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2013-06-17

Minutes of the

President’s Cabinet Meeting

June 17, 2013
 
Minutes Approval:
 
Minutes of the June 3, 2013, meeting was approved.
 
Attendees:
P
John Capps
P
David Lightfoot
P
Joey Fronheiser
P
Irene Wheeler
P
Dianne Sykes
P
Will Sandidge
P
Ruth Hendrick
P
Leticia Forster
P
Linda Daye
 
 
P
John Poole
P
Mike Bradford
P
David McGee
P
Cathy Beale
 
 
 
Enrollment Report:
Data As Of Monday (6/17/2013)
Summer
2012
2013
Percent
FTE
670.13
607.93
-9.28%
Headcount
2,082
1,863
-10.52%
 
 
Fall
2012
2013
Percent
FTE
1,278.33
1,323.87
+3.56%
Headcount
2,013
1,943
-3.48%
 
 
SACS Institutional Effectiveness Recommendation Update:
 
Joey reported the Board of Trustees will be meeting this week to make their official judgment on CVCC’s probationary status. (John C. stated Dr. Smith should notify him on Thursday with the information.)
 
Joey also reported interviews will be held next week for the Coordinator of Institutional Effectiveness’ position.
 
Joey stated his office continues to work on the evaluation process for the non-academic units. He stated the necessary software has been loaded on the computers, and a timeline has been created.  Joey also stated it will be communicated to the College what is needed by June 30. He stated this process will be similar to that of the academic units’ evaluation. 
 
Joey stated the College has begun the process of obtaining approval as a transfer degree from SCHEV for its AAS degree in General Studies. He stated he hopes to have this completed by fall 2014.
 
Joey reported the graduation assessment increased to 97% completion this year compared to 25% two years ago. He thanked everyone who helped make this happen.
 
 
CGC Consent Agenda Items:
 
None at this time.
 
Agenda Items:
 
Bus Ticket Program (POOLE)
 
John P. distributed and discussed a proposal for the GLTC Bus Ticket Program. (discount tickets purchased by CVCC for students who need help with transportation to and from class) John P. stated to just hand out tickets to students without any process had created problems for the administration and had potential to be misused. He stated the form he had created will require someone at the College-an administrator, dean, or faculty member-to recommend the student for the program, identify if the student is a financial aid student, and requires the student’s schedule. He stated it also requires the student to certify that they will not share the tickets with anyone else or sell the tickets. John P. requested the Cabinet to review the form and give him feedback. He stated once approved, he will communicate the form by using the “everyone” email and also the students on Campus through email.

John C. asked that Mike consider any potential donors who would like to underwrite this program. (Discussions included whether the College could possible purchase free passes (like Liberty University and Lynchburg College) for all of CVCC’s students but John P. stated this was very expensive.)

Dress Code Policy (HENDRICK)
 
Ruth stated she was not aware of a dress code policy history here at CVCC. (John C. stated there was never a policy.) Ruth stated it was her/team leaders in Workforce belief that standards needed to be set as they department interacted with businesses both on Campus and off Campus. She stated she had looked at other colleges’ policies but found few consistencies. John P. stated CVCC does not have a dress code policy and a survey of area colleges showed they did not either. John C. stated this topic had been discussed at a previous meeting as a concern. He stated an ad hoc committee was to be established to review the issues and make recommendations. John C. stated a policy could be developed for certain areas making a lot of public contact but felt a college-wide policy was not necessary. Irene stated adhering to dress code policy does not always ensure professionalism but sometimes involves personal taste.
 
John C. requested Ruth to report to the Cabinet what her group has created so far for review.
 
Divisional Reports:
Ruth reported she welcomed 12 students to the AREVA Summer Apprenticeship program this morning. She stated she is investigating how to maintain and grow this program in the future without funding as this is the final year of the grant. Ruth stated the Summer Academies’ enrollment has dropped because of the increased amount of registration fee. ($50 increased to $130 and next year will increase even more without grant funding). She stated this program has been scaled back as much as possible. Ruth stated she will look into partnering with area businesses that could sponsor a program and also extend the programs to include more than just STEM academies. 
Ruth reported on the Fast-Track Welding program and stated all students will be completing the programs soon.
Ruth stated the SBDC is on hold until July when the Region 2000 Economic Council votes on whether or not they will provide funding.
Cathy reported on the Part-Time Staff Association, and stated a meeting will be held on Wednesday. She requested the vice presidents email the supervisors of their departments to encourage them to support their part-timers in attending this meeting.
David M. reported on the Faculty Association and stated faculty are continuing to work with Will and Joey concerning Common Course Learning Objectives and the new Faculty Evaluation process.

Will reported all seven of the College’s graduates passed the national exam in the Medical Laboratory Technician program which translates into CVCC having the 3rd highest scores in the nation. He also reported the accrediting agency for the Respiratory Therapy program (COARC) performed an audit last week and found no discrepancies.
Will stated the College is in process of creating a View Book to be given out to prospective students. He reported Mike had been very supportive of this initiative.

Will reported interviews for the Instructional/Technologist positions will begin tomorrow and complete next week.
Will stated some changes have been made in the off-site centers’ operating hours (beginning August 16, 2013) which will result in a cost savings for the College. (He distributed a schedule of hours to the Cabinet and will send out an “everyone” email with this information as well.) Will stated the deans will supply the actual savings amount by next Wednesday.

John C. stated he had been very busy attending community functions—VCIC on June 5 at Lynchburg College, Lynchburg City Schools Planning Retreat, Lynchburg City Schools Foundation Board meeting, Region 2000 Annual meeting, Town and Gown meeting—and CVCC functions—swearing in of the new SGA officers and greetings given at the 2013 Academic Excellence Awards Program.
Linda had nothing to report on the Classified Staff Association at this time.
Leticia reminded everyone that the part-time evaluations are due July 1 and full-time evaluations are coming up soon. She stated she was happy to have Loretta return to work.   

David L. reported work continues on the Emergency Alert System and stated the current plan includes having the alert/call boxes installed before classes begin in August. David L. also reported he attended the VCCS Technology Council meeting last week and stated the budget was their main topic. David L. stated the Tech Fee amount for each college is dependent on enrollment. (John C. stated the summer enrollment continues to be down about 9% for CVCC and for the VCCS, down an average of 5%.) David L. also reported a softphone (a software program for making telephone calls over the internet using a computer) is being piloted in the Workforce Solutions Department.

Mike reported he sent out an email for help in developing a menu of requests that he can share with potential donors and had received a few responses. He also discussed the requests made to the Tobacco Commission which resulted in a grant of $23,471 for Radiology which is 50% of their project. Mike stated he will try and raise the remaining 50%. He stated the grant for Machine Tool which was submitted in May for $150,000 will not be awarded until September. Mike stated the Foundation continues to award student scholarships.

John P. reported he continues to work on the zero-based budget and getting it to balance. He also reported on the Campus Master Plan and stated he will present the draft at the next Cabinet meeting. John P. stated the bids for the Student Center are due on July 10, opened on July 11, and then contract negotiation will begin. He also stated the VCCS will be providing emergency funds to correct the never-ending leak in the canopy at Amherst Hall.  John P. stated the design work is being completed for the raised walkways to help slow down traffic, and then it will have to go to the VCCS for approval. He reminded everyone to complete invoices and DPRs by June 24 because it is very close to year-end.
Irene reported the QEP committee will be meeting with Susan Beasley on Wednesday. Irene stated Susan will retire soon and will be presenting the portion that she has been working on to the committee. Irene also reported she is in the process of editing the work that has been completed.

The meeting adjourned at 2:05 p.m.
The next President’s Staff meeting will be held on July 1, 2013.
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