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2019-10-23

                                               CENTRAL VIRGINIA COMMUNITY COLLEGE
                                                                BOARD MEETING
                                                                           DRAFT

                                                                  MINUTES NO. 235
                                                                   October 23, 2019
 
The two hundred and thirty-fifth meeting of the Central Virginia Community College Board was held at 4:30 p.m. on October 23, 2019, in the Appomattox Hall Conference Room, Room 1114.
 

ROLL CALL

 

Members Present

Dr. Mac Duis—Bedford County
Dr. Jeffrey Garrett—Appomattox County
Mr. Nathaniel Marshall—City of Lynchburg
Dr. Steve Troxel—City of Lynchburg
Mr. Joseph Tucker—City of Lynchburg (joined meeting at 5 p.m.)
Dr. John Walker—Amherst County
 

Members Absent

Ms. Julie Harris—Campbell County
Ms. Tamara Rosser—Bedford County
Mr. Clay Stanley—Campbell County
Ms. Bonnie Svrcek—City of Lynchburg
 

Special Guests Present

Ms. Elizabeth Narehood—Director of the Title III Grant
 

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. Chris Bryant, VP of Institutional Advancement
Ms. Kris Ogden, Dean of Institutional Effectiveness
Chief Russell Dove, Chief of Police
Ms. Dianne Sykes, General Administration Coordinator
 

CALL TO ORDER

 
Dr. Steve Troxel, Chair, called the meeting to order at 4:31 p.m.
 

Approval of Minutes No. 234

On a motion by Mr. Marshall, duly seconded, Minutes No. 234 from the regular meeting of July 17, 2019, were approved as written.
 
The motion carried unanimously.

REQUEST FOR PUBLIC NOTICE

 

None

PRESENTATION

Ms. Elizabeth Narehood, Director of the Title III Grant

Dr. Capps introduced Ms. Elizabeth Narehood as the Director of the Title III Grant. Ms. Narehood began her presentation by stating the recent Chancellor’s Retreat theme was “What If?” and a lot of ‘what if’ questions were asked. She stated what if CVCC was to receive $2 million to transform students’ success. Ms. Narehood reported this question is now a reality, as a year later, CVCC did receive a $2 million Title III grant. She stated it is a fact that student demographics are changing with more challenging student populations. She stated, for community colleges, access is not enough, and to truly provide equity to students, wrap-around services must be provided to help them be academically successful. Ms. Narehood stated this is exactly what the Title III grant is about. She stated the grant is funded by the Department of Education (DOE) and is a federal grant. She stated it was created in 2010, and its focus was to “Help eligible institutions of higher education to become self-sufficient and expand their capacity to serve low-income students by providing funds to improve and strengthen the academic quality, institutional management, and fiscal stability of eligible institutions.”
Ms. Narehood reported CVCC submitted a proposal in April 2017 and was awarded on the second grant cycle in October 1, 2018, with CVCC’s grant performance period being October 1, 2018 – September 30, 2023.
Ms. Narehood stated the list of the authorized funding amounts are the following:
                        Year 1: $449,580
                        Year 2: $449,135
                        Year 3: $439,276
                        Year 4: $341,816
                        Year 5: $276,373
                        Total:      $1,956,180
She stated each year the funding decreases in hopes that the colleges will become self-sustainable to carry the project forward. Ms. Narehood stated an adjustment occurred in the first funding year as there was a delay in the hiring process which resulted in approximately $180,000 in carryover into year two.  
Ms. Narehood reported the CVCC’s project was “Increasing Student Success through an Integrated Program of Planning and Advising.” She stated there was an emphasis in serving minorities and low-income students which is the overall-arching theme. She stated this requires institutional transformation including organizational changes, process and policy changes, and professional development.
Ms. Narehood stated this project aligns with the College’s Strategic Plan with a lot of the same goals imbedded in them both. She stated the framework of the project is the completion by design framework which is a VCCS initiative that looks at key areas such as onboarding, academic maps, proactive academic and career advising, early alert systems, and instructional support and co-curricular activities. She stated this project is aimed at bringing the best technology to the students, faculty, and staff. She reported this includes the implementation of Navigate which did begin before the grant was awarded but is imbedded in the project as a way of connecting students and giving them access to the guided pathways. 
Ms. Narehood reported the year one project milestones included:
  • Fully Staffed –5 Full-time and 8 Part-time Positions (tutoring)
  • Convene Title III Steering Committee
  • Hire External Evaluator – Public Policy and Associates, Inc.
  • Successful Completion of Interim Progress Report –April 2019
  • CVCC Title III Policies and Procedure Manual
  • Relocation of the Math Achievement Learning Lab to support Learning Commons development.
She stated most importantly it is all about students and the grant is focused on student success.
Ms. Narehood reported the key staff for the Title III grant includes:
  • Christopher Carpenter, MALL Coordinator
  • Kimberly French, First Year Programs Coordinator
  • Philmika Reid, Community Connections Coordinator
  • Kevin Riley, Applications Engineer
  • Elizabeth Narehood, Title III Project Director
Ms. Narehood stated year two and beyond include the following goals:
  • Project Expansion (Navigate, Orientation, Tutoring)
  • Professional Development of Faculty and Staff with an Emphasis on Underrepresented Populations.
  • Enhance Technology Capability – Navigate Kiosks
  • Navigate Student Enrollment and Academic Planning – Begins November 4
  • Development of New Guided Pathways
  • Partnership with the CVCC Education Foundation in Match Fundraising for Endowment Growth
Dr. Capps thanked Ms. Narehood for her presentation and stated she has done an excellent job in coordinating these grant activities and stated this grant will go a long, long way in helping students succeed. He reported for now, CVCC is the only community college in the state that has the Title III grant.

REPORT OF STANDING COMMITTEES

CURRICULUM COMMITTEE

Curriculum Advisory Committee Member Appointments

On a motion by Mr. Marshall and seconded by Dr. Garrett as the Curriculum Committee did not have a quorum, the memberships of the Curriculum Advisory Committee were approved as presented.
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.

Electronics

The Electronics Curriculum Advisory Committee proceedings were provided for information.

Fire Science Technology

The Fire Science Technology Curriculum Advisory Committee proceedings were provided for information.

HVAC

The HVAC Curriculum Advisory Committee proceedings were provided for information.

Machine Tool/ Quality Control

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

Mechatronics

The Mechatronics 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.

Welding

The Welding Curriculum Advisory Committee proceedings were provided for information.

General Education Transfer

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

 

FACILITIES AND FINANCE COMMITTEE

 
Local Fund Financial Statements
The Local Fund Quarterly Financial Report and Financial Statements were reviewed. On a motion by Dr. Duis with Dr. Walker seconding 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.
Student Success Center Promotion Dr. Duis discussed a request for a $1,000 budget increase for the Student Success Center’s Open House. He stated academic tutoring is provided for all students attending CVCC at no charge, and the College actively seeks to encourage and promote these services in any way possible. He stated this request is to provide promotional refreshments (in the form of a voucher to purchase either a coffee or a muffin at the shop located on the first floor of Bedford Hall) to students who attend and complete tutoring sessions, and in addition to being an incentive, students are much more attentive with nourishment. The Supplemental Appropriation Request follows in FY 2019-2020.
A motion by Dr. Duis and seconded by Dr. Walker as the Facilities and Finance Committee did not have a quorum, was made to fund the $1,000 request for the Student Success Center promotion.
The motion carried unanimously.

 
PRESIDENT’S CABINET REPORT

Dr. Muriel Mickles

Dr. Mickles reported a new two-dean structure has been implemented and is now organized and operational here at CVCC. She stated Dr. James Lemons and Dr. Cynthia Wallin are in those positions, and their new title is associate vice president. She stated Dr. Wallin’s area is now called Arts and Sciences and Dr. Lemon’s area is called Technology, Trade, and Workforce Developmental.
Dr. Mickles stated the student success services and resources were located in various locations and were not being utilized by the students as they should have been. She reported a Learning Commons was established with the relocation of the testing center, writing center, tutoring center and MALL into one common area located on the second floor of Bedford Hall. Dr. Mickles reported on September 11 an open house was held with lots of students attending. She stated the budget adjustment approved at this meeting to purchase vouchers for the students will provide a great incentive for them to use these services.
Dr. Mickles discussed the new online tutoring service called Brainfuse. She stated it ensures that students, adult learners, and jobseekers have access to a personalized, all-in-one learning experience and can work with live tutors, collaborate with peers, and study on their own.
Dr. Mickles discussed the food pantry and stated students cannot be successful if they are hungry. She reported CVCC is partnering with Parkview Community Mission who will provide the College with bags of non-perishable food items. Dr. Mickles also reported the Follett Bookstores have partnered with the VCCS to help alleviate hunger on campuses. She reported for each $1 that the colleges donate, the bookstore will match up to $1,000. She stated CVCC has donated the $1,000 and money is still coming in.
Dr. Mickles stated the College is revamping the food pantry (located in the SGA office) for more visibility, accessibility, and to remove all barriers. She reported evening hours will be offered soon.
Dr. Mickles reported an audit and policy team (all VPs and deans) has been created with a purpose to review audit findings to eliminate repeat findings and to review policies and procedures to clarify and define strategies. She stated one audit finding that had remained for four years was recently removed as a result of this team’s recommendation. 
Dr. Mickles reported through Workforce, the College has a Certified Medical Assistant program, and stated Dr. Lemons is trying to expand this program. She stated, at this time, only 18 students can be accepted (these students attend evening classes). Dr. Lemons is hoping to expand to include day classes with 18 additional students. She stated welding classes (using welding simulators) will also be offered at a local juvenile facility. She reported Dr. Lemons is also working with the G3 Director, Dr. Greg Sullivan, and stated this initiative will be closing soon with the first phase proposal and wish list to expand some of the programs here at CVCC. 

Mr. Lewis Bryant, III

Mr. Bryant reported he was pleased to say the College has selected a new food vendor called Market at Main. He stated the financial benefit is the College will receive a 5% commission on all vending sales, and a 10% commission on all café sales and catering. Mr. Bryant stated this was a VCCS year-long project with bids obtained through the Shared Services Center. He reported a bid request was made nation-wide but Market at Main (based out of Amherst with two locations in Lynchburg) was selected. Mr. Bryant stated several menu items that has made them so successful are also being offered here at CVCC. He stated they are doing a great job and have re-opened the coffee shop that is located in the library where a large selection of coffees is being offered.

Mr. Chris Bryant

Mr. Bryant reported the Foundation had a great first quarter in achieving its goal. He stated the cycle has begun where lots of scholarships will be awarded. Mr. Bryant reported, last year, there was an increase in the number of scholarships awarded (451 scholarships amounting to $514,000), and of course, the dollar amount exceeded the previous year as well.  
Mr. Bryant stated the alumni engagements include weekly correspondence emails sent in the summer and an e-newsletter that featured lots of CVCC events. He stated marketing has aggressively reached out to the alumni trying to engage them. He reported last week guest speaker, Will Stafford, weather person on WSET and a CVCC alumnus, came to CVCC to speak. Mr. Bryant reported the event had about 75 attending which was more than he anticipated. Mr. Bryant stated through CVCC’s Cultural and Diversity Committee they are trying to bring in alumni as guest speakers.
Mr. Bryant stated the Foundation Board is transitioning with new members and a new president (if approved, new president would be Bif Johnson)
Mr. Bryant stated everyone should have received an invitation to an event scheduled for November 7 at the Academy which will provide an opportunity to mingle with Foundation Board members.
Mr. Bryant stated this year is the first in trying to raise $1 million. He stated two things the Foundation is good at which are providing scholarships and purchasing needed equipment. He stated the average amount of money raised for purchasing equipment ranges from a low of $30,000 to a high of $360,000 on an annual basis. He stated this year $400,000 will be used to purchase equipment making this the largest amount. He stated hopes are some of this will be offset by attracting a competitive Tobacco grant. Mr. Bryant stated maintenance for the equipment cost about $25,000 each year but that is not nearly enough and there is always the need for new equipment.
Mr. Bryant stated the Foundation is good at two things—awarding scholarships and maintaining and purchasing equipment but needs to get better before opening the dreaming flood gates.

Mr. David Lightfoot

Mr. Lightfoot reported on a new approach for a mature technology—faxing. He stated faxing will be moved to the cloud with a couple of off-site centers already being able to send and receive faxes online by email. Mr. Lightfoot stated the fax lines are old and not working well especially when it rains. He stated this will benefit those employees working from home by being able to send and receive faxes through their computer.
Mr. Lightfoot stated this change is expected to be budget neutral and more secure.

Ms. Kris Ogden

Ms. Ogden reported she had two updates from Mr. Will Sandidge who was unable to attend this meeting. She stated the first was Ad Astra which is a system that the VCCS required for all community colleges to use to analyze course scheduling and to improve efficiencies. She reported CVCC has been involved for a year now and is making progress in improving the College’s on-grid schedule and is currently working on the spring schedule. Ms. Ogden stated a site visit was made from representative on October 8.
Ms. Ogden reported on a veterans project of Mr. Sandridge’s. She stated he worked with Ms. Tina Murphy, Veterans Coordinator, and Mr. Chris Bryant on this project and CVCC is now the fifth community college in Virginia who is certified as a member of the Training and Education Alliance Certification by the Virginia Department of Veterans Services. She reported for CVCC to obtain this certification, a partnership employee pipeline must be demonstrated, and for the CVCC’s region, it was BWXT and Centra Health.  
Ms. Ogden discussed the College’s Strategic Plan and stated a draft was submitted at a previous Board meeting and comments both internally and externally were received. Ms. Ogden stated it was approved at a President’s Cabinet meeting and it now aligns strategies with the work department level. She stated the College is in its fifth year of the six-year strategic plan which aligns with initiatives at the state level, with loss momentum framework, and supports all the work the College does.
Ms. Ogden reported on the SACSCOC’s recent visit. She stated CVCC is in its fifth-year review. She stated because the College had three offsite centers added since their last review, they were required to visit as part of that review. Ms. Ogden stated the group arrived on Monday and left this morning. She stated their report had no recommendations and no follow up required.
Dr. Mickles thanked Ms. Ogden publicly for all that she did in preparing for this review. Mr. Walker stated it was great that the College had no recommendations or follow ups.  Dr. Capps also thanked Ms. Ogden for her great leadership and stated the best efforts are collective efforts. He reported the committee chair stated CVCC is a great college and everyone could be proud of what has been accomplished. He stated all committee members were taking notes back to their schools on what was learned here at CVCC.

Chief Russell Dove

Chief Dove reported at the July meeting he had promised a Comprehensive Safety and Security Audit. He stated he planned to do this in the summer but had an officer leave the force. He stated plans are to have this complete by January using a K12 template. Chief Dove distributed an example of what the report will look like once completed.

Dr. John Capps

Dr. Capps distributed and reported on the credentials count spreadsheet and stated the College was mostly tracking the industry certifications and licensures. He reported CVCC had awarded 1,559 during the 2018-2019 academic year. Dr. Capps stated for quite some time CVCC placed first in the VCCS in the number of non-credit credentials. He reported CVCC has fallen from first to fourth with one possible reason being the College has lost a number of the American Heart credentials.
Dr. Capps distributed a chart titled Fiscal Year 2019 Sustainability Metrics. He stated, two years ago, the Joint Legislative Audit and Review Commission (JLARC) audited the VCCS. He stated this is the audit arm of the General Assembly and audits a variety of state agencies. He stated JLARC determined that the VCCS had no measure when a community college is no longer viable or past the threshold of sustainability. Dr. Capps stated as a response to this, the State Board for Community Colleges adopted this metric that he distributed. He stated this metric is composed of four different measures-overall population of the college’s service area, three-year average of the annualized full-time equivalent (FTEs) student enrollment, operating costs associated with the production of FTEs, and plus or minus of the high-demand credentials that the college offers. Dr. Capps stated he shared this information because CVCC has experienced several years of enrollment decline but when measured against the previous four criteria, the College has a perfect record. He stated CVCC is the third most efficiently-run college in the system, and this is a tribute to Mr. (Lewis) Bryant and his outstanding financial management. He stated this is also a tribute to the entire college community because CVCC does not only operate effectively but is a “lean-mean machine.” Dr. Capps stated the Chancellor wanted the colleges to keep their local boards informed about enrollment and physical health and this report card is designed to do just that. He stated the Chancellor continued by stating enrollment shortfalls and budget crisis do not occur overnight. Dr. Capps stated he hoped all Board members agree that they are kept informed through the two standing committees.   
Dr. Duis questioned what will happen to colleges such as Eastern Shore or Dabney Lancaster. Dr. Capps stated Eastern Shore has embarked on a three-year remediation/rejuvenation and relying on Tidewater for their financial services. He stated Easter Shore failed on all four measures listed above. Dr. Capps stated the Chancellor also mentioned that there were several other colleges in danger, and if those colleges cannot rejuvenate themselves, they may become satellites of larger colleges.
Dr. Capps discussed the budget email that was sent early to the Board. He stated, at one point, the possibility had been entertained to have a reduction in workforce (enrollment was close to -6% but has rebounded to -4.24%). Dr. Capps reported that Mr. Bryant had balanced CVCC’s budget based on a 4% decrease in FTES but had been forced to use non-recurring sources of revenue to balance the budget at that level, and clearly, the College cannot continue on that trajectory for any length of time. He stated the intervention strategies presented at this meeting by Ms. Narehood should result in a better retention rate from fall 2019 to spring 2020. He stated if this does not happen, more extreme measures will take place. Dr. Capps stated what the College does not want to see is a sharp decline in enrollment resulting in a precipitous budget and enrollment deficit that would result in layoffs as several community colleges have had to do. (example-Wytheville laid off 17 full-time employees) Dr. Walker stated it was impressive to see where CVCC ranked on efficiency and that the Title III grant should enhance the enrollment. Dr. Capps stated the influx of the Beacon of Hope students have significantly helped with fall enrollment and hopefully those students will be retained in the spring semester.
 
CHAIR’S REPORT
 
OLD BUSINESS
 
None
 
NEW BUSINESS
None
 
Chair’s Report
Dr. Troxel presented Ms. Sykes with a retirement card and a Lowe’s gift card as she will be retiring in December.
Dr. Troxel reported the 2019 Meeting of the VCCS Local Boards met October 15-16 and the 2019 Chancellor’s Retreat met October 16-17 at the Hotel Roanoke. He stated the Board members present included himself, Mr. Marshall, and Mr. Tucker.
Dr. Troxel stated he wouldn’t attempt to summarize the entire three days but will pull from the Chancellor’s remarks at each meeting some essential information for the Board to know.
(The following is a copy of what he read.)
The mission statements of UVA, Virginia Tech, and Christopher Newport all say that they are preparing students for the world. Community colleges on the other hand have the task of preparing students for their communities. Which one is better prepared to produce trained and skilled workers for Charlottesville’s expanding wine industry, for the Volvo truck plant in Pulaski County, or for the shipyards in Norfolk?
Our 23 community colleges do not all serve the same demographic. We are spread across Virginia in either Virginia’s urban crescent or the rural horseshoe. Each local board is essential to making sure that their college is meeting the specific needs of their community.
Each board needs to help their president by introducing him to the people he really needs to know outside of campus and not just to the obvious “first layer” of people such as elected leaders and school superintendents. What business and community leaders does Dr. Capps need to know that he doesn’t already? Who can help us access more students? Who are company leaders with skilled jobs to fill? What organizations can provide mutually beneficial collaborations? Don’t assume Dr. Capps has already met all of these people in Lynchburg. Be pro-active.
Secondly, ask questions about the health of CVCC from both Dr. Capps and senior leadership. It’s one thing for our board to have to deal with a crisis. It’s totally different for that crisis to take us by surprise. Don’t let it. Place great emphasis on connection and communication.
Theme for the retreat was “What if…?” Chancellor had five questions:
  1. What if our historic enrollment slide continues another five years?
  • VCCS serves 60,000 less students than 8 years ago. (That number is more than UVA and VCU’s combined enrollment.)
  • Eastern Shore is in a 3-year program to return to viability – tough road to go – 5 or 6 more could be in same situation
  1. What if we aren’t as creative and flexible as we think we are?
  • What if we aren’t actually offering the programs people need when they need them?
  • What if there is nothing magical about the 16-week semester?
  • What if there is no such thing as a typical college student?
  • What if enrollment is down because students don’t think we understand them or their realities?
  1. What if the question of equity becomes our focus, not just an aspiration?
  • Students who work or come from low income families are less likely to earn a credential – no matter how smart or talented they are.
  • 2 in 5 community college students endure food insecurity
  • An even greater number face housing insecurity
  • The credential they pursue is their best way out of the whirlpool of poverty
  1. What if we really embrace the part of our mission that says we give everyone an opportunity?
  • #1 concern of Virginia State Chamber of Commerce is no longer taxes or infrastructure as it was 15 years ago. It is developing talent.
  • Talent development and enrollment decline are intertwined.
    • VA birthrate remains below national average and continues to decline
    • Since 2012 more people have been moving out of VA than in.
  • We must shift our focus beyond the traditional college age of 18-24
  • 1.2 million Virginians between 25-44 have not earned a postsecondary credential of any kind – that’s more than 13 times the 90,000 Virginians that graduate high school each year.
  • High School age demo continues to shrink. 25-44 demo continues to grow.
  1. What if there was a post-secondary credential in every Virginia home within 10 years? (Not just Bachelors’ degrees, but CDLs, trade journeyman cards, etc.)
  • In the next decade, Virginia needs to fill 1.5 million jobs – 2 of 3 jobs require more than a HS diploma.
  • Taking all post-secondary credentials on a per capita basis, the most educated part of Virginia is Southside.
  • Virginia’s Rural Horseshoe accounts for 25% of the commonwealth’s population, but 40% of credentials earned through FastForward.
  • Rural credential earners’ pay increases more than for those who earn those credentials in an urban setting.
  • People who see the benefit of their credential are more likely (and more able) to come back and take other courses from us.
Chancellor DuBois closed by saying “it seems we are no longer in the community college business, but rather the business of helping our student earn jobs and careers.”
 
ADJOURNMENT
 
There being no further business, the meeting adjourned at
 6:20 p.m.
                             
 
                                                                                                ______________________________
John Capps
Secretary
 
APPROVED:
 
______________________________                                    ______________________________
         CHAIR                                                                                         DATE
 
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