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LLCC Board of Trustees Regular Meeting April 23, 2014 Justin Reichert, Chair Craig Findley, Vice Chair Jerry Wesley, Se...

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LLCC Board of Trustees Regular Meeting April 23, 2014

Justin Reichert, Chair Craig Findley, Vice Chair Jerry Wesley, Secretary Jeff Fulgenzi Kent Gray Wayne Rosenthal Dennis Shackelford Jefferson Gentry, Student Trustee Charlotte Warren, President

BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526 AGENDA REGULAR MEETING Wednesday, April 23, 2014 5:00 p.m. Lincoln Land Community College Robert H. Stephens Room

I.

Preliminary Matters A. B. C. D. E.

Roll Call Pledge of Allegiance Adoption of Agenda of the April 23, 2014 Meeting Seating of New Student Board Member and Oath of Office.................. 5 Introductions and Recognitions 1. Student Elections ............................................................................ 6 2. Higher Learning Commission Reaffirmation of Accreditation .......... 7 F. Hearing of Citizens II.

Consent Agenda A. Approval of Minutes of the Regular Meeting of March 26, 2014 ......... 10 B. Ratify Payment of Bi-Monthly Checks and March Treasurer’s Report .............................................................................................. 22 C. Out-of-State Travel 1. Ratification of Out-of-State Travel ................................................. 23 2. Approval of Out-of-State Travel ..................................................... 24 D. Budget/Financial Items E. Purchasing F. Contracts/Agreements 1. Monthly Training Contract/Clinical Agreement Status Report ......... 26 G. Monthly Grant Status Report H. Facility Leases 1. Intergovernmental Cooperation Agreement Addendum with Southern Illinois University........................................................... 30 2. Hillsboro Lease Agreement ........................................................... 32 I. Construction Items 1. Sangamon Hall Boiler Replacement PHS Project ......................... 40 2. Variable Frequency Drive Unit Replacement Bid Proposals.......... 52 3. Menard Hall Subsurface Settlement Remediation Change Orders ............................................................................ 54 J. Other Items

III.

Action Agenda A. Policies 1. Revision to Board Policy 6.12 Disposal of Capital Assets ............. 57 B. Academic Services Division Items C. Student Services Division Items D. Administrative Services Division Items 1. Banking Services ........................................................................... 59 2. Health Insurance Rates for FY 2015 ............................................. 66 E. Information Technology Systems Items F. Workforce Development and Community Education Items G. Executive Division Items

IV.

Information Items A. Staff Reports 1. Academic Services 2. Student Services 3. Administrative Services a. Position Vacancies and Hires .................................................. 69 b. Construction Progress Update ................................................. 70 c. Quarterly Budget Transfer Report ............................................ 73 d. Monthly Financial Report 4. Information Technology Systems 5. Workforce Development and Community Education 6. Executive Division a. Review of Agenda Master Calendar......................................... 75 B. President’s Report C. Report from Faculty Senate D. Report from Faculty Association E. Report from Classified Staff F. Report from Professional Staff G. Report from Facilities Services Council H. Chairman’s Report I. Secretary’s Report J. Foundation Report K. Other Board Members’ Reports

V.

Strategic Discussion A. Informational Presentation Regarding Goals 4 and 5 of the Strategic Planning Dashboard ........................................................................ 77

VI.

Executive Session

VII.

Actions from Open/Executive Session

VIII.

Adjournment

I. Preliminary Matters

AGENDA ITEM I.D

e c i f f O f o O at h Lincoln Land Community College

Board of Trustees

As a student member of the Lincoln Land Community College Board of Trustees having been elected to serve the citizens of Illinois Community College District 526,

I DO SOLEMNLY SWEAR TO

• Support the mission of the College;

• Seek to understand and represent the educational needs of the people of the District; • Comply with all legal responsibilities and abide by the highest ethical standards;

• Support the Constitutions of the State of Illinois and the United States of America.

From this Twenty Third day of April Two Thousand Fourteen throughout my term as a member of the Lincoln Land Community College Board of Trustees.

__________________________________________________________

Signed and sworn to April 23, 2014

__________________________________________________________

Chairman of the Board of Trustees

5

AGENDA ITEM I.E.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Student Elections

DATE:

April 23, 2014

Student government elections were held April 7-8, 2014. As you know, the new Student Trustee will be seated at the April meeting of the Board of Trustees. In addition, Mary Warren, Interim Director of Student Life, will introduce those other students elected to office this month. Elected students include: Student Trustee Jefferson Gentry SGA President Jordan Roach SGA Treasurer Tracy Johnson SGA PR Officer Katie Robinson SGA Health Professions Representative Madeline Madden SGA Arts & Humanities Representative Miaomiao Liu Annie Lochmann SGA Representatives At Large Aerica Terrell

Frederick/Warren

6

AGENDA ITEM I.E.2

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Higher Learning Commission Reaffirmation of Accreditation

DATE:

April 23, 2014

In February, an AQIP Review Panel issued a report regarding LLCC’s recent Quality Checkup. The report’s purpose is twofold. First, it conveys how well LLCC demonstrated compliance with the Criteria for Accreditation. Secondly, it summarizes LLCC’s commitment to continuous quality improvement as demonstrated through our AQIP participation. The report is available on LLCC’s AQIP webpage for those interested in the panel’s specific comments and recommendations. This report is important because it leads to action on our accreditation status. The AQIP Review Panel’s recommendation was forwarded to the Higher Learning Commission’s (HLC) Institutional Actions Council (IAC). The IAC is comprised of current members of the HLC Peer Review Corps as well as public members not employed by higher education institutions. This group is authorized by the HLC’s Board of Trustees to take action on accreditation recommendations and recently reviewed the AQIP Review Panel’s reaffirmation recommendation for LLCC. At the IAC meeting on March 24, it was determined that LLCC’s accreditation be continued with the next Reaffirmation of Accreditation in 2020-21.

Warren/Frederick

7

March 27, 2014 Dr. Charlotte J. Warren President Lincoln Land Community College 5250 Shepherd Rd. P. O. Box 19256 Springfield, IL 62794-9256

Dear President Warren: This letter is formal notification of the action taken concerning Lincoln Land Community College by the Higher Learning Commission. At its meeting on March 24, 2014, the Institutional Actions Council (IAC) acted on the items below. This letter serves as the official record of this action, and the date of this action constitutes the effective date of your new status with the Commission. Action. IAC continued the accreditation of Lincoln Land Community College with the next Reaffirmation of Accreditation in 2020-21. If the current Commission action includes changes to your institution’s Statement of Affiliation Status (SAS) or Organizational Profile (OP), the changes will appear in these documents on the Commission’s Web site within three weeks of the date of action. The SAS is a summary of your institution’s ongoing relationship with the Commission. The OP is generated from data you provided in your most recent Institutional Update. The Commission posts the SAS and this action letter with the institution's directory listing on its website. Information for the institution on notifying the public of this action is available at http://ncahlc.org/Information-for-Institutions/institutional-reporting-of-actions.html. If you have questions about these documents after viewing them, please contact Eric Martin. On behalf of the Board of Trustees, I thank you and your associates for your cooperation. Sincerely,

Sylvia Manning President

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II. Consent Agenda

AGENDA ITEM II.A

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES LINCOLN LAND COMMUNITY COLLEGE ILLINOIS COMMUNITY COLLEGE DISTRICT #526 The regular meeting of the Board of Trustees of Lincoln Land Community College, Illinois Community College District #526 was held Wednesday, March 26, 2014 at LLCC-Beardstown, 109 White Pine Lane, Beardstown, IL beginning at 6:20 p.m. with Chairman Reichert presiding. I.

Preliminary Matters A. Roll Call

Members present were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Belville and Mr. Reichert. B. Pledge of Allegiance Chairman Reichert led the audience in the pledge of allegiance. C. Adoption of Agenda of the March 26, 2014 Meeting MOTION NO. 03-26-14-1: Mr. Shackelford moved to adopt the agenda of the March 26, 2014 meeting. Findley seconded.

Mr.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Belville (advisory) and Mr. Reichert. PASSED D. Introductions and Recognitions Dr. Warren thanked LLCC-Beardstown for hosting the Board of Trustees Reception and Meeting, stating that this is the first opportunity that several of our newer Board members have had to visit this campus. She also expressed appreciation to the community members who came out to join us this evening.

10

AGENDA ITEM II.A

1. LLCC - Beardstown Presentation Ms. Shanda Byer, Assistant Director of LLCC Beardstown provided a brief history of the LLCC-Beardstown campus along with the programs and services they provide for students and the community. Ms. Byer shared a video presentation highlighting 25 current Beardstown students sharing, in their own words, what LLCC-Beardstown means to them and the impact LLCC has made on their life. Ms. Byer stated she believed LLCC Beardstown is unique with its diverse student population, including students from 15 countries, who speak nine different languages, not including individual tribal languages. E. Hearing of Citizens – None II.

Consent Agenda

MOTION NO. 03-26-14-2: Mr. Wesley moved to: • • • • • • •

approve the minutes of the Regular Meeting of February 26, 2014; ratify payments of bi-monthly checks issued during February 2014 and ratify, subject to audit, the February 28, 2014 Treasurer's Report; approve out-of-state travel for the attached list of employees; approve a purchase order to Bob Ridings Ford for two 2015 Ford F-250 Super Duty Regular Cab 4x4 Trucks at a total cost of $59,848 in accordance with the terms, conditions, and specifications of Invitation to Bid #FY2014-9; ratify the agreement with the U.S. Army Illinois National Guard in the amount of $57,600; enter into an Intergovernmental Agreement with the State of Illinois for the Local Debt Recovery Program; and ratify the grant application with the Environmental Protection Agency in the amount of $200,000, ratify the Illinois State Library Adult Volunteer Literacy Grant in the amount of $63,078, and ratify the Illinois State Library Penny Severns Family Literacy Grant in the amount of $31,358.

Mr. Findley seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Belville (advisory) and Mr. Reichert. PASSED

11

AGENDA ITEM II.A

III.

Action Agenda A. Policies 1. Revision to Board Policy 6.12 – Disposal of Capital Assets

This proposed Board Policy revision would establish a threshold on items that require Board authorization to sell or dispose of, based on the estimated market value of the item. This modification would allow the College to dispose of obsolete and surplus items valued under $5,000 without seeking Board approval, thus creating a more efficient and effective use of Board members time. Revision to Board Policy 6.12 is submitted at this time for a first reading, and will be presented at the April 2014 Board of Trustees meeting for approval. B. Academic Services Division Items - None C. Student Services Division Items – None D. Administrative Services Division Items - None E. Information Technology Systems Items - None F. Workforce Development and Community Education Items – None G. Executive Division Items - None IV.

Information Items A. Staff Reports 1. Academic Services - None 2. Student Services – None 3. Administrative Services a. Position Vacancies and Hires

Dr. Warren stated two Faculty hiring recommendations will be discussed later in the meeting, during Executive Session. She also noted several retirements are listed, which are direct results of recent pension reform, and stated more may be forthcoming within the next couple months.

12

AGENDA ITEM II.A

b. Construction Progress Update This report stands as presented. c. Monthly Financial Report – None 4. Information Technology Systems – None 5. Workforce Development and Community Education – None 6. Executive Division a. Review of Agenda Master Calendar Dr. Warren noted that LLCC’s Employee Recognition program has been moved to Wednesday, May 7, and the Student Recognition program will be held on Tuesday, April 29. Next month a new Student Trustee will be seated, concluding Mr. Belville’s term on the Board of Trustees. B. President’s Report Lincoln Land Community College held its Professional Development Day on Tuesday, March 25, which included the LLCC Foundation LEAGUE kick-off and the presentation of LEAGUE grants to faculty and staff applicants. The State Universities Retirement System (SURS) held an informational session, discussing aspects of the newly enacted State pension reform. Approximately 200 employees attended the SURS session. Dr. Warren and Cabinet members have been reviewing the LLCC Facilities Master Plan, to determine possibilities of restructuring current space to meet the College needs in light of reduced State funding. Plans are to provide Board members with a revised Master Plan in April, seeking approval for submittal to the Illinois Community College Board. While the College was closed for mid-semester break, March 8 through 16, the United States Army took over the kitchen of the LLCC Culinary program to conduct their U.S. Army Cooks in School. 22 students participated in this session and two future sessions are scheduled in June and July. The fees collected from these sessions are used to support the LLCC Culinary Program. LLCC’s Bistro Verde is open for lunch from 11 am – 1 pm beginning March 27 through the end of April. Reservations are required.

13

AGENDA ITEM II.A

Dr. Warren traveled with representatives from the Springfield Chamber of Commerce to Washington D.C., visiting with legislative leaders and Pentagon officials to discuss the possibility of a new mission for the Illinois National Guard 183rd Fighter Wing. Dr. Warren attended the Illinois Community College Trustees Association meetings in Lisle, IL on March 14 and 15, which included a session on pension reform by SURS and some preliminary State budget discussion. Congratulations to LLCC sophomore Clark Johnson, who has been named a 2014 Coca-Cola Community College Academic Team Silver Scholar. The Coca-Cola Scholars Foundation sponsors the Coca-Cola Community College Academic Team Program by recognizing 50 Gold, 50 Silver and 50 Bronze Scholars. As a Silver Scholar, Clark will receive a $1,250 scholarship and special medallion from Coca-Cola. Clark has also been selected as a member of the Phi Theta Kappa All-Illinois Academic Team. The LLCC Quiz Bowl “A” Team recently placed 10th at the National Community College Championship held in Atlanta, Georgia. The Lincoln Land Community College Choir was honored by the United States Postal Service for their participation in the February 12, 2014 unveiling ceremony for a new President Abraham Lincoln postage stamp. LLCC’s Public Relations and Marketing department was awarded a Gold-Paragon Award for their 2013 Best Print Ad Series, at the 2014 National Council for Marketing and Public Relations Conference in New Orleans, Louisiana. Recent campus events include: • Campus Visit Day was held on March 3 with approximately 275 in attendance. • LLCC was one of 18 sites hosting the Illinois Drafting Educators Association (IDEA) regional drafting and design competition on March 7. • LLCC hosted the Illinois Junior Academy of Science Regional Science Fair, with approximately 115 projects displayed, ranging from Aerospace to Zoology. • LLCC participated in the 36th Annual Model Illinois Government (MIG) Simulation February 27 through March 2 at the Illinois State Capitol. • Approximately 200 people attended the National Weather Service Storm Spotter Seminar on March 3. • The 9th Annual Vagina Monologues, sponsored by the LLCC Feminist Activist Coalition, Pay It Forward Club and Gay/Straight Alliance were held on February 28 and March 1.

14

AGENDA ITEM II.A

• • • • •

Professor Paul VanHeulkom, who is a member of the Sangamon Valley Flute Circle, presented a Native American Flute concert entitled “Dragonfly Dreams” on March 2. LLCC’s Culinary Arts Program and Culinary Institute provided cooking demonstrations at the Annual Illinois Product Expo on March 2. On February 27, three LLCC Professors lead a discussion entitled “Gender Issues: Masculinity and Violence Against Women”, which addressed genderrelated issues and consequential issues in today’s society. March 19, Fred Shaw an Ohio Shawnee Historian presented “Stories Told Upon the Land”, sharing traditional Shawnee stories and cultural interpretation of clothing, food, arts and music. The LLCC Phillip and Mary Kathryn Trutter Museum held its 1st Thursday Speaker Series on March 6, hosting local architectural experts, Charles Joseph Pell and Dave Leonatti, who discussed various aspects of Springfield architecture. C. Report from Faculty Senate - None D. Report from Faculty Association - None E. Report from Classified Staff - None F. Report from Professional Staff - None G. Report from Facilities Services Council - None H. Chairman’s Report - None I. Secretary’s Report - None J. Foundation Report

Ms. Sanders, Executive Director of the LLCC Foundation reported their LEAGUE campaign began yesterday with a Beatles theme, a luncheon for faculty and staff, and a tremendous amount of energy. LEAGUE stands for Leaders Establishing Annual Gifts Underwriting Education, and Ms. Sanders explained it is the Foundation’s annual giving campaign for faculty and staff. The campaign is off to a great start, with approximately $40,000 in pledges, from 118 employees on the first day. K. Other Board Members’ Reports - None

15

AGENDA ITEM II.A

V.

Strategic Discussion - None

VI.

Executive Session

MOTION NO. 03-26-14-3: Mr. Shackelford moved to hold an executive session for the purposes of discussing personnel issues, collective bargaining, real estate, student discipline, pending or imminent legal issues. Mr. Findley seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Belville (advisory) and Mr. Reichert. PASSED MOTION NO. 03-26-14-4: Mr. Findley moved to return to open session. Mr. Shackelford seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Belville (advisory) and Mr. Reichert. PASSED VII.

Actions from Open/Executive Session

MOTION NO. 03-26-14-5: Mr. Findley moved approve the attached employment recommendations. Mr. Fulgenzi seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Belville (advisory) and Mr. Reichert. PASSED

16

AGENDA ITEM II.A

MOTION NO. 03-26-14-6: Mr. Belville moved to approve the elimination of the position of Program Director, Emergency Services, effective June 30, 2014. Mr. Wesley seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Belville (advisory) and Mr. Reichert. PASSED VIII.

Adjournment

MOTION NO. 03-26-14-7: Mr. Findley moved to adjourn the meeting. Mr. Shackelford seconded.

Those members voting aye were Mr. Rosenthal, Mr. Wesley, Mr. Fulgenzi, Mr. Shackelford, Mr. Findley, Mr. Belville (advisory) and Mr. Reichert. PASSED The meeting adjourned at 7:52 p.m.

__________________________ Chairman Reichert

__________________________ Secretary Wesley

17

AGENDA ITEM II.A

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Out-of-State Travel

DATE:

March 26, 2014

Name Badgett, Janice

Calloway, William and Student Radiographers Association (Approx. 2 students) Coakes, Michelle Cox, Dave and BIO 209 (Approx. 20 Students) Dunn, Bobbi Humphrey, Tim

Liesen, Diane

Simpson, Susan Warren, Charlotte

White, Tina

Meeting Location Assessment Technologies Orlando, FL Institute National Nurse Education Summit rd 23 Annual Iowa City, IA Student/Educator Seminar

Account Restricted

Making Pots Personal

Deer Isle, ME Belize Trip - January 2015 Belize

Faculty Allocation and Faculty Development Student Trip

Association for Institutional Research Greenleaf Center for th Servant Leadership 24 Annual International Conference American Board of Registration of Electroencephalographic and Evoked Potential Technologists Association for Institutional Research American Association of Community Colleges President’s Academy Summer Institute Assessment Technologies Institute National Nurse Education Summit

Orlando, FL

Professional Development

$1,966

Atlanta, GA

Faculty Allocation and Faculty Development

$2,060

Milwaukee, WI

Orlando, FL

Paid by American Board of Registration of Electroencephalographic and Evoked Potential Technologists Administrative

$2,192

Napa, CA

Administrative

$3,468

Orlando, FL

Restricted

$1,389

Club Trip

Amount $1,807

$384

$3,310 $26,725*

$0

*Student Fees

18

AGENDA ITEM II.A

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Employment Recommendations

DATE:

March 26, 2014

We recommend the following personnel actions:

ADMINISTRATIVE A.

Retirements

NAME David Laubersheimer Judy Wagenblast

B.

POSITION Dean Director

DEPARTMENT Arts & Humanities Community Education

EFFECTIVE DATE 05/31/14 06/30/14

The following administrators are being recommended for continued employment for the 2014-15 year:

Bade, William Barry, Christopher Bernahl, Joni Bixby, Ruth Blaylock, Andrew Bretscher, Dave Broderick, Victor Buerkett, Lyn Clevenger, Julie Collier, Lisa Cruz, Esteban Frederick, Lesley

Dean, Mathematics and Sciences Director, Retention & Student Success Director, Academic Computing & PC Support Program Director, Occupational Therapy Assistant Director, Campus Services Director, Facilities Dean, Social Sciences Director, Adult Education and Literacy Executive Director, Learning Lab Assistant Vice President, Financial Aid Chief Information Officer Vice President, Student Services

19

AGENDA ITEM II.A

Garvey, Hugh Gentry, Brad Green, David Howard, Robert Howerter, Wendy Johnson, Leslie Jozaitis, Judy Kitterman, Jay Kujawa, Tricia Lamb, Barry Liesen, Diane Longhta, Karie Lovekamp, Janice Luebbert, Paula Lust, Kevin Maskey, Cynthia Parton, Rebecca Patarozzi, Rachel Ralph, Nicole Ransdell, Junell Ray, Mary Beth Reese, Cynthia Rhodes, Laura Riggle, Ron Roth, Ben Rourke, Julie Sanders, Karen Schnell, Tamara Simpson, Susan Stallman, Scott Szoke, Jan Tepatti, Eileen Terry, Janet Van Kleek, Jim Wellman, Jared Whalen, Lynn

Assistant Vice President, Construction Chief of Police Dean, Business and Technologies Director, Truck Driver Training Center Dean, District Learning Resources Director, LLCC-Litchfield Vice President, Workforce Development and Community Education Director, Culinary Institute and Special Events Director, Placement & Testing Director, Instructional Technology Services Director, Electroneurodiagnostics Program Associate Vice President, Finance Program Director, Surgical Technology Assistant Vice President, Corporate/Government Training & Economic Development Director, Small Business Development Center Dean, Health Professions Associate Dean, Instructional Technology & Distance Education Director, Budget & Fiscal Services Director, Employment & Benefits Associate Vice President, Human Resources Director, Career Development Services Associate Dean, Nursing Director, Child Development Center Director, Athletics Director, Systems & IT Infrastructure Director, Workforce Development Executive Director, Foundation Associate Dean, Library Director, Institutional Research Executive Director, Educational Service Area Program Director, Respiratory Care Vice President, Academic Services Executive Director, Educational Service Area Program Director, Aviation Director, Library Technical Services & Electronic Resources Executive Director, Public Relations & Marketing

20

AGENDA ITEM II.A

FACULTY A.

Approve the employment, of Mr. David Leitner, as English Instructor. Mr. Leitner earned a MA in English from Southern Illinois University–Carbondale and a BA in English, Rhetoric from the University of Illinois-Urbana-Champaign and is currently a Ph.D. candidate. He is presently employed as an adjunct English instructor at LLCC. His employment will be effective August 21, 2014, and placement will be on Column Masters +45, Step 6 of the 2014-15 faculty salary schedule. A copy of his curriculum vitae is attached.

B.

Approve the employment, pending the successful outcome of the criminal background check and drug screen, of Ms. Ashley Green, as English Instructor. Ms. Green earned her Ph.D. in English from Southern Illinois UniversityCarbondale and a MA in English from the University of Illinois-Springfield. Her employment will be effective August 21, 2014, and placement will be on Column Doctorate, Step 5 of the 2014-15 faculty salary schedule. A copy of her curriculum vitae is attached.

21

AGENDA ITEM II.B

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Ratify Payment of Bi-Monthly Checks and the March Treasurer’s Report

DATE:

April 23, 2014

In accordance with Lincoln Land Community College Board of Trustees Policy 6.1, the following items are available in the President’s Office and Vice President, Administrative Services Office for your review and subsequent action: A. The Check Register of bi-monthly accounts payable checks issued during March 2014 (payments for purchase order payments, equipment, supplies, lease payments, maintenance agreements, travel, employee reimbursements, membership dues, subscriptions, club vouchers, pre-paid purchase orders, and time sensitive payment due dates – generally, items included under Board Policy 6.6). B. The Treasurer’s Report for the month ending March 31, 2014.

MOTION: Ratify payments of bi-monthly checks issued during March 2014 and ratify, subject to audit, the March 31, 2014 Treasurer’s Report.

Vertrees/Longhta

22

AGENDA ITEM II.C.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Ratification of Out-of-State Travel

DATE:

April 23, 2014

Name Howerter, Wendy

Meeting Location American Board of Milwaukee, Registration for WI Electroencephalographic Evoked Potential Technologists

Vertrees/Patarozzi/Curry

Date Account Amount April 10-11, Paid by American Board $0 2014 of Registration of Electroencephalographic and Evoked Technologists

23

AGENDA ITEM II.C.2

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Approval of Out-of-State Travel

DATE:

April 23, 2014

Name Badgett, Janice Broderick, Victor and Psych Club (Approx. 8 Students) Cheek, Sharon

Coakes, Michelle

Cox, Dave and BIO 208 (Approx. 12 Students) Ecklund, Don and Phi Theta Kappa Club (Approx. 6 Students) Goetsch, Peggy and Environmental Club (Approx. 30 Students) Kreueger, Dee

Rhodes, Laurie

Meeting Location National Council Licensure Charlotte, NC Examinations Conference st ILLOWA 41 Annual Davenport, IA Undergraduate Psychology Conference

Account Faculty Allocation

2014 American Society of Radiologic Technologists Educational Symposium and Annual Governance Meeting National Institute for Staff and Organizational Development Excellence Award Conference Belize Trip – May 2015

Orlando, FL

Faculty Development

Austin, TX

Staff Development

Calabash Caye, Belize

Class Trip

Phi Theta Kappa NerdNation Conference

Orlando, FL

Club Trip

$7,815*

Smoky Mountains Camping and Hiking Trip

Gatlinburg, TN

Club Trip

$2,700**

National Institute for Staff Austin, TX and Organizational Development Excellence Award Conference National Association for Minneapolis, the Education of Young MN Children National Institute for Early Childhood Professional Development

Vertrees/Patarozzi/Curry

Club Trip

Amount $731 $740*

$475

$2,502

$21,090**

Staff Development

$2,572

Administrative

$2,030

24

AGENDA ITEM II.C.2

Shull, Al

Drawing Workshop

Watkins, Danyle

National Association for the Education of Young Children National Institute for Early Childhood Professional Development

Eau Claire, WI Minneapolis, MN

Faculty Development

$1,747

Staff Development

$1,651

*Club Funds **Student Fees

Vertrees/Patarozzi/Curry

25

AGENDA ITEM II.F.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Monthly Training Contract/Clinical Agreement Status Report

DATE:

April 23, 2014

Attached is the current Training Contract/Clinical Agreement Status Report for LLCC. The Illinois Department of Transportation requested the Capital City Training Center partner with Novatech to provide seven Microsoft classes during the month of March. Approximately 70 employees were trained in Springfield. The Workforce Development Division has entered into a contract with BUNN Capitol to provide CFC Certification Training to six BUNN employees. The training will be held at the Workforce Careers Center in Springfield. The Community Education Division entered into an agreement with the American Association of University Women to hold the "Expanding Your Horizons" Conference at the Main Campus in Springfield. A maximum of 300 sixth, seventh, and eighth grade young women were offered the opportunity to participate in Math, Science, and Technology workshops. The Community Education Division has entered into an agreement with Concordia Village to provide a monthly educational lecture to between six and twenty-five Concordia Village residents. All lectures will be held at Concordia Village, and the content will be presented by a LLCC faculty member. The Capital City Training Center has entered into an agreement with World Instructor Training Schools to offer a Personal Trainer Certification Course during FY2015. This open-enrollment course will require a minimum of seven and maximum of twenty participants. The Health Professions Department seeks approval to enter into a contract with The Villas Senior Care Community to provide clinical site experience for students Vertrees/Patarozzi

26

AGENDA ITEM II.F.1

enrolled in the college's Associate Degree Nursing program. The Villas Senior Care Community has clinical facilities suitable for the educational needs of the students.

MOTION: Move to approve the Clinical Site Agreement with The Villas Senior Care Community.

Vertrees/Patarozzi

27

28

Contracts as informational: items less than $10,000 CFC The Workforce Development Division has entered into a Certification contract with BUNN Capitol to provide CFC Certification Training Training to six BUNN employees. The training will be held at the Workforce Careers Center in Springfield. Expanding Your The Community Education Division entered into an Horizons agreement with the American Association of University Conference Women to hold the "Expanding Your Horizons" Conference at the Main Campus in Springfield. A maximum of 300 sixth, seventh, and eighth grade young women were offered the opportunity to participate in Math, Science, and Technology workshops. Concordia The Community Education Division has entered into an Village agreement with Concordia Village to provide a monthly Community educational lecture to between six and twenty-five Education Concordia Village residents. All lectures will be held at Concordia Village, and the content will be presented by a LLCC faculty member. Personal Trainer The Capital City Training Center has entered into an Certification agreement with World Instructor Training Schools to offer a Course Personal Trainer Certification Course during FY2015. This open-enrollment course will require a minimum of seven and maximum of twenty participants. TOTALS

Contract Title Brief Description Contracts as informational: items under the CMS Master Agreement March 2014 The Illinois Department of Transportation requested the IDOT BOA Capital City Training Center partner with Novatech to provide seven Microsoft classes during the month of March. Approximately 70 employees were trained in Springfield. Workforce Development Division Community Education Division

Community Education Division

Capital City Training Center

American Association of University Women

Concordia Village

World Instructor Training Schools

Capital City Training Center

Illinois Department of Transportation

BUNN Capitol

LLCC Dept / Program

Contractor

TRAINING CONTRACTS

$23,348

$5,243

$2,475

$3,000

$3,080

$9,550

Contract Total

FY2015

February through December 2014

March 17 through March 20 2014 March 29, 2014

March 2014

Term

29

Clinical Site Agreement with The Villas Senior Care Community

Agreement Title

Contractor

The Health Professions Department seeks approval to The Villas enter into a contract with The Villas Senior Care Senior Care Community to provide clinical site experience for Community students enrolled in the College's Associate Degree Nursing program. The Villas Senior Care Community has clinical facilities suitable for the educational needs of the students.

Description

CLINICAL AGREEMENTS

Health Professions Department/Associate Degree Nursing Program

LLCC Dept / Program

Date of signing through indefinite

Term

AGENDA ITEM II.H.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Intergovernmental Cooperation Agreement Addendum with Southern Illinois University

DATE:

April 23, 2014

Attached you will find an addendum to our Intergovernmental Cooperation Agreement with Southern Illinois University regarding their use of space in Montgomery Hall. This minor addendum is necessary due to the removal of storage space from Montgomery Hall during renovations to establish the Surgical Tech and CNA labs. This necessitates a reduction in the square feet included in the agreement and a corresponding reduction of associated lease costs. Square footage has been reduced by 538 square feet and lease cost has been reduced $8,817.82 per year. The attached addendum has been reviewed and approved by counsel.

MOTION: Move approval of the attached Intergovernmental Cooperation Agreement Addendum with Southern Illinois University as presented.

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AGENDA ITEM II.H.1

INTERGOVERNMENTAL COOPERATION AGREEMENT ADDENDUM

This Intergovernmental Cooperation Agreement Addendum, effective November 1, 2013, by and between the Board of Trustees of Lincoln Land Community College District No. 526, a body corporate and politic with administrative offices in Springfield, Sangamon County, Illinois (“LLCC”), and the Board of Trustees of Southern Illinois University, a body corporate and politic, with administrative offices in Carbondale, Jackson County, Illinois, (“SIU”), WITNESSETH: 1. Business Space. Business space provided by LLCC to SIU in LLCC’s facility located at 2450 Foundation Drive, Springfield, Illinois is hereby amended from 10,656 square feet to 10,118 square feet due to removal of storage space from the lease. 2. Payment. SIU shall pay to LLCC $41,458.51 on a quarterly basis for use of the business space, equating to $16.39 per square foot per year, for a total annual obligation of $165,834.02. 3. Other. All other stipulations included in the original Intergovernmental Cooperation Agreement between LLCC and SIU remain in effect and are not amended. IN WITNESS WHEREOF, the parties hereto have caused this Intergovernmental Cooperation Agreement Addendum to be executed as of the date and year first above written.

BOARD OF TRUSTEES OF LINCOLN LAND COMMUNITY COLLEGE DISTRICT NO. 526

By: ______________________________________ BOARD OF TRUSTEES OF SOUTHERN ILLINOIS UNIVERSITY

By: _______________________________________

______________________________________ Dean, College of Education & Human Services Southern Illinois University Carbondale Vertrees

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AGENDA ITEM II.H.2

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Hillsboro Lease Agreement

DATE:

April 23, 2014

I am pleased to recommend the extension of our lease for the current Hillsboro facility located at the Montgomery County Farm Bureau Building. Terms of the agreement are basically unchanged and are as follows: • • • •

A two-year lease agreement commencing August 1, 2014 and terminating July 31, 2016 A monthly lease payment of $734 annualized at $4.12 per square foot for 2,136 square feet, an annual cost of $8,808 20% of the facility’s utility costs are borne by LLCC based on our proportionate share of square footage Ability to terminate the lease with not less than 6 months written notice of intent and date of such termination

This agreement has been reviewed by college counsel.

MOTION: Approve the attached lease with the Montgomery County Farm Bureau for 2,136 square feet at 102 North Main in Hillsboro at a monthly cost of $734 commencing August 1, 2014 and ending July 31, 2016.

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AGENDA ITEM II.H.2

LEASE THIS LEASE is made between the MONTGOMERY COUNTY FARM BUREAU, an Illinois corporation, of Hillsboro, Illinois herein called “Lessor,” and LINCOLN LAND COMMUNITY COLLEGE DISTRICT NO. 526, with administrative offices in Springfield, Illinois herein called “Lessee.” 1. Description of Premises. Lessor leases to Lessee space in the Montgomery County Farm Bureau Building located at 102 North Main, Hillsboro, Illinois, consisting of approximately two thousand one hundred thirty six (2,136) square feet, hereinafter called the “Premises.” In addition, Lessee shall be permitted to use the parking lot associated with the Premises, and Lessee agrees to coordinate such usage with Lessor. The parties understand and agree that six spaces adjacent to the building are reserved for Farm Bureau visitors during normal business hours. 2. Term. The term of this lease shall be two (2) years to commence on August 1, 2014, and terminate on July 31, 2016, unless sooner terminated by a breach of the terms and conditions of this lease by Lessee or by abandonment of the premises by Lessee. Lessee shall have the option to renew this Lease for two additional years on the same terms (except for rental amount) provided Lessee notifies Lessor of its intent to renew no later than January 1, 2016. Rental must be mutually agreed on or before May 1, 2016, or this Lease shall terminate. Lessee shall surrender the premises to Lessor immediately on the termination of the lease term or any renewal thereof. 3. Rent. In consideration of the demised Premises herein, Lessee covenants and agrees to pay as rent for said demised Premises Eight Thousand, Eight Hundred Eight Dollars ($8,808) per annum in twelve equal monthly installments of Seven Hundred Thirty Four Dollars ($734), in advance, on the first day of each and every month during said term or any renewal thereof. 4. Accessibility. Lessor agrees to cause, rest rooms used by both Lessor and Lessee to conform to ADA or other applicable accessibility requirements, the cost of any required improvements to such rest rooms shall be borne equally by Lessor and Lessee. Any other improvements required for accessibility (including, but not limited to elevators, ramps or stairs) shall be paid for by Lessee. Lessor shall, at its expense, provide one door to separate Lessor’s uses from Lessee’s. Lessee shall, at its expense, provide one door to separate Lessee’s uses from Lessor’s.

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AGENDA ITEM II.H.2

5. Use and Occupancy. Lessee shall use and occupy the premises for conduct of its educational program and for no other purpose. Lessor represents that the Premises may lawfully be used for such purpose. 6. Covenant to Pay Rent. Lessee shall pay rent to Lessor at Lessor’s above-stated address, or at such other place as Lessor may designate in writing without demand and without counterclaim, deduction, or setoff. 7. Care and Repair of Premises. Lessee shall commit no act of waste and shall take good care of the premises and the fixtures and appurtenances therein and shall in the use and occupancy of the premises conform to all laws, orders and regulations of the federal, state, and municipal governments or any of the departments (except as provided in paragraph 4, above). Lessor shall, at its own expense, provide maintenance of and reasonable snow removal from parking lot and entrances. Lessor agrees to maintain the roof, mechanical systems and structural portions of the building at its own expense and maintain the heating and air conditioning unit of the building at its existing capacity as of the date of this Lease. Lessor does not warrant that heating or air conditioning service will be free from interruptions for causes beyond the reasonable control of Lessor. Notwithstanding the foregoing, Lessee agrees to repair, repaint and/or otherwise decorate the premises used by it at its sole expense, as may from time to time be deemed by Lessee as necessary or appropriate. All improvements made by Lessee (or at Lessee’s request and paid for by Lessee) to the premises which are so attached to the Premises that they cannot be removed without material injury to the Premises shall become the property of Lessor upon installation. Not later than the last day of the term, Lessee shall, at Lessee’s expense, remove all Lessee’s personal property and those improvements made by Lessee which have not become the property of Lessor, including trade fixtures, cabinet work, movable paneling, partitions and the like; repair all injury done by or in connection with the installation or removal of such property and improvements; and surrender the Premises in as good condition as they were at the beginning of the term, reasonable wear and damage by fire, the elements, casualty, or other cause not due to the misuse or neglect by Lessee or Lessee’s agents, employees, visitors, or licensees excepted. All property of Lessee remaining on the Premises after the last day of the term of this lease shall be conclusively deemed abandoned and may be removed by Lessor, and Lessee shall reimburse Lessor for the cost of such removal. 8. Alteration, Additions, or Improvements. Lessee shall not, without first obtaining the written consent of Lessor, make any alterations, additions, or improvements in, to, or on and about the Premises. Lessor agrees to make any Vertrees

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AGENDA ITEM II.H.2

agreed upon alterations, additions or improvements solely at Lessee’s expense and provided Lessee agrees, in writing, to pay the actual cost of same as payments come due for Lessor. At the termination of this Lease, or any renewal thereof, all right, title and interest in and to any alterations, additions or improvements shall vest in Lessor at no cost to Lessor. 9. Activities Increasing Fire Insurance Rates. Lessee shall not do or suffer anything to be done on the Premises that will increase the rate of first insurance on the Building. 10. Accumulation of Waste or Refuse Matter. Lessee shall not permit the accumulation of waste or refuse matter on the leased Premises or anywhere in or near the building. 11. Abandonment. Lessee shall not, without first obtaining the written consent of Lessor, abandon the Premises or allow the Premises to become vacant or deserted. 12. Assignment or Sublease. Lessee shall not, without first obtaining the written consent of Lessor, assign, mortgage, pledge, or encumber this lease in whole or in part or sublet the Premises or any part thereof. 13. Compliance with Rules and Regulations. Lessee shall observe and comply with such reasonable rules and regulations as Lessor may prescribe on written notice to Lessee for the safety, care and cleanliness of the building and the comfort, quiet, and convenience of other occupants in the building. 14. Utilities. Lessor shall furnish Lessee heat and air conditioning on business days, adequate and reasonable for the Premises herein leased. Lessee shall pay monthly, 20% of 1/12th of the total heating and air conditioning costs, based upon estimated utility costs from the previous year’s actual utility rate. Lessor will furnish Lessee with the previous one year billing history on or before October 1 of each year so arrangements can be made to pay utilities at the time monthly lease payments are being paid. 15. Destruction of Premises. In the event of a partial destruction of the Premises during the term from any cause, Lessor shall forthwith repair the same, provided the repairs can be made within sixty (60) days under the laws and regulations of applicable governmental authorities. Any partial destruction shall neither annul or void this lease, except that Lessee shall be entitled to a proportionate reduction of rent while the repairs are being made, any proportionate reduction being based on the extent to which the making of repairs Vertrees

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AGENDA ITEM II.H.2

shall interfere with the business carried on by Lessee in the Premises. If the repairs cannot be made in the specified time, Lessor may, at its option, make repairs within a reasonable time, this lease continuing in full force and effect, and the rent to be proportionately rebated as previously set forth in this paragraph. In the event that Lessor does not elect to make repairs that cannot be made in the specified time, or those repairs cannot be made under the laws and regulations of the applicable governmental authorities, this lease may be terminated at the option of either party. Should the building in which the demised Premises are situated be destroyed to the extent of no less than fifty percent (50%) of the replacement cost thereof, Lessor may elect to terminate this lease whether the demised Premises are damaged or not. A total destruction of the building in which the premises are situated shall terminate this lease. Any dispute between Lessor and Lessee relative to the provisions of this paragraph shall be subject to arbitration. Each party shall select an arbitrator, and the two arbitrators so selected shall select a third arbitrator between them. The controversy shall be heard by the three arbitrators so selected. The decision of the three arbitrators shall be final and binding on both Lessor and Lessee who shall bear the cost of such arbitration equally between them. 16. Waivers of Subrogation. Notwithstanding the provisions of Section 7 of this lease, in any event of loss or damage to the building, the Premises, and/or any contents, each party shall look first to any insurance in it favor before making any claim against the other party. To the extent possible without additional cost, each party shall obtain for each policy of such insurance provisions permitting waiver of any claim against the other for loss or damage within the scope of such insurance, and each party to such extent permitted for itself and its insurers waive all such insured claims against the other party. 17. Eminent Domain. If the Premises or any part thereof or any estate therein or any other part of the building materially affecting Lessee’s use of the Premises shall be taken by eminent domain, this lease shall terminate on the date when title vests pursuant to such taking. The rent shall be apportioned as of the termination date, and any rent paid for any period beyond that date shall be repaid to Lessee. Lessee shall not be entitled to any part of the award for such taking of any payment in lieu thereof, but Lessee may file a claim for any taking of fixtures and improvements owned by Lessee and for moving expenses. 18. Lessor’s Remedies on Default. If Lessee defaults in the payment of rent or defaults in the performance of any of the other covenants or conditions hereof, Lessor may give Lessee notice or such default, and if Lessee does not cure any rental default within ten (10) days or other default within thirty (30) days after giving such notice (or is such other default is of such nature that it cannot be completely cured within such period, if Lessee does not within such thirty (30) days and thereafter proceed with reasonable diligence and in good faith to cure Vertrees

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AGENDA ITEM II.H.2

such default), then Lessor may terminate this lease and on not less than ten (10) days’ notice to Lessee. On the date specified in such notice, the term of this lease shall terminate, and Lessee shall then quit and surrender the Premises to Lessor, but Lessee shall remain liable as hereinafter provided. If this lease shall have been so terminated by Lessor, Lessor may at any time thereafter resume possession of the premises by any lawful means and remove Lessee or other occupants and their effects. 19. Deficiency. In any case where Lessor has recovered possession of the Premises by reason of Lessee’s default, Lessor may, at Lessor’s option, occupy the Premises or cause the Premises to be redecorated, altered, divided, consolidated with other adjoining Premises, or otherwise change or prepare for reletting, and may relet the Premises or any part thereof as agent of Lessee or otherwise for a term or terms to expire prior to, at the same time as, or subsequent to the original expiration date of this lease, at Lessor’s option, and receive the rent thereof. Rent so received shall be applied first to the payment of such expenses as Lessor may have incurred in connection with the recovery of possession, redecorating, altering, dividing, consolidating with other adjoining premises or otherwise changing or preparing for reletting, and the reletting, including brokerage and reasonable attorney’s fees. Thereafter it shall be applied to the payment of damages in amounts equal to the rent hereunder and to the cost and expenses of performance of the other covenants of Lessee as herein provided. Lessee agrees, in any such case, whether or not Lessor has relet, to pay Lessor damages equal to the rent and other sum herein agreed to be paid by Lessee, less the net proceeds of the reletting, if any, as ascertained from time to time, and the same shall be payable by Lessee on the several rent days above specified. In reletting the Premises as aforesaid, Lessor my grant rent concessions, and Lessee shall not be credited therewith. No such reletting shall constitute a surrender and acceptance or be deemed evidence thereof. If Lessor elects pursuant hereto actually to occupy and use the Premises or any part thereof during any part of the balance of the term as originally fixed or since extended, there shall be allowed against Lessee’s obligation for rent or damages as herein defined, during the period of Lessor’s occupancy, the reasonable value of such occupancy, not to exceed in any event the rent herein reserved and such occupancy shall not be construed as relief of Lessee’s liability hereunder. Lessor’s remedies hereunder are in addition to any remedy allowed by law. 20. Additional Space. If and when additional space becomes available in Lessor’s building, Lessor shall first offer such space to Lessee subject to such terms and conditions as may be acceptable to the parties.

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AGENDA ITEM II.H.2

21. Signs. Lessee may place signs on Lessor’s building and/or parking area subject to approval of Lessor, which approval shall not be unreasonable withheld. All signs must comply with applicable laws, rules, ordinances and regulations applicable thereto. 22. No waiver of Covenants or Conditions. The failure of either party to insist on strict performance of any covenant or condition hereof, or to exercise any option herein contained, shall not be construed as a waiver of such covenant, condition, or option in any other instance. This lease cannot be changed or terminated orally. 23. Right to Cure Lessee’s Breach. If Lessee breaches any covenant or condition of this lease, Lessor may on reasonable notice to Lessee (except that no notice need be given in case of emergency), cure such breach at the expense of Lessee. The reasonable amount of all expenses, including attorney’s fees, incurred by Lessor in so doing (whether paid by Lessor or not) shall be deemed additional rent payable on demand. 24. Termination. Lessee may terminate the lease by providing not less than six (6) months written notice of intent and date of such termination. On termination by Lessee, all Lessee’s rights, title and interest in improvements made by Lessee in the Montgomery County Farm Bureau shall, without further action or payment, vest in Lessor. 25. Notices. Any notice by either party to the other shall be in writing and shall be deemed to have been given only if delivered personally or sent by registered or certified mail in a postpaid envelope addressed, if to Lessee ant the above-described building; if to Lessor, or at Lessor’s address as set forth above; or at such other addresses as Lessee and Lessor respectively may designate in writing. Notice shall be deemed to have been duly given if delivered personally on delivery thereof, and if mailed, on the third day after mailing thereof. 26. Quiet Enjoyment. Lessor covenants that if and so long as Lessee pays the rent as herein provided, and performs toe covenants hereof, Lessee shall peaceable and quietly have, hold, and enjoy the Premises for the term herein mentioned, subject to the provisions of this least. 27. No Other Representations. No representations or promises shall be binding on the parties hereto, expect those representations and promises contained herein or in some future writing signed by the party making such representations or promises.

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AGENDA ITEM II.H.2

28. Section Headings. Section headings in this lease are intended for convenience only and shall not be taken into consideration in any construction or interpretation of this lease or any of its provisions. 29. Applicability to Successors and Assigns. The provisions of this lease shall apply to, bind, and inure to the benefit of Lessor and Lessee and their respective successors and assigns. Executed in duplicate at Springfield, Illinois, on the 23rd day of April, 2014. LESSOR:

MONTGOMERY COUNTY FARM BUREAU

LESSEE:

LINCOLN LAND COMMUNITY COLLEGE

By__________________________By________________________________ Its__________________________Its__________________________________

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AGENDA ITEM II.I.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Sangamon Hall Boiler Replacement PHS Project

DATE:

April 23, 2014

In your agenda you will find a resolution for the project referenced below to approve as Protection, Health and Safety Project and authorizing the submittal of the projects to the ICCB. Once approval has been obtained from the ICCB, the project will be bid and the work commenced. This project will be funded by Fund Balances remaining in previous PHS projects which have been completed. Therefore, no PHS tax will be levied for this project. Project Title Sangamon Hall Boiler Replacement Total

Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

Cost Estimate $786,220 $786,220

$786,220 Protection, Health and Safety Funds n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instruction, study and leisure activities take place. How will proposed agenda item be measured? Each of these projects is measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.

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AGENDA ITEM II.I.1

MOTION: Move to approve the resolution authorizing submission of the above referenced Protection, Health and Safety Project to the Illinois Community College Board.

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AGENDA ITEM II.I.1

Resolution to Approve Protection, Health, and Safety Project for Sangamon Hall Boiler Replacement WHEREAS, pursuant to the provisions of the statutes of the State of Illinois, Lincoln Land Community College District #526, is authorized to complete necessary projects dealing with health or safety of students, employees or visitors; and WHEREAS, there is a need for repair and alteration of certain facilities of Lincoln Land Community College District #526; and WHEREAS, Section 3-20-3.01 of the Public Community College Act authorizes the Board of Trustees, by proper resolution which specifically identifies the projects, to levy a tax to pay for such repairs or alterations upon the equalized assessed value of all the taxable property of the district at a rate not to exceed .05 percent per year for a period sufficient to finance such repairs and alteration; and WHEREAS, Section 3-20-3.01 of the Public Community College Act authorizes the Board of Trustees, by proper resolution which specifically identifies the projects to sell protection, health and safety bonds, not to exceed 4.5 million dollars, for such repairs or alterations and levy a tax sufficient to retire said outstanding bond issue over a period of years; and WHEREAS, the Board has received reports from a licensed professional architect or engineer that there are the following projects at Lincoln Land Community College which require repair and alterations, as defined in ICCB Rule 1501.601; and WHEREAS, the project recommended for repair and alteration is Sangamon Hall Boiler Replacement in the amount of $786,220. WHEREAS, the Board certifies this project meets the requirements of 805/320.3.01 of the Public Community College Act and is necessary for energy conservation, health or safety, environmental protection, or accessibility for the Disabled and is not a routine maintenance project. NOW, be it resolved by the Board of Trustees of Lincoln Land Community College District #526, as follows:

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AGENDA ITEM II.I.1

1. The recitals set forth above are incorporated herein and made a part hereof. 2. The physical facilities described in the project set forth above require alterations or repairs and are necessary to remove a health or safety hazard to students, employees, or visitors of Lincoln Land Community College District #526. 3. There are not sufficient funds available in the Operation and Maintenance Fund of Lincoln Land Community College District #526 to complete the project set forth above. 4. The cost of the project set forth above, as determined in the certified estimate of a licensed architect or engineer, is not less than $25,000 and shall be financed by transferring $786,220 from previous PHS projects (526-T-1901-1107, 526-T-1903-1107, 526-T-1902-1107, 526-T-1952-1108, 526-T-2047-1209, 526-T-2049-1209, 526-T-2048-1209, 526-TE-21081110, 526-TE-2144-1111) approved by the Illinois Community College Board. 5. Properly completed application forms shall be completed and forwarded to the President/CEO of the ICCB for approval of the above-referenced project.

Signature ________________________ Witness ________________________ Chair of Board

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Secretary of Board

43

AGENDA ITEM II.I.1

CAPITAL PROJECT APPLICATION FORM (One Application Form Per Project) District/College and District #: Lincoln Land Community College, District #526 Contact Person: Hugh Garvey Phone: 217-786-9605 Project Title: Sangamon Hall Boiler Replacement Project Budget: $786,220( )check* here if the proposed project to be financed with a combination of local, state, federal, foundation gifts, etc. and disclose on funding attachment 2 Date: 23 April, 2014 Application Type (check the appropriate application type and follow instructions): ____ Locally Funded New Construction–complete/submit Sections I and II. ____ Locally Funded Remodeling–complete/submit Sections I and III. ____ Locally Funded New Construction and Remodeling—complete/submit Sections I, II and III. X Protection, Health and Safety—complete/submit Section I and Attachment PHS. ____ Capital Renewal Project—complete/submit Section I and the Architect Recommendation form. ____ ADA Project – complete/submit Section I, Attachment ADA, and Architect Recommendation Form. Section I (submit for ALL project approval requests) A. Board of trustees action—attach a copy of the local board’s resolution and certified minutes B. A detailed description identifying the scope of work to be accomplished (complete the narration section and attach) C. A detailed description of the project’s programmatic justification (complete the narration section and attach) D. Board of trustees approved budget (use the appropriate format on Attachment #1) E. Funding source (use the appropriate format on Attachment #2) Section II A. Is the requested project included in the District Site and Construction Master Plan? (See ICCB Rule 1501.602c for a definition of such a plan) Yes ___ No ____

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AGENDA ITEM II.I.1

If no, please update your District’s Site and Construction Master Plan and submit to the ICCB. Anticipated date of completion ___________________ B. Submit the new square footage allocation (use Square Footage Summary Attachment) C. Has the site been determined professionally to be suitable for construction purposes? Yes ____ No ____ If yes, how was suitability determined (i.e., soil borings, inspection for hazardous materials, etc.) ________________________________________________________________________

Section III A. Submit the remodeled square footage allocation (use Square Footage Summary Attachment)

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AGENDA ITEM II.I.1

Programmatic Justification and Scope of Work

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AGENDA ITEM II.I.1

Programmatic Justification

The original boilers were installed in 1970 - 1971. There were two fire-tube 4 pass hot water boilers. In 2000 - 2001 they were replaced with eight (8) 2000 MBH condensing type high efficiency hot water boilers. Only six are operational currently. Of the eight boilers installed, one has a bad controller and the other is being used for spare parts. The heat exchanger has been replaced in all the boilers at least once and in some cases been replaced twice. The hot water system serves Cass, Sangamon, Menard and Millennium Buildings. The boilers use hot water temperature reset based on outside air temperature to change 160ΕF supply water temperature at 0ΕF outside air temperature down to 120ΕF supply water temperature when outside air is 60ΕF. The present heat loss load for 2013 winter, which was one of the ten coldest on record, was satisfied by running all six boilers at full fire or 12,000 MBH input / 10,600 MBH output. The summer heating load was noted to be satisfied by using two boilers at approximately 35% firing rate or 1,400 MBH input / 1,330 MBH output. The control scheme for the boilers is to provide a hot water control valve before the boiler and to open and close the valve as the boiler is required. Once flow has been established the boiler operates to meet temperature set point. The main system pumps circulate the heating water through the boiler and then out to the system. The flow dynamics through the operating boilers change based on the pressure reading at the circulating pump speed controller. The boilers were installed in two rows. Each row has a gas vent through the roof. Each row of boilers is connected to a separate gas vent.

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AGENDA ITEM II.I.1

Existing Boilers Design Issues With the stainless steel heat exchanger being damaged routinely there are some design issues with the present system. Under winter loading the boilers are at maximum firing rate and flue gas flow and water flow through the heat exchanger are fine. During summer load at minimum fire the boilers hot water temperature reset is at 120ΕF which causes condensation of flue gas in the heat exchanger. The condensed gas creates an acid that corrodes the heat exchangers. Another contributing factor is the irregular water flow in the heat exchanger which creates hot spots inside the boiler. LLCC has experienced many of these failures which results in costly repairs.

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AGENDA ITEM II.I.1

Scope of Work To correct the gas vent situation, each boiler will have its own flue and intake so the gas vent will have only two states - on-off. This will require additional roof penetrations but less gas vent problems. The new intake and exhaust material will be PVC, CPVC or HDPE which will eliminate the issue of flue gas acid. Each boiler will require acid neutralization of the waste water from the gas vent. This neutralized waste will be drained to a floor drain. To correct the flow issues, each new boiler will be provided with a boiler pump that will have positive constant flow when it is operating. The new boiler included in the cost opinion is Lochinvar  Crest  FB-2500. The new boiler housekeeping pads will be a combination of existing pads enlarged and new pads. The campus will require hot water from existing boilers while new boilers are being installed. This coordination will be accomplished by installing some new boilers to the west of the existing boilers, making them operational to serve campus needs thus allowing the remaining boilers to be removed and replaced. After all the new boilers are installed, the remaining existing boilers can be removed. The new boilers will require modified gas connections. The existing gas main will have to be modified to accommodate new connections. This outage will require coordination with campus operations. New hot water branch piping will require valves and connections to existing mains. To accommodate this effort, coordination of outage will need to be made with campus operations. New branch hot water piping will also require an outage to add valves in addition to the existing branch valves already installed. The existing electrical design has ten circuits for the ten existing boilers; six of these can be reused for the six new boilers. The branch circuits will have to be modified. Other modifications to existing motor control center will be included to provide operation capacity and availability of circuits for this project and potential future mechanical upgrades. Existing temperature control panel is becoming obsolete. A new DDC panel will be installed. The programs and graphics will be modified for the new boiler arrangement.

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AGENDA ITEM II.I.1

Attachment #1 Project Budget Check One:  G New Construction X G Remodeling Project Name: Sangamon Hall Boiler Replacement Budget Amounts New Construction Land Site Development Construction (including Fixed Equipment) Mechanical Electrical General Conditions Contingency (10%) A/E Professional Fees Total

Remodeling N/A N/A N/A $558,000 $ 28,000 $ 58,600 $ 64,460 $ 77,160 $786,220

Protection, Health, and Safety Project Name: Sangamon Hall Boiler Replacement

Project Costs Contingency A/E Professional Fees Total

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Budget Amounts $644,600 $ 64,460 $ 77,160 $786,200

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AGENDA ITEM II.I.1

Attachment #2 Funding Source District/College Name: Lincoln Land Community College, District #526 Project Name: Check the source(s) of funds: Available fund balance (Including excess funds from previously approved protection, health, and safety projects)

X Fund name(s):_O & M Restricted________________ Previous PHS Projects as follows: 526-T-1901-1107 $21,326 526-T-2049-1209 $56,616 526-T-1903-1107 $4,632 526-T-2048-1209 $52,854 526-T-1902-1107 $49,502 526-TE-2108-1110 $326,931 526-T-1952-1108 $121,838 526-TE-2144-1111 $84,960 526-T-2047-1209 $67,561

Bond Proceeds (including protection, health, and safety bonds)

Type of bond issuance(s):_____________________

Protection, Health, and Safety Tax Levy (ILCS 805/3-20.3.01)

Tax rate/fiscal year: ___________________________

Contract for Deed (ILCS 805/3-36)

Term of Contract for Deed in months: ____________

Lending Arrangement with a Financial Institution (ILCS 805/3-27)

Term of Lending Arrangements in months: _________

Lease Agreement (ILCS 805/3-38)

Term of Lease in months: ____________________

Capital Renewal Funding

Proposed Fiscal Year Source(s): ________

ADA Access for All Funding Proposed Fiscal Year Source(s): _________

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AGENDA ITEM II.I.2

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Variable Frequency Drive Unit Replacement Bid Proposals

DATE:

April 23, 2014

Sealed proposals were received on April 8th for the replacement of the Variable Frequency Drives in Sangamon, Menard and Cass. Two proposals were received and another was not accepted due to late arrival at the bid opening. A tabulation of those bids is as follows. Contractor B & B Electric, Inc. Egizii Electric, Inc. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

Base Bid $166,400 $167,895

$166,400 Protection, Health, Safety n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instruction, study, administrative and leisure activities take place. How will proposed agenda item be measured? This project is measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.

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AGENDA ITEM II.I.2

MOTION: Move to approve the lowest responsible bid in the amount of $166,400 by B&B Electric, Inc. and establish a 10% project contingency in the amount of $16,640.

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AGENDA ITEM II.I.3

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Menard Hall Subsurface Settlement Remediation Change Orders

DATE:

April 23, 2014

During the course of any construction project, modifications to the agreement are necessary due to undiscovered conditions, existing conditions, or requests from the owner and the recognition that in any set of contract documents there will be the necessity for clarification. Therefore, in keeping with the policies of the Board of Trustees, the following change orders are submitted for ratification. The project contingency will be enhanced by $7,500 from funds available within the approved PHS project to cover these final change orders. RFP/CO# Description G-001 • Change the automatic operator actuators, $864.05 • Isolation valves on the heat piping for the restrooms, $4,919.20 • Change the plumbing piping to cast iron in the chase, $4,314.45 • Add lintels above duct louvers, $451.00 • Remove the glazed block on the exterior wall, $1,627.25 • Reduce amount of temporary wall, -1,096.88 • Revise the fin tube piping, $1360.70. G-002 • 6” block in lieu of 4” block. G-003 • Replace the walk-off mats, $2,333.10 • Relocate the louvers above the doors to the bottom of the entry doors, $311.73 • Raise the restroom entrance soffits, $980.65 • Modify swing of the automatic door operators, $851.40 • Third shift upcharge to accommodate class schedules, $9,270.47. Total: Vertrees/Garvey

Cost $12,439.77

$10,000.00 $13,747.35

$36,187.12

54

AGENDA ITEM II.I.3

Amount of project contingency: Project contingency enhancement: Adjusted amount of project contingency: Less previously approved change orders: Change order(s) presented for ratification: Less other consultant fees/permits to date: Amount of contingency remaining:

Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

$29,200.00 $7,500.00 $36,700.00 $0.00 $36,187.12 $0.00 $512.88

$36,187.12 PHS n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instruction, study and leisure activities take place. How will proposed agenda item be measured? This project will be measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.

MOTION: Move to ratify the listed change order in the amount of $36,187.12 for the Menard Hall Subsurface Settlement Remediation project as presented.

Vertrees/Garvey

55

III. Action Agenda

AGENDA ITEM III.A.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Revision to Board Policy 6.12 – Disposal of Capital Assets

DATE:

April 23, 2014

Attached is the proposed change to Board Policy 6.12 - Disposal of Capital Assets. The change to this policy is to place a threshold on items that require board authorization to sell or dispose of based on the estimated market value of the item. This change will allow the College to promptly dispose of surplus and obsolete items that can no longer be of use to the College. MOTION: Move to approve Board Policy 6.12 – Disposal of Capital Assets.

Vertrees/Longhta/Patarozzi

57

AGENDA ITEM III.A.1

Lincoln Land Community College

BOARD POLICY

Subject: Disposal of Capital Assets Policy Number: 6.12 Officer Responsible: VP, Administrative Services Last Reviewed: 4/22/09 04/23/14 Last Revised: 04/23/14 Effective Date: 2/24/98 Old Policy Number: 4.1.11

Policy Statement: Except as provided by grant regulations, after Board approval, obsolete capital assets owned by the College with an estimated market value of less than $5,000, and no longer needed for College purposes, may be sold or disposed of. Any single item having an estimated market value of $5,000 or more shall have authorization from the Board of Trustees for its disposal. If capital assets owned by the College have a greater trade-in value than outright sale price, such capital assets may be traded when purchasing a similar or replacement asset. Such trade-in value shall be reflected in bid or quotation proposals received from vendors.

Vertrees/Longhta/Patarozzi

58

AGENDA ITEM III.D.1

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Banking Services

DATE:

April 23, 2014

This past January the College invited banking institutions to submit a proposal to serve as the College’s main depository over the next five years. Six institutions submitted a proposal, two of which did not meet our stated specifications. These two institutions were US Bank and First Bankers Trust Company. The remaining four, United Community Bank, Illinois National Bank, Bank of Springfield, and Town and Country Bank, met our stated specifications. Specifications for Required Banking Services The expectation when reviewing the proposals was that each institution would be able to furnish services that would at least meet our current services regarding our four checking accounts, and any service charges should be assessed first against any earnings credit. In addition, the College required a provision for providing the following: checks, deposit slips, endorsement stamps, automatic redeposit of NSF checks, notification of all ledger debits and credits, currency and coin change orders, lock bags, international transfers, monthly bank statements and CD for all monthly bank statements, on-line banking services, cleared check file sent via email no later than the fourth working day of the month, same day notification of wire transfers, daily courier services, and to provide an ATM on campus and provide remote capture terminals. We also require that the financial institution support direct deposit of payroll checks, ACH checks for vendor payments and establish correspondent banking services to support our service centers in Beardstown, Hillsboro, Jacksonville, Litchfield, and Taylorville. Each bank also had to meet or exceed two out of the three following ratings: 1. A “B” rating based on the most current ratings from Weiss Ratings services 2. 4 stars based on the most current ratings from Bauer Financial 3. A bank stress index of B on the most current ratings from the Total Bank Solutions Bank Monitor Vertrees/Longhta/Patarozzi/Aherin

59

AGENDA ITEM III.D.1

In addition to the basic services, the College asked for information and costs associated with specific banking services. We have attached a comparative annual cost summary and annual interest earnings summary for your review. Historically, the College has exercised a conservative fiscal policy which has ensured protection of the taxpayer’s funds. Accordingly, the College asked each of the four financial institutions for assurance that the College’s funds would be fully collateralized. Summary The College received four very competitive proposals. In addition to reviewing the proposals, the College met with each banking institution to review the proposals. The College greatly appreciated the efforts each institution took to provide us with a competitive proposal. All four proposals met our basic needs as well as identified additional services. Based on the analysis provided, we recommend that United Community Bank be designated as Lincoln Land Community College’s depository for the next five fiscal years. United Community Bank is offering the lowest annual cost, the highest earnings credit rate and the highest interest earnings rate. All of the rates offered by UCB are set for the full five year term on the contract. UCB has served as the College’s banking institution for the past thirteen years and has always provided excellent service to the College.

MOTION: Move to approve United Community Bank as Lincoln Land Community College’s main depository bank for the next five fiscal years (FY 2015 - FY 2019).

Vertrees/Longhta/Patarozzi/Aherin

60

AGENDA ITEM III.D.1 RESOLUTION Board of Trustees, Community College District No. 526, Counties of Bond, Cass, Christian, DeWitt, Fayette, Greene, Logan, Macon, Macoupin, Mason, Menard, Montgomery, Morgan, Sangamon, Scott and State of Illinois. WHEREAS, United Community Bank is qualified by state statue to serve as Lincoln Land Community College’s main depository, and WHEREAS, United Community Bank was judged to best meet the qualifications and specifications set forth in Lincoln Land Community College’s Request for Proposals FY 2014-7. NOW, THEREFORE BE IT RESOLVED, that United Community Bank be, and is hereby designated a depository of Lincoln Land Community College and that funds so deposited may be withdrawn upon a check, draft, note or order of the District from July 1, 2014 through June 30, 2019. BE IT FURTHER RESOLVED, that all checks, drafts, notes or orders drawn against Lincoln Land Community College accounts be signed by one of the following individuals whose signatures shall be duly certified to such Bank, and that no checks, drafts, notes or orders drawn against such Bank shall be valid unless so signed: Account

Signatory Stephen S. Haury

Title Treasurer

or in special circumstances

LLCC General Fund

To Be Determined Stephen S. Haury LLCC Federal Financial Aid Program

Vice President, Administrative Services Treasurer

or in special circumstances To Be Determined

Vice President, Administrative Services

Vertrees/Longhta/Patarozzi/Aherin

61

AGENDA ITEM III.D.1

Stephen S. Haury

Treasurer

or in special circumstances

LLCC Payroll

To Be Determined Stephen S. Haury

Vice President, Administrative Services Treasurer

or in special circumstances

LLCC Employee Benefit Fund

To Be Determined

Vice President, Administrative Services

BE IT FURTHER RESOLVED, that such Bank is hereby authorized and directed to honor and pay any checks, drafts, notes or orders so drawn, whether such checks, drafts, notes or orders be payable to the order of any such person signing said checks, drafts, notes or orders, or any of such persons in their individual capacities or not, and whether such checks, drafts, notes or orders are deposited to the individual credit of any of the other officers or not. This resolution shall continue in force and such Bank may consider the facts concerning the holders of said officers, respectively, and their signatures to be continued as set forth in the certificate of the Secretary, accompanying a copy of this resolution when delivered to such Bank or in any similar subsequent certificate, until written notice to the contrary is duly served on such bank. In Witness Whereof, I have hereunto affixed my name as Lincoln Land Community College Board of Trustees Secretary this 23th day of April 2014.

(Justin Reichert, Chair)

(Jerry Wesley, Secretary)

Vertrees/Longhta/Patarozzi/Aherin

62

1 per month per account, total 36 DAILY 5 9084 1144 FOR 2 ACCTS 2 DEPOSITS DAILY

CLEARED CHECKS FILE (general, PR, EBF in excel and CSV format) COURIER SERVICES DEBIT MEMOS DEPOSIT ITEMS - Foreign DEPOSIT ITEMS- Onus DEPOSIT SLIPS DEPOSITS

N/C $6,000.00 $0.90 $908.40 $91.52 N/C $144.00

N/C

N/C

N/C N/C N/C $862.98 $68.64 $40.00 $87.60

$166.20 N/C $300.00 $240.00

$199.44 N/C $300.00 N/C

1662 2296 4 users 12 4 STATEMENTS PER MONTH

$42.12 $300.00

$35.10 N/C

$296.82 $1,018.80

234 1 per month

$197.88 $3,056.40

N/C

Currently included in account analysis

1649 20376

$624.00

N/C

N/C

N/C

$384.00

NA 1 per month per account, total 48

ACH DEBITS (PR deductions, etc) ACH MAINTENANCE ACH PR DIRECT DEPOSITS CREDITS ATM MACHINE CASH MANAGEMENT CD-ROM CHECK IMAGING SENT WITH STATEMENT

ACH CREDITS (Merchant Services, Property taxes, etc.) ACH DEBITS (includes PR)

ACCOUNT MAINTENANCE

SERVICES 2 SWEEP ACCOUNT 4 INTEREST BEARING CHECKING ACCTS ACCOUNT ANALYSIS MAINTENANCE

ESTIMATED ANNUAL SERVICE CHARGE N/C

ESTIMATED ANNUAL SERVICE CHARGE N/C

ILLINOIS NATIONAL BANK

ESTIMATED ANNNUAL VOLUME NA

BANK OF SPRINGFIELD

$359.28 $4,320.00 $2.25 $908.40 $114.40 N/C $96.00

*

* * *

*

$479.04 *

$83.10 * $9,826.08 $120.00 * $119.76

$11.70 * N/C

$82.45 * $1,018.80 *

N/C

$480.00 *

$24,639.46

ESTIMATED ANNUAL SERVICE CHARGE N/C

TOWN & COUNTRY BANK

Banking Comparison Estimated Annual Cost Analysis - RFP#2014-7

$900.00 $1,200.00 $0.35 $635.88 $80.08 N/C N/C

N/C

$83.10 N/C $120.00 N/C

$11.70 N/C

$82.45 $1,018.80

N/C

$240.00

N/C

ESTIMATED ANNUAL SERVICE CHARGE N/C

UNITED COMMUNITY BANK

18 2

INCOMING WIRES (includes FA) INTERNATIONAL WIRES

$75.00 $10,000 per account $900.00 $75.00

3 NA 30 100

75

STANDARD DEPOSIT SLIPS FOR EMPLOYEE BENEFIT FUND

$18.00

N/C $154.00 $36.00 $88.00 $0.00 $467.85

DAILY 7 3 4 0 3119

INVESTMENT SWEEP NIGHT DEPOSIT BAGS (large) NIGHT DEPOSIT BAGS (small) OUTGOING WIRES OVERDRAFT PAYROLL CHECKS (written) REMOTE DEPOSIT CAPTURE TERMINALS RESERVE REQUIREMENT RETURN ITEM PROCESSING STANDARD CHECKS FOR EMPLOYEE BENEFIT FUND

$216.00 $100.00

$2,367.90

15786

$0.18

3

$0.29

$225.00

15

3

$930.00

6200

FOREIGN CHECK COLLECTIONS out of banks district GENERAL FUND CHECKS (written)

SERVICES EARNINGS CREDIT FEE EMPLOYEE BENEFITS CHECKS (written) ENDORSEMENT STAMPS (14 GENERAL, 1 EBF) FOREIGN CHECK COLLECTIONS Onus

ESTIMATED ANNUAL SERVICE CHARGE N/C

ESTIMATED ANNNUAL VOLUME NA

BANK OF SPRINGFIELD

N/C

N/C

N/C 10% $120.00

N/C N/C N/C $52.00 $0.00 $405.47

$144.00 $50.00

$2,052.18

$60.00

$22.50

N/C

N/C

ESTIMATED ANNUAL SERVICE CHARGE N/C

ILLINOIS NATIONAL BANK

$15.00 *

$15.00 *

$1,200.00 10% $135.00 *

$144.00 $100.00 See Proposal/CDARS recommendation $350.00 $75.00 $40.00 $0.00 $467.85 *

$2,367.90 *

$0.30 *

$0.30 *

N/C

$930.00 *

ESTIMATED ANNUAL SERVICE CHARGE N/C

TOWN & COUNTRY BANK

Banking Comparison Estimated Annual Cost Analysis - RFP#2014-7

N/C

N/C

N/C 10% $60.00

N/C N/C N/C $28.00 $0.00 $218.33

N/C N/C

$1,105.02

$75.00

$75.00

N/C

$434.00

ESTIMATED ANNUAL SERVICE CHARGE $0.01

UNITED COMMUNITY BANK

N/C N/C $14,668.91

N/C N/C $12,025.76

50 5

N/C

N/C $1,650.00

N/C

$40.00 $1,100.00

ESTIMATED ANNUAL SERVICE CHARGE

2

1000 55

ESTIMATED ANNUAL SERVICE CHARGE

ILLINOIS NATIONAL BANK

$24,639.46

$10.00 $25.00

$200.00 * $542.85 See Proposal/CDARS recommendation

ESTIMATED ANNUAL SERVICE CHARGE

TOWN & COUNTRY BANK

INTEREST RATE ESTIMATED ANNUAL INTEREST EARNED

EARNINGS CREDIT RATE

$12,619.47

$23,135.70

No earnings credit but will apply an annual $10,000 credit towards fees 0.25% on all balances including the reserve amount

ILLINOIS NATIONAL BANK 0.25% on non-interest bearing balances ($6.1 Million) for one year then will be re-evaluated 0.15% on balances after reserves and above $6.1M (Fixed for 1 year and then re-evaluated)

BANK OF SPRINGFIELD

$7,571.68

0.09% on balances after reserves

0.45%

TOWN & COUNTRY BANK

*Town & Country Fees that will be analyzed and that may be waived based on the balances that the earnings credit rate is applied to. N/C = NO CHARGE

SWEEP PROCESSING ACCOUNTS TRANSFERS BY CASH MANAGEMENT TRANSFERS BY TELEPHONE ESTIMATED ANNUAL SERVICE CHARGE GRAND TOTAL

SERVICES STANDARD DEPOSIT SLIPS FOR GENERAL FUND STOP PAYS

ESTIMATED ANNNUAL VOLUME

BANK OF SPRINGFIELD

Banking Comparison Estimated Annual Cost Analysis - RFP#2014-7

$63,097.35

0.75% on balances after reserves

0.75%

UNITED COMMUNITY BANK

$7,380.22

N/C N/C

$600.00

N/C $412.50

ESTIMATED ANNUAL SERVICE CHARGE

UNITED COMMUNITY BANK

AGENDA ITEM III.D.2

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Health Insurance Rates for FY 2015

DATE:

April 23, 2014

The insurance committee met with the insurance consultant to review aggregate claims and large claims data as it pertains to our stop loss insurance coverage, health insurance plan design and projected rates for FY 2015. This year has been a particularly difficult one with large claims. We currently have 13 individuals who have exceeded the 50% threshold of the $90,000 stop loss deductible with claims totaling just under $915,000. Five of those individuals have claims exceeding the $90,000 stop loss deductible with the possibility of more to come. Expenses are currently exceeding revenue in the employee benefit fund, as well. Claims for the past two years were reviewed and the data was trended forward to arrive at expected claims for the upcoming fiscal year, given that healthcare inflation is currently running at around 6%. The initial review called for a premium increase of 16% for the FY 2015 plan year. Due to collective bargaining agreements, the college currently pays the full premium of single coverage for benefit-eligible employees. As such, the college budget cannot support such a large premium increase. The insurance committee reviewed recommendations for plan design changes in an effort to reduce the premium increase to 10% overall. The following is the recommendation of the insurance committee: •

Continue to offer a High Deductible Plan option accompanied by a Health Savings Account conforming to IRS qualifying regulations. The deductible for this plan will remain at $2,750 per individual. After the deductible is satisfied, the plan pays 90% of in-network costs and the employee is responsible for 10% of those costs up to a maximum out-of-pocket cost of $2,000. Once the deductible and out-of-pocket maximum has been satisfied, the plan pays 100% of costs.



Continue to offer the Open Access Plan with the following plan design changes: Increase the Tier I deductible by $500 to $1,000 per person, Tier II from $750 to $1,250 per person, Tier III from $1,000 to $1,500 per person; increase the Tier I out-of-pocket maximum by $500 to $2,250 per person, Tier II from $3,250 to $3,750 per person, Tier III from $4,250 to $4,750 per person; increase Rx copays from $10 to $20 generic, from $30 to $50 formulary, from $50 to $100 nonformulary; increase office visit co-pays to Tier I from $15 to $25, Tier II from $30 to $50.

Vertrees/Ransdell

66

AGENDA ITEM III.D.2



In compliance with the Affordable Care Act, there will no longer be a pre-existing condition exclusion for new participants on our health insurance plans.



Establish health insurance rates for the HealthLink Open Access Plan for FY’15 at $880 for Employee only, $1,419 for Employee plus one, and $2,233 for Employee plus two or more. This reflects a 10% increase over last year’s rates.



Establish health insurance rates for the High Deductible Plan coupled with Health Savings Account for FY’15 at $600 for Employee only, $1,030 for Employee plus one, and $1,686 for Employee plus two or more.



Set the Board Contribution for health insurance at $880 per employee per month as required by our Collective Bargaining Agreements.



Establish the Board Contribution to an employee’s Health Savings Account for those selecting the High Deductible Plan at the annual amount of $3,300. This is the yearly difference between the cost of single coverage under the Open Access Plan and the High Deductible Plan without exceeding the annual maximum contribution set by the IRS.



Continue with Lincoln Financial as the college’s dental insurance carrier, taking advantage of the 2-year rate guarantee for existing rates of $36 for Employee only, $78 for Employee plus one, and $126 for Employee plus two or more with the Board Contribution fixed at $36 per month.

The projected health insurance premium increase is expected to generate sufficient revenue to pay expected claims, stop loss insurance and third party administrative fees given past claims history and current healthcare inflation of 6%. I would like to take the opportunity to thank the members of the insurance committee for their hard work and due diligence in this process. Members of the committee are Rich Vertrees, Junell Ransdell, Nicole Ralph, Christie Hovey, Esteban Cruz, Stephanie Cummings, Tony Rothering and Barb Mustered. It is my recommendation that we support the work and resulting recommendation of the insurance committee.

MOTION: Move approval of the recommended Health Insurance Rates for FY 2015 as presented.

Vertrees/Ransdell

67

IV. Information Items

AGENDA ITEM IV.A.3.a

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Position Vacancies and Hires

DATE:

April 23, 2014

POSITION VACANCIES CLASSIFIED Administrative Assistant to the Dean (FT) PROFESSIONAL Systems Administrator I (FT) ADMINISTRATIVE Assistant Vice President, Student Success (FT) Dean, Arts & Humanities (FT) Director, Admissions, Records and Registration (FT) Program Director, Associate Degree Radiography (FT) Faculty Journalism/Humanities Instructor (FT) HIRES Jessie Blackburn

Academic Success Professional (PT)

08/18/14

RETIREMENTS Jeff Lopian

Mechanical Maintenance Technician (FT)

06/29/14

RESIGNATIONS Meagan Raison

Educational Service Representative (PT)

04/18/14

69

AGENDA ITEM IV.A.3.b

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Construction Progress Update

DATE:

April 23, 2014

Attached is the current Construction Project Status Report for LLCC. It includes all projects that are currently underway, projects that have formal plans and available funding but are not yet underway, and projects that have been requested for state funding but have no formal plans or available funding. The following information is intended to provide a brief overview of the progress of each of the projects since the previous Board Meeting: Boiler Replacement We have begun planning for the replacement of 8 boilers in the Physical Plant of Sangamon Hall. Front Entry Improvements The project is substantially complete. There are some landscaping improvements left to be completed in the Spring. PHS Projects – FY’11 Campus Boulevard Lighting Replacement Contract Documents are being prepared. Variable Frequency Drive Units Replacement Bids were received on April 8th and our recommendation is before you evening. PHS Projects – FY’12 Generator Project The project is substantially complete.

Vertrees/Garvey

70

AGENDA ITEM IV.A.3.b

PHS Projects – FY’13 Menard Remediation The project is substantially complete. Masonry Repairs to Sangamon, Menard and Cass This project is managed by the CDB. The bid opening was held on March 13th and we are still reviewing the two lowest bids. Budget Impact: Total Funds Requested: Source of Funds: Projected Revenue: Projected Savings:

n/a n/a n/a n/a

Student Learning Impact: How will proposed agenda item impact student learning? By improving the physical environment in which instructional, study and leisure activities take place. How will proposed agenda item be measured? Each of these projects is measured first by completion within the predetermined budget and time allotted for completion, and then by the satisfaction of the users and stakeholders.

Vertrees/Garvey

71

72

S,L S,L S,L S,L S,L

L L L

S,L L L S,L

L

L L

L

L L L

Funding Source

Sum of Original Contract Amount 10,465 21,017 153,083 184,565 831,688 831,688 244,100 328,500 572,600 143,738 143,738 20,000 67,500 100,000 901,600 1,089,100 646,674 700,559 362,676 1,709,909 4,531,600

Sum of Sum of Sum of Sum of Adjusted Contract Contract Sum of Payments To Contract Balance % Date Remaining Remaining Amount Retainage 10,465 917 9,548 91.24% 21,017 19,145 1,872 8.91% 153,083 143,970 9,113 5.95% 184,565 164,032 20,533 11.12% 651,641 632,127 19,514 2.99% 651,641 632,127 19,514 2.99% 248,927 247,170 1,757 0.71% 364,687 298,945 65,742 18.03% 613,614 546,115 67,499 11.00% 143,738 6,468 137,270 95.50% 143,738 6,468 137,270 95.50% 20,000 13,424 6,576 32.88% 67,500 26,541 40,959 60.68% 76,379 76.38% 100,000 23,621 901,600 901,600 100.00% 1,089,100 63,586 1,025,514 94.16% 15,228 661,902 659,870 2,032 0.31% 3,299 703,858 687,726 16,132 2.29% 6,159 368,835 344,822 24,013 6.51% 1,692,418 42,177 2.43% 24,686 1,734,595 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% (114,346) 4,417,254 3,104,746 1,312,507 29.71% Sum of Change Orders (180,047) (180,047) 4,827 36,187 41,014

This summary page provides information pertaining to the contract payouts and balances. The back-up sheets may differ since the back-up sheets contain the contract amounts, payouts, as well as any interest that may have been earned.

Notations: + Indicates that the project is being monitored by an outside agency. In some cases, the outside agency has not provided the college with the necessary payout or final close out forms. As the information is received, the above information will be adjusted.

Education Service Area Expansion Logan Hall Millennium Center ITS Student Services/Testing Center WDRC-Adult Ed/Comm Educ

Athletic Field Drainage Improvements Front Entry Improvements Parking Lot Striping & Resurfacing

Theatre Renovations Infrastructure Metal Building Menard Hall Carpet Replacement CDB SGMN MNRD CASS Masonry Repairs

73905 73906 73907 73909

77902 77903 77905

Taylorville PHS Code Compliance Renovation Project

Cass Gym Bleacher Replacement Menard Hall Subsurface Settlement

70928 70929

70930

Generation Plant

Project Name Campus Boulevard Lighting Replacement Variable Frequency Drive Units Sangamon Hall Air Handler Replacement

70925

Colleague Dept # 70921 70923 70924

Funding Bonds Total ICCB Capital Budget Request NEW NEW NEW NEW NEW ICCB Capital Budget Request Total Grand Total

Infrastructure Fee Total Funding Bonds

FY2013 PHS Total FY2014 PHS FY2014 PHS Total Infrastructure Fee

FY2011 PHS Total FY2012 PHS FY2012 PHS Total FY2013 PHS

Type / Year FY2011 PHS

Sum of Original LLCC Budget Approved / Estimated 100,876 204,571 186,682 492,129 728,354 728,354 339,000 435,520 774,520 1,900,541 1,900,541 20,000 67,500 100,000 901,600 1,089,100 662,000 720,000 402,000 1,784,000 4,235,000 3,404,000 635,000 2,740,000 1,445,000 12,459,000 19,227,644

The following information is a reflection of information that has been provided to the Business Office as of March 31, 2014

All Capital Projects

AGENDA ITEM IV.A.3.c

MEMORANDUM TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Quarterly Budget Transfer Report

DATE:

April 23, 2014

Attached is the Quarterly Budget Transfer Report reflecting transfers at the end of the third quarter of this fiscal year. We continue to be well within statutory requirements limiting the amount of transfers to 10% or less in any fund.

Vertrees/Longhta

73

AGENDA ITEM IV.A.3.c

QUARTERLY BUDGET TRANSFER REPORT March 31, 2014

EDUCATIONAL FUND Budget Transfers Percentage

O&M FUND Budget Transfers Percentage

OTHER FUNDS Budget Transfers Percentage

$36,898,322 $107,441 .29%

$5,498,390 $34,353 .62%

$19,361,544 $26,100 .13%

TOTAL OPERATING BUDGET Revenue Original Budget Adjusted Revenues Additional Funds Available

$42,396,712 $42,396,712 $0

Expenditures Original Budget Adjusted Expenditures Additional Expenditures

$42,396,712 $42,396,712 $0

Net Change

Vertrees/Longhta

$0

74

AGENDA ITEM IV.A.6.a

AGENDA MASTER CALENDAR

• •

MAY 2014 LLCC Foundation Gala 5/03/14



Summer Adjunct Faculty Listing

Employee Recognition Ceremony 5/7/14



Budget Workshop



Board Meeting 6/25/14



Adult Ed Recognition Ceremony 5/14/14



Commencement 5/16/14



Board Meeting 5/28/14

JUNE 2014

SEPTEMBER 2014 •

Budget Adoption/Public Hearing



Mid-Year Tenure Listing

• Annual Board Evaluation

JULY 2014 •

FY’15 Tentative Budget



Board Meeting 7/23/14

OCTOBER 2014 •

Financial Audit Review



PHS Projects



Board Meeting 10/22/14

AUGUST 2014 •

NOVEMBER 2014 •

Board Meeting 11/19/14

Board Meeting 8/27/14

DECEMBER 2014 •

Adopt CY’14 Property Tax Levy



Board Meeting 12/17/14

• Board Meeting 9/24/14

JANUARY 2015 • Board Meeting 1/28/15

FEBRUARY 2015

MARCH 2015

APRIL 2015



Sabbatical Leaves



Administrative Contracts



FY’16 Preliminary Revenue Estimate



Faculty Contracts and Position Listing



Board Meeting 3/25/2015



Seating of New Student Trustee



Student Recognition Ceremony



Board Meeting 4/22/15



Tenure Listing



Catalog Review and Adoption



Board Meeting 2/25/15

75

V. Strategic Discussion

AGENDA ITEM V.A

MEMORANDUM

TO:

Members, LLCC Board of Trustees

FROM:

Charlotte J. Warren President

SUBJECT:

Informational Presentation Regarding Goals 4 and 5 of the Strategic Planning Dashboard

DATE:

April 23, 2014

Ms. Lesley Frederick, Vice President – Student Services, will be presenting this evening. Her presentation will provide an update to Goal 4 – Community Engagement and Goal 5 – Diversity and Cultural Competency for FY 2013 of the College Strategic Plan. The presentation will focus on the Key Performance Indicators and the College’s Strategic Planning Dashboard.

77