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2021-09-20

Minutes of the 
President’s Cabinet Meeting 
September 20, 2021
Minutes Approval: 
Minutes of the August 9, 2021, meeting were approved as written.
 
Attendees: John Capps, Lewis Bryant, David Lightfoot, Chris Bryant, Kris Ogden, William Wilkerson, Randall Franklin, Elizabeth Narehood, Cynthia Deutsch, David McGee, Jim Tuite, Raylene Cope, Sarah Jarrett, and Dianne Sykes

Enrollment Report: 
                                              Data As Of Today (9/20/2021)
  Fall 2020 Fall 2021 % Change
FTE 1,902.07 1,884.13 -0.94%
Headcount 3,195 3,294 +3.10%
 
Consent Agenda Items: None  

Agenda Items: 
2021-22 Budget Approval (BRYANT)
Lewis distributed and discussed the 2021-22 Budget and stated this had been discucssed with the department heads. He reported there was a large carryover this year and asked for suggestions for one-time expenditures as to how that money could be spent. John stated one way that money will be used is to develop a new website for the College as the current one is about five-years old.
 
David made a motion with Jim seconding to approve the budget as presented.
 
The motion carried unanimously.
   
Chemical Hygiene Plan Update (WILKERSON/TUITE)
John stated in the last Cabinet meeting the chemical incident that happened in Campbell Hall was discussed and he had asked Jim to convene a group to review the College’s procedures and policies that were in place.
 
William began by stating the document that he had previously emailed was a summary of what has been accomplished so far. He stated a Teams group had been established for communication from the task force and to use as a possible tool for document storage. William stated a lab tour has been scheduled for September 24 and will be led by Jeff and Jim. He reported, so far, several documents had been collected from the faculty.
William stated he had been in contact with several of the community colleges (including NOVA) and they had nothing in place in reference to chemical safety and inventories. He discussed BioRAFT software (lab safety, inventory, and reporting) and had contacted them as they were recommended by VCU Risk Management. He stated he was hoping to show a couple of videos about this software but unfortunately will not be able to do so. William stated he will be following up with a BioRAFT rep this week for more information.
William stated potential positions during the hiring process that will oversee this area are being monitored. He stated hopefully a template for the documents that are needed will be ready to give to the new hire. The documents include Hazardous Communication Plan, Chemical Hygiene Plan, and Safety Document.
Jim reported he did a walk-through in the biology, chemistry, and radiology labs and discovered the fume hoods at the main Campus and the Bedford off site Campus are a year overdue for inspection. Jim stated HR is responsible for the overall compliance documents as this deals with occupational safety, and he has discussed this with Randall.
Jim has set up a Canvas site and all those involved are now uploading inventories, safety documents, identifying standards, and sample documents that have been approved from four audit standards.
Jim stated he spoke with John Rocha and was told that a portion of the chemical storage is being used to store excess equipment dating back to 1970.
Jim reported his goal is to have a draft plan by the end of this semester. He stated the highest priority that needs to be addressed is the lack of accountability and to have proper training for faculty, staff, and students. He stated 2017 was the last year the plan was updated and as employees come-and-go, things seem to fall by the wayside. Kris stated there is evidence of student training, and everyone is aware of needing an overall plan. John stated there was a plan but needs to be activated and followed more thoroughly. William stated BioRAFT software can help with all of this and be very useful. David L. asked who would be the data owner of this software, and Jim stated this all would be outlined in the plan.

Multi-Factor Authentication (MFA) Requirement for MyCVCC (LIGHTFOOT)
David L. reported the VCCS is requiring all faculty and staff to have multi-factor authentication for MyCVCC by end of this year and for students in February 2022. After some discussion, plans are to have this in place for faculty and staff on October 15 prior to fall break. This information will be communicated to everyone through email, the Daily Bulletin, and CVCC’s internet. Sarah suggested to make it clear that this is for MyCVCC and separate from the one for Office 365.
Discussion:
 
John led a discussion on the climate of the College community.
Sarah reported the part-time staff met and all seemed happy to be back on Campus and seeing students. She stated attitudes seemed positive.
 
Raylene reported the staff are happy to see students but are very aware of what is going on in the community concerning the spread of COVID. She stated some are looking forward to the possibility of working remotely in the future. John asked if anyone had suggestions to alleviate their fears. She stated she had not heard any but some continue to meet with students in designated classrooms and of course everyone is wearing masks.
 
David M. reported he had talked to some faculty but has not seen very many on Campus. He stated faculty teach, hold office hours, and then go home. David M. stated faculty are happy to be back but anxious about meeting with students face-to-face and are wondering how much longer they will be able to meet in person as COVID numbers continue to increase. David questioned if there will be a process/program for vaccinated faculty/staff that have been exposed. John stated home testing kits have been ordered to have on Campus. Randall thinks the College can authorize Healthworks to test exposed vaccinated staff and faculty. John asked Randall to send out an everyone email that at-home kits are available.
 
Randall gave an update on the vaccinate mandate and stated weekly testing for those not vaccinated begins this week. He reported not everyone has complied with submitting their vaccinated or unvaccinated status. Randall stated 71% state-wide employees are reported to be vaccinated, and CVCC numbers are closer to 90%.
 
Classified and Part-Time
Sarah and Raylene reported the part- and full-time staff are planning an office decorating contest and weekly Friday spirit days beginning in October. More information will be posted in the Daily Bulletin.

Vice President of Finance and Administration
Lewis stated the ARMICS (Agency Risk Management and Internal Control Standards Certification System) report was submitted last week.
 
Project Director of Title III Grant 
Elizabeth reported on the Title III grant and stated she had received the GAN (Grant Award Notification) for the fourth year. She also reported she has been closing out the year of the grant that ended on September 30 which included the budget and data information.

Campus Police/Security
William reported he will be working with John Rocha on the addition of speedbumps to help slow the motorists down.
President
John reported the president of the Federal Reserve Bank of Richmond will be here at CVCC on October 5 and 6.
 
The meeting adjourned at 2:34 p.m. with the next meeting scheduled on Monday, October 4, 2021.
 
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