January 15, 2025 Board Planning Committee Minutes

The Planning Committee of the Board of Trustees of Illinois Valley Community College District No. 513 met at 6:30 p.m. on Wednesday, January 15, 2025 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

Vicki Trier, 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 6:30 p.m. by Ms. Goetz.

PUBLIC COMMENT

None

UPDATE ON BOARD POLICY REVIEW

Dr. Morris stated 129 polices needed to be reviewed at the start of this process. To date, the following still need to be reviewed.

Division 1: Board of Trustees – 0
Division 2: Academic Services – 2
Division 3: Personnel – 23
Division 4: Business Services – 21
Division 5: College and Community Resources – 3
Division 6: General Policies – 13

Dr. Morris introduced the Navex PolicyTech tool to the committee. The benefits of this tool include automated approval chains; ability to track versions; single source of truth for policies (complete and in-process); automated reminders (4-year review cycle); customizable front page; and the ability to have employees affirm they have read a document. What changes within the current process is Planning Committee will receive an email from Navex when it is time to review a policy; all three members will have to approve the policy; and Division 4 will also go to the Audit Finance Committee at the same time.

UPDATE ON STRATEGIC PLANNING

Dr. Morris stated the official plan was brought the Board several months ago and outlined the steps taken to develop the plan, the institutional and strategic goals, and other plans going on that feed into the strategic plan. Dr. Morris focused on a drafted document that is the first attempt to show progress on institutional and strategic goals. The layout of the document was reviewed, and feedback on the format was given and discussed. Modifications will be made to the document to make it more user friendly. Suggested adding names with the titles of the responsible party.

Owners helped develop these goal documents as they work on items. In February, SLPC will review these documents and give feedback. The next step will be to share updates with the Planning Committee and the Board quarterly. Also in February, SLPC will begin talking about FY26 goals and objectives. The goals will stay the same, but the ultimate plan is the objectives would change each year. Because we are already mid-year, some goals will change, and some will stay the same.

Dr. Morris stated President’s Council is reviewing the Key Performance Indicators (KPIs) and their measures. There are currently six KPI’s with a large number of measures. President’s Council will recommend to SLPC those that are the key or most important measures. By March, the KPIs and the top measures will go to the Board for review.

UPDATE ON SUCCESSION PLANNING

Dr. Morris reviewed succession planning is and what it involves. For IVCC, the prime component completed to date has been the Early Retirement Incentive Program. A total of 23 employees are retiring or have retired under the plan. The next phase of our succession plan is implementation of the Retirement Incentive Program 2.0; identification of key areas for the development of competencies followed by training for interested individuals in those areas; and less about targeting a specific individual than it is about offering opportunities for professional growth and development so that when positions come open (internally or externally), the individuals are ready. While a plan is not developed yet, we have the key pieces in progress.

OTHER

None

ADJOURNMENT

Ms. Goetz declared the meeting adjourned at 7:14 p.m.