July 10, 2014 Minutes of Regular Meeting

The Board of Trustees of Illinois Valley Community College District No. 513 convened a regular session at 6 p.m. on Thursday, July 10, 2014 in the Board Room (C307) at Illinois Valley Community College.

Members Physically Present

Melissa M. Olivero, Chair
Michael C. Driscoll, Vice Chair
Larry D. Huffman, Secretary
Laurie A. Bonucci
Jane E. Goetz
David O. Mallery
Everett J. Solon
Amy M. Rogowski, Student Trustee

Members Absent

Others Physically Present

Jerry Corcoran, President
Cheryl Roelfsema, Vice President for Business Services and Finance
Sue Isermann, Interim Vice President for Learning and Student Development
Mark Grzybowski, Interim Associate Vice President for Student Services
Walt Zukowski, Attorney

APPROVAL OF AMENDED AGENDA

After the Board Book was mailed, two items were added to the agenda – 1) Possible Resolution to Approve the Appeal of Putnam County Parcel Assessments and 2) Possible Employee Suspension. It was moved by Mr. Solon and seconded by Dr. Huffman to approve the agenda, as amended.  Motion passed by voice vote.

PUBLIC COMMENT

None.

CONSENT AGENDA

It was moved by Ms. Goetz and seconded by Ms. Bonucci to approve the consent agenda, as presented.  Motion passed by voice vote. 

The following items were approved in the consent agenda:

Approval of Minutes – June 9, 2014 Closed Session Minutes Committee Meeting; June 9, 2014 Audit/Finance Committee Meeting; and June 12, 2014 Board Meeting.

Approval of Bills - $795,644.97

Education Fund - $655,350.15; Operations & Maintenance Fund - $83,456.54; Auxiliary Fund - $35,549.19; Restricted Fund - $16,243.52; Audit Fund - $4,000.00; and Liability, Protection and Settlement Fund - $1,045.57

Treasurer’s Report

Personnel

Approved the stipends for the pay period ending June 14, 2014.

PRESIDENT’S REPORT

The June 26 Foundation golf outing was very successful because of the hard work of Sue Monroe, Donna Swiskoski, and director of development and community relations, Fran Brolley. Dr. Corcoran thanked the trustees who were able to attend as well as board attorney, Walt Zukowski. The bottom line is the event netted over $10,000 in support of the IVCC Foundation.  Over the last two days Dr. Corcoran has been at the College of DuPage meeting with a number of his counterparts reviewing the feasibility of Illinois community colleges being able to offer baccalaureate degrees in applied technology and applied science. The goal is simply to present background information and a recommendation to the Council of Presidents, Illinois Community College Board, Illinois Community College Trustees Association, and Illinois Board of Higher Education on how to proceed. As information becomes available that Dr. Corcoran thinks might be interesting, he will be happy to share it.  As noted in the financial highlights section of this month's board agenda, Cheryl Roelfsema has advised that the Cultural Centre sound system renovation project is underway and the estimated completion date is November 14; final inspection on Phase 2 of the Community Instructional Center project was completed and everything went very well; and Phase 3 of the project, which involves an extraordinary expansion of student life space, including a cybercafe, is nearing 100 percent design development and on target for having the plan  to the Capital Development Board in August. Also, Chamlin and Associates, engineering firm, is ready to work with the College on the ADA Parking Lot and Parking Lot #1 renovation projects. Lastly, Dr. Corcoran wanted to call everyone's attention to the well-written memo from Mark Grzybowski on page 55 of tonight's agenda where he details a plan that is underway involving Student Services and Foundation personnel working together on targeting 170 prospective students who have applied for financial aid for the upcoming year, but have not yet enrolled in courses either because they fall just below the threshold of eligibility for federal financial aid or the amount they're getting is so small it would not be a factor in their decision to move forward. If these students enroll in at least six credit hours, the Foundation will provide financial assistance for up to three credit hours. In other words, sign up for at least six and three are on the College. Mark is very lucky to work with a lot of great people in Student Services, in particular Patty Williamson, IVCC’s extraordinary director of financial aid, who helped lay the groundwork for this particular initiative. If it were not for Patty, the College wouldn't be talking about this project, and for that Dr. Corcoran is most appreciative.   Dr. Corcoran simply cannot say enough about the importance of students making the right decision to enroll in classes at IVCC in order to obtain a credential of high-value that will serve them well for the rest of their working lives. Thanks to the generosity of the Foundation, under Fran's leadership, the College is doing everything it can to send a strong message to the community about the importance of learning, and the innovative resources it has around the campus to help students achieve their academic and career goals. Classes begin on Monday, August 18.

COMMITTEE REPORTS

Dr. Huffman reported the Audit/Finance Committee met on June 9 and he had nothing to add to the minutes in the Board Book.  Mr. Mallery reported the Facilities Committee met prior to the July board meeting.  The members assessed the options to rectify a $300,000 difference in two engineering firms’ estimates to replace the Building A Chiller.  Mr. Mallery commended Scott Curley in taking an interest in this project and pointing out issues that were not previously mentioned.  Resubmitting the project does not look like it will jeopardize the funds with ICCB. 

FISCAL YEAR 2015 TENTATIVE BUDGET

It was moved by Dr. Huffman and seconded by Dr. Driscoll to adopt the Resolution approving the FY2015 Tentative Budget, and authorize publication of the Notice of Public Hearing, as presented.  Ms. Olivero expressed her appreciation of the work that went into the budget and the clear effort to cut costs next year.  Dr. Corcoran noted the budget is structurally balanced.  Two million dollars is designated as the College continues on the CIC project, a one-time purchase for technology enhancements, and money set aside for improvements to Parking Lot #1 and the construction of the ADA-only Parking Lot.  Other than that the Operating Funds are balanced.  In other words, expenditures exceed revenues by $2 million - $1.2 million for capital projects, reserves in auxiliary fund from Information Technology contracts with LaSalle and Putnam Counties and reserves of $800,000 in funds the College accumulated for improvements.  The College’s Operating Fund reserves are still in line with Board policy. Motion passed by voice vote.

STAFF APPOINTMENT – DR. ROBYN SCHIFFMAN, DEAN OF ENGLISH,MATHEMATICS, AND EDUCATION

It was moved by Dr. Driscoll and seconded by Ms. Bonucci to approve the appointment of Dr. Robyn Schiffman to the position of Dean of English, Mathematics, and Education with an annualized salary of $70,000, effective August 11, 2014.  Dr. Corcoran expressed his appreciation of Mr. Adam Oldaker’s work in the interim position.  Motion passed by voice vote.

PURCHASE REQUEST – VMWARE ESX SERVERS AND ESX DISK ARRAY

It was moved by Mr. Solon and seconded by Ms. Goetz to proceed with the purchase of the Dell Poweredge servers and a Dell Powervault storage array as quoted by Dell Inc., in the amount of $35,085.58.  Motion passed by voice vote.

PURCHASE REQUEST – NETWORK CORE AND EDGE SWITCHES AND INSTALLATION

It was moved by Dr. Driscoll and seconded by Ms. Goetz to proceed with the purchase of the Cisco Nexus 7000 Core switch, 45 Cisco Catalyst 2960 edge switches, and services as quoted by the Burwood Group Inc., in the amount of $437,687.14.

PROPOSAL RESULTS – STUDENT ATHLETE AND CATASTROPHIC STUDENTATHLETE INSURANCE

It was moved by Ms. Bonucci and seconded by Dr. Huffman to accept the proposal from First Agency, Inc. for Student Athlete Coverage in the amount of $34,420 and the proposal from Ramza Insurance Group for Catastrophic Athlete Coverage in the amount of $3,251.  Mr. Mallery wanted to know where the College is at regarding mandatory insurance by student athletes.  Mr. Grzybowski noted the athletic department is monitoring the collection of proof for insurance.  He stated, “no proof, no practice, no play.”  Ms. Roelfsema noted it will take a few years before the premiums drop.  Premiums are based on a three-year average of claims.  By the students being the primary carrier, the College has seen claims dropping.  Motion passed by voice vote.

BID RESULTS – ASPHALT PAVEMENT REPAIR, SEALING, AND MARKING

It was moved by Dr. Huffman and seconded by Dr. Driscoll to accept the bid from Universal Asphalt & Excavating, Inc. in the amount of $18,650.00 for the Asphalt and Pavement Repair, Sealing, and Marking of the roadway.  The question was asked if the College would decline Seal-A-Lot from bidding on projects in the future since they could not obtain a performance bond one day before the repairs were to take place.  The administration will take this into consideration and follow the law when selecting the lowest and most responsible bidders.  Motion passed by voice vote.

REQUEST FOR PROPOSAL RESULTS – COPIER LEASE

It was moved by Ms. Bonucci and seconded by Ms. Goetz to accept proposal #2 from Illinois Valley Business Equipment – Peru, IL for a 36-month rental agreement at an estimated annual cost of $43,999.86.  Motion passed by voice vote.

BID REQUEST – TREE REMOVAL

It was moved by Ms. Bonucci and seconded by Mr. Solon to seek bids for the tree removal of 45 dead Ash trees across campus.  Mr. Mallery asked that the specifications include the trees be hauled off campus.  Motion passed by voice vote.

PROFESSIONAL SERVICES PROPOSAL – ADA PARKING LOT DESIGN & LOT 1 RECONSTRUCTION

It was moved by Mr. Solon and seconded by Ms. Bonucci to accept Chamlin & Associates, Inc. proposal of $27,500 for preparation of construction documents for the ADA-only parking lot and reconstruction of Parking Lot #1.  Motion passed by voice vote.

It was moved by Dr. Driscoll and seconded by Dr. Huffman to accept Chamlin & Associates, Inc. proposal of $12,000 for construction management for the ADA-only parking lot and reconstruction of Parking Lot #1.  Mr. Mallery asked if Chamlin is responsible for paying for the borings.  Ms. Roelfsema noted that College will not be getting a subcontractor.  Motion passed by voice vote.

SEMI-ANNUAL REVIEW OF CLOSED SESSION MINUTES

It was moved by Ms. Bonucci and seconded by Dr. Huffman to approve the release of closed session minutes of the February 21, 2001 (Extending Service Requirements for Tenure); June 18, 2013 (Associate Vice President for Academic Affairs & Dean of Workforce Development Salary Adjustment); and August 20, 2013 (Noncompliant Work on Building G Electrical Upgrade) meetings.  Motion passed by voice vote.

TRUSTEE COMMENT

Ms. Olivero noted that Dr. Corcoran received a call from Mike Monaghan, Executive Director of the Illinois Community College Trustees Association, in which he was informed that IVCC is next in line for having a board member be appointed to the Trustees Association’s executive committee.  This is done on a rotating basis from each region.  The trustee’s responsibility would be to attend six meetings per year and coordinate the annual meeting of the region.  If no one is interested in serving on the committee, Mr. Monaghan would reach out to the community college next in line for this opportunity.  Mr. Mallery, ICCTA representative for IVCC, noted that he currently does not have the time.  Ms. Bonucci was interested and noted she would cover the travel costs to attend the meetings, but she needed more information on the time commitment.

CLOSED SESSION

It was moved by Dr. Huffman and seconded by Ms. Goetz to convene a closed session at 6:30 p.m. to discuss 1) the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body; 2) collective negotiating matters; 3) pending litigation; and 4) closed session minutes.  Motion passed by voice vote.

After a short break, the Board entered closed session at 6:40 p.m.  On a motion by Mr. Solon and seconded by Ms. Bonucci, the regular meeting resumed at 8:21 p.m.  Motion passed by voice vote.

CLOSED SESSION MINUTES

It was moved by Dr. Driscoll and seconded by Ms. Goetz to approve and retain the closed session minutes of the June 9, 2014 Closed Session Minutes Committee meeting and the June 12, 2014 Board meeting. Motion passed by voice vote.

RESOLUTION TO APPROVE THE APPEAL OF PUTNAM COUNTY PARCEL ASSESSMENTS

It was moved by Dr. Huffman and seconded by Ms. Bonucci to approve the Resolution to File an Appeal of the Putnam County Parcel Assessment for PIN 01-10-082-000, as presented.

Student Advisory Vote:  “Aye” – Ms. Rogowski.  Roll Call Vote:  “Ayes” – Ms. Bonucci, Dr. Driscoll, Ms. Goetz, Dr. Huffman, Mr. Mallery, Mr. Solon, and Ms. Olivero.  “Naye” – None.  Motion carried.

It was moved by Dr. Driscoll and seconded by Ms. Goetz to approve the Resolution to File an Appeal of the Putnam County Parcel Assessment for PIN 01-10-086-000, as presented.

Student Advisory Vote:  “Aye” – Ms. Rogowski.  Roll Call Vote:  “Ayes” – Ms. Bonucci, Dr. Driscoll, Ms. Goetz, Dr. Huffman, Mr. Mallery, Mr. Solon, and Ms. Olivero. “Naye” – None.  Motion carried.

It was moved by Dr. Huffman and seconded by Ms. Bonucci to approve the Resolution to File an Appeal of the Putnam County Parcel Assessment for PIN 01-10-092-000, as presented.