Board of Trustees Meeting
LLCC Board of Trustees Regular Meeting November 19, 2014
Justin Reichert, Chair Craig Findley, Vice Chair Jerry Wesley, Secretary Jeff Fulgenzi Kent Gray Wayne Rosenthal Dennis Shackelford Jefferson Gentry, Student Trustee Charlotte Warren, President
BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526 AGENDA REGULAR MEETING Wednesday, November 19, 2014 6:15 p.m. Lincoln Land Community College Charles M. Long Auditorium 1 Lincoln Land Drive Litchfield, IL
I.
Preliminary Matters A. B. C. D.
Roll Call Pledge of Allegiance Adoption of Agenda of the November 19, 2014 Meeting Introductions and Recognitions 1. LLCC – Litchfield Presentation ........................................................ 5 E. Hearing of Citizens II.
Consent Agenda A. Approval of Minutes of the Regular Meeting of October 21, 2014 ........ 7 B. Approval of Minutes of the Special Meeting of October 30, 2014 ....... 18 C. Ratify Payment of Bi-Monthly Checks and the October Treasurer’s Report ........................................................................... 20 D. Out-of-State Travel 1. Ratification of Out-of-State Travel ................................................. 21 2. Approval of Out-of-State Travel ..................................................... 22 E. Budget/Financial Items F. Purchasing 1. VOIP Link Phone Purchase. ......................................................... 23 G. Contracts/Agreements 1. Monthly Training Contract/Clinical Agreement Status Report........ 24 2. Strata Information Group, IT Technology Consulting ..................... 26 3. Adobe Enterprise Term License Agreement .................................. 28 H. Monthly Grant Status Report .............................................................. 29 I. Facility Leases J. Construction Items 1. Taylorville Code Compliance and Renovation Change Orders ..... 31 K. Other Items
III.
Action Agenda A. Policies B. Academic Services Division Items 1. Naming of Faculty Emeritus ............................................................ 34 C. Student Services Division Items D. Administrative Services Division Items 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 .................................................. 36 b. Construction Progress Update ................................................. 38 c. Monthly Financial Report 4. Information Technology Systems 5. Workforce Development and Community Education 6. Executive Division a. Review of Agenda Master Calendar......................................... 41 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
AGENDA ITEM I.D.1
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
LLCC - Litchfield Presentation
DATE:
November 19, 2014
Scott Stallman, Executive Director of Taylorville, Litchfield, and Hillsboro will welcome the Board and provide a brief introduction of the LLCC-Litchfield campus highlighting logistic information, opportunities, and what it means to the students attending there.
Tepatti
5
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 Tuesday, October 21, 2014 at 5:15 p.m. in the Robert H. Stephens Room of the main campus with Chairman Reichert presiding. I.
Preliminary Matters A. Roll Call
Members present were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Findley, Mr. Gentry, and Mr. Reichert. Mr. Gray joined the meeting in progress and Mr. Fulgenzi was absent. B. Pledge of Allegiance Chairman Reichert led the audience in the pledge of allegiance. C. Adoption of Agenda of the October 21, 2014 Meeting MOTION NO. 10-21-14-1: Mr. Findley moved to adopt the agenda of October 21, 2014 meeting. seconded.
Mr. Wesley
Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Findley, Mr. Gentry (advisory), and Mr. Reichert. PASSED D. Introductions and Recognitions - None
7
AGENDA ITEM II.A
II.
Consent Agenda
MOTION NO. 10-21-14-2: Mr. Shackelford moved to: • • • • • • • • • • •
approve the minutes of the Regular Meeting of September 24, 2014; ratify payments of bi-monthly of checks issued during September 2014 and ratify, subject to audit, the September 30, 2014 Treasurer’s Report; approve ratification of out-of-state travel for the attached list of individuals; approve out-of-state travel for the attached list of employees; approve a purchase order to Lincoln Electric for the approved U.S. Department of Labor INAM TAACCCT FANUC Robotics Welder equipment at a total delivered cost of $65,500; approve the Clinical Site Agreement with Carlinville Area Hospital; ratify the agreement with Southwestern Illinois College in the amount of $43,835; ratify the listed change orders in the amount of -$4,544.00 for the Variable Frequency Drive Replacement Project as presented; approve the base bid and alternate bid #1 from E.L. Pruitt Company in the amount of $536,960 to complete the Sangamon Hall Boiler Replacement project at LLCC’s Main Campus; approve the Base Bid from B&B Electric, Inc. in the amount of $35,900 to replace the lighting in the Boulevard on Toronto Road; and award the Masonry Repair Project to Pulliam Masonry in the amount of $608,647 and establish a contingency of $60,900 for an aggregate amount of $669.547.
Mr. Rosenthal seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Findley, Mr. Gentry (advisory), and Mr. Reichert. PASSED Mr. Gray joined the meeting at 5:20 p.m. III.
Action Agenda A. Policies – None B. Academic Services Division Items - None C. Student Services Division Items – None 8
AGENDA ITEM II.A
D. Administrative Services Division Items 1. Approval of FY’15 Protection, Health and Safety Projects Request is made for authorization to submit nine Protection, Health and Safety Projects to the Illinois Community College Board for approval. Dr. Warren provided a brief summation of each project. MOTION NO. 10-21-14-3: Mr. Findley moved to approve the resolutions authorizing submission of the listed Protection, Health and Safety Projects to the Illinois Community College Board. Mr. Wesley seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Findley, Mr. Gentry (advisory), and Mr. Reichert. PASSED 2. FY 2014 External Audit Vice President McDonald introduced Mr. Chad Lucas, from the firm of Sikich LLP, which conducted the LLCC Fiscal Year 2014 Comprehensive Annual Audit. Mr. Lucas briefly reviewed the Comprehensive Annual Financial Report, Single Audit Report, Auditor’s Communication to the Board of Trustees, and the Financial Statements and Independent Auditor’s Report from the IBHE/LLCC Illinois Cooperative Work Study Program. Mr. Lucas noted the Single Audit Report had three findings which were all classified as immaterial instances of non-compliance. He explained each was an isolated incident, with only one occurrence and LLCC has addressed these findings making adjustments for future reporting. LLCC will once again submit its financial information to the National Association of School Business Officials for the Certificate of Excellence in Financial Reporting. LLCC has received this Certificate of Excellence Award for the past 11 consecutive years. MOTION NO. 10-21-14-4: Mr. Mr. Gray moved to receive and file the Fiscal Year 2014 External Audit. Mr. Findley seconded.
9
AGENDA ITEM II.A
Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Findley, Mr. Gentry (advisory), and Mr. Reichert. 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
There were no updates to this report. b. Construction Progress Update This report stands as presented. 4. Information Technology Systems – None 5. Workforce Development and Community Education - None 6. Executive Division a. Review of Agenda Master Calendar The November 19, 2014 Board of Trustees meeting will be held at the LLCC-Litchfield campus, beginning with a reception at 5:30 pm, followed by the Board meeting at 6:15 pm. Dr. Warren noted the Tax Levy will be presented at the December 2014 Board of Trustees meeting. B. President’s Report LLCC was awarded a grant totaling nearly $883,000 to develop workforce training programs in Agricultural Watershed and Landscape Lake Management. LLCC is one of 10
AGENDA ITEM II.A
four community colleges in Illinois to receive grants as part of the Building Illinois’ Bio Economy Consortium, which will allow LLCC to develop new stackable certificates, oneyear programs, and an associate in applied science, in these workforce programs. The LLCC Child Development Center is one of the first child-care programs in the state to be honored with the prestigious Gold Circle of Quality Award from ExceleRate Illinois. The award was accepted by President Warren, Trustee Shackelford, and Lori Rhodes, Director of the Child Development Center, at the Child Development Center’s Family Fun Night Open House on October 20. LLCC held a surplus auction on October 18, 2014 with more than 50 registered bidders in attendance. The auction netted approximately $21,000 for the college, selling everything except a few miscellaneous furniture items. Following a year of planning and research, LLCC launched its new mobile-friendly website on October 13, 2014. LLCC’s Facilities department recently assisted the Springfield Mass Transit District in erecting Springfield’s first solar powered bus stop on the main campus. A ribbon cutting ceremony will be held in the near future. Professional Development Day was held on October 10, with sessions focusing on the theme of “Envisioning, Adapting and Preparing: You Are the Future of LLCC”. Keynote speaker Jon Vroman delivered a message entitled “Living Life in the Front Row”. LLCC’s employees had the opportunity to attend the Annual Benefits Fair and partake in Health Screenings on October 16, 2014. The LLCC Automotive Program hosted the Ambucs Amtryke Build on October 4 in the Workforce Careers Center. Ambucs Kent Gray and Kevin Lust participated in assembling 79 Amtrykes which will be distributed to special needs/disabled children and wounded warriors. Campus Visit Day was held on October 13, 2014 with more than 250 prospective students and guests visiting LLCC’s main campus. The Student Life department sponsored several events during the month of October, including; the 11th Annual Multicultural Fest on October 1; a Family Concert with Rachel Rambach on October 17; and the 2nd Annual Day of Service on October 18. LLCC-Taylorville displayed a float in Taylorville’s 175th Anniversary Parade, and LLCCBeardstown students entered a clown truck and walked in their Annual Chamber of Commerce’s Fall Fun Festival parade.
11
AGENDA ITEM II.A
The Illinois Community College Presidents’ Council held their Annual Retreat on October 1-2, 2014. Discussion topics included fund raising strategies, 2015 Board of Trustee elections, and the possibility of offering Baccalaureate programs at community colleges. The Presidents’ Council Baccalaureate Feasibility Study Group will continue gathering data to share in December with the full Council. The Presidents’ Council hopes to forward a recommendation to the Illinois Community College Trustees Association for further consideration, following their December meeting in Springfield. Dr. Warren shared concerns with recent information from the Illinois Student Assistance Commission (ISAC) regarding the Monetary Award Program (MAP) recommendations and their effect on students and community colleges. LLCC plans to purchase a minimum of eight new Automated External Defibrillator (AED) units which will bring the total available units to 11. AED information and training will be provided to LLCC employees. C. Report from Faculty Senate Dr. Warren introduced Professor Phil Shaefer, the new Faculty Senate President. 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 K. Other Board Members’ Reports Mr. Findley stated the Illinois Community College Trustees Association (ICCTA) is in the process of forming a committee to review Baccalaureate programs at community colleges and suggested that LLCC Trustees recommend Jerry Wesley to serve on the committee. All Trustees concurred with Mr. Findley’s recommendation.
12
AGENDA ITEM II.A
Mr. Gentry reported that he and other student representatives had the opportunity to meet with U.S. Representative Rodney Davis in LLCC’s Millennium Center on October 20. Discussion included digital privacy, affordability of student loans, and other topics of interest to college students. Mr. Gentry felt it was a very positive experience for students from around the region. V.
Strategic Discussion A. Process Redesign Presentation
Ms. Lisa Collier, Associate Vice President of Enrollment Services provided a PowerPoint presentation on the re-imagining of the Student Services department, focusing on the recent redesign of the LLCC financial aid awarding process. Ms. Collier explained LLCC’s Financial Aid department underwent a Business Process Analysis in January 2013 which identified a plan for improving existing processes, including ideal process mapping to maximize the functionality of LLCC’s Colleague system. Incorporating these changes, which have been implemented over the past year, allow the Financial Aid department to provide improved student communication and support, reduced waiting period for eligibility determination, and promote an improved internal communication process among departments within the college. VI.
Executive Session
MOTION NO. 10-21-14-5: Mr. Gray moved to hold an executive session for the purposes of discussing personnel issues, collective bargaining, real estate, student discipline, pending or imminent legal issues. Mr. Shackelford seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Findley, Mr. Gentry (advisory), and Mr. Reichert. PASSED MOTION NO. 10-21-14-6: Mr. Findley moved to return to open session. Mr. Gray seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Findley, Mr. Gentry (advisory), and Mr. Reichert. PASSED 13
AGENDA ITEM II.A
VII.
Actions from Executive Session
MOTION NO. 10-21-14-7: Mr. Gray moved to approve the attached employment recommendations. Mr. Gentry seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Mr. Findley, Mr. Gentry (advisory), and Mr. Reichert. PASSED VIII.
Adjournment
The meeting adjourned at 7:08 p.m.
__________________________ Chairman Reichert
__________________________ Secretary Wesley
14
AGENDA ITEM II.A
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Ratification of Out-of-State Travel
DATE:
October 21, 2014
Name Allen, Carmen
Meeting Assessment Institute
Location Indianapolis, IN
Cheek, Sharon
Assessment Institute
Indianapolis, IN
Hosseinali, Taiebeh
Assessment Institute
Indianapolis, IN
Liesen, Diane
American Board of Registration of Electroencephalographic and Evoked Potential Technologists Oral Electroencephalographic Exam Assessment Institute
Richmond, VA
Assessment Institute
Indianapolis, IN
MillerMcgrath, Rebecca O’Malley, Jennifer
Indianapolis, IN
Date October 19-21, 2014 October 19-21, 2014 October 19-21, 2014 October 17-18, 2014
Account Faculty Development
Amount $821
Faculty Development
$821
Faculty Development
$821
October 19-21, 2014 October 19-21, 2014
Faculty Development
$821
Faculty Development
$821
Paid by American Board $0 of Registration of Electroencephalographic and Evoked Potential Technologists
15
AGENDA ITEM II.A
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Approval of Out-of-State Travel
DATE:
October 21, 2014
Name
Meeting
Location
Account
Amount
Armour, Gary
Laboratory Safety Institute
Madison, WI
Staff Development
$1,500
Byers, Candice
Federal Student Aid Training Conference
Atlanta, GA
Professional Development
$2,750
Collier, Lisa
Federal Student Aid Training Conference
Atlanta, GA
Administrative
$2,750
Dietz, Jim
American Volleyball Coaches Conference
Oklahoma City, OK
Athletics
$1,351*
Liesen, Diane
Institute of Credentialing Excellence
San Antonio, TX
Paid by Institute of Credentialing Excellence
Lovekamp, Janice
Association of Surgical San Juan, PR Technologists Instructors Forum Learning Resources Orlando, FL Network Annual Conference
Restricted
$1,529
Administrative
$2,098
Illinois Section of the American Association of Physics Teachers 2014 Upper Midwest Regional Moot Court Tournament
Bettendorf, IA
Faculty Development
$342
Iowa City, IA
Faculty Development
$229
Stout, Jamie Sykes, David Vinzant,John
$0
*Fundraising
16
AGENDA ITEM II.A
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Employment Recommendations
DATE:
October 21, 2014
We recommend the following personnel actions:
FACULTY A. Approve an unpaid leave of absence for Natasha Trame, Associate Professor, Psychology, for the period of March 13, 2015 - May 15, 2015. ADMINISTRATIVE A.
Approve the employment of Ms. Mary Beth Ray as Director-Advising, Counseling & Career Services. Ms. Ray is presently the Director, Career Development Services and has worked at LLCC since 2004. She has a MA in Human Development Counseling from the University of Illinois Springfield. Her employment will be effective October 21, 2014, and placement will be on salary grade L. A copy of her resume is attached.
PROPOSED TERMINATION A letter, which served as a “Notice of Proposed Termination”, was delivered in person to Ms. Woodberry on October 4, 2014. I am recommending her termination.
17
AGENDA ITEM II.B
MINUTES OF THE SPECIAL MEETING OF THE BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526 The special meeting of the Board of Trustees of Lincoln Land Community College, Illinois Community College District #526 was held on Tuesday, October 30, 2014 at 3:02 p.m. in the Robert H. Stephens Room of the main campus with Chairman Reichert presiding. I.
Preliminary Matters A. Roll Call
Members present were Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Gentry, Mr. Rosenthal, and Mr. Reichert. Mr. Wesley and Mr. Gray were absent. B. Pledge of Allegiance Chairman Reichert led the audience in the pledge of allegiance. Chairman Reichert thanked fellow Board members for making time to attend this special meeting of the Board of Trustees. Dr. Warren indicated the purpose of this meeting is to discuss the recent announcement that Benedictine University Springfield will no longer offer classes for traditional students after the end of the current academic year, May 2015. She stated that Lincoln Land Community College has assembled a Rapid Response Team, led by Vice President Frederick, to respond to the needs of students who must transition out of Benedictine University Springfield. Ms. Frederick introduced members of the Rapid Response Team and discussed the number of affected Benedictine University students. She outlined how LLCC’s plans to assist these students, which includes providing support and access to LLCC’s vast array of services, allowing Benedictine students the opportunity to pursue their educational goals, in the wake of these unexpected circumstances. MOTION NO. 10-30-14-1: Mr. Fulgenzi moved to allow current Benedictine University students at the Springfield, Illinois campus to enroll at in-district tuition rates. Mr. Findley seconded.
18
AGENDA ITEM II.B
Those members voting aye were Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Gentry (advisory), Mr. Rosenthal, and Mr. Reichert. PASSED Board members continued discussion into the many difficulties these Benedictine University students may encounter while transitioning into another educational institution. Ms. Frederick stated LLCC is scheduled to host an event on Benedictine University’s Springfield campus on November 11, 2014, allowing LLCC representatives the opportunity to meet individually with students to discuss academic and financial assistance available from LLCC. Chairman Reichert and Mr. Fulgenzi expressed the Board’s appreciation of Administration’s quick, effective, and efficient response to this unexpected and unfortunate situation. MOTION NO. 10-30-14-2: Mr. Findley moved to adjourn. Mr. Rosenthal seconded. Those members voting aye were Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Gentry (advisory), Mr. Rosenthal, and Mr. Reichert. PASSED The meeting adjourned at 3:28 p.m.
__________________________ Chairman Reichert
__________________________ Secretary Wesley
19
AGENDA ITEM II.C
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Ratify Payment of Treasurer’s Report
DATE:
November 19, 2014
Bi-Monthly
Checks
and
the
October
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 Check Register of bi-monthly accounts payable checks issued during October 2014 (payments for purchase order payments, equipment, supplies, lease payments, maintenance agreements, travel, employee reimbursements, membership dues, subscriptions, club vouchers, 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 October 31, 2014.
MOTION: Ratify payments of bi-monthly checks issued during October 2014 and ratify, subject to audit, the October 31, 2014 Treasurer’s Report.
McDonald/Longhta
20
AGENDA ITEM II.D.1
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Ratification of Out-of-State Travel
DATE:
November 19, 2014
Name Murphy, Janelle
Tomnitz, Allan
Witts, John and AVI 130 (Approx. 7 Students)
Meeting Radiography Educators of the Midwest FABTECH Expo 2014
Location Davenport, IA
Date October 10, 2014
Account Administrative
Amount $211
Atlanta, GA
November 8-13, 2014
Paid by American Welding Society
$0
November 13-14, 2014
Class Trip
$130
National Museum Dayton, OH of the United States Air Force
McDonald/Patarozzi/Curry
21
AGENDA ITEM II.D.2
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Approval of Out-of-State Travel
DATE:
November 19, 2014
Name Fulgenzi, Jeff
Meeting Location Account Association of Community Washington DC Trustee College Trustees National Legislative Summit American School Counselor St. Petersburg, Administrative Association Annual FL Conference 2015
Amount $2,312
Kirsch, Kevin
Autodesk University 2014 Conference
Las Vegas, NV Faculty Development and Restricted
$2,838
Russo, Mary
2015 Quality and Safety Education for Nurses National Forum
San Diego, CA
$2,100
Warren, Charlotte
Association of Community College Trustees National Legislative Summit Association of Community College Trustees National Legislative Summit Federal Student Aid Training Conference
Washington DC Administrative
$2,362
Washington DC Trustee
$2,312
Atlanta, GA
$2,750
Johnson, Leslie
Wesley, Jerry
Wethington, Laura
Faculty Development and Restricted
Professional Development
$2,305
McDonald/Patarozzi/Curry
22
AGENDA ITEM II.F.1
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
VOIP Link Phone Purchase
DATE:
November 19, 2014
Board approval is requested to purchase an additional 400 IP phones from VOIP Link. The purchase of the phones is part of the third and final phase of the phone system upgrade project. 300 100 Total
SNOM 715 IP phone SNOM 760 IP phone (400)
Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:
$99.00 $166.00
$29,700 $16,600 $46,300
$46,300 FF&E n/a
Student Learning Impact: How will proposed agenda item impact student learning? Upgrading the phones is part of the project to provide a more reliable and flexible phone system to interact with students. How will proposed agenda item be measured? The reliability of the phone systems will be measured by down time experienced a year.
MOTION: Move to approve the purchase of 400 IP phones from VOIP Link in the amount of $46,300 as part of the phone system upgrade project.
Cruz
23
AGENDA ITEM II.G.1
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Monthly Training Contract/Clinical Agreement Status Report
DATE:
November 19, 2014
Attached is the current Training Contract/Clinical Agreement Status Report for LLCC. The Health Professions Department seeks approval to enter into a contract with Lincoln Prairie Behavioral Health Center to provide clinical site experience for students enrolled in the College's Associate Degree Nursing program. Lincoln Prairie Behavioral Health Center has facilities suitable for the educational needs of the students. The Workforce Development Division will hold five Healthy Cooking Classes for Operating Engineers throughout January and February 2015. The classes will be held at the Workforce Careers Center in Springfield.
MOTION:
Approve the agreement with Lincoln Prairie Behavioral Health Center.
McDonald/Patarozzi
24
25
Agreement Title Clinical Site Agreement with Lincoln Prairie Behavioral Health Center
TOTALS
Operating Engineers
Contractor Workforce Development/ Culinary Arts
LLCC Dept / Program
$4,000
$4,000
Contract Total
Contractor LLCC Dept / Program Lincoln Health Prairie Professions/Associate Behavioral Degree Nursing Program Health Center
CLINICAL AGREEMENTS
Description The Health Professions Department seeks approval to enter into a contract with Lincoln Prairie Behavioral Health Center to provide clinical site experience for students enrolled in the college's Associate Degree Nursing program. Lincoln Prairie Behavioral Health Center has facilities suitable for the educational needs of the students.
Springfield.
Contract Title Brief Description Contracts as informational: items under $10,000 Operating The Workforce Development Division will hold five Engineers Healthy Cooking Classes for Operating Engineers Healthy Cooking throughout January and February 2015. The classes Classes will be held at the Workforce Careers Center in
TRAINING CONTRACTS
Term Date of Signing Indefinite
January & February 2015
Term
AGENDA ITEM II.G.2
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Strata Information Group, IT Technology Consulting
DATE:
November 19, 2014
Board approval is requested to contract for consulting services with the Strata Information Group (SIG) to implement the Admissions Module of Colleague and set up Web Advisor for students. SIG would perform the following work. Implement Admissions Module of Colleague: (total estimated hours: 240) • Discovery: Review new application that is currently being tested (student types, new students, readmits, and international; duplicate checking review, process for importing data for readmits) • Determine criteria for moving applicants to students for each student type • Determine best workflow for moving applicants to students for each type • Determine best workflow for changes (residency, student type, and term) • Set up rules for moving applicants to students and testing • Document user workflow for moving applicant to student • Train users • Address unforeseen issues Students: (total estimated hours: 88) • Set up Web Advisor® for students to view admissions status and missing documents • Testing • Document instructions for students • Train staff • Address unforeseen issues Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings: Cruz
$64,320 Consulting Funds n/a n/a
26
AGENDA ITEM II.G.2
Student Learning Impact: How will proposed agenda item impact student learning? Help the college to implement the Admissions Module of Colleague and setting up Web Advisor for students. How will proposed agenda item be measured? Implementing the Admissions Module of Colleague and the setting up Web Advisor for students will contribute to a more efficient and effective use of college assets.
MOTION:
Cruz
Move to approve a contract with Strata Information Group for consulting billed at $170 per hour not to exceed $64,320.
27
AGENDA ITEM II.G.3
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Adobe Enterprise Term License Agreement
DATE:
November 19, 2014
Board approval is requested for payment of the Adobe Enterprise Term License Agreement through Adobe Systems Incorporated. The agreement covers all LLCC desktop computers including our labs. It also covers the use of the Adobe software for our faculty, staff, and students. The cost for year two of the three year agreement is as follows: Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:
$46,020 Tech Fee n/a n/a
Student Learning Impact: How will proposed agenda item impact student learning? Adobe software products are critical to the college operation. They are used to provide services to our students, and are important tools for instruction. 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 second year payment of the three year Adobe Enterprise Term License Agreement at a total cost of $46,020.
Cruz
28
AGENDA ITEM II.H
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Monthly Grant Status Report
DATE:
November 19, 2014
Attached is the current Grant Status Report for LLCC. It includes all grant requests submitted and accepted during the month of November. 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 Highway Construction Careers Training Program Grant. The grant will fund a 450 hour program that combines classroom and lab training to prepare students for entry into a union apprenticeship program. Targeted participants for the program include women, minorities, and underrepresented individuals.
MOTION:
Move to ratify the Highway Construction Careers Training Program Grant agreement with Illinois Community College Board in the amount of $432,667.
McDonald/Patarozzi
29
30
Brief Description
TOTAL
Highway Construction Careers Training Program Grant
The Workforce Development Division seeks ratification for the Highway Construction Careers Training Program Grant. The grant will fund a 450 hour program that combines classroom and lab training to prepare students for entry into a union apprenticeship program. Targeted participants for the program include women, minorities, and underrepresented individuals.
Grants less than $10,000 Grants in excess of $10,000
Grant Title
Illinois Community College Board
Grantor
Workforce Development Division
LLCC Department / Program
GRANT SUMMARY November 2014
$432,667
$432,667
LLCC Total Monetary Request
$0
$0
LLCC Match
Yes
Submitted
FY2015
Term
AGENDA ITEM II.J.1
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Taylorville Code Compliance & Renovation – Change Orders
DATE:
November 19, 2014
During the course of any construction project, modifications to the agreement are necessary due to undiscovered conditions, existing conditions, or requests from the owner and the recognition that in any set of contract documents there will be the necessity for clarification. Therefore, in keeping with the policies of the Board of Trustees, the following change orders are submitted for ratification. RFP/CO # G-002 G-003 G-004
Description
Cost
Performance bond on $1,641,282. Elimination of Metl Span panels at the bathroom area and to provide and install PacClad reveal instead. Install two supervised IAM, three ZAM class B monitor, associated conduit, wire and termination, and programming and testing. 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:
McDonald/Garvey
$11,922.02 $(9,870.00) $6,009.47
$8,061.49 $76,132.00 $0.00 $8,061.49 $0.00 $68,070.51
31
AGENDA ITEM II.J.1
Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:
$8,061.49 Protection, Health & Safety n/a n/a
Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instruction, study and leisure activities take place. How will proposed agenda item be measured? This project will be measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.
MOTION: Move to ratify the listed change orders in the amount of $8,061.49 for the Taylorville Code Compliance & Renovation project as presented.
McDonald/Garvey
32
III. Action Agenda
AGENDA ITEM III.B.1
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Naming of Faculty Emeritus
DATE:
November 19, 2014
Board policy permits the conferring of the honorary title “Emeritus” upon a retired full-time faculty member at Lincoln Land Community College. This individual must meet the following criteria in order to be eligible for Emeritus status: 1. Has served a minimum of twenty-full-time years at LLCC 2. Has retired from LLCC and has not sought full-time academic employment elsewhere 3. Has been retired at least one full academic year Based upon outstanding contributions from at least one of the following areas: teaching, participation and leadership in shared governance, service to the community, and advisor roles, the Faculty Emeritus Committee of the Faculty Senate recommends the granting of Emeritus status to the following retired fulltime faculty member: Mary Ellen Monroe-White
MOTION:
Move to approve the honorary title of “Emeritus” to the following retired full-time LLCC faculty member: Mary Ellen Monroe-White.
Tepatti/Faculty Senate
34
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:
November 19, 2014
POSITION VACANCIES Classified Building Custodian (FT) Professional Accessibility Specialist (FT) Network Administrator (FT) Site Coordinator (FT) Administrative Associate Dean, Nursing (FT) Faculty Chemistry Instructor (FT) Nursing Instructor (one semester appointment) Psychology Instructor (one semester appointment)
Job Description Questionnaire (JDQ) Review (Library reorganization) Name Scott Ebbing
Position Library Access Services Specialist
Amanda Wiesenhofer
Electronic Resources and Library Systems Administrator
Salary Grade G J
36
AGENDA ITEM IV.A.3.a
Change in Status Shawn Allen
Student Records Evaluator Change from 20 hrs/wk to 40 hrs/wk
11/17/14
37
AGENDA ITEM IV.A.3.b
MEMORANDUM TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Construction Progress Update
DATE:
November 19, 2014
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 Pulliam Masonry has been given a notice of award from the Capital Development Board. PHS Projects – FY’11 Campus Boulevard Lighting Replacement A pre-construction meeting was held on October 30th. The contractor will be submitting shop drawings for approval in order to place an order for materials. Variable Frequency Drive Units Replacement The project is substantially complete. PHS Projects – FY’14 Sangamon Hall Boiler Replacement A pre-construction meeting was held on October 30th. The contractor will be submitting shop drawings for approval in order to place an order for materials. McDonald/Garvey
38
AGENDA ITEM IV.A.3.b
Taylorville Code Compliance and Renovation 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
39
40
Taylorville PHS Code Compliance Renovation Project
Menard Hall Carpet Replacement CDB SGMN MNRD CASS Masonry Repairs
70930
73907 73909
L S,L
L
L
L L
Funding Source
L
Sum of Original Contract Amount 46,365 187,417 233,782 831,688 831,688 2,131,761 2,131,761 100,000 608,647 708,647 612,120 612,120 4,517,998
Sum of Adjusted Sum of Contract Change Sum of Orders Amount Retainage 46,365 10,037 197,454 10,037 243,819 (180,047) 651,641 (180,047) 651,641 (314,241) 1,817,520 (314,241) 1,817,520 100,000 608,647 708,647 612,120 612,120 (484,250) 4,033,748 -
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.
Sangamon Hall Boiler Replacement
Student Services/Testing Center S,L Renovation of Montgomery Hall for Adult and Community Education S,L
Generation Plant
70925
Colleague Dept # Project Name 70921 Campus Boulevard Lighting Replacement 70923 Variable Frequency Drive Units
NEW NEW ICCB Capital Budget Request Total PHS Balance Transfers 70931 PHS Balance Transfers Total Grand Total
Infrastructure Fee Total ICCB Capital Budget Request
FY2011 PHS Total FY2012 PHS FY2012 PHS Total FY2014 PHS FY2014 PHS Total Infrastructure Fee
Type / Year FY2011 PHS
Sum of Original LLCC Budget Approved / Estimated 100,876 204,571 305,447 728,354 728,354 1,900,541 1,900,541 100,000 901,600 1,001,600 4,000,000 1,290,200 5,290,200 786,220 786,220 10,012,362
The following information is a reflection of information that has been provided to the Finance Department as of October 31, 2014
All Capital Projects
Sum of Payments To Date 8,866 197,249 206,115 639,643 639,643 232,328 232,328 23,621 23,621 53,603 53,603 1,155,309
Sum of Contract Sum of Balance Contract % Remaining Remaining 37,499 80.88% 206 0.10% 37,705 15.46% 11,998 1.84% 11,998 1.84% 1,585,192 87.22% 1,585,192 87.22% 76,379 76.38% 608,647 100.00% 685,026 96.67% 0.00% 0.00% 0.00% 558,517 91.24% 558,517 91.24% 2,878,438 71.36%
AGENDA ITEM IV.A.6.a
AGENDA MASTER CALENDAR
DECEMBER 2014 •
Adopt CY’14 Property Tax Levy
•
Board Meeting 12/17/14
JANUARY 2015 • Board Meeting 1/28/15
APRIL 2015
FEBRUARY 2015 •
Sabbatical Leaves
•
Administrative Contracts
•
Faculty Contracts and Position Listing
•
Board Meeting 3/25/15
•
Tenure Listing
•
Catalog Review and Adoption
•
Board Meeting 2/25/15
MAY 2015
JUNE 2015
•
FY’16 Preliminary Revenue Estimate
• Employee Recognition Ceremony
•
Summer Adjunct Faculty Listing
•
Seating of New Student Trustee
• Adult Ed Recognition Ceremony
•
Budget Workshop 6/24/15
•
Student Recognition Ceremony
• Commencement 5/15/15
•
Board Meeting 6/24/15
•
Board Meeting 4/22/15
•
LLCC Foundation Gala
Board Meeting 8/26/15
JULY 2015 •
FY’16 Tentative Budget
•
Board Meeting 7/22/15
• Board Meeting 5/27/15
AUGUST 2015 •
MARCH 2015
SEPTEMBER 2015 •
Budget Adoption/Public Hearing
•
Mid-Year Tenure Listing
•
Board Meeting 9/23/15
OCTOBER 2015 •
Financial Audit Review
•
PHS Projects
•
Board Meeting 10/28/15
NOVEMBER 2015 •
Board Meeting 11/18/15
41
V. Strategic Discussion