June 25, 2009 Minutes of Regular 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, June 25, 2009 in the Board Room (C307) at Illinois Valley Community College.

Members Physically Present:

Dennis N. Thompson, Board Chair
Paula J. Endress, Board Vice Chair
David O. Mallery, Board Secretary
Michael C. Driscoll
Cheyanne Smith, Student Trustee

Members Telephonically Present:

Melissa M. Olivero

Members Absent:

Thomas C. Setchell
Leslie-Anne Englehaupt

Others Physically Present:

Jerry Corcoran, President
Cheryl Roelfsema, Vice President for Business Services and Finance
Rick Pearce, Vice President for Learning and Student Development
Jim Peters, Attorney

Mr. Dennis Thompson called the meeting to order at 6:45 p.m.

APPROVAL OF AGENDA

It was moved by Dr. Driscoll and seconded by Mrs. Endress to approve the agenda as presented.  Motion passed by voice vote.

CONSENT AGENDA

It was moved by Mr. Mallery and seconded by Dr. Driscoll to approve the consent agenda as presented with the removal of agenda item 5.6 – Food Service Contract Renewal.  Motion passed by voice vote.

The following items were approved in the consent agenda:

Approval of Minutes – May 5, 2009 Special Board Meeting and May 27, 2009 Board Meeting.

Approval of the Bills - $1,406,841.98

Education Fund - $790,915.98; Operation and Maintenance Fund - $100,537.03; Operation and Maintenance (Restricted Fund) - $93,506.72; Auxiliary Fund - $240,624.80; Restricted Fund - $124,121.89; Liability, Protection and Settlement Fund - $57,135.56.

Treasurer’s Report

Personnel

Approved the stipends for the pay periods ending May 16, 2009 and May 30, 2009. 

Prevailing Wage Resolution

Adopted the Prevailing Wage Resolution for FY2010.

Bid Request – Hunter Four-Post Alignment Rack

Approved the administration to seek bids for a Hunter Four-Post Alignment Rack at an estimated cost of $20,000.

Request for Proposals Results – Tractor/Trailer Lease

Accepted the proposal from Central Illinois Truck Group Leasing for a 36-month lease for two 2005 Volvo VNL 64T tractors and two 2004 Hyundai trailers at an estimated cost of $172,560.

Bid Results – Spring and Summer/Fall 2010 Class Schedules

Accepted the bid from Woodward Printing – Platteville, WI in the amount of $24,694.59 for the Spring 2010 Class Schedule and $29,174.23 for the Summer/Fall Class Schedule for a total of $53,868.82.

Technology Purchase – PC Upgrades

Approved the purchase of 100 computers from Dell in the amount of $77,737.00 and 23 Macintosh computers from Apple Inc. in the amount of $36, 754.00 for a total of $114,491.00

RENEWAL – FOOD SERVICE CONTRACT

It was moved by Mr. Mallery and seconded by Mrs. Endress to renew the food service contract with Lil Bella’s Pizza, Inc. as presented commencing on July 27, 2009.  Mr. Mallery was concerned with the statement made at the last meeting regarding the food service providers planning to leave the College.  The administration negotiated a contract with them for one year and will then seek bids.  The administration recommended waiving the $700/month rent for the year and charging a fee equal to 3% of gross receipts each month.  The administration will encourage all staff to use Lil Bella’s for routine business and catering.  Mr. Thompson stated it is important to have a measure of what their income and expenditures are so that the Board has a way of determining a new contract.  Ms. Smith stated the students have spoken with Lil Bella’s requesting a variety of foods and fresh produce.  Many students leave campus for lunch and then the produce spoils.  The Student Government Association has also met with Lil Bella’s regarding the use of styrofoam vs. paper.  Dr. Corcoran stated in comparing Lil Bella’s with other food services the College has had before, Lil Bella’s does a great job.  The motion passed by voice vote.

PRESIDENT’S REPORT

Dr. Corcoran recognized Mayor Bob Eschbach and Reed Wilson for meeting with the Board’s Facilities Committee on June 15 in order to discuss the proposed Ottawa satellite campus concept and the support the College could expect from the city if it were to enter into a partnership.  Dr. Rick Pearce, Sue Isermann, Cheryl Roelfsema, and Dr. Corcoran have been meeting regularly with Ottawa officials regarding this project and are looking forward to presenting a business plan to the July Board for discussion and possible action.  Dr. Corcoran appreciated Mayor Eschbach and Reed Wilson bringing representatives from International Titanium Powder (ITP) to the campus a few weeks ago so that the administration could hear firsthand about their needs for contract training for 50-60 employees over the next few months.  Details are being worked out for a plan for the contract training by Jennifer Scheri, contract training specialist, and other members of Jamie Gahm’s Continuing Education staff.  On June 9, Dr. Corcoran attended a recognition ceremony at the Sheridan Correctional Center for approximately 70 inmates who recently received certificates of completion in a number of programs.  Dr. Corcoran stated the work of IVCC’s employees at Sheridan is outstanding and he appreciates their dedication.  On June 24, Dr. Corcoran was one of several community college presidents that met with Michael Randle, the new director for the Illinois Department of Corrections, in Springfield regarding the need for adequate funding for colleges that have contracts with IDOC. The meeting with the previous director six months ago paid off because pay increases for FY2010 were authorized for Sheridan employees, but the College has been advised that IDOC wants to reduce the percentage each college gets on its contract in the way of funding for indirect costs.  This has caused frustration in the inability to move forward on filling open positions and it was clear a face-to face meeting was needed to work through some issues.  After the meeting it was obvious that the new director supports educational opportunities for the incarcerated and everyone walked away from the meeting feeling positive about the future of the program.  On June 10, the college hosted a conference on high speed broadband and what it could mean in terms of educational opportunities and economic development for the community. Fran Brolley, Reed Wilson, Harold Barnes and Kevin Lindeman took a leadership role in pulling the program together. As a result of that conference, several leaders have met with officials from the City of Oglesby and others on Monday about working together on an application for state and federal funding for rural communities in need of broadband infrastructure enhancements.  There is also a meeting scheduled with representatives from Northern Illinois University in early August regarding NIU Net fiber optic cabling for IVCC’s main campus in Oglesby as well as the proposed Ottawa satellite campus. Joel Torbeck, director of the dislocated workers center, has advised that the center is working with 85 summer 2009 students compared to 26 one year ago. He also has reported that the Formula 1D allocation for FY 2010 will be approximately $832,000, which compares to approximately $712,000 in FY 2009, an increase of 17 percent. Dr. Corcoran reported IVCC credit hours for the summer session are significantly higher than one year ago. The grand opening for the truck driver training facility, skill path and the new parking lot will be held on July 8, from 11 a.m. – 2 p.m.  Invitees include all 14 of the state legislators, past college presidents, foundation board of directors, and past members of the governing board.  A welcome to everyone will begin at 11:15 a.m. followed by the ribbon cutting at 11:30, and Dr. Corcoran encouraged the Board to join in.  Board members received a summary of the program for the annual Association of Community College Trustees (ACCT) Community College Leadership Congress to be held October 7-10 in San Francisco. Dr. Corcoran asked if any members are interested in attending to please let his office know in the next month or so since registration before August 26^th is key to taking advantage of the lowest fees.  The LPN pinning ceremony is scheduled for July 23 at 4:30 p.m. and the massage therapy graduation is scheduled for the same evening at 6:30 p.m.  July 23 is also the date of the next board meeting; these programs were scheduled prior to changing the board meetings from Wednesday to Thursday. Board members will be able to attend the LPN pinning ceremony and Dr. Rick Pearce will be able to attend the massage therapy ceremony on the Board and administration’s behalf.  Dr. Corcoran recognized the following employees for recent accomplishments:

• Cheryl Roelfsema, IVCC’s CFO, has earned the designation of Certified Public Finance Officer.
• Dr. Lori Scroggs recently had an article published in the Journal of Leadership Education, summer edition entitled: The Undergraduate Leadership Mosaic: A Challenge of Shared Purpose.
• Dr. Rick Pearce recently had an article published online by Springer Science and Business Media entitled: Imported talents: Demographic characteristics, achievement and job satisfaction of foreign born full- time faculty in four-year American colleges.
• Adam Oldaker, an adjunct English instructor, had an article accepted for publication in the journal VOICES FROM THE MIDDLE.  The title of the article is "Video Games in a Middle-School Language Arts Classroom: A Narrative Account" and will appear in the March 2010 Journal.
• Ryen Nagle has been appointed to serve on the American Diploma Project’s English Language Arts Team. The team is working to align high school graduation standards with college readiness.
• Several faculty members have been involved in state and national conferences:  Jennifer Bubb, developmental reading and English instructor, attended the National Association of Developmental Education; Jill Urban-Bollis, education instructor, attended the National Association of Teacher Education Programs where she was part of the NASA Faculty Institute on Earth and Space Science; Judy Mika and Tina Hardy, disability services coordinators, attended a workshop on Aspergers Syndrome sponsored by the Illinois/Iowa AHEAD organization; and Mary Black will collaborate with WIU faculty to present at the 2009 Illinois Education & Technology Conference.
• Glenna Jones did a fine job recently of leading a team of faculty and staff that arranged an all-day retreat for over 50 employees on leadership and core values. The response to that program was very positive.
• Board members received information that will soon be released to all newspapers in Illinois regarding The Illinois Community College Training Resource and Information Network - whose president is Jennifer Scheri. The organization distributes a quarterly electronic newsletter which will be shared with the board regularly.
• Mary Jo Freeman, a programmer since 1979, has notified us of her retirement at the end of the month.  Mary Jo recently graduated from IVCC with an Associate in Applied Science degree in Business Data Processing. She has witnessed the rapid technological changes that have taken place at IVCC and has been an integral part of IVCC’s technology advancement. Dr. Corcoran thanked Mary Jo for her years of service and wished her a long and happy retirement.
• Emily Vescogni shared what’s going on in our Learning Technologies Department: (1) there has been a significant increase in the usage of laptops that are available for check-out from the library (in the month of April, 15 laptops circulated 837 times!); (2) the online catalog to the library collection and the catalog to libraries of over 70 colleges and universities underwent an upgrade recently that included improvements for students with visual impairments; (3) Nineteen faculty members participated in the annual summer institute, which focused on retention strategies; and The Learning Commons is the new name for the area that houses the Computer Resource Center, Peer Tutoring, and the Writing Center.

TRUSTEES’ REPORT

Mrs. Endress, chair of the planning committee, reported on the meeting held on June 15.  She thanked Jamie Gahm for presenting an update on the strategic plan and the Academic Quality Improvement Program (AQIP).  The strategic plan is an agenda item recommending to be approved at the June Board meeting.  Ms. Gahm reviewed the AQIP accreditation cycle, the timeline, outcomes, and the status of the three action projects.  Members of the planning committee received a very comprehensive document on the Key Performance Indicators (KPIs) prepared by Cathy Bangert.  The KPIs will be discussed in more detail and Cathy Bangert will be present to give a report on it at the next planning committee meeting.

In the absence of Mr. Setchell, chair of the audit/finance committee, Dr. Driscoll, a member of the committee, reported on the meeting held on June 22.  The committee reviewed the proposed tentative budget with a question and answer session.  The committee discussed the funding of the Community Technology Center which will be discussed by the whole Board at the July Board meeting.  The value of the audit was discussed and recommended for the administration to proceed.  The committee received a report on Identify Theft Loss Prevention at IVCC and the administration will follow up on the recommendations from that report.  The committee was in consensus to enter into an agreement with Great American Insurance as a third party administrator for the IVCC 403(b) Plan.  Great American will charge no fees to the participants or IVCC.

Mr. Thompson, chair of the facilities committee, reported on the meeting held on June 15.  The proposed Ottawa satellite center was discussed and how it would provide accessibility to IVCC for students from the east side of the district.  A business plan is being prepared and will be presented to the Board at the July meeting.  Mr. Mallery questioned how the success of the plan will be evaluated and how will the College determine if the satellite center is gaining more students or is there just a shift in the load.  He would like something in the business plan to show if the satellite center is increasing the College’s enrollment.  Dr. Driscoll suggested contacting other community colleges who have satellite centers to see what affect they had on enrollments.  There are a lot of subjective elements that are difficult to measure. The committee reviewed the programs and configuration of the proposed Community Technology Center.  The program needs are higher than the anticipated square footage.  Mr. Paul Basalay, architect, needs to know what objective the Board wants to meet.  Does the Board need to cut back on the construction quality to reduce costs, change the design to cut down on the square footage, or add resources from the college so that program issues are met.  Mr. Mallery stressed the fact that the cost of any square footage beyond 74,000 will not be shared by the State at approximately $200 per square feet.  Mr. Thompson suggested a board retreat to discuss the square footage and the finances to support it. The RAMP reports were discussed.  The allowable inflationary amount was added to the reports and will be submitted to the State to keep the College on the capital project list.  The parking lot policy was reviewed and is an agenda item for the June Board meeting.  Basically, the new parking lot (#7) was added to the policy.

Dr. Driscoll, Ms. Olivero, and Ms. Englehaupt attended the new trustee orientation in Chicago at ICCTA’s Annual Convention.  They received information on ethics and the role of the trustee.  Mr. Mallery learned about the Governor’s plan and supported Governor Quinn’s $8.6 million increase in community college funding.  He learned $35 million was restored for programs that were to be eliminated which included adult education.  New officers were elected:  Vice President – David Harby (Danville Community College); Treasurer - Gregg Chadwick (Heartland); Secretary - Dr. Joan Dileonardi (Oakton).  ICCTA’s current vice president, Barbara Oilschlager (Lake County), will become president.  Ms. Smith attended the leadership training for student trustees.  She enjoyed meeting other student trustees and learned more about her role on the Board.

NEW POSITION – DIRECTOR OF NURSING PROGRAMS

It was moved by Mrs. Endress and seconded by Dr. Driscoll to approve the creation of a full-time Director of Nursing Programs as presented.  Motion passed by voice vote.

FACULTY RETIREMENT – KIM ABEL, NURSING INSTRUCTOR

It was moved by Mr. Mallery and seconded by Ms. Smith to accept Kim Abel’s request for retirement effective December 1, 2009 and wish her a long, happy, and healthy retirement.  Motion passed by voice vote.

REQUEST TO OPERATE WITHIN BUDGET DRAFT

It was moved by Mrs. Endress and seconded by Dr. Driscoll to authorize the administration to continue the operation of the college by making those expenditures required for normal operations, including salaries, approved contracts, utilities, maintenance, supplies, and regular activities for the period July 1, 2009, through budget adoption.  Motion passed by voice vote.

FY11 RAMP CAPITAL REQUEST – COMMUNITY TECHNOLOGY CENTER

It was moved by Dr. Driscoll and seconded by Ms. Smith to approve the updated RAMP request for the Community Technology Center proposal to the Illinois Community Board in the amount of $22,700,000, which includes the College’s match portion of $5,675,000.  Motion passed by voice vote.

FY11 RAMP CAPITAL REQUEST – RENOVATIONS TO BUILDINGS B, C, AND D

It was moved by Mrs. Endress and seconded by Ms. Smith to approve the updated RAMP request for the Renovations to Buildings B, C, and D proposal to the Illinois Community Board in the amount of $11,634,627 which includes the College’s match portion of $2,908,657.  Motion passed by voice vote.

FY11 RAMP CAPITAL REQUEST – ADDITIONS AND RENOVATIONS TO BUILDINGS C AND G

It was moved by Dr. Driscoll and seconded by Mrs. Endress to approve the updated RAMP request for the Additions and Renovations to Buildings C and G proposal to the Illinois Community Board in the amount of $16,338,500 which includes the College’s match portion of $4,084,600.  Motion passed by voice vote.

BOARD POLICY 4018 – PARKING

It was moved by Mr. Mallery and seconded by Ms. Olivero to approve the recommended changes to Board Policy 4018 as presented.  Motion passed by voice vote.

FY2011 – FY2013 STRATEGIC GOALS

It was moved by Mrs. Endress and seconded by Dr. Driscoll to approve the Strategic Plan as presented.

PUBLIC COMMENT

None.

TRUSTEE COMMENT

None.

CLOSED SESSION

It was moved by Mrs. Endress and seconded by Ms. Smith to convene a closed session to discuss 1) the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body; 2) the selection of a person to fill a public office; and 3) closed session minutes. 

Student Advisory Vote:  “Aye” – Ms. Smith.  Roll Call Vote: “Ayes” –Dr. Driscoll, Ms. Olivero, Mrs. Endress, Mr. Mallery, and Mr. Thompson.  “Nays” – None.  Motion carried.

The Board recessed at 7:58 p.m.  The Board entered closed session at 8:08 p.m. 

On a motion by Mrs. Endress, seconded by Mr. Mallery, and carried unanimously, the regular meeting resumed at 9:15 p.m.

COMPENSATION FOR FY10 – EMPLOYEES NOT AFFECTED BY A NEGOTIATED LABOR AGREEMENT

It was moved by Mr. Mallery and seconded by Dr. Driscoll to approve a 4.0 percent general increase for all non-exempt employees (Levels 5-8) not affected by a negotiated labor agreement, contingent upon acceptable performance evaluations and support from grants and outside contracts; to approve pay increases for all exempt employees (Levels 9-12) not affected by a negotiated labor agreement, contingent on acceptable performance evaluations and support from grants and outside contracts, as outlined in the following schedule;

Percentage                   FY09 Salary

 4.00%                          < $45,000

3.75%                          $45,001 - $54,999

 3.50%                         > $55,000

and to approve special adjustments that remain from the FY08 compensation study as well as special adjustments for FY10, based on internal equity, increased workload, or job responsibilities.  Motion passed by voice vote.

INCREASE IN PART-TIME FACULTY PAY SCALE

It was moved by Mrs. Endress and seconded by Ms. Smith to approve an increase in the Part-Time Faculty Pay Scale by $20.00 per credit hour effective the fall semester of FY10.  Motion passed by voice vote.

VICE PRESIDENT CONTRACTS

It was moved by Mrs. Endress and seconded by Dr. Driscoll to approve the FY10 employment contract for Cheryl E. Roelfsema, Vice President for Business Services and Finance, with a 3.5 percent salary increase and duties, benefits, and other conditions as outlined in her contract.  Motion passed by voice vote.

It was moved by Dr.  Driscoll and seconded by Mrs. Endress to approve the FY10 employment contract for Richard R. Pearce, Vice President for Learning and Student Development, with a 1.75 percent salary increase and duties, benefits, and other conditions as outlined in his contract.  Motion passed by voice vote.

IVCC BOARD OF TRUSTEES RESIGNATION – PAULA J. ENDRESS

It was moved by Mr. Mallery and seconded by Ms. Olivero to accept with regret the resignation of Mrs. Paula J. Endress as a member of the IVCC Board of Trustees, effective Jun 26, 2009.

CLOSED SESSION MINUTES

It was moved by Mr. Mallery and seconded by Dr. Driscoll to approve and retain the closed session minutes of the May 27, 2009 meeting.  Motion passed by voice vote.

OTHER

Mr. Thompson requested a Board Retreat be held in the month of July – ½ day (5 – 9 p.m. in the evening or 8 a.m. – noon on a Saturday).  Topics to be discussed will include the Community Technology Center, Committee Structure, Attendance at ICCTA and ACCT meetings, and Athletics.  A date will be set soon.

ADJOURNMENT

It was moved by Ms. Smith, seconded by Mrs. Endress, and carried unanimously to adjourn the meeting at 9:34 p.m.  Motion passed by voice vote.