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Minutes of the

President’s Cabinet Meeting

February 29, 2016

Minutes Approval:
Minutes of the February 1, 2016, meeting were approved.
John Capps
Ruth Hendrick
Kris Ogden
Ed McGee
Muriel Mickles
David Lightfoot
Russell Dove
Sarah Jarrett
Will Sandidge
Mike Bradford
Tom Sparhawk
Dianne Sykes
Names highlighted in yellow were absent.
Enrollment Report:
Data As Of Monday (2/29/2016)
CGC Consent Agenda Items:
Outstanding Adjunct Award
The CGC approved (through an email vote) a new Outstanding Adjunct Award with a monetary value of $500. It will be presented to two adjuncts in May along with the Outstanding Administrative Faculty, Outstanding Full-time, Outstanding Part-time, and the Employee of the Year. The Governance Council has also approved adding adjuncts to the list of employees eligible for the Cougar Awards.
Tom made a motion with Muriel duly seconding, to accept the motion as written. The President’s Cabinet unanimously approved the motion.
Agenda Items:
50th Anniversary Celebration (BRADFORD)
The President’s Cabinet discussed ideas as to how and when to celebrate CVCC’s 50th Anniversary. Mike will establish a committee to decide which direction to take the celebration.
Recommendations from the E2IT (LIGHTFOOT)
David read the following recommendations from the E2IT Committee:
Discontinue use of transparency projectors effective with the beginning of the fall ‘16 semester and replace the functionality of the transparency projectors with document cameras as required. 
a.      The decision will be communicated via email and in the daily bulletin during the spring ‘16 term.  The communication will inform the faculty members of the need to communicate the need for a document camera to IT before the end of the spring ‘16 term to allow time to procure the document cameras. 
Begin the discontinuance of VHS playback effective the beginning of the fall ‘16 term.  
a.      This discontinuance includes:
a.      Communicating this to faculty via email and in the Daily Bulletin during the spring ‘16 term. 
b.     Identifying the VHS titles in the library and determining which titles warrant replacement in digital form.  This should be completed during FY ‘16 and the new digital content purchased prior to the beginning of the fall ‘16 semester. 
c.      Since many of our classrooms have VHS/DVD players and we can’t afford to convert all the classrooms to digital next fiscal year, the recommendation includes leaving the VHS playback capability in the rooms until the units no longer function or the room is upgraded to digital.
d.     The communication to faculty should state that VHS playback is no longer a CVCC standard.  If the classroom has VHS playback, the faculty member is welcome to use it, but it is no longer a service that can be requested.
The College currently licenses LastPass for all faculty and staff.  The recommendation is to reduce licenses to only those that desire to use it which will reduce licensing cost.
On a motion by the E2IT Committee, the three recommendations were approved as written.
The motion carried unanimously.
Divisional Reports:
Vice President for Academic and Student Services
Muriel reported the following Open Houses had been held or are scheduled:
·       Allied Health
·       All localities of Early College
·       CTE
·       STEM
·       Counselors Workshop—March 9
·       High School seniors and parents—April 7
·       Job Fair—April 13
Muriel stated CVCC’s new 2016-2018 Catalog and Student Handbook is available thanks to Jill Markwood.
Muriel distributed a high school dual enrollment brochure developed by Sue Cochrane. She stated this brochure will be given to the high school counselors to show what CVCC offers to the their students. 
Muriel reported Patricia Saffioti, the new Dean of Student Success, will begin working on April 25.
Muriel reported the College is advertising for a full-time Great Expectations’ coach and is re-advertising the Financial Aid Coordinator’s position.
Muriel reported CVCC has a Goodwill navigator, April Prior, on Campus. She stated CVCC as part of a grant, is required to provide her with an office. Muriel stated she, Jim Lemons, and Ruth Hendrick, will be meeting with April to talk about gainful employment programs for students who will be funneled here through Goodwill.
Muriel stated express registration will be held on March 12 for the second eight-week classes, and the calendar for 14-week classes for fall 2016 has been created.
Muriel discussed graduation and stated 673 students have applied with 421 planning to attend the ceremony.
Muriel discussed CVCC’s participation in the Virginia Student Success Leadership Institute (VSSLI). She stated a group from the VCCS and several strategic people from each college campus met to talk about student success initiatives, goal setting, and pathways from enrolling through completion. Muriel stated she will be working with several faculty and their programs here at CVCC to map pathways for the students as to what credentials can be achieved and what milestones need to be reached in order to complete their program. She stated the VSSLI has met twice, and there will be several more meetings throughout this semester. Ed stated he was pleased the firm that has been hired to revamp the College’s website understands the guided pathways concept. Kris stated the elements that map to the strategies that have been identified in the College’s Strategic Plan, and to remove the barriers for students in reaching their goal of completion.

Faculty Association
Tom reported everything is going well. He stated Alison Moore held a brown bag last week to talk about the Virginia Master Teacher Seminar which will be held in June on the campus of Hampden-Sydney College. He stated it would be great if one faculty from each division could attend but funding is a factor. Tom also stated at the last Faculty Association meeting, discussions included how to increase faculty attendance (one suggestion was to take roll) and looking into another venue for graduations after this upcoming one.

Dean of Institutional Effectiveness
Kris stated she had emailed “everyone” concerning the Student Satisfaction Survey having a low response rate and to encourage students to complete the survey. She stated even Dr. Capps had emailed the students reminding them to complete the survey, and she was pleased to say 40 additional responses had been received today. Kris stated she is hopeful for even more so the data can be useful.
Kris stated in March the College will engage in its annual budget prioritization process. She stated departmental budget requests will be collected for this upcoming fiscal year.
Kris also reported her department will be closing out the educational program assessment for this year and working with the Educational Taskforce in April to talk about CVCC’s status on program assessment/program improvement and give an update on the Student Success Leadership Institute initiatives.
Kris stated she attended the Faculty Association meeting to talk about student course evaluations with improvements being shared. She stated the College will be moving forward on the implementation.
Kris thanked Ed McGee and Gayle Kiger for creating a single sign-on options that is being piloted for first eight-week courses for students who are completing the course evaluations. She stated research shows this improves response rates. 

Chief of Police/Director of Campus Security  
Russell reported the Campus doors that need hardware to enable locking from the inside have been identified (approximately 50 doors), and the hardware either has been ordered or will be very soon.
Russell also reported Jeffrey Sydenstricker, Emergency Management Coordinator, has been busy with updating CVCC’s Emergency Operations Plan (EOP) and Continuity of Operations Plan (COOP). Russell stated Jeff will be leading the College’s next training session which will take place during spring break.
Russell stated he was disappointed in the attendance (total of 11 participants) for the last two shooter presentations. He stated ways to improve attendance is being investigated. Russell stated he randomly surveyed the students who were in the Student Center as to why they had not participated. He stated:
·       Question 1: are you concerned about an active shooter incident? 80% answered “no”
·       Question 2: are you aware that Campus Police have conducted several active shooter presentations? 80% answered “yes”
·       Question 3: did you attend one? Only two said they had attended
·       Question 4: why did you attend or why not? Not enough time, not at the right time, no academic credit for attending, not interested
·       Question 5: what would make you attend the presentation? No response, did not know, if the professor gave credit for attending
John stated as Russell did such a great job during Convocation, maybe some did not feel they needed to attend, but Russell stated this training goes into more depth and details. He stated he welcomed any suggestions on how to achieve better participation.

Classified Staff Association
Ed reported the Classified Staff held a good open discussion on how to help the students. He stated several members are looking into ways to be more supportive.

Part-Time Association
Sarah stated the Part-Time Association will hold elections at their next meeting. She stated a nominating committee has been formed to collect nominations.
Sarah stated attendance has been down recently, and she will be seeking approval of a policy that states the part-time staff will receive pay for attending the meeting and will be supported by their supervisors to attend.
Vice President for Information Technology
David reported the IT administrative assistant’s position will be advertised soon.
David stated William has been working with Lumos Wireless to increase the connection speed by 3X at the off-site centers which will also result in a $100 savings per month for the College. David reported with the equipment that is being purchased, a savings will result from CISCO as well.
David stated the Work Folders have been implemented as discussed at spring convocation. 
Vice President of Institutional Advancement
Mike reported the scholarship season begins tomorrow with the online application program accepting applications for fall 2016 and spring 2017. He stated this is the second year of using this program, and it is becoming more user friendly. Mike stated the summer 2016 scholarship season will begin on March 1 as well.
Mike stated the web redesign is underway and began with ideas from focus groups and a Campus survey. He stated feedback was used to produce the homepage in hopes to modernize it and not be as busy with fewer tabs.
Mike discussed the finance side and stated the flow of revenues, payments, and purchasing is continuing as expected. He stated he and Will are working on one issue which involves purchasing’s prompt payment within 30 days.
Mike stated he is working on a report that shows the College where it is on revenue, expenses verses budget, and also shows if there is a deficit or a surplus. He stated Denise is working to revise the report to make it more predictive and more meaningful to those that are reviewing it.  

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

Vice President for Finance and Administration’s Report
Position vacant.

Director of Strategic Initiatives
Will was absent.

John reported he has been in Richmond twice during the last two weeks.
John asked if anyone has reactions to today’s Town Hall meeting. He stated he thought it became a lively discussion on the College Governance Model especially focusing on attendance and participation at the committee meetings. John stated there were a variety of explanations at the lack of participation which included no real awards for participating and no tangible consequences for not, the empty nature of what some committees do, no significant tasks assigned to committees, and memberships on the committees are full. Suggestions included to talk to all new employees about getting involved in a committee(s) during their orientation, having a mentor upon being hired, and chair of the committee make contact and invite to meeting.
The meeting adjourned at 4 p.m. The next President’s Staff meeting will be held on March 14, 2016.
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