Illinois Community College District #511 Rock Valley College 3301 North Mulford Road Rockford, IL 61114 Board of Trustees Special Meeting February 5, 2014 (Agenda is from the January 28, 2014 meeting that was cancelled due to inclement weather.) Study Session The Study Session of 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 the Student Center Atrium, on the main campus, on Wednesday. February 5, 2014 at 5:22 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 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 Howard Metz. 1. Wellness Program Screening Analysis Discussion Jessica introduced Ms. Kathy Burke of Weflness, Inc., who reviewed the health screening program administered in fall 2013 to 184 employees who participated in the College s Wellness Program. She also distributed a sample of the screening review package that was given to each participant. Ms. Burke reviewed the outcomes of several components of the 2013 package, including the Panel C Blood test and the Health Power Profile Risk Assessment, and provided a comparison of Rock valley College Board of Trustees Minutes of February 5, 2014 (Rescheduled January 28, 2014) Page 1 of 10
RVC participant outcomes to national averages. She emphasized that the goal of the program is early detection of problematic areas and to get participants to take action to improve their health. 2. Higher Learning Commission (HLC) Site Visit Interim President Mike Mastroianni announced thai Administration would like to use the study sessions of the February 25 and March 25 board meetings for discussion and preparation for the Higher Learning Commission on-site reaccreditation visit. Ms. Susan Busenbark announced that the Self-study Report has been submitted to the HLC and presented trustees with a folder containing the Executive Summary of the Self-study Report, a list of self-study questions and the proposed on-site visit schedule. She asked trustees to reserve Monday, March 31 for a dinner with the HLC visit team. In response to a question from Trustee Murphy, Ms. Busenbark confirmed that one area needing improvement is a regular review of the College s Mission Statement, and that the HLC Steering Committee has begun work on that. Other areas of concern will be discussed at the regular February and March study sessions. Dr. Brian Sager added that it s very important that the dialogue is continued for the next few study sessions. In response to a question from Trustee Don Gillingham, Trustee Kearney confirmed that trustees were aware of the Conclusions and Recommendations in Criterion 2. The meeting recessed at 6:02 p.m. General Session The General Session of the Special meeting of the Board of Trustees of Community College District No. 511, Winnebago, Boone, DeKaIb, McKenry, Ogle, and Stephenson Counties, Illinois, convened in the Student Center Atrium on the main campus, on Thursday, February 5, 2014 at 6:10 p.m. Chairperson Mr. Michael Dunn, Jr., called the meeting to order. 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 Howard Metz. Rock valley College Board of Trustees Minutes of February 5, 20W (Rescheduled January 28, 2014) Page 2 of 10
Approve Minutes Trustee Lynn Keamey made a motion, seconded by Trustee Randy Schaefer, to approve the minutes of December 12, 2013. The motion was approved by unanimous voice vote. Trustee Randy Schaefer made a motion, seconded by Trustee Lynn Kearney to approve the minutes of December 17, 2013. Ms. Keamey noted that the section on Operating Revenue and Expense Planning should be corrected to show that Trustees Kelley and Murphy were not present. Chair Dunn added that on page four, paragraph four under Special Presentation Theatre Update, the last sentence of his statement refers to paragraph three regarding support of a possible presentation of a Studio Theatre play at the Nordlof Center. Ms. Keamey amended the motion to approve the minutes with the corrections as noted, seconded by Mr. Randy Schaefer. The amended motion was approved by unanimous voice vote. Trustee Schaefer made a motion to approve the minutes of January 16, 2014, seconded by Trustee Frank Haney. The motion was approved by unanimous voice vote. Communications and Petitions (Public Comment) Mr. Don Thayer, RAEDC, addressed trustees regarding the special efforts of Mr. Mike Mastroianni toward helping author a major section of Rockford s presentation to Boeing encouraging the company to build a plant in the area. He added that RVC was a great partner in the community-wide effort. Recognition of Visitors Dr. Brian Sager introduced Dr. Paul McCombs, recently named Faculty of the Year and provided background on Dr. McCombs. Trustee Keamey added that she attended the presentation of the award at the Staff Development Day and was very impressed with the ceremony. General Presentations 1. ROEHL Transport Partnership with RVC Truck Driver Training Mr. Mike Mastroianni introduced Mr. Bernie Luecke who described the five-year old RVC Truck Driver Training (TDT) program, which has a 96 percent graduation rate for the 537 students who have participated in the program. Mr. Luecke recognized TDT staff members Mr. Mark Sandoval, Ms. Dawn Brown, Mr. Cliff Parsons and Mr. Rick Zellweger. Mr. Luecke outlined a potential partnership with ROEHL Transport, then introduced Mr. Jason Zaleski, CDL School Development Manager, and Mr. Greg Keopel, VP of Workforce Development, who provided background on the company and highlighted the positive benefits of a partnership with RVC. Of special importance is that RVC students will receive financial and employment placement opportunities. Rock valley College Board of Trustees Minutes of February 5, 2014 (Rescheduled January 28, 2014) Page 3 of 10
In response to a question from Trustee Haney, Mr. Sandoval confirmed that the course is six weeks long, and afler a few years, a driver could earn as much as $50,000 - $70,000. In response to a question from Trustee Kelley, Ms. Susan Busenbark confirmed that the College does not provide any financial assistance to non-credit courses. 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: The Board Policy Manual is nearing completion. A draft will be presented to trustees at the February 25 meeting, with the final version brought to trustees for approval at the March meeting. The committee will then begin work on completing the procedures manual. Trustee Randy Schaefer, chair of the Facilities Committee, reported that the committee met recently and reviewed the following: Heard a good presentation on geothermal systems Received updates on CLI and CLII renovations progress Continued discussion on performance venues Results of the asbestos abatement and demolition bid will be on the February Purchase Report. Trustee Randy Schaefer, chair of the Presidential Search Committee, reported the following: The group met in January and identified eight semi-finalist candidates who will be interviewed February 15-16. Three or four finalists will be invited to campus the week of March 16 to meet community members and RVC staff at several public forums. Each finalist will also meet with trustees who will make the final decision. Candidate information packets will be given to all trustees. Trustee Lynn Keamey, chair of the Teaching and Learning Committee, reported that the Committee will meet February 10. The committee did not meet in January. Trustee Kathy Kelley, chair of the Finance Committee, reported that the Committee met last week and discussed the following: Reviewed the College s banking relationships, purpose and costs. Mr. Overton indicated the College can borrow $30 million and have only 10 more years of payments. Reviewed Tax Incentive Financing (TIF) districts. Reviewed the Priorities Position list and the possibility of a tuition increase. Reviewed second quarter financials. Chair Mike Dunn added that although enrollment is about the same as it was 10 years ago, the College currently has 20 percent more square feet of space. As trustees consider making commitments for new buildings and additional staff, they must ensure that the additions will support intended growth. He added that tuition has increased 71 percent in the last 10 years and asked Rock valley College Board of Trustees Minutes of February 5, 2014 (Rescheduled January 28, 2014) Page 4 of 10
rhetorically how do wejustift a tuition increase. He emphasized the need to look carefully at the budget in light of these challenges. Trustee Randy Schaefer added that trustees need to collectively decide on the board s priorities and act on them. In response to a question from Trustee Frank Haney with regard to interest rates, Mr. Sam Overton responded that short term rates are creeping up, but that adding $30 million of debt increases the College s payback term only 10 years. Trustee Don Gillingham commented that someone needs to tell trustees that more space is actually needed. Vital Signs Reports Mr. Sam Overton reviewed the 2 Quarter financials, noting that the College is in a similar financial condition as it was at this time last year, but that the Estimated Assessed Valuation (EAV) continues to drop significantly. He is expecting an EAV drop of six percent. Discussion followed on possible uses of any year-end surplus, including bonuses for non union employees, equipment purchases delayed from FYI 3, other unfunded mandates and moving it to the rainy day fund. Vital signs for Payroll, Healthcare, Cash, FY14 Surplus Expenditures List, the CLI Milestones, KPI Summary Report-Affordability, Freedom of Information Act (FOIA), and the College and Community Events Calendar were accepted as presented. Dr. Amy Diaz reviewed the enrollment report, noting that for the spring semester, Credit Hour enrollment is down 4.5 percent and Headcount is down 5.0 percent from this time last year. The I O Day Report and Student Profile Report will be presented at the regular February meeting. Discussion followed on how to improve the budget process by setting achievable enrollment goals and to narrow the deviation between actual and a wishful Credit Hour goal. President s Reports BR #7074 Claims Sheet #699 It is recommended that the Board of Trustees approve the claims sheet from Datatel dated December31, 2013, totaling $1,860,978.31. Listing of Checks over $10,000: $ 25,000.00 Pitney Bowes Reserve Account $ 17,019.00 Fridh $ 13,063.00 Isaacson, Miller $ 10,131.87 Mid-City Office Products $ 11,590.22 Ron Carison Electric Rock valley College Board of Trustees Minutes of February 5, 2014 (Rescheduled January 28, 2014) Page 5 of 10
$ 34,854.87 Bank America Card Services $ 10,475.89 Xerox $ 46,163.01 Constellation New Energy $ 13,373.03 Saavedra Gehlhausen Architects $ 111,611.82 State Universities Retirement System $ 18,232.20 Variable Annuity Life Insurance $ 46,103.20 Rockford Area Economic Development Council $ 31,263.30 CDW Government $ 50,470.69 Cain $ 46,330.41 EBM, Inc. $ 544,039.28 Health Care Service $ 17,152.20 Larson Larson Builders $ 71,972.75 Liberty Mutual Group $ 21,990.56 Robbins, Schwartz, Nicholas, Lifton Taylor, Ltd. $ 111,758.32 State Universities Retirement System $ 18,232.20 Variable Annuity Life Insurance $ 31,095.25 Music Theatre International $ 28,445.00 Theatrical Rights Worldwide, Inc. $ 31,870,00 Auto Outlets USA $ 14,393.66 Sun Life Financial $ 15,372.00 Wellness, Inc. $ 1,392.003.73 TOTAL On a motion by Ms. Kathy Kelley, seconded by Ms. Lynn Kearney, Board Report #7074 was approved by unanimous roll call vote. BR #7075 Purchase Report #677 It is recommended that the Board of Trustees approve the marked items for purchase. $ 10,000.00 A. Jeffrey Zethmayr, Lagrange, IL $ 13,200.00 B. Rockford Health System, Rockford, IL $ 12,100.00 C. Rockford Health System $ 13,793.50 D. R & H Theatrical, New York, NY $ 44,768.00 E. Wright Automotive, Hillsboro, IL $ 315,000.00 F. American Express, New York, NY $ 18,805.00 G. Versatile, Marlboro, MA $ 11,416.00 H. CDW-G, Vernon Hills, IL $ 34,423.00 I. Morrow Brothers Ford, Greenfield, IL $ 43,758.75 J. National Safety Council, Itasca, IL $ 50,000.00 K. Cain & Company, Cherry Valley, IL S 567,264.25 TOTAL Rock valley College Board of Trustees Minutes of February 5,2014 (Rescheduled January 28, 2014) Page 6 of 10
A motion was made by Mr. Frank Haney, seconded by Ms. Lynn Kearney, to approve Board Report #7075. Trustees asked questions about various items, especially Item E, two minivans for the Mail/Distribution Center; Item I, squad car for the RVC Police; Item J, online access numbers from the National Safety Council; and Item K, a S50,000 addendum for Cain & Company. A motion was made by fr. Frank Haney, seconded by Mr. Patrick Murphy, to remove Item E and Item I from the Purchase Report. The motion was approved by majority roll call vote. Trustees Dunn, Haney, Murphy, and KeIley voted yes. Trustees Keamey, Schaefer and Gillingham voted no. Student Trustee Massenat (advisory) abstained. A motion was made by Mr. Frank Haney, seconded by Ms. Lynn Kearney to approve the Purchase Report as presented excluding Item E and Item I. The motion was approved by majority roll call vote. Trustees Gillingham, Keamey, Kelley, Schaefer voted yes. Trustees Dunn, Haney and urphy voted no. Student Trustee Massenat (advisory) abstained. A motion was made by Mr. Frank Haney, seconded by Mr. Patrick Murphy, to approve the purchase described in Item E, two minivans for the Mail/Distribution Center. The motion was approved by majority roll call vote. Trustees Gillingham, Kearney, Kelley, and Schaefer voted yes. Trustees Haney, Murphy and Dunn voted no. Student Trustee Massenat (advisory) abstained. A motion was made by Mr. Frank Haney, seconded by Mr. Patrick Murphy, to approve the purchase described in Item I, squad car for RVC Police. The motion was approved by majority roll call vote. Trustees Haney, Gillingham, Keamey, Kelley and Schaefer voted yes. Trustees Murphy and Dunn voted no. Student Trustee Massenat (advisory) abstained. BR #7076 Personnel Report #673 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 #7077 ICCB Project Status Report It is recommended that the Board of Trustees approve the ICCB Project Status Report due January31, 2014 and the Statement of Final Completion of State and Locally Funded Projects for the Jacobs Center for Science and Mathematics. On a motion by Mr. Randy Schaefer, seconded by Ms. Lynn Keamey, the Board Report was approved by majority roll call vote. Trustees Dunn, Haney, Keamey, Kelley, Murphy, Schaefer and Student Trustee Massenat (advisory) voted yes. Trustee Gillingham abstained. Attorney Report No Attorney Reports were presented for consideration. Rockvalley College Board of Trustees Minutes of February 5,2014 (Rescheduled January 28, 2014) Page 7 of 10
ICCTA Report There was no report on activities of the Illinois Community College Trustee Association. Student Trustee Report There was no report from the student trustee. Marketing Budget New Business Ms. Pam Owens reviewed marketing progress over the past year and presented ideas and estimated costs of what could be done with additional marketing dollars. She shared that the budget line item for advertising vent from its all-time high $334,000 in FY10 to a ten-year low in FY13 of $166,000. Questions from trustees precipitated extensive discussion regarding the advantages and need for web site redesign, how the Information Technology budget is used and might be used to fund expanded marketing, possible uses for surplus dollars, and how best to provide flexibility to balance the budget. Chair Dunn encouraged the marketing department to focus on obtaining in-kind donations to expand marketing efforts. 1. Priority Positions List Unfinished Business Mr. Mike Mastroianni reviewed the list of positions identified by the Leadership Team that are needed for added programs, noting that the positions directly impact instruction, recruitment and retention initiatives. Dr. Brian Sager thanked trustees for allowing the Leadership Team to create a visionary approach to provide support for student success. He added that the list has been reviewed by all Board Committees, and the Leadership Team is asking for the Board s support and approval. Members of the Leadership Team answered questions from trustees regarding the various requested positions. In response to a question from Trustee Gillingham, Mr. Overton confirmed that none of the positions are included in the budget, and the list was created at the request of trustees. Chair Dunn indicated that discussions will be continued, as the Board would like to have more information on the EAV and expected surplus, especially with regard to flrnding FY15 positions. 2. lsaacson Miller Invoices In response to a question from Chair Mike Dunn, Mr. Sam Overton responded that he is not familiar with the Isaacson Miller contract and could not make a determination if any charges could Rock valley College Board of Trustees Minutes of February 5,2014 (Rescheduled January 28, 2014) Page 8 of 10
be considered non-professional or not usual and customary. He added that all charges for expenses have been verified by receipts. Chair Dunn indicated that the matter has been referred to College Attorney Joe Perkoski, Trustee Comments There were no additional comments from trustees. Interim President s Comments There were no additional comments from Interim President Mike Mastroianni. There were no accolades presented. Accolades: Announcements from President s Leadership Team There were no announcements from the President s Leadership Team. The meeting was recessed 9:30 p.m. Adjourn to Closed Session On a motion by Mr. Randy Schaefer, seconded by Ms. Lynn Kearney, and unanimous roll call vote, the meeting was adjourned to closed session at 9:43 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 10:26 p.m., on a motion by Mr. Patrick Murphy, seconded by Ms. Lynn Kearney, and unanimous roll call vote, the meeting was adjourned to open session. Possible Action Items as a Result of Closed Session No action was taken during closed session. Next Meeting The next regular meeting will be held February 25, 2014 in the Woodward Technology Center (WTC) beginning with a study session at 5:15 p.m. in Room 141/142. 6:00 p.m.: General Session in WTC room 117-121. Rock Valley college Board of Trustees Minutes of February 5, 2014 (Rescheduled January 28, 2014) Page 9 of 10
Adjournment There being no further business to come before the board, at 10:30 p.m., a motion to adjourn was made by Mr. Randy Schaefer, seconded by Mr. Frank Haney. The motion was approved by unanimous voice vote. Submitted by Ann Kenvitz. Rock Valley College Board of Trustees Minutes of February 5, 2014 (Rescheduled January 28, 2014) Page 10 of 10