August 2006 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, August 30, 2006 in the Board Room (C307) at Illinois Valley Community College.
Members Present
David L. Wilcoxson, Board Chair
Dennis N. Thompson, Vice Chair
Paula J. Endress, Secretary
David O. Mallery
Lori E. Scroggs
Deborah L. Sweeden
Megan Guilfoyle, Student Trustee
Members Absent
Thomas C. Setchell
Others Present
Larry D. Huffman, President
Jerry Corcoran, Vice President for Business Services/Finance
Harriet Custer, Vice President for Academic Affairs
Robert Marshall, Vice President for Student Services
Walt Zukowski, Attorney
PUBLIC HEARING
This being the time and place published for a Public Hearing regarding the FY2007 Budget, Board Chair, David L. Wilcoxson called for questions and/or comments from the audience. Since there were no questions and/or comments, Mr. Wilcoxson closed the Public Hearing.
PRESENTATION – ATHLETICS AND INTRAMURALS
Mr. Mike Riley, Director of Athletics, presented an overview of the Athletic Department. His presentation included the Athletic Department’s mission, its membership in the National Junior College Athletic Association, the colleges which are members of the Arrowhead Conference, the sports and intramurals that are offered at IVCC, the coaches and assistant coaches, and the athletic honors and success stories of former IVCC and LPO athletes.
CONSENT AGENDA
It was moved by Ms. Guilfoyle and seconded by Mr. Thompson to approve the consent agenda as presented. The motion passed by voice vote.
The following items were approved in the consent agenda:
Approval of Minutes – July 26, 2006 Board meeting
Approval of the Bills - $1,343,308.41
Education Fund - $1,029,406.74; Operation and Maintenance Fund - $101,606.96; Auxiliary Fund - $73,288.26; Restricted Fund - $121,652.57; Audit Fund - $8,000.00; Liability, Protection and Settlement Fund - $9,353.88.
Treasurer’s Report
Personnel
Approve the appointment of Janice M. Sharp as the Sheridan Cooperative Work Training/Bridge Instructor assigned to the Sheridan Correctional Center at an annual starting salary of $37,500. This offer is contingent upon a successful background check in accordance with the Department of Corrections Guidelines.
Stipends
Approved the stipends for the payrolls ending July 15, 2006 and August 12, 2006 as presented.
Bid Request
Authorized the Business Office to seek bids for the Electronics and Electricity Instructional Supplies at an estimate of $12,000 which will be paid with Perkins Grant funding.
Bid Approval
Authorized the Business Office to accept the bid of $9,200 from D.M. Mattson, McLean, Illinois, to inspect and test the college’s Notifier Emergency Alarm System.
Partial Student Support for Dietetic Technician Program
Approved the student applying for partial student support as presented.
Conferring of Degrees and Certificates (August Graduates)
Authorize the conferring of degrees and certificates on the August 2006 graduates as presented.
PRESIDENT’S REPORT
Dr. Huffman distributed a list of his activities for the month of August and a copy of a letter he wrote to the district legislators on serious funding concerns regarding the Illinois Veterans Grant and the Illinois Student Assistance Commission’s Monetary Award Program and of securing funding for a new Technology Center. He also distributed an editorial he submitted to the press on appreciating the value of higher education. Dr. Huffman reported that many employees wore "Ask Me" buttons at the beginning of the semester so students would know who to ask for directions or questions. Many employees volunteered to help students find their way and he commended them for a job well done. IVCC celebrated "Spirit Day" on Wednesday, August 30. The turnout was great and the enthusiasm was overwhelming. He commended the students and staff for organizing this successful event.
TRUSTEES’ REPORT
Mrs. Scroggs reminded members of the Board to complete the Board retreat survey so that an agenda can be completed for the September 16 Board Retreat.
Ms. Guilfoyle distributed a report on the student organization activities. Student elections for freshman positions will take place September 14 and 15. Ms. Guilfoyle will be attending the ACCT Annual Leadership Conference in Orlando, Florida with Mrs. Scroggs, Mrs. Endress and Mr. Wilcoxson. Mr. Wilcoxson attended the trustee executive committee meeting on August 11 and 12. Highland Community College will be hosting the first meeting of the Northwest Region on November 1. Mr. Wilcoxson encouraged members of the Board to attend this meeting. The executive committee is looking at ways to increase participation at trustee meetings and also looking at the costs. The executive committee also discussed the ethics issue. IVCC has taken the position of legislation instead of a lawsuit. A majority of the community colleges have decided to participate in the lawsuit and the legal costs will not be more than $1,000 per community college district.
FY2007 BUDGET – RESOLUTION TO ADOPT THE BUDGET
It was moved by Mrs. Sweeden and seconded by Mrs. Scroggs to approve the resolution to adopt the FY07 budget as presented.
Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mrs. Sweeden and Mr. Wilcoxson. "Nays" – None, motion carried.
INTER-FUND LOAN, TRANSFER OF FUNDS, AND USE OF OPERATIONS AND MAINTENANCE CONTINGENCY (FY06)
It was moved by Mrs. Scroggs and seconded by Mr. Thompson to ratify the Inter-fund Loan, Transfer of Funds, and use of Operations and Maintenance Contingency. Mr. Mallery asked that the Transfer of Funds be voted on separately because he could not support taking funds from the tax levy and student tuition and use that for auxiliary activities. He would like to see these activities be self supporting. Mrs. Scroggs withdrew her motion and Mr. Thompson withdrew his second to the motion. It was moved by Mr. Thompson and seconded by Mrs. Scroggs to ratify the Inter-fund Loan of $825,000 from Fund 07 (Working Cash Fund) to Fund 01 (Education Fund) to cover the deficit in operating cash.
Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mrs. Sweeden and Mr. Wilcoxson. "Nays" – None, motion carried.
It was moved by Mrs. Sweeden and seconded by Mrs. Endress to ratify the transfer of $246,162 from Fund 01 (Education Fund) to Fund 05 (Auxiliary Enterprises Fund) to support Athletics.
Mr. Mallery stated that cultural events and child care have made dramatic reductions in their budgets but athletics has not and because of that he would vote against the transfer of funds. Mr. Mallery would like the College to investigate alternatives. Dr. Corcoran applauded the work of Mr. Riley and Dr. Marshall in putting together the FY07 budget and making sure no extras were budgeted into athletics. The Education Fund is the obvious fund to provide support. Mr. Wilcoxson believes the funds should be transferred in advance instead of borrowing from other Enterprise funds to carry athletics. Mr. Wilcoxson noted that $60,000 was transferred from the student activity fund so that the actual transfer is over $300,000.
Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mrs. Endress, Mr. Thompson, Mrs. Scroggs, Mrs. Sweeden and Mr. Wilcoxson. "Nays" – Mr. Mallery. Motion carried.
It was moved by Mr. Thompson and seconded by Mrs. Endress to ratify the transfer of $5,867 from Fund 01 (Education Fund) to Fund 05 (Auxiliary Enterprises Fund) to support Cultural Events.
Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mrs. Endress, Mr. Thompson, Mrs. Scroggs, Mrs. Sweeden and Mr. Wilcoxson. "Nays" – Mr. Mallery. Motion carried.
It was moved by Mrs. Endress and seconded by Mrs. Scroggs to ratify the use of the budgeted contingency of $180,000 in Fund 02 (Operations and Maintenance Fund – Contingency) for Capital Outlay expenditures.
Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, Mrs. Sweeden and Mr. Wilcoxson. "Nays" – None, motion carried.
INCREASE IN PART-TIME FACULTY PAY SCALE
It was moved by Mrs. Sweeden and seconded by Mr. Thompson to approve an increase in the Part-time Faculty pay scale by $40.00 per credit hour effective the fall semester of FY07. Motion passed by voice vote.
INTERGOVERNMENTAL AGREEMENT WITH THE CITY OF PERU
It was moved by Mr. Mallery and seconded by Mrs. Scroggs to approve the Intergovernmental Agreement with the City Peru as presented. Motion passed by voice vote.
BOARD POLICY 2021 – REPEATING A CLASS
This policy was presented for the first reading. It was not recommended for adoption at this time. The revision in the policy will give students the opportunity to repeat grades of C in order to be eligible for admission to competitive programs; and for those students who need to repeat time-sensitive courses, this policy would allow them to be able to do so for a grade as opposed to taking the course for audit. This policy will be placed on the September Board agenda.
BOARD MEETING TIME
The Board members discussed moving the Board meetings to an earlier time. Four members indicated they would like to begin at 6 p.m. with one member at 6:30 p.m. and two members keeping the 7 p.m. start time. Dr. Huffman also suggested moving the Board meeting to the third Wednesday of the month. Mr. Wilcoxson thought this would be rush the Business Office and that the third Wednesday of the month is a very popular meeting date and would create conflicts. This topic will be placed on the September Board agenda as an action item.
ITEMS FOR INFORMATION
New Registration Period
Effective spring semester 2007, all students must register prior to the first class meeting. Mr. Mallery asked if there were any projections on how many credit hours the College would lose. Juletta Patrick responded by reporting that schools that have initiated this registration period have found an increase in credit hours. It was also reported that not many credit hours are added during late registration. The activity during this time involves dropping and adding. The College will be scheduling a number of classes which start two weeks later and run for 14 weeks to deal with this particular issue. Many students miss two weeks of classes with late registration and this procedure will alleviate this and hopefully increase retention. Steve Alvin asked how many students sign up for the first time after the semester begins. The answer was "very little" and that data comes from all over the country. Marianne Dzik reported that the faculty will be encouraged to place their syllabi for their courses on the Web to give the students a better idea of what the faculty offer and expect in their classes. Marketing ideas have been discussed with an identifying logo on all material dealing with registration as well as additional efforts to inform the students. Spring semester is the best semester to start a new procedure because it is easier to get the word out to students already here and then by fall it is a part of their culture.
Reception Planned For Dr. & Mrs. Huffman
It was the consensus of the Board to hold a reception as an opportunity for the College and community individuals to meet and welcome Dr. & Mrs. Huffman on Tuesday, October 3 at 3 p.m. in the Fireplace Lounge.
CLOSED SESSION
It was moved by Mrs. Scroggs and seconded by Ms. Guilfoyle to convene a Closed Session at 8:30 p.m. to discuss 1) the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body; 2) litigation; and 3) the minutes of closed session meetings. The motion passed by voice vote.
On a motion by Mr. Thompson, seconded by Mrs. Sweeden, and carried unanimously, the regular meeting resumed at 9:22 p.m.
FY07 ADMINISTRATIVE AND SUPPORT STAFF PAY INCREASES
It was moved by Mrs. Sweeden and seconded by Mr. Thompson to authorize pay increases of 3.5% for non-teaching administrative and support staff not affected by a labor agreement, contingent upon approval of each employee’s supervisor, for fiscal year 2007, as of July 1, 2006. The motion passed by voice vote.
FY07 EMPLOYMENT CONTRACTS FOR VICE PRESIDENTS
It was moved by Mrs. Endress and seconded by Mrs. Scroggs to approve FY07 employment contracts for Jerome M. Corcoran, Harriet H. Custer, and Robert P. Marshall, with 3.5% salary increases and duties, benefits, and other conditions as outlined in their individual contracts. The motion passed by voice vote.
CLOSED SESSION MINUTES
It was moved by Mr. Thompson and seconded by Mrs. Scroggs to approve and retain the minutes of the July 26, 2006 Closed Session meeting. The motion passed by voice vote.
ALL-COLLEGE PICNIC
Mr. Steve Alvin announced that the American Federation of Teachers (AFT) and IVCC will host an All-College Picnic on Friday, September 22 at 5 p.m. at Buffalo Rock State Park.
ADJOURNMENT
It was moved by Mr. Thompson, seconded by Mrs. Endress and carried unanimously to adjourn the meeting at 9:25 p.m.