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2013-08-26

Minutes of the

President’s Cabinet Meeting

August 26, 2013
 
Minutes Approval:
 
Minutes of the July 29, 2013, meeting was approved.
 
Attendees:
John Capps
David Lightfoot
X
Joey Fronheiser
Irene Wheeler
Dianne Sykes
Will Sandidge
Ruth Hendrick
Leticia Forster
Linda Daye
 
 
John Poole
Mike Bradford
Peter Dorman
Cathy Beale
 
 
 
Names highlighted in yellow were absent.
 
The President’s Cabinet welcomed Peter Dorman who is replacing David McGee as the Chair of the Faculty Association.
 
Enrollment Report:
Data As Of Monday (8/26/2013)
Fall
2012
2013
Percent
FTE
2,350.67
2,360.53
+0.42%
Headcount
3,971
3,857
-2.87%
 
 
SACS Institutional Effectiveness Recommendation Update:
 
Joey was absent.
 
John C. stated since being released from SACSCOC probation, a college in the VCCS is now seeking advice and information from CVCC as they are facing similar situations with SACS. He stated several from Thomas Nelson Community College will be meeting with Joey and Kris in the next few weeks.  
 
Irene reported the Compliance Certification Committee continues to meet and is on track with about 75% completed. She stated the remaining 25% is waiting on policy development such as the new faculty evaluation and professional development. Irene stated the group is presently editing what has been written.
 
CGC Consent Agenda Items:
 
None at this time.
 
Agenda Items:
 
VCCS Annual Report Data (HENDRICK)
 
Ruth stated she is receiving increasing requests from the VCCS for annual data information that her department is not tracking such as facilities usage by the community. She stated leaving this information blank is not an option. Ruth stated some of these requests such as employers served, certifications, and testing will be redirected to Institutional Effectiveness as that department has a better way to track those numbers. Ruth stated these requests want information reflecting the entire College, and Workforce is not able to capture that. She reported the deans have given her the certification data and possibly in the future, if all this information was documented and saved in one location, retrieving it annually would be easier. Ruth stated she had spoken with Kathye Herndon concerning facilities usage but tracking this is difficult because sometimes the outside agency uses another office for reserving the rooms, and the agency is unknown to Facilities Maintenance. Will stated he wondered if the Off Site Centers’ facilities usage was being tracked because when he was the Director of the Bedford Center, 318 community meetings were held there in just one year’s time.
 
John C. suggested that Ruth work with Will on the divisions and the Off Site Centers’ facilities usage and with John P. for the main Campus. David L. offered IT support if needed.
 
CVCC Employee and Sponsored Training Being Run Through WSCE (HENDRICK
 
Ruth stated several departments on Campus had told her they did not realize training could be directed through the WSCE to get help with registration and setup. She stated if anyone wanted to schedule or host a training conducted by CVCC’s faculty or staff, her division would be happy to help.
 
Flower Policy Revision (SYKES)
 
Dianne distributed a proposed Flower Policy revision. (The current policy states the following with the bullet in red being the revision.)
 
CVCC will send flowers for the following reasons:
 
·       Death of a college retiree (must have worked at least five years and retired)
·       Birth or adoption of the current employee’s baby
·       Current employee’s death or death of a spouse, a child (including step-child), a mother/father (including step-mother/father), a mother/father-in-law, and a brother/sister
·       Currently enrolled, active-semester student’s death
·       Any occasion deemed appropriate by the President’s Office
Note: CVCC cannot make donations of any kind in lieu of flowers
 
The President’s Cabinet unanimously approved the document as written.
 
John P. stated the policy will be revised in the Employee Handbook.
 
CVCC Goals Supporting Achieve 2015 for 2013-2014 (CAPPS)
 
John C. stated he had previously emailed the 2013-2014 Goals Supporting Achieve 2015 for review and had made all updates and changes he had received from the Cabinet members. (He stated during his evaluation with the Chancellor, he had shared these goals with him, and received his approval.) John C. stated the Goals will be presented to the Local Advisory Board members at their upcoming meeting in October.
 
The President’s Cabinet unanimously approved the CVCC Goals Supporting Achieve 2015 for 2013-2014.
 
The goals will be placed on CVCC’s website.
 
Cougar Classifieds (FORSTER)
 
Leticia distributed a proposal for Cougar Classifieds which will be an informal non-business communication email distribution list that employees can opt in to receive or share information on items for sale or purchase, giveaways, announcements, events, etc. (Some concerns included no one to monitor the emails and the number of individual emails being received each day.) John P. stated he did not feel any inappropriate emails would be sent as only CVCC employees would be sending them and would be held accountable for the content. Irene stated Lord Fairfax Community College has been using something similar for a while, and it has worked well.
 
The President’s Cabinet unanimously approved the Cougar Classified email distribution list.
 
Leticia will send out an “everyone” email with the information, and Dianne will place it on the Daily Bulletin.
 
Divisional Reports:
Vice President of Workforce Solutions & Community Education’s Report
Ruth reported Mr. Bart Smith has been hired as the coordinator for the Small Business Development Center (SBDC).
Ruth thanked Wil Perez for his effort in launching the new Workforce web pages. She also thanked her staff for creating their pages.
Ruth reported Workforce is using a free Customer Relationship Management software (CRM) in an effort to keep track of what each staff member is doing. She stated the software is very user friendly. Ruth reported as an example, when she returns from visiting a company, she enters the company’s name, date, and with whom she spoke. She stated this should eliminate double visits to the same companies. She stated after using this software for a while, she will invite others on Campus to view it. John C. stated he felt this could be beneficial to Institutional Advancement.  
Faculty Association 
Peter Dorman said the Faculty Association held its first meeting on Tuesday, and the minutes of that meeting are posted under Communication Central.”
Vice President for Finance and Administration’s Report
John P. reported all of his units, working with Joey and Kris, have completed their departmental assessment criteria.
John P. gave an update on projects here at CVCC and stated construction should begin soon on the Student Center renovation, bids are due next week on the bathrooms renovations, but still waiting to begin work on Amherst Hall’s canopy.  
John P. stated a meeting was held this morning to discuss the removal of two of the smoking gazebos.
John P. stated he has been invited to participate in a visiting committee of a SACSCOC accreditation review in October at the Okefenokee Technical College in Georgia. (John C. stated while CVCC was on Probation Status, no one from CVCC could participate in a visiting committee for SACS.)
John P. also reported he is helping to organize the Vice President’s regional meeting which will be held in Roanoke sometime after Thanksgiving.
John P. reported more and more students are requesting the free bus tickets for transportation.
Vice President of Institutional Advancement
Mike reported that he is still receiving scholarship applications from students and is trying to process all that he possibly can. Mike stated as of this morning, his office had awarded scholarships in the amount of $220,000 from CVCC’s Foundation as well as from the Tobacco Commission. (He stated last year only about $100,000 in scholarships were awarded.) Mike stated he was pleased about enrollment being on the increase from last year, and believed along with Early College and STEM students, the scholarship awards played a role in this.
Mike also reported even though scholarships are providing tuition money, there are no funds available for books. He stated he hopes to change this by building up funds for this purpose. Will stated that some of the text books are on reserve in the library for students to use. 
Mike discussed fund-raising and stated at the end of July, two grant requests were submitted to the Tobacco Commission for scholarships ($420,000), and one for equipment ($414,000 with CVCC providing 50% of this amount). He reported on the equipment grant, $295,000 is earmarked for CVCC’s Machine Tool program, and the remainder $119,000 will be used to purchase equipment for the STEM Academy.  
 
Mike stated the College was the recipient of a $23,000 grant to purchase radiology equipment with CVCC raising a matching $23,000. He reported at this time, he has raised $15,000.
 
Mike reported an employee fund raising campaign is planned for this fall and hopes to announce details at an upcoming Town Hall meeting. 

Classified Staff Association
Linda reported on the Classified Staff Association and stated they met for the first time last week. She stated one topic discussed was the changes made to the smoking shelters.
John C. gave an update on the smoking shelters and stated at the last President’s Cabinet meeting it was approved for two of the smoking shelters (located in front of Merritt Hall and the Appomattox Building) to be relocated to the outer perimeters of the College. John C. stated not realizing at the time of the decision most of the students would meet in the shelter beside the Spot which cannot accommodate all of them. He also stated he had received some push-back (a petition with 280 names) from the students; therefore, this morning he, along with John P., Russell, Will, Tom, and the student who had initiated the petition met to discuss this issue. John C. stated this student was also concerned that students would be smoking everywhere to the disadvantage of non-smokers. John C. stated it was decided to relocate two smoking shelters to the end of the sidewalk behind Amherst Hall-between Amherst and Culinary Arts’ Buildings, remove the shelter near the Spot, and leave the one nearest AREVA as is. John C. stated after the meeting, the student seemed completely satisfied with the new location and feels like other students will be also.
Part-Time Association 
Cathy reported on the Part-Time Staff Association and stated a book drawing was held for the part-timers who are taking a class here at CVCC with Cathy Sanders and Jana Fedele being the winners. She also reported they will be purchasing Spot certificates and bags of non-perishables available for students that are hungry. She also hopes to help fund some of the bus tickets.
Vice President for Academic Affairs and Student Services
Will reported he was happy to say that CVCC’s enrollment is on the plus side and is one of only four colleges (NVCC, PCC, and VWCC) that are showing an increase. He stated this accomplishment has taken a team effort.
Will reported a training session for dual enrollment instructors was held on August 12 at 12 p.m. and 5:30 p.m. He stated he met with some instructors at the Bedford Center because of a scheduling conflict, and Sue Cochrane met with some individually.
Will also reported the new adjunct faculty orientation was held with over 20 attending. Will stated he required all speakers to present a PowerPoint at this orientation.
Will thanked IT for their help with the Developmental Math lab problems.
Vice President of Information Technology
David L. reported the first week of classes has had its challenges such as Development Math moving from one 16-week session to four 4-week sessions, projector issues, etc.  
David L. distributed a document on Information System Roles and Responsibilities and asked that everyone read it and be prepared to discuss it at the next Cabinet meeting.
David L. stated the movement of the Appomattox receptionists to the Security Office has created some challenges. He stated in the near future, the voice mail system will be updated to a more automated system.   
John C. discussed the organizational change that David L. just alluded to. He stated the Appomattox Building receptionists are also working as dispatchers for the Security Department and have relocated to the Security Office.
David L. discussed Emergency Communications and stated the equipment did not arrive by August 19 as he had hoped. He stated he would like to discuss this in more depth after this meeting. 
Director of HR
Leticia reported the new employee Probationary Progress Review form can be found on the website for classified and part-time wage employees. She stated new employees will now be evaluated at three and six-month intervals during their probationary first year. Leticia stated that HR will be tracking this process. 
Leticia stated she sent out an email on self-assessments which are due this Friday. She stated if an employee chooses to self-assess or declines, she needs an email with this information to be placed in the employee’s file.
Compliance Certification
Irene had nothing else to report on the Compliance Certification. 
President
 
John C. reported the Ribbon-Cutting Ceremony for the STEM Academy was a success with lots of good press coverage. He especially thanked Facilities Maintenance for all their hard preparation work in such a short time. 
 
John C. stated it was unfortunate that he was unable to attend the August 16 Convocation but felt he needed to participate on an ad hoc committee to discuss the criteria that will be used to determine the location of three Centers for Excellence in Virginia. John C. stated he did learn that matching funds were required in the amount of $4 million. He thanked Will for filling in for him at Convocation.
 
John C. stated another benefit of increased enrollment is that it should enable the College to make retroactive (to the beginning of the semester) inequity salary adjustments for faculty. He stated he has seen lots of salary inequities, and if the funding is available, adjustments will be made for those faculty. He also reported adjunct faculty that were the greatest affected by the cut-back in hours, will be adjusted also.
 
John C. stated he echoed the focus on team effort that has been discussed here today and is proud of the new culture here at CVCC.
The meeting adjourned at 2:30 p.m.
The next President’s Staff meeting will be held on September 9, 2013.
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