shown in the board report came from trustees at the March21 Board Finance Committee meeting, but his personal recommendation was in the $5.00 to $7.00 range. Mr. Overton Thither explained the urgency of a Board decision, as open enrollment begins in a few days and it s not good for students planning to have the tuition change after the fact. At the request of Chair Dunn, Mr. Overton explained the budget process and that these discussions began in December In response to a question from Trustee Gillingham regarding his recommendation, President Mike Mastroianni indicated that he recommended a $4.00 tuition increase, adding that the College has done its homework with regard to cost cutting and that funding new growth initiatives is needed. In response to a question from Trustee Murphy, Mr. Overton confirmed that if a $2.00 increase were approved, the Leadership Team would review the FYI 5 budget again and make recommendations to balance the budget. He added that trustees receive monthly Vital Signs reports to keep them current with the College s financial performance. Chair Dunn added that he would also like to see additional budget cuts if a $4.00 per credit hour tuition increase is approved. Trustee Frank Haney made a motion to amend the board report to approve a $4.00 per credit hour tuition increase beginning in Fall 2014, seconded by Trustee Randy Schaefer. Trustees Haney, Gillingham, Keamey, Murphy, Schaefer, Dunn and Massenat (advisory) votes yes. Trustee Kelley voted no. The amended motion was approved by majority roll call vote. BR #7088 Theater Scene Shop Addition to the Bengt Sjostrom Theater (BST) Storage Shed It is recommended that the Board of Trustees authorize Saavedra Gehihausen Architects, College Architects of Record, to proceed with construction documents and contractor bidding for a total fee not to exceed another $12,281; about 50 percent is paid to KJVAV for Engineering Services. The contractor Rock valley College Board of Trustees Minutes of April 8, 2014 (March25 rescheduled) Page 7 of 11

8 bids will provide a definitive construction cost, confirm the construction timeline, and finalize the total project cost. This will allow for a more informed decision to approve or defer the capital project and ICCB Capital Application. Trustee Lynn Keamey made a motion to approve, seconded by Trustee Randy Schaefer. During discussion, Trustee Patrick Murphy queried Mr. Sam Overton regarding the plans for the building design and how much it will cost. Mr. Overton explained that he does not have answers to those questions. President Mike Mastroianni added that the purpose of this board report is to draw up the plans and determine the price. He explained that the location of the proposed building is in a flood plain which will require backfill and other additional expenses. Mr. Mastroianni added that trustees had agreed the building should be occupied so that scene shop work can be done safely. Discussion continued regarding architects fees in relation to the final cost of the building. Trustees Murphy and Gillingham want the final cost to be less than $200,000; therefore, by reducing that amount by the approximate $12,000 architects fee noted in the board report, the final cost should be around $188,000. Following a vote, the Board Report was approved by majority roll call vote. Trustees Haney, Gillingham, Keamey, Kelley, Schaefer, Dunn and Massenat (advisory) voted yes. Trustee Murphy voted no. BR #7089 Aviation Maintenance Hangar Capital Project It is recommended that the Board of Trustees: 1. Approve the capital project 2. Proceed with the quality-based selection process for the project Architect of Record 3. Continue with the capital project planning processes, including a. ICCB concurrence for transitioning the Aviation Maintenance Program and related lease agreement from the 6349 Falcon Road facility to GRAA Plot 24 b. Completion of the ICCB Capital Application to construct the Aviation Maintenance Hangar, with initial occupancy targeted for January 2015 A motion to approve was made by Trustee Patrick Murphy, seconded by Trustee Randy Schaefer. Following discussion regarding the architect and engineering fees, a motion was made by Trustee Lynn Keamey, seconded by Trustee Frank Haney, to amend the board report to show that the estimated architect and engineering fees shall range from four percent (4%) to seven percent (7) instead of five percent (5%) to seven percent (7%). The amended motion was approved by unanimous roll call vote. Rock valley College Board of Trustees Minutes of April 8, 2014 (March25 rescheduled) Page 8 of 11

9 BR #7090 Classroom Building I (CLI) Addition & Renovation (A&R) Ground Floor Changes from Nursing to Arts Transitional Space It is recommended that the Board of Trustees formally approve the CLI Ground Floor changes from Nursing to Arts Transitional Space and authorize Administration to work with the Capital Development Board (CDB) to finalize the detail design documentation that includes those changes. On a motion by Trustee Randy Schaefer, seconded by Trustee Frank Haney, the Board Report was approved by unanimous roll call vote. Attorney Report AR #314 Resolution Regarding Board Policy Manual Be it resolved that the Board of Trustees of Community College District No. 511 approves the draft Board Policy Manual to be implemented and be effective this date. Attorney Susan Glover explained that final corrections to the Board Policy Manual have been completed and it is ready for trustees approval. In response to a question from Trustee Frank Haney, Ms. Jessica Jones explained that the Procedures portion of the manual should be completed in about six months. On a motion by Trustee Randy Schaefer, seconded by Trustee Lynn Kearney, the Attorney Report was approved by unanimous roll call vote. ICCTA Report There was no report on activities of the Illinois Community College Trustee Association. Student Trustee Report Student Trustee Maculson Massenat reported on the following activities: Student Government Association (SGA) FY15 elections will be held April SGA will present the Student Activity Fee Allocations at the April 22 board meeting The Phi Theta Kappa spring induction ceremony held March 21 was the largest ever Student Advocacy Day was held April 2 in Springfield New Business 1. Action Item: Recommendation for approval of contract. This was completed at the beginning of the meeting. No unfinished business was discussed. Unfinished Business Rock Valley College Board of Trustees Minutes of April 8, 2014 (March25 rescheduled) Page 9 of 11

10 Trustee Comments Chair Dunn commented that this was his last meeting as Board Chair, noting that the last two years have been a whirlwind of change and much has been accomplished. Trustee Kearney congratulated Dr. Paul McCombs and Dean Rodger Hergert for their recent recognitions. She also thanked the Leadership Team for their work on the Higher Learning Commission (HLC) accreditation visit and for keeping trustees up to date. Trustee Murphy congratulated the men s and women s basketball teams for their outstanding performance at the national championship tournaments this year. visit. Chair Dunn also thanked the Leadership Team for their hard work on the HLC accreditation site Trustee Haney attended a first generation college student forum a few weeks ago with Mr. Mike Mastroianni, Ms. Jessica Jones, Professor Mike Youngblood and others. Trustee Gillingham commented that it s important for the College to establish a greater sense of its educational mission and to better convince people how good the College is and how education at RVC can and does change lives. Interim President s Comments President Mike Mastroianni made the following comments: Highlighted the Faculty Activities included in the board packet. He is working with faculty to determine frequency of the reports. Presented a summary of the recent HLC visit. Recommendations for improvement likely will be sent in mid-summer. The visit team was impressed with faculty, staff, the Board, Leadership Team, Ms. Susan Busenbark, Dr. Lisa Mehlig and the HLC Committee. Asked Dr. Brian Sager to provide a synopsis of the preliminary HLC report. Following his report, Dr. Sager added that the peer review team was grateful to the Board and others for the hospitality and openness during their visit. No additional accolades were presented. Accolades: Announcements from President s Leadership Team Mr. Sam Overton announced that the College has received its seventh consecutive CAFR (Comprehensive Annual Financial Report) award. Ms. Susan Busenbark noted that she and Dr. Lisa Mehlig have many to thank for their hard work preparing the Self-study Report and for the accreditation visit held March 31 -April 2. She added that Mass Communications student Tom Doherty has won the Best of the Best award for his original film The White Room at the Broadcast Education Association (BEA) Festival of Media Arts. Rock valley College Board of Trustees Minutes of April 8, 2014 (March 25 rescheduled) Page 10 of 11

11 Dr. Amy Diaz announced that RVC student Ms. Angel Cagel has been named a Gold Scholar on Coca-Cola s 2014 Community College Academic Team. Ms. Cagel and Mr. Luke Warner were also selected to the 2014 All-Illinois Academic Team in recognition of their scholarly achievements. President Mike Mastroianni congratulated Student Trustee Maculson Massenat on his perfect attendance at the I-SAC meetings during his tenure as student trustee. Adjourn to Closed Session On a motion by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy, and unanimous roll call vote, the meeting was adjourned to closed session at 8:35 p.m. for the purpose of discussing the appointment, employment, compensation, discipline, performance or dismissal of specific employees; and the purchase or lease of real property pursuant to Sections 2 (c) (1) and 2 (c) (5) of the Illinois Open Meetings Act. Reconvene Open Session At 9:47 p.m., on a motion by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy, and unanimous roll call vote, the meeting was reconvened to open session. Possible Action Items as a Result of Closed Session No action was taken as a result of closed session. Next Meeting The next regular meeting will be held April 22, 2014 in the Woodward Technology Center (WTC) beginning with a study session at 5:15 p.m. in Room 141/142. The Reorganization Meeting will be held at 6:00 p.m. in WTC room followed immediately by the General Session. Adjournment There being no farther business to come before the board, at 9:50 p.m., a motion to adjourn was made by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy. The motion was approved by unanimous voice vote. Submitted by Ann Kerwitz. Randall J. SChãéfer, Secretary II, Michael P. Dunn, Jr., Chaierson Rock valley College Board of Trustees Minutes of April 8,2014 (March25 rescheduled) Page 11 of 11