Rock Valley College Board of Trustees Community College District No. 511 April 24, 2012 Trustees Study Session at 5:15 p.m. WTC 141/142 Reorganization Meeting at 6:00 p.m. WTC 117/119/121 A. Call to Order by Chairperson of Retiring Board B. Roll Call by Secretary of the Retiring Board C. Minutes of March 27, 2012; April 3, 2012 AMENDED D. Certification of Audit of Board Minutes and Policies by Secretary E. Comments from retiring Trustees, and adjournment of retiring board, sine die F. Convening of new board by ranking hold-over officer from retiring board who shall serve as temporary Chairperson G. Election of Chairperson of Board H. Election of Vice Chairperson I. Election of Secretary J. Appointment of Treasurer K. Appointment of Attorney L. Appointment of Architect M. Adoption of Bylaws and Policies of the Board N. Appointment of Bank Primary Depository(s) O. Appointment of Bank Secondary Depository P. Appointment of Investment Advisor Q. Appointment of Auditor(s) R. Appointment of College Physician S. Appointment of Board of Trustees Liaison to Foundation T. Appointment of the ICCTA Representative U. Appointment of the Facilities Committee V. Appointment of the Finance Committee W. Appointment of the Human Resource Committee X. Appointment of the Teaching and Learning Committee Y. Setting the Schedule of Regular Board Meetings for the Next Calendar Year Z. Adjourn Rock Valley College Board of Trustees Meeting Agenda April 24, 2012 AMENDED Page 1 of 3
Rock Valley College Board of Trustees Community College District No. 511 April 24, 2012 Regular Meeting following Reorganization Meeting at 6:00 pm WTC 117/119/121 Regular Meeting Agenda - AMENDED A. Call to Order B. Roll Call C. Recognition of Visitors 1. Dr. Michael Youngblood Faculty of the Year Winner 2. Phi Theta Kappa All-Illinois Academic Team Janet Saldana and Amy Kuhlen 3. Phi Theta Kappa Coca Cola Silver Scholar - Janet Saldana 4. Casey Schoonover, CISCO national competition winner 5. Introduction of student trustee for 2012-2013 6. BR #6879 Resolution on the Retirement of Diana Barthelman 7. BR #6880 Resolution on the Retirement of Jay Friberg 8. BR #6881 Resolution on the Retirement of Scott Fisher 9. BR #6882 Resolution on the Retirement of Mark Culhane 10. BR #6883 Resolution on the Retirement of Norman Dean 11. BR #6884 Resolution on the Retirement of Thomas Hunter 12. BR #6885 Resolution on the Retirement of Bill Lawson 13. BR #6886 Resolution on the Retirement of Patricia Edwards 14. BR #6887 Resolution on the Retirement of Dan Wedemeyer 15. BR #6888 Resolution on the Retirement of Charles Nelson 16. BR #6889 Resolution on the Retirement of Robert Benham 17. BR #6890 Resolution on the Retirement of Vince Madama D. Communications and Petitions E. General Presentations 1. Learning and Opportunity Center (LOC) Annual Report Suzanne Dooley 2. Student Government Association Student Activity Fee Budget Allocation Report F. Reports 1. Vital Signs a. 3 rd Quarter Financial Report (available 4/24/12) b. Payroll, Healthcare Costs, Cash, JCSM (Jacobs Center for Science & Math) c. Enrollment Report d. College-wide Initiatives Report e. Quarterly Media Coverage Report f. Freedom of Information Act (FOIA) Report g. College and Community Events Calendar Rock Valley College Board of Trustees Meeting Agenda April 24, 2012 AMENDED Page 2 of 3
2. President s Report a. BR #6873 Claims Sheet #678 (Check Register) (Alpha Register) (Checks over $10,000) b. BR #6874 Purchase Report #656 c. BR #6875 Personnel Report #648 d. BR #6876 Travel Reimbursement Policy and Procedures e. BR #6877 Administrative Policy Manual Problem Resolution Procedure f. BR #6878 This number intentionally left blank 3. Attorney s Report a. AR #297 Resolution Reauthorizing Participation in The Fund 4. ICCTA Report 5. Student Trustee Report 6. Board Committee Reports a. Facilities Committee b. Finance Committee c. Human Resources Committee G. Unfinished Business H. New Business I. Trustee Comments J. President s Comments 1. Accolades 2. Announcements from President s Leadership Team K. Adjourn to Closed Session to discuss pending litigation, hiring and retention of specific employees, collective bargaining matters, and Closed Session contractual matters. Following Closed Session, the Board may take action regarding employee hiring and retention. L. Reconvene Open Session M. Possible Action Items as a Result of Closed Session 1. BR #6891 Dismissal of an Employee 2. BR #6892 Acceptance of Employee Agreement N. Date of Next Meeting: May 8, 2012, Committee Meeting, 5:15 p.m., WTC 141/142; May 22, 2012, Study Session at 5:15 p.m. in Woodward Technology Center (WTC), room 141/142; Regular Meeting, 6:00 p.m., WTC, Room 117/119/121 O. Adjourn Katherine M. Kelley, Chairperson Rock Valley College Board of Trustees Meeting Agenda April 24, 2012 AMENDED Page 3 of 3
Study Session The Meeting of the Board of Trustees of Community College District No. 511, Winnebago, Boone, DeKalb, McHenry, Ogle, and Stephenson Counties, Illinois, convened in the Woodward Technology Center (WTC) room 117-121 on the main campus on Tuesday, March 27, 2012 at 5:20 p.m. Chairperson Katherine Kelley called the meeting to order. Due to the absence of Secretary Stephanie Raach, Mr. Mike Olson was appointed Secretary Pro Tempore. Roll Call The following members of the Board were present: Mr. Mike Olson Mr. Randy Schaefer Ms. Mary Tuite Ms. Naomi Fisher, student trustee Ms. Katherine Kelley Mr. Ted Biondo Mr. Michael Dunn, Jr. The following Board member was absent: Dr. Stephanie Raach. Also in attendance: Dr. Jack Becherer, President; Ms. Ann Kerwitz, Assistant to the President. Mr. Tom Alisankus entered the meeting at 5:25 p.m. As part of the planning for the April 24 Board Reorganization meeting, trustees discussed which Board committees they may want to serve on for the 2012-2013 year. Mr. Ted Biondo and Ms. Kathy Kelley indicated their interest in serving on the Finance Committee, while Mr. Mike Dunn, Jr. indicated that he would like to stay on the Human Resource Committee to continue the work begun there with Trustee Stephanie Raach. Mr. Dunn and Mr. Mike Olson both expressed their desire to remain on the newly formed Facilities Committee. Ms. Mary Tuite indicated an interest in the Teaching and Learning Committee, while Trustee Randy Schaefer indicated he would serve where needed. Discussion continued regarding trustees who would be willing to serve as Board Chairperson for the next year. No decision was finalized. The meeting was recessed at 6:00 p.m. Prior to the beginning of the regular meeting in WTC 117-121, Professor Beth Ingle distributed to each trustee a compilation of testimonials in support of non-faculty employees. Board of Trustees Minutes of March 27, 2012 Page 1 of 9
Regular Meeting The regular meeting of the Board of Trustees of Community College District No. 511, Winnebago, Boone, DeKalb, McHenry, Ogle, and Stephenson Counties, Illinois, convened in the Woodward Technology Center (WTC) room 117-121 on the main campus on Tuesday, March 27, 2012 at 6:10 p.m. Chairperson Katherine Kelley called the meeting to order. Due to the absence of Secretary Stephanie Raach, Mr. Mike Olson was appointed Secretary Pro Tempore. Roll Call The following members of the Board were present: Mr. Mike Olson Mr. Randy Schaefer Ms. Mary Tuite Ms. Naomi Fisher, student trustee Ms. Katherine Kelley Mr. Ted Biondo Mr. Michael Dunn, Jr. The following Board member was absent: Dr. Stephanie Raach. Also in attendance: Dr. Jack Becherer, President; Dr. Diane Nyhammer, Provost/Chief Academic Officer; Ms. Amy Diaz, Associate Vice President of Student Development; Ms. Ann Kerwitz, Assistant to the President; Mr. Mike Mastroianni, Associate Vice President of Outreach and Planning; Mr. Greg Wear, Associate Vice President of Academic Affairs; Mr. Sam Overton Jr., Vice President Administrative Services; Ms. Susan Busenbark, Dean of Academic Development and Instructional Support; Ms. Jessica Jones, Managing Director of Human Resources; Ms. Pamela Owens, Executive Director of the Foundation and College Advancement; College Attorney Peter Kostantacos. Minutes On a motion by Mr. Mike Olson, seconded by Mr. Ted Biondo, the minutes of the February 21, 2012 meeting were approved by unanimous roll call vote. On a motion by Mr. Ted Biondo, seconded by Mr. Mike Olson, the minutes of the February 28, 2012 meeting were approved by unanimous roll call vote. On a motion by Mr. Mike Olson, seconded by Mr. Ted Biondo, the minutes of the March 13, 2012 meeting were approved by unanimous roll call vote. Recognition of Visitors Dr. Jack Becherer introduced Ms. Misty Opat, coach of the RVC women s basketball team, and members of the team, and congratulated them on winning the national championship. Ms. Opat and Dr. Becherer both commented on how well the team exemplifies character development, academic achievement and community service. Board of Trustees Minutes of March 27, 2012 Page 2 of 9
Communications and Petitions Attorney Peter Kostantacos reminded visitors of the time limitations for addressing the Board of Trustees, noting that each speaker would be limited to three minutes. Mr. Mike Webb addressed the Board regarding the history of the Arts Instructional Center (AIC), noting that many of those in the audience have been involved since the beginning of the building concept. Professor Michael Beert addressed the Board regarding the ramifications of various options for building the AIC. He added that the Mulford campus is the preferred location and that the music, art and theater faculty want to work with the administration and the Board to reach a viable solution. Ms. Anne O Keefe, director of Rockford Arts Council, addressed the Board regarding her support for the AIC. She added that building two theaters would help meet the needs of the community. Mr. Dane Youngblood, president of Educational Support Personnel (ESP), addressed the Board regarding wage and benefit compensation for ESP, requesting that trustees do not make a decision until details of future plans are made available to employees prior to the trustees vote. He added that ESP personnel want to be involved in creating possible solutions. Mr. Youngblood also mentioned that he found it difficult to contact trustees directly, as there is no contact information provided on the college web site. Mr. Jack Simon, retired RVC music professor and band director, addressed the Board regarding building the AIC. He added that the college s performing groups have grown over the years even with inadequate rehearsal and performance space and that due to lack of on-campus facilities, many of the performances take place at off-campus locations. Dr. Randall Correia, a community member, addressed the Board regarding building the AIC, stressing the importance of arts programs as integral to a balanced life. He added that musical and theatrical skills are essential and can be applied to many other life experiences. General Presentations Ms. Amy Diaz reviewed the FY12 enrollment strategies and outcomes, noting that although the college achieved good success in some strategies and mild success in others, nearly 9,000 additional credit hours were gained through these strategies. In addition, she reviewed data analysis for the DREG process (de-registration of students who were dropped for non-payment) and identified and implemented strategies to decrease the DREG numbers. Ms. Diaz also highlighted some accomplishments of the current Strategic Enrollment Management (SEM) plan and presented a sampling of Marketing, Retention and Completion strategies in the updated SEM 2.0 plan. The updated plan likely will be available in October. Board of Trustees Minutes of March 27, 2012 Page 3 of 9
Ms. Diaz announced the FY13 enrollment goal of 177,000 credit hours, which is the same as FY12 actual enrollment. She noted that growth opportunities at the LOC and SCCE will be monitored, and part of the reason for the flat enrollment goal is the decreasing local high school population and stabilized employment. Trustees asked questions regarding how to meet national completion standards, the deferred payment plan that is available to students who are not receiving financial aid, and how the college can use internal/external scan data to help determine the community s needs regarding the AIC. Possible Action Items 1. Wages and Benefits for ESP and PSA Employees Mr. Sam Overton reviewed health care cost containment options, noting that the administration is looking for direction from the Board on wages and health care. He also reviewed details and the potential cost of implementing a Wellness Program. Trustee Biondo indicated he would like to discuss wages and benefits options for ESP and PSA employees at the next Finance Committee meeting. Following discussion, trustees agreed to review options at a later date. 2. Facilities Master Plan and Arts Instructional Center Mr. Sam Overton reviewed consensus items contained in the Facilities Master Plan including parking lot upgrades, traffic flow, facility renovations, program needs of CLI and CLII, and classroom size considerations. He also reviewed a possible CLI/CLII construction timeline and options for building the Arts Instructional Center (AIC) as a standalone building or as an addition to CLII with one performance venue. He added that state funding allows renovation to CLI or CLII along with AIC construction and offered guiding thoughts/principals for evaluation. Trustee Ted Biondo pointed out that a downtown location for the AIC is not included in the document and is not an option. He added that the college needs a clear understanding of the money dispensed by the ICCB and asked for more information on the timeline and use of monies for the AIC and CLI & CLII. Mr. Overton confirmed that the college can do both and that he recommends using local funds first which would allow time to determine other funding options. Trustees expressed their desire to take sufficient time to hear from all AIC and other stakeholders and give consideration to the AIC and CLI and CLII renovations that will meet the college s needs as well as the needs of the community. Vital Signs Reports Vital signs for payroll, healthcare costs, cash, JCSM (Jacobs Center for Science and Math), the Freedom of Information Act (FOIA), the enrollment report and the college and community events calendar were accepted as presented. Board of Trustees Minutes of March 27, 2012 Page 4 of 9
Trustee Biondo requested a financial report on the Learning and Opportunity Center (LOC). President s Reports BR #6867 Claim Sheet #677 It is recommended that the Board of Trustees approve the claims sheet from Datatel dated February 29, 2012, totaling $1,450,490.42. Listing of Checks over $10,000: $ 141,230.00 Angel Learning $ 12,610.00 Avionics Place, Inc $ 15,891.00 City Rockford $ 10,589.74 Constellation New Energy $ 15,185.63 FRIDH $ 28,150.23 Illinois Director $ 16,528.34 Robbins, Schwartz, Nicholas $ 30,615.01 Bank America $ 62,116.03 Constellation New Energy $ 38,152.92 Mechanical Inc. $ 111,747.23 State Universities Retirement System $ 16,840.91 Variable Annuity Life Insurance $ 18,225.43 ATI Assessment Technologies $ 49,840.91 Heath Care Service $ 11,041.67 Management Resources Group LTD $ 125,000.00 Sjostrom Sons $ 21,012.00 Constellation New Energy-Gas Division $ 87,210.59 Heath Care Service $ 38,358.00 KIMCO $ 12,430.86 Sun Life Financial $ 111,548.05 State Universities Retirement System $ 16,940.91 Variable Annuity Life Insurance $ 1,450,490.42 TOTAL BR #6867 was approved by majority roll call vote on a motion by Mr. Mike Olson, seconded by Mr. Ted Biondo. Trustees Biondo, Kelley, Olson, Schaefer, Tuite and Student Trustee Fisher voted yes. Trustee Dunn was not in the room when the vote was taken. In response to a question by Trustee Tuite, Mr. Overton explained that Physicians Immediate Care is the first point of contact for workers compensation injuries as well as physical exams for those applying for a CDL license. Board of Trustees Minutes of March 27, 2012 Page 5 of 9
BR #6868 Purchase Report #655 It is recommended that the Board of Trustees approve the marked items for purchase. $ 28,000.00 A FANUC Robotics, Rochester Hills, MI $ 11,578.00 B Schneider Electric, Homewood, IL $ 24,849.75 C Thames Management Resources, Rockford, IL $ 25,772.61 D International Trade Center c/o RAEDC, Rockford, IL $ 23,000.00 E K3P, Cherry Valley, IL $ 11,000.00 F Pepsi Cola Co, Loves Park, IL $ 12,500.00 G Lowe s Home Improvement, Rockford, IL $ 15,600.00 H Addendum to Purchase Order B6239, Brian McMahon, Chicago, IL $ 152,300.36 TOTAL On a motion by Mr. Mike Olson, seconded by Mr. Ted Biondo, and unanimous roll call vote, Board Report #6868 Purchase Report #655 was approved. In response to trustees questions, Mr. Mike Mastroianni explained item C (Thames Management Resources, Ltd.), item D (International Trade Center c/o RAEDC) and item E (K3P). BR #6869 Personnel Report #646 It is recommended that the Board of Trustees acknowledge the items of personnel as presented. The report was acknowledged and entered into the record. BR #6870 Personnel Report #647 Sabbatical It is recommended that the Board of Trustees approve the following personnel action: Faculty member Michael Youngblood, professor of economics. Assignment: Sabbatical leave of one semester (Fall 2012) at 100 percent of the faculty member s regular salary. Dr. Nyhammer explained the sabbatical leave process as outlined in the faculty contract, noting that Dr. Youngblood has identified a gap in the textbook market and will be writing a textbook for freshman/sophomore economics students. On a motion by Mr. Mike Olson, seconded by Mr. Ted Biondo, Board Report #6870 was approved by unanimous roll call vote. BR #6871 Running Start Program Intergovernmental Agreement Pecatonica District #321 It is recommended that the Board of Trustees approve the Running Start Program Intergovernmental Cooperation Agreement with the Board of Education of Pecatonica Community Unit School District #321 for classes beginning August 2012. On a motion by Mr. Ted Biondo, seconded by Mr. Mike Dunn, Jr., Board Report #6871 was approved by unanimous roll call vote. Board of Trustees Minutes of March 27, 2012 Page 6 of 9
BR #6872 Engineering & Science Running Start Program Intergovernmental Agreement Pecatonica School District #321 It is recommended that the Board of Trustees approve the Engineering and Science Running Start Program Intergovernmental Cooperation Agreement with Pecatonica Community Unit School District #321 for classes beginning August 2012. On a motion by Mr. Mike Dunn, Jr., seconded by Mr. Randy Schaefer, Board Report #6872 was approved by unanimous roll call vote. Attorney s Report AR #295 Resolution Authorizing Application to the Illinois Community College Board for Approval of Projects Using Capital Renewal Funding (HV electrical infrastructure upgrades) On a motion by Mr. Mike Olson., seconded by Ms. Mary Tuite, Attorney Report #295 was approved by unanimous roll call vote. AR #296 Resolution Authorizing Application to the Illinois Community College Board for Approval of Projects Using Capital Renewal Funding (Backup power units WTC/SSB) On a motion by Mr. Randy Schaefer., seconded by Mr. Ted Biondo, Attorney Report #296 was approved by unanimous roll call vote. ICCTA Report Mr. Ted Biondo gave an update of the ICCTA conference held in Schaumburg March 9-10. He indicated that the sessions on pension reform and the effects of moving funding to the community colleges were well attended. Student Trustee Report Ms. Naomi Fisher reviewed Women s History Month activities, student clubs and organizations and Student Life events. She added that Dr. Becherer was the keynote speaker at the recent Phi Theta Kappa induction ceremony. There were no committee reports. Board Committee Reports At 8:30 p.m., Mr. Randy Schaefer left the meeting. Following discussion, trustees agreed they should be reachable by all constituents and their telephone numbers and email addresses should be on the college s web site. Dr. Becherer indicated the college will establish college email accounts for trustees and have the appropriate contact information posted. Board of Trustees Minutes of March 27, 2012 Page 7 of 9
Unfinished Business There was no unfinished business. New Business There was no new business. There were no comments from trustees. Trustee Comments President s Comments There were no comments from Dr. Becherer. Accolades: Announcements from President s Leadership Team Trustee Dunn asked Ms. Pam Owens to comment on the recent Valley Forge article regarding the Student Government Association s (SGA) donation to the Jacobs Center. Ms. Owens confirmed that there were many errors in the article and she has met with SGA to correct the errors. Mr. Amy Diaz presented the enrollment report, noting that it reflects only one day of summer registration. Adjourn to Closed Session On a motion by Mr. Ted Biondo, seconded by Mr. Mike Olson, and unanimous roll call vote, the meeting was adjourned to closed session at 8:45 p.m. for the purpose of discussing the following matters pursuant to the appropriate section of the Illinois Open Meetings Act. 1. The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. Section 2 (c) (5) 2. The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Section 2 (c) (1). Reconvene Open Session The open session reconvened at 10:05 p.m. No action was taken during closed session. Board of Trustees Minutes of March 27, 2012 Page 8 of 9
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 24, 2012, beginning with a study session at 5:15 p.m. in WTC 141/142 on the main campus. The reorganization meeting will begin at 6:00 p.m. in WTC 117/119/121, followed by the regular meeting, also in WTC 117/119/121. Adjournment There being no further business to come before the Board, at 10:05 p.m., a motion to adjourn was made by Mr. Ted Biondo, seconded by Mr. Mike Olson. The motion was approved by unanimous voice vote. Submitted by Ann Kerwitz Mr. Michael D. Olson, Secretary Pro Tempore Ms. Katherine M. Kelley, Chair Board of Trustees Minutes of March 27, 2012 Page 9 of 9
SPECIAL MEETING The special meeting of the Board of Trustees of Community College District No. 511, Winnebago, Boone, DeKalb, McHenry, Ogle, and Stephenson Counties, Illinois, convened in room 1018 of Building E on the main campus on Tuesday, April 3, 2012 at 5:25 p.m. Chairperson Katherine Kelley called the meeting to order. Due to the absence of Secretary Stephanie Raach, Mr. Mike Olson was appointed secretary pro tempore for the remainder of the meeting. Roll Call The following members of the Board were present: Mr. Mike Olson Mr. Ted Biondo Mr. Michael Dunn, Jr. Ms. Katherine Kelley Ms. Mary Tuite Ms. Naomi Fisher, student trustee The following Board members were absent: Dr. Stephanie Raach; Mr. Randy Schaefer. Also in attendance: Dr. Jack Becherer, President; Dr. Diane Nyhammer, Provost/Chief Academic Officer; Mr. Sam Overton Jr., Vice President Administrative Services; Ms. Ann Kerwitz, Assistant to the President. Adjourn to Closed Session On a motion by Ms. Mary Tuite, seconded by Mr. Ted Biondo, and unanimous roll call vote, the meeting was adjourned to closed session at 5:25 p.m. for the purpose of discussing the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity pursuant to Section 2 (c) (1) of the Illinois Open Meetings Act. Reconvene Open Session The meeting reconvened at 8:05 p. m. No action was taken during closed session. Possible Action Items as a Result of Closed Session No action was taken as a result of closed session. Committee Reports No committee reports were given. Board of Trustees Minutes of April 3, 2012 Page 1 of 2
No one asked to address the Board. Communications and Petitions Next Meeting The next regular meeting will be held April 24, 2012, beginning with a study session at 5:15 p.m. in Woodward Technology Center (WTC) 141/142 on the main campus. The reorganization meeting will begin at 6:00 p.m.in the WTC, room 117-121, followed by the regular meeting, also in WTC 117-121. Adjournment There being no further business to come before the Board, at 8:05 p.m. a motion to adjourn was made by Mr. Mike Olson, seconded by Mr. Ted Biondo. The motion was approved by unanimous voice vote. Submitted by Ann Kerwitz Michael D. Olson, Secretary Pro Tempore Ms. Katherine M. Kelley, Chair Board of Trustees Minutes of April 3, 2012 Page 2 of 2
MEMO TO: FROM: SUBJECT: Rock Valley College Board of Trustees Jack J. Becherer, Ed.D., President Board Minutes and Board Policies DATE: April 24, 2012 This is to certify that the minutes and policies of the Rock Valley College Board of Trustees are true and are kept in conformity with the Board Bylaws. Jack J. Becherer, Ed.D. Board Approval Dr. Stephanie Raach, Secretary, Board of Trustees Rock Valley College, 2011-2012
MEMO TO: FROM: SUBJECT: Rock Valley College Board of Trustees Jack J. Becherer, Ed.D., President College Treasurer DATE: April 24, 2012 It is recommended that Sam E. Overton, Jr., Vice President of Administrative Services, be reappointed College Treasurer. Jack J. Becherer, Ed.D. Board Approval: Secretary, Rock Valley College Board of Trustees
MEMO TO: FROM: SUBJECT: Rock Valley College Board of Trustees Jack J. Becherer, Ed.D., President College Attorney DATE: April 24, 2012 It is recommended that Mr. Peter Kostantacos, of the Kostantacos Law Firm, P.C., be reappointed as the College Attorney. Jack J. Becherer, Ed.D. Board Approval: Secretary, Rock Valley College Board of Trustees
BYLAWS GOVERNING THE BOARD OF TRUSTEES COMMUNITY COLLEGE DISTRICT 511 (ROCK VALLEY COLLEGE) ARTICLE I. AUTHORITY OF BOARD OF TRUSTEES The Board of Trustees derives its authority from the Illinois Public Community College Act and subsequent amendments to said Act, and any additional applicable federal, state, or local statutes and ordinances. ARTICLE II. AUTHORITY OF MEMBERS The Board acts a whole. Board members have authority only when acting as a Governing Board legally in session. The Board will not be bound in any way by any action or statement, oral or written, on the part of any individual Board member, except when such statement or action is in pursuance of specific instruction by the Governing Board. ARTICLE III. NUMBER, TENURE, AND QUALIFICATIONS OF MEMBERS The Board shall consist of seven (7) voting members who shall serve for a term of six (6) years. The eligibility of Board Members shall be determined by Article III, of the Illinois Public Community College Act, as amended. Each community college Board shall have one non-voting member who is a student enrolled in the community college under the jurisdiction of the Board of Trustees, elected and subject to 110 ILCS 805/3-7.24 and all other applicable statutes and ordinances as may be amended, modified or construed. The student trustee shall serve a one-year term beginning on the May business meeting of each year or at such other time as may be provided by the Illinois Public Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #1
Community College Act and all other applicable statutes and ordinances as may be amended, modified or construed. ARTICLE IV. ELECTIONS OF BOARD MEMBERS Section 1. Regular Elections. The election of some of the seven (7) voting Members of the Board shall be held every two years at the time and in the manner provided by the Consolidated Election Laws of the State of Illinois. Section 2. Student Election. The selection of the non-voting Student Trustee shall be held annually as provided by the Illinois Public Community College Act and all other applicable statutes and ordinances as may be amended, modified or construed. Section 3. Special Elections. Special elections may be called by the Board as provided by law. ARTICLE V. MEETINGS OF THE BOARD Section 1. Proclaiming Election Winners. At the first meeting following the election of Board Members held on the date required under the Consolidated Election Laws of the State of Illinois and not later than twenty-one (21) days thereafter, the Board shall meet for the purpose of proclaiming the winners of the election. Section 2. Reorganization Meeting. The Reorganization Meeting shall be held annually. The reorganization in election years shall be held on or before the twenty-eighth (28 th ) day after the election. At all Organizational Meetings, the Chairperson of the Board, or, in his or her absence, the President of the Community College or the acting Chief Executive Officer of the College, shall convene the new Board, and conduct the election for Chairperson, Vice Chairperson, and Secretary. The reorganization meetings for non-election years shall be held at the regular meeting of the Board for the month of April, beginning with the year 2005. Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #2
The order of business shall be: A. Call to Order by Chairperson of Retiring Board; B. Roll Call by Secretary; C. Certification of Audit and Board Minutes and Policies by Secretary; D. Adjournment of Retiring Board, sine die; E. Convening of new Board by ranking hold-over officer from retiring Board who shall serve as temporary Chairperson; F. Seating of new members (Election Year); G. Election of Chairperson of Board; H. Election of Vice Chairperson; I. Election of Secretary; J. Appointment of Treasurer; K. Appointment of Attorney; L. Appointment of Architect; M. Adoption of Bylaws and Policies of the Board; N. Appointment of Bank Depository(s); O. Appointment of Auditor(s); P. Appointment of College Physician; Q. Appointment of Representatives to Standing Committees; R. Setting the Schedule of Regular Meetings for the Next Calendar Year. Section 3. Regular Meetings. Regular business meetings of the Board shall be held on the fourth Tuesday of every month and shall be open to the public. Additional strategic meetings may be held on the second Tuesday of the month and shall be open to the public. Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #3
Notice of the regular meeting shall be posted at the entrance of the principal administration office and at the location where the actual meeting is to be held on the Friday prior to each regular meeting. The place of said meeting shall be the regular meeting place of the Board or any properly designated place within Community College District 511. The news media upon request will be given notice of the time and place of all Board meetings. Section 4. Agenda for Regular Meetings. The order of business set forth on the agenda may vary, as needed from meeting to meeting, but shall generally contain one or more of the following items of regular business and/or matters relevant to the exercise of the powers of duties of the Board of Trustees: A. Call to Order; B. Roll Call; C. Minutes; D. Communications & Petitions; E. Recognition of Registered Visitors (Article XIII, Section 2); F. Reports 1. Vital Signs 2. President 3. Attorney 4. ICCTA 5. Student Trustee 6. Other G. Unfinished Business; Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #4
H. New Business; I. Board Discussion; J. President s Comments; K. Closed Session; L. Adjourn. Section 5. Special Meetings. A special meeting of the Board may be called by the Chairperson or by any three (3) members of the Board by giving notice thereof in writing stating the time, place, and purpose of the meeting. Such notice shall be served by mail forty-eight (48) hours before the meeting or by personal service twenty-four (24) hours before the meeting. If mailed, such notice shall be deemed delivered when deposited in the United States Mail, properly addressed and with proper postage. Section 6. Adjourned Meetings. A regular meeting may be adjourned to a future date as the Board may determine. Section 7. Waiver of Notice of Meetings. Notice of any meeting may be waived by a Board member. The attendance of a Board member at any meeting shall constitute a waiver of such notice for that meeting, except when the member attends the meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened. Section 8. Closed Sessions and Closed Meetings. Closed sessions and closed meetings may be held in accordance with the Illinois Open Meetings Act (Ch 5 ILCS, Par. 120 et. Seq.) as amended, modified or construed, and pursuant to adopted college policies. Section 9. Budget Hearing. A public hearing on the budget will be held each year prior to its adoption. Notice of the hearing will be published in the local newspapers in accordance Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #5
with Section 103-20.1 of the Illinois Public Community College Act as amended, modified or construed. Section 10. Special Hearings. Special hearings will be set by official Board action, and the date and place for the hearings will be published in the local newspapers. Section 11. Open to the Public. All meetings and hearings of the Board will be open to the public, except Closed Sessions and Closed Meetings as indicated in Section 8 above. Section 12. Workshops/Board Retreats. The Board shall attend in-depth workshops or retreats organized for the purpose of assisting trustees to gain greater understanding of the College and issues affecting higher education. Workshops and/or retreats may be scheduled as deemed necessary or advisable. The news media will be given notice of the time and place of such meetings. Notice shall be posted at the entrance of the principal administration office and, when practicable, at the location where the actual meeting is to be held, not less than forty-eight (48) hours prior to the time of the meeting. ARTICLE VI. QUORUM AND VOTING A majority of the voting members of the Board of Trustees shall constitute a quorum for transaction of business at any meeting of said Board. If less than a majority of the duly qualified and acting voting Board members is present at said meeting, a majority of the members present may adjourn the meeting without further notice. Unless otherwise provided herein and/or in the Public Community College Act, a majority of the votes of the members voting on a measure shall determine the outcome thereof, provided there is a quorum present. Voting ordinarily will be by voice except in matters requiring the expenditure of funds or the execution of contracts, when a roll call vote of the members shall be Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #6
required. A roll call vote may also be used when requested by any member of the Board of Trustees. ARTICLE VII. VACANCIES Whenever a vacancy occurs on the Board of Trustees, the vacancy shall be filled according to the then applicable provisions of the Illinois Public Community College Act and the Illinois Election Code, both as amended, modified or construed. A vacancy on this Board shall be considered to have occurred when any of the events set forth in Article III, Section 103-7 of the Illinois Public Community College Act occur. ARTICLE VIII. COMPENSATION The members of the Board shall serve without compensation, but they shall be reimbursed for their actual and necessary expenses while engaged in the performance of their duties. ARTICLE IX. OFFICERS Section 1. Number, Election, Eligibility, and Term. The officers of the Board of Trustees shall be the Chairperson, Vice Chairperson, Secretary, and Treasurer and any assistant to the above officers deemed necessary by the Board. The officers shall be elected or appointed by the Board of Trustees at the Reorganization Meeting. Vacancies in said offices may be filled at any meeting of the Board. The term of all officers shall be one (1) year or until their successors are elected, unless, by board action, the term is extended to two years, in accordance with the statute. Section 2. Chairperson. The Chairperson shall preside at all Board meetings and, whenever possible, represent the Board of Trustees at all official College or community functions. Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #7
The Chairperson has the power to appoint committees and to appoint Board members to various tasks. Section 3. Vice Chairperson. In the absence of the Chairperson, or in the event of his inability or refusal to act, the Vice Chairperson shall perform the duties of and shall have the same powers of the said Chairperson. The Vice Chairperson shall perform such other duties as may be assigned to him by the Chairperson and the Board of Trustees. Section 4. Treasurer. The Board of Trustees shall appoint a Treasurer who shall not be a member of the Board. The Board shall determine the compensation, if any, of the Treasurer. The appointment, qualifications, compensation, and duties of the Treasurer are covered by the Illinois Public Community College Act and subsequent amendments. Section 5. Secretary. The Board of Trustees shall elect a Secretary to serve at the discretion of the Board. The Secretary shall certify a true copy of each official Board policy and the Board minutes. The Secretary shall certify at the Reorganization Meeting of the Board and on request at any other time that a complete and accurate set of all Board minutes and policies are kept in compliance with State Statutes. The Secretary (or his/her designee) shall be the keeper of all books, records, and the Seal of the Board of Trustees and shall perform all duties assigned to him or her by the Chairperson and the Board of Trustees which includes attendance at all Board and committee meetings. If the Secretary is absent from a meeting, the Board of Trustees shall appoint a Board member as Secretary Pro Tempore. Board minutes so certified shall be prepared by the Recording Secretary who shall be selected by the President and who shall be required to attend the meetings of the Board. Minutes shall be kept in an official record book specifically for that purpose and shall be kept on file in Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #8
the Administration Center of the main campus as the official record of Board activity and shall be open to public inspection. Copies of the exact proceeding as indicated by the Minutes shall be sent to each Board member within seven (7) days after each meeting. Section 6. Standing Committees. The Board may appoint Standing Committees to provide the Trustees with additional oversight or heightened levels of awareness of key College matters. Each Standing Committee will be comprised of two Trustees elected appointed by the Chair of the Board of Trustees for a term of one year, with no term limits. College administrations may be assigned to a Standing Committee as deemed appropriate by the Board of Trustees. Section 7. Removal. Any officer or agent elected or appointed by the Board of Trustees may be removed by the Board whenever, in its judgment, the best interests of the College would be served thereby, but such removal shall be without prejudice to other rights and duties of the office or agent. ARTICLE X. COMMITTEES Special committees may be created by the Chairperson of the Board or by Board action. The President of the College, with the approval of the Chairperson of the Board, may call meetings of the Board Committees and shall attend all committee meetings, except when his or her employment or salary is under consideration. A special committee shall report recommendations to the Board for appropriate action and shall be dissolved when its report is complete and accepted by the Board. Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #9
ARTICLE XI. CONTRACTS AND FINANCES Section 1. Contracts. The Board of Trustees may authorize any officer or officers, agent or agents, by Resolution to enter into any contract and execute and deliver any instrument on behalf of this Board. The President is expressly authorized to execute any contracts and grant documents approved by the Board Section 2. Finances. No funds shall be borrowed without specific authorization by Resolution of the Board for contracting any indebtedness. Section 3. Checks and Depository. All checks, drafts, or orders for payment of wages, salaries, and/or other bills issued by this college district shall be signed by the properly designated officers in accordance with the Resolution filed with the depository. The depository of the funds of the Board of Trustees shall be designated by Resolution at the Reorganization Meeting. ARTICLE XII. CONFLICT OF INTEREST Bids on material, service, property, and/or equipment shall not be accepted from any Board member nor from any firm or company in which a Board member has a financial holding or interest except as provided by the applicable provisions of the Illinois Public Community College Act and all other applicable statutes as amended, modified or construed. ARTICLE XIII. RULES OF PROCEDURE Section 1. Rules of Procedure. In matters of procedure not governed by these Bylaws, or modified by the Board, Robert s Rules of Order, as revised, shall govern. Section 2. Recognition of Visitors. Visitors wishing to be heard at a Board meeting may be afforded time, subject to reasonable constraints, to comment or to ask questions of the Board and shall comply with the following guidelines: Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #10
A. Individuals or groups who desire to speak to the Board shall submit a request on a designated card and turn in to the designated staff up to 10 minutes prior to the scheduled beginning of the meeting. B. Any request to speak to the Board shall include the name of individual(s), the organization represented (if any), the topic to the addressed, and whether they will speak for or against the issue. C. The public comment section of the agenda will be limited to a 30 minute maximum, to be extended if necessary at the discretion of the Chairperson. D. Presentations by any one individual shall be limited to 3 minutes. E. If more than one individual is to speak on a topic, each must speak consecutively. Each individual s presentation will be limited to 3 minutes. The Chairperson shall have the option of halting presentations which repeat points already presented, or to limit the number of speakers addressing the same perspective (for or against) on a topic. F. The Board, at its option, may not comment on presentation to the Board. G. Informal opportunities to address the Board may be granted at the Chairperson s discretion. H. Ten copies of any document or other medium to be submitted to the Board are to be supplied for distribution to the President s Office at least 3 days before a Board meeting. I. Visitor presentations and discussions related thereto may be closed or taken under advisement as the Board deems appropriate. J. Nothing contained herein shall be construed to limit the power of the Board to impose other reasonable constraints upon the ability of visitors to comment to or ask questions of the Board. Section 3. Grievance Procedure. Except as otherwise provided by the provisions of an applicable statute or collective bargaining agreement, hearings or grievances filed by employees of Rock Valley College shall be governed by the following: 1. The Board of Trustees shall hear grievances submitted by employees against the president or his/her direct reports, hereinafter referred to as Grievant, in a Closed Session or Closed Meeting according to the adopted provisions and procedures of Board Report #6250, Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #11
April 26, 2005). An annual report of grievances filed will be presented to the Board of Trustees in December, with copies distributed to the Presidents of Professional Staff Association and Educational Support Personnel. The leadership of PSA and ESP will be provided an opportunity to comment, including voicing concerns regarding the way grievances are heard at the College. 2. The Board of Trustees in an open meeting shall take action on the grievance. 3. The grievant shall be notified in writing of the Board of Trustees action on the grievance not later than three (3) days after the next regular Board Meeting following the hearing on the grievance unless the Board by majority vote of the Board members present at a legally convened meeting extends the time for the official disposition of the grievance. ARTICLE XIV. BOARD POLICIES AND BYLAWS. Section 1. Classification. The exercise of Board powers may be formally classified as (a) Bylaws and (b) Policies. Section 2. Bylaws of the Board. The exercise of Board powers concerning the organization, procedures, and functions of the Board may be classified as Bylaws of the Board. Section 3. Policies of the Board. The exercise of Board powers concerning the Board structure and direction regarding the internal operating organization of the College may be classified as Policies of the Board. Policy shall hereinafter be defined as a basic assumption or principle established by the Board as a guideline for discretionary action by the administration, faculty, and staff in conducting the affairs of the College to achieve the stated goals or objectives. Section 4. Intent of the Policies. Rules and procedures in support of Policies are established by the administration, faculty, and staff members with the approval of the President in order to apply Board Policy to specific situations. Such rules and procedures shall be reduced to Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #12
writing and shall subsequently be made a part of the College catalog, manuals and/or such handbooks as may be appropriate. ARTICLE XV. AMENDMENTS AND ADOPTION OF BYLAWS The Bylaws may be amended by a majority vote of the entire Board at any meeting provided that Board members receive official notice of the proposed amendment at the regular Board meeting prior to the meeting at which said amendment is adopted. These Bylaws may be amended, altered, or repealed and new rules adopted at any meeting of the Board of Trustees by a unanimous vote of all voting Board members. ARTICLE XVI. THE BOARD AND THE PRESIDENT Section 1. President. The President of the College shall be the chief administrative officer of the internal operating organization of the College and shall be appointed by the Board. In addition, to the extent allowed by the Illinois Public Community College Act, the President may represent Rock Valley College on official and ceremonial occasions. Section 2. Acting President. The President shall be authorized to designate a member of the College staff as Acting President during temporary disability or absence from the College. In the case of lengthy continued disability or absence of the President, in case of vacancy of the presidency, or under other special circumstances, the Board shall name an Acting President and shall negotiate a commensurate salary for said responsibility. Section 3. Board Meeting. The President or his or her representative shall be in attendance at all meetings of the Board and shall inform and advise the Board with respect to the operation of the College. Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #13
Section 4. Communication with the Board. The President shall serve as the channel of communication between the Board and all subordinate administrative officers and personnel of the internal organization. Section 5. Emergency Action. In the event of emergency situations not covered by specific policies, the College President shall have the authority to take any necessary or appropriate action as he or she deems to be required by such emergency. Action taken and the reason therefore shall be communicated to the Board as soon as practicable. READOPTED BY: Chairperson Vice Chairperson Secretary Student Trustee Bylaws Rock Valley College Board of Trustees Readopted April 24, 2012- Page #14
MEMO TO: FROM: SUBJECT: Rock Valley College Board of Trustees Jack J. Becherer, Ed.D., President College Physician DATE: April 24, 2012 It is recommended that Dr. Bernard O Malley be reappointed College Physician. Jack J. Becherer, Ed.D. Board Approval: Secretary, Rock Valley College Board of Trustees
Rock Valley College Board of Trustees Community College District No. 511 3301 N. Mulford Road Rockford, IL 61114 Regular Meeting Schedule May 2012 April 2013 Regular Board meetings are normally held the fourth Tuesday of each month at 6:00 p.m. in room 117-121 of the Woodward Technology Center on the main campus at 3301 N. Mulford Road, Rockford, IL. Meetings are open to the public. May 22, 2012 June 26, 2012 July 24, 2012 August 28, 2012 September 25, 2012 October 23, 2012 November 27, 2012 December 11, 2012 January 22, 2013 February 26, 2013 March 26, 2013 April 23, 2013 Strategic meetings, retreats and Board Committee meetings will be scheduled as necessary. 2012-04-24 Board Meeting Calendar 2012-2013.docx