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2021-07-21

CENTRAL VIRGINIA COMMUNITY COLLEGE
BOARD MEETING
JULY 21, 2021
 
The two hundred and forty-first meeting of the Central Virginia Community College Board was held at 4:30 p.m. on July 21, 2021, in Merritt Hall’s Room 5219.
 

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. John Walker—Amherst County
 

Members Absent

Mr. Joseph Tucker—City of Lynchburg
Ms. Julie Harris—Campbell County
 

Special Guests Present

Dr. Jason Ferguson, AVP of Professional & Career Studies
Mr. Jason Clark, Coordinator of CTE Initiatives
Mr. Scott Pleasants, Coordinator of Business Partnerships
Dr. Steve Troxel, Former Board Chair
Ms. Jamie Cross, News and Advance
 

Staff Present

Dr. John Capps, President
Dr. Kris Ogden, Interim 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. Cynthia Deutsch, Interim Dean of Institutional Effectiveness
Mr. William Wilkerson, Chief of Police
Ms. Dianne Sykes, General Administration Coordinator
 

CALL TO ORDER

Dr. John Walker, Chair, called the meeting to order at 4:30 p.m.
 

Approval of Minutes No. 240

On a motion by Mr. Marshall, duly seconded, the minutes were approved as written.
The motion carried unanimously.

PUBLIC COMMENT

  None

RESOLUTION OF APPRECIATION

  Dr. Walker presented and read the Resolution of Appreciation to Dr. Steve Troxel.

PRESENTATION

CTE Program by
Dr. Jason Ferguson, Mr. Jason Clark, Mr. Scott Pleasants
Dr. Jason Ferguson stated he wanted to update the Board on the status of the Career and Technical Education (CTE) Academy. He introduced Mr. Scott Pleasants who is the Coordinator of Business Partnerships, and stated his role is to help with marketing to recruit students into the pipeline. Once they are in the pipeline, he will help facilitate the opportunities, and then guide them to job placement.
Mr. Scott Pleasants stated he had lived in Lynchburg about 20 years serving on various boards in this area and was a co-founder of Liberty University’s School of Engineering. He stated he was excited to be here at CVCC, and one of his goals here is to reinvent the way the community sees CVCC as it takes a more prominent role in education. Mr. Pleasants stated he began here in April, and one of his tasks is to develop partnerships with existing businesses in the region and to reach out to a future focus such as promoting positions at Microsoft, Tesla, Amazon, and others. He stated students will not only get an education here at CVCC but can see a pathway to jobs in this program. (Dr. Ferguson reported since April, over 50 businesses have been contacted.)
Dr. Ferguson introduced Mr. Jason Clark who is the Coordinator of CTE Initiatives, and stated his role is in the K-12 environment especially with the dual enrolled students.
Mr. Clark stated he came to Lynchburg in 1994 and began working for Lynchburg City Schools. He stated he is glad to be here at CVCC and will be working with guidance counselors in the area schools. Mr. Clark stated he is excited to show students that CVCC is not just for transfer students and will reach out to the students here on Campus to help with any questions they have.  
Dr. Ferguson demonstrated the CVCC web pages that have been developed to market the CTE Academy and the G3 initiative. He stated several features included the Workforce Solution programs such as FastForward, events calendar, registration, information for parents, and funding options.
Dr. Capps stated G3 and the CTE Academy are very important to the College and a great opportunity to students.  

REPORT OF STANDING COMMITTEES

 

FACILITIES AND FINANCE COMMITTEE

 
Local Funds Financial Statements
The Local Fund Financial Statements were reviewed and discussed.
On a motion by the Facilities and Finance Committee, the Local Fund Financial Statements were approved as presented.
The motion carried unanimously.
 
Local Funds Budget Transfer Request
The proposed Local Fund Budget for transfer request was reviewed and discussed.
Beacon of Hope Navigator (Counselor) Cost Sharing Payment
2020‐2021 Handout
The original Beacon of Hope payment was budgeted to come from the student fee fund.  When the 20‐21 budget was built in Spring 20, book commissions were much higher than expected due to the Follett commission overpayment.  Inquiries indicated that the commissions that were being paid were accurate. Therefore, the 19‐20 Beacon of Hope payment was budgeted to come from the excess book commissions to utilize what appeared to be extra funding.
Since that time, we have learned of course that Follett had overpaid us and the extra commission payments were not extra at all. The budget transfer will switch the payment back to the student fees where it was originally approved in 19‐20, now that we have been provided information Follett commissions. In April, the board approved for this payment to be made from the student fees in the 2122 budget as well.
On a motion by the Facilities and Finance Committee, the Local Fund Budget transfer was approved as presented.
The motion carried unanimously.

 
PRESIDENT’S CABINET REPORT

Dr. Kristen Ogden

Dr. Ogden began her report by stating one of College’s priorities is the safe return of faculty/staff/students to Campus. She stated on July 6 the doors were open to the public for the first time in 477 days. She reported about 60% of fall classes are scheduled for in-person. Dr. Ogden stated funding is available to make the classroom sizes smaller by hiring additional adjuncts. She stated this is being monitored daily by adapting to demand by offering the right amount of virtual and in-person classes. Dr. Ogden stated the CTE and hands-on classes will continue to be in-person. She stated here at CVCC, social distancing, masks, and vaccinations are encouraged but not required. (Vaccination disclosures are not required.) She reported safety glass is in place and enhanced cleaning is being done with a focus on wellness for everyone.
Dr. Ogden reported a lot is being done to enhance the students’ onboarding process in order to have students enrolled quickly. She discussed the multiple measures initiative and stated students now are completing a questionnaire disclosing their high school GPA to determine their college-readiness for English and math. She stated tutors are embedded in these courses to bring any students to college-level if needed. Dr. Ogden stated this is a VCCS initiative with the Virginia Placement Test no longer being used to determine college-readiness.
Dr. Ogden discussed Single Stop and stated it is an online screening tool that can estimate in minutes what supplemental resources students might be eligible to receive for support outside the classroom.
Dr. Ogden reported the TRIO department is fully staffed now, and during the summer they are holding a boot camp to help students prepare for the gateway courses (especially math, English, and Anatomy and Physiology). She stated this is scheduled for one week and taught by the actual professors of those courses.
Dr. Ogden reported faculty will return to Campus on August 16 with a lot of professional development being scheduled during those first days back. 
Dr. Ogden reported new students are not only assigned an advisor but a navigator who shepherds them through the initial process before meeting with their advisor. She stated the College has received recognition from Navigate for its Yes/No Campaign which was implemented by Dean Michael Farris. She stated this simply asks students whether they want to stay enrolled when they haven’t paid their tuition by a certain date. She stated if the student answers “yes” a CVCC team will meet to help find financial support to pay off the debt from various programs.
Dr. Ogden reported on the Early Alert system and explained this provides a way for instructors to let students know their course status and direct them to resources if needed.
Dr. Ogden stated the off-site centers are busy with hosting early college students and have continued to support the students throughout the pandemic.  

Mr. Lewis Bryant, III

Mr. Bryant began his report by discussing the renovation of CVCC’s heating, ventilation, and air conditioning (HVAC) lab. He stated two additional modular classrooms have been created for the CTE Academy. He reported he is hoping Mr. Chris Bryant is able to provide funds for the project. Mr. Bryant stated the existing lab is very large and can be renovated to have three-800 sq. ft. classrooms which can be used for industrial maintenance, plumbing, and backflow prevention. He reported Facilities Management is working with the architects on the drawings for this project.
Mr. Bryant stated in summer 2021, thanks to Chris Bryant and his fundraising, six new milling machines were purchased and will be available for student use this fall.
Mr. Bryant stated Facilities has installed plexiglass barriers throughout the student common areas. He reported the barriers were also installed on the tables in the student center. He stated, during this pandemic, Facilities had provided an adequate supply of personal protective equipment (PPE) to everyone on Campus.
Mr. Bryant stated that the College’s food service, Market at Main, will reopen this fall. He reported plexiglass has been installed to separate customers from the workers.  
Mr. Bryant stated installing a new cooling tower that will serve Framatome and Campbell Hall should be completed by fall.
Mr. Bryant reported that Mary Woerner is CVCC’s new Business Manager (previously working in accounting) and Peggy Samuels returns to CVCC as the grant accountant.
Mr. Bryant reported $908,000 has been spent in CARES one funding, $908,000 in CARES student funding and $908,000 in CARES institutional funding, plans are to use $3.4 million in CRRSAA institutional funding this year, and the ARP allocations will be utilized this year (student portion is $3.6 million and institutional portion is $3.6 million). He stated one use of this funding is to provide an incentive for students to get vaccinated. Mr. Bryant stated $100 (to be used in the bookstore) will be given to the first 500 students that have received the vaccinations.

Mr. Chris Bryant

Mr. Chris Bryant began his report by stating Institutional Advancement is a small team of five staff members and is supported by the Foundations which has 24 volunteers. He stated the goal for 2020 was to raise $1 million but only raised $860,000 which was more than was raised in 2019. Mr. Bryant stated for this year instead of lowering the goal, it was raised to $1.26 million. He stated he was happy to say that goal was not only reached but surpassed at $1.283 million. Mr. Bryant thanked everyone for their support to the mission and vision of the College.
Mr. Bryant stated the money is raised to support students in any way possible. He reported a toy drive was held last December to help students who needed toys for their children. Mr. Bryant reported the Alumni Association played a role in this and even during the pandemic, they have continued to meet every month-
Mr. Bryant stated the goal for this year (which begins in July) is $1.357 million, and this number will be approved in the upcoming Foundation meeting in August.
Mr. Bryant stated this past year $100,000 (unmatched from Tobacco Commission) was spent on a ventilator for the Respiratory program. He reported, for welding, a metal muncher was purchased and $244,000 was spent on the milling machines totaling $350,000 for both purchases much of which was matched by the Tobacco Commission.
Mr. Bryant stated one mission of the Foundation was not to only increase the amount of money raised but to also increase the number of donors. He stated for many years there has been a small data base of donors who have supported the College with a large amount of money. He stated he was pleased to say there has been a 50+% increase in donors in the last fiscal year. Mr. Bryant stated since this is the College’s 40th anniversary, the goal is to increase the number of donors to 400.
Mr. Bryant stated the big fund raiser for this year is not only for equipment needs but also for student emergency funds which has been quadrupled. He stated a second chance fund of $20,000 was created to help students who may owe money to the College and cannot enroll until that debt is paid.

Mr. David Lightfoot

Mr. David Lightfoot began by stating he knows it is difficult to believe, but sometimes the availability of a new technology takes longer than expected. He stated he regrets to say this has happened with the new Hyflex classrooms he had talked about at the April Board meeting. Mr. Lightfoot stated the plan was to have four Hyflex classrooms operational for the fall term, but this is no longer a reality. He stated the Achilles Heel of the Hyflex classroom is the software platform. He reported after further testing, the VCCS, determined the Zoom Room software isn’t adequate for instruction, and they are pursuing other software platforms. Mr. Lightfoot reported his department is continuing to install the hardware, the large displays, cameras, microphones, etc. so the College will be ready once a software platform is selected.
Mr. Lightfoot stated he believes this delay is a blessing because the convergence of in-person, online-live and online-anytime instruction, the Hyflex instructional model, will be disruptive and without the time to train the faculty, there would have been a risk alienating faculty and students. He stated now there is time for a methodical approach that will reduce this risk.
Mr. Lightfoot stated although the Zoom Room software isn’t adequate for instruction, it will be implemented in the President’s Conference Room and the Multi-Purpose Room to allow for remote meeting attendance/participation, when appropriate.  The plan is to leverage this new functionality during fall convocation.
Mr. Lightfoot reported to better support students as they return to campus, kiosks have been implemented in the student support areas that allow students to check in, if they have an appointment, or get in the queue for service. He stated the kiosk service is only available to students that have applied and will provide more time for staff to assist prospective students that haven’t applied.  

Dr. Cynthia Deutsch

Dr. Cynthia Deutsch stated she is relatively new in her interim position of Institutional Effectiveness and Planning but was lucky enough to step into an organized office. She stated she believes one reason she may have been asked to fill this role is because of her unique opportunity to serve on the VCCS new strategic plan taskforce called Opportunity 2027. She stated she also served as a team leader for the group that focused on teaching and learning.
Dr. Deutsch reported she will be working with constituencies in the creation of CVCC’s new strategic plan. She stated several meetings are planned for the upcoming fall convocation and in the upcoming months, and data will be collected from various surveys. She stated she will also look to this Board for ideas.
Dr. Deutsch discussed the governor’s statewide strategic plan “One Virginia” inclusion initiative and stated her office is working on a report to submit that focuses on training course offerings and professional development. She stated she knows the College has been engaged in a lot of activities on diversity that support this through the years such as having presentations during convocation. Dr. Deutsch stated, one example in 2021 was having  Tia Brown McNair, discuss her book, Equity Talk to Equity Walk, though a presentation on zoom.
Dr. Deutsch stated moving forward in Opportunity 2027 the overall goal that this taskforce arrived at is that VCCS’ students will achieve equity in access, learning outcomes, and success in every race, ethnicity, gender, and economic group. She stated there is a variety of ways in achieving this which includes hiring of faculty/staff that are reflective in the college’s general community. She stated this is not something new for CVCC but will continue to look at more professional development opportunities for faculty and staff and ways to include program cohesion from start-to-finish beginning with the SDV experience being taken at the start of their program.

Chief William Wilkerson

Chief William Wilkerson began his report by stating that CVCC had a great group of full-time officers prior to his arrival. He stated the only change he has made was to increase their roles and responsibilities.  
Chief Wilkerson reported he was working to provide body cameras for the officers but has encountered some stumbling blocks from Shared Services. He stated he and all the officers are working to provide the necessary documentation they require. 
Chief Wilkerson reported the officers have updated their uniforms and will be updating the signage around Campus concerning the police department. He stated he has asked the opinions of the officers as they all have a stake in these updates.  
Chief Wilkerson stated he is working to update the software with the help of the IT Department and updating the general ordinances to make sure it meets today’s standards with all the changes coming from the Legislature.
Chief Wilkerson reported training (such as RAD) has been reviewed to see if it can be planned for the fall. He stated Title IX training will be required and provided to all officers.
Chief Wilkerson reported the access control system is up and running and will be ready for the fall semester.
Chief Wilkerson stated the National Night Out is scheduled for August 3, and he and some of the CVCC officers will be riding and working with Lynchburg Police Department.
Chief Wilkerson discussed while Virginia has legalized marijuana, it is not allowed at CVCC. He stated this information has been added to the Student Conduct Code.

Dr. John Capps

Dr. John Capps began his report by distributing CVCC “By the Numbers” which is a matching exercise on how CVCC has adapted during the pandemic with its time and money. He stated the College had to adapt to the changes caused by the pandemic. Below is a copy of the exercise with the correct answers.
$ spent on cleaning supplies 130,000
# of online sections 1,188
$ spent on laptops for faculty/staff 142,000
$ invested in faculty training 25,000
# of laptops loaned to students 232
# of hotspots loaned to students 94
$ invented in Wi-Fi expansion 13,700
# of interactions on chat 10,000+
# of virtual open houses/information session 36
# of students completing online orientation 1,684
# of virtual appointments by Community Connections 447
$ awarded in emergency student aid 3.1 million
# of students recruited for TRIO for fall 2021 98
# of G3 students enrolled for fall 2021 94
# Susan Wood Professorship for Teaching Excellence 2
% Student Satisfaction percentage 96
Dr. Capps reported he shared this data as it reflects the evidence of a positive culture.

CHAIR’S REPORT

Dr. John Walker asked all Board members to review the minutes once they are received and report to Ms. Sykes any grammatical error in the minutes. He stated if a major mistake is found, please continue to bring it up at the Board meeting.
Dr. Walker stated, from Dr. Capps’ report, it is evident that CVCC has continued to provide its students a high-quality experience in education despite all the challenges of the pandemic.  

OLD BUSINESS

None

NEW BUSINESS

 
None

ADJOURNMENT

There being no further business, the meeting adjourned at
5:57 p.m.
 
 
______________________________
Dr. John Capps, Secretary

APPROVED:
 
______________________________                                    ______________________________
         CHAIR                                                                                        DATE
 
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