Board of Trustees

Minutes of the October 22, 2007 Board Retreat

CALL TO ORDER/ROLL CALL
Chairman Mark Stephens called the Board Retreat to order in the Boardroom at 6:44 p.m. Following the Pledge of Allegiance, roll call was taken.

Present: Mr. Gary, Ms. Peluso, Mr. Stam, Mr. Stephens, Ms. Viverito.

Absent: Mr. Becker, Mrs. Del Giudice, Mr. Esparza.

COMMENTS ON THIS AGENDA
Chairman Stephens commented that this will be an informal meeting, designed to serve two purposes: to get the Board informed in depth on certain issues; and for the Board’s self-analysis. He also noted that the campus tour will be a virtual one. 

CITIZEN PARTICIPATION
None.

ECONOMIC IMPACT STUDY
Associate Vice President of Institutional Advancement Panos Hadjimitsos reported that the Economic Impact Study, which is specific to Triton students and the district, shows the economic benefits of Triton College to the community and to the individual. Among these benefits are increased lifetime earnings for graduates, the hiring of Triton students by local businesses, and the college as a major employer. There was discussion that information and facts from the study will be used in marketing and PR pieces. Also, the entire Economic Impact Study is available on the Internet along with Mr. Hadjimitsos’ presentation, which can be used departmentally and for presentations to community organizations and Chambers of Commerce. 

MASTER PLAN
Vice President of Institutional Advancement Marge Stabile reported on the many activities and presentations that have taken place regarding the Master Plan to get the plan to where it is today. This includes the Johnson Controls Ideation Workshops, Faculty Workshops, HLC Self-Study, Chair/Coordinators Meetings, Classified In-Service, Academic Development Task Force, Campus Security and Safety Assessment Workshop, Facility Assessment, and Office and Learning Space surveys. She explained that the report following the HLC visit says that through the Master Plan, the college will demonstrate how our shared governance structures work, or don’t work. An HLC recommendation was to have a Master Plan in place by December 2007, with a progress report on the completion and implementation by June 2010. Ms. Stabile noted that the Master Plan document will be presented to the December Board meeting, and aligned with the FY 09 budget cycle. 

The graphic of “the house” representing the Master Plan was shown. Dean of Continuing Education Paul Jensen, Dean of Academic Success Deborah Baness King, and Dean of Health Careers Cheryl Antonich explained that curriculum and services are the roof of the house. They discussed the concept document developed by the Deans and AVPs entitled “Building for the Future” which includes learning spaces and infrastructure, virtual and physical campus, informal and formal learning spaces, technology, academic programs and services, learner needs, and professional development. 

Ms. Stabile pointed out the pillars holding up the roof of “the house,” and reported that concept documents have been written for each of the pillars. Associate Vice President of Academic Affairs Angelee Johns and Associate Vice President of Students Services reported on the Academic Development and Student Services pillar, highlighting potential new programs, expanding online offerings, enrollment management, expanding digital resources, increase on campus access to technology, creating innovative academic support, creating student-centered spaces, and expanding student swipe card capabilities. Executive Director of Marketing Tom Olson discussed the Marketing pillar including Go to Market Plan, faculty and Dean involvement in marketing, measuring student satisfaction, marketing in the classroom, and promoting the importance of college employees speaking positively. 

Associate Vice President of Business Operations Kevin Kennedy discussed the Technology pillar including technology infrastructure, enhancing the student portal and online learning, degree audit conversion, PC replacements, wireless campus, e-mail/calendar upgrade, telephone system, WebCT, and electronic classrooms. Associate Vice President of Human Resources Margaret Erickson discussed the Human Resources pillar highlighting FRAP, Job Study, recruitment and hiring of non-teaching staff, evaluating processes and programs, automating forms and processes, developing comprehensive staff training programs, developing a succession plan, performance evaluation, employee orientation, and cross-training. 

Director of Facilities John Lambrecht discussed his visit to the NIU Naperville campus and their state-of-the-art facilities. He also commented on the wonderful customer service he received from everyone there. Vice President of Business Services Sean Sullivan and Mr. Lambrecht discussed the Facilities pillar including the Johnson Controls Infrastructure Plan and equipment that is beyond its useful life, space utilization recommendations, roadways, parking lots, sidewalks, signage, the need for comfortable student spaces, carpets needing replacement, asbestos abatement, labs that need work, vehicles that need replacement, and day-to-day maintenance. 

Ms. Stabile presented a sample of five year Master Plan costs and the need for additional revenues, through possible tuition increases, looking toward grants and external resources, maybe a capital funding campaign through the Foundation. 

CAMPUS VIRTUAL TOUR
A virtual tour was presented to show chairs and blinds on campus that are broken and not conducive to electronic classrooms. Carpeting, faculty offices, sidewalks, roofing, and the old dental lab were also highlighted. The NIU spaces visited by Mr. Lambrecht were shown as comparison. 

Dr. Granados concluded that the presentation showed the work in process on the Master Plan, adding that the next stage will be prioritization by the Functional Committees and College Council. Mr. Stephens commented that the Board has been committed to shared governance for a long time, and is ready to act on this plan and put the money where it should be. 

TRAVEL POLICY
This item will be discussed after the grant process item. 

NEW GRANT PROCESS
Dr. Granados noted that there are two primary people responsible and accountable for any given grant: the grant project director, who is the person writing and will be responsible for the grant, and the grants office director. She described the process including the pre-proposal form, review of grant proposal, signatures required, submittal of a grant only by the grants office, monitoring of the proposal, and grant project director and grants office director outlining compliance and implementation of the project. The president will also institute reporting of grants, which will be included in her monthly report, and also a quarterly report presented to the Board. There was discussion of who actually writes grants and the opportunity given to faculty and staff to take that initiative. Dr. Granados commented that she put out to the faculty the offer of release time to write grants. Other practices the President wants to institute are a committee to review grants, and training for all administrators and potential grant project directors. 

ADJOURNMENT
Due to the lateness of the hour, the Board discussed recessing and reconvening at a later date to be determined to continue through the Board evaluation and the travel policy. Ms. Viverito made a motion to recess, seconded by Mr. Stam. 

Roll Call Vote:
Affirmative: Mr. Gary, Ms. Peluso, Mr. Stam, Ms. Viverito, Mr. Stephens. 
Absent: Mr. Becker, Mrs. Del Giudice, Mr. Esparza.

Motion carried 5-0. The Board recessed at 10:30 p.m.


Submitted by: 
Mark R. Stephens, Board Chairman
Irene Moskal Del Giudice, Board Secretary