March 20, 2015 - Illinois Central College

Illinois Central College
Open Session of the Special Board Retreat Meeting of the Board of Trustees
Minutes
March 20, 2015, 9:00 a.m.
ICC North Campus, Hickory Hall Room 131
Trustees Present:
Don Brennan
Katherine Coyle
Michael Everett
Diane Lamb
Student Trustee Trevor Mileur
James Polk
Sue Portscheller
Gale Thetford
Chair James Polk called the meeting to order at 9:20 a.m. The secretary was asked to
take roll, and Don Brennan, Katherine Coyle, Michael Everett, Diane Lamb,
Sue Portscheller, Gale Thetford, Student Trustee Trevor Mileur, and James Polk were
present. Dr. John Erwin, President; Bruce Budde, Treasurer and Executive Vice
President for Administration and Finance; David Cook, Executive Director of Institutional
Research and Planning; and Frank Mackaman, Trustee elect, were also in attendance.
James Polk asked if the Board would prefer to approve the statement reaffirmations
bundled under one motion or go through them separately. Diane Lamb stated that she
felt it was Board’s responsibility to review each statement separately.
Dr. Erwin advised that there is a significant cost associated to major changes of the
statements, and the current statements were created with staff and community input.
The Board made a few minor revisions last year, and these are highlighted in yellow.
Dr. Erwin commented that this would be an ideal project for a new president.
Sue Portscheller added that the statements are reviewed annually, and there was a
thorough process with employee and community feedback when the mission statement
was adopted in 2008. The statements have been developed with a bottom-up approach,
not top-down.
Michael Everett moved to approve the Mission statement as presented, and Katherine
Coyle seconded.
Chair Polk requested a roll call vote, and the following Trustees responded “Aye”:
Don Brennan, Katherine Coyle, Michael Everett, Diane Lamb, Sue Portscheller, Gale
Thetford, Student Trustee Trevor Mileur (advisory vote), and James Polk. “Nay”: None.
The motion passed.
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ICC Board of Trustees Special Board Retreat—Open Session
March 20, 2015
Gale Thetford moved to approve the Vision statement as presented, and Michael
Everett seconded the motion.
Chair Polk requested a roll call vote, and the following Trustees responded “Aye”:
Don Brennan, Katherine Coyle, Michael Everett, Diane Lamb, Sue Portscheller, Gale
Thetford, Student Trustee Trevor Mileur (advisory vote), and James Polk. “Nay”: None.
The motion passed.
Gale Thetford moved to approve the Values and Philosophy as presented, and
Katherine Coyle seconded.
Chair Polk requested a roll call vote, and the following Trustees responded “Aye”:
Don Brennan, Katherine Coyle, Michael Everett, Diane Lamb, Sue Portscheller, Gale
Thetford, Student Trustee Trevor Mileur (advisory vote), and James Polk. “Nay”: None.
The motion passed.
Gale Thetford stated that she did not think it would be appropriate for the Board to make
changes to the Diversity Statement without input from Dr. Ali, Vice President of
Diversity, International and Adult Education. Dr. Erwin commented that he knew Dr. Ali
would make suggestions if she felt there was a need for revision. Gale Thetford moved
to approve the Diversity Statement as presented, and Katherine Coyle seconded.
Chair Polk requested a roll call vote, and the following Trustees responded “Aye”:
Don Brennan, Katherine Coyle, Michael Everett, Diane Lamb, Sue Portscheller,
Gale Thetford, Student Trustee Trevor Mileur (advisory vote), and James Polk.
“Nay”: None. The motion passed.
Gale Thetford moved to approve the Equal Opportunity and Affirmative Action
statement as presented, and Katherine Coyle seconded the motion.
Dr. Erwin commented that the Board would be presented the Affirmation Action plan in
the near future, and he also added that all employees are required to have completed
diversity training before they are allowed to serve on a search committee.
Chair Polk requested a roll call vote, and the following Trustees responded “Aye”:
Don Brennan, Katherine Coyle, Michael Everett, Diane Lamb, Sue Portscheller, Gale
Thetford, Student Trustee Trevor Mileur (advisory vote), and James Polk. “Nay”: None.
The motion passed.
Dr. Erwin reminded the Trustees that they could always schedule a special strategic
conversation meeting on a specific topic, if they wish to receive more information from
administration.
David Cook provided an overview of strategic planning, which involves an integrated
process starting with strategy creation, advancing to strategic planning, and then to
execution. The strategic priorities (helping students learn, meeting student and other
stakeholder needs, valuing employees, and knowledge management and resource
stewardship) have been realigned with the AQIP categories.
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ICC Board of Trustees Special Board Retreat—Open Session
March 20, 2015
The College has established the Boldly Important Goal (The BIG): By 2016, we will be
nationally recognized for student success among community colleges, as measured by
achievement against the VFA two-year student progress measures.
Administration closely monitors the feedback from the Great Colleges to Work For
survey in addition to the Student Satisfaction Inventory. Roundtable discussions are
currently being held to address the weaknesses indicated in the 2014 Great Colleges to
Work For survey. The College scored good to excellent in the 2014 Carnegie Associate
ranking in job satisfaction/support, facilities, and pride.
The 2014 administration of the Great Colleges to Work For survey was sent to
approximately 500 employees with approximately 32-33 percent response. The survey
is being sent to all employees this year, and administration hopes for a strong response.
Mr. Cook provided the strengths and challenges from the 2014 Student Satisfaction
Inventory. Student focus group discussions will be held to address the gaps. There were
eight items of higher satisfaction in comparison to national community colleges:
 My academic advisor is knowledgeable about my program requirements
 My academic advisor is approachable
 There is a good variety of courses provided on this campus
 My academic advisor is concerned about my success as an individual
 Parking lots are well-lighted and secure
 My academic advisor helps me set goals to work toward
 There are a sufficient number of study areas on campus
Mr. Cook provided an overview of the external environmental scan including
demographics, K-12, public policy, labor market information, and technology. The
population for the Peoria MSA is projected to be flat, in addition to an aging population.
The low-income enrollment in Peoria District 150 at 73.2 percent exceeded the State
average of 51.5 percent for the 2014 school year. The average percentage for students
among all ICC District 514 high schools is 33.2 percent, which is an increase from 26.7
percent in 2010. The chronic truancy rate for high schools within Peoria District 150
rose from 5.7 percent in 2010 to 36.6 percent in 2014, while the chronic truancy in all
District 514 high schools rose from 2.3 percent in 2010 to 7.0 percent in 2014.
In 2014, 16 of the 30 public high schools in ICC District 514 met or exceeded the State
average of 46% for the percentage of 11th graders meeting or surpassing the ACT
College Ready Benchmark. However, 29 percent of 11th graders from Peoria School
District 150 high schools met or exceeded the College Ready Benchmark. In 2014, the
average percentage of 11th graders in ICC District 514 public high schools meeting or
exceeding the benchmarks on all four ACT subjects was 24.1 percent, compared to
24 percent for the State. Fifteen of the 30 public high schools in ICC District 514 met or
exceeded the State’s average. The 2014 results indicated that in only three of the 30
District 514 high schools did 50% or more 11th graders meet or exceed the science
benchmark; and in only six schools did 50 percent or more students meet or exceed the
math benchmark.
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ICC Board of Trustees Special Board Retreat—Open Session
March 20, 2015
The average four-year graduation declined from 93.2 percent in 2010 to 86.2 percent in
2014 for all ICC District 514 high schools. The average four-year graduation rate among
the three Peoria School District 150 high schools dropped from 89.7 percent in 2010 to
just 67.5 percent in 2014. The market penetration rate for ICC District 514 high school
graduates was 28.7 percent for fall, and there has been a steady decline since the high
of 39.7 percent in Fall 2009.
A break was taken from 11:30 to 11:45 a.m. David Cook and Trevor Mileur departed the
meeting.
Bruce Budde provided an overview of the financial plan including projections of financial
information based on historic activity, trends, and economic data. The College continues
to be challenged with restrained resources as State support decreases, assessed
valuation remains flat, and declining enrollment.
Approximately 15 years ago, the Administration and Board of Trustees agreed to
maintain a minimum 25 percent of operating expenditures in Fund Balance. The College
has maintained adequate Fund Reserves, which has helped the College maintain a
strong bond rating of AA+.
The College manages the amount of debt outstanding to maintain a strong financial
position. Debt is used to support capital investment designed to create additional value
for students and the community. Maturities are kept short-term, typically under 10 years,
and debt outstanding is less than 25% of the legal debt margin. The tax rate matches
debt repayment. The bond rating is reviewed annually and anytime the College issues
bonds. There are low or zero interest federal loans available based on energy savings.
Tuition management is also a factor for the bond rate, and the tuition rate needs to be
75 percent of the State average.
As stated during the regular Board Meeting yesterday, administration is committed to
continuous improvement. Administration will need to reduce operational expenses by
$1 million to balance the budget, even with the $10 tuition increase per credit hour.
Some expenses are fixed such as technology maintenance, and the College has
already negotiated 2.5 percent compensation increases.
Michael Everett stated that the finance report indicates that finances are tracking as
projected.
Mr. Budde provided an overview of the Facility Planning process, which is integrated
into the overall College planning cycle to ensure that facility design, construction, and
management is strategic and helps advance the mission of the College. The facility plan
is continually monitored and more formally updated every three to five years. Enrollment
is a key factor in facility planning.
An accessibility study was recently conducted to review accessibility and code
compliance, and the College now has a list for improvements. Also, a building envelope
study and energy audit were conducted and measures were identified.
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ICC Board of Trustees Special Board Retreat—Open Session
March 20, 2015
The Dental Hygiene program will relocate to the ICC North Campus in Spring 2016, and
the College could then vacate the Perley Building. Renovations will be made to Cedar
and Birch Halls on the ICC North Campus, and then other programs could then move
out of the Thomas Building in Spring 2017. There will be a financial savings and a
reduction in footprint with the closure of the downtown campus.
Trustee elect Frank Mackaman advised that he serves on a task force for the Pekin
Economic Development Council, and they are studying the Pekin Campus and looking
at ways to increase enrollment and the use of that facility.
Administration is also studying a secondary point of exit at the ICC North Campus.
The redesign of the roadway at the ICC North Campus would easily accommodate an
additional exit.
Katherine Coyle and Bruce Budde departed the meeting at 1:30 p.m.
At 1:30 p.m. Chair Polk entertained a motion for closed session. Sue Portscheller
moved that the Board of Trustees conduct a closed session to discuss self-evaluation,
practices and procedures, or professional ethics (Section 2(c)(16) of the Open Meetings
Act); and to discuss the appointment, employment, compensation, discipline,
performance, or dismissal of specific employees (Section 2(c)(1) of the Open Meetings
Act). Gale Thetford seconded the motion.
Chair Polk requested a roll call vote, and the following Trustees responded “Aye”:
Don Brennan, Michael Everett, Sue Portscheller, Gale Thetford, and James Polk.
“Nay”: None. Absent: Katherine Coyle and Student Trustee Trevor Mileur. Diane Lamb
had stepped out of the room when the vote was called. The motion passed.
Frank Mackaman was asked to remain for closed session.
(Closed Session)
Adjournment
At 4:35 p.m., Chair Polk adjourned the meeting
The next regular meeting of the Board of Trustees is scheduled for Monday,
May 4, 2015, at 3:00 p.m. in the Founders Room, 211A, on the East Peoria Campus.
Paula Fraley
Secretary to the Board of Trustees
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ICC Board of Trustees Special Board Retreat—Open Session
March 20, 2015