AGENDA ITEM BACKGROUND
TO: GOVERNING BOARD
DATE
FROM: PRESIDENT
August 1, 2011
SUBJECT:
College Planning Council and Services and Program
Reduction Advisory Committee Update
REASON FOR BOARD CONSIDERATION
INFORMATION
ENCLOSURE(S)
Page 1 of 2
ITEM NUMBER
E.2
Background:
In responding to unprecedented levels in reduction of support from the State in the last three years, Cabrillo
has focused on collaborative, inclusive processes to develop difficult but necessary plans for reducing the
operating budget of the college.
The College Planning Council (CPC) is the primary vehicle for shared governance at Cabrillo. CPC has been
an integral part of shared governance at Cabrillo for almost two decades. The membership of CPC includes
leaders from every area of the college, including the presidents of the Faculty Senate, CCEU, CCFT, other
leaders from each of those groups and also representatives from the ranks of administrators and confidentials.
The members of CPC have been meeting regularly throughout the summer to provide helpful advisory
recommendations to the college president concerning plans that come to the Board for approval.
CPC develops subcommittees as appropriate to provide additional input and analysis and to involve
additional colleagues. The Services and Program Reduction Advisory Committee (SPRAC) was established
by CPC this spring to provide another level of collaborative input to evaluate the impact of the budget
reduction plans developed by the college administration that involve classified staffing. The seven members
of SPRAC are Jeff Hancock (Chair, CCEU), Deborah Bone (CCFT representative), Dan Rothwell (Faculty
Senate representative), Ben Ten Cate (CCEU representative), Marci Wieland (CCEU representative), and the
two managers involved in the development of each specific plan. [For instance, for a plan involving the
president’s component, the president becomes a member of SPRAC along with the line manager involved in
development of a specific plan]. SPRAC provides an opportunity for feedback and input from a committee
that includes classified, faculty and administrative members. At each CPC meeting with reduction plans on
the agenda, SPRAC Chair Hancock has presented reports on the impacts on classified staff of the first two
rounds of plans for budget reduction. The primary goal of SPRAC is to provide suggestions and analysis to
improve the reduction plans. SPRAC has diligently avoided advocating for specific positions, and publicly
noted that advocacy is not an appropriate role for the subcommittee.
Since SPRAC is a new subcommittee of CPC, the development of the process of SPRAC review has been
collaborative and iterative. The five permanent members of SPRAC and the rotating administrator members
have spent countless hours meeting with those potentially impacted by reduction plans. SPRAC has also met
with the managers involved in the development of reduction plans to discuss ways to improve and streamline
Administrator Initiating Item:
Brian King
Academic and Professional Matter
If yes, Faculty Senate Agreement
Senate President Signature
 Yes  No
 Yes  No
Final Disposition
SPRAC review with a shared goal of making recommendations that allow for the best decisions possible
among unpleasant alternatives. As a result of the ongoing dialog, SPRAC has developed a cover sheet and
Check List to make the SPRAC review as uniform and consistent as possible. The SPRAC process, including
the discussions at CPC and regular communications with managers, has been very thorough and extremely
thoughtful.
Before the Round I of reduction plans came to the Governing Board at the June 13, 2011 meeting, SPRAC
presented final summary reports to the affected managers and CPC. For the first round of plans, the action
taken by CPC was to receive the summary reports and the plans as revised. It is important to note that many
important concerns presented by SPRAC and CPC were addressed in the revised plans that the Board
approved on June 13.
A second round of reduction plans is working through the shared governance process. SPRAC completed its
review of all but one of the Round II plans before the July 6, 2011, CPC meeting. As reflected in a formal
vote, CPC recommended to the president to move forward with several of the Round II plans at the August 1
Board Meeting. The SPRAC review is nearing completion for one final Round II position. The dialog at CPC
continues on some of the positions included in the Round II plans.
All of the participants in the ongoing process are committed to continuing the review and improvement. The
development of new processes is time-consuming and difficult, but the college benefits from the thoughtful
and collaborative approach embodies by CPC and the SPRAC subcommittee.