Special Board of Trustees Meeting July 30, 2015 · 7/30/2015 · page 1 of 2 . board of trustees of community college district no. 502. counties of dupage, cook and will . state

Special Board of Trustees Meeting

July 30, 2015

Page 1 of 2

BOARD OF TRUSTEES OF COMMUNITY COLLEGE DISTRICT NO. 502

COUNTIES OF DuPAGE, COOK AND WILL STATE OF ILLINOIS

THURSDAY, JULY 30, 2015 ~ SSC-2206

SPECIAL BOARD MEETING ~ 6:00 P.M.

AGENDA

1. CALL TO ORDER / PLEDGE OF ALLEGIANCE

2. ROLL CALL

3. AGENDA

4. PUBLIC COMMENT

5. STUDENT TRUSTEE’S REPORT

6. PRESIDENT’S REPORT

7. PRESENTATIONS

Faculty Showcase: Medic to LPN Programo Professor Dilyss Gallyot

Transition Teamo Dr. Donald Haider

8. Announcement of Formation of Education Committee

9. CLOSED SESSION

10. Report by Budget Committee

11. INFORMATIONa. Personnel Actionsb. Construction Change Ordersc. Financial Statements

12. APPROVAL OF MINUTESa. Minutes of the July 16, 2015 Regular Board Meetingb. Closed Session Minutes of the July 16, 2015 Regular Board Meeting

– CONFIDENTIAL – for Board only

13. Personnel Actions

FUTURE MEETINGS Monday,November 19,20075:00 pm

FUTURE MEETINGS Monday,November 19,20075:00 pm

Page 2 of 2

14. Construction Change Orders

15. Approval of Financial Reports and Vendor Payments

16. 911 Training Equipment and Software for HTC

17. Elsevier Testing for Associate Degree Nursing

18. MAC Public Relations Consultant

19. Board Policies: 15-280 Administrator Emeritus and 15-345 ProfessorEmeritus

20. Access Control Maintenance Agreement

21. CNC (Computer Numeric Controlled) Operations Certificate Program

22. Interactive Media AAS Degree Program

23. Request for lyndaCampus FY16

24. Library Vendor Contract Extension FY16

25. Stivers Staffing

26. Refuse Collection Service Contract

27. Printing of Continuing Education Class Schedules

28. Strategic Long Range Plan for College of DuPage

29. FY16 Property/Casualty Insurance Premium Approval

30. Consortium Purchases Approval

31. TRUSTEE DISCUSSION

32. PUBLIC COMMENT

33. COMMENTS BY BOARD CHAIRMAN

34. Calendar DatesCampus Events (Note: * = Required Board Event)

*Thursday, August 20, 2015 – Regular Board Meeting – SSC-2206 – 7:00 p.m.

35. ADJOURNFUTURE MEETING

7:00 p.m. – Regular Board Meeting – SSC-2206 Thursday, August 20, 2015

Item 11 July 30, 2015

INFORMATION

a. Personnel Actionsb. Construction Change Ordersc. Financial Statements

Item 11a July 30, 2015

COLLEGE OF DuPAGE SPECIAL BOARD MEETING

BOARD INFORMATION

1. USUBJECT

Personnel Actions for Board Information.

2. UBACKGROUND INFORMATION

The following personnel actions are provided for information only:

a) Classified Appointments

b) Managerial Promotions / Transfers

c) Classified Promotions / Transfers

d) Classified Resignations / Terminations

Staff Contact: Linda Sands-Vankerk Vice President, Human Resources


APPOINTMENTS

UName UTitleU UDepartmentU UStart DateU UTypeU USalary

CLASSIFIED

Imelda Avalos Youth Aide Youth Education 09/08/2015 New Hire $4,745 Part Time Elvira Mendoza Staff Accountant Financial Affairs & Controller 07/20/2015 New Hire $52,900 Full Time Patrick Pingitore Cashier Financial Affairs & Controller 08/03/2015 New Hire $18,954 Part Time Christopher Rup Cashier Financial Affairs & Controller 08/03/2015 New Hire $18,954 Part Time

PROMOTIONS / TRANSFERS

UNameU TitleU DDepartmentU Start DateU TUTypeU Salary

MANAGERIAL

David Swope Manager, African American Student Affairs 07/01/2015 Transfer $78,494 Outreach Center Full Time CLASSIFIED

Lauren Scott Benefits Specialist Human Resources 07/20/2015 Promotion $33,670 Part Time Lara Tompkins Instructional Technologist Academic Affairs 07/20/2015 Promotion $40,019 Full Time


RESIGNATIONS / TERMINATIONS

Years of UNameU TtitleU UDepartmentU UEnd DateU U TypeU UService

CLASSIFIED

Friederike Kolbe Administrative Assistant III Regional Centers 07/31/2015 Resignation 1 Yrs. 10 Mos Toni Petkovsek Cashier II Banking Asst. Financial Affairs 07/30/2015 Resignation 3 Yrs. 5 Mos. Rita Puishes Administrative Assistant V Liberal Arts 07/06/2015 Resignation 13 Yrs. 0 Mos. Shannon Woods Administrative Assistant II Academic Affairs 07/02/2015 Resignation 0 Yrs. 9 Mos.

Item 11b July 30, 2015


BOARD INFORMATION

1. SUBJECT

Construction Change Orders for Board Information.

2. REASON FOR CONSIDERATION

Change orders will be funded from the designated project’s overall budget and fall within the approved budget. These change orders are presented for information because they fall below the $100,000 threshold.

3. BACKGROUND INFORMATION

Change Order Value: Required Approvals:

$0 to $50,000 Director of Facilities Planning & Development

$50,001 to $100,000 Director of Facilities Planning & Development Acting Interim President

$100,001 and above

Single Change Order more than 10% of contract

Multiple Change Orders more than 20% of contract

Director of Facilities Planning & Development Acting Interim President Board of Trustees

a) Referendum-Related Projects

College Requested Change: 2015 Sitework, Landworks #01; and Naperville Regional Center, Pepper #25.

Unforeseen Condition Changes: HTC, Power #91.

b) Capital Budget Projects

None


SUMMARY OF CONSTRUCTION CHANGE ORDERS

a) REFERENDUM-RELATED PROJECTS

HOMELAND TRAINING CENTER (HTC): The change orders listed below for the Homeland

Training Center do not increase the overall project budget. All costs listed below will be removed or added (credits) to the project contingency.

HTC – POWER PCI #91 Additional fire alarm devices added by the Lisle Woodridge Fire Department: $2,690.00. This change requires the electrical

contractor to install one (1) visual device in the Control Room 1026 and one (1) audible notification device in the Ammunitions/Weapons Storage 1021. This change is an unforeseen condition. Funds will be removed from the Owner’s Contingency.

Subcontractor Original Contract

Change Orders Amount to Date

Amount of This Change Order

New Contract Value

Electrical $1,776,500.00 $22,272.00 $2,690.00 $1,801,462.00

Power Fee $332,436.43 See Summary Below See Summary Below

Power G.C. $520,561.62 See Summary Below See Summary Below

Power Insurance $105,578.79 See Summary Below See Summary Below

Total this C.O. $2,690.00

Summary of Power’s CM Fee, General Condition’s and Insurance adjustments for the HTC above listed change order: $221.00. The table below summarizes the adjustments to

the Power CM contract resulting from and include the change order listed above and referenced herein. This summary includes PCI #91.

Construction Manager (CM)

Original Contract


Total of Above Change Orders

New Contract Value

Power Fee $332,436.43 ($8,995.43) $ 74.00 $323,515.00

Power G.C. $520,561.62 ($42,064.62) $ 124.00 $478,621.00

Power Insurance $105,578.79 ($5,531.79) $ 23.00 $100,070.00

Total this C.O. $221.00

None of the changes above increased the overall Budget of the HTC project. All funds were removed from the Owner’s contingency. Below are the remaining Owner Contingency Funds. Project Contingency Balance: $491,339.68 Total Cost transfer from Contingency: ($2,911.00) Remaining Project Contingency Balance: $488,428.68


NAPERVILLE REGIONAL CENTER (NRC): The change order listed below for the Naperville

Regional Center does not increase the overall project budget. All costs listed below will be removed or added (credits) to the project contingency.

NAPERVILLE REGIONAL CENTER (NRC) – PEPPER CR #25: CREDIT ($2,024.00).

This credit change item reduces the contract amount to delete the elevator cab lighting from the Electrical contractor’s scope. The elevator cab lighting was inadvertently purchased in both the electrician’s and elevator contractor’s scope. This is a College Requested change order.




New Contract Value

Electrical $407,295.00 $77,145.00 ($2,024.00) $482,416.00

Pepper Fee $166,914.00 See Summary Below

See Summary Below

Pepper G.C. $266,227.00 See Summary Below

See Summary Below

Pepper Insurance $47,650.00 See Summary Below

See Summary Below

Total this C.O. ($2,024.00)

Summary of Pepper’s CM Fee, General Condition’s and Insurance adjustments for the Naperville Regional Center above listed change orders: $0.00. The table below summarizes the adjustments to the Pepper CM contract resulting from and included in each of the change orders listed above and referenced herein. Pepper’s contract contains a clause that no additional Fee, GC or insurance increases will be considered until the cost of the work exceeds $4,500,000.00 This summary includes CR’s #25.

Construction Manager (CM)

Original Contract


Total of Above Change Orders

New Contract Value

Pepper Fee $166,914.00 $0.00 $0.00 $166,914.00

Pepper G.C. $266,227.00 $86,142.00 $0.00 $352,369.00

Pepper Insurance $47,650.00 $0.00 $0.00 $47,650.00

Total this C.O. $480,791.00 $86,142.00 $0.00 $566,933.00

None of the changes above increased the overall Budget of the Naperville Regional Center project. All funds were removed from the Owner’s contingency. Below are the remaining Owner Contingency Funds. Project Contingency Balance: $295,032.00 Total Cost transfer to Contingency: $2,024.00 Remaining Project Contingency Balance: $297,056.00


2015 SITEWORK IMPROVEMENTS (POND 9) – LANDWORKS #01: CREDIT($28,448.00). This credit change item reduces the contract amount to the grading and

site restoration project previously approved by the Board. As a result of post awardvalue engineering conversations, the contractor, designer and College revised thescope to minimize the amount of construction fence necessary, revise the gravel entryto the site, and after testing, re-condition the existing topsoil rather than export it fromthe site and bring in new soil from offsite. This is an College Requested change order.




New Contract Value

General trades $129,516.00 $0.00 ($28,448.00) $101,068.00

No CM this project NA NA NA NA

Total this C.O. ($28,448.00)

b) CAPITAL BUDGET PROJECTS

None

Staff Contact: Bruce Schmiedl, Director of Facilities Planning and Development

Item 11c July 30, 2015

COLLEGE OF DUPAGE SPECIAL BOARD MEETING

BOARD INFORMATION

___________________________________________________________________

1. SUBJECT

Financial Statements: Schedule of Investments, Operating Funds – Budget and Expenditures and Operating Cash Available to Pay Annual Operating Expenses for May 2015 and June 2015. Tax Levy Collections for June 2015.


Provided for Board information.


a) Schedule of Investments – This report is presented to the Board forinformation each month. It lists the Schedule of Investments for each ofthe College’s Funds. The report details the purchase and maturity datesand interest rate earned.

b) Operating Funds – Budget and Expenditures - This report is presented tothe Board for information each month. It lists the budget-to-actual resultsfor the current fiscal year for the Operating Funds.

c) Operating Cash Available to Pay Annual Operating Expenses – Thisreport is presented to the Board for information each month. It shows theamount of operating cash and investments on hand and Board approvedfund balance restrictions compared to prior year annual operatingexpenses and presents the ratio of cash available to annual operatingexpenses.

d) Tax Levy Collections – This report is presented to the Board fordiscussion purposes on a quarterly basis (July, October, January, April).This report lists the tax receipts by counties and also by each of the fundsthat levies taxes.

Staff Contact: Kurt Beckeman, Interim Controller

Item 12 July 30, 2015

APPROVAL OF MINUTES

a. Minutes of July 16, 2015 RegularBoard Meeting

b. Minutes of July 16, 2015 ClosedSession


Regular Board Meeting, July 16, 2015 Page 1

BOARD OF TRUSTEES OF COMMUNITY COLLEGE DISTRICT NO. 502

COUNTIES OF DuPAGE, COOK AND WILL STATE OF ILLINOIS

THURSDAY, JULY 16, 2015 REGULAR BOARD MEETING ~ 7:00 P.M.

MINUTES

HELD ON CAMPUS IN SSC-2206, GLEN ELLYN, IL

1. CALL TO ORDER / PLEDGE OF ALLEGIANCE

At 7:07 p.m., Chairman Hamilton called to order the July 16, 2015 Regular Meeting of the College of DuPage Board of Trustees and led the pledge of allegiance.

2. ROLL CALL

Chairman Hamilton asked Secretary Napolitano to call the roll. Present: Student Trustee Gloria Roark, Trustees Charles Bernstein, Erin Birt,

Katharine Hamilton, Deanne Mazzochi, Frank Napolitano and Joseph Wozniak. Absent: Trustee Dianne McGuire

Also Present: Timothy D. Elliott, Rathje & Woodward, LLC, Dr. Joseph Collins, Acting Interim President, staff members, representatives of the press and visitors. (Minutes prepared by Monica Miller.)

3. AGENDA

Chairman Hamilton called for a motion that the Board of Trustees approve the July 16, 2015 Regular Board Meeting Agenda.

Vice Chairman Mazzochi moved, Secretary Napolitano seconded a motion to

approve the July 16, 2015 Regular Board Meeting Agenda. Trustee Birt raised concerns about the Board receiving their packets two days in

advance of meetings and further concerns about Board Attorney Elliott preparing the packet and delaying delivery. Chairman Hamilton indicated that she had conversation with Narcisa Polonio from the Association of Community College

FUTURE MEETINGS Monday, November 19, 2

FUTURE MEETINGS Monday, November 19, 2



Trustees (ACCT) who reports on the pattern in which other community colleges prepare their packets. She advised that it is unusual and not advisable to prepare packets a week in advance.

Motion passed on a voice vote, with Trustees Birt and Wozniak voting nay.

4. Public Comment Glenn Hansen commented on the last decade at the College of DuPage. Richard Jarman commented on Foundation expenses. Mike McPherson commented on the College Budget and HTC training for pilots. John Kraft commented on pending legislation in Springfield and the Personnel Item. Kirk Allen commented on the Chair’s authority to approve the President’s expenses. Haroon Atcha commented on Waterleaf reforms. Richard Skoda commented on what has changed in a year and Board Policy.

Linda Burke commented on the quality of education provided at the College and her experience in Hinsdale School District 86. Jerome O’Connor commented on his experiences as an adjunct faculty member in the College’s Continuing Education department.

5. STUDENT TRUSTEE’S REPORT

Student Trustee Roark reported that she is working with fellow students and faculty members on ideas for future reports.

6. PRESIDENT’S REPORT

Acting Interim President Collins reported on the status of Fall Semester enrollment. While we are down in Continuing Education and developmental areas, we are up in credit enrollment and this is very positive considering some negative publicity. Dr. Collins asked Joseph Moore, Vice President of Marketing and Communications to come forward to demonstrate where responses to previous questions asked at Board meetings can be found on the College website. Trustee Birt requested that questions received via email also be included in this area.

7. WATERLEAF PRESENTATION

The Board was presented with additional information about two options for the Waterleaf Restaurant. Ellen Roberts, Director of Business Affairs, presented additional information to the Board regarding leasing the space. Dean of the Business and Technology Division Donna Stewart discussed the option on converting the space to an academic lab. Upon completion of their presentation, Board Chairman Hamilton polled the Board on their disposition.



Vice Chairman Mazzochi indicated that the numbers on the Wheat Café were illuminating that she hopes that type of model could be brought to the Waterleaf. She likes the idea of a focus on the academic program supplementing with leasing. Secretary Napolitano is in support of the academic use of the space and with the student run aspect doing so well at Wheat Café being brought to the Waterleaf. Trustee Birt commented that the presentation was great and indicated that when the details are presented and when it’s comfortable to take a vote on it, that would be appropriate. Trustee Bernstein agrees with his colleagues and the Waterleaf needs to be rolled into the academic program. He looks forward to the detailed plan. Student Trustee Roark said she has been in full support of the student run aspect and reports that she met with Tim Meyers, a Culinary Program coordinator, and he reinforced how great it would be to have the Waterleaf utilized for students and academic purposes. Trustee Wozniak indicated that he would like to hear from Executive Chef Nadia Tilkian. The Chairman thanked all for their comments and indicated her hopes to have this item for vote in the next month.

8. CITIZEN’S REPORT

This item was not addressed.

9. NEW/AMENDED BOARD POLICIES a. 10-45 Interfund Transfers b. 10-65 Vendor Payments c. 5-220 Audit Committee

The amended policies: 10-45 and 10-65 and new policy 5-220 were brought forward as a first reading. They will be brought back for final action at a future meeting.

10. INFORMATION a. Gifts and Grants Report b. In-Kind Quarterly Donations c. Consortium Purchases d. Personnel Actions e. Construction Change Orders f. College Software Renewal



Chairman Hamilton indicated that the Board of Trustees is entitled to the Information in Item 10 but no Board action is needed. Catherine Brod, Executive Director, College of DuPage Foundation, Vice President of Development, answered Trustee Bernstein’s questions.

11. INTERIM TREASURER APPOINTMENT AND BOND

Vice Chairman Mazzochi moved, Secretary Napolitano seconded a motion to approve Interim Treasurer Appointment of John Dischner of Alix Partners and the approval of a Bond. Trustee Bernstein inquired as to the cost and the Board Attorney Elliott responded with additional information. On a roll call voting aye: Student Trustee Roark, Trustees Bernstein and Wozniak, Vice Chairman Mazzochi, Secretary Napolitano and Chairman Hamilton. Abstain: Trustee Erin Birt. Absent: Trustee Dianne McGuire. Motion passed.

12. CLOSED SESSION

At 8:42 p.m., Chairman Hamilton called for a motion that the Board of Trustees move to closed session for the reasons read into the record by Board Attorney Elliott:

“The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.

Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting. Discussion of minutes of meetings lawfully closed under this Act, whether for purposes or approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06.”

Motion to move to closed session was made by Vice Chairman Mazzochi and seconded by Board Secretary Napolitano.



ROLL CALL On a roll call voting aye: Student Trustee Gloria Roark, Trustees Charles Bernstein, Kathy Hamilton, Deanne Mazzochi, Frank Napolitano and Joe Wozniak. Abstain: Trustee Erin Birt. Absent: Trustee Dianne McGuire. Motion passed.

The Board moved to SSC 2200 for Closed Session. At 10:04 p.m., the Board returned to Open Session. 13. APPROVAL OF MINUTES a. Minutes of June 25, 2015 Regular Board Meeting b. Minutes of June 25, 2015 Closed Session

Vice Chairman Mazzochi moved and Secretary Napolitano seconded a motion that the Board approve the Minutes of the June 25, 2015 Regular Meeting of the Board of Trustees. On a roll call voting aye: Student Trustee Roark, Trustees Bernstein and Wozniak, Vice Chairman Mazzochi, Secretary Napolitano and Chairman Hamilton. Abstain: Trustee Erin Birt. Absent: Trustee Dianne McGuire. Motion passed.

Vice Chairman Mazzochi moved and Secretary Napolitano seconded a motion that the Board approve the Minutes of the June 25, 2015 Closed Session Meeting of the Board of Trustees. On a roll call voting aye: Student Trustee Roark, Trustees Bernstein and Wozniak, Vice Chairman Mazzochi, Secretary Napolitano and Chairman Hamilton. Abstain: Trustee Erin Birt. Absent: Trustee Dianne McGuire. Motion passed.

14. Personnel Actions – APPROVAL

Vice Chairman Mazzochi moved and Secretary Napolitano seconded a motion that the Board ratify certain Personnel Actions to be taken by the College. On a roll call voting aye: Student Trustee Roark, Trustees Bernstein, Birt and Wozniak, Vice Chairman Mazzochi, Secretary Napolitano and Chairman Hamilton. Absent: Trustee Dianne McGuire. Motion passed.

15. Construction Change Orders– APPROVAL

Vice Chairman Mazzochi moved and Trustee Bernstein seconded a motion that the Board of Trustees ratify certain Construction Change Orders to be taken by the College.



On a roll call voting aye: Student Trustee Roark, Trustees Bernstein, Birt and Wozniak, Vice Chairman Mazzochi, Secretary Napolitano and Chairman Hamilton. Absent: Trustee Dianne McGuire. Motion passed.

16. Consortium Purchases– APPROVAL

Trustee Bernstein moved and Secretary Napolitano seconded a motion that the Board of Trustees ratify certain Consortium Purchases to be taken by the College. Since there were some unresolved questions on this item, the Board requested to table this item until the next Regular Meeting of the Board. Vice Chairman Mazzochi moved and Secretary Napolitano seconded a motion that the Board of Trustees table until the next Regular Meeting of the Board the approval of the Consortium Purchases. On a roll call voting aye: Student Trustee Roark, Trustees Bernstein and Wozniak, Vice Chairman Mazzochi, Secretary Napolitano and Chairman Hamilton. Abstain: Trustee Erin Birt. Absent: Trustee Dianne McGuire. Motion passed.

17. Interpreting Services for Hearing Impaired

Vice Chairman Mazzochi moved, and Trustee Bernstein seconded a motion that the Board of Trustees approve the Interpreting Services for Hearing Impaired. On a roll call voting aye: Student Trustee Roark, Trustees Bernstein, Birt and Wozniak, Vice Chairman Mazzochi, Secretary Napolitano and Chairman Hamilton. Absent: Trustee Dianne McGuire. Motion passed.

18. Campus-Wide Exterior Security Camera Plan

Vice Chairman Mazzochi moved and Secretary Napolitano seconded a motion that the Board of Trustees approves the Campus Wide Exterior Security Camera Plan Interpreting Services. Jim Ma, Director of Facilities Operations came forward to respond to questions from Board members on the criteria and evaluation process.

On a roll call voting aye: Student Trustee Roark, Trustees Bernstein, Birt and Wozniak, Vice Chairman Mazzochi, Secretary Napolitano and Chairman Hamilton. Absent: Trustee Dianne McGuire. Motion passed.

19. TRUSTEE COMMENT

Vice Chairman Mazzochi reported that she is in support to see the new and revised Policies being considered and looks forward to the public comment. She requested



an update from Trustee Wozniak on a team building event he suggested. Trustee Wozniak indicated that he spoke with the Chairman and said that he would poll the Board. Chairman Hamilton expressed her support as did the rest of the Board. Trustee Wozniak will identify some dates and bring some additional information to the Board at their next meeting. Vice Chairman Mazzochi had questions for Trustee Birt relative to a former trustee’s assertions. Trustee Birt indicated that those questions should be addressed to the former trustee. Vice Chairman Mazzochi discussed the RFQ process for legal services and hopes this will bring more diverse groups of candidates and a broader base of experience and she commented on the Board packet process and quality of the agenda. Trustee Birt indicated that she was renewing her request, made about a month ago, for information on the employee who sat in on closed session, Chris Robling, Special Assistant to the Acting Interim President. She has requested his role and details of his job description. Student Trustee Roark requested having more lead time on additional meeting dates.

20. PUBLIC COMMENT

Kirk Allen commented on his complaints brought to the Board at their last meeting. Chairman Hamilton indicated that Acting Interim President Collins would have further information available by the 30th on a grant matter.

21. COMMENTS BY BOARD CHAIRMAN Chairman Hamilton read a statement about events to occur in the week of July 20. 22. Calendar Dates • Tuesday, July 21, 2015 – Special Board Meeting – SSC-2206 – 6:00 p.m. • Thursday, July 30, 2015 – Special Board Meeting – SSC-2206 – 6:00 p.m. • Thursday, August 20, 2015 – Regular Board Meeting – SSC-2206 – 6:00 p.m. 23. ADJOURN

At 10:43 p.m., Chairman Hamilton noted that, if there was no further business to come before the Board, she would entertain a motion to adjourn. Vice Chairman Mazzochi moved, Secretary Napolitano seconded that the Board Meeting adjourn. On voice vote, the motion carried unanimously.

By: Frank Napolitano, Secretary



Approved: July 30, 2015

By: Kathy Hamilton, Board Chairman


July 16, 2015 Closed Session Minutes Regular Board of Trustees Meeting

CONFIDENTIAL

FOR BOARD ONLY

Item 13 July 30, 2015

COLLEGE OF DuPAGE

SPECIAL BOARD MEETING

BOARD APPROVAL

1. USUBJECT

Personnel Actions.

2. UREASON FOR CONSIDERATION

Board Action is required to ratify and approve personnel actions and retirements for Full Time Faculty and Administrators.

3. UBACKGROUND INFORMATION

a) Ratification of Faculty Appointments

b) Ratification Administrator Promotions / Transfers

c) Ratification of Faculty Promotions / Transfers

4. URECOMMENDATION

That the Board of Trustees ratifies the Faculty Appointments, Administrator Promotions / Transfers and Faculty Promotions / Transfers.


Item 13 July 30, 2015

APPOINTMENTS

UName UTitleU UDepartmentU UStart DateU UTypeU USalary

FACULTY

Mia Boyd* Instructor, Cosmetology Business & Technology 08/19/2015 New Hire $58,711 Full Time Andre Guerra** Assistant Professor, Health & Sciences 08/19/2015 New Hire $63,409 Economics Full Time *Two semester temporary assignment. **Appointment approved by Board on May 14, 2015. Additional information provided resulted in salary and title adjustment.

PROMOTIONS/TRANSFERS

UNameU UTitleU UDepartment Start DateU U TypeU USalary

ADMINISTRATORS

Charles Boone Interim Associate Dean, Liberal Arts 08/10/2015 Transfer $130,897 Fine and Applied Arts Full Time

Item 13 July 30, 2015

PROMOTIONS/TRANSFERS - Continued

UNameU UTitleU UDepartment Start DateU U TypeU USalary

FACULTY

Linda Barkoozis Professor, Nursing Health & Sciences 08/20/2014 Promotion $122,757* D to E Range Denise Cote Reference Librarian Learning Resources 08/20/2014 Promotion $122,757* D to E Range Glenn Hansen Professor, Photography Liberal Arts 08/20/2014 Promotion $122,757* D to E Range Lauren Morgan Professor, Speech Liberal Arts 08/20/2014 Promotion $122,757* Communication D to E Range Tony Venezia Professor, Motion Picture/ Liberal Arts 08/20/2014 Promotion $113,066** Television D to E Range *Salary as of 08/19/2015: $127,625 ** Salary as of 08/19/2015: $117,807

Item 14 July 30, 2015

COLLEGE OF DuPAGE


BOARD APPROVAL

1. SUBJECT

Construction Change Orders for Board Approval. 2. REASON FOR CONSIDERATION

Change orders will be funded from the designated project’s overall budget and fall within the approved budget. These change orders are brought to the Board because Board approval is required based upon contract value.


Change Order Value: Required Approvals:

$0 to $50,000 Director of Facilities Planning & Development

$50,001 to $100,000 Director of Facilities Planning & Development Acting Interim President

$100,001 and above

Single Change Order more than 10% of contract

Multiple Change Orders more than 20% of contract

Director of Facilities Planning & Development Acting Interim President Board of Trustees

a) Referendum-Related Projects

Un-Bought Scope: Naperville Regional Center, Pepper #15.

b) Capital Budget Projects

None

4. RECOMMENDATION

That the Board of Trustees approves the Construction Change Orders from the Summary for July 30, 2015.

Item 14 July 30, 2015

SUMMARY OF CONSTRUCTION CHANGE ORDERS

a) REFERENDUM-RELATED PROJECTS NAPERVILLE REGIONAL CENTER (NRC): The change orders listed below for the

Naperville Regional Center do not increase the overall project budget. All costs listed below will be removed or added (credits) to the project contingency.

NAPERVILLE REGIONAL CENTER (NRC) – PEPPER CR #15: $8,186.00. This

change item provides for revision of domestic water routing and the addition of two reduced pressure zone assemblies in the lower level mechanical room. The College added site irrigation to the scope immediately before the multi-trade bid packages were to be issued. The project team agreed that the complete design of the associated incoming water service could only occur after submittal of the design/build irrigation shop drawings were produced and subsequent approval of the Naperville building inspector. ASI 11 was then issued to incorporate the final coordinated and approved design. This is an Un-Bought Scope Change.




New Contract Value

Plumbing $43,627.00 $13,161.00 $8,186.00 $64,974.00

Pepper Fee $166,914.00 $0.00 $0.00 $166,914.00

Pepper G.C. $266,227.00 $86,142.00 $0.00 $352,369.00

Pepper Insurance $47,650.00 $0.00 $0.00 $47,650.00

Total this C.O. $8,186.00

b) CAPITAL BUDGET PROJECTS

None

Staff Contact: Bruce Schmiedl, Director of Facilities Planning and Development

Item 15 July 30, 2015

COLLEGE OF DUPAGE SPECIAL BOARD MEETING

BOARD APPROVAL

___________________________________________________________________

1. SUBJECT

Financial Reports: Treasurer’s Report, Payroll Report, Accounts Payable Report and Payroll and Accounts Payable Report for May 2015 and June 2015. Budget Transfer Report for June 2015.


Regarding orders and bills consistent with Section 3-27 of the Illinois Public Community College Act, Policy 10-65 requires that checks for items not previously approved by the Board shall require individual approval by the Board of Trustees for amounts of $15,000 or over. We have listed these items.


a) Treasurer’s Report - The Treasurer’s Report goes to the Board for approvalevery month except July. The Treasurer’s Report includes the receipts anddisbursements for each month on strictly a cash basis.

b) Payroll Report – This report includes disbursements from accounts payablerelated to Payroll items including taxes, SURs and benefits greater than$15,000. This report is presented to the Board for approval each month.

c) Accounts Payable Report – This report includes all Accounts Payabledisbursements greater than $15,000 excluding payroll items included in thePayroll Report. This report is presented to the Board for approval each month.

d) All Disbursements Excluding Payroll – This report includes all disbursementsfor the month excluding personal payroll disbursements.

Item 12 July 30, 2015

e) Budget Transfer Report – This report is presented to the Board for approval on a quarterly basis (July, October, January, April). The budget transfer report lists the funds, descriptions, amounts and reasons for the budget transfer.

4. RECOMMENDATION

That the Board of Trustees approves the Treasurer’s Report, Payroll Report, Accounts Payable Report and Budget Transfer Report. Staff Contact: John Dischner, Interim CFO and Treasurer and Kurt Beckeman, Interim Controller

Item 16 July 30, 2015

COLLEGE OF DuPAGE


BOARD APPROVAL 1. SUBJECT

911 Training Equipment and Software for Homeland Security Training Center (HTC) 2. REASON FOR CONSIDERATION

Construction awards for goods or services that exceed $50,000.00 must be Board approved.


This item represents the purchase of 911 training equipment and software for the Homeland Security Training Center. Students will train to receive, respond and route emergency communications. A legal bid notice was published and nine (9) vendors were solicited. Two (2) vendors responded. No minority or in-district vendors responded. The following is a recap of the bid tabulation:

Bidder Total Price

Save Corporation $59,889.00

Professional Pride $87,500.00

Recommended award in bold

Funds in the amount of $59,889.00 are being provided by the Homeland Security Training Center Equipment budget 03-90-36806-5805001.

Year Budget YTD Spend Variance

FY16 $200,000.04 $8,568.00 $191,432.04

This purchase complies with State Statute, Board Policy, and Administrative Procedures.

4. RECOMMENDATION

That the Board of Trustees award the bid for 911 Training Equipment and Software for the Homeland Security Training Center to Save Corporation, P.O. Box 278, Edgewater, FL 32132, for the total amount of $59,889.00. Staff Contact: Bruce Schmiedl, Director of Facilities Planning and Development

Item 17

July 30, 2015


BOARD APPROVAL

1. SUBJECT

Approval of payments to Elsevier, Inc. for testing of Associate Degree Nursing (A.D.N.) students during FY2015 for $56,979.


A single contract exceeding the statutory limit of $25,000 must be approved

by the Board of Trustees (Board Policy 10-60).


Annual Budget Actual YTD Variance

FY13 (Instructional Supplies

and Instructional Services

Contract budgets combined)

$ 275,149 $202,661.33 $ 72,487.67

FY14 (Instructional Supplies

and Instructional Services Contract budgets combined)

$ 110,143 $82,609.07 $ 27,533.93

FY15 (Associate Degree

Nursing budget) $ 65,000 $58,137 $ 6,863

Note: in FY13 and FY14, Elsevier Testing expenses were one of many expenses paid from the annual budget. In FY15, Elsevier Testing Expenses were moved to a different budget/line (Associate Degree Nursing budget) to more closely match budget to expenses. Variances in the budget lines reflect the purchase and/or payment of other subdivision expenses in FY13 and FY14. In FY15, an attempt was made to more closely align the costs of the testing with the actual expenditures. In FY 2013, students enrolled in specific A.D.N. courses were required to take computer-based tests through Elsevier to become proficient in test taking

Item 17 July 30, 2015

skills and familiar with the types of questions they would encounter on the NCLEX licensure examination. Although the first two-year contract with Elsevier was approved by the Board of Trustees, due to employee oversight the FY15 contract was not taken to the Board. Immediately upon discovering the oversight, this item was prepared and brought forward. The vendor has not yet been compensated for the testing services provided.

Purchases and contracts for the use, purchase, delivery, movement, or installation of data processing equipment, software, or services and telecommunications and inter-connect equipment, software, and services are exempt from bidding.

4. RECOMMENDATION

That the Board of Trustees approve the payment for FY15 testing services provided by to Elsevier, Inc, PO Box 7247- 8950, Philadelphia, PA, 19170-8950 in the amount of $56,979.

Staff Contacts: Tom Cameron, Dean, Health and Sciences Division Peggy Lindstrom, Program Support Specialist

Item 18 July 30, 2015


BOARD APPROVAL

1. SUBJECT

Contract for McAninch Arts Center (MAC) Marketing and Public Relations Consultant covering fiscal year 2016. Marketing services for 2015-2016 MAC touring season, not to exceed $220,000.

2. REASON FOR CONSIDERATION A contract exceeding the statutory bid limit of $25,000 must be approved by the Board of Trustees (Board Policy 10-60).


The MAC relies on the expertise of an outside consulting firm to provide entertainment marketing and public relations services, including a season marketing plan, subscriber sales expertise, ad placement, social and digital media, radio and cable scripts, press releases, calendar listings, daily website and social media updates, weekly e-mail newsletters, branding initiatives, third-party ticket outlet support, and access to visual, dance, performing arts editors and critics. These services are designed to increase sales, subscriptions, average attendance per performance, and brand recognition/awareness of the MAC, the Cleve Carney Gallery, the New Philharmonic, and College Theater, Music and Dance performances. The services of individuals possessing a high degree of professional skill where the ability or fitness of the individual plays an important part is exempt from bidding under Illinois Public Community College Act, 110 ILCS 805/3-27.1(a). However, it was felt due diligence was required to test the market, and an RFP was initiated. A Request for Proposal (RFP) process, completed in May 2015, resulted in 11 inquiries and the submission of two proposals. A five person committee evaluated the proposals using criteria outlined in the RFP. The results of the process are in the table below.

Item 18 July 30, 2015

Criteria Weighted Percentage Carol Fox & Associates Stevens & Tate

Overall experience of the

company and demonstrated results

20 96 67

Creativity 20 71 84

Familiarity with the Entertainment industry and

College of DuPage

10 48 33

Qualifications of Personnel

15 71 44

Approach 15 68 55

Budget Approach Cost Effectiveness

20 58 82

Total Points 100 412 365

Price $220,050**** $157,720

Awarded Vendor in Bold *Vendor in district** Minority vendor *** BEPD – Business Enterprises owned by People with Disabilities ****Woman Owned Business

Carol Fox & Associates (CF&A) is recommended by the review committee based on their proven experience with 20 years of dedicated arts and entertainment marketing. They have extensive contacts with performing arts, visual arts, dance and entertainment editors and agents. Each manager assigned to our account has specialized experience specific to our unique needs, which has proven to be successful.

For the past two years, CF&A has worked to maximize the exposure of the MAC in a variety of broadcast, print and online media outlets, with the following results:

8% increase in average attendance at touring productions (from 72% in2011-12 to 80% in 2014-15 (closed in 2013)).

230% increase in the MAC’s Facebook followers.

Increased ticket sales with 11 performances at 100% attendance.

18 events with an average attendance of 95% or greater during the 2014-15season.

Total sales in FY2015 were $1,104,231 versus the previous sales record of$960,127 in FY2010.

BUDGET STAUS Fiscal Year Budget Actual YTD Variance

FY15 $170,150.00 $168,432.66 $1,717.34

FY16 $220,050.00

Item 18 July 30, 2015

The committee believes that the extra value provided by Carol Fox and Associates, given the company's history and specialization in arts, entertainment and lifestyle marketing, make it the preferred choice to provide these consulting services.

4. RECOMMENDATION

That the Board of Trustees approve the contract for Marketing and Public Relations Consulting with Carol Fox & Associates, 1412 W. Belmont Avenue, Chicago, IL 60657, for a total expenditure not to exceed $220,050.00.

Staff Contact: Diana Martinez, Director, McAninch Arts Center

Item 19 July 30, 2015


BOARD APPROVAL

1. SUBJECT

Revised Board Policies 15-280 Administrator Emeritus and 15-345 Professor Emeritus


Board approval is required to enact College policy.


In accordance with Board Policy 5-85, Formulation of Board Policy, The Board will continually monitor existing policies of the College to ensure their currency and applicability to existing conditions and will update as necessary and appropriate.

Board Policies 15-280, Administrator Emeritus and 15-345, Professor Emeritus were placed on the May 14, 2015 Board of Trustees agenda for information and first reading.

Shared Governance Council and the public have had the opportunity to provide input. One comment was received and considered since the policy was presented to the Board of Trustees for first reading on May 14, 2015. Attached are presented to the Board for action.

4. RECOMMENDATION

That the Board of Trustees approves revised Board Policies 15-280, Administrator Emeritus and 15-345, Professor Emeritus.


Administrator Emeritus

The Board of Trustees may acknowledge the commitment rendered by retirees with fifteen (15) or more years of service in an administrative position by naming them Emeritus for life. Their name and honorary title will be carried on the College’s webpage. Any administrator retiring after 1983 must have fifteen (15) years of service to the College to qualify for emeritus status, unless an exception is made by the President or the Board.¹

_______________________________________________

¹ Any administrator who retired from the College prior to 1984 with less than fifteen (15) but more than ten (10) years of service were given this title under the following conditions: 1977 . . . . . . . - at least 10 years of service 1978 . . . . . . . - at least 10 years of service 1979 . . . . . . . - at least 10 years of service 1980 . . . . . . . - at least 11 years of service 1981 . . . . . . . - at least 12 years of service 1982 . . . . . . . - at least 13 years of service 1983 . . . . . . . - at least 14 years of service

Adopted: 3/19/09 Reviewed: 5/14/15 Amended:

COLLEGE OF DUPAGE Human Resources – Administrative

Policy Manual of the Board of Trustees Policy No. 15-280

Professor Emeritus

The Board of Trustees may acknowledge the commitment rendered by retirees with fifteen (15) or more years of service in a faculty position by naming them Professor Emeritus for life. Their name and honorary title will be carried on the College’s webpage. Any faculty member retiring after 1983 must have fifteen (15) years of service to the College to qualify for emeritus status unless an exception is made by the President or the Board. ¹¹

_________________________ ¹ Any faculty member who retired from the College prior to 1984 with less than fifteen (15) but more than ten (10) years of service were given this title under the following conditions: 1977 . . . . . . . - at least 10 years of service 1978 . . . . . . . - at least 10 years of service 1979 . . . . . . . - at least 10 years of service 1980 . . . . . . . - at least 11 years of service 1981 . . . . . . . - at least 12 years of service 1982 . . . . . . . - at least 13 years of service 1983 . . . . . . . - at least 14 years of service

Adopted: 3/19/09 Reviewed: 5/14/15 Amended:

COLLEGE OF DUPAGE Human Resources – Faculty

Policy Manual of the Board of Trustees Policy No. 15-345

Item 20

July 30, 2015


BOARD APPROVAL

1. SUBJECT Maintenance contract for campus-wide access control and surveillance system 2. REASON FOR CONSIDERATION

A single contract exceeding the statutory limit of $25,000 must be approved by the Board of Trustees (Board Policy 10-60).


In order to protect the students, faculty, staff, and property of the College, our access control and surveillance system requires all maintenance, repairs, and upgrades to be performed routinely and in a timely manner to meet the security demands of the College. This request for proposals represents an agreement for a maintenance contract of our access control and surveillance system on main campus. During the three-year term of this agreement, the vendor will provide system maintenance, integration, and repair of the existing main campus’ access control and surveillance system. In June 2015, the Facilities Operations Department issued a Request for Proposals (RFP) for Access Control System Maintenance, specifically seeking vendors that are certified Continental Access Control System integrators and dealers. Our exisiting security system is controlled by Continental Access CA3000 software and consists primarily of Continental Access related components. A legal notice was published and three responses were received. Of the three respondents, one was in district and two were out of district.

Of the three respondents, all of the vendors were substantially qualified based on the submitted proposal packages and required certifications. The vendors’ submitted proposals were reviewed and evaluated by a committee of four (4) College of DuPage personnel with relevant experience in relation to the College’s access control and surveiilance system. The results of the proposal evaluations are in the table below:

Item 20

July 30, 2015

Criteria Weighted

Percentage

Advanced Wiring

Solutions Midco

Quinlan Security

Completeness of Proposal 10 7.0 9.3 7.5

Demonstrated Ability to Meet Collegs’s Needs

30 28.0 26.3 19.3

Licensing/Certifications 15 14.8 13.5 11.4

Agreement Coverage of System Components

15 13.3 10.5 10.8

Hourly Rate 15 14.8 11.0 12.0

Material Mark-Up 15 15.0 12.0 10.8

Total Points 100 92.9 82.6 71.8

Recommended award in bold Advanced Wiring Solutions was ranked first by the committee as the most qualified

company to perform this work. This is due to their prior experience, rapid response time, adherence to industry standards and consistent quality of work. For many years they have developed a reputation as a quality certified Continental Access Control Systems integrator and low voltage contractor.

After reviewing all of the respondents proposals, we found Advanced Wiring

Solultions’ hourly rate and material mark-up costs to be the most competitive amongst the firms.

Company Hour Rate (Mon – Fri)

After Hour Rate

Sunday Rate

Parts Mark Up

Advanced Wiring Solutions

$90.00 $135.00 -- Parts Price plus 15%

Midco, Inc. $108.75 $163.15 $217.50 Midco List Price

minus 30%

Quinlan Security System $105.00 $157.00 -- Company MSRP or Quinlan

Dealer Preferred Price plus 40%

Recommended award in bold This purchase complies with State Statute, Board Policy and Administrative

Procedures. 4. RECOMMENDATION That the Board of Trustees awards the bid for Access Control and Surveillance

System Service Contract to Advanced Wiring Solutions, 4838 W. 128th Place, Alsip, IL 60803, for a total expenditure not to exceed $60,000.00 over the intial 3-year contract term.

Staff Contact: Jim Ma, Director of Facilities Operations Joe Mullin, Chief of Police

Item 21 July 30, 2015


BOARD APPROVAL

1. SUBJECT

CNC (Computer Numeric Controlled) Operations Certificate Program


Board approval is required for new degree and certificate programs.


The CNC Certificate program will provide students with the knowledge and skillsto gain employment in the manufacturing industry as a CNC Operator.Graduates of this program will possess a highly sought after credential that willassist them in obtaining entry-level employment in these career fields: production,structural, aerospace, renewable energy and advance manufacturing.

College of DuPage has been contacted by over 50 companies each year since 2011 looking for skilled employees in CNC operation and programming, many of which are looking to fill multiple positions. The Bureau of Labor Statistics, predicts a six percent increase in the next 10 years for employees with these skills.

4. RECOMMENDATION

That the Board of Trustees approves the17-credit hour CNC OperationsCertificate Program.

Staff Contact: Donna Stewart, Dean of Business and Technology

Item 22

July 30, 2015

COLLEGE OF DuPAGE


BOARD APPROVAL

1. SUBJECT

Interactive Media AAS Degree Program


Board approval is required for new degree and certificate programs.


The Interactive Media AAS Degree program will provide students with the knowledge and skills to develop web sites, digital interfaces and other interactive media applications. These skills will prepare students for entry-level employment in interactive media such as: User Researcher, Interaction Designer, Visual Designer, and User Experience Designer. The employment outlook for interactive media is strong and growing. The Chicagoland area is the sixth largest market and has a salary range for related Interactive Media/User Experience fields of $67,000 to $136,000.

4. RECOMMENDATION

That the Board of Trustees approves the 64-credit hour Interactive Media AAS Degree Program.

Staff Contact: Daniel Lloyd, Dean of Liberal Arts

Item 23

July 30, 2015

COLLEGE OF DuPAGE


BOARD APPROVAL

1. SUBJECT

New no-bid $72,000 subscription service to lyndaCampus for the College.




The Library is requesting approval to subscribe to lyndaCampus to provide access to video training materials which will supplement the technology curriculum, and enhance staff development, faculty course resources, and student learning across a broad range of disciplines

Lynda.com is a single-source provider for a database offering over 3,500 video technology courses. The lynda.com content is comprehensive across the range of commonly used software products (including Microsoft Office and Adobe Design Suite), and includes content provided by leading technology and education experts. By subscribing to this product, we will be providing our students, staff, and faculty with access to master-class-level instruction materials.

Cost/benefit: The annual $72,000 cost for the subscription to lyndaCampus offers substantial functionality such as mobile access, faculty and student playlists, integration with the campus’s existing Blackboard software, and the ability for individuals to track their learning progress through a series of tutorials.

This no-bid purchase would be in accordance with the Illinois Public Community

College Act, Section 3-27-1-l, which specifically exempts from bidding: (l)

contracts for goods or services which are economically procurable from only one

source, such as for the purchase of magazines, books, periodicals, pamphlets

and reports.

4. RECOMMENDATION

That the Board of Trustees approves a no-bid purchase of $72,000 from lynda.com for the Library to subscribe to lyndaCampus (lynda.com, 6410 Via Real, Carpinteria, CA 93013).

Staff Contact: Ellen Sutton, Dean of Learning Resources

Item 24 July 30, 2015


BOARD APPROVAL

1. SUBJECT

The Library is requesting approval for additional expenditures with four vendorswith which the Library normally expends more than $25,000.


Annual purchases in amounts exceeding the statutory limit of $25,000 with anindividual vendor must be approved by the Board of Trustees.


In addition to the annual subscription renewals from certain vendors that werepreviously approved by the Board at its May 14, 2015 meeting, the Library isseeking approval for additional expenditures from these same vendors. For thefour vendors listed below, the Library is seeking approval for additionalpurchases:

Vendor

FY2016

Renewals

Approved on

5/14/16

Estimated

Additional

Purchases for

FY2016

Total

Anticipated

FY2016

Purchases

(A) CARLI $81,424.10 $23,500 $104,924.10

(B) EBSCO $98,000 $12,000 $110,000.00

(C) Gale $36,648.62 $31,000 $67,648.62

(D) ProQuest $57,298.36 $18,000 $75,298.36

For each of these vendors, the anticipated additional purchases are:

CARLI – The anticipated expenses include two databases to be renewed in

January at an estimated cost of $7,500, an estimated $2,000 in new materialspurchases, and annual membership fees totaling $14,000. The totalexpenditures for CARLI for FY2016 will not exceed $104,924.10.

EBSCO – The estimated cost of purchases for e-books from EBSCO during

the year is $12,000; with total FY2016 expenditures not to exceed $110,000.

Item 24 July 30, 2015

Gale –Total estimated purchases for reference books and e-books from Gale during the year are $31,000 for a total FY2016 expenditure not to exceed $67,648.62.

ProQuest – The Library anticipates $3,000 for database hosting fees plus $15,000 on e-books for a total FY2016 expenditure not to exceed $75,298.36.

Funds to cover these additional expenses have been included in the proposed FY2016 Library budget.

These purchases are in accordance with the Illinois Public Community College Act, Section 3-27-1-l, which specifically exempts from bidding: (l) contracts for goods or services which are economically procurable from only one source, such as for the purchase of magazines, books, periodicals, pamphlets and reports.

4. RECOMMENDATION

That the Board of Trustees approves the following additional expenditures in FY2016 for the following four vendors:

(A) CARLI $ 23,500.00 100 Trade Centre Drive, Suite 303 Champaign, IL 61820-7233

(B) EBSCO Information Services $ 12,000.00 1140 Silver Lake Road Cary, IL 60013-1685

(C) Gale $ 31,000.00 27500 Drake Road Farmington Hills, IL 48331-3535

(D) Proquest LLC $ 18,000.00 6216 Paysphere Circle Chicago, IL 60674 Total requested additional expenditures: $84,500.00

Staff Contact: Ellen Sutton, Dean of Learning Resources

Item 25

July 30, 2015


BOARD APPROVAL

1. SUBJECT

Temporary employment services provider of supplemental workforce resources.




This request for proposal represents a three-year contract to provide temporary staff for the College of DuPage. The majority of the College’s needs are in the area of administrative assistants. These services are needed to provide temporary supplemental staffing when a position is vacant, during vacation periods, extended illnesses, or to support special projects.

The placement of all orders and distribution of billing is currently administered through the Human Resources department. These expenses are budgeted to the individual departments requesting the services, not through a centralized budget. In Fiscal Year 2015 the College spent $194,603.20 with Stivers Staffing.

A legal bid notice was published and thirteen firms requested documents. Three firms responded: Maxim Staffing Solutions of Chicago, Stivers Staffing of Naperville and Advanced Resources of Naperville.

Staff members from Human Resources reviewed the proposals. Stivers Staffing received the highest evaluation score. Based on the evaluation, we recommend Stivers Staffing for a three-year term contract term with an option to extend for a fourth year beginning August 1, 2015. Stivers Staffing has held this contract for the College since 2005 and has been very responsive in meeting the needs of the College. The results of the evaluation are in the table below:

Item 25 July 30, 2015

Criteria Weighted

Percentage Stivers Maxim

Advanced Resources

Completeness of Proposal 5 5 5 5

Ability of Agency to Meet College’s Needs as Outlined in the RFP

25 25 25 20

Response Time 20 20 15 10

Ability to Hire Temporary Staff as Permanent College Employees

30 30 10 10

Cost 25 25 12 10

Total Points 105 105 67 55

Recommended award in bold

Stivers Staffing was ranked first by the committee in several significant categories. In addition to the lowest hourly rates for all position types requested, the College is able to convert temporary employees from Stivers Staffing to regular College employees after thirty days with no additional employment conversion fee.

This purchase complies with State Statutes, Board Policy and Administrative Procedures.

4. RECOMMENDATION

That the Board of Trustees approves a three-year agreement with an option to extend for a fourth year for Temporary Employment Services with Stivers Staffing, 1250 E. Diehl Road, Naperville, IL 60563, for the contract term August 1, 2015 to August 1, 2018 (or August 1, 2019 if extended), per the attached schedule of hourly rates.

Stivers Staffing Hourly Rates Year 1 Year 2 Year 3

Year 4

(Extension)

Data Entry $14.95 $14.95 $15.20 $15.45

Clerk Typist/Receptions $14.95 $14.95 $15.20 $15.45

Exec/Administrative Assistant $17.70 $17.70 $17.95 $18.20

Financial (Account Clerk) $17.75 $17.75 $18.00 $18.25

Light Industrial $13.75 $13.75 $14.00 $14.25

Staff Contact: Linda Sands-Vankerk, Vice President of Human Resources

Item 26

July 30, 2015


BOARD APPROVAL

1. SUBJECT Refuse collection service contract for waste and recycling containers at Glen Ellyn,

Naperville, and Carol Stream campuses. 2. REASON FOR CONSIDERATION



This bid represents a three-year contract for refuse collections services. The locations served under this agreement will include the Glen Ellyn, Naperville, and Carol Stream campuses. The Westmont campus does not apply to this service agreement due to the Village of Westmont being a closed-contract location with a mandated vendor and fixed pricing. During the three-year term of this agreement, the vendor will collect and dispose of all waste and recycling materials collected at the specified locations. Collection frequency is outlined in the bid specifications and exterior collection containers will be provided by the vendor. A legal bid notice was published and five vendors were solicited. Five (5) responses were received. Two (2) vendors were disqualified for not attending a mandatory pre-bid meeting per specification requirements. Two (2) vendors located in-district responded to the bid notice. The following is a recap of the bid tabulation:

Refuse Collection Services Bid Tabulation

Vendor Total Base Bid

for 3 Years Services

Waste Management* $ 231,523.80

Republic Services $ 267,459.43

Flood Brothers* $ 281,687.43 Recommended award in bold * Vendor In-District

Item 26

July 30, 2015

Budget Status For the next 3 years beginning 8/1/15 and ending 7/30/18, total funds in the amount

$231,523.80 are being provided from the Facilities Operations and Maintenance Budget #02-70-00721-5707001, Carol Stream Regional Center Operations account # 01-10-14045-5707001 and Naperville Regional Center Operations Account #01-10-14145-5707001.

This purchase complies with State Statute, Board Policy and Administrative

Procedures. 4. RECOMMENDATION That the Board of Trustees awards the bid for Refuse Collection Services to the

lowest responsible bidder, Waste Management, 700 Butterfield Road -4th Floor, Lombard, IL 60148, for a 3-year service contract, August 1, 2015 through July 30, 2018. This total expenditure is not to exceed $231,523.80 over the 3-year contract term.

Staff Contact: Jim Ma, Director of Facilities Operations

Item 27 July 30, 2015


BOARD APPROVAL

1. SUBJECT

Printing of Continuing Education Class Schedules for Fall 2015, Spring 2016 andSummer 2016.


A single contract exceeding the statutory limit of $25,000 must be approved by theBoard of Trustees (Board Policy 10-60).


Year Budget YTD Spend Variance

FY15 $99,999.96 $71,983.58 ($28,016.38)

FY16 $99,999.96 ----------- ----------

The class schedule is the primary source of marketing for Continuing Education classes and has a distribution of 160,000 units each term. This is the most comprehensive vehicle to reach District #502 residents of who attend the classes available through Continuing Education. The class schedule also is used to promote all-college events or new programs. The bid process requested a single quote for the printing of the Fall 2015, Spring 2016 and Summer 2016 class schedules. After posting a legal ad, nine vendors requested bid documents and three vendors responded. The three running bids were:

Vendor Base Bid Variance

Precise Printing $81,750.00

K.K. Stevens $82,039.47 ($289.47)

Castle Printing $89,331.20 ($7,581.20)

Item 27 July 30, 2015

4. RECOMMENDATION

We recommend that the Board of Trustees approve the cost-based selection of Precise Printing Network Inc., 1242B Remington Road, Schaumburg, IL 60173, with a bid of $81,750 to cover the cost of printing the three class schedules for Continuing Education.

Staff Contact: Joe Cassidy, Dean Continuing Education/Extended Learning

Item 28 July 30, 2015


BOARD APPROVAL

1. SUBJECT

Strategic Long Range Plan for College of DuPage


Board Policies 5-5 and 5-15 stipulate that the Board of Trustees will annuallyadopt a Strategic Long Range Plan, and the Strategic Long Range Plan is thebasis for the College’s Annual (operational) Plan.


The Strategic Long Range Plan defines the College’s institutional philosophy,mission, vision, values, three-year goals and associated tasks.

The current Strategic Long Range Plan, approved by the Board of Trustees at their June 20, 2013 Regular Board meeting, spans a three-year time frame. Fiscal Year 2016 is the last year for the current 2014-2016 Strategic Long Range Plan.

During the second and third years of the planning cycle, the Strategic Long Range Plan Advisory Committee recommends annual updates to the plan. When formulating their recommendations, the Strategic Long Range Plan Advisory Committee considers evidenced-based environmental trends, significant emerging issues and formal input from the Institutional Effectiveness Council (comprised of faculty, administrators, managers and classified staff), the Shared Governance Council (comprised of leaders from all College constituency groups, including the Student Leadership Council) and College administrators.

4. RECOMMENDATION

That the Board of Trustees approve the Updated 2014-2016 Strategic

Long Range Plan effective August 1, 2015.

Staff Contact: Jim Benté, Vice President Planning & Institutional Effectiveness

http://www.cod.edu/about/office_of_the_president/planning_and_reporting_documents/pdf/draftslrp.pdf

http://www.cod.edu/about/office_of_the_president/planning_and_reporting_documents/pdf/draftslrp.pdf

Item 29 July 30, 2015


BOARD APPROVAL

1. SUBJECT

Property, General Liability, Workers’ Compensation, Student Malpractice,Board Legal Liability, and Athletic Insurance Renewal for FY2016. (TotalPremiums are $1,153,209)


Each year the College must renew its various insurance coverages.


College of DuPage has been a member of the Illinois Community CollegeRisk Management Consortium (ICCRMC) since 1981. The Consortium wasformed for the cooperative purchase of property, liability, workers’compensation and other insurance coverages on a self-insurance basis. Thecurrent members of ICCRMC include: College of DuPage, Harper College,John Wood Community College, Lincoln Land College, Moraine ValleyCommunity College, Morton College, Oakton Community College, PrairieState Community College, Sauk Valley Community College, BlackhawkCollege, Triton College and Waubonsee Community College. The consortiumemploys Marsh as the insurance broker to ensure fair market pricing frominsurance providers.

As detailed in the table below, the premiums for the College’s various insurance coverages for FY2016 (less dividends/adjustments for Workers’ Compensation Payroll Audit, PC, and D&O dividends, which are received due to our share of savings based on actual claims), are $1,153,209.00.

Item 29 July 30, 2015

Description Amount

Property $328,700

Liability 138,679

Student Malpractice 33,850

Directors and Officers 91,964

Workers Compensation 631,858

13 /14 Payroll Audit -24,620

Workers Compensation Dividend

-186,818

PC Dividend -29,136

D&O Dividend -18,107

Athletic Accident Coverage 162,017

Athletic Catastrophic 24,822

Total $1,153,209

4. RECOMMENDATION

That the Board of Trustees approves the payment of premiums for the College for FY2016 Property, General Liability, Workers’ Compensation, Student Medical Malpractice and other insurance coverages through the Illinois Community College Risk Management Consortium, for the period of July 1, 2015 through June 30, 2016, at a total premium cost of $1,153,209.

Staff Contact: Philip Gieschen, Coordinator / Risk Management

Item 30 July 30, 2015

COLLEGE OF DuPAGE


BOARD APPROVAL

1. SUBJECT

The purchase of supplies for the HTC through an Illinois Statewide Contract. 2. REASON FOR CONSIDERATION



Board Policy 10-60, 2-D states: The Board of Trustees delegates authority to the Purchasing Department to purchase from governmental contracts or cooperative/consortium agreements that fully meet the requirements of Illinois law, in lieu of competitive bidding. These governmental contracts, cooperative/consortium agreements meet the competitive bidding requirements of Illinois law.

Below is a listing of items purchased using governmental consortium/cooperative agreements.

The Purchasing Department has done its due diligence. IL SWC – Illinois Statewide Contract pricing was verified for Kiesler Police Supply Inc. (State Contract # 4017591) for ammunition.

Governmental Consortium/Cooperative Agreements Purchases for July, 2015

Date Vendor Agreement Description $ Amount

06-30-15 Kiesler Police IL SWC* Lead-free Ammunition for HTC $ 58,481.25

This purchase of ammunition is part of the building contract for the Homeland Security Training Center (HTC) for use on the firing range. Since the range will only allow lead-free ammunition, it will be available for law enforcement personnel, police cadets or students in conceal/carry courses who utilize the firing range for training. Lead-free ammunition is not currently an industry-wide standard.

Item 30 July 30, 2015

4. RECOMMENDATION

That the Board of Trustees approve the payment of $58,481.25 for the purchase of lead-free ammunition for use in the HTC firing range from Kiesler Policy Supply Inc. through the IL WEC-Illinois Statewide Contract.

Contact: Joseph Cassidy, Dean for Continuing Education and Extended Learning

Documents

Special Board of Trustees Meeting July 30, 2015 · 7/30/2015 · page 1 of 2 . board of trustees of community college district no. 502. counties of dupage, cook and will . state