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2019-07-17

                             CENTRAL VIRGINIA COMMUNITY COLLEGE
                                                     BOARD MEETING
                                                      Minutes
NO. 234
                                                          July 17, 2019
 
 
The two hundred and thirty-fourth meeting of the Central Virginia Community College Board was held at 4:30 p.m. on July 17, 2019, in the Appomattox Hall Conference Room, Room 1114.
 

ROLL CALL

 

Members Present

Dr. Mac Duis—Bedford County
Ms. Julie Harris—Campbell County
Mr. Nathaniel Marshall—City of Lynchburg
Ms. Tamara Rosser—Bedford County
Ms. Bonnie Svrcek—City of Lynchburg
Dr. Steve Troxel—City of Lynchburg
Mr. Joseph Tucker—City of Lynchburg
Mr. Clay Stanley—Campbell County
Dr. John Walker—Amherst County
 

Members Absent

Dr. Jeffrey Garrett—Appomattox County
 

Special Guests Present

Mr. Greg Sullivan, Director, G3 Grant Initiative
Dr. Lloyd Tannenbaum
 

Staff Present

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

CALL TO ORDER

Dr. Steve Troxel, Chair, called the meeting to order at 4:30 p.m.
 

Approval of Minutes No. 233

 
On a motion by Mr. Marshall, duly seconded by Dr. Walker, Minutes No. 233 from the regular meeting of April 24, 2019, were approved as written. (Ms. Svrcek abstained as she was not present at the April 24, 2019, meeting.)
 
The motion carried unanimously.

PUBLIC COMMENT

  None

PRESENTATION OF ROA

Presentation Dr. Troxel presented Dr. Lloyd Tannenbaum with a Resolution of Appreciation for his outstanding service to CVCC’s Local Board.
Dr. Tannenbaum stated he enjoyed his years on the Board and feels CVCC is in great hands with Dr. Capps, his team, and the Board members. He asked all to never forget the importance of CVCC to this region’s economic future.
Dr. Capps stated, during Dr. Tannenbaum’s time here at CVCC, he had served during some its darkest hours as well as some of its brightest days. He thanked Dr. Tannenbaum for his steadfast support.

INTRODUCTION OF NEW BOARD MEMBERS

Introductions Dr. Troxel introduced Ms. Bonnie Svrcek (representing Lynchburg City), and stated she was appointed as City Manager for the City of Lynchburg July 1, 2016. She is the first female to hold this position in Lynchburg. Prior to this appointment, she served the city for 17 years as the Deputy City Manager. Prior to working in Lynchburg, Ms. Svrcek worked for the Town of Blacksburg as the Assistant Town Manager for nine years and as a Senior Budget Analyst in Fairfax County, Virginia, for five years. She also worked for the City of Los Angeles’ Washington, D.C. office.
Dr. Troxel stated Ms. Svrcek graduated from the University of Maryland with a B.S. in Housing and Applied Design, received her Master of Public Administration from the University of Southern California’s Washington Public Affairs Center, attended the Senior Executive Institute in Charlottesville, Virginia, and completed the State and Local Government Excellence Executive Education Program at the Harvard Kennedy School of Government in 2011. Ms. Svrcek completed the Dale Carnegie “Skills for Success” Program where she received the Human Relations and Highest Achievement Awards from her classmates.
Dr. Troxel stated Ms. Svrcek is a member of the Board of Directors of the All Points Employee Assistance Program Advisory Committee and is Vice President of the League of Women in Government Board of Directors. She also serves on the Board of Directors for the Greater Lynchburg Transit Company, Blue Ridge Regional Jail Authority, Central Virginia Planning District Commission, Lynchburg Regional Business Alliance, and the Regional Services Authority. She is a former President and Southeast Regional Vice President for the International City/County Management Association. He stated Ms. Svrcek is proud to have served as ICMA’s first female non-Chief Administrative Officer President and only the second female to serve in this role in ICMA’s history.
Dr. Troxel stated, in her spare time, Ms. Svrcek enjoys shopping for unique and locally sourced yarn to create hand knit items and enjoys dyeing yarn and fabric.
Dr. Troxel welcomed Ms. Svrcek to the Board.
Dr. Troxel introduced Mr. Joseph Tucker (representing Lynchburg City) to CVCC’s Local Advisory Board and stated Mr. Tucker is a relationship-driven professional who is currently employed by the City of Lynchburg. Mr. Tucker is involved in several boards and committees throughout the City of Lynchburg and is an out-of-the-box thinker. He currently resides in the downtown community of Lynchburg, and in his free time enjoys reading and exploring all that the City of Lynchburg has to offer.
Dr. Troxel welcomed Mr. Tucker to the Board.

PRESENTATION

Presentation Dr. Troxel introduced Mr. Greg Sullivan who is the director of the G3 (Get Skilled, Get a Job, Give Back) Grant Initiative.
Mr. Sullivan began by stating CVCC received $267,000 for the G3 Capacity Building Grant, which will be used to support planning efforts for a regional Career and Technical Education (CTE) Academy for dual-enrollment students, recent high school graduates, as well as unemployed or underemployed adults to earn credentials for targeted industry employment sectors.
Mr. Sullivan distributed a chart of how all the key players in this CTE Academy will work together. He stated a roundtable was held yesterday here at CVCC with representatives from 50 different companies to find out their ideas of what CVCC can do or do better in order to meet their needs.
Mr. Sullivan also distributed the results of a survey report completed by area business and contacts surrounding the CVCC service area. He stated approximately 77% responded that CVCC is an asset to the region and stated they would hire CVCC graduates. Mr. Sullivan stated this gave him the confidence that the CTE housed at CVCC would be good for this community.
Mr. Sullivan stated the VCCS is meeting with 15-20 community colleges to create a uniform curriculum for Level I, II, III. He stated the Virginia Department of Education has guidelines that must be met for dual enrolled high school students.
Dr. Capps thanked Mr. Sullivan for his work in developing the plans for the academy.
Dr. Troxel thanked Mr. Sullivan for his presentation.

REPORT OF STANDING COMMITTEES

 

CURRICULUM COMMITTEE

 
Discontinuance of the Associate of Applied Science (A.A.S.) Degree Program in Communication Design
Mr. Marshall reported the request to approve the closure of the Associate of Applied Science (A.A.S.) degree program in Communication Design is a result of failure to meet the state productivity standards for the number of program graduates for the past five years. He stated efforts to revise the curriculum to increase the number of program graduates have been unsuccessful. Mr. Marshall stated students currently enrolled in the program will have the opportunity to complete the degree through a two-year, teach-out plan through spring 2021.
The Curriculum Committee made a motion to approve the discontinuance of the Associate of Applied Science (A.A.S.) degree program in Communication Design.
The motion carried unanimously.
 

FACILITIES AND FINANCE COMMITTEE

 
Local Funds Financial Statements
The Local Fund Quarterly Financial Report and Financial Statements were reviewed. On a motion by Dr. Duis, duly seconded by Mr. Stanley, (as the Facilities and Finance Committee did not have a quorum), the Local Fund Quarterly Financial Report and Financial Statements were approved as written.
The motion carried unanimously.
Supplemental Appropriation Request On a motion by Dr. Duis, duly seconded by Mr. Stanley, (as the Facilities and Finance Committee did not have a quorum), to approve the transfer of college revenue fund ($5,000) to the Foundation.
(Transfer of College Revenue Fund to Foundation 2019-2020.
VCCS Policy (4.2.2.c) permits the transfer of college revenues to the college foundation. CVCC has completed these transfers in the past. The 2019-2020 budget did not include such a transfer due to concerns about declining bookstore revenues. This transfer is requested below utilizing fund balance savings in several of the represented budget line items in fiscal 2018-2019. These line items are reflected on the June 30, 2019 financial statements.  The Supplemental Appropriation Request follows in FY 2019-2020:

The motion carried unanimously.
 
Beacon of Hope Budget Increase
On a motion by Dr. Duis, duly seconded by Dr. Walker, (as the Facilities and Finance Committee did not have a quorum), to approve increasing the Beacon of Hope’s budget to $25,000 for reimbursement for half of their cost of employing a counselor they will provide on Campus on a full-time basis.
The motion carried unanimously.

 
PRESIDENT’S CABINET REPORT

Dr. Muriel Mickles

Dr. Mickles began her report by discussing the new two-dean division structure here at CVCC. She stated one will contain transfer, arts and sciences, and the other will contain workforce and career technical programs. She stated faculty and staff have been assigned to appropriate divisions.
Dr. Mickles discussed the Title III grant ($1.96 million) for student success initiatives here at CVCC. She reported this will include a Learning Commons which will be located on the second floor of Bedford Hall. She stated the Learning Commons will house all the support services such as the Writing Center, Math Achievement Learning Lab (MALL), Student Success and Tutoring Center and will be in place by beginning of the fall semester.
Dr. Mickles reported Ms. Philmika Reid (formerly from Heritage High School) has been hired as the Community Connections Coordinator. She stated Ms. Reid will help students with personal issues that may prevent them from continuing college.
Dr. Mickles reported on the Open Educational Resources (OER) initiative (provide resources/books at no or low costs to students). She stated there are two programs, General Studies and General Education that are completely OER. (She distributed OER mugs to all members.)

Mr. Chris Bryant

Mr. Bryant reported the fiscal year for the Foundation is the same as the Colleges—July 1 through June 30. He stated his office is celebrating as this was a good year. He stated that the Foundation did not reach this year’s goal, but preliminary figures show that they did raise over $20,000 more than last year.” Mr. Bryant stated because their goal was not met, the Foundation spent less money.
Mr. Bryant stated the Foundation’s true mission is to make sure the students and faculty have what they need to succeed. He stated last year, $845,000 was available mainly for scholarships and to purchase equipment.
Mr. Bryant reported on marketing and stated new billboards, ads on busses, Comcast, News and Advance, and cell phones can be seen. He stated $75,000 is spent each year investing in marketing and in years past, the fall and spring semester equally shared that amount. Mr. Bryant stated the strategy has changed with 75% being spent now for the fall semester.
Mr. Bryant reported his office has aggressively reached out to the thousands of CVCC alumni.  

Mr. Lewis Bryant, III

Mr. Bryant stated one project that he has been working on is to hire a new food provider for the College. He stated the contract will be signed soon with a well-known local company. Lewis stated the Bedford Hall Learning Commons has café space that has been vacant for some time, but this food company is interesting in reopening this also.
Mr. Bryant reported three sets of design meetings (included faculty and staff) with the architect group SFCS for the Amherst/Campbell renovations. He stated this should be completed this fall going from  program design work to schematic designs which include blueprints. Mr. Bryant stated this will take about nine months to complete.
Mr. Bryant discussed grants that the College has received which included two NSF, one G3, one Title III, and several Perkins. He stated 30% of the Accounting Department’s time is spent on grants and an additional employee will be hired to help with this.
Mr. Bryant reported the VCCS is funding $1 million plus towards the replacement of the HVAC system in Merritt Hall.
Mr. Bryant discussed the budget and stated the Human Resource office has been able to complete the final phase of the compensation study which resulting in 115 alignment increases. He stated about 50 part-time staff also received an increase. 
Mr. Bryant reported CVCC will have a balanced budget as the new year begins.

Mr. David Lightfoot

Mr. Lightfoot began by quoting a line from the 70’s TV show “The Six Million Dollar Man”. “We can rebuild him. We have the technology. We can make him better than he was. Better...stronger...faster.  He stated he is thankful CVCC and the VCCS invest in technology to make the colleges better, stronger, and faster.
Mr. Lightfoot reported as you have heard and will hear during the President’s Staff Reports, CVCC is implementing new systems and upgrading or replacing existing systems to be better, stronger, and faster. 
Mr. Lightfoot reported the College’s telephones were upgraded to IP (Internet Protocol) many years ago, but the telco connection remained a legacy connection. He stated in May, the telco connection was upgraded to IP connectivity which will provide enhanced caller ID, and is a necessity for the telephone upgrade that is planned for this fall. Mr. Lightfoot stated this will reduce the monthly charges by over 60%. 
Mr. Lightfoot reported the College continues to enhance our information security posture:
  • An email phishing campaign has begun, and if a user “takes the bait”, he/she will be required to take additional information security training
  • For departments and positions that are more likely to be spoofed in a phishing attempt e.g. payroll, Dr. Capps, etc., a process has begun requiring 2-Factor Authentication to limit the ability for these accounts to be compromised.
  • The new Microsoft licenses, which consumed all the 60% telco savings, now allows a single sign on leverage (single login and password for multiple system usage) for cloud applications. This is more convenient for the user and reduces the chances of an employee access not being revoked when he/she leaves employment.

Chief Russell Dove

Chief Dove reported CVCC’s ID Access Control System has been upgraded and stated some challenges have been experienced. He stated even though in the beginning there was a significant cost, the following years will show a savings of 65% and provide several security enhancements for the system. 
Chief Dove stated work continues on the Comprehensive Safety and Security Audit.

Mr. William Sandidge

Mr. Sandidge reported on Ad Astra and stated it is a software system that reviews the class schedule to:
  • Ensure the classes are scheduled when the students need them 
  • Add additional classes when classes are full
  • Delete classes due to low enrollment
Mr. Sandidge stated he is now reviewing all the data to learn what changes need to be made for the fall schedule, and then reviewing of the spring schedule will begin.
Mr. Sandidge stated when students cannot get classes in their curriculum or in the time needed results in low enrollment and retention problems.

Ms. Kris Ogden

Ms. Ogden began by referencing CVCC’s Strategic Plan (previously emailed and mailed) and stated her office had been busy completing a report that is due to SACSCOC on September 13. She stated a big part of being accredited is how the College operates effectively as an institution and the Strategic Plan helps to demonstrate compliance through its mission, goals, and supporting strategies.
Ms. Ogden stated, in 2015, the VCCS developed a new six-year strategic plan with a focus on student success referencing materials and best practices from the Gates Foundation. She stated Chancellor DuBois gave all 23 colleges the goal of tripling the number of completions awarded, and the VCCS also launched a new performance-based funding model. Ms. Ogden stated CVCC developed a plan to support all of the VCCS’ initiatives which has enabled the College to write and obtain grants that map to the successes.
Ms. Ogden referenced the dashboard handout and stated the College is reporting on the categories of entry, retention/progression, and completion for the fourth year which is year 2019. She stated the parts highlighted in green show an increase in 2019 compared to the College’s baseline year of 2015. She stated the parts highlighted in red show improvement is needed. Ms. Ogden stated this chart also includes CVCC’s comparison with the VCCS (all 23 colleges) average. She reported with this information, the community was once again asked for their input as to where the College should focus its attention, and their responses were taken back to the departmental coordinators. She stated the mission, vision, and goals of the College have remained the same but the strategies to achieve those objectives have been updated to reflect the progress in the six years of this strategic plan and the work necessary for the next two years. Ms. Ogden stated this document is currently in draft form. She reported with the Learning Commons being created, CTE Academy, MALL, Writing Center, the retention and progression metrics have also been combined.

Dr. John Capps

Dr. Capps stated CVCC is falling short in the developmental students’ and the fall-to-fall retention categories. He stated the navigators, Learning Commons, and Beacon of Hope counselor have been hired to address this. Dr. Capps stated the College needs to develop a more robust faculty advising system.
Dr. Capps stated if any have comments or suggestions, please send them by the end of the month.

CHAIR’S REPORT

Dr. Troxel encouraged the board members to get involved and stay involved. Show up for events when possible. We are not a rubber stamp group. We have skills that are valuable to CVCC, and we need to make them available.
Dr. Troxel reported Dr. John Walker has agreed to be the Vice Chair for the CVCC Board.

NEW BUSINESS

 
None

OLD BUSINESS

 
None

ADJOURNMENT

There being no further business, the meeting adjourned at
 6:31 p.m.

                                               
 
___________________                     John Capps
Secretary
 
APPROVED:
 
______________________________                                    ______________________________
         CHAIR                                                                                         DATE
 
 
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