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2019-06-24

Minutes of the

President’s Cabinet Meeting

June 24, 2019

 
Minutes Approval:
 
Minutes of the May 13, 2019, meeting was approved as written.
 
Attendees:
John Capps Chris Bryant Russell Dove Will Sandidge Sarah Jarrett
Muriel Mickles David Lightfoot Randall Franklin Matt Latimer Dianne Sykes
Lewis Bryant Kris Ogden          Elizabeth Narehood Mary Canfield Cathy Sanders
 
 
 
 
Name(s) highlighted in yellow were absent.
Enrollment Report:
Data As Of (6/25/2019)
  Summer 2018 Summer 2019 % Change
FTE 509.80 471.13 -7.58%
Headcount 1,514 1,443 -4.69%
 
  Fall 2018 Fall 2019 % Change
FTE 1,285.73 1,242.60 -3.35%
Headcount 1,893 1,859 -1.80%
 
CGC Consent Agenda Items:
 
None
 
Agenda Items:
Microsoft Licenses (LIGHTFOOT)
David reported the login to the employees’ PCs is changing to email addresses with Office 365 and local PC login merging. He stated this is a result of changes Microsoft is making to its licensing model, and the IT Department will work to convert full-time employees after the semester begins.
David stated, prior to this change, adjunct faculty had an Office 365, but not a local PC account, and they used a generic account for the classroom PCs. He stated all faculty were notified on January 18 that the generic accounts would be disabled at the end of the spring term.  David stated adjunct faculty were provided additional email notification at the end spring term about the need to access classroom PCs with the Office 365 credentials. 
David reported the new Microsoft licensing includes functionality like Barracuda spam filter but after September 1, transition will begin from Barracuda to Microsoft.
David stated faculty and staff Microsoft accounts are managed locally, but student accounts are managed by the VCCS.  He stated Corinne Hoisington asked about student accounts leveraging the Office 365 login, and Jim Lemons, CVCC’s Tech Council representative, questioned the VCCS and is awaiting an answer.  David stated until an answer is received from the VCCS, the student labs will have Office 2019. He reported this is unlike Office 365 that is a continuous update model, Office 2019 is a static application.  David stated Office 2019 is intended to be a transition product between Office 2016 and Office 365—not continually updated product.
Administrator Evaluation Revision (FRANKLIN)
Randall submitted several revisions to the Administrator Evaluation Policy. He stated CVCC’s Evaluation of Administrative and Professional Faculty was created prior to the VCCS creating one. John stated CVCC will follow its current policy for the remainder of this year but develop, in the upcoming year, a revised policy that aligns with the VCCS’ specific criteria.
Randall made a motion to approve the revisions written with Lewis seconding.
The motion was unanimously approved.  
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Divisional Reports:
VP of Facilities and Finance
Lewis reported an architect meeting with the Steering Committee will be held on June 26 to unveil what has been discussed at the previous four days of meetings. Lewis stated David wants to discuss bring your own device, and hopefully, this will be incorporated at this meeting.
Lewis stated the food service for the College should be decided soon.
Lewis discussed the upcoming budget and stated CVCC is receiving $400,000 in General Funds. He stated the raises for everyone will cost in the $500,000 bracket. Lewis stated some positions have moved from being college funded to grant funded. He stated the “wild card” for the budget is the enrollment. He reported the College should end the year in good standing, and stated the VCCS has a contingency fund that will help the College this year. John stated the General Assembly approved for the state colleges to retain 3% of the budget in this contingency fund at the colleges’ disposal and a carry forward of 2% (ideally).  
Faculty Association
Matt reported the Faculty Association has elected Cynthia Deutsch as president, Jim Tuite as vice president, Lorenz Chan as secretary, and Marci Gale as treasurer for the upcoming year.
John thanked Matt for his service.
VP of Information Technology
David reported work continues with Blackboard to transition the ID cards and door access system.  He stated the current system was procured with the idea of students having funds on their cards to use like universities, but this never came to fruition. He stated this new system is only an ID card/door access system making it less expensive. David reported he has discovered that CVCC is the guinea pig for these systems. He stated CVCC was to go live the week of May 15, and even though work has continued every week, the estimated go-live is now July 8.
David reported fax machines seem to be old school now, and most people are using Cloud Fax enabling employees to fax from Outlook. He stated this is more secure, effective, and saves money.  
John asked David to talk on his thoughts of bringing your own devices. David stated CVCC spends about $200,000 each year on PCs plus cabling and networking costs. He stated students attending four-year colleges/universities are required to bring their own PCs, and lots of students (K-12) are receiving Chromebooks. John stated this would change the number of labs needed in the renovation. Muriel stated this must be discussed with faculty as some do not allow laptops in their classrooms. David reported Deanne has agreed to survey the students on this. Lewis stated he is more comfortable with reducing the number of PCs than eliminating them. David stated his idea is to still have PCs in the library, and BAH lab with specialized software. Sarah stated there some students who do not have internet access at home or would need to have financial aid money to purchase a laptop. Elizabeth stated the college needs an accurate count of how many students have PCs. 
Part-Time Staff Association
Sarah reported on May 21, the Part-Time Association held its last meeting for the semester. She stated they watched and discussed TED Talks on the topic of happiness.
Sarah reported elections were held and she remains the chair, Kimberly Williams is the vice chair, Annalee Bondurant is the treasurer, and Linda Roberts continues as secretary.   
Sarah reported the ODU Trivia and pizza social was a huge success with $267.06 donated to the CVCC Foundation Student Emergency Fund and the Book Fund.
Sarah stated the Part-Time Staff were very appreciative of their raises. (Lewis stated the raises amounted to approximately $80,000.)
Classified Staff Association
Cathy (reporting for Mary) reported the funding for the Habitat for Humanity’s wall building on Campus is in the final phase. She stated a meeting is planned to prepare for the new school year.
Campus Police/Security
Russell reported a system-wide RFP was created for a new alert notification system and stated 12 proposals were received. He stated he hopes this new system will have enhanced capabilities and reduced costs.
Russell reported Security and IT have had some significant problems with the Blackboard Access Control Systems.  
Dean of Institutional Effectiveness
Kris reported her office’s main concern now is getting the fifth-year report ready for SACSCOC. She stated the reports that have been received are being reviewed to confirm there is appropriate supporting evidence. Kris stated the report will be sent to SACSCOC prior to the onsite visit which is scheduled October 21-23.
Director of the Title III Grant
Elizabeth reported 100% of the key positions of the Title III grant have been filled. She stated one project was creating a manual with information about the grant. Elizabeth stated this manual has proven valuable when applying for the NSF grant.
Director of Human Resources
Randall reported several full-time faculty have been hired for the fall semester which included: one English, two chemistry, and one biology.
Randall stated work continues on the Employment Opportunity Plan which is a report compiled on how many individuals with disabilities have been hired throughout the year.
Randall reported nine internal alignment equity increases for faculty were submitted for approval. He stated the cumulative of all internal alignments totaled 118 plus 3 for the administrative faculty.
VP for Student and Academic Affairs
Muriel reported changes her area is working on included: the new Learning Commons (managed by Patti Saffioti), classrooms in place, and a two-dean structure. She stated to begin that project lots of offices had to be relocated.
Muriel also reported the counseling desk is now ADA accessible. She stated Hunter Overstreet is now responsible for this area.
Muriel stated the hiring process has begun for her administrative assistant’s position and the site director for the Appomattox Center.
Muriel reported Greg Sullivan is responsible for the G3 grant and Elizabeth Narehood for the Title III grant.
Muriel stated everyone should have received an email concerning a Title IX training which will be mandatory for all to complete.
VP of Institutional Advancement
Chris was absent.
Director of Strategic Initiatives
Will was absent.
President  
John stated there has been a lot of discussion about direct enrollment which means placing students directly into college courses and foregoing any developmental studies. He stated eight colleges are participating in that data test which will launch this year. John stated he predicts that developmental studies will disappear as during the last ACOP meeting, the new performance-based model funding does not include developmental courses for the criteria.
John reported CVCC finished in ninth place in the Performance-Based metrics. He stated, four years ago, CVCC was in second place but has now dropped in hierarchy to ninth. John stated the areas CVCC fell short were in retention and developmental studies. He stated some of the changes that are being made will hopefully support the students in these areas.
John reported on the VCCS P2 (Power of Possible) new task force. He stated this involves the external forces (food, shelter, and mental health) that play a role in student success. He stated Michael Farris will be the voice of CVCC as he is on the task force. (not all colleges have a representative)
John stated he met with the new CEO of Centra, Andrew T. Mueller, M.D, at his request and felt this was a very positive gesture.
The meeting adjourned 2:19 p.m. The next President’s Staff meeting is scheduled for July 22, 2019.
 
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