October 12, 2023 Audit 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 Thursday, October 12, 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
Committee Members Absent
Board Members Present
Board Members Virtually Present
Others Physically Present
Tracy Morris, President
Gary Roberts, Vice President for Academic Affairs
Mark Grzybowski, Vice President for Student Services
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.
Review of Board Policy 01.21 Policy Formulation Adoption
Dr. Morris presented and mapped out the streamlined policy process that was discussed at the Board Retreat in July 2023. The process still allows the Planning Committee to review policies. New policies will come to a Planning Committee meeting for review and discussion. If there are no issues, the policy will be presented at the next month’s Board of Trustees meeting for a vote. Exceptions to this would be if there are six or more policies tabled or there is impact from pending legislation. In these cases, a Planning Committee meeting will be scheduled.
Existing policies that are a review only will be sent to the Planning Committee electronically and if there are no issues, the policy will be presented at the next month’s Board of Trustees meeting as an item for information. If there are issues, the policy will be tabled until the next Planning Committee meeting.
Existing policies with revisions will be sent to the Planning Committee electronically and if there are no issues, the policy will be presented at the next month’s Board of Trustees meeting for a vote. If there are issues, the policy will be tabled until the next Planning Committee meeting.
The target is for all policies to be on a 4-year review cycle. Procedures generally will not come to the Planning Committee or the Board of Trustees unless it is a procedure for a Board Trustees policy, it significantly impacts the campus and the Board needs to be aware or give guidance, and upon request. Efforts to improve transparency to allow the campus to see updates and changes to policies and procedures, in accordance with existing Board policy, are underway. This policy will be presented to the Board of Trustees for a vote in November.
Review of Board Policy 02.08 Chronic Communicable Diseases – (Propose changing to Board Policy 06.19)
Dr. Morris indicated many tactical areas were moved from the policy to the procedure. Ms. Herron stated language was added to show that we look to the Centers for Disease Control and Prevention (CDC) and/or the Illinois Department of Public Health (IDPH) for recommendations. It is recommended the policy and procedure move to section 6 because it impacts both students and employees. This policy will be presented to the Board of Trustees for a vote in November.
Review of Board Policy 06.02 Animals/Pets on Campus
Dr. Morris stated changes to this policy include moving sections to the procedure and outlines in clear terms the definition of a service animal, as outlined by the Americans with Disabilities Act (ADA). Service animals are dogs or miniature horses that are trained to perform a specific function. Emotional support animals are allowed for approved sanctioned events only. The policy also includes circumstances for removing a service animal, if necessary. This policy will be presented to the Board of Trustees for a vote in November.
UPDATE ON MISSION, VISION, VALUES
Dr. Morris reviewed the components of a Strategic Plan, the process that will be used to develop the plan, and the tentative timeline. The mission, vision, and values discussions have been completed. The process has taken time but employees and students are excited and it has reengaged the Strategic Leadership and Planning as the planning council that guides planning and makes recommendations for the institution. All will be brought forward to the Board of Trustees for affirmation in November and in the form of a policy in December for a vote. The next step of conducting SWOT Analysis sessions begins next week.
UPDATE ON SUCCESSION PLANNING
Dr. Morris provided the action steps that will be used to develop a succession plan. President’s Council has been reviewing best practices from two of the top areas in human resources and then came together on October 9 for their first planning retreat. Discussion included why are we doing it and what does this look like for IVCC. The first big task is integrating job descriptions and developing core skills by roles. Once core skills are identified, opportunities should be offered to any employee who wants to gain core skills for higher level positions. Another step is determining what the retirement planning process looks like going forward. An opportunity to show where those progressive opportunities are is by using the new grids with current positions. The goal is to develop the framework with 2 to 3 years’ worth of goals and to prioritize the goals for year 1.
UPDATE ON FACILTY MASTER PLANNING
Dr. Morris indicated many well-attended and informative sessions were held with staff, faculty, administration, community, and students. The architects are summarizing the data from the sessions and will present it to the Facility Master Planning Steering Committee (FMPSC). FMPSC will discuss priorities, which will be vetted through the Operations Committee for input. FMPSC will then share the priorities with the Board Facilities Committee and the Board of Trustees. Finally, the FMPSC will work with the architects to develop the Facilities Master Plan, which will be shared with the Board Facilities Committee and the Board of Trustees
Dr. Morris stated another Planning Committee meeting is necessary in December to review HR policy changes affected by legislation that go into effect on January 1, 2024. These policies will be presented to the Board of Trustees for a vote in December.
Ms. Goetz declared the meeting adjourned at 4:54 p.m.