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2020-06-01

Minutes of the
President’s Cabinet Meeting
June 1, 2020
Minutes Approval:
Minutes of the May 18, 2020 meeting were approved as written.
Attendees:
John Capps David Lightfoot Will Sandidge Cynthia Deutsch Jeff Sydenstricker
Muriel Mickles Chris Bryant Randall Franklin Mary Zoccola  
Lewis Bryant Kris Ogden Elizabeth Narehood Sarah Jarrett  
 
Name(s) marked out were absent.
Enrollment Report
Data as of Yesterday (6/1/2020)
  Summer 2019 Summer 2020 % Change
FTE 466.20 429.73 -7.82%
Headcount 1,374 1,210 -11.94%
 
CGC Consent Agenda Items:  None
 
Agenda Items:  None
 
Divisional Reports:
VP for Student and Academic Affairs
No Report.
Director of Strategic Initiatives
Will Sandidge reported that he will coordinate the planning and preparations for the fall semester and for late summer classes per Dr. Capps’ request. Will Sandidge stated that he will email the essential employees and ask them to forward what preparations they have put in place to this point.  Will stated that he will expect a response to his email by Thursday.   Will added that he will bring everyone together for a meeting after he reviews the responses.
VP of Facilities and Finance
Lewis Bryant reported that he is still preparing for a 10% cut in state funds.  Many of the vacancies and frozen positions will save enough to cover that 10%.  Obviously, enrollment is the variable that we cannot cover.  Our reserves are already appropriated. Lewis stated that he is looking at different ways to cover a possible15% cut.   Lewis stated that he will align the budget with those dollars actually spent, not against past allocations. 
Lewis reported that he did reach out too many of the department managers to see if there are items that can be removed from their budgets.  Feedback has been good. 
Lewis reported that they have found $225,000 in savings.  Lewis will start looking at the MOU’s later this week.
Dual Enrollment rebates are a big part of our budget, but we do not want to touch that budget.
Dr. Capps asked that Randall Franklin work with Lewis Bryant and Muriel Mickles regarding the actual work hours of most part-time positions.  Not all part-time positions use the allocated 29 hours.  Randall Franklin said he will work through the guidelines with Lewis Bryant and Muriel Mickles.
Director of the Title III Grant
Elizabeth Narehood reported that she is working on the Title III budget.  Elizabeth reminded everybody that Title III is a resource, and if we can support needs due to new transitions or findings, please contact me.
Elizabeth will be participating in the annual interviews with our external evaluator.  Elizabeth is working to get data sets over to them, which is a requirement of the project.
Elizabeth stated that the Steering Committee met with Trident Technical College. Trident is using a Title III project similar to the CVCC and it was a good exchange of discussion and interaction. 
VP of Institutional Advancement
Chris Bryant stated that June is the end of the Foundations fiscal year, and we are excited about the two appeals.
Chris Bryant stated that for the first time ever, we sent 700 plus CVCC graduates a nice congratulations letter and sticker for their car. Also, we asked that they make a $20 gift for their graduation year -2020.   
Chris stated that the second appeal is the Emergency Fund that is written around two students.  Hopefully, this will increase the number of donors. 
Chris reported that we are poised to increase our revenue by 15-20% over last year’s final numbers.
Chris reported that a new Perkins commercial will air on WSET on Wednesday.  This will give CVCC media coverage over the next few months in our local and regional area.
Chris reported that we are trying to grow our Alumni Association membership.  Hailey Hermosa is going to help us as an intern this summer to bolster our Alumni members.
VP of Information Technology
David Lightfoot reported that everything is going well. 
Director of Human Resources
Randall Franklin reported that Election Day is now a Holiday.  Randall stated that we have the option to use this holiday at another more convenient time for CVCC.  Options discussed, keep the holiday on Election Day, use it during Thanksgiving week, or use it on December 23rd.  Dr. Capps suggested that Randal consult with Muriel to review the school’s academic calendar.
Randal reported that the HR peer group had discussed what it will look like when we reopen.  Issues discussed, social distancing, taking temperatures, face masks, and other health/safety concerns.  Dr. Capps stated that the Human Resources department will play a big role in the reopening of the college. 
Dean of Institutional Effectiveness
Kris Ogden stated that the staff survey results had similar responses as faculty concerning the ability of students to access technology and the internet for them to be successful in a remote educational setting.  Staff was interested in technology training and teleworking policies and procedures.  Kris stated that moving forward, we need to consider the needs of staff for professional development and technology training.
Kris reported that the student feedback reflected that of the faculty in that everyone did the best that they could, that the situation was unexpected, and that there is room for improvement. Student feedback was only from those students who completed the term. Kris stated that we do not know the reasons why the student who did not finish left.
Dr. Capps stated that technology needs a staff to provide training for all those groups, including students.  Dr. Capps asked Will Sandidge to take this into consideration in planning for the fall.
Campus Police/Security
Jeff Sydenstricker reported that last night that some signs were debased on CVCC Campus Drive and were unable to be saved.  The signs have been removed. There is no camera coverage there, so there are no suspects.
Jeff stated that they finally can lock down buildings remotely. This will allow officers to lock buildings in case of an emergency.
Jeff reported that he is still moving forward on the grant with Lewis and his team.
Jeff stated that he still has a manpower issue and will discuss this with Lewis later.
Faculty Association
Cynthia Deutsch asked Will Sandidge to consider the faculty workloads of those teaching online classes. The VCCS has given flexibility for faculty workloads during these challenging times.
Cynthia Deutsch reported that the Taskforce reconvened last Friday. The Taskforce will be meeting once a week.  We have a few more presentations and then we will be working in a retreat format with the goal of a final report by August with long term recommendations. 
Cynthia stated that John Martin spoke to the taskforce last Friday and he had two interesting focuses.  The first focus was on faculty and the changing culture issues, such as, how faculty view themselves as mentors supporting broader issues with students. 
The second focus was the College Anywhere platform.  John Martin believes this platform will make the VCCS a more powerful player in this arena. Cynthia said she thought about a distinction between online programs and what we actually do on our campuses. At CVCC we can market to our region, but the VCCS can market to the entire state or out of state and that would trickle down to the individual colleges.  Cynthia said it may promote a balance between the System and the individual colleges.
Classified Staff Association
Mary Zoccola reported that elections were delayed back in April. She said that an announcement will be sent out this afternoon with the four names of those interested in becoming officers. Elections will be held soon.   
Mary stated the overall feeling of the CSA, is everyone is comfortable with teleworking.
Part-Time Staff Association
n/a
President
Dr Capps thanked Will Sandidge for his willingness to head a coordinated effort to reopen our campus. Dr. Capps added that Will Sandidge will need the support of everybody, but specifically Lewis Bryant and John Rocha regarding facilities, Muriel, Cindy and Jason regarding the academic side, Chris and Ken regarding a communication plan for students, employees, and community, Kris Ogden to be a resource for everyone involved, Randall for communicating  relevant guidelines and policies to our employees, and David Lightfoot  because technology is an essential part of our success.
Dr. Capps reported that CVCC is 10% behind for the summer and probably more.  Unpaid tuition bills may raise our enrollment loss to 15%.  Kris Ogden stated that she was hopeful that the extra classes added to the second 5-weeks schedule may increase enrollment for the summer. 
Dr. Capps reported that many of the colleges are showing an increase for summer enrollment, but this summer we are not faring well in comparison to our sister institutions.  It is disconcerting to see CVCC so far behind for summer enrollment.  Dr. Capps plans to speak with Laura Hamilton to ask her to encourage Beacon of Hope students to enroll in second 5-week classes.
Randall stated that low enrollment could be due to the uncertainty for the fall semester.  He stated that enrollment may increase once we communicate to our community what direction we are going to pursue. Dr. Capps agreed, but added that we cannot act until the Chancellor’s plan for the fall semester is released.
Lewis Bryant stated that historically, when we promote Saturday registration, we usually see a 1% increase in enrollment.  Can we do something similar, but virtually.  Chris Bryant agreed that promoting a virtual Registration Express may increase enrollment.  Chris added that a virtual registration express does not need to be on a Saturday.
Dr. Capps announced that the ACOP meeting for tomorrow has been canceled.
 
With no further business, the meeting adjourned at 2:30 p.m. The next President’s Staff meeting is scheduled for May 26, 2020.
 
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