Illinois Community College District #511 Rock Valley College 3301 North Mulford Road Rockford, IL 61114 Board of Trustees Meeting May 8,2014 STRATEGIC MEETING (Retreat) Call to Order The strategic meeting of the Board of Trustees of Community College District No. 511, Winnebago, Boone, DeKaib, McHemy, Ogle, and Stephenson Counties, Illinois, convened in room 141/142 of the Woodward Technology Center (WTC) on the main campus at 3301 North Mulford Road, Rockford, IL, on Thursday, May 8, 2014 at 5:20 p.m. Chairperson Frank Haney called the meeting to order. Roll Call The following members of the Board were present: Mr. Frank Haney Mr. Patrick Murphy Ms. Kathy Kelley Ms. Lynn Keamey Mr. Randy Schaefer Mr. Don Gillingham The following members of the Board were absent: Mr. Michael Dunn, Jr., Mr. Maculson Massenat, student trustee Also in attendance: Mr. Mike Mastroianni, 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, Vice President & Chief Development Officer 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; Mr. Melvin Allen, Executive Director of Student Recruitment; Ms. Ann Kerwitz, Assistant to the President; College Attorney Joe Perkoski. Communications and Petitions There were no communications or petitions. RVC Board of Trustees Strategic Meeting Minutes of May 8, 2014 Page 1 of 5
Discussion Topics 1. Recruitment President Mike Mastroianni provided background on the successful process mapping completed by Mr. Al Softley and how it has helped the college maximize its resources. He added that Mr. Melvin Allen will explain the process mapping recently completed in the recruitment division and future enrollment reports that will track progress toward the Credit Hours goal rather than comparison with the prior year, although those numbers will be available if needed. In addition, he commented that department reorganization will better serve the area s adult population. Mr. Melvin Allen, executive director of recruitment and admissions, used a PowerPoint to explain the purpose and scope of the process mapping from the first point of contact to actual registration enrollment. Results of the process mapping identified opportunities for improvement in telecounseling, the contact card, and the enrollment form. Next steps will include a team approach to staff productivity, focus efforts on the highly motivated and likely to enroll groups, consistent communication flow, sales driven and customer service mentality, using data driven decision making for feedback on practices and monitoring, and having the same recruiter work with potential students from the first point of contract through to final enrollment. Questions and comments from trustees include the following: Trustees Haney and Kelley like the idea of having the same recruiter work with students from first step to enrollment. Trustee Murphy recommended adding why do students come to RVC on the contact card. Trustee Kelley recommended adding a photo of older students on the front of the enrollment form to show age diversity In response to a question by Trustee Murphy, Mr. Allen explained that he will be working with the athletic department on recruiting. Trustee Keamey emphasized the importance of beginning the recruiting process in middle schools and bringing those students to campus. She suggested partnering with the area K-12 districts to provide educational field trips. Mr. Allen then distributed a proposed Summary of Enrollment Goal report and explained how the report will be used to track the 172,000 Credit Hour goal. He added that the summer goal has already been met. Page two of the report will be used to identify actions and outcomes of recruitment and retention opportunities. At 6:05 p.m., Trustee Michael Dunn Jr. entered the meeting. Discussion followed on the report format and how the numbers will be tracked. Trustees would also like to have the following: a year-over-year report, so they can compare progress to the nyc Boa of Trustees Strategic Meeting. Minutes of May 8, 2014 Page 2 of 5
prior year; information on niche group enrollments such as nursing, manufacturing and especially aviation maintenance; and bi-weekly enrollment reports. 2. Board/Committee Discussion Board! Committees Board Chair Haney explained that he and President Mastroianni have discussed ways to streamline the Board s many meetings and will implement the following: Board packets for the regular meetings will be distributed the Tuesday before the meeting to give trustees more time to review the meeting information. President Mastroianni will include a letter highlighting important issues. Questions should be directed to either President Mastroianni or Chair Haney. Committee chairs are asked to keep other trustees informed of committee meetings and activities. They will also distribute handouts from committee meetings to all trustees. Trustee Kearney would like to receive printed handouts and will contact the president s office for assistance. Future Purchase Reports will be categorized by budgeted and non-budgeted items. Attorney Joe Perkoski has recommended several changes to the Board Policy Manual. Chair Haney explained that as a result of the HLC Accreditation Self-study, a college committee has been formed to review and update the College s vision and mission statements. Following discussion on what level trustees want to be involved in strategic planning, trustees agreed that they would like the full board to be involved in setting the visiowmission and strategic planning for the College. President Mastroianni affirmed that strategic vision begins with the Board and explained several ways this can be accomplished. A preliminary review of possible methods could be a study session topic at the May 27 meeting, so that the process could be started in late June. Chair Haney reviewed his desired protocol for maintaining order at Board meetings. Discussion followed. Trustees agreed that receiving pertinent information ahead of time will help. Teaching & Learning Committee Trustee Lynn Kearney, chair of the Teaching and Learning Committee explained that she has met with Dr. Brian Sager, Ms. Susan Busenbark and Mr. Greg Wear regarding the agenda for the upcoming committee meeting. Using the example of the computer purchases that were deferred at the April 22 Board meeting, she recommended that purchases pertaining to particular committees first be explained to the committee, which could then, in turn, explain the rationale and make a recommendation to the full Board. Discussion followed on what the process might look like if each purchase were pre-approved by a committee. Trustee Dunn added that he would like to receive more information from the Teaching and Learning Committee on the Running Start program, dual credit enrollment, and outreach to the area s private schools. RVC Board of Trustees Strategic Meeting Minutes of May 8, 2014 Page 3 of 5
Trustee Kearney encouraged the committees to highlight positive activities at the College and how they impact the community. She specifically mentioned the College s intent to purchase selections of student artwork that were on display for the recent Art Awards. Finance Committee Trustee Patrick Murphy announced that the Finance Committee will be meeting at noon on the Friday before the regular Board meeting. Discussion followed on how the April Purchase Report was handled and what could be done to make the process smoother. Facilities Committee Trustee Randy Schaefer, chair of the Facilities Committee, reviewed the agenda for the May 12 Facilities Committee meeting and encouraged all trustees to attend. Discussion followed on the four architect interviews to be conducted at the meeting and whether the process could be changed to accommodate one more firm. Attorney Perkoski confirmed that no statutory provisions apply and the internal process could be modified. Discussion continued on Classroom Building IV and when recommendations by stakeholders would be completed. President Mastroianni indicated that he and Trustee Dunn are speaking with area health care providers to partner with the College to provide new programs. Other comments: Mr. Sam Overton explained that the architect creates the footprint and conceptual design that drives the financing, and that ICCB approval is required. Dr. Brian Sager added that the College is reaching out to other schools to explore using a flexible lab concept and possibly adding professional programs such as medical coding and pharmacology. Trustee Dunn recommended that the College be more careful with the cost estimates for new buildings, as some are too high. Trustee Schaefer believes the CLIV building should be cutting-edge for 20 years hence. Human Resources Trustee Mike Dunn Jr. explained that the committee will meet for approximately one hour on the second Monday of the month, but that additional special meetings may be required when contract negotiations begin. The next meeting will include a Wellness presentation by representatives of OSF-St. Anthony as well as beginning the process to bid the health insurance broker. RVC Board of Trustees Strategic Meeting. Minutes of May 8, 2014 Page 4 of 5
Closed Session At 7:28 p.m., on a motion by Mr. Randy Schaefer, seconded by Mr. Patrick Murphy, the meeting was adjourned to closed session for the purpose of discussing the appointment, employment, compensation, discipline, perfornrnnce or dismissal of specific employees and the lease of real property in accordance with Sections 2 (c) (1) and 2 (c) (5) of the Illinois Open Meetings Act. Reconvene open session At 8:42 p.m., on a motion by Mr. Patrick Murphy, seconded by Ms. Lynn Kearney, 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 May 27, 2014 beginning with a study session at 5:15 p.m. in room 14 1/142 of the Woodward Technology Center (WTC). The general session will begin at6:oop.m.inwtc 117-121. 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 Kerwitz Murphy, Secretary Frank nyc Board of Trustees Strategic Meeting Minutes of May 8, 2014 Page 5 of 5