Rockford Sun

Rock Valley College Community College District No. 511 Committee of the Whole met June 14.

Here is the minutes provided by the committee:

Call to Order 

The Committee of the Whole meeting, held virtually via videoconference, was called to order at 6:31p.m. by Chairperson Jarid Funderburg. 

Roll Call 

The following members of the Board of Trustees were present at roll call: 

Mr. Jarid Funderburg      Ms. Gloria Cudia 

Mr. Paul Gorski               Ms. Lynn Kearney 

Mr. Bob Trojan                Mr. John Nelson 

Ms. Evelyn Molina, Student Trustee 

The following Trustee was absent at roll call: Ms. Crystal Soltow 

Also Present: Dr. Howard Spearman, President; Mr. Ron Geary, Vice President of Academic Affairs and Campus Safety/Chief Academic Officer; Mr. Jim Handley, Vice President of Human Resources; Mr. Chris Lewis, Vice President of Workforce Development; Ms. Tiana McCall, Associate Vice President of Community Outreach & Strategic Partnerships; Dr. Patrick Peyer, Vice President of Student Affairs; Dr. Amanda Smith, Associate Vice President of Liberal Arts & Adult Education; Ms. Gina Caronna, Associate Vice President of Science, Technology, Engineering, & Math (STEM); Ms. Ellen Olson, Executive Director of Finance /Interim Chief Financial Officer; Dr. '' Lisa Mehlig, Executive Director of Outcomes Assessment/Higher Learning Commission Liaison; Ms. Heather, Snider, Vice President of Institutional Effectiveness & Communications; Mr. Rick Jenks, Chief of Police; Ms. Ann ' Kerwitz, Assistant to the President; Ms. Kris Fuchs, Assistant to the President; Attorney Joe Perkoski, Robbins Schwartz; Professor Paulette Gilbert; Ms. Barbara Simon, Chair of the Steering Committee for Women's Suffrage Centennial Project 2020

Communications and Petitions

There were no public comments.

Recognition of Visitors

There were no visitors to be recognized.

Review of Minutes

There were no comments on the minutes from the May 10, 2021Committee of the Whole meeting. 

General Presentations

Dr. Howard Spearman, president, introduced Professor Paulette Gilbert and Ms. Barbara Simon, chair of the steering committee for Women's Suffrage Centennial Project 2020 (WSC2020). Ms. Simon explained that the WSC2020 committee is a coalition of civic and women's advocacy organizations. WSC2020 planned a yearlong calendar of educational programs and artistic events related to suffrage and voting rights. The Committee is comprised of representatives from 14 northern Illinois organizations. After realizing that Rockford had no monuments to women of the city, they decided to begin a project of a sculpture that would honor women of the region. The central structure was installed and dedicated October 3l,202o,just south of the Log Lodge near the YMCA. The installation of six mosaic benches surrounding the central tower will take place in summer 2021. WSC2020 is looking to raise $ 120,000 by selling tiles to be displayed on the sides of the benches. As of March 3 I , 202 I , WSC2020 has raised $87,290. WSC2020 needs a balance of $32, I 10.

WSC2020 asked Rock Valley College (RVC) to donate $5,000, which would be disbursed as $2,500 for a recognition tile to be placed on a bench and $2,500 for an endowment contribution.

Teaching. Learning & Communications Discussion: Board Liaison Trustee Cudia

l. Enrollment Update

Ms. Heather Snider, vice president of institutional effectiveness and communications, presented the enrollment update. RVC's fiscal year 2022 enrollment for summer II and fall terms reflect data that was pulled last week when we were down about seven percent in the credit hours for summer II and approximately flat for fall; RVC is still taking enrollments for fall. Today, June 14, 202l,was the first day of summer II; the enrollment numbers as of today are somewhat similar for summer II and fall.

Trustee Trojan wanted to know the cut-off for the fall enrollment. Ms. Snider stated classes start mid August; there will be a lot of push happening this summer with exploring events and enrollment initiatives. Trustee Trojan is hopeful that with two months to go that enrollment will go up.

Ms. Snider provided a follow-up to the May 12,2021, Committee of the Whole discussion on the various programs that RVC invested in over the last few years and specifically the Trustee's request for additional information regarding the engineering program, the nursing program, and RVC downtown.

The Engineering Program: Ms. Snider shared that enrollment numbers have grown by 44% since opening the renovated Woodward Technology Center (WTC) and partnering with Northern Illinois University (NIU) for the NIU at RVC Engineering program.

Completion of courses for the Associate in Engineering Science (AES) has increased by 42%. Since the fiscal year 2017,89 students have earned their Associate in Engineering Science Degree; 57 of those students have transferred to NIU; Ten percent have transferred to other four-year institutions. Twenty-seven (27) Associate in Engineering Science completers have gone on to earn bachelor's degrees; one has earned a master's degree; 26 of those bachelor's degrees and the master's degree was earned from NIU.

Trustee Trojan would like Ms. Snider to pass on this latest information to the foundation since they spearheaded the NIU at RVC Engineering partnership. Trustee Trojan thinks they would be most pleased with the results.

Nursing Programs: Associate Degrees in Nursing (ADN) enrollment has grown approximately five percent since the opening of the Health Sciences Center (HSC). RVC had 196 students transfer from RVC to OSF St. Anthony College of Nursing frorn 2017 Lo 2019. What RVC is seeing is students are transferring with an Associate's Degree in Science rather than the Associate's Degree in Nursing, or simply by earning some general education credits. In addition, RVC has had students transfer to other four-year institutions to complete their Bachelor in Science of Nursing (BSN).

RVC Downtown: With the RVC downtown data, it was asked why the decline in enrollment and what might be causing the decline. Ms. Snider checked some course offering factors and time of day factors and did not see any clear patterns. Ms. Snider added that RVC Downtown has had three locations. The original location, in Stuart Square opened in August of 2010. Due to a significant increase in the lease cost, RVC Downtown moved to 303 North Main Street in20l4 through 2015. The temporary location at303 North Main Street was much smaller than the Stewart Square location, so RVC had to collapse the schedule and offer fewer classes, which reflects some of the decline. When RVC relocated into the Rockford Register Star building, the goal was to build that enrollment again by looking into what classes students might like and working with the community to offer internship opportunities at local businesses.

Trustee Trojan asked Ms. Snider if she has made the downtown information available to some of the downtown leaders. Ms. Snider said she has not personally had conversations with downtown leaders. Trustee Nelson commented that from the very beginning, he has been against RVC being at the Rockford Register Star building. Trustee Nelson feels it is not a viable place for RVC to recruit students because of its lack of parking and the difficulty of getting through that part of the downtown area.

No further questions were asked, and the Trustees thanked Ms. Snider for her updates.

2. Strategic Enrollment Management Plan 4.0

Dr. Patrick Peyer, vice president of student affairs, presented the Strategic Plan timeline overview of RVC's strategic enrollment process. Fourteen (14) people make up the steering committee, all of whom reviewed and analyzed data to make recommendations.

Trustee Trojan asked if Dr. Peyer considered having outside community members on the committee besides Rock Valley College. Dr. Peyer said he would look into that request.

The steering committee for the Strategic Enrollment Management Plan determined specific goals, the first of which is access. This refers to how educational institutions and policies ensure or at least strive to ensure that students have equal and equitable opportunities to take full advantage of their education. Dr. Peyer explained the access initiatives and access action items.

The second goal is success, which is how well students are prepared to accomplish their current and future academic, personal, and professional goals by developing knowledge, a sense of responsibility and self-reliance, and connecting to the college and the wider community. Dr. Peyer explained the three success initiatives and the success action items.

The Access action and Success action committee meetings will kick-off in July. The Access Action Committee will meet monthly to track, monitor, and move items toward completion. The Success Action Committee .. will also meet monthly to track, monitor, and move items toward completion.

Trustee Trojan thought it would be a good idea to bring CEANCI into the Steering Committee. CEANCI coordinates with all of the high schools in the area, which would be an excellent first step to get them involved. Also, individual superintendents from area high schools would be good partners. Trustee Trojan made comment that for future presentations he would like to see the goals first followed by committee information showing who is helping to work on the steering committee.

Trustee Cudia inquired about when the next update would be presented, and Dr. Peyer stated he would discuss that with Dr. Spearman.

3. Early College IGA Renewals Update

Mr. Ron Geary, vice president of academic affairs and campus safety / chief academic officer, presented an update on the Intergovernmental Agreement renewals for the Early College program. Mr. Geary presented a list of what Intergovernmental Agreements will be coming in during the next couple of months. Mr. Geary explained that his department had the agreements out to the schools in May; however, the contracts need to be presented to the high

school boards, signed, and returned to RVC before being presented to the Board for approval. Trustees would like a report of the number of students that have participated in the different programs over the last three years of participation and enrollment trends on the report. Mr. Geary believed that report had been presented in the fall but would check into it. Trustee Kearney wanted to know why not all schools were represented in the renewal update. Mr. Geary explained that RVC was getting all high schools on the same cycle for the Linking Talent with opportunity, Dual credit, Running start, and Senior Semester programs.

Finance Discussion: Board Liaison Trustee Soltow

1. Purchase Reports

Ms. Ellen Olson, executive director of finance / interim chief financial officer, presented the purchase reports.

Purchase Report #763 A - FY2lPurchases:

A. Repairs and Cleanup - (Maintenance Services Plan Operations/Equipment: Emergency) 

1. East Moline Sheet Metal Co. Moline, IL $ 18,900.00 (1)* 

B. Software Maintenance - (Instructional Supplies General: Physical Sciences)

2. Vernier Software and Technology Beaverton, OR $ 12,816.00 (2)* 

C. Software - (PPE Supplies: General Institutional Expenses)

3. Comevo San Luis Obispo, CA $ 19,000.00 (3)* 

D. Software - Instructional Service Contracts: GEER Grant) 

4. Valsoft SARS, Inc. San Rafael, CA $ 13,750.00 (4)* 

E. Maintenance - (LED Lighting for Buildings)

5. To Be Determined $ x.xx (5)* 

F. Maintenance - (LED Lighting for Buildings)

6. To Be Determined $ x.xx (6)*

Trustee Nelson asked if items E and F were union contractors who responded to the bids, and Ms. Olson was unsure as she had not seen the proposals. Trustee Nelson stated he would vote no if they were not union contractors. Trustee Gorski wanted to know why items E and F were bid out separately. Ms. Janet Taylor, executive director of plant operation, and maintenance (POM), responded that the Performing Arts

Room (PAR) requires special theatre lighting, and a theatre vendor was needed to provide the proper LED lighting for the spotlights.

Purchase Report #763 B - FY22 Site Rental:

A. Rental of Office and Classroom Space - (Restricted Purposes Funds - IETC Rental Fund, Rental - Facilities)

1. The Workforce Connection Rockford, IL $ 272,000.00 (1)*

B. Rental - (Education Fund - Learning Opportunity Center/Transitional Opportunity and Education/Adult Education Center Office, Rental - Facilities)

2. Rockford Register Star Rockford, IL $ 140,000.00 (2)*

C. Rental - (Education Fund - Aviation Maintenance Technology Rental Facilities)

3. Greater Rockford Airport Authority Rockford, IL $ 11,500.00 (3)*

Item A: Trustee Nelson wanted to know what fund item A would be paid out of. Ms. Olson stated item A is paid with grant funds.

Item B: Discussion ensued regarding item B. Dr. Spearman stated the college was looking into the Rockford Register Star lease and would provide more information at the July 2021Committee of the Whole meeting.

There were no further questions.

Purchase Report #763 C - FY22 Licensing/Software Renewals:

A. Maintenance - (Education Fund, IT-Administration, Maintenance Services IT Equipment) 

1. Hyland, LLC Lenexa, KS $ 33,000.00 (1)* 

B. Maintenance - (Education Fund, IT-Administration, Maintenance Services Software Support) 

2. Logicalis Lisle, IL $ 20,000.00 (2)*

C. Maintenance - (Education Fund, IT-Administration, Maintenance Services Software Support 

3. CDW-G Chicago, IL $ 32,000.00 (3)*

D. Maintenance - (Education Fund, IT-Administration, Maintenance Services Software Support) 

4. CDW-G Chicago, IL $ 62,000.00 (4)* 

E. Maintenance - (Education Fund, IT-Administration, Maintenance Services Software Support) 

5. CDW-G Chicago, IL $ 20,000.00 (5)* 

F. Software - (Trust and Agency Fund - Org Sync, Other Contractual Services)

6. Campus Labs Leawood, KS $ 13,000.00 (6)*

G. Maintenance - (Education Fund, Academy for Teaching and Learning Excellence, Maintenance Services Software Support)

7 . Instructure, Inc. Sandy, UT $ 131,000.00 (7)* 

H. Software - (Maintenance Services Software Support: Instructional)

8. Ad Astra Overland Park, KS $ 100,000.00 (8)x

I Software Maintenance - (Operations and Maintenance Fund, POM Administration, Administrative Software)

9. Dude Solutions Cary, NC $ 17,000.00 (9)* 

J. Software - (Other Contractual Services: Institutional Research and Planning)

10. Qualtrics, LLC Provo, UT $ 15,000.00 (10)*

K. Software - (Other Contractual Services: Institutional Research & Planning

11. Watermark Insights New York, NY $ 40,000.00 (11)*

L. Maintenance Software Fees - (Education Fund - IT Administration, Maintenance Services Software Support)

12. Ellucian Malvern, PA $ 914,000.00 (12)*

Item C, D, and E: Trustee Gorski asked if the College went out to bid on these items and Ms. Olson answered no. Trustee Gorski stated that the College should go out for bid next year as the College could get a lesser cost. He added that some vendors are on the state's approved list to offer reduced cost.

Purchase Report #763 D - FY22 Blanket Purchase Orders:

Ms. Olson reviewed the blanket purchase orders line by line consisting of vendor, city, state, description, the fiscal year 2021amount, the fiscal year 2022 projected amount, and comments, and answered trustees' questions. Discussion ensued. Trustees would like to see a marketing plan regarding the advertising blanket purchase orders.

Purchase Report #763 E - FY21 Advanced Technology Center (ATC) Change Orders: 

A. Advanced Technology Center - (Operations and Maintenance Fund: ATC)

1. Stenstrom and Sons Construction Rockford, IL $ 1,204.00 (1)* 

B. Advanced Technology Center - (Operations and Maintenance Fund: ATC)

2. Stenstrom and Sons Construction Rockford, IL $ 1,363.00 (2)* 

C. Advanced Technology Center - (Operations and Maintenance Fund: ATC)

3. Stenstrom and Son Construction Rockford, IL $ <960.00> (3)* 

D. Advanced Technology Center - (Operations and Maintenance Fund: ATC)

4. Stenstrom and Sons Construction Rockford, IL $ 320.00 (4)* 

E. Advanced Technology Center - (Operations and Maintenance Fund: ATC)

5. Stenstrom and Sons Construction Rockford, IL $ 9,867.00 (5)* 

F. Advanced Technology Center - (Operations and Maintenance Fund: ATC)

6. Stenstrom and Sons Construction Rockford, IL $ <1,055.00t (6)*

G. Advanced Technology Center - (Operations and Maintenance Fund: ATC)

7. Stenstrom and Sons Construction Rockford, IL $ 1,256.00 (7)* 

H. Advanced Technology Center - (Operations & Maintenance Fund: ATC)

8. Stenstrom and Sons Construction Rockford, IL 

Trustees had no questions on Purchase Report #7638.

Purchase Report #763 

F - FY22 Advanced Technologt Center @fq Purchases: 

A. Advanced Technology Center - (Instructional Equipment: ATC) $ 5,371.00 (8)*

1. TBD (To Be Determined) $ x.xx (1)*

B. Advanced Technology Center - (Instructional Equipment: ATC)

2. TBD (To Be Determined) $ x.xx (2)*

C. Advanced Technology Center - (Instructional Equipment: ATC)

3. TBD (To Be Determined) $ x.xx (3)*

D. Advanced Technology Center - (Instructional Equipment: ATC)

4. TBD (To Be Determined) $ x.xx (4)*

E. Advanced Technology Center - (Instructional Equipment: ATC)

5. TBD (To Be Determined) $ x.xx (5)*

F. Advanced Technology Center - (General Institution: Higher Education and Coronavirus Response and Relief Supplemental Appropriations (HEERF))

6. TBD (To Be Determined) $ x.xx (6)* Trustees had no questions.

2. Cash and Investment Report

Ms. Olson presented the cash and investment report. The total change in operating cash and investments since April 30,202I, indicates were up $1,015,731 due to receipt of the first installment of Boone and Winnebago Counties' property taxes. The $1,376,789 change in capital funds was again due to the first installments of the Boone and Winnebago Counties' property taxes.

3. Fiscal Year 2021Audit Update

Ms. Olson gave an update on the fiscal year 2021 audit. The College has started its audit season with the preliminary audit work for the college financial audit and a single audit for the grants. The auditors will be on-site the week of June 14,2021. Trustees will be receiving an email from Sikich, LLP with a cover letter from Ms. Olson asking them to please complete their Statement on Auditing Standard Number 99 (SAS 99) response. The SAS 99 response helps the auditors with their risk assessment for fraud or any other areas of concern. Answers will go directly to Sikich, LLP, and will remain confidential.

4. Higher Education Emergency Relief Fund (HEERF) and Governors' Emergency Education Relief Fund (GEER) Update

Ms. Olson gave an overview of the Coronavirus Aid, Relief, and Economic Security (CARES) Act, which was passed into law on March 27,2020. There is funding available for Higher Education Emergency Relief Fund (HEERF) in the CARES Act. RVC received $12,702,212 in HEERF funds for institutional allocations; HEERF institutional funds used as of May 31,2021, are $1,638,439.58 for a remaining balance of $11,063,772.42to be used by May 2022. The HEERF student allocations are $9,310,308; HEERF student funds used as of May 31,2021, are $2,148,550 for a remaining balance of $7,161,758 to be used by May 2022. Ms. Olson explained the eligible expenses, limitations, and requirements. Ms. Olson also explained how the institutional funds have been used to date and how RVC would utilize the remaining institutional funds.

Dr. Patrick Peyer presented an update on the Governor's Emergency Education Relief Fund (GEER) under the CARES Act. Total GEER funds received are $446,297.00; GEER funds spent to date are $362,898.30 with a balance of $83,398.70. RVC has helped 700 students with the GEER fund.

Operations Discussion: Board Liaison Trustee Kearnev

1. Personnel Report

Mr. Jim Handley, vice president of human resources, presented the personnel report. Administration recommends that Yohanes Honu be appointed dean of mathematics and science effective July 1, 2021 . The administration would also like to put a placeholder on the personnel report for the executive director of college communications, with an effective date to be determined. There were no departures. There was no further discussion.

2. Tornado Update

Ms. Olson presented an update on the tornado that hit the college in August 2020. Expenses for the tornado were approximately $ I .2 million. RVC is expecting insurance to cover everything except a portion of the tree removal. The amount of the tree removal that was not covered by insurance is $96,750. RVC will be expensing that yet in June 2021.

Trustee Kearney wanted to know whose responsibility was to remove the trees on the east side of the campus by the apartment buildings next to the College. Ms. Olson referred to Ms. Janet Taylor to answer the question. Ms. Taylor informed the Board that the trees along the fence that are down are on the apartment side. Therefore, it is the responsibility of the apartment complex to have them removed.

Trustee Nelson asked why the insurance did not cover 996,000 of the tree removal. Ms. Olson stated that as a general rule removal for trees that did not fall on any building is not covered by insurance. However, through some negotiations, the insurance company was willing to cover $100,000 of that expense.

Dr. Spearman added that Ms. Taylor's team had done a remarkable job helping to facilitate the process, from structural damage to tree damage, and Dr. Spearman commended them for a job well done. They have been working hard all year and have done an outstanding job.

3. COVID-l9 Update

Chief Rick Jenks presented the COVID-19 update. RVC has 221 positive COVID-19 cases with students and 45 positive cases with employees; 238 close contacts with students, and 90 close contacts with employees; RVC Police Department has done 1,128 contact traces for COVID-19 to date.

The regulations on COVID-I9 have now shifted from state and local to federal CDC guidance. The Governor's Executive Order referring to face coverings states that any individual who is not fully vaccinated and who is over age two and able to medically tolerate a face covering should cover their nose and mouth with a face covering when in a public place when unable to maintain a six-foot social distance.

Chief Jenks stated that the college's Phase 5 plan is currently in a draft version and under attorney review. Some of the highlights of the Phase 5 plan are: individuals who have not been vaccinated should still wear their masks inside any RVC building, per the CDC recommendations for higher education. Vaccinated individuals will not need to wear a mask outside or indoors; common areas will re-open; FPOM will continue with Omni-Shield and the Clorox 360 program; all food restrictions will be lifted except for the use of communal food like pizza and donuts; in-person tutoring and testing can resume.

Chief Jenks stated once the Phase 5 plan has been approved, RVC will start sending out information to the college community, the final version will be presented to the RVC Board, and once the Board has approved it, RVC will start the implementation.

Trustee Cudia wanted to know if RVC would ask students/employees if they have been vaccinated. Chief Jenks stated no verification of vaccination would be requested. No further discussion ensued.

4. Cold Forming / Buckbee Update

Mr. Chris Lewis, vice president of workforce development, presented an update on the Buckbee property and the Cold Forming curriculum.

The City of Rockford has agreed to fund at no cost to RVC all renovations and/or upgrades to the Buckbee property. Trustee Gorski wanted to thank the City of Rockford for agreeing to fund the upgrades on the Buckbee location.

The Cold Forming curriculum currently allows students to complete 80 hours of the 120-hour lab portion online, reducing the face to-face time to a maximum of 40 hours. RVC is preparing to offer the modified Cold Forming program for an additional year. RVC's recruiting strategy will facilitate a meeting with Winnebago County Sheriff Gary Caruana, State's Attorney J. Hanley, and Winnebago County Jail Superintendent, Bob Redmond to discuss expanding the correctional/ex-offender program to include Cold Forming. RVC will also pursue conversations to explore a program offering for high-functioning individuals with intellectual disabilities. RVC will closely monitor the progress around the Cold Forming program, and if efforts do not present better results, RVC will make the appropriate adjustments.

5. Local Chambers of Commerce Membership Update

Mr. Lewis presented the Chamber of Commerce membership update to consider RVC becoming members in the Chambers of Commerce in the RVC servicing region. Mr. Lewis explained the registration and membership fees, where RVC would fall in the membership categories and some of the pros of becoming a member. RVC could be a part of some of the identified committees, community development, business development, and small business committees, to name a few. Mr. Lewis feels this would be an excellent opportunity for RVC to expand on the workforce education side.

Discussion ensued, and while some trustees agreed that it should be "all or nothing," others said they felt it was a bad idea to take that "all or nothing" approach.

6. Advanced Technology Center (ATC) Update

Ms. Olson presented the ATC update. Ms. Olson explained the total budget was $15,415,000; budget spent to date is $4,095,332.18; and budget approved to date is $10,639,219.48. The total project construction approved is $8,305,000 but the project construction spent thus far is $3,736,086.42. The total project furniture, fixtures and equipment (FFE) approved is $2,131,015 but the total FFE spent currently is $156,041.28. Ms. Olson included in the update the total of the ATC change orders to date of 522,634.

Other Business

There was no new or unfinished business.

Adjourn to Closed Session

At 9:45 p.m., a motion was made by Trustee Nelson, seconded by Trustee Kearney, to adjourn to closed . /'' session to discuss 1) The appointment, employment, compensation, discipline, performance, or dismissal of specific employees in accordance with Section 2 (c) (1); and/or 2) Collective negotiating matters per Section 2 (c) (2); and/or the purchase or lease of real property for the use of the public body per Section 2 (c) (5), all in accordance with the Illinois Open Meetings Act. The motion was approved by a unanimous roll call vote.

Reconvene Open Session

At 10:24 p.m., a motion was made by Trustee Kearney, seconded by Trustee Gorski, to adjourn the closed session and reconvene to the open session. The motion was approved by a unanimous roll call vote. No action was taken as a result of the closed session.

Next Regular Board of Trustees Meeting

The next Regular Board of Trustees meeting will be held on June 22, 2021, at 5: 1 5 p.m., held remotely via videoconference.

Next Committee of the Whole Meeting

The next Committee of the Whole meeting will be held July 12,2021, at 6:30 p.m., held remotely via videoconference.

Adjourn

At 10:28 p.m., a motion was made by Trustee Kearney, seconded by Trustee Nelson, to adjourn the meeting The motion was approved by a unanimous voice vote.

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