HARTNELL COMMUNITY COLLEGE DISTRICT
College Planning Council
Minutes
February 19, 2014, 3 – 5 p.m.
E-112
MEMBERS
Name
Representing
Present
Willard Lewallen
Tony Anderson
Renata Funke
Romero Jalomo
Lori Kildal
Stephanie Low
Administration
Academic Senate
Administration
Administration
Administration
Administration
X
X
X
X
X
X
Alfred Muñoz
Andy Newton
Elaine Duran
James Stephens
Stephen Otero
Joanne Trevino
Administration
Administration
Associated Students
Associated Students
CSEA
CSEA
X
X
X
X
X
Delia Edeza
CSEA
Christine Svendsen
HCFA
X
Cheryl O’Donnell
David Beymer
Carol Kimbrough
Janeen Whitmore
Faculty
Faculty
Faculty
Faculty
X
X
X
X
Ann Wright
Dale Fuge
Faculty
L-39
Absent
X
X
X
X
Others
Name
Title or Representing
Brian Lofman
Institutional Planning
and Effectiveness
CALL TO ORDER & INTRODUCTIONS
Present
Absent
X
Tony Anderson/
Willard Lewallen
The meeting called to order at 3:03 p.m.
1
Hartnell College Vision Statement: Hartnell College will be nationally recognized for the success of our students by developing leaders
who will contribute to the social, cultural, and economic vitality of our region and the global community.
Hartnell College Mission Statement: Focusing on the needs of the Salinas Valley, Hartnell College provides educational opportunities for
students to reach academic goals in an environment committed to student learning, achievement and success.
ACTION ITEMS
1.
Tony Anderson
Consider Approval of Minutes from February 5, 2014 Meeting
Motioned (Kimbrough) seconded (Stephens) carried to approve the minutes from February 5, 2014.
2.
Board Policies and Administrative Procedures
Willard Lewallen
Courtesy Review
None
First Reading – No Action Necessary
None
Second Reading – Consider Approval
The CPC engaged in a lengthy discussion surrounding the approval of the following policies/procedures which
resulted in several motions that either carried or died:
BP and AP 3720, Computer and Network Use (tabled)
BP and AP 6200, Budget Preparation
BP and AP 3410, Nondiscrimination
BP and AP 3420, Equal Employment Opportunity
AP 5520, Student Discipline Procedures
BP and AP 6250, Budget Management
BP and AP 6300 Fiscal Management
Motion #1 (Carried)
Motioned (Kimbrough), seconded (Duran), and carried to approve BP/AP 3410, BP/AP 3420, BP/AP3720, AP
5520, BP/AP 6200, BP/AP 6300 and to pull BP/AP 6250 for separate discussion/vote.
Opposed: Christine Svendsen
Motion #2 (Died)
A motion was made (Anderson), seconded (Kimbrough) to approve BP/AP 6250, Budget Management, but died
due to the lack of vote.
Prior to the motion, Dr. Lewallen stated that Dr. Ann Wright sent an email noting her concerns about the
wording "unrestricted reserves shall be no less than 20%" because she believed the word “shall” implied a direct
requirement. Dr. Wright was not in attendance; however, Al Muñoz read aloud her email and the CPC discussed
various options and then realized that BP/AP 6250 was the incorrect policy/procedure that Dr. Wright was
questioning. The discovery resulted in a motion to rescind Motion #1.
Motion #3 (Carried)
Motioned (Kimbrough), seconded (Anderson) and carried to rescind Motion #1.
Motion #4 (Died)
A motion was made (Kimbrough) seconded (Beymer) to approve BP/AP 3410, BP/AP 3420, BP/AP 3720, AP 5520,
BP/AP 6250, BP/AP 6300 and to pull BP/AP 6200 for separate discussion/vote. The motion died due to the lack
of vote because Christine Svendsen asked that BP/AP 3720 be pulled for separate discussion/vote.
2
Hartnell College Vision Statement: Hartnell College will be nationally recognized for the success of our students by developing leaders
who will contribute to the social, cultural, and economic vitality of our region and the global community.
Hartnell College Mission Statement: Focusing on the needs of the Salinas Valley, Hartnell College provides educational opportunities for
students to reach academic goals in an environment committed to student learning, achievement and success
Motion #5 (Carried)
Motion (Svendsen) seconded (Kimbrough) and carried to approve BP/AP 3410, BP/AP 3420, AP 5520, BP/AP
6250, BP/AP 6300 and to pull BP/AP 6200 and BP/AP 3720 for separate discussion/vote.
Motion #6 (Carried)
Motion (Low), seconded (Stephens) and by vote of 9 (yes) and 6 (no) the CPC moved to approve BP/AP 6200.
Prior to the vote, the CPC engaged in a lengthy discussion surrounding the wording “shall” as previously noted in
Motion #2 and several suggestions were made. The CPC discussed the state average for reserves and
recognized the governing board has the authority, per BP/AP 6250, Budget Management, to transfer funds from
the reserve for contingencies to any expenditure classification by written resolution of the Board. Dr. Lewallen
called the question, and the CPC voted.
Motion #7 (Carried)
Motion (Low), seconded (Svendsen) and carried to table BP/AP 3720 to the next meeting to allow the VP of
Information Technology to answer questions from council members.
3.
Consideration of Accreditation Follow-up Report (note that recommendation 3 is not included, it will be
distributed on Monday, February 17)
Dr. Lewallen stated that the Accreditation Council met on Monday to further refine the report and that the CPC
would need to take action prior to the governing board’s March 4, 2014 meeting to meet the March 15, 2014
submission deadline. He stated the Accreditation Council finalized Recommendations 1, 5, 6, 7, 8, 10, 11, and
12. Recommendations 2, 3, 4, and 9 needed further refining and the Accreditation Council would finalize the
remaining recommendations at a special meeting of February 24, 2014. The CPC then discussed how they
would move forward with their review and approval. By consensus, the CPC agreed to entertain a motion to
approve Recommendations 1, 5, 6, 7, 8, 10, 11, and 12 at this meeting.
Motioned (Anderson), seconded (Low) and carried to approve Recommendations 1, 5, 6, 7, 8, 10, 11, and 12.
In lieu of a special meeting, the CPC agreed to receive the remaining recommendations from the President’s
Office, via email, on Monday (2/24) afternoon and each member will need to respond no later than Thursday
(2/27) by noon to review and cast their electronic vote to Lucy Serrano, President’s Office.
4.
Consideration of Resource Allocation Requests for 2014-15
Al Muñoz/
Willard Lewallen
Dr. Lewallen stated that the CPC needs to define a process on how to move forward with prioritizing resource
allocations requests for fiscal year 2014-15. The requests are estimated at slightly above $8 million and include
requests for use of general and capital funds. Al Muñoz reported that he met with Matt Coombs to determine
duplicate IT expenses and that he plans to continue to review the requests for further cleaning. The CPC
discussed the use of a rubric. Cheryl O’Donnell shared that she researched other colleges and found an example
that she planned to share with the CPC. A lengthy discussion ensued and a subgroup was formed to come up
with a system to prioritize resource allocations. Those identified to serve were Al Muñoz, David Beymer, Cheryl
O’Donnell, Romero Jalomo, and Stephen Otero. Al reminded the CPC, per the budget timeline, that the tentative
budget is due to the governing board in June which means that his office will need time to prepare so decisions
would need to be done by the end of March. Al asked Lucy Serrano to schedule the first meeting sometime
early next week.
3
Hartnell College Vision Statement: Hartnell College will be nationally recognized for the success of our students by developing leaders
who will contribute to the social, cultural, and economic vitality of our region and the global community.
Hartnell College Mission Statement: Focusing on the needs of the Salinas Valley, Hartnell College provides educational opportunities for
students to reach academic goals in an environment committed to student learning, achievement and success
INFORMATION/DISCUSSION/PRESENTATIONS
1. Draft of Continuous Improvement Plan
Brian Lofman
Dr. Lofman shared the draft of the Continuous Improvement Plan 2013-2018. He reported that Hartnell has 30
key continuous improvement plans and that some are complete. Once complete, a handbook will be developed
this spring and brought forth to the CPC in the fall.
2. Budget Change Requests 2013-14
Al Muñoz
Al Muñoz reported the following budget change requests approved by the President’s Executive Cabinet on
February 11, 2014. The requests are unexpected expenses that could not wait until next fiscal year:
1) Additional memory for servers ($9,000) – Capital Outlay, Fund 41
2) Professional Services to install a system to protect the server ($50,000) – Captial Outlay, Fund 41
3) iPads for mobile interaction with new ticketing system –iSupport ($7,000) – IT will look to use other available
iPads prior to any purchase.
4) Laptops for Nursing Program ($25,000-$30,000) – The cabinet approved a limited number of laptops
(approximately 10) and directed IT staff to make available other laptops that have been purchased for staff
general use.
3. Review Board of Trustees Meeting, February 4, 2014
Item tabled.
Willard Lewallen
4. Continuous Improvement Process for Evaluating Governance Effectiveness Method(s) for Evaluating Effectiveness
Item tabled.
Willard Lewallen
5. Strategic Plan – Refinement of Outcomes and KPIs
Item tabled.
Willard Lewallen
6. 2013 Student Success Scorecard
Item tabled to next meeting
Brian Lofman
7. CCFS 320 Report, Period 1
Item tabled to next meeting
Willard Lewallen
8. Sub-award Agreement UCSC Institutional Partnership Model Sustain for
Sustainable Agriculture Curriculum Development
Item tabled to next meeting
Willard Lewallen
OTHER ITEMS/BRIEF ANNOUNCEMENTS
1.
None
NEXT MEETING(S)
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Wednesday,
Wednesday,
Wednesday,
Wednesday,
Wednesday,
Wednesday,
ADJOURNMENT
March 5, 2014
March 19, 2014
April 2, 2014
April 23, 2014 (4th Wednesday of the month due to spring break)
May 7, 2014
May 21, 2014
Tony Anderson/
Willard Lewallen
4
Hartnell College Vision Statement: Hartnell College will be nationally recognized for the success of our students by developing leaders
who will contribute to the social, cultural, and economic vitality of our region and the global community.
Hartnell College Mission Statement: Focusing on the needs of the Salinas Valley, Hartnell College provides educational opportunities for
students to reach academic goals in an environment committed to student learning, achievement and success