May 31, 2017 Minutes of Special Meeting
Board of Trustees of Illinois Valley Community College District No. 513
convened a special session (Board Retreat) at 5:30 p.m. on Wednesday, May 31,
2017 in the Board Room (C307) at Illinois Valley Community College.
E. Goetz, Chair
J. Solon, Vice Chair
David O. Mallery, Secretary
Jay K. McCracken
F. Pehoski, Student Trustee
Melissa M. Olivero
Jerry Corcoran, President
Cheryl Roelfsema, Vice President for Business Services and
Vice President for Academic Affairs
Campbell, Associate Vice President for Academic Affairs and Dean of Workforce
Grzybowski, Associate Vice President for Student Services
Communication – Board members
received minutes from the last retreat on how communication was handled. Dr. Corcoran was asked to use his own
discretion on sending out emails so that board members are not receiving too
many. If a board member wants to follow
up on a previous discussion, they may ask Dr. Corcoran if it is okay to send an
email to an employee of the College. If
it is college-related business and the communication continues, Dr. Corcoran
would like to be copied on the email as a professional courtesy. All board
members were comfortable the way Dr. Corcoran is currently communicating. Mr.
Mallery asked that everyone be kept at the same level.
Committees – A list of the
board committees and their responsibilities along with the current members of
each committee was provided. Any board
member can attend any committee meeting.
There are three people on each committee so a quorum of two is
needed. Mr. Mallery cautioned that
members of the same committee cannot discuss issues related to the committee
outside of a meeting in light of the Open Meetings Act.
a community member wants to reach out to a board member, the email address should
be one that the board member checks regularly. The administration would be
happy to set every board member up with an IVCC email address. For FOIA purposes, it would be a good idea to
send college business to an ivcc email address.
Otherwise, all personal information could be revealed under FOIA. Everyone agreed, but Mr. Mallery wanted the
administration to check and see if the IVCC email account could be linked with
each board member’s personal account, eliminating the need to check two email
last Master Plan was prepared in September 2011. At that time the College had just started on
the Community Technology Center (CTC) and analyzing its existing
facilities. Things have changed and it
is time to update the Master Plan.
Dominick Demonica has worked with the administration before and is
anxious to begin the process of updating it.
Cheryl Roelfsema referred to Page 34 of the Master Plan which
illustrated the preferred direction for facilities growth on the main
campus. The brown buildings are existing
buildings – A, B, C, D, E, F, and G, truck driver training, greenhouse, auto
and welding labs. The light blue
buildings – Community Technology Center and 1 and 2 were additions and the
maintenance shop which have been constructed since 2011. The yellow buildings were proposed facilities
– Fine Arts Center, Community Sports Center & Childcare Center, and Student
Housing. If the Sports Center was built,
the current gym would be used for Continuing Education classes – Yoga, Tai-Chi,
and dance. These are long-term ideas
that could be possibly conceived in the future.
They are holding spaces if questions would arise as to where they would
be located on campus. The 911 Center has
been delayed due to funding. It is
contingent on a grant with the former governor.
Suggestions for updating: add
soccer fields, include a placeholder for the 911 Center, remove the old barn
and the proposed wind turbine. Laurie
Bonucci wanted to fundraise for the barn.
She began the process of reaching out to individuals. Everett suggested thinking about the future
of the Ag program or if there was any history behind the barn where a donor
might be interested. Cheryl noted the
Operations Committee has been working on ideas for the Master Plan and will
work with Mr. Demonica on a price to update it.
The Master Plan will be an agenda item for the next Facilities
Committee. Currently there is not
funding available for the Resource Allocation and Management Program (RAMP) which
is a program to request capital funds for building projects. There are currently 26 projects on the list,
but with no funding for the last two or three years there have been no building
projects selected from the list. The
projects are funded at 75 percent by the state and 25 percent locally. IVCC built the CTC building with $25 million
from the state and $7 million from IVCC.
IVCC borrowed $5 million and paid it off in five years.
Planning – Organizational Charts
Board reviewed three organizational charts – faculty, full-time employees, and
part-time employees. Each chart
indicated employees age 55-61 in yellow and employees age 62 or older in
Strategic Planning Update
Anderson will be bringing everyone together to discuss a new mission and vision
statement and then looking at goals and objectives. The faculty began the process of developing
an academic plan in fall 2016 and a draft of the Academic Affairs Plan was reviewed
by the Board. This draft will be
presented to the faculty in fall 2017 and then to the Teaching and Learning
Committee for approval. The final
academic plan will then be presented to the Strategic Leadership and Planning
Council (SLPC) and included in the institutional strategic plan. Anticipated completion of the institutional
strategic plan is May 2018.
Reaffirmation and Pathway Update
May 5, 2017 IVCC was notified by the Higher Learning Commission (HLC) that its
Institutional Actions Council had reaffirmed its accreditation through
2026-2027. The Council also accepted the
visiting team’s recommendation that IVCC submit a monitoring report concerning
the areas of accreditation that had been “met with concerns.” The monitoring report is due to HLC no later
than November 1, 2018. IVCC was eligible
to select its pathway to accreditation.
There are three ways to be accredited – Standard, Open, and AQIP pathways. IVCC is very familiar with the AQIP pathway;
it has been an AQIP institution since 2002.
AQIP institutions are often interested in competing for Baldrige Awards
and its principles are outlined with these standards in mind. A lot of resources are needed to do the AQIP
Pathway well. Three action projects are
on-going at all times. It is an
eight-year cycle with two required written Systems Portfolios. In year eight, a site visit is
conducted. The Standard Pathway is for
institutions that require more oversight from the HLC. The Open Pathway has what is good about AQIP
– Continuous Quality Improvement (CQI).
It is a ten-year cycle. It appeals to high-performing institutions. It emphasizes the five criteria for
accreditation and requires institutions to engage in improvement activities
over the course of the cycle. IVCC would
document the evidence that it is worthy of accreditation in years four and
nine. There is one project that is required
and is worked on for three or four years to improve the institution. The Open Pathway has been selected as the
accreditation pathway best suited to IVCC’s current resources. Dr. Anderson is closing out the three AQIP action
projects. One action project was
completed. The second project was
developing students for prior learning assessment. The College will continue to work on this as
a priority. The third project is the
standard of operations and the way the administration uses data in making
decisions. These projects will still
come up, but will not have to go through the project process. Mr. Mallery noted that with AQIP there is a third
party validating the work and he wanted to know who would be doing that
now. Dr. Anderson said because IVCC has
been with AQIP so long the site-to-check process is in place. This is the role of the SLPC. Mr. Mallery explained he was talking about
another peer institution. Mr. McCracken
noted that even though the State dropped programs in K-12, schools continued
with the program. The reporting piece
becomes a greater threat and takes time away from the project. Mr. McCracken suggested contacting other
colleges that use the Open Pathway. It
is now a trend with other community colleges to change to the Open
Pathway. Ms. Goetz noted that sometimes
personal evaluations are more critical.
SLPC makes the decision on what projects the College will pursue.
Affairs currently has five academic divisions.
With the retirement of Dr. Brian Holloway, this is an opportunity to
reorganize and increase efficiency and productivity. Under consideration is decreasing five
divisions to four and replacing the Humanities, Fine Arts, and Social Sciences
dean with a Career and Technical Programs or Workforce Development dean. This position will alleviate the dean
responsibilities from the Associate Vice President for Academic Affairs,
creating opportunity for additional productivity in the areas of curriculum,
assessment, and program review. This
will also require a redistribution of the academic content areas among the
other divisions. Dr. Anderson provided a
list of 11 proposed items for Academic Affairs to work on during the next year.
Olivero left the meeting telephonically at 6:34 p.m.
sheet of quick facts was very helpful when Fran Brolley and Jerry Corcoran were
visiting different organizations in raising funds for the Community Technology
Center. The quick fact sheet has not
been a top priority, but this was an opportune time to update it for new board
members. It is also on the College’s
website. Suggestions: Credit students broken out by county instead
of towns would be helpful. Why 10th
day when so many adult students register after the 10th day? Revenue by Sources – should that be FY2015
and FY2016? Ms. Stevenson noted that she
hears concerns that the College should offer more night classes. Bonnie replied that a lot of the career and
technical classes are in the evening because most of the students work during
the day. Since the College has provided
online courses, there has been a drop in evening classes. The College does offer evening classes, but
some are dropped due to low enrollment.
Mr. Mallery asked if the same rules for dropping day classes apply for
evening classes. Maybe the minimum
number of enrollees needed for a class to make could decrease for the evening
classes. Dr. Anderson will look into
this. Online appears to be an area where
the College can grow.
State suggests an AA or AS degree should be no more than 60 credit hours. Any new programs over 60 hours submitted for
approval by the State require justification for the extra hours. Dr. Anderson would like to change the
programs that are currently 64 hours down to 60. Faculty own the curriculum so this process
would need to be done with faculty involvement.
Dr. Anderson would like to be proactive instead of it being a state
mandate a few years down the road. A
bachelor degree requires 120 hours.
Olivero returned to the meeting telephonically at 6:45 p.m.
Carl Perkins Grant is federally funded through the Illinois Community College
Board. The funds are divided 60/40
between secondary and postsecondary education.
Last year IVCC received $214,395 and Bonnie Campbell is planning on this
amount again this year. Use of the
Perkins Funds includes working with career and technical education, strengthening
the programs and partnerships with education and employers, professional
development for the faculty, and equipment needs. There are six guiding principles associated
with Perkins and every principle has activities and expected outcomes that IVCC
has to meet. Quarterly reports are then submitted so that ICCB can keep track
of what IVCC is doing. There are also
accountability measures. This is based
on data sent to ICCB and scored. IVCC
has scored very well except for the nontraditional participation and
nontraditional completers. Non-traditional
for the Perkins Grant is gender-based.
IVCC has been trying to promote young women interested in male-dominated
careers. Mr. Mallery asked when the College is evaluating the cost of a program,
are the expenses paid by grants used in the decision to keep a program? Would it be fair to back those expenses out
of the comparison? It was noted that
money from grants is separated from expenses that come out of the operating
subgroups were formed from the Strategic Enrollment Management (SEM) Committee
and have been tasked with designing strategic enrollment objectives for the
- Dual Credit
- At-risk Students
Population (Communication & Admission Focus)
Population (Marketing & Retention Focus)
will provide a long term look at what the college’s enrollments will look like
and what the students will look like.
The committee is working on strategic goals for each category. If students apply to college, they tend to
enroll. General Population – instructors
look at their rosters and counselors contact them if they have missed
classes. Last year over 70 percent of
the students earned an A, B, or C with no intervention, but 79 percent earned
an A, B, or C with intervention. This
subgroup is also working on improving the market penetration at high
schools. These groups are meeting
monthly. The Enrollment Task Force meets
every two weeks. Non-traditional is both
26 years of age or over and gender. Mr.
Mallery suggested giving a weighted score for dual credit. Encourage the high schools to do this and
help them understand how it does impact the counselors. Dr. Sipovic believes weighting the courses is
more of an incentive to take the course. Mr. McCracken would like to see IVCC
market the Putnam County College Start and the Running Start programs to all
the high schools. Mr. McCracken
suggested comparing the university costs with IVCC costs. He also suggested working with the high
school foundations to help pay for the dual credit courses. There were 124 Free and Reduced Lunch
students that paid $5 to register for the dual credit courses. Dr. Corcoran noted that he is working with
the IVCC Foundation to cover these costs.
members reviewed a spreadsheet on tuition waivers awarded to students at
IVCC. Athletics is separated from
Academic/Student Life to give a clearer picture of where the hours and dollars
are allocated. Another column was added
to show in-district and out-of-district student athletes who received waivers –
82 percent were in-district students. Since
FY2015, the College changed from calculating waivers by credit hours as opposed
to full- or half-waivers. This provides
flexibility when awarding waivers by maximizing waiver funds and assisting as
many students as possible. Ms. Goetz
noted the many academic achievements by the student athletes.
Ms. Goetz declared the meeting adjourned at 7:23