Page 1 COMMUNITY COLLEGE DISTRICT NO. 536 LEWIS AND CLARK COMMUNITY COLLEGE AGENDA MEETING-BOARD OF TRUSTEES April 13, 2021 7:00 p.m. to be held online in a virtual format, with all meeting content and public comments, via phone or otherwise, being recorded.
Access to the Board of Trustees meeting is provided via teleconference online via ZOOM
https://lewisclark.zoom.us/j/98962390003?pwd=RytZNUYzbmJ4eFpLUXB0TGEreUxidz09
or by phone at 312-626-6799 with Meeting ID 989 6239 0003 and Password 703170.
I.
CALL TO ORDER AND ROLL CALL: David, Heyen, Chair Julie Johnson, Vice Chair Kevin Rust, Secretary Charles Hanfelder, Assistant Secretary
Robert Watson, Member Brenda Walker McCain, Member Dwight Werts, Member Ashtyn Britt, Student Member
II.
PLEDGE OF ALLEGIANCE
III.
BOARD ACTION REGARDING SEATING OF STUDENT BOARD MEMBER— Samuel Copeland
IV.
RECOGNITION OF ROBERT L. WATSON
V.
PUBLIC COMMENT
VI.
BUDGET HEALTH UPDATE
VII.
ENROLLMENT UPDATE
VIII.
OMNIBUS AGENDA (The following items will be approved in one motion unless any Board member wishes to have an item pulled prior to the vote.) A. B. C.
Approval of Minutes for March 9, 2021 (Regular Meeting) (p. 4 – 28) Approval of Policy Committee Minutes March 4, 2021 (p. 29) Approval of Finance Committee Minutes March 9, 2021 (p. 30 – 34)
Agenda 4/13/21 D. E. F. G. H. I. J. K. L. M. N. O. P. Q.
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Financial Highlights (p. 35) Bills (p. 36 – 73) Treasurer’s Report (p. 74 – 78) Operating Statement and Projections (p. 79 – 80) Balance Sheet (p. 81 – 82) Statement of Revenue and Expenditures (p. 83 – 87) Auxiliary Report (p. 88) Restricted Report (p. 89 – 93) Bid Information (p. 94) Contracts Requiring Board Approval (p. 95 – 97) Purchases Requiring Board Approval (p. 98 – 110) Contract Change Orders/Insurance Renewals/Asset Disposal (p. 111) Approval of Mileage Expenses for President Trzaska (p. 112 – 114) Personnel (p. 115 – 117)
IX.
ACTION ITEMS: R. Approval of Grant or Sponsored Contract Opportunities (p. 118 – 120) S. Proposed Amendments to 100 level policies (p. 121 – 152) T. Proposed Amendment to Employee Personnel Policy 301, Employee Position Change (p. 153 – 160) U. Approval of content and placement of historical marker on the college property known as the Mannie Jackson Center for the Humanities located at 1210 North Main, Edwardsville (p. 161 – 162) V. Approve Employer Participation Agreement and Resolution to Adopt SURS Deferred Compensation Plan (p. 163 – 178) W. 2021 ICCTA Outstanding Faculty Member Award Nominee Dr. Gerald Mozur (p. 179 – 180) X. Settlement and Release of all Claims with Diana Minsker Regarding the Minsker Deferred Compensation Plan (p. 181 – 192) Y. Seeking Board approval to redirect $24,000 of ICCB CTE Improvement Grant to support North Greene High School Electrical Work to House Welding Equipment (p. 193 – 194) Z. Organization Restructure (p. 195 – 195d)
X.
DISCUSSION ITEMS: AA. Report on 3/13/21 and 4/13/21 ICCTA meeting by Kevin Rust
XI.
INFORMATIONAL ITEMS: AB. Awarded Grants and Sponsored Contracts (p. 196 – 200) AC. Acknowledgement of Grants and Sponsored Contract Agreements (p. 201 – 215) AD. Pending Grants and Sponsored Contracts (p. 216 – 219) AE. Acknowledgement of Contracts $15,000 and less (p. 220) AF. Announcements (p. 221)
Agenda 4/13/21 AG.
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Staff/Guest Presentation — Lewis & Clark Community College continues to outperform its peers on key academic metrics (p. 222) Jill Lane, Chief Academic Officer and Dennis Krieb, Director of Institutional Research
XII.
MOVER TEAM REPORTS AH. Social Media by Louise Jett AI. Scheduling by Jill Lane AJ. Program Review by Jill Lane • Rubric Wellness subcommittee • Finance subcommittee
XIII.
STRATEGIC PLAN UPDATE AK. KD1: Expect enrollment and retention improvement AL. KD2: Invest in program and curriculum development AM. KD3: Build a transparent and inclusive campus culture AN. KD4: Broaden community and educational collaboration
XIV. ADJOURNMENT
LCCC BOARD AGENDA FOR ALL DISCUSSION AND ACTION ITEMS April 13, 2021
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Action Item Organization Restructure Background Evaluation of Lewis and Clark Community College’s organizational restructuring work continues along with key policy development and refinement work with the objective to review roles and responsibilities across campus, and make sound recommendations that can strengthen our support and leadership for a teaching and learning mission. Our continued discussion and effort from campus leadership, recommendations outlined below represent an additional step to focus on a structure to promote strong teaching and learning, exceptional student success and an inclusive organizational culture. It is expected that organizational structure and policy evaluation exists as a normal leadership activity to recognize objective efficiencies that reassure Lewis and Clark’s vitality and value. This restructuring work is a collaborative effort that includes deans, vice presidents, human resource leadership, and faculty leadership representation. The current restructure plan will be presented to the Board in multiple phases, with the below recommendation reflecting phase two.
Implications The implications of phase two (2) recommendations include the following three (3) scenarios: Scenario One: Student Affairs/Enrollment Management • • • • •
Eliminate Vice President of Enrollment Services (effective July 1) Approve Dean, Student Support Services (effective July 1) Approve Dean of Student Experience (effective July 1) Permit immediate posting of Vice President for Student Affairs (effective July 1) Approve transfer of Dr. Sean Hill from Vice President of Student Affairs to Dean of Student Support Services (effective July 1)
Focus: The Dean of Student Support Services provides leadership and direction to extracurricular and co-curricular areas of campus operation that contribute to student retention and success including Student Activities, The Bridge (student newspaper), the Student Government Association (SGA),
Page 195a Student Success Center, Career and Veteran Services, Student Development and Counseling, and extended opportunities programs (Upward Bound and Talent Search)). The Dean, Student Experience is responsible for the development and management of the College’s enrollment development strategy including the areas of recruitment, enrollment services, financial aid services, assessment services, advising services, student records and the provision of all student supports through Community Education Centers. This position provides key leadership for defining the student experience continuum at L&C from recruitment through completion of individual academic goals. The position is responsible for the management of Community Education Center services, the operation and development of the N.O. Nelson Campus and Community Education Centers throughout the district. Efficiencies: The elimination of Vice President of Enrollment Services supports development of two (2) dean roles that report directly to Vice President of Student Affairs. This brings our vice president structure to four (4). An overview of this recommended scenario is framed around the salary of our previous Vice President of Enrollment Services of $176,374 (FY20, grade E82, Gallagher Evaluation), the predetermined FY 21 budgeted salary of Vice President of Enrollment Services being at $140,000 (placeholder established at the approximate middle of the minimum and midpoint salaries on the FY21 E82 Gallagher evaluation scale), the Dean of Student Support Services salary of $122,366 (FY22, salary based on Policy No. 301), the salary of a Dean of Student Experience at approximately $68,327 – $88,825 (minimum to midpoint FY22, grade D62, Gallagher Evaluation), and the role of Vice President for Student Affairs at approximately $126,658 – $164,655 (minimum to midpoint FY22, grade E82, Gallagher Evaluation). Depending on the placement of team members within these position ranges, we would net approximately $3,000 or seek $56,000 in additional investment (minimum to midpoint) or seek $34,000 - $92,000 (minimum to midpoint) from FY21 budget level. Scenario Two: College Effectiveness and Grant Development • • • • •
Establish Department of College Effectiveness and Grant Development (effective July 1) Approve Executive Director of College Effectiveness and Grant Development and permit the posting of the role immediately (effective July 1) Approve title change from Director, Sustainability to Director, Sustainability and Grant Management (effective July 1); Approve transfer of role to report to College Effectiveness and Grant Development division (effective July 1) Approve transfer of Director of Institutional Research and Library Services to report to College Effectiveness and Grant Development division (effective July 1) Approve the Department of Information Technology to report to Department of College Effectiveness and Grant Development (effective July 1)
Page 195b Focus: The executive director will lead, manage and promote a culture of data-informed decision-making across the college’s program and operational core. This involves providing user-friendly data and information to support data-driven decision making, strategic and operational planning, enrollment management, grant development, academic and program assessment, institutional accreditation, information technology, and student success. This leader facilitates, oversees, and reports the impact of the strategic plan’s measurable aspirations against set benchmarks and budget allocation. The executive director oversees director of institutional research and library services and director of sustainability and grant management (new title and scope of role). Any job-description changes to Director of Sustainability and Grant Management will be reviewed by HR prior to July 1. Efficiencies: The elimination (Board action, December, 2020) of Associate Vice President for Strategic Initiatives role (grade D63, Gallagher Evaluation) and hiring an Executive Director of College Effectiveness and Grant Development at approximately $90,200 – $117,260 (minimum to midpoint FY22, grade D71, Gallagher Evaluation), savings could range from $55,000 – $28,000 (if we hire at minimum salary, savings is $55,000; if we hire at midpoint salary, savings is $28,000) based on Associate Vice President for Strategic Initiatives’ most recent salary of $145,173. Approve title change from Director, Sustainability to Director, Sustainability and Grant Management (effective July 1) Transfer reporting to College Effectiveness and Grant Development division (effective July 1) Focus: The Director of Sustainability and Grants Management will continue to lead the college’s sustainability initiative but will begin leading the grant planning and development process. The director will align grant opportunities with college strategic vision, identify funding sources and grant opportunities, develop and write grant proposals, and utilize internal and external funding to initiate projects in energy reduction, renewable energy, and/or other conservation and sustainability subject areas. Efficiencies: There are no financial implications related to this move. Transfer Director, Institutional Research and Library Services to College Effectiveness and Grant Development division (effective July 1) Transfer Data Analyst, Institutional Research to College Effectiveness and Grant Development division (effective July 1) Approve the Department of Information Technology to report to Department of College Effectiveness and Grant Development (effective July 1) Focus: The Director of Institutional Research and Library Services functions as a key leader in assuring that data related to student outcomes is operationalized through promoting and facilitating a strong data governance culture. The role fits within the College Effectiveness and
Page 195c Grant Development division because this new division will provide the ultimate authority and oversight to data governance work at Lewis and Clark. This recommendation is supportive of data-informed decision-making expectations within the creation of the Director of College Effectiveness and Grant Development. Efficiencies: There are no financial implications related to this move. Scenario Three: Academic Affairs Approve Instructional Designer and permit posting of the position (effective July 1) Focus: The Instructional Designer will support faculty in the successful design and delivery of relevant and accessible educational experiences across all delivery methods. The Instructional Designer will support faculty in cooperation with the Center for Excellence in Teaching and Learning in training and support of best teaching practices. This role is imperative as the College begins a more deliberate investment in new delivery methodology (i.e., Blendflex, Competencybased). Efficiencies: Addition of an Instructional Designer will require added investment. If hiring an Instructional Designer at approximately $48,629 – $63,218 (minimum to midpoint FY22, grade C42, Gallagher Study), we seek this amount in additional budget assuming a candidate begins July 1. **It is important to acknowledge that based on attracting quality candidates to any of the posted roles we propose, the final salary may vary. President’s Recommendation It is the recommendation of the President that the Board accept the following organizational structure changes: 1. *Eliminate Vice President of Enrollment Services 2. Approve Dean, Student Support Services (effective July 1) 3. Approve the transfer (per Policy 301) of Dr. Sean Hill as Vice President of Student Affairs to Dean of Student Support Services (effective July 1) 4. Approve Dean of Student Experience and permit posting of the role immediately 5. Approve posting of the role immediately for Vice President for Student Affairs 6. Establish Department of College Effectiveness and Grant Development (effective July 1) 7. Approve Executive Director of College Effectiveness and Grant Development and permit posting of the role immediately (effective July 1) 8. Approve title change: Director of Sustainability to Director of Sustainability and Grant Management (effective July 1)
Page 195d 9. Approve the transfer of Director of Sustainability to Director of Sustainability and Grant Management to report to College Effectiveness and Grant Development division (effective July 1) 10. Approve transfer of Director of Institutional Research and Library Services to report to College Effectiveness and Grant Development division (effective July 1) 11. Approve the Department of Information Technology to report to Department of College Effectiveness and Grant Development (effective July 1) 12. Approve transfer of Data Analyst, Institutional Research to College Effectiveness and Grant Development division (effective July 1) 13. Approve Instructional Designer position and permit posting of the role immediately (effective July 1) * Depending on the timely hiring of a Dean of Student Experience, elimination of this role may be extended to assure consistent leadership of enrollment management.