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September 2005 Board Meeting Minutes

The Board of Trustees of Illinois Valley Community College District No. 513 convened a regular session at 7:00 p.m. on Wednesday, September 28, 2005 in the Board Room (C307) at Illinois Valley Community College.

Members Present:
Deborah L. Sweeden, Board Chair
David L. Wilcoxson, Vice Chair
Paula J. Endress, Secretary
David O. Mallery
Lori E. Scroggs
Thomas C. Setchell
Dennis N. Thompson
Matt Simko, Student Trustee

Members Absent:
 

Others Present:
Chuck Novak, Interim President
Jerry Corcoran, Vice President for Business Services/Finance
Harriet Custer, Vice President for Academic Affairs
Robert Marshall, Vice President for Student Services
Walter J. Zukowski, Board Attorney

 

AMEND AGENDA
It was moved by Mrs. Scroggs and seconded by Mr. Simko to amend the agenda and eliminate agenda item #10 – Change in Payment Process.

Student Advisory Vote: “Aye” – Mr. Simko. Roll Call Vote: “Ayes” – Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mr. Setchell, Mr. Wilcoxson, Mrs. Endress, and Mrs. Sweeden. “Nays” – None, motion carried.

 

The Board Chair opened the meeting with a statement encouraging the members of the Board to lead by example so that they can continue to make IVCC an exemplary college and enable it to reach its full potential for our entire community.

 

CAMPUS UPDATE
Dr. Rose Lynch and Dr. Harriet Custer reported on the environmental scanning process that took place this past year at IVCC. They defined environmental scanning as a radar for observing the world systematically, in order to identify the major trends that influence institutions. Trends are a general direction of change, usually gradual and long-term, in the forces shaping the future of an institution, region or nation. An implication is a reasonable inference or what a trend means for an institution, region or nation. Environmental scanning recognizes outside forces that will shape the future and is necessary for long-range planning. During the environmental scanning process, trends were identified, implications of those trends were identified, core trends were selected and a core SWOT analysis (strengths, weaknesses, opportunities, threats) was identified. Thirty eight staff and sixty five community leaders participated in the process. The core trends and core SWOT analysis were distributed to the Board at the last meeting. The next steps will be to develop a draft vision, mission and goals to be reviewed by the Board, IVCC staff and community leaders.

 

Dr. Novak invited the board to think about the identified implications as they will drive the goals for strategic planning. The goals and SWOT analysis will be discussed at the October meeting.

 

CONSENT AGENDA
It was moved by Mrs. Endress and seconded by Mrs. Scroggs to approve the consent agenda as presented.

Student Advisory Vote: “Aye” – Mr. Simko. Roll Call Vote: “Ayes” – Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mr. Setchell, Mr. Wilcoxson, Mrs. Endress, and Mrs. Sweeden. “Nays” – None, motion carried.

 

The following items were approved in the consent agenda:

 

Approval of Minutes – August 24, 2005

 

Approval of the Bills 

Education Fund - $704,130.93; Operation and Maintenance Fund - $110,514.38; Operation and Maintenance Fund (Restricted Fund) - $188,615.81; Auxiliary Fund - $594,077.27; Restricted Fund - $141,610.63; Audit Fund - $12,000.00; Liability, Protection and Settlement Fund - $15,376.12

 

Treasurer’s Report

 

Faculty Appointment

Approve the appointment of Gerald R. Christensen as the Commercial Custodian Instructor at Sheridan Correctional Center at an annual salary of $35,000.

 

INTERIM PRESIDENT’S REPORT
Dr. Novak reported on the goals that were identified by the Board in September of 2004. He updated the Board on the number of programs and activities developed by the staff to address and respond to the goals. These goals will be incorporated into the strategic planning process that is in progress.

 

TRUSTEES’ REPORT
Jeanne Hayden thanked the Board for nominating her for the Central Region Professional Board Staff Award and also thanked the Board for the opportunity to attend the ACCT Leadership Congress in Seattle.

 

Mr. Wilcoxson also attended the ACCT Leadership Congress and found the sessions to be interesting and beneficial. He noted that Illinois was very well represented on the national level.

 

Mr. Simko distributed a report of the activities of student organizations from summer through September. He encouraged everyone to read the next IV Leader for additional highlights of student activities.

 

BANK DEPOSITORY
It was moved by Mr. Wilcoxson and seconded by Mr. Thompson to accept the proposal from Citizens First National Bank to be the College’s depository for federal grants and the trust and agency fund at a fixed rate of 2.75% APY for four years on a $25,000 minimum threshold sweep account. Mr. Setchell was opposed to this proposal and was concerned with the low fixed rate at a time when the rates are changing. It was explained that this was a service account – a place to deposit federal grant money and a way to make the payments. Any interest earned over $250 a year must be paid back to the federal government. The Board requested more information on this agenda item. Mr. Wilcoxson and Mr. Thompson withdrew their motions. It was moved by Mr. Mallery and seconded by Mrs. Scroggs to table this item until further information is gathered.

Student Advisory Vote: “Aye” – Mr. Simko. Roll Call Vote: “Ayes” – Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mr. Setchell, Mr. Wilcoxson, Mrs. Endress, and Mrs. Sweeden. “Nays” – None, motion carried.

 

POLICY FORMULATION AND ADOPTION
Dr. Novak drafted a policy for Policy Formulation and Adoption. If approved, it would require policies 1026 and 1027 to be deleted. The new policy provides two readings for every policy before adoption and it allows public posting of the policy while it is under consideration. The period between the first presentation and the actual adoption allows for a period of comment and consideration before the policy is finally adopted. No action recommended.

 

BOARD POLICY 1008 – BOARD MEETINGS AND OPERATIONS
Dr. Novak drafted a new policy on Board Meetings and Operations. If adopted, this policy would require repeal of the following current polices 1008 – Board Operations; 1009 – Quorum; 1020 – Order of Business; 1021 – Rules of Procedure; and 1022 – Minutes. This policy defines how the Board conducts their business and meetings and is in accordance with the Open Meetings Act. Dr. Novak has not had legal counsel review it; this would be up to the Board to decide. There was discussion that all material and discussions associated with the closed session meetings are confidential; but this policy cannot override the State statute which states that no member of the body can be sanctioned for disclosure of any part of the closed session meeting. It was decided to include a statement that no actions taken pursuant to this policy shall be in contradiction of the rights of any individual under the Open Meetings Act. The Board decided not to obtain legal counsel to review the policy at this time and no action was taken at this time on this policy.

 

BOARD POLICY 2027 – TUITION AND FEES
Dr. Novak noted that the Board is responsible by statute to approve tuition and fees. The current policy was not inclusive. This proposed policy includes tuition and fees, waivers, cooperative agreements, partial student support, tuition residency exceptions, refunds and continuing education courses, fees and refunds. Also included in the Board packet are guidelines for course fees developed by the staff. Course fees are consumable items used by students in the process of taking the course. Next month the staff will bring a list of proposed course fees for Fall of 2006 for the Board to review and discuss. The terminology “audience” under the section of continuing education courses was discussed. Dr. Novak will take a look at this for a better word. No action was taken at this time.

 

CLOSED SESSION
It was moved by Mrs. Scroggs and seconded by Mr. Thompson to convene a closed session to discuss (1) the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and legal counsel of the public body; and (2) discussion of minutes of closed session meetings.

Student Advisory Vote: “Aye” – Mr. Simko. Roll Call Vote: “Ayes” – Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mr. Setchell, Mr. Wilcoxson, Mrs. Endress, and Mrs. Sweeden. “Nays” – None, motion carried.

 

On a motion by Mrs. Endress, seconded by Mr. Simko, and carried unanimously, the regular meeting resumed at 10:05 p.m.

 

DISPOSITION OF CLOSED SESSION MINUTES
It was moved by Mr. Mallery and seconded by Mr. Thompson to accept the report to the Board of Trustees from the Closed Session Minutes Committee as presented.

Student Advisory Vote: “Aye” – Mr. Simko. Roll Call Vote: “Ayes” – Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mr. Setchell, Mr. Wilcoxson, Mrs. Endress, and Mrs. Sweeden. “Nays” – None, motion carried.

 

CLOSED SESSION MEETING MINUTES
It was moved by Mr. Thompson and seconded by Mr. Wilcoxson to approve and retain the minutes of the August 24, 2005 closed session meeting.

Student Advisory Vote: “Aye” – Mr. Simko. Roll Call Vote: “Ayes” – Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mr. Setchell, Mr. Wilcoxson, Mrs. Endress, and Mrs. Sweeden. “Nays” – None, motion carried.

 

OTHER
Dr. Novak reported that the College received notice today of a $197,000 grant from the U.S. Department of Justice to set up a program which is designed for domestic violence, sexual abuse and assault in cooperation with the LaSalle County Sheriff’s office, the Oglesby Police, and the 13th Judicial District. The grant was written by Sue Caley and Juletta Patrick will oversee the services provided by the grant.

 

The audit committee met yesterday and Dr. Corcoran is working on the recommendations of the committee. The College will be implementing these recommendations in future audits. Dr. Corcoran will write up these recommendations for the Board to review.

 

Dr. Novak reported there are two issues with the Board Room. The first issue, by statute, the Board must tape all closed session meetings and the HVAC system interferes with the quality of the tapes. The staff is looking for ways to redesign the vents so that the quality of the tapes is better. The second issue is the table at which the Board sits. Board members cannot see each other and cannot see the other people who are in attendance. Dr. Novak would like to explore the possibility of purchasing a “U” shaped modular system. The Board was in consensus for Dr. Novak to proceed.

 

Mrs. Sweeden thanked the closed session minutes committee and the audit committee for a wonderful job in bringing to light areas that needed improvement.

 

ADJOURNMENT

It was moved by Mrs. Scroggs, seconded by Mrs. Endress, and carried unanimously to adjourn the meeting at 10:17 p.m.