College Budget Committee
Meeting Minutes
May 12, 2015
Meeting began with co-chair Tim Dave asking about the Business discipline's request for
250 thousand in computers for building 1600. He asked if the amount was adjusted to
100 thousand, or did we agree to fund the whole 250? He mentioned that the timeline
suggests the building 1600 renovation project may not start for another 2 years, but
these items are needed now. A committee member asked if the building will not close
during the renovation, where would the current equipment be stored if we were to
approve this purchase? Tim Dave discussed surplus vs just having items moved to
another location on campus. Bob Buell mentioned that 1600 has already been utilizing
whatever they could find around campus, so it's a mix of all types of furniture and
equipment there now. Again, the wiring in 1600 was brought up regarding being able to
support the new technology that will be brought in through the renovation which will
not happen for at least a year or two, and maybe longer. Tim Dave recommended to
explore funding the 250 thousand request for the computers in 1600, rather than
lowering it to 100 thousand.
Clarification was noted, regarding items that were not approved were not removed from
the list, but their dollar amount was removed from the priority column so it would not
show up in the total amount.
VP Willis noted that in last week's meeting, we agreed that if the list was 1.5 million or
less it would be approved. Right now it's sitting at 2.1 million. The final year of the Bond
fund allocation will be clarified, as it was board approved over a year ago. We need to
check the dates to ensure we plan accordingly.
Discussion regarding the unfunded small projects brought up by VP Kritscher in last
week's meeting, and the committee members present agreed that they would not want
to make a recommendation to reallocate the Bond funds to small projects at this time.
Discussion regarding some items that were not approved on the IT Bond list, and what
IT usually does and does not approve. There is a district standard on some items, e.g.
iPads with 32 GB storage vs 16 GB. VP Willis contacted the District Chief Technology
Officer, Jeanine Methe, via phone. Clarification was made that IT bond funds new
purchases as well as replacements as needed. Some items were not approved due to the
designated facility not supporting the needs of the technology, the technology not
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College Budget Committee
Meeting Minutes
May 12, 2015
meeting the campus standard, or due to limited funds.
VP Kritscher noted that there were wireless computer requests on the list, not approved
due to facilities, but if they were wired computers they may be approved because it's
possible the facility can support the wired network vs the wireless.
There were quite a few errors noted in the compiled IT Bond spreadsheet acquired from
the Program Review Budget Committee (PRBC) website. One example was for 50 Mac
Book Airs, which cost approximately 2 thousand each. The total cost in the spreadsheet
listed 2 thousand, whereas the total cost would be 100 thousand. This skews the total
amount on the spreadsheet by 98 thousand. It was noted that this is the way faculty
enter their requests, which can make it difficult for an approving committee to process
considering the number of items requested each year.
Discussion regarding adjustments needed on the spreadsheet, based on the information
provided.
Quorum noted to vote. Motion to approve priority one items from page 1 line 15 to
page 20 line 404 on instructional equipment spreadsheet. Question regarding how
much do the line items total, which is 2 million. 7 voted yes, 1 no, 0 abstentions. VP
Thompson asked about the process, moving forward. VP Willis stated that once the
committee approves the items, the approved list is shared with the department, and
then the department places the order via purchase requisition that is then processed
through her office.
VP Willis asked if everyone can make it to the next meeting date, May 26th, and went on
to say at the next meeting, we'll go over the IT bond list. Once we make a decision on
every item that was requested, we disseminate that information back to the
departments. The final approved list will be presented at College Council.
It was noted that some items are on the wrong list, but again, this is how faculty submit
their requests. Once this list is pulled from the PRBC website, the committee goes
through line by line and moves items to the correct list accordingly.
Discussion regarding the complexity of reviewing and assessing these requests.
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College Budget Committee
Meeting Minutes
May 12, 2015
Continued discussion regarding the shared governance process being under review and
what changes that may bring, depending on the final recommendations. As a committee
we've mentioned having an entire meeting dedicated to clarifying terms, and process.
VP Thompson noted that other factors need to be considered when making these
decisions as well. We may not want to approve items for a program that isn't generating
the FTES to support the request, and some of these items may be considered more of a
'wish list' than a priority. The committee members present all agreed that future
discussion is needed, regarding process.
Dan Raveica asked for a copy of today's minutes, as well as past minutes. It was noted
that the meetings are recorded but not typed and posted, due to staffing. The chairs are
working on obtaining a student assistant, or another worker, to take minutes for the
meetings as well as transcribe what has been recorded thus far.
Small discussion regarding the Perkins grant, which also requires a committee.
Next meeting, May 26th.
Meeting adjourned.
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