Illinois Community College District #511 Rock Valley College 3301 North Mulford Road Rockford, IL Board of Trustees Meeting May 27, 2014

Transcription

1 Illinois Community College District #511 Rock Valley College 3301 North Mulford Road Rockford, IL Board of Trustees Meeting May 27, 2014 Study Session The Study 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 141/142 of the Woodward Technology Center (WTC) on the main campus on Tuesday, May 27, 2014 at 5:18 p.m. Chairperson Frank Haney called the meeting to order. Roll Call The following members of the Board were present: Mr. Frank Haney Ms. Lynn Kearney Mr. Patrick Murphy Mr. Don Gillingham Spencer Haydary, incoming student trustee Mr. Michael Dunn, Jr. Ms. Kathy Kelley Mr. Randy Schaefer Marshawn Massenat, student trustee Also in attendance: Mr. Mike Mastroianni, President; Mr. Sam Overton, Jr., Vice President of Administrative Services; Dr. Amy Diaz, Vice President of Student Development; Mr. Greg Wear, Interim Vice President of Career & Technical Education; 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; Mr. Melvin Allen, Executive Director of Student Recruitment; Ms. Ann Kenvitz, Assistant to the President; College Attorney Joe Perkoski. Discussion 1. Website Review In the absence of Ms. Pam Owens, President Mike Mastroianni explained Phase One of the website redesign and how it drives enrollment as the front door for the College. The Committee interviewed a number of firms and recommended a company that has more expertise than the others. Dr. Amy Diaz added that Pam Owens, Diann Jabusch and she co-chaired the committee. She also cited that 90 percent of all current registration goes through the website and because of a substantial increase of students using mobile devices, it s important that it be responsive to the ever-changing technology that students are using. Rock valley College Board of Trustees Minutes of May 27, 2014 Page 1 of 12

2 Student Trustee Spencer Haydary commented that he s glad to see this being addressed, as the website is very hard to navigate and he believes the College is losing students because of It. Discussion followed on the amount of the projected FY14 surplus and if funding was available to pay for this non-budgeted project. 2. Mission/VisionNajues President Mike Mastroianni introduced the discussion regarding updating the College s vision, mission, and value statements as recommended by the Higher Learning Commission (HLC). Dr. Lisa Mehlig distributed copies of the current vision, mission and value statements as posted on the College web site and provided additional background from the HLC Self-study that identified the need to update and improve these statements. She explained that in order to be responsive to the HLC, a committee comprised of representatives of all employee groups, as well as Board Chair Frank Haney, has begun meeting and has established a timeline and work plan for completing the project. She added that the committee will solicit community input to help with the core values statement and will share that with trustees at a possible future mini-retreat. Trustee Don Gillingharn expressed his displeasure that the committee had done so much work without the involvement of the full board. Following discussion, trustees indicated they would like to use future study sessions and perhaps schedule a special meeting to work on the vision, mission and value statements for the College. The study session recessed at 6:00 p.m. 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, May 27, 2014 at 6:08 p.m. Chairperson Mr. Frank Haney called the meeting to order. Also in attendance: Mr. Mike Mastroianni, President; Mr. Sam Overton, Jr., Vice President of Administrative Services; Dr. Amy Diaz, Vice President of Student Development; Mr. Greg Wear, Interim Vice President of Career & Technical Education; 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; Mr. Melvin Allen, Executive Director of Student Recruitment; Ms. Ann Kerwitz, Assistant to the President; College Attorney Joe Perkoski. Approve Minutes Trustee Lynn Kearney made a motion, seconded by Trustee Randy Schaefer, to approve the minutes of April 22, 2014 and May 8,2014. The motion was approved by unanimous voice vote. Rock valley College Board of Trustees Minutes of May 27, 2014 Page 2 of 12

3 Communications and Petitions (Public Comment) There were no requests for public comment. Installation of Student Trustee College Attorney Joe Perkoski administered the oath of office to Mr. Spencer Haydary, the newly elected student trustee. Mr. Haydary commented that he is looking fonvard to working with trustees. Recognition of Visitors There were no visitors who wished to be recognized. General Presentations Ms. Susan Busenbark introduced RVC student Mr. Tom Doherty, creator of the award-winning film The White Room. Mr. Doherty displayed his awards and thanked the RVC staff and fellow students who assisted in making the film. After viewing of the film and an appreciative round of applause, Chair Haney complimented Mr. Doherty on his unique film and thanked him for sharing it with trustees. Board Committee Reports and Presentation of Approved Committee Meeting Minutes Trustee Mike Dunn Jr., chair of the Human Resources Committee, reported that the committee met recently and discussed the following: They heard a presentation from OSF on their Wellness program The College will issue an RFP for a new health insurance broker The next meeting will be June 16, rather than June 9 due to a scheduling conflict Trustee Lynn Kearney, chair of the Teaching and Learning Committee, reported that the Committee met recently and discussed the following: They learned about faculty requirements for teaching and pay assignments, and the search process. They discussed the Provost job posting. They discussed the computer replacement cycle. They heard a presentation from Ms. Pam Owens regarding the website redesign. They heard a presentation from Dr. Lisa Mehlig about the HLC visit and follow-up requirements. Additional presentations will be made at ffiture Committee meetings. The June meeting agenda will include a discussion of the LOC curriculum. Trustee Randy Schaefer, chair of the Facilities Committee, reported that the committee met recently and reviewed the following: They heard presentations from candidates for the Classroom Building IV architect. They discussed test fits for Classroom Building II. They discussed performance venues and received good feedback from stakeholders to reach a good compromise. Rock valley College Board of Trustees Minutes of May 27, 2014 Page 3 of 12

4 The Classroom Building II process is about one month behind; expect to break ground in the fall. Trustee Patrick Murphy, chair of the Finance Committee, reported that the Committee met last week and discussed the following: They discussed the airport building and unallocated resources. They discussed the need to start the budgeting process sooner to better align with tuition needs. The next meeting will be June 13. Vital Signs Reports Vital signs for Payroll, Healthcare, Cash, FY14 Surplus Expenditures List, CLI Milestones, Freedom of Information Act (FOIA), and the College and Community Events Calendar were accepted as presented. Mr. Melvin Allen presented an updated enrollment report, noting that the new report also gives a five-year average. He also reviewed the recruitment and retention opportunities and explained that future reports will also show the outcomes of the actual recruiting activities. Trustees indicated they would like to see future reports also show current enrollment compared to the previous year. BR #7100 Claims Sheet #703 President s Reports It is recommended that the Board of Trustees approve the claims sheet from Datatel dated April 30, 2014, totaling $1,992, Listing of Checks over $10,000: $ 12, Accent Midwest Asphalt $ 10, Xerox S 17, Fridh $ 14, Sun Life Financial $ 44, Bank America or FIA Card Services $ 18, Versatile $ 15, Clark Security Products $ 473, Health Care Service $ 22, Management Resource Group Ltd. $ 34, Robbins, Schwartz, Nicholas, Lifion Taylor, Ltd. $ 112, State Universities Retirement System $ 17, Variable Annuity Life Insurance $ 14, Akron Turbine Group, Inc. $ 10, Wiersema Charter Service Rock valley College Board of Trustees Minutes of May 27, 2014 Page 4 of 12

5 Purchase $ 15, CDW Government $ 143, Eigerlab $ 56, Condensed Curriculum Int l $ 10, Blackboard Connect $ 137, Constellation New Energy $ 46, EBM, Inc. $ 15, Robbins, Schwartz, Nicholas. Lifton Taylor, Ltd. $ 14, Sun Life Financial $ 112, State Universities Retirement System $ 17, Variable Annuity Life Insurance $ 1,386, TOTAL On a motion by Trustee Lynn Keamey, seconded by Trustee Randy Schaefer, Board Report #7100 was approved by unanimous roll call vote. BR #7101 Report #681 It is recommended that the Board of Trustees approve the marked items for purchase on Purchase Report 7101A $ 139, A. Kelso Burnett, Rockford, IL $ 99, B. Lewis Paper, Wheeling, IL $ 11, C. Jacob E. Schenk, Shirland, IL $ 95, D. Addendum to P0 B6903, Constellation New Energy, Waukesha, WI $ 12, E. Addendum to P0 B6968, Ron Carison Electric, Rockford, IL $ 3, F. Addendum to P0 B7132, Lowe s Home Improvement, Rockford, IL $ 103, G. Addendum to P0 B7085, EIGERIab, Rockford, IL $ 7, H Addendum to P0 B7027, Barnes & Noble, Rockford, IL $ 472, TOTAL A motion was made by Trustee Randy Schaefer, seconded by Trustee Lynn Kearney, to approve Board Report #7101 A. Discussion and questions from trustees followed. Regarding Item B, paper for printing, Mr. Sam Overton confirmed that the figure shown is the annual estimated cost for FY Regarding Items C and F, Trustee Dunn asked for more information on the annual theatre budget that includes the various seasonal hires. He would also like to know how many students are involved in the theatre program and how much taxpayers spend on theatre operations. Mr. Overton confirmed that the theatre budget is in Fund 05 which is not a tax revenue find. Regarding Item G, Addendum to blanket purchase order for EIGERIab, Mr. Overton confirmed that the increase is due to the extension of the grant from December 2013 to March Following discussion, Board Report 7lOlA was approved by unanimous roll call vote. Rock Valley College Board of Trustees Minutes of May 27, 2014 Page 5 of 12

6 It is recommended that the Board of Trustees approve the marked items for purchase on Board Report 7lOlB. $ 21, A. InlOsity, Lenoir City, TN $ 186, B. CDW-G, Vernon Hills, IL $ 117, C. CDW-G, Vernon Hills, IL $ 40, D. Apple Computer Inc., Dallas, TX $ 18, E. CDW-G. Vernon Hills, IL $ 35, F. Baum Sign, Sheridan, IL $ 107, G. Executive Painting Inc., Rockford, IL $ 67, H Bobcat of Rockford, Cherry Valley, IL $ 99, Dell, Roundrock TX $ 174, J. Core Vision IT Solutions, LLC, Brooktield, WI $ 869, TOTAL Trustee Randy Schaefer made a motion to approve Board Report 7101 B, seconded by Trustee Lynn Kearney. Discussion followed. An amended motion was made by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy to remove Item A (Consulting for College Website Redesign); Item F (Scoreboards for Athletic Fields); Item G (Painting Projects-Various Campus Buildings); Item H (2014 Toolcat Skidsteer 5600F); Item J (Backup Solution) and vote on each item separately. The amended motion was approved by unanimous roll call vote. An amended motion was made by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy, to approve Item B (Computers, Monitors, and Printers for Instructional Spaces); Item C (Computers and Monitors); Item D (Apple Computers); Item E (Projectors); and Item I (Servers). Following discussion, Chair Frank Haney called for a vote. The amended motion to approve Items B, C, D, E and I was approved by unanimous roll call vote. Item A Consulting for College Website Redesign An amended motion was made by Trustee Randy Schaefer, seconded by Trustee Lynn Kearney, to approve Item A, Consulting for College Website Redesign. Discussion followed regarding how the selection committee ranked bid respondents and why more local firms were not finalists. Trustee Lynn Keamey explained that the Teaching and Learning Committee heard a thorough presentation on the project, believes that the recommended vendor selection was justifiable, and will trust that the process worked. Following discussion, Chair Frank Haney called for a vote. The amended motion to approve Item A, Consulting for College Website Redesign, was approved by majority roll call vote. Trustees Haney, Gillingham, Keamey, Schaefer and Haydary (advisory) voted yes. Trustees Dunn, Kelley and Murphy voted no. Rock valley College Board of Trustees Minutes of May 27, 2014 Page 6 of 12

7 Personnel Item F Scoreboards for Athletic Fields An amended motion to approve $6,050 to replace only the scoreboard on the soccer field was made by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy. The remaining $29,790 for replacement of the softball and baseball scoreboards will be included in the FY15 budgeted expenditures for consideration. The amended motion was approved by unanimous roll call vote. Item G Painting Projects An amended motion to remove the cost of painting Classroom Building II (CLII) and approve $82,200 for the remaining painting projects was made by Trustee Kathy Kelley, seconded by Trustee Randy Schaefer. In response to trustees questions, Mr. Sam Overton confirmed that painting CLII was for aesthetics, not structural. Following discussion, the amended motion was approved by majority roll call vote. Trustees Dunn, Haney, Kelley, Murphy, and Schaefer voted yes. Trustees Gillingham and Kearney voted no. Student Trustee Haydary abstained. Item H 2014 Toolcat Skidsteer 5600-F An amended motion to approve the purchase of a 2014 Toolcat Skidsteer 5600-F was made by Trustee Patrick Murphy, seconded by Trustee Kathy Kelley. Following a brief discussion, Chair Haney called for a vote. The amended motion failed by majority roll call vote. Trustees Dunn, Haney, Kelley and Murphy voted no. Trustees Gillingham, Kearney, Schaefer and Student Trustee Haydary (advisory) voted yes. Item J Network Backup Solution An amended motion was made by Trustee Patrick Murphy, seconded by Trustee Lynn Kearney, to approve Item J. During discussion, Trustee Murphy commented that rather than approve the item now, he would like to see further investigation of other alternatives during FY20 15 and have this item presented as a FY 2015 budgeted expenditure. The amended motion to approve the current expenditure failed by majority roll call vote. Trustees Dunn, Haney, Gillingham, Kelley, Murphy and Schaefer voted no. Trustee Kearney voted yes. Student Trustee Haydary abstained. BR #7102 Report #677 It is recommended that the Board of Trustees approve the items of personnel as presented. On a motion by Trustee Lynn Keamey, seconded by Trustee Randy Schaefer, BR 7102 was approved by unanimous roll call vote. Rock valley College Board of Trustees Minutes of May 27, 2014 Page 7 of 12

8 BR #7103 Northern Illinois Training Advisory Board (NITAB) Co-Operative Agreement It is recommended that the Board of Trustees accept an annual amount of$ 17,758 from the Northern Illinois Training Advisory Board for services rendered at the Stenstrom Center for Career Education. On a motion by Trustee Patrick Murphy, seconded by Trustee Lynn Keamey, the Board Report was approved by unanimous roll call vote. BR #7104 Classroom Building IV (CLIV) Nursing & Allied Health Building Architectural Services Recommendation It is recommended that the Board of Trustees accept the Board Facilities Committee s recommendation to do the following: 1) Name McClellan & Blakemore Architects/BLDD as the College s first choice as the architect of record for the CLIV Nursing & Allied Health Building project 2) Authorize the attorneys from Robbins Schwartz to negotiate the Architect and Engineer (A/E) contract and fees; 3) Allow the architects to complete the academic planning and conceptual design phase; 4) Create the ICCB Capital Application for review and Board approval. Mr. Randy Schaefer, chair of the Board Facilities Committee, commented that the Facilities Committee recommends approval. On a motion by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy, the Board Report was approved by unanimous roll call vote. BR #7105 Classroom Building II (CLII) Renovation It is recommended that the Board of Trustees approve the Capital Application for S 14,942,569 for the renovation of Classroom Building II, so the College can submit the project to the Illinois Community College Board (ICCB) and to the Capital Development Board (CDB) for approval. On a motion by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy, the Board Report was approved by unanimous roll call vote. BR #7106 Classroom Building II (CLII) Addition It is recommended that the Board of Trustees approve the Capital Application for $7,217,040 for the addition to Classroom Building II, so the College can submit the project to the Illinois Community College Board (ICCB) and to the Capital Development Board (CDB) for approval. On a motion by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy, the Board Report was approved by unanimous roll call vote. Rock valley College Board of Trustees Minutes of May 27, 2014 Page 8 of 12

9 BR #7107 Classroom Building II (CLII) Asbestos Abatement Phase Two (Protection Health & Safety Project) It is recommended that the Board of Trustees approve the Capital Application for $513,627 for asbestos abatement Phase Two in Classroom Building II, so the College can submit the project to the Illinois Community College Board (ICCB) and to the Capital Development Board (CDB) for approval. On a motion by Trustee Randy Schaefer, seconded by Trustee Patrick Murphy, the Board Report was approved by unanimous roll call vote. BR #7108 Woodward Technology Center (WTC) Data Center Clean Agent Fire Suppression (Protection Health & Safety Project) It is recommended that the Board of Trustees approve the Protection, Health and Safety project for the demolition and replacement of the fire suppression system in the Data Center, WTC room 239. An application will be sent to the Illinois Community College Board (ICCB) requesting authorization to utilize previous years remaining fund balances. Ms. Lynn Keamey made a motion, seconded by Mr. Patrick Murphy to approve the Board Report as presented. During discussion, Trustee Murphy commented that he understands the need to convert from a wet to a dry suppression system, but would like to have another price quote. Mr. Sam Overton explained that when using old Protection Health & Safety finds, the normal process is to submit the architect s estimate to ICCB for approval, then go out for bid. In response to a question by Mr. Don Gillingham, Attorney Joe Perkoski confirmed that it is not against the law to obtain the quotes first before submitting to ICCB for approval. Trustee Gillingham made an amended motion, seconded by Mr. Michael Dunn Jr., to table the project request until three estimates have been obtained for Board review. Trustees Dunn, Haney, Gillingham, Kelley, Murphy, Schaefer and Haydary (advisory) voted yes. Trustee Kearney voted no. The motion was passed by majority roll call vote. BR #7109 Main Pedestrian Bridge 2014 Repairs (Protection Health & Safety Project) It is recommended that the Board of Trustees approve the Protection, Health and Safety project for repairs to the main pedestrian bridge that links the north and south side of the campus across Spring Creek, which will be sent to the Illinois Community College Board requesting authorization to utilize previous years remaining find balances. Mr. Randy Schaefer made a motion, seconded by Mr. Patrick Murphy, to approve Board Report Since this is also a Protection Health & Safety project, discussion followed regarding the number of quotes desired. An amended motion was made by Mr. Don Gillingham, seconded by Ms. Kathy Kelley, to table the Board Report and obtain three quotes for further Board review. The amended motion was approved by unanimous roll call vote. Rock valley College Board of Trustees Minutes of May 27, 2014 Page 9 of 12

10 BR #7110 Aviation Maintenance Educational Facility It is recommended that the Board of Trustees approve the Capital Application for the Aviation Maintenance Educational Facility, so the College can submit it to the Illinois Community College Board (ICCB) for approval. A motion was made by Mr. Randy Schaefer, seconded by Mr. Patrick Murphy, to amend the Board Report and the Capital Application to show the total cost of the project as approximately $5,130,000 rather than $6,000,000. Discussion followed on the need to reduce the size and scope of the building. Following a roll call vote, the amended motion was approved by unanimous roll call vote. Attorney Report College Attorney Joe Perkoski distributed drafts of suggested changes to two Board Policies: 5:10:120 regarding Purchasing and 1:10:040 regarding Section 2 of the Board Bylaws. Review of the changes will be referred to the Finance Committee and Human Resources Committee, respectively. The proposed change to Policy 5:10:120 will add a requirement that all contracts over $10,000 and any Request for Proposal that leads to a contract over $10,000 shall be submitted for legal review by the College s attorney. The proposed change to Policy 1:10:040, part of the Board of Trustees Bylaws, will delete naming an architect of record at the annual Reorganization meeting. Attorney Perkoski also noted that he is reviewing the response from Rockford Public Schools regarding the Running Start Agreement and expects to have it finalized for the June Board meeting. ICCTA Report Ms. Lynn Kearney reminded trustees that the Northwest Region meeting of the Illinois Community College Trustee Association (ICCTA) will be held June 25 at Kishwaukee College. Details will be forthcoming. Student Trustee Report Student Trustee Spencer Haydary reported on the following activities and thanked trustees for the opportunity to work with them. Praised outgoing Student Trustee Maculson Massenat for his work organizing Student Advocacy Day Reviewed his goals as student trustee which include creating a consistent way to collect input from students on major issues impacting them and to increase student involvement in community outreach and volunteer opportunities Student Government leaders are revising their constitution and transitioning to new positions Rock \ alley College Board of Tnistees Minutes of May 27, 2014 Page 10 of 12

11 New Business Board Chair Frank Haney indicated that Attorney Perkoski has suggestcd that the Board may want to consider using a consent agenda. Attorney Perkoski clarified that the concept is not to suppress conversation or trustees knowledge, but relies heavily on the committee process. More information will be forthcoming. Unfinished Business No unfinished business was brought before the Board. Trustee Comments Mr. Patrick Murphy congratulated the RVC women s softball team for winning the national championship. He also encouraged everyone to attend the GED graduation ceremony and commented that Trustee Randy Schaefer has attended every Commencement for the past 20 years. Ms. Lynn Kearney commented how impressed she was with the nursing pinning ceremony held recently. She also thanked those on the Commencement Committee for their hard work. Mr. Don Gillingham asked the status of obtaining organic bids to avoid the spring dandelion emergence. Mr. Overton explained that due to timing, we have missed the spring opportunity to apply a pre-emergent, which is why the dandelions are in full bloom. President s Comments President Mike Mastroianni made the following comments. A joint press conference with Northern Illinois University will be held at 9:30 a.m. on Wednesday, May 28 in the Atrium to sign a reverse transfer agreement. ESP President Dane Youngblood was honored by the RVC Foundation at the Honor Your Own event held by the Rockford Association of Fundraising Professionals for his leadership in the creation of the ESP scholarship for RVC students. RVC student Max Adolphson is one of only eight community college students selected to participate in Research Experiences for Undergraduates, a 10-week research training opportunity for students in physics and astronomy. No additional accolades were presented. Accolades: Announcements from President s Leadership Team Dr. Amy Diaz announced that Dr. Howard Spearman, who participated in a Gates Foundation sponsored survey about social-emotional and affective (SEA) skills, was invited to share further information on the College s Right Place to Start program. Rock valley College Board of Trustees Minutes of May 27, 2014 Page 11 of 12

12 Dr. Diaz also mentioned two videos created by a film crew from the College s Mass Communications department who accompanied RVC students on the Alternative Spring Break trip to New Mexico in March. She will send trustees an link so they can view the videos at their convenience. Dr. Diaz shared an inspiring story of a high school student who has attended the Minority Male Leadership Conference the past two years and was motivated to apply for and was accepted into the Woodward Launch program. The young man spoke of the positive impact of the Minority Male Leadership Conference program and how it helped him gain the confidence to apply for the Launch program and to attend college. Adjourn to Closed Session On a motion by Mr. Patrick Murphy, seconded by Ms. Lynn Keamey, and unanimous roll call vote, the meeting was adjourned to closed session at 8:13 p.m. for the purpose of discussing the appointment, employment, compensation, discipline, perfonnance or dismissal of specific employees; and the purchase or lease of real property pursuant to Sections 2(c) (I) and 2(c) (5) of the Illinois Open Meetings Act. Reconvene Open Session At 8:41 p.m., on a motion by Mr. Patrick Murphy, seconded by Ms. Lynn Keamey, 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 June 24, 2014 in the Woodward Technology Center (WTC) beginning with a study session at 5:15 p.m. in Room 141/142. The General Session will be held at 6:00 p.m. in WTC room Adjournment There being no further business to come before the board, at 8:45 p.m., a motion to adjourn was made by Mr. Patrick Murphy, seconded by Ms. Lynn Kearney. The motion was approved by unanimous voice vote. Submitted by Ann Kenvitz. Pa rick Murphy, Secretary Frank erson Rock valley College Board of Trustees Minutes of May 27, 2014 Page 12 of 12