September 18, 2012 Minutes of Regular Meeting

The Board of Trustees of Illinois Valley Community College District No. 513 convened a regular session at 6:30 p.m. on Tuesday, September 18, 2012 in the Board Room (C307) at Illinois Valley Community College.

Members Physically Present

Dennis N. Thompson, Chair
Melissa M. Olivero, Vice Chair
Michael C. Driscoll
Larry D. Huffman
David O. Mallery (entered the meeting at 7:21 p.m.-closed session only)
Britney Burkart, Student Trustee

APPROVAL OF AGENDA

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

PUBLIC COMMENT

None.

SECRETARY PRO-TEM

In the absence of Leslie Englehaupt, Dr. Larry Huffman volunteered to serve as Secretary Pro-Tem.

CAMPUS UPDATE – EMPLOYEE DEMOGRAPHICS REPORT (GLENNA JONES)

Glenna Jones, Director of Human Resources, took percentages for each racial or ethnic group from a Southern Illinois University-Edwardsville 2011 study for the IVCC district and compared this data with IVCC’s spring 2012 student population and employee data.  In the White, non-Hispanic category, there was not a significant change over the last three years in relation to the district, students, or employee population, but there was a higher percentage of students as compared to the district population and considerably higher than IVCC’s employee population.  The Black, non-Hispanic category also reflected a higher percentage of students as compared to the district population and our employee population.  The percentage of the district population for the Asian, Native Indian/Alaskan Native, Native Hawaiian/Pacific Islander and two or more races increased significantly and this could be the result of more accurate data from the 2010 census, with only a slight increase in student population and slight decrease in employee population.  This category also fluctuates more because some students and employees choose not to share their race/ethnicity.  IVCC’s employee population reflects a greater percentage of females than the student and district population.  Ms. Jones reviewed the hiring process and how positions are advertised based on the type of position open.  A larger percentage of the FY12 open positions were filled with minority individuals when compared to FY11.  The applicant pool was 7.2 percent minority and IVCC’s hires were 6.7 percent minority, all from the Hispanic category. Potential retirees were evaluated and based on the data for full-time employees who have at least 10 years of service and are age 45 or older, 41 faculty, 47 support staff, and 11 administrators may retire within the next 10 years.  Of the 13 employees who retired in FY12, nine were full-time.  Human Resources is also responsible for the Professional Development activities.  The next development event is the employee Professional Enrichment Day on Friday, October 5.  Upward evaluations are conducted annually in the fall to provide data to assist in coaching the direct supervisor during his/her mid-year review.  Ms. Jones was recently appointed the College’s Ethics Officer and she is responsible for resolving ethical dilemmas and providing training to maintain an ethical environment.  She is also chair of the newly formed Wellness Committee which has established goals for the next year and is ready to kick off the program on October 1 with a variety of activities.

CONSENT AGENDA

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

The following items were approved in the consent agenda:

Approval of Minutes – August 21, 2012 Board Meeting

Approval of the Bills - $1,933,549.16

Education Fund - $987,923.04; Operations and Maintenance Fund - $189,095.00; Operations & Maintenance (Restricted Fund) - $40,355.38; Auxiliary Fund - $363,351.86; Restricted Fund - $52,727.29; Audit Fund - $7,500.00; and Liability, Protection and Settlement Fund - $292,596.59

Treasurer’s Report

Personnel

Approved the stipends for the pay periods ending August 11, 2012 and August 25, 2012

Purchase Request – Computers to Upgrade the Computer-Aided Drafting Lab

Approved to purchase 26 Dell computers for the amount of $17,914

Consortium Purchase – Rock Salt

Approved to purchase 280 tons of rock salt from Cargill Incorporated Salt Division through the Illinois Department of Central Management Services at $59.75 per ton, delivered, for a total of $16,730

Bid Results – Multi-Purpose Paper

Accepted the bid of $25,104.42 for multi-purpose paper from Midland Paper

PRESIDENT’S REPORT

Dr. Jerry Corcoran gave a construction update provided by Cheryl Roelfsema: Work on the first floor layout of mechanical piping in the Peter Miller Community Technology Center is in progress; concrete masonry unit partitions (CMUs) will be complete by September 24; and metal framing started today. On the second floor, HVAC duct work began September 7; interior metal framing is in progress; and mechanical piping and plumbing rough-in has begun. Also, storm water detention pond excavation could be complete this week; plantings in the pond and geothermal field will start at the end of September; weather barrier installation will start next week; precast detailing and caulking is complete; roofing continues; window framing started September 12; and masonry will be complete the week of September 24. Overall, the contractor for this project, George Sollitt Construction Company, is doing a phenomenal job.  Phase 2 asbestos abatement in Buildings 5 & 10 is complete and excavation for the maintenance facility will begin Thursday, September 20.  Spirit Day activities held in the courtyard on September 12 were the best yet. The weather was ideal, the students had a great time and Dr. Corcoran heard absolutely nothing but good things about the program from everyone. Mike Phillips will be presenting a paper to Geological Society Association annual conference attendees in November. The title of his work is “An expedition to the Capitol: Working with lawmakers to ensure legislation incorporates the geosciences perspective.” Dr. Corcoran congratulated Mike on his scholarly work. Fran Brolley, Donna Swiskoski, and Sue Monroe are planning two outstanding IVCC Foundation events for Thursday, September 20: from 5 until 6 p.m., the Foundation will be rededicating the donor wall between Buildings C and E followed by the annual scholarship recognition event beginning at 6 p.m. in the gymnasium. In the 4.5 years since being appointed president, Dr. Corcoran has really enjoyed attending Foundation events and watching special, lifelong relationships develop between the College’s donors and the beneficiaries of their generosity. Since being chartered in 1976, the Foundation has awarded $1.9 million to 3,300 students.

COMMITTEE REPORTS

A Facilities Committee meeting is scheduled for Wednesday, October 3 at 6 p.m. and an Audit/Finance Committee meeting is scheduled for Tuesday, October 9 at 6 p.m.  A Planning Committee meeting will need to be scheduled.  It was tentatively set for Thursday, September 27 at 6 p.m.  Committee members will check their calendars and if a majority can attend, Jeanne will send out a notice.  A meeting of the Closed Session Minutes Committee needs to be scheduled.  Jeanne will contact the committee members and schedule a meeting in early October so a recommendation can be presented at the October board meeting. 

Board members were reminded to have their IVCC Board sticker in their car window when attending meetings on campus.  It was noted that their stickers are getting brittle and need to be replaced.  Security will be notified and new stickers will be ordered.

PURCHASE REQUEST – SQL MIGRATION SERVICES FOR THE UPDATE OF THE COLLEAGUE ADMINISTRATIVE SYSTEM

It was moved by Dr. Huffman and seconded by Ms. Olivero to purchase services from Ellucian for the update of the Colleague administrative system in the amount not to exceed $109,375.  Motion passed by voice vote.

PURCHASE REQUEST – HARDWARE, SOFTWARE, AND SERVICES FOR THE UPDATE OF THE COLLEAGUE ADMINISTRATIVE SYSTEM

It was moved by Dr. Huffman and seconded by Ms. Burkart to purchase hardware, software, and services from American Digital for the update of the Colleague administrative system in the amount of $62,406 and to purchase software from CDW-G for the update of the Colleague administrative system in the amount not to exceed $15,000.  Motion passed by voice vote.

PURCHASE REQUEST – HARDWARE FOR EXPANSION OF THE VIRTUAL DESKTOP INFRASTRUCTURE (VDI) PILOT PROJECT TO PRODUCTION

It was moved by Dr. Driscoll and seconded by Dr. Huffman to purchase hardware from Dell for the expansion of the Virtual Desktop Infrastructure in the amount of $31,855.  Motion passed by voice vote.

BID RESULTS – CASH FARM LEASE

It was moved by Dr. Huffman and seconded by Ms. Olivero to accept the bid in the amount of $366.00 per acre from Luke Holly - Granville, Illinois for the cash lease of 149.48 acres of farmland.  Motion passed by voice vote.

ACADEMIC CALENDARS FOR SUMMER 2013, 2013-2014 AND 2014-2015

It was moved by Dr. Huffman and seconded by Ms. Burkart to approve the academic calendars for Summer 2013 and academic years 2013-2014 and 2014-2015, as presented.  The request to modify the Summer 2013 schedule which, was approved by the Board in 2010, would change the Summer D term from a 4-week term to an eight-week term that would begin immediately following the conclusion of the Summer A term.  Motion passed by voice vote.

ECONOMIC DEVELOPMENT ADMINISTRATION (EDA) GRANT CORRECTION

It was moved by Dr. Driscoll and seconded by Dr. Huffman to approve the Resolution of Support and Commitment of Funds to file a grant application with the U.S. Economic Development Administration (EDA) in the amount of $1,592,000.  Motion passed by voice vote.

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

It was moved by Ms. Olivero and seconded by Dr. Huffman to adopt the following Resolution:

            WHEREAS, an election is to be held in Community College District No. 513 on April 9, 2013, for the election of two trustees to the Board for a full term of six years each; and,

            WHEREAS, the Election Code and the Public Community College Act direct the Board Secretary to perform certain functions with respect to the receipt and filing of nominating petitions and statements of candidacy, or to designate a representative to perform such functions; and,

            WHEREAS, the Board finds it convenient and necessary to designate a member of the College staff to represent the Board Secretary in the performance of such functions, and at the request of and with the concurrence of the Board Secretary, the Board desires to designate the Secretary to the Board of Trustees as such representative;

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, as follows:

Section 1. The place for receiving and filing nominating petitions and statements of candidacy for the election to be held on April 9, 2013 is hereby designated as Room Number C301, Illinois Valley Community College, 515 N. Orlando Smith Road, Oglesby, Illinois 61348.

Section 2. Pursuant to the authority conferred by the Public Community College Act, the Board hereby designates Jeanne Hayden, Secretary to the Board of Trustees of Illinois Valley Community College, to represent the Secretary in the performance of the Secretary’s duties with respect to the receipt and filing of nominating petitions and statements of candidacy.

Section 3. The designated representative’s office will be open for the receipt and filing of nominating petitions and statements of candidacy between 8 a.m. and 4:30 p.m., Monday through Friday from December 17 through December 21, 2012 and between 8 a.m. and 5 p.m. on Monday, December 24, 2012.

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:

a)  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 a.m. on December 17, 2012, shall be deemed filed as of 8 a.m.  Petitions filed by mail and received in the office of the local election official in the first mail delivery or pickup on the first day of filing shall be deemed simultaneously filed as of 8 a.m. on December 17, 2012.  All petitions received thereafter shall be deemed filed in the order of actual receipt.

b)  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.

Motion passed by voice vote.

ITEMS FOR INFORMATION

Dr. Corcoran noted the memo from Dr. Morris regarding the discontinuation of the IVCC intramural program is due to the limited number of students participating and the need to reduce athletic expenses.  Since the memo has been written, the Peru YMCA has contacted the administration regarding opportunities for partnerships in this area and the matter is being explored.

TRUSTEE COMMENT

Ms. Britney Burkart attended the ICCB/SAC meeting in Springfield this past weekend.  She is serving on the outreach committee and they have identified anti-bullying and suicide prevention as a state-wide awareness and fundraiser.  A decision on what activities will be pursued will take place at their next meeting in November.  The Student Government Association has met and identified goals for the year.  They will begin working on these goals by promoting fundraisers and events across the campus.

CLOSED SESSION

It was moved by Ms. Olivero and seconded by Dr. Huffman to convene a closed session at 7:17 p.m. to discuss 1) the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body; 2) pending litigation; and 3) closed session minutes.  Motion carried by voice vote.

Mr. Mallery entered the meeting telephonically at 7:21 p.m.

After a short break, the Board entered closed session at 7:21 p.m.  On a motion by Dr. Driscoll and seconded by Dr. Huffman, the regular meeting resumed at 8:07 p.m.  Motion passed by voice vote.

CLOSED SESSION MINUTES

It was moved by Dr. Driscoll and seconded by Dr. Huffman to approve and retain the closed session minutes of the August 21, 2012 meeting.  Motion passed by voice vote.