October 22, 2009 Minutes of Regular Meeting Board Meeting
The Board of Trustees of Illinois Valley Community College District No. 513 convened a regular session at 6:30 p.m. on Thursday, October 22, 2009 in the Board Room (C307) at Illinois Valley Community College.
Members Physically Present:
Dennis N. Thompson, Chair
Thomas C. Setchell, Vice Chair
David O. Mallery, Secretary
Michael C. Driscoll
Larry D. Huffman
Melissa M. Olivero
Cheyanne Smith, Student Trustee
Others Physically Present:
Jerry Corcoran, President
Cheryl Roelfsema, Vice President for Business Services and Finance
Rick Pearce, Vice President for Learning and Student Development
Lori Scroggs, Vice President for Planning and Institutional Effectiveness
Walt Zukowski, Attorney
APPROVAL OF AMENDED AGENDA
The agenda was amended (added 13a. - Emergency Repairs – Water Lines). It was moved by Dr. Driscoll and seconded by Ms. Englehaupt to approve the amended agenda, as presented. Motion passed by voice vote.
CAMPUS UPDATE – ASSESSMENT
Dr. Rick Pearce and Dr. Lori Scroggs gave an overview of the assessment process at IVCC. IVCC assesses student academic success, placement of graduates in employment or continuing education, service excellence, district population served, fiscal responsibility/affordability, job satisfaction, professional development opportunities for all employee groups, utilization of technology for teaching and learning, and diversity awareness using key performance indicators. There are six major areas of activity in the assessment process which include student learning/engagement/services, program delivery/outcome, instruction, community service, human resources, and institutional effectiveness. In each of these areas, Dr. Pearce and Dr. Scroggs identified what is being assessed and how. They also provided websites for additional information.
It was moved by Dr. Huffman and seconded by Ms. Olivero to approve the consent agenda as presented. Motion passed by voice vote.
The following items were approved in the consent agenda:
Approval of Minutes – September 15, 2009 Special Board Meeting; September 24, 2009 Board Meeting; September 29, 2009 Audit/Finance Committee Meeting; and September 29, 2009 Closed Session Minutes Committee Meeting
Approval of the Bills - $1,844,543.00
Education Fund - $753,198.53; Operation and Maintenance Fund - $119,160.46; Auxiliary Fund - $666,798.43; Restricted Fund - $82,055.31; Audit Fund - $16,000.00; Liability, Protection and Settlement Fund - $207,330.27.
Approved the stipends for the pay periods ending September 19, 2009 and September 26, 2009.
Cash Farm #8842 Lease Renewal – Year 2010
Approved to renew the lease with Randall Michelini at $227.46 per acre on 149.48 acres for year 2010 for an annual lease payment of $34,000.72 and to allow wheat to be planted in Fields 7, 12, and 13.
Request for Proposal – Color Copier/Printer Lease
Approved to seek proposals to lease a color copier/printer for 36 months.
Bid Request – Emergency Medical Services Training Equipment
Approved to seek bids for emergency medical services training equipment at an estimated cost of $24,500.
Request for Partial Student Support
Approved the partial student support as presented.
Partnerships for College and Career Success Collaboration Agreement
Approved the Partnerships for College and Career Success Collaboration Agreement, effective immediately.
Purchase Request – LifePak 12 Cardiac Monitor/Defibrillator
Approved to purchase a LifePak 12 Cardiac Monitor/Defibrillator from Physio-Control, Inc. in the amount of $17,404.48.
Dr. Corcoran reported the administration has had two meetings with the Capital Development Board. The first one on September 30 with Brad Nell, CDB’s Senior Capital Program Analyst, and Ron Wright, Administrator for the Construction Administration Division. They met on campus in order to assess the scope of the Community Technology Center project. The second meeting was on October 20 in Chicago. Cheryl Roelfsema and Dr. Corcoran presented the project and answered questions to the Board’s satisfaction. The architectural firm of Basalay, Cary, & Alstadt was approved to oversee this $30.5 million project along with Demonica Kemper Architects and KJWW Engineering as consultants. Dr. Corcoran publicly congratulated these firms for the high quality work they have demonstrated so far. Dr. Corcoran is looking forward to working with them further on this extraordinary improvement to the campus facilities. The administration has continued meeting with representatives from the City of Ottawa regarding plans for a possible Ottawa satellite center. If all goes well, the plan is to have a draft agreement ready for the Board’s Audit/Finance Committee to review on November 2nd at 5:00 p.m. Governor Quinn signed Senate Bill 1180 into law on Sunday, October 18th which provided full funding for the Monetary Award Program for the spring semester. On October 6th three vice presidents and Dr. Corcoran met with the Student Government Association and they presented a letter directed to members of the General Assembly whom Dr. Corcoran met with the following day as part of a program at Bradley University. That letter, signed by every one of the SGA leaders, was included in the October board book on page 91. Dr. Corcoran believes the outpouring of support for this need-based financial assistance program was extraordinary and he thanked everyone that stepped forward, including the Board of Trustees, for making sure that the collective “voice” of IVCC students was heard. At the meeting of the Council of Community College Presidents held in Peoria on October 16th, the group was advised by the ICCB that the FY 2010 budget was based upon an assumption of revenues coming in at a rate much higher than they are today. Therefore, from a funding standpoint, the future does not look bright for both FY 2010 commitments and FY 2011 needs. Dr. Corcoran received a brochure from the Association of Community College Trustees regarding the 2010 National Legislative Summit to be held February 8-10 in Washington, D.C. Given the College’s financial situation, he is not planning to attend. The student chapter of the American Chemical Society at IVCC has been selected to receive the Outstanding Award for activities for the last fiscal year. The students, Larry Ault, Dr. Promise Yong and Dr. Matt Johll were recognized for their hard work and accomplishments. On Monday October 19th, a total of 60 IVCC students were recognized at Phi Theta Kappa induction ceremonies in the afternoon and evening. This is a highly coveted honor and the Rho Omega Chapter officers did a great job as did program advisors, LeeAnn Johnson and Eric Schroeder. Included with the information provided to each Board member tonight was a letter from the Higher Learning Commission announcing that Dr. Rick Pearce has been selected to serve as a peer reviewer for the Academic Quality Improvement Program. The training and professional development that Dr. Pearce will receive in order to carry out this role will be of great value to IVCC. On September 29, Marianne Dzik, Cathy Bangert, Bob Mattson, and Sue Isermann presented a breakout session entitled "Using a Data-Informed CTE Program Review and Assessment Process" at the 8th Annual ICCB Forum for Excellence in Career and Technical Education in Springfield, IL. This was one of two presentations focused on the Illinois Program of Study Guiding Principal # 6 - Program Improvement and Accountability. Each board member received a Letter of Understanding clarifying contract language used in the collective bargaining agreement between the American Federation of Teachers Local 1810 and the IVCC Board of Trustees. Two points of clarification included: (1) all reference in the contract to the Vice President for Academic Affairs and the Vice President for Student Services will refer to the Vice President for Learning and Student Development, and (2) all reference to the Instructional Leadership Committee will now refer to the Curriculum Committee. Dr. Corcoran stated unless he is directed otherwise, he would like to proceed with signing the Letter of Understanding. The Board was in agreement to proceed.
Tom Setchell noted the minutes from the September 29 Audit/Finance Committee meeting were included in the board book. The Committee was comfortable with the current process of transferring funds from the Auxiliary Fund to cover athletics and the childcare center. He stated another Audit/Finance Committee meeting is scheduled for November 2 to discuss financing of the new building. The College continues to make deposits in the Operations and Maintenance Restricted Fund for building purposes. The Committee would like to give the Board more than one option of how to borrow the money. One way would be to borrow directly from the banks pledging the revenue stream from TIF reimbursements. All options need to be looked at and the Committee will rely on Dr. Corcoran and Ms. Roelfsema to make a recommendation.
Dennis Thompson reported the Facilities Committee met on October 13. The main purpose of the meeting was to review what programs and services will be relocated in the existing building. In the process it was brought to the Committee’s attention that approximately $2.6 million of the total dollar amount for the post-construction phase is placed in contingency. If the bids matched the estimates, the architects have stated that the College needs to be prepared to obligate some of these funds or the funds will need to be returned to the State. A wish list was presented of items that could be included, but the list is more than the amount allowed. It is then up to the College to prioritize these items and include them in the design process in the event additional funds are available. The difficult part of this process is the items must fit the remaining dollar amount. Also at the meeting there were four large areas that were discussed: 1) student center; 2) maintenance building [will take a look at the shed south of the parking lots as a possible location for the maintenance building]; 3) dislocated workers center; and 4) childcare center. The architects provided estimates and will take a closer look at the scope of these areas and tweak the numbers. There was discussion on whether some items could be taken off the list and placed on the PHS project list – elevators and the digital alarm system. There was also discussion on the connectivity of the building. Also discussed at the meeting was the slope stabilization issue. The architect and engineering firms have received all communications on this subject. They are double checking the information. Additional borings will take place and if necessary the new building will be built as far from the hillside as practical. A Facilities Committee is scheduled for November 10th at 5 p.m. to review all of these items. The information will then be shared with the whole Board.
Mr. Mallery noted the Closed Session Minutes Committee met and upon review recommended no minutes be released at this time. He yielded the leadership of this committee to another Board member. Ms. Olivero accepted to serve as chair of this committee.
Ms. Cheyanne Smith congratulated the IVCC chapter of the American Chemical Society. Over 360 reports were submitted from community colleges and four-year universities and only 35 chapters received an outstanding award. Ms. Smith stated the MAP grant was a personal goal of hers and did whatever it took to help get the MAP grant back on track. She circulated petitions and on the 15th of October a group of ten students attended a rally in Springfield. She was very impressed on the number of people who were so passionate on something so important. On November 13 and 14, the SGA members will attend the Illinois Community College Student Activities Association annual conference. Over 250 to 300 students and advisors will attend. IVCC will host the conference next year. Ms. Smith attended the Association of Community College Trustees conference in San Francisco October 7 through the 10th. Arnold Schwarzenegger spoke on the importance of community colleges as a stepping stone to take the lead in education. She attended many sessions and learned how other community colleges do things and met a number of amazing students across the country. She is hopefully looking forward to attending the legislative session in Washington.
RESOLUTION AUTHORIZING PREPARATION OF THE 2009 TAX LEVY
It was moved by Mr. Setchell and seconded by Ms. Olivero to authorize Dr. Jerry Corcoran to begin preparing the 2009 tax levy. Motion passed by voice vote.
TRANSFER OF FUNDS
It was moved by Mr. Setchell and seconded by Ms. Englehaupt to approve the transfer of $400,000 from Fund 07 (Working Cash Fund) to Fund 01 (Education Fund) for operating purposes and transfer $400,000 from Fund 01 (Education Fund) to Fund 03 (Operations and Maintenance Restricted Fund) for building purposes. Motion passed by voice vote.
TEMPORARY SPECIAL ASSIGNMENT
It was moved by Dr. Huffman and seconded by Ms. Englehaupt to approve a bi-weekly stipend of $200 to Kris Curley beginning October 10, 2009 and to conclude on or before December 12, 2009, for assuming additional IT responsibilities. Motion passed by voice vote.
COMMUNITY TECHNOLOGY CENTER DESIGN AND DEVELOPMENT ARCHITECTURAL FEES
It was moved by Mr. Mallery and seconded by Ms. Smith to execute the Addendum to Agreement between Illinois Valley Community College and Basalay, Cary & Alstadt for the Programming and Schematic Design phases of the Community Technology Center, relocation of programs, and development of certain areas for new purposes for an additional cost of $250,344. Motion passed by voice vote. Mr. Mallery noted that he had some concerns with the additional cost, but then learned that during post-construction CDB requires an architect to be present at the College three days a week.
SEMI-ANNUAL REVIEW OF CLOSED SESSION MINUTES
It was moved by Mr. Mallery and seconded by Dr. Huffman to accept the recommendation of the Closed Session Minutes Committee of no action at this time. Motion passed by voice vote.
EMERGENCY REPAIRS – WATER LINES
It was moved by Mr. Mallery and seconded by Dr. Driscoll to accept the quote of JB Contractors in the amount of $9,571.00 and proceed in the replacement of water lines and valves on an emergency basis. Motion passed by voice vote.
Mr. Thompson commended Fran Brolley and his staff for an excellent job on the spring schedule and appreciated Cheyanne’s efforts on the MAP grant. At last month’s ICCTA meeting, he expressed his thoughts on multiple sessions so board members would have a choice of seminars to attend and wouldn’t waste hours between meetings He noted the Board Leadership Council meeting is open to everyone and not just Board Chairs. He encouraged those board members who are attending the November ICCTA seminar to attend this meeting.
It was moved by Ms. Englehaupt, seconded by Dr. Huffman, and carried unanimously to adjourn the meeting at 7:35 p.m. Motion passed by voice vote.