OPERATIONS COUNCIL MINUTES July 14, 2014

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1 OPERATIONS COUNCIL MINUTES July 14, 2014 Attending: Chris Bailey Erin Brown Margit Brumbaugh Renee carney Judith Chapar Hahli Clark Lisa Matye Edwards Kat Everman Kristy Enser Marisa Geier Brendan Glaser Wendy Hall Cliff Hicks Sandy Junker Grade Leaf Mary Kate Morgan Joe Quirk Nolan Wheeler Recorder, Linda Clark LCC Committee Web Page (access minutes) 1. UPDATE ON GOALS 2. MEETING TOPICS Meeting Schedule Linda Clark presented the proposed meeting schedule for Operations Council. President Bailey asked if there were any potential conflicts. Approved as presented Budget Update - President Bailey explained that we are currently working toward a $21k gross budget with no new revenue; however, the legislature did provide a little more money from Running Start enrollments. For the past three years, he predicted that enrollments would diminish as the economy improved and we wouldn t feel the real cuts until later. That scenario is now a reality. He explained that we ate into our excess tuition reserves about $980k last year. Our enrollment management initiatives are paying off as enrollment has stabilized at a rate of 15% over target. Now it s time to work on the deficit as reserves are still being consumed to the tune of $450k. The Vice Presidents and Cabinet are meeting weekly to work on the budget with the goal of not cutting programs or people. Next year, we hope to get the $450k deficit back to zero. To further add angst about budget, the State Board is asking us to prepare a 15% reduction scenario. This is definitely not the most pleasant environment we can be in, but it is the environment we are in. The feeling of the system presidents is that this exercise is more of a politic motive than a real possibility. Also wants to talk about our enrollment management initiatives and why they are important. They have helped us in additional revenue of about $550k. Without them, we would need to cut elsewhere. We need revenue from the initiatives to backfill the 23% state funding reduction from five years ago. Joe explained that the Board has approved the balanced budget using $450k from reserves; so the $550k is in addition. Brendan asked for specifics on the money that the initiatives will bring in. It is a projection from the FTE's that will be generated and assumptions. Chris said we will have to monitor the success of the initiatives over the next couple of years. We are in a travel moratorium effective 7/1/14; however, all mission critical and mandatory travel will be approved.

2 3. ROUND TABLE Discussions were held Distribution: Roxana Ahmadifard Chris Bailey Tamra Bell Erin Brown Margit Brumbaugh Renee Carney Judith Chapar Hahli Clark Lisa Matye Edwards Kristy Enser Marisa Geier Brendan Glaser Sue Groth Wendy Hall Richard Hamilton Kyle Hammon Cliff Hicks Karen Joiner Sandy Junker Chad Meadors Mary Kate Morgan Joe Quirk Brandon Ray Kirc Roland Nichole Seroshek Kendra Sprague Maggie Stuart Casey Tilton Nolan Wheeler Operations Council Minutes of July 14, 2o14 Page 2

3 OPERATIONS COUNCIL REPORT - President s Office JULY 2014 President Chris Bailey Erin Brown, Foundation Sue Groth, College Relations Wendy Hall, Institutional Research, Planning and Assessment Kendra Sprague, Human Resources CORE THEME I: WORKFORCE and ECONOMIC DEVELOPMENT Our Corporate Training team is continuing efforts to meet with business and industry partners to offer customized training. The Port of Longview has signed on for a leadership package that should begin in the near future. Our Board of Trustees will be holding a public community scan on July 22 nd focusing on corporate training needs. CORE THEME II: TRANSFER and ACADEMIC PREPARATION CORE THEME III: STUDENT ACCESS, SUPPORT and COMPLETION The LCC Foundation awarded nearly $350,000 in scholarships for the academic year to support student success, access and completion. The annual Scholarship Social is scheduled for Wednesday, October 22, This event pairs students with their scholarship donors to thank them and share about their educational experience at LCC. CORE THEME IV: INSTITUTIONAL EXCELLENCE The highlight this month was the All Staff BBQ and keynote speaker. The day was filled with good food, fun games and was topped off with nationally renowned speaker, damali ayo. She presented an entertaining and informative discussion on the art of social change. Human Resources completed successful negotiations of the LCC Faculty Association contract and continues the recruitment of two math faculty positions. Our employees of the year were recognized at the Spring reception. Theresa Stalick, Director of Transitional Studies, was honored as the exempt employee of the year; Ruth Orcutt, Head Start/ECEAP Translator & Interpreter, was selected the classified employee of the year; & Michael Strayer, Psychology Faculty, was selected faculty of the year. Human Resources Recruitment Specialist, Kat Everman, has been selected to serve on the GO HERC (Greater Oregon Higher Education Recruitment Consortium) Advisory Board for the year ahead. OTHER TOPICS New Hires o Shannon Vantrease, Program Coordinator Disability Support Services Marketing: o Media coverage over the past month helped tell the LCC story of student success including a feature in The Daily News on LCC graduates and cousins Holly and Derrick Lemmons and also coverage of the 2014 Commencement ceremony with keynote speaker LCC Alum Dean Takko. Photos of the event are available on the LCC Flickr photo sharing site and one image of WSUV-bound graduates who had decorated their caps has been shared by WSU and alumni across social media. A campaign inviting LCC 2014 graduates to share their graduation photos with the #LCCgrads2014 also increased coverage across Facebook, Twitter and Instagram. Operations Council Minutes of July 14, 2o14 Page 3

4 o o o o A story and multiple photographs of the LCC Health & Science Building was the TDN front page Sunday feature on July 6. Other coverage included Spring concerts, a new gallery exhibit, the Spring Quarter Honor Roll, and a victory by LCC Engineering students in the July 2 Cardboard Regatta. The LCC website had 665,876 page views during June. Most visited pages included Current Students, Online Services, Classes, the new Gmail page, Programs and Classes and Financial Aid services. Thirteen new web editors have now been trained to assist in updating content on the growing number of pages serving our students and our community. On social media, 946,843 people saw LCC Facebook content with the most popular posts related to 2014 Commencement and the Spring 2014 Honors List (3,272 views). A cookbook compiled and published by students in Mark Gaither s BTEC class reached 605 people via social media promotion. The Smart Choice! billboards have returned on Tenant Way and 14 th Avenue and corresponding banners are on display on campus. LCC is also co-sponsoring the Music on the Mountain series at Mount St. Helens. Radio advertising for fall enrollment is airing on Bi-Coastal radio stations in conjunction with the Cowlitz Black Bears season. Operations Council Minutes of July 14, 2o14 Page 4

5 OPERATIONS COUNCIL REPORT STUDENT SERVICES Lisa Matye Edwards, Vice President for Student Success Kirc Roland, Athletics Nichole Seroshek, Registration Mary Kate Morgan, Disability Support Services Tamra Bell, Workforce Education & Partnerships July 2014 CORE THEME I: WORKFORCE and ECONOMIC DEVELOPMENT Community Outreach/ Partnerships: Career & Employment Services (CES) continued to partner with WorkSource and Lower Columbia CAP, providing mock interview and career exploration workshops to their clientele. CES had 33 participants in Mock Interviews since starting in April and 83 participants in Career Exploration which began in March. Development of small business/ entrepreneurship workshop: Career Specialist Steven Chapman and CES Manager Brian Sharp met with Jerry Petrick from the Small Business Development Council (SBDC) to begin developing a workshop. This workshop will be an introduction to starting a small business with next step planning that will include referrals to the SBDC for further assistance. CORE THEME II: TRANSFER and ACADEMIC PREPARATION The International Program has received and accepted four prospective new students for summer quarter and five prospective new students for fall quarter. The seven current international students are all taking a summer break. Four of the seven have already pre-enrolled for fall quarter classes. Big changes in international enrollment are anticipated during the new fiscal year since contracts were signed with two separate institutions in China this past spring. Housing/host families will be a big push/need in the coming year as this student population will hopefully continue to increase. CORE THEME III: STUDENT ACCESS, SUPPORT and COMPLETION In the first year of implementation, the BFET program has served 179 students professionaltechnical and basic skills programs by assisting students with support and training to help overcome personal, career, and financial barriers. Leveraged grant funding has led to over $100,000 in reimbursement for the program to date. Mary Kate Morgan, Director of Disability Support Services, and Shannon Vantrease, Program Coordinator of Disability Support Services, conducted a retention outreach to students who are approved for accommodations but not utilizing them. DSS staff went back three previous quarters to identify students, both new and returning, who are approved but have not requested accommodations for summer and fall quarters. In total, DSS staff contacted ninety students in this effort. The goal is to retain and encourage as many students as possible to request and use their approved accommodations. Mary Kate Morgan is now a member of the Veteran Alliance Board with Judith Chapar, Bryan Bales, and Leszek Cromwell. The first board meeting was June 30. Ideas of how to build community, recognition, and retention of veteran students were discussed. This board plans to meet monthly. Implementation of Senate Bill 5318, which went into effect June 12, 2014, is complete. This removes the one-year waiting period for veterans for the purpose of resident tuition eligibility. Over 430 students participated in the Commencement celebration, which is an increase of over 100 students compared to participation last year. Operations Council Minutes of July 14, 2o14 Page 5

6 There were 297 degrees and certificates of proficiency awarded during spring quarter as follows: Certificates of Proficiency 36 AA 7 AAS 73 AAS-T 23 AS-T 14 DTA 128 DTA/MRP 16 The Career Center applied for and was tentatively approved to have an AmeriCorps member serve for the school year. CORE THEME IV: INSTITUTIONAL EXCELLENCE TOPICS OF INTEREST ENROLLMENT With a week prior to summer quarter start (1/3/14), enrollment is 20 FTE less than this time last year and is 1009 FTE. RECOGNITION/PERSONNEL Shannon Vantrease was hired as the Program Coordinator for Disability Services. STUDENT ACTIVITIES/ATHLETICS The combined athletics program GPA was 2.91 in The team GPA championship went to Women s Basketball with a Softball was next at 2.92 followed by Volleyball at 2.86, Men s Basketball at 2.85, Soccer at 2.55 and Baseball at NWAACC (Northwest Athletic Association of Community College) recently shortened its acronym to NWAC (Northwest Athletic Conference). If you wish to follow the team standings, their website is now Research showed that the previous logo was too large and was extremely difficult to transpose onto a variety of materials. The new logo will be easier to work with and transpose onto surfaces. Operations Council Minutes of July 14, 2o14 Page 6

7 OPERATIONS COUNCIL REPORT INSTRUCTION July 2014 Grace Leaf, Vice President for Instruction Brendan Glaser, Executive Dean of Workforce Education & Community Education Kyle Hammon, Dean of Instructional Programs Core Theme I: Workforce & Economic Development On June 12 th, Recruiting and training staff from the Keurig/Green Mountain Coffee manufacturing facility in Sumner, WA visited campus to tour our manufacturing and industrial maintenance learning labs and programs. This meeting has laid the foundation for collaboration for curriculum and program development as well as potential job opportunities for students. Due to a successful Traffic Flagger class another one has been scheduled for July 9 th. The 8 hour course is a Washington State requirement for anyone directing traffic during road construction, accidents, maintenance or emergency situations. The certification creates job opportunities for individuals with construction firms, public works, parks and recreation, and departments of transportation at the city, county and state level. LCC offered four continuing education courses for caregivers in June with 68 students trained. Topics included Seizures, Oral Health for Caregivers, Understanding Dementia, and Grief and Loss for the Care Provider. All Home Health Aides in the Washington are required to complete 12 hours of continuing education each year. CE division completed Lower Columbia College Foundation funded project for Work Ready Communities using the ACT WorkKeys System. Core Theme II: Transfer & Academic Preparation EWU is including Reverse Articulation partnership and procedures in one of their student success grant requests. LCC VPI, Grace Leaf, wrote a letter of support for the EWU grant. University of Phoenix (a tier 2 partner) updated their MOU to waive their prior learning assessment fee for all LCC employees and offer a 10% tuition reduction. The CEO program has produced its first yearbook. This yearbook is a very low cost incentive that was provided to the Spring 2014 graduates from the program. The development of this yearbook incited considerable interest amongst students and it is the expected that as it is continued, the process in creating each subsequent year s yearbook will become more inclusive. The use of a yearbook as both a motivational and cohesive tool within the student body provides, but does not precisely mimic, an experience which students would have received in the traditional high schools. Coupled with many of the other best practices conducted within the program, we expect that this project will add to the pool of traditions which helps our students identify with their experience at LCC. The CEO program graduated 24 students in Spring This is slightly lower than the number of students who graduated at this time the previous year. This drop in graduation numbers will easily be recovered by the end of Fall 2014 as those who did not complete their final requirements/courses by June will do so by the following December graduation. It is expected that twice the number of students who traditionally graduate in December will be completing this coming Fall. Adam Wolfer was selected in a competitive process to attend the STEM workshop sponsored by PKAL. As a result we should be more competitive as we develop grant proposals to the National Science Foundation. Core Theme III: Student Access, Support & Completion Nurse Pinning ceremony was held on June 19, with 21 students earning their associate s degree in nursing, for a grand total of 108 nursing graduates for the academic year. Operations Council Minutes of July 14, 2o14 Page 7

8 The associate in nursing DTA/MRP is gaining momentum at LCC. Grace, Karen, and Kyle attended a conference by phone on June 18 to help clarify this new degree. A follow-up conference is scheduled in July. Nursing faculty have been ardently writing the draft of the nursing self-study, while simultaneously developing and polishing the Systematic Evaluation Plan. The migration continues to the new Health and Science Building. All nursing and allied health faculty have been cleaning offices, classrooms, and labs. Rich Hamilton s crew has magically been making the boxes disappear from the AAR hallways, and reappear on the second floor of HSB! With an eye for continuous improvement, Fran Nelson continues to revise Curriculum Committee processes and paperwork, and has new ideas in place for fall. Jeanne Hamer and Amber MacLaren had 37 LPN2RN elearning students on campus for two weeks in June to polish their skills in preparation for summer camp 10 weeks of 40 hours per week of clinical! Nursing program applications are streaming in the deadline is June 30. Bev Ylen has processed over 55 applications for the traditional program option and over 75 for LPN2RN entrance option. Admission testing will be occurring in July. The AskWa Program has greatly increased at LCC. We changed the way our chat box looked on the Library page in Canvas, which has resulted in a significant uptick in June requests for information. Instead of 9 questions (asked by our students in May), we see 21 questions asked the first 2 weeks of June! elearning provided 9 hands on system sessions for Running Start students and their parents. Students learned how LCC system logins work, practiced logging in to their and Canvas, learned to navigate a Canvas course, and were introduced to the tutoring center and learning commons. Core Theme IV: Institutional Excellence Several staff members including Kyle Hammon, Julie Smith, Karen Joiner, Hahli Clark, Rosie Leno, Tamra Bell, Hahli Parvey, and Crystal Heitz,attended Kepner Tregoe Project Management training offered through the Continuing Education department. This training will help staff successfully plan and implement projects of various sizes and scope. The LCC IT department deployed the Panopto (lecture capture) Recorder on all campus computers and the elearning department integrated it into all emodality courses in Canvas. The elearning department and 8 faculty attended the 2014 National Canvas Conference (InstrutureCon) where they focused on instructional design, optimization of Canvas, integrations available for Canvas, and emergent trends in educational technology. As a direct result of the conference attendance, LCC was issued first access to the ProctorU/Canvas integration and Utah State developers offered to create a virtual custom Syllabus tool that will integrate into Canvas. Topics of Interest Recognition / Personnel A copy of Photographers FORUM is available in the LCC Library. Four LCC art students are featured in this Nationally Recognized Photography book. It is the best of college & high school photography in the US Ruth Orcutt was selected as the Classified Employee of the year. Theresa Stalick was selected as the Exempt Employee of the year. Upcoming Events The 3 rd Annual Catapult to College Camp scheduled for August th. The camp filled within 4 days of opening registration. There are 96 students registered The popular Kids College program will be offered again this year for children 8-12 years old topics are Recycled Art, Computer Essentials, Hands on Geometry and Apple IMovie. So far registration is solid for each. We are following the same format this year, four classes (two in July and two in August) each running for a total of 8 hours. Day trips: the Portland Saturday Market in July and a hike through the Lewis River Falls State Park in August. These day trips have been a great way for older members of the community to get out and explore the area without the hassle of driving. The Art Gallery: Focusing in Memories, is the theme for the summer exhibit of artwork by Portland, OR artist, Li Tie. Li Tie was born in Beijing in 1964, coincident with the beginning of the Cultural Revolution. Early in his Operations Council Minutes of July 14, 2o14 Page 8

9 life, he demonstrated a talent for drawing and, at the age of fourteen, he was accepted for art study at the Children s Palace in Beijing. He later worked and studied at the prestigious Central Academy of Fine Art in Beijing. In 1987, the artist immigrated to the U.S. and since that time has split his time between China and his newly adopted country. He completed a Master of Fine Arts degree at San Diego State University. The opening is on Tuesday, July 8 th from 4-6:00 p.m Auxiliary Program HEAD START ECEAP Expansion: We received notification from the Department of Early Learning that we will be receiving 34 extra slots this next program year. These slots will be distributed to LCC West and Castle Rock, and will be a 6-hour model instead of a 3.5- hour model. The classrooms will not start until Jan. 5 th to allow time to order materials/supplies and hire and train staff. Therapeutic Classroom: We have received funding from Cowlitz County due to the 1/10 th of Behavioral Health tax for a Therapeutic Classroom. This has been a vision of our program for many years. This classroom is to support those children who have severe social/emotional/behavior issues that have difficulty in the mainstream classrooms. This classroom will give the extra support that they need with Mental Health services being wrapped around the child and family. Dr. Ken Schrecengost DDS retired effective June 30th. He has been instrumental in assisting our program as the Oral Health/ABCD Coordinator for Cowitz/Wahkiakum counties. We will be advertising for a Dental Hygienist to continue this program. A celebration in Ken s honor will be on September 5 th at the EXPO center during our fall all staff. 5-Year Federal Grant Award: The five-year grant period started July 1 st and the program is completing two mandatory checklists for health and safety and Program Governance. Both of these must be approved, when completed, by the Board of Trustees and the Policy Council. A full grant application will need to be submitted the end of March 2015 with a 5-year strategic plan. ACF-PI-HS /18/14: Early Head Start Slot conversions, Funding Reallocation The Head Start Act of 2007 provided the authority for Head Start grantees to shift funding from services for Head start preschool age children to Early Head start services for pregnant women, infants, and toddlers, whether or not they currently operate an Early Head Start program. Many states have increased their funding of public pre-k, and are now able to request conversion of funded enrollment slots and a proportionate reallocation of funds from Head Start to Early Head Start. This proposal must be approved by the governing body and submitted to the Regional office. Specific requirements are outlined in this document. Operations Council Minutes of July 14, 2o14 Page 9

10 LOWER COLUMBIA COLLEGE OPERATIONS COUNCIL REPORTS Administrative Nolan Wheeler, VP Services Desiree Gamble, Payroll Richard Hamilton, Campus Services Cliff Hicks, Bookstore Joe Quirk, Business Services Brandon Ray, Information Technology Casey Tilton, Safety & Security July 2014 CORE THEME IV: INSTITUTIONAL EXCELLENCE After conducting an analysis of the costs and benefits associated with utilizing the product specific Chevron Fuel credit card, we found more issues (and costs) than solutions. Currently, usage of our Chevron fuel cards is minimal and we can eliminate an entire business process by dropping its use. So beginning July 1, all fuel charges for use with College vehicles should be made using a designated College Purchasing Card (US Bank credit card). This changes allows the user significantly more site and brand flexibility for purchasing fuel on the road...hopefully, we will also see a reduction in fuel expenses by selecting non-name brand fueling options. On June 18 th, the LCC Board of Trustees approved the FY 2015 Operating budget based upon projected revenues and funding from reserves for the coming year. Currently, the Finance Office is coordinating with Cabinet to determine the final allocation of resources within the operating units of the college for FY We hope to have this finalized within the next 30 days, so stay tuned for updates. We are going to be offering the Right to Understand training via a link on CANVAS for new employees. At the conclusion of the video we will have a corresponding quiz for the employee which we will keep record of. The goal of the Right to Understand is to get employees information about how to read SDS/MSDS and labels so that they are aware of any hazards that they may be working with or exposed to. We are also going to be offering CPR/First Aid training on July 24. Information Technology Services: o Information Technology Services continues to upgrade/replace Windows XP systems with Windows 7 on campus. Currently 1110 systems have been converted with 67 remaining. o VoIP Project Most of the infrastructure is complete and you ll start to see new phones deployed around campus. For a time, the new phones and the current phones will be deployed on desks while we finalize the new phone system across campus prior to the switch over date. When this occurs, the new phone system will be able to handle internal calls and the current phone system will be used for external calls. The switch over date is scheduled for August 1 st and we will begin collecting the old phones after that date. Training is tentatively scheduled for July 24 th and July 30 th. Invitations will be sent out once the training schedule is finalized. Operations Council Minutes of July 14, 2o14 Page 10

11 Capital Projects o Health & Science Building Final preparations are being made for the August 1 st move-in date. Campus Services personnel are moving department boxes into the respective areas and allowing faculty time to unpack and organize their office space. The Contractor is working through the punch list correcting deficiencies which should be completed late July. The A/V is scheduled for completion on September 10 th. We are still awaiting the City to grant us occupancy as that is needed prior to faculty moving into the building starting August 1 st. o Fitness Center JWC continues to move forward on the project. Recently, JWC requested a 3-day power outage to switch out the old transformer with a new one behind the Vocational building. This went extremely well. Many thanks to the faculty and staff who were asked to relocate during this power outage. Brendon Glaser and Maggie Stuart were instrumental in the communication process and a big Thank You goes to all of the faculty and staff that work in these buildings. o Student Center Roofing Project This project is underway. Weather Guard will be removing the metal panel system during July and replacing the underlayment along with repairing each panel if necessary and installing new clips to ensure a water tight seal. o West Campus Site Improvements As part of the Health & Science Building project a site improvement project was established to improve the west side of campus. Part of the scope is to move the overhead power lines to underground, repair the 19 th street entrance into the campus and add additional power (transformer) for future structures. Bids were open on June 26, There were three bidders with a range from $519,001 to $363,394. The State will award the bid in the coming weeks. o IOB Demolition This project has several parts that must be accomplished before we can actually demolish the building. 1) We must relocate the power distribution from IOB to Admissions. Currently, ADC power is fed through the IOB building. This portion will take place sometime in July Also, the contractor has indicated that a 3 or 4 day power outage will be required to complete this work. We are hopeful that this can take place during the summer when we have our three day weekends. We have requested additional information from the electrical engineer and contractor regarding the overall impact of the campus. This information will be shared with the campus at the appropriate time. 2) The VoIP system must be fully implemented before moving forward. 3) After VoIP is fully implemented the old phone system we are currently using will be removed from the building. After all of this is accomplished we can move forward on the demolition phase. Environmental Health & Safety and Security o We are going to be offering the Right to Understand training via a link on CANVAS for new employees. At the conclusion of the video we will have a corresponding quiz for the employee which we will keep record of. The goal of the Right to Understand is to get employees information about how to read SDS/MSDS and labels so that they are aware of any hazards that they may be working with or exposed to. We are also going to be offering CPR/First Aid training on July 24. o Security responded to several thefts and vandalism complaints. Many were turned over to LPD. Personnel Operations Council Minutes of July 14, 2o14 Page 11

12 o Both Debbie Karjola and Maxine Babb, long time Finance Office staffers celebrated their retirements effective in June. Mary Beth Beck has been named interim Fiscal Analyst IV and has assumed the responsibilities previously shouldered by Debbie as Finance Office supervisor over A/P, Cashiers, and A/R Billing functions. In addition, she has primary responsibility for all G/L activity and period close processes. HR is coordinating the search for a permanent replacement in A/P admin support and Cashier/Admin support. Operations Council Minutes of July 14, 2o14 Page 12