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Minutes of the

President’s Cabinet Meeting

November 2, 2015

Minutes Approval:
Minutes of the October 5, 2015, meeting were approved.
John Capps
John Poole
Mike Bradford
Tom Sparhawk
Dianne Sykes
Muriel Mickles
Ruth Hendrick
Kris Ogden
Ed McGee
Will Sandidge
David Lightfoot
Russell Dove
Jana Fedele
Names highlighted in yellow were absent.
Enrollment Report:
Data As Of Monday (11/2/2015)
CGC Consent Agenda Items:
1.     Changes to the Committee Membership of the Public Relations and Marketing
a)     Replace the Dean of Student Services or designee with the Dean of Enrollment Management.  The term should be permanent.
b)     Replace the Marketing representative with the PR & Marketing Coordinator. The term should be permanent.
2.    Changes to the Cougar Awards
a)     Add the following bullet to the criteria of the Cougar Award nomination:
How the nominee displays a high level of customer service when working with students, colleagues, and/or the general public.
b)     Increase the amount of the Cougar Award from $25 to $50 and present the award twice a month.
Muriel made a motion to approve both requests as written and Will duly seconded the motion.
The motion carried unanimously.  
Agenda Items:
Amount of Professional Development Budget for 2015-2016 (SPARHAWK)
Tom questioned the amount of the Professional Development budget for 2015-2016. John C. stated the amount is $52,000.
PC Configuration System (Lightfoot)
David stated the College has been migrating from an older system to a newer system for over a year. He reported the process is time consuming because the migration requires the system to be re-imaged. David stated his department understands it is inconvenient for a user to have his/her PC re-imaged, but there are benefits to both the user and the College for its users to endure the inconvenience. He stated the benefits include the following:
·       New software is not being installed via the old system. If a user desires new software, he/she must be on the new system. 
·       The old system is operating on a system that needs to be retired for security reasons. 
·       There is a large amount of storage space allocated to the old system that can be reallocated once the old system is retired. 
·       The College has another system that requires two servers, storage, and other resources that can be retired once the users are migrated to the new system.
David stated he offered this information in hopes of increasing the understanding of why IT is pushing to complete this migration as soon as possible. He stated targeted messages to the affected users seeking migration dates will be sent with the supervisors being copied on the message as well. David stated he is seeking support in completing this migration from everyone that is here today. 
Cabinet members questioned as to how long this process takes and after hearing David’s reply of approximately four hours, offered their support in completing this migration. One suggestions was to emphasize the benefits of the new system. David stated every effort will be made to schedule a convenient date and time.
Divisional Reports:
Vice President of Institutional Advancement
Mike reported Jack Freeman, in conjunction with Will Sandidge, and Jeff Laub submitted a National Science Foundation Advanced Technical Educational Grant which would be in support of the College’s new Energy Technology Career Studies Certificate. Mike stated this grant is a common one for community colleges but the first time that CVCC has applied. He stated it will probably be six months before hearing if the College is awarded this grant.
Mike reported when interviewing for the positon of Public Relations and Marketing Coordinator, each candidate was asked to present a presentation on how they would market the College. He stated Ken Bunch, during his interview, presented an entire project complete with a theme, Success! It’s closer than you think, and an advertisement campaign to support this theme. Mike stated the committee really liked Ken’s idea as the word “closer” could have many different meanings. Mike stated CVCC runs an enrollment campaign prior to each semester but for the past five years, the same videos have been used for TV marketing. Mike reported Ken and Jill Markwood contracted with a video company (Watch Creative) to produce a new 30-second commercial for the College and stated he felt it was quite impressive. (Mike stated the commercial will be shown at tomorrow’s Town Hall meeting.)
Mike stated when students search on, they are directed to the College’s Class Schedule page. He stated that Ken has created a first-draft of directing students to a webpage that matches the theme of Success! It’s closer than you think, and resembles the commercial which will let the student they are at the right screen.
Mike stated the employee campaign will begin its “kickoff” at the January Convocation. He stated ideally the campaign should begin with the fall semester but for his office, this is a very busy time with the ending of the scholarship season. Mike stated he would gladly accept any donation if someone wanted to give during the 2015 year.
Part-Time Association

Jana stated the Part-Time Association will be meeting this Thursday to discuss the Great Colleges to Work For survey. She stated Kris Ogden and the Job Satisfaction/Supervisor/Department Chair Relationship/Respect & Appreciation/Work/Life Balance Appreciation ad hoc committee members will also attend this meeting.
Jana stated a new treasurer will be appointed and the $75 professional development drawing will also be held at Thursday’s meeting.
Vice President for Information Technology
David reported the upgrade to the College’s internet connection was successful; however, the service provider had challenges last Friday morning. 
David reported he, along with Mike Bradford, Wil Perez, and Ken Bunch, will be meeting tomorrow concerning the website redesign. He stated the contract purchasing vehicle has been approved by Purchasing but the quote needs to be redefined, the DPR/PO submitted, and then the redesign can begin. David stated this will include several meetings with the College community to gather broad input on the redesign.
David also reported Wireless Access Points will be added in the President’s Conference Room and in the Student Center to improve the wireless coverage in these areas.
The Cabinet discussed several options for changing the College’s email address.
Vice President of Workforce Solutions & Community Education’s Report
Ruth reported Workforce had its first experience with a student registering through the new Workforce Enterprise System (WES). She stated the tuition payment with through fine but the registration did not which clearly shows there are still issues for the VCCS to fix.
Ruth reported that Lauren Calloway has resigned her position here at CVCC.
Dean of Institutional Effectiveness
Kris reported today is the deadline for completing and submitting the departmental assessments reports for 2014-2015. She stated then the focus will be on the new strategic plan, Complete 2021. 
Kris reported fall 2014 graduate assessments (un-proctored by email) will go out soon. She reported various assessments are continuing for educational programming and also work on the Great Colleges to Work For initiative.
Classified Staff Association
Ed reported a meeting will be held tomorrow with John Capps, Will Sandidge, Kris Ogden, and the Job Satisfaction/Supervisor/Department Chair Relationship/Respect & Appreciation/Work/Life Balance ad hoc committee members to further discuss the Great Colleges to Work For survey to solicit input and obtain recommendations on how the College can improve in all areas listed in the survey.
Director of Strategic Initiatives
Will reported on the Great College to Work For initiative and stated ad hoc committees have been formed along with involvement from the associations to help make CVCC an even better place to work. He stated he feels the College community views this as a positive venture. Will stated he hopes to have reports from all committees to present to the CGC during the February 2, 2016, meeting.
John C. stated he hopes that everyone will see that they can exert influence over their fate at CVCC and effect a change through their recommendations.
Will reported he will be attending a conference Wednesday through Friday for Energy Workforce Development in Washington, DC. He also reported he attended a techedge meeting for cyber security.                                                               
Vice President for Academic and Student Services
Muriel reported Dean of Enrollment Management, Michael Farris, has resigned his position. She also reported the results of the Financial Aid Audit showed revealed some challenges but overcoming those challenges is quite doable.
Muriel stated a career coach has been hired for Amherst County High School and stated this position was formerly at E. C. Glass High School. She stated interviews are scheduled for the Job Information and Career Advisor position on November 9.
Muriel reported on Wednesday, there will be an On Ramp monitoring review process to ensure project quality and administrative compliance.
Muriel reported the Dean of Student Success position has been advertised and will close on November 8.
Muriel stated she attended a Perkins Summit, and there she gave a quarterly report as well as made a presentation.
Muriel stated Dr. Daniel Lewis (Director of Educational Programs Virginia Community College System) sent a response concerning CVCC’s General Studies SCHEV approval. She stated this response included several minor corrections. She stated she will be working with Kris and should have these corrections completed soon. 
Muriel reported she along with Ken Bunch are working on a dual enrollment brochure for the high schools to inform them of all CVCC’s offerings.
Muriel also stated the 2016-2018 CVCC catalog is being updated and revised for printing.
Muriel reported Deanne McDaniel along with two CVCC students attended the state-wide initiative for transfer students at VCU. She stated all 23 colleges sent representatives to this.
Muriel reported progress is being made towards hiring a Financial Aid Coordinator. John C. stated a Financial Aid Audit finding stated that CVCC needed to strengthen the personnel resources in that office, and this position will go towards resolving this finding.
John C. reported his travels continue as on the past two Fridays, he has attended the presidential inaugurations for Southside Virginia Community College and Virginia Highlands Community College. He also stated he was a panel participant for the SA Funds & National Urban League's Higher Education Summit in Washington, D.C. last week.
John C. stated that John P. will be retiring at the end of the year. He stated the College will be immediately advertising his position of Vice President for Financial and Administrative Services. He stated hopefully, that position will be filled around January 1, 2016, but if not, Will Sandidge and Mike Bradford will be assisting in the job duties.
Faculty Association
Tom reported the Faculty Association will be meeting tomorrow to discuss several agenda items. 
 Vice President for Finance and Administration’s Report
John P. was absent.
Chief of Police/Director of Campus Security
Russell was absent.
The meeting adjourned at 2:20 p.m. The next President’s Staff meeting will be held on November 16, 2015.
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