Executive Council Minutes
August 7, 2013
Present: Jeremy McMillen, Giles Brown, Jeanie Hardin, Lorie Lefevers, Gary
Paikowski, Roy Renfro
Recorder: Shelle Cassell
Agenda Items
Financial Aid Database Specialist
Giles Brown requested permission to begin the hiring process for the Financial Aid Database
Specialist position vacancy that will be created when Robbie Trissell moves to Information
Technology.
Action/Motion: The Council voted unanimously for the motion by Lorie Lefevers, second by
Giles Brown, to approve the replacement and begin the search process.
Related to the hiring process, members discussed the process for moving personnel action forms
through the approval process.
Action/Motion: The Council agreed that the completed forms would be submitted by the
appropriate vice president to the Human Resource Office, accompanied by the selection
committee names, interview questions, and position qualifications. HR will forward to the
President for final position approval. Gary Paikowski will work with Marilyn Power to update
the form(s) to reflect the practice.
Student Cohort Data Review
Dr. McMillen shared SSBTN data used in tracking trends in student persistence. It was agreed
that the college should continue reviewing the data and working toward improving success.
Members observed various data trends, such as female students performed better in all aspects of
the data except completing a degree in two years.
Action/Motion: Dr. McMillen will ask Institutional Research for additional analysis.
Updating Business Cards
Dr. McMillen noted that several employees are still using old business cards with the former
logo. He asked that those be discarded, and, if desired, replaced with the new format and logo.
Lorie Lefevers suggested that a message be added to the back of the card. This has been done in
the past and was received with mixed results. The card “shells” are printed in bulk quantity to
reduce cost, and the addition of a message will be considered when reprinting them.
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Action/Motion: Shelle Cassell is going to check on the cost for 100 cards (versus the standard
300). A message will be sent to employees to discard old business cards and to reorder, if
necessary. Vice President’s will determine on a case by case basis the necessity of adjunct
positions having business cards.
Honors & Awards Committee
Dr. McMillen shared a request from Donna McKinney to resign as the chairperson of the Honors
& Awards Committee. Dr. McMillen praised her leadership on that committee, but honored her
wishes. Council members reviewed the committee membership and nominated Dianna Crissman
to be the new chairperson.
Action/Motion: Giles Brown will ask Dianna of her willingness to take on this new role.
[Subsequent to the meeting, Giles confirmed that Dianna had agreed.]
Organizational Chart Updates
Dr. McMillen asked members to review the current organizational charts and update them to
reflect the new positions being added and the return of many student services to the new vice
president.
Action/Motion: Members are to submit changes to Marilyn Power within the next week.
Music Instruments
During early budget discussions, members approved funding for some one-time purchases to
upgrade the music department instrument inventory. Music director David Tercero has updated
the list of needed items and researched pricing for various pianos and percussion instruments.
Members agreed that the college should seek advice on the best way to build our instrument
inventory.
Action/Motion: The Council authorized David Tercero to purchase vertical pianos and musical
instruments with 2012-13 funding, provided they can be delivered and invoiced by August 31.
Marketing / Branding Research
Shelle Cassell and Dr. McMillen shared a proposal to use an outside agency to conduct an audit
of the college website and marketing materials. The initial review will help guide decisions as
the website is redesigned and will develop guidelines to be used in designing materials across the
campus. The audit will take approximately two weeks to complete and will cost $3000.
Action/Motion: The Council approved the proposal and asked the process begin immediately.
“Soft Skills” Discussion
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Dr. McMillen shared an article on incorporating workplace readiness skills into the classroom.
The information will be useful as professional development sessions are planned throughout the
year.
Action/Motion: No action necessary.
SACS Substantive Change Process
Dr. McMillen noted that the college must be more diligent and comprehensive in its SACS
notifications regarding curriculum, course delivery, and program changes. Debbie Smarr
recommends that some of the reporting requirements be added to college policy (in generic
terms), and has ideas for a practical process to stay ahead of reportable changes. Members agreed
that one solution would be to incorporate some of the campus communication and reporting
responsibilities into job descriptions.
Action/Motion: No action necessary at this time.
Announcements
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A test of the Emergency Alert system was conducted at 9:00 a.m. today.
Jeanie Hardin highlighted activities that have been scheduled through the beginning of the
semester. She said that a New Employee Reception will be held at 6:30 p.m. August 20, at Vinita
House in Denison. All Council members, deans and new employees are expected to attend.
LVN graduation/pinning went well, and the new class has more than 80 enrolled. The Herald
Democrat and Van Alstyne Leader carried a nice article on Kathy Bredberg’s retirement.
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