Minutes of the Regular Meeting - CLC Board of Trustees...

Minutes of the Regular Meeting of the Board of Trustees of Community College District No. 532, County of Lake and State of Illinois, held at the College of Lake County Grayslake Campus in the Board Room (C213),

19351 W. Washington Street, Grayslake, Illinois on January 28, 2020 at 6:00 p.m.

1. Board Convenes the Regular Meeting

1.1 Call to Order and Roll Call Chair Griffin called the meeting to order at 6:01 p.m. Trustees Present: Mr. Anderson, Dr. Finger, Dr. Griffin, Ms. Howland, Mr. Powell, Ms. Shroka, Mr. Stanton and Ms. Waheed-Student Trustee. Others Present: Dr. Suddick, President; Ms. Fay, Executive Director of Human Resources; Mr. Gotsch, Vice President of Business Services & Finance; Mr. Harden, Vice President of Strategy Planning and Support; Ms. Hlavin, Vice President of Student Development; Mr. Kozak, Chief Information Officer; Dr. O’Brien, Vice President of Community and Workforce Partnerships; Dr. Williams, Vice President of Education; Ms. Argoudelis, Director of Auxiliary Services; Ms. Senase, Executive Assistant to the President/Recording Secretary; Ms. Locallo, Legal Counsel at Robbins Schwartz; and other guests. Chair Griffin announced the following in regard to the agenda: • Agenda item 9.1 – Contracts and Grants on page 48, the spelling of Education has

been translated to Spanish on the first line of the table. • Agenda item 11.1 – Dismissals, page 55 was held for Closed Meeting discussion. • Requested a Closed Meeting under the Illinois Compiled Statutes 5 ILCS 120

Section 2 c (1) and Section 2 c (11). There was action following the Closed Meeting.

• Reminder for Agenda item 2 – Approval of Minutes, there was no Closed Meeting held on December 17, 2019.

1.2 Approval of the Agenda It was moved by Finger and seconded by Powell for approval of the agenda as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried.

2. Approval of Minutes

2.1 Regular Meeting of December 17, 2019 It was moved by Anderson and seconded by Shroka for approval of the Regular Meeting minutes of December 17, 2019 as presented and made a part of the official minutes.



Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 2.2 Action on Closed Meeting Minutes (p. 1) It was moved by Howland and seconded by Powell that the minutes from February 2019 through June 2019 require confidential treatment and will not be released for public inspection. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 2.3 Action on Closed Meeting Recordings (p. 2) It was moved by Howland and seconded by Powell to authorize the destruction of verbatim recordings from January 2018 to June 2018 as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried.

3. Receipt of Notices, Communications, Hearings, and Petitions

Chair Griffin announced that this was the point in the meeting reserved for those in the audience to address the Board. Hearing none, the Chair moved on to the next agenda item.

4. Chair’s Report

4.1 Retirement Resolutions Chair Griffin announced there were two retirement resolutions for this meeting. Trustee Howland presented Ms. Maria Evans, Assistant Teacher at the Lakeshore Children’s Learning Center, with a retirement resolution. It was moved by Griffin, seconded by Shroka and unanimously adopted to accept Ms. Evans’ resolution as part of the official minutes. Ms. Evans shared that she was happy to work at CLC for the past 21 years. She will miss everyone at the college.



Acronym: SGA – Student Government Association SAC – Student Advisory Committee

Trustee Anderson presented Ms. Michelle Carter, Library Faculty, with a retirement resolution. It was moved by Howland, seconded by Shroka and unanimously adopted to accept Ms. Carter’s resolution as part of the official minutes. Ms. Carter thanked the Board and shared that it has been joyous to work at CLC. She believes the library is in exceptional hands. 4.2 Student Trustee Report Ms. Waheed provided her Student Trustee Report, highlighting the following events: • Announced her Student Trustee project to create a Student Cabinet that would

work closely with President Suddick and the president’s office to create events that allow them to develop skills they need to be successful. The main event to kick off this project will be 50 stories for 50 years, where students can tell their stories artistically, musically, in poems or any way that allows them to be themselves. Beginning on February 27, every month 12 or 13 students will share their stories.

• Welcome Weeks, hosted by student-led clubs, will be held at all three campuses from January 21 to February 6.

• Attended the Student Advisory Committee meeting in Urbana-Champaign and learned about the different events that each Illinois Community College held and what future projects they are working on. There was discussion on the importance of MAP Grants and the implementation of the RISE Act in 2021. Student Trustees also learned how to contact legislators for the upcoming Student Advisory Day meeting on April 28 in Springfield.

• The Multicultural Center is hosting an honorary presentation about the remembrance of Dr. Martin Luther King, Jr. on Wednesday, January 29.

• The CLC Share Market hosted a drive during the semester kickoff week and collected donated supplies and toiletries to help students in need. Over 350 food and household items were donated and $45 in cash was received.

• Shared SGA meeting dates with Trustees and invited them to attend a meeting. This concluded the Student Trustee report. Board Activities and News • The Board Finance Retreat is planned for February 4, 2020 from 4:00-6:00 p.m. in

the Board Room. • On January 13, Trustee Shroka helped with a SURS Annuitant table during Kickoff

and attended the All-College Kickoff as a Trustee. • Student Trustee Waheed attended the Winter SAC meeting at Parkland

Community College in Champaign on January 24, as reported in the Student Trustee report.



Acronyms: AACC – American Association of Community Colleges ACCT – Association of Community College Trustees ICCCP – Illinois Community College Council of Presidents ICCTA – Illinois Community College Trustees Association

CLC Foundation Update The next CLC Foundation Board meeting is scheduled for February 27, 2020. University Center of Lake County Governing Board Update (UCLC) Trustee Finger reported that the next UCLC Board meeting would be in March. Trustee Finger, President Suddick and UCLC Executive Director Joel Williams met to discuss pathways for students. It was a very positive meeting. ICCCP / ICCTA Updates The next ICCCP / ICCTA meetings will be held during the ACCT National Legislative Summit in Washington, DC in February. Master Plan Steering Committee President Suddick reported the architects presented input collected from input groups around the college to the Steering Team at the meeting held on January 28. The committee is going into completion phase of the collection of data from the remaining shared governance groups at CLC, including students. The committee plans to bring a recommendation to the Board in May. Trustee Anderson shared that the Capital Development Board has released state funding for the new building project at the Lakeshore Campus. In conversations with legislators in Springfield, Trustee Anderson has heard that it meant a lot to legislators that CLC held the funeral for State Trooper Ellis in 2019. Trustee Anderson wanted to share this information with the Board. This concluded the Chair’s report.

5. President’s Report Acronym: ICCB – Illinois Community College Board

President Suddick shared the following good news and updates from the College: • On January 13, the All-College Kickoff was held in the gym where 700 CLC staff

and faculty members engaged in discussion about how every employee contributes to student success in the seven capacity areas through Achieving the Dream (ATD). ATD coaches were on hand to engage in the Kickoff and facilitated sessions with over 100 adjunct faculty.

• On January 17, CLC hosted more than 600 high school students from across Lake County who are members of the Future Business Leaders of America.

• On January 30, CLC will officially dedicate the new gym floor. Trustees are invited to attend the ceremony. Information for the event was provided to Trustees.

• After an 18-month comprehensive college-wide development process, the CLC Equity in Student Access and Success Plan was submitted to the Illinois Equity in Attainment Initiative (ILEA) in December. ILEA is a network of 28 two- and four-year colleges that are mobilizing best practices to address opportunity gaps that require attention if the state is to reach the goal of 60 percent of people in Illinois holding a college credential by 2025. President Suddick invited Trustees to provide input and suggestions for edits before seeking endorsement of the plan at the February 25 Board meeting.



• The final phase of the Capital Development Board (CDB) New Science Building and lab renovation is nearing completion. Bruce Locke will provide a tour for any interested Trustees at a future date.

• After thoughtful and significant advocacy by Chair Griffin, Trustee Anderson, College staff, and local legislators, the Illinois CDB has released state funding for the Lakeshore Campus building. This long-awaited building project will have a transformative impact for CLC students, to further develop community partnerships, and expand programming to build a workforce talent pipeline.

• CLC has received notice from the Illinois State Board of Education (ISBE) for a Professional Development Audit. Illinois School Code requires ISBE to conduct audits annually, and each Illinois provider must be audited at least once every five years. CLC’s response is due in mid-February.

• The International Education Team and Administration have been monitoring the coronavirus related to two planned upcoming study abroad experiences. On January 27, the CDC and U.S. Department of State issued a Level 3 travel warning recommending a reconsideration of all nonessential travel and travel to China. Best practice in international education is to not operate study abroad programs when the travel advisory is Level 3 or higher. The administration, in consult with Chair Griffin, have decided to cancel both study abroad trips to China for spring 2020. The team is working with our university partner to explore alternative options for students in the future when it is safe. Students and faculty received communication of this decision on January 28.

• Trustees were provided cups and shoelaces from the All-College Kickoff, a summary of the past month’s Student and Education Affairs updates, and the FY20 Quarter 2 College Plan updates.

5.1 Business Services and Finance Report: Mid-Year Fiscal Accountability Report / Investment Report Mr. Gotsch provided a brief presentation on the second quarter investment report, a bank accounts review, and the second quarter fiscal accountability report. A detailed Quarterly Investment Portfolio Summary Report is included in the Board portal. 5.2 Project Update: Exterior Building Naming Ms. Argoudelis, Director of Auxiliary Services, provided a presentation on naming CLC building exteriors. The naming projects include the completion of the campus master plan wayfinding signage, exterior building naming, interior facilities and properties names, and interior neighborhoods for campus aesthetics. This presentation focused on the exterior building naming project. Ms. Argoudelis shared the exterior building naming objectives; the approach; the proposed revisions to Policy 916 – Use of Grants or Gifts from External Sources and The Naming of College Facilities and Property; and the timeline for the project. Recommendations for the exterior building naming for all three campuses were reviewed. The budget requirements and three



funding options were presented to the Board. Mr. Gotsch shared that there is adequate FY19 surplus remaining to address the proposed signage project. Trustees Finger, Howland and Stanton supported funding option three for $680,000. Mr. Gotsch confirmed that administration worked closely with the CLC Foundation office to revise Policy 916. Board Updates Chair Griffin shared good news on the Federal Adult Education Court of Claims status. The Illinois Court of Claims has agreed with the College that it is entitled to one of the two FY 2019 Adult Education reimbursement claims totaling $180,250.36. The second Adult Education Grant reimbursement claim of $29,123.00 is still pending, but Administration expects the same positive outcome. Special thanks goes to Grant Accountant Kim Vagnoni whose quick and thorough claim filing helped the College retrieve these funds. This concluded the President’s report.

6. Approval of Board Policies and Objectives

6.1 Policy 933 – Sexual Harassment – Revised – Second Reading (pp. 3-5) It was moved by Anderson and seconded by Howland for approval of revised Policy 933 as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 6.2 Policy 916 – Use of Grants or Gifts from External Sources and the Naming of College Facilities and Property – Revised – First Reading (pp. 6-9) Trustee Anderson recommended revising the second paragraph under Criteria for Naming Buildings, Rooms, Significant Area or Program, (2) by eliminating the language “period of not less than three years shall lapse…” Trustee Anderson feels the policy should have flexibility when naming a building, room or significant area after an individual associated with the College. Administration will develop different language for this paragraph and revise for the second reading. No action was taken on the first reading of Policy 916.

7. Approval of Financials

7.1 Resolution Approving Reimbursement of Travel, Meal and Lodging Expenses (p.11) It was moved by Howland and seconded by Finger for approval of this Resolution as presented.



Upon roll call, the vote was as follows: Student Advisory Vote: Aye – Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 7.2 Resolution Approving and Ratifying Bills, Authorizing Budget Transfers and Accepting Monthly Financial Report (pp. 12-26) It was moved by Howland and seconded by Finger for approval of this Resolution as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried.

8. Approval of Purchasing

8.1 Biddable Items Products

• Amendment – Annual Flooring Purchase and Installation (Consolidated Flooring of Chicago, LLC) (pp. 27-28)

• Annual Networking Equipment (CDW Government, LLC) (pp. 29-30) • Amendment – Annual Servers (CDW Government, LLD) (pp. 31-32) • Copier Paper (Lewis Paper) (p. 33) • Replacement and Installation of Architectural Lighting System (Associated

Electrical Contractors, LLC) (p. 34) • UPS Backup Battery System (CDW Government, LLC) (p. 35)

Services

• Ratification/Amendment – Guaranteed Energy Savings (TCA Microgrid Energy LLC dba Pivot Energy) (pp. 36-39)

It was moved by Anderson and seconded by Powell for approval of all Biddable Items as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried.



8.2 Non-Biddable Items Products

• Ratification of Non-Credit Registration System (Destiny Solutions) (pp. 40-41) • Exagrid System (CDW Government, LLC) (p. 42)

Services

• Amendment – Financial Aid Call Center (ProEducation Solutions, LLC) (pp. 43-44)

It was moved by Howland and seconded by Finger for approval of all Non-Biddable Items as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 8.3 Disposal (pp. 45-46) It was moved by Finger and seconded by Howland for approval of Disposal Items as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried.

9. Approval of Contracts and Grants

9.1 Resolution Approving the Naming of the Exterior Buildings (pp. 47-50) It was moved by Powell and seconded by Anderson for approval of this Resolution, amending the spelling of Education to the Spanish translation on page 48, first line of the table. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried.



9.2 Authorization to Vacate an Existing Easement with the City of Waukegan and Grant a Utility Easement to the Commonwealth Edison Company (pp. 51-52) It was moved by Powell and seconded by Anderson to vacate an existing easement with the City of Waukegan and grant a utility easement to the Commonwealth Edison Company as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried.

10. Approval of Programs

There were no programs submitted for approval.

11. Approval of Human Resources Recommendations

11.1 Resignations and Retirements (53-54) It was moved by Finger and seconded by Howland for approval of resignations and retirements as presented. Dismissals on page 55 were held for Closed Meeting discussion. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 11.2 Personnel and Position Changes (pp. 56-57) It was moved by Finger and seconded by Shroka for approval of personnel and position changes as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 11.3 Full-Time Employment

• Professional Hire (p. 58) • Vacant Positions (p. 59) • Limited-Term Faculty – Vacant Position (p. 60) • Limited-Term Faculty (p. 61) • Probationary period Completed (pp. 62-64)



It was moved by Powell and seconded by Finger for approval of Full-Time Employment as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 11.4 Promotions and Transfers (p. 65) It was moved by Howland and seconded by Shroka for approval of Promotions and Transfers as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. 11.5 Staff Benefits There were no staff benefits submitted for approval.

12. Closed Meeting It was moved by Finger, seconded by Shroka and unanimously carried to enter into a Closed Meeting at 7:17 p.m. under the Illinois Compiled Statutes 5ILCS 120 Section 2 c (1) “The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body…;” and Section 2 c (11) “Litigation, when an action against, affecting or on behalf of the particular public body has been filed…” A brief recess was taken before the Closed Meeting began.

13. Other Matters for Information, Discussion, or Action

11.1 Dismissals (p. 55) Chair Griffin requested a motion to approve Administration’s recommendation to terminate the employment of specialist employee Pedro Villagomez, effective January 28, 2020, and to terminate the employment of custodian Monique Daniels, effective January 28, 2020, as discussed in closed session. It was moved by Howland and seconded by Anderson for approval of dismissals as presented. Upon roll call, the vote was as follows: Student Advisory Vote: Aye - Waheed Ayes: Stanton, Anderson, Finger, Griffin, Howland, Powell, Shroka Nays: None



The vote being (7) Ayes and (0) Nays, the Chair declared the motion carried. Trustee Emeritus / Travel Reimbursement Discussion Upon a request from Chair Griffin after receiving inquiries from several Trustees, information from legal counsel Ms. Locallo was provided on the relevant background, applicable law, analysis and recommendations regarding Trustee Emeritus status and travel reimbursement related to Trustee Emeritus travel. The recommendations presented for discussion were: Option A: Adopt a policy or resolution, which defines eligibility for Trustee Emeritus status, and provides that, subject to appropriate funding, the Board will sponsor a Trustee Emeritus as a Lifetime Member of the ACCT. Any policy or resolution must identify a public purpose for this expenditure. Option B: Adopt a policy or resolution, which defines eligibility for Trustee Emeritus status, and provides, that, subject to appropriate funding, the Board shall: (1) sponsor a Trustee Emeritus as a Lifetime Member of the ACCT; and (2) reimburse a Trustee Emeritus for eligible and reasonable expenses associated with their attendance at a specific number of state and/or national conferences in each calendar year. Any policy or resolution must identify a public purpose for these expenditures. Also, the types of expenses that are and are not eligible for reimbursement should be clearly defined therein, along with maximum reimbursable amounts, conditions for reimbursement and length of the benefit. Finally, because such sponsorship or reimbursement of expenses is not addressed by Policy 108, Policy 960, or the Travel Act, it is recommended that the Board approval of such expenses to a retired Trustee be separate from the action taken by the Board to approve expense reimbursement for Board members and employees. Chair Griffin provided additional information on Trustee Emeritus status benefits from Harper College, McHenry County College and Richland Community College. Chair Griffin recommends that CLC develop a policy that states what a person who receives Trustee Emeritus status is entitled to and agrees that expenses for travel cannot be included in the reimbursement for Board members and employees. Chair Griffin agrees with the guideline of 20 or more years of service as a Trustee, providing Trustee Emeritus status with the ACCT lifetime membership and covering the basic registration for one ACCT conference per year. Trustee Stanton expressed concern that this discussion was not listed on the meeting agenda and acknowledged it is a sensitive issue, yet he is concerned about compliance of Trustee Emeritus expenses within the law. Ms. Locallo reminded Trustees that the communication received in the Board meeting materials notified Trustees that the Trustee Emeritus discussion would take place under Agenda Item 13.



Trustee Stanton agrees that a policy should be adopted to have clear direction on what Trustee Emeritus status means, including that Trustees with Emeritus status should reside within the State of Illinois to receive the Trustee Emeritus benefits. Trustee Howland stated that she is in agreement with honoring Trustee Emeritus status and agrees with the ACCT lifetime membership. Trustee Howland also agrees that expenses for out of state conferences should be defined in a policy. Trustee Shroka shared that a Trustee Emeritus can provide great mentorship to new Trustees, therefore she supports honoring long-time Trustees with the Emeritus status. In respect of taxpayers’ money, Trustee Shroka also recommended that the Board look at expectations for all Trustee travel expenses and develop guidelines. Trustee Finger concurred with what was previously said and would like to see a standard or expectation for Trustees who attend conferences. Trustee Finger is in support of honoring Trustees with Emeritus status, but as a taxpayer, she does not support paying the expenses for Trustee Emeritus travel. Trustee Finger stated that she would not support a policy that reimburses travel expenses. Trustee Anderson agreed with the point of not paying for travel expenses, beyond the registration fee for one national conference and one state conference. Trustee Anderson also believes that a lifetime ICCTA membership should be included for a Trustee with Emeritus status. He agrees there should be a policy and would like both the national and state lifetime memberships included in the policy. Trustee Anderson also agrees with the suggestion that a Trustee with Emeritus status should reside within the state. Trustee Powell was in agreement with recommendations made by the other Trustees. As a follow-up to this conversation, administration will provide the ACCT and ICCTA lifetime membership costs, as well as the College’s general membership costs in the February Board Update. Chair Griffin stated that he would work with legal counsel to develop a Trustee Emeritus Status policy and bring it back to the Board for review.

14. Adjournment It was moved by Finger, seconded by Shroka, and unanimously carried that the meeting be adjourned at 8:25 p.m.

___________________________ ________________________________ William M. Griffin, Chair Richard A. Anderson, Secretary

Minutes of the Regular Meeting - CLC Board of Trustees...

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