Illinois Central College. Open Session of the Regular Meeting of the Board of Trustees Minutes. July 19, 2018, 5:00 p.m.

Transcription

1 Illinois Central College Open Session of the Regular Meeting of the Board of Trustees Minutes, 5:00 p.m. ICC East Peoria Campus, Founders Room (211-A) Chair Thetford called the regular meeting to order at 5:00 p.m. and asked Trustee Daniels to lead the audience in the Pledge of Allegiance. Chair Thetford asked the secretary to call the roll, and, Kelly Daniels, Student Trustee Isaac Jones, Frank Mackaman, and Gale Thetford were present. Carl Cannon, Paula Davis, and Diane Lamb were absent. Chair Thetford advised that Trustee Lamb notified her that she would be out of town today for employment purposes for the USDA, Natural Resource Conservation Services. In accordance with the Open Meetings Act and the ICC Bylaws, Ms. Lamb may participate by phone, provided a quorum of the Board members are physically present and the Board approves her participation by phone. Trustee Mackaman moved to allow Diane Lamb to participate in the meeting by phone. Trustee Daniels seconded the motion. Chair Thetford requested a roll call vote, and the following Trustees responded Aye : Kelly Daniels, Michael Everett, Student Trustee Isaac Jones (advisory vote), and Gale Thetford. Present : Diane Lamb. Nay : None. Absent: Carl Cannon and Paula Davis. The motion passed, and Trustee Lamb joined the meeting by phone. Recognition Dr. Tracy Morris invited Sue Sinclair, Athletic Director and Head Volleyball Coach to the podium to talk about ICC athletics academics. Ms. Sinclair thanked the faculty and staff for their support in the success of ICC athletes studies. Six sports have had multiple national appearances and numerous regional and conference titles. In FY 2018 ICC nominated 15 Academic All-Americans from six sports. Of the NJCAA Academic All- Americans, nine were nominated to the first team, nine were nominated to second team and 16 were nominated for third team. Athletes academic success is recognized as 23 in the fall and 15 in the spring made the President s List; 24 in the fall and 31 in the spring made the Dean s List; and 20 in the fall and 9 in the spring made the Athletic Director s List. The athletic programs maintain higher standards than the NJCAA requires. Ms. Sinclair stated that ICC faculty are wonderful in helping ICC athletic students succeed. Dr. Morris stated that she also would like to recognize Sue Sinclair for her recent induction into the American Volleyball Coaches Association (AVCA) Hall of Fame as well as being recognized as a WEEK-TV 25 Women in Leadership 2018 recipient. Ms. 1 ICC Board of Trustees Meeting Open Session Minutes

2 Sinclair is entering her 29 th year as Head Volleyball Coach at ICC and has 18 NJCAA National tournament appearances, over 900 collegiate wins and one National Championship in Dr. Morris asked the Board to give Sue Sinclair a round of applause. Dr. Quirk-Bailey thanked Sue Sinclair and stated that she is very proud of her success. Dr. Morris asked for a moment of silence for the passing of Carroll Herman, long-time ICC men s basketball coach, who passed away today. Citizen Comments no comments. Conflict of Interest no comments. Consent Agenda Chair Thetford asked if any Trustee wished to pull an item from the Consent Agenda, and there was no comment. Trustee Everett moved to approve the Consent Agenda as presented, including Minutes of the Open Session of the Regular Monthly Meeting on June 21, 2018, Minutes of the Closed Session of the Regular Meeting on June 21; Personnel Recommendations and addendum Personnel Recommendations; Purchase Recommendations, and Approval of the Monthly Bills for June 1-30, 2018, including Conference and Meeting Expenses. Trustee Daniels seconded the motion. Minutes Minutes of the Open Session of the Regular Monthly Meeting on June 21, 2018, and Minutes of the Closed Session of the Regular Meeting on June 21, 2018 (copies on file). Personnel New Hires Melissa Grunow Tenure Track Faculty English Tim Poelker Tenure Track Faculty Manufacturing and Mechatronics Matthew Wier Tenure Track Faculty GM Automotive Service Educational Program Kim Armstrong Vice President of Marketing & Institutional Advancement Change of Status Suzanne Singleton Adjunct Faculty Nursing to Full-time Faculty Nursing 2 ICC Board of Trustees Meeting Open Session Minutes

3 Separations Stephanie Guedet Professor -- Humanities (8/1/18) Susan Kellerstrass Assistant, Library Services Learning Resources (7/7/18) Marwin Spiller Dean, Social Learning -- Diversity (7/1/18) Theopolis Thompson General Operations I General Operations (6/15/18) Becky Wood FT Interim Vice President Marketing and College Communications (7/6/18) Angela Carey Instructor Health Careers (8/1/18) Purchase Report Direct Purchases Dirksen Parking Lot Resurfacing R.A. Cullinan & Son ($182,275.00) Dispatch Center Technology Upgrade Ragan Communications ($84,583.65) Used 1998 Case IH Combine Birkey s Farm Store, Inc. (37,000.00) Data Processing Equipment, Software, and Telecommunications Microsoft Campus Agreement CDW-Government, Inc. ($60,000.00) Internet Service Provider Peoria Campus ($50,000.00) Internet Service Provider East Peoria Campus ($33,000.00) Bills Including Conference and Meeting Expenses Education Fund $4,038, Operations and Maintenance Fund $968, Operations and Maintenance Fund Restricted $872, Bond and Interest Fund $ Auxiliary Fund $404, Restricted Fund $515, Audit Fund $12, Liability, Protection, and Settlement Fund $247, Conference and Meeting Expenses $60, Chair Thetford requested a roll call vote to approve the Consent Agenda. The following Trustees responded Aye : Michael Everett, Student Trustee Isaac Jones (advisory vote), Diane Lamb, Frank Mackaman, Gale Thetford, and Kelly Daniels. Nay : None. Absent: Carl Cannon and Paula Davis. The motion passed. Dr. Quirk-Bailey mentioned that in the Personnel Report the Board approved the hiring of Kim Armstrong as the new VP for Marketing and Institutional Advancement and stated that she was in the audience. Kim Armstrong stated that she is honored to work for ICC and hopes she exceeds all expectations. 3 ICC Board of Trustees Meeting Open Session Minutes

4 Board of Trustees Chair Announcements Chair Thetford attended yesterday s ICC Foundation Board meeting and wanted to mention some items discussed. The Gala exceeded the goal and raised $106,000. Patty Polk is a new board member and has already brought in scholarships. With respect to campus housing, capacity for this summer is 81%, primarily due to the College s relationships with companies who need to house interns during the summer. Currently, capacity for this fall is 63%. Chair Thetford reminded Board members that they are invited to the Foundation Reception at Weaver Ridge on September 19. ICCTA/ACCT Chair Thetford stated that she sent out an to the Board members regarding the ACCT Leadership Conference in New York on October Early registration is due August 17. Chair Thetford asked the Board members to let her know if they would like to attend the conference. Chair Thetford stated that the Board will hold a fall retreat on Saturday, October 20 and would like to set the date for the spring retreat. They will check to see whether February 16 or 23 will work. Trustee Daniels asked if the retreat could be on any other day because Saturdays are difficult. After discussion, Trustees Mackaman and Daniels stated that they would make Saturday work. Dr. Quirk-Bailey stated that the Secretary will poll the Board for a date for the spring retreat. Legislative Reports Trustee Everett stated that he did not have anything to report. Dr. Quirk-Bailey stated that the farm bill will be changed to include community colleges for research. The bill passed in the House and now goes to the Senate. Dr. Quirk-Bailey will be making calls to the Senate officials to lobby for this farm bill. Student Trustee Report Student Trustee Jones stated that not much happens in July than June, but that Campus Activity Board (CAB) took first year Campus Housing residents to the Chiefs game on June 13. For some of the students, it was their first baseball game. Phi Beta Lambda (PBL) attended a conference in Baltimore, June 22-27, where Josephina Rodrigues placed eighth in the Nation for business presentation. Three new Student Orientations are scheduled for July 10, 14, and ICC Board of Trustees Meeting Open Session Minutes

5 President s Report Dr. Quirk-Bailey shared a student success story about Shane Taylor, an ICC 2017 graduate, started working with the Peoria Journal Star after an interview and networking project in ICC's Communication 113 class. A sports journalism and communication student, Shane took several of ICC's communication classes, including Comm 110, Comm 212, and Comm 113. During his 113 class, Kirk Wessler of the Peoria Journal Star visited class as a guest speaker. As part of a special activity, Kirk put Shane through a mock job interview and then discussed sports journalism with the class. Kirk was so impressed with Shane that he followed up and suggested Shane apply for a job. Just this year, the Journal Star officially hired Shane to work in their sports department. Shane works in the office of the newsroom as a reporter. He writes a variety of articles now, and he is responsible for sports page design (the scoreboard page in the physical paper). Since graduating ICC, he has transferred to Eureka College, where he pursues his bachelor's degree in Communications with a minor in Leadership. To quote Shane: If there s one thing I could share with others, it would be that regardless if you are not sure what you are going to end up doing with your life after college, stay the course at all times. When I first started college and even when I finished high school, I had no idea what I wanted to do with my life or anything. But once I started believing in myself and with the help of the great people at ICC, I learned that I could do anything! I was so blessed to get this job from the Journal Star. To be able to do work in my passion of sports and gain this experience that will continue to open up even more doors in the future is something I am so grateful for! Dr. Quirk-Bailey invited the Board to attend the Celebration of Learning All-Campus General Meeting on Tuesday, August 14 at 8 a.m. The theme is Homecoming and will include a student panel and also a panel of leaders from our community. During COL there will be a bus tours of Peoria neighborhoods, such as the south side and near north valley in Peoria so we as employees can become more familiar with where many of our students spend their time and the distance they must travel to become academically successful. The Finish Line Game will be held to give faculty and staff a deeper understanding of the challenges our students face. Faculty and staff will step into a role of a student and feel first-hand the challenges our students face. The experience will give them a fresh perspective of your role and the College s mission. The Courtyard Picnic and Innovation Expo will take place on Wednesday, August 15 from 11:15 am 12:30 p.m., and the Board is invited to attend. If any Board member would like to serve, please contact Alaina Smith. 5 ICC Board of Trustees Meeting Open Session Minutes

6 The highlight of the week will be the Faculty and Staff event held at Peoria Museum on August 17 from 3:00 pm 6:00 pm. The $10 ticket will include a drink ticket, hors d- oeuvres and four exhibits. Dr. Quirk-Bailey hopes that the Board will attend this event. Treasurer s Report Trustee Daniels moved to approve the Treasurer s Report as presented, and Trustee Mackaman seconded the motion. Bruce Budde, Treasurer/Executive Vice President of Administration and Finance, stated that the Treasurer s Report is unaudited 12-month numbers. Anticipated revenues are down 3%, due to lower than expected enrollments. Expenditures offset revenues by $1.9 million. The good news is fiscal restraint offset the loss in revenue and administration has controlled salaries throughout the year due to position management efforts across the College. Benefits are unfavorable, with claim activity for June always higher, which will need continued work. FY 2018 audit process will begin in August. Enrollments will continue to be tracked. Dr. Quirk-Bailey stated that SEM plan research shows students are going out of state for college because out-of-state universities are matching tuition. Enrollments are down across the state but ICC is down less than the state average. Chair Thetford stated that, since there was no further discussion, she requested a requested a roll call vote. The following Trustees responded Aye : Diane Lamb, Frank Mackaman, Gale Thetford, Kelly Daniels, Michael Everett and Student Trustee Isaac Jones. Nay : None. Absent: Carl Cannon and Paula Davis. The motion passed. Informational Item 6.1 FY 2018 Operational Plan Year-End Summary Trustee Thetford introduced David Cook, Executive Director of Institutional Research and Planning, to discuss the FY2018 Institutional Operational Plan outcomes. The institutional outcomes overview components are strategic planning innovation teams, institutional operational plan, major institutional accomplishments, divisional and committee accomplishments, and institutional effectiveness measures. Dr. Quirk-Bailey stated there was no way to list all of the accomplishments, but she would like to touch on some of the highlights. The College joined Achieving the Dream, a network for community colleges. Strategic planning innovation teams were launched. HLC compliance requirements for instructor qualifications were completed. We celebrated 50 th anniversary events and the Gala raised more than $105,000. Health Careers programs moved to the Peoria Campus with no interruptions to our students. The new Student Center at the Peoria Campus opened. The Student Success hallway at the East Peoria Campus was renovated. ICC received over $4.5 million in grants without having a grant writer, thanks to Dr. Rita Ali. English placement requirements were revised for career programs and the high school 6 ICC Board of Trustees Meeting Open Session Minutes

7 GPA will be used. The first round of program vitality audits were completed. The transcript audit process was improved for a more expedited turnaround. Career Coach, a community career exploration tool, was launched. EMSI economic overview and program demand gap analysis was conducted. Evening College program were redesigned. Three high school to college career pathways were completed. The College collaborated with the Black Chamber of Commerce and NAACP for bid solicitation to minority businesses. Despite cuts to our State allocation, ICC ended FY 2018 with a $2 million surplus. The full-time enrollment barrier for returning students in good academic standing was removed. The pre-requisite barrier to allow visiting students to enroll in transfer courses was removed. The new PELL funding for Summer 2018 was implemented. Mr. Cook stated that 19 of the 20 IOP goals were either completed or approved for postponement. Eighty percent of the goals were completed and 96% of the actions/target were completed or approved for postponement. Twenty-six actions/targets were not met by the targeted date of completion. Five performance targets were not met. Targets that are still in process and substantially completed in FY 2018 were discussed. Goal #2 is pending the recommendation of Enterprise Executive Committee which is due from committee on or after August 15, The Master Facility Plan (Goal 12) had a targeted date of February but an RFP was approved by the Board in June 2018 and awarded to DKA. Goal 8 was postponed and rescheduled for FY Goal 1 was not completed. The training curriculum was not deployed to managers in FY 2018 due to staffing shortages in Human Resources. Action Item 7.1 FY 2019 Institutional Operational Plan Trustee Everett moved to approve the FY 2019 Institutional Operational Plan as presented. Trustee Daniels seconded the motion. Mr. Cook, Executive Director for Institutional Research and Planning, gave an overview of the fifteen goals of the FY 2019 Institutional Operational Plan. There are seven goal categories: Building Capacity for Change, Diversity/Inclusion, Enrollment Management, Fiscal Management, Institutional Advancement, Student Onboarding and Transitions, and Student Success. Goals 1 and 2 are identified under the planning priority of Building Capacity for Change. Goal 1 pertains to operational planning, budgeting, and assessment modules of Strategic Planning Online (SPOL) to align strategy with institutional resources and enhance institutional effectiveness, accountability, and decision-making. Goal 2 addresses the development of strategic faculty and staff professional development needs and the investigation has been completed. Goal 3 are identified under the planning priority of Diversity/Inclusion. Outcomes for Goal 3 are to increase faculty diversity resulting from assessment of FY 2018 outcomes, enhancing understanding of and sensitivity to issues of diversity and equity through focused discussions and training with employees, promote global learning and 7 ICC Board of Trustees Meeting Open Session Minutes

8 citizenship among students, faculty, and staff, and improved strategic engagement and awareness with current employees and annuitants resulting from annual engagement programming. Goals 4 and 5 are identified under planning priority of Enrollment Management. Outcomes for Goal 4 include establishing institutional practice of a comprehensive Strategic Enrollment Management (SEM) planning process that identifies targeted programs and enrollment campaigns 18 months in advance to allow for integrated program planning and budgeting. Goal 5 will be to develop an implementation plan for a Customer Relationship Management (CRM) software, which supports student and functional requirements to increase applicant conversion rates, track client interactions, and inform onboarding process improvements. Goal 6 is identified under planning priority of Fiscal Management. The outcome is to Increase the number of Standard Operating Procedures (SOP) and document investigations of opportunities to optimize business practices. Goals 7, 8, and 9 are identified under planning priority of Institutional Advancement. The outcome for Goal 7 is to establish instructional technology plan that sustains an innovative, technology-enabled environment for learning 24/7. The outcome for Goal 8 will demonstrate knowledge of emergency preparedness and documented performance of continuity planning procedures in the Emergency Operations Plan. The outcome for Goal 9 will complete quality assurance documentation for the AQIP Systems portfolio and ICCB Recognition Visit that meets or exceeds requirements. Goals 10, 11, and 12 are identified under planning priority of Student Onboarding and Transitions. The outcome for Goal 10 is to update CTE and transfer programs to support student plans to completion. The outcome for Goal 11 is to complete plans to implement the First Semester Experience (FSE) program in FY The outcomes for Goal 12 is to identify academic placement measures to better predict successful ICC gateway course completion in math. Goals 13, 14, and 15 are identified under planning priority of Student Success. The outcome for Goal 13 to establish institutional assessment processes for academic programs, disciplines, and academic support services that foster a culture of evidence in student learning that meets or exceeds the standards of accrediting and regulatory agencies. The outcome for Goal 14 implements student-centered, integrated course schedule that meets the needs of students, while satisfying program requirements. The outcome for Goal 15 is to define framework and standards to evaluate course content delivery options that include faculty input and reduce student costs. Mr. Cook stated that he will report to the Board quarterly, on October 2018, January 2019, April 2019, and July Trustee Cannon entered the meeting at 6:16 p.m. 8 ICC Board of Trustees Meeting Open Session Minutes

9 Chair Thetford stated that since there was no further discussion, she requested a roll call vote. The following Trustees responded Aye : Frank Mackaman, Gale Thetford, Carl Cannon, Kelly Daniels, Michael Everett, Student Trustee Isaac Jones, and Diane Lamb. Nay : None. Absent: Paula Davis. The motion passed. Action Item Faculty Forum Contract Trustee Mackaman moved that the Board of Trustees approve the contract with the Illinois Central College Faculty as presented. The contract has been ratified by the ICC Faculty, and is effective August 1, Trustee Daniels seconded the motion. Dr. Quirk-Bailey thanked Maxine Cordell-Brunton, Bruce Budde, Dr. Awuah, Stacy Gehrig, and Joe Bergman for their leadership. The whole team will be recognized at the August meeting. Chair Thetford thanked both teams on behalf of the Board. Chair Thetford stated that since there was no further discussion, she requested a roll call vote. The following Trustees responded Aye : Gale Thetford, Carl Cannon, Kelly Daniels, Michael Everett, Student Trustee Isaac Jones, Diane Lamb, and Frank Mackaman. Nay : None. Absent: Paula Davis. The motion passed. Action Item 7.3 Land Donation Trustee Lamb moved to accept the donation of a parcel of land adjacent to the East Peoria Campus. Trustee Daniels seconded the motion. Chair Thetford stated that this donation was presented at last month s meeting. Trustee Lamb asked what the potential plans are for the parcel. Bruce Budde stated that there are no immediate plans. Chair Thetford stated that since there was no further discussion, she requested a roll call vote. The following Trustees responded Aye : Carl Cannon, Kelly Daniels, Michael Everett, Student Trustee Isaac Jones, Diane Lamb, Frank Mackaman, and Gale Thetford. Nay : None. Absent: Paula Davis. The motion passed. Unfinished Business none New Business Trustee Cannon thanked Dr. Quirk-Baily for ICC hosting 100 high school/middle school students for a two-week summer school. 9 ICC Board of Trustees Meeting Open Session Minutes

10 Closed Session At 6:28 p.m., Chair Thetford entertained a motion for closed session. Trustee Everett moved that the Board of Trustees conduct a closed session to discuss litigation when an action against, affecting, or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal or when the public body finds that an action is probable or imminent (Section 2(c)(11) of the Open Meetings Act); and to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees (Section 2(c)(1) of the Open Meetings Act); and Trustee KD seconded the motion. Chair Thetford requested a roll call vote, and the following Trustees responded Aye : Kelly Daniels, Michael Everett, Student Trustee Isaac Jones, Diane Lamb, Frank Mackaman, Gale Thetford, and Carl Cannon. Nay : None. Absent: Paula Davis. The motion passed. Dr. Quirk-Bailey asked Bruce Budde, and Dr. Rita Ali, to remain for closed session. All other staff members and guests were excused. A break was taken from 6:28 to 6:40 p.m. (Closed Session) At 7:10 p.m., Trustee Daniels moved to adjourn closed session and resume open session. Trustee Everett seconded. Chair Thetford requested a voice vote and the motion carried. Adjournment At 7:10 p.m., Trustee Daniels moved to adjourn the meeting and Trustee Mackaman seconded. A voice vote was taken, and the motion passed. The next regularly scheduled meeting will be held Thursday, August 16, 2018, at 5:00 p.m., in the Founders Room (211A) on the East Peoria Campus. Alaina D. Smith Interim Secretary to the Board of Trustees 10 ICC Board of Trustees Meeting Open Session Minutes