President's Council Meeting Summary

September 11, 2002

Present: Dene Thomas, Rob Lohrmeyer, Rita Morris, Carmen Rahm, Deacon Meier, Patty Leonard, Jody Oftelie, Chet Herbst, Janis VanHook

Absent: Dean Froehlich, Whitney Pugh, Renee Hofeldt, Kathy Martin, Richard Moore

Guest: Dave Taylor representing the Professional Staff Organization

Calendar Review

Calendars for September and October were distributed noting President’s travel and major campus events.

September 24 Campus meeting and employee social

October 3 State Board of Education meeting

October 28 LCSC Day at Coeur d’Alene Center

President’s Report

Welcome Back Remarks

President Thomas noted that President’s Council membership has been modified to reflect the institution’s reorganization. President Thomas also provided an overview of process and goals.

Goals:

• Increase the situational awareness of everyone in the College about what key events are happening and significant actions being worked.
• Communicate this information rapidly top-down, bottom-up, and across the College.
• Do a better job getting the word out by using a more deliberate process to plan and conduct these meetings, using the Vice Presidents and Provost to coordinate the topics and inputs of the key players.
• By communicating better, do a better job of coordinating our efforts.

We can still cover the full spectrum of college issues, but we always want to keep sight of upcoming milestones and track key issues that are being worked by different functions in the college.

Tenth Day Enrollment Report

Headcount: 3108 increase of 5% FTE: 2386 increase of 4.2%

17% increase new entering students; 6% growth in the freshman class; 10% increase in enrollment at Coeur d’Alene

Report from Presidents’ Council

• Student Fees Review: The presidents reviewed several models to structure student fees. Although the Presidents’ Council is scheduled to report to the Board in October, they will not report because it is a very difficult and complex issue—it is very difficult to determine a percentage of increase that works for all institutions and programs.

• Cooperative Oversight Councils: Meetings will be scheduled a couple of times a year.

• Review of Professional-Technical Education: The State Board of Education has initiated a project to review the organizational and administrative structure of the Division of Professional-Technical Education with a focus on policy-making, management and program governance issues. BSU, ISC and LCSC are to co-operatively nominate one individual who will represent all institutions on a Process Improvement Team. The presidents recommended Provost Jonathon Lawson with Provost Rita Morris as a alternate when Dr. Lawson is not available.

• IACI: Last year the lack of money precluded discussion among members or IACI and the Presidents’ Council. An attempt is being made to re-establish mutual interest discussions.

• Multipurpose Activity Center: The Activity Center is still on hold pending legislative action to release funding for capitol projects. At this time, the Activity Center remains number one on the construction list.

• Budget: Institutions have reserved 4.5 percent of their allocated budgets for contingency planning. Even though Governor Kempthorne’s directive to cut all agencies other than education by 3.5% to make the necessary adjustments for FY2003, higher education institutions are advised to hold their contingency funds in reserve.

• Financial Exigency Policy: At their June 11, 2002 meeting, the State Board of Education adopted policy and procedures to be applied if an institution is confronted with a condition of financial exigency. LCSC has, therefore, revised institutional policy and procedures to reflect State Board of Education language and intent.

Provost and Vice Presidents’ Update

Provost’s Report

• Center and History has accrued a large deficit in their operating budgets. Changes will be made in programming and staffing in order to not exceed the budget for FY03. A review of the Center’s role with the institution and in the community will be conducted.

• Deans Council meets every two weeks. See the Provost’s web-site for more information.

• Division Chairs Council meets weekly and focuses on matters related to instruction. See the Provost’s web-site for more information. Paul Krause serves as the chair for this year.

• NASC Accreditation Visit: LCSC’s regional accrediting body, the Commission on Colleges and Universities, Northwest Association of Schools and Colleges (NASC), directed that a focused interim (five-year) report be submitted in Fall 2002 and will conduct an evaluation visit in Spring 2002 to assess the College’s progress on General Recommendations 1, 2, 3, and 5 from the Fall 1999 Evaluation Committee Report.

Vice President for Student Affairs’ Report

• LCSC Fitness Center: Several risk management problems have been identified with the Fitness Center. Changes to correct those problems will include programmable keypad locks, changing the hours to 7:00 a.m. to 10:00 p.m., Monday through Friday and 12:00 to 3:00 p.m. on Saturday. The facility will be closed on Sunday. There will be more on-site supervision and control over the facility.

• Reid Hall: The remodeling of Reid Centennial Hall is nearly completed. Moves will be scheduled within the next two weeks.

• CAMP Grant: The CAMP grant has been awarded and the office will be located in RCH 211.

• SUB Management: Ernie Williams is serving as interim director with the assistance of Melissa Nelson and Kerry Bennett.

• 911 Commemorative Ceremony is planned for this evening at 7:00 p.m. in LCSC Harris Field.

Direct Reporting Units

Institutional Planning Report

• Emergency Response Plan establishes general procedures and guidance for response to all categories of emergencies ranging from serious public relations incidents that might adversely impact the reputation and/or orderly business of the college to catastrophic events involving the entire Lewiston community and/or one or more of LCSC’s outreach centers. The plan sets forth standard operating procedures for handling emergencies and disseminating pubic information, establishing emergency communications, developing alerting and warning procedures, assessing and reporting damage and implementing recovery actions. The plan also serves as a training manual for LCSC personnel. (See attached overview.)

• The revised strategic plan is on the web page. Strategic Planning Cycle Timelines are being finalized to provide general, strategic guidance to staff and faculty to facilitate the development of detailed unit action plans. Council members are advised to review the timeline (page 21-26 and Annex C).

Athletic Report

• The institution reports to SBOE in October regarding athletic expenditures. LC has made progress in reducing the athletic deficit by implementing new spending guidelines and budget plans. We are on schedule with the deficit pay-back plan.

• The drug and alcohol policy has been revised to reflect State Board of Education policy and the student conduct policy is in compliance with board expectations.

Other Reports

Web Event Calendar/Announcements: The entire campus needs to utilize the web event calendar and intranet announcement site. A plan has been developed to automatically post announcements when facilities are scheduled. It is important to share what is happening on campus across campus. The intranet is the campus’ primary information source.

Classified Staff Organization: The CSO fall organizational meeting is scheduled for September 20. The program will include a special guest from the Idaho Public Employees Association.

Alumni: The annual telethon begins September 12 and will continue throughout the year.

Meeting Adjourned

The next President's Council will be on Wednesday, September 18 at 9:00 a.m., in the Alumni Board Room.

LCSC Emergency Response Plan (ERP-1) Overview

President’s Council 11Sep02

§ Following 9-11, the Governor issued Executive Orders mandating that all State agencies/institutions update their Emergency Response Plans, and report results to Boise.

§ At that time, LCSC had several different response plans for specific contingencies or for specific functional areas; there was no overall coordination of the emergency planning process.

§ Office of Institutional Planning, Research, and Assessment was designated as the coordinator for developing/integrating all LCSC emergency response plans—formed working group from key functional areas across the college [Plans, HR, IT, Security, Physical Plant, Media Relations]

§ A comprehensive emergency response plan (LCSC ERP-1) has been developed to provide overall guidance in the event of any contingency situation: it dovetails with other supporting plans from selected areas.

§ An updated plan was reviewed by Vice Presidents, Provost, and President last month. Plan has been approved and submitted to OSBE.

§ ERP-1 is tailored to mirror (and interconnect with) the SBOE emergency response plan. It is designed to help the College get organized and deal with immediate actions in the opening minutes/hours/days of any emergency situation.

o Covers natural disasters, medical and police emergencies, acts of terrorism, etc.

o Establishes process for Emergency Operations Center and contingency support staff

o Provides cross-references to state and national alert systems

o Provides quick-reference points of contact for local, state, and federal first responders

o Incorporates an emergency notification system (telephone alert roster) for LCSC; the individual rosters contain basic emergency response actions and reminders

o Establishes Casualty Notification process in event of serious injury/loss of LCSC personnel

o Outlines key responsibilities of senior LCSC leadership and functional support areas in the event of an emergency

o Addresses LCSC options if our support is required for other agencies off campus

§ Copies of the plan will be emailed to Council Members today for your review—via Vice Presidents/Provost or heads of direct reporting units.

§ Training and exercising of components of the plan will begin this semester. All newcomers and “old heads” need orientation on emergency response procedures.

§ Please support ongoing efforts to update supporting emergency plans (evacuation plans) and ensure that personnel within your work areas know what to do and where to go.

§ Please let your units know about the plan and familiarize yourself with the basic layout of the plan and operating principles. The plan will be posted on the Intranet—spread the word to those with a need to know.

§ Contact Institutional Planning/Research/Assessment (792-2065, instres@lcsc.edu) with any questions or comments on the emergency plan/procedures. [Chet Herbst 11Sep02]