PCCD Planning and Budgeting Council
November 20, 2015
Attendance: AAbuyen, NAmbriz-Galaviz, JLBlake, FBourgoin, TBrice, DBudd, LCook, SEspinosa, RGreenspan, Shading, BHoward, SIkharo,
EJaramillo, JLenahan, RLittle, CMadlock, AO’Neal, ROlive, MOrkin, MRivas, LSanford, CSmith, EWebb
Guests: MBBenvenutti, ADambrosio, BDesRochers, AFox, DLawson, NPellegrin, ORocha, IThadani, MWhalen
Agenda Item
Committee
Strategic
Discussion
FollowDecisions
Goal
Planning
up
(Shared
Goal and/or
Action
Agreement/
Institutional
Resolved or
Objective
Unresolved}
LSanford- Meeting began at 9:06.
Agenda
I. Agenda Reviewadopted.
Agenda adopted.
Facilitator
Minutes
LSanford- Corrections to minutes. Linda will revise.
II. Review of October
will be
Meeting Minutesupdated.
Facilitator
Informational. Every meeting will have a revised timeline.
Revise in
III. PBC
This is so you can know what will be on the agenda in
January.
Timeline
advance.
of Topics
IV. Report on
Emergency
Repairs, Deferred
Maintenance and
Scheduled
MaintenanceVC Ikharo/ORocha
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.
E. Develop and
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Oversight
SIkharo- There are two areas that I want to focus on that you
requested at the last meeting. Schedule maintenance for 201415 that we are currently implementing. Letter from state
chancellor’s office, be able to implement 2014-15. If there are
any remaining projects they must be completed by June 2017.
Some of the projects have been completed on the timeline.
Scheduled maintenance projects summary have been
distributed. Detailed list emailed to committee previously by
Linda Sanford.
Comment- What does submitted mean? SIkharo-Submit list to
state and acts as a placeholder. We go back to resubmit, called
recertification. Identify the amounts and colleges.
ORocha- Priority is how they are numbered. Complete roof
replacement at Laney #11, under design for the Laney pool,
#8. This dollar amount is insufficient is $150,000. SIkharoLED lights at BCC. PG&E gives us credit some money from
there to augment this project.
Motion:
“DGS work
with the
District
Facilities
Committee
(DFC) to
develop a
detailed list of
completed
2014-2015
deferred and
scheduled
maintenance
projects, to be
reviewed and
validated by
each college
ORocha- Item 12 that is out to bid, $100,000 only a portion of
what the total cost will be.
Item 13, at the bidding state, $100,000 is only a portion of
what the total cost will be.
Comment- They are out to bid currently. We are assuming
that it will be more. Where is the money coming from and
how do we track?
SIkharo- That is to build hood in the kitchen. We usually look
at other budgets measure A or other sources of funding.
ORocha- We are in the process of verifying these complete
project in terms of breakdown and what budget they get. We
need design drawings to move it forward. In order to move
forward to ask finance to roll forward. We need to rectify the
budget. SIkharo- 1.9 part of it has been spent. Wait for
completed projects, we need that in sooner rather than later.
Comment- What’s a chemical fee? SIkharo- Water running
through boilers. Bacteria is eating pipes, need bacteria. BCC,
$100,000 and Laney $1,000. We shouldn’t be comparing the
dollar amounts. BCC is different from Merritt.
Comment- I’m feeling this would be approving 1.9 like last
year. Last years have not been completed. We have big need
for technology. Distributed to colleges in line with the BAM.
Not okay with all going to one college. RLittle- VC Ikharo go
through 2015-16 then entertain a recommendation.
Comment- I agree with DB I’m not quite sure that these
repairs have been done. Further examination. Feel
uncomfortable, would like more oversight. Not comfortable
giving another 1.9. Way too fuzzy, need more concrete
evidence that this has been done. Our students are not
enjoying the benefits in an educational environment.
Accountability for resources. Library HVAC that does not
work. There was a fire and we had to evacuate. We couldn’t
hold a meeting because it is too hot. SIkharo- You don’t know
what we are doing. The air-conditioning in their building
President,
including all
sources of
funding
needed for
each project.
The PBC
requests that
this
information
come back to
the PBC
(from the
DFC) in
January”.
Passed.
Motion: “The
PBC requests
that a full
accounting of
the 2014-15
scheduled and
deferred
maintenance
projects be
completed
and reviewed
by the PBC
prior to
discussion of
the 2015-16
allocation of
scheduled and
deferred
maintenance
money.”
would cost several thousands. What you see here is only a
drop. This one is just beginning to process.
Passed.
Comment- What I keep hearing is we are patching stuff up. I
don’t know if it is the contractors we are using, when you tell
me 700,000 I want to know what I’m getting. It is not clear.
RLittle- This would be a good conversation at the facilities
meeting. I assumed we were tweaking, I didn’t read it as
design for another project that will cost another 700,000.
Maybe we take one college per meeting. Are we really
planning on replacing the HVAC for 700,000? And if so
where is the money coming from?
Motion: “The
PBC requests
that the
Chancellor
conduct a
dialogue with
the Cabinet
about the
2015-2016
allocations
for deferred
and scheduled
maintenance,
including the
total amount
of funding
necessary to
complete the
projects,
specifying all
sources of
funding. The
PBC also
requests that
the
Chancellor
and the
Cabinet
assess the
process
leading to the
unresolved
issues in
completion of
deferred and
scheduled
Comment- I need more clarity, accurate information. Trustee
Bonilla about IT. We keep coming back, when we finally fix
it. SIkharo- The issues that need to be done are huge. We set
up the big meeting bond implementation. Had all presidents,
VC of Finance and the Chancellor. We sat down and looked
at details. I have a detailed report with COA. The big picture
needs to have a different forum. RLittle- The contrast is being
made with big picture and details. As we need 2 make sure
the 1.9 is being done to the benefit of the colleges of the
students? RLittle- a through vetting.
Comment- I was surprised at the list, pricing of stuff. Before
you send out more accurate information. Before we have this
discussion we need better information send out to us.
Comment- We just spent 20 minutes discussing inaccurate
information. In addition to say that the staff put it together
I’m in disagreement with that.
Comment- The co-chair asked for a motion. We have a
recommendation that we are addressing as a district. We
know what we want to do. This is a good example of a
isconnect. Ron is asking for transparency. We don’t need to
get mired in the details. We’ve gotten mired because of the
gaps. As a unit DGS should work with the facilities planning
committee. I need to know that the things at our colleges are
being addressed, what is the timeline and what is the plan?..
RLittle- Elevator repairs at each college. Comment- We refer
this to the facilities committee as it is proposed. Last time we
did make a motion for the funding to support this.
Comment- There should be a criteria that should be followed.
LSanford- What is the timeline, when do we want these
reports? At the next meeting. IS- take this to facilities
committee and come back in Jan. with the report.
Motion on the floor. Seconded.
Do we want to entertain the allocation that is on the table
today 1.9.
Comment- Before we talk about the 2015-16 we need clarity
on the 2014-15. I can’t support when I don’t know what
happened to the 2014-15. We have an accounting 2014-15
before any decision is made on the current allocation 201516.
Comment- Perhaps we could distribute the 1.9 to the colleges
and then they could prioritize what is being proposed.
SIkharo- There is a need at every college right now. The front
door is broken at BCC. That project alone is $75,000. We
have Laney college elevator, student center. I get angry phone
calls when this happen. This is are opportunity to meet ADA
requirements. Merritt college has the same issue with the lift.
At COA we just opened a veteran’s center, the elevator
doesn’t meet ADA requirements.
Comment- Is this not again for the facilities committee?. I
hear the arguments, what is the process of decision making.
RLittle- There are some emergency repairs that if we don’t do
may cost us more in the long run.
Comment- I am encouraging us to talk straight. We have
smart people in GS and we don’t understand why there is a
gap from getting things done efficiently. We hear that but we
maintenance
projects.”
Passed.
don’t get a sense of why it hasn’t been spent. Have the money
go to the colleges and get things moving. The students are
demanding better facilities. The campus has filth. We want to
know that things are moving. What are the barriers? How is it
if the next 1.9 would be spent differently?
Comment- We do have district issues. What are the funding
sources for the district? Right now most people would be in
support of dividing it by the BAM model. So they could
prioritize themselves. Big issues is progress of each of the
progress. Everybody is dissatisfied. Not adequate staffing.
The gravity of the projects. The original charge is how do we
divide the 1.9.? I think we could make that decision today.
Take it to facilities to take the details into consideration.
Comment- We can’t figure out how to fix a door, plumbing,
and air-conditioning. The campuses need more self
governance around this issue. We can get it done vs putting in
the quet. I would like to get some of the $ now.
LSanford- I’m going to bring us back to the motion.
Comment- We need accounting of the 2014-15 and a portion
of the money be given to the campuses for the repairs.
Comment- I do understand the issue. 17% and 32% for
Laney. 170,000 for each of the colleges.
RLittle- I am concerned about emergency repairs that need to
be spent with no funding. Provide disabled students by law
safety. How we identify funding for these repairs?
Comment- Lets drill down. We had money for how many
years and it hasn’t been done. If this is an ongoing issue until
we know it’s going to get down. Don’t put another dime in
that direction until we know it is going to happen.
Motion: accounting of last year’s money.
DBudd- we spend 50% 975,000 that is allocated to each of
the 5 entities 17% and 32% for Laney. Ensure that is used for
scheduled maintenance, emergency repairs or equipment.
Seconded.
ORocha- The two campuses were fully expended. Emergency
allocations, have chancellor, board and county superintendent
to approve. There are a lot of things that need to be addressed
unless campuses don’t have to meet the same purchasing
restrictions that everyone else does.
Comment- On the 20 day projects. We used 4 days, we asked
dr. Ikharo we spread it over the year. So we can make sure
everything stays maintained. You agreed to it. It’s not that we
couldn’t do it we thought it was wiser to spread it out.
Comment- There are some real structural barriers at this
district. Rather than try to rush to something. We are
ourselves create by keeping the same processes that don’t
work for us. Other things are making things having. I’d like to
ask ourselves how do we move forward? Is there a simple,
easy answers, we have a broken system. Series of processes
that don’t work for us.
Comment- It’s completely up to the colleges. Instructional
equipment and differed maintenance.
Comment- It seems like if you have a district to throw it all
out because we are frustrated. If the money went to the
colleges we would do it on easy stuff. I worry about giving it
will end up going to the wrong place and it still will not get
done.
SIkharo- The best approach we are here to help the students.
We do not set up for failure. You need to be mindful of
resolutions that have been passed in this body.
RLittle- The structure works up and down. This should be
discussed at cabinet. Consider how to get feedback.
Comment- By law our elevators have to be done. We don’t
know how much is left in 2014-15. Because we don’t know
what is left over.
Comment- The strongest we can do is go to the chancellor.
This body cannot set policy. This has to go to the chancellor.
Motion: 7 in favor, 9 opposed. Motion did not pass.
.
Motion- The chancellor have cabinet 2015-16 discussion.
Identifying how all the funding will be used.
Motion: the allocation 2015-16 dollars be referred to the
chancellor with dialogue with cabinet on how to spend the $.
And will report back to PBC. And looking at all funding
sources.
CSmith- What is the issue making it so difficult for us to have
clarity? A sense of comfort from the college president. Clarity
from the cabinet. Assessment of our processes.
Friendly amendment seconded.
Report back should come back in Jan. along with the
accounting.
IV. Reports From
PBC Task Forces:

BAM

Purchasing
- VC Little
1. Evaluate the
Budget Allocation
Model (BAM),
consider
recommendations
with respect to
improvements,
and create a threeyear plan for full
implementation.
2. Update
Purchasing
Guidelines
E. Develop and
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Oversight
Cleavon gave report.
Comment- All we hear is that we haven’t implemented the
model. We need to agree that is what you want to do. Accept
the premise a college will be impacted.
Recommendations come to this body with pros and cons.
LSanford- You will need to quantify it.
Comment- Have an implementation that is fair. Each college
have to look at how will work with those goals with a
timeline.
Comment- From the purchasing task force. Meet on the 9th.
Started to look at purchasing processes and protocols. How
we can delineate public contact code. Updating the
procedures, streamline those procedures to ensure not dong
double work. Review all administrative procedures. Look
Purchasin
g Task
Force.
Meet on
the 9th.
Next
meeting
BAM
12/2 @
3:00.
FON
back on
the
agenda
next
month.
across industry for best practices. Look at the ICC process.
Look at workflow approval process. Make more efficient.
Object codes, legal and audit considerations. Recognize some
of the process are cluttered.
Comment- When is the next meeting? More feedback can be
provided. We would love to provide feedback on streamline.
New guidelines in place, formal training. Current guidelines,
no one knows them. They change frequently. Next meeting
12/2 @ 3:00.
Comment- Do you have minutes?
6. Develop and
VI. FON Status Reportmonitor Progress
Nathan Pellegrin
in the Integrated
Planning and
Budgeting
Calendar
E. Develop and
Manage
Resources to
Advance Our
Mission
E.3 Fiscal
Oversight
RLittle- We review and then post on website.
We have not received a memo from state chancellor’s office
yet. They have put out document that has target on it. This
year that target 334.2 Contract Ed across the district. Query
we’ve developed how much of those are overloads,
underloads, and how much are replacements. We run that
query. Look at list of retirees, 55. All of that, we are at 339.
We are over the target right now. Even without the retiree’s
backfilled. We subtract that out. PeopleSoft contains most of
the data that we need to calculate the FON, back out all of the
retirees that retired in spring and see who has been filled in
with part-time. Once we do that it will be hired then 339.
Between Jan. and August is 55.
Retirees August – today. If they are still teaching we can’t
count t hem.
Comment- What was the number last year? We getting
memos from chancellor’s office reminding us that they are
budgeting for us to hire 1,100 faculty. This money is ensured
to go to faculty hiring.
Comment- State chancellor reminds us money must be spend
on new hires.
NPellegrin-304.2 FON last year.
LSanford- Will proceed in Dec. for faculty hiring just so we
are ready.
Comment- Our goal this year is to just meet FON. Is our
mission as a district to just meet FON? Just be straight about
that. Or getting more full time faculty in the classrooms we
need to talk about what we need to do as a district to do that.
Comment- It takes four years to replace a retiree. We have an
aging faculty, we are going to have more retirees. There is a
difference in terms of someone who has tenure and someone
going through the process.
Comment- Next month we are to provide to the DEC and
PBC our prioritized list. Ideally we would have whatever
analysis would come from Ron’s office what kind of
framework and latitude. I’m assuming you have more
information. In that we can have a more substantive
conversation.
VII. Annual
Planning and
Program Review
CalendarLinda Sanford
6. Develop and
monitor Progress
in the Integrated
Planning and
Budgeting
Calendar
Comment- I would appreciate getting from the president how
many of our counseling faculty are categorically funded.
Hired through SSSP. Ask we using general fund to meet FON
or categorical fund to meet FON?
RLittle- Categorical fund is general fund. Just restricted
dollars. State is committed providing SSSP funds.
LSanford- Let’s put FON back on the agenda so we can
continue this discussion.
E. Develop and Handout. Everything on the left side is college based,
Manage
everything on the right side is what happened at the district
Resources to
office. Approved Nov. 9 by all the parties. This is intended to
Advance Our
Mission
be an ongoing calendar. Anything in bold type is a hard date.
E.3 Fiscal
Comment- Classified hiring. I noticed in the minutes there
Oversight
wasn’t a reflection of this topic. RLittle- Cabinet has begun
looking at staffing plans. Anticipate the PIO’s would have
human resource request. Those are funnel to the RAV which
reviews. Unless there is new funding identified we can’t hire
new staff.
RAC we are proposing that will be a new body called
Linda
Sanford
will draft
a memo
stating it
to the
college
president
s.
Motion: “The
PBC requests
that each
college
President
provide a list
of positions
that were
filled through
use of
restricted
funds,
VIII. Review of
District
Accreditation
Recommendations
Planning MatrixLinda Sanford and
7. Review
monthly progress
reports on
resolution of the
eight District
accreditation
recommendations
and review
D. Strengthen
Accountability,
Innovation and
Collaboration
D.2.
Institutional
Leadership and
Governance:
resource allocation committee and looks at all these resource
requests together. A new process this year.
Comment- What about our growth, with new faculty, new
programs, new students. The burden comes on the classified.
Those are key things that cost us money. We need to look at
growth as well as losses.
Comment- Find out what rubrics we use it may be helpful.
Comment- We need to look at entire infrastructure. Positions
through SSSP and equity. Forward thinking in look at build in
faculty, staff, administrators. We don’t rely so heavily on
these external dollars. If these dollars are removed we
position ourselves. We need to build a robust infrastructure.
Comment- First: good idea in line with evaluate, access and
make changes. Sadly time was wasted on discussion should
have done in other meetings. Does this become a permanent
body?
Comment- For this committee to consider all resources. SSSP
and equity. We’ve been reviewing new positions.
Restricted positions come to this body. Per Ron this body
discussed unrestricted.
Motion: Positions funded through the equity funded for 201415 and 2015-16.
Seconded. If SSSP and equity. Infrastructure is being built.
Passed.
LSanford- I will draft a memo stating it to the college
presidents.
Comment- Last point. The prioritized list, Nov. 15 we should
have all have.
LSanford- For this year that is moved to December 11 and
Dec. 18 meetings.
Linda Sanford and Annette Dambrosio
LSanford- District recommendation and planning matrix.
Living document it could change. Our action plan at the
moment. Chancellor hired another consultant. Annette to
monitor progress and work with the colleges in completing
their reports.
including
Equity funds,
SSSP funds,
and grant
funds in
2014-2015.
Further the
PBC requests
that the
college
Presidents
provide a list
of planned
positions for
2015-2016
that will use
restricted
funds, such as
Equity funds,
SSSP funds
or grant
funds”.
Passed.
Annette Dambrosio
periodic progress
reports from the
colleges in
resolution of the
colleges’
accreditation
recommendations.
IX. Review of
Educational
Services
Accreditation
Calendar for
Recommendations
4, 6, and 8. Linda Sanford
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’
D. 3
Institutional
Effectiveness:
ADambrosio- I have made significant suggestions to this
document. I have asked for a person responsible for report
writing. To be as collaborative as possible. Please let me
E. Develop and know any ideas you have. The clock is ticking. I see the
Manage
district recommendations being done by June.
Resources to
LSanford- I did meet with VC Orkin he is responsible for
Advance Our
recommendations 4, 6, 8. We developed a plan that is in your
Mission
E.3 Fiscal
packet, month by month about the activities that would be
Oversight
completed. That is also a living document. It is the beginning
of flushing out what we are going to do. It is ambitious.
Comment- District look at the campuses timeline, we need to
keep in mind the campuses have to go through the governance
groups. Our goal is to have the final done in May so we can
go to board. This may need to be a little more aggressive.
District timeline at all the campuses. The reports go to the
commissions in August.
Comment- For faculty involvement I would appreciate the
timeline through May so it allows for full process.
ADambrosio - In my amendments I have a timeline for April
that are not reflected in this timeline.
We do have people assigned.
Comment- Reiterate the April deadline some of our colleges
had recommendation around governance. Satisfy those
recommendations.
RLittle- I will be in favor of the April deadline. Draft.
Comment- Emphasis the district getting their responses done.
D. Strengthen
See notes above.
Accountability,
Innovation and
Collaboration
D.2.
Institutional
Leadership and
Governance:
D. 3
Institutional
Effectiveness:
accreditation
recommendations.
X.
Announcements
Around the TableFacilitator
EWebb- Laney college has hired Marilyn Whalen as interim
vice president of resources and student success. .
RLittle- The new budget director begins Dec. 1. Luther Aberg
comes from UC Berkeley.
LSanford- Thank the four college presidents for being here,
makes for a more robust meeting.