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        CENTRAL VIRGINIA COMMUNITY COLLEGE
                           BOARD MEETING                                                        
MINUTES NO. 214
                                July 16, 2014
 
 
The two hundred and fourteenth meeting of the Central Virginia Community College Board was held at 4:30 p.m. on July 16, 2014, in the Appomattox Hall Conference Room, Room 1114. Following the business session, dinner was held at Sachiko's Porterhouse Restaurant.
 

ROLL CALL

 

Members Present

Dr. Robert Arnold
Mr. Al Brandt
Ms. Vivian Brown      
Vacant
Vacant
Mr. Nathaniel Marshall
Mr. Keith Maxey
Dr. Lloyd Tannenbaum    
Dr. Steve Troxel
Mr. Ben Witt
Campbell County
Bedford County
City of Lynchburg
Appomattox County
Amherst County
City of Lynchburg
Campbell County
City of Lynchburg
City of Lynchburg
Bedford County
 

Members Absent

Mr. Michel Zajur
State Representative
 

Special Guests Present

Ms. Jessie Pounds
Ms. Lana Velez
Dr. Cynthia Lofaso
News and Advance
QEP
QEP
 

Staff Present

Dr. John Capps, President
Mr. Michael Bradford, VP of Institutional Advancement
Dr. Ruth Hendrick, VP of Workforce Solutions and Community  
Mr. David Lightfoot, VP for Information Technology
Ms. Kris Ogden, Dean of Institutional Effectiveness Education
Mr. John Poole, VP for Finance and Administration
Mr. Will Sandidge, VP Academic Affairs and Student Services
Ms. Dianne Sykes, General Administration Coordinator
 

CALL TO ORDER

 
Ms. Brown, Chair, called the meeting to order at 4:30 p.m.
 

APPROVAL OF MINUTES

 

Approval of Minutes No. 213

 

 
On a motion by Mr. Marshall, duly seconded, Minutes No. 213 from the regular meeting of April 23, 2014, were approved with an amendment statement, “The increase would provide additional funding to help defray the costs of student activities such as the athletic team, intramurals sports, etc.” added to clarify for what the $.50 increase in Student Fees’ request would be used.
The motion carried unanimously.

 

PRESENTATION

Presentation on Quality Enhancement Plan (QEP)
Ms. Velez and Dr. Lofaso showed a short video collection of sentences badly written by college students and stated this is one reason the Quality Enhancement Plan’s topic “Building Better Writers” was chosen. 
Ms. Velez stated the QEP is a requirement of SACSCOC reaffirmation plan, and CVCC has been engaged for several years now in the process of selecting a topic, gathering institutional data, literature reviews, best practices, and then developing a strategy for the QEP’s five-year plan that would be designed to enhance student learning or the environment that student learning takes place.
Dr. Lofaso discussed the topic selection process and stated it was very involved as numerous focus groups (students, faculty, and staff) were held within the college community. She stated a college-wide survey was also conducted which asked for topic ideas that would enhance student learning at CVCC. Dr. Lofaso stated a broad range of topics were received that were narrowed down into categories, and eventually the topic “Building Better Writers” emerged.
Ms. Velez stated, from the topic, several main strategies were developed where the College will focus on with one being Developmental English students. She stated these students enter CVCC with a weak set of writing skills.
Ms. Velez stated one project that the QEP Committee has established is a peer tutoring program which will be a new and exciting program created in collaboration with Lynchburg College (LC). She reported LC students will tutor CVCC students (at CVCC) as studies show students respond better to peer tutoring. She stated it was also a benefit to the tutors as they learn new leadership and critical thinking skills. Ms. Velez stated in the course of the five-year plan, hopes are to develop special sections of CVCC English 112 students who will also serve as tutors. 
Dr. Lofaso stated another strategy of the QEP is to develop a centralized writing center here at CVCC which will have its own director. She stated along with the director there will be writing coaches and peer tutors, and the students in developmental English will be required to meet with the writing center at least twice during the course—once with a peer tutor and once with a writing coach. Dr. Lofaso stated this writing center will also provide workshops for faculty and students at all levels. Ms. Velez stated peer tutoring and writing centers have been shown to not only help with pass-rates for students but also to increase GPAs and retention. 
Dr. Lofaso stated the final strategy is to have a strong marketing plan that is part of the QEP which will promote the activities planned in the writing center such as workshops mentioned earlier. 
Ms. Velez stated when asked by Dr. Troxel how she envisioned a typical day at the writing center in five years, stated the center which will be located in the beautiful, well-lit area on the second floor of Bedford Hall, a student could be found working on a paper with a tutor, another student could be found working on a computer, a workshop would be scheduled, students engaged in conversations, and perhaps even a book club meeting. She foresees it to be an intellectual hub on Campus with lots of activity.
Dr. Arnold questioned what other data helped them decide students were lacking in writing skills to the extent writing should be a focus for the College. Ms. Velez answered that data was reviewed from the VCCS when the developmental English was recently redesigned that integrated writing and reading skills. She also stated a high rate of CVCC students were placing into the developmental English class — about 69 percent. Ms. Velez stated these students will be tracked as they move forward in their classes as to how many times they visit the writing center, and how their grades compare to those not required to come to the writing center.
Dr. Capps stated that Ms. Velez and Dr. Lofaso have worked tirelessly on the QEP efforts and should be commended on their dedication.   

MOMENT OF SILENCE

Moment of Silence for Mr. Richard Carter, Sr.

Ms. Brown led the Board members and President’s Staff in a moment of silence in memory of Mr. Richard Carter, Sr. (Board member representing Appomattox County) who passed away in June of this year.  

INTRODUCTION OF NEW MEMBER

Introduction of New Board Member

Ms. Brown introduced Dr. Robert Arnold and stated he is representing Campbell County on CVCC’s Local Advisory Board. She stated Dr. Arnold has a distinguished 21-year career with the Campbell County School System in various roles. She also stated Dr. Arnold was a middle school teacher for three years, assistant principal for two years, high school principal for 11 years, and has been the assistant superintendent/instructor for five years now.
Ms. Brown stated Dr. Arnold attended the University of Virginia, completing his doctorate in 2012. He is married to Mary Lynne for 13 years and has two children: Kate who is 20 and Alex who is 11. She stated some of his personal interests include: fitness, cooking, and being a reading enthusiast.
Ms. Brown welcomed Dr. Arnold as a new member.

RESOLUTION OF APPRECIATION

 Resolution of Appreciation for Elizabeth “Lou” Tweedy

Ms. Brown showed the framed Resolution of Appreciation that will be given at a later date to Ms. Elizabeth “Lou” Tweedy who just completed her second and final four-year term as a member of the local Board representing Campbell County.   

CURRICULUM COMMITTEE

Associate of Applied Science Fire Science Paramedic Specialization

On a motion by the Curriculum Committee, the Associate of Applied Sciences Fire Science Paramedic Specialization was approved as a new specialization.
The motion carried unanimously.
Associate of Applied Science
Medical Laboratory Technology
 
On a motion by the Curriculum Committee, modifications to the Medical Laboratory Technology program were approved.

The motion carried unanimously.

FACILITIES AND FINANCE COMMITTEE

 
Local Fund Quarterly Financial Report and Financial  Statements
The Local Funds Quarterly Financial Statements were reviewed. On a motion by the Budget and Finance Committee, the Local Funds Quarterly Financial Statements were approved with corrections noted. (Page 2- changing third quarter to fourth quarter, Page 3- the amount of the Student Center Renovation paid to JE Jamerson should have read $120,191.38, Page 7- “Various College Club Funds” and its expenditures of $20,971.76 and Various College Agency Funds of $117.50, should have been listed as a footnote and not listed as separate items as they were included in the Student Activities amount) A copy of the Local Funds Quarterly Financial Statements with the corrections noted are attached and made a part of these minutes.
The motion carried unanimously.
 
QEP Budget Request
On a motion by the Budget and Finance Committee, the request of $17,000 for the QEP Budget was approved.
The motion carried unanimously.
 
GLTC Budget Request
On a motion by the Budget and Finance Committee, the request for an additional $25,000 for the Greater Lynchburg Transit Company Budget was approved. (Last year’s contract was $25,000 with an average of approximately 4,000 rides per month. GLTC requested a payment of $75,000 for the year but CVCC negotiated the contract price down to $50,000.)
The motion carried unanimously.
State Spending Plan
 
 
 
A copy of the State Spending Plan for 2013-2014 was provided for information. A copy of this document is attached and made a part of these minutes.

INFORMATION TECHNOLOGY AUDIT REPORT

 
Information Technology Audit Recommendations
Mr. Lightfoot stated the VCCS conducted an Information Security Program Audit on eight of its community colleges during the winter of 2014. He stated the portion of the report that outlines CVCC’s recommendations has been distributed today. Mr. Lightfoot reported for each of the three recommendations received, CVCC was addressing those issues prior to the audit, and two of the recommendations have been satisfied.
The following recommendations and actions were discussed by Mr. Lightfoot.
1.      Conduct Periodic Vulnerability Assessments--Complete
Mr. Lightfoot reported, in the spring of 2013, the VCCS decided to select a standard assessment system during FY ‘14. CVCC decided to wait until the standard was selected before implementing an assessment system. The timing of the audit and assessment system selection didn’t work in the College’s favor because the selection was not made until after the audit.  Mr. Lightfoot stated in hind sight, the College should have contracted for a vulnerability assessment to be performed while the standard was being selected.
Mr. Lightfoot stated he is pleased to report that as of June 13, 2014, CVCC has implemented the VCCS standard assessment system, and this recommendation is satisfied. 
2.      Monitor Off-Site Network Equipment--Complete
Mr. Lightfoot stated this audit recommendation is to upgrade software at two of the College’s off-site centers as soon as possible. He reported the auditor ranked this with a greater urgency than CVCC did, and stated in CVCC’s technology plan for FY ‘14, the intent to perform the upgrades was identified, and the upgrades at the Main Campus and at the Amherst Center have been completed.  He reported plans were to perform the upgrades at the Bedford and Appomattox Centers after the spring 2014 semester in order to minimize the impact on instruction.
Mr. Lightfoot stated he is pleased to report that as of July 11, 2014, the required software upgrades have been completed, and this recommendation is satisfied.
3.      Reduce the Number of Faculty and Staff with Local Administrative Privileges—In Progress
Mr. Lightfoot reported this recommendation states, “The College should grant local administrative privileges based only on need and not on convenience…”  He stated the VCCS Security Policies and Guidelines are not explicit in how “need” is to be determined, and the posture of CVCC and its teaching faculty has been that they “needed” administrative privileges to perform their jobs. He reported the other VCCS colleges are much more restrictive with the privilege, and stated he had been in discussion with the VCCS’ Information Security Staff on how to address this prior to the audit.
Mr. Lightfoot stated the auditor has made the VCCS’ position on this explicit, and CVCC will come into compliance during the fall 2014 term with the transition occurring after the faculty return in fall to minimize the impact on instruction.
 
PRESIDENT’S STAFF REPORT
 

Mr. Will Sandidge

 
 
 
 
 
 
 
 
 
 
Mr. Sandidge reported one of his busiest areas is the area that has been responsible for the development of CVCC’s Quality Enhancement Plan and stated this will move the College forward by addressing a major concern of the entire VCCS.
Mr. Sandidge reported on dual enrollment and stated there were five programs (Welding, HVAC, EMS, Machine Tool, and Pre-nursing) being offered in the Career Technical Education (CTE). He stated last year there were 24 students from Campbell County enrolled in CTE programs, and this year there are 84 students enrolled. The goal for this upcoming year is to increase the numbers from Lynchburg City and the counties in CVCC’s service area.
Mr. Sandidge reported on Early College and stated there were 167 students enrolled in that program. He stated that Bedford County for the first time will have two first-year cohorts (38 students) enrolled for this August.
Mr. Sandidge reported on the STEM Academy and stated it had a very successful year with 46 students being enrolled in this program-21 seniors and 25 juniors.
Mr. Sandidge distributed and discussed a brochure on the federally funded On Ramp program. He stated this program is for dislocated workers and currently there are nine students enrolled with three more beginning in August, and five more applicants in process. He stated historically this program at other colleges has substantially increased in students after the first year due to marketing and word-of-mouth.

Mr. John Poole

Mr. Poole reported on capital projects and stated one project being funded by Lynchburg City is extending the pedestrian walkway from Harvard Street to Wards Road and will be expanding the turning lanes to help alleviate some of CVCC’s traffic problems.
Mr. Poole also reported the contract for two raised walkways will be awarded soon which will help control the speed of traffic coming up Harvard Street.
Mr. Poole stated the College is now going out to bid for the canopy replacement at Amherst Hall. He stated this continues to be a hazard when it rains, and the VCCS has agreed to fund this as an emergency project.
Mr. Poole also reported CVCC will soon be entering into a shared services agreement with Virginia Western Community College (VWCC) to provide procurement services on behalf of CVCC. He stated as part of the implementation many key CVCC employees will be trained to make purchases under $5,000 on the Virginia e-procurement system (eVA), and all purchases over $5,000 will be made by VWCC. Mr. Poole stated negotiations will begin soon for a payment plan to VWCC. (He also stated a consolidated payroll and student records process is being considered.) Mr. Poole stated the final day for the two employees in the Purchasing Department will be July 31. He also stated this move to VWCC will not affect local contractors being awarded CVCC bids as all bids are listed on the Virginia e-procurement system (eVA). He stated CVCC places no local advertisements for contracts.
Mr. Poole stated a consultant has been hired to review internal controls for the College’s financial processes, the policies and procedures, and the best practices across the VCCS in order to streamline the processes and to also create a procedure manual for the Accounting Office. He stated the manual is about 75% complete.
Mr. Poole reported the budget process is complete for this fiscal year.
 

Dr. Ruth Hendrick

Dr. Hendrick reported Workforce had a great year and stated the goal for employers served this year was 219 but the actual number was over 400 served through credit and noncredit courses, training, etc. She also stated the goal for the Career Readiness Certificates awarded was exceeded by more than 50.
Dr. Hendrick reported headcount (number of individuals who take non-credit classes) was up by 250 and Workforce’s custom contact hours were up by 13%.
Dr. Hendrick stated Workforce has been conducting leadership training and will be partnering with the Lynchburg Chamber to co-offer some of these classes with hopes of developing a certificate program.
Dr. Hendrick reported on the College’s Career Center and stated the Department of Labor (DOL) grant that funds the program has been extended through September 2015 but after that, the program will need to be self-sufficient. She stated a robust internship program will begin this fall to help students in the workplace before they graduate.
Dr. Hendrick reported on the Region 2000 Small Business Development Center (SBDC) which is now housed at CVCC and stated the localities have approved funding for another year.
Dr. Hendrick stated a new video has been created featuring CVCC and AREVA. She stated this can be seen on the VCCS website and CVCC’s website.
Dr. Hendrick reported operation manuals have been written for both credit and non-credit courses.
Dr. Hendrick shared a success story in Workforce’s Virginia Placement Test Preparation (VPT) class concerning a student who originally could not test into Developmental English class but after taking the VPT class, tested into English 111. (She read the testimonial from that student.) Dr. Hendrick stated the VPT classes are grant-funded and will continue throughout fall 2014.
 

Mr. Michael Bradford

Mr. Bradford reported on the foundation and stated contributions increased 26% from $258,000 to $325,000 as of June 30, 2014.
Mr. Bradford also reported the College increased the dollar amount of foundation scholarships awarded and used by students from $177,000 to $246,000 an increase of 39% over 2012-2013.
Mr. Bradford discussed the Machine Tool Campaign (CVCC must match $150,000 with the Tobacco Indemnification and Community Revitalization Commission’s (TIC) grant of $150,000) and stated approximately two-thirds of the equipment has been ordered for the Machine Tool Lab and will be available for students this fall. He stated $105,000 of CVCC’s portion had been raised and that added to the TIC’s portion totaled approximately $200,000.
Mr. Bradford also stated approximately $60,000 grant was received of a $120,000 project for STEM Academy. He stated the $60,000 match is being raised by the Region 2000 Technology Council and Future Focus Foundation. Mr. Bradford stated about $48,000 of equipment has been ordered and will be available for the STEM students this fall.
Mr. Bradford stated his office is in process of preparing the Foundation’s budget. He stated he is in hopes of receiving more grant income, larger contributions, and doubling the scholarship awarding. 
Mr. Bradford stated the College was not as successful at awarding the $400,000 of TIC scholarships in the past year as hoped. He stated awareness of the scholarships had been at a low level, but that has improved, and so far this year, they are five times further along with awards totaling $350,000 than at the same point last year.
Mr. Bradford discussed the endowments and stated some were restricted in large part for equipment and scholarships. He stated in the future, he hoped to make better use of the endowments.
 

Mr. David Lightfoot

Mr. Lightfoot reported as the new fiscal year begins and the budgets are replenished, new initiatives have been planned for replacing outdated equipment. He stated some of the initiatives are VCCS-wide and others are local to CVCC, but each are in support of the Chancellor’s Achieve 2015 goals. 
Mr. Lightfoot reported there is a VCCS-wide digital imaging system that the College has been using in Financial Aid for a while and plans are to begin leveraging digital imaging in the Admissions & Records Office and with the College’s Disability Support team. He stated this will reduce paper files and increase operational efficiency.
Mr. Lightfoot discussed the Workforce Enterprise System (WES) and stated the plan is to “go-live” in the summer of 2015. 
Mr. Lightfoot stated the College will be replacing its security cameras, both internal and external. He reported some of these cameras will be connected wirelessly which will require significant infrastructure to be built (but will also provide exterior Wi-Fi). 
Mr. Lightfoot also reported an emergency bollard has been installed outside of Appomattox Hall and plans are to install more around campus. He stated some will utilize the wireless infrastructure for communications.
Mr. Lightfoot stated the College will also be replacing PCs, printers, and classroom equipment. He stated testing was done on a less expensive thin-client PC as a student-use PC in the Counseling area. He stated the test was successful, and all nine of the student-use PCs will be replaced very soon, and hopes are to do the same with the student-use PCs in the library. Mr. Lightfoot reported testing is in progress on thin-client PC use for some employees. He stated one benefit is the thin-client costs less than half of a PC resulting in a savings of over $600 per unit and provide a longer life. (CVCC has over 900 PCs in use.)
Mr. Lightfoot stated this past year, CVCC finished ninth in the Top Ten of the Digital Community Colleges Survey for mid-sized colleges, the first time CVCC has placed in the top 10.

Ms. Kris Ogden

Ms. Ogden reported the College is in the midst of its 10-year SACSCOC reaffirmation She said a report was received from the offsite committee that recently reviewed 86 Standards that were submitted for their consideration. She stated the committee identified 11 areas that they felt required additional information. (Ms. Ogden stated that 11 sounded like a lot but is below the average amount of 18 which is what most colleges receive.) She stated the College now has the opportunity to respond to those 11 areas with a focus report. She stated this report will accompany CVCC’s Quality Enhancement Plan. She stated the SACSCOC onsite committee will be visiting the College in October.
Ms. Ogden stated the Student Satisfaction Survey results have been included in the Board packet for review. She stated the survey compares the year 2012 with the year 2014.
 

Dr. John Capps

Dr. Capps discussed the document (emailed and included in Board packet) that showed the final judgment of whether the goals for 2013-2014 that supported Achieve 2015 were achieved or not. Dr. Capps stated at the beginning of each fiscal year, new college-wide goals were established in alignment with the VCCS Achieve 2015 Strategic Goals, and at the end of the year, it is determined at to what extent those goals are or are not met.
Dr. Capps discussed Goal #9 which involved Financial Aid.  
Increase Financial Aid Recipients
Increase the number of students who apply for and who receive financial aid by 5% over 2012-13 with a special focus on middle-class students.
GOAL NOT ACHIEVED:  The number of financial aid awards decreased by 15% for 2013-14, from 2,403 to 2,046.
Dr. Capps stated this goal was an important one, and the College is currently reviewing its Financial Aid functions with the VCCS to determine how this can be corrected for the upcoming year. He stated after reviewing all of the goals that were achieved, this was deemed another outstanding year for CVCC. He stated this had been confirmed earlier in this meeting by all the reports from the staff when they discussed their departmental successes.
Dr. Capps stated these 2013-2014 goals will be presented to the Chancellor and will be the basis on which he is evaluated.
Dr. Tannenbaum praised the President’s Staff on a job well-done, and Ms. Brown recognized Dr. Capps for his leadership. Dr. Troxel commented on how many goals were accomplished in total as in comparison to the few “not achieved,” and led the Board in a round of applause.  
Dr. Capps discussed and reviewed the new goals for 2014-2015, and stated many of these are carry-over goals. He stated these goals will likewise be presented to the Chancellor for approval during his evaluation. He called special attention to the goals listed below.
Goal #10. Identify a funding source for tuition assistance for Early College students with a financial need.
Goal #12. Employ a new retention coach- SAILS New Beginnings program (acclimate students to CVCC) and HELP.
Goal #16.  Implement the Honors Program fall 2014.
Goal #17.  Develop a writing center.
Goal #19.  Implement Workforce Enterprise System (WES).
Goal #29. Raise $75,000 in new funding from individual donors, including $35,000 to support expansion of the Great Expectations program.
Goal #33. Employ full-time faculty and staff to strengthen programs, ensure consistency and continuity, and foster greater collegiality.
Goal #47. Complete process for 2015 SACSCOC reaffirmation of accreditation.
 
CHAIR’S REPORT

Chair’s Report

No report.

State Board Remarks

 
Mr. Zajur was absent.
 
Old Business
No report.
 
New Business
No report.

Adjournment

 
There being no further business, the meeting adjourned at
6:25 p.m.
 
 
 
 
______________________________
John S. Capps
Secretary
 
APPROVED:
 
______________________________                                    ______________________________
         CHAIR                                                                                        DATE
 
 
 
 
 
 
 

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