College Planning Council
Wednesday, February 27, 2013
SAC 225
1:00 – 3:00 p.m.
AGENDA
ACTION/
DISCUSSION/
INFORMATION
MINUTES
1. Call to Order/Introduction of Substitutes
I
2
2. Review of Agenda
I
2
3. Oral Communications
Members of the audience may speak to non-agenda items
(2 minutes per speaker)
5
4. Approval of Meeting Minutes
a.
b.
November 28, 2012
January 23, 2013
A
5
5. Review of March 4, 2013 Board of Trustees Agenda
Topic Leader(s)—John Hendrickson
D/A
5
6. Budget Overview
Topic Leader(s)—Victoria Lewis, Graciano Mendoza
A
20
7. Fast Track to Work Director Position
Topic Leader(s)—Dennis Bailey
A
5
8. Education and Facilities Master Plan Update
Topic Leader(s)—Victoria Lewis
I/D
5
9. Accreditation Update
Topic Leader(s)—Rachel Mayo
I/D
5
10. Student Success Initiative
Topic Leader(s)—Dennis Bailey
I/D
5
11. Future CPC Agenda items
May 4, 2013: Joint meeting with the Board of
I/D
Trustees on Student Success Initiative
March 20, 2013:
review of accreditation standards drafts
ARRC and Strategic Plan Key Performance Indicators
5
TRUST + HUMANITY + CIVILITY + OPTIMISM
The mission of Cabrillo College is to enhance the intellectual, cultural, and economic vitality of our diverse community by assisting all students
in their quest for lifelong learning and success in an ever-changing world. Our purpose is to provide an accessible and effective learning
environment which aids students in their pursuit of transfer, career preparation, personal fulfillment, job advancement and retraining goals. Our
core values are academic freedom, critical thinking, and respect for all people and cultures. Our commitment is to encourage excellence, offer a
balanced curriculum, promote teaching methods for diverse learning styles, and involve and enrich our community.
12. CPC Meeting Schedule:
I/D
First and third Wednesdays at 2:00 except March 6 and May 1, 2013 at 1:00 pm
(Curriculum Committee)
5
13. Adjourn
TRUST + HUMANITY + CIVILITY + OPTIMISM
The mission of Cabrillo College is to enhance the intellectual, cultural, and economic vitality of our diverse community by assisting all students
in their quest for lifelong learning and success in an ever-changing world. Our purpose is to provide an accessible and effective learning
environment which aids students in their pursuit of transfer, career preparation, personal fulfillment, job advancement and retraining goals. Our
core values are academic freedom, critical thinking, and respect for all people and cultures. Our commitment is to encourage excellence, offer a
balanced curriculum, promote teaching methods for diverse learning styles, and involve and enrich our community.
Cabrillo College Governing Board
Monday, March 4, 2013
Cabrillo College Sesnon House
6500 Soquel Drive
Aptos, California 95003
OPEN SESSION (McPherson Room)
1. Call to Order and Roll Call
2. Adoption of Agenda
3. Public Comments Regarding closed Session Items
(three minute time limit per speaker)
4. In-service Training: Access to paperless agenda materials
5. Announcement of Closed Session
6. Adjourn to Closed Session
CLOSED SESSION (Pino Alto Room)
1. Conference with Labor Negotiator (Government Code §54957.6)
District’s Designated Representative: Victoria Lewis
Employee Organization: CCEU
2. Conference with Labor Negotiator (Government Code §54957.6)
District’s Designated Representative: Victoria Lewis
Employee Organization: CCFT
3. Conference with Labor Negotiator (Government Code §54957.6)
District’s Designated Representative: John Hendrickson
Employee Organization: Management and Confidential Employees
TIME
5:00
5:30
OPEN SESSION (McPherson Room)
1. Call to Order and Roll Call
2. Report Out of Closed Session
TIME
6:00
OPEN SESSION (McPherson Room)
PAGE
A. Consent Items
1. Minutes and Consent Agenda (these items are approved when the agenda
5
is approved unless a Board member wishes to discuss)
a. Minutes of February 11, 2013
2. Register of Warrants
10
It is recommended that the Governing Board ratify warrant numbers
97161-97536 for the amount of $2,124,702.44.
3. Budget Transfers by Resolution
24
It is recommended that the Governing Board approve Resolution Numbers
016-13 through 021-13 for Budget Transfers.
4. Donations from Cabrillo College Foundation
31
It is recommended that the Governing Board accept the donations to the
named programs from the Cabrillo College Foundation.
5. Quarterly Financial Status Report CCFS-311Q
32
It is recommended that the Governing Board accept the report, CCFS
311Q Quarterly Financial Status Report, and order its inclusion on the
official minutes of the College.
TIME
6:01
March 4, 2013
6. Human Resources Management Report
It is recommended that the Governing Board ratify and/or approve the
human resources management report.


37
Introduction of Newly Appointed Faculty and Staff
Oral Communications: Members of the audience may speak to nonagenda items (three minute time limit per speaker)
B. Special Presentation
2011-12 Professional Development Leave (Sabbatical) Reports–
Presentation by two faculty members who were on sabbatical in 2011-12.
6:10
C. Oral Reports
1. Board Members’ Reports
2. Student Trustee’s Report
3. Superintendent’s Report
4. Faculty Senate: Comments on issues of interest to the Faculty Senate
5. CCEU: Comments on issues of interest to the Cabrillo Classified
Employees Union
6. CCFT: Comments on issues of interest to the Cabrillo College
Federation of Teachers
6:25
D. Action Items
1. Notice of Reemployment/Non-Reemployment of Designated Academic
Employees
It is recommended that the Governing Board accept the
Superintendent/President’s recommendations as provided.
2. Resolution 015-13: Reduction or Discontinuance of Classified Service
It is recommended that the Governing Board adopt Resolution 015-13 as
presented.
3. Educational Master Plan
It is recommended that the Governing Board approve the Educational
Master Plan as presented.
4. Facilities Master Plan (FMP) Semi-Annual Update, Revision and Project
Status
It is recommended that the Governing Board approve the Facilities Master
Plan as presented.
5. Student Services Component Job Description: Fast Track to Work
Director
It is recommended that the Governing Board approve the revised
description for the Fast Track to Work Program Director as provided.
6. Spring 2013 Curriculum Committee Actions
It is recommended that the proposed changes be approved for a fall 2013
effective date.
6:45
39
41
43
44
49
52
March 4, 2013
E. Information Items: The following items are provided for Governing Board
information.
1. 2012-13 through 2016-17 Budget Planning Update
7:15
62
2. Sunshine District 2013-16 Initial Proposal: CCFT/District
The District 2013-16 Initial Proposal for negotiations with CCFT is
presented for information; it will return for action at the next Governing
board meeting.
3. Sunshine CCFT 2013-16 Initial Proposal: CCFT/District
The CCFT 2013-16 Initial Proposal for negotiations with CCFT is
presented for information; it will return for action at the next Governing
Board meeting.
4. Board Policy 5035: Withholding of Student Records
Student Services, First Reading
Board policies are presented as a first reading for Governing Board review
and will return for action at the next Governing Board meeting.
5. March 2013 Accreditation Update
72
6. Board Travel
86
The following items are provided for Governing Board information. No staff
report is anticipated.
7. 2011-12 Professional Development Leave Reports
89
74
76
78
8. Grant Applications Recently Submitted by Career Education and
Economic Development (CEED)
92
9. Quarterly Investment Report (Dec 12)
93
10. Spring 2013 Flex Week Activities Report
99
11. Cabrillo College Monthly Calendar
100
12. Financial Reports
102
13. Agenda for Next or Future Board Meetings
The Cabrillo College Governing board may discuss items to be placed on
the future board meeting agendas.
F. ADJOURN
7:45
For ADA related meeting accommodations, contact the Executive Assistant to the President at (831) 479-6306
at least 24 hours in advance of the meeting.
2013-14 Budget Reduction Process Commitments,
Criteria and Strategies
Revised 2/27/13
The economic crisis affecting the state budget is conservatively projected to last at least three yearsend soon.
At the current time, our best efforts at projecting the fiscal impact on Cabrillo indicate that our state funding
may continue to declinebegin to increase over the next few years.
The intent of the following process commitments, criteria and strategies is to enable Cabrillo to move from
being a college that is organized and staffed to operate on a $60 million budget to an organization and staffing
level that can deliver sustainable services to the community with a smaller budget.
I.
Process Commitments
A.
Link Budget planning, including program and service reductions and redesign efficiencies, to
long range planning, including the evaluation of the impact on student success.
B.
Utilize the appropriate forums to dialogue about the restructuring, consolidation, reductions,
and/or elimination of programs and services resulting from a reduction in resources.
C.
In the event that program and workforce reductions are necessary, the college will work to
preserve faculty, staff and management positions when possible and, if not possible, will assist
with employment-related transitional issues.
D.
The process will be characterized by openness, respect, sensitivity, and inclusiveness.
The College Master Plan provided the general framework for the following criteria:
II.
Criteria
A.
Compliance Requirements
1.
Maintain accreditation standards of the college and academic programs
2.
Maintain state and federal compliance requirements (Strategic PlanCMP Goal B) e.g.:
50% law
Full-Time faculty obligation number (FON)
Accessibility
B.
Preserve transfer, basic skills, and Career Technical Education so students are able to complete
their academic goals (Strategic PlanCMP Goal BA)
Core courses toward an AA/AS
General education breadth
Labor market
C.
Minimize negative impact on student success (Strategic PlanCMP Goals B & CA) e.g.
ARCC
D.
Optimize enrollment to achieve maximum state revenues.
III.
E.
Minimize impact of non-base budget programs on General Fund (Strategic PlanCMP Goal EA)
Ancillary/Auxiliary operations
Categorical and grant-funded programs
F.
Maximize efficiency of programs and services (Strategic PlanCMP Goal A and Technology
Plan)
Are college programs and services efficient?
WSCH/FTEF
Non-redundant
G.
Minimize the negative impact on the operational needs of new and existing facilities (Strategic
PlanCMP Goal D B and Facilities Master Plan)
H.
Optimize effective utilization of college facilities (Strategic PlanCMP Goal EB)
I.
Maximize flexibility and opportunities for employees (Process Commitment C)
Strategies
A.
Design and implement Strategic Enrollment Management Plan and determine the FTES targets
for 2011-12 through 2013-14.the Student Success Initiative for the college.
B.
Review all auxiliary and categorical program budgets with the appropriate budget administrator
to identify reductions.
C.
Evaluate college-wide services and systems; explore alternative models across components;
reduce costs, reduce duplication of function, and increase efficiencies throughout the college.
D.
Management of personnel budget.
Process Overview
Utilize salary savings for vacant positions to reduce the overall budget reduction target.
Salary savings may be used to fund replacements for vacant positions based on demonstrated
need and the approval of the Vice President/President.
Salary savings may not be used to cover other operating expenses or equipment purchases.
Cabinet may approve the recruitment of vacant positions based on demonstrated need.
Human Resources will provide a list of vacant positions and the status of recruitments on a
weekly basis.
Administrative Services will provide a report of cumulative salary savings on a monthly
basis.
E.
Evaluate facility use for efficiency and effectiveness.
Watsonville
Scotts Valley
Energy Use Reduction
F.
Discuss compensation and benefit programs with all employee groups.
IV.
Historical Data Available
A.
Internal Data
Cost Center
Actual 06-07 Expenditures, number of full-time equivalent faculty, staff and administrators
(FTE) and FTES
Actual 07-08 Expenditures, FTE and FTES
Budget 08-09 Expenditures, FTE
Staffing levels by department and bargaining unit from accreditation self-study
FACT Books http://pro.cabrillo.edu/pro/factbook/index.html
Space Planning project database
Suggestion box for anonymous input
Budget reduction Website
Accreditation Self-Study http://www.cabrillo.edu/services/pro/accred/index.html
Program Planning Pages http://pro.cabrillo.edu/pro/factbook/programPlanningTables.html
Accreditation Self-Study http://www.cabrillo.edu/services/pro/accred/index.html
Budget & Benefits Information Center:
http://www.cabrillo.edu/internal/adminservices/budgetcenter/
Educational Master Plan: http://www.cabrillo.edu/services/pro/masterPlan/
FACT Books http://www.cabrillo.edu/services/pro/factbook/
Program Planning Pages
http://pro.cabrillo.edu/pro/factbook/programPlanningTables.html
Strategic Plan: http://pro.cabrillo.edu/cmp/
Technology Plan: http://www.cabrillo.edu/services/pro/accred/pdf/ITTP.pdf
B.
External Data
Fiscal Data Abstract 06-07
Current Cost of Education 06-07
WASC Accreditation Standards
http://www.cabrillo.edu/services/pro/accred/pdf/ACCJC%20NEW%20STANDARDS.pdf
CABRILLO COLLEGE
FY 2012-13 through 2013-14 Budget Development Timeline Draft
February 27, 2013 CPC
Nov./Dec. 2012
January 14, 2013
January 10, 2013
January 8/15/29,2013
January 18, 2013
January 23, 2013
February 11, 2013
February 19, 2013
February 27, 2013
March 4, 2013
March, 2013
March 5/26, 2013
March 6, 2013
March 6/20, 2013
April, 2013
April 8, 2013
April 9/23, 2013
April 3, 2013
April 3/17, 2013
April - June 2013
May 6, 2013
May 7/28, 2013
May 1, 2013
May 1/15, 2013
May 25, 2013
CPC/BOARD MEETING
Action Items;
- Academic Staffing Recommendation- Replace six full-time faculty positions for Fall 2013
BOARD MEETING
Information Items:
- 2012-2014 Budget Update
2013-14 GOVERNOR'S STATE BUDGET
ADMINISTRATIVE COUNCIL
STATE BUDGET WORKSHOP
MANAGER'S MEETING/CPC MEETING
Review Governor's Budget and impact of Proposition 30
- Discussed major components of budget planning parameters for 2013-14
-Increase the replacement of full-time teaching faculty from six to eight for Fall 2013
-Permanently fund 280 teach units to stabilize enrollment and capture restoration funding for 2012-13
- Updated revenue assumptions to include 2012-13 restoration funding
BOARD MEETING
Information Items:
- Budget Update
ADMINISTRATIVE COUNCIL
CPC MEETING
Information Items:
- Update Budget Parameters FY 2012-13 through 2016-17
- Update Budget Development Timeline- FY 2013-14
- Review Strategies, Commitments and Criteria
BOARD MEETING
Information Items:
- Update Budget Parameters FY 2012-13 through 2016-17
- Update Budget Development Timeline- FY 2013-14
- Review Strategies, Commitments and Criteria
First Principal Apportionment 2012-13/ 2012-13 Recal
ADMINISTRATIVE COUNCIL
MANAGERS MEETING
CPC MEETINGS
Continue to evaluate/revise Planning Parameters
BOARD MEETING
Action Items:
- Update Budget Parameters FY 2012-13 through 2016-17
- Update Budget Development Timeline- FY 2013-14
- Review Strategies, Commitments and Criteria
ADMINISTRATIVE COUNCIL
MANAGERS MEETING
CPC MEETINGS
2012-13 Negotiations- All groups
BOARD MEETING
ADMINISTRATIVE COUNCIL
MANAGERS MEETING
CPC MEETINGS
Governor's May Revise for 2013-14 released
CABRILLO COLLEGE
FY 2012-13 through 2013-14 Budget Development Timeline Draft
February 27, 2013 CPC
June 2013
June 5, 2013
June 5/19, 2013
June 10, 2013
June 11, 2013
August 5, 2013
August 6/27, 2013
August 7, 2013
August 7/21, 2013
September 9, 2013
September 10/24, 2013
September 4, 2013
September 4/18, 2013
Second Principal Apportionment 2011-12 Received
MANAGERS MEETING
CPC MEETINGS
Action Items:
- 2013-14 Preliminary Budget
Information Items:
- 2013-14 Updated Budget Planning Parameters Final Budget
BOARD MEETING
Action Items:
- 2013-14 Preliminary Budget
Information Items:
- 2013-14 Updated Budget Planning Parameters Final Budget
ADMINISTRATIVE COUNCIL
BOARD MEETING
Action Items:
- 2013-14 through 2015-16 Budget Planning Parameters
ADMINISTRATIVE COUNCIL
MANAGERS MEETING
CPC MEETINGS
BOARD MEETING
Action Items:
- 2013-14 Final Budget
ADMINISTRATIVE COUNCIL
MANAGERS MEETING
CPC MEETINGS
Cabrillo's budget planning process for 2013-14 began late due to the uncertainty surrounding the passage of Proposition 30.
February 27, 2013 CPC
2013-14 Base Budget Planning (Best, Mid, Worst Case)
2012-13 Structural Deficit
2012-13 Revenue Adjustments
A. Restoration funds- 1.6%
B. Revenue Adjustment for Prop 30 passing
2013-14 Revenue Adjustment
2013-14 Revenue adjustments
A. Restoration/Growth@ 2%
B. COLA@1.65% (0, .825%, 1.65%)
C. Deficit factor for apportionment shortfalls (3%,2%, 1%)
D. Other
TOTAL Revenue Adjustment
2013-14 Expenditure Adjustments
Full-time Faculty Obligation - Replace 7, 8, or 9 vacancies
2012-13 Funded positions 196.25
2013-14 Funded positions 193.75 with 8 replacements
Fall 2013 frozen FON- 189.6 /Unfrozen 211.6
Add Teaching Units to maintain enrollment cap from 2012-13 (300, 268, 260)
Add Counseling Units for CG 51 Courses- 12 Units for Fall 2013
Add Teaching Units to capture 2% restoration/growth in 2013-14
Step, Column, Longevity, etc
Medical Benefit increase- 8% (50%-50% cost share = 1/2)
Retiree Medical Benefit Increase
PERS rate increase
Increase in Worker's Comp., Gen. Liability,
TRAN Interest Expense
Utilities
Operating Cost Increases
Total Expenditure Adjustments
Projected 2013-14 Structural Balance (Deficit) *
One-time Reserves used to bridge deficit
Net Deficit for 2013-14
* Does not include categorical program impacts on the general fund.
The salary/benefit budget includes a credit to the expense lines of $300k for salary/benefit savings.
Worst
Case
(2,800,000)
Range
MidRange
(2,800,000)
Best
Case
(2,800,000)
600,000
1,681,326
700,000
1,681,326
800,000
1,681,326
0
0
(1,650,000)
?
631,326
0
450,000
(1,100,000)
?
1,731,326
?
900,000
(550,000)
?
2,831,326
57,000
95,000
133,000
1.5
(531,000)
(21,240)
?
(330,000)
(287,500)
(85,000)
(165,000)
(80,000)
(20,000)
(150,000)
(150,000)
(1,762,740)
(3,931,414)
2.5
(474,360)
(21,240)
?
(330,000)
(230,000)
(85,000)
(165,000)
(70,000)
(15,000)
(100,000)
(125,000)
(1,520,600)
(2,589,274)
2,589,274
0
3.5
(460,200)
(21,240)
?
(330,000)
(172,500)
(85,000)
(165,000)
(60,000)
(10,000)
0
(100,000)
(1,270,940)
(1,239,614)
(3,931,414)
(1,239,614)
February 27, 2013 CPC
2013-14 through 2016-17
Base Budget
Planning Parameters
2013-14
Projected
Difference between ongoing Revenues & Expenses (Structural Deficit)
Increase in State Revenue Anticipated
A. Restoration/Growth
B. 1/2 COLA @1.65%, 2.3%, 2.5%, 2.7%*
C. Other
Net change in revenue
Net Increases in Ongoing Expenses
Full-time Faculty Position changes (2.5) (net of adjunct backfill) , 18, 8, 6
Add Teaching Units to maintain enrollment cap from 2012-13 (300,268,260)
Add Counseling Teaching Units for CG 51 Courses- 12 Units for Fall 2013
Add Teaching Units to capture restoration/growth for 2013-14
Step, Column, Longevity Increases, etc.
Medical Plan Rate Increase-- 8% (50%-50% cost share in place)
Retiree Benefit Increase
PERS Rate Increase
STRS Rate Increase
Worker's Comp, Unemployment Insurance
TRAN Interest Expense
Utilities
Net Operating Increases
Reduction in Indirect Reimbursements from grants
Labor agreements
Total Expenditure Increases
2014-15
Projected
2015-16
Projected
2016-17
Projected
(1,518,674)
(2,589,274)
(3,183,274)
(3,317,274)
?
?
?
?
?
?
?
450,000
(1,068,674)
1,375,000
1,485,000
(1,324,274)
(1,808,274)
(1,832,274)
(684,000)
(304,000)
(228,000)
(474,360)
?
?
?
(21,240)
?
?
?
?
(330,000)
(230,000)
(85,000)
(165,000)
?
(70,000)
(15,000)
(100,000)
(125,000)
?
?
?
(330,000)
(230,000)
(145,000)
(150,000)
?
(50,000)
(20,000)
(100,000)
(150,000)
?
?
?
(330,000)
(230,000)
(145,000)
(175,000)
?
(50,000)
(25,000)
(100,000)
(150,000)
?
?
?
(330,000)
(230,000)
(145,000)
(175,000)
?
(50,000)
(30,000)
(100,000)
(150,000)
?
?
(1,520,600)
(1,859,000)
(1,509,000)
(1,438,000)
Budget Reductions
?
?
?
?
Ongoing Shortfall*
(2,589,274)
(3,183,274)
(3,317,274)
(3,270,274)
Operating Reserves available to bridge deficit
*Deficit net of One-time funds
95,000
?
1,265,000
2,589,274
0
Cost of 1% for all employees = $425,000
RDA continues to be a major threat. The RDA shortfall was backfilled for 2012-13 but there is no guarantee this will continue.
Although RDA will be backfilled for 2012-13, the state is delaying payments to CCCs because of a cash shortfall, increasing
the amounts CCCs must borrow (in addition to apportionment deferrals).
* COLA estimates projected based on School Services of California Financial Dartboard
February 27, 2013 CPC
ONE-TIME OPERATING RESERVES
Projected
Reserves budgeted for 2012-13 Deficit
$3,142,914
ADD:
2011-12 One-time increase from recal
State Mandate Reimbursement not budgeted in 2012-13
Restoration received for 2012-13, not budgeted in 2012-13
Anticipated Budget Savings from 2012-13
State Mandate Reimbursement for 2013-14
$448,000
$300,000
$700,000
$1,500,000
$250,000
LESS:
Deficit Factor for 2012-13- 6.57%
Projected Operating Reserves available for 2013-14
* Does not include FTES reserve of $1,000,000 or the 5% General Reserve
($3,608,000)
$2,732,914