January 2007 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, January 24, 2007 in the Board Room (C307) at Illinois Valley Community College.

Members Physically Present

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

Members Absent

Others Physically Present

Larry D. Huffman, President
Jerry Corcoran, Vice President for Business Services and Finance
Harriet Custer, Vice President for Academic Affairs
Bob Marshall, Vice President for Student Services
Walt Zukowski, Attorney

PRESENTATION – DEVELOPMENT AND IVCC FOUNDATION

Mr. Fran Brolley, Director of Development and the IVCC Foundation, presented an overview of the IVCC Foundation. He spoke on its history, bequests that have helped push the Foundation assets above $3.4 million, scholarships awarded, and much-needed instructional equipment and college improvements provided through Foundation funds. He reported on the various events and programs to raise money – annual fund drive, employee campaign, 21^st Century Scholars Society and special events such as the annual Irish Night and a summer golf outing. The IVCC Foundation office is currently working on the development of an IVCC/LPO alumni association.

CONSENT AGENDA

It was moved by Mr. Thompson and seconded by Ms. Guilfoyle to approve the consent agenda as presented. Motion passed by voice vote.

The following items were approved in the consent agenda:

Approval of Minutes –Board Minutes of December 19, 2006

Approval of the Bills - $1,668,653.12

Education Fund - $789,820.79; Operation and Maintenance Fund - $78,929.66; Operation & and Maintenance Fund (Restricted Fund) - $4,327.04; Bond & Interest Fund - $708,607.50; Auxiliary Fund - $30,808.60; Restricted Fund - $54,372.24; Liability, Protection and Settlement Fund - $1,787.29.

Treasurer’s Report

Personnel

Approved the decision of Kari A. VeZain to rescind her employment acceptance as the Horticulture/Landscaping/Grounds Maintenance Instructor at Sheridan Correctional Center.

Approved the sabbatical leave for Amanda Bigelow for the academic year 2007-2008, said leave to be governed by the conditions stipulated in the agreement between the American Federation of Teachers Local 1810 and the Board of Trustees of Illinois Valley Community College District No. 513.

Approved the appointment of Mary J. Neps as the Horticulture/Landscaping/Grounds Maintenance Instructor at Sheridan Correctional Center at an annual starting salary of $35,000. This offer is contingent upon a successful background check in accordance with the Department of Corrections guidelines.

Stipends

Approved the stipends for the payroll ending December 30, 2006 as presented.

Bid Request – Welding Instructional Supplies

Authorized the Business Office to seek bids for welding instructional supplies at an estimated cost of $14,000.

Bid Approval – Summer/Fall 2007 Class Schedule

Accepted the bid from Action Printing of Fond du Lac, WI for the Summer/Fall 2007 Class Schedule for an amount not to exceed $10,479. Action Printing met all specifications and bidding requirements.

Bid Approval – Utility Vehicle

Accepted the bid from Snook Sales & Service of Peru, IL in the amount of $13,493.47 for the Bobcat 2200 utility vehicle with snow plow.

Purchase Request – Equipment for Creating a Mobile Computer Lab/Assessment Center

Authorized approval to purchase the equipment specified above to establish a Mobile Computer Lab/Assessment Center.

Cooperative Educational Agreement

Approved participating in the Community College Educational Agreement as presented.

Conferring of Degrees and Certificates (December 2006 Graduates)

Authorized the conferring of degrees and certificates on the December 2006 graduates as presented.

PRESIDENT’S REPORT

Dr. Huffman acknowledged Amanda Bigelow in her request for a sabbatical leave. Sabbatical leaves are available to allow faculty to pursue advanced degrees. Dr. Huffman received a letter from George Needs, IVCC’s Ethics Officer, reporting that all IVCC employees and Board members have successfully completed the ethics training required by the Ethics Act. IVCC is 100% compliant – 506 employees participated in the internet-based training and 59 new employees and the Board of Trustees completed the hardcopy training. Mr. Needs noted the assistance of Emily Vescogni, Assessment Center staff, and the ITS Help Desk in providing assistance and enabling employees without computer access to complete the training. Dr. Huffman also reported that legislation is progressing to correct the Attorney General’s opinion that community college employees are state employees.

TRUSTEES’ REPORT

Megan Guilfoyle distributed the Student Government Association Minutes of November 30, 2006 and the Legislative Branch Meeting Minutes of January 19, 2007. Ms. Guilfoyle attended the ICCB Student Advisory Committee (SAC) meeting in Springfield on January 19-20. She is a member of the SAC Awards and Recognition Committee and this year, along with student awards, this committee will be awarding an outstanding administrator and an outstanding program at a community college. Ms. Guilfoyle is also a member of the SAC Outreach Committee and the Committee has chosen to adopt the Mississippi Gulf Coast Community College (MGCC) and assist them in their recovery from Hurricane Katrina. Community colleges throughout the State of Illinois will be collecting needed items and these items will be transported to MGCC.

TRANSFER OF FUNDS

It was moved by Mr. Thompson and seconded by Mr. Setchell to approve the transfer of $10,700 from Fund 01 (Education Fund) to Fund 05 (Auxiliary Enterprise Fund) to support daycare.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Thompson, Mrs. Scroggs, Mr. Setchell, Mrs. Endress, and Mr. Wilcoxson. "Nays" – Mr. Mallery. Motion carried.

It was moved by Mr. Thompson and seconded by Dr. Scroggs to approve the transfer of $87,700 from Fund 01 (Education Fund) to Fund 05 (Auxiliary Enterprise Fund) to support athletics.

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Thompson, Mrs. Scroggs, Mrs. Endress, and Mr. Wilcoxson. "Nays" – Mr. Mallery and Mr. Setchell. Motion carried.

Mr. Mallery expressed his desire to continue to see the athletic expenditures reduced.

It was moved by Dr. Scroggs and seconded by Mrs. Endress to approve the transfer of $18,000 from the Business & Industry Grant (ICCB to the Small Business Development Center).

Student Advisory Vote: "Aye" – Ms. Guilfoyle. Roll Call Vote: "Ayes" – Mr. Thompson, Mrs. Scroggs, Mrs. Endress, Mr. Mallery, and Mr. Wilcoxson. "Nays" – Mr. Setchell. Motion carried.

INTERGOVERNMENTAL AGREEMENTS

It was moved by Mr. Setchell and seconded by Mr. Thompson to approve the intergovernmental agreement with the Village of North Utica, as presented. Motion passed by voice vote.

It was moved by Mr. Thompson and seconded by Mr. Setchell to approve the revised intergovernmental agreement with the City of Ottawa, as presented. Motion passed by voice vote.

BOARD MEETING DATE CHANGES

It was moved by Mr. Thompson and seconded by Ms. Guilfoyle to approve changing the August Board meeting date to Wednesday, August 29, 2007 and the December Board meeting date to Wednesday, December 19, 2007. Motion passed by voice vote. 

PROPOSED REVISION OF BOARD POLICY 1008

Dr. Huffman reported the changes in the policy were made to comply with changes in the State law. The policy was presented for a first reading and was not recommended for adoption. This item will be placed on the February Board agenda for approval.

AUTHORIZATION FOR DESTRUCTION OF VERBATIM RECORDINGS OF CLOSED SESSIONS

It was moved by Ms. Guilfoyle and seconded by Mr. Thompson to adopt the following Resolution regarding Closed Session audiotapes that meet the four criteria for destruction. Motion passed by voice vote.

"Be it further resolved that the Board of Trustees of Community College District 513 authorize the destruction of Closed Session audiotapes from January 21, 2004; February 11, 2004; February 18, 2004; March 17, 2004; April 21, 2004; May 19, 2004; June 16, 2004; July 21, 2004; August 17, 2004; August 25, 2004; September 15, 2004; October 20, 2004; November 17, 2004; December 15, 2004; January 19, 2005; February 22, 2005; March 16, 2005; April 20, 2005; April 28, 2005; April 30, 2005; May 25, 2005; June 6, 2005; June 15, 2005; and June 22, 2005 as all the criteria for destruction of these tapes under the amended Public Act 93-523, of the Open Meetings Act, have been met."

RESOLUTION DESIGNATING DATE, TIME AND PLACE FOR FILING BOARD OF TRUSTEE NOMINATING PETITIONS

It was moved by Ms. Guilfoyle and seconded by Mr. Setchell to adopt the following Resolution:

Motion passed by voice vote.

"NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF COMMUNITY COLLEGE DISTRICT NO. 513, COUNTIES OF LASALLE, BUREAU, PUTNAM, DEKALB, MARSHALL, GRUNDY, LEE, AND LIVINGSTON AND STATE OF ILLINOIS, as follows:

"Section 4. The procedure to be followed by the designated representative of the Secretary for the receipt and filing of nominating petitions and statements of candidacy shall be substantially as follows:

1. The designated representative of the Secretary shall receive petitions in the order presented. She will mark upon each the date and hour received and the numerical order in which they were received. All petitions filed by persons waiting in line as of 8:00 a.m. on January 29, 2007, shall be deemed filed as of 8:00 a.m. Petitions filed by mail and received after midnight of January 29, 2007, and in the first mail delivery to Illinois Valley Community College on January 29, 2007 shall be deemed filed as of 8:00 a.m. on January 29, 2007. All petitions received thereafter shall be deemed filed in the order of actual receipt.

    

2. Where two or more petitions are received simultaneously at the opening hour of the filing period, the designated representative of the Secretary shall break ties and determine the order of filing by means of a lottery, as provided by the Election Code."

MIDWEST ENERGY ALLIANCE AMENDMENT TO AGREEMENT

It was moved by Mr. Setchell and seconded by Ms. Guilfoyle to postpone action on the Amendment to the Agreement with Midwest Energy Alliance LLC (MEA). Each board member received a revised Letter of Agreement between Midwest Energy Alliance and IVCC. The Board members expressed too many unknowns to make a decision. They asked the administration to check into large manufacturing companies in the area to see how they purchase electricity and also requested additional information on the savings incurred through MEA for the past three years. This item will be placed on the agenda for the February Board meeting.

Mrs. Deborah Sweeden entered the meeting at 8:10 p.m.

INTERCOLLEGIATE ATHLETICS

It was moved by Mr. Setchell and seconded by Dr. Scroggs to approve the three recommendations regarding (1) development of a plan to reduce athletics expenditures and enhance other sources of revenue, (2) exploration of the viability of establishing an athletic boosters organization, and (3) implementation of reductions in the number of tuition waivers, as outlined.

It is the administration’s opinion that there is a value to having intercollegiate athletics as part of a comprehensive program of extracurricular and co-curricular offerings at IVCC. But there is concern of the transfer of funds from the Education Fund to cover the expenditures incurred with having this program. Dr. Huffman has recommended that the Vice President for Student Services, the Athletic Director, and the coaches develop a plan by June 1, 2007 to further reduce expenditures, generate additional revenues through team fundraising, and explore the possibility of establishing an athletic boosters organization. The issue of tuition waivers has two components – financial and recruitment. Additional revenues would be collected if the tuition waivers were eliminated. But if the tuition waivers were eliminated, there could possibly be difficulties having enough players to field some teams. Therefore, the administration recommended the continuation of tuition waivers with reductions in the number of waivers for certain sports.

Ms. Guilfoyle conducted a survey of 18 athletes and 18 students on this issue. A copy of her survey was distributed to the Board. All of the students interviewed were in favor of an intercollegiate athletics program at IVCC and most were in favor of fundraising. Student and athlete responses to the question, "How much do you think the athletic program at IVCC costs?" ranged from nothing to a high of $50,000-100,000, with 40% answering "unknown." A majority of students thought there were 50-300 student athletes, and a few thought there were more than 500. The majority of student athletes interviewed thought there were 100-235 student athletes at IVCC. More than 70% of the students interviewed have never attended a sporting event at IVCC. In response to the question "Would you participate in sports if you did not receive a tuition waiver?" thirteen said yes, three said no, and two were undecided.

Mr. Mallery pointed out that another 300 or more tuition waivers could be given in lieu of the money spent on intercollegiate athletics at IVCC. Dr. Scroggs mentioned that athletics contribute in many ways to the success of the College. Mr. Wilcoxson said he thought that most of us are more for education than athletics. The question is "What does the community want?"

It was the consensus of the Board to approve the recommendations of the administration as presented. Motion passed by voice vote.

CLOSED SESSION

It was moved by Mr. Thompson and seconded by Dr. Scroggs to convene a closed session at 8:33 p.m. to discuss 1) collective negotiating matters between the public body and its employees or their representatives; 2) litigation; 3) discussion of minutes of closed session meeting The motion passed by voice vote.

On a motion by Mr. Setchell, seconded by Mrs. Sweeden, and carried unanimously, the regular meeting resumed at 10:13 p.m.

CLOSED SESSION MINUTES

It was moved by Mr. Thompson and seconded by Dr. Scroggs to approve and release the minutes of the December 19, 2006 closed session meeting. The motion passed by voice vote.

OTHER

Dr. Scroggs distributed a revised Presidential Evaluation Form which indicated changes made from feedback received from the president and board members. It was suggested to eliminate questions 9 and 10 and retain question 11. Board members were to review and advise Dr. Scroggs of any additional changes. This form will be placed on the agenda for approval at the February Board meeting.

GIGI CAMPBELL STUDENT TRUSTEE EXCELLENCE AWARD

The Board of Trustees is nominating Megan Guilfoyle for this award and Mr. Wilcoxson encouraged everyone to submit items to be included in the letter of reference to him and he will coordinate all of the letters. Letters of reference will also be submitted from Dr. Huffman and Cory Tomasson, Coordinator of Student Activities.

ADJOURNMENT

It was moved by Ms. Guilfoyle, seconded by Dr. Scroggs, and carried unanimously to adjourn the meeting at 10:22 p.m.