LLCC Board of Trustees Regular Meeting December 16, 2015
Craig Findley, Chair Jerry Wesley, Vice Chair Dennis Shackelford, Secretary Jeff Fulgenzi Kent Gray Wayne Rosenthal Justin Reichert Madison Baker, Student Trustee Charlotte Warren, President
BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526 AGENDA REGULAR MEETING Wednesday, December 16, 2015 5:15 p.m. Lincoln Land Community College Robert H. Stephens Room
I.
Preliminary Matters A. B. C. D.
Roll Call Pledge of Allegiance Adoption of Agenda of the December 16, 2015 Meeting Regular Board Meeting Dates from January 2016 through December 2016 .............................................................................. 5 E. Introductions and Recognitions F. Hearing of Citizens II.
Consent Agenda A. Approval of Minutes of the Regular Meeting of November 18, 2015..... 7 B. Ratify Payment of All Cash Disbursements for November and the November Treasurer’s Report ........................................................ 19 C. Out-of-State Travel 1. Ratification of Out-of-State Travel ................................................. 20 2. Approval of Out-of-State Travel ..................................................... 21 D. Budget/Financial Items E. Purchasing F. Contracts/Agreements 1. Monthly Training Contract/Clinical Agreement Status Report........ 22 G. Monthly Grant Status Report .............................................................. 26 H. Facility Leases I. Construction Items 1. Truck Driver Training Site and Drainage Work – Change Order ... 28 J. Other Items
III.
Action Agenda A. Policies 1. Language Change to Board Policy 5.7 - Repeating a Course ....... 31 2. Elimination of Board Policy 5.21 – Special Program Admission .... 33 B. Academic Services Division Items C. Student Services Division Items
D. Administrative Services Division Items 1. Establishment of 2015 Tax Levy ................................................... 35 2. Restructure of Outstanding Bonds ................................................ 49 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 .................................................. 54 b. Construction Progress Update ................................................. 55 c. Monthly Financial Report 4. Information Technology Systems 5. Workforce Development and Community Education 6. Executive Division a. Review of Agenda Master Calendar......................................... 58 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 A. B. C. D.
VII.
Personnel Matters Collective Bargaining Student Matters Pending/Imminent Legal Matters
Actions from Executive Session A. Personnel Matters B. Approval of 2016-2018 Faculty Collective Bargaining Agreements
VIII.
Adjournment
I. Preliminary Matters
AGENDA ITEM I.D
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Regular Board Meeting Dates from January 2016 through December 2016
DATE:
December 16, 2015
In accordance with Section 2.02 of the Open Meetings Act, the Board has adopted a schedule for regular meetings at the beginning of each calendar year. The Board traditionally meets on the fourth Wednesday of each month, except during the months of November and December. I am requesting that we hold the November 2016 meeting on Wednesday, November 16, and the December 2016 meeting on Wednesday, December 14. Some meetings may be held at off-campus locations. With the exception of any off-campus meetings, all regular meetings of the Board shall commence at 5:15 p.m. in the Robert H. Stephens Room.
MOTION: Move to approve the schedule of meetings from January 2016 through December 2016 as the fourth Wednesday of each month, with the exception of November and December 2016, which will be held on Wednesday, November 16 and Wednesday, December 14, respectively. With the exception of any off-campus meetings, all regular meetings of the Board shall commence at 5:15 p.m. in the Robert H. Stephens Room of Menard Hall, 5250 Shepherd Road, Springfield, Illinois.
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 Wednesday, November 18, 2015 at 5:20 p.m. in the Robert H. Stephens Room of the main campus with Chairman Findley presiding. I.
Preliminary Matters A. Roll Call
Members present were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Ms. Baker, and Mr. Findley. Mr. Fulgenzi joined the meeting in progress and Mr. Reichert was absent. B. Pledge of Allegiance Chairman Findley requested Mr. Rosenthal lead the Board and audience in the pledge of allegiance. C. Adoption of Agenda of the November 18, 2015 Meeting
MOTION NO. 11-18-15-1: Mr. Gray moved to adopt the agenda of November 18, 2015 meeting. Mr. Rosenthal seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), and Mr. Findley. PASSED
7
AGENDA ITEM II.A
D. Introductions and Recognitions Dr. Warren introduced Deanna Blackwell, Director of Student Support Services, who will serve as the LLCC TRIO Grant Director. Mr. Fulgenzi joined the meeting at 5:25 p.m. E. Hearing of Citizens Professor Kevin Kirsch, President of the LLCC Faculty Association addressed the Board of Trustees providing them with an update on the progression of the LLCC faculty contract negotiations, stating the bargaining teams have met once since the October Board of Trustees meeting, with another meeting scheduled soon. Bargaining has been underway for eight months, with negotiations being very cordial. The teams are now discussing economic and non-economic issues and the faculty want to insure that Trustees are aware of their interests, regarding non-traditional students and evening classes. The faculty have accepted concessions in health insurance changes, which they feel will create noticeable financial savings for the College. It is their hope, some of these future financial savings can be directed into faculty salaries, during the negotiation process. Professor Kirsch stated the faculty looks forward to agreeing on a multi-year employment contract with the College that would maintain the quality of education and faculty currently provided by LLCC. He concluded by expressing appreciation to the Board and College bargaining team for the progress made thus far, and stated they look forward to a conclusion of the faculty contract soon. II.
Consent Agenda
MOTION NO. 11-18-15-2: Mr. Gray moved to:
approve the minutes of the Regular Meeting of October 28, 2015; ratify disbursements of the bi-monthly of checks, E-Commerce Refunds, ACH and Wire transactions issued during October 2015 and ratify the October 31, 2015 Treasurer’s Report; approve ratification of out-of-state travel for the attached list of individuals; approve out-of-state travel for the attached list of employees; approve the updated Clinical Site Agreement with Hillsboro Area Hospital; approve the updated Clinical Site Agreement with Lincoln Prairie Behavioral Health Center;
8
AGENDA ITEM II.A
approve the third year payment of the three-year Adobe Enterprise Term License Agreement at a total cost of $46,020; and approve the bid from E. L. Pruitt Company in the total amount of $147,347 and to establish a project contingency in the amount of $14,734 for an aggregate amount of $162,081 to complete the AHU Motor Replacement/Electrical Systems Project at LLCC’s Main Campus.
Mr. Fulgenzi seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), and Mr. Findley. PASSED III.
Action Agenda A. Policies 1. Proposed Language Change to Board Policy 5.7 – Repeating a Course
The proposed change to this Board Policy would adjust wording to reflect the practice of using only the highest grade earned for repeated classes, in calculating a student’s GPA. It would remove a statement on the student’s transcript that indicates “the notation of RP will replace the lowest grade for a repeated class”, and eliminate the student’s responsibility of requesting the lower grade be replaced with the higher grade. With this change, a student’s grade change will become an automatic process. Making this change allows the College to permanently record all grades earned by a student, instead of removing the lower grade and replacing it with a notation of RP. The new process will allow LLCC to maintain complete and accurate transcripts of all student’s classes. This proposed Board Policy change is submitted at this time for a first reading only and will be brought back at the December Board of Trustees meeting, requesting approval. B. Academic Services Division Items - None C. Student Services Division Items – None D. Administrative Services Division Items - None E. Information Technology Systems Items - None F. Workforce Development and Community Education Items – None
9
AGENDA ITEM II.A
G. Executive Division Items - None IV.
Information Items A. Staff Reports 1. Academic Services - None 2. Student Services – None 3. Administrative Services a. Position Vacancies and Hires
This item has been updated, with Dr. Warren noting the College was able to fill a vacancy with one of the Child Development Center Assistants, who received a lay-off notice in September. b. Construction Progress Update This item stands as presented. 4. Information Technology Systems – None 5. Workforce Development and Community Education - None 6. Executive Division a. Review of Agenda Master Calendar The LLCC Tax Levy will be adopted at the December Board of Trustees Meeting. B. President’s Report LLCC continues to work hard to retain current students and recruit new students. A “Register and Relax” contest is underway for current fall students who register and pay their tuition by December 2. Three students will win free books and supplies (up to $500) for the spring semester. LLCC’s Phi Theta Kappa (PTK) chapter is sponsoring the “Commit to Compete Campaign” again this year, encouraging students to finish their degrees and certificate programs.
10
AGENDA ITEM II.A
LLCC was honored to host Cuban Scholar, Dr. Mario Masvidal Saavedra. Dr. Masvidal is a Professor at Havana’s University of the Arts and a well-known TV and radio host in Havana Cuba. On November 16, he presented two well-attended presentations on LLCC’s main campus, before continuing on his tour/visit of four other Illinois Community Colleges. Mr. Wesley, Secretary of the Board of Trustees, served as emcee at LLCC’s 20th Annual LLCC Veteran’s Day Ceremony, on November 11. LLCC student veteran, Kegan Sullivan was the featured speaker. LLCC’s November 3, Professional Development Day was a huge success, with a large number of informative sessions for faculty and staff. Keynote speaker Steve J. Thomas, discussed “growth mindset” for all LLCC employees. During the evening session, Music Instructor, Melissa Pitt Kaye was named 2015 Outstanding Adjunct Instructor. For the first time, Professional Development Day went mobile, with a supplemental app and hashtag, #prodevday, which encouraged a greater connection and sharing of ideas throughout the day. Dr. Warren attended a meeting with Laz Lopez, Interim ICCB Chair, and other colleagues to discuss issues regarding Illinois Community Colleges. LLCC received notice that the ICCB and Illinois Department of Transportation (IDOT) have negotiated a way to provide the federal funding allotted for the Highway Construction Careers Training Program (HCCTP) Grant, which allows LLCC to start its program on November 19. LLCC’s Volleyball Team earned a sixth place ranking in the NJCAA National Tournament in Phoenix, Arizona. They will play their first game on November 19. Three LLCC Baseball players signed letters of intent to continue their college baseball careers at four-year universities. LLCC Theatre presented “Your Swash is Unbuckled” at the Hoogland Center in downtown Springfield last week. “Tokyo Story” was the final presentation in the East Asia Film and Lecture Series. As part of the LLCC Recital Series, Tom Irwin and Theresa O’Hare performed Irish Instrumental and American Folk Songs on November 15. The LLCC United Way Employee Campaign raised $14,266 to help those of need within our community.
11
AGENDA ITEM II.A
LLCC’s Public Relations and Marketing Office won six awards at the National Council for Marketing and Public Relations, District 3 Conference, which included a Gold, First Place Award, for the Best Themed Logo “Go Near. Go Far”. The Illinois Council of Community College Presidents met last week, with the majority of discussion centered on the lack of a State budget, and what measures community colleges can do to manage with no State funding for the remainder of 2015 and possibly part, or most of 2016. The guest speaker was Illinois House Speaker Madigan’s Higher Education Staff Liaison, and he was unable to provide any projections on the State’s future budget situation. Many community colleges are cutting programs, laying off employees, and limiting any non-essential spending. Other than State funding, community colleges only have two revenue streams to consider, tuition and property taxes. Dr. Warren sought direction from the Board of Trustees, as to how to prepare for the regularly scheduled December Tax Levy. With the possibility of no State funding for all of FY 2015, the College needs to review and consider all future revenue streams, which include debt restructuring and property taxes. Dr. Warren and Administration will provide Trustees with additional information prior to the December Board meeting, when action will be taken on the 2015 Tax Levy. C. Report from Faculty Senate - None D. Report from Faculty Association This report was provided under the Hearing of Citizens portion of the meeting. E. Report from Classified Staff - None F. Report from Professional Staff - None G. Report from Facilities Services Council - None H. Chairman’s Report - None I. Secretary’s Report Mr. Wesley, along with Mr. Findley and Dr. Warren attended the Association of Community College Trustees (ACCT) meeting in Schaumburg on November 6 and 7, where the main topic of the discussion focused on the State budget situation and its devastating effect on community colleges. He stated the Legal Update was very informative, reviewing a new section of The Public Community College Act (110 ILCS 805/3-65) which establishes significant limitations on community college employment
12
AGENDA ITEM II.A
contracts, specifically President’s contracts. Mr. Wesley also reported information was provided on “The Business Enterprise for Minorities, Females, and Persons with Disabilities Act”, which is a law requiring state agencies and public institutions of higher education to set aspirational goals to increase the participation of businesses ownership by minorities, females and persons with disabilities in contracts awarded by the State. This Act was amended and as of August 25, 2015, is now applicable to community colleges and includes the following requirements for community colleges:
Adoption of policies identifying college’s plan and implementation procedures increasing use of firms owned by minorities, females, and persons with disabilities Appointment of liaison to the Business Enterprise Council File annual compliance plans with the Business Enterprise Council File annual report with the Business Enterprise Council Notice to the Business Enterprise Council of proposed contracts for professional and artistic services Use of bid forms identifying the bidder’s percentage of disadvantaged business utilization plans and percentage of business enterprise program utilization plans J. Foundation Report - None K. Other Board Members’ Reports
Ms. Baker reported LLCC’s Student Government Association is sponsoring a Senior Citizen Angel Tree for local nursing home residents. She urged all students, faculty, staff, and Board members to consider participating in this holiday event. V.
Strategic Discussion A. Pearson Master Teacher Presentation
The 2015 Pearson Master Teacher award recipient, Dr. Michael Ramm, Professor of Chemistry, shared with the Board and audience the amount of joy he gets from his job. Dr. Ramm provided several live chemistry demonstrations explaining how things that appear to be the same, behave differently depending on the situation, which allowed him the opportunity to showcase his ongoing joy of chemistry, students, community and colleagues at LLCC.
13
AGENDA ITEM II.A
VI.
Executive Session
MOTION NO. 11-18-15-3: Mr. Gray moved to hold an executive session for the purposes of discussing personnel matters, collective bargaining, student matters and, pending/imminent legal matters. Mr. Fulgenzi seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), and Mr. Findley. PASSED
MOTION NO. 11-18-15-4: Mr. Gray moved to return to open session. Mr. Wesley seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), and Mr. Findley. PASSED VII.
Actions from Executive Session
MOTION NO. 11-18-15-5: Mr. Fulgenzi moved to approve the resolution rescinding the layoff of the Workforce coordinator, contingent on the implementation of direct HCCTP grant funding arrangements through IDOT. Mr. Shackelford seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), and Mr. Findley. PASSED
14
AGENDA ITEM II.A
VIII.
Adjournment
MOTION NO. 11-18-15-6: Mr. Gray moved to adjourn the meeting. Mr. Wesley seconded. Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Gray, Ms. Baker (advisory), and Mr. Findley. PASSED The meeting adjourned at 6:48 p.m.
__________________________ Chairman Findley
__________________________ Secretary Shackelford
15
AGENDA ITEM II.A
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Ratification of Out-of-State Travel
DATE:
November 18, 2015
Name Blackwell, Deanna
Maskey, Cynthia
Meeting Location Council for Las Vegas, NV Opportunity in Education/TRIO /Student Support Services Seminar Organization for Jacksonville, FL Associate Degree Nursing Convention
Date October 2629, 2015
Account Restricted
Amount $1,071*
November 11-15, 2015
Paid by Organization for Associate Degree Nursing
$0
*Grant Funds
16
AGENDA ITEM II.A
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Approval of Out-of-State Travel
DATE:
November 18, 2015
Name Dietz, Jim and Volleyball Team (Approx. 14 Students) Dockter, Jason Goldstein, Mary Jozaitis, Judy Lovekamp, Janice Maskey, Cynthia Murphy, Janelle
Meeting Volleyball Nationals
Location Phoenix, AZ
Account Team Travel
Amount $18,840*
67th Annual Conference on College Composition and Communication Convention 2016 Faculty Development Conference Midwest Transportation Workforce Summit Association of Surgical Technologists Instructors Forum Accreditation Commission for Education in Nursing Evaluation Review Panel Radiology Educators of Midwest
Houston, TX
Faculty Development and Faculty Allocation
$1,703
Las Vegas, NV Madison, WI
Faculty Development and Faculty Allocation Paid by University of Wisconsin Administrative
$1,273
Paid by Accreditation Commission for Education in Nursing Administrative
$0
Houston, TX Atlanta, GA Davenport, IA
$0 $1,443
$217
*Institutional Funds & Fundraising
17
AGENDA ITEM II.A
RESOLUTION
WHEREAS, on October 28, 2015, the Board approved a resolution whereby the Workforce Coordinator, Thomas Spears, would be laid off effective December 15, 2015, due to the State's failure to release funds under the ICCB Highway Construction Careers Training Program ("HCCTP") grant; and WHEREAS, the College has received notice that the HCCTP grant will be revised so as to allow the Illinois Department of Transportation ("IDOT") to fund the grant directly upon execution of an amended Intergovernmental aAreement with ICCB; and WHEREAS, it is anticipated that such revised funding arrangements will be in effect prior to December 15, 2015. NOW, THEREFORE, BE IT RESOLVED that the Board's October 28, 2015, resolution to lay off the Workforce Coordinator shall be rescinded upon implementation of direct HCCTP grant funding arrangements through IDOT.
Adopted November 18, 2015
Chair, LLCC Board of Trustees
ATTEST: Secretary, LLCC Board of Trustees
18
AGENDA ITEM II.B
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Ratify Payments of All Cash Disbursements for November and the November Treasurer’s Report
DATE:
December 16, 2015
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 November, 2015 (payments for purchase order payments, equipment, supplies, lease payments, maintenance agreements, travel, employee reimbursements, membership dues, subscriptions, club vouchers, medical claim payments, pre-paid purchase orders, and time sensitive payment due dates – generally, items included under Board Policy 6.6). B. The Treasurer’s Report for the month ending November 30, 2015.
MOTION: Ratify disbursements of the bi-monthly checks, E-commerce refunds, ACH and Wire transactions issued during November 2015 and ratify the November 30, 2015 Treasurer’s Report.
McDonald/Longhta
19
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:
December 16, 2015
Name
Warren, Charlotte
Meeting
Location
Reserve Forces Washington Policy Board DC
McDonald/Patarozzi/Curry
Date
December 7-8, 2015
Account
Paid by U.S. Department of Defense
Amount $0
20
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:
December 16, 2015
Name Beckmier, Craig and Animal Evaluation Club
Meeting National Western Stock Show
Location Denver, CO
Account Club Trip
Amount $2,780*
Beckmier, Craig and Animal Evaluation Club
Meat Animal Evaluation
Madison, WI
Club Trip
$1,105*
Beckmier, Craig and Animal Evaluation Club
Houston Livestock Show
Houston, TX
Club Trip
$1,950*
Cheek, Sharon and Radiographers Club
Association of Collegiate Educators in Radiological Technology Conference National Council on Education for the Ceramic Arts National Farm Machinery Show
Las Vegas, NV
Club Trip
$4,152**
Kansas City, MO
Club Trip
$2,756***
Louisville, KY
Club Trip
$2,970*
National Postsecondary Agriculture Student Organization Conference Organization for Associate Degree Nursing Board Meeting Association of Collegiate Educators in Radiological Technology Conference National Association of Developmental Education 2016
Kansas City, MO
Club Trip
$574*
Pensacola, FL Paid by Organization for Associate Degree Nursing Las Vegas, Administrative NV
$0
(Approx. 8 Students)
(Approx. 14 Students)
(Approx. 8 Students)
(Approx. 4 Students)
Coakes, Michelle and Ceramics Club (Approx. 8 Students)
Harmon, William and AG Club
(Approx. 10 Students)
Harmon, William and AG Club
(Approx. 6 Students)
Maskey, Cynthia Murphy, Janelle Swafford, Cara
Anaheim, CA
Faculty Development and Faculty Allocation
$1,350 $1,279
*Club Expense **Club Expense, Faculty Allocation ***Club Expense, Faculty Allocation, Institutional Expense
McDonald/Patarozzi/Curry
21
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:
December 16, 2015
Attached is the current Training Contract/Clinical Agreement Status Report for LLCC. The Illinois Department of Transportation has requested that the Capital City Training Center partner with Novatech to provide seven Microsoft Office classes during the month of November and seven classes during the month of December. Approximately seventy people will be trained in Springfield. The Workforce Development Division entered into an agreement with Chaine de Rotisseurs to provide the annual dinner at the Workforce Careers Center. Fortynine people attended in Springfield. The Workforce Development Division entered into an agreement with SIU School of Medicine to provide a Cook, Eat, and Teach Class. Approximately 16 SIU employees attended at the Workforce Careers Center in Springfield. The Capital City Training Center seeks to enter into an agreement with the Learning Resources Network, Inc. to offer UGotClass online certificates and training courses in the areas of Business, Media Marketing, Human Resources, Education, Leadership, and Management. No minimum or maximum enrollments are required. The Health Professions Department seeks approval to enter into an agreement with Reliant Care Rehabilitative Services to provide clinical site experience to students enrolled in the college's Occupational Therapy Assistant Program. Reliant Care Rehabilitative Services has facilities suitable for the educational needs of the students.
McDonald/Patarozzi
22
AGENDA ITEM II.F.1
The Health Professions Department seeks approval to enter into an agreement with St. Mary's Hospital in Decatur to provide clinical site experience to students enrolled in the college's Occupational Therapy Assistant Program. St. Mary's Hospital in Decatur has facilities suitable for the educational needs of the students. LLCC seeks approval to enter into an Articulation Agreement with Millikin University. The agreement is designed to facilitate the ease of transfer of LLCC students to Millikin University.
MOTION: Move to approve the Clinical Site Agreement with Reliant Care Rehabilitative Services; approve the Clinical Site Agreement with St. Mary’s Hospital in Decatur and approve the Articulation Agreement with Millikin University.
McDonald/Patarozzi
23
24
Brief Description
The Capital City Training Center seeks to enter into an agreement with the Learning Resources Network, Inc. to offer UGotClass online certificates and training courses in the areas of Business, Media Marketing, Human Resources, Education, Leadership, and Management. No minimum or maximum enrollments are required.
UGotClass Online Certificates and Courses
TOTALS
The Workforce Development Division entered into an agreement with SIU School of Medicine to provide a Cook, Eat, and Teach Class. Approximately 16 SIU employees attended at the Workforce Careers Center in Springfield.
Cook, Eat, Teach Class
Contracts as informational: Items under the CMS Master Agreement November 2015 The Illinois Department of Transportation has requested that IDOT BOA the Capital City Training Center partner with Novatech to provide seven Microsoft Office classes during the month of November. Approximately thirty-five people will be trained in Springfield. December 2015 The Illinois Department of Transportation has requested that IDOT BOA the Capital City Training Center partner with Novatech to provide seven Microsoft Office classes during the month of December. Approximately thirty-five people will be trained in Springfield. Contracts as informational: Items less than $10,000 Chaine de The Workforce Development Division entered into an Rotisseurs agreement with Chaine de Rotisseurs to provide the annual Dinner dinner at the Workforce Careers Center. Forty-nine people attended in Springfield.
Contract Title
Workforce Development Division
Chaine de Rotisseurs
Learning Resources Network, Inc.
Capital City Training Center
Workforce Development Division
Capital City Training Center
Illinois Department of Transportation
SIU School of Medicine
Capital City Training Center
LLCC Dept / Program
Illinois Department of Transportation
Contractor
TRAINING CONTRACTS
$24,665
$495
$1,070
$3,920
$9,630
$9,550
Contract Total
Date of Signing through Indefinite
October 15, 2015
October 17, 2015
December 2015
November 2015
Term
25
Agreement Title
Articulation Agreement with Millikin University
Agreement Title
Clinical Site Agreement with St. Mary’s Hospital in Decatur
Clinical Site Agreement with Reliant Care Rehabilitative Services St. Mary’s Hospital in Decatur
Contractor
Reliant Care Rehabilitative Services
Description
Contractor
LLCC seeks approval to enter into an Articulation Millikin Agreement with Millikin University. The agreement is University designed to facilitate the ease of transfer of LLCC students to Millikin University.
ARTICULATION AGREEMENTS
Description
The Health Professions Department seeks approval to enter into an agreement with Reliant Care Rehabilitative Services to provide clinical site experience to students enrolled in the college's Occupational Therapy Assistant Program. Reliant Care Rehabilitative Services has facilities suitable for the educational needs of the students. The Health Professions Department seeks approval to enter into an agreement with St. Mary's Hospital in Decatur to provide clinical site experience to students enrolled in the college's Occupational Therapy Assistant Program. St. Mary's Hospital in Decatur has facilities suitable for the educational needs of the students.
CLINICAL AGREEMENTS
LLCC Dept. / Program LLCC
Health Professions/Occupational Therapy Assistant Program
LLCC Dept. / Program
Health Professions/Occupational Therapy Assistant Program
Term
Date of Signing through One Year
Date of Signing through One Year
Term
Date of Signing through Indefinite
AGENDA ITEM II.G
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Monthly Grant Status Report
DATE:
December 16, 2015
Attached is the current Grant Status Report for LLCC. It includes all grant requests submitted and accepted during the month of December. 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 application for the SARE Improving Production and Expanding Winter Sales through Collaborative Marketing Grant. If awarded, the funds will enable LLCC to partner with two area farms to increase winter high-tunnel crop production and sales. The Adult Education Division seeks ratification for an amendment to the Sangamon County Community Resources Block Grant. Under this amendment, LLCC will receive an increase in the current grant's funding to support tuition, supply, and instructor expenses for students enrolled in an Adult Pathway to Healthcare Program. 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: Ratify the application for the SARE Improving Production and Expanding Winter Sales through Collaborative Marketing Grant in the amount of $29,854; ratify the amendment to the Sangamon County Community Resources Block Grant in the amount of $22,169; ratify the Highway Construction Careers Training Program Grant in the amount of $482,550.
McDonald/Patarozzi
26
27
Brief Description
TOTAL
Grants in excess of $10,000 SARE Improving The Workforce Development Division Production and seeks ratification for application for the Expanding Winter SARE Improving Production and Sales through Expanding Winter Sales through Collaborative Collaborative Marketing Grant. If Marketing Grant awarded, the funds will enable LLCC to partner with two area farms to increase winter high-tunnel crop production and sales. Sangamon County The Adult Education Division seeks Community ratification for an amendment to the Resources Block Sangamon County Community Grant - Amended Resources Block Grant. Under this amendment, LLCC will receive an increase in the current grant's funding to support tuition, supply, and instructor expenses for students enrolled in an Adult Pathway to Healthcare program. Highway The Workforce Development Division Construction seeks ratification for the Highway Careers Training Construction Careers Training Program Grant 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.
Grant Title
$22,169
$482,550
Adult Education
Workforce Development Division
Sangamon County Community Resources
Illinois Department of Transportation
$534,573
$29,854
LLCC Department / Program
LLCC Total Monetary Request
North Central Workforce Region Development Sustainable Division Agriculture Research and Education
Grantor
GRANT SUMMARY December 2015
$0
$0
$0
$0
LLCC Match
Yes
Yes
Yes
Submitted
July 1, 2015 through June 30, 2016
January 1, 2015 through February 1, 2016
April 1, 2016 through April 30, 2017
Term
AGENDA ITEM II.I.1
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Truck Driver Training Site and Drainage Work – Change Order
DATE:
December 16, 2015
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 deductive change order is submitted for ratification. RFP/CO# Description G-001 Adjusted amount for the quantity of stabilization fill materials.
Cost -$18,892.38
Total:
-$18,892.38
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:
$0.00 $0.00 -$18,892.38 $0.00 $0.00
$0 Protection, Health and Safety n/a n/a
Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instruction, study and leisure activities take place. McDonald/Garvey
28
AGENDA ITEM II.I.1
How will proposed agenda item be measured? This project will be measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.
MOTION: Move to ratify the above listed deductive change order in the amount of -$18,892.38 for the Truck Driver Training Site and Drainage Work as presented.
McDonald/Garvey
29
III. Action Agenda
AGENDA ITEM III.A.1
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUJECT:
Proposed Language Change to Board Policy 5.7 – Repeating a Course
DATE:
December 16, 2015
Attached is the proposed change to Board Policy 5.7 – Repeating a Course. The suggested change is adjusting the wording to reflect the practice of using only the highest grade earned for repeated classes to calculate a student’s GPA., including removing the statement indicating the notation of RP will replace the lower grade. This change will allow the College to permanently record all grades earned by the student. Often, transfer institutions want transcripts that reflect all grades, even for repeated courses. The current practice of replacing the lowest grade with the notation of RP permanently removes the original grade from the student’s transcript. Additionally, students currently have to request this process. By eliminating use of the RP notation, the College’s student information system, Colleague, has rules that will automatically calculate only the highest grade for repeat coursework. Use of this auto feature, eliminates the need for the student to make the request, thus expediting calculation of the student’s GPA. Incorrect calculations of GPA can lead to inaccurate financial aid standards of academic progress, inaccurate academic standing calculations, etc. Board Policy 5.7 was presented in November for a first reading and is submitted for Board approval this evening.
MOTION: Move to approve the language change to Board Policy 5.7 – Repeating a Course.
Frederick/McDonald
31
AGENDA ITEM III.A.1
Lincoln Land Community College
BOARD POLICY
Subject: Repeating a Course Policy Number: 5.7 Officer Responsible: VP, Student Services Last Reviewed: 4/22/09 11/18/15 Last Revised: 11/18/15 Effective Date: 12/14/05 12/17/15 Old Policy Number: 3.3.8
Policy Statement: A student may elect to repeat a course. When a course is repeated, the student shall notify the College, which shall cause only the higher grade to be recorded on the student’s permanent scholastic record. The notation “RP” shall replace the lower grade. When the student repeats a course which is not identified as Repeatable for Credit, the higher grade will be automatically recorded on the student’s permanent scholastic record. The system identifies the original class repeated with an “R” and will maintain the grade history. Courses identified as Repeatable for Credit will have the grade replaced automatically only if the original grade is failing.
Frederick/McDonald
32
AGENDA ITEM III.A.2
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUJECT:
Elimination of Board Policy 5.21 – Special Program Admission
DATE:
December 16, 2015
Board Policy 5.21 (Special Program Admission) was created in 2006 and was last reviewed in 2009. The purpose of the policy and procedure was to establish a process for admission to programs that require additional application materials. Over the years, Board Policy 5.21 (Special Program Admission) and Board Policy 5.23 (Selective Admission) have become intertwined. This creates confusion regarding which policy/procedure to reference and follow. Because of the duplication and subsequent confusion, it is recommended to eliminate Board Policy 5.21 (Special Program Admission) and rely on Board Policy 5.23 (Selective Admission) to provide the policy and procedure for the intent of academic programs that have special admission requirements and materials. Action on these changes is not requested this evening as this is a first reading. Providing the Board concurs with the proposed revisions, action will be sought at the January meeting of the Board of Trustees.
Frederick/Tepatti
33
AGENDA ITEM III.A.2
Lincoln Land Community College
BOARD POLICY
Subject: Special Program Admissions Policy Number: 5.21 Officer Responsible: VP, Student Services Last Reviewed: 4/22/09 Last Revised: Approval Date: 5/24/06 Effective Date: 5/24/06 Old Policy Number: 3.4.11
Policy Statement: The College shall provide the opportunity for special admission into programs which requires additional application material.
Frederick/Tepatti
34
AGENDA ITEM III.D.1
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Establishment of 2015 Tax Levy
DATE:
December 16, 2015
As you may recall, we begin the budget process in December by establishing the tax levy for the following year. The levy must be completed and filed by the fourth Tuesday in December. Before you this evening, is the resolution to adopt the local property tax levy for 2015. Accounting standards implemented under GASB 35 will cause this levy to be recognized for reporting purposes equally between FY 2016 and FY 2017. With the potential for implementation of tax cap legislation state-wide looming, multiple options for the 2015 Tax Levy were discussed at last month’s Board meeting. As you know from that discussion, the pending tax cap legislation, in its current format, will negatively impact the college’s property tax revenues in 2016 and 2017 and the ability to issue additional debt until the existing debt is retired. The College may wish to consider an increase in the non-debt tax levy as a result of the pending tax cap legislation. Attached are two options for the 2015 Tax Levy presented for your discussion and selection of one option for approval. A summary of each option is presented below. Option A - Presents a 2015 Tax Levy prepared consistent with past practice of the College. - Levy taxes in an amount to approximate the tax rate resulting from the previous year’s levy, $0.4733. - If tax caps are implemented in their current form, the College is projected to be unable to collect a total of approximately $1,000,000 in property tax revenues in 2016 and 2017 combined as a result (assuming an EAV growth rate of 2% per year in those years).
McDonald/Longhta/Patarozzi
35
AGENDA ITEM III.D.1
The law provides that the levy include the dollar amount requested rather than the tax rate desired. Consequently, the tax levy in conjunction with the district’s equalized assessed valuation (EAV) will determine the tax rate. The Education Fund rate of 27¢ per $100 of EAV and the Operation and Maintenance Fund rate of 7¢ per $100 of EAV will however, remain the same as those extended by County Clerks in the last fiscal year. The proposed levy before you allows for EAV growth of up to 4.7% over CY 14 EAV. The State of Illinois “Truth In Taxation” statute requires taxing bodies to publish a “Public Notice of Proposed Tax Increase” if the “aggregate levy” exceeds the prior year extension by 105%, excluding election and debt costs. The resolution regarding estimated amounts necessary to be levied in 2015, exclusive of debt retirement, includes an “aggregate levy” of 104.96% in excess of the estimated prior year’s extension. LLCC’s 2014 extension, exclusive of debt service was $25,520,935. The levy recommended to you tonight, exclusive of debt service, is $26,786,900, an increase of 4.96% over the previous year’s extension. The total levy for debt service includes $2,639,150 for the retirement of principle and interest for the General Obligation Bond Series 2008A, which represents a 2.35% increase over the previous year’s final extension. The total estimated 2015 levy of $29,426,050 including debt service represents a 4.7% increase over the 2014 extension of $28,099,539. Option B - Presents a 2015 Tax Levy prepared with a $311,697 increase in the amount requested for the Liability, Protection, and Settlement Fund over Option A. This represents an effort to offset in advance a portion of the property tax revenue that will be lost should tax cap legislation be passed including a 0% growth factor for the 2016 and 2017 levies. - Levy taxes in an amount that will result in a projected tax rate of $0.4778, a slight increase of $0.0045 over the previous year’s tax rate. - Due to the slight increase in the College’s projected tax rate, the total annual property tax bill for the owner of a home priced at the median in Sangamon County would increase approximately $1.77 more than Option A. - If tax caps are implemented in their current form, the college would be unable to collect a total of approximately $755,000 in property tax revenues in 2016 and 2017 combined as a result (assuming an EAV growth rate of 2% per year in those years), a reduction in lost revenue of $245,000 compared to Option A. - Should the tax cap legislation not be passed as proposed during 2016, the College’s 2016 Tax Levy can be prepared with a reduction in the amount requested McDonald/Longhta/Patarozzi
36
AGENDA ITEM III.D.1
for the Liability, Protection, and Settlement Fund in order to bring the estimated 2016 tax rate down to an amount consistent with prior years (e.g. $0.4733). The law provides that the levy include the dollar amount requested rather than the tax rate desired. Consequently, the tax levy in conjunction with the district’s equalized assessed valuation (EAV) will determine the tax rate. The Education Fund rate of 27¢ per $100 of EAV and the Operation and Maintenance Fund rate of 7¢ per $100 of EAV will however, remain the same as those extended by County Clerks in the last fiscal year. The proposed levy before you allows for EAV growth of up to 3.75% over CY 14 EAV. The State of Illinois “Truth In Taxation” statute requires taxing bodies to publish a “Public Notice of Proposed Tax Increase” if the “aggregate levy” exceeds the prior year extension by 105%, excluding election and debt costs. The resolution regarding estimated amounts necessary to be levied in 2015, exclusive of debt retirement, includes an “aggregate levy” of 104.98% in excess of the estimated prior year’s extension. LLCC’s 2014 extension, exclusive of debt service was $25,520,935. The levy recommended to you tonight, exclusive of debt service, is $26,793,126, an increase of 4.98% over the previous year’s extension. The total levy for debt service includes $2,639,150 for the retirement of principle and interest for the General Obligation Bond Series 2008A, which represents a 2.35% increase over the previous year’s final extension. The total estimated 2015 levy of $29,432,276 including debt service represents a 4.7% increase over the 2014 extension of $28,099,539. For Board Consideration: We have prepared (1) the formal resolution necessary to establish the 2015 Tax Levy, (2) a copy of the certificate of tax levy to be filed with each County Clerk in the district, (3) the Truth in Taxation Certificate of Compliance for both Option A and Option B. Under both options, the district’s aggregate levy did not exceed a 5% increase over the prior year’s extension. Therefore, a truth in taxation notice and hearing will not be required for the 2015 Tax Levy under either option. A motion for whichever option you select is presented on the following page. Vice President McDonald and I will be present to answer any questions you may have regarding the options presented.
McDonald/Longhta/Patarozzi
37
AGENDA ITEM III.D.1
OPTION A
MOTION:
Move to approve the establishment of a 2015 tax levy of $16,784,058 for educational purposes; $4,351,423 for operations and maintenance purposes; $3,697,000 for liability, protection and settlement purposes; $505,000 for social security and Medicare insurance purposes; $70,000 for audit purposes; $1,379,419 for protection, health and safety purposes; and $2,639,150 for Bond and Interest purposes; for a total of $29,426,050
OPTION B
MOTION:
Move to approve the establishment of a 2015 tax levy of $16,631,767 for educational purposes; $4,311,940 for operations and maintenance purposes; $3,895,000 for liability, protection and settlement purposes; $505,000 for social security and Medicare insurance purposes; $70,000 for audit purposes; $1,379,419 for protection, health and safety purposes; and $2,639,150 for Bond and Interest purposes; for a total of $29,432,276
McDonald/Longhta/Patarozzi
38
AGENDA ITEM III.D.1
OPTION A RESOLUTION ON ESTIMATED TAX LEVY FOR 2015 LINCOLN LAND COMMUNITY COLLEGE RESOLUTION REGARDING ESTIMATED AMOUNTS NECESSARY TO BE LEVIED FOR THE YEAR 2015 WHEREAS, The truth in Taxation Act requires that all taxing districts in the State of Illinois determine the estimated amounts of taxes necessary to be levied for the year not less than twenty (20) days prior to the official adoption of the aggregate tax levy of the district; and WHEREAS, if the estimated aggregate amount necessary to be levied, exclusive of election costs and bond and interest costs, exceeds 105% of the aggregate amount of property taxes extended or estimated to be extended, including any amount abated by the taxing district prior to such extension, upon the levy of the preceding year, public notice shall be given and a public hearing shall be held on the district’s intent to adopt a tax levy in an amount which is more than 105% of such extension or estimated extension for the preceding year; and WHEREAS, the aggregate amount of property taxes extended for 2014 was: Educational Purposes........................................................................ $16,027,285 Operations and Maintenance Purposes ................................................. 4,156,086 Protection, Health and Safety Purposes ................................................ 1,290,728 Auditing Purposes ...................................................................................... 66,031 Tort Immunity Purposes ........................................................................ 3,465,934 Social Security & Medicare Insurance Purposes ...................................... 514,871 TOTAL ......................................................................................... $25,520,935
AND WHEREAS, it is determined that the estimated amount of taxes necessary to be raised by taxation for the year 2015 is as follows: Educational Purposes........................................................................ $16,784,058 Operations and Maintenance Purposes ................................................. 4,351,423 Protection, Health and Safety Purposes ................................................ 1,379,419 Auditing Purposes ...................................................................................... 70,000 Tort Immunity Purposes ........................................................................ 3,697,000 Social Security & Medicare Insurance Purposes ...................................... 505,000 TOTAL ......................................................................................... $26,786,900
AND, that the amount of taxes levied for the year 2015 be allocated 50 percent for FY 2016 and 50 percent for FY 2017.
McDonald/Longhta/Patarozzi
39
AGENDA ITEM III.D.1
OPTION A WHEREAS, the Truth in Taxation Act, as amended, requires that all taxing districts in the State of Illinois provide data in the Notice concerning the levies made for debt service pursuant to statute, referendum, resolution or agreement to retire principal or pay interest on bonds, notes, and debentures or other financial instruments which evidence indebtedness; and WHEREAS, the amount of property taxes extended for the bond and interest purposes for 2014 was $2,578,604 and it is hereby determined that the estimated amount of taxes to be levied for bond and interest purposes for 2015 is $2,639,150. NOW THEREFORE BE IT RESOLVED by the Board of Trustees, Lincoln Land 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, as follows: SECTION 1:
The aggregate amount of taxes estimated to be levied for the year 2015 is $26,786,900.
SECTION 2:
The aggregate amount of taxes estimated to be levied for the year 2015 does not exceed 105% of the taxes extended by the district in the year 2014.
SECTION 3:
The amount of taxes estimated to be levied for the year 2015 for debt service is $2,639,150 which is 102.35% of the taxes extended for debt service for 2014.
SECTION 4:
Each county clerk shall also extend a special tax for bond and interest payments as set forth in the certified copy of the resolutions (bond schedules) on file in the office of the county clerk of each county in which District No. 526 is situated.
SECTION 5:
The estimated aggregate amount necessary to be levied exclusive of election costs and bond and interest costs, does not exceed 105% of the amount of property taxes extended or estimated to be extended including any amount abated by the taxing district upon the levy of the previous year. ATTEST:
________________________________ Chairman, Board of Trustees ________________________________ Secretary, Board of Trustees
McDonald/Longhta/Patarozzi
40
AGENDA ITEM III.D.1
OPTION A TRUTH IN TAXATION CERTIFICATE OF COMPLIANCE This applies to the tax levy for the year 2015 payable 2016 I, the undersigned, hereby certify that I am the presiding officer of Lincoln Land Community College District 526, and as such presiding officer I certify that the levy ordinance, a copy of which is attached, was adopted pursuant to, and in all respects in compliance with the provisions of Section 18-60 through 18-85 of the “Truth in Taxation” law. Check One of the Choices Below:
□
1) The taxing district published a notice in the newspaper and conducted a hearing meeting the requirements of the Truth in Taxation Law.
X 2) The taxing district’s aggregate levy did not exceed a 5% increase over the prior year’s extension. Therefore, a notice and a hearing were not necessary.
□
□
3) The proposed aggregate levy did not exceed a 5% increase over the prior year’s extension. Therefore, a hearing was not held. The adopted aggregate tax levy exceeded 5% of the prior year’s extension and a notice was published within 15 days of its adoption in accordance with the Truth in Taxation Law. 4) The adopted levy exceeded the amount stated in the published notice. A second notice was published within 15 days of the adoption in accordance with the Truth in Taxation Law.
Date: December 16, 2015
Presiding officer:__________________________________________________ Secretary of Board (or) Board Chair
McDonald/Longhta/Patarozzi
41
AGENDA ITEM III.D.1
OPTION A CERTIFICATE OF TAX LEVY 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. We hereby certify that we require: the sum of $16,784,058
to be levied as a tax for educational purposes (110 ILCS 805/3-1), and
the sum of $ 4,351,423
to be levied as a tax for operations and maintenance purpose (110 ILCS 805/3-1), and
the sum of $
to be levied as an additional tax for educational and operations and maintenance purposes (110 ILCS 805/3-14.3), and
0
the sum of $ 3,697,000
to be levied as a special tax for purposes of the Local Governmental and Governmental Employees Tort Immunity Act (745 ILCS 10/9-107), and
the sum of $
505,000
to be levied as a special tax for purposes for Social Security and Medicare insurance purposes (40 ILCS 5/21-110 and 5/21-110.1), and
the sum of $
70,000
to be levied as a special tax for financial audit purposes (50 ILCS 310/9), and
the sum of $ 1,379,419
to be levied as a special tax for protection, health, and safety purposes (110 ILCS 805/320.3.01), and
the sum of $
to be levied as a special tax for ________________________ purposes, on the taxable property of our community college district for the year 2015.
0
Signed this 16th day of December, 2015. __________________________________________________________________ Chairman of the Board of Said Community College District __________________________________________________________________ Secretary of the Board of Said Community College District When any community college district is authorized to issue bonds, the community college board shall file in the office of the county clerk in which any part of the community college district is situated a certified copy of the resolution providing for their issuance and levying a tax to pay them. The county clerk shall each year during the life of a bond issue extend the tax for bonds and interest set forth in the certified copy of the resolution. Therefore, to avoid a possible duplication of tax levies, the community college board should not include in its annual tax levy a levy for bonds and interest. Number of bond issues of said community college district that have not been paid in full (one). This certificate of tax levy shall be filed with the county clerk of each county in which any part of the community college district is located on or before the last Tuesday in December. (Detach and Return to Lincoln Land Community College, 5250 Shepherd Road, P O Box 19256, Springfield, IL 62794-9256)
This is to certify that the Certificate of Tax Levy for 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 on the equalized assessed value of all taxable property of said community college district for the year 2015 was filed in the office of the County Clerk of this county on ________________________________________, 2015. McDonald/Longhta/Patarozzi
42
AGENDA ITEM III.D.1
OPTION A In addition to an extension of taxes authorized by levies made by the Board of said community college district an additional extension(s) will be made, as authorized by resolution(s) on file in this office, to provide funds to retire bonds and pay interest thereon. The total amount, as approved in the original resolution(s), for said purpose for the General Obligation Bond Series 2008A for the year 2015, is $2,639,150 ____________________________________________________________________________________________ Date County Clerk and County
McDonald/Longhta/Patarozzi
43
AGENDA ITEM III.D.1
OPTION B RESOLUTION ON ESTIMATED TAX LEVY FOR 2015 LINCOLN LAND COMMUNITY COLLEGE RESOLUTION REGARDING ESTIMATED AMOUNTS NECESSARY TO BE LEVIED FOR THE YEAR 2015 WHEREAS, The truth in Taxation Act requires that all taxing districts in the State of Illinois determine the estimated amounts of taxes necessary to be levied for the year not less than twenty (20) days prior to the official adoption of the aggregate tax levy of the district; and WHEREAS, if the estimated aggregate amount necessary to be levied, exclusive of election costs and bond and interest costs, exceeds 105% of the aggregate amount of property taxes extended or estimated to be extended, including any amount abated by the taxing district prior to such extension, upon the levy of the preceding year, public notice shall be given and a public hearing shall be held on the district’s intent to adopt a tax levy in an amount which is more than 105% of such extension or estimated extension for the preceding year; and WHEREAS, the aggregate amount of property taxes extended for 2014 was: Educational Purposes........................................................................ $16,027,285 Operations and Maintenance Purposes ................................................. 4,156,086 Protection, Health and Safety Purposes ................................................ 1,290,728 Auditing Purposes ...................................................................................... 66,031 Tort Immunity Purposes ........................................................................ 3,465,934 Social Security & Medicare Insurance Purposes ...................................... 514,871 TOTAL ......................................................................................... $25,520,935
AND WHEREAS, it is determined that the estimated amount of taxes necessary to be raised by taxation for the year 2015 is as follows: Educational Purposes........................................................................ $16,631,767 Operations and Maintenance Purposes ................................................. 4,311,940 Protection, Health and Safety Purposes ................................................ 1,379,419 Auditing Purposes ...................................................................................... 70,000 Tort Immunity Purposes ........................................................................ 3,895,000 Social Security & Medicare Insurance Purposes ...................................... 505,000 TOTAL ......................................................................................... $26,793,126
AND, that the amount of taxes levied for the year 2015 be allocated 50 percent for FY 2016 and 50 percent for FY 2017.
McDonald/Longhta/Patarozzi
44
AGENDA ITEM III.D.1
OPTION B WHEREAS, the Truth in Taxation Act, as amended, requires that all taxing districts in the State of Illinois provide data in the Notice concerning the levies made for debt service pursuant to statute, referendum, resolution or agreement to retire principal or pay interest on bonds, notes, and debentures or other financial instruments which evidence indebtedness; and WHEREAS, the amount of property taxes extended for the bond and interest purposes for 2014 was $2,578,604 and it is hereby determined that the estimated amount of taxes to be levied for bond and interest purposes for 2015 is $2,639,150. NOW THEREFORE BE IT RESOLVED by the Board of Trustees, Lincoln Land 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, as follows: SECTION 1:
The aggregate amount of taxes estimated to be levied for the year 2015 is $26,793,126.
SECTION 2:
The aggregate amount of taxes estimated to be levied for the year 2015 does not exceed 105% of the taxes extended by the district in the year 2014.
SECTION 3:
The amount of taxes estimated to be levied for the year 2015 for debt service is $2,639,150 which is 102.35% of the taxes extended for debt service for 2014.
SECTION 4:
Each county clerk shall also extend a special tax for bond and interest payments as set forth in the certified copy of the resolutions (bond schedules) on file in the office of the county clerk of each county in which District No. 526 is situated.
SECTION 5:
The estimated aggregate amount necessary to be levied exclusive of election costs and bond and interest costs, does not exceed 105% of the amount of property taxes extended or estimated to be extended including any amount abated by the taxing district upon the levy of the previous year. ATTEST:
________________________________ Chairman, Board of Trustees ________________________________ Secretary, Board of Trustees
McDonald/Longhta/Patarozzi
45
AGENDA ITEM III.D.1
OPTION B TRUTH IN TAXATION CERTIFICATE OF COMPLIANCE This applies to the tax levy for the year 2015 payable 2016 I, the undersigned, hereby certify that I am the presiding officer of Lincoln Land Community College District 526, and as such presiding officer I certify that the levy ordinance, a copy of which is attached, was adopted pursuant to, and in all respects in compliance with the provisions of Section 18-60 through 18-85 of the “Truth in Taxation” law. Check One of the Choices Below:
□
1) The taxing district published a notice in the newspaper and conducted a hearing meeting the requirements of the Truth in Taxation Law.
X 2) The taxing district’s aggregate levy did not exceed a 5% increase over the prior year’s extension. Therefore, a notice and a hearing were not necessary.
□
□
3) The proposed aggregate levy did not exceed a 5% increase over the prior year’s extension. Therefore, a hearing was not held. The adopted aggregate tax levy exceeded 5% of the prior year’s extension and a notice was published within 15 days of its adoption in accordance with the Truth in Taxation Law. 4) The adopted levy exceeded the amount stated in the published notice. A second notice was published within 15 days of the adoption in accordance with the Truth in Taxation Law.
Date: December 16, 2015
Presiding officer:__________________________________________________ Secretary of Board (or) Board Chair
McDonald/Longhta/Patarozzi
46
AGENDA ITEM III.D.1
OPTION B CERTIFICATE OF TAX LEVY 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. We hereby certify that we require: the sum of $16,631,767
to be levied as a tax for educational purposes (110 ILCS 805/3-1), and
the sum of $ 4,311,940
to be levied as a tax for operations and maintenance purpose (110 ILCS 805/3-1), and
the sum of $
to be levied as an additional tax for educational and operations and maintenance purposes (110 ILCS 805/3-14.3), and
0
the sum of $ 3,895,000
to be levied as a special tax for purposes of the Local Governmental and Governmental Employees Tort Immunity Act (745 ILCS 10/9-107), and
the sum of $
505,000
to be levied as a special tax for purposes for Social Security and Medicare insurance purposes (40 ILCS 5/21-110 and 5/21-110.1), and
the sum of $
70,000
to be levied as a special tax for financial audit purposes (50 ILCS 310/9), and
the sum of $ 1,379,419
to be levied as a special tax for protection, health, and safety purposes (110 ILCS 805/320.3.01), and
the sum of $
to be levied as a special tax for ________________________ purposes, on the taxable property of our community college district for the year 2015.
0
Signed this 16th day of December, 2015. __________________________________________________________________ Chairman of the Board of Said Community College District __________________________________________________________________ Secretary of the Board of Said Community College District When any community college district is authorized to issue bonds, the community college board shall file in the office of the county clerk in which any part of the community college district is situated a certified copy of the resolution providing for their issuance and levying a tax to pay them. The county clerk shall each year during the life of a bond issue extend the tax for bonds and interest set forth in the certified copy of the resolution. Therefore, to avoid a possible duplication of tax levies, the community college board should not include in its annual tax levy a levy for bonds and interest. Number of bond issues of said community college district that have not been paid in full (one). This certificate of tax levy shall be filed with the county clerk of each county in which any part of the community college district is located on or before the last Tuesday in December. (Detach and Return to Lincoln Land Community College, 5250 Shepherd Road, P O Box 19256, Springfield, IL 62794-9256)
This is to certify that the Certificate of Tax Levy for 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 on the equalized assessed value of all taxable property of said community college district for the year 2015 was filed in the office of the County Clerk of this county on ________________________________________, 2015. McDonald/Longhta/Patarozzi
47
AGENDA ITEM III.D.1
OPTION B In addition to an extension of taxes authorized by levies made by the Board of said community college district an additional extension(s) will be made, as authorized by resolution(s) on file in this office, to provide funds to retire bonds and pay interest thereon. The total amount, as approved in the original resolution(s), for said purpose for the General Obligation Bond Series 2008A for the year 2015, is $2,639,150 ____________________________________________________________________________________________ Date County Clerk and County
McDonald/Longhta/Patarozzi
48
AGENDA ITEM III.D.2
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Restructure of Outstanding Bonds
DATE:
December 16, 2015
With the potential for implementation of tax cap legislation state-wide looming, it may be advantageous for the College to refinance and restructure a portion of its existing outstanding bond debt. As you know from discussion at last month’s Board meeting, the tax cap legislation, in its current format, will negatively impact the College’s ability to issue additional debt until the existing debt is retired in 2029 due to the structure of the existing debt. In addition to preserving the ability to issue bonds, should the need arise, between now and 2029, the refinance and restructure of a portion of the existing debt will also reduce the total interest expense paid by the College over the life of the debt. The College’s bond advisor has reviewed a number of debt refinancing options and the two most advantageous options are presented below. Both options involve the refinancing of approximately $10.0M of existing debt, increasing the debt levies for 2015 and 2016, and smoothing debt payments for years 2019 – 2029 as compared to the increasing debt payments that exist now. The best interest rates can be achieved when the debt issuance is $10.0M or less. The current portion of College’s 2014 tax rate that is applicable to debt service is $0.0434 (out of the total $0.4733). Debt refinancing options and the resulting impact on property tax rates are presented below. All of the figures below are approximate based on the best estimates of the College and the bond advisor at this time for a January 2016 bond sale. Option 1 This option results in an increase in the tax rate for debt service for 2015 and 2016. Beginning with 2017, the estimated tax rate will return to the 2014 level and remain flat through the remaining life of the bonds (2029). The ability to issue additional debt in the future, should the need arise, is greatest under this option as is the interest expense savings. McDonald/Longhta/Patarozzi
49
AGENDA ITEM III.D.2 -
-
The dollar amount levied for debt service would result in a debt service tax rate of approximately $.0631, an increase of $.0197, for the 2015 levy and a debt service tax rate of approximately $.0620 for the 2016 levy. The dollar amounts levied for debt service in future years (2017 and beyond) would be level and result in a debt service tax rate of approximately $.0438 or less, which is nearly identical to the debt service rate of $.0434 for 2014. Sets the College’s debt service extension base maximum at approximately $3,890,000. Beginning with 2018, the College would have the ability to issue additional bonds that could be supported by a $1.0M debt payment. Interest expense saved over the remaining 13 year life of the debt is approximately $2.538M. The total annual property tax bill for the owner of a home priced at the median in Sangamon County would increase approximately $7.94 for 2015 and 2016 taxes and then fall back to approximate the 2014 level beginning with 2017 for the remainder of the debt (2029). If tax caps are not implemented, the College still receives the benefit of interest expense savings over the life of the bonds.
Option 2 This option results in an increase in the tax rate for debt service for 2015 and 2016. Beginning with 2017, the estimated tax rate will reduce slightly but remain above the 2014 level and fluctuate slightly through the remaining life of the bonds (2029). The ability to issue additional debt in the future, should the need arise, and interest expense savings are present, however, at lower amounts than Option 1. -
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The dollar amount levied for debt service would result in a debt service tax rate of approximately $.0542, an increase of $.0108, for the 2015 levy and a debt service tax rate of approximately $.0529 for the 2016 levy. The dollar amounts levied for debt service in future years (2017 and beyond) would fluctuate and result in a debt service tax rate of approximately $.0445 to $.0469, which is higher than the debt service rate of $.0434 for 2014. Sets the College’s debt service extension base maximum at approximately $3,325,000. Beginning with 2018, the College would have the ability to issue additional bonds that could be supported by up to a $300,000 to $400,000 debt payment. Interest expense saved over the remaining 13 year life of the debt is approximately $2.363M. The total annual property tax bill for the owner of a home priced at the median in Sangamon County would increase approximately $4.35 for 2015 and 2016 taxes and then fall back to an amount slightly higher (between approximately $0.50 and $1.00) than 2014 levels beginning with 2017 for the remainder of the debt (2029). If tax caps are not implemented, the College still receives the benefit of interest expense savings over the life of the bonds.
McDonald/Longhta/Patarozzi
50
AGENDA ITEM III.D.2
Option 3 This option is not to refinance any of the existing debt at this time. Should tax caps be implemented in their current format, the College’s debt service extension base will be established at the current 2015 levy for debt in the amount of $2,639,150. Due to the increasing debt service payment structure of the current bonds, the College would be unable to issue any tax supported bond debt until the current bonds are paid off in 2029. Summary of Levy and Refinancing Options Below is a matrix that summarizes the potential additional taxes paid by the owner of a median priced home in Sangamon County depending on the option chosen for the 2015 Tax Levy and the option chose to refinance debt. Option A – Standard Practice Levy for 2015 $6.95 $6.95 $6.95 $6.95 $6.95 $6.95 $6.95 $6.95
Option B – Additional LPS Levy over Standard Practice
Option 1 – Option 2 – Option 3 – Refinance Refinance No Debt Debt Debt Refinance
$7.94 $1.77 $1.77 $1.77 $1.77
$7.94
$4.35
$4.35
n/a
n/a
Total Additional Estimated Tax for 2015 Levy
$6.95 $14.89 $11.30 $6.95 $8.72 $16.66 $13.07 $8.72
Vice President McDonald and I will be happy to answer any questions you may have regarding the options presented.
McDonald/Longhta/Patarozzi
51
AGENDA ITEM III.D.2
For Board Consideration:
OPTION 1
MOTION: Move to direct the President to work with Speer Financial to issue $10.0M of debt for the purposes of refinancing and restructuring a portion of the College’s Series 2008A bond debt in accordance with the estimates presented in Option 1.
OPTION 2
MOTION: Move to direct the President to work with Speer Financial to issue $10.0M of debt for the purposes of refinancing and restructuring a portion of the College’s Series 2008A bond debt in accordance with the estimates presented in Option 2.
OPTION 3 No motion necessary, no action will be taken
McDonald/Longhta/Patarozzi
52
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:
December 16, 2015
POSITION VACANCIES Classified Utility Worker - Taylorville (PT) Professional Academic Advisor (FT) Programmer Analyst (FT) Student Development Professional (FT) Student Support Specialist (PT) Assistant Director, Public Relations (FT)
HIRES Kegan Sullivan
McDonald/Ransdell
Program Assistant-Student Support Services (PT)
01/04/16
54
AGENDA ITEM IV.A.3.b
MEMORANDUM
TO:
Members, LLCC Board of Trustees
FROM:
Charlotte J. Warren President
SUBJECT:
Construction Progress Update
DATE:
December 16, 2015
Attached is the current Construction Project Status Report for LLCC. It includes all projects that are currently underway, projects that have formal plans and available funding but are not yet underway, and projects that have been requested for state funding but have no formal plans or available funding. The following information is intended to provide a brief overview of the progress of each of the projects since the previous Board Meeting: Capital Renewal Projects – FY’ 13 Masonry Repairs to Sangamon, Menard and Cass The project is complete, however, the CDB is still processing internal close out documents and the final change orders and pay application. PHS Projects – FY’ 15 2015 Miscellaneous Road and Parking Lot Repairs This project will be re-bid in 2016. AHU Motor Replacement / Electrical Systems The project is underway. Arc Flash Study Development of construction documents is underway. Ramp to Hamilton Area The project is substantially complete. Truck Driver Parking Lot Replacement The project is substantially complete. McDonald/Garvey
55
AGENDA ITEM IV.A.3.b
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
56
57
73907 73909
Colleague Dept # 70932 70933 70934 70935 70936 70937 70938 70939 70940 L S,L
L L L L L L L L L
Truck Driver Lot Rehabilitation Hamilton Area Sidewalk Removal & Replacement
L L
Student Services/Testing Center S,L Renovation of Montgomery Hall for Adult and Community Education S,L Project Outreach: Regional Center Expansion- Phase Two EREC S,L
Menard Hall Carpet Replacement CDB SGMN MNRD CASS Masonry Repairs
Project Name AHU Motor Replacements Arc Flash Study CCTC Parking Lot Rehab CDC Septic System Replacement SGMN South Exposed Aggregate Sidewalk Montgomery Hall Roof Replacement SGMN Exterior Stair Replacement Sidewalk Lighting- MCTR & Trutter WFCC Entry Slab Remediation
Funding Source
412,505 47,153 459,657 2,114,233
1,370
-
Sum of Original Sum of Contract Change Amount Orders 186,625 30,347 32,782 9,527 116,249 223,257 184,658 (4,880) 94,647 6,250 35,937 914,028 1,370 131,901 608,647 740,548 -
This summary page provides information pertaining to the contract payouts and balances. The back-up sheets may differ since the back-up sheets contain the contract amounts, payouts, as well as any interest that may have been earned.
Notations: + Indicates that the project is being monitored by an outside agency. In some cases, the outside agency has not provided the college with the necessary payout or final close out forms. As the information is received, the above information will be adjusted.
NEW NEW NEW ICCB Capital Budget Request Total PHS Balance Transfers 70941 70942 PHS Balance Transfers Total Grand Total
Infrastructure Fee Total ICCB Capital Budget Request
FY2015 PHS Total Infrastructure Fee
Type / Year FY2015 PHS
Sum of Original LLCC Budget Approved / Estimated 298,613 27,588 30,700 51,037 117,332 384,400 204,450 124,800 41,080 1,280,000 100,000 901,600 1,001,600 4,245,000 1,290,200 4,672,400 10,207,600 482,784 64,174 546,958 13,036,158 Sum of Adjusted Contract Sum of Amount Retainage 186,625 30,347 32,782 9,527 116,249 223,257 179,778 100,897 35,937 915,398 131,901 608,647 740,548 412,505 47,153 459,657 2,115,603 -
The following information is a reflection of information that has been provided to the Finance Department as of November 18, 2015
All Capital Projects
370,717 8,897 379,614 1,421,862
Sum of Payments To Date 35,293 19,312 32,782 5,546 109,424 204,607 175,558 101,329 35,882 719,732 57,774 264,743 322,517 -
Sum of Contract Sum of Balance Contract % Remaining Remaining 151,332 81.09% 11,035 36.36% 0.00% 3,981 41.79% 6,826 5.87% 18,650 8.35% 4,220 2.35% (433) -0.43% 55 0.15% 195,666 21.37% 74,127 56.20% 343,904 56.50% 418,031 56.45% 0.00% 0.00% 0.00% 0.00% 41,788 10.13% 38,255 81.13% 80,043 17.41% 693,741 32.79%
AGENDA ITEM IV.A.6.a
AGENDA MASTER CALENDAR
JANUARY 2016
Board Meeting 1/27/16
FEBRUARY 2016
Sabbatical Leaves
Administrative Positions
Faculty Positions
Board Meeting 3/23/16
Tenure Listing
Catalog Review and Adoption
Board Meeting 2/24/16
MAY 2016
JUNE 2016
LLCC Foundation Gala 5/7/16
Summer Adjunct Faculty Listing
Employee Recognition Ceremony
Budget Workshop 6/22/16
Commencement 5/13/16
Board Meeting 6/22/16
Board Meeting 5/25/16
SEPTEMBER 2016 H
Budget Adoption/Public Hearing
Mid-Year Tenure Listing
Board Meeting 9/28/16
MARCH 2016
APRIL 2016
Seating of New Student Trustee
Student Recognition Ceremony
Board Meeting 4/27/16
JULY 2016
FY’17 Tentative Budget
Board Meeting 7/27/16
OCTOBER 2016
AUGUST 2016
NOVEMBER 2016
Financial Audit Review
Faculty Emeritus
PHS Projects
Board Meeting 11/16/16
Board Meeting 10/26/16
Board Meeting 8/24/16
DECEMBER 2016
Adopt CY’16 Property Tax Levy
Board Meeting 12/14/16
58
V. Strategic Discussion
