Peralta Community College District
PCCD Planning and Budgeting Council
Date of Meeting:
January 29, 2016
Present:
Luther Aaberge, Adrian Abuyen, Norma Ambriz-Galaviz, Joi Lin Blake, Fred Bourgoin, Timothy Brice, Lisa Cook, Barbara
Des Rochers, Sylvia Espinosa, Rick Greenspan, Stefanie Harding, Brandi Howard, Sadiq Ikharo, Ed Jaramillo, Krista Johns,
Daniel Lawson, Jennifer Lenahan, Calvin Madlock, Carolyn J. Martin, Anna O’Neal, Rochelle Olive, Mike Orkin, Elnora
Webb
Chair/Co-Chair:
Cleavon Smith
Guests:
Annette Dambrosio, Marilyn Whalen, Kirk Schuler, William Watson, Yashica Crawford, Bruce Shapiro
Facilitator/Recorder: Linda Sanford, Joseph Bielanski
Absent:
Justin Hyche, Ronald Little, Mario Rivas
Agenda Item
Meeting Called
to Order
PBC 2014-15
Committee
Goal
PCCD 2014-15
Strategic
Planning Goal
and/or
Institutional
Objective
Discussion
Follow-up
Action
Decisions
(Shared
Agreement/
Resolved or
Unresolved}
Start: 9:07 AM
1. Agenda Review
(Facilitator)
Motion (Brice, Orkin) to approve the
January 29, 2016 agenda. Approved
2. Review of Minutes:
November 20, 2015
(Facilitator)
Motion (Lawson, Brice) to approved
the December 18, 2015 meeting
minutes as amended. Approved
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3. PBC Timeline of
Topics
(Facilitator)
D. Strengthen
Accountability,
Innovation and
Collaboration
Informational
D.2.
Institutional
Leadership and
Governance:
D.3.
Institutional
Effectiveness
4. Old Business: College
Positions Funded with
Restricted Funds for
2014-15 and 2015-16.
(College Presidents or
Designee)
6. Develop and
monitor Progress
in the Integrated
Planning and
Budgeting
Calendar
E. Develop and
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Oversight
PBC requested a list from the College
Presidents on positions funded outside
of the General Fund for 2014-15 and
2015-16.
Dr. Johns (BCC): Classified (11),
Admin (3), and Faculty (8) positions.
Equity and SSSP funds are now used
for the salaries of permanent
employees. BCC would like to explore
the certainty of those funds and the
relative risks.
A suggestion was
made to hold a
workshop at Flex
day for Peer
Advisors to share
their outcomes
from student
mentee
experiences.
Dr. Blake (COA): Positions hired in
2014-2015 with Restricted Funds (7)
and positions planned to be filled with
Restricted Funds in 2015-2016 (7).
This information is also a response to
an ACCJC recommendation. COA
leveraged all resources to fund more
innovation at the institution. They
looked at categorical dollars and
leverage those to support more
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departments and serve more students.
Dr. Webb (Laney): 2014-15 (1) and
2015-16 Permanent Roles (18). Note:
Permanent for term of the grant.
Concern was expressed that there’s not
enough State funds to support these
institutionalized initiatives.
Per VC Orkin, the CPT grant is funded
for four years (ends June 2018).
Dr. Ambriz-Galaviz (Merritt):
Apologized for the miscommunication
at her office and not sending the
document electronically. Request was
made for a consistent format for
presentations requested. Merritt
College used a peer advising concept
(EOPS) and expanded the Part-Time
Counseling pool designated to
different programs within Student
Services. For 2015-16, they’ve
determined PT categorical positions
would become Full-Time categorical
positions. PASS and CPT were not
requested from Dr. Ambriz-Galaviz to
her staff. 2014-2015 EOPS Counselors
PT (3); 2015-16 EOPS Counselors PT
(3); 2014-2015 SSSP Counselors FT
(4), Counselors PT (19), Clerical (5),
Clerical Hourly (7); 2015-16 SSSP
Counselors PT (17), Clerical Hourly
(4); 2014-2015 CalWORKS Clerical
(4); 2015-2016 Clerical (2).
5. FTES Status Report
E. Develop and
Per VC Orkin, enrollment is down.
Request was
3
(Cleavon Smith)
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Oversight
FTES is flat with last year. Last year’s
target was 19,500 and this year’s
target is 20,600. We were 1,000 below
last year and borrowed from the
summer. We are currently at 18,000
resident FTES, 88% of target. Per the
Chancellor’s C-Direct, we are looking
into dual enrollment and Adult Ed to
help increase enrollment. If we fall
below our target, we have a one year
hold harmless decree. We need to
make strategic decision to continue to
grow enrollment or look at other
opportunities.
Two choices for low enrollment:
1. Borrow from summer
2. One year hold harmless year
Concern was expressed regarding
increasing the cap on a class to
increase enrollment. That nothing has
been done regarding enrollment
strategy ideas. Recommendation was
made that the concerns should be
voiced to their respective college
councils. Dr. Blake clarified that COA
sent VPs/Chairs to two Enrollment
Management Institutes. The team
came back with a comprehensive
enrollment management plan that
outlined how to increase part-time
student to full-time. There is a
campaign to increase that number and
the facility capacity. COA is working
with AVC Madlock to program the
system to look at waitlist. We are
made to add the
issue of
borrowing from
the summer to the
last meeting of
the year. Per Dr.
Johns, right now
is a good time to
have that
discussion and
list the pros and
cons from the
strategy.
Request was
made to ask VC
Little for a list of
how many
college Districts
borrowed from
the summer
(2014-15) or hold
harmless
(stability).
Request was
made to look at
actual enrollment
numbers linked to
certain strategies.
To have a target
for comparison
next year. The
strategy will be
presented to the
DEC and then to
the PBC.
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looking at more than asking faculty to
increase the cap. That is not sound in a
lot of the disciplines.
.
6. Emergency Repairs,
Deferred Maintenance
and Scheduled
Maintenance Report
of 2014-15 Projects
Completed and in
Progress
(VC Ikharo/DFC)
E. Develop and
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Oversight
Dr. Ikharo introduced Bruce Shapiro,
Director of Maintenance and
Operations.
Blue phones are work in progress. The
District will have a bid for HVAC to
be completed by June 30th. Due to
limited funds, DGS only identified
two HVAC to be replaced.
Recommendation was made to look at
procedures to streamline when things
get done. We need a different system
or use another analysis. It is taking too
long to respond.
Per Dr. Ikharo, they are doing their
best to streamline the process. They
needed resources such as individuals
to write the scope of work and to
manage it. There is a task force
working our procurement process that
consists of members from each
college. We are streamlining the
procurement process and comparing
data from each college. The group met
three times now. They will come up
with a recommendation and present to
this body.
5
7. 2015-16 Allocations
for Deferred and
Scheduled
Maintenance and
Instructional
Equipment
(Facilitator)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
E. Develop and
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Oversight
Motion (Webb, Johns) to recommend
to the Chancellor, that we immediately
take corrective measures to address the
most serious health and safety issues
at our colleges using an established
rubric from the DFC. To include a
timeline associated with the listing
with expected installation and
completion dates and who will be
responsible. Approved
Clarification: The State Chancellor’s
Office has a rubric to rank the Health
and Safety needs.
8. 2014-15 External
Audit Report
(David Yang)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
E. Develop and
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Oversight
Last Tuesday night, Vavrinek, Trine,
Day & Co. (VTD) presented to the
Board the 2015 report. We received an
unmodified opinion. However, we still
have four findings that need to be
addressed. In fiscal year 2014 we had
12 findings.
Looking at the Corrective Action
Matrix (CAM):
1. Financial Reconciliation
Process: Implemented a
quarterly close. Developing a
master calendar. Completion
date of April 30th.
2. Trust Accounts: Transferred
accounts from the Legacy
system to PeopleSoft. Mr.
Yang met with the College
Business Directors last week
and is working on resolving the
Recommendation
to add College
Business
Directors under
the
Responsible/Point
column for Trust
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issue by the end of February.
3. Reporting Common
Origination & Disbursement:
District Financial Aid and IT
collaborated and fixed the
problem in 2015. The Internal
Auditor will check to make
sure this is working properly.
4. Reporting: Federal Grant
quarterly report was not
submitted in a timely manner.
We are developing a master
calendar and have a grant
taskforce.
Accounts.
Concern was expressed regarding back The
dating student drop and late adds.
Administrative
Procedure needs
to be updated.
9. Integrated Planning
and Budgeting
Calendar: Resource
Allocations
Committee (RAC)
(Chief of Staff
Crawford)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D. Strengthen
Accountability,
Innovation and
Collaboration
D.2.
Institutional
Leadership and
Governance:
E. Develop and
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Tabled to the next meeting.
Purpose: To ensure a vetting body for
all staffing requests. It is an Ad hoc
committee with the same goals and
function as the DEC, DFC, and DTC.
RAC Member composition: Yashica
Crawford, Ron Little, Wise Allen,
Mary Beth, Jackie Graves, Brandi
Howard, Krista Johns, and Tim Karas.
Recommendation
was made to
include members
from Local 39
and SEIU 1021.
In addition,
membership
composition
should be based
on position rather
than by name.
Motion (Brice, Webb) to extend the
meeting by 15 minutes. Approved
Abstain: 1
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10. College Accreditation
Action Plans
(Dr. Dambrosio)
11. Board Policies and
Administrative
Procedures
(Joseph Bielanski)
7. Review
monthly progress
reports on
resolution of the
eight District
accreditation
recommendations
and review
periodic progress
reports from the
colleges in
resolution of the
colleges’
accreditation
recommendations.
3. Review and
Recommend
Board Policies
and
Administrative
Procedures
Oversight
D. Strengthen
Accountability,
Innovation and
Collaboration
D.2.
Institutional
Leadership and
Governance
All materials are posted online except
for Recommendation #7; it is being
revised. Please help distribute
materials to your constituents.
The first draft of Recommendation #2
was completed by VC Little. He is the
lead of that committee.
Recommendations #4 and 8 has to do
with planning. We need to make sure
we have written processes.
Please email Dr. Dambrosio with any
questions or concerns.
D. Strengthen
Accountability,
Innovation and
Collaboration
BP 2745 Board Self-Evaluation: The
Board would like to move the Board
Self-Evaluation to a June/July rather
than a November/December timeline.
D.2.
Institutional
Leadership and
Governance:
BP 3820 Gifts: Added military and
veterans status to the policy due to
changes in the law.
BP 4070 Course Auditing and
Auditing Fees: Added the word
“Course”.
BP 7330 Communicable Disease:
Updated to clarify the requirement that
newly hired employees provide
certification that they are free from
active tuberculosis.
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Motion (Webb, Madlock) to approve
BP 2745, BP 3820, BP 4070, and BP
7330. Approved.
AP 2430 Delegation of Authority to
the Chancellor’s Staff: Remove the
Deputy Chancellor position and add in
the Special Assistant to the Chancellor
and Chief of Staff. The organization
chart will be updated.
AP 2712 Conflict of Interest Code:
The gift limit increased from $440 to
$460 in a calendar year.
AP 3435 Discrimination and
Harassment Complaints and
Investigations: Pulled for union
review. Only in the course catalog. It
is out-of-date. Need to include the
difference of an informal complaint as
opposed to a form complaint. The AP
is currently not in CCLC format so it
is difficult to keep it up-to-date.
Recommendation to move to the
CCLC method.
AP 3515 Reporting of Crimes:
Updated to add a link to resources
offered by the CA Attorney General’s
Office to assist Districts comply with
AB 1433 reporting requirements.
AP 3540 Sexual and Other Assaults on
Campus: Added CCLC language and
was reviewed in Chancellor’s Cabinet.
It has been reviewed by the Legal
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Counsel.
AP 3560 Alcoholic Beverage: There is
a change in the law in terms of
exception.
AP 3570 Smoking: A student
government group required that a
definition on smoking be added and
that a statement regarding Notices and
Publications be added. Both of these
items are included in this procedure at
many other CA Community College
Districts. The student group reviewed
their request with the Chancellor.
AP 3720 Computer and Network Use:
Added language regarding the current
audit report. Pulled
AP 4070 Course Auditing and
Auditing Fees: Added the word
“Course”.
AP 4100 Graduation Requirements:
Need to clarify the use of Foreign
Transcripts. The language was
provided by the Articulation Officers.
Will need to go to the DAS for review.
AP 4102 Career and Technical
Programs: Added citations and legal
updates. Will go to the DAS on
Tuesday.
AP 5013 Students in Military:
Updated due to change in laws.
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AP 5015 Residence Determination:
Updated due to changes in Ed Code
and laws.
AP 5030 Fees: Cannot charge students
for fees that are our mistake.
AP 5520 Student Discipline
Procedures:
AP 7211 Minimum Qualifications: 2
year (State) vs. 4 years (Peralta) of
experience. Going to DAS on
Tuesday.
AP 7330 Communicable Disease:
Legally required. Encourage HR to
help put it forward.
Move (Orkin, Ikharo) to approve AP
2430, AP 2712, AP 3100, AP 3515,
AP 3540, AP 3560, AP 3570, AP
4070, AP 4100, AP 5013, AP 5015,
AP 5030, AP 5520, AP 6800, AP
7211, and AP 7330. Approve
1. Adjournment
12:14PM
Minutes taken by: Sui Song
Attachments: All documents and/or handouts for this meeting can be found at:
http://web.peralta.edu/pbi/planning-and-budgeting-council/pbc-documents/
http://web.peralta.edu/pbi/planning-and-budgeting-council/minutes/
Next Meeting: February 26, 2016
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