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CENTRAL VIRGINIA COMMUNITY COLLEGE
BOARD MEETING
 MINUTES NO. 207
                                                October 24, 2012
 
 
The two hundred and seventh meeting of the Central Virginia Community College Board was held at 4:30 p.m. on October 24, 2012, in the Appomattox Hall Conference Room, Room 1114. Following the business session, dinner was held at CVCC’s Culinary Arts’ Building.
 

ROLL CALL

 

Members Present

Dr. Robert Bashore
Ms. Vivian Brown      
Mr. Richard Carter, Sr.
Ms. Beverly Jones
Mr. Skip Lamb
Mr. Nathaniel Marshall
Mr. Keith Maxey
Dr. Lloyd Tannenbaum    
Ms. Lou Tweedy
Bedford County
City of Lynchburg
Appomattox County
Amherst County
City of Lynchburg
City of Lynchburg
Campbell County
City of Lynchburg
Campbell County
 

Members Absent

Mr. Ben Witt
City of Bedford
 

Special Guests Present

Ms. Cat Mobley
Mr. Lynn Dillard
Business Manager
Assistant Professor
 

Staff Present

 
Dr. John Capps, President
Mr. Will Sandidge, Interim VP for Academic Affairs & Student Services
Mr. John Poole, VP for Finance and Administration
Mr. David Lightfoot, VP for Information Technology
Dr. Ruth Hendrick, VP for Workforce Solutions
Mr. Michael Bradford, VP of Institutional Advancement
Dr. Joey Fronheiser, Dean of Institutional Effectiveness
Ms. Dianne Sykes, Administrative Staff Assistant
 

CALL TO ORDER

 
Mr. Skip Lamb, Chair, called the meeting to order at 4:30 p.m.
 

Approval of Minutes No. 206

 
On a motion by Mr. Maxey, duly seconded by Mr. Marshall, Minutes No. 206 from the regular meeting of July 18, 2012, were approved as written.
 
The motion carried unanimously.

INTRODUCTION OF NEW VICE PRESIDENTS

Introduction of Mr. Michael Bradford

Dr. Capps introduced Mr. Michael Bradford as the new Vice President of Institutional Advancement and stated he joins CVCC following 34 years of banking experience in Lynchburg, where he served as Wells Fargo’s Lynchburg area president and Southwest Virginia Business Banking manager. He began working for Central Fidelity Bank in 1978 and had been with the same bank, through mergers, to his most recent role at Wells Fargo Bank.
Dr. Capps reported Mr. Bradford has also been active in the community, including serving on the boards of Amazement Square, Lynchburg Regional Chamber of Commerce, United Way of Central Virginia, Centra Health, and many others.
Dr. Capps also reported Mr. Bradford served on CVCC’s Educational Foundation Board and is very familiar with the mission of the College. He stated Mr. Bradford responded during his interview to the question as to why he wanted to work at CVCC by saying he wanted to make a difference. Dr. Capps stated he takes it as a compliment that someone of Mr. Bradford’s statue in the community would want to join the College.
Dr. Capps stated last year CVCC was at the bottom of the VCCS’s list in fund raising and ranked second from the bottom on endowments. He stated he is confident that Mr. Bradford will take this College to new heights in fund raising.     

Mr. Bradford stated he is pleased to be working here at CVCC but found out during the month that he has worked here, he actually knew very little about what the College has to offer. He stated he discovered a wide-range of programs and services offered here at CVCC but also noted that a lot of students need help financially and in the past, not as many have been helped as should have been.
Mr. Lamb welcomed Mr. Bradford to CVCC.

Introduction of Mr. William Sandidge

Dr. Capps introduced Mr. William Sandidge and began by stating Mr. Sandidge comes to this position of interim Vice President of Academic Affairs and Student Services with impressive credentials. He stated after retiring from the U. S. Army as a colonel and Chief of Medical Affairs, Mr. Sandidge joined CVCC in 1992, serving for fifteen years as the Dean of Business and Allied Health and most recently as the Director of the Bedford Center. Dr. Capps stated Mr. Sandidge embodies an impeccable work ethic, deep convictions, and strong leadership skills. Dr. Capps reported he knew Mr. Sandidge was the perfect person to lead Academic Affairs and Student Services when he received a standing ovation from the faculty at Fall Convocation when introduced. Dr. Capps stated he is thrilled that Mr. Sandidge accepted the position. Mr. Sandidge stated he hoped he can live up to all those kind words with Dr. Capps responding he already had.
Mr. Lamb welcomed Mr. Sandidge once again to CVCC.

REPORT OF STANDING COMMITTEES

Culinary Arts and Management

On a motion by the Curriculum Committee, modifications to the Associate of Arts and Sciences in Culinary Arts and Management were approved.
The motion carried unanimously.

Culinary Arts

On a motion by the Curriculum Committee, modifications to the Certificate Program in Culinary Arts were approved.
The motion carried unanimously.

Curriculum Advisory Committee Member Appointments

On a motion by the Curriculum Committee, the memberships of the Curriculum Advisory Committees were approved.
The motion carried unanimously.

Accounting

The Accounting Curriculum Committee proceedings were provided for information.

Administration of Justice

The Administration of Justice Curriculum Committee proceedings were provided for information.

Administrative Support Technology

The Administrative Support Technology Curriculum Committee proceedings were provided for information.

Business Management

The Business Management Curriculum Committee proceedings were provided for information.

Emergency Medical Services

The Emergency Medical Services Curriculum Committee proceedings were provided for information.

Culinary Arts

The Culinary Arts Curriculum Committee proceedings were provided for information.

Information Systems Technology

The Information Systems Technology Curriculum Committee proceedings were provided for information.

Marketing

The Marketing Curriculum Committee proceedings were provided for information.

Medical Laboratory Technology

The Medical Laboratory Technology Curriculum Committee proceedings were provided for information.

Pharmacy Technician

The Pharmacy Technician Curriculum Committee proceedings were provided for information.

Radiologic Technology

The Radiologic Technology Curriculum Committee proceedings were provided for information.

Respiratory Therapy

The Respiratory Therapy Curriculum Committee proceedings were provided for information.

Child Care

The Child Care Curriculum Committee proceedings were provided for information.

Communication Design

The Communication Design Curriculum Committee proceedings were provided for information.

Human Services

The Human Services Curriculum Committee proceedings were provided for information.

Legal Assistant

The Legal Assistant Curriculum Committee proceedings were provided for information.

Heating, Ventilation, and Air Conditioning

The Heating, Ventilation, and Air Conditioning Curriculum Committee proceedings were provided for information.

Machine Tool/ Quality Control

The Machine Tool/Quality Control Curriculum Committee proceedings were provided for information.

General Education Transfer

The General Education Transfer Committee proceedings were provided for information.

Welding

The Welding Curriculum Committee proceedings were provided for information.

FACILITIES AND FINANCE COMMITTEE
 
Local Fund Quarterly Financial Report and Financial Statements
The Local Fund Quarterly Financial Report and Financial Statements were reviewed. On a motion by the Facilities and Finance Committee, the Local Fund Quarterly Financial Report and Financial Statements were approved. A copy of the Local Fund Quarterly Financial Report and Financial Statements are attached and made a part of these minutes.
The motion carried unanimously.
Request Funding for Ambassador Program
On a motion by the Facilities and Finance Committee, the request for $12,000 for the Student Ambassador Program was approved.
The motion carried unanimously.
State Spending Plan
A copy of the State Spending Plan for 2012-2013 was provided for information. A copy of this document is attached and made a part of these minutes.

PRESENTATION BY LYNN DILLARD

Presentation on Machine Tool/Quality Control and Assessment Information

Mr. Lynn Dillard, assistant professor over the Machine Technology Program at CVCC, gave a presentation on Machine Tool/Quality Control program.  Mr. Dillard began by reporting how the Machine Tool Quality Control program began. He stated about three years ago, he was approached by Dr. Jeffrey Laub (Dean of Science, Mathematics and Engineering), George Sherman (then the Interim Vice President of Workforce Development), and Mr. Joe Franklin (Head of Quality Control and Calibration) from Babcock and Wilcox (B&W) with a request to create a program to provide training for local industry on Quality Control. Mr. Dillard stated CVCC provided a Machine Tool program but had failed to include Quality Control. He stated Mr. Franklin had noted he had good luck in the past with training machinists in Quality Control. Mr. Dillard stated a new program was created to teach Machine Tool the first year, and then Quality Control was taught by B&W employees the second year. He stated for students to be accepted into this program, they must maintain a 3.0 GPA or a “B” average.
Mr. Dillard began by stating the first year, seven students were selected for the program, and they were comprised of CVCC students and students from Job Corps. He reported B&W hired all seven students at a starting salary between $60,000 and $80,000.
Mr. Dillard stated this program began with B&W but has now expanded to other local companies participating. He reported this spring (2012) the program had 9 students, and this fall there are 19 students. (He offered tours of the Quality Control area to any Board member interested.)
Mr. Dillard stated the second part of his presentation today involves the assessment process required by SACS/COC of his program.
Mr. Dillard stated Dr. Fronheiser sent out an email last year requiring faculty to do the following (Step 1):
      Determine which courses from each curriculum to be measured/assessed
      Review the examples given from past assessments
      Identify and provide at least five student learning outcome goals
Below are the student outcomes and goals required by Mr. Dillard.
Student Learning Outcomes
Blueprint Interpretation—Students will be able to read and interpret complex drawings, dimension and make multi-view sketches of selected objects
Identify Machine Functions—Students will be able to identify and describe applications of mechanical hardware found in a machine shop, identify major components of various machines and their functions
Grinding Performance—Students will be able to identify the operations of truing, dressing and balancing of grinding wheels, define and describe the set-up and performance of surface grinding operations, general capabilities of the grinding machine
Metallurgy Concept—Students will be able to define and describe the mechanical and physical properties of metals, describe various testing machines and their uses, including formulas and calculations
Machine Performance—Students will be able to identify and describe applications of speeds, feeds, milling, alignment-indicating, drilling, threading, insert uses and various other machining operations
G.D. & T Performance—Student will be able to demonstrate cognitive understanding of trigonometry chart function to degrees and minutes of profile of a surface check for parallelism, perpendicularity and angularity on a quality control inspection report
 
Mr. Dillard stated Stage 2 consisted of the following:
      List all assessments and measures to be used for each student learning outcome
      List when and where assessment/measures would be given
Mr. Dillard stated Stage 3 consisted of the following:
      Determine target goals for student learning outcomes
      Determine what changes are necessary to improve instruction
Mr. Dillard stated Stage 4 consisted of the following:
      Results and Informed Action Form which shows what has been done as a result of the assessment plan
Classes                                                            Spring 2011 Results
      MAC 181                                                              85.36
      MAC 161-162                                                        84.57
      MAC 231                                                              93.52
      MAC 164                                                              78.76
      MAC 241                                                                 97
      DRF 128 (GD&T)                                                     100
Mr. Dillard stated improvements for the program were the following:
      To address the below average of (78%) final exam grade, the results of this assessment will be used to analyze problems students are having and work with students and give additional instructions to attain the target goal. A Lesson Plan was developed to help students in the MAC 164 class with instructional objectives for their assigned projects.
      In the DRF 128 (GD&T) class, the target goal was met, but a continual emphasis will be put on surface finish as a requirement in this program. Local industry has voiced a concern in this area in hiring Quality Technicians. The Course Outline (Syllabus) was revised to reflect surface finish lesson requirement.
Other ways of assessing the students include:
      Final exams
      NOCTI (National) Exams and how they are beneficial
      Advisory Committees
Mr. Dillard stated he was proud to report that CVCC students exceeded the national and state averages in all subjects.
Mr. Marshall commented that B&W is proud to be a part of this program which is referred to as R2MIT. He stated, in the upcoming year, plans are to hire another 15-20 machinists. He stated a meeting will take place in the next couple of weeks to review the program to ensure its continuance of the highest quality.  Mr. Marshall stated in the past B&W had hired students from Danville Community College prior to CVCC beginning this program.
Mr. Lamb stated this epitomizes the College meeting the needs of the community. Dr. Capps agreed but stated it could have not been possible without the support of B&W’s funding.
Mr. Marshall reported visits have been made to every high school in the Region 2000 area to inform students about this program.

PRESIDENT’S STAFF REPORT

Mr. William Sandidge

Mr. Sandidge began his report by discussing the Early College program for Lynchburg City Schools (Heritage and E.C. Glass) and stating the implementation of that program will be fall 2013 with classes held here on the Main Campus. He stated the School Board will be requested for a final approval in the next few weeks. Mr. Sandidge credited Dr. Muriel Mickles (Dean of Humanities and Social Science) with presenting all the information to the superintendent of Lynchburg City Schools and stating she has done a great job of promoting this program. He stated, by the second year of this program, CVCC could have up to 100 students participating.
Mr. Sandidge discussed Smarthinking which is a VCCS contracted online tutoring services that provides live, tutoring for students 24 hours a day, 7 days a week.  He reported lots of students are taking developmental courses in English and math and need extra help to pass. He stated the College has purchased 500 hours of tutoring for this year, and so far, 90 students have used 140 hours. Mr. Sandidge stated teachers will be the key in making this service a success for the students. He stated some teachers are even giving extra credit for students using Smarthinking. He reported additional hours can and will be purchased if needed. Mr. Sandidge stated this will also be used as part of the Quality Enhancement Plan for SACS.
Mr. Sandidge reported on a new associate degree in the process of being created and hopefully approved for the fall of 2013. He stated it is for Harris Corporation in electronics and computer programming. 
Mr. Sandidge discussed Virginia’s House Bill 1184 that requires local school boards and community colleges to develop agreements allowing high school students to complete an associate's degree or a one-year certificate (31-32 credit hours) of General Studies from a community college concurrent with a high school diploma. He stated each college must have their plan to accomplish this submitted to the Chancellor in April 2013 and begin the program in fall 2013. He stated meetings are being scheduled with the area school superintendents to discuss this. Mr. Sandidge stated CVCC is already meeting this requirement in offering Early College which is an associate degree in General Studies and also has a program for the certificate in General Studies.
Dr. Tannebaum questioned who pays for the Early College program and is the tuition the same for the high school students as it is for the college students. Mr. Sandidge stated the tuition is the same; however, each county provides various amounts of support. He stated in Bedford County parents are responsible for the entire tuition and books. Mr. Sandidge stated plans are to develop a way to help students that are receiving reduced or free lunches with some support enabling them to participate in the Early College program. He explained that high school students are not eligible for Federal Financial Aid.  

Mr. John Poole

Mr. John Poole began his report by giving an update on facilities and stated currently there are three active items. The first one is the College has received bids for renovations to the Accounting and Admissions and Records Departments for new cashier windows. He stated at this time the doors to these offices do not meet ADA requirements and renovating them will.
Mr. Poole stated the preliminary design work for the Amherst and Campbell Halls’ bathroom project has been completed. He stated this will be funded by the VCCS.
Mr. Poole reported a contract has been signed with Virginia A&E firm to move forward with the Working Drawings for renovations to the Student Center.
Mr. Poole also reported the College is in process of outlining its Capital Outlay plans which is due soon.
Mr. Poole stated he and his staff held an off-campus planning session to develop their mission, goals, and objectives. He stated he felt this was very successful.
Mr. Poole reported on the Accounting Department and discussed a new program “Quin” which takes all financial information from the PeopleSoft Administrative Information System (AIS) and places it in this program. He stated creating reports such as the financial statements distributed to this Board will become easier.

Dr. Ruth Hendrick

Dr. Ruth Hendrick stated a handout has been given to outline her report. She stated one side showed an organizational chart for the Workforce Solutions and Community Education Division and reported almost everyone’s position has been redefined since she became vice president.
Dr. Hendrick stated her division met off-campus for a day of strategic planning. She reported a new Mission and Vision Statement were created which reads: “The Workforce Solutions and Community Education Division will address the educational needs of employers, job seekers, and the community to enhance economic prosperity and the quality of life throughout Region 2000.” The Vision Statement reads: “Central Virginia Community College's Workforce Solutions & Community Education division will be the resource of choice to deliver comprehensive employment, workforce and community education solutions throughout Region 2000.”
 
Dr. Hendrick reported on the 2012 Goals that were met and stated the following:
 
·         Course Completers: 3,564 (13.3% increase over 2011)
·         Contact Hours: 23, 404 (53.7% over 2011)
·         Headcount: 2,751 (7.6% increase over 2011)
·         Employers Served: 168 (310% increase over 2011)*
·         *Chancellor’s Achieve 2015 Workforce Goal
 
Dr. Hendrick reported on the goals for 2013 and stated the following:
 
·         Division reorganization & strategic planning initiative
·         Opening of Career Connections
·         First offerings of Community Education programming
·         College for Living course realignment
·         Redevelopment of AREVA Summer Apprenticeships and CVCC Summer Academies
·         Planning for CVCC Safety Institute, Leadership Academy and DCJS online statewide programming
·         Business Service Team Development (50 participants)
·         Produced in Virginia Open House/Career Resource Fair (200 participants, including 110 prospective students)
·         Small Business Day (75 participants)

Mr. Michael Bradford

Mr. Bradford began his report by saying thanks to the grant- seeking efforts of Dr. Capps and Ms. Catherine Rice over the summer, CVCC was awarded a $400,000 grant from the Tobacco Indemnification and Community Revitalization Committee at its meeting on September 27.  He stated the grant is for scholarships for the 2013-2014 school year, and can be awarded to college students living in one of the three designated tobacco counties (Campbell, Bedford, and Appomattox.) Mr. Bradford stated the grant components include $200,000 for students studying in STEM-H programs, $75,000 for students who are near the “Finish Line” with 50 or more credits, $75,000 for veterans, and $50,000 for students from tobacco families.
Mr. Lamb stated this certainly was good news.

Mr. David Lightfoot

Mr. David Lightfoot began his report by stating the Information Technology (IT) landscape is moving from an independent corporate infrastructure model to a shared infrastructure model—more commonly known as “The Cloud”.  He stated although the benefits of this shared model are great, with information being the currency of the 21st century, the College must proceed with caution.  Mr. Lightfoot stated a parallel could be made that moving information to cloud today is similar to putting money into a bank after the Great Depression—it’s risky.  He stated thankfully the banking industry has matured greatly since the Great Depression, and today it would be difficult to think of life without banks. If this parallel is projected into the future, our children, or grandchildren, will find it difficult to think of a world without cloud-based IT services. Mr. Lightfoot stated with that as a backdrop, the College is cautiously embracing cloud-based IT services.  Over the summer video-based instruction from CVCC-owned equipment was moved to a cloud provider. He reported the benefits of this move are two-fold:
 
1.      The College’s capital and maintenance costs were reduced, and also the associated personnel costs to support the equipment.
2.      More importantly CVCC’s students are using a web-conferencing technology they will more than likely use in the workplace. 
Mr. Lightfoot stated today he configured the settings to use Microsoft’s cloud services for Instant Messaging and email.  He stated Microsoft also provides cloud-sourced voice mail and telephone services and cloud instant messaging at no additional cost. Mr. Lightfoot reported cloud-sourcing IT applications not only provides budgetary benefits, but it also provides organizational benefits by reducing the technology-centric tasks and allowing more resources to be allocated to information-centric tasks—the tasks that enable CVCC to work more efficiently and make more informed decisions.  He stated in an attempt to leverage this benefit, the IT department has been reorganized and a position moved from infrastructure support to application support—providing a 50% increase in the staffing of the College’s application support team.  The additional staffing is necessary because many requests are received from departments seeking to leverage cloud-based applications to enhance their operations. 
Dr. Tannenbaum questioned if the cloud vendor used was Microsoft. Mr. Lightfoot stated the College uses Microsoft and also BlackBoard. Dr. Tannenbaum asked if the VCCS is purchasing cloud capability for all the community colleges to ensure a cost savings. Mr. Lightfoot stated the contract with Microsoft is at the state level and also each student is given a g-mail account which is another type of cloud.

Dr. Joey Fronheiser

Dr. Joey Fronheiser updated the Board members on the Probationary status from SACS for CVCC’s lack of Comprehensive Standard-3.3.1.1 which involved educational programs including student learning outcomes. He stated he had good news to report as the College has come together under the leadership of Dr. Capps and Mr. Sandidge. Dr. Fronheiser reported a plan called “Focus 14” has been developed that lists tasks, persons, responsibilities, and due dates. He stated this is a plan to work toward the completion of the third Monitoring Report which is due March 15, 2013, with a SACS’ visit on April 9-11, 2013.
Dr. Fronheiser reported as a College, every milestone on “Focus 14” has been accomplished. He stated a few of the milestones include selecting Program Heads for all academic programs and 20 SACS’ Program Coordinators. He reported the Convocation Fall 2013 was faculty-led for the first time providing information and training.  
Dr. Fronheiser reported Dr. Mark Smith (CVCC’s SACS liaison) made an advisory visit to the College meeting with faculty and College leadership. Dr. Smith reported he is confident that the College is going in the right direction and feels the overall culture has changed.
Dr. Fronheiser stated a consultant has been hired, Ms. Cathy Almquist, who is a trainer for SACS. He stated he is meeting with her every two weeks to vet the College’s progress and for advice. He reported she also is confident the College is going in the right direction.
Dr. Fronheiser discussed the Educational Program Assessments (such as the one demonstrated by Mr. Dillard) and stated the completion date is Friday, October 26, 2012. He stated Dr. Capps has requested an accountability report next week to see exactly where the College is. Dr. Fronheiser stated the process has been improved and reworked. He stated one example included his meeting with the faculty on the College’s 40+ programs and will continue meeting until March when the final report is due.
Dr. Fronheiser stated CVCC has everything it needs to be successful, and hopefully, the probation will end this upcoming summer.
Dr. Fronheiser informed everyone since the College is on Probation, the SACS Reaffirmation will be extended to the year 2015. (Reaffirmation cannot occur when a College is on Probation status.)
Dr. Tannenbaum stated if consultants say the College is on track what else is needed from the College.
Dr. Capps said the College may get off Probation with only one year’s assessments, but it could require two years. He stated some of the processes are sequential. He stated after the last Reaffirmation in 2004, assessments stopped and that cannot be repeated as SACS need to be assured of the culture change of the College. Dr. Capps stated the College not only has to close the loop on the 2011-2012 cycle but must begin the 2012-2013 cycle and that process will not be completed before submitting this information in March 2013.
Dr. Capps reported the earliest possible time Probation could end will be in June 2013.
Mr. Lamb stated it is upsetting that the ball was dropped years ago but impressed with what has happened in the past few months under the leadership of Dr. Capps.
Dr. Capps stated the College is on Probation now but also a much stronger and better College because of that Probation. He stated the Chancellor has told him that sometimes a crisis is a gift in disguise.

Dr. John Capps

Dr. Capps said he liked the idea to have the opportunity for CVCC’s leadership team to speak to the Board on the various topics. He stated lots of good things are happening at CVCC but there is always the cloud of Probation hanging.
Dr. Capps reported the College has begun a baseball team through the National Junior College Athletic Association (NCJAA) and so far, the CVCC Cougars are undefeated in the scrimmages. He reported a request for funding will be made at a future Board meeting. Dr. Capps stated discussions have included offering soccer and softball to allow females to participate. Dr. Capps stated this is another way to make the College more attractive to students and to improve retention rates.
Dr. Capps stated he will be traveling to Richmond to attend the Virginia State Board of Education tomorrow morning where the STEM-H program will hopefully receive it final approval.  STEM will be approved. He reported Governor McDonnell vowed to double the amount (eight at that time) of those types of programs when he entered office and this Region 2000 one will be the 16th.
Mr. Lamb stated the transition he has seen is remarkable during his eight years on the Board.
 
CHAIR’S REPORT
 
OLD BUSINESS
 
None
 
NEW BUSINESS
None
 
ADJOURNMENT
 
There being no further business, the meeting adjourned at 6 p.m.
 
                                                                                                ______________________________
John Capps
Secretary
 
APPROVED:
 
______________________________                                    ______________________________
         CHAIR                                                                                        DATE
 

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