College Budget Committee Tuesday, November 10, 2015 2:00 p.m. – 4:00 p.m., Board Room 200 MINUTES Meeting called to order at 2:10pm Attendance: 9 members (see sign in sheet) The minutes from the last meeting were approved by the committee. Action / Discussion Items: 1) Shared Governance Recommendations & Feedback A lot of history was shared regarding our college shared governance structure, and how it has and has not been documented and/or changed in past years. A handout was provided from the ‘Shared Governance and Collegial Consultation Process’ document posted in the 2015 accreditation evidence online. This document was adopted in 2004 and revised in 2006. It lists out of date information on almost every committee, as well as some committees that no longer exist. It appears that this is the most recent approved document that states our charge and membership. What we currently have on our website is inaccurate, but the committee is not sure when the changes took effect. Another handout was provided listing the shared governance committee recommendations that were presented to PRBC by Tim Dave, on behalf of the College Budget Committee. This handout was created by Tim and lists examples from other college budget committees across the Bay Area, as well as a recommendation regarding the membership structure of this committee. Different structures of committee membership were discussed, including voting versus non-voting seats. Various numbers of faculty, administrator, and staff seats for membership were also discussed. Someone asked if this committee would prefer to wait until we receive the shared governance feedback from Faculty Senate before we make recommendations regarding our current charge and membership to College Council. It was agreed that we should review it to have our ideas on hand, and then see what the timeline looks like in obtaining the feedback from Faculty Senate. If the feedback comes before our recommendations go forth, we will address it accordingly at that time. The committee discussed having the area dean/administrator present to provide information to this committee for items that we may have questions about. There was some discussion regarding some items that may not make it to the final list that this committee will review, and how the dean could clarify why things did not make it to the list. Last year the resource request spreadsheet that this committee reviews was compiled from the dean’s summaries, rather than each and every spreadsheet that was submitted. PRBC compiles the spreadsheet, so this committee does not know exactly what gets included. Historically, it seems that there have been quite a few changes suggested to this committee, but the members were not in consensus at the time. There has also been a lot of transition with committee members and administrative positions that affect this committee. We were reminded again that VP Willis’ position will be in transition once more during this upcoming year. Page 1 of 2 College Budget Committee Tuesday, November 10, 2015 2:00 p.m. – 4:00 p.m., Board Room 200 MINUTES VP Willis asked Tim about the recommendations he presented to PRBC regarding the shared governance feedback. On the handout provided, there is a committee structure listed that the Budget Committee did not agree on and some members have not seen. We need to correct this with PRBC as soon as possible. What we currently have on file is not what the committee membership is comprised of. Chasity said there were older documents she posted on the Budget Committee website in which Rita brown was discussing the membership back in 2011, and it sounded like that’s when the changes were taking place. Discussion ensued regarding the makeup of the committee, and any changes we may want to suggest within this immediate feedback to PRBC and College Council. VP Willis suggests that we submit what our current makeup is, so that we can correct the information quickly. VP Willis makes a motion to report back to PRBC and College Council, this recommended makeup of committee membership listed below. Jeff suggests an amendment, adding one additional Classified, appointed by Classified Senate. The amendment was added to the motion. 4 Administrators, appointed by the College President 6 Faculty, appointed by Faculty Senate 1 Faculty, appointed by the Faculty Association 3 Classified, appointed by Classified Senate 1 Classified, appointed by SEIU 1 Student, appointed by the Student Senate Vote: 5 Yes; 2 No; 0 Abstain 2) Report from the Nov 6th PBC Meeting VP Willis sent the recommendation/resolution that this committee voted on in the last meeting, to the Co-Chairs of PBC. Jeff mentioned that in DEMC, the Vice Chancellor of Educational Services did not provide an FTEF allocation for next year. The FTEF we currently have will not meet our target goal. PBC recommended that we use 800k from the 3A true-up, to pay for the 10 additional FTEF. We plan to go on stability for 16-17, so we need to make as much as we can now. Someone in the meeting questioned PBC wanting to hold back 4mil this year, to pay for increases that are coming up next year. The PBC meeting ended with the 4mil decision not being made. Their next meeting is December 4th, and then they won’t meet until February. By that point, it will be too late for the college to take any action. Question, where does the interest from that 4mil go while this decision is being made? Meeting adjourned at 3:55 pm Next Meeting: November 24, 2015 Page 2 of 2