Skip to Content

2012-11-26

Minutes of the

President’s Cabinet Meeting

 
November 26, 2012
 
Minutes Approval:
 
Minutes of the November 5, 2012, meeting was approved.
 
Attendees:
 
John Capps, Will Sandidge, John Poole, Ruth Hendrick, Mike Bradford, David Lightfoot, Joey Fronheiser, Leticia Forster, David McGee, Linda Daye, Irene Wheeler, Gayle Kiger, and Dianne Sykes
 
Enrollment Report:
Data As Of Wednesday (11/28/2012)
Fall
2011
2012
Percent
FTE
2,756.13
2,528.33
-8.27%
Headcount
5,437
4,905
-9.78%
 
 
Spring
2012
2013
Percent
FTE
1,690.67
1,619.13
-4.23%
Headcount
2,803
2,567
-8.42%
 
 
Summer
2012
2013
Percent
FTE
100.20
77.73
-22.42%
Headcount
257
226
-12.06%
 
 
 
SACS Institutional Effectiveness Recommendation Update:
 
Joey reported he continues to work with the program heads to complete the educational program assessments and hopes to finish by this Friday. He stated he has begun to write the narrative for the 2011-2012 report, and it will be completed by January 18, 2013.  Joey stated the College will then proceed to begin the 2012-2013 cycle.
 
Joey also reported he is working with consultant, Cathy Almquist, who will be reviewing the program assessments to obtain her feedback. He stated the original plan was for her to review all of them but in a recent conversation, Joey stated Dr. Almquist feels it is not necessary.
 
John C. stated he recently reviewed last year’s progress report and feels there is no comparison with this year’s. He stated this is a true testimony to the faculty and all of the College community.
 
John C. stated he would still like for Dr. Almquist to review all of the programs as planned. Joey stated he will be selecting five or so programs for her to begin with. Joey stated that Dr. Almquist is willing to review all but does not feel it is necessary and also does not want to charge for the extra expense. John C. stated he felt the money would be well-spent in this case.
 
John C. thanked Joey for all of his leadership.
 
Agenda Items:
 
New Logo on Website (LIGHTFOOT)
 
David L. demonstrated to the Cabinet members the look of the new logo replacement on the College’s website. He stated this came as a recommendation from the E2IT Governance Committee. (The structure and functionality will remain unchanged with only cosmetic changes until after Reaffirmation.)
 
On a motion by John P. and duly seconded by Will, the approval of the updating the logo on the website was approved with the addition of the area code to the telephone number.
 
The motion carried unanimously.
 
David L. stated after the Reaffirmation in 2015, a large scale update on the website is planned.
 
Library Study Room Rules (SANDIDGE)
 
Will distributed and discussed proposed rules for the Library Study Rooms for individual and group usage and stated they were presented to the President’s Cabinet for approval. Following discussion of the rules, one recommendation was made.  
 
A motion by John P. and duly seconded by Ruth was made to approve the policy with the recommended change. (The approved policy is written below.) The motion carried unanimously. (The rules will be posted on the outside of the study rooms.)
 
Library Study Room Rules
·    Study rooms are available on a first-come, first-served basis and limited to two (2) hours.
·   Study rooms are reserved for CVCC students.
·   Two study rooms have been specifically designated as group study rooms (two or more persons). An individual may use either of these rooms, but must vacate the room in favor of a group.
·   A group may use any of the four other rooms, but must go to a designated group study room, if open.
·   Personal items left unattended will be removed and taken to the Front Desk to be claimed. Items not claimed within two (2) days will be sent to the Lost and Found, Institutional Police.
·   No sleeping or other inappropriate behavior is allowed in the study rooms.
·   Study rooms are to be vacated no later than five (5) minutes before closing time of the Library.
 Smoking Policy (POOLE)
 
John P. distributed a proposed Smoking Policy to be included in the Employee Manual for the Cabinet’s approval.
 
A motion by Mike and duly seconded by Gayle was made to approve the policy with the recommended amendment. (The approved policy is written below.) The motion carried unanimously.
 
In accordance with Executive Order 41 (EO 41) amended July 22, 2008, smoking is banned in all Central VA Community College (CVCC) facilities, including temporary enclosed structures, trailers, covered walkways, as well as structures placed by contractors or vendors. Smoking is permitted outdoors as long as it is further than 25 feet from an entrance or exit.  It is preferred that smoking be conducted in the gazebos provided for that purpose.  Smokers should use the ash urns provided to dispose of smoking material waste and should not litter.  Employee violations will result in disciplinary actions and shall be considered in the employee performance evaluation.  

Divisional Reports:
Mike reported at the last Foundation Board meeting a goal was approved for each Foundation member to call one to four businesses (35 contacts) to follow-up on the College’s Annual Fund solicitation letter and to see if appointments can be scheduled with them to discuss the College’s needs and how the College can meet their needs. Mike reported during late winter and into spring, an additional 125 contacts will be made. Mike stated some of the appointments have already been scheduled. He also stated he is visiting the Foundation members’ companies to talk about their role as a Board member and thanking them for their continued support. Mike also reported he and Catherine have moved their offices to a new location (5116) and invited everyone to stop and say ‘hello.’ Mike also distributed a card which included information on the College and the Educational Foundation that he will take with him on his visits to use as talking points.

Will reported that the College is moving ahead on the Early College Program for Lynchburg City Schools which will begin fall 2013. He stated Lynchburg City Schools will hold another board meeting to discuss tuition payment soon. Will also discussed Virginia’s House Bill 1184 that requires local school boards and community colleges to develop agreements allowing high school students to complete an associate's degree or a one-year certificate of General Studies from a community college concurrent with a high school diploma. He stated he, Muriel Mickles, and Judy Graves will meet on December 12 with the area school superintendents to discuss this. Will stated CVCC is already meeting this requirement in offering Early College which is an associate degree in General Studies. David M. discussed the requirement that all high school students take one online course prior to graduation and stated CVCC could fulfill this also. Ruth stated schools are using an online finance course which is outsourced to meet this requirement. Will stated he will discuss this also during the December 12 meeting.
Leticia discussed a concern about students arriving prior to 7 a.m. and having to wait outside in the cold until the doors unlock. She questioned if anything could be done. John P. stated he will look into this.

David L. had no report.

Ruth reported Workforce Solutions has been busy purging old documents and files. She stated they continue to work on the reorganization of the department, and some new positions will be advertised soon that are grant-funded. Ruth also discussed her department was evidently busier now than in the past which means her rooms are booked more. She stated requests for rooms’ usage are welcome but will be prioritized and for what purposes. Ruth stated even if a room is reserved for a College group and is found to be needed by a class or outside group, the College group will be relocated. She stated all of her room reservations will soon be placed in SchoolDude for everyone to view. Ruth also reported a new testing center for Workkeys and College for Living students will be located in Betty Hudson’s previous office. Ruth stated that CVCC received a $40,000 award through the Chancellor’s Innovation Fund (CIF), and the project title is “Region 2000 Fast Track Technical Training Initiative” for veterans.

Gayle reported on the Part-Time Staff Association and stated they are still working on the food and warm-wear drives. She stated Leticia attended their last meeting to answer questions.

Linda reported on the Classified Staff Association and stated David L. came to the last meeting to demonstrate a proposed online newspaper for the College with the Association approving the proposal. Linda stated the Association contributed $75 to the Part-TimeAssociation’s Food Drive and will be contributing to the student’s emergency to provide food or warm clothing. (Mike stated he is investigating how to set up the fund and make disbursements.)

(A discussion involving the Commonwealth of Virginia Campaign (CVC) was held and the CVCC’s Annual Fund Campaign. Linda questioned if CVCC could be added to the list of donors on the CVC. David M. stated several colleges were listed on their donor list, and John C. recommended seeing if CVCC could be added. John C. also stated he felt the Annual Fund Campaign should be held before the CVC. Mike questioned as to how the Annual Fund Campaign was conducted in the past with several answers given. Will suggested more information should be distributed as to where the money collected from the Annual Fund was designated. Mike stated he will make sure this will change to encourage employees to give.)

John P. reported enrollment was down for the fall semester (and projections for the spring are down at this time) which translates to the loss of tuition that the College receives resulting in a budget problem. He stated for that reason, hiring of positions have been frozen. John P. reported one year can be managed but the College needs to look at next year and act conservatively. Will stated one area of concern is in the HSS Department but stated he is working with Muriel to review any shortfalls. John P. stated if enrollment goes up for spring, the budget will also increase. John C. stated the College is down 227 FTEs and 100 fewer students receiving Pell Grants this year which could account for about half of the shortfall. He reported 227 FTEs amounts to $425,000 in lost tuition revenue. John C. stated since the fall semester began with a decrease, spring will most likely do the same. He stated new students must be attracted to the College and retention increased. John C. stated hopefully additional Early College (50 FTEs) and STEM students will help in fall 2013. He stated there were significantly more students loans this fall as opposed to last fall and hopefully that will increase even more in fall 2013. He reported recruitment initiatives have increased which include the following:
·         Working with Beacon of Hope to ensure that every student in the Lynchburg City Schools complete the FASFA application (research shows students are more likely to register for classes once that application is completed)
·         Notifying students actively who have missing information on Pell Grant applications
·         Marketing Smarthinking for tutoring to help with retention
·         Increased Tobacco Commission Scholarship amount ($400,000)
Will stated second 8-week classes need to be added in the schedule with the first 8-week and 16-week classes. He stated he has discussed this with the deans. Linda stated a reminder needs to be sent to all students registered for the second 8-week classes because if the first class is missed, usually the student is dropped and cannot re-enroll. John C. stated the College will have to be extremely conservative and cautious in which way its resources are managed. However, he stated CVCC is not alone in low enrollment as only five or six have showed increases.
Joey had no report.

David M. reported the Faculty Association was working with Will on Early College, the new faculty evaluation system and professional development. John C. complimented the faculty on their work on the faculty evaluation changes and keeping the College informed. David M. stated this was a tribute to Peter Dorman.

Irene reported the Employee Manual is almost complete.  She stated the next item is to develop a process to maintain, update, and decide who has the authority to make changes to the manual.

John C. reiterated that during this meeting two sobering realities have been discussed. He stated the Institutional Effectiveness has made dramatic progress but the College cannot afford to become complacent. He stated today for the first time since 2004, all academic programs have been assessed. He stated the second concerns the budget and the several initiatives that have been put in place this year to increase enrollment. He stated for the students there is more money available for scholarships, Early College program, STEM Academy, Career Connections Center, the new Governance Model, and the Veterans’ Center. He stated the College still has issues but can claim some successes which can be claimed by everyone.
The meeting adjourned at 2:36 p.m.
 
The next President’s Staff meeting will be held on January 7, 2013.
Back to top