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October 25, 2017
The two hundred and twenty-seventh meeting of the Central Virginia Community College Board was held at 4:30 p.m. on October 25, 2017, in the Appomattox Hall Conference Room, Room 1114. Following the business session, dinner was prepared by CVCC’s culinary arts’ students.



Members Present

Dr. Robert Arnold
Mr. Winfred Nash
Mr. Nathaniel Marshall
Mr. Keith Maxey
Mr. Franklin Swann
Dr. Lloyd Tannenbaum 
Dr. Steve Troxel
Dr. John Walker
Campbell County
Appomattox County
City of Lynchburg
Campbell County
City of Lynchburg
City of Lynchburg
City of Lynchburg
Amherst County

Members Absent

Mr. Ben Witt
Bedford County

Special Guests Present

Mr. Michael Farris
Mr.  Josh Moody
Dean of Enrollment Management
News and Advance

Staff Present

Dr. John Capps, President
Dr. Muriel Mickles, VP of Student and Academic Services
Mr. Lewis Bryant, III, VP for Finance and Administration
Mr. David Lightfoot, VP for Information Technology
Mr. Michael Bradford, VP of Institutional Advancement
Ms. Kris Ogden, Dean of Institutional Effectiveness
Chief Russell Dove, Chief of Police
Mr. Will Sandidge, Director of Strategic Initiatives
Ms. Dianne Sykes, General Administration Coordinator


Dr. Lloyd Tannenbaum, Chair, called the meeting to order at 4:30 p.m.

Approval of Minutes No. 226

On a motion by Mr. Marshall, duly seconded, Minutes No. 226 from the regular meeting of July 19, 2017, were approved as written.
The motion carried unanimously.





Mr. Michael Farris-Dean of Enrollment Management

Dr. Capps introduced Mr. Michael Farris who is the Dean of Enrollment Management-a fairly new position at CVCC. He stated the VCCS finds itself in the midst of declining enrollment, and during the past six years, a loss of over 50,000 students has occurred. Dr. Capps stated this is a serious matter causing the VCCS to create a system-wide enrollment management taskforce to see what can be done to counteract this trend. He reported, however, CVCC is on the cutting edge of innovations trying to keep its enrollment from declining. Dr. Capps stated Mr. Farris is going to talk about the creative strategies that the College has taken to try and attract more students to enroll which will result in a better life.
Mr. Farris began his presentation by stating the 2017-2018 enrollment campaign began with the end in mind. He stated the overall goal for 2017-2018 was to examine with detail, using as much data as possible, how exactly the College would enroll students for the duration of the entire enrollment cycle.  Mr. Farris reported as data came together, and a clearer picture began to form, student enrollment was examined as it relates to two simple, yet significant fronts: Offensive- What can be done to increase incoming student enrollments?  And  Defensive- What can be done to actively mitigate student enrollment loss?
Mr. Farris discussed CVCC’s enrollment growth strategies which included the following:
·       Media and Marketing (Television, Radio, Newspaper)
·       Texting & calling non-enrolled students encouraging them to enroll
·       Recruitment at all regional high schools, with testing and enrollment sessions provided by CVCC recruitment staff
·       Summer no-charge SDV courses 58 enrolled for fall 2017- 53 still enrolled
·       Late registration event Saturday before classes began
·       Added 12-week classes for late arrivals- 12 additional FTEs
Mr. Farris discussed CVCC’s loss-mitigation strategies which included the following:
·       Post Cards sent to all enrolled students reminding them to pay their tuition
·       Texts and telephone calls sent to all students reminding them to pay their tuition
·       Faster financial aid/scholarship processing so aid is in place by the tuition due date
·       Nightly report generated to determine unpaid students- shepherd them to pay, give them more time to pay if needed
Mr. Farris stated opportunities for 2018-2019 include strategically adapting to match contemporary student enrollment needs by completing comprehensive mapping of both enrollment and retention processes in early fall 2017 and using that data gleaned from 17-18 cycle to enhance predictive capabilities. He stated one of CVCC’s greatest strength is its personnel.
Mr. Farris and Board members discussed a variety of factors that has led to the decline in full-time enrollment, such as more aggressive recruiting and price restructuring from other area colleges, a shrinking pool of students in surrounding school divisions, and low unemployment.
Dr. Capps reported he is chair of the VCCS enrollment management taskforce and stated everything the College does affects recruitment and retention.



Fire and EMS Career Studies Certificate

On a motion by the Curriculum Committee, duly seconded, the Fire and EMS was approved as a new Career Studies Certificate.
The motion carried unanimously.

Health Sciences Fundamentals Career Studies Certificate

On a motion by the Curriculum Committee, duly seconded, the Health Sciences Fundamentals was approved as a new Career Studies Certificate.
The motion carried unanimously.

Introduction to Hospitality Management Career Studies Certificate

On a motion by the Curriculum Committee, duly seconded, the Introduction to Hospitality Management was approved as a new Career Studies Certificate.
The motion carried unanimously.

Curriculum Advisory Committee Member Appointments

On a motion by the Curriculum Committee, duly seconded, the memberships of the Curriculum Advisory Committees were approved.
The motion carried unanimously.

Administration of Justice

The Administration of Justice Curriculum Advisory Committee proceedings were provided for information.

Administrative Management Technology

The Administrative Management Technology Curriculum Advisory Committee proceedings were provided for information.

Business Management

The Business Management Curriculum Advisory Committee proceedings were provided for information.

Culinary Arts

The Culinary Arts Curriculum Advisory Committee proceedings were provided for information.

Emergency Medical Services

The Emergency Medical Services Curriculum Advisory Committee proceedings were provided for information.

Health Medical Laboratory Technologies

The Health Technologies Curriculum Advisory Committee proceedings were provided for information.

Medical Laboratory Technology

The Medical Laboratory Technology Curriculum Advisory Committee proceedings were provided for information.

Radiologic Technology

The Radiologic Technology Curriculum Advisory Committee proceedings were provided for information.

Respiratory Therapy

The Respiratory Therapy Curriculum Advisory Committee proceedings were provided for information.

Communication Design

The Communication Design Curriculum Advisory Committee proceedings were provided for information.

General Education Transfer

The General Education Transfer Advisory Curriculum Committee proceedings were provided for information.

General Engineering Technology

The General Engineering Technology Curriculum Advisory Committee proceedings were provided for information.

Heating, Ventilation, and Air Conditioning

The Heating, Ventilation, and Air Conditioning Advisory Curriculum Committee proceedings were provided for information.

Machine Tool/ Quality Control

The Machine Tool/Quality Control Curriculum Advisory Committee proceedings were provided for information.


The Welding Curriculum Advisory Committee proceedings were provided for information.


The Mechatronics Curriculum Advisory Committee proceedings were provided for information.


Local Fund Financial Statements
The Local Fund Quarterly Financial Report and Financial Statements were reviewed. On a motion by the Facilities and Finance Committee, the Local Fund Quarterly Financial Report and Financial Statements were approved as written.
The motion carried unanimously.

Dr. Muriel Mickles

Dr. Mickles began her report by discussing the closing of Miller-Motte Technical College and stated several of their students asked for CVCC’s help and are now enrolled in CVCC’s non-credit Certified Medical Assistant (CMA) program. She stated this program will now be taught in Amherst Hall where all the credit health programs are taught.
Dr. Mickles discussed the Road to Success in Virginia (RSVP) initiative and stated this was created to provide necessary training and skill development so that credentials could be earned for employment. She stated this is a Workforce program approved earlier in this Board meeting (Introduction to Hospitality Management Career Studies Certificate) and has an enrollment of nine students. She reported Temporary Assistance for Needy Families (TANF) funding is available for all that qualify and a coach has been hired to guide these students.
Dr. Mickles discussed a non-credit SDV class which was held this summer with 58 students attending (53 of those students enrolled in classes this fall). She stated the students after enrolling in a credit class will receive credit for the SDV class by completion.
Dr. Mickles discussed the Early College program housed at Jefferson Forest High School and reported 15 STEM-focused students are enrolled. She stated a full-time administrative assistant has been hired for clerical support.
Dr. Mickles reported on the Open Educational Resources (OER) and stated CVCC received a grant to fund a pilot program that would offer textbook-free credentials to students enrolled in designated programs.  
Dr. Mickles called attention to CVCC’s new directional signage stating it was a recommendation from this Board.
Dr. Mickles reported on two open houses scheduled at CVCC stating one is for the Rapid Train program and one is for the general public.
Dr. Mickles stated she met with the area’s superintendents and the coordinators of instruction to discuss support for dual enrollment teacher training, new dual enrollment possibilities, and introduced the General Education Certificate earned in the high schools with students using their Advanced Placement (AP) courses.
Dr. Mickles stated a recent Joint Legislative Audit and Review Commission (JLARC) along with a VCCS Audit Committee expressed concerns with dual enrollment students. She stated dual enrolled teachers came to CVCC to meet with the program heads of their courses to discuss expectations to make sure their courses align with those taught at CVCC.
Dr. Mickles reported on a Retention Taskforce that focused on why, where, courses in schools, and many other strategies to keep students enrolled at CVCC. She stated a Retention Process Mapping exercise was held here on October 3 to discern ways to support student success.   
Dr. Mickles reported on the implementation of the Education Advisory Board (EAB) Navigate. She stated this is a tool that will help streamline the processes of onboarding, registration, retention, and all the way through to completion. She reported CVCC’s Navigate team traveled to Danville Community College last week as they have already implemented portions of this. 
Dr. Mickles stated 12-week classes will be offered in spring instead of 14-week classes as they will give the students additional time to enroll and to apply for financial aid.
Dr. Mickles stated a Career and Technical Education (CTE) faculty-advising workshop will be held on Friday in an effort to implement faculty advising. 
Dr. Mickles reported, to enhance culture here at CVCC between the faculty, staff, and administrators, two “Central Coffee” events were held serving coffee and donuts to help everyone become better acquainted.
Dr. Mickles stated that Sweet Briar College has signed an agreement allowing students to enroll simultaneously at both CVCC and Sweet Briar. She stated students can take one class at Sweet Briar per semester and pay the CVCC tuition rate.

Mr. Lewis Bryant, III

Mr. Bryant reported the Fitness Center equipment rental contract was re-negotiated resulting in a savings of $34,000 for 19 months. He stated some of these savings can be used to hire a baseball coach as requested by the SGA. 
Mr. Bryant stated the Fitness Center is divided in two rooms, one for cardio/machine and one for free weights. He stated the SGA would like to remove the wall to allow a walk through instead of having to go into the hall and re-enter through another door. Mr. Bryant stated the savings from the Fitness Center rental contract could also be used for this project.
Mr. Bryant stated the faculty have been tasked to what an ideal instructional classroom would be. He stated the faculty were divided into two groups-general classroom faculty and the EMS and science faculty. He stated this information is due on December 1, 2017, in preparation for the upcoming Amherst and Campbell Halls’ renovations.
Mr. Bryant reported funds have been received from the VCCS to replace classroom equipment. He stated two reimbursement requests were sent to the VCCS for $200,000 and $180,000 used for general technology classroom equipment and for the virtual welding trainers.
Mr. Bryant reported a Department of Environmental Quality (DEQ) audit has been completed on monitoring the water runoff and pollutants and how those processes are handled. He stated he was pleased to say that CVCC passed the audit. Mr. Bryant stated there will not be another audit for five years which will give the College time looking at other options for a retention pond.

Mr. Michael Bradford

Mr. Bradford reported on grant activity and stated as reported at the July Board meeting, a $2 million Department of Education Title III grant had been submitted. He stated he was pleased to say, CVCC’s grant application received a perfect score of 100 from all three readers. However, there were too many schools that scored the same, and a tiebreaker was used to score among these and CVCC did not score high enough to be selected. He stated there were three tiebreaker topics – endowment per FTE, library expenditures annually per FTE, and the number of departments that were involved. He stated in the coming months the Department of Education may fund additional applications so we could still be selected depending on how far they go down the scoring list.
Mr. Bradford reported a grant application was submitted to the National Science Foundation (NSF) in the amount of $500,000 for advanced technical education centered around mechatronics and building a mechatronics pipeline.
Mr. Bradford reported CVCC’s grant writer, Jack Freeman, retired but may return in the future on a part-time basis.
Mr. Bradford reported on the March through August scholarship season and stated for the fall semester, 216 students (234 last year) received scholarships with the total amount of $583,000 ($758,000 last year). He stated this year, CVCC received $150,000 less from the Tobacco Region Scholarship program so the money was rationed with each student receiving a maximum of 24 credits (reduced from 30 credits in previous years). Mr. Bradford stated a student taking 12 credits per semester is still considered full-time; however, the student cannot complete a program in two years. Mr. Bradford stated there are some funds available for the spring semester which will become available on November 1. 
Mr. Bradford stated the renaming of Harvard Street’s approval is on the agenda of the VCCS State Board November’s meeting.

Mr. David Lightfoot

Mr. Lightfoot reported upgrades are continuing in the College’s classrooms with 80” monitors, reclining touch-screen PCs, and changing the seating layout where possible to allow for more interactivity.  He stated the technology here in the President’s Conference Room has also been upgraded.
Mr. Lightfoot reported his department is following through on one of this year’s strategic goals, and stated he was pleased to announce the College now has exterior wireless coverage at the main campus.  He stated he believes this enhancement is one that the students will benefit from and enjoy. 
Mr. Lightfoot reported the internet connection at the Amherst Center has increased by a factor of 10 which will reduce the monthly expenditure. He stated the next upgrade would take place at the Appomattox Center.
Mr. Lightfoot reported on the redesign of the website and stated the information placed on it was very focused and deliberate. He stated the main CVCC website does not need to be the CVCC encyclopedia.  However, there is a need to provide additional information to the public and to the employees via the web.  He stated there are several websites today that provide this type of information: Communication Central, Employee Manual, and Intranet.  He reported for efficiency, the planning has begun to merge these independent websites into a single site using the same content management system as CVCC’s main webpage. 

Mr. Will Sandidge

Mr. Sandidge stated the 360° administrative faculty (18 total) evaluation project initiated by the VCCS has been completed. He reported each year, six administrative faculty will be evaluated during a rolling three-year time frame. He stated the results of the survey which covers communication, leadership, project/program management, integrity, diversity, learning, positive spirit/creativity, and a section for comments, will be discussed only with the supervisor and the person being evaluated.
Mr. Sandidge stated he is in the process of reviewing the academic schedule in an effort to improve the offering of classes in each program. He stated he is also reviewing room utilization, productivity and efficiency of the classes. Mr. Sandidge stated he hopes to have some recommendations to help with retention and recruitment.  

Chief Russell Dove

Chief Dove reported on a question from a previous meeting about the use of CVCC’s Fitness Center, and stated currently there are 1,683 users (includes faculty, staff, and students that have signed a user agreement form). He reported between September 1, 2016, and September 2, 2017, there were 9,457swipes with an access card to enter the fitness center side (weight room side did not have an accurate count). He stated this does not include classes as the professor usually holds the door for the students to enter and also does not include those that tailgate behind another person that is entering.  
Dr. Troxel stated early in this Board meeting an EMT certification program was approved, and he also knew CVCC had a two-year paramedic program. Dr. Troxel asked if the students who had this certification and are attending classes at CVCC could be used to help in an emergency. Chief Dove stated he was unsure of the liability but will check on this.

Ms. Kris Ogden

Ms. Ogden reported on CVCC’s strategic plan as the College begins its second biennium. She stated in fall of 2015, CVCC implemented its strategic plan which was called Complete 2021. Ms. Ogden stated within that plan strategies were developed to support the goals that were outlined, and her handout showed the progress the College made on those strategies. She stated CVCC wants to align with the goals set by the VCCS for the second biennium. Ms. Ogden stated CVCC’s goals/strategies are assigned a green checkmark for being implemented in the first biennium, a yellow checkmark for being partially successful, and a blue arrow for those strategies that were not fully or partially implanted.
Ms. Ogden discussed the objectives-connection-entry-progression-completion, the strategies that were used to achieve those objectives, and whether those strategies were (fully, partially, or neither) implemented. She stated these strategies will be measured at the departmental level and college-wide. Ms. Ogden stated these strategies also map to the VCCS performance-based model.
Ms. Ogden stated work continues in this second biennium in a series of planning sessions. She stated it actually began here at the July Board meeting when Dr. Capps asked the Board members to brainstorm ideas for improvement. Ms. Ogden stated she recorded all of those ideas. She stated the brainstorming session continued with everyone here on Campus focusing on strengths and opportunities, and also with several surveys that were sent out to a broader community.
Ms. Ogden referred to another page of her handout and stated she is calling it CVCC Complete 2021-Revised and Resubmitted. She stated this page shows a broad statement about each of the four categories-connection, entry, completion, and progress.
Ms. Ogden discussed the final page of her handout and stated a program will be piloted here at CVCC this spring to allow students to opt out of the placement test. She stated the success will be measured amongst students and the strategic plan. 

Dr. John Capps

Dr. Capps stated that this meeting is running rather long but welcomed the Board members to email him their input on CVCC’s strategic plan.
Dr. Capps stated the goal of Complete 2021 is to triple the number of credentials and licensures awarded by the 23 community colleges, and by the end of fiscal year 2016, CVCC had awarded the most. However, he stated the VCCS has allowed the colleges to enter credential counts through the end of fiscal year 2017, Tidewater Community College with 1,392 has overtaken CVCC’s count of 1,283. Dr. Capps reminded everyone that Tidewater Community College is five-seven times larger than CVCC. He stated CVCC’s count for fiscal year 2017 has a commanding lead of 2,440 but the count will continue through fiscal year 2018.
There being no further business, the meeting adjourned at 
6:30 p.m.
John Capps
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         CHAIR                                                                                         DATE
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