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        CENTRAL VIRGINIA COMMUNITY COLLEGE
BOARD MEETING
MINUTES NO. 226
 July 19, 2017
 
 
The two hundred and twenty-sixth meeting of the Central Virginia Community College Board was held at 4:30 p.m. on July 19, 2017, in the Appomattox Hall Conference Room, Room 1114.
 

ROLL CALL

Members Present

Dr. Robert Arnold
Dr. Mac Duis
Ms. Julie Harris
Mr. Winfred Nash
Mr. Nathaniel Marshall
Dr. Lloyd Tannenbaum 
Dr. Steve Troxel
Dr. John Walker
Mr. Ben Witt
Campbell County
Bedford County
Campbell County
Appomattox County
City of Lynchburg
City of Lynchburg
City of Lynchburg
Amherst County
Bedford County
 

Members Absent

Mr. Franklin Swann
City of Lynchburg
 

Special Guests Present

Dr. James Lemons
 
Mr.  Josh Moody
Associate Vice President of Business and Allied Health/Workforce
News and Advance
 

Staff Present

Dr. John Capps, President
Mr. Michael Bradford, VP of Institutional Advancement
Mr. Lewis Bryant, III, VP for Finance and Administration
Chief Russell Dove, Chief of Police
Mr. David Lightfoot, VP of Information Technology
Dr. Muriel Mickles, VP for Academic and Student Affairs
Ms. Kris Ogden, Dean of Institutional Effectiveness
Mr. Will Sandidge, Director of Strategic Initiatives
Ms. Dianne Sykes, General Administration Coordinator

CALL TO ORDER

 
Dr. Tannenbaum, Chair, called the meeting to order at 4:30 p.m.

APPROVAL OF MINUTES

 

Approval of Minutes No. 225

 

 
 
  
On a motion by Dr. Tannenbaum, duly seconded, Minutes No. 225 from the regular meeting of April 26, 2017, were approved with one grammatical correction previously recommended by Dr. Troxel.
The motion carried unanimously.
 

REQUEST FOR PUBLIC NOTICE

 
 None

PRESENTATION OF ROA

 Presentation of ROA
Dr. Tannenbaum presented a Resolution of Appreciation to Mr. Keith Maxey for his eight years of service to the CVCC Board.
Dr. Capps thanked Mr. Maxey for his support of CVCC and most of all his love for the College.

INTRODUCTION OF NEW BOARD MEMBERS

Ms. Julie Harris

Dr. Tannenbaum introduced Mrs. Julie Harris as a new Board member representing Campbell County. He stated Mrs. Julie Anne Marie Harris was born and raised in Lynchburg, Virginia, and has resided in  the  Central Virginia area all of her life, living in Appomattox County for eight years and currently residing in Campbell County, Lynch Station, Virginia. Mrs. Harris and her husband, Tim, have been married 20 years, and she is a homeschooling mom of 16 years to their six children, Emily, Jonathan, Rachel, Joshua, Sarah, and Judah. Mrs. Harris enjoys spending time with her family, encouraging her children in the pursuit of their interests in horseback riding, birdwatching, and martial arts, and she finds joy in her own personal interest in crafting.
Dr. Tannenbaum and the Board members welcomed Mrs. Harris to CVCC’s Local Advisory Board.

Dr. Mac Duis

Dr. Tannenbaum introduced Dr. Mac Duis as a new Board member representing Bedford County. He stated Dr. Duis is the Chief Operations Officer for Bedford County Public Schools.  Prior to taking that position in 2014, he served as Director of Instruction and Principal of Thomas Jefferson Elementary in Bedford County, Principal of Central Elementary in Amherst County, and a middle school history teacher and coach in middle schools in Indiana and Pennsylvania. 
After graduating from Jefferson Forest High School in 1988, Dr. Duis received his B.A. in Government from the College of William and Mary in 1992, his M.A.E. in Educational Administration from Ball State University in 1993, and his Ed.D. in Educational Leadership from the University of Virginia in 2005. He has served as an adjunct professor for the Masters of Arts in Teaching program at Randolph College since 2012.  Dr. Duis’ wife, Sandy, is a local clinical psychologist and adjunct professor at Sweet Briar College. His son, Will, is entering high school at Jefferson Forest this year and looking forward to playing bassoon in the school symphony and participating in robotics and computer science opportunities. His daughter, Ruby, is in the 5th grade at Thomas Jefferson Elementary and enjoys swimming, soccer, drama, and many other activities.
Dr. Tannenbaum and the Board members welcomed Dr. Duis to CVCC’s Local Advisory Board.
 

PRESENTATION

Dr. James Lemons

Dr. James Lemons began his presentation on the unification of the Workforce Division and Business and Allied Health Division by stating when talking with the Workforce staff, he discovered a need for cross training the employees between both divisions. He stated this will be beneficial when employees are absent.  
Dr. Lemons reported the Workforce marketing initiatives are changing. He stated in the past all advertising either promoted Workforce or credit classes but the focus will change promoting CVCC to show it is a single door for everyone whether it be credit or non-credit classes. Dr. Lemons stated this message began with CVCC’s new website.
 
Dr. Lemons stated many students take time to complete the College’s application and take the placement test but then never actually take classes. He wants Workforce to work with those students in hopes of offering non-credit credentials. Dr. Lemons stated two coaches will be hired to work in the counseling/enrollment management area to help those students. He stated the College has often competed with itself (credit verses non-credit). He stated for example, CVCC has offered basic computer classes for credit and a similar for non-credit. Dr. Lemons stated this needs to change by not duplicating classes but to integrate academic faculty into the offerings in Workforce. He distributed a copy of a contract between CVCC and Centra Health, and stated Centra wants CVCC to teach an EMT class for their students at a cost of $23,350 (no cost to students) generating $7,005 for CVCC and $2,345 for Workforce. He stated Centra would also fund half of the supplies and provide a portion of the instructors. Dr. Lemons stated this will be taught through Workforce since on the credit side, tuition is set by the state and CVCC could not vet Centra’s instructors. Dr. Lemons stated by combining the credit and non-credit sides, this program was made possible and has paved the way for other programs with Centra such as phlebotomy and an EMT program.
 
Dr. Lemons reported another attempt to integrate the credit and non-credit sides by offering a Clinical Medical Assistant (CMA) through Workforce meeting the needs of the students with a higher success rate at a substantially reduced cost.
Dr. Troxel questioned whether Workforce and credit students will use the same counseling center. Dr. Lemons stated eventually students will use the same counselors and financial aid officer. He stated this is where the cross training will be beneficial. Dr. Lemons reported plans to hire two coaches that will be knowledgeable in both credit and non-credit. Dr. Troxel questioned if CVCC had effective signage to direct people once arriving on the Campus with Dr. Lemons responding the College recognizes more signage is needed. 
Dr. Arnold wanted to know if this change will be advantageous to the high school students by taking Workforce classes that would transfer back to the high school as credit. Dr. Lemons stated this could be a possibility.
Dr. Capps stated Dr. Lemons’ title is now Associate Vice President for Business, Allied Health, and Workforce Solutions and stated this is a first for the VCCS.

FACILITIES AND FINANCE COMMITTEE

 
Local Fund Quarterly Financial Report and Financial  Statements
The Local Funds Quarterly Financial Statements were reviewed.  On a motion by Dr. Troxel with Mr. Witt duly seconding (as there was not a quorum for the Facilities and Finance Committee), the Local Funds Quarterly Financial Statements were approved as written. A copy of the Local Funds Quarterly Financial Statements are attached and made a part of these minutes.
The motion carried unanimously.
 
Renaming of Harvard Street
Mr. Bradford began by discussing the renaming of Harvard Street and stated a survey was conducted asking for suggestions for a new name or to find out if anyone objected to changing the name. He stated only 22% wanted to keep the name Harvard Street; therefore, a decision was made to rename the street. Mr. Bradford stated a Harvard Renaming Committee was formed to review all suggestions, and the President’s Cabinet approved their recommended change to “CVCC Campus Drive.” Mr. Bradford stated if the Local Board approved the name, then it would be forwarded to the State Board for Community Colleges for a final approval.
Dr. Walker made a motion with Mr. Marshal duly seconding to approve the name change to CVCC Campus Drive.
The motion carried unanimously.
 
PRESIDENT’S STAFF REPORT
 

Dr. Muriel Mickles

Dr. Mickles began her report by stating Workforce has secured several grants to fund the coaches mentioned earlier by Dr. Lemons.
Dr. Mickles stated Early College with a STEM focus begins at Jefferson Forest High School this August and has 14 confirmed students. She stated CVCC is hiring a part-time assistant to work with those students and faculty.
Dr. Mickles discussed the Early College/STEM Pell Grant and stated it will be available one additional year with the help of state funding.
Dr. Mickles reported an information session will be held on July 27 for the Megatronics certificate and associate degree which was approved at the January Board meeting.
Dr. Mickles discussed the Quick Start program and stated it is a free non-credit course (13.3 hours over three days) promoted in the high schools for students and parents. She stated for students who complete this program, enroll in this fall’s semester, and remain in the classes until after the drop date, they will get credit (by experience) for the SDV class. She stated there were five sessions of the Quick Start program with 59 students completing.
Dr. Mickles stated 180 students have completed/will complete the regular summer orientation program that will be ongoing through August.
Dr. Mickles reported on improving the College’s retention focus by learning why students are not returning. She stated the College now has a counselor that is dedicated to reviewing students that are on probation. Dr. Mickles stated a Retention Taskforce has been formed (members are Dr. Mickles, Ms. Ogden, Mr. Farris, Ms. Saffioti, Mr. Riley, Mr. Sandidge, Dr. Capps, Mr. Bryant, and Mr. Bradford) to focus on why the College is not retaining students, what problems the students are encountering, and what courses they have in common. She stated the taskforce will then develop strategies to help those students.
Dr. Mickles reported dual enrollment classes will be reviewed to ensure they are equivalent to the courses taught at CVCC. She stated meetings will be held with the dual enrollment teachers and the coordinators of instruction to discuss requirements. She stated continuing education units (CEU) will be rewarded to those teachers that attend. Dr. Mickles stated a dual enrollment handbook is being created to inform high school students what CVCC has to offer. 
Dr. Mickes stated the College hosted an Enrolling Mapping Exercise conducted by the VCCS audit team. She stated the purpose was to identify the current processes’ strengths and weaknesses and to make them more student/employee friendly.
Dr. Mickles reported CVCC will be implementing “Navigate” which is a software focusing on onboarding, academic planning, and student engagement. She stated all 23 community colleges are involved with CVCC participating in Wave 2. She reported training on August 3 will be provided by the VCCS. Dr. Mickles stated she and Ms. Ogden will be attending an upcoming Navigate Summit in Washington D.C.

Mr. Lewis Bryant, III

 
Mr. Bryant reported Chomps will be the new food vendor (selected by a committee consisting of faculty, staff, and administrators) at CVCC and stated several changes include credit/debit friendly vending machines (which includes a Starbucks), enhanced food order system, and a salad bar. He stated Chomps is also experienced in catering and has expressed interest in helping with the student picnics. Mr. Bryant stated CVCC will receive 10% commissions of all sales over $40,000, 5% of catering, and 5% of vending which he estimates at $10,000-$15,000. He stated these monies would go in local fund accounts.
Mr. Bryant stated, at a previous Board meeting, the purchasing of three additional picnic tables was approved and was pleased to report those tables have been received, installed, and are being used by the students.  
Mr. Bryant reported VDOT paved the roadway to the Campus this summer with no cost to the College.
Mr. Bryant stated last year, a new chiller was installed in Amherst and Campbell Halls attributing to a $20,000 electricity savings.
Mr. Bryant discussed this year’s budget and reported CVCC received its state funding allocation from the VCCS in June and funding from enrollment has been estimated. He stated the budget for this year is comparable to last year’s but this year the College is providing raises to all employees. Mr. Bryant stated 40% of the College’s funding comes from the General Assembly and 60% comes from tuition.
 

Mr. Michael Bradford

Mr. Bradford reported on the following grants awarded:
·       $150,000 Scholarship Grant from the Nuclear Regulatory Commission for  machining students that requires them to sign a service contract with area nuclear industries
·       $92,000 Tobacco Grant (CVCC matches 50% of grant) to purchase machine equipment (four new milling centers)
·       $141,000 (2) VCCS Grants of which one half is for program support and other half is for equipment
·       $2 million Department of Education Title III grant has been submitted (will share results at the October Board meeting)
Mr. Bradford reported on the Foundation’s fund raising and stated $935,000 was raised exceeding its goal and with the earnings from the investment portfolio, the amount increases to a little over a $1 million. He stated $700,000 was used for scholarships which is the largest expenditure of the Foundation. Mr. Bradford stated this was slightly larger than last year’s amount.
Mr. Bradford discussed marketing and stated the radio, billboard, and TV ads are featuring the recommendation of the marketing firm’s suggestion to stop promoting the product and start promoting the benefits of enrolling in classes at CVCC. He stated the focus is on “real” as the key word as in “real skills”, “real jobs”, “real credential”, “real credits”, etc.  He stated CVCC graduates (shown in their work places) are appearing in the marketing ads.  

Mr. David Lightfoot

Mr. Lightfoot began by distributing an information packet and stated it includes images of a PC with two room layouts. He stated these images seek to depict the collaborative work that is happening between the academic deans and IT to enhance the teaching and learning environment here at CVCC. He stated the primary basis for these decisions is student success as student success is not only mastering the class, but also progressing through to completion. Mr. Lightfoot stated the first page of the handout shows the new PCs that will be installed in the classrooms. He stated the academic deans believe PCs that recline will enhance teaching and learning because the student cannot hide behind the monitor.  Mr. Lightfoot stated the “jury is out” on the immediate benefit of touchscreens, but it is included in the model and given the five-year PC replacement cycle, and is believed to become beneficial in the near future.
Mr. Lightfoot stated page two of the packet illustrates the current room layout which has the tables against the wall, with a projector screen that covers most of the whiteboard. He stated as thought was given to a new room design with the new 80’ monitors, IT is looking to embrace white board paint dry-wall paint. He stated discussions began with simply painting the front wall, but then thought was given to painting the side walls. Mr. Lightfoot stated this prompted the layout depicted on the third page of the packet.  He stated this layout includes the ability for faculty and students to easily access the side walls and provides the College a relatively inexpensive collaborative classroom. He reported many schools are installing multiple displays around the room for collaboration. He stated if faculty embrace this collaborative methodology, more expensive multiple-electronic display collaborative classrooms could be installed.
Mr. Lightfoot also stated the students will soon have access to Wi-Fi while enjoying the quad.
Mr. Marshall asked when will students be able to use their own devices in the classrooms. Mr. Lightfoot referred to the handout and showed the cables being moved from the ceiling to the floor. He stated with the addition of power sources added to the desktops, the students could bring their own devices. Mr. Lightfoot stated this would a big change to the culture here at CVCC and would need to be embraced by everyone.

Ms. Kris Ogden

Ms. Ogden began by discussing CVCC’s Strategic Plan and stated the College is in the third year of its six-year strategic plan. She stated there are many initiatives that the College wants to put in place and then measure the effectiveness of the outcomes. She stated CVCC’s Strategic Plan is designed with the state’s initiatives in mind. Ms. Ogden stated each biennium, the Chancellor issues new objectives that map to the state’s six-year strategic plan. She stated as CVCC revisits its strategic plan within the context of the Chancellor’s Complete 2021, the performance-based funding model, and initiatives such as (Educate Advisory Board) EAB Navigate requires an integration of systems within the state and here at CVCC.
Ms. Ogden stated CVCC measures the effectiveness of these initiatives by looking at retention. She stated a cohort of students are identified when they enter CVCC to follow their progress through a two-year program to discover what works and what does not. She stated items to be reviewed include tutoring  and advising (did the student utilize these), and what programs/courses they took and mapped into the processes to help students achieve their goals.  
Ms. Ogden stated the Quick Start program is a new initiative that began this year and made available to the surrounding county students. Kris stated 59 students (just graduated) were recruited to attend this non-credit class (working with Workforce) that connects them to the College. She stated these students will be tracked to see if they attend CVCC and to measure their retention rate.
Ms. Ogden reported CVCC is a research partner in the Open Educational Resources (OER) grant and students will be tracked to see how successful they are.

Chief Russell Dove

Chief Dove stated the first Police Academy camp (with nine participants) was held during the Workforce Summer Academies. He stated the week was successful with the following activities: homicide investigations, internet safety, bomb techs, etc. He stated he used this opportunity to encourage students to enroll in CVCC’s ADJ and police programs. Chief Dove stated the feedback received was positive with a suggestion to expand it to a five-day camp instead of the three days.
Chief Dove stated the College recently had a chemical and hazardous material audit where several concerns were identified especially relating to employee and law enforcement safety. He stated a hazardous migration plan is being developed to store the College’s chemicals in a more protected way.

Mr. Will Sandidge

Mr. Sandidge reported on the “Building a Better CVCC” initiative and stated nine committees were created:
1.      Job Satisfaction/Supervisor/Department Chair Relationship/Respect and Appreciation and Work Life Balance
2.      Teaching Environment
3.      Professional Development
4.      Compensation and Benefits
5.      Security
6.      Facilities/Workplace
7.      Collaborative Governance
8.      Confidence in Senior Leadership
9.      Diversity
Mr. Sandidge stated the committees developed 37 recommendations and those were assigned to various groups/individuals that were responsible for correcting/improving. He stated a significant amount of progress has been made and a revised document is posted on Communication Central under “Building a Better CVCC.” He stated another update is due on August 7.  
 

Dr. John Capps

Dr. Capps discussed the performance-based funding and stated the VCCS formally based funding on the number of FTEs a college had. He stated two years ago, 12% of the general funds appropriation was changed to be performance-based. He reported  performance-based funding now accounts for 14% of the College’s general fund appropriation, and stated he is pleased to report that CVCC did exceptionally well on the student achievement metrics that define the new model. He stated in the final analysis, CVCC placed third among the 23 colleges in the system which is quite an accomplishment. Dr. Capps stated CVCC will receive $499 per FTE or 2.76% of the total VCCS funding.
Dr. Capps stated this is based on the number of students who passed Developmental English and Math, students who passed Developmental English and Math and then passed college-level English and math, retention from fall-to-spring and fall-to-fall, students who complete 12 credits during their first year of study, and the number of students who complete 24 credits by their second year of study.
Dr. Capps reported CVCC finished number one this year (same as last year) in awarding certifications and licensures (1,936). He stated this involves everyone working together both on the credit and non-credit side.
Dr. Troxel stated he thought this information should be shared with the city council and boards of supervisors because of the benefit to the economy.
Dr. Walker stated CVCC is showing how it is changing lives which speaks volumes on Dr. Capps, his leadership, and everyone here on this Campus.
Dr. Capps stated CVCC has completed the first two years of Complete 2021 but have not received all of the VCCS metrics as of yet. He reported the vast majority of those goals for the first two years have been accomplished and now it is time to begin to plan for the next two years. He stated the overall plan will not change as everything is still based on connection, entry, progression, and completion which is a students’ journey from beginning to end.  
Dr. Capps asked each Board member their opinions on what new goals should be integrated in the new plan.  
Dr. Tannenbaum stated he feels aligning workforce certificate programs with high schools to award credit to students is a great idea and one that is very important. He discussed marketing and stated he attended a meeting at Centra where a VP spoke on employee engagement. Dr. Tannenbaum said they needed to talk with CVCC who had been nationally recognized for this. Dr. Tannenbaum stated an article on this had appeared one time in the newspaper but information on the College and what it is doing needs to be marketing more often.
Mr. Witt stated there needs to be a way for CVCC to connect with medium/small sized companies and their HR departments. He stated he feels smaller companies look in wrong places for qualified employees. Dr. Walker stated it would be beneficial to send weekly or monthly info to the Chamber and businesses on what CVCC has to offer.
Mr. Marshall stated CVCC needs to work with the Workforce Investment Board (WIB) and provide a venue through continuous communication such as the data that has been received here today.
Mr. Nash stated he attended several financial seminars recently where it was discussed that society will be experiencing significant change. He stated the value system of the younger generation has changed from when he was that age. He stated the College must reach out to this generation to engage them, and this is going to be a challenge.  
Dr. Duis stated the focus today is on what things that can be controlled and how to use all the information that is being compiled on students.
Dr. Arnold discussed the cost of attending a four-year college by using teachers as his example. He stated there are groups of students that want to go to a four-year school to become a teacher but when doing a cost analysis of what a teacher’s salary is compared to the cost of a four-year education, students decide it is not beneficial. He stated nationally there is a shortage of teachers. Dr. Arnold stated in Loudoun County, Virginia, they hired more teachers this year than were produced in the state. He stated coming to CVCC for the first two years and then transferring is a better financial decision. Dr. Arnold stated CVCC should take advantage of this and help students to come to CVCC and transfer.
Dr. Troxel stated goals should be measurable. He stated to quantify what number would be good to aim for purposeful presentations (with a goal in mind) to government, business, and students groups. He stated advertising is good but what students are saying to each other outside of the classroom is more important.  He stated CVCC needs to be a student’s first choice, and the first choice for businesses to find employees or provide training. Dr. Troxel stated this all has to do with measurable marketing.
Ms. Harris stated she believes community colleges are for everyone and the best economical choice for secondary education. She stated she agreed that marketing is important. She stated that there are many opportunities here such as dual enrollment, early college, guaranteed admission, and enrolling at CVCC and paying CVCC tuition to take one class/per semester at several local four-year colleges.
Mr. Witt stated students say they can’t get a job and businesses say they can’t find workers to hire. He stated the community colleges should be that bridge.  
Mr. Nash stated marketing is important but the community college needs to anticipate what the worker is going to look like in five years.
Dr. Walker stated parents need to recommend students to attend CVCC and marketing should appeal to the parents.  
Dr. Capps reported CVCC has many dual enrolled students but are not attracting them to continue here at CVCC after graduation to transfer those credits into a program.
Dr. Capps thanked everyone for their comments, as CVCC is a strong institution because of its college community but an even stronger institution because of its Board members. He stated there will be other opportunities to contribute ideas to the College’s strategic plan as a draft will be presented at an upcoming Board meeting.
 
CHAIR’S REPORT

Chair’s Report

Dr. Tannenbaum requested for Board members that are members of a Standing Committee, to please attend those meetings that are held 30 minutes prior to the regular Board meeting.  
 
Old Business
No report.
 
New Business
No report.

Adjournment

 
There being no further business, the meeting adjourned at
6:50 p.m. 
 
 
 
 
______________________________
John S. Capps
Secretary
 
APPROVED:
 
______________________________                                    ______________________________
         CHAIR                                                                                         DATE
 
 

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