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LLCC Board of Trustees Regular Meeting June 22, 2016 Craig Findley, Chair Jerry Wesley, Vice Chair Dennis Shackelford, ...

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LLCC Board of Trustees Regular Meeting June 22, 2016

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, June 22, 2016 5:15 P.M. Lincoln Land Community College Robert H. Stephens Room

I.

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

II.

Roll Call Pledge of Allegiance Adoption of Agenda of the June 22, 2016 Meeting Introductions and Recognitions Hearing of Citizens

Consent Agenda A. Approval of Minutes of the Regular Meeting of May 25, 2016 .............. 6 B. Ratify Payments of Cash Disbursements for May and the May Treasurer’s Report ........................................................................... 16 C. Out-of-State Travel 1. Ratification of Out-of-State Travel ................................................. 17 2. Approval of Out-of-State Travel ..................................................... 18 D. Budget/Financial Items 1. Prevailing Wage Resolution for Construction Projects .................. 19 2. Working Cash Fund Interfund Transfer to the Education Fund and Operations and Maintenance Fund ............................................. 21 E. Purchasing 1. FY 2017 Bookstore Purchases ...................................................... 23 2. Storeroom Paper and Envelopes .................................................. 25 F. Contracts/Agreements 1. Monthly Training Contract/Clinical Agreement Status Report........ 27 2. Professional Services Contract ..................................................... 31 3. Colleague System Software Maintenance Contract ...................... 32 4. Blackboard Annual Contract Renewal ........................................... 34 G. Monthly Grant Status Report .............................................................. 35 H. Facility Leases I. Construction Items 1. Chiller Replacement at Sangamon Hall-Modification for Cooling Tower Remediation ..................................................................... 37 J. Other Items

III.

Action Agenda A. Policies 1. Revision to Board Policy 8.1-Classification of Employees and Board Policy 8.32-Teaching by Non-Faculty ............................... 40 B. Academic Services Division Items C. Student Services Division Items D. Administrative Services Division Items 1. FY 2018 Capital Budget Request .................................................. 44 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 .................................................. 57 b. Construction Progress Update ................................................. 58 c. 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

VI.

Executive Session

VII.

Actions from Open/Executive Session

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, May 25, 2016 at 6:15 p.m. at LLCC-Jacksonville, 320 North Central Park Plaza, Jacksonville Illinois, with Chairman Findley presiding. I.

Preliminary Matters A. Roll Call

Members present were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Lewis, 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 May 25, 2016 Meeting

MOTION NO. 05-25-16-1: Mr. Gray moved to adopt the agenda of the May 25, 2016 meeting. Mr. Rosenthal seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Lewis, and Mr. Findley. PASSED

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AGENDA ITEM II.A

D. Jacksonville Presentation Dr. Scott Stallman, Associate Vice President of LLCC Education Outreach provided a PowerPoint presentation on the Jacksonville Education Service Area. He introduced the staff, introducing Keri Mason, Director of LLCC-Jacksonville, Brenda McGuire, Site Coordinator Beardstown, and Maryjane Million, Enrollment Operations Coordinator for LLCC Outreach – Jacksonville, who were in attendance at the meeting. Dr. Stallman reviewed the services provided at Jacksonville Education Service Area (ESA), which include Community Education, Recruiting, Placement & Testing, Financial Aid, Bookstore, Advising, Adult Learning, and Admissions. He also shared data on the ESA’s Dual Credit and First Semester (Dual Enrollment) programs which provide college credit classes for area high school students. Dr. Stallman concluded with a review of challenges and new initiatives. E. Hearing of Citizens - None II.

Consent Agenda

MOTION NO. 05-25-16-2: Mr. Gray moved to:  approve the minutes of the Regular Meeting of April 27, 2016;  ratify disbursements of the bi-monthly checks, E-Commerce Refunds, ACH and Wire transactions issued during April 2016 and ratify the April 30, 2016 Treasurer's Report;  approve out-of-state travel for the attached list of employees;  approve the Specific Stop-Loss Policy for FY 2017 proposed by AIG at an annual cost of $571,513;  approve entering into an agreement with the President Abraham Lincoln Springfield for lodging and meal accommodations for the Elderhostel 2017 Program Year and may continue through the 2018 Program year as per the terms, conditions, and specifications of Request for Proposal FY 20178-1;  approve the purchase of three PowerEdge R730 servers and one Storage MD1400 from Dell Computers in the amount of $45,000;  approve the purchase of eight PowerEdge R730 servers and two Storage MD1400 servers from Dell Computers in the amount of $115,000;  approve the Credit Hour Agreement with Levi, Ray, and Shoup, Inc. and ratify the Externship Agreement with Carlinville Area Hospital;

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AGENDA ITEM II.A





ratify the application with the Illinois Secretary of State for the Adult Volunteer Literacy Grant in the amount of $65,535 and ratify the application for the Illinois State Library Penny Severns Family Literacy Grant in the amount of $34,598; and approve the Base Bid from B&B Electric, Inc. in the amount of $38,495 and to establish a project contingency in the amount of $4,000 for an aggregate amount of $42,495 to complete the Energy Sub-Metering Project at LLCC’s Main Campus.

Mr. Wesley seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Lewis, and Mr. Findley. PASSED III.

Action Agenda A. Policies 1. Revision to Board Policy 8.12 - Leaves

Board Policy 8.12 – Leaves was submitted for a first reading in April and is submitted at this time seeking adoption. The proposed revisions will clean up the policy language, ensuring it remains current, by referencing State and Federal laws and moving specific language to the procedures portion of the policy.

MOTION NO. 05-25-16-3: Mr. Gray moved to approve Board Policy 8.12 – Leaves. Mr. Shackelford seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Lewis, and Mr. Findley. PASSED B. Academic Services Division Items - None C. Student Services Division Items – None D. Administrative Services Division Items - None

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AGENDA ITEM II.A

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 - None a. Position Vacancies and Hires

This agenda item has been updated. b. Construction Progress Update Dr. Warren thanked LLCC staff who have endured working with no air conditioning this week, while the chillers for Menard, Sangamon, Cass, and Millennium are being replaced. The Parking Lot Repair project will begin next week and will continue for a period of time throughout the summer. It will be conducted in targeted areas at a time. 4. Information Technology Systems – None 5. Workforce Development and Community Education - None 6. Executive Division a. Review of Agenda Master Calendar Dr. Warren reminded Board members LLCC’s Annual Budget Workshop will follow the regularly scheduled June 22 Board of Trustees meeting. B. President’s Report Dr. Warren reported there is still no State Budget for higher education funding. With the legislative main session coming to a close next week, this leaves colleges with little to no chance of receiving any additional FY16 funding. The appropriation from a Special

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AGENDA ITEM II.A

Fund approved in April only covers funding for July, August and September 2015. There has been no state grant money for LLCC’s Adult Education or the Small Business Development Center. She indicated they are holding out hope that the FY17 Budget, when and if approved, may include extra dollars to make up some of the shortfall from FY16. With the uncertainty of State funding, LLCC will continue with the tight spending restrictions already in place, spending on an as needed basis only, with prior Cabinet level approval required. Dr. Warren cautioned these are very severe times and all employees must be very cautious because there is no indication how long this budget crisis will last. More than 2,000 certificates and degrees were awarded at the May 13 Commencement Ceremony, which included 320 student participants. Those recognized were Commencement Speaker Madison Baker, Outstanding Alum Dr. Andrew Thoron, and Outstanding Graduate, David Western. Dr. Jason Dockter was selected as the 2016 Pearson Master Teacher at the May 5th Annual Employee Recognition and Appreciation Ceremony. Distinguished Service Awards were presented, and NISOD award winners, Faculty Emeriti, Retirees, and Service Anniversaries were also recognized. Governor Bruce Rauner and First Lady Diana Rauner visited and toured LLCC’s Child Development Center on May 12th. Mrs. Rauner, a longtime advocate for early childhood education and Executive Director of the Ounce of Prevention Fund, praised the Center, which is accredited through the National Association for the Education of Young Children and recognized as a Gold Level Program through ExeleRate Illinois. LLCC’s Public Relations and Marketing Department hosted approximately 365 7 th grade Chatham Middle School students who visited the main campus on May 3rd and 5th. Dr. Warren, Trustees Wesley, Rosenthal and Fulgenzi attended the Illinois Community College Trustees Association Lobby Day on May 4. They had the opportunity to meet collectively with many of our district Legislators to discuss important issues affecting Lincoln Land Community College. The LLCC Chemistry Club received a “Commendable” Award from the American Chemical Society (ACS) for their work during the 2015-2015 academic year, which included the “Haunted Lab” for children. LLCC Theatre, in collaboration with Theatre in the Park, is currently presenting “Treasure Island” at Lincoln’s New Salem State Historic Site. LLCC-Jacksonville’s Theatre Class presented the unique “traveling” production of “A Trip Through Time” earlier this month.

10

AGENDA ITEM II.A

Professor of Music, Jane Hartman, led the LLCC Big Band in several concerts throughout the community and the LLCC Choir also performed two concerts in the A. Lincoln Commons. The LLCC’s Foundation held their 10th Annual Gala, “The Great Gala” on May 7 with approximately 300 guests in attendance. The gala was a huge success with preliminary figures showing a net profit of $63,000. The Foundation’s Annual L.E.A.G.U.E. faculty and staff giving campaign, is wrapping up with contributions of $53,156 to date. Participation is up slightly with more than 39 percent of faculty and staff supporting to this campaign. The Foundation Scholarship Selection Committee awarded 166 scholarships with a total value of $244,300, which is above last year’s amount. All available scholarships were awarded to LLCC students. The LLCC Veterans Club is sponsoring the 9th Annual Brian McMillen Memorial Run/Walk on Saturday, May 28. Campus Visit Day will be held on June 14 welcoming high school students, parents, adult learners, and guests to campus. Dr. Warren, Dr. Lesley Frederick, Vice President, Student Services and Dr. Deanna Blackwell, Director of TRIO Student Support Services wrote and submitted a grant proposal for a Men of Color Program, and have just received notice of a grant award of $285,000 over a three year period. The grant will support the “Open Door Mentorship Program” a program to assist African American men in becoming more successful and discover the benefits of a college education and/or training. The program will work with community businesses in conjunction with the Springfield Chamber of Commerce Q5 Program. 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

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AGENDA ITEM II.A

H. Chairman’s Report Mr. Findley commented on the Governor and First Lady’s visit to the Child Care Center, a successful Commencement Ceremony, and how pleased he was to have the opportunity at the LLCC Gala, to publically recognize and thank Dr. Warren for a decade of leadership and service to LLCC. I. Secretary’s Report - None J. Foundation Report - None K. Other Board Members’ Reports Mr. Wesley attended the Student Recognition Ceremony on April 26, stating he continues to be impressed with the caliber of LLCC students, and the quality of instruction provided by LLCC Faculty. Mr. Lewis has been serving as a New Student Orientation Leader, providing tours for incoming students. He and the Student Government President Carrie Darr, will attend the June 2, ICCB 2016 Student Leadership Institute, in Springfield. V.

Strategic Discussion - None

VI.

Executive Session

MOTION NO. 05-25-16-4: Mr. Gray moved to hold an executive session for the purposes of discussing personnel matters, student matters, and pending/imminent legal matters. Mr. Rosenthal seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Lewis, and Mr. Findley. PASSED

MOTION NO. 05-25-16-5: Mr. Gray moved to return to open session. Mr. Findley seconded.

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AGENDA ITEM II.A

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Lewis, and Mr. Findley. PASSED VII.

Actions from Executive Session

MOTION NO. 05-25-16-6: Mr. Shackelford moved approve the attached Employment Recommendations. Wesley seconded.

Mr.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Lewis, and Mr. Findley. PASSED VIII.

Adjournment

MOTION NO. 05-25-16-7: Mr. Gray moved to adjourn the meeting. Mr. Rosenthal seconded.

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

__________________________ Chairman Findley

__________________________ Secretary Shackelford

13

AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Out-of-State Travel

DATE:

May 25, 2016

Name Bras, Samuel

Meeting Microsoft Ignite

Location Atlanta, GA

Roth, Ben Suszko, Regina Warren, Charlotte

Microsoft Ignite Phi Theta Kappa Honors Institute Reserved Forces Policy Board Meeting

Atlanta, GA WinstonSalem, NC Washington DC

Account Professional Development Administrative Restricted*

Amount $2,653

Expenses Paid by U.S. Department of Defense

$0

$3,334 $1,000

*Paid by LLCC Foundation PTK Fund

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AGENDA ITEM II.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Employment Recommendations

DATE:

May 25, 2016

We recommend the following personnel actions:

ADMINISTRATIVE A.

Approve the employment of Ms. Soodi Nassirpour as Director, Administrative Computing. Ms. Nassirpour has been employed by LLCC since 2005 as a Programmer Analyst and has served as the Interim Director since June 2015. She earned a MS in Computer Science from the University of Illinois Springfield and a BA in English Literature from the University of Tehran. Her employment would be effective May 26, 2016 and placement will be on Salary Grade K.

FACULTY A. NAME Anthony DiMaggio

Resignations POSITION Professor

DEPARTMENT Political Science

EFFECTIVE DATE 08/15/16

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AGENDA ITEM II.B

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

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

DATE:

June 22, 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 May, 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 May 31, 2016.

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

McDonald/Longhta

16

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:

June 22, 2016

Name Smith, Josie

Meeting Location Phi Theta WinstonKappa Honors Salem, NC Institute

Date June 1925, 2016

Account Restricted*

Amount $1,495

*Paid by LLCC Foundation PTK Fund

McDonald/Patarozzi/Curry

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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:

June 22, 2016

Name Meeting Dockter, Jason Distance Teaching & Learning Conference Schaefer, Phil Financial Planning Association Annual Business & Education Conference *LLCC Foundation 2016 Master Teacher Award

McDonald/Patarozzi/Curry

Location Account Madison, WI Restricted*

Amount $1,600

Baltimore, MD

$2,704

Faculty Senate Chair Allocation

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AGENDA ITEM II.D.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Prevailing Wage Resolution for Construction Projects

DATE:

June 22, 2016

Illinois statute requires that all public bodies adopt a prevailing wage resolution annually in June. This resolution establishes prevailing wages for “public works” undertaken at the college. As we have in the past, I am recommending that we adopt the Prevailing Wage Schedule of the Illinois Department of Labor. I have attached a new resolution for your action. 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? n/a How will proposed agenda item be measured? n/a

MOTION: Move to approve the resolution establishing the prevailing rate of wages for construction work completed at Lincoln Land Community College.

McDonald/Longhta/Garvey

19

AGENDA ITEM II.D.1

RESOLUTION REGARDING PREVAILING WAGE RATE FOR CONSTRUCTION WORK AT DISTRICT FACILITIES PURSUANT TO THE REQUIREMENTS OF THE ILLINOIS PREVAILING WAGE ACT WHEREAS, Lincoln Land Community College (the "District") is subject to the Illinois Prevailing Wage Act (the "Act"); Chapter 820 ILCS 130/1-12, Illinois Compiled Statues and WHEREAS, the District is engaged in construction work as defined in the Act; and WHEREAS, the Act authorizes the District to adopt the prevailing rate of wages as determined by the Illinois Department of Labor ("IDOL") for the county in which the District is located. NOW, THEREFORE, BE IT RESOLVED THAT: 1. The District adopts the definitions and shall comply with the requirements as set forth in the Act for all public works projects undertaken by the District. 2 The prevailing rate of wages for all such public works shall be the rate as determined by the IDOL as of June of the current year and posted on the IDOL website under All Prevailing Wage Rates from time to time. 3. The District's construction management office, 5250 Shepherd Road, Springfield, Illinois, shall publicly post or keep available for inspection this determination of prevailing wage rates. 4. The District shall (a) promptly file a certified copy of this Resolution with the Index Division of the Secretary of State and IDOL and shall cause notice hereof to be published in a newspaper of general circulation in the area of the District, (b) promptly mail a copy of this determination to any party who has or shall request a copy, and (c) otherwise perform in accordance with the requirements of the Act. Approved this 22nd day of June, 2016. Signature: ___________________________________________ (Board Chair) Witness: _____________________________________________ (Board Secretary) McDonald/Longhta/Garvey

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AGENDA ITEM II.D.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Working Cash Fund Interfund Transfer to the Education Fund and Operations and Maintenance Fund

DATE:

June 22, 2016

The spring of every fiscal year is the low point in the college’s cash flow cycle especially with little funding from the state. We do anticipate receiving CY15 property tax receipts during the month of May and June. This will help minimize the cash flow deficit from the lack of state funds. Although we do anticipate a need for a Board authorization from the Working Cash Fund in order to assure that the College would have sufficient funds to meet its necessary cash obligations. Based on current projected revenue receipts and expenditures through June, 2016, we may possibly need to do an interfund transfer of up to $3,500,000 from our Working Cash Fund to the Education and Operation and Maintenance Funds. The use of this transfer is identified as follows:  

We will need up to $3,000,000 in the Education Fund to cover normal operating expenses such as payroll, supplies and miscellaneous services. We will need up to $500,000 in the Operations and Maintenance Fund to cover normal operating expenses such as payroll and service utilities, and to cover cash flow needs.

We have attached a resolution that authorizes the transfer. The form and substance are similar to previous resolutions passed by the Board. I will be happy to provide any additional information or details.

MOTION: Move to approve the resolution authorizing a transfer of up to $3,500,000 from the Working Cash Fund to the Education and Operations and Maintenance Funds.

McDonald/Longhta

21

AGENDA ITEM II.D.2

RESOLUTION AUTHORIZING THE TRANSFER OF WORKING CASH FUND MONIES WHEREAS, the Board of Trustees of Community College District No. 526, Counties of Bond, Cass, Christian, DeWitt, Fayette, Greene, Logan, Macon, Macoupin, Mason, Menard, Montgomery, Morgan, Sangamon, Scott and State of Illinois has issued and sold working cash fund bonds and the proceeds thereof have been deposited in a Working Cash Fund; and WHEREAS, it is proposed to transfer $3,500,000 from the Working Cash Fund of said District to the Education Fund and Operation and Maintenance Fund of said District in anticipation of a reduction in state grant payments, and 2015 property taxes for such Educational Purposes Fund and WHEREAS, the proposed transfer will be reimbursed from such monies the entire amount of which it is estimated will be $26,793,126 for 2015; and WHEREAS, this District has issued no tax anticipation warrants. There are no receipts from personal property replacement taxes or debt retirement obligations as required by Section 12 of “An Act in relation to State Revenue Sharing with local governmental entities,” approved July 31, 1969 as amended, and only $0 has been transferred previously from said Working Cash Fund to the Educational Fund and Operations and Maintenance Fund in anticipation of collection of the aforesaid taxes or monies from other sources. NOW, THEREFORE BE IT RESOLVED, that the Treasurer of this District is hereby directed to transfer from the Working Cash Fund up to $3,000,000 to the Educational Fund and $500,000 to the Operations and Maintenance Fund as such monies become necessary to meet the ordinary and necessary disbursements of such Educational Purposes Fund. Dated this 22nd day of June, 2016 Signature: ___________________________________________ (Board Chair)

Witness: _____________________________________________ (Board Secretary)

McDonald/Longhta

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AGENDA ITEM II.E.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

FY 2017 Bookstore Purchases

DATE:

June 22, 2016

Board approval is requested to establish blanket purchase orders for the purchase of items for resale in the bookstore, as well as software maintenance agreements from the following vendors: VENDOR Amazon.com Assessment Technologies Cengage Learning D & H Education Elsevier Science Follett Higher Education HPI International John Wiley & Sons Mac Tools MBS Service Company MBS Textbook Exchange McGraw-Hill Global Education MPS/McMillan Pearson Education Rittenhouse Distributors

PURCHASE

AMOUNT

Used Textbooks for Resale Nursing Access Codes for Resale New Textbooks for Resale Merchandise for Resale New Textbooks for Resale Used Textbooks for Resale Merchandise for Resale New Textbooks for Resale New Tools for Resale Hardware/Software Maintenance Agreements Used Textbooks for Resale

Up to $75,000 Up to $125,000 Up to $175,000 Up to $25,000 Up to $150,000 Up to $75,000 Up to $40,000 Up to $30,000 Up to $75,000

Up to $325,000*

New Textbooks for Resale

Up to $425,000

New Textbooks for Resale New Textbooks for Resale New Textbooks for Resale

Up to $60,000 Up to $425,000 Up to $45,000

Up to $35,000

*amount includes purchases from students at buyback

McDonald/Longhta/Blaylock

23

AGENDA ITEM II.E.1

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

Up to $2,085,000 Bookstore Auxiliary Funds n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? Providing students with the required course materials is essential for student learning. How will proposed agenda item be measured? Learning materials required for class are available for the students to purchase in the LLCC Bookstore.

MOTION:

Move to approve the establishment of blanket purchase orders for the purchase of textbooks, supplies, shipping, and software maintenance agreements from the previously listed vendors.

McDonald/Longhta/Blaylock

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AGENDA ITEM II.E.2

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Storeroom Paper & Envelopes

DATE:

June 22, 2016

Throughout the fiscal year, the College purchases a variety of paper products in quantity to obtain the best pricing. These products are used throughout the College in the regular course of business. The following is a tabulation of that bid. #10 Envelopes Letterhead (6 Cs)

#10 Window Envelopes Letterhead (8 Cs)

9x12 First Catalog Envelopes (2 Cs)

Recycled Copy Paper (30 Pallets)

$495

$764

No Bid

No Bid

Contract Paper Group

No Bid

No Bid

No Bid

$35,220

Midwest Office

$706.74

$854.32

$138.10

No Bid

$566

$842

$100*

No Bid

No Bid

No Bid

No Bid

$36,888

United Graphics

No Bid

No Bid

No Bid

No Bid

Veritiv

No Bid

No Bid

No Bid

$36,000

$697.50

$810

$295

No Bid

Name of Vendor

Bowers Envelope

Premier Print Group Staples Advantage

Wright Business Systems

*Deviations from specifications

McDonald/Patarozzi/Curry

25

AGENDA ITEM II.E.2

The following companies were mailed an Invitation to Bid, but chose not to respond: Allied Printing & Graphics, South Milwaukee, WI; American Marketing Services & Consultants, Mundelein, IL; Beck’s Book Store Inc., Chicago, IL; Business Ink Co., Austin, TX; Combined Products Inc., Hoffman Estates, IL; Consolidated Printing Company Inc., Chicago, IL; Dan’s Printing & OFC Supplies Inc., Oak Forest, IL; Fidelity Print Communications, Broadview, IL; Fountainhead Graphics, Downers Grove, IL; Grace Enterprises Inc, Chicago, IL; Le Print Express, Dekalb, IL; Midland Paper, Springfield, IL; Migu Press Inc., Warminster, PA; Montenegro Paper, Roselle, IL; Motr Grafx LLC, Niles, IL; Production Press, Jacksonville, IL; Pro-Type Printing Inc., Paxton, IL; Richards Graphic Communication, Bellwood, IL; Stiles Office Solution Inc., Carbondale, IL; Studio Blue Inc. Chicago, IL; Sunrise Hitek Group LLC., Chicago, IL; Target Office Products, Pittsburgh, PA; Taylor Made Business Solutions LLC., Chicago, IL; Trinity Graphic & Packaging, Warrenville, IL; A proposal was received from Office Max Inc., Itasca, IL but was not opened as it was received via email and after the submission deadline. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$36,617.10 (estimated with any additional purchases at the per case cost) FY 2017 Budget n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? Provides basic paper and envelope needs for the entire campus. How will proposed agenda item be measured? n/a

MOTION: Move to approve the purchase of storeroom envelopes and paper from the lowest responsible bidders at the prices indicated as specified in Invitation to Bid #FY2017-2, at total estimated cost of $36,617.10.

McDonald/Patarozzi/Curry

26

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:

June 22, 2016

Attached is the current Training Contract/Clinical Agreement Status Report for LLCC. The Illinois Department of Public Health has requested that the Capital City Training Center partner with Training Partners to provide customized training for four IDPH employees. The training will be held in June in Springfield. The Capital City Training Center seeks approval to enter into an Intergovernmental Agreement with the Illinois Department of Central Management Services. The agreement will allow state agencies to contract with the Capital City Training Center to provide training on an as-needed, if-needed basis throughout Fiscal Year 2017. The Capital City Training Center seeks approval to enter into an Affiliation Agreement with HSHS Medical Group, Inc. to provide clinical site experience to students enrolled in the Phlebotomy Technician Program. HSHS Medical Group, Inc. has facilities suitable for the needs of the students. The Health Professions division seeks approval to amend the Affiliation Agreement with St. Mary's Hospital in Decatur to include the school's Surgical Technology Program. St. Mary's Hospital has facilities suitable to the educational needs of the students. The Health Professions Division seeks approval to enter into an Affiliation Agreement with Bayfront HMA Medical Center, LLC to provide clinical site experience to students enrolled in the Neurodiagnostic Technology Program. Bayfront HMA Medical Center, LLC has facilities suitable to the educational needs of the students. McDonald/Patarozzi

27

AGENDA ITEM II.F.1

MOTION:

Move to approve the Intergovernmental Agreement with the Illinois Department of Central Management Services; approve the Affiliation Agreement with HSHS Medical Group, Inc.; approve the Affiliation Agreement Amendment with St. Mary’s Hospital in Decatur; approve the Affiliation Agreement with Bayfront HMA Medical Center, LLC.

McDonald/Patarozzi

28

29

TOTALS

Contracts for approval: Intergovernmental The Capital City Training Center seeks approval to Agreement with enter into an Intergovernmental Agreement with the the Illinois Illinois Department of Central Management Services. Department of The agreement will allow state agencies to contract Central with the Capital City Training Center to provide Management training on an as-needed, if-needed basis throughout Services Fiscal Year 2017.

Contract Title Brief Description Contracts as informational: Items under the CMS Master Agreement IDPH The Illinois Department of Public Health has Customized requested that the Capital City Training Center partner Training with Training Partners to provide customized training for four IDPH employees. The training will be held in June in Springfield. Illinois Department of Central Management Services

Illinois Department of Public Health

Contractor

TRAINING CONTRACTS

Capital City Training Center

Capital City Training Center

LLCC Dept / Program

$11,510

$0

$11,510

Contract Total

FY2017

June 1317, 2016

Term

30

St. Mary’s Hospital in Decatur

Bayfront HMA Medical Center, LLC

The Health Professions division seeks approval to amend the Affiliation Agreement with St. Mary's Hospital in Decatur to include the school's Surgical Technology Program. St. Mary's Hospital has facilities suitable to the educational needs of the students.

The Health Professions Division seeks approval to enter into an Affiliation Agreement with Bayfront HMA Medical Center, LLC to provide clinical site experience to students enrolled in the Neurodiagnostic Technology Program. Bayfront HMA Medical Center, LLC has facilities suitable to the educational needs of the students.

Amended Affiliation Agreement with St. Mary’s Hospital in Decatur Affiliation Agreement with Bayfront HMA Medical Center, LLC

Contractor HSHS Medical Group, Inc.

Brief Description The Capital City Training Center seeks approval to enter into an Affiliation Agreement with HSHS Medical Group, Inc. to provide clinical site experience to students enrolled in the Phlebotomy Technician Program. HSHS Medical Group, Inc. has facilities suitable for the needs of the students.

Contract Title Affiliation Agreement with HSHS Medical Group, Inc.

CLINICAL SITE, AFFILIATION, & TRAINING AGREEMENTS

Health Professions/ Neurodiagnostic Technology Program

Health Professions/ Surgical Technology Program

LLCC Dept / Program Capital City Training Center/ Phlebotomy Technician Program

June 1, 2016 through May 31, 2019

Date of Signing through Indefinite

Term July 1, 2016 through June 30, 2017

AGENDA ITEM II.F.2

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Professional Services Contract

DATE:

June 22, 2016

Under the provisions of the Illinois Public Community College Act, professional services may be acquired by colleges without seeking competitive bids. We are proposing the continuation of the following contract for Fiscal Year 2017: Eric Grenzebach – Brown, Hay and Stephens – Legal Services not to exceed $175,000. For Fiscal Year 2017, there are no changes in fee rates from FY 2016. Brown, Hay and Stephens have been paid $102,247.71 to date for services during Fiscal Year 2016. Therefore, the following motion is recommended:

MOTION: Move to approve the Fiscal Year 2017 Professional Service Contract for Eric Grenzebach – Legal Services, not to exceed $175,000.

McDonald

31

AGENDA ITEM II.F.3

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Colleague System Software Maintenance Contract

DATE:

June 22, 2016

Board approval is requested to approve the annual maintenance contract for the Colleague System software that maintains our Finance System, Human Resources System and Student Records System. The Colleague software is developed and supported by Ellucian, Inc. (formerly Datatel). Software maintenance provides LLCC with updates and revisions. Ellucian invoices LLCC for all modules, including those from third party vendors. The annual costs for these product and services are as follows:

Cruz

Item

Vendor

Yearly Cost

Colleague application software (includes Finance System, Human Resources System and Student System, Envision, Tape Maker, WebAdvisor and other modules) 3rd Party Products Interface software licenses and maintenance, including Ecommerce Total

Ellucian

$260,228

$24,066 $284,294

32

AGENDA ITEM II.F.3

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

$284,294 Operating Fund n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? Ellucian Student System, Financial System, and Human Resources system are critical to the college operation. These products allow LLCC to provide critical services to our students. How will proposed agenda item be measured? The college will be able to continue to use computing technology for the smooth operation of the institution, and to improve learning.

MOTION: Move to approve the annual maintenance contract for the Colleague System software at a total cost of $284,294.

Cruz

33

AGENDA ITEM II.F.4

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Blackboard Annual Contract Renewal

DATE:

June 22, 2016

Board approval is requested to approve the annual contract in the amount of $79,962.25 for the Blackboard Enterprise System to deliver our online courses and traditional course supplemental materials. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$79,962.25 Technology Fee n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? Renewing the Blackboard Enterprise system will provide faculty and students with critical online teaching and learning services. How will proposed agenda item be measured? The college will be able to continue to use online technology for the smooth operation of the institution, and to improve learning.

MOTION: Move to approve the annual contract for the Blackboard Enterprise System and Data Integration at a total cost of $79,962.25

Cruz/Parton

34

AGENDA ITEM II.G

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Monthly Grant Status Report

DATE:

June 22, 2016

Attached is the current Grant Status Report for LLCC. It includes all grant requests submitted and accepted during the month of June. 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 Illinois Specialty Crop Grant Program through the Illinois Department of Agriculture. If awarded, funding will provide training for institutional food service workers to purchase and prepare locally-grown specialty crops. The Adult Education and Literacy Program seeks ratification for the Illinois Community College Board Adult Education and Family Literacy Continuation Plan. This continuation plan will allow for instructional and support services for adults age 16 and older who lack sufficient mastery of basic educational skills, who do not have a secondary school diploma or a GED, who have not achieved an equivalent level of education to a secondary diploma, or who are unable to speak, read, or write the English language.

MOTION:

Move to ratify the application with the Illinois Department of Agriculture for $38,139; ratify the grant agreement with the Illinois Community College Board in the amount of $597,799.

McDonald/Patarozzi

35

36

Brief Description

Grants in excess of $10,000 Illinois Specialty The Workforce Development Crop Grant Division seeks ratification for the Program application of the Illinois Specialty Crop Grant Program through the Illinois Department of Agriculture. If awarded, funding will provide training for institutional food service workers to purchase and prepare locally-grown specialty crops. ICCB Adult The Adult Education and Literacy Education and Program seeks ratification for the Family Literacy ICCB Adult Education and Family Continuation Plan Literacy Continuation Plan. This continuation plan will allow for instructional and support services for adults age 16 and older who lack sufficient mastery of basic educational skills, who do not have a secondary school diploma or a GED, who have not achieved an equivalent level of education to a secondary diploma, or who are unable to speak, read, or write the English language. TOTAL

Grant Title

Illinois Community College Board

Illinois Department of Agriculture

Grantor

GRANT SUMMARY June 2016

Adult Education Division

Division

Development

Workforce

LLCC Department / Program

$0

$0

$635,938

$0

LLCC Match

$597,799

$38,139

LLCC Total Monetary Request

Yes

Yes

Submitted

July 1, 2016 through June 30, 2017

January 1, 2017 through December 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 – Modification for Cooling Tower Remediation

DATE:

June 22, 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. In this case, an extremely competitive bid climate resulted in proposals that were substantially below the probable cost estimates we had been working with during the development of the project. This has allowed us to consider performing remedial work to extend the life of the two cooling towers which are an integral part of the efficient operation of the chillers. E.L. Pruitt Company’s proposal for this work is $67,036. Replacement of the two towers is estimated to be $350,000. Remedial work to the two towers could add another 10 years to their useful life. A proposal had previously been sought from the cooling tower manufacturer, but did not include the costs, or liabilities, associated with crane rental, hoisting, roof protection or disposal of the expended filter media. E.L. Pruitt Company’s proposal provides for these operations and would protect the College from any attendant liabilities. We recommend modifying our original Agreement with E.L. Pruitt Company to reflect their proposal of $67,036 for the remedial work to the cooling towers. We further recommend that the costs associated with the modification be drawn from the remaining approved budget for the project and that the contingency amount remain the same as set at the beginning of the project. This would leave the contingency balance available for any undiscovered or existing conditions.

McDonald/Garvey

37

AGENDA ITEM II.I.1

3-23-16 6-22-16

Proposal accepted from E.L. Pruitt Company Cooling Tower Modification E.L. Pruitt Company Total Agreement Amount

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:

$448,638.00 $ 67,036.00 $515,674.00

$52,864.00 $0.00 $0.00 $0.00 $52,864.00

$67,036 Protection, Health, and Safety n/a n/a

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

MOTION:

McDonald/Garvey

Move to modify the agreement with E.L. Pruitt Company for the Chiller Replacement at Sangamon Hall Project in the amount of $67,036.00 for remedial work to the cooling towers as presented.

38

III. Action Agenda

AGENDA ITEM III.A.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUJECT:

Revision to Board Policies 8.1-Classification of Employees and 8.32-Teaching by Non-Faculty

DATE:

June 22, 2016

The Department of Labor has issued a final rule updating overtime regulations that will become effective December 1, 2016. In response to this, it is necessary to change Board Policy 8.1 – Classification of Employees in order to provide more clarity regarding the “Professional” classification as there will now be “Professional Exempt” and “Professional Non-Exempt” classifications. In addition to the change to Policy 8.1 required by the Department of Labor overtime definition update, the policy has also been updated to define the number of credit hours that can be taught by adjunct instructional faculty in order to enhance compliance with the Affordable Care Act. In addition, Board Policy 8.32 - Teaching by Non-Faculty requires a change as non-exempt employees will not be eligible for adjunct assignments that will cause them to work more than 40 hours per workweek, as determined by overtime pay provisions in the Fair Labor Standards Act. No action is required of you this evening. With Board concurrence, we will return these policies to you for action at the regularly scheduled July, 2016 meeting of the Board.

McDonald/Ransdell

40

Lincoln Land Community College

BOARD POLICY Policy Statement:

Subject: Classifications of Employees Policy Number: 8.1 Officer Responsible: VP, Administrative Services Last Reviewed: 7/31/13 6/22/16 Last Revised: 7/31/13 7/27/16 Effective Date: 7/01/13 7/27/16 Old Policy Number: 4.3.1 The following classifications shall be used for all College employees:

Faculty Member: An employee of the College who performs services as an instructor, or librarian or media specialist. Full-Time Instructional Faculty Member: An employee of the College who generally teaches during consecutive semesters 15 or more credit hours of instruction per semester, or its equivalent. Adjunct Instructional Faculty Member: An employee of the College who generally teaches fewer than 15 12 credit hours or fewer of instruction per semester or its equivalent. Administrator: An employee of the College who generally performs managerial or supervisory services in support of the educational mission of the College, and who has been designated as an administrator by the Board. Administrators are exempt from overtime provisions under the Fair Labor Standards Act. Professional: An employee of the College who generally performs staff services in support of the educational mission of the College, and whom the Board has designated as a professional. Unless specifically addressed under the Act, p Professional employees are may or may not be exempt from overtime provisions under the Fair Labor Standards Act dependent upon established exemptions and the salary test. Classified: An employee of the College who generally performs services in support of the duties of administrators, professionals and/or faculty members and who has been designated as a classified employee by the Board. Classified staff are considered non-exempt under the Fair Labor Standards Act and must be paid overtime in accordance with state and federal regulations and Board Policy 8.31. Student: An employee who is not a member of any other classification, who performs services in the employ of the College, and who is formally registered and engaged in a regular course of instruction at the College (refer to Board Policy 5.30 governing student employment). In addition, administrators, professional staff and classified staff shall be assigned to one of the following classifications: Full-Time, Benefit Eligible: Regular, on-going positions scheduled for 40 hours per week, 12 months per year and which are eligible for the benefit package offered by the college.

41

Part-Time, Benefit Eligible: Regular, on-going positions scheduled for at least 30 hours per week, but less than 40 hours per week, between 9 and 12 months per year and which are eligible for the benefit package offered by the College on a pro-rata basis. Other Full-Time: Temporary and/or contractual positions regularly scheduled for 30 or more hours per week for a specified period of time and which are not eligible for the benefit package, other than health insurance. Other Part-Time: Temporary and/or contractual positions regularly scheduled for less than 30 hours per week for a specified period of time and which are not eligible for the benefit package.

42

Lincoln Land Community College

BOARD POLICY

Subject: Teaching by Non-Faculty Policy Number: 8.32 Officer Responsible: VP, Administrative Services Last Reviewed: 5/25/11 6/22/16 Last Revised: 5/25/11 7/27/16 Effective Date: 7/01/11 7/27/16 Old Policy Number: 4.3.21

Policy Statement: In addition to faculty, other College employees may be provided an opportunity to teach, if qualified. Pay shall be provided in accordance with Salary Administration Guidelines or as determined by the terms of the adjunct faculty collective agreement, if applicable. As compensation for adjunct teaching assignments may not exceed compensation as outlined in a collective bargaining agreement, some classified staff may not be eligible for adjunct assignments. Classified staff must be paid at least their adjusted overtime rate for any work in excess of forty hours per week. If such adjusted overtime rate is higher than the established adjunct salary schedule as defined by a collective bargaining agreement, the classified staff member would not be eligible for the adjunct teaching assignment non-exempt employees are not eligible for adjunct assignments that will cause them to work more than 40 hours per workweek, as determined by overtime pay provisions in the Fair Labor Standards Act.

43

AGENDA ITEM III.D.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

FY 2018 Capital Budget Request

DATE:

June 22, 2016

Each year colleges are permitted to submit requests for state funding for construction projects. If approved, state funding provides for 75% of the funding needed for the project. The 75% funding comes in the form of Capital Development Bonds authorized by the General Assembly, hence the projects are administered by the Capital Development Board on the college’s behalf. This year, the requests are due by July 1. The projects listed below are those currently contained within the recent update to the Facilities Master Plan presented to the Board of Trustees in May, 2014. The projects recommended for consideration by the Board to be submitted for state funding are as follows (in priority order): 1. Project Outreach: Regional Center Expansion – Phase Two involves phase two renovation of the original permanent building at LLCC – Taylorville (the former EREC) at an estimated cost of $4,775,200 of which $3,581,400 would be state funds. 2. Classrooms, Testing Center, and Student Services Renovations involves renovations of areas in Sangamon Hall, Logan Hall, Menard Hall and the Millennium Center at projected cost of $4,338,400 of which $3,253,800 would be state funds. 3. Renovation of Montgomery Hall for Adult and Community Education involves repurposing of the west side of Montgomery Hall (the former Workforce Development Resource Center) to serve as an office and classroom suite for the Adult Education and Community Education programs. Total cost of the project is estimated at $1,694,500 of which $1,270,900 would be state funds.

McDonald

44

AGENDA ITEM III.D.1

MOTION: Move to authorize the request for state funding for fiscal year 2018 of the projects defined herein.

McDonald

45

AGENDA ITEM III.D.1

SCOPE OF WORK NARRATIVE DISTRICT/COLLEGE: PROJECT NAME:

District #526, Lincoln Land Community College Project Outreach: Regional Center Expansion – Phase Two

FULL NAME OF BUILDING (IF REMODELING): EXACT LOCATION (INCLUDING ADDRESS AND CITY): Lincoln Land Community College - Taylorville 800 South Spresser Street Taylorville, IL 62568

The scope of work narrative should explain the nature of the work to be performed, general building conditions, and a site analysis. Nature of work to be performed: Lincoln Land Community College - Taylorville: Second phase improvements to LLCC’s existing buildings in Taylorville would involve additional renovation and would address code compliance issues including emergency egress, ADA, indoor air standards and would correct deficiencies in plumbing and electrical systems. Additionally, the recently completed Facilities Master Plan identifies a need for updating of the building envelope including roofing, siding, windows and doors. General building conditions: The main building on the property is a 30-plus year old manufacturing facility that has been partially renovated in the first phase of improvements and is in great need of the second phase of improvements to complete the redesign and renovation of the original building to accommodate continued use for instructional purposes. All systems and finishes in the second phase area of the building are at the end of their useful lives and various code compliance issues related to ADA, emergency egress, and indoor air standards must be addressed.

McDonald

46

AGENDA ITEM III.D.1

PROGRAMMATIC JUSTIFICATION NARRATIVE DISTRICT/COLLEGE: PROJECT NAME:

District #526, Lincoln Land Community College Project Outreach: Regional Center Expansion – Phase Two

The programmatic justification should clearly describe the project explaining the rationale, the instructional areas affected and functional relationships between instruction and the project. The regional center expansion project is designed to improve Lincoln Land Community College’s regionalization concept and its ability to deliver services to those students who do not live within a reasonable commuting distance to the Springfield campus. This project would improve and expand services at Lincoln Land Community College’s center in Taylorville by allowing the College to complete the second phase of renovation in Taylorville. The primary permanent building at the site in Taylorville is a 30+-year-old partially renovated (phase one is complete) manufacturing facility. This facility houses offices, student study space, general classroom space and lab space for Construction Occupation and Welding Programs. This facility was partially remodeled in phase one and the College now needs to complete phase two renovations if it is to remain a quality educational facility for use by LLCC. While the remodeling in phase one addressed many concerns, the facility does not meet building codes in all areas with some hallways lacking the necessary width for ADA compliance and emergency egress and inadequate ventilation systems. Building systems, including wiring, HVAC and plumbing are at the end of their useful lives in the remaining original portions of the building and portions of the building envelope still require an update. Phase two involves a complete demolition down to the basic shell of the remaining areas of the original building followed by reconstruction in order for the college to continue offering classes in an environmentally safe, code compliant atmosphere. Some of the renovations would include new building systems, rejuvenation of the building envelope, space realignment to correct ADA and egress issues and complete interior reconstruction for classrooms, student areas, offices and hallways.

McDonald

47

AGENDA ITEM III.D.1

BOARD OF TRUSTEES MATCHING FUNDS COMMITMENT I hereby certify that the Board of Trustees of Lincoln Land Community College, District #526, meeting in their regular session on the 22nd day of June, 2016, with a quorum present, officially authorized the submission of the attached Fiscal Year 2018 RAMP Community College Capital Project Request. 

I certify that the Board reviewed and approved the attached programmatic justification, scope of work, and related forms for the project identified below.



I further certify that Board has made a commitment to either use available assets and/or credits, or to make local funds available for the project requested as indicated below, should the project be approved.

PROJECT NAME: Project Outreach: Regional Center Expansion – Phase Two

Proposed Source(s) of Local Funding 1. 2. 3. 4. 5. 6.

Available Local Fund Balance Protection, Health, and Safety Tax Levy Protection, Health, and Safety Bond Proceeds Other Debt Issue State Certified Construction Credits (remaining from 1987) Other (Please specify) TOTAL LOCAL MATCH

(List the Dollar Amount) $1,193,800

$1,193,800

Signed __________________________________________________________ (Chair of the Board of Trustees)

Signed__________________________________________________________ (President of Lincoln Land Community College) McDonald

48

AGENDA ITEM III.D.1

SCOPE OF WORK NARRATIVE DISTRICT/COLLEGE: PROJECT NAME:

District #526, Lincoln Land Community College Classrooms, Testing Center, & Student Services Renovations

FULL NAME OF BUILDING (IF REMODELING):

Logan Hall, Menard Hall, Sangamon Hall, and Millennium Center

EXACT LOCATION (INCLUDING ADDRESS AND CITY): Lincoln Land Community College 5250 Shepherd Road Springfield, IL 62794 The scope of work narrative should explain the nature of the work to be performed, general building conditions, and a site analysis. Nature of work to be performed: This project would accomplish the following:      

Complete renovation of Classroom 0105 in Sangamon Hall including removal of asbestos. Convert Room 1140 in Logan Hall from a flexible computer lab to a classroom space with flexibility to hold 50 students. Convert Rooms 1165, 1166, and 1167 in Menard Hall into a consolidated/ centralized testing center for the college. Convert Rooms 1120, 1104, 1129, 1130, 1122, and 1105 in the Millennium Center into three midsized classrooms and two offices. Expand the study skills center located in Millennium Center 1117 into Rooms 1118 and 1119 in order to accommodate some CTE program computers. Renovate and reconfigure the existing student services space in Menard Hall to more accurately reflect current staffing patterns and our emphasis on student success.

McDonald

49

AGENDA ITEM III.D.1

PROGRAMMATIC JUSTIFICATION NARRATIVE DISTRICT/COLLEGE: PROJECT NAME:

District #526, Lincoln Land Community College Classrooms, Testing Center, and Student Services Renovations

The programmatic justification should clearly describe the project explaining the rationale, the instructional areas affected and functional relationships between instruction and the project. Classroom 0105 in Sangamon Hall previously served as a dedicated distance learning classroom. As distance learning and technology evolved, the equipment became obsolete and the room is now being used mostly for storage and some infrequent ad hoc program needs. We propose a complete renovation of the space, including removal of asbestos, and conversion of the space into a reading classroom. The location is ideal for this purpose due to adjacency to our other reading classroom and the study skills center. Room 1140 in Logan Hall is currently used as a large flexible computer lab used somewhat by students in office and computer programs, but mostly used as an open lab on campus. Computing has also evolved with many students now connecting to the campus Wi-Fi with their own laptops or tablets. This lab is no longer effectively utilized and the space would better serve the needs of the college and our students as a general purpose classroom with the flexibility to accommodate students. LLCC currently tests students in various locations on campus. We have a very small testing center in the lower level of Sangamon Hall which students utilize to make-up missed exams. We have a small testing center in Menard Hall that is used to conduct placement testing of entering students. We also have a dire need of a larger monitored testing center which can be used to conduct computerized testing of students in various programs such as allied health. The best solution is to combine all of the various testing functions in one larger location which can be appropriately staffed and monitored and offer a centralized service to our students. We propose to convert rooms 1165, 1166, and 1167 in Menard Hall, currently used as classrooms, into a centralized testing center. Rooms 1120, 1104, 1130, and 1122 in the Millennium Center are now vacant due to relocation of the CNA program to Montgomery Hall. Classroom 1105 is currently used as a Reading Classroom but will be relocated to Sangamon 0105 to achieve adjacency to our other reading classroom and study skills center. We propose to gut the space and construct three classrooms and two offices. As part of the remodel in Millennium, we will expand the Millennium study skills McDonald

50

AGENDA ITEM III.D.1

center into rooms 1118 and 1119, which are currently used as offices, in order to accommodate some CTE computer resources. Student Services at LLCC has been undergoing a shift in focus to place the emphasis on ensuring the success of our students, particularly first time students with significant risk factors. This, along with significant reorganization due to retirements and the discontinuation of grants over a period of several years that funded certain student service programs, has resulted in space that no longer meets the need for the services our students now require. Therefore, we wish to reconstruct the space to meet current needs in a manner befitting current best practices in student services.

McDonald

51

AGENDA ITEM III.D.1

BOARD OF TRUSTEES MATCHING FUNDS COMMITMENT I hereby certify that the Board of Trustees of Lincoln Land Community College, District #526, meeting in their regular session on the 22nd day of June, 2016, with a quorum present, officially authorized the submission of the attached Fiscal Year 2018 RAMP Community College Capital Project Request. 

I certify that the Board reviewed and approved the attached programmatic justification, scope of work, and related forms for the project identified below.



I further certify that Board has made a commitment to either use available assets and/or credits, or to make local funds available for the project requested as indicated below, should the project be approved.

PROJECT NAME: Classrooms, Renovations

Testing

Center,

&

Student

Services

Proposed Source(s) of Local Funding 1. 2. 3. 4. 5. 6.

Available Local Fund Balance Protection, Health, and Safety Tax Levy Protection, Health, and Safety Bond Proceeds Other Debt Issue State Certified Construction Credits (remaining from 1987) Other (Please specify) TOTAL LOCAL MATCH

(List the Dollar Amount) $1,084,600

$1,084,600

Signed __________________________________________________________ (Chair of the Board of Trustees)

Signed__________________________________________________________ (President of Lincoln Land Community College) McDonald

52

AGENDA ITEM III.D.1

SCOPE OF WORK NARRATIVE DISTRICT/COLLEGE: PROJECT NAME:

District #526, Lincoln Land Community College Renovation of Montgomery Hall for Adult and Community Education

FULL NAME OF BUILDING (IF REMODELING): Montgomery Hall EXACT LOCATION (INCLUDING ADDRESS AND CITY): Lincoln Land Community College 5250 Shepherd Road Springfield, IL 62794 The scope of work narrative should explain the nature of the work to be performed, general building conditions, and a site analysis. Nature of work to be performed: Montgomery Hall (the former Workforce Development Resource Center) at Lincoln Land Community College was originally constructed as a cooperative facility to bring together in one place many of the programs designed to advance workforce career education. Space was originally leased to the Sangamon County Regional Office of Education, Illinois Office of Educational Services, Illinois Community College Board, and the Illinois Association for Career and Technical Education. The space was designed with individual office suites and three shared classroom/conference rooms. Funding for many programs/agencies housed in the building has been reduced or eliminated resulting in vacancies. The needs of the college have changed considerably over time with a pressing need for expansion of space for our Adult Education and Community Education Programs. This project would renovate the west side of the building to house our Adult Education and Community Education programs and would transform the area from an office suite with a large open area to seven classrooms and the individual offices necessary for the staffs of these programs. Demolition of all interior partitions and reconstruction of classrooms and offices with resulting relocation of utilities will be required. However, no structural changes to the building are anticipated. General building conditions: This building is a well-constructed eleven-year old facility in excellent condition. There is no current need for updates to the mechanical systems or building envelope. McDonald

53

AGENDA ITEM III.D.1

PROGRAMMATIC JUSTIFICATION NARRATIVE DISTRICT/COLLEGE: PROJECT NAME:

District #526, Lincoln Land Community College Renovation of Montgomery Hall for Adult and Community Education

The programmatic justification should clearly describe the project explaining the rationale, the instructional areas affected and functional relationships between instruction and the project. The Adult Education, Continuing Education, and Community Education programs are currently located in the Millennium Center in space that is not adequate to meet current and planned future program needs. Due to enrollment growth in LLCC credit offerings, classroom space is not available when needed to support these programs. The college desires to relocate these programs to redesigned space in Montgomery Hall (the former Workforce Development Resource Center) which is adjacent to the Workforce Careers Center. This adjacency is desirable since numerous planned non-credit offerings will be able to utilize occupational program labs in the Workforce Careers Center during off-peak hours. Space in Montgomery Hall is currently leased to the Illinois Office of Educational Services. Due to an on-going need for space, we desire to discontinue this arrangement and repurpose the space for LLCC program needs. Since the space is currently leased to an outside agency, no disruption of other LLCC programs would occur. Construction of dedicated classrooms for these programs, along with the offices necessary to house program staff, would allow the program expansion desired by the LLCC Board of Trustees and President and supports the LLCC mission of life-long learning.

McDonald

54

AGENDA ITEM III.D.1

BOARD OF TRUSTEES MATCHING FUNDS COMMITMENT I hereby certify that the Board of Trustees of Lincoln Land Community College, District #526, meeting in their regular session on the 22nd day of June, 2016, with a quorum present, officially authorized the submission of the attached Fiscal Year 2018 RAMP Community College Capital Project Request. 

I certify that the Board reviewed and approved the attached programmatic justification, scope of work, and related forms for the project identified below.



I further certify that Board has made a commitment to either use available assets and/or credits, or to make local funds available for the project requested as indicated below, should the project be approved.

PROJECT NAME: Renovation of Montgomery Hall for Adult and Community Education

Proposed Source(s) of Local Funding 1. 2. 3. 4. 5. 6.

Available Local Fund Balance Protection, Health, and Safety Tax Levy Protection, Health, and Safety Bond Proceeds Other Debt Issue State Certified Construction Credits (remaining from 1987) Other (Please specify) TOTAL LOCAL MATCH

(List the Dollar Amount) $423,600

$423,600

Signed __________________________________________________________ (Chair of the Board of Trustees) Signed__________________________________________________________ (President of Lincoln Land Community College) McDonald

55

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:

June 22, 2016

POSITION VACANCIES Classified Education Services Representative LLCC-Litchfield (PT) Program Assistant, Student Life (FT) Professional Accessibility Specialist (FT) Programmer Analyst (FT) Student Academic Support Programs Coordinator (FT) Administrative Director of Financial Aid (FT) Faculty Nursing Instructor (3) (FT) Surgical Technology Instructor (FT)

RESIGNATIONS Lee Boblitt Nathanael Herbert

Student Development Professional (FT) Education Services Rep – Beardstown (PT)

09/30/16 06/25/16

McDonald/Ransdell

57

AGENDA ITEM IV.A.3.b

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Construction Progress Update

DATE:

June 22, 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: Infrastructure Fees 2016 Miscellaneous Road and Parking Lot Repairs The project is underway. 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. PHS Projects – FY’ 16 Child Development Center Septic System/Sewer Scope Revision We will be bringing the results of the bid opening to you at the July Board Meeting. Chiller Replacement at Sangamon Hall The project is underway. HVAC Replacement Litchfield Resource Center The project is underway.

McDonald/Garvey

58

AGENDA ITEM IV.A.3.b

Upgrade Cooling and UPS System in IT Data Room We will be bringing the results of the bid opening to you at the July Board Meeting. Small Projects – General Institutional Energy Sub-Metering The project is underway. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

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

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

McDonald/Garvey

59

60

73907 73910

70943 70944 70945

Colleague Dept # 70932 70933 70935

S,L S,L S,L L

Truck Driver Lot Rehabilitation

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 Carpet Replacement 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

Funding Source

(18,892) (18,892) (16,957)

412,505 412,505 2,004,984

3,397

(5,627) (1,462)

3,397 -

Sum of Change Orders 4,165

Sum of Original Contract Amount 186,625 30,347 23,027 239,999 580,393 377,615 11,000 969,008 89,675 293,798 383,473 -

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 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 1,340,836 100,000 293,798 393,798 4,245,000 1,290,200 4,672,400 10,207,600 482,784 482,784 12,840,839 Sum of Adjusted Contract Amount 190,790 30,347 17,400 238,537 580,393 377,615 11,000 969,008 93,072 293,798 386,870 393,612 393,612 1,988,027 -

-

-

Sum of Retainage

The following information is a reflection of information that has been provided to the Finance Department as of May 24, 2016

All Capital Projects

373,962 373,962 803,624

119,858 93,072 6,230 99,302 -

Sum of Payments To Date 171,027 26,234 13,243 210,503 79,813 40,045

Sum of Contract Sum of Balance Contract % Remaining Remaining 19,763 10.36% 4,113 13.55% 4,157 23.89% 28,034 11.75% 500,580 86.25% 337,570 89.40% 11,000 100.00% 849,150 87.63% 0.00% 287,569 97.88% 287,569 74.33% 0.00% 0.00% 0.00% 0.00% 19,650 4.99% 19,650 4.99% 1,184,403 59.58%

AGENDA ITEM IV.A.6.a

AGENDA MASTER CALENDAR

JULY 2016 

FY’17 Tentative Budget

AUGUST 2016 

SEPTEMBER 2016

Board Meeting 8/24/16



Budget Adoption/Public Hearing



Mid-Year Tenure Listing



Board Meeting 9/28/16

H 

Board Meeting 7/27/16

NOVEMBER 2016 

Faculty Emeritus



Board Meeting 11/16/16

DECEMBER 2016 

Adopt CY’16 Property Tax Levy



Board Meeting 12/14/16

MARCH 2017 

Administrative Positions



Board Meeting 3/22/17

OCTOBER 2016 

Financial Audit Review



PHS Projects



Board Meeting 10/26/16

JANUARY 2017 

APRIL 2017

Board Meeting 1/25/17

FEBRUARY 2017 

Sabbatical Leaves



Faculty Positions



Spring Adjunct Faculty Listing



Tenure Listing



Catalog Review



Board Meeting 2/22/17

MAY 2017

JUNE 2017



Seating of New Student Trustee



Employee Recognition Ceremony



Summer Adjunct Faculty Listing



Board Meeting 4/26/2017



Student Recognition Ceremony 5/2/17



Budget Workshop 6/28/17



LLCC Foundation Gala



Board Meeting 6/28/17



Commencement 5/12/17



Board Meeting 5/24/17

61

V. Strategic Discussion