03 22 17 Agenda for Web

LLCC Board of Trustees Regular Meeting March 22, 2017 Craig Findley, Chair Jerry Wesley, Vice Chair Dennis Shackelford,...

0 downloads 130 Views 2MB Size
LLCC Board of Trustees Regular Meeting March 22, 2017

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

BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526

AGENDA REGULAR MEETING Wednesday, March 22, 2017 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 March 22, 2017 Meeting Introductions and Recognitions Hearing of Citizens

Consent Agenda A. Approval of Minutes of the Regular Meeting of February 22, 2017 ....... 6 B. Ratify Payments of All Cash Disbursements for February and the February Treasurer’s Report............................................................ 17 C. Out-of-State Travel 1 Ratification of Out of State Travel .................................................. 18 2. Approval of Out of State Travel ..................................................... 19 D. Budget/Financial Items E. Purchasing F. Contracts/Agreements 1. Monthly Training Contract/Clinical Agreement Status Report........ 20 G. Monthly Grant Status Report .............................................................. 22 H. Facility Leases I. Construction Items 1. Chiller Replacement at Sangamon Hall – Change Order .............. 24 2. Upgrade Cooling and UPS System in the IT Data Room Change Order ............................................................................. 26 3. Sangamon Hall Switch Gear Upgrades – Contractor Recommendation ....................................................................... 28 4. New Sidewalk Lighting South Side Main CampusContractor Recommendation ....................................................... 30 J. Other Items

III.

Action Agenda

A. B. C. D.

Policies Academic Services Division Items Student Services Division Items Administrative Services Division Items 1. Body-Worn Camera System for LLCC Police Department ............ 33 2. Health Insurance Rates for FY2018 .............................................. 35 E. Information Technology Systems Items F. Workforce Development and Community Education Items G. Executive Division Items IV.

Information Items A. Staff Reports 1. Academic Services 2. Student Services 3. Administrative Services a. Position Vacancies and Hires .................................................. 39 b. Construction Progress Update ................................................. 40 c. Monthly Financial Report 4. Information Technology Systems 5. Workforce Development and Community Education 6. Executive Division a. Review of Agenda Master Calendar......................................... 43 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. Open Door Mentorship Program ......................................................... 45

VI.

Executive Session A. Personnel Matters B. Student Matters C. Pending/Imminent Legal Matters

VII.

Actions from Open/Executive Session A. Approval of Personnel Matters

VIII.

Adjournment

I. Preliminary Matters

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 February 22, 2017 at 5:15 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. Shackelford, Mr. Lewis, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. Mr. Fulgenzi and Mr. Gray were absent. B. Pledge of Allegiance Chairman Findley requested Mr. Rosenthal lead the audience in the pledge of allegiance. C. Adoption of Agenda of the February 22, 2017 Meeting

MOTION NO. 2-22-17-1: Mr. Rosenthal moved to adopt the agenda of February 22, 2017 meeting. Mr. Reichert seconded.

Those members voting aye were Mr. Shackelford, Mr. Lewis (advisory), Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. PASSED D. Introductions and Recognitions - None E. Hearing of Citizens - None

6

AGENDA ITEM II.A

II.

Consent Agenda

MOTION NO. 2-22-17-2: Mr. Reichert moved to:       

approve the minutes of the Regular Meeting of January 25, 2017; ratify disbursements of the bi-monthly checks, E-Commerce Refunds, ACH and Wire transactions issued during January 2017 and ratify the January 2017 Treasurer’s Report; approve out-of-state travel for the attached list of employees; approve increasing the bookstore blanket purchase order by $150,000 for the listed resale items; approve the Articulation Agreement with Southern Illinois University; ratify the grant application with the National Science Foundation in the amount of $200,000; and approve the Statement of Final Construction Compliance Report to the Illinois Community College Board for the referenced projects.

Mr. Rosenthal seconded.

Those members voting aye were Mr. Shackelford, Mr. Lewis (advisory), Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. PASSED III.

Action Agenda A. Policies - None B. Academic Services Division Items 1. Summary of Changes for 2016-2018 Catalog Addendum

Dr. Warren noted the College catalog is adopted every two years, with an update completed annually. Request is made to approve the annual addendum for the 20162018 College catalog.

7

AGENDA ITEM II.A

MOTION NO. 2-22-17-3: Mr. Shackelford moved to approve the 2016-2018 College Catalog addendum. Reichert seconded.

Mr.

Those members voting aye were Mr. Shackelford, Mr. Lewis (advisory), Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. PASSED C. Student Services Division Items – None D. Administrative Services Division Items - None 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 1. Academic Services - None 2. Student Services – None 3. Administrative Services a. Position Vacancies and Hires

Dr. Warren noted this item has been updated to reflect two retirements, and explained the “Change in Status” for two employees is the result of some re-arranging to better serve the needs of LLCC students. b. Construction Progress Update FY16 Public Health and Safety (PHS) Project documents are being finalized and FY17 PHS project document development is underway. 4. Information Technology Systems – None

8

AGENDA ITEM II.A

5. Workforce Development and Community Education - None 6. Executive Division a. Review of Agenda Master Calendar Dr. Warren noted seating newly elected Board members is contingent on when the counties can complete their vote canvassing. LLCC hopes this will be complete prior to the regularly scheduled April 26 Board of Trustees meeting. If not, a Special Meeting of the Board will have to be held by the May 2, 2017 deadline. B. President’s Report LLCC’s 50th Anniversary Founders’ Day was held on Saturday, February 18 with more than 200 attendees. Speakers included: Craig Findley, Board Chair; Dr. Robert Poorman, Founding President; Bill Craig, Founding Faculty Member; Eldon Greenwood, Founding Trustee; Brandon Lewis, Student Trustee; and Dr. Charlotte Warren, LLCC President. The LLCC Big Band provided music and Phi Theta Kappa (PTK) students revealed some of the contents of a 25-year-old time capsule, they recently opened. PTK students placed new items into the time capsule, which will be buried and unearthed at some future date. A book signing for LLCC’s new 50th Anniversary History Book, and reception for the FORWARD took place following the ceremony. A 50th Anniversary Exhibit was, and continues to be, displayed in the Murray Art Gallery. Athletic Hall of Fame’s newest inductees were introduced at the men’s basketball game, which was followed by a reception. LLCC Homecoming was celebrated on Saturday, with Brandon Lewis and Catherine Wittler chosen by the students, as Homecoming King and Queen. The Academy of Lifelong Learning (ALL) sponsored a 50th Anniversary Panel Discussion on February 21, which included: Dr. Poorman; Jim Zerkle, LLCC’s first Student Trustee, who later became an elected Trustee; and Dr. Warren. The 9th Annual Lincoln Lecture was held on February 13, 2016 in observation of President Abraham Lincoln’s Birthday. Speakers included: Alan Lowe, Executive Director of the Abraham Lincoln Presidential Library and Museum; Kathryn Harris, President of the Abraham Lincoln Association; and Dr. Samuel Wheeler, Illinois State Historian. Dr. John Squibb, LLCC Faculty Emeritus, served as moderator. In February, LLCC celebrated African-American History Month with this year’s theme “An Expression of Hope and Celebration of Black Life, Black History, and Black Culture”. A few of the events were: Kenny Humble Trio; HIV/AID awareness and testing by the Black Student Union; a presentation by Robert Davis as Frederick Douglass; and African-American Food and Vendor Day.

9

AGENDA ITEM II.A

LLCC’s Open Door Mentorship Program Coordinator, Michael Phelon, was one of the honorees at the Illinois State Capitol on February 8, during a special Black History Month Celebration. He was honored for “Outstanding Commitment to Community Service.” Campus Visit Day was held on February 21, with its largest turnout to date. LLCC hosted 429 guests, combined between the morning and evening sessions. On January 31, LLCC hosted more than 300 students from 19 high schools who participated in the Worldwide Youth in Engineering and Science Challenge. The Illinois Postsecondary Agriculture Student Competition was held at LLCC’s main campus on February 10. Several hundred Ag students from across the state participated. LLCC’s College Bowl Team won first place in its event. LLCC’s Equine Specialist Team and the Soil Specialist Team both placed third in their events. The 14th Annual Education Career Day was held on February 13, for students interested in pursuing a degree in teaching. LLCC co-sponsored the Annual Career Connections Expo held at University of Springfield on February 16. Registration for the summer semester begins on February 23, and fall class registration begins on April 20. Since her last report, Dr. Warren has attended an Illinois Council of Community College Presidents meeting, participated in an ICCTA Conference Call, in lieu of the annual D.C. meeting, and reviewed Governor Rauner’s Budget Address. In his address, the Governor proposed community colleges receiving 85% of their 2015 budgets. The funding would be distributed to the Illinois Community College Board (ICCB) and they would then distribute it by formula to community college districts. Dr. Warren stated there has been no discussion of any stop-gap funding for this year. She reported there are numerous pieces of legislation that could impact community colleges such as: raising minimum wage; mandated reporting requirements; some form of a property tax freeze; term limits for community college trustees; and having all school/college elections managed by County Election Boards. The Illinois Board of Higher Education (IBHE) lost their Executive Director and the Executive Director of ICCB may be temporarily expanding her job duties to include serving as Executive Director of IBHE. C. Report from Faculty Association - None

10

AGENDA ITEM II.A

D. Report from Classified Staff - None E. Report from Professional Staff - None F. Report from Facilities Services Council - None G. Chairman’s Report - None H. Secretary’s Report - None I. Foundation Report Ms. Sanders, Executive Director of the LLCC Foundation announced they recently received a $650,000 monetary gift from a donor who wishes to remain anonymous. The donation will support scholarships, as well as the Welding Program at Taylorville. J. Other Board Members’ Reports Mr. Lewis gave a brief synopsis of student activities that include: Student Government receiving By-Stander Emergency Training; the Computer Science Academy, the Open Door Mentorship Program activities, and an upcoming student sponsored Open Mic Night. Mr. Wesley reiterated Dr. Warren’s discussion regarding the vast number of legislative proposals that could greatly impact community colleges, and the importance of being aware of these legislative proposals. He urged Trustees to engage with State Legislators to make them aware of how these legislative proposals will affect community colleges. V.

Strategic Discussion A. Strategic Planning Process: Mission, Vision, Values

Co-Chairs of the Strategic Planning Team, Dr. Scott Stallman, AVP of LLCC Outreach, and Dr. Jason Dockter, Professor of English, provided information on LLCC’s Five-Year Strategic Planning Process. They explained the Strategic Planning Process is instrumental in moving the College forward, empowering and energizing all employees, and ensuring that LLCC has a strong alignment between the local and national workforce, and the community at large. A Strategic Planning Review Team was formed last year and has been very busy reviewing a vast amount of information and data. Now the Team is ready to review LLCC’s Mission, Vision, and Values. The Co-Chairs will review this tonight with the Board of Trustees, seeking their thoughts, ideas, and input. Dr. Stallman indicated information on Goals and Key Indicators will also be shared with

11

AGENDA ITEM II.A

the Board at a future meeting, once again seeking input. The Strategic Planning Team plans to present the completed Five-Year Strategic Plan to the Board of Trustees in August 2017 for adoption. VI.

Executive Session

MOTION NO. 2-22-17-4: Mr. Reichert moved to hold an executive session for the purposes of discussing personnel matters, student matters, and pending/imminent legal matters. Mr. Lewis seconded.

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

MOTION NO. 2-22-17-5: Mr. Findley moved to return to open session. Mr. Wesley seconded.

Those members voting aye were Mr. Shackelford, Mr. Lewis (advisory), Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. PASSED VII.

Actions from Executive Session

MOTION NO. 2-22-17-6: Mr. Reichert moved to approve the attached personnel actions. seconded.

Mr. Shackelford

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

12

AGENDA ITEM II.A

MOTION NO. 2-22-17-7: Mr. Reichert moved to grant tenure (continuing status) for the 2017-2018 Academic Year to Ashley Green, David Leitner, Timothy McKenzie; and to re-employ Gretchen Conway, Sandra Davidson, Britta Lothary, Adrienne Range, Amanda Roche, Gregory Snyder, Anastasia Till, and Casandra Troxell for the 2017-2018 Academic Year. Mr. Shackelford seconded.

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

MOTION NO. 2-22-17-8: Mr. Reichert moved to approve the listing of faculty positions for the 2017-2018 academic year. Mr. Shackelford seconded.

Those members voting aye were Mr. Shackelford, Mr. Lewis (advisory), Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. PASSED VIII.

Adjournment

MOTION NO. 2-22-17-9: Mr. Reichert moved to adjourn the meeting. Mr. Shackelford seconded.

Those members voting aye were Mr. Shackelford, Mr. Lewis (advisory), Mr. Reichert, Mr. Rosenthal, Mr. Wesley, and Mr. Findley. PASSED The meeting adjourned at 7:00 p.m.

13

AGENDA ITEM II.A

__________________________ Chairman Findley

__________________________ Secretary Shackelford

14

AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Out-of-State Travel

DATE:

February 22, 2017

Name Blaylock, Andrew Ecklund, Don and Quiz Bowl Team (Approx.5 Students) Howerter, Wendy

Schaefer, Philip

Schaefer, Philip

Vinzant, John and POS 165 (Approx. 10 Students) Warren, Charlotte

Warren, Charlotte Watkins, Danyle

Meeting Location Account Campus Market Expo 2017 Salt Lake City, AdministrativeUT Bookstore Quiz Bowl Nationals Bloomington, Club Trip MN

Amount $2,272

National Summit for Educational Equity

Arlington, VA

$2,728**

Teachers of Accounting at Two Year Colleges Conference American Institute of Certified Public Accountants Engage Model IL Government Trip

Austin, TX

Paid by National Alliance for Partnerships in Equity and Program Improvement Grant Faculty Chair Professional Development Allocation Faculty Chair Professional Development Allocation Class Trip

American Association of Community Colleges Commission and Annual Meeting Reserve Forces Policy Board National Association for the Education of Young Children Peer Review Visit

New Orleans, LA

Administrative

$2,873

Washington DC Ottumwa, IA

Paid by U.S. Department of Defense Paid by National Association for the Education of Young Children

$0

Las Vegas, NV Washington, DC

$1,369***

$1,666

$3,651

$4,588*

$0

*Institutional Funds **$1,200 National Alliance for Partnerships in Equity and $1,528 Program Improvement Grant ***Club Funds

15

AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Personnel Matters

DATE:

February 22, 2017

We recommend the following personnel actions:

ADMINISTRATOR A. Retirements NAME Hugh Garvey Eileen Tepatti

POSITION Assistant Vice President, Construction Vice President, Academic Services

EFFECTIVE DATE 04/28/17 09/29/17

FACULTY A.

Approve the change in retirement date for Michelle Coakes, Professor-Art, from December 31, 2019 to August 15, 2018. The Board of Trustees had approved Ms. Coakes’ original retirement date at their regular monthly meeting on July 27, 2011.

16

AGENDA ITEM II.B

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

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

DATE:

March 22, 2017

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 February, 2017 (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 February 28, 2017.

MOTION: Ratify disbursements of the bi-monthly checks, E-commerce refunds, ACH and Wire transactions issued during February 2017 and ratify the February 2017 Treasurer’s Report.

McDonald/Longhta

17

AGENDA ITEM II.C.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Ratification of Out-of-State Travel

DATE:

March 22, 2017

Name Shull, Al

Meeting Art Show

Shull, Al

Al Shull’s Art Opening at Bethel University

McDonald/Patarozzi/Curry

Location Date McKenzie, TN March 9, 2017 McKenzie, TN March 2224, 2017

Account Faculty Chair Allocation Faculty Chair Allocation

Amount $175 $637

18

AGENDA ITEM II.C.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Out-of-State Travel

DATE:

March 22, 2017

Name Badgett, Janice

Meeting Blackboard World 17

Location New Orleans, LA

Beckmier, Craig and ABM 150

North American Colleges and Teachers of Agriculture

Manhattan, KS

Butzow, Dean

GeoCamp Iceland 2017

Reykjavik, Iceland

Lamb, Barry

Blackboard World 17

Maskey, Cynthia

National Student Nurses Association

New Orleans, LA Dallas, TX

Mitkos, Mark

Blackboard World 17

Parton, Rebecca Shull, Al

Blackboard World 17

Warren, Charlotte

Phi Theta Kappa Annual Convention Award Recipient

(Approx. 9 Students)

Pick up Artwork

New Orleans, LA New Orleans, LA McKenzie, TN Nashville, TN

Account Faculty Allocation and Faculty Chair Allocation Class Trip

Amount $2,400*

$1,267**

Faculty $3,592*** Development and Recognition, Faculty Allocation and Employee Expense Administrative $1,015 Paid by Organization $0 for Associate Degree Nursing Professional $1,015 Development Administrative $1,363 Faculty Chair Allocation Administrative

$175 $807

*Faculty Allocation ($183) and Faculty Chair Allocation ($2,217) **Institutional Funds ***$2,500 Faculty Development and Recognition, $850 Faculty Allocation, $242 Employee Expense

McDonald/Patarozzi/Curry

19

AGENDA ITEM II.F.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Monthly Training Contract/Clinical Agreement Status Report

DATE:

March 22, 2017

Attached is the current Training Contract/Clinical Agreement Status Report for LLCC. The Illinois Department of Transportation has requested the Capital City Training Center partner with Novatech to provide six Microsoft Office classes in March. Approximately 30 will be trained in Springfield. The Illinois Department of Transportation has requested the Capital City Training Center partner with Novatech to provide six Microsoft Office classes in April. Approximately 30 people will be trained in Springfield. The Culinary Institute has entered into a contract with Delta Sigma Theta to provide the Delta Sigma Theta La Petite Academy Tea. Approximately 25 minority 8th grade girls attended in February. The Culinary Institute has entered into a contract with Sikich Financial to provide a customized cooking class for Sikich Financial clients. A maximum of 16 Sikich Financial clients will attend in April.

McDonald/Patarozzi

20

21

TOTALS

Sikich Financial Client Cooking Class

The Culinary Institute has entered into a contract with Sikich Financial to provide a customized cooking class for Sikich Financial clients. A maximum of 16 Sikich Financial clients will attend in April.

Contract Title Brief Description Contracts as informational under the CMS Master Agreement March 2017 The Illinois Department of Transportation has IDOT BOA requested that the Capital City Training Center partner with Novatech to provide six Microsoft Office classes in March. Approximately 30 people will be trained in Springfield. April 2017 IDOT The Illinois Department of Transportation has BOA requested that the Capital City Training Center partner with Novatech to provide six Microsoft Office classes in April. Approximately 30 people will be trained in Springfield. Contracts as informational: Items less than $10,000 Delta Sigma The Culinary Institute has entered into a contract with Theta La Petite Delta Sigma Theta to provide the Delta Sigma Theta Delta Academy La Petite Academy Tea. Approximately 25 minority 8th Tea grade girls attended in February. Capital City Training Center

Workforce Development/ Culinary Institute

Illinois Department of Transportation

Delta Sigma Theta

Workforce Development/ Culinary Institute

Capital City Training Center

Illinois Department of Transportation

Sikich Financial

LLCC Dept / Program

Contractor

TRAINING CONTRACTS

$18,240

$960

$900

$7,900

$8,480

Contract Total

April 21, 2017

February 25, 2017

April 2017

March 2017

Term

AGENDA ITEM II.G

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Monthly Grant Status Report

DATE:

March 22, 2017

Attached is the current Grant Status Report for LLCC. It includes all grant requests submitted and accepted during the month of March. It also includes a brief description of the purpose for which the funding is, or has been, solicited. The Workforce Development Division seeks ratification to amend the current Building the Illinois Bio Economy Grant. Under the terms of the amendment, the Workforce Development Division would increase water quality and water monitoring equipment currently installed at LLCC. In addition, the amendment includes a Memorandum of Understanding with the Illinois Corn Growers Association, the Zea Mays Foundation, the American Farmland Trust, and Soil Health Partnership to continue their monitoring and assistance with the research obtained from the watershed equipment.

MOTION: Move to ratify the amendment to the Building the Illinois Bio Economy Grant in the amount of $23,920.

McDonald/Patarozzi

22

23

Brief Description

Grants in excess of $10,000 Amendment to The Workforce Development Division the Building the seeks ratification to amend the current Illinois Bio Building the Illinois Bio Economy Economy Grant Grant. Under the terms of the amendment, the Workforce Development Division would increase water quality and water monitoring equipment currently installed at LLCC. In addition, the amendment includes a Memorandum of Understanding with the Illinois Corn Growers Association, the Zea Mays Foundation, the American Farmland Trust, and Soil Health Partnership to continue their monitoring and assistance with the research obtained from the watershed equipment. TOTAL

Grant Title SIUE/US Department of Labor

Grantor

GRANT SUMMARY March 2017

Workforce Development

LLCC Department / Program

$23,920

$23,920

LLCC Total Monetary Request $0

LLCC Match

Yes

Submitted

March 1, 2017 through May 31, 2017

Term

AGENDA ITEM II.I.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Chiller Replacement at Sangamon Hall – Change Order

DATE:

March 22, 2017

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 order is submitted for ratification. RFP/CO # M-013

Description

Cost

Additional time to complete cooling tower media replacement. 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:

McDonald/Garvey

$9,660.00

$9,660.00 $52,864.00 $26,870.61 $9,660.00 $10,382.33 $5,951.06

$9,660.00 Protection, Health, and Safety n/a n/a

24

AGENDA ITEM II.I.1

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 ratify the listed change order in the amount of $9,660.00 for the Chiller Replacement at Sangamon Hall Project as presented.

McDonald/Garvey

25

AGENDA ITEM II.I.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Upgrade Cooling and UPS System in IT Data Room – Change Order

DATE:

March 22, 2017

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 order is submitted for ratification. RFP/CO # M-003

Description

Cost

Add a new ground bus to the CP-1 panel and bounding to separate off of the neutral connection

$1,058

Total:

$1,058

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:

McDonald/Garvey

$4,000 $775 $1,058 $0 $2,167

$1,058 Protection, Health, and Safety n/a n/a

26

AGENDA ITEM II.I.2

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 ratify the listed change order in the amount of $1,058 for the Upgrade Cooling and UPS System in IT Data Room as presented.

McDonald/Garvey

27

AGENDA ITEM II.I.3

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Sangamon Hall Switch Gear Upgrades – Contractor Recommendation

DATE:

March 22, 2017

Sealed proposals were received by the Construction Manager’s office on February 28, 2017 for the Sangamon Hall Switch Gear Upgrades Project. In addition to the base bid the alternate bids were: Alt. #E-1: Alt. #E-2: Alt. #E-3:

Alt. #E-4

Furnish and install new breaker in existing bussed space as shown on the drawings. Repair broken branch breaker accessories as shown on the drawings. Furnish trailer mounted diesel generator to serve LLCC IT Services. Size, location, duration and connection details as shown on the drawings. Furnish rebuilt 3000 amp, 3 pole main circuit breaker for owner’s use as spare.

Contractor B & B Electric, Inc. Bodine Electric of Decatur

Base Bid

Alt # E-1

Alt # E-2

Alt # E-3

Alt. # E-4

Total Bid

$51,005

No Bid No Bid

$5,832

$17,773

$74,610

$36,050

$2,115 $3,275

$5,830

$23,875

$71,145

The following companies were issued bid documents but chose not to submit a proposal: Anderson Electric and Egizii Electric, Inc.

McDonald/Garvey

28

AGENDA ITEM II.I.3

Budget Impact: Total Funds Requested:

$78,245 ($71,145 Bid Amount + $7,100 Contingency)

Source of Funds: Projected Revenue: Projected Savings:

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, administrative and leisure activities take place.

study,

How will proposed agenda item be measured? This project is 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 approve the base bid and alternate bid #’s E-1, E-2, E-3, and E-4 from Bodine Electric of Decatur in the aggregate amount of $71,145, and to establish a project contingency in the amount of $7,100 for an aggregate amount of $78,245 to complete the Sangamon Hall Switch Gear Upgrades project at LLCC’s Main Campus.

McDonald/Garvey

29

AGENDA ITEM II.I.4

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

New Sidewalk Lighting South Side Main Campus – Contractor Recommendation

DATE:

March 22, 2017

Sealed proposals were received by the Construction Manager’s office on February 28, 2017 for the New Sidewalk Lighting South Side Main Campus Project. Contractor

Base Bid

Anderson Electric

$122,750

Unit Price #1 $2,740 ea.

B & B Electric, Inc.

$118,500

$3,600 ea.

Bodine Electric of Decatur

$117,000

$5,000 ea.

$149,985

$3,745 ea.

Egizii Electric, Inc.

(if needed) (if needed) (if needed) (if needed)

Unit Price #1: Provide all work, including all labor and material to furnish and install one L-1 fixture and pole, concrete base, grounding, in-ground QUAZITE® box, and conduit from box to concrete base and rigid steel conduit elbows, if needed.

Budget Impact: Total Funds Requested:

$119,300 ($117,000 Bid Amount + $2,300 Contingency)

Source of Funds: Projected Revenue: Projected Savings:

McDonald/Garvey

Protection, Health, and Safety n/a n/a

30

AGENDA ITEM II.I.4

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

study,

How will proposed agenda item be measured? This project is 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 approve the base bid from Bodine Electric of Decatur in the amount of $117,000, and to establish a project contingency in the amount of $2,300, for an aggregate amount of $119,300 to complete the New Sidewalk Lighting South Side Main Campus Project at LLCC’s Main Campus.

McDonald/Garvey

31

III. Action Agenda

AGENDA ITEM III.D.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Body-Worn Camera System for LLCC Police Deptartment

DATE:

March 22, 2017

During the first half of 2016-17, the LLCC Police Department conducted testing of Body-Worn Camera Systems. The department tested three different systems. The Axon System from Taser International was rated the best by the Police Department due to its video quality and software interface. When researching pricing, the Business Office found that body-worn camera systems were bid by the National Intergovernmental Purchasing Alliance (NIPA) and the contract for that consortium was awarded to Taser International for the Axon system. It is recommended that the College lease to purchase 10 Taser Axon Body-Worn Camera Systems for use by the LLCC Police Department. The lease to purchase agreement includes all related equipment, secure cloud storage, redaction software for administration of video evidence, and a maintenance agreement for five years. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$40,451.56 (over 5 years) Liability, Protection and Settlement n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? Implementation of a body-worn camera system by our Campus Police Department is intended to serve the following functions: 1) provide valuable digital evidence of officer-involved incidents, criminal investigations and official police-community member contacts; 2) enhance police-community relations by increasing transparency of police operations; 3) increase campus community confidence in their Campus Police Department.

McDonald/Gentry

33

AGENDA ITEM III.D.1

How will proposed agenda item be measured? Students and employees will have an increased level of confidence in the Campus Police Department knowing they are wearing body cameras that can provide digital evidence if needed.

MOTION: Move to approve the lease to purchase agreement with Taser International for ten Axon Body-Worn Cameras and related equipment in the amount of $40,451.56 over five years.

McDonald/Gentry

34

AGENDA ITEM III.D.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Health Insurance Rates for FY2018

DATE:

March 22, 2017

Recently, the insurance committee met with the insurance consultant from Risk Strategies to review the results of a Request for Proposal (RFP) for fully-insured health insurance options and projected rates for FY2018 should the College decide to continue being selfinsured. Overall, we are having a good year, as we did last year, and claims are projected to come in under budget. This is due, in large part, to the migration of employees to the High Deductible Plan over the last two years, with the majority of insured employees now participating in that plan. Also, we currently only have one large claimant. Claims for the past two years were reviewed and the data was trended forward to arrive at expected claims for the upcoming fiscal year. After discussions were complete, the six voting members of the committee were unanimous with their conclusions. Based on all of the provided information, insurance committee discussions, and the insurance consultant’s recommendation, the following is being recommended: 

Remain self-insured. The RFP garnered responses from Aetna, Blue Cross Blue Shield of Illinois (BCBSIL), Cigna and Health Alliance. The BCBSIL proposal was the only proposal that was competitive with our current self-insured program. However, given the current federal government climate related to healthcare, the loss of control over plan pricing and the estimated cost of transitioning from a selfinsured model to a fully-insured model, the modest savings of the BCBSIL proposal was not enough to warrant a change.



Continue to offer a High Deductible Plan option accompanied by a Health Savings Account conforming to IRS qualifying regulations. No changes are being recommended to plan design.



Continue to offer the Open Access Plan. No changes are being recommended to plan design.

McDonald/Ransdell

35

AGENDA ITEM III.D.2



Change our current premium structure from three tiers (Employee Only, Employee plus One and Employee plus Two or More) to four tiers (Employee Only, Employee plus Spouse, Employee plus Child(ren), and Employee plus Family).

The following are recommendations of administration and the insurance consultant: 

Establish health insurance rates for the HealthLink Open Access Plan for FY’18 at $894 for Employee Only, $1,513 for Employee plus Spouse, $1,369 for Employee plus Child(ren), and $2,313 for Employee plus Family. This reflects a 5% decrease over last year’s rates for Employee Only coverage. The expansion of the premium structure creates variation in the percentage decrease in each dependent tier, but all dependent premium tiers are decreasing over last year’s rates.



Establish health insurance rates for the High Deductible Plan coupled with Health Savings Account for FY’18 at $609 for Employee Only, $1,098 for Employee plus Spouse, $994 for Employee plus Child(ren) and $1,746 for Employee plus Family. This reflects a 5% decrease over last year’s rates for Employee Only coverage. The expansion of the premium structure creates variation in the percentage decrease in each dependent tier, but all dependent premium tiers are decreasing over last year’s rates.



Apply a FY2018 Board maximum annual contribution of $10,400 for health insurance to all College employees. Based on the FY2018 premiums recommended above, the High Deductible Plan will still provide a fully paid, employee only health insurance option for employees. However, employees choosing the Open Access Plan will pay a monthly premium of $27.30 for Employee Only coverage, a decrease from last year’s employee contribution.



Establish the Board Contribution to an employee’s Health Savings Account for those selecting the High Deductible Plan at the annual amount of $3,092. This is the yearly difference between the $10,400 Board Contribution for health insurance and the cost of employee only coverage under the High Deductible Plan and does not exceed the annual maximum contribution set by the IRS.



Continue to offer dental insurance through Cigna with premiums not to exceed $39.38 per month for Employee Only, $85.98 per month for Employee plus Spouse, $95.20 per month for Employee plus Child(ren), and $153.54 per month for Employee plus Family with the monthly Board Contribution not to exceed the premium set for Employee Only coverage.

McDonald/Ransdell

36

AGENDA ITEM III.D.2

The projected health insurance premiums are expected to generate sufficient revenue to pay expected claims, stop loss insurance and third party administrative fees given past claims history and current healthcare inflation of approximately 7%. I would like to take the opportunity to thank the members of the insurance committee for their hard work and due diligence in this process. Voting members of the committee are Stephanie Cummings, Beth Hoffmann, Christie Hovey, Barb Mustered, Junell Ransdell, and Lawrence Strubhart. Advisory members of the committee are Esteban Cruz, Kim Elder, Todd McDonald and Nicole Ralph. It is my recommendation that we support the work and resulting recommendations presented above.

MOTION:

Move approval of the recommended Health Insurance Rates for FY 2018 as presented.

McDonald/Ransdell

37

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:

March 22, 2017

POSITION VACANCIES

Professional Career Development Professional (FT) Executive Administrative Assistant (FT) Police Officer (FT) Research & Analytics Associate (FT) Faculty Nursing Instructor (FT)

HIRES Shannon Chizmar Asia Jackson

Child Development Teacher (FT) Program Assistant (PT)

03/16/17 03/13/17

RESIGNATIONS Rose Raikes

Assistant Director, Public Relations (FT)

03/03/17

McDonald/Ransdell

39

AGENDA ITEM IV.A.3.b

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Construction Progress Update

DATE:

March 22, 2017

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: PHS Projects – FY’ 16 Child Development Center Septic System/Sewer Scope Revision The project is substantially complete. The punch-list and project close-out documents are being finalized. Final grading and seeding will be completed in the Spring. Chiller Replacement at Sangamon Hall The project is substantially complete. The project close-out documents are being finalized. HVAC Replacement Litchfield Resource Center The project is substantially complete. The project close-out documents are being finalized. Upgrade Cooling and UPS System in IT Data Room The project is substantially complete. The punch-list and project close-out documents are being finalized. PHS Project (O&M Restricted Funds) Millennium Center Boiler Installation The project is complete. McDonald/Garvey

40

AGENDA ITEM IV.A.3.b

Small Projects – General Institutional Energy Sub-Metering The project is substantially complete. The punch-list and project close-out documents are being finalized. PHS Projects – FY’ 17 Menard Hall – AHU Coils & Valves Development of construction documents is underway. Sangamon Hall North – AHU Coils & Valves Development of construction documents is underway. Montgomery Hall AHU Replacement Development of construction documents is underway. Sangamon Hall Switch Gear Upgrades Our recommendation is before you this evening. New Sidewalk Lighting South Side Main Campus Our recommendation is before you this evening. 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

41

42

S,L S,L S,L L

MCTR Boilers

L L L L L

L L L

L

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

Menard Hall Coils & Valves Sangamon Hall Coils & Valves Montgomery Hall RTU's Upgrade Switchgear at Sangamon Hall Sidewalk Lighting

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

70943 70944 70945

70947 70948 70949 70950 70951

Project Name CDC Septic System Replacement

Colleague Dept # 70935

NEW NEW NEW ICCB Capital Budget Request Total PHS Balance Transfers 70946 PHS Balance Transfers Total Grand Total

FY2017 PHS Total ICCB Capital Budget Request

FY2016 PHS Total FY2017 PHS

Type / Year FY2015 PHS FY2015 PHS Total FY2016 PHS

Funding Source

Sum of Original LLCC Budget Approved / Estimated 89,620 89,620 809,500 380,250 151,086 1,340,836 417,002 373,888 388,810 97,617 137,802 1,415,119 4,245,000 1,290,200 4,672,400 10,207,600 144,990 144,990 13,198,165 4,894 4,894 47,252

Sum of Original Contract Amount 90,059 90,059 649,619 377,615 151,086 1,178,319 47,003 44,889 40,810 2,705 3,705 139,112 145,618 145,618 1,553,107

Sum of Change Orders (5,627) (5,627) 26,871 20,339 775 47,984

Sum of Adjusted Contract Amount 84,432 84,432 676,489 397,953 151,861 1,226,303 47,003 44,889 40,810 2,705 3,705 139,112 150,512 150,512 1,600,359 -

-

-

Sum of Retainage

The following information is a reflection of information that has been provided to the Finance Department as of February 24, 2017

All Capital Projects

130,061 130,061 1,288,998

Sum of Payments To Date 74,055 74,055 582,639 362,979 119,221 1,064,839 5,596 6,269 1,768 2,705 3,705 20,044 -

Sum of Contract Sum of Balance Contract % Remaining Remaining 10,376 12.29% 10,376 12.29% 93,850 13.87% 34,974 8.79% 32,640 21.49% 161,465 13.17% 41,406 88.09% 38,620 86.03% 39,042 95.67% 0.00% 0.00% 119,069 85.59% 0.00% 0.00% 0.00% 0.00% 20,451 13.59% 20,451 13.59% 311,361 19.46%

AGENDA ITEM IV.A.6.a

AGENDA MASTER CALENDAR

APRIL 2017

MAY 2017

JUNE 2017



Seating of New Student Trustee



Employee Recognition Ceremony



Summer Adjunct Faculty Listing



Board of Trustees Election/Reorganization*



Student Recognition Ceremony 5/2/17



Budget Workshop 6/28/17



Board Meeting 4/26/2017



LLCC Foundation Gala 5/6/17





Commencement 5/12/17



Board Meeting 5/24/17

*Deadline to seat New Trustees 5/2/17

AUGUST 2017 

SEPTEMBER 2017

Board Meeting 8/23/17



Budget Adoption/Public Hearing



Mid-Year Tenure Listing



PHS Projects



Board Meeting 9/27/17

H

DECEMBER 2017 

Adopt CY’17 Property Tax Levy



Board Meeting 12/13/17

 

Faculty Emeritus Spring Adjunct Faculty Listing



FY’18 Tentative Budget



Board Meeting 7/26/17

Board Meeting 6/28/17

OCTOBER 2017 

Financial Audit Review



Board Meeting 10/25/17

JANUARY 2018 

JULY 2017

NOVEMBER 2017 

FEBRUARY 2018

Board Meeting 11/15/17

MARCH 2018



Sabbatical Leaves



Administrative Positions



Faculty Positions



Board Meeting 3/28/18



Tenure Listing



Catalog Review



Board Meeting 2/28/18

Board Meeting 1/24/18

43

V. Strategic Discussion

AGENDA ITEM V.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT: Open Door Mentorship Program DATE:

March 22, 2017

Mr. Michael Phelon, Open Door Mentorship Coordinator, will provide an overview of the Open Door Mentorship Program.

45