Minutes of the
President’s Cabinet Meeting
Minutes of the March 1, 2018, meeting were approved.
Name(s) highlighted in
yellow were absent.
Of Today (3/19/2018)
Consent Agenda Items:
Social Media Policy (PR/Marketing Committee)
Bunch presented the proposed Social Media Policy (approved by the College
Governance Committee with the addition of “notifying police department” of a situation
using social media that is threatening and/or antagonistic) to the President’s
Cabinet. He reported the proposed policy was created by the PR/Marketing
Committee and stated it is similar to the other community colleges.
Love Request (Student Success Committee)
discussed a request from the Student Success Committee for permission to create
a Lovework sign/sculpture design, location, and a budget (possibly a grant) for
CVCC. Tom stated a design (large enough for a photo shoot) would have to be
approved first and that would determine the cost. Tom stated downtown Lynchburg
and several area colleges (Lynchburg and Randolph) have already done this. He
stated the committee believes this would help students become more successful
and have more of a connection with CVCC.
Muriel made a motion with Lewis duly
seconding to approve the Social Media Policy as written and to proceed with the
design, location, and cost for creating a Lovework for CVCC.
The motion carried unanimously.
Items Placed on the Sculpture of Johnny Merritt
stated items (example: hats, rabbit ears, etc.) have been place on the
sculpture of Dr. Johnny Merritt which is located in Merritt Hall. He stated
there is some contention on whether it is respectful or disrespectful. Tom
stated he spoke with retiree, Martha Goodman, who taught during Dr. Merritt’s
time here at CVCC, and she said he would love it. (Muriel also agreed and
stated Dr. Merritt was very engaged with the students.) Tom stated along with
the love sign and to make the College less institutional, he would like for a
continuance of items to be placed on the sculpture. Tom stated someone has been
removing the items but has been told by CVCC Police to not do so in the future.
Tom requested for persons be allowed to place non-destructive items on Dr.
Merritt’s sculpture to celebrate his time at CVCC and to show the College is a
welcoming place for students and everyone.
As there was no further discussion, the
President’s Cabinet approved the request to allow non-destructive items on Dr.
The motion carried unanimously.
Vice President of Finance and Administration
reported a new three-year lease has been signed for the Amherst Center. He
stated Ron Parker has accepted the position of the Facility Work/Manager, Paul
Campbell has accepted the position of Grounds Supervisor and will begin next
Monday, and Kathryn Graham has been hired to update the College’s equipment
inventory records. Lewis stated he feels it will take a year to locate all
2,000 items in inventory. John stated he thought all of this had been done
shortly after he arrived at CVCC. David stated he also has someone working on
the inventory of IT equipment.
stated lighting is being changed to LED and has been completed halfway up
Campus Drive. He stated each conversion take 1 ½ hours.
stated work continues through Shared Services for a new cleaning company and
hope is to have a resolution sometime this week. He also reported after hearing
concerns from the Faculty Association, he has been working with Chomps on
correcting some of the problems discussed, one was changing coffee brands to
Orange County Roasters, and another was signing a contract with a national food
supplier, PFGC, (Performance Food Group Company). Lewis stated Chomps received a
good health department inspection on March 13. He stated recent visits have
been made to other colleges, and it seems they struggle with their food
operations as well. Lewis stated one struggle is having a coffee shop as well
as a café. John questioned if there were any statistics of CVCC’s coffee shop
usage. Lewis stated usage was very small. John stated maybe that space could be
put to better use. Lewis asked that the College give it one more try with the
different coffee and consistent staffing, and if there is no improvement, then
to consider other options such as a new location. Several mentioned it is
uncomfortable to drink coffee and socialize in a library setting.
President of Information Technology
David reported he is in the process of hiring
an administrative assistant for IT. (He stated there is a new
tele-communications provider for the off-site centers which has provided almost
enough savings to offset the cost for the hiring of this position.)
He stated IT is busy supporting all CVCC’s
new initiatives such as EAB Navigate and Ad Astra. He reported 50 new PCs
should be arriving soon and deans and employees will be contacted to schedule
President of Institutional Advancement
Mike reported on the $500,000 NSF Advanced
Technical Education Grant and stated was submitted but CVCC did not receive
this grant. He stated this would have been used to support the Mechatronics
program for equipment and salaries. Mike stated Jack Freeman will be reviewing
the comments on this grant proposal. Mike stated now a request for $240,000
will be to the Tobacco Region Revitalization Commission for mechatronics’
equipment. He stated CVCC should receive half of that amount as long as CVCC
can match the other half.
Mike discussed there has been no news on the
Tobacco scholarship money (for fiscal year 2019- fall 2018 and spring 2019). He
stated there is a meeting scheduled on May 22 and hopefully, he will know
something after the meeting. Mike stated there is some money available to
students for summer 2018 scholarships.
Dean of Institutional Effectiveness
Kris reported the College is in the collection phase of the “Great Colleges
to Work For” Survey. She asked that Kevin and Tom talk to and email their
constituency groups to ask those that received the reminder email to please complete
the survey as it closes on April 6. Kris stated the results will be available
Kris discussed departmental planning and budget prioritization and
stated information on submitting requests for available funds was sent on
Friday. She stated once received, the requests will be compiled and prioritized
by the end of April.
Russell reported the lockdown that was held during
spring break had good participation from staff, students, and faculty that were
on Campus. He stated the College’s systems operated mostly except two minor issues,
one he is addressing with IT and the other with facilities.
Russell stated an active shooter exercise
during fall convocation will be held in order to include faculty. He reported
this will not be as comprehensive as the one in March 2017.
Classified Staff Association
reported (in Francie’s absent) that the Classified Staff is holding online
voting for the open positions of president, vice president, and also for the
Part-Time Staff Association
on the Part-Time Staff Association and stated they met last week at which time
Michael Farris gave a talk on graduation. Sarah stated the meetings continue to
have low attendance.
Sarah stated a
pizza fundraiser will be held on April 4 with all proceeds going to the student
emergency fund and the book fund.
Tom reported the Faculty Association is
beginning its elections proceedings with nominations in March and elections in
April. He stated all positions are open with the exception of president as the
vice president automatically moves up to president. He stated the president
will be Matt Latimer. Tom stated Gary Randolph has retired from CFAC, and there
are two faculty members that have expressed interest in being CVCC’s
representative. He stated the changes in the 2019 spring calendar are still
Tom stated 14 nominations have been received for
the Outstanding Faculty Award.
of Strategic Initiatives
Will discussed Ad Astra, a VCCS scheduling initiative,
and stated a list of all classrooms and laboratories and their capacity was
submitted last Friday. He thanked Teri Brothers for creating this list. He stated
Ad Astra has a scoping document which asked questions on the College’s business
practices and the Student Information System. He thanked Jessica Riddick for
her help on this. Will stated he hopes this will help the College (CVCC is in
the first wave) to be more efficient and productive.
Will reported on National Alliance of
Concurrent Enrollment Partnerships (NACEP) and stated this accreditation is for
dual enrollment courses taught in high schools by high school teachers. He
stated he along with Kris and Gary Randolph gave an update on this initiative
during Muriel’s staff meeting. Will stated he and Dr. Capps will be meeting
with area school superintendents soon to discuss the process of this
Director of Human Resources
Randall reported the next New Hire
Orientation will be held on April 12.
Randall discussed the Affordable Care Act and
stated wage employees that are also working as an adjunct cannot work 29 hours
in a wage position as teaching credits count as hours. He reported an adjunct
who teaches a three-credit class cannot work as a wage employee for more than
20 hours per week. Randall stated he will be sending out a memo with this
Randall stated originally the rule stated if
a wage employee worked more than 29 hours in a given week in a month, benefits
would have to be offered. He stated later that was revised to an average of 29
hours during a given year.
Randall stated if a wage employee increases
the number of credits they teach as an adjunct, that employee needs to work
with HR to determine how many hours they can work as a wage employee per week.
He stated quite a few wage employees also adjunct teach.
Vice President of Academic
and Student Affairs
reported the College has hired a registrar (Karen Alexander from Wytheville
Community College) who will begin working April 10. She also reported a new
employee has been hired for the Financial Aid office.
stated the Graduation Committee is meeting weekly, and she stated Michael
Farris is asking for help during the actual ceremony from the College
reported the catalog for the upcoming year is completed and has gone to the
printers. She stated this will not be a large printing as in the past because
most will view the catalog on the web.
reported an Open House will be held on March 29 for high school students and
their parents. She also reported the last Central Coffee will be held in the
Student Center on April 5.
John asked Randall to discuss the legality of
the spring calendar. Randall stated the calendar is okay as the faculty
contract ends on May 15 at midnight and graduation will be held on that day.
John stated he was attending a SACSCOC Board
of Trustees Executive Council meeting last week. He stated if there was a major
theme that dominated the discussion, the subject was dual enrollment. John
stated some states had concerns about quality and equality of dual enrolled
courses. He reported the one action item for the Board was that instructors of
record must be the individual that teaches college courses in high schools.
John stated this underscores the NACEP initiative that Will is working on and
should be a positive on CVCC’s dual enrolled classes.
John reported Senator Mark Warner who is a
strong proponent of the Pell Grant for high school students (CVCC is one of 42
participants nationwide) will be visiting CVCC on March 29 to visit with the
Early College and STEM students. He stated some of the students in those
classes are the recipients of the Pell Grant. John stated Senator Warner is
using this as an opportunity to learn more about the program from a student’s
prospective and to publicize the program so that it is no longer an experiment but
a standard practice. John stated the area schools’ superintendents have been
invited to attend.
John stated CVCC is trying to leverage
additional funding from the Lynchburg City Schools to create a second cohort of
early college students. He reported over 70 students applied to attend Early
College this past fall and stated the selection process was difficult as there
were so many qualified candidates.
John stated he has been away from his office recently
as he had attended several meetings at the VCCS. He stated the Enrollment
Taskforce (that he is chair) has developed ten recommendations designed to
strengthen enrollment and improve retention in Virginia’s community colleges. John
stated these recommendations will also be presented at the State Board meeting for
The meeting adjourned at 2:20 p.m. The next President’s Staff meeting is
scheduled for April 30, 2018.