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Board of Trustees Community College District No Rock Valley College Board of Trustees Community College District No. 511 3301 N. Mulford Road, Rockford, IL 61114 Educational Resource Center, Performing Arts Room, Room 0214 June 26, 2018 5:15 p.m. PUBLIC BUDGET HEARING 1. Call to Order 2. Open Public Hearing 3. Presentation of FY 2019 Budget – Mrs. Beth Young, CFO/Vice President Finance 4. Public Testimony 5. Close Public Hearing AGENDA A. Call to Order B. Roll Call C. Communications and Petitions (Public Comment) D. Recognition of Visitors 1. Men’s Baseball Coach Chad Herren – Conference Coach of the Year E. Adjourn to Closed Session to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees per Section 2 (c) (1) of the Illinois Open Meetings Act. F. Reconvene Open Meeting G. Possible Action Items as a Result of Closed Session 1. Resolution: Notice to Remedy to Faculty Member H. General Presentations I. Approval of Minutes 1. May 14, 2018 Committee of the Whole Meeting 2. May 22, 2018 Regular Board Meeting J. Action Items 1. Approve Travel Reimbursement – Exceed Maximum Amount (BR 7526) 2. Approve Claims Sheet #752 (BR 7527) (Check Register-May) Rock Valley College Board of Trustees June 26, 2018 Page 1 of 2 3. Approve Purchase Report #729 (BR 7528) a. Purchase Report #729-A – FY18 Addendums b. Purchase Report #729-B – FY18 Purchases c. Purchase Report #729-C – FY19 Site Rental d. Purchase Report #729-D – FY19 Licensing/Software Renewals e. Purchase Report #729-E – FY19 Purchases f. Purchase Report #729-F – FY19 Blanket Purchase Orders g. Purchase Report #729-G – FY19 RVC/NIU Engineering Equipment 4. Approve Personnel Report #727 (BR 7529) 5. Approve FY2019 Budget (BR 7530) 6. Approve Certificate Attesting to the FY2019 Budget (BR 7531) 7. Approve Ascertaining Prevailing Wage (BR 7532) 8. Approve RVC Foundation Fundraising Agreement: Starlight Theatre (BR 7533) 9. Approve RVC Foundation Fundraising Agreement: RVC Dental Hygiene Program (BR 7534) 10. Approve Running Start Agreement with Rockford Public School District #205 (BR 7535) 11. Approve Subcontract Agreement Between RVC and Goodwill Northern Illinois 2018-2019 (BR 7536) 12. Approve Intergovernmental Cooperation Agreement: 2018-2019 IDOT Highway Construction Career Training Program (BR 7537) K. Other Business 1. New Business 2. Unfinished Business L. Updates / Reports 1. President’s Update 2. Leadership Team Updates 3. Trustee Comments 4. Student Trustee Report 5. ICCTA Report 6. RVC Foundation Liaison Report 7. Freedom of Information Act (FOIA) Report M. Adjourn to Closed Session to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees per Section 2 (c) (1) of the Illinois Open Meetings Act. N. Reconvene Open Session O. Possible Action Items as a Result of Closed Session P. Date of Next Regular Meeting: July 24, 2018, 5:15 p.m., Educational Resource Center, Room 0214 known as the Performing Arts Room (lower level) Q. Adjourn Lynn Kearney, Board Chair Rock Valley College Board of Trustees June 26, 2018 Page 2 of 2 Rock Valley College Board of Trustees Community College District No. 511 3301 N. Mulford Road, Rockford, IL 61114 Woodward Technology Center, Room 1322 Committee of the Whole Meeting 6:30 p.m. Monday, May 14, 2018 Minutes A. Call to Order- Board Chair Kearney called the meeting to order at 6:30 P.M. B. Roll Call: Trustees present at the meeting: Mr. Bob Trojan Ms. Lynn Kearney Ms. Jennifer Ray Mr. Paul Gorski Mr. John Nelson (arrived at 6:50 p.m.) Trustees absent: Mr. Michael Dunn, Jr. Mr. Devin Saunders, Student Trustee Mr. Patrick Murphy Others present: Ms. Ann Kerwitz, Assistant to the President; Ms. Beth Young, Vice President and Chief Financial Officer; Dr. Douglas Jensen, President, Mr. Jim Ryan; Vice President and Chief Operations Officer; Ms. Susan Busenbark, Vice President and Chief Academic Officer; Attorney Matt Gardener, Robbins Schwartz. C. Communications and Petitions (Public Comment): There were no petitions. D. Review of Minutes: Committee of the Whole, April 10, 2018: There were no comments. E. Teaching, Learning & Communications Discussion: Board Liaison Trustee Paul Gorski 1. Overview of Higher Learning Commission (HLC) Accreditation Process: Vice President/CAO Susan Busenbark gave a PowerPoint presentation on the HLC accreditation process. The College is currently in year four of the ten-year process that was affirmed in 2014. Because this is a continual improvement process, activities have begun within structured committees to prepare for year four of the comprehensive evaluation visit scheduled for March 2019. The overview covered the importance of accreditation, understanding the process and the College’s role as we submit our assurance argument in December 2018. RVC is one of the first institutions using the new criteria. Criteria 1 and Criteria 2 will be reviewed at the June Committee of the Whole meeting. The HLC is responsible for determining institutional eligibility for use of public funds and to ensure that federal guidelines are followed. The impact of a non-accredited institution would result in students being ineligible for financial aid, the non-transfer of credits, loss of licensure programs and credentials not being recognized by employers. The HLC is governed by the United States Department of Education. Trustees will meet with the peer team in the same manner as the last visit. RVC is meeting all federal compliance guidelines. Committee meetings have been ongoing since December 2017. Information from those meetings will be compiled this month for submission of the assurance argument. Findings will be shared with the board. Trustee Ray stated that she can appreciate the amount of work involved in the accreditation process as she is aware of it within the hospitals. Trustees requested the PowerPoint presentation be sent to them. F. Finance Discussion: Board Liaison Trustee Jennifer Ray 1. Travel Reimbursements – Above Maximum Amount: These expenses occurred prior to the Board Policy change approved by the Board of Trustees. Minutes-Board of Trustees Committee of the Whole, May 14, 2018 Page 1 of 4 2. Purchase Reports: Purchase Report A: Item A: This item is for Lifecycle replacements and is part of the $15M bond issuance during FY17. The purchase includes 270 solid state drives used in preparation for the conversion to virtual desktops. Item B: This CNC Lathe is for the BPI programs at the Stenstrom Center (not the Cold Forming Training Center). Item C: This expense is for printing the programs for the 2018 Starlight season. The programs are multi-page and color. Trustee Nelson asked if there were any union printers. VP/COO Ryan stated that there is only one union printer in the city and that this job was bid competitively. VP/COO Ryan also stated that since this is not public works, prevailing wage regulations do not apply. Purchase Report B: Items A and B: These items refer to contractual services for vendors which provide training/instruction in Continuing Education. Continuing Education receives revenue to cover these additional charges. Item C: This item refers to the College’s American Express credit card program regarding the usage of the College Purchase Card (p-card) program. The College is using the p-card for payment of items more than in previous years. These charges are allocated to the individual departmental budgets. Trustee Gorski asked about the impact and legitimacy of p-card usage. VP/CFO Young responded that the same controls that regulate our p-cards are the same as for purchase orders. Merchandise numbers control the expenses. The user, supervisor and business services administrative assistant all check for inaccuracies, along with the College auditors, when handling expense approval. The College also earns money back the more the p-card is utilized. Purchase Report C: Item A: The lease with Xerox expires at the end of August 2018, therefore, the College issued a comprehensive bid to include: ▪ Replacing the College fleet of copiers on campus. ▪ Managed Print Service. ▪ Outsourcing Print services. After reviewing bids, the committee chose three candidates to interview before making the final decision. The Xerox bid was rejected for not following bidding specifications. An award recommendation will be made at the June Committee of the Whole meeting. Item B: This item is for wireless access points to upgrade the College’s wireless network (FY19 capital). Trustees recommended administration move forward with this expense after it was presented at the April Committee of the Whole meeting. The hardware will be installed by RVC staff. Item C: This item is for the license fee for Starlight to perform “Mama Mia” during the 2019 season (FY19 expense). VP/CFO Young noted that an additional item will be added to the report before it is brought to the Board meeting. This item refers to the Illinois State Library system which gave the College access to 72,000 libraries. The cost for FY19 is $11,533.33. 3. Cash and Investment Report: The College currently has 51.10% of its operating budget in operating cash, which is up from the prior month. The increase is due to the 2015 Bond CD’s maturing which allowed the capital investment accounts to repay operating investments. 4. Financials: 3rd Quarter FY18: • Page 3: Operating Funds (fund 01 and fund 02) results through March 31, 2018. The College is expected to finish the fiscal year as planned. • Page 4-5: The details of fund 01 and fund 02 roll into the summary on page 3. • Page 8: Represents the payroll totals YTD as of 3.31.18. The College is under the straight-line budget by $2.218M, which represents 89.9% of the straight-line budget total through March 31, 2018 and is at 67.4% of the total FY18 budget. The graph illustrates payroll for all funds, which includes operating as well as auxiliary and grant funds.
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