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       CENTRAL VIRGINIA COMMUNITY COLLEGE
   BOARD MEETING
                                                                    MINUTES NO. 208
                               January 16, 2013
 
 
The two hundred and eighth meeting of the Central Virginia Community College Board was held at 4:30 p.m. on
January 16, 2013, in the Appomattox Hall Conference Room, Room 1114. 
 

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    
Mr. Ben Witt
Bedford County
City of Lynchburg
Appomattox County
Amherst County
City of Lynchburg
City of Lynchburg
Campbell County
City of Lynchburg
City of Bedford
 

Members Absent

Ms. Lou Tweedy
Mr. Michel Zajur
Campbell County
State Representative
 

Special Guests Present

Mr. Jonathan Whitt
Ms. Susan Cash
Ms. Amy Trent
Ms. Cat Mobley   
Region 2000 Director
STEM Coordinator
News and Advance
Accounting Manager
 

Staff Present

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

CALL TO ORDER

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

Approval of Minutes No. 207

 
 
On a motion by Mr. Carter, duly seconded, Minutes No. 207 from the regular meeting of October 24, 2012, were approved as written.
 
The motion carried unanimously.

REPORT OF STANDING COMMITTEES

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 for NCJAA Funding
On a motion by the Facilities and Finance Committee, a motion to approve the request of $4,000 for the National Junior College Athletic Association (NCJAA) funding (insurance and fees) was made.
The motion carried unanimously.
Approval of Emergency Operating Plan
A copy of the Emergency Operating Plan was presented to the Board members at this meeting. The Board members were given to the end of January to review the plan and to call or send an email to Ms. Sykes giving comments or approval. (Being there is a deadline; the approval is required prior to the April Board meeting.)
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
 

Presentation on the STEM Academy

Dr. Capps introduced Mr. Jonathan Whitt and Ms. Susan Cash stating Mr. Whitt is the Executive Director of Region 2000, and Ms. Cash is the Director of the STEM Academy. Dr. Capps stated by now everyone knew that the governor had given his approval for the STEM Academy and for it to be housed here at CVCC in the AREVA Building.
Dr. Capps stated Mr. Whitt and Mr. Greg Sullivan (Director of Information Technology and Resources at Lynchburg College) approached him with the idea of housing a STEM Academy here at CVCC. He stated the rest is history. Dr. Capps stated this is the first STEM Academy to be located at a community college, and the first to incorporate all schools in specific region.
Ms. Cash began her presentation on the Lynchburg Regional XLR8 STEM Academy by stating Virginia’s Region 2000 is a geographic descriptor of the 2,000 square miles that comprises the City of Lynchburg and the counties of Amherst, Appomattox, Bedford, and Campbell. She stated Virginia’s Region 2000 is also a descriptor of a public/private economic development partnership that has existed since the mid-1980s. Since that time, the region has historically shown exceptional regional collaboration successes. Ms. Cash stated this STEM Academy is a result of a planning partnership that includes all of the region’s public school divisions, Central Virginia Community College, Region 2000 Technology Council, Region 2000 Workforce Investment Board, the Future Focus Foundation, and various private industry partners including: AMTI, AREVA, Babcock and Wilcox, Centra Health, and Delta Star.
Ms. Cash stated in a December 2011 National Governor’s Association report entitled Building a Science, Technology, Engineering, and Math Education Agenda, it was stated “Virginia has identified career and technical education as an ideal venue for developing STEM literacy and other critical 21st  Century skills through applied learning.” She stated it is this model of applied learning that will be the focus of the Lynchburg regional XLR8 STEM Academy.
Ms. Cash reported the planning committee identified three top level needs in Region 2000 based on their collective experience and through interviews of community stakeholders. First, there are unmet student needs that lie between traditional Career-Technical Education and advanced programs such as the Governor’s School. She stated second, there are students that want a blend of career and technical hands-on learning, postsecondary education opportunities, and real-world industry experience, and third, the top two workforce needs within Region 2000 are in the Career Clusters of Health Science and STEM.
Ms. Cash reported the Virginia Employment Commission’s Region 2000 profile indicates that two of area’s four largest employment industries are healthcare and manufacturing. Of the 50 largest employers in the Region 2000 economic profile area, 6 are in the healthcare field and 17 are in the manufacturing sector. (Partner companies such as AREVA, Babcock and Wilcox, Centra Health, and Delta Star are on the list.) She stated potential partners that will be contacted include: Abbott Laboratories, Harris Corporation, Barr Laboratories, Tri-Tech Laboratories, Westminster Canterbury, and CB Fleet.
Ms. Cash stated the educational partners for the STEM Academy are Amherst County, Appomattox County, Bedford County, Campbell County, and Lynchburg City Schools.
Ms. Cash reported the STEM Academy will be using course curriculum from Project Lead the Way. She stated Project Lead the Way is the leading provider of rigorous and innovative STEM education curricular programs used in schools. The two curriculum programs the academy will launch are Pathway to Engineering (STEM) and a Biomedical Sciences Program (Health Science). She stated each program allows local business and industry partners to have input into course offerings, thereby meeting local employment needs and preparing students for further educational opportunities.
Ms. Cash reported Lynchburg City Public Schools has agreed to serve as the fiscal agent for the STEM Academy as they do for other regional programs.This fiscal arrangement with Lynchburg City Public Schools will be similar to the current successful model with the Central Virginia Governor’s School for Science and Technology.
Ms. Cash stated the objectives include a curriculum that will target students who like hands-on work, are technically gifted, have an interest and aptitude in applied science and mathematics and a strong work ethic. They will have opportunities to obtain industry certifications, and dual enrollment credits to help them in pursuing post-secondary education. She stated this program will incorporate a blend of technical skills with academics to be rigorous, relevant, innovative, and internships and job shadowing with partner industries will be another key component to the curriculum.
Ms. Cash stated performance measures will improve academic achievement by analyzing pre- and post-test data, increase the completion rate of dual-enrollment courses in cooperation with CVCC, provide workplace readiness experiences, increase high school graduation rates and reduce dropout rates through increased academic and industry support by five percent each year, increase proportion of students completing college and career-ready curriculum, reduce college remediation by monitoring academy student scores on university entrance exams, increase the number of industry certifications in Health Science and STEM pathways by five percent, and increase the number of graduates employed in high-wage, high demand, and high skill careers from a baseline to be established using local employment data.
Ms. Cash stated the program completion criteria will include earning a standard or advanced studies diploma, a goal to attain 100 percent of the Competency Based task list, successfully finishing a completer project model, successfully completing a work-based learning experience, obtaining one or more industry certifications, and earning a minimum of nine dual enrollment college credits.
Ms. Cash stated regarding funding and facilities, Central Virginia Community College has agreed to provide building and lab space on its campus in the AREVA Building, and local school divisions have agreed to provide support through in-kind contributions and direct funding. She stated the academy planning committee will seek additional funding from business and industry partners, and the Future Focus Foundation will also provide support by seeking grant funding opportunities for the academy.
Ms. Cash stated materials and high-tech equipment will be provided through local contributions from academy planning committee partners with future sources of materials and equipment being provided annually through the budgetary process and governing board of the Academy. She stated the Academy will undergo a continuous quality improvement process to include an annual review of the its policies, procedures, and outcomes by the administrative staff, teachers, planning committee members, advisory committee members, parents and students, an annual review of the program design and instructional delivery by the administrative staff, teachers, planning committee members and advisory committee members.
Ms. Cash stated the STEM Academy staff will participate in local, state, regional, and national professional development and the engineering teachers will be Project Lead the Way certified. She stated opportunities for collaboration between industry partners and instructors will be made available throughout the year, and staff will be evaluated according to the human resources policies and practices of the Lynchburg City Public Schools with the initial staff including a director, and two instructors, one for each career pathway and the possibility of additional instructors being contracted through CVCC or a school division.
Ms. Cash completed her presentation by stating all schools in Region 2000 are very excited about this new program as this will provide a much needed outlet for students that desire hands-on curricula. She stated she looked forward to working with everyone and would welcome the opportunity to tour the facilities with anyone that is interested.

 
PRESIDENT’S STAFF REPORT

Mr. William Sandidge

Mr. Sandidge began his report by distributing the curriculum for the new Lynchburg City Early College program. He stated this was created with the input of representatives from CVCC and Lynchburg schools. Mr. Sandidge stated as everyone can see from the list of classes, this is a very rigorous program. He stated earlier today, Dr. Muriel Mickles (Dean of Humanities and Social Sciences) and one of the College’s counselors met for an information session with about 60 Heritage High School parents attending. He stated Dr. Mickles will repeat this tomorrow with the parents from E.C. Glass students, and here at CVCC on January 24, a session will be held for all parents and students interested in this program.
Mr. Sandidge stated the parents will be responsible for all tuition costs.
Mr. Sandidge stated he believes Early College gives students added opportunities while in high school in addition to the Governor’s School and dual enrollment.
Mr. Lamb questioned if a student could not afford this program, are any scholarships available. Mr. Sandidge stated initiatives are being made to provide financial help as these students are not eligible for Federal Financial Aid.
Dr. Bashore questioned if German or French could be substituted for Spanish in this curriculum. Mr. Sandidge answered no because these students began and ended as a cohort. He stated the only exception was in Calculus as some students had already taken the required courses previously in high school; therefore, more advanced courses will be allowed.
Dr. Tannenbaum questioned if there are entrance requirements to this program. Mr. Sandidge answered all Early College students must take a placement test and score high enough for English 111 and Pre-Calculus 163.  
Mr. Sandidge reported the hope is to have two cohorts of students and integrating them with students from E.C. Glass and Heritage.  
Dr. Tannenbaum questioned if this is available to the private schools here in Lynchburg or only the public ones. Mr. Sandidge answered that home-schooled students and students from private schools are encouraged to apply to this program. 

Mr. John Poole

Mr. Poole began his report by stating on Friday, January 18, the Admissions and Records and Accounting offices will undergo renovations to create service windows in order to meet ADA requirements and provide additional space and better security.  Mr. Poole stated this project was funded with carry-forward money from last year’s budget.
Mr. Poole also reported on the Amherst Hall’s bathroom project and stated the design is complete and has been forwarded to the Bureau of Capital Outlay Management (BCOM) for their review of code compliance. He stated this is being funded by the VCCS maintenance funding and CVCC local funds.
Mr. Poole reported on another project which involves the renovation of the Student Center. He stated the construction documents are in the process of being finalized and those will be forwarded to the VCCS for their approval. Mr. Poole stated he hopes to go to bid soon and begin work this summer. He stated this project is going to wow the students as it will be comprised  of study areas, group meeting areas, and even a fireplace,
Mr. Poole discussed the budget and stated as fall 2012 ended in an enrollment decrease (resulting in lost tuition), the budget had to be revisited which resulted in a hiring freeze, and some renovation projects were put on hold in order to balance the budget. He reported enrollment in this spring’s semester is looking better which should help with the budget.
Mr. Lamb questioned as to when the Student Center will be completed. Mr. Poole answered he was unsure as he had not seen the construction plans. He stated since the area could be divided into two sections, one area may be closed for renovations and then the other, which would provide an area for the students to congregate until the entire project is completed.

Dr. Ruth Hendrick

Dr. Hendrick began by stating the reorganization and strategic planning she discussed for her division at the October Board meeting is almost complete. She stated she is very excited about the amount of collaboration within the division that has developed and also the amount of new projects that will be offered to the community. Dr. Hendrick stated for example, next month free sessions on basic computer skills will be offered. She stated employers are saying they need good employees with computer skills. She stated she is working with the Career Center and Workforce Development Team at the One Stop Center to create these classes. (She stated these classes are not designed to be a one-day workshop but a six-eight week course.)
Dr. Hendrick reported on the Fast Track Training program and stated a $40,000 grant has been received from the Chancellor’s Innovative Fund. She stated this will include short modules of training designed to bring individuals up to an entry level skill in technical areas. Dr. Hendrick stated the first step before creating this program was to discern from employers as to what their greatest area of need was. She stated this was accomplished by focus groups, individual discussions, and surveys.
Dr. Hendrick reported the first session will be welding. She stated although CVCC has a welding program, it takes a long time to complete and available jobs may already be filled before students complete the program. She stated the Fast Track session takes about 12-15 weeks of intensive, specific training skills. Dr. Hendrick stated a program called The National Center for Construction Education and Research (NCCER) will be used as their certifications are nationally recognized.
Dr. Hendrick also reported on the Small Business Development Center (SBDC) and stated it has been relocated to CVCC in Workforce Department.  

Mr. Michael Bradford

Mr. Bradford began his report on the activities of the CVCC Foundation. He stated the Foundation is the 501C entity that is used to raise money for gifts and grants and then invest that money to be used for scholarships, professional development, instructional equipment, and other needs to benefit the community.    
Mr. Bradford reported through the second quarter, fundraising from unrestricted and restricted gifts has increased from $102,000 to $108,000 compared to last year. He stated while this seems to be a small increase, all of the campaigns have not been completed. Mr. Bradford stated usually about 500-550 letters are mailed out in the fall to individuals including the Local Board members but right now only 50 have been mailed and the remainder are in the process of being mailed.    
Mr. Bradford also reported only about 35 letters have been mailed to area businesses, and the remainder of those letters will be mailed out this spring. He stated the reason for staging the mailing is the Foundation Board members will follow up on those letters thanking the businesses for past giving and ask that they meet with him to discuss the needs of the College. He stated Phase 2 will roll out during the meetings scheduled in February with letters being sent to another 100 companies. Mr. Bradford stated he feels there is no way this will not result in more giving. He also stated Dr. Capps has agreed to host a series of lunches and invite some of the corporate leaders that have not been on Campus for a while to tour the College.
Mr. Bradford also discussed a new initiative on Campus called the Student Emergency Fund. He stated at a recent Town Hall meeting one concern discussed was that there are students on Campus who are hungry and are missing meals causing them to have a hard time concentrating in class. He stated these same students also have no money for books or even their rent. Mr. Bradford stated a fund was established on the accounting system and employee giving has raised $2,500. He stated he is meeting with Ms. Judy Graves (Dean of Student Services) tomorrow morning to discuss a distribution process.
Mr. Bradford discussed scholarships distributions and stated they are down from $104,000 to $92,000.  He stated one reason for that is because the Foundation redefined the definition of a grant which caused none of the students to qualify. He stated he has met with Ms. Graves and Ms. Debbie Marshall (Director of Financial Aid) to redefine the grant in hopes that will result in meeting more of the student needs.

Mr. David Lightfoot

Mr. David Lightfoot was absent.

Dr. Joey Fronheiser

Dr. Fronheiser reported on SACS and stated as everyone is aware the College is on Probation for non-compliance of 3.3.1.1 which is evaluation of its educational programs and program assessments. He stated the College is approaching some important milestones in the upcoming months which include: completion of the 2011-2012 program assessments, action steps due from program coordinators on January 18, action steps due from program heads on January 25, and by February 8 all information from the faculty will begin to be entered into Compliance Assist and sent to the printers on February 15.
Dr. Fronheiser reported he is in the process of writing the narrative which preludes the report and stated the entire report must be completed by March 15 and so far, good progress has been made. Dr. Fronheiser stated he will be talking to Dr. Mark Smith (SACS’ liaison) sometime this week to discuss the itinerary of the committee’s April 9-11 visit.
Dr. Fronheiser stated the culture here at CVCC has changed in a short period of time. He reported for the first time, the fall 2012 convocation and the spring 2013 convocation was faculty-led with lots of training involving program assessments. Dr. Fronheiser also stated a General Education Taskforce has been developed to improve specific courses and create action steps.
Dr. Fronheiser stated on April 11, the visiting team (Dr. Mark Smith and three others) will hold an exit interview with key faculty and administrators. He stated the SACS’ Annual Board meeting will meet in June and that is when the announcement will be made as to whether the sanction of Probation has been removed from CVCC. However, Dr. Fronheiser stated in May, the College will receive a final report and will have the opportunity to do a response report. He stated if bad news is received, the College has the opportunity to present a strong case that it is in compliance prior to the Annual meeting in June.  
Mr. Witt questioned if the meeting in April is similar to an audit. Dr. Fronheiser stated it is very similar as lots of questions will be asked and proof of accomplishments must be shown. Mr. Witt questioned if the College has an internal audit system in place. Dr. Fronheiser stated it is now just he and one other staff member that are auditing the progress. Dr. Capps stated a report card has also been created with all the necessary ingredients for program assessment and each item checked off when completed. He stated the College has retained a consultant, Dr. Cathy Almquist, and she is reviewing the program assessments and the final report prior to submittal. He stated he, Dr. Fronheiser and Mr. Sandidge met with her at the Annual meeting in December, and Dr. Almquist offered a few suggestions such as a change of order of some of the components of the assessments. Dr. Capps stated Dr. Almquist thought the College was on the right track and also had accomplished a lot in a short period of time.
Mr. Lamb said after hearing the report today he felt good about what all has been accomplished with everyone working hard.
Dr. Capps stated CVCC just stopped doing program assessments in 2004 shortly after the SACS’ Reaffirmation, but now, faculty are now working hard, working together, and will continue to do so. He stated the College is moving forward and will become better and even better in the future.

Dr. John Capps

Dr. Capps reported the College has accomplished many things here and many of them for the first time. He stated that included  the STEM Academy, Lynchburg City Early College to compliment all of the counties, a deliberate plan for fundraising, $400,000 in scholarships from the Tobacco Commission, Veterans’ Resource Center (increased from 147-180), Career and Placement Center, Great Expectations with 18 students (for attracting foster youth to higher education and support for them), completed assessments of all academic programs, revised the complete Employee Handbook, and the Small Business Development Center will be located here at CVCC. He stated lots of good things are happening here at the College.
Dr. Capps stated he would like for the Board members to provide council to the College, giving their unfettered ideas and advise.
Mr. Maxey stated he has taught school for 33 years and some of his students fell through the cracks on a regular basis but thinks CVCC has now covered all of his students and their needs.
Mr. Carter stated the College has a lot on its plate but has done well in correcting what was necessary.
Mr. Witt stated he remembered the College saying it would establish a timeline for SACS and asked if those timelines have been met. Dr. Capps reported the College did establish timelines and all have been met. Mr. Witt also stated he was bothered by students who need food and wants some time to digest this. Dr. Capps stated he is on the Beacon of Hope Board, and one of their goals is to provide scholarships to any student in Lynchburg area wanting to go to a two-or-four year school tuition free. He reported it is hard to believe that Lynchburg City schools have over 100 students who are homeless and unsure where they will sleep for the night.
Ms. Jones stated she is impressed with all the SACS efforts made in such a short time. She stated CVCC will now soar.
Dr. Bashore stated the public do not realize the burdens students have these days. He stated one of the best efforts the Foundation decided to do some number of years ago was to provide scholarship money for first-time students who were not eligible to receive Financial Aid.
Dr. Tannenbaum stated he is confident the school is operating on all eight cylinders thanks to Dr. Capps’ leadership. He stated in his Facilities and Finance Committee, revising the master plan for the first time since 15 years ago was briefly discussed. He stated he would like for Board members to have some input in this. Mr. Poole stated he thought this was a good idea and will discuss this with the Facilities Manager, Mr. Tom Bushley. Dr. Tannenbaum stated he likes the idea of Early College.
Mr. Marshall stated he was having dinner at a local restaurant and began talking to his server. He stated the server told him she was a student at CVCC but was originally from Maine. She stated she searched online for a good radiology program and discovered the one at CVCC. Mr. Marshall stated he called Dr. Capps and learned he had already spoken to the same student. Mr. Marshall stated this showed how engaged Dr. Capps is here at the College. Mr. Marshall stated Dr. Capps is doing great things here at CVCC with his leadership. He also stated Dr. Hendrick is really pushing the companies to become engaged in this College. Mr. Marshall discussed the STEM program and stated this will meet a need in the region.   
Ms. Brown thanked Dr. Capps for all of his efforts stating he had inherited problems that he did not know about. She also stated she liked the new athletic program because she had previously talked to several students who had chosen other community colleges because they offered athletics and CVCC did not. Ms. Brown stated that will not be the case now.
Mr. Lamb stated he echoed all the comments from each of the members. He stated he felt good about CVCC and its leadership at this point and time. Mr. Lamb stated it seemed the College had for years operated in silos where people operated in their own little world but now those silos have disappeared or are disappearing. He stated this is a great accomplishment and is due to Dr. Capps’ leadership.
Dr. Capps stated he appreciated all the praise but wanted to point out it was not about him but about all the people in this room and at the College. He thanked the Board members for all their investment in the College.
Mr. Lamb stated he was particularly pleased about the Student Emergency Fund. He stated the College saw and need and proceeded to meet it.  
 
CHAIR’S REPORT
 
State Board Remarks
 
Mr. Zajur was absent.
 
Old Business
 
None
 
New Business
Mr. Lamb discussed the Chairman’s Award for College Board Member Exemplary service. He stated anyone with nominations for this award to please contact Ms. Sykes within the next few weeks.
Mr. Lamb also reminded everyone to review and comment on the Emergency Operations Plan that was distributed today.
 
Adjournment
 
There being no further business, the meeting adjourned at
6:15 p.m.
 
 
                                                                                                ______________________________
John Capps
Secretary
 
APPROVED:
 
______________________________                                                 ______________________________
         CHAIR                                                                                         DATE
 

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