June 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, June 28, 2006 in the Board Room (C307) at Illinois Valley Community College.

Members Present

Deborah L. Sweeden, Board Chair
David L. Wilcoxson, Vice Chair
Paula J. Endress, Secretary
David O. Mallery
Lori E. Scroggs
Thomas C. Setchell
Dennis N. Thompson
Megan Guilfoyle, Student Trustee

Members Absent

Others Present

Chuck Novak, Interim 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

PRESENTATION – ADMISSION, RECORDS AND REGISTRATION

Tracy Morris, Director of Admissions and Records reviewed the three main areas of her department: Admissions, Registration, and Records. Recent improvements included increased involvement in Parent Information Nights, evening WINSDay Open House has been offered annually, online applications as of 2005, increased visibility in area schools and improved marketing materials for high schools and the community. The department began Web Registration in 2004 and all credit courses are now eligible for web registration. Web Registration for mini-courses/continuing education will be implemented soon. Records began using the National Student Clearinghouse for Degree Verifications in 2005 and implemented online transcript requests through WebAdvisor. Online grade viewing is in process and online certification for GI Bill benefits began the summer of 2005. Diplomas are now being printed in-house.

CONSENT AGENDA

It was moved by Mrs. Scroggs and seconded by Mr. Thompson to approve the consent agenda as presented.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

The following items were approved in the consent agenda:

Approval of Minutes – April 27, 2006; May 3, 2006; May 5, 2006; May 10, 2006; May 11, 2006; May 12, 2006; May 17, 2006 and May 24, 2006 Meetings.

Approval of the Bills 

Education Fund - $693,944.49; Operation and Maintenance Fund - $104,479.42; Operation and Maintenance Fund (Restricted Fund) - $27,044.00; Auxiliary Fund - $203,402.60; Restricted Fund - $104,020.22; Liability, Protection and Settlement Fund - $287,640.32.

Treasurer’s Report

Personnel

Approve the appointment of Jason A. Beyer, Ph.D. as the Philosophy Instructor assigned to the Division of Humanities, Fine Arts, and Social Sciences for the 2006-2007 academic year, with placement on the salary schedule at step G-7 - $52,670.

Approve the appointment of Anna Marie Pietrolonardo as the World Languages Instructor assigned to the Division of Humanities, Fine Arts, and Social Sciences for the 2006-2007 academic year, with placement on the salary schedule at step F-8 - $52,110.

Approve the appointment of Delores R. Robinson as the English Composition Instructor assigned to the Division of English, Mathematics and Education for the 2006-2007 academic year, with placement on the salary schedule at step E-7 - $48,210.

Approve the appointment of Nora B. Bazydlo as the Nursing Instructor assigned to the Division of Health Professions for the 2006-2007 academic year, with placement on the salary schedule at step B-8) $43,373.

Stipends

Approve the stipends for the payrolls ending May 20, 2006 and June 3, 2006 as presented.

Bid Approvals

Authorize the Business Office to accept the bid from Specialty Floors, Inc., Rockford, IL in the amount of $12,680 for the refinishing of the gym floor.

Authorize the Business Office to accept the construction bid in the amount of $876,900 from Vanguard Construction, Pekin, Illinois for the following Protection, Health and Safety (PHS) projects: Ceiling, Lighting Replacement & Phase II Wiring Modifications at Main Level of Buildings D & E; Replace Stairwell Doors and Hardware; Replace Stage Curtain & Stage Lighting; Upgrade Fire Doors at Lower Level Corridors; and Courtyard and Exterior Wall Mount Light Replacement.

Authorize the Business Office to approve a construction contingency of $87,690 (10 %).

The total construction costs amount to $964,590.

Prevailing Wage Resolution

Adopt the attached resolution establishing a policy to require prevailing wages for any public works project at the College. A copy of the resolution will be provided to all contractors doing work at IVCC.

INTERIM PRESIDENT’S REPORT

Dr. Novak reported that Walt Zukowski, George Needs and Emily Vescogni attended a workshop in Springfield to learn about the Ethics Training Program required of all state employees, including full and part-time employees of Illinois community colleges. The State is treating the colleges as State Agencies. If IVCC does not participate in the training, the College will be out of compliance. The real issue is if the colleges are State Agencies or Local Units of Government. ICCTA is trying to clarify this issue. The issue came about when the Attorney General’s opinion concluded that public community colleges are State Agencies and are subject to the Illinois Ethics Act. Community colleges are local units of government. Dr. Novak stated he did not know how this issue will be resolved. IVCC will proceed with the ethics training.

TRUSTEES’ REPORT

Mr. Mallery, Mr. Setchell and Mr. Thompson attended the ICCTA Annual Convention in Springfield. Mr. Setchell reported on the Illinois Ethics Act meeting. The trustees had three options: 1) go along with it and be a state agency; 2) introduce legislation to change the Higher Education Cooperation Act; or 3) establish a judicial strategy and action to bring the issue up before the courts and have a judge rule that community colleges are, in fact, local units of government. If the trustees decided on litigation, ICCTA requested a contribution from each college of $3,000 for attorney fees. Most colleges use their Human Resources person to be the Ethics Officer. Walt Zukowski noted that this would require a greater time commitment and if the Board chose to select an HR person, he understood. Dr. Novak noted that Mr. Zukowski was appointed under a different concept as Ethics Officer under the Gift Ban Act. It was consensus of the Board that Dr. Novak send a letter to ICCTA that IVCC would like to proceed with option two. Student Trustee, Megan Guilfoyle attended the Student Leadership Institute and found it to be quite interesting and beneficial. She also reported that members of the Student Government and Phi Theta Kappa, including herself, participated in the river cleanup project. Mr. Wilcoxson just returned from a Board Leadership Conference in Washington, D.C. He will report on his attendance at the next meeting.

FY2008 RAMP – COMMUNITY INSTRUCTIONAL CENTER

It was moved by Mr. Wilcoxson and seconded by Mr. Thompson to authorize the staff to proceed with submission of the updated RAMP proposal request for the Community Instructional Center to the Illinois Community College Board in the amount of $19,042,900 including the College’s match portion of $4,760,700. IVCC is currently 12 on the list of 54 projects to be funded by the State.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

FY2008 RAMP – RENOVATIONS TO BUILDINGS B, C, AND D

It was moved by Mrs. Endress and seconded by Mrs. Scroggs to authorize the staff to proceed with submission of the updated RAMP proposal request for the Renovations to Buildings B, C, and D to the Illinois Community College Board in the amount of $9,760,300 including the College’s match portion of $2,440,100. This RAMP report involves remodeling and not adding space as the RAMP report in previous years. The amount of square footage has been reduced. The project amounts were not in line and the administration is trying to get closer to the realists costs.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

FY2008 RAMP – ADDITIONS AND RENOVATIONS TO BUILDINGS C AND G

It was moved by Mr. Thompson and seconded by Mr. Wilcoxson to authorize the staff to proceed with submission of the updated RAMP proposal request for the Additions and Renovations to Buildings C and G to the Illinois Community College Board in the amount of $13,706,400 including the College’s match portion of $3,426,600.

INTERGOVERNMENTAL AGREEMENT – LASALLE TIF IV

It was moved by Mr. Setchell and seconded by Ms. Guilfoyle to approve the LaSalle TIF IV Intergovernmental Agreement as presented. Dr. Novak stated that the agreement essentially makes the College "whole."

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

INTERGOVERNMENTAL AGREEMENT – NORTH UTICA TIF II

It was moved by Mrs. Endress and seconded by Mrs. Scroggs to approve the North Utica TIF II Intergovernmental Agreement as presented. Dr. Novak stated that the agreement essentially makes the College "whole."

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

BUREAU-PUTNAM COUNTY AREA ENTERPRISE ZONE

It was moved by Mr. Mallery and seconded by Mr. Thompson to approve the Resolution for the Bureau-Putnam County Area Enterprise Zone with the changes recommended at the last meeting. The changes made were: "Such abatement shall continue and be in full force and effect as set forth in this Resolution for any improvements that result in an increase in square footage which occur after July 1, 2007. No tax abatement will be given to improvements which occurred prior to July 1, 2007 even if such improvements are receiving tax abatements from other taxing bodies through the Enterprise Zone.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

TECHNOLOGY PURCHASE – ADOBE SOFTWARE LICENSES

It was moved by Mrs. Endress and seconded by Mr. Thompson to authorize the administration to purchase Adobe Software Licenses for the Graphic Arts AAS Program and the Business Administration AAS Program from TRC in the amount of $12,208 with FY06 Carl Perkins Funds.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

TRUCK DRIVER TRAINING INSTRUCTION AGREEMENT WITH WAUBONSEE COMMUNITY COLLEGE

It was moved by Mr. Setchell and seconded by Ms. Guilfoyle to approve the agreement for providing Truck Driver Training Instruction between Illinois Valley Community College and Waubonsee Community College.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

BOARD POLICY 5004 – USE OF CAMPUS AND NETWORK COMPUTING RESOURCES

A section on Bandwidth Shaping and White Listing was added to the policy and also to the Administration Procedures. The College has had a number of difficulties with speed and access because individuals are connected to sights that do not serve college purposes. The College has been filtering out questionable material from the Internet in order to protect the bandwidth and the administration is recommending this section be included in the policy. Certain Internet domains and addresses can be added to "White Lists" to insure that access to these web sites or email from these addresses will not be blocked. At the last meeting discussion took place regarding the Freedom of Information Act. The policy clarifies this by changing the words "public records" to "documents other than those considered public." No action was taken on this policy and it will be presented next month for the fifth reading. Mr. Wilcoxson stated that this policy has become too involved and it should just be simple. He stated anytime college equipment is used, the individual gives up their personal privacy. Mr. Thompson stated there are times when an individual uses the equipment for personal reasons. This policy will help to protect the person’s rights.

BOARD POLICY – BUSINESS TRAVEL, CONFERENCE AND MEETING EXPENSE

A slight change was made under the meal section of this policy. No action was taken on this policy and it will be presented next month for the third reading.

ITEMS FOR DISCUSSION

Tuition Waivers

Mr. Mallery suggested that all organizations should be considered to receive tuition waivers and Ms. Guilfoyle thought it would help to encourage more students to get involved but also was concerned with the expense to the College. The thought was that most of the academic students would attend IVCC without the incentive of a tuition waiver but there was uncertainty about the athletic students. Mr. Wilcoxson suggested that the College consider awarding full tuition waivers to GED students after they receive their certificates. A request was made from a Board member to receive a list of all the clubs and organizations at the College and the number of GED graduates who are full-time students at the College. Dr. Novak suggested establishing criteria or standards to receive tuition waivers based on performance – how often does the organization meet, how often do they update their website, etc. It was suggested to repeat this agenda item at next month’s meeting.

BOARD CHAIR RESIGNATION

It was moved by Mr. Mallery and seconded by Mrs. Scroggs to accept with regret the resignation of Deborah L. Sweeden as Chair of the IVCC Board of Trustees. Mrs. Sweeden will continue to serve as a Board member. As Vice-Chair, Mr. Wilcoxson will assume the responsibilities of the Chair until the reorganization of the Board in April of 2007.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

APPOINTMENT OF BOARD OFFICERS

It was moved by Mr. Setchell and seconded by Mr. Wilcoxson to appoint Mr. Thompson to serve as Vice Chair of the Board.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None. "Pass" – Mr. Thompson, motion carried.

CLOSED SESSION

It was moved by Ms. Guilfoyle and seconded by Mrs. Endress to convene a Closed Session to discuss 1) the minutes of closed session meetings.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

On a motion by Mr. Setchell, seconded by Mrs. Scroggs, and carried unanimously, the regular meeting resumed at 8:50 p.m.

CLOSED SESSION MINUTES

It was moved by Mrs. Endress and seconded by Mrs. Scroggs to approve and retain the closed session minutes of the April 27, 2006; May 3, 2006; May 5, 2006; May 10, 2006; May 11, 2006; May 12, 2006 and May 17, 2006 meetings.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

It was moved by Mr. Thompson and seconded by Ms. Guilfoyle to approve and release the closed session minutes of the May 24, 2006 meeting.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

It was moved by Mr. Thompson and seconded by Mr. Setchell to accept the report to the Board of Trustees from the Closed Session Minutes Committee as presented and release the following closed session minutes: October 20, 2004 (Litigation); November 17, 2004 (Litigation); February 22, 2005 (Litigation and Purchase or lease of real property); March 16, 2005 (Purchase or lease of real property); May 25, 2005 (Student Complaint and Negotiations); July 20, 2005 (Vice President’s contracts, Exelon, Employee Raises, Semi-annual review of closed session minutes and Marseilles TIF consent judgment); and January 25, 2006 (Worldtronics).

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Wilcoxson, Mr. Setchell, Mrs. Endress, Mr. Thompson, Mr. Mallery, Mrs. Scroggs, and Mrs. Sweeden. "Nays" – None, motion carried.

ADJOURNMENT

It was moved by Ms. Guilfoyle, seconded by Mr. Wilcoxson and carried unanimously to adjourn the meeting at 8:57 p.m.