December 6, 2023 Planning Committee Meeting

The Planning Committee of the Board of Trustees of Illinois Valley Community College District No. 513 met at 4:00 p.m. on Wednesday, December 6, 2023 in the Board Room (C307) at Illinois Valley Community College.

Committee Members Physically Present

Jane E. Goetz, Committee Chair

Amy L. Boyles

Committee Members Virtually Present

Rebecca Donna

Committee Members Absent

Board Members Present

Board Members Virtually Present

Others Physically Present

Tracy Morris, President

Gary Roberts, Vice President for Academic Affairs

Kathy Ross, Vice President for Business Services and Finance

Mary Beth Herron, Director of Human Resources

Others Virtually Present

The meeting was called to order at 4:00 p.m. by Ms. Goetz.

PUBLIC COMMENT

None

Review of Board Policy 03.16 FAMILY MEDICAL LEAVE (Leave of absence)

Dr. Morris noted several laws changed this year that have a significant impact on policies and are effective 1/1/2024. Dr. Morris asked Mary Beth Herron, who has done a fantastic job with these updates, to give an overview of the changes. Mary Beth stated policy 03.16 Family Medical Leave was retitled to Leave of Absence to be inclusive of all federal and state laws, not just FMLA. Procedures under this policy include:

• 16.00 Leave of Absence – FMLA. Moved from policy to procedure.
• 16.01 Leave of Absence – Bereavement Leave. It is now a procedure under the policy and includes changes made to the Child Care Bereavement Act and the Family Bereavement Leave Act.
• 16.02 Victims’ Economic Security and Safety Act (VESSA). Includes change made to the VESSA Act.
• 16.03 Leave of Absence – Blood Organ Donation. This is a new procedure that complies with the Illinois Employee Blood and Organ Donation Leave Act by allowing full-time employees to take time off with pay to donate blood or organs.

Dr. Morris noted that although the Board does not approve procedures, the policy is now high level but she wanted to make you aware that procedures are being cleaned up or created to comply with the changes in the laws. A procedure for the Family Military Leave Act still needs to be created.

Review of Board Policy 03.30 Vacation regulations

Dr. Morris stated the requirements for paid benefit time have changed in the legislature. A key piece of the legislation is if there is a current collective bargaining in place, we do not have to implement until the bargaining is over. Mary Beth stated policy 03.30 Vacation Regulations is changing to Paid Benefit Time and is a high level reference that we are complying with all applicable state and federal laws. Procedures for benefit time were brought in under the policy so employees have one place they need to look for their paid benefit time. Procedures under the Paid Benefit time include:

• 30.00 Paid Benefit Leave. This is an overall summary of paid benefit time in table format and broken down by employee class.
• 30.01 Paid Benefit Time – Vacation
• 30.02 Paid Benefit Time – Personal. Now a procedure under the policy.
• 30.03 Paid Benefit Time – Sick. Now a procedure under the policy.
• 30.04 Paid Benefit Time – Bereavement. Now a procedure under the policy.
• 30.05 Paid Benefit Time – Holidays. New procedure and it puts clarity to the major holidays and the designated college-closed holidays.
• 30.06 Paid Benefit Time – Jury Duty. Formalized into a procedure.

Mary Beth noted Robbins Schwartz reviewed the policy and procedures and made suggestions for a few minor tweaks to some of the procedures.

Review of Board Policy 06.13 sexual misconduct, sexual and other harassment

Dr. Morris stated the original policy included everything as that is what we were required to do. After review, it was determined it could be in policy or procedure. The majority of the policy was moved to procedure. A full vet of the procedure was not done as we are expecting changes to the regulations soon. Mary Beth stated the policy is now overarching and references the law. The procedure, 06.13.00, includes everything else previously in the policy plus the integration of the Gender Violence Act.

UPDATE ON STRATEGIC PLANNING

Dr. Morris gave an update on Strategic Planning. Board Policy 01.06 Core Values, Mission, Vision, Purposes, and Principles of Work. As previously reported, the core values, mission statement, and vision statement are complete. Next steps are to bring the current purposes and goals, as well as other opportunities pulled from a mission statement that wasn’t chosen and the results of the SWOT analysis, to the Strategic and Leadership and Planning Council this week. They will look at what are the three goals to guide what we do. The Principles of Work will be discussed to determine if they are still applicable and should we take them out of the policy and, as an institution, take the time to discuss them further and not to delay the update of Policy 01.06.

OTHER

None

ADJOURNMENT

Ms. Goetz declared the meeting adjourned at 4:50 p.m.