01 27 16 Board Agenda

LLCC Board of Trustees Regular Meeting January 27, 2016 Craig Findley, Chair Jerry Wesley, Vice Chair Dennis Shackelfor...

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LLCC Board of Trustees Regular Meeting January 27, 2016

Craig Findley, Chair Jerry Wesley, Vice Chair Dennis Shackelford, Secretary Jeff Fulgenzi Kent Gray Wayne Rosenthal Justin Reichert Madison Baker, Student Trustee Charlotte Warren, President

I. Preliminary Matters

BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526 AGENDA REGULAR MEETING Wednesday, January 27, 2016 5:15 P.M. Lincoln Land Community College Robert H. Stephens Room

I.

Preliminary Matters A. B. C. D. E.

II.

Roll Call Pledge of Allegiance Adoption of Agenda of the January 27, 2016 Meeting Introductions and Recognitions Hearing of Citizens

Consent Agenda A. Approval of Minutes of the Regular Meeting of December 16, 2015..... 6 B. Approval of Minutes of the Special Meeting of January 6, 2016 ......... 20 C. Ratify Payment of Bi-Monthly Checks and the December Treasurer’s Report ........................................................................... 22 D. Out-of-State Travel 1. Ratification of Out-of-State Travel 2. Approval of Out-of-State Travel ..................................................... 23 E. Budget/Financial Items 1. Quarterly Budget Transfer Report ................................................. 24 F. Purchasing 1. Spring Athletic Travel .................................................................... 26 2. Ferrilli Information Group Consulting Services .............................. 28 3. ZogoTech Student Engagement Module ....................................... 29 G. Contracts/Agreements 1. Monthly Training Contract/Clinical Agreement Status Report........ 30 2. Montgomery County Tax Abatement ............................................. 32 H. Monthly Grant Status Report .............................................................. 34 I. Facility Leases J. Construction Items 1. Selection of Architectural Firm for Chiller Replacement at Sangamon Hall ............................................................................ 36 2. Selection of Architectural Firm for HVAC Replacement at Litchfield Resource Center ......................................................... 37 3. Removal and Replacement of Sidewalk to Hamilton Area ............ 38 K. Other Items

III.

Action Agenda A. Policies 1. Elimination of Board Policy 5.21 – Special Program Admission .... 41

B. Academic Services Division Items C. Student Services Division Items D. Administrative Services Division Items 1. Airport Lease Amendment ............................................................. 43 2. Approval of Refunding Bond Bids .................................................. 47 E. Information Technology Systems Items F. Workforce Development and Community Education Items G. Executive Division Items 1. Memorandum of Understanding Between LLCC and the LLCC Foundation ....................................................................... 48 IV.

Information Items A. Staff Reports 1. Academic Services 2. Student Services 3. Administrative Services a. Position Vacancies and Hires .................................................. 55 b. Construction Progress Update ................................................. 57 c. Monthly Financial Report 4. Information Technology Systems 5. Workforce Development and Community Education 6. Executive Division a. Review of Agenda Master Calendar......................................... 60 B. President’s Report C. Report from Faculty Senate D. Report from Faculty Association E. Report from Classified Staff F. Report from Professional Staff G. Report from Facilities Services Council H. Chairman’s Report I. Secretary’s Report J. Foundation Report K. Other Board Members’ Reports

V.

Strategic Discussion A. Community Education Presentation ................................................. 62

VI.

Executive Session A. B. C. D.

VII.

Review of Executive Session Minutes/Recordings Personnel Matters Student Matters Pending/Imminent Legal Matters

Actions from Executive Session A. Approval and Release of Executive Session Minutes B. Approval of Recording Matters C. Approval of Personnel Matters

VIII.

Adjournment

II. Consent Agenda

AGENDA ITEM II.A

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526

The regular meeting of the Board of Trustees of Lincoln Land Community College, Illinois Community College District #526 was held on Wednesday December 16, 2015 at 5:20 p.m. in the Robert H. Stephens Room of the main campus with Chairman Findley presiding. I.

Preliminary Matters A. Roll Call

Members present were Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Reichert, Mr. Rosenthal, and Mr. Findley. Mr. Gray and Ms. Baker joined the meeting in progress B. Pledge of Allegiance Chairman Findley requested Mr. Rosenthal lead the audience in the pledge of allegiance. C. Adoption of Agenda of the December 16, 2015 Meeting

MOTION NO. 12-16-15-1: Mr. Reichert moved to adopt the agenda of December 16, 2015 meeting. Mr. Rosenthal seconded. Those members voting aye were Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Reichert, Mr. Rosenthal, and Mr. Findley. PASSED D. Regular Board Meeting Dates from January 2016 through December 2016 In accordance with Section 2.02 of the Open Meetings Act the LLCC Board of Trustees is required to adopt a schedule of regular meeting dates at the beginning of each calendar year. 6

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MOTION NO. 12-16-15-2: Mr. Shackelford moved to approve the schedule of meetings from January 2016 through December 2016 as the fourth Wednesday of each month, with the exception of November and December 2016, which will be held on Wednesday, November 16, and Wednesday, December 14, respectively. With the exception of any off-campus meetings, all regular meetings of the Board shall commence at 5:15 p.m. in the Robert H. Stephens Room of Menard Hall, 5250 Shepherd Road, Springfield, Illinois. Mr. Rosenthal seconded. Those members voting aye were Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Reichert, Mr. Rosenthal, and Mr. Findley. PASSED E. Introductions and Recognitions Dr. Frederick introduced Coach Dietz and the LLCC Volleyball Team, requesting they come forward to be recognized for playing in the National Junior Collegiate Athletic Association (NJCAA) National Tournament, in which they took second place in the championship game. Coach Dietz had the players introduce themselves to the Board of Trustees and audience. Coach Dietz stated two players, Tiffany Sunderlin and Claire Reinthaler, have been named NJCAA All-Americans. Coach Dietz was also recognized for being named the AVCA Two-Year College Midwest Region Coach of the Year. Chairman Findley stated the Board and College were very proud of the Volleyball Team’s remarkable accomplishment, extending congratulations to all. Ms. Baker joined the meeting at 5:25 p.m. F. Hearing of Citizens - None II.

Consent Agenda

MOTION NO. 12-16-15-3: Mr. Wesley moved to: 

approve the minutes of the Regular Meeting of November 18, 2015;

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    



ratify disbursements of the bi-monthly checks, E-Commerce Refunds, ACH and Wire transactions issued during November 2015 and ratify, the November 30, 2015 Treasurer’s Report; approve ratification of out-of-state travel for the attached list of individuals; approve out-of-state travel for the attached list of employees; approve the Clinical Site Agreement with Reliant Care Rehabilitative Services; approve the Clinical Site Agreement with St. Mary’s Hospital in Decatur and approve the Articulation Agreement with Millikin University; ratify the application for the SARE Improving Production and Expanding Winter Sales through Collaborative Marketing Grant in the amount of $29,854; ratify the amendment to the Sangamon County Community Resources Block Grant in the amount of $22,169; ratify the Highway Construction Careers Training Program Grant in the amount of $482,550; and ratify the listed deductive change order in the amount of -$18,892.38 for the Truck Driver Training Site and Drainage Work as presented.

Mr. Rosenthal seconded. Those members voting aye were Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, and Mr. Findley. PASSED Mr. Gray joined the meeting at 5:30 p.m. III.

Action Agenda A. Policies 1. Proposed Language Change to Board Policy 5.7 – Repeating a Course

Board Policy 5.7 was submitted in November for a first reading and is now presented for approval. The proposed change would adjust wording to reflect the practice of using only the highest grade earned, for repeated classes, in calculating a student’s GPA. It would remove a statement on the student’s transcript that indicates “the notation of RP will replace the lowest grade for a repeated class”, and eliminate the student’s responsibility of requesting the lower grade be replaced with the higher grade. With this change, a student’s grade change will become an automatic process. MOTION NO. 12-16-15-4: Mr. Shackelford moved to approve the language change to Board Policy 5.7 – Repeating a Course. Mr. Reichert seconded. 8

AGENDA ITEM II.A

Those members voting aye were Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, and Mr. Findley. PASSED 2. Elimination of Board Policy 5.21 – Special Program Admission Elimination of Board Policy 5.21 – Special Program Admission is submitted for a first reading. The need for this Board Policy no longer exists because Board Policy 5.23 – Selective Admission, provides policy and procedure for the intent of academic programs that have special admission requirements and materials, which include health care programs. These two policies actually duplicate policy/procedure and elimination of Board Policy 5.21 would remove any confusion regarding admission to academic programs. This policy will be presented in January 2016 for approval B. Academic Services Division Items - None C. Student Services Division Items – None D. Administrative Services Division Items 1. Establishment of 2015 Tax Levy Mr. McDonald, Vice President of Administrative Services, provided a brief review of the November Board discussion regarding options for establishing the 2015 Tax Levy. These multiple options were discussed because of the potential implementation of statewide tax cap legislation and its financial effect on the College. The two options for establishing the 2015 Tax Levy presented this evening for Board consideration are summarized below: Option A  Presents a 2015 Tax Levy prepared consistent with past practice of the College.  Levy taxes in an amount to approximate the tax rate resulting from the previous year’s levy, $0.4733.  If tax caps are implemented in their current form, the College is projected to be unable to collect a total of approximately $1,000,000 in property tax revenues in 2016 and 2017 combined as a result (assuming an EAV growth rate of 2% per year in those years). LLCC’s 2014 extension, exclusive of debt service was $25,520,935. The levy recommended to you in this option, exclusive of debt service, is $26,786,900, which is an increase of 4.96% over the previous year’s extension. Option B  Presents a 2015 Tax Levy prepared with a $311,697 increase in the amount requested for the Liability, Protection, and Settlement Fund over Option A. This 9

AGENDA ITEM II.A

  

represents an effort to offset in advance a portion of the property tax revenue that will be lost should tax cap legislation be passed including a 0% growth factor for the 2016 and 2017 levies. Levy taxes in an amount that will result in a projected tax rate of $0.4778, a slight increase of $0.0045 over the previous year’s tax rate. Due to the slight increase in the College’s projected tax rate, the total annual property tax bill for the owner of a home priced at the median in Sangamon County would increase approximately $1.77 more than Option A. If tax caps are implemented in their current form, the college would be unable to collect a total of approximately $755,000 in property tax revenues in 2016 and 2017 combined as a result (assuming an EAV growth rate of 2% per year in those years), a reduction in lost revenue of $245,000 compared to Option A.

LLCC’s 2014 extension, exclusive of debt service was $25,520,935. The levy recommended to you in this option, exclusive of debt service, is $26,793,126, which is an increase of 4.98% over the previous year’s extension. Mr. McDonald explained the State of Illinois “Truth in Taxation” statute requires taxing bodies to publish a “Public Notice of Proposed Tax Increase” if the “aggregate levy” exceeds the prior year extension by 105%, excluding election and debt costs. Option A represents an increase of 4.96% over the previous year’s final extension and Option B represents an increase of 4.98% over the previous year’s extension, therefore regardless of the option chosen, no Public Notice is required. After thorough discussion and review the Board choose to approve Option B, with the following motion:

MOTION NO. 12-16-15-5: Mr. Reichert moved to approve the establishment of a 2015 Tax Levy of $16,631,767 for educational purposes; $4,311,940 for operations and maintenance purposes; $3,895,000 for liability, protection and settlement purposes; $505,000 for social security and Medicare insurance purposes; $70,000 for audit purposes; $1,379,419 for protection, health and safety purposes; and $2,639,150 for Bond and Interest purposes; for a total of $29,432,276. Mr. Findley seconded. Those members voting aye were Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, and Mr. Findley. Mr. Gray voted no. PASSED 2. Restructure of Outstanding Bonds Mr. McDonald explained with the potential for implementation of tax cap legislation statewide looming, it may be advantageous for the College to refinance and restructure a portion of its existing outstanding bond debt. The tax cap legislation, in its current 10

AGENDA ITEM II.A

format, will negatively impact the College’s ability to issue additional debt until the existing debt is retired in 2029 due to the structure of the existing debt. In addition to preserving the ability to issue bonds, should the need arise, between now and 2029, the refinance and restructure of a portion of the existing debt will also reduce the total interest expense paid by the College over the life of the debt. The College’s bond advisor has reviewed a number of debt refinancing options and the two most advantageous options are presented below. Both options involve the refinancing of approximately $10.0M of existing debt, increasing the debt levies for 2015 and 2016, and smoothing debt payments for years 2019 – 2029 as compared to the increasing debt payments that exist now. The best interest rates can be achieved when the debt issuance is $10.0M or less. The current portion of College’s 2014 tax rate that is applicable to debt service is $0.0434 (out of the total $0.4733). Option 1 This option results in an increase in the tax rate for debt service for 2015 and 2016. Beginning with 2017, the estimated tax rate will return to the 2014 level and remain flat through the remaining life of the bonds (2029). The ability to issue additional debt in the future, should the need arise, is greatest under this option as is the interest expense savings.  The dollar amount levied for debt service would result in a debt service tax rate of approximately $.0631, an increase of $.0197, for the 2015 levy and a debt service tax rate of approximately $.0620 for the 2016 levy.  The dollar amounts levied for debt service in future years (2017 and beyond) would be level and result in a debt service tax rate of approximately $.0438 or less, which is nearly identical to the debt service rate of $.0434 for 2014.  Interest expense saved over the remaining 13 year life of the debt is approximately $2.538M.  If tax caps are not implemented, the College still receives the benefit of interest expense savings over the life of the bonds. Option 2 This option results in an increase in the tax rate for debt service for 2015 and 2016. Beginning with 2017, the estimated tax rate will reduce slightly but remain above the 2014 level and fluctuate slightly through the remaining life of the bonds (2029). The ability to issue additional debt in the future, should the need arise, and interest expense savings are present, however, at lower amounts than Option 1.  

The dollar amount levied for debt service would result in a debt service tax rate of approximately $.0542, an increase of $.0108, for the 2015 levy and a debt service tax rate of approximately $.0529 for the 2016 levy. The dollar amounts levied for debt service in future years (2017 and beyond) would fluctuate and result in a debt service tax rate of approximately $.0445 to $.0469, which is higher than the debt service rate of $.0434 for 2014. 11

AGENDA ITEM II.A

 

Interest expense saved over the remaining 13 year life of the debt is approximately $2.363M. If tax caps are not implemented, the College still receives the benefit of interest expense savings over the life of the bonds.

Option 3 This option is not to refinance any of the existing debt at this time. Due to the increasing debt service payment structure of the current bonds, the College would be unable to issue any tax supported bond debt until the current bonds are paid off in 2029. After thorough discussion and review the Board choose to approve Option 1, with the following motion:

MOTION NO. 12-16-15-6: Mr. Reichert moved to direct the President to work with Speer Financial to issue $10.0M of debt for the purposes of refinancing and restructuring a portion of the College’s Series 2008A bond debt in accordance with the estimates presented in Option 1. Mr. Findley seconded. Those members voting aye were Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, and Mr. Findley. Mr. Gray voted no. PASSED Chairman Findley thanked the College administration and staff for their extraordinary effort in providing the Board with this complex information, during these very trying financial times. Vice Chairman Wesley commented that every community college in the state is dealing with these same financial issues, with many increasing tuition, cutting programs, faculty and staff. Mr. Wesley stated he feels the LLCC Board is taking appropriate action with LLCC’s approved tax levy smaller than other community college’s published tax increases, while preserving College programs. E. Information Technology Systems Items - None F. Workforce Development and Community Education Items – None G. Executive Division Items - None IV.

Information Items A. Staff Reports 12

AGENDA ITEM II.A

1. Academic Services - None 2. Student Services – None 3. Administrative Services a. Position Vacancies and Hires This item stands as presented. b. Construction Progress Update Several projects are in the closure process, while a couple FY 2015 PHS Projects are underway. 4. Information Technology Systems – None 5. Workforce Development and Community Education - None 6. Executive Division a. Review of Agenda Master Calendar The January Board meeting will include the bond restructuring approved earlier in tonight’s meeting. B. President’s Report LLCC is a partner in the Army National Guard’s Cyber Security Mission based in Springfield, other Illinois locations, and in Wisconsin. Other partners include DePaul University, ISU, UIUC, UIS, FBI, Argonne National Laboratory, DEA, Federal and Illinois Emergency Management Agencies and the Illinois State Policy. LLCC currently offers Cyber Security as one of seven tracks in the Computer Information Systems AS and AAS degree programs. The College is also developing a Competency Based Program in Cyber Security. LLCC will offer a new First-Year Experience course in the spring semester. designed to ease students’ transition to college and promote academic success.

It is

LLCC’s Value-Added Food Program and Workforce Specialist, Marnie Record, was awarded the Illinois Stewardship Alliance “Golden Beet Award”, which recognizes outstanding organizations/businesses and individuals that are leaders in local food system development throughout Illinois. 13

AGENDA ITEM II.A

On November 23, 200 high school students attended LLCC’s Agriculture Career Expo which included mini-sessions in agronomy, agriculture mechanics and animal science, and the opportunity to meet with LLCC Ag faculty. Dr. Judy Jozaitis, Vice President of Workforce Development and Community Education, presented “The CDL, A Pathway to Success” and “Workforce Inclusion and Diversity Partnerships, Ticket to the Middle Class” at the Midwest Transportation Workforce Summit at the University of Wisconsin-Madison, on December 8. Dr. Chris McDonald, Professor, Political Science was the featured presenter at the Illinois State Military Museum’s “Christmas at the Front” event. The James S. Murray Art Gallery is currently hosting a faculty show featuring mixed media. LLCC Art faculty and students had the opportunity to sell their artwork at the Winter Art Sale, a two-day event held at the Trutter Museum. A “Winter Blues” preview sale reception and event was hosted by the Museum. LLCC Music Instructors Denise Edwards and Barbara Lanham presented a “Christmas for Two” piano recital and LLCC student music recitals were held earlier this month. Holiday activities on campus include:  The Ag Club collected over 1,500 lbs. of food for the Central Illinois Foodbank  The Student Government Association collected coats in conjunction with Eastside Pride and hosted an Angel Tree, benefiting resident of the Springfield Retirement Village  The LLCC Writing Center collected school/office supplies to benefit Harvard Park Elementary School  LLCC-Taylorville collected over 600 non-perishable food items for their local food pantry and a church food basket project The LLCC-Jacksonville Traveling Theatre presented 16 performances of “Operation Super Hero” at area elementary and middle schools. LLCC-Jacksonville construction students provided renovations to Santa’s House in Jacksonville. Dr. Warren inquired of the Board’s availability for a Special Meeting on January 6, 2016, explaining the College will be the beneficiary of a funding donation that will allow LLCC to grow the Aviation Program at Abraham Lincoln Capital Airport. The Board supported and approved this funding opportunity. C. Report from Faculty Senate - None 14

AGENDA ITEM II.A

D. Report from Faculty Association Professor Kevin Kirsch, President of the LLCC Faulty Association addressed the Board, stating the LLCC bargaining team and the Faculty Association bargaining team were able to come to a tentative agreement at their last bargaining session. The tentative agreement was presented for a vote, to the faculty and adjunct faculty on December 9 and was approved unanimously. He commented that both sides made concessions, in this difficult financial time, and thanked the LLCC bargaining team for their commitment and effort in reaching this agreement. He further expressed it is the faculty’s hope the Board will approve this agreement later during tonight’s meeting. E. Report from Classified Staff - None F. Report from Professional Staff - None G. Report from Facilities Services Council - None H. Chairman’s Report - None I. Secretary’s Report - None J. Foundation Report - None K. Other Board Members’ Reports - None Mr. Fulgenzi requested additional information on College recruitment efforts to be shared with Trustees at a future meeting. Other Trustees also suggested including retention data as part of the discussion. Mr. Fulgenzi excused himself from the meeting at 6:25 p.m., for a personal obligation. V.

Strategic Discussion - None

VI.

Executive Session

MOTION NO. 12-16-15-7: Mr. Gray moved to hold an executive session for the purposes of discussing personnel matters, collective bargaining, real estate, student matters, and pending/imminent legal matters. Mr. Reichert seconded.

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AGENDA ITEM II.A

Those members voting aye were Mr. Wesley, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, and Mr. Findley. PASSED

MOTION NO. 12-16-15-8: Mr. Gray moved to return to open session. Mr. Findley seconded. Those members voting aye were Mr. Wesley, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, and Mr. Findley. PASSED VII.

Actions from Executive Session

MOTION NO. 12-16-15-9: Mr. Gray moved to ratify the 2016-2018 Collective Bargaining Agreement negotiated between the Board of Trustees of Lincoln Land Community College District #526 and the Lincoln Land Faculty Association IFT/AFT, AFL/CIO, Local 4438 and extend the same average salary enhancement to non-faculty employees during the term of the contract. Mr. Wesley seconded. Those members voting aye were Mr. Wesley, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, and Mr. Findley. PASSED VIII.

Adjournment

MOTION NO. 12-16-15-10: Mr. Gray moved to adjourn the meeting. Mr. Findley seconded. Those members voting aye were Mr. Wesley, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, and Mr. Findley. PASSED The meeting adjourned at 7:11 p.m.

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AGENDA ITEM II.A

__________________________ Chairman Findley

__________________________ Secretary Shackelford

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AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Ratification of Out-of-State Travel

DATE:

December 16, 2015

Name

Warren, Charlotte

Meeting

Location

Reserve Forces Washington Policy Board DC

Date

December 7-8, 2015

Account

Paid by U.S. Department of Defense

Amount $0

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AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Out-of-State Travel

DATE:

December 16, 2015

Name Beckmier, Craig and Animal Evaluation Club

Meeting National Western Stock Show

Location Denver, CO

Account Club Trip

Amount $2,780*

Beckmier, Craig and Animal Evaluation Club

Meat Animal Evaluation

Madison, WI

Club Trip

$1,105*

Beckmier, Craig and Animal Evaluation Club

Houston Livestock Show

Houston, TX

Club Trip

$1,950*

Cheek, Sharon and Radiographers Club

Association of Collegiate Educators in Radiological Technology Conference National Council on Education for the Ceramic Arts National Farm Machinery Show

Las Vegas, NV

Club Trip

$4,152**

Kansas City, MO

Club Trip

$2,756***

Louisville, KY

Club Trip

$2,970*

National Postsecondary Agriculture Student Organization Conference Organization for Associate Degree Nursing Board Meeting Association of Collegiate Educators in Radiological Technology Conference National Association of Developmental Education 2016

Kansas City, MO

Club Trip

$574*

Pensacola, FL Paid by Organization for Associate Degree Nursing Las Vegas, Administrative NV

$0

(Approx. 8 Students)

(Approx. 14 Students)

(Approx. 8 Students)

(Approx. 4 Students)

Coakes, Michelle and Ceramics Club (Approx. 8 Students)

Harmon, William and AG Club

(Approx. 10 Students)

Harmon, William and AG Club

(Approx. 6 Students)

Maskey, Cynthia Murphy, Janelle Swafford, Cara

Anaheim, CA

Faculty Development and Faculty Allocation

$1,350 $1,279

*Club Expense **Club Expense, Faculty Allocation ***Club Expense, Faculty Allocation, Institutional Expense

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AGENDA ITEM II.B

MINUTES OF THE SPECIAL MEETING OF THE BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526

A Special meeting of the Board of Trustees of Lincoln Land Community College, Illinois Community College District #526 was held on Wednesday, January 6, 2016, at 1 p.m. at the LLCC Aviation Programs, Hangar 4, Abraham Lincoln Capital Airport, 815 South Airport Drive, Springfield, IL, with Chairman Findley presiding. I.

Roll Call

Members present were Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. II.

Naming of New Aviation Classroom Building

The current LLCC Aviation Program began in 2000, and has continuously struggled with inadequate space, which allowed no room or possibility for expansion. Over the past six years, Dr. Warren and the Board of Trustees have worked tirelessly attempting to seek funding for new building space. Dr. Warren stated the Foundation recently received an $850,000 donation from Levi, Ray and Shoup, Inc. (LRS) to fund building a new classroom facility for the LLCC aviation program. LLCC Board Policy 9.8 requires Board of Trustees approval for the naming of all College facilities and other naming opportunities in accordance with established procedures. As the donor, LRS meets the policy guidelines to have their name placed on this new building and the administration requests Board approval to name the new aviation classroom building the Levi, Ray & Shoup, Inc. Aviation Center at Lincoln Land Community College. Dr. Warren explained because the building will be located on the grounds of the Abraham Lincoln Capital Airport, the building and land will be owned by the Springfield Airport Authority. The lease for the new building and existing hangar will be presented for approval at the next regularly scheduled meeting of the LLCC Board of Trustees.

MOTION NO. 1-6-16-1: Mr. Gray moved to approve naming a new aviation classroom building the Levi, Ray & Shoup, Inc. Aviation Center at Lincoln Land Community College. Mr. Shackelford seconded.

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AGENDA ITEM II.B

Those members voting aye were Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. PASSED Chairman Findley expressed his sincere gratitude to the LLCC Trustees for their patience and trust, which resulted in this exciting and wonderful opportunity. He recognized Trustee Gray for his continuous diligence and dedication in seeking funding opportunities for the LLCC aviation program. III.

Adjournment

MOTION NO. 1-16-16-2: Mr. Gray moved to adjourn the meeting. Mr. Wesley seconded. Those members voting aye were Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. PASSED The meeting adjourned at 1:09 p.m.

__________________________ Chairman Findley

__________________________ Secretary Shackelford

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AGENDA ITEM II.C

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Ratify Payments of All Cash Disbursements for December and the December Treasurer’s Report

DATE:

January 27, 2016

In accordance with Lincoln Land Community College Board of Trustees Policy 6.1, the following items are available in the President’s Office and Vice President, Administrative Services Office for your review and subsequent action: A. The Cash Disbursement Register including the Check Register of bimonthly accounts payable checks, E-commerce refunds, ACH and Wire transactions issued during December, 2015 (payments for purchase order payments, equipment, supplies, lease payments, maintenance agreements, travel, employee reimbursements, membership dues, subscriptions, club vouchers, medical claim payments, pre-paid purchase orders, and time sensitive payment due dates – generally, items included under Board Policy 6.6). B. The Treasurer’s Report for the month ending December 31, 2015.

MOTION: Ratify disbursements of the bi-monthly checks, E-commerce refunds, ACH and Wire transactions issued during December 2015 and ratify the December 31, 2015 Treasurer’s Report.

McDonald/Longhta

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AGENDA ITEM II.D.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Out-of-State Travel

DATE:

January 27, 2016

Name Findley, Craig

Meeting Association of Community College Trustees Legislative Summit Cite 2016 Online Learning Conference ACT Work Ready Communities Accreditation Commission for Education Nursing Site Visit

Location Washington, DC

Faculty Allocation Faculty Development Expenses paid by GSCC Sierra Vista, AZ Paid by Accreditation Commission for Education Nursing

$1,302

Kramer, Ann and CEW121 (Approx. 36 Students) Maskey, Cynthia

Tennessee Travelin’ & Civil War Tourin’

Franklin, TN

Community Education Class Trip

$13,080*

Accreditation Commission for Education Nursing Site Visit

Dallas, TX

Paid by Accreditation Commission for Education Nursing

$0

McDonald, Todd

Doctoral Program Practicum Experience Association of Community College Trustees Legislative Summit

Beijing, China

Expenses paid by employee Administrative

$0

Hovey, Christie Jozaitis, Judy Koontz, Sonja

Warren, Charlotte

Account Trustee

Amelia Island, FL Mobile, AL

Washington, DC

Amount $2,237

$0 $0

$2,237

*Student Fees

McDonald/Patarozzi/Curry

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AGENDA ITEM II.E.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Dr. Charlotte Warren President

SUBJECT:

Quarterly Budget Transfer Report

DATE:

January 27, 2016

Attached is the Quarterly Budget Transfer Report reflecting transfers at the end of the second quarter of this fiscal year. We continue to be well within statutory requirements limiting the amount of transfers to 10% or less in any fund.

McDonald/Longhta/Patarozzi

24

AGENDA ITEM II.E.1

QUARTERLY BUDGET TRANSFER REPORT December 31, 2015

EDUCATIONAL FUND Budget Transfers Percentage O&M FUND Budget Transfers Percentage OTHER FUNDS Budget Transfers Percentage

$37,617,823 $17,999 .05%

$5,406,696 $8,000 .15%

$20,589,218 $21,210 .10%

TOTAL OPERATING BUDGET

Revenue Original Budget Adjusted Revenues Additional Funds Available

$43,024,519 $43,024,519 $0

Expenditures Original Budget Adjusted Expenditures Additional Expenditures

$43,024,519 $43,024,519 $0

Net Change

McDonald/Longhta/Patarozzi

$0

25

AGENDA ITEM II.F.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Spring Athletic Travel

DATE:

January 27, 2016

The college recently sought bids to select vendors to provide transportation needs for its Spring Athletic Travel. The spring athletic teams consist of Men’s Baseball and Women’s Softball. The required mode of transportation is a motor coach to accommodate 47 passengers and a driver. The following is a tabulation of that bid. Trips In State Travel Baseball Spring Trip Softball Spring Trip Total Cost to Provide ALL Transportation for ALL Trips (In State & Out of State)

Cavallo Bus Lines Gillespie, IL $16,910 $11,600 $9,200

Party Time Limousine Peoria, IL $12,400 $8,790 $8,100

Peoria Charter Coach Co. Peoria, IL $17,520** $11,875 $10,780

Vandalia Bus Lines, Inc. Caseyville, IL $20,755 $9,000 $8,300

$37,710

$29,290*

$40,175**

$38,055

*ALL OR NONE bid **Some dates sold out/no bid

The following companies were mailed an invitation to bid, but chose not to respond: J.D. Transit Cowden, IL; USA Bus Charter, San Diego, CA. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

McDonald/Patarozzi/Riggle/Curry

$29,290 Institutional Equipment Rental n/a n/a

26

AGENDA ITEM II.F.1

Student Learning Impact: How will proposed agenda item impact student learning? By providing appropriate means of transport to off-campus athletic competitions for students participating on these athletic teams How will proposed agenda item be measured? Transportation will be provided.

MOTION: Move to approve a purchase order to Party Time Limousine/IL Charter to provide transportation for in-state and out-of-state Spring Athletic Travel in accordance with the terms, conditions, and specifications of Invitation to Bid FY2016-7.

McDonald/Patarozzi/Riggle/Curry

27

AGENDA ITEM II.F.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Ferrilli Information Group Consulting Services

DATE:

January 27, 2016

Board approval is requested to contract for consulting services with Ferrilli Information Group (FIG) to provide consulting services to support Ellucian Colleague system for 320 hours plus travel expenses. FIG will perform the following work.     

Extract data from the administrative computer system for external reporting. Write programs and reports to fulfill users’ requests. Develop new application and/or customize existing applications to meet end-users’ specifications using Colleague Studio. Create queries and reports for LLCC faculty and staff. Assist the DBA with database and system maintenance tasks.

Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$55,000 Consulting Funds n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? Help support the operation of the college. How will proposed agenda item be measured? Improving the student billing process will provide a more accurate bill for students and will contribute to a more efficient and effective use of college assets.

MOTION:

Move to approve the contract with Ferrilli Information Group for consulting billed at $156.25 per hour not to exceed $55,000.

Cruz

28

AGENDA ITEM II.F.3

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

ZogoTech Student Engagement Module

DATE:

January 27, 2016

Board approval is requested for the purchase of Student Engagement, a business intelligence module from ZogoTech at a cost of $57,495. The Student Engagement module will allow the College to compile reports and identify data trends from the Colleague database and the data warehouse. These reports will assist the College in the goal of Student Retention and Engagement. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$57,495 Operating Funds n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? The Student Engagement module will allow the college to compile reports and identify trends to better support strategic actions with a focus on student retention and engagement. How will proposed agenda item be measured? The time required to run reports. Current time could take days. New time will take only minutes. The ability to identify data trends to support strategic plans.

MOTION: Move to approve the purchase of the Student Engagement module from ZogoTech at a total cost of $57,495.

Cruz

29

AGENDA ITEM II.G.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Monthly Training Contract/Clinical Agreement Status Report

DATE:

January 27, 2016

Attached is the current Training Contract/Clinical Agreement Status Report for LLCC. The Illinois Department of Transportation has requested that the Capital City Training Center partner with Novatech to provide six Microsoft Office classes during the month of January. Approximately 30 people will be trained in Springfield. The Health Professions Department seeks approval to enter into an agreement with Carlinville Area Hospital to provide clinical site experience to students enrolled in the college's Respiratory Care Therapy Program. Carlinville Area Hospital has facilities suitable for the educational needs of the students. The Health Professions Department seeks approval to enter into an Affiliation Agreement with OSF St. Francis Medical Center to provide clinical site experience to students enrolled in the college's Neurodiagnostic Training Program. OSF St. Francis Medical Center has facilities suitable for the educational needs of the students.

MOTION: Move to approve the Clinical Site Agreement with Carlinville Area Hospital; approve the Affiliation Agreement with OSF St. Francis Medical Center.

McDonald/Patarozzi

30

31

Brief Description Illinois Department of Transportation

The Health Professions Department seeks approval OSF St. Health Professions to enter into an Affiliation Agreement with OSF St. Francis Neurodiagnostic Training Francis Medical Center to provide clinical site Medical Center Program experience to students enrolled in the college's Neurodiagnostic Training Program. OSF St. Francis Medical Center has facilities suitable for the educational needs of the students.

$8,400

$8,400

Affiliation Agreement with OSF St. Francis Medical Center

Capital City Training Center

Contract Total

Description Contractor LLCC Dept. / Program The Health Professions Department seeks approval Carlinville Area Health Professions to enter into an agreement with Carlinville Area Hospital Respiratory Care Hospital to provide clinical site experience to Therapy Program students enrolled in the college's Respiratory Care Therapy Program. Carlinville Area Hospital has facilities suitable for the educational needs of the students

CLINICAL AGREEMENTS

The Illinois Department of Transportation has requested that the Capital City Training Center partner with Novatech to provide six Microsoft Office classes during the month of January. Approximately thirty people will be trained in Springfield.

Contractor

LLCC Dept / Program

Agreement Title Clinical Site Agreement with Carlinville Area Hospital

TOTALS

January 2016 IDOT BOA

Contracts as informational: Items under the CMS Master Agreement

Contract Title

TRAINING CONTRACTS

Date of Signing through Three Years

Term Date of Signing through Indefinite

January 2016

Term

AGENDA ITEM II.G.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Montgomery County Tax Abatement

DATE:

January 27, 2016

We were recently contacted by Montgomery County with a request for tax abatement for C & C Heating and Air Conditioning located in Nokomis, IL. Montgomery County is issuing a general abatement for this particular property that will be included in an enterprise zone when the zone comes up for renewal in the future. The Term of the abatement shall be as follows:  On 2017 taxes, payable in 2018, an abatement of 100% of the assessed valuation.  On 2018 taxes, payable in 2019, an abatement of 100% of the assessed valuation.  On 2019 taxes, payable in 2020, an abatement of 100% of the assessed valuation.  On 2020 taxes, payable in 2021, an abatement of 100% of the assessed valuation.  On 2021 taxes, payable in 2022, No Abatement. 100% valuation will be payable.

the extension on the extension on the extension on the extension on of the assessed

MOTION: Move to approve the intergovernmental agreement authorizing abatement of taxes as presented.

McDonald

32

AGENDA ITEM II.G.2

ORDINANCE ABATING REAL PROPERTY TAXES Abatement of Property Taxes on a Parcel per The Guidelines Authorized in The State of Illinois Department of Revenue Act For General Abatements 35 ILCS 200/18-165 We the governing board of Lincoln Land Community College, do hereby authorize and direct the County Clerk of Montgomery County to abate that portion of the property taxes accrued as outlined below on the following parcel located in the city of Nokomis: Parcel ID # 08-14-455-007 Montgomery County – W 185’ N159’ Block 4 (EX Rd) & SW Corner Part Block 5 and Vac Rd. Adjoining Desc Parcels of Blocks 4 & 5 Hallers Subdivision Taxpayer – C & C Heating and Cooling, Inc. 214 Blue Ave., Nokomis IL 62075 Estimated Fair Market Value of Property (Tax Year 2017) AT 33.33% = $ 70,580 Land assessed value = $7,930 Improvements assessed value = $62,650 The abatement of taxes on this parcel is in acknowledgement of a request by Jason Osborn owner of C & C Heating and Cooling located at 214 Blue Ave., Nokomis, IL 62075 and is authorized by Section 200/18-165 of the Revenue Act. The Term of the abatement shall be as follows: On 2017 taxes, payable in 2018, an abatement of 100% of the extension on the assessed valuation. On 2018 taxes, payable in 2019, an abatement of 100% of the extension on the assessed valuation. On 2019 taxes, payable in 2020, an abatement of 100% of the extension on the assessed valuation. On 2020 taxes, payable in 2021, an abatement of 100% of the extension on the assessed valuation. On 2021 taxes, payable in 2022, No Abatement. 100% of the assessed valuation will be payable. PASSED THIS ___________day of January, 2016 AYES: ___________ NAYES: ______________

ABSENT: _____________

_______________________ Board Chairman Signature

___________________ Print Name

_______________ Date

________________________ Clerk or Witness Signature

___________________ Print Name

_______________ Date

McDonald

33

AGENDA ITEM II.H

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Monthly Grant Status Report

DATE:

January 27, 2016

Attached is the current Grant Status Report for LLCC. It includes all grant requests submitted and accepted during the month of January. It also includes a brief description of the purpose for which the funding is, or has been, solicited. The Career Development Services Office at LLCC seeks ratification for their continued participation in the Illinois Cooperative Work Study Grant (Co-Op) funded through the Illinois Board of Higher Education. Participation in the Co-Op will benefit LLCC students by placing them in paid positions that are relevant to their degree. These paid positions allow students to gain valuable insight into their particular industry as well as earn college credit at LLCC. At the end of the semester, employers are reimbursed a portion of the salary paid to the students.

MOTION: Move to ratify the application for continued participation in the Illinois Cooperative Work Study Grant (Co-Op) through the Illinois Board of Higher Education in the amount of $15,000.

McDonald/Patarozzi

34

35

Brief Description

Illinois The Career Development Services Cooperative Work Office at LLCC seeks ratification for Study Grant their continued participation in the Illinois Cooperative Work Study Grant (Co-Op) funded through the Illinois Board of Higher Education. Participation in the Co-Op will benefit LLCC students by placing them in paid positions that are relevant to their degree. These paid positions allow students to gain valuable insight into their particular industry as well as earn college credit at LLCC. At the end of the semester, employers are reimbursed a portion of the salary paid to the students. TOTAL

Grants in excess of $10,000

Grant Title Illinois Board of Higher Education

Grantor LLCC/Career Development Services

LLCC Department / Program

GRANT SUMMARY January 2016

$0

$0

$15,000

LLCC Match

$15,000

LLCC Total Monetary Request Yes

Submitted

March 1, 2016 through June 30, 2017

Term

AGENDA ITEM II.J.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Selection of Architectural Firm for Chiller Replacement at Sangamon Hall

DATE:

January 27, 2016

At the October 2015 Board Meeting this PHS project was approved and forwarded to the ICCB for their approval. GHR Engineers and Associates, Inc. assisted in the submittal process. They have agreed to provide engineering services for this project in the amount of $73,500. This is within our project budget as submitted and approved by ICCB. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$73,500 Protection, Health, and Safety n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instruction, study and leisure activities take place. How will proposed agenda item be measured? This project will be measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.

MOTION: Move to accept the proposal from GHR Engineers and Associates, Inc. in the amount of $73,500 to provide design services for the Chiller Replacement at Sangamon Hall.

McDonald/Garvey

36

AGENDA ITEM II.J.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Selection of Architectural Firm for HVAC Replacement at Litchfield Resource Center

DATE:

January 27, 2016

At the October 2015 Board Meeting this PHS project was approved and forwarded to the ICCB for their approval. GHR Engineers and Associates, Inc. assisted in the submittal process. They have agreed to provide engineering services for this project in the amount of $36,400. This is within our project budget as submitted and approved by ICCB. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$36,400 Protection, Health, and Safety n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instruction, study and leisure activities take place. How will proposed agenda item be measured? This project will be measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.

MOTION: Move to accept the proposal from GHR Engineers and Associates, Inc. in the amount of $36,400 to provide design services for the HVAC Replacement at Litchfield Resource Center.

McDonald/Garvey

37

AGENDA ITEM II.J.3

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Removal and Replacement of Sidewalk to Hamilton Area – Change Orders #1 & #2

DATE:

January 27, 2016

During the course of any construction project, modifications to the agreement are necessary due to undiscovered conditions, existing conditions, or requests from the owner and the recognition that in any set of contract documents there will be the necessity for clarification. Therefore, in keeping with the policies of the Board of Trustees, the following change orders are submitted for ratification. RFP/CO# Description G-001 Widen ramp and handrail change G-002 Deduction for seeding

Total:

Amount of project contingency: Less previously approved change orders: Change order(s) presented for ratification: Less other consultant fees/permits to date: Amount of contingency remaining:

Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

Cost $8,890.30 ($5,000.00) $3,890.30 $4,654.00 $0.00 $3,890.30 $0.00 $763.70

$3,890.30 Protection, Health, and Safety n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instruction, study and leisure activities take place. McDonald/Garvey

38

AGENDA ITEM II.J.3

How will proposed agenda item be measured? This project will be measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.

MOTION:

McDonald/Garvey

Move to ratify the above listed change orders in the amount of $3,890.30 for the Removal and Replacement of Sidewalk to Hamilton Area as presented.

39

III. Action Agenda

AGENDA ITEM III.A.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUJECT:

Elimination of Board Policy 5.21 – Special Program Admission

DATE:

January 27, 2016

Board Policy 5.21 (Special Program Admission) was created in 2006 and was last reviewed in 2009. The purpose of the policy and procedure was to establish a process for admission to programs that require additional application materials. Over the years, Board Policy 5.21 (Special Program Admission) and Board Policy 5.23 (Selective Admission) have become intertwined. This creates confusion regarding which policy/procedure to reference and follow. Because of the duplication and subsequent confusion, it is recommended to eliminate Board Policy 5.21 (Special Program Admission) and rely on Board Policy 5.23 (Selective Admission) to provide the policy and procedure for the intent of academic programs that have special admission requirements and materials. Elimination of Board Policy 5.21 was submitted in December for a first reading and is submitted for board approval this evening

MOTION: Move to approve the elimination of Board Policy 5.21 - Special Program Admissions.

Frederick/Tepatti

41

AGENDA ITEM III.A.1

Lincoln Land Community College

BOARD POLICY

Subject: Special Program Admissions Policy Number: 5.21 Officer Responsible: VP, Student Services Last Reviewed: 4/22/09 Last Revised: Approval Date: 5/24/06 Effective Date: 5/24/06 Old Policy Number: 3.4.11

Policy Statement: The College shall provide the opportunity for special admission into programs which requires additional application material.

Frederick/Tepatti

42

AGENDA ITEM III.D.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Airport Lease Amendment

DATE:

January 27, 2016

With the new Levi, Ray, and Shoup, Inc. Aviation Center at Lincoln Land Community College having been recently approved by the Board, the College and the Springfield Airport Authority wish to amend the current lease agreement that exists. The existing lease has been in effect since July 1, 2014 and runs through June 30, 2019 with Lincoln Land having the ability to exercise three additional five year renewal periods. In consideration of the new partnership reached to expand our facilities at the airport, the proposed lease amendment will extend the term of the lease to June 30, 2036. This is the only change to the existing lease agreement and there will be no increases in rent other than those previously agreed to in the existing lease. The amendment is effective February 1, 2016. A copy of the lease amendment is attached for your review.

MOTION: Move to approve Amendment #1 to Lease between Springfield Airport Authority and Lincoln Land Community College as presented.

McDonald

43

AGENDA ITEM III.D.1

AMENDMENT #1 TO LEASE AGREEMENT BETWEEN SPRINGFIELD AIRPORT AUTHORITY AND LINCOLN LAND COMMUNITY COLLEGE This Lease Amendment, made in Springfield, County of Sangamon, State of Illinois, between the Springfield Airport Authority, hereinafter referred to as the "Authority", and Lincoln Land Community College, hereinafter referred to as "Lessee". WITNESSETH: WHEREAS, there is currently in effect a Lease between the Authority and the Lessee at Abraham Lincoln Capital Airport, effective from July 1, 2014 and ending June 30, 2019 with Lessee having the sole option of three additional consecutive 5 year renewal periods, and WHEREAS, in consideration of funding from Lessee's Foundation and Authority's planning, developing and construction of improvements in and about the leased premises, the parties desire to amend the term of the foregoing Lease to accommodate the building improvement as depicted in Exhibit A. WHEREAS, the parties agree that all terms, conditions and provisions of said Lease are to remain in full force and effect, except for those very limited changes described in this Amendment #1. NOW, THEREFORE, the Authority, for and in consideration of the agreement hereunder mentioned, hereby leases to Lessee and Lessee hereby leases from the Authority the premises located at the Airport and the parties hereby do mutually agree as follows: 1. TERM AND RENEWAL OPTIONS

Section 8 of the Lease Agreement, is amended as follows: The Lease term ending date shall be extended from June 30, 2019 to June 30, 2036. 2. Notwithstanding expansion of the leased premises as depicted in the attached Exhibit A, Lessee shall pay Authority no additional rent for the balance of the Lease term except as rent is subject to adjustment pursuant to Section 15 of the Lease or as otherwise agreed by the parties in writing. 3. Effective Date. This Amendment #1 shall become effective on February 1, 2016.

44

AGENDA ITEM III.D.1

SPRINGFIELD AIRPORT AUTHORITY:

Attest

Frank J. Vala Board Chair

LESSEE: Attest

Craig Findley Board Chair

Date

Address:

Daytime Phone: Evening Phone:

45

Exhibit A to Amendment #1 Between Springfield Airport Authority and Lincoln Land Community College Effective: February 1, 2016

46

AGENDA ITEM III.D.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Refunding Bond Bids

DATE:

January 27, 2016

Competitive bids for the sale of Lincoln Land Community College Refunding Bonds in the amount of $10,000,000 will be received the morning of January 27, 2016 at Speer Financial, Inc. in Chicago. Bids will be evaluated on the 27th and resolutions will be finalized by Mike Southworth on the 27th as well. The results of the bids, along with the final resolution approving the sale of the bonds based on the bids, will be presented to the Board the evening of the meeting. Kevin McCanna of Speer Financial will be in attendance at the meeting to answer questions.

McDonald

47

AGENDA ITEM III.G.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Memorandum of Understanding Between LLCC and the LLCC Foundation

DATE:

January 27, 2016

The Lincoln Land Community College Foundation Board respectfully submits an updated Memorandum of Understanding (MOU) between Lincoln Land Community College and the Lincoln Land Community College Foundation. The College and the Foundation have had a MOU since 2006. This MOU represents a more closely aligned document with current College and Foundation policies and procedures.

MOTION: Move to approve the attached updated Memorandum of Understanding between Lincoln Land Community College and the Lincoln Land Community College Foundation.

Sanders/Warren

48

AGENDA ITEM III.G.1

Memorandum of Understanding Between Lincoln Land Community College and the Lincoln Land Community College Foundation THIS AGREEMENT, entered into as of this 27th day of January, 2016, by and between Lincoln Land Community College (“the College”) and the Lincoln Land Community College Foundation (“the Foundation”). In consideration of the mutual commitments herein contained, and other good and valuable consideration, receipt of which is hereby acknowledged, the parties agree as follows: I. Foundation Name, Seal and Logotype Consistent with its mission to help to advance the plans and objectives of the College, the Foundation will operate under its own seal and logotype and is authorized to use the College logo or other identifying marks in the promotion of its business and activities with the approval of the College’s Public Relations and Marketing Office. II. College Governance The College’s Board of Trustees is responsible for College operations. III. Foundation’s Relationship to the College A. The Foundation, organized and incorporated in 1994, is a separately incorporated 501(c)(3) organization created to raise and receive charitable gifts, be responsible stewards of donors’ gifts, and provide financial support to students and programs of the College. B. The Foundation Board of Directors is responsible for the control and management of all assets of the Foundation, including the prudent management of all gifts consistent with donor intent. C. The Foundation Board of Directors is responsible for the performance and oversight of all aspects of its operations based on a set of Bylaws and internal policies that clearly address the board’s fiduciary responsibilities, including expectations of individual board members based upon ethical guidelines and policies. D. The Foundation relies on employees approved by the College and the Foundation’s Board of Directors, to provide services. The Foundation directly reimburses the College for employment costs related to agreed upon positions on an annual basis. The College shall be responsible for payment of all wages and fringe benefits for agreed upon personnel used by the Foundation. E. The College may not mark up costs associated in respect to any services provided by the Foundation.

49

AGENDA ITEM III.G.1

F. The Foundation has established the “President’s Fund”. This fund will include donations from people who want to specifically give to this fund for expenditures incurred by the College President. Fundraising will be conducted by Foundation Board members, Board of Trustees’ members and by the College President. Guidelines will be developed regarding appropriate uses of this fund and these guidelines will correlate with the President’s contract. This fund is not a part of the President’s salary. Note: All such expenditures must comply with the I.R.S. 501 (c) (3) code and be consistent with the Foundation’s mission. Such funds will be audited as part of the Foundation’s annual independent audit. IV. The College’s Relationship to the Foundation A. The College President is responsible for communicating the College’s priorities and longterm plans, as approved by the LLCC Board of Trustees, to the Foundation Board of Directors and shall include the Foundation as an active participant in the strategic planning for the College. B. A College Board of Trustees’ member serves as a liaison, ex-officio, non-voting, on the Foundation’s Board of Directors as appointed by the College’s Board of Trustees. C. The College recognizes that the Foundation has principal responsibility for fund-raising. D. The College recognizes that the Foundation is a private corporation with the responsibility to protect the confidentiality of its donors to the fullest extent of the law. E. The College President shall serve as an ex-officio, non-voting member of the Foundation board and shall assume a prominent role in fund-raising activities. F. The Foundation’s Executive Director shall be included as a member of the College President’s executive cabinet or senior administrative team and the College President shall meet regularly with the executive director of the Foundation. G. The College President will work in conjunction with the leadership of the Foundation’s Board and the Foundation’s Executive Director to identify, cultivate, and solicit prospects for private gifts. H. The College shall provide in-kind support for the general operation of the Foundation including the services of fund development staff, administrative support, office space, office furniture, technology equipment and support, utilities and telephone support, and other support and services as the College may deem appropriate. Such support is provided by the College in consideration of the fiscal support provided by the Foundation to the College and its students. This support will be recognized as an in-kind contribution in the Foundation’s financial statements and annual audit.

50

AGENDA ITEM III.G.1

I. All information about donors, prospective donors, gift data, campaign assignments and notes, donor correspondence, and related information is the confidential property of the Foundation, whether maintained in paper or electronic form, or maintained on servers and equipment owned by the College, in accordance with the laws of the State of Illinois. J. The College, not the Foundation, shall accept grants from state or federal agencies, unless there are special circumstances which are approved by the College, the Foundation and the governmental agency. V. Foundation Responsibilities A. The Foundation shall create an environment conducive to increasing levels of private support for the mission and priorities of the College. B. The Foundation, in consultation with the College President, is responsible for planning and executing comprehensive fund-raising and donor-acquisition programs in support of the institution’s mission. C. The Foundation will establish, adhere to, and periodically assess its gift-management and acceptance policies. It will promptly acknowledge and issue receipts for all gifts on behalf of the Foundation and the College and provide appropriate recognition and stewardship of such gifts. D. The Foundation will engage an independent accounting firm annually to conduct an audit of the Foundation’s financial and operational records and will provide the College with a copy of the annual audited financial statements, including management letters. E. When distributing funds to the College, the Foundation will disclose any terms, conditions, or limitations imposed by the donor or legal determination of the gift. The College will abide by such restrictions and provide appropriate documentation when required. F. The Foundation is the primary depository of private gifts and will transfer funds to the designated entity within the institution in compliance with donor intent, the College’s policies, and applicable laws. G. The Foundation’s disbursements on behalf of the College must be reasonable expenses that support the institution and its mission, are consistent with donor intent, and do not conflict with the law. H. The Foundation may become a party to contracts, trust agreements and instruments of any type or description, negotiate negotiable obligations, and buy, sell, lease, own, manage, convey, and mortgage real estate, to grant or acquire easements or other interests in land, and otherwise deal in real estate; provided, however, that the Foundation must have approval of the College’s Board of Trustees before engaging in the sale or other conveyance of any interest in real estate.

51

AGENDA ITEM III.G.1

I.

Where the terms and conditions imposed by the donors of any forms of gifts, devises or bequests make immediate transfer to the College right and proper, the Foundation shall receive absolutely and in full all right, title to and interest in such property, real and personal, transferred, assigned or conveyed by any and all persons whatsoever, whether such property be in the form of money, manuscript, works of art, or otherwise, for the use and benefit of the College, subject to said terms and conditions of said donors to the extent that it does not conflict with provisions of Section 501(c)(3) of the Internal Revenue Code and subject also to the right of the Board of Trustees to refuse such proffered gifts or bequests if conditions attached thereto be deemed unsatisfactory or unacceptable. a. The Foundation shall notify the College’s Board of Trustees, through the College President, of the conditions attached to any such proffered gift prior to accepting said gift or bequests. b. Whenever such gifts or bequests involve ongoing maintenance expenses, provisions for such maintenance shall be included in the gift unless this requirement is waived by the Foundation’s Board of Directors and the College’s Board of Trustees.

J. The Foundation may hold licensing agreements and other forms of intellectual property, borrow or guarantee debt issued by their parties. K. The Foundation is responsible for establishing a financial plan to underwrite the cost of its operational costs, programs, and activities. L. The Foundation will provide access to data and records to the College as needed in accordance with applicable laws, policies, and guidelines. VI. Terms of the Memorandum of Understanding (MOU) A. This Memorandum of Understanding, made this 27th day of January, 2016, by and between the Lincoln Land Community College Board of Trustees and the Lincoln Land Community College Foundation Board of Directors, is intended to set forth policies and procedures that will contribute to the coordination of their mutual activities. B. To ensure effective achievement of the items of the agreement, the College Board and Foundation officers and board representatives shall hold periodic meetings to foster and maintain productive relationships and to ensure open and continuing communications and alignment of priorities. C. Consistent with provisions appearing in the Foundation’s Bylaws, upon the dissolution of the Foundation, the College’s Board of Trustees shall, after paying or making provisions for the payment of all the liabilities of the Foundation, dispose of all the assets of the Foundation exclusively for the purposes of the Foundation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of

52

AGENDA ITEM III.G.1

1986, (or the corresponding provision of any future United States Internal Revenue law), as the College’s Board of Trustees shall determine.

IN WITNESS WHEREOF, the parties have caused this Memorandum of Understanding to be executed by their duly authorized officers as of the day and date first above written.

_____________________________ Craig Findley Chair LLCC Board of Trustees

____________________________ Jason Barth Chair LLCC Foundation Board of Directors

Date: _________________________

Date: ________________________

_____________________________ Charlotte J. Warren, Ph.D. President Lincoln Land Community College

____________________________ Karen Sanders Executive Director LLCC Foundation

Date: _________________________

Date: ________________________

Approved by the LLCC Foundation Board of Directors on December 6, 2006 Approved by the LLCC Board of Trustees on December 13, 2006 Approved by the LLCC Foundation Board of Directors on December 2, 2015 Approved by the LLCC Board of Trustees on January 27, 2016

53

IV. Information Items

AGENDA ITEM IV.A.3.a

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Position Vacancies and Hires

DATE:

January 27, 2016

POSITION VACANCIES Classified Utility Worker – Taylorville (PT) Professional Academic Advisor (FT) Curriculum Development Specialist (FT) Police Officer (FT) Programmer Analyst (FT) Student Support Specialist (PT)

HIRES Ryan Howland

PROMOTIONS Rose Raikes Colleen Pittman

RESIGNATIONS Karen Heaton Jeff Wang

Student Development Professional (FT)

02/01/16

Assistant Director, Public Relations (FT) Marketing and Communications Coordinator (FT)

01/18/16

Community Service Officer (FT) Systems Administrator I (FT)

01/04/16 01/15/16

01/18/16

McDonald/Ransdell

55

AGENDA ITEM IV.A.3.a

INTERIM ASSIGNMENT Ms. Soodi Nassipour, Programmer Analyst, is temporarily supporting the College’s administrative computing (Colleague) team during a restructure due to a retirement. Her original assignment was for the period July 1 through December 31 but due to the challenges of identifying a qualified Programmer Analyst there is a need to extend her temporary assignment through March 31, 2016.

Increase in Hours Increase in hours for Pat Gallagher, Adult Education Coordinator, from 8 to 25 hours/week and Lisa Heyen, Adult Education Coordinator, from 8 to 29 hours/week. The increase in hours was made possible due to the award of the Secretary of State Adult Volunteer Literacy grant as well as a new memorandum of understanding from Sangamon County Community Resources.

McDonald/Ransdell

56

AGENDA ITEM IV.A.3 b

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Construction Progress Update

DATE:

January 27, 2016

Attached is the current Construction Project Status Report for LLCC. It includes all projects that are currently underway, projects that have formal plans and available funding but are not yet underway, and projects that have been requested for state funding but have no formal plans or available funding. The following information is intended to provide a brief overview of the progress of each of the projects since the previous Board Meeting: Capital Renewal Projects – FY’ 13 Masonry Repairs to Sangamon, Menard and Cass The project is complete. However, the CDB is still processing internal close out documents and the final change orders and pay applications. PHS Projects – FY’ 15 2015 Miscellaneous Road and Parking Lot Repairs This project is being re-bid and our recommendation will be submitted to you at the February Board meeting. AHU Motor Replacement / Electrical Systems The project is underway. Arc Flash Study Development of construction documents is underway. Ramp to Hamilton Area The project is complete. Truck Driver Parking Lot Replacement The project is complete. McDonald/Garvey

57

AGENDA ITEM IV.A.3 b

PHS Projects – FY’ 16 Child Development Center Septic System/Sewer Scope Revision Development of construction documents is underway. Chiller Replacement at Sangamon Hall Development of construction documents is underway. Our recommendation for engineering services is before you this evening. HVAC Replacement Litchfield Resource Center Development of construction documents is underway. Our recommendation for engineering services is before you this evening. Upgrade Cooling and UPS System in IT Data Room Development of construction documents is underway. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

n/a n/a n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instructional, study and leisure activities take place. How will proposed agenda item be measured? Each of these projects is measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.

McDonald/Garvey

58

59

73907 73909

70943 70944 70945

Colleague Dept # 70932 70933 70935 70937

Truck Driver Lot Rehabilitation Hamilton Area Sidewalk Removal & Replacement

Funding Source

L S,L

(blank) (blank) (blank)

L L L L

L L

Student Services/Testing Center S,L Renovation of Montgomery Hall for Adult and Community Education S,L Project Outreach: Regional Center Expansion- Phase Two EREC S,L

Menard Hall Carpet Replacement CDB SGMN MNRD CASS Masonry Repairs

Chiller Replacement at Sangamon Hall HVAC Replacement Litchfield Resource Center Upgrade Cooling & UPS System in IT Data Room

Project Name AHU Motor Replacements Arc Flash Study CDC Septic System Replacement Montgomery Hall Roof Replacement

412,505 55,953 468,457 1,610,008

6,661 76,487 608,647 685,134 -

Sum of Original Contract Amount 186,625 30,347 9,527 223,257 449,756 4,784 1,877

Sum of Adjusted Contract Sum of Amount Retainage 186,625 30,347 9,527 223,257 449,756 4,784 1,877 6,661 76,487 608,647 685,134 (18,892) 393,612 55,953 (18,892) 449,565 (18,892) 1,591,115 Sum of Change Orders

This summary page provides information pertaining to the contract payouts and balances. The back-up sheets may differ since the back-up sheets contain the contract amounts, payouts, as well as any interest that may have been earned.

Notations: + Indicates that the project is being monitored by an outside agency. In some cases, the outside agency has not provided the college with the necessary payout or final close out forms. As the information is received, the above information will be adjusted.

NEW NEW NEW ICCB Capital Budget Request Total PHS Balance Transfers 70941 70942 PHS Balance Transfers Total Grand Total

Infrastructure Fee Total ICCB Capital Budget Request

FY2016 PHS Total Infrastructure Fee

FY2015 PHS Total FY2016 PHS

Type / Year FY2015 PHS

Sum of Original LLCC Budget Approved / Estimated 298,613 27,588 89,620 384,400 800,221 809,500 380,250 151,086 1,340,836 100,000 901,600 1,001,600 4,245,000 1,290,200 4,672,400 10,207,600 482,784 64,174 546,958 13,897,215

The following information is a reflection of information that has been provided to the Finance Department as of December 31, 2015

All Capital Projects

Sum of Sum of Contract Sum of Payments Balance Contract % To Date Remaining Remaining 35,293 151,332 81.09% 19,312 11,035 36.36% 5,827 3,700 38.84% 204,607 18,650 8.35% 265,039 184,717 41.07% 4,784 0.00% 1,877 0.00% 0.00% 6,661 0.00% 57,774 18,713 24.47% 272,904 335,743 55.16% 330,678 354,456 51.74% 0.00% 0.00% 0.00% 0.00% 373,962 19,650 4.99% 50,158 5,795 10.36% 424,120 25,445 5.66% 1,026,498 564,618 35.49%

AGENDA ITEM IV.A.6.a

AGENDA MASTER CALENDAR

FEBRUARY 2016

MARCH 2016



Sabbatical Leaves



Administrative Positions



Faculty Positions



Board Meeting 3/23/16



Tenure Listing



Catalog Review and Adoption



Board Meeting 2/24/16

Summer Adjunct Faculty Listing



Budget Workshop 6/22/16



Board Meeting 6/22/16

MAY 2016



Seating of New Student Trustee



LLCC Foundation Gala 5/7/16



Student Recognition Ceremony



Employee Recognition Ceremony



Board Meeting 4/27/16



Commencement 5/13/16 Board Meeting 5/25/16

JUNE 2016 

APRIL 2016

JULY 2016 

FY’17 Tentative Budget



Board Meeting 7/27/16

OCTOBER 2016

AUGUST 2016 

NOVEMBER 2016



Financial Audit Review



Faculty Emeritus



PHS Projects



Board Meeting 11/16/16



Board Meeting 10/26/16

Board Meeting 8/24/16

SEPTEMBER 2016 H



Budget Adoption/Public Hearing



Mid-Year Tenure Listing



Board Meeting 9/28/16

DECEMBER 2016 

Adopt CY’16 Property Tax Levy



Board Meeting 12/14/16

JANUARY 2017 

Board Meeting 1/25/17

60

V. Strategic Discussion

AGENDA ITEM V.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Community Education

DATE:

January 27, 2016

Jamie Stout, Director of Community Education, will provide the Board members with an overview of the state of Community Education’s four main program areas, including FY2015 highlights and strategic goals for the future.

Jozaitis

62