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2014-02-24

Minutes of the

President’s Cabinet Meeting

February 24, 2014

 
Minutes Approval:
 
Minutes of the January 17, 2014, meeting were approved.
 
Attendees:
John Capps
David Lightfoot
Kris Ogden
Ruth Hendrick
Dianne Sykes
Will Sandidge
Irene Wheeler
Leticia Forster
Linda Daye
 
 
Mike Bradford
Jana Fedele
Peter Dorman
John Poole
 
 
 
 
 
 
Names highlighted in yellow were absent.
 
Enrollment Report:
Data As of Monday (02/24/2014)
Spring
2013
2014
Percent
FTE
2,321.00
2,236.40
-3.64%
Headcount
4,380
4,325
-1.26%
 
 QEP Update:
 
Cynthia Lofaso gave an update on CVCC’s Quality Enhancement Plan (QEP). She reported she and Lana Velez had met with different groups of the College Community and also held an open forum to discuss the QEP and obtain feedback from the audience. Cynthia reported the topic has been clearly defined (Building Better Writers) and stated one of the improvement strategies is to establish a peer tutoring program to help students with their writings. She stated CVCC has extended an invitation to Lynchburg College to provide their students as tutors and actually met with LC representatives on Friday to discuss this in more detail. Cynthia stated LC wanted to be involved as this would provide another outlet for community work required by some of their students.
 
Cynthia stated one area of focus is to improve the College’s Learning Resource Center. She stated a group from the committee has visited area community colleges to see what worked for them and to listen to any improvement suggestions. She stated any changes or renovations will require funding, and a request will be made for budget approval from CVCC’s Local Board in April.
 
Cynthia stated Kevin Riley is heading up the marketing campaign for the QEP and has begun with a student logo contest. She stated CVCC students and local high school juniors and seniors have been asked to create a logo for the QEP. She stated the winner will receive $500, and their logo will be used as the official one for the QEP process. Cynthia stated the deadline for all entries is March 24.
 
Cynthia stated she and Lana have also met with off-site center directors in which time, they provided many suggestions for tutoring.
 
Dr. Capps thanked Cynthia for all of the hard work she and Lana have done.
 
SACS Institutional Effectiveness Recommendation Update:
 
John C. welcomed Kris Ogden to her first Cabinet meeting and stated she will be the interim Dean of Institutional Effectiveness as Joey had accepted another job in Oklahoma.
 
Kris began her report by stating Institutional Effectiveness continues to support the QEP efforts and the Compliance Certification document. She stated processes have been established that will continue as a result of demonstrating this compliance. Kris stated plans will begin for 2015 to continue to show all the compliances standards that relate to overall institutional effectiveness.
 
Kris stated later this spring, a student satisfaction survey will be sent out and graduation assessments which will be used in departmental and educational program assessments will continue.
 
Kris reported she received notification that Dr. Michael Hoefer will be resuming the responsibilities for working with CVCC as its SACSCOC representative effective immediately replacing Dr. Mark Smith.
 
Kris stated the SACSCOC offsite review is scheduled for May 6-9, 2014, and after the review the College will receive notification of any areas that it is non-compliant. She stated there are two known (partial) non-compliances which involve faculty evaluations and substantive change. Kris stated a focus report will be written on those two items and any other non-conformance stated in the review. She stated this focus report will be submitted along with the completed QEP document around September 1st. Kris stated after this, the College will begin preparations for the onsite visit which will take place on October 21-23, 2014. She stated soon a committee will be created to prepare for this visit.
 
Kris stated soon the College will begin the 2015 Annual Budget process.
 
Irene reported about 14 written responses still need to be sent to consultant, Kathy Almquest, for review. She stated Ms. Almquest has reviewed about 45 of the responses’ content making comments where necessary. Irene stated Peter Dorman is continuing with the grammatical editing. She stated the completed document is due to SACSCOC on March 14.
 
John said this group has made a herculean effort to accomplish the mammoth task given to them. He also stated this will be an ongoing institutional effort from here on out.
 
CGC Consent Agenda Items:
 
None at this time.
 
Agenda Items:
 
Committee Involvement (FEDELE)
 
Jana stated at the last Cabinet meeting, one portion of the faculty/adjunct evaluation included participation in the governance committees. She stated she felt the same should apply to the classified and part-time staff and be added to their evaluations as well.
The President’s Cabinet decided to take this under advisement and asked that Peter discuss this with the Faculty Association and Linda with the Classified Staff.
Divisional Reports:
Faculty Association 
Peter reported work continues on the Faculty Awards and Recognition policy but it should be forthcoming. Peter stated a draft policy on pre-requisites and co-requisites is in process. He also stated he has not received any news from the VCCS on CVCC’s proposed Faculty Evaluation Plan but will follow-up on it at the CFAC meeting in April. 
Director of HR
Leticia stated, as a member of the Employee Recognition Committee, she would like to encourage nominations for the Cougar, Employee of the Year, Outstanding Administrative Faculty, Outstanding Full-time Staff, and Outstanding Part-time Staff Awards.
Leticia discussed a recent discovery from DHRM and the VCCS which states for Classified Staff to take a three-hour class during their normal working hours, they must take leave during the times the class meets or re-adjust their work schedule to make up the time lost. She stated this is effective immediately. Leticia stated this policy is stated in the Employee Handbook but no one had been abiding by it. John C. stated this policy is the same for any administrator faculty who teaches a class during their normal working hours.
John C. stated at the last ACOP meeting the IRS had finally issued a statement saying that adjunct faculty can teach no more than 12 total credits for fall and spring semester and no more than 8 total credits for the summer. John C. reported the Chancellor stated if the General Assembly re-visits and revises the Code of Virginia concerning this, the colleges can use these new guidelines beginning this summer (2014). Evan questioned if the totals are the same for those that teach at multiple community colleges. John C. stated the VCCS is viewed as a single employer; therefore, the totals amount of hours taught remain the same as stated above. (John C. also stated the IRS ruled that one hour of class equals one hour of work.)
Vice President of Information Technology
Evan, in David’s absence, reported the IT Department is reviewing the computer replacement process and stated David is formalizing the policy for a possible five-year replacement cycle. Evan stated an open forum was held last week (with a makeup meeting next week) with the faculty to discuss options of having a desktop, laptop or using the new Microsoft Surface-Pro. Evan stated a meeting with the staff is also being scheduled. He stated the cost is comparable for each of the options.
Classified Staff Association
Linda stated at the last Classified Staff meeting nominations were held for the upcoming officers with elections being held at the next meeting.
Vice President of Workforce Solutions & Community Education’s Report
Ruth discussed one change that will be affecting several areas across Campus which concerns the state setting up a new computer database system for non-credit classes in Workforce. She stated the new system will be called the Workforce Enterprise System (WES) with an implementation date slated for next fall. (CVCC will be not be involved in the first wave.) Ruth reported WES will allow students to be registered online, offer help with marketing, facilitate registration, and tuition payment. She stated this will be dove-tailed with PeopleSoft; therefore, operations will be entered into WES, and then transferred over the PeopleSoft. Ruth stated when CVCC implements WES in the next year or so, extra work will be required on Workforce as well as IT and the business areas to complete the implementation. 
Ruth discussed the efforts of the Workforce Development Coordinator and stated that area is in the final stages of putting together a number of non-credit, short-term programs lasting from 1-15 weeks to help students obtain a living-wage skill. Ruth stated some of the examples included: soldering, CDL, welding, and EKG program.  She stated the goal is to have one of the programs begin every other month. Ruth also stated loan sources from Sally Mae can now be offered to these students who need financial help.
Ruth reported one of the biggest project workforce training is the teacher recertification program which is scheduled for this summer. She stated this will be one week of training with a wide variety of subjects available to all area school systems.
Vice President for Finance and Administration’s Report
John P. stated the benchmark study of business processes has been completed. He stated the purpose of this study was to review processes to see if area colleges could consolidate certain services such as Finance, Purchasing, Human Resources, Facilities, and Student Services.
John P. reported the Student Center Renovation is coming along but Jamerson Construction has not met their completion goal. He stated he is having the same problem with getting the bathrooms completed.
John P. reported the waiver from the VCE to order the furniture from another vendor has finally been received which means the Center will have to use the old furniture until the new arrives.
John P. stated CVCC’s two-year parking plan is due to VCCS soon. He also reported an increase in student fees have been requested.  
John P. stated it is nearing year-end of the budget and he will be “sweeping up” unused state funds soon.
Vice President of Institutional Advancement 
Mike reported that Jack Freeman (grant manager who is shared between CVCC and Lynchburg City Schools) is working on a policy that will prioritize which grants to pursue. Mike discussed one grant-funded project that is being submitted which involves partnering with Lynchburg College to increase the number and quality of STEM teachers in the region. Mike stated that grant request is for $1.5 million over a five-year period.
 
Mike reported on the Annual Campaign (restricted and unrestricted funds) and stated as of December, it increased 22% ($96,000 to $117,000) over last year’s. He stated a lot of the growth is in the restricted area which will provide money for radiology and the machine tool equipment.
 
Mike discussed the fall scholarships awarded and stated it increased 55% over last year. Mike stated as there is a lot of money available, this number needs to increase up to 200% next year. He stated he is speaking to the high school students concerning scholarship availability that Michelle Fletcher invites to CVCC for tours and also sending information to all the guidance counselors. Mike also stated as a lot of scholarship money is available for STEM, Jeff Laub will be distributing information to all of the STEM teachers.
 
Mike reported when he and John C. met recently with Sandy Baker from B&W concerning the Machine Tool Program, they were presented with $75,000 to help meet the College’s obligation which is half of the $300,000 awarded by the Tobacco Commission. He stated another meeting is scheduled for next week with Flowserve.
 
Vice President for Academic Affairs and Student Services
Will reported he met with the Faculty Association on January 7, and stated he received a list of eight items of concerns. He stated he had worked with Peter and sent out an email discussing the status of each of those concerns this morning.
Will reported an Early College orientation took place at Heritage High School last week, and one is scheduled for E.C. Glass. He also reported information on Early College is being sent to the Home Educators Association of Virginia.  
Will reported Cindy Wallin and Jeff Laub met with the math dual enrollment teachers to promote more involvement with dual enrollment faculty. He stated this has worked well with the English dual enrollment faculty.
Will suggested delayed classes during inclement weather to begin at 9:30 a.m. on Tuesdays and Thursdays instead of the traditional 10 a.m. He stated Mondays, Wednesdays, and Fridays would remain beginning at 10 a.m. John P. will look into this.
Will stated Super FASFA Week went well this year as it was spread out from Monday-Thursday and also on Saturday. He stated Cheryl Wentz did a great job coordinating the event.
Will stated he wanted to publically commend Evan for always doing a good job and also being very helpful by providing him the needed data.
Part-Time Association 
Jana stated their last meeting was pre-empted by a snow day but has been rescheduled for March 5 at which time Dr. Capps will be in attendance to answer any questions. Jana also requested to discuss meeting ideas with Linda Daye. 
President
 
John C. stated after discussions with officials in Altavista, a decision was made to not apply for an Advance Manufacturing Center as it would be almost impossible for the Center to become self-sustaining given the paradigm set forth by the Tobacco Commission.
 
John C. stated Senator Steve Newman and Delegate Matt Fariss agreed to submit CVCC’s request for funding the renovation of Amherst and Campbell Halls as a budget amendment. However, he stated no money was funded this year for any capital outlay projects except for $300 million to construct a new General Assembly building.  
 
Below is the House and Senate 2014-16 Budget Recommendations Summary that John C. distributed to the Cabinet members. He requested that it be included in the minutes.
The meeting adjourned at 2:45 p.m.
The next President’s Staff meeting will be held on March 10, 2014.  
 
 
HOUSE AND SENATE 2014-16 BUDGET RECOMMENDATIONS SUMMARY
February 21, 2014
 
 
·       General Operating Funding -    Both the House and Senate budget basically retain the new funding for the VCCS recommended in the introduced by Governor McDonnell.  However, both redirect most of the funding to other priorities:
 
o   The House redirects all the new funding for the VCCS (for E&G, student aid, and workforce) in Governor McDonnell’s budget to an “Access and Affordability” allocation.  The additional funding is directed to more full-time faculty ($18 million), operating costs for new facilities ($4.4 million), employee bonuses ($5.3 million in FY 2016); $4.8 million to offset tuition increases, and $3.5 million in the first year for general operating costs.  While the House budget emphasizes holding down tuition increases, it stops short of specifically capping tuition.
 
o   The Senate also redirects part of the new E&G operating funding to be used primarily for salary increases and employee bonuses ($6.1 million) and additional student aid ($4.3 million).  The Senate retains $7.6 million that the VCCS can use for strategic initiatives and general operating costs.
 
·       Workforce Training
o   The Senate retains most of the non-credit workforce training initiatives funded in the introduced budget including $1 million for the Rural Virginia Horseshoe Initiative.  The Senate budget also includes funding for a new formula-based incentive program that would reward colleges for non-credit workforce training resulting in an industry certification or license.
 
o   The House budget removes all of the new funding for workforce training programs in the introduced budget including eliminating the funding for the Rural Virginia Horseshoe Initiative.
 
·       Student Financial Aid –
o   The Senate budget increases student financial aid funding for the VCCS by $4.3 million in addition to the $11.6 million increase in the introduced budget. 
 
o   The House budget removes the additional $11.6 million the Governor recommended for student aid and instead provides state funding for high priorities to hold down cost increases.
 
·       Employee Compensation - Both the budgets include provisions for employee salary increases. 
o   The Senate adds funding to the VCCS budget for a 1% increase for faculty and staff effective December 2014 and a 1% bonus in December 2015.
 
o   The House places $138 million in a reserve fund to offset any funding reductions.   If revenues do not drop further, the cash would be used for salary increases for employee classes with high turnover, 2% bonuses for other employees in July 2015, and to fully fund VRS.  The House requires the colleges and universities to reallocate existing funding for the institutions nongeneral fund part of the costs for the bonuses.
 
o   Both eliminate the McDonnell plan for employee bonuses in the first year.
 
·       Capital Outlay –
o   The only major capital action this session was to fund the long-delayed renovation and construction of facilities at the seat of government.
 
o   The only capital action for the VCCS was the Senate recommendation to switch authorization for planning a project for NVCC-Annandale campus to projects at Woodbridge and Manassas.
 
o   The Senate budget increases maintenance reserve funding by 22% increasing the VCCS allowance from $5.3 million to $6.4 million each year.
 
o   The Senate budget includes language directing SCHEV to review, in consultation with the VCCS, policies governing land acquisition and site preparation funding requirements for  the community colleges and to provide recommendations to the Chairmen of House Appropriations and Senate Finance by November 1, 2014.
 
·       Other Items –
o   The Senate budget adds $5.4 million to expand the Two-Year Transfer Grant program for awards that are on average the difference between the public two-year and four-year higher education institution costs for tuition and mandatory educational and general fees.
 
o   The Senate adds $8.8 million each year in the Higher Education Equipment Trust Fund including an additional $2 million both years for equipment in non-credit workforce training programs.
 
o   The House budget provides $1.3 million for the Commonwealth Center for Advanced Manufacturing; establishes the Advanced Manufacturing Advisory Council including two representatives from a two-year college or higher education center; authorizes a $25 million loan for the development of an advanced Manufacturing Apprentice Academy Center as well as four Regional Centers of Excellence.
 
 
The Senate and House approved their budget committee’s recommendations on February 20.  The budget conferees have been named in the House and will be named soon in the Senate.  The conference committee will begin reconciling the differences between the two versions.  The conferees are scheduled to finish their work by March 6.  The General Assembly is scheduled to pass the budget and adjourn on March 8. 
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