Vol. XXXIV, No. 16

May 2, 2005

This Week at Valencia.

Wednesday, May 4:
Design & Operations with Deans only, 1 p.m., Osceola Campus, 1-258

Thursday, May 5:
College Learning Council, 2:30 p.m., West Campus, TBD

Friday, May 6:
Student Development Group, 9 a.m., East Campus 5-217D

Annual Student Juried Exhibition, Anita S. Wooten Gallery, East Campus, through May 20

Summary - District Board of Trustees Meeting

Recognitions
Dr. Sanford Shugart, President, began the meeting by recognizing Dr. Tracy Edwards, Vice President for Academic Affairs and Chief Learning Officer, who has resigned her position to take a presidency at a community college in Canada. Dr. Shugart praised Dr. Edwards' leadership for the last three years, noting the substantial growth and improvements to the college's academic programs. Dr. Edwards thanked the Board and Dr. Shugart, and extended her appreciation to her support staff, Provosts, various department heads, the Faculty Association, and to the other Vice-Presidents at Valencia. Dr. Shugart presented her with a gift in recognition of her service to the college.

Reports
Osceola Campus: Dr. Shugart asked Dr. Silvia Zapico, Provost of the Osceola Campus, to report on the new Learning Center at the campus, located in the newly opened Building 3. Dr. Zapico in turn introduced Dr. Linda Swaine, Learning Center Director, who gave the Board an overview of the various functions of the Center. She noted that the Learning Center provides an engaging and supportive environment where students can pursue a wide range of learning opportunities. A primary feature is the integrated suite of support services for students. The LC is a "one-stop" center for students to access technology, pursue tutoring or learning support for a specific class, or who want to use more traditional learning support systems.

Osceola Student Government Association: Dr. Zapico introduced Karlos Quijada, President of the Osceola Campus SGA. Mr. Quijada gave the Board a recap of recent reorganization within the campus SGA including a new position added to the association, Chief of Staff, as well as amendments to their constitution. He said that recent activities by the SGA included the Osceola campus' first-ever movie night and first-ever car show.

Florida Community Colleges Risk Management Consortium: Dr. Shugart introduced David Klaitz, Executive Director, and Dr. Larry Durrence, Operations Committee Chairman, from the FCCRMC, and asked them to give the Board an overview of operations, services and programs, as well as a review of Valencia's participation in the consortium. Mr. Klaitz discussed the consortium's services, which include management of self-insurance, specific insurance and excess insurance for 27 of the 28 community colleges in Florida, and the health and life insurance programs managed for 22 of the 28 colleges. He said the consortium recommends actions of new and renewal coverage to the participating colleges, as well as provides coverage and claims information for participating institutions. He said the consortium acts as a risk-sharing pool, to lower costs and manage coverage for the participants. He noted that Valencia has been a member of the consortium for more than 25 years, and that the college participated in the Allied Health Malpractice program, the Student Accident program, and the consortium Health Plan.

Mr. Klaitz and Dr. Durrence noted the extraordinary year that all consortium participants had experienced due to the four major hurricanes that struck Florida during 2004. Mr. Klaitz said that claims for many of the colleges were finally being settled, and that Valencia had about $350,000 in damages due to the hurricanes, but that the college was among the few members of the consortium that suffered relatively minor damage from the storms. The hurricanes were considered one of two "catastrophic" events that affected Valencia's assessment for 2005. The other catastrophic event involved a worker's compensation case that had to be settled last year - the cost of that claim and loss to the consortium will be spread out for several years. Mr. Klaitz noted that the sharing and smoothing of losses by all colleges continues to be one of the strongest benefits to being a member of the consortium.

Auditor's Report: Ms. Undria Stalling, Internal Auditor to the Board of Trustees, reported that a recent review of petty cash and change funds revealed minor problems with appropriate accounting and reporting procedures for those funds. She noted that the procedures for these funds as outlined in the College's Policy Manual are outdated and do not reflect current practice. She said that the Financial Services division would be reviewing the Policy Manual and providing appropriate updates within the next 30 days. She also reported that other discrepancies with split purchases and petty cash disbursements were also being reviewed and remedied.

Construction Report: Ms. Helene Loiselle, Assistant Vice President for Facilities, reported that renovations to the Physical Education Center on West Campus were right on schedule, and it was time to change the name of the building to the recommended "Health Sciences Building" to more accurately reflect the academic programs that would now be conducted in the facility. She also reported that the construction of the new Criminal Justice Institute was running slightly behind schedule but that substantial delays were not anticipated.

Faculty Association Report: Association President Chris Borglum reported the two remaining components of the Faculty Compensation Plan, Professional Development and Institutional Effectiveness had been overwhelmingly approved by the Association members. He also noted an important change to the Association's Constitution, which is that beginning with the 2006-2007 academic year, the Faculty Association President would be an elected position, rather than a leadership ascension, as it is currently structured. He said that his successor, Ms. Amy Bosley, would be the last president in the old model.

Foundation Report: Vice-Chairman Larry Slocum reported that the Foundation's first-ever "signature" fund-raising event was rapidly approaching, and that nearly 1,000 tickets had been sold. He urged anyone interested to order their tickets or purchase them at the door.

President's Report: Dr. Shugart first gave the Board an update on legislative matters. He asked Dr. Bill Mullowney, Vice President and General Counsel, to review the latest developments in the House and Senate. Dr. Mullowney said the appropriations work was not going as well as they had hoped, and it appeared that the two divisions of the legislature were still far apart on the amount of money to be provided to community colleges through the funding formula. However, it did appear that hurricane-related expenses for community colleges would be covered. Dr. Mullowney also reported that the legislature appeared fully prepared to support an increase in the capital improvement fees charged to students - the legislation had passed all committees and was headed for a full vote.

The president then asked Thomas Powell, Special Assistant, to give the Board an overview of two important pieces of new business, the letter of intent for a Southeast campus and the contract for purchase of land for a Southwest campus. Mr. Powell reported that Valencia had successfully negotiated with CNL Financial Group for a land swap, involving 20 acres of land within the boundaries of Valencia's West Campus, which would be exchanged for over 100 acres of land within CNL's Moss Park complex, which is located in the southeast corridor of Orlando. Mr. Powell noted that the Moss Park property was located adjacent to a pristine wetland area, which provided hundreds more acres of "green" boundary for Valencia's planned site.

Mr. Powell also reviewed the site selected for Valencia's Southwest campus - this parcel would, once finalized, be between 150 and 158 acres, on County route 545 just west of Scofield Road. He said the location, within the Horizon's West Town Center, was highly appropriate for Valencia's programs, and a welcome addition to the development of that area of Orange County.

Dr. Shugart indicated that planning monies for the new campuses were already under consideration by the State.

New Business

The Board of Trustees unanimously authorized the Southwest Property Contract and the Southeast Property letter of intent.

Valencia to Hold Commencement Off Campus Due to Growing Number of Grads

On May 7 a total of 4,699 Valencia Community College students will receive their associate's degrees at Osceola Heritage Park in Kissimmee, in a departure from the school's tradition of holding the ceremony in its West Campus gymnasium. The 37th spring commencement ceremony was moved off campus this year due to an ever-increasing number of graduates and a limited amount of space in the school's gymnasium, which is currently being converted to classroom space.

All ceremony participants are to wear full academic regalia and report to room number 157, at 9:00 am at the Silver Spurs Arena. Staff will be available at the main entrance to direct you to this room.

Please remember that a ticket is necessary for each family member, including children, regardless of age. If you wish to obtain tickets for guests, please contact Renee Simpson, Director of Admissions and Records, extension 1506.

Academic Regalia Has Arrived

The academic regalia that was rented for faculty and staff has arrived and can be picked up at your campus Business Office. Please be sure to pick up your regalia before the end of the day on May 6. The regalia is to be turned in following Commencement in Meeting Room 1 at Heritage Park.

Congratulations, Honorees!

Congratulations to the following administrators, faculty and professional staff that were recognized for their many years of loyal service to Valencia at the annual President's Reception on April 19:

10 Years of Service

West Campus: John Bledsoe, Linda Downing, Polly Keller, Neil Sebacher, Bliss Thompson and Carol Traynor

East Campus: Regina Cassady, Jeff Tursellino, Lynn Dorn, Bill Gombash, Elizabeth Ingram, Patti Lopez, Jocelyn Morales and Enid Rosa

Osceola Campus: Irene Lindgren, Melissa Pedone and David Rogers

Winter Park: Marie McClendon

25 Years of Service

West Campus: Susie Forehand, Ty Johnson, Susan Meade, Mardi Ramaley-Snider, Stan Stone and Joanne Wit

East Campus: Rose Watson

35 Years of Service

West Campus: Dan Kimble and Roberta Vandermast

East Campus: Bill Castellano

Retirees

Susie Andrew, DTC
Bill Castellano, East
Judi Delisle, West
Noel Ellixson, East
Bruce Handley, West
Mary Nell Legg, West
Angela Martincak, Winter Park
Carol Mathews, DTC
Stan Melnick, West
Gustavo Morales, West
Cliff Morris, West
Peter Smith, East
Roberta Vandermast, West
Ruth Webb, West

New Florida Minimum Wage

Effective May 2, 2005 Florida's New Minimum Wage will be $6.15/hr. This will only affect employees in the following Part-time hourly positions, which have been paid at $6.00/hr: Security Escorts; Student Assistant; Compliance Aide.

Human Resources has taken the necessary action to comply with the new regulations. There is nothing that needs to be done on the employees part. If you have questions or need more information please feel free to contract Dannette Johnson at ext. 1575

Important Year-End Closing Information

The 2004-05 fiscal year is nearing its close, and we would like to assist you in making all appropriate charges and encumbrances to the accounts in your budget. Planning is essential; we understand that all processes cannot stop due to end of the fiscal year, but some cut-off dates are required and must be enforced due to Florida Department of Education (DOE) requirements and audit guidelines. In order to provide an orderly close out of the college's accounting records, by June 30, 2005, it is important that we meet the following guidelines:

Cash Receipts-All funds received to be credited to the 2004-05 fiscal year must be receipted by the Business Office by the end of business Thursday, June 30, 2005.

General Requisitions-Only goods and services received by June 30, 2005 and invoices received in Accounts Payable by July 8th, will be charged to your 2004-05 budget. Any items received after June 30th, or invoices received in Accounts Payable after July 8th, will be charged to the new fiscal year budget. Therefore, the timing of when you create your general requisitions is very important. This year we will not establish a specific cut-off date, but to provide sufficient time for goods and services to be received and invoiced by June 30, we do suggest that requisitions be input in Oracle by Monday, May 30. This is especially critical for grants with a June 30 closing date. Submit completed budget amendment forms to the Budget Office (mail code DTC-3). Please address related questions to Pedro Rivera at extension 3350. Oracle input of general requisitions for fiscal year 2005-06 purchases may begin Friday, July 1, 2005.

Outstanding PO's-In order to perform some internal maintenance on the Purchasing Module in Oracle, we will cancel all General Operating-Fund 1 and Restricted-Fund 2 purchase orders as of June 30, 2005. This will actually occur after the cut off of the invoice process against the old year on or about July 8th. Procurement will re-encumber on a "new" purchase order any items previously encumbered in a 700000 general ledger code and notify the departments of those new numbers. We will carry forward the funds associated with those 700000 encumbrances to the new fiscal period. Invoices for materials for 600000 general ledger code items received on or after July 1, 2005 should be forwarded to Accounts Payable on a General Requisition indicating the prior purchase order number that was canceled, such as: "Ordered on P.O. # 343434 canceled as of June 30, 2005." These items will be charged to the new budget year. We would suggest that departments run the VCC Encumbrance Detail Report for your department and analyze all PO's showing a balance, especially those thirty days or older, to determine their status and cancel any outstanding items not needed. Contact the Procurement Office at extension 5532 should you have any questions in reference to General Operating Fund 1 purchase orders and Sherri Dixon at extension 3306 for Grant-related purchase orders.

Vendor Invoices-Invoices must be received in Accounts Payable (mail code DTC-3) by Friday, July 8, 2005 for old year obligations to be charged to the 2004-05 budget year. *Please forward invoices immediately to Accounts Payable for processing*

Petty Cash-The last day to request reimbursement from the Business Office is Friday, June 24, 2005. Please do not accumulate numerous Petty Cash transactions, as reimbursements will be limited to $75 per receipt. Petty Cash processing for 2005-06 will resume Friday, July 1 so please plan accordingly.

College Bookstore-The Bookstore will remain open to accommodate the Summer Registration schedule. Bookstore orders received by June 30, 2005 will be charged to the 2004-05 fiscal period. All outstanding orders will be closed and/or charged to the 2005-06 fiscal period.

Travel Reimbursement-Requests for travel reimbursement must be received in Accounts Payable (mail code DTC-3) by Friday, June 24, 2005. Requests received after this date will be charged to the 2005-06 fiscal year budgets. Travel occurring June 27th through June 30th will be handled on an exception- only basis.

Personnel Pay Forms-Time sheets for part-time hourly and student employees for hours worked the period of June 26th through June 30th are due in Payroll Services no later than Friday, July 1, 2005. Time sheets received after this date will be charged to the 2005-06 fiscal year budgets.

Procurement Cards-Procurement card encumbrances will close as of June 30, 2005. Prior to July 6th, all transactions posted by Master Card will be charged to the applicable fiscal period based on the transaction date posted in the system. Any transaction posted to MasterCard on or after July 6th will be expensed to the 2005-06 fiscal year budgets, regardless of the transaction date. Please review your new budgets and initiate a new encumbrance for Procurement Card purchases. Contact the Procurement Office at extension 1974 should you have any questions.

Assistant VP chosen for national program

Helene Loiselle, Assistant Vice-President, Facilities at Valencia Community College has been chosen to participate in the National Institute for Leadership Development, LEADERS program, an international program for administrators and faculty in higher education.

 This year-long program, designed to enhance the skills participants need to assume major decision making roles in their institutions, includes institutional practice in supervisory and human relations skills, planning and budgeting, and organizational transformation as well as discussions with national experts on the issues confronting higher education during the next decade.

During the program, Loiselle will be mentored by Tracy Edwards, Chief Learning Officer at Valencia, to work on projects that will aid the institution and foster individual professional growth.

LEADERS participants are chosen for their professional abilities, their interests in advancement in higher education, and the quality of their proposed projects.
The National Institute for Leadership Development is internationally recognized by colleges, universities and businesses for its visionary, holistic programs that produce leaders who effectively challenge assumptions, eliminate barriers and create new pathways to successful solutions.

News from Procurement

Do you make a lot of small dollar purchases? Is that trip to the Business Office to collect your Petty Cash getting cumbersome? Then maybe you should consider applying for a VCC Procurement Credit Card! Visit our web-page http://valenciacc.edu/procurement/ProcurementCard.asp to learn more about the P-Card Program at Valencia.

Need Quotes - Call Procurement! In accordance with Florida Statutes, Colleges shall publicly solicit the submittal of competitive offers from at least three (3) sources when purchasing services or commodities expected to cost between $3,500.00 and $25,000.00. Procurement will assist you with this requirement. If you already have one or two written quotes, just send them to Procurement with your requisition and we will do the rest. Or, if you prefer, just send Procurement your specifications (an accurate description of what you need to buy) and if you have any suggested suppliers that you would like for us to contact, and we will solicit quotes on your behalf.

Please note that Procurement has contracts and agreements with some suppliers that may take precedence over the submitted departmental quotes. So, it is not advisable to tell a supplier that they have the business before procurement has a chance to review the quotes.

We would like to THANK the departments who were involved this year with the Strategic Equipment Request. We look forward to another successful year in 2005-2006!

Valencia Volunteers Relay for Life

Volunteers from the West and Winter Park Campus came together this term to support the American Cancer Society's signature fundraiser, Relay for Life. In addition to individual fundraising, team members held a silent auction on the West Campus that was very successful in raising funds to combat cancer. From 6:00pm on April 8th until 12:00 noon on April 9th, the Valencia team walked laps at Showalter Field in Winter Park during the actual Relay event, themed Decades of Hope. The Valencia campsite, with its Continuous New Years theme including hourly ball drop, was named Best Campsite by the Relay committee. The Valencia Community College team was also recognized for the top Relay award, for raising the most funds of any team at the Winter Park site. Team Captains Birgit Daniel, Valencia Volunteers Coordinator - West, Ernest Blinski, Student Volunteer Coordinator - West, and Danielle Boileau, Student Development Coordinator - Winter Park, led their team in a victory lap around the track at the close of the event. The Valencia team raised over $7,200, the Winter Park site raised a total of $92,000 to aid in the fight against cancer.

Kudos.

Teresa Gallagher was recently inducted into the Iota Sigma Chapter of the Alpha Sigma Lambda National Honor Society. Induction requirements stipulate that members represent academically the top ten percent of their student body. For a working adult to demonstrate this level of academic excellence is indeed a meritorious accomplishment.

On the Move.

The East Campus Student Success office has been moved to building 6, room 101 on the East campus. Our mail code remains the same, 3-24, as well as our phone extensions.

Submissions to the Bulletin are encouraged, so please e-mail your achievements, awards, recognitions, and relevant information for the college community to Mary Jane Jones, Staff Assistant in Marketing and Media Relations. Deadline for submission is 5 p.m. on the Tuesday preceding each Friday's distribution. Mary Jane can be reached at ext.1017, or mjjones@valenciacc.edu.