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Minutes of the

President’s Cabinet Meeting

September 22, 2014

Minutes Approval:
Minutes of the August 11, 2014, meeting were approved.
John Capps
Mike Bradford
Kris Ogden
Peter Dorman
Will Sandidge
Ruth Hendrick
John Poole
Ed McGee
Jana Fedele
David Lightfoot
Dianne Sykes
Names highlighted in yellow were absent.
Enrollment Report: 
Data as of Monday (9/22/2014)
SACS Reaffirmation and Budgeting Process Update:
Kris reported the SACS on-site visit is just a month away and stated all materials have been mailed as required. She stated a draft agenda has been received for their visit (October 20-23) at CVCC.  Kris also reported she will receive specific individual and groups requests from the committee as to whom they will want to talk with.
Kris stated it is very important for all the internal processes, timelines, and assessments to continue.
Kris discussed one change in that the College will no longer be using Compliance Assist (software for accreditation) but stated Microsoft Word will be used for the final report and also for the departmental assessments. 
John C. thanked Kris for all of her hard work.  
CGC Consent Agenda Items:
Agenda Items:
Divisional Reports:
Vice President for Finance and Administration’s Report
John P. reported Dan Chipman has been hired to fill the Business Manager’s position and stated he feels Dan will be a great asset to the College. He also reported the applications for the HR Director’s position were due last Friday and stated Eleanor Hernandez will be screening the applications. John P. stated hopefully a selection committee will be able to meet by the end of the week to review the applications.
John P. reported Facilities Maintenance will be visiting each office to conduct an equipment inventory next week. (Will asked if he could have a list of what each office should have.)
John P. reported the College is still struggling with the changes that have occurred in the Purchasing Department. He stated everyone having eVA access will be issued a P-Card once the required training through the Knowledge Center is completed.
Faculty Association
Peter stated the Faculty Association will hold their first meeting tomorrow.
Peter questioned the status on the new 360 Degree Evaluation initiative. Will stated he will check to see if the VCCS has emailed any information.
Peter also questioned if there was a policy concerning faculty dating students, supervisors dating their subordinates, and faculty teaching family members (and what constitutes family members). John C. stated at this time the VCCS does not have one but feels CVCC should develop its own policy to prevent any liability issues in the future.
Vice President for Academic Affairs and Student Services
Will stated CVCC has partnered with Bedford County Schools (Staunton River and Liberty High Schools) on the Virginia Department of Education 21st Century Community Center (3-year) Grant. He stated this grant will enable students to be better prepared for college by taking at least four college credits from CVCC. Will stated one credit will be for a SDV course and other courses will be reviewed to see which ones the students are qualified to take.
Will discussed the QEP’s Writing Center and stated the College is on target in creating this thanks to John P. and Tom Bushley. Will stated this needs to be completed in time for the SACS on-site committee’s visit.
John C. stated budget cuts mandated from the governor for Higher Ed were decreased from 5% ($385,000) to 2.2% ($177,000) which of course, will make the reduction more manageable with a series of conservative decisions. He reported it looks like CVCC can meet the reduction by decreasing the library book budget, professional development, maintenance/technology budget, combining some positions and leaving others vacant. John C. stated another way is to pass the credit card service fee along to those students who use a credit card to pay for tuition. He stated in the past, CVCC had absorbed that fee which at times totaled $70,000 per year. John C. stated this was one of the VCCS’ recommended ways to help with the decreased budgets.
John C. stated the budget reduction percentages are still tentative. He stated the College anticipates a more significant reduction for next year which means CVCC will enact some of the reduction tactics that were planned for this year when looking at the original 5% decrease. John C. stated CVCC still needs to realign its staffing and make adjustments in the way business is conducted, and now is the time to do it. He stated the College needs to fill a vacant marketing position, and an emergency planner position while still planning for more budget cuts in the future. John C. stated he will speak of this in detail at the upcoming September Town Hall meeting.
Vice President of Workforce Solutions & Community Education’s Report
Ruth reported the adjunct job fair was a great success with about 100 people attending compared to 15-20 attending last year. She credits the new marketing efforts as the reason for the increase.
Ruth also reported Workforce along with WIB, VCE, Lynchburg Regional SHRM, and Lynchburg Regional Chamber of Commerce will be hosting a Region 2000 Business Services Expo. She stated over 30 exhibitors have signed up.
Ruth stated Workforce had received a grant from the VCCS to help with three of its programming efforts: summer teacher training program, reinstate the summer internship program, and funding for employer engagement in the CRCs.
Classified Staff Association
Ed stated the Classified Staff Association met and elected Lauren Calloway as the Vice President.
Vice President of Institutional Advancement
Mike stated the main scholarship season are the months April through August but the school year that ended on June 30 saw an awarding increase of 37% which resulted in $243,000.
Mike stated the budget for this school year is $543,000 and upon the beginning of fall semester, $515,000 had been awarded. (Sometimes this number may be lower as financial aid or additional scholarships could be awarded that were not anticipated.) Mike stated if there was additional money, it could be used in the spring and summer of 2015.
Mike reported there is about $420,000 available in tobacco scholarships. He stated he is first asking students in which county they live and if they are in a STEM-H program.  Mike stated the only negative is that scholarships for students from Lynchburg City and Amherst County Schools were not available as they are not tobacco counties.
Mike reported $40,000 in equipment has been ordered for radiology and should be up and running by October. He also reported about $175,000 in equipment has been ordered for Machine Tool and $140,000 in STEM equipment. Mike also reported about $80,000 from Foundation Funds was used to convert a classroom to a chemistry lab at the Bedford Center.
Mike stated the Faculty/Staff Grant Program resulted in three grants totaling $2,600 of which $2,000 was given to the QEP for needed materials, $300 for Student Success Center, and $300 for the Career Coach at E.C. Glass. He stated he anticipates more requests this year.
Vice President for Information Technology’s Report
David stated the newly hired part-time IT employee has obtained employment elsewhere making coverage once again challenging.
David reported using Equipment Trust Funds, 186 PCs have been ordered and will replace those in the student labs.
David stated he will be attending a benchmarking meeting tomorrow in Richmond and attending a Tech Council on Wednesday and Thursday. He stated is also working on the consolidating help desk initiative.
Part-Time Association
Jana reported new officers have been elected: Sarah Jarrett, Alexcia Linthicum, and Cathy Sanders.
Jana thanked everyone who participated in the Pizza Sale.
Jana stated the Part-Time Staff Association has an item on the CGC agenda for approval of educational awards for those who have completed a certificate/degree. She stated this will be discussed in their upcoming meeting. Jana also stated she will send out a Survey Monkey to find out the total amount of the awards for the previous five years and the upcoming two years.
Dean of Institutional Effectiveness
Kris had to leave early.
The meeting adjourned at 2:10 p.m. The next President’s Staff meeting will be held on October 6, 2014.
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