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2013-12-16

Minutes of the

President’s Cabinet Meeting

December 16, 2013

 
Minutes Approval:
 
Minutes of the December 2, 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 Monday (12/16/2013)
Fall
2012
2013
Percent
FTE
2,528.53
2,505.93
-0.89%
Headcount
4,905
4,730
-3.57%
Spring
2013
2014
Percent
FTE
1,788.73
1,733.73
-3.07%
Headcount
2,773
2,666
-3.86%
 
 
SACS Institutional Effectiveness Recommendation Update:
 
Joey reported, he along with others from CVCC, attended the SACSCOC Annual Meeting in Atlanta last week. He stated he will give an update during Convocation.  
 
John C. reported at the Annual Meeting, he met with Cathy Almquest who had reviewed the College’s Monitoring Report and stated she will also review the Compliance Certification prior to it being sent to SACS.
 
John C. also reported he spoke with Dr. Mark Smith who is retiring from SACS at the meeting as to which time Dr. Smith stated CVCC had been a blessing to him. John C. stated at this time his replacement is unknown. 
 
CGC Consent Agenda Items:
 
1.     New Strategic Planning and Budget Timeline Template and an Annual Budget Planning Committee
2.     Request to Add an Athletics Committee to the Governance Model
3.     Professional Development Committee’s Recommendation for Tuition Reimbursement for 2013-2014
4.     Safety and Security Committee Recommendation for the Threat Assessment Committee to Serve as a Separate Committee   rather than a part of the CARE Team
5.     Cougar Award
6.     Professional Development Achievement Rewards for Classified Staff
The above six items were sent to the President’s Cabinet for final approval.
John Poole made a motion, duly seconded by Peter Dorman, to approve the six items listed above as written.
 
The motion carried unanimously.
 
All information on the six items above will be sent to Muriel Mickles, Chair of the Committees on Committees, letting her know that they have been approved.
 
Agenda Items:
 
Office 365 (LIGHTFOOT)
David discussed the availability date of Microsoft Office 365 for CVCC’s students. He distributed the information that was presented at last week’s Tech Council Meeting concerning this which stated the VCCS hopes to have it available to students before the beginning of the spring term. 
 
David discussed Office 365 for faculty and staff and stated moving to Office 365 has been approved by the CGC and believed it was approved by the President’s Cabinet as a consent item.  He reported the timeframe had the potential to be impacted by the implementation of Office 365 for students but now know the Student implementation will not impact it for Faculty and Staff.  David proposed moving the faculty and staff to Office 365 beginning at 5:00 p.m. on Monday, January 6, 2014. 
 
David stated the following:
 
·       The Office 365 offering includes several applications, and IT will work to implement the ones that will benefit in time but would like to limit the focus to email on the January 6.  The main benefit of Office 365 is email storage which provides 25 GB of storage per user.  This is eight times more than is now provided with the College’s in-house system.
·       There are infrastructure savings associated with the move.
·       Many VCCS colleges have made the move.
·       This provides IT four business days to get everyone working properly before classes begin. 
·       This will impact everyone’s ability to access his/her email via Outlook.  Instructions have been written on how to reconfigure Outlook and the reconfiguration doesn’t require administrative rights. This information will be sent out to all employees.
·       IT staff will be available and ready to assist users in the reconfiguration. 
·       Outlook web access will work regardless of Outlook.
 
A suggestion was made to hold a training session for staff members on how to reconfigure email in order to provide additional support to anyone in their area that needs it.
The President’s Cabinet approved to proceed with the email portion of Office 365 for faculty and staff on January 6, 2014, making it operational on January 7, 2014.
Divisional Reports:

Vice President of Information Technology
David reported the power to the main campus will be turned off this Saturday because of the Student Center Renovation. He stated IT is working with Facilities to coordinate this and have created an independent web server that will be available during the outage hopefully for the entire time but as it is dependent upon battery capacity, he is unsure if this is possible. David reported IT will either take everything down Friday afternoon or Saturday morning.
David also reported Blackboard representatives were here on campus last Thursday to discuss security cameras and systems. 

Vice President for Finance and Administration’s Report
John P. reported Cat Mobley will be leaving CVCC on January 9, 2014, and Peggy Samuels has agreed to be the Interim Chief Business Officer.
John P. also reported effective January 6, 2014, through June 30, 2014, CVCC will offer free bus transportation to all CVCC students, faculty, and staff.  He stated the library personnel will place special stickers on CVCC ID cards for those interested in using this free bus service. He stated this will be conveyed to the students on the monitors and also email. Dianne will place this information on the Daily Bulletin beginning tomorrow for faculty and staff. John C. requested he send this information to the News and Advance.
John P. reported the bathroom project is moving along as well as the Student Center Renovation. However, he stated the fire marshal did not approve the sprinkler system last week and the big ditch out in front of Amherst Hall will have to be tolerated for a while longer. John P. stated the walkway under the canopy is now open for easier access to Student Services.

Vice President of Institutional Advancement 
Mike stated the year-end appeal letters were mailed to those individuals who normally donate during the month of December. He also reported Foundation Scholarships continue to be received for the upcoming spring semester.
 
Mike also stated he is in the process of recruiting new Foundation Board members to replace those memberships that have expired.  

Director of HR
Leticia reported due to the upcoming holidays, she will email “everyone” to please submit and approve all leave for the 12/10/2013-12/24/2013 pay period by Friday, 12/20/2013.

Classified Staff Association
Linda had nothing new to report at this time.

Faculty Association 
Peter had nothing new to report at this time.

Vice President of Workforce Solutions & Community Education’s Report
Ruth was absent.

Part-Time Association 
Cathy was absent.

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 will be presenting it to John C. this afternoon.
Will stated on December 12, a Career Technical Education Information session was held with about 111 parents and students attending. He stated the topics included Welding, HVAC, and EMS programs.
Will reported the peer review process is being revived with five online courses being reviewed. He stated two have been approved and three are being revised. He stated new classes will be reviewed next semester. Will stated Ed McGee is involved in this effort and will be working with those that need his help. He also reported training will be held for faculty prior to their teaching online courses.
Will reported that Distance Ed. is creating videos on BlackBoard, Collaborate, tutoring, Office 2013, etc. He stated these will be uploaded to either YouTube, Google Drive, or media server for anyone to view. He reported all sessions for new students (along with the HELP sessions) are being videoed and will be uploaded to YouTube as well.

President
 
John C. stated he needed to participate in a conference call with Senator Mark Warner which begins at 2 p.m. today.
The meeting adjourned at 1:55 p.m.
The next President’s Staff meeting will be held on January 27, 2014.  
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