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Rock Valley College Board of TrusteesCommunity College District No. 511August 28, 2012Closed Session at 5:15 p.m. WTC 117/119/121Regular Meeting at 6:00 p.m. WTC 117/119/121AgendaA. Call to OrderB. Roll CallC. Adjourn to Closed Session to discuss pending litigation, hiring and retention of specific employees,collective bargaining matters, and Closed Session contractual matters. Following Closed Session, theBoard may take action regarding employee hiring and retention.D. Reconvene Open SessionE. Possible Action Items as a Result of Closed SessionF. Minutes: July 24, 2012G. Communications and PetitionsH. Recognition of VisitorsI. General Presentations1. Summer Manufacturing Training Academy – Mike MastroianniJ. Board Committee Reports - Teaching and Learning Committee AttachmentK. Reports1. Vital Signsa. Payroll, Healthcare Costs, Cashb. Enrollment Reportc. KPI Summary Report: Accountabilityd. Freedom of Information Act (FOIA) Reporte. College and Community Events Calendar2. President’s Reporta. BR #6919 – Claims Sheet #682 (Check Register) (Alpha Register) (Checks over 10,000)b. BR #6920 – Purchase Report #660c. BR #6921 – Personnel Report #652d. BR #6922 – Out of School Youth Program Grant Acceptancee. BR #6923 – Equipment Consignment by Fastenal and Hales Machine Toolf. BR #6924 – Board Policy: Sexual & Other Harassment – Employeesg. BR #6925 – Board Policy: Sexual & Other Harassment – Studentsh. BR #6926 – Board Policy: Abused and Neglected Child Reporting Acti. BR #6927 – Calling Election for Members of the Board of Trustees3. Attorney’s Report4. ICCTA Report5. Student Trustee ReportL. Unfinished BusinessM. New BusinessN. Trustee Comments2012-08-28 Agenda.docxPage 1 of 2
RVC Board of Trustees August 28, 2012 Meeting Agenda - ContinuedO. President’s Comments1. Accolades2. Announcements from President’s Leadership TeamP. Adjourn to Closed Session to discuss pending litigation, hiring and retention of specific employees,collective bargaining matters, and Closed Session contractual matters. Following Closed Session, theBoard may take action regarding employee hiring and retention.Q. Reconvene Open SessionR. Possible Action Items as a Result of Closed SessionS. Date of Next Meeting: September 8, 2012: Retreat, time and location TBD; September 25, 2012:Study Session at 5:15 p.m. in WTC 141/142; Budget Hearing, 6:00 p.m., WTC 117/119/121; RegularMeeting, 6:00 p.m., WTC 117/119/121T. AdjournMichael P. Dunn, Jr., Board Chair2012-08-28 Agenda.docxPage 2 of 2
Rock Valley College Board of TrusteesThe meeting of the Board of Trustees of Community College District No. 511, Winnebago,Boone, DeKalb, McHenry, Ogle, and Stephenson Counties, Illinois, convened in the WoodwardTechnology Center (WTC) room 117-121 on the main campus on Tuesday, July 24, 2012 at 5:20p.m. Board Chair Michael Dunn, Jr. called the meeting to order.Roll CallThe following members of the Board were present:Mr. Michael Dunn, Jr.Mr. Ted BiondoDr. Stephanie RaachMs. Mary TuiteMr. Mike OlsonMs. Katherine KelleyMr. Randy SchaeferMr. Daniel Slabaugh, student trusteeAdjourn to Closed SessionAt 5:20 p.m., a motion was made by Mr. Randy Schaefer, seconded by Mr. Mike Olson, toadjourn to closed session for the purpose of discussing the appointment, employment,compensation, discipline, performance, or dismissal of specific employees of the public body orlegal counsel for the public body, including hearing testimony on a complaint lodged against anemployee of the public body or against legal counsel for the public body to determine its validity.Section 2 (c) (1) of the Illinois Open Meetings Act. The motion was approved by unanimous rollcall vote.Reconvene Open SessionOn a motion by Mr. Randy Schaefer, seconded by Mr. Ted Biondo, and unanimous roll callvote, the meeting reconvened to open session at 6:15 p.m.Possible Action Items as a Result of Closed SessionNo action was taken as a result of closed session.Regular MeetingThe regular meeting of the Board of Trustees of Community College District No. 511,Winnebago, Boone, DeKalb, McHenry, Ogle, and Stephenson Counties, Illinois, convened in theWoodward Technology Center (WTC) room 117-121 on the main campus on Tuesday, July 24,2012 at 6:15 p.m. Board Chair Michael Dunn, Jr. called the meeting to order.Roll CallThe following members of the Board were present:Mr. Michael Dunn, Jr.Mr. Ted BiondoMr. Mike OlsonMs. Katherine KelleyBoard of Trustees – Minutes of July 24, 2012Page 1 of 8
Dr. Stephanie RaachMs. Mary TuiteMr. Randy SchaeferMr. Daniel Slabaugh, student trusteeAlso in attendance: Dr. Jack Becherer, President; Dr. Diane Nyhammer, Provost/ChiefAcademic Officer; Ms. Amy Diaz, Associate Vice President of Student Development; Ms. AnnKerwitz, Assistant to the President; Mr. Mike Mastroianni, Associate Vice President of Outreachand Planning; Mr. Sam Overton Jr., Vice President Administrative Services; Ms. Jessica Jones,Managing Director of Human Resources; Ms. Susan Busenbark, Dean of Academic Developmentand Instructional Support; Ms. Pamela Owens, Executive Director of the Foundation; Attorney JoePerkoski.MinutesOn a motion by Mr. Randy Schaefer, seconded by Mr. Mike Olson, the minutes of theJune 26, 2012 meeting were approved by unanimous roll call vote.Recognition of VisitorsNo visitors were recognized.Communications and PetitionsNo one asked to address the Board.General PresentationsNo general presentations were made.ReportsVital SignsMr. Sam Overton reviewed the 4th quarter financial report, noting a 1.3 million surplus inFY12. The surplus is a combination of better than expected state equalization revenue, lower thanbudgeted tuition and fees revenue, excellent budget officer controls on payroll, contractual services,general materials/supplies and conference/travel/food, and much better than expected health careclaims costs. He added that the state of Illinois is still behind in its payments and that payroll, cashand healthcare costs are tracked monthly via Vital Signs reports.Mr. Overton answered questions from trustees regarding current and future healthcare costsas well as the search for additional healthcare options. Mr. Overton explained that a committee isresearching less expensive healthcare options with the goal of having them in place for the spring2013 open enrollment.Vital signs for payroll, healthcare costs, cash, FY12 Surplus Expenditures List, the Freedomof Information Act (FOIA) report, the quarterly Media Report and the college and communityevents calendar were accepted as presented.Board of Trustees – Minutes of July 24, 2012Page 2 of 8
Trustee Mary Tuite thanked Ms. Nancy Chamberlain for meeting with trustees regardingmedia relations.Ms. Amy Diaz reviewed the current enrollment report, using graphs to illustrate year-overyear enrollment comparisons for summer and fall enrollments. Although the numbers have dippeddue to the payment date and DREG process, she expects improvement once students pay their feesand re-register.In response to trustees’ concern about meeting the adjusted enrollment goals for the fallsemester. Ms. Diaz explained that more complete data will be available in seven to ten days, andshe believes the final numbers may be between the adjusted goal and the original goal. She addedthat the Financial Aid department has done a good job managing and processing applications so thatstudent registrations will not be impeded.With regard to the KPI Data Brief: Assessment of Student Learning, Student Trustee DanielSlabaugh commented that he found that data very helpful. Dr. Diane Nyhammer added that the datawill provide faculty with appropriate information so courses can be adjusted and areas identifiedthat need improvement.In response to a question from Mr. Daniel Slabaugh regarding the timeline for future studies,Dr. Nyhammer explained that it can be found on the college’s web site under Institutional Researchand that the 200-level courses will be evaluated in spring 2013.With regard to the College Initiatives Quarterly Update, Mr. Mike Mastroianni commentedthat these will be updated again in October.President’s ReportsBR #6915 – Claim Sheet #681It is recommended that the Board of Trustees approve the claims sheet from Datatel datedJune 30, 2012, totaling 2,252,848.53.Listing of Checks over 10,000: 8Lange JamesDatatelHarris Mason MikeCity RockfordConstellation New EnergyHealth Care ServiceRobbins, Schwartz, NicholasSaavedra Gehlhausen ArchitectsSchneider Electric Buildings Americas, Inc.State Universities Retirement SystemVariable Annuity Life InsuranceBoard of Trustees – Minutes of July 24, 2012Page 3 of 8
67,139.35Bank America Card ServicesBarnes NobleCDW GovernmentDeKalb ImplementKIMCOAcument Global TechnologiesCDW GovernmentConstellation New EnergyGuniteHealth Care ServiceManagement Resource Group LtdRicoh USA Inc.Sikich LLPSymetra Life InsuranceState Universities Retirement SystemVariable Annuity Life InsuranceTOTALOn a motion by Mr. Ted Biondo, seconded by Mr. Randy Schaefer, BR #6915 was approvedby unanimous roll call vote.BR #6916 – Purchase Report #659It is recommended that the Board of Trustees approve the marked items for purchase. H.I.J.K.L.M.N.Northern IL Electrical Training, Rockford, ILRockford Symphony Orchestra, Rockford, ILSleep Health Management Resources, Stillman Valley, ILTickets.Com, Inc., Costa Mesa, CAChicago Photo Safaris, Byron, ILAndrea Bechert, Chicago, ILSikich LLP, Aurora, ILFranchesco’s, Rockford, ILGate House Media, Rockford, ILAccelerated Rehabilitation Centers, Rockford, ILLakeland Chemical, Menomonee Falls, WIOffice Automation, Chicago, ILWestern Illinois University, Macomb, ILHarder Corp, Rockford, ILTOTALOn a motion by Mr. Mike Olson, seconded by Mr. Randy Schaefer, and unanimous roll callvote, Board Report #6916 Purchase Report #659 was approved.Board of Trustees – Minutes of July 24, 2012Page 4 of 8
Referring to item K., Water Treatment Program for Boiler House, Chair Dunn asked if thecollege can change the bid process to avoid the situation where a local company loses to an out-ofstate vendor by less than 1,000. Mr. Sam Overton acknowledged that it was frustrating, but the bidprocess is governed by state statute and all we can do is encourage local vendors to “sharpen theirpencils.” Trustee Schaefer added that he has spoken with Senator Syverson about the rule.BR #6917 – Personnel Report #651It is recommended that the Board of Trustees acknowledge the items of personnel aspresented. The report was acknowledged and entered into the record.BR #6918 –Facilities Master Plan Update 2012TABLEDIt is recommended that the Board of Trustees accept the Facilities Master Plan Update 2012for Rock Valley College.Mr. Mike Olson made a motion, seconded by Mr. Randy Schaefer, to accept BR #6918.During discussion, Mr. Olson added that although he was pleased with the discussion held atthe recent Facilities Committee meeting, he would like to defer a vote on the Facilities Master PlanUpdate 2012 until the full Board has an opportunity to review and discuss the plan, possibly at a tobe-scheduled Board retreat.On a motion by Mr. Mike Olson, seconded by Mr. Randy Schaefer, and unanimous roll callvote, Board Report #6918 was tabled.Attorney’s ReportNo attorney’s reports were presented.ICCTA ReportTrustee Mary Tuite reported that Robbins Schwartz is holding their fall 2012 CommunityCollege Conference Thursday, September 13, 2012 in association with the ICCTA conference.Dr. Jack Becherer reminded trustees that the Association of Community College Trustees(ACCT) conference will be held in Boston in October. No trustees indicated they wish to attend.Student Trustee ReportStudent Trustee Daniel Slabaugh presented a brief review of student activities, noting thatclasses begin August 18 and the Student Life kick-off is scheduled for September 2. He distributeda survey to trustees asking what they’d like to see on future student trustee reports.Chair Dunn asked Mr. Slabaugh to encourage students to attend board meetings and toaddress the board on items of concern.Board of Trustees – Minutes of July 24, 2012Page 5 of 8
Board Committee ReportsTrustee Mike Olson indicated that the Facilities Committee has had two good meetings thismonth that included discussions on the Arts Instructional Center (AIC), the Facilities Master Plan,the Learning and Opportunity Center space, and downtown and airport presence. He would like toschedule a retreat for further discussion by the full board to narrow down the AIC options andreview the Facilities Master Plan.Trustee Ted Biondo, chair of the Finance Committee, commented on the lack of attendanceby a number of taxing bodies, including RVC, at recent TIF hearings and indicated he wished tomake a motion to have the Board of Trustees ask for another hearing. Noting that this topic was noton the agenda, Attorney Joe Perkosi indicated that the board could provide direction but could notvote on the topic. Chair Dunn invited trustees to give direction to Mr. Biondo.Trustee Biondo also indicated that possible FY13 budget reductions in IT, travel and theBoard’s budget are being reviewed. He added that the Finance Committee has directedadministration to balance the FY13 budget and look at non-employment cuts first. Chair Dunnrequested that a detailed report be provided at the August meeting and noted that all trustees shouldbe notified of the next Finance Committee meeting.Trustee Stephanie Raach reported that the Human Resources Committee is makingpreparations to begin revision of the bylaws.Trustee Randy Schaefer reported that the Teaching and Learning Committee will be meetingwith Dr. Nyhammer and Dr. Becherer to clarify the logistics of the committee.Unfinished BusinessThere was no unfinished business.New BusinessThere was no new business.Trustee CommentsTrustee Raach, liaison to the Foundation, reported that the Foundation board and Ms. PamOwens are preparing for the upcoming fundraising campaign. Ms. Owens explained that theFoundation board has identified working goals to broaden the base of support and that 100 percentof the Foundation board has made a donation to the Foundation.Trustee Schaefer suggested that trustees meet with the Foundation board for furtherdiscussion.President’s CommentsDr. Becherer did not offer any comments.Board of Trustees – Minutes of July 24, 2012Page 6 of 8
Accolades:Announcements from President’s Leadership TeamMr. Sam Overton updated trustees of damage from recent storms. He also explainedpreliminary areas identified for FY13 budget reductions that include travel, food, and contractualservices. Further details will be available for review in August when revenue from enrollment ismore definite.Adjourn to Closed SessionAt 7:45 p.m., a motion was made by Mr. Randy Schaefer and seconded by Mr. Mike Olson,to adjourn to closed session for the purpose of discussing the following matters in accordance withthe Illinois Open Meetings Act.1. The appointment, employment, compensation, discipline, performance, or dismissal ofspecific employees of the public body or legal counsel for the public body, includinghearing testimony on a complaint lodged against an employee of the public body oragainst legal counsel for the public body to determine its validity. Section 2 (c) (1)2. Collective negotiating matters between the public body and its employees or theirrepresentatives, or deliberations concerning salary scheduled for one or more classes ofemployees. Section 2 (c) (2)3. The purchase or lease of real property for the use of the public body, including meetingsheld for the purpose of discussing whether a particular parcel should be acquired.Section 2 (c) (5 )The motion was approved by unanimous roll call vote.Reconvene Open SessionOn a motion by Mr. Randy Schaefer, seconded by Mr. Mike Olson, and unanimous roll callvote, the meeting was reconvened to open session at 9:40 p.m. No action was taken as a result ofclosed session.Possible Action Items as a Result of Closed SessionNo action was taken as a result of closed session.Board of Trustees – Minutes of July 24, 2012Page 7 of 8
Next MeetingThe next regular meeting will be held August 28, 2012, beginning with a study session at5:15 p.m. in WTC 141/142 on the main campus. The regular meeting will begin at 6:00 p.m. inWTC 117/119/121.AdjournmentThere being no further business to come before the Board, at 9:40 p.m., a motion to adjournwas made by Mr. Mike Olson, seconded by Dr. Stephanie Raach. The motion was approved byunanimous voice vote.Submitted by Ann KerwitzMary A. Tuite, SecretaryMichael P. Dunn, Jr., ChairBoard of Trustees – Minutes of July 24, 2012Page 8 of 8
Rock Valley CollegeDollars by Payroll 30FY 09 Paid - Year to 15,63025,725,71626,880,50328,278,615FY 10 Paid - Year to 52,73727,620,80628,833,96630,115,009FY 11 Paid - Year to 030,52029,263,69430,529,07531,814,219FY 12 Paid - Year to 253,12928,523,52129,769,33930,981,748FY 13 Budget Year to 575,96627,841,48929,107,01130,372,533FY 13 Paid - Year to Date1,229,5362,372,2188/2/2012Page 1\\Vmsrvfileshares\common\ADSFIS\Payroll\Vital Signs\Vital Signs-Payroll FY13.xlsx\Payroll YTD
Rock Valley CollegeDollars by 05/3106/1506/30FY 09 Paid by Pay Date1,153,806 1,149,799FY 10 Paid by Pay Date1,220,699 1,208,615 1,067,699 1,168,599 1,187,441 1,207,101 1,239,854 1,231,369 1,238,295 1,219,191 1,232,363 1,198,341 1,121,536 1,612,478 1,224,141 1,235,111 1,474,519 1,268,463 1,297,953 1,269,740 1,529,230 1,168,068 1,213,161 1,281,043FY 11 Paid by Pay Date1,279,403 1,281,539 1,248,382 1,252,417 1,262,356 1,286,977 1,320,579 1,306,694 1,318,079 1,322,843 1,332,711 1,299,531 1,168,876 1,678,237 1,286,438 1,306,118 1,538,213 1,333,683 1,332,438 1,319,167 1,555,838 1,233,175 1,265,380 1,285,144FY 12 Paid by Pay Date1,253,934 1,272,490 1,219,575 1,223,856 1,255,679 1,268,309 1,281,181 1,284,788 1,284,532 1,284,232 1,270,324 1,251,423 1,104,062 1,642,903 1,264,116 1,257,907 1,472,661 1,301,099 1,284,764 1,270,104 1,505,190 1,270,391 1,245,818 1,212,409947,5681,070,871 1,049,282 1,153,018 1,198,703 1,179,772 1,184,964 1,169,318 1,168,386 1,113,670 1,044,665 1,448,446 1,160,926 1,166,450
40,203.02 Bank America Card Services 86,138.19 Barnes Noble 48,186.00 CDW Government 39,799.00 DeKalb Implement 38,358.00 KIMCO 14,065.00 Acument Global Technologies 134,233.76 CDW Government 12,105.54 Constellation New
