July 13, 2023 Minutes of Regular Meeting

The Board of Trustees of Illinois Valley Community College District No. 513 convened a regular session at 5:30 p.m. on Thursday, July 13, 2023 in the Board Room (C307) at Illinois Valley Community College.

Members Physically Present

Everett J. Solon, Chair

Jay K. McCracken, Vice Chair

Angela M. Stevenson, Secretary

Amy L. Boyles

Rebecca Donna

Jane E. Goetz

Maureen O. Rebholz

Elizabeth G. Boyles, Student Trustee

Members Virtually Present

Members Telephonically Present

Members Absent

Others Physically Present

Tracy Morris, President

Gary Roberts, Vice President for Academic Affairs

Mary Beth Herron, Director of Human Resources

Kathy Ross, Controller

Walt Zukowski, Attorney

Others Virtually Present

APPROVAL OF AGENDA

It was moved by Mr. McCracken and seconded by Ms. Stevenson to approve the agenda.

Student Advisory Vote: “Aye” – Ms. Boyles. Roll Call Vote: “Ayes” – Dr. Donna, Ms. Stevenson, Mr. McCracken, Dr. Rebholz, Dr. Boyles, Ms. Goetz, and Mr. Solon. “Nay” – none. Motion carried.

PUBLIC COMMENT

None

CONSENT AGENDA ITEMS

It was moved by Ms. Goetz and seconded by Dr. Rebholz to approve the consent agenda, as presented.

The following items were approved in the consent agenda:

Approval of Minutes – June 8, 2023 Board Meeting and June 21, 2023 Closed Session Minutes Committee Meeting.

Approval of Bills - $2,225,133.65

Education Fund - $1,274,332.80; Operations and Maintenance Fund - $219,372.94; Operations and Maintenance (Restricted Fund) - $66,652.78; Auxiliary Fund - $67,593.78; Restricted Fund - $450,515.00; and Liability, Protection and Settlement Fund - $146,666.35.

Treasurer’s Report

Personnel

Approved stipends for pay periods ending June 3, 2023 and June 17, 2023 and Part-time Faculty and Staff Appointments June 2023.

PRESIDENT’S REPORT

Dr. Morris mentioned that Board members may have received an email from our auditors, Sikich. It includes the question they ask every year on whether or not you have any knowledge of any fraudulent activity or concerns. Dr. Morris highlighted how amazing the campus looks. Dr. Morris outlined numerous projects taken on by our Facilities team; the landscaping completed by Danchris Nursery; painting completed by Bowne Painting; Michelle Carboni and her work to on completing purchases; and the Medical Assisting and Simulation Lab work that is in process. Dr. Morris spotlighted the success of our student-athletes noting that 22 student-athletes earned NJCAA Academic All-American Honors; 47 student-athletes earned Arrowhead Conference All-American Honors; and the softball, women’s tennis, and volleyball teams were eligible for nomination for the NCJAA Academic Team of the year. Dr. Morris stated Cory Tomasson and Mark Grzybowski have place a lot of emphasis on academics and it shows. Dr. Morris shared that the MAP grant is increasing by $5 per credit hour. The MAP grant is covering just under 64% of the cost of tuition. Focus group sessions to kick-off the Facility Master Planning process will begin next week that include numerous internal and external stakeholder groups. Additional sessions will be scheduled for fall for faculty and any others who couldn’t attend these first sessions. The compiled information will be brought to the Board Facilities Committee and then the Board of Trustees. A Job Loss Symposium was held on campus after the closure of St. Margaret’s Health. Thirty-three students attended and all were so thankful as they felt heard, seen, and appreciated. The event involved numerous internal and external partners. Dr. Morris thanked her core team of Valery Calvetti, Crystal Credi, Mark Grzybowski, Bill Zens from IVAC and Jeff Hettrick from the Ottawa Chamber for all their hard work. A website with links to all the resources from the event was created by Crystal Credi and Bob Hunter. Dr. Morris highlighted recent events that include Explore IVCC; Route 66 Challenge; IVCC’s Long Term Care Recruitment Day; the bench dedicated to Dr. Corcoran at the Ottawa Center; retirement celebration for Dr. Corcoran and Judy Day; kids camps; and inaugural classes at Nell’s Woodland. Dr. Morris spotlighted the Get Set Mentoring Program which is designed to proactively building confidence, competence, and connection before starting a new semester. 87% of fall 2022 participants registered for spring courses with an average G.P.A. of 3.0 and 100% of participants would recommend the program to others. As of July 6, summer enrollment numbers are up for headcount, credit hours, and budgeted actuals. Fall enrollment numbers for headcount are down but credit hours are almost stable with 25 days left before the start of classes.

STUDENT TRUSTEE’S REPORT

Ms. Boyles’ presentation introduction to the newly elected sophomore Student Government members. Ms. Boyles noted there are many things happening at IVCC this summer. She highlighted our social media which has been doing really well. They have been including many student spotlights. Students participated on a student panel at the Explore IVCC event. Work is being done on the Get Set Program. Ms. Boyles stated the transition to new Brightspace system has been smooth. It is similar to Blackboard but the differences made the move a good choice. Athletics is growing with the addition of men’s and women’s cross country teams. There are more student-athletes enrolled this year than ever before.

COMMITTEE REPORTS

Mr. McCracken noted the Audit Finance Committee met today prior to the regular meeting. Ms. Ross gave a fantastic overview of the FY24 Tentative Budget.

FY24 TENTATIVE BUDGET

It was moved by Mr. McCracken and seconded by Ms. Stevenson to approve the FY2024 Tentative Budget, as presented and authorize publication of the Notice of Public Hearing.

STUDENT ATHLETIC INSURANCE RENEWALS

It was moved by Dr. Boyles and seconded by Dr. Donna to accept the recommendation of the insurance consultant to accept the proposal from Berkley Life and Health for the blanket student athletic insurance coverage with 1^st Agency at $45,657.

It was moved by Mr. McCracken and seconded by Ms. Stevenson to accept the recommendation of the insurance consultant to accept the renewal from Gerber Life Insurance Company for the student athletic catastrophic insurance coverage with Zevitz Student Accident Insurance at $3,250.

RESOLUTION AUTHORIZING SIGNATURE AUTHORITY FOR EDA GRANT PROGRAM

It was moved by Dr. Rebholz and seconded by Dr. Boyles to adopt the resolution as presented to authorize North Central Illinois Council of Governments, as grant administrator, to sign all EDA payment checks and grant modification requests, provided that IVCC has approved all such actions.

PROPOSAL RESULTS – CULTURAL CENTRE THEATRE LIGHTING UPGRADE

It was moved by Mr. McCracken and seconded by Dr. Boyles to accept the proposal for the Cultural Centre Theatre Lighting Upgrade from Theatrical Lighting Connection, Burr Ridge, IL at a cost of $102,379.

Dr. Morris noted this purchase will be paid with IVCC Foundation funds.

STAFF APPOINTMENT – KATHRYN ROSS, VICE PRESIDENT FOR BUSINESS SERVICES AND FINANCE

It was moved by Ms. Stevenson and seconded by Mr. McCracken to approve the appointment and FY24 employment contract for Kathryn Ross, Vice President for Student Services and Finance, with an annualized salary of $112,000 and duties, benefits, and other conditions as presented in the contract.

Student Advisory Vote: “Aye” – Ms. Boyles. Roll Call Vote: “Ayes” – Ms. Stevenson, Mr. McCracken, Dr. Rebholz, Dr. Boyles, Ms. Goetz, and Mr. Solon. “Nay” – Dr. Donna. Motion carried.

The Board congratulated Ms. Ross on her appointment.

FACULTY RESIGNATION – ANTHONY SONDGEROTH

It was moved by Ms. Goetz and seconded by Dr. Donna to accept the resignation of Anthony Sondgeroth, Welding Instructor and Program Coordinator, effective June 13, 2023.
Student Advisory Vote: “Aye” – Ms. Boyles. Roll Call Vote: “Ayes” – Dr. Donna, Ms. Stevenson, Mr. McCracken, Dr. Rebholz, Dr. Boyles, Ms. Goetz, and Mr. Solon. “Nay” – none. Motion carried.

BOARD TRAVEL

It was moved by Mr. McCracken and seconded by Dr. Donna to approve reimbursement of expenses in the amount of $223.22 incurred by Ms. Goetz for attending the 2023 ICCTA Annual Conference on June 2 and 3, 2023.

Student Advisory Vote: “Aye” – Ms. Boyles. Roll Call Vote: “Ayes” – Dr. Donna, Ms. Stevenson, Mr. McCracken, Dr. Rebholz, Dr. Boyles, and Mr. Solon. “Nay” – none. “Abstain” – Ms. Goetz. Motion carried.

ITEMS FOR INFORMATION

Mr. Solon pointed out the information items on pages 48-57 of the Board book.

Dr. Morris noted Information Item 7.4 had an error on the salary. The correct annualized salary is $55,340.

Dr. Morris stated Peggy Schneider is in attendance this evening. The Board congratulated Peggy on her appointment.

TRUSTEE COMMENT

Dr. Boyles noted the ICCTA Board Highlights from June 2023 were distributed this evening.

Ms. Goetz noted the ICCTA annual convention is a wonderful event and IVCC nominees are invited to attend each year.

Mr. McCracken commented the President’s Report and Student Trustee’s reports were outstanding.

CLOSED SESSION

Mr. Solon requested a motion and a roll call vote at 6:05 p.m. to enter into a closed session to discuss: 1) the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body; 2) pending or imminent litigation; and 3) closed session minutes.

It was moved by Ms. Stevenson and seconded by Dr. Rebholz to enter into a closed session.

It was moved by Ms. Stevenson and seconded by Dr. Boyles to return to the regular meeting.

CLOSED SESSION MINUTES

It was moved by Dr. Boyles and seconded by Dr. Donna to approve and retain the closed session minutes of the June 8, 2023 Board Meeting.

VICE PRESIDENTS’ CONTRACTS

It was moved by Dr. Donna and seconded by Ms. Stevenson to approve the FY24 and FY25 employment contract for Dr. Gary Roberts, Vice President for Academic Affairs, with a 4 percent increase for FY24 in alignment with college-wide increases, resulting in an annualized salary of $140,608 and duties, benefits, and other conditions as presented in the contract. Salary for FY25 will be presented to the Board for approval in April, 2024.

It was moved by Ms. Goetz and seconded by Dr. Rebholz to approve the FY24 and FY25 employment contract for Mr. Mark Grzybowski, Vice President for Student Services, with a 4 percent increase for FY24 in alignment with college-wide increases. In addition, we are recommending an additional $9,255.26 as outlined in the accompanying memo for taking on the additional supervisory responsibilities for the Marketing and Communications department, resulting in an annualized salary of $112,091.50 and duties, benefits, and other conditions as presented in the contract. Salary for FY25 will be presented to the Board for approval in April, 2024.

COMPENSATION FY24 – EMPLOYEES NOT AFFECTED BY A NEGOTIATED LABOR AGREEMENT

It was moved by Dr. Donna and seconded by Ms. Stevenson to approve the four percent increase for five employees not included on the reports presented last month. These employees are not affected by a negotiated labor agreement, contingent upon evaluations and grant support in FY24. These individuals hold part-time instructor positions in addition to support staff positions.

APPROVAL OF SETTLEMENT AGREEMENT AND GENERAL RELEASE WITH REGARD TO FORMER EMPLOYEE

A motion was made by Mr. McCracken and seconded by Ms. Goetz to approve the settlement agreement in the amount of $9,500 with a previous employee related to the charge of discrimination based on age.

OTHER

Dr. Morris reviewed the tentative agenda for the Board Retreat scheduled for Friday, July 21, 2023 at Noon in the Board Room (C307). Lunch will be served beginning at 11:15 a.m.

ADJOURNMENT

Mr. Solon declared the meeting adjourned at 7:07 p.m.