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2013-12-03

Minutes of the

President’s Cabinet Meeting

December 2, 2013

 
Minutes Approval:
 
Minutes of the November 11, 2013, meeting were approved.
 
Attendees:
John Capps
David Lightfoot
Joey Fronheiser
Ruth Hendrick
Dianne Sykes
Will Sandidge
Irene Wheeler
Leticia Forster
Linda Daye
 
 
Cathy Beale
Mike Bradford
Peter Dorman
John Poole
 
 
 
 
 
 
Names highlighted in yellow were absent.
 
Enrollment Report:
Data as of Sunday (12/1/2013)
Fall
2012
2013
Percent
FTE
2,528.33
2,505.73
-0.89%
Headcount
4,905
4,730
-3.57%
 
 
Spring
2013
2014
Percent
FTE
1,425.53
1,608.73
+12.85%
Headcount
2,282
2,447
+7.23%
 
 
SACS Institutional Effectiveness Recommendation Update:
 
Joey stated during Spring 2014 Convocation, there will be a presentation on the progress of the Quality Enhancement Plan (QEP). He stated a five-year plan is being developed on the topic which is “Improving the Writing Skills of Students Placed in Developmental English.”
 
Joey reported the Fall 2013 Student Graduate Assessments are being conducted this week. He also reported numerous surveys are being conducted as well.
 
Joey reported, he along with others from CVCC, will attend the SACSCOC Annual Meeting in Atlanta from December 8-December 10.
 
Irene reported 86% of the written responses to the SACS’ requirements and standards for the Compliance Certification is completed. She stated the remainder are waiting on data from Institutional Effectiveness. She also stated the College is considering having someone external read the entire document prior to submitting it to SACS.
 
CGC Consent Agenda Items:
 
None
 
Agenda Items:
 
Facebook and Twitter (LIGHTFOOT)
David discussed using Facebook and Twitter for emergency communications. He stated he had discussed this with John C., and it was decided it would be premature to discuss this as an agenda item at the President’s Cabinet meeting before discussing it at the proper governance committees. David stated one issue is that social media is not defined in the governance process, and at this time, CVCC has numerous Facebook sites, such as from the Counseling and Police Department.  Irene stated she felt Facebook is now being used as a type of marketing at CVCC. John P. stated as an emergency notification, maybe an ad hoc committee could be formed as this topic seems to blend across several of the committees such as representatives from the E2IT, Safety and Security, and Marketing. John C. stated this came about when VWCC had a lock down a couple of weeks ago and used Facebook and Twitter as a means to communicate it. David stated one problem that needs to be addressed is when students misrepresent information during an emergency on social media, and if this happened, the College would need to be quick to post the correction.

David decided to table this agenda item for now.
Irene asked David if there was any news on Microsoft Office 365 becoming available to students. David stated the VCCS is in control of this since it also controls student email accounts. He stated he is involved in writing a narrative to be approved at the upcoming Tech Council meeting that will provide each college with the same availability information. David stated he is in process of creating a project plan for providing Microsoft Office 365 to the faculty and staff as that is a separate issue. He reported, however, he does not believe it will be available on January 13, 2014, when classes start. Will stated the main interest here in providing the software to students was to save them from purchasing this software along with the book.

Administrative Evaluation Form (CAPPS)
John C. discussed and distributed a revised (more quantitative) Administrative Evaluation Form (for vice presidents and deans) and stated since time was a factor, he was bringing it to the Cabinet for their approval. He stated Joey had proposed changing the rating scale from letters to numbers which can be added and averaged. Ruth questioned if there would be a plan of improvement added or would that be included in the narrative. John C. stated the narrative will include improvement suggestions as well as a summary of the weaknesses and strengths found in the complete evaluation. Will questioned as to the implementation date of using this form.
John C. stated the vice presidents currently have position descriptions but the deans have Employee Work Profiles. Leticia stated she will work with Will to change the deans from EWPs to description positions.
John C. stated the following changes were approved-implementation date is immediately, summarizing section added under each performance dimension, under each section include an average total of points, professional development or continuous improvement plan to be included under summary evaluation, and change rating scale to exceeds expectations, meets expectations, and does not meet expectations.

A motion was made by Irene, and duly seconded by Peter, to approve the statement with the summary of modifications listed above.
The statement was approved unanimously.
Divisional Reports:

Vice President for Finance and Administration’s Report
John P. reported the ARMICS report submitted contractual problems that the College was having to the VCCS. He stated as a result an internal audit was performed, and the College has received a report that requires some changes to be made in the Purchasing Department.
John P. reported on the Student Center Renovation and stated the big ditch out in front of Amherst Hall is the result of the installation of the sprinkler system. He stated before the ditch can be filled, an approval by the fire marshal is required which will not take place until December 11. John P. stated the renovation’s completion date is still slated for the end of January. He reported the entire bathroom project will be completed in March with four completed prior to that.
John P. reported he is hoping to get the traffic-calming crosswalks completed prior to LU’s tunnels being open to traffic. He stated the design work is now waiting for BCOM’s approval.
John P. also reported the smoking shelters are complete with floors, lights, and electricity. He stated non-smoking signs are in place, and the Police Department has said those signs will be enforced.

Director of HR
Leticia reported Holly Carter has begun working in the HR Department and will be responsible for full-time payroll. She stated excess leave approval is due prior to the College’s closing for the holidays. Leticia also stated she emailed “everyone” concerning the governor’s approval of closing all state offices on December 23.

Vice President of Information Technology
David stated work continues on the emergency call boxes and he is also trying to get wireless connections available in the smoking shelters.

Vice President of Institutional Advancement 
Mike reported an “everyone” email was sent concerning the Foundation Grant Program and stated for now the applications (first deadline is December 15) are open for any project, initiative, event, or activity. He stated he has received several inquiries for small equipment purchases, software license, etc. Mike stated he hoped Student Services and Student Activities will get involved as well by submitting applications. He stated these grants will be competitive, with the best projects being selected on a quarterly basis. Mike stated he hopes the dollar amount of these grants will increase as the interest increases.
Mike also reported Jack Freeman has been hired as the full-time grant coordinator for CVCC as well as for Lynchburg City Schools. Mike stated he is working with Lynchburg City Schools to coordinate this position.
 
Mike stated the year-end appeal letters are being sent to the Local Board members and also to those individuals who normally donate during the month of December.
 
Mike reported the Foundation Scholarship Committee met last week and approved about 15 additional scholarships.

Part-Time Association 
Cathy stated a survey was sent to all part-timers to determine the future direction of the Association. She reported the survey ends tomorrow but had already received about 30 responses. Cathy stated they are moving ahead with the warm-wear drive for area schools.

Classified Staff Association
Linda reported on the Classified Staff Association stating the revised Professional Achievement Bonus for Classified Staff will be voted on at tomorrow’s CGC meeting.

Vice President of Workforce Solutions & Community Education’s Report
Ruth reported staffing changes continue in her department. She stated that Cornelia Armistead has resigned from CVCC, and her responsibilities have been divided amongst several people—Deborah Short will handle the purchasing, Twila, the room assignments, and Cathy Sanders, the marketing.
Ruth also reported there are openings for a WorkKeys/Apprenticeship position and a case manager for the Workforce Center. She stated that Randall Franklin has been hired as the manager of the Workforce Center.
Ruth reported their programming is winding down for the fall semester but is gearing up for the spring.

Faculty Association 
Peter reported the faculty have responded with suggested revisions to the new adjunct faculty evaluation policy. (He stated this is another Compliance driven initiative.) Peter reported they are now waiting on the final version so they can vote.
Peter stated the Association met once again to discuss the rewards and recognition portion of the Model Faculty Evaluation Policy, and the Executive Committee will be discussing this in more detail during Convocation week.
Peter stated he will be emailing Will faculty initiative responses for the upcoming Convocation Agenda.

Vice President for Academic Affairs and Student Services
Will reported he along with Joey (with Peter’s input) have been working on the Convocation Agenda and should have it ready by the beginning of next week.
Will stated the Customer Service Training is complete but is not sure of the total amount attending at this time. He reported he has emailed Twila for this information. Will stated he wanted to publicly commend Wanda McGee for conducting this training as he has heard nothing but positive comments.
Will reported there are several new initiatives planned in Distance Education. He stated Ed McGee, beginning spring 2014, wants to call and talk to students who have never taken an online course before to make sure they are comfortable with BlackBoard. Will stated a query will identify the students to be called. Will reported Kimberly French has hosted HELP sessions on various topics for students during this last semester, and Ed McGee wants to video the spring sessions to be placed on YouTube. Will stated this will be available for students who cannot attend in person and also for the Off-Site Centers.
Will stated on December 12, a Career Technical Education Information session will be held for parents and students. He stated the topics include Welding, HVAC, and EMS programs. Will reported in early fall 2013, only Campbell County was invited to the session, but this time, all counties will be included.  He stated flyers and brochures are being sent to high school students to notify them of this session.
Will stated the VCCS State Board approved two new programs for CVCC (nuclear technology and electronics and computer networking) at their November meeting, and these programs will now be presented to SCHEV in December for their approval. He thanked Joey for all of his help on this.

President
 
John C. stated he signed a guaranteed admission agreement with James Madison University today. He stated the students must have a 3.0 GPA and a degree in Arts and Sciences.
 
John C. stated on November 21, he attended a Tobacco Commission meeting to discuss the location (in the tobacco region) of its three new Centers of Excellence. He reported the Commission is creating an application for those desiring to host one of the centers. John C. stated those applications will be due late March or early April, and by the end of May, three locations will be selected. He reminded everyone the Tobacco Commission will be funding these centers that will be used for training machinists, welders, and industrial maintenance mechanics but eventually these centers must become self-sustaining. John C. stated at this time he is unsure if the College will want to participate in this application process as there are still lots of unanswered questions. He stated these centers are supposed to having higher training levels that the colleges now provide.
 
John C. stated it just occurred to him concerning the discussion on the Administration Evaluation Form that is based on the VCCS Policy for evaluation of administrative and professional faculty, and stated that policy prescribes using the ratings of “Excellent, Very Good, and Good.” He stated he will look into this further.
The meeting adjourned at 2:42 p.m.
The next President’s Staff meeting will be held on December 16, 2013.
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