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LLCC Board of Trustees Regular Meeting April 27, 2016 Justin Reichert, Chair Craig Findley, Vice Chair Jerry Wesley, Se...

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LLCC Board of Trustees Regular Meeting April 27, 2016

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

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

AGENDA REGULAR MEETING Wednesday, April 27, 2016 5:15 P.M. Lincoln Land Community College Robert H. Stephens Room

I.

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

Roll Call Pledge of Allegiance Adoption of Agenda of the April 27, 2016 Meeting Seating of New Student Board Member and Oath of Office.................. 5 Introductions and Recognitions 1. Student Elections ............................................................................ 6 2. Model Illinois Government Students ................................................ 7 F. Hearing of Citizens II.

Consent Agenda A. Approval of Minutes of the Regular Meeting of March 23, 2016 ........... 9 B. Ratify Payments of All Cash Disbursements for March and the March Treasurer’s Report ................................................................ 24 C. Out-of-State Travel 1 Ratification of Out of State Travel .................................................. 25 2. Approval of Out of State Travel ..................................................... 26 D. Budget/Financial Items E. Purchasing F. Contracts/Agreements 1. Monthly Training Contract/Clinical Agreement Status Report........ 28 G. Monthly Grant Status Report .............................................................. 32 H. Facility Leases 1. Beardstown Lease Renewal .......................................................... 34 I. Construction Items 1. AHU Motor Replacement/Electrical Systems-Change Order #1.... 35 2. HVAC Replacement at Litchfield Resource Center ....................... 37 J. Other Items 1. Approval of Lease Addendum ....................................................... 39

III.

Action Agenda A. Policies 1. Board Policy 5.47 - Volunteer Emergency Worker Higher Education Protection .................................................................. 43 2. Revision to Board Policy 8.12 - Leaves ......................................... 45

B. Academic Services Division Items C. Student Services Division Items D. Administrative Services Division Items 1. Health Insurance Rates for FY 2017 ............................................. 49 2. Selection of External Auditors ....................................................... 52 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 .................................................. 55 b. Construction Progress Update ................................................. 56 c. Quarterly Budget Transfer Report ............................................ 59 d. Monthly Financial Report 4. Information Technology Systems 5. Workforce Development and Community Education 6. Executive Division a. Review of Agenda Master Calendar......................................... 61 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. Goal 2 - Financial Strength and Goal 3 - Economic Responsiveness .............................................................................. 63

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

AGENDA ITEM I.D

e c i f f O f o O at h Lincoln Land Community College

Board of Trustees

As a student member of the Lincoln Land Community College Board of Trustees having been elected to serve the citizens of Illinois Community College District 526,

I DO SOLEMNLY SWEAR TO

• Support the mission of the College;

• Seek to understand and represent the educational needs of the people of the District; • Comply with all legal responsibilities and abide by the highest ethical standards;

• Support the Constitutions of the State of Illinois and the United States of America.

From this Twenty Seventh day of April Two Thousand Sixteen throughout my term as a member of the Lincoln Land Community College Board of Trustees.

__________________________________________________________

Signed and sworn to April 27, 2016

__________________________________________________________

Chairman of the Board of Trustees

5

AGENDA ITEM I.E.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Student Elections

DATE:

April 27, 2016

Student government elections were held April 11-15, 2016. As you know, the new Student Trustee will be seated at the April meeting of the Board of Trustees. In addition, Marie Watson will introduce those other students elected to office this month. Elected students include: Student Trustee Brandon Lewis SGA President Carrie Darr SGA Vice President Amandeep Kaur SGA Treasurer Nouriath Adouke Lawani SGA Secretary Vacant SGA Business & Technologies Representative Keith Treadwell SGA Social Sciences Representative Jonathan Davis SGA Representative At Large Emmi Fisher

Frederick/Warren

6

AGENDA ITEM I.E.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Model Illinois Government Students

DATE:

April 27, 2016

John Vinzant, Professor of Political Science, will introduce and recognize students from his Model Illinois Government class who recently earned various awards at the 38th Annual Model Illinois Government meeting.

Tepatti

7

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 March 23, 2016 at 5:22 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 Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray and Mr. Findley. Mr. Fulgenzi was absent. B. Pledge of Allegiance Chairman Findley requested Mr. Rosenthal lead the audience in the pledge of allegiance. C. Adoption of Agenda of the March 23, 2016 Meeting

MOTION NO. 3-23-16-1: Mr. Gray moved to adopt the agenda of March 23, 2016 meeting. seconded.

Mr. Reichert

Those members voting aye Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray and Mr. Findley. PASSED D. Introductions and Recognitions - None E. Hearing of Citizens - None

9

AGENDA ITEM II.A

II.

Consent Agenda

MOTION NO. 3-23-16-2: Mr. Gray moved to:      

approve the minutes of the Regular Meeting of February 24, 2016; ratify disbursements of the bi-monthly checks, E-Commerce Refunds, ACH and Wire transactions issued during January 2016 and ratify the February 29, 2016 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; ratify submission of the Request for Proposal with Springfield School District #186 in the amount of $18,000; approve the Amendment to the Clinical Site Agreement with Hillsboro Hospital; and approve the bid from E. L. Pruitt Company in the amount of $448,638 and to establish a project contingency in the amount of $52,864 for an aggregate amount of $501,502 to complete the Chiller Replacement at Sangamon Hall Project at LLCC’s main campus.

Mr. Wesley seconded. Those members voting aye Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray and Mr. Findley. PASSED III.

Action Agenda A. Policies 1. Board Policy 5.46 – Student Optional Disclosure of Private Mental Health Information

This new Board Policy is presented for approval following a first reading last month. It allows the College to be in compliance with the Student Optional Disclosure of Private Mental Health Act (110 ILCS 74); which provides students the option of having their mental health information on file at LLCC and designating who it may be disclosed to, in circumstances of a health or safety emergency.

10

AGENDA ITEM II.A

MOTION NO. 3-23-16-3: Mr. Gray moved to approve Board Policy 5.46 – Student Optional Disclosure of Private Mental Health Information. Mr. Shackelford seconded. Those members voting aye were Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray and Mr. Findley. PASSED 2. New Board Policy 5.47 – Volunteer Emergency Worker Higher Education Protection This proposed new Board Policy will allow the College to be in compliance with the Volunteer Emergency Worker in Higher Education Act (110 ILCS 122/1), which requires colleges to accommodate any student who is a volunteer emergency worker in regard to class absence caused by the performance of his/her duties as an volunteer emergency worker. Accommodations will be considered in regard to class attendance, examination schedules and work requirements. Board Policy 5.47 is submitted for a first reading and will be presented for adoption at the April Board of Trustees meeting. B. Academic Services Division Items - None C. Student Services Division Items – None D. Administrative Services Division Items 1. Extension of Montgomery County Enterprise Zone Montgomery County has requested LLCC extend the territory covered by the current Enterprise Zone to include the Villages of Butler and Donnellson. The Enterprise Zone was originally established in 1990 as an incentive for businesses to locate within the zone, and was expanded in June of 2011 at the request of Montgomery County. The zone wills expire on February 28, 2020 unless future legislation is passed to extend the time period.

MOTION NO. 3-23-16-4: Mr. Wesley moved approval of the attached resolution to allow extension of the existing Montgomery County Enterprise Zone. Mr. Reichert seconded.

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AGENDA ITEM II.A

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

This item has been updated to include a Building Custodian vacancy. b. Construction Progress Update This item stands as presented. 4. Information Technology Systems – None 5. Workforce Development and Community Education - None 6. Executive Division a. Review of Agenda Master Calendar Dr. Warren noted a new Student Board member will be seated in April and reminded Trustees of the upcoming Student Recognition Ceremony on April 26. B. President’s Report Dr. Warren recently attended the Illinois Council of Community College Presidents, the Illinois Community College Trustees Association and Illinois Community College Board meetings with no hopeful or positive news on an Illinois State budget. It appears there may be no FY ‘16 budget, which means no funding for colleges, and rumors are floating 12

AGENDA ITEM II.A

that an FY ’17 Budget will most likely not be approved by the end of the spring legislative session. Trustee Rosenthal provided information that there may be some combination of an FY ’16 and FY ’17 Budget, which provides zero dollars for colleges, but would allow the State to spend dollars to pay the previous year’s bills. At this point everything is just speculation, nothing definite. Due to the dire financial challenges facing Illinois community colleges, the Illinois Community College Trustees Association (ICCTA) has decided to make changes to their Annual June Awards Banquet and Gala. There will be no Executive Committee Meeting/Dinner, the Awards Luncheon and Dinner/Gala have been combined into one evening event at a greatly reduced price. ICCTA hopes these changes will allow colleges to participate in this annual event. The event will be held in Springfield this year. Senator Manar has introduced legislation allowing community colleges to offer baccalaureate degrees in Nursing. After much discussion the Illinois Council of Community College Presidents affirmed its continuous support of this legislation. ICCTA’s Legislative Committee also approved supporting this proposed legislation, forwarding it to ICCTA’s Baccalaureate Study Committee for review, with plans to make a formal recommendation in May. Chairman Findley stated the timing may not be the best, considering the lack of State funding, but Trustees and Presidents should stand together in support of this legislation because of its instrumental effect on hospitals and health care in Illinois. Chairman Findley and Vice Chairman Wesley both serve on the Baccalaureate Study Committee and are awaiting notification of their next meeting. Dr. Warren informed Trustees they could have an LLCC email account set up to conduct College business if they preferred to not use their personal email accounts. On March 22, Secretary of the Board, Mr. Shackelford participated in the ribbon cutting ceremony of the new structure that houses the College’s Bird Banding Research Program. Hundreds of Biology students have received hands-on research experience and approximately 11,000 birds, of 113 species, have been banded as part of the program. The Accreditation Commission for Education of Nursing conducted a site review for continuing accreditation of the Associate Degree Nursing Program (ADN) and an initial accreditation of the Licensed Practical Nursing Program (LPN). Both programs were found to be in full compliance with all standards and criteria. The Commission recommended a full, eight-year, reaccreditation for the ADN program and full, five-year, initial accreditation for the LPN program, which is standard for initial accreditation. The next step for each program is a review by the Evaluation Review Panel in June, followed by consideration for approval by the Board of Commissioners in July.

13

AGENDA ITEM II.A

On March 1, LLCC hosted Bridges to Employment, an event for Veterans, which included a panel discussion and the opportunity to network with community business partners. The 4th Annual College Pep Summit on March 3 attracted 110 college-bound high school students from Lanphier, Springfield, and Southeast High Schools and the Springfield Learning Academy. LLCC hosted the Annual Illinois Junior Academy of Science Region 10 Science Fair on March 19 for students from 17 area Junior High and High Schools. The Annual Springfield Area Rube Goldberg Fifth Grade Engineering Competition was held on the main campus, drawing 15 area teams on February 27. 180 attendees participated in the National Weather Service Training Session for storm spotters on February 29. LLCC’s Green Center hosted the 1st Homegrown Fest and the 13th Annual Central Illinois Composting Symposium on Saturday, March 19. On February 19 LLCC’s Agriculture Department hosted 135 community college and university students for the Illinois Post-Secondary Agriculture Student Annual Conference. LLCC’s Soil Specialist Team took first place in the competition and five members of the LLCC Agriculture Club then participated in the National Competition held in Kansas City Missouri. The Soil Specialist Team placed third place at the National Competition. LLCC’s Quiz Bowl Team qualified for the fifth straight year for the National Academic Quiz Tournaments Community College Championship, after winning second place in sectional competition. The Team won four matches, finishing 15th in the National Tournament, held in Atlanta, Georgia. Emi Fisher was crowned Homecoming Queen and Zeke Rower was crowned Homecoming King during LLCC’s Homecoming men’s and women’s basketball games, held in February. LLCC’s website was named as a “Silver Winner” in the Annual Education Digital Marketing Awards, sponsored by Higher Education Marketing Report. The Website is a collaborative effort of the Public Relations and Marketing Department and the Information Technology Department. Lynn Whalen, Executive Director of Public Relations and Marketing, was recently elected as Treasurer of the Executive Board of the National Council for Marketing and Public Relations. 14

AGENDA ITEM II.A

The newly redesigned Forward magazine should be arriving in area mailboxes this week. LLCC’s Bistro Verde has reopened serving lunch with a Creole-themed menu. C. Report from Faculty Senate - None D. Report from Faculty Association - None 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 Ms. Sanders reported the LLCC Foundation has been able to reduce their obligation on Economic Development Revenue Bonds for Montgomery Hall. They recently conducted an RFP to refinance Montgomery Hall. They received 11 responses, with the lowest bid submitted at a rate of 2.365% over a four year period, which will save the Foundation approximately $110,000. Ms. Sanders acknowledged Ed Curtis and Memorial Medical Center for their generous gift of $30,000 to energize LLCC’s Radiography Program’s XRay Lab. The Foundation’s 10th Annual Gala will be held on May 7th. Ms. Sander’s reported the LLCC Foundation will continue to monitor the issues and consequences resultant from the year-long College of DuPage controversy, which may have an impact on how the Foundation operates in the future. K. Other Board Members’ Reports Mr. Wesley reminded Trustees that Lobby Day will be held on May 4 and encouraged all to attend, if their schedule permits. V.

Strategic Discussion A. Informational Presentation Regarding Goal 1 – Student Access and Success

Dr. Frederick, Vice President of Student Services provided a PowerPoint presentation highlighting Goal 1 - Student Access and Success, of LLCC’s Strategic Planning Dashboard. Dr. Frederick reviewed the three components of this goal: 1) Access; 2) 15

AGENDA ITEM II.A

Student Success; and 3) Student Engagement and Satisfaction, explaining the metrics used for each component and how they are measured and reported. VI.

Executive Session

MOTION NO. 3-23-16-5: Mr. Gray moved to hold an executive session for the purposes of discussing personnel matters, student matters, and pending/imminent legal matters. Mr. Reichert seconded. Those members voting aye were Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray and Mr. Findley. PASSED

MOTION NO. 3-23-16-6: Mr. Gray moved to return to open session. Mr. Rosenthal seconded. Those members voting aye were Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray and Mr. Findley. PASSED VII.

Actions from Executive Session

MOTION NO. 3-23-16-7: Mr. Gray moved to approve the attached Employment Recommendations. Mr. Wesley seconded. Those members voting aye were Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray and Mr. Findley. PASSED VIII.

Adjournment

MOTION NO. 3-23-16-8: Mr. Gray moved to adjourn the meeting. Mr. Wesley seconded. 16

AGENDA ITEM II.A

Those members voting aye were Ms. Baker, Mr. Reichert, Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray and Mr. Findley. PASSED The meeting adjourned at 6:37 p.m.

__________________________ Chairman Findley

__________________________ Secretary Shackelford

17

AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Ratification of Out-of-State Travel

DATE:

March 23, 2016

Name

Hardiman, Mark

Warren, Charlotte

Meeting

Location

Stage Studio City, CA Combat/Dueling Arts International Training Reserved Washington DC Forces Policy Board Meeting

Date

Account

March 513, 2016

Faculty Allocation

March 810, 2016

Expenses paid by Department of Defense

Amount $606

$0

18

AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Out-of-State Travel

DATE:

March 23, 2016

Name

Howerter, Wendy

Lovekamp, Janice

Lovekamp, Janice

Voyles, Heather

Meeting

American Board of Registration of Electroencephalographic and Evoked Potential Technologists Neurodiagnostic Credentialing & Accreditation Board Meeting Accreditation Review Council on Education in Surgical Technology and Surgical Assisting Site Visit Accreditation Review Council on Education in Surgical Technology and Surgical Assisting Site Visit National Association of Clery Compliance Officers and Professionals Conference

Location

Account

Milwaukee, WI

Paid by American Board of Registration of Electroencephalographic and Evoked Potential Technologists

Oklahoma, OK

Paid by Accreditation Review Council on Education in Surgical Technology and Surgical Assisting Paid by Accreditation Review Council on Education in Surgical Technology and Surgical Assisting Staff Development

Monroe, LA

Baltimore, MD

Amount $0

$0

$0

$2,247

19

AGENDA ITEM II.A

Resolution #_____________ Resolution Approving Abatement of Taxes on Real Property Located in the Montgomery County Enterprise Zone WHEREAS, the County of Montgomery, Illinois, and the Cities of Coffeen, Hillsboro, Litchfield, Nokomis and Witt, Illinois; and the Villages of Butler, Coalton, Donnellson, Irving, Raymond, Schram City and Taylor Springs, Illinois, (herein after referred to as "the Designating Units of Government") have made known to Lincoln Land College, their intention of amending the Montgomery County Enterprise Zone according to the Illinois Enterprise Zone Act on certain real estate lying within its boundaries; WHEREAS, both the initial designation of an Enterprise Zone pursuant to the Illinois Enterprise Zone Act, 20 ILCS 655/I et seq., as amended and the eventual success of an Enterprise Zone depend upon community support and the nature of incentives to be offered; WHEREAS, the Designating Units of Government are seeking agreement with the taxing authorities located within the boundaries of the Montgomery County Enterprise Zone, subject to certification by the Department, to abate real property taxes pursuant to requirements in 35 ILS 200/18-170; WHEREAS, certain boundaries of the Lincoln Land College taxing district lie or will lie in an area within an Enterprise Zone as outlined in the attached "Exhibit A" a map of the proposed territory which includes the Villages of Butler and Donnellson and adds and deletes territory in the current EZ, subject to the certification of the amendments to the Zone by the Department in accordance with the Act; WHEREAS, this public taxing authority finds that Enterprise Zone designation will serve the interest of all local taxing authorities and the entire community by stimulating economic revitalization, reducing unemployment, encouraging expansion, rehabilitation and new construction with the Enterprise Zone; WHEREAS, Lincoln Land College wishes to participate in the Montgomery County Enterprise Zone real property tax abatement program, subject to certification of the amendments to the Zone by the Department in accordance with the Act; and NOW BE IT THERFORE RESOLVED: That upon the amendments being certified by the Department, taxes on real property levied by the Lincoln Land College shall be abated on property located within the Zone and upon which new improvements have been constructed or upon which existing improvements have been renovated or rehabilitated as follows: Industrial, Commercial and Residential: Amount of lncrease in Value: Term of Abatement: $ 0 to 2 million 3 years $ 2 million to 5 million 5 years $ 5 million and above 10 years

Amount. of Abatement 100% 100% 100% for years 1 - 5 50% for years 6 - 10 ("Increase in Value" pertains to those new improvements which have been constructed or upon which existing improvements have been renovated or rehabilitated.) 20

AGENDA ITEM II.A

1. TERM. Said abatements shall be for the terms listed above beginning with the real estate taxes payable in the year following the first full year of a facility's commercial operation after which said improvements have been made. Abatement for a specific project will cease after the specified year mentioned above or upon expiration, termination or decertification of the Montgomery County Enterprise Zone, whichever is sooner. 2. NO TAX LEVY OBJECTION. Taxpayers receiving Montgomery County Enterprise Zone property tax abatement under the terms and conditions outlined above, must agree that they shall not file an objection to the real estate property taxes levied on the Site and/or Facilities or the property tax assessment on the Site and/or Facilities. In the event any real estate property tax protest or objection is filed for the subject property, the Enterprise Zone property tax abatement for the subject property shall automatically terminate. 3. ADMINISTRATION. By agreement of the joint applicants of the Designating Units of Government, the Administrator of the Montgomery County Enterprise Zone is the Montgomery County Board Administrator. Administration of the Zone will be carried out as described in the Enterprise Zone Intergovernmental Agreement between the Designating Units of Government. 4. TAX INCREMENT FINANCING DISTRICT OR REDEVELOPMENT AREA OVERLAY. In the event that a Tax Increment Financing (TIP) District or redevelopment district or project area (20 ILCS 655/5.4.1) is, will be, or has been created by a municipality under Division 74.4 of the Illinois Municipal Code, and said redevelopment project area contains property that is located in an Enterprise Zone, and the municipality adopts an Enterprise Zone Designating Ordinance pursuant to Section 5.4 of the Act specifically concerning the abatement of taxes on properly, as outlined above, located within a redevelopment project area created pursuant to Division 74.4 of the Illinois Municipal Code, and the Department certifies the Ordinance, then the property that is located in both the Enterprise Zone and the redevelopment project area shall not be eligible for the abatement of taxes under Section 18-170 of the Illinois Property Tax Code. 5.

EFFECTIVE DATE. Upon the adoption of this resolution.

Dated this

day of

Signature: Chairman/Mayor/President

Printed Name

, 2016.

Signature: Clerk/Secretary

Printed Name

21

AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Employment Recommendations

DATE:

March 23, 2016

We recommend the following personnel actions:

ADMINISTRATIVE A.

The following administrators are being recommended for continued employment for the 2016-17 year:

Bade, William Barry, Christopher Bernahl, Joni Blackwell, Deanna Blaylock, Andrew Bretscher, Dave Broderick, Victor Buerkett, Lyn Byer, Shanda Clevenger, Julie Collier, Lisa Cruz, Esteban Frederick, Lesley Garvey, Hugh Gentry, Brad Green, David Howard, Robert Howerter, Wendy

Dean, Mathematics and Sciences Director, Retention & Student Success Director, IT Service & Support Director, Student Support Services Director, Campus Services Director, Facilities Dean, Social Sciences Director, Adult Education and Literacy Director, Admissions, Records & Registration Executive Director, Center for Academic Success Associate Vice President, Enrollment Services Chief Information Officer Vice President, Student Services Assistant Vice President, Construction Chief of Police Dean, Business and Technologies Director, Truck Driver Training Center Associate Vice President, Academic Services

22

AGENDA ITEM II.A

Humphrey, Tim Johnson, Leslie Jozaitis, Judy Kallembach, Don Krueger, Dee Kuhn-Schnell, Tamara Kujawa, Tricia Lamb, Barry Liesen, Diane Longhta, Karie Lovekamp, Janice Luebbert, Paula Lust, Kevin Maskey, Cynthia Mason, Keri McDonald, Lorie McDonald, Todd Murphy, Janelle Parton, Rebecca Patarozzi, Rachel Pietrzak, David Ralph, Nicole Ransdell, Junell Ray, Mary Beth Rhodes, Laura Riggle, Ron Roth, Ben Rourke, Julie Sanders, Karen Simpson, Susan Stallman, Scott Stout, Jamie Sweet, Nancy Szoke, Jan Tepatti, Eileen Whalen, Lynn Wright, Valerie

Dean, Arts & Humanities Assistant Vice President, Student Success Vice President, Workforce Development and Community Education Program Director, Occupational Therapy Assistant Director-LLCC, Taylorville Dean, Library Director, Institutional Effectiveness Director, Instructional Technology Services Program Director, Electroneurodiagnostics Associate Vice President, Finance Program Director, Surgical Technology Assistant Vice President, Corporate/Government Training & Economic Development Director, Small Business Development Center Dean, Health Professions Director, LLCC-Jacksonville Director, LLCC-Litchfield Vice President, Administrative Services Program Director – Associate Degree Radiography Dean, Instructional Technology & Distance Education Director, Budget & Fiscal Services Program Director - Aviation Director, Employment & Benefits Associate Vice President, Human Resources Director, Advising, Counseling & Career Services Director, Child Development Center Director, Athletics Director, Systems & IT Infrastructure Director, Workforce Development Executive Director, Foundation Director, Institutional Research Associate Vice President, LLCC Outreach Director, Community Education Director, Culinary Program & Operations Program Director, Respiratory Care Vice President, Academic Services Executive Director, Public Relations & Marketing Associate Dean, Nursing

23

AGENDA ITEM II.B

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

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

DATE:

April 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 March, 2016 (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 March 31, 2016.

MOTION: Ratify disbursements of the bi-monthly checks, E-commerce refunds, ACH and Wire transactions issued during March 2016 and ratify the March 31, 2016 Treasurer’s Report.

McDonald/Longhta

24

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:

April 27, 2016

Name

Smock, Cynthia

Meeting

Location

Central Society of Milwaukee, WI Electroneurodiagnostic Technologists Annual Conference

McDonald/Patarozzi/Curry

Date

April 1-2, 2016

Account

Faculty Allocation

Amount $298

25

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:

April 27, 2016

Name Ackman, Robin

Bade, Bill

Cox, Dave and BIO 209

Meeting

Location

National Institute for Austin, TX Staff and Organizational Development (NISOD) Excellence Award Conference National Institute for Austin, TX Staff and Organizational Development (NISOD) Excellence Award Conference Belize Trip Belize January 2017

Account

Amount

Professional Development

$2,800

Administrative

$1,369

Class Trip

$26,325**

(Approx. 15 students)

Kuhn-Schnell, Tammy Leitner, David

Maskey, Cynthia

Association of College Burlington, VT Administrative and Research Libraries Immersion Program National Institute for Austin, TX Faculty Development Staff and Organizational Development (NISOD) Excellence Award Conference Organization for Scottsdale, AZ Paid by Organization Associate Degree for Associate Degree Nursing Board Meeting Nursing

$3,238 $2,310

$0

McDonald/Patarozzi/Curry

26

AGENDA ITEM II.C.2

Murphy, Janelle Murphy, Janelle

Schaefer, Phil Sweet, Nancy and Epicureans

Radiology Educators of Midwest Digital Radiography: Improving Image Quality, Reducing Patient Exposure Seminar Teachers of Accounting at Two Year Colleges Conference 2016 Nashville Restaurant & Specialty Tour

Davenport, IA

Administrative

$204

Chapel Hill, NC Administrative

$2,057

Denver, CO

Faculty Chair Allocation

$1,320

Nashville, TN

Club Trip

$3,720*

(Approx. 10 Students)

Waddell, Jason

Watkins, Danyle

Whalen, Lynn

Sweetwater Gearfest

Fort Wayne, IN Faculty Allocation / Faculty Development & Recognition Committee National Association for Baltimore, MD Faculty Allocation / the Education of Young Remaining expenses Children Professional paid by employee Development Institute Conference National Council for Charleston, SC Paid by National Marketing & Public Council for Marketing Relations Board Meeting & Public Relations

$980

$1,151

$0

*Club Funds **Student Fees

McDonald/Patarozzi/Curry

27

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:

April 27, 2016

The following 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 courses during the month of April. Approximately 30 employees will be trained in Springfield. The Illinois Department of Transportation has requested that the Capital City Training Center partner with Novatech to provide six Microsoft Office courses during the month of May. Approximately 30 employees will be trained in Springfield. The Workforce Development Division has entered into an agreement to provide a Tapas Class for Bobcat of Springfield. A minimum of 12 and maximum of 18 participants will attend at the Workforce Careers Center in Springfield. The Community Education Division has entered into a contract to host the 16th Annual American Association of University Women Expanding Your Horizon Conference. Approximately 300 6th, 7th, and 8th grade young women will attend at the Main Campus in Springfield. The Health Professions Division seeks approval to enter into an agreement with Renewal Rehab, LLC to provide clinical site experience to students enrolled in the College's Occupational Therapy Assistant Program. Renewal Rehab, LLC has facilities suitable to the needs of the students.

McDonald/Patarozzi

28

AGENDA ITEM II.F.1

The Health Professions Division seeks approval to enter into an affiliation agreement with the Department of Human Services for the Andrew McFarland Mental Health Center to provide clinical site experience to students enrolled in the College's Occupational Therapy Assistant Program. The Andrew McFarland Mental Health Center has facilities suitable to the needs of the students. The Business and Technologies Department seeks approval to enter into a Training Agreement with the Association of Illinois Electric Cooperatives to provide training and education to students enrolled in LLCC's Electrical Distribution Lineman Certificate Program and Electrical Distribution Lineman Associate Degree Program. Under the terms of the agreement, LLCC and the Association of Illinois Electric Cooperatives will partner in order to provide the necessary curriculum, instruction, supplies, and support for students enrolled in the Electrical Distribution Lineman Certificate Program and Associate Degree Program. The Capital City Training Center seeks approval to amend the Affiliation Agreement with St. John’s Hospital of the Hospital Sisters of the Third Order of St. Francis to include the Pharmacy Technician Program. St. John’s Hospital has facilities suitable for the educational needs of the students.

MOTION: Move to approve the Clinical Site Agreement with Renewal Rehab, LLC, the Affiliation Agreement with the Department of Human Services, the Training Agreement with the Association of Illinois Electric Cooperatives and the Amended Affiliation Agreement with St. John’s Hospital.

McDonald/Patarozzi

29

30

The Illinois Department of Transportation has requested that the Capital City Training Center partner with Novatech to provide six Microsoft Office courses during the month of May. Approximately 30 employees will be trained in Springfield.

TOTALS

American Association of University Women Conference

The Community Education Division has entered into a contract to host the 16th Annual American Association of University Women Expanding Your Horizon Conference. Approximately 300 6th, 7th and 8th grade young women will attend at the Main Campus in Springfield.

Contracts as informational: Items less than $10,000 Bobcat of The Workforce Development Division has entered into Springfield an agreement to provide a Tapas Class for Bobcat of Tapas Class Springfield. A minimum of 12 and maximum of 18 participants will attend at the Workforce Careers Center in Springfield.

May 2016 IDOT BOA

Contract Title Brief Description Contracts as informational: Items under the CMS Master Agreement April 2016 The Illinois Department of Transportation has requested IDOT BOA that the Capital City Training Center partner with Novatech to provide six Microsoft Office courses during the month of April. Approximately 30 employees will be trained in Springfield.

American Association of University Women

Bobcat of Springfield

Community Education Division

Workforce Development Division

Capital City Training Center

Capital City Training Center

Illinois Department of Transportation

Illinois Department of Transportation

LLCC Dept / Program

Contractor

TRAINING CONTRACTS

$20,128

$3,000

$828

$8,400

$7,900

Contract Total

April 9, 2016

April 16, 2016

May 2016

April 2016

Term

31

Brief Description The Health Professions Division seeks approval to enter into an agreement with Renewal Rehab, LLC to provide clinical site experience to students enrolled in the College's Occupational Therapy Assistant Program. Renewal Rehab, LLC has facilities suitable to the needs of the students.

The Health Professions Division seeks approval to enter into an affiliation agreement with the Department of Human Services for the Andrew McFarland Mental Health Center to provide clinical site experience to students enrolled in the College's Occupational Therapy Assistant Program. The Andrew McFarland Mental Health Center has facilities suitable to the needs of the students.

The Business and Technologies Department seeks approval to enter into a Training Agreement with the Association of Illinois Electric Cooperatives to provide training and education to students enrolled in LLCC's Electrical Distribution Lineman Certificate Program and Electrical Distribution Lineman Associate Degree Program. Under the terms of the agreement, LLCC and the Association of Illinois Electric Cooperatives will partner in order to provide the necessary curriculum, instruction, supplies, and support for students enrolled in the Electrical Distribution Lineman Certificate Program and Associate Degree Program.

The Capital City Training Center seeks approval to amend the Affiliation Agreement with St. John's Hospital of the Hospital Sisters of the Third Order of St. Francis to include the Pharmacy Technician Program. St. John's Hospital has facilities suitable for the educational needs of the students.

Contract Title Clinical Site Agreement with Renewal Rehab, LLC

Affiliation Agreement with the Department of Human Services

Training Agreement with the Association of Illinois Electric Cooperatives

Affiliation Agreement Amendment with St. John’s Hospital

Capital City Training Center

Association of Illinois Electric Cooperatives

Department of Human Services

Contractor Renewal Rehab, LLC

CLINICAL SITE, AFFILIATION, & TRAINING AGREEMENTS

CCTC/Pharmacy Technician Program

Business & Technologies/ Electrical Distribution Lineman Certificate and Associate Degree Programs

Health Professions/ Occupational Therapy Assistant Program

LLCC Dept / Program Health Professions/ Occupational Therapy Assistant Program

August 18, 2015 through July 31, 2018

Date of Signing through Indefinite

Date of Signing through December 31, 2018

Term Date of Signing through Indefinite

AGENDA ITEM II.G

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Monthly Grant Status Report

DATE:

April 27, 2016

The following is the current Grant Status Report for LLCC. It includes all grant requests submitted and accepted during the month of April. It also includes a brief description of the purpose for which the funding is, or has been, solicited. The Workforce Development Division seeks ratification for the application of the Commercial Motor Vehicle Operator Safety Training Grant. If awarded, the program will fund safety-focused CDL Credential Training to current and former members of the US Armed forces, their spouses, and/or children.

MOTION:

Move to ratify the application with the United States Department of Transportation in the amount of $167,310

McDonald/Patarozzi

32

33

Brief Description

Grantor

TOTAL

Grants in excess of $10,000 Commercial Motor The Workforce Development Division United States Vehicle Operator seeks ratification for the application of Department of Safety Training the Commercial Motor Vehicle Transportation Grant Operator Safety Training Grant. If awarded, the program will fund safetyfocused CDL Credential Training to current and former members of the US Armed forces, their spouses, and/or children.

Grant Title

GRANT SUMMARY April 2016

Workforce Development

LLCC Department / Program

$167,310

$167,310

LLCC Total Monetary Request

$30,130

$30,130

LLCC Match

Yes

Submitted

July 1, 2016 through December 15, 2017

Term

AGENDA ITEM II.H.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Beardstown Lease Renewal

DATE:

April 27, 2016

Our lease with Pine Bluff Corporation for the LLCC Outreach Center-Beardstown expires on June 30, 2016. The existing lease provides for an optional five-year renewal term and the College wishes to exercise this renewal option. Mr. Kevin Massie, owner of the building, is willing to continue the lease under similar terms as previously negotiated which are as follows:    

A five-year lease agreement commencing July 1, 2016 and ending June 30, 2021 A cost of $7.71 per square foot for the duration of the lease term A twelve-month lease cost of $64,764 based on 8,400 square feet @ $7.71 per square foot. LLCC is responsible for the cost of utilities, telecommunications, and custodial services.

MOTION: Approve the lease renewal with Pine Bluff Corporation for 8,400 square feet at Lot 2 in Evergreen Industrial Park, Beardstown, Illinois.

McDonald

34

AGENDA ITEM II.I.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

AHU Motor Replacement/Electrical Systems – Change Order #1

DATE:

April 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 order is submitted for ratification. RFP/CO#

E-001

Description

Adjustments to VFDs, power washing, minor ductwork modifications. 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

$4,165 $4,165

$14,734 $0 $4,165 $0 $10,569

$4,165 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

35

AGENDA ITEM II.I.1

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 listed change order in the amount of $4,165 for the AHU Motor Replacement/Electrical Systems Project as presented.

36

AGENDA ITEM II.I.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

HVAC Replacement Litchfield Resource Center – Contractor Recommendation

DATE:

April 27, 2016

Sealed proposals were received in the Construction Manager’s office on April 5, 2016 for the HVAC Replacement Litchfield Resource Center Project. In addition to the base bid the alternate bids were: Alt. #1: Split System for IT Equipment / Server Room Alt. #2: Occupancy Sensors for VAV Set-Back Alt. #3: On Demand Ventilation Control A tabulation of those proposals is as follows: Contractor

Base Bid

Alt. #1

Alt. #2

Alt. #3

E.L. Pruitt Company

$316,221

$6,305

$6,505

$7,079

Henson Robinson Company

$323,340

$7,100

$6,400

$7,050

Prairie State

$345,680

$8,640

$10,460

$7,580

The following companies were issued bid documents but chose not to submit a proposal: Reliable Mechanical Co., Mid-Illinois Mechanical, Inc. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

McDonald/Garvey

$338,721

($316,221 Base Bid Amount + $22,500 Contingency)

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

37

AGENDA ITEM II.I.2

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 E.L. Pruitt Company in the amount of $316,221 and to establish a project contingency in the amount of $22,500 for a total amount of $338,721 to complete the HVAC Replacement at LLCC’s Litchfield Resource Center.

McDonald/Garvey

38

AGENDA ITEM II.J.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Lease Addendum

DATE:

April 27, 2016

The Lincoln Land Community College Foundation approved refinancing the Workforce Development Center, now Montgomery Hall, on Wednesday, March 23, 2016 with a loan from Bank & Trust Company, Chatham, Illinois. It is necessary to amend the Lease between the Lincoln Land Community College Foundation and Community College District 526 to reflect the termination of the Loan Agreement listed in the lease and the substitution of the 2016 Loan for the Loan Agreement. At the April 7, 2016 LLCC Foundation Board of Directors’ meeting, the members agreed to approve the lease addendum. The LLCC Foundation Board’s approval is subject to the Trustees’ approval. The Lincoln Land Community College Foundation Board respectfully requests that the Lincoln Land Community College Board of Trustees consider this request.

MOTION: Move to ratify the Lease Addendum to reflect the termination of the Loan Agreement listed in the lease and the substitution of the 2016 Loan for the Loan Agreement.

Sanders/McDonald

39

ADDENDUM This Addendum dated ____________________, 2016 (the “Addendum”) is to the Lease Agreement made September 15, 2000 (the “Lease”) by and between LINCOLN LAND COMMUNITY COLLEGE FOUNDATION, an Illinois not-for-profit corporation, having its principal office in Springfield, Sangamon County, Illinois (the “Foundation”), and COMMUNITY COLLEGE DISTRICT NO. 526, Counties of Sangamon, Bond, Cass, Christian, DeWitt, Fayette, Greene, Logan, Macon, Macoupin, Mason, Menard, Montgomery, Morgan and Scott, and State of Illinois (the “District”). All terms defined in the Lease shall have the same meaning herein. WHEREAS, the Foundation leases to the District the following described real estate located in Sangamon County, Illinois pursuant to the Lease: Part of the East Half of the Southeast Quarter of Section 26 and Part of the West Half Southwest Quarter of Section 25, all in Township 15 North, Range 5 West of the Third Principal Meridian, Woodside Township, Sangamon County, Illinois, being more particularly described as follows: Commencing at the northwest corner of the East Half of said Southeast Quarter; thence South 02 degrees 14 minutes 04 seconds West along the west line of the East Half of said Southeast Quarter, a distance of 1,181.47 feet; thence North 90 degrees 00 minutes 00 seconds East, a distance of 887.50 feet to the point of beginning. From said point of beginning; thence continuing North 90 degrees 00 minutes 00 seconds East, a distance of 500.00 feet; thence South 00 degrees 00 minutes 00 seconds West, a distance of 350.00 feet; thence South 90 degrees 00 minutes 00 seconds West, a distance of 500.00 feet; thence North 00 degrees 00 minutes 00 seconds East, a distance of 350.00 feet to the point of beginning, containing 4.017 acres, more or less. Together with an easement for ingress and egress in favor of the foregoing real property, on, over, through and across pedestrian walkways and vehicular access ways now located or relocated from time to time on the main Lincoln Land Community College campus being situated in part of Sections 25 and 26 in Township 15 North, Range 5 West of the Third Principal Meridian in Sangamon County, Illinois to and from public streets and public walkways now or hereafter abutting or located on said main Lincoln Land Community College Campus; and WHEREAS, the Lease provides that the District will pay rent to the Foundation in the amounts and at the times sufficient for the Foundation to make payments under the Loan Agreement; and WHEREAS, the Foundation is refinancing the Loan Agreement with a loan from Bank & Trust Company, Chatham, Illinois (the “2016 Loan”) and it is necessary to amend the Lease to reflect the termination of the Loan Agreement and the substitution of the 2016 Loan for the Loan Agreement.

40

NOW THEREFORE, for good and valuable consideration, the receipt of which is hereby acknowledged, the Foundation and the District agree as follows: 1. Notwithstanding anything in the Lease to the contrary, the Lease will not terminate and rental payments by the District to the Foundation will continue after refinancing and termination of the Loan Agreement. 2.

Section II, Paragraph B of the Lease is amended and restated as follows: The District covenants and agrees to pay the Foundation rentals for the use and occupancy of the Demised Premises in such amounts and at such times sufficient for the Foundation to pay all amounts due from the Foundation under the 2016 Loan and to allow the Foundation to pay or meet all obligations of the Foundation under the 2016 Loan.

3.

Except as modified herein, the Lease is ratified and reaffirmed.

IN WITNESS WHEREOF, Lincoln Land Community College Foundation, by its Board of Directors, has caused the corporate seal of the Foundation to be affixed hereto and this Addendum to be signed in its name by its Chair and to be attested to by its Secretary, and Community College District No. 526, Counties of Sangamon, Bond, Cass, Christian, DeWitt, Fayette, Greene, Logan, Macon, Macoupin, Mason, Menard, Montgomery, Morgan and Scott, and State of Illinois by its Board of Trustees, has caused this Addendum to be signed by its Chairman and to be attested to by its Secretary, all as of the day and year first above written, LINCOLN LAND COMMUNITY COLLEGE FOUNDATION an Illinois not-for-profit corporation By: ___________________________ Chair ATTEST: _______________________ Secretary LINCOLN LAND COMMUNITY COLLEGE (Community College District No. 526) By: ___________________________ Chairman ATTEST: _______________________ Secretary

2

41

III. Action Agenda

AGENDA ITEM III.A.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUJECT:

Board Policy 5.47 – Volunteer Emergency Worker Higher Education Protection

DATE:

April 27, 2016

Board Policy 5.47 - Volunteer Emergency Worker Higher Education Protection was submitted in March for a first reading and is submitted for Board approval this evening. This new Board Policy supports compliance with the Volunteer Emergency Worker in Higher Education Act (110 ILCS 122/1). The proposed policy will go into effect immediately upon approval.

MOTION: Move to approve Board Policy 5.47 – Volunteer Emergency Worker Higher Education Protection.

Frederick

43

AGENDA ITEM III.A.1

Lincoln Land Community College

BOARD POLICY

Subject:

Volunteer Emergency Worker Higher Education Protection 5.47

Policy Number: Officer Responsible: VP, Student Services Last Reviewed: Last Revised: Effective Date: 4/27/16 Old Policy Number: New Policy

Policy Statement: In accordance with 110 ILCS 122/1, Lincoln Land Community College shall reasonably accommodate any student who is a volunteer emergency worker in regard to absence in class caused by the performance of his/her duties as a volunteer emergency worker. Accommodations will be considered in regard to class attendance, the scheduling of examinations, and work requirements, provided that make-up examinations/assignments shall not create an unreasonable burden for the staff. Students must notify their instructor (or supervisor in the case of student employees) of any anticipated absence according to the procedures for this policy. Any student who believes he or she has been unreasonably denied this accommodation may seek redress as outlined in the procedure section.

Frederick

44

AGENDA ITEM III.A.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Revision to Board Policy 8.12 - Leaves

DATE:

April 27, 2016

As a result of the recently completed faculty contract, the number of sick days that employees can accumulate has changed. Accordingly, it is necessary to change Board Policy 8.12 - Leaves. During the editing process, a review of Policy 8.12 revealed a mix of procedural language contained in the policy, references to statutes that may change from time to time, and redundant language. As a result of both the new contract terms and the overall policy language review, several changes are recommended for this policy. These changes will update the policy to reflect current practice, help ensure that the policy language stays current by referring to State and Federal laws rather than using language from the statutes, and streamline the policy by moving appropriate portions to the College’s procedures. No action is required of you this evening. With Board concurrence, we will return this policy to you for action at the regularly scheduled May 2016 meeting of the Board.

McDonald

45

AGENDA ITEM III.A.2

Lincoln Land Community College

BOARD POLICY

Subject: Leaves Policy Number: 8.12 Officer Responsible: VP, Administrative Services Last Reviewed: 5/25/114/27/16 Last Revised: 5/25/114/27/16 Effective Date: 6/01/11 Old Policy Number: 4.3.11.1

Policy Statement: Except as may otherwise be provided by the terms of a collective bargaining agreement, the College shall provide leaves for its employees holding benefiteligible positions as follows: Employees will be granted unpaid family and/or medical leave as prescribed by federal and/or state law*. Employees shall be eligible for military leave in accordance with the provisions of federal and or state law.** Sick Leave: The College shall advance 15 workdays of sick leave per fiscal year to accumulate to a maximum of 465 360 workdays. Upon termination separation of employment, employees shall not be compensated for any unused sick leave. Any employee whose employment shall terminate under circumstances where such employee has used advanced sick leave shall be required to repay the College for such leave, and consent to the withholding of the amount of such repayment, or portion thereof, from his or her final paycheck. Sick leave may be used for reasons of personal illness, temporary disability, including but not limited to pregnancy and/or childbirth, quarantine at home, illness in the immediate family or household, extension of bereavement leave as approved by the immediate supervisor or Family and Medical Leave Act (FMLA) leave to care for a child after birth or adoption. Immediate members of the family shall mean spouse (either by marriage or civil union), son, daughter, mother, father, brother, sister or corresponding-in-law or steprelation or any person for whom the employee is the legal guardian. The College may require a certification from a physician or other licensed health care professional for the use of any sick leave. Any employee who is absent 5 consecutive workdays or more will be required to present a return to work certification from a physician or other licensed health care professional. Absences of 10 or more consecutive workdays shall be deemed leave under the Family and Medical Leave Act and counted as such (refer to section of policy on FMLA). Personal Leave: The College shall advance two (2) workdays of personal leave per fiscal year to accumulate to a maximum of five (5) workdays. Upon separation of employment, employees shall not be compensated for any unused personal leave. Any employee whose employment shall terminate under circumstances where such employee has used advanced personal leave shall be required to repay the College for such leave, and consent to the withholding of the amount of such repayment, or portion thereof, from his or her final paycheck. McDonald

46

AGENDA ITEM III.A.2

Legal Leave: The College shall provide leave in the event that an employee is subpoenaed to appear as a juror or a witness. Leave Without Pay: The Board may at its sole discretion grant an employee, upon written request, a leave of absence without pay and under such conditions as the Board may specify. Military Leave: College employees shall be eligible for military leave in accordance with the provisions of federal law.** Bereavement Leave: The College shall provide up to 3 leave days for each death in the employee’s immediate family or household, i.e. spouse (either by marriage or civil union), child, parent, sibling or corresponding in-law or step-relation or any person for whom the employee is a legal guardian. Up to 1 day of leave will be provided for each death of relatives once removed, i.e., grandparent, grandchild, aunt, uncle, cousin, niece or nephew by birth or marriage. Family/Medical Leave: Employees will be granted unpaid family and/or medical leave as prescribed by federal and/or state law*. Employees who are granted leave under FMLA are prohibited from working a second job while on a leave of absence and receiving compensation and/or benefits from the College. Vacation Leave Administrators: Employees holding a position designated as administrator shall be advanced 20 days vacation per fiscal year to accumulate up to a maximum of 40 days. Such employee who works less than an entire fiscal year shall be advanced pro-rated vacation leave. Upon termination of employment for any reason, such employee shall receive compensation for any earned but unused vacation leave. Professionals: Employees holding a position designated as professional shall accrue monthly 10.00 to 13.34 hours per month of vacation leave depending upon their number of years of service based on the number of continuous years of employment with the College in accordance with the following schedule: Up to 5 years = 15 days annually. Each additional 1 year = 1 additional day per year with a maximum of 20 days annually. Each employee who works less than an entire month shall accrue pro-rated vacation leave. The maximum allowable number of days that an employee may carry at any given time will be 40. Upon termination of employment for any reason, such employee shall receive compensation for any earned but unused vacation leave. Classified: Employees holding a position designated as classified shall accrue monthly 6.67 to 13.34 hours per month of vacation leave based on the number of continuous years of employment with the College in accordance with the following schedule: Up to 5 years McDonald

47

AGENDA ITEM III.A.2

= 10 days annually; each additional 1 year = 1 additional day per year with a maximum of 20 days annually depending upon their number of years of service. Such employee who works less than an entire month shall accrue pro-rated vacation leave. The maximum allowable number of days that an employee may carry at any given time will be 40. Upon termination of employment for any reason, such employees shall receive compensation for any earned but unused vacation leave. Other Available Leaves: 

Leave Without Pay



Military Leave



Bereavement Leave



Family/Medical Leave

Legal Citations: * 29 USC, Sections 2601-2619 ** 38 USC, Sections 2021-2027

McDonald

48

AGENDA ITEM III.D.1

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Health Insurance Rates for FY2017

DATE:

April 27, 2016

As you may recall, the College has maintained a committee of individuals representing all constituent groups across campus to review the College’s medical insurance plan. The committee is empowered to recommend coverage changes to the Board of Trustees. The insurance committee met this spring with the insurance consultant from Risk Strategies (formerly known as Northwest Comprehensive) to review aggregate claims data, large claims data as it pertains to our stop loss coverage, plan design and projected rates for FY2017. After eight months of claims this year, the college has three insureds with claims exceeding the stop loss deductible and another two insureds whose claim totals have exceeded 50% of the stop loss deductible. Overall, we are having a good year, as we did last year, and claims are projected to come in under budget. Claims for the past two years were reviewed and the data was trended forward to arrive at expected claims for the upcoming fiscal year, given that healthcare inflation is currently running at 6.5 - 9%. During committee discussions, members expressed an interest in researching fully insured versus self-insured options, discussing continuation of offering two plans or moving to one plan, and surveying their individual constituent groups to assist with decision making. As the committee began meeting later than normal this year due to faculty negotiations, it was not feasible to accomplish all of this in time for the FY2017 insurance renewal. The committee will address these items in the fall to include a RFP process. After discussions were complete, the six voting members of the committee were split on moving forward with the insurance consultant’s recommendation. Based on all of the provided information, insurance committee discussions, and the insurance consultant’s recommendation, the following is being recommended: 

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 as changes made last year appear to have had a very positive effect.

McDonald/Ransdell

49

AGENDA ITEM III.D.1

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

Establish health insurance rates for the HealthLink Open Access Plan for FY’17 at $941 for Employee only, $1,517 for Employee plus one, and $2,387 for Employee plus two or more. This reflects a 0% increase over last year’s rates.



Establish health insurance rates for the High Deductible Plan coupled with Health Savings Account for FY’17 at $641 for Employee only, $1,101 for Employee plus one, and $1,802 for Employee plus two or more. This reflects a 0% increase over last year’s rates.



Apply the FY2017 Board maximum annual contribution of $10,600 for health insurance, per the faculty collective bargaining agreement, to all College employees. Based on the FY2017 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 $57.66 for employee only coverage. Note, however, that, per the terms of their collective bargaining agreement, there will be no monthly premium for the Open Access Plan applied to Facilities Services Union members for the duration of their current contract, which runs through June 30, 2017.



Establish the Board Contribution to an employee’s Health Savings Account for those selecting the High Deductible Plan at the annual amount of $2,908. This is the yearly difference between the $10,600 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 $37.34 per month for Employee only, $80.94 per month for Employee plus one, and $130.74 per month for Employee plus two or more with the monthly Board Contribution not to exceed the premium set for employee only coverage.

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 6.5 - 9%. 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, Tony DiMaggio, Christie Hovey, Barb Mustered, Junell Ransdell, and Lawrence Strubhart. Advisory members of the committee are Esteban Cruz, Kim Elder, Todd McDonald and Nicole Ralph.

McDonald/Ransdell

50

AGENDA ITEM III.D.1

It is my recommendation that we support the work and resulting recommendation presented above.

MOTION:

Move approval of the recommended Health Insurance Rates for FY 2017 as presented.

McDonald/Ransdell

51

AGENDA ITEM III.D.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Selection of External Auditors

DATE:

April 27, 2016

Sikich completed their fifth and final year of auditing services for the College with the FY 2015 audit. The College recently advertised and received responses to a Request for Proposal for Auditing Services for a five-year period for fiscal years 2016 through 2020. Services to be provided to the College include auditing the financial records of the College, preparing the annual financial report, preparing required ICCB and other grant financial reports, and communications with the Board of Trustees. Proposals were received from CliftonLarsonAllen, Crowe Horwath, RSM, and Wipfli. All four firms met the requirements of the Request for Proposal and were invited to interview. The interview team for the College consisted of the Vice President of Administrative Services, Associate Vice President of Finance, Assistant Director of Financial Aid, and the College’s Treasurer. After thorough review of the Request for Proposal responses received and consideration of the interviews of each firm, the interview team believes that the College’s needs will best be met by engaging the services of Crowe Horwath. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$339,800 Audit Fund n/a n/a

McDonald/Longhta

52

AGENDA ITEM III.D.2

Student Learning Impact: How will proposed agenda item impact student learning? The impact is indirect, by receiving an unqualified opinion (clean audit) and the Certificate of Excellence in financial reporting provides added value to the College and provides an assurance for the students who attend our college. How will proposed agenda item be measured? By receiving an unqualified opinion by the auditing firm. The following motion is recommended.

MOTION:

Move to engage Crowe Horwath as external auditors to review the College’s financial statements for FY2016 through FY2020 at a total cost of $334,800 for the college audit and $5,000 for the Coop Audit.

McDonald/Longhta

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:

April 27, 2016

POSITION VACANCIES Classified Building Custodian (FT) Course Materials Purchasing Coordinator (FT) Professional Programmer Analyst (FT)

HIRES Chelsea Peddycoart

Police Officer (FT)

03/28/16

Retirements Linda Chriswell

Accessibility Services Professional (FT)

05/31/16

Resignations Amber Berman

Program Assistant, Student Life (FT)

04/15/16

McDonald/Ransdell

55

AGENDA ITEM IV.A.3.b

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Construction Progress Update

DATE:

April 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. Infrastructure Fees 2016 Miscellaneous Road and Parking Lot Repairs The project is underway. Work is scheduled to begin after Commencement. PHS Projects – FY’ 15 AHU Motor Replacement / Electrical Systems The project is substantially complete. The punch-list and project close-out documents are being finalized. Arc Flash Study The project is complete. The study has been received. Final payments to the Engineering Company are being processed.

McDonald/Garvey

56

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 The project is underway. HVAC Replacement Litchfield Resource Center Our recommendation is before you this evening. Upgrade Cooling and UPS System in IT Data Room Development of construction documents is underway. Small Projects – General Institutional Energy Sub-Metering We will receive sealed proposals on April 28th and present our recommendation to you at the May Board Meeting. 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

57

58

73907 73909 73910

70943 70944 70945

Colleague Dept # 70932 70933 70935

Truck Driver Lot Rehabilitation Hamilton Area Sidewalk Removal & Replacement

Funding Source

L S,L L

(blank) (blank) (blank)

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 Main Campus Parking Lot Resurface/Restriping

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

(18,892) 3,890 (15,002) 46,040

412,505 55,953 468,457 2,402,862

3,397 63,272

(5,627) (5,627)

66,669 -

Sum of Change Orders

Sum of Original Contract Amount 186,625 30,347 23,027 239,999 580,393 38,277 11,000 629,670 89,675 681,263 293,798 1,064,736 -

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 89,620 415,821 809,500 380,250 151,086 1,340,836 100,000 901,600 293,798 1,295,398 4,245,000 1,290,200 4,672,400 10,207,600 482,784 64,174 546,958 13,806,613 Sum of Adjusted Contract Sum of Amount Retainage 186,625 30,347 17,400 234,372 580,393 38,277 11,000 629,670 93,072 744,535 293,798 1,131,405 393,612 59,843 453,455 2,448,902 -

The following information is a reflection of information that has been provided to the Finance Department as of March 31, 2016

All Capital Projects

Sum of Sum of Contract Sum of Payments Balance Contract % To Date Remaining Remaining 168,454 18,171 9.74% 26,234 4,113 13.55% 10,678 6,722 38.63% 205,365 29,006 12.38% 78,964 501,429 86.39% 34,732 3,545 9.26% 11,000 100.00% 113,697 515,974 81.94% 93,072 0.00% 744,535 0.00% 6,230 287,569 97.88% 843,836 287,569 25.42% 0.00% 0.00% 0.00% 0.00% 373,962 19,650 4.99% 50,668 9,175 15.33% 424,630 28,825 6.36% 1,587,529 861,373 35.17%

AGENDA ITEM IV.A.3.c

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Dr. Charlotte Warren President

SUBJECT:

Quarterly Budget Transfer Report

DATE:

April 27, 2016

Attached is the Quarterly Budget Transfer Report reflecting transfers at the end of the third 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

59

AGENDA ITEM IV.A.3.c

QUARTERLY BUDGET TRANSFER REPORT March 31, 2016

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

$37,617,823 $32,764 .09%

$5,406,696 $13,000 .24%

$20,589,218 $21,410 .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

60

AGENDA ITEM IV.A.6.a

AGENDA MASTER CALENDAR

MAY 2016

JUNE 2016



Employee Recognition Ceremony 5/5/16



Summer Adjunct Faculty Listing



LLCC Foundation Gala 5/7/16



Budget Workshop 6/22/16



Commencement 5/13/16



Board Meeting 6/22/16



Board Meeting – Jacksonville 5/25/16

SEPTEMBER 2016 H



Budget Adoption/Public Hearing



Mid-Year Tenure Listing



Board Meeting 9/28/16

Board Meeting 1/25/17



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

JANUARY 2017 

JULY 2016

FEBRUARY 2017

DECEMBER 2016 

Adopt CY’16 Property Tax Levy



Board Meeting 12/14/16

MARCH 2017



Sabbatical Leaves



Administrative Positions



Faculty Positions



Board Meeting 3/22/17



Spring Adjunct Faculty Listing



Tenure Listing



Catalog Review



Board Meeting 2/22/17

Board Meeting 8/24/16

APRIL 2017 

Seating of New Student Trustee



Student Recognition Ceremony



Board Meeting 4/26/2017

61

V. Strategic Discussion

AGENDA ITEM V.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Informational Presentation Regarding Goal 2 - Financial Strength and Goal 3 – Economic Responsiveness

DATE:

April 27, 2016

Mr. Todd McDonald, Vice President of Administrative Services, will be presenting Goal 2 – Financial Strength. Dr. Lesley Frederick, Vice President of Student Services, will be presenting Goal 3 – Economic Responsiveness. The presentation will focus on the key performance indicators and the College’s Strategic Planning Dashboard.

McDonald/Frederick

63