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2021-01-27

CENTRAL VIRGINIA COMMUNITY COLLEGE
BOARD MEETING
MINUTES NO. 239
January 27, 2021
 
 The two hundred and thirty-ninth meeting of the Central Virginia Community College Board was held at 4:30 p.m. on January 27, 2021. Meeting was conducted through Zoom.
 

ROLL CALL

 

Members Present

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

Members Absent

Ms. Julie Harris—Campbell County
 

Special Guests Present

Ms. Philmika Reid, Community Connections Coordinator
Ms. Jamey Cross, News and Advance
 

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
Dr. Kris Ogden, Dean of Institutional Effectiveness
Mr. Jeffrey Sydenstricker, Interim Chief of Police
Mr. Will 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. 238

 
On a motion by Mr. Marshall, duly seconded by Dr. Walker, Minutes No. 238 from the regular meeting of October 21, 2020, were approved with the following corrections: Page 6, first paragraph under "Curriculum Committee” changed the phrase “due to Mr. Marshall’s absence” to read “since Mr. Marshall had not yet arrived due to a conflicting meeting,” and changed parenthetical paragraph to read “(Dr. Troxel asked that Dr. Ferguson correct a typo that showed the number of credits to be 19 rather than the actual 9 required on Level 1 of the Administration of Justice Academic Pathway.)”
The motion carried unanimously.

PUBLIC COMMENT

  None

PRESENTATION

Community Connections by Ms. Philmika Reid Ms. Philmika Reid, CVCC’s Community Connections Coordinator, began her presentation by stating she would be providing information and different scenarios from students that she has worked with in the past year, particularly all 2020.
Ms. Reid reported from August 1, 2019, till December 31, 2020, she met with 433 unique students. She stated unique meant that they were not duplicated appointments but individualized students. She stated in the fall of 2020, she had 291 appointments through Navigate with 115 being unique students. Ms. Reid reported she utilized her navigator role as a tracking mechanism to assist in identifying students’ needs. She stated CVCC’s navigators and counselors use this as well and can see when she is working with students, and she can see the conversations they have had.
Ms. Reid reported in Fall 2020, primary stressors of CVCC’s students mainly consisted of financial stressors caused by COVID19 due to job loss, being laid off, or being diagnosed with COVID19 and unable to work. She stated another stressor for students living in rural areas was not having access to the internet. She stated a lot of students did utilize CVCC as a mechanism for their primary internet.
Ms. Reid stated mental health issues, food resources, and self-advocacy were also some of the main stressors she experienced with the students.
Ms. Reid stated the next few slides in her PowerPoint would show different scenarios that she witnessed in Fall 2020. The first student was 36 years old, married, and a mother to five girls. In May of 2020, she worked in the public school sector as an instructional assistant but she lost her job. Ms. Reid reported in August 2020, because this student had school-aged children she was unable to return to work which affected their family income dramatically as only her husband was working. Ms. Reid was able to link this student up with CVCC’s student emergency fund, as well as to some different food pantries within her area.
Ms. Reid stated the second student scenario was a 33 year old mother working full-time who was diagnosed with COVID19. She stated this student unfortunately was unable to keep her children in daycare due to not working, and as a result, the children lost their spots in daycare. Ms. Reid reported the student was actually laid off from her job but stated the CVCC student emergency fund was able to assist her and pay for some of the utilities. Ms. Reid reported she also was able to link this student to CVCC’s career coach, Ms. Sarah Jarrett, to assist her on some different job opportunities in the area. Ms. Reid also stated she provided this student with resources for food pantries in the area.
Ms. Reid stated the third student was a 53 year old who had lost her mother and her father within months of each other from complications related to COVID19. She stated this student currently lived in Virginia, but her parents had resided in New Jersey, resulting in the student commuting to and from New Jersey. Ms. Reid stated the student was unable to locate her parents’ insurance policies and had to use her own personal funds to pay for their funeral expenses. This resulted in the student being unable to pay her utility bills, and making matters worse, her car was repossessed. Ms. Reid reported this student was also able to utilize CVCC’s student emergency fund, and even though the student did not live in Lynchburg, she was able to use some of the area food resources. Ms. Reid stated the student was living in the Norfolk area, and she was able to link her up with resources in that area as well.
Ms. Reid reported she worked closely with Elizabeth Narehood, CVCC’s Title III project director, on completing a Community Connection Survey for the fall of 2020, and she included the responses from the survey in her PowerPoint. The following questions were asked:
  1. Are you over the age of 18? 90.67% answered yes
  2. Are you aware of CVCC’s Office of Community Connections coordinated by Philmika Reid? 74.39% answered yes
  3. Do you have any kind of need that Community Connections might be able to assist you with? 23.81% answered mental health (depression, anxiety) Ms. Reid stated this was the top need but many students answered more than one response. Health insurance was another need, and Ms. Reid was able to connect them with Medicaid options and Johnson Health Center.
  4. Would you like to arrange a time to talk with Philmika about how Community Connections might be able to assist you? 86.11% answered ‘no’ but Ms. Reid reached out to those that answered ‘yes’ and connected them to different resources and answered any questions they had.
  5. How did you hear about the Office of Community Connections? The top two answers were Daily Bulletin or CVCC email with 51.28% and CVCC website with 44.87%. 
  6. What type of assistance or information was the Office of Community Connections able to provide you with? The top two answers were internet resources 43.09% and food resources 41.67%.
  7. How satisfied were you with the assistance and/or information you received from the office of Community Connections? 53.95% were very satisfied
  8. Would you like to arrange a time to talk with Philmika about how Community Connections might be able to assist you? 90.91% answered no
Ms. Reid reported in spring 2021, she continues to email student/staff/faculty with information about community events, resources, and supports. She stated she has created brief videos in Canvas to share with faculty and students and updates the Community Resource webpage with new information.
Ms. Reid discussed Single Stop and stated it is a new resource offered by the VCCS for all the community colleges. She stated Single Stop is where students can complete an assessment which will provide them with specific information about whether they qualify for Virginia’s State Medicaid, EBT/WIC benefits, and provide some specific information about housing resources and food pantries. Ms. Reid reported she is in progress of completing week three of an eight-week training course for Single Stop. She stated she is excited about this resource as students can complete it from home.
Mr. Marshall commented on one slide that showed only about 9%-10% of the students actually wanted to talk and asked if that was very typical of college students who want to get the information, but not necessarily want to talk.
Ms. Reid stated it changes from time-to-time, particularly when CVCC transitioned from residential to remote, it was extremely busy with students asking a variety of questions concerning laptops, internet, utility assistance, etc. She reported she will have students that will respond to an email that she sent out two months previous, asking for services. She stated she tries to email students at least two to three times a week to let them know she is here for them.
Dr. Walker thanked Ms. Reid for her role in this endeavor and thanked everyone involved here at CVCC. He stated it was exciting to read in the newspaper recently about the Grow Your Own program and that it has been initiated with the University of Lynchburg and CVCC. He stated he is interested in this because he had some involvement when this was first initiated. But he stated he only had one counselor that he went to a school and visited with who had a group of young men and women who were interested in the Grow Your Own program and that was Philmika Reid at Heritage High School. He stated it was pleasing to see that Ms. Reid’s work continues in building relationships with people and other universities for the benefit of the students. He stated he simply wanted to say thank you for that and wished continued success.
Dr. Troxel stated he noticed on the survey question number 3 that mental health was the number one issue followed closely by health insurance with food and utilities listed next. He stated but on question number 6 the top answers were internet resources (43.09%), food resources (41.67%), utilities (22.22%), mental health (22.22%) and other (23.61%). He stated he was curious if the fact that mental health was not one of the top answers has more to do with once they got their utilities taken care of their mental health took care of itself or are people just better at being able to deal with things like providing food and internet service, or if utility and mental health efforts need improving. He stated he is trying to figure why the numbers showed up differently at those two questions.
Ms. Reid reported that she feels a lot of times when working with students one-on-one, addressing one issue will then turn into a conversation about mental health followed by not having health insurance to afford counseling. She stated they are not familiar with some of the health care providers such as Community Access Network which provides health care to anyone in this area. She also stated she has discovered mental health is a sensitive topic with some students, and they are reluctant to initially approach it.
Ms. Reid reported she is finding unfortunately a lot of the College’s students because they are in flight-or-fight mode most of the time and just don't realize their stress levels until it just builds up and one-by-one the problems unfold.
Dr. Troxel stated he took some counseling training a number of years ago, and one of the things he witnessed was when clients began talking about one of their problems, you discover they really need help with another problem, so it makes sense that it would work out this way. He stated he just wanted to make sure the College was able to provide help in all areas, but it sounds like students begin by talking about one problem and continue to include other issues they are facing.
Dr. Capps stated that Ms. Reid is doing truly extraordinary work, and the work that she's doing really makes a difference. He stated the pandemic has been challenging for everyone, but it's been most challenging for those students who live on the edge, and those are the students whom Ms. Reid is helping. He stated that the work she is doing is central to CVCC, and he is most grateful for the difference she is making at the College, and especially to the students.

REPORT OF STANDING COMMITTEES

 

CURRICULUM COMMITTEE

Discontinuance of Arts and Sciences Program-Liberal Arts Mr. Marshall reported the Curriculum Committee had one action item which is the discontinue the Liberal Arts Program. He stated the State Council of Higher Education for Virginia (SCHEV) has requirements (such as number of students enrolled and graduation rates) for programs to remain viable. Below is the information that was included in the request.
The main two reasons the request has been made to discontinue the Liberal Arts program is lack of student demand and low enrollment. When this program was developed and implemented in 1988, most liberal arts colleges in Virginia required 4-credit foreign language for general education. A current review by CVCC and as part of the Transfer Virginia initiative reveals that 4-credit foreign language is no longer required for transfer. When a language is required, a 3-credit sequence is acceptable.  Students seeking to transfer to a 4-year college and who need or want to take a world language will be able to do so under the CVCC General Studies A&S program. In 2019-20 there was one (1) graduate from the Liberal Arts A&S program. This program does not currently meet SCHEV viability standards for number of graduates in a transfer program due to low student demand.  In fall 2020, there were 25 enrolled students who were program-placed in this plan of study. Upon discontinuance, the degree progress for all actively enrolled students will be reviewed and students will be advised for transfer to the General Studies A&S program or an appropriate teach-out plan will be developed to support their program completion and transfer to a 4-year college or university.
On a motion by the Curriculum Committee, the request to discontinue the Liberal Arts program was approved as requested.
The motion carried unanimously.
 

FACILITIES AND FINANCE COMMITTEE

 
Local Funds Financial Statements
The Local Fund Financial Statements were reviewed and discussed.
On a motion the Facilities and Finance Committee, the Local Fund Financial Statements were approved as presented.
The motion carried unanimously.

 
PRESIDENT’S CABINET REPORT

Dr. Muriel Mickles

Dr. Mickles reported the College has incorporated 12-week courses into the spring semester and are calling it “Get Ahead and Get General Ed.” She stated CVCC decided to give students an opportunity to take several general education courses starting on February 8th. She reported this initiative is being heavily marketed and students are now able to enroll in these courses.
Dr. Mickles reported the College is working diligently with the Direct Enrollment Implementation. She stated the entire VCCS is involved in this with CVCC being a phase two college and will be mentored by a phase one college (Piedmont Virginia Community College). She stated Direct Enrollment allows students to enroll without requiring them to take a placement test. Dr. Mickles stated colleges will place students directly into college classes with learning academic support, such as embedded tutors and supplemental education. She reported the math and English faculty have been very much involved in this new initiative.
Dr. Mickles stated Ms. Reid has already discussed the Single Stop as she will be CVCC’s point-of-contact. She stated all VCCS colleges will adopt the Single Stop and stated this program will also help students with free comprehensive social services and financial resources so that they can be successful.
Dr. Mickles stated the College has an equity work group that is very active. She reported, in the fall semester, the group reviewed the applications’ process to locate any barriers that students could face. She stated during the spring semester the group will review the financial aid processes.

Mr. Lewis Bryant, III

Mr. Lewis Bryant began his report by stating he would like to discuss CVCC’s bookstore commission funds, and wanted to report back on one particular challenge that the College saw coming during the fall of 2018. He stated you may remember the first time that he gave a briefing about the book commission structure, he stated it was a highly incentivized commitment with sales over a million dollars within the bookstore paying a 12.85% commission rate, which is substantial. Mr. Bryant reported as the sales drop under a million dollars, the commission decreases to 9.85% and as sales drop under $500,000, the commission decreases to 7.85%.
Mr. Bryant stated he predicted sales would drop under a million dollars during fiscal year 2018-19, and in response to that particular challenge, the expenditure budget was reduced at that time as well as the revenue forecast for that fund. He stated to put it bluntly, a double whammy was predicted with store sales and also the commission declining.
Mr. Bryant reported the double whammy didn’t quite happen. The College did see both the decrease in spending and a decrease in store sales. However, the College continued to receive the same commission percentage that had been received in the past. He stated the store sales were under a million dollars ($935,647) just as predicted, but the College received a commission of $121,613. The College was forecast to have only received 57,000-60,000 based upon sales trends that were examined in 2018 and the budget was conservatively balanced on that amount. The college should have received 82,161 based on actual store sales during 2018-2019. The actual commissions received for 2018-2019 were approximately 40k more than provided in the contract and under the VCCS agreement, CVCC can keep these funds from 2018-2019.
Mr. Bryant reported in the following year, 2019-2020, bookstore sales decreased to $744,325. However, the College continued to collect more revenue than was forecast. The received commission was $95,565. He stated that the overpayments came because the commissions were still paid at the 12.85% rate even though they rightfully should have decreased when sales did. He reported during this time, his team reached out to Follet Bookstore about their contract and when the actual drop may begin. Mr. Bryant stated he had also asked for some “hold harmless” funding in terms of delaying the drop, and many of these things were discussed throughout the VCCS where he discovered other colleges that have Follett Bookstores were also overpaid. Mr. Bryant reported the VCCS had made an arrangement with the bookstore to return some of those funds, and they've agreed to help the colleges with this situation that he just described. Mr. Bryant reported CVCC was overpaid in 2019 about $40,000, and in 2020 about $32,000. He stated CVCC must repay half of the amount in fiscal year 2020 which is $16,000. He reported the bookstore is going to deduct that from future amounts that they pay to CVCC at a rate of $898 a month over 16 months to recoup the $16,000 that CVCC was overpaid. Mr. Bryant reported that's half the amount the College actually received so half of that responsibility is CVCC’s, and the other half is being dissolved. He stated CVCC will not be responsible for repaying the $40,000 from fiscal year 2019.
Mr. Bryant stated there's about $10,000 that will be deducted during the current fiscal year. He stated he wanted to update the Board on this information because the bookstore commission is a prominent fund within the financial report. He stated the fund balance is in excess of $200,000, so during the time that these extra resources were stockpiled, they went into that fund. Mr. Bryant stated questions are being asked to learn more about how this works within the contract and trying to learn more when the College might see when that reduction will kick in. He stated within the current year, what Dr. Duis alluded to earlier in his report, is that expense patterns are difficult to project right now. He stated in the finance report, the money that's being spent is a small part of what had been built into the budgets and a small part of what has been forecasted for right now. Mr. Bryant stated this is not the primary concern at the College, as expenditure patterns are much lower than what they typically have been. He stated he does not believe the College will use any more than $25,000 of its fund balance of that $200,000 accumulated fund balance within the current year in the bookstore commission fund. He stated, it is likely in fiscal year 2022, the College will have to reduce that budget maybe by another $25,000 in the upcoming fiscal year.
Mr. Bryant reported there was a payment to Beacon of Hope that was made this year, and feels it may be necessary to submit a budget transfer at a future Board meeting to move that payment to a different funding source. He stated he discussed this during the Finance Committee meeting today.

Mr. Chris Bryant

Mr. Chris Bryant reported he wanted to give a quick update about what's happening with the Foundation. He stated this quarter has been strong especially given the global environment. He stated the Foundation Board is such a strong team with the members being divided into four committees. He stated he will give a quick report on each of those.
Mr. Bryant stated the Resource Development Committee are the fundraisers and have helped this past quarter achieve one of the greatest quarters the Foundation has had. He reported recently a couple of team members helped to send a mass mailing (12,600 letters) out to the largest group ever of potential donors. Mr. Bryant stated tremendous response has resulted from that mailing yielding 64 new donors. He stated that may sound small but the Foundation has less than 200 donors total for a fiscal year so 64 new donors in one year is bragging rights, and the Foundation is ecstatic about that.
Mr. Bryant reported over the past year, a lot of work was done to get CVCC’s alumni records into the fundraising database, and that is starting to pay dividends with this large December mailing. He stated the quarter finished about $100,000 over last year at this same time. He stated last fiscal year, the goal was to raise $1 million dollars but that goal was not reached. He stated so when the goal is not met, the goal is raised for the following year. Mr. Bryant stated this year the goal is to raise $1.2 million, and was pleased to report the College is halfway there.
Mr. Bryant stated the entire College as a team has worked on several large grants. He stated CVCC is the recipient of a GO Virginia grant, a per capita grant, for a total of $400,000. He stated this is a matching grant so GO Virginia will provide $266,000 and CVCC has to have a local match. He reported the localities through the Central Virginia Planning District Commission under the leadership of Gary Christie is providing the $134,000. Mr. Bryant reported the objective of that grant is to open CVCC’s new regional Career and Technical Education Academy in August. He stated this is very important to this region in producing a pipeline of trained and willing workers.
Mr. Bryant stated he has reported in the past on securing two competitive tobacco grants, one for $230,000 to purchase milling machines and $115,000 for a new x-ray system. He stated the match for the milling machines has already been secured. He stated the Alice Stroobants’ Foundation has completed that entire match, and the College is ready to purchase the five new milling machines which should be installed in the upcoming months.
Mr. Bryant discussed the Foundation’s Governance Committee and reported Rick Grooms, Chief People Officer of Centra Health, has been added as a potential new Foundation Board member and should be approved at the next meeting.
Mr. Bryant reported on the Foundation’s Finance Committee and stated they were very aggressive in standing up for CVCC students’ needs for this fiscal year which included the emergency fund that Ms. Reid talked about this afternoon. He stated generally $5,000 is given out in a fiscal year but this year, $20,000 has been set aside for student assistance, and he feels that all of that will be spent as $11,000 has already been used through January.
Mr. Bryant reported on the Foundation’s Scholarship Committee and stated in the last fiscal year, 506 scholarships were given out by this committee which is more than was given awarded in fiscal year 2018 or 2019. He stated this is a good place to be in for a Foundation who's getting ready to turn 40 years young as scholarships and institutional/instructional equipment is really where the Foundation has made its mark for the vision of the College.
Mr. Bryant stated the number one goal of the Foundation is to back the regional CTE Academy and the number two goal is to assist in helping with marketing. He reported the College has been very aggressive in its marketing approach to get enrollment numbers ever higher. He stated there is certainly opportunity for growth there, and also for alumni growth. Mr. Bryant reported the alumni network has a new leader who has done a phenomenal job in bringing passion to that office. He stated three meetings are held a month and they are more like a brainstorming service opportunity for CVCC students and staff including several socials which have been appropriately virtual.
Mr. Bryant reported when services could not be virtual, the reopening committee was consulted to make sure all the precautionary measures were taken to ensure that students were being given the things they need safely and appropriately. He stated one such event was a drive-through food assistance (actually two of these) and a toy drive for CVCC students’ since many of them have children. He stated those events have been the Foundation’s focal points for the past quarter.

Mr. David Lightfoot

Mr. David Lightfoot began by quoting the College’s Mission Statement which begins with the words “Central Virginia Community College is an accessible, comprehensive, public, two-year higher education institution.”
Mr. Lightfoot stated although he didn’t verify this with Dr. Capps, he believes the adjective “accessible” is listed first because it is most important. If the College isn’t accessible, it isn’t here for the entirety of the central Virginia community.  Mr. Lightfoot stated the College is continually seeking new and innovative ways to be more accessible, especially to those that may not think college is for them and/or cannot afford it.
Mr. Lightfoot reported the pandemic has been disruptive in so many ways, and in higher education, the pandemic has not limited accessibility to those fortunate enough to have a PC and internet access. He stated this has made CVCC not accessible for a significant portion of the central Virginia community—like the ALICE (Asset Limited, Income Constrained, Employed) households. He reported to address this, CARES funding has been used to purchase 100 new loaner laptops and loaner hotspots that provide unlimited data during the spring term. Mr. Lightfoot stated there was no means to calculate the demand for the hotspots, so 500 were purchased with four months of pre-paid service. He reported now being a few weeks into the semester, the estimated demand is not to exceed 200 hotspots. He stated to maximize the use of the hotspots, service is being suspended on 300 hotspots which will allow these to be used during the summer or the fall terms. He stated the College is looking for ways to continue providing this service for future semesters beyond the summer and fall, as higher education believes the future will be forever changed as a result of the pandemic.
Mr. Lightfoot reported a component of accessibility is the ability for faculty and staff to answer their CVCC phone to perform their jobs while working remotely. He stated the College has embraced Microsoft Teams and it meets this need. Mr. Lightfoot reported although Teams is a cloud phone system, it currently relies upon telephone connectivity at CVCC’s main Campus.  If there is an extended power outage or damage to the telephone cable, the phones will be down. He stated to mitigate this limitation, plans are to move the telephone connectivity from a physical connection at the main Campus to a virtual connection in the cloud which is a much more resilient design. He stated once this is in place, CVCC’s phones will not be dependent upon the equipment or connectivity at the main Campus. He stated although he hopes it is never needed, this could be invaluable in the event of a natural or man-made disaster.
Dr. Troxel questioned how the College is providing the internet service in the parking lots. Mr. Lightfoot stated wireless access points have been mounted on the buildings which point out into the parking lots. He stated exterior wireless access antennas and receiving equipment were recently purchased and mounted on the walls. He stated they were not put in the student parking lots but in the faculty/staff parking lots. He stated since no one is on Campus at this time students are allow to park there. He stated from a cost perspective that was the most efficient way to do it because the student parking lots are further away, so it would have been more expensive to get it down to those other parking lots. Mr. Lightfoot stated they are located in the two main parking lots here at the main Campus and at the offsite centers as well.

Dr. Kris Ogden

Dr. Kris Ogden stated the College’s Strategic Plan has been alluded to this afternoon, and she will continue with that. She stated she has the fortunate opportunity with her job to measure many of these great activities that have been mentioned this afternoon against the Strategic Plan to demonstrate how the College continues to fulfill its mission, even in these challenging times.
Dr. Ogden stated this is the final year of CVCC’s current six-year Strategic Plan, and as preparations are made to close out in a period of uncertainty, the College has had to revisit the way that a lot of things are done and also the allocation of resources. She stated it is such a pleasure to see the successes that have come out of that with some of those being related to the use of the student CARES Act funds. Dr. Ogden stated these reports have been discussed during the last year, but now it can be reported that 71% of the students who actually receive those funds did indeed return to CVCC either in that summer or fall. She stated she feels that this demonstrates the significance of the type of financial support the College was able to provide to its students.
Dr. Ogden reported the institution continues to grow and stated at the October Board meeting, 19 new programs were approved which are now being submitted for final approval. She stated these new programs will offer more support and give opportunities to students while promoting and meeting the needs of the workforce in the College’s region. She thanked the Board members for their support.  
Dr. Ogden stated the College is always very interested, especially in these times when it's difficult to communicate, about the perceptions of its students and employees and what their experiences are in this environment. She stated a survey was conducted last spring, before COVID19 to gauge where everyone was there and then again this past fall at the end of term just to check in with everyone and see what their experiences were like. She stated the students report that they have been able to transition and do recognize all the efforts the College has put forth such as the faculty recording lectures and lessons that allow flexibility in this environment and the organization of the Canvas courses. Dr. Ogden stated all of this is a result of the extensive professional development which was offered to the faculty and employees as preparation was made to offer courses virtually in this academic year. She reported the responsiveness of CVCC employees for students during this time has also been really important to students as demonstrated by Ms. Reid’s report.
Dr. Ogden reported the students really appreciate the opportunities they've had to interact with other faculty and students during this time and in the ways faculty designed their courses, which has enabled them to meet together, even though it is often virtual.
Dr. Ogden stated the survey showed a 15% increase in satisfaction among employees as a result of the training and the additional technological resources provided to them. She reported there was also a 10% increase in that level of satisfaction for students related to technology and computer access and again that's a direct result of the work that Mr. Lightfoot just mentioned in making sure students have what they need.
Dr. Ogden stated being able to demonstrate the effectiveness of these initiatives and measure them also contributes to this successful grant applications that the College has recently been awarded, specifically, the Trio grant that is now up and running, because the College can demonstrate that it is very intentional about this work and committed to the success of its students through efforts like this.
Dr. Ogden stated she does not think she can say it any better than one student’s comments from the survey, “I am so proud of my school for our response to COVID19 and the way we have continued to perform.”

Interim Chief Jeffrey Sydenstricker

Mr. Jeffrey Sydenstricker reported he had just a couple updates and stated calls for service remain steady but obviously lower than normal for the amount of people that are here on Campus.
Mr. Sydenstricker reported he is working to schedule in-house training for the College’s full-time police officers. He stated this training will include different scenarios, such as responding to armed threats and those types of calls on Campus. He stated some of that training is still in the developmental stage as the pandemic has slowed down a lot of training that the officers usually attend through the academy.

Mr. Will Sandidge

Mr. Will Sandidge began his report by discussing key areas that the Reopening Committee (19 members) addressed which included over 40 different areas. He stated the committee was charged with moving the College forward to operate in a virtual environment.
Mr. Sandidge reported the development of the reopening plan was a major issue, and the College would not have been allowed to reopen virtually for fall 2020 until this plan was approved by SCHEV. He stated this plan which had to be resubmitted for spring 2021was also approved.
Mr. Sandidge stated the committee first reviewed room utilization for classes and for meetings. He stated the entire College could not be open to allow just anyone to come in. He stated the environment had to be controlled.
Mr. Sandidge reported a communication plan had to be revised when the College went to a virtual environment. He stated basically everything changed from the website, to emails, and to Campus signage.
Mr. Sandidge stated with COVID 19 protocol, faculty and staff had to have a safety agreement along with training. Mr. Sandidge reported the committee developed recommendations, and these were sent to Dr. Capps for his final approval.
Mr. Sandidge stated one of the most important issues was to provide safety for everyone. He reported the College has been very fortunate even though there have been several COVID19 cases. He stated he thinks most of those cases were contracted elsewhere (family, previous workplaces, etc.) and not at CVCC. Mr. Sandidge stated he feels that safety has really been communicated as much as possible.
Mr. Sandidge reported another major issue was updating the signage on Campus. He stated a subcommittee, led by Dr. Ogden, was formed to develop new signage which would include directions to the bookstore. He stated the signage now reads that the College is basically closed and gives a number to call for assistance. He stated the goal was to inform those that arrived on Campus as to what they needed to do.  
Mr. Sandidge discussed the policy on distribution of loaner computers and reported when the College went virtual, lots of students could not take/continue with classes as they did not have access to a computer. He stated Chris Bryant and David Lightfoot worked very hard on acquiring computers and getting those computers ready for student use. He reported these computers are being loaned out through the College’s library with 117 being loaned out in fall 2020.
Mr. Sandidge reported the next item the committee worked on was the reopening of the business computer lab. He stated to use the lab, a reservation must be made in advance. Mr. Sandidge stated also a lot of testing especially with EMS, Respiratory Therapy, and even VDOT has taken place in the Business Lab. He stated students still come in this lab to do their homework and to use the printer.
Mr. Sandidge stated the Early College programs and the STEM Academy were able to continue at the off-site centers which took a lot of coordination with the school districts.
Mr. Sandidge praised Lewis Bryant for his work on CVCC’s revised inclement weather policy which was created in time for the first closure just before Christmas. He stated with most classes being virtual can continue no matter what the weather is.
Mr. Sandidge praised the Reopening Committee and all the work that has been accomplished.

Dr. John Capps

Dr. Capps began his report by stating he wanted to give an aerial view of some of the major issues that are dominating the College’s attention right now. He stated of course, no meeting like this would be complete if there wasn’t a discussion related to enrollment. He stated Ms. Sykes’ Daily Bulletin showed as of this morning the College is down 12.25% in terms of full time equivalent student enrollment (FTEs) and headcount enrollment is down even more at 17%.
Dr. Capps stated the College ended the fall semester down by 9.75% so the College is not doing quite as well at this moment as in the fall. But he reported there is positive news embedded in those enrollment numbers even though there is a 12.25% decrease right now for the regular student enrollment, and that is non dual enrollment students is down by only 9.75% which approximates the final number that was seen in the fall. Dr. Capps stated an encouraging fact is that 141 (we think) dual enrollment FTEs have yet to be registered because of scheduling issues related to the public schools. He stated the College hopes to do better than the 12.25% deficit that it is experiencing right now, and the projection is to land someplace about where the numbers were at the end of the fall which is around -10%. Dr. Capps stated the articles that he has been forwarding show that is the nationwide average for most community colleges in the country, as well as in the state.
Dr. Capps reported ordinarily 10-12% enrollment deficit would be cause for concern, as it relates to another of topic which is the budget. He stated he wants to assure everyone, the CVCC financial health is in good stead and that is due to Mr. Bryant’s expert financial planning and management. He stated it really is a reflection of the way in which the entire college community has rallied to reduce expenses and continued to get the job done in this remote environment. He stated the College is in a good financial stand right now, in part because of that planning and management, but also because of the CARES Act funding that was received last year and a new installment of federal stimulus funding that the College is going to be receiving right now. He stated past conversations have included the CARES Act funding. He stated, this afternoon, the CARES Act funding was discussed in terms of the emergency student aid that was distributed to students. He reported almost $909,000 was received from the federal government, and CVCC distributed that to the Title IV eligible students. (about 922 students received that aid last year). He stated Mr. (Chris) Bryant has already offered a compelling testimonial about the significance of that money and its effect in enabling those students to return to CVCC to continue their studies in subsequent semesters. He stated the College received $909,000 CARES Act funding for emergency student aid, and then another $909,000 was received for institutional aid. He stated Mr. Lightfoot has talked about a couple of the ways in which that money was used in purchasing 100 new laptops and 500 hotspots along with the internet service that was associated with them. Dr. Capps stated Mr. (Lewis) Bryant can testify about the use of that funding in terms of the cleaning supplies and labor in which the College invested. He stated the College did well in terms of the federal stimulus funding, and the great news is the second allotment was received on Friday. He reported the College will receive $909,000 in emergency student aid so once again College will determine the best, most equitable, and most effective way to distribute that to deserving students. He stated along with that $909,000 in student emergency aid, the College is going to receive $3.2 million in institutional aid, and so likewise, the College is going to have to figure out the best way to invest that funding. He stated the College will be able to use that funding in part to offset lost revenue as a result of the enrollment declined, and that's why he is not particularly concerned right now about the enrollment decline as it relates to the College's budget. He reported that money can also be used to subsidize the salaries of faculty who were forced to switch from face-to-face instruction to remote instruction and that will use a significant portion of the funding. He reported that still leaves a lot of funding at the College’s disposal to determine how to best use it. Dr. Capps thinks the first priority is going to be to ensure the financial integrity of the institution and that money will be used to offset lost revenue and to subsidize faculty and staff salaries. He stated that's really a tactical use of the funding, but concerns should also include strategic use of the funding which would include how the College can invest it to best help its students succeed. He stated the Board will be informed in future meetings of the ideas about how that goal can best be accomplished.
Dr. Capps stated that Mr. (Lewis) Bryant informed him late Friday that the College just received that money, so that $3.2 million in institutional funding and the $909,000 for student aid is already in the bank. He stated it is now the College’s responsibility to figure out how that money can best be used to the advantage of the institution and, as he always says, most importantly, to the best advantage of the students.
Ms. Rosser asked if there was a timeframe for when the money had to be spent. Dr. Capps answered by December of 2021.
Dr. Capps stated the acronym for the second wave of CARES Act funding is CRRSAA (Coronavirus Response and Relief Supplemental Appropriations Act). He stated this funding is what the College will be talking about over the course of this year.
Dr. Capps reported the General Assembly is in session right now, and he wanted to give an aerial view of what's happening in Richmond at this time. He stated the CTE Academy and its importance has been discussed in this meeting by Mr. (Chris) Bryant. He stated an integral part of the CTE Academy is another acronym which is “G3” (Get Skilled, Get a Job, Give Back) which is the governor's initiative to promote career and technical education. He stated the governor has reintroduced that legislation in this short General Assembly session, to the tune of $36 million ($34.5 million for the program itself and $1.5 million dollars for marketing and outreach to promote the program). Dr. Capps stated there's every indication from what has been happening in Richmond that the General Assembly will approve this program. He stated the College can look forward to a significant influx of tuition dollars for those CTE programs. He stated Dr. Ogden talked about  the additional G3 programs that the Board approved at the October 2020 meeting making a total of 60 “G3” programs that will be available at CVCC, and he anticipates there will be even more added. He reported with the expected approval of the G3 legislation, tuition dollars for all of those programs will be paid for by the Commonwealth. He stated this should result in a significant influx of students and a boom for the Commonwealth’s economy. He stated this will make a big difference in those individual students’ lives, so that long awaited initiative, “G3”, looks as if it's finally going to come to pass and become a reality.
Dr. Capps discussed another issue that the College is tracking in the General Assembly right now, which is the VCCS’ request for an additional $5 million to hire new advisors for the system. He reported the VCCS has spent millions of dollars on software designed to promote student success but experience has shown it is really that individual interaction/personal touch that makes the greatest difference in students’ lives in promoting success so the VCCS is petitioning for $5 million in funding to hire more advisors throughout the system.
Dr. Capps questioned if anybody wanted to guess what the current student-to-adviser ratio is in the VCCS is right now.  Mr. Marshall guessed one to fifteen. Dr. Capps stated the ratio is startling with 2,000 students to every one advisor in the VCCS. He stated it's easy to see that is difficult to do the job with a ratio like that. Dr. Capps stated he sent a letter to Delegate Terry Austin who's a member of the House Appropriations Committee last week to make the case that that funding was necessary. Dr. Capps stated if any Board members have connections in the General Assembly, the College would appreciate anything that you can do to help advance that legislation to approval. He stated it is easy to see just what a significant difference it can make throughout Virginia’s community colleges.
Dr. Capps stated one last issue he wanted to address is just a quick headline with some good news. He discussed the renovations of Amherst and Campbell Halls and stated that project was put on hold because the funding was not available to proceed to the next step of that renovation process which is the detailed planning phase. He reported the $500,000 needed for this phase has been received from the VCCS and hopefully more funding will be secured from the General Assembly next year so that the College can really begin to make a difference in those renovations and remodel those now ancient buildings.
Mr. Marshall questioned if those additional advisors (if approved) would be housed at the particular colleges, or will they be centrally located. Dr. Capps stated they will be housed at the colleges. He stated the VCCS will have an equation that they will use based upon the size of the colleges to determine how many new advisors a college might get.
Dr. Capps stated one last thing is that he wanted to say thank you for the Board’s support and commitment to CVCC.

CHAIR’S REPORT

Dr. Troxel stated he would like to go back to something Mr. (Chris) Bryant mentioned, which was the December fundraising letter which he received. He stated it was that time of year when everyone is thinking about what other things can you do to get a nice little tax write off, so he wrote a check to CVCC because he thought that was a good idea. He stated he knows that a lot of time is spent each quarter getting ready for this meeting and providing guidance and felt for himself he would provide a donation as it would help the student emergency fund. He stated this is a good idea and a nice feeling of satisfaction. Dr. Troxel strongly encouraged each member of this board to consider doing the same thing. He stated he received a CVCC mask for contributing although he was not expecting anything, but it is a good way to market the College. Dr. Troxel stated lot of advertising for CVCC can occur just from going around and smiling with your eyes and showing them your mask.

NEW BUSINESS

 
None

OLD BUSINESS

 
None

ADJOURNMENT

There being no further business, the meeting adjourned at
6:30 p.m.
     
 
 
______________________________
Dr. John Capps, Secretary

APPROVED:
 
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         CHAIR                                                                                        DATE
 
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