Peralta Community College District
Planning and Budgeting
October 23, 2015
9-12
AAbuyen, NAmbriz-Galaviz, JBielanski, JBlake, JLBlake, FBourgoin, TBrice, DBudd, MChen, DDelRosario, BDesRochers, SEspinosa, SHarding,
RHolmes, BHoward, SIkharo, EJaramillo, DLawson, RLittle, CMadlock, MOrkin, AO’Neal, MRivas, LSanford, SSong, EWebb, TWong
DECISIONS
Agenda Item
Discussion
Follow-up
(Shared
Action
Agreement
/Resolved or
Unresolved?)
I. Introductions
Cleavon Smith has agreed to act as co-chair. Voted and approved.
II. Review of Minutes
Now have a quorum. Revisited agenda, move VC Little to top of the agenda, he has
an appointment. Motion to adopt the minutes as written. Approved.
III. Finalize 2015-16 PBC
Goals
LSanford – The goals were distributed previously twice. Taking Mario’s suggestion
into account. Reaching goals column. Any suggestions?
Comment- Evaluate the bam model. Give them plenty of time to analysis the
responses, we shouldn’t be rushing this. Completed by the end of the academic year.
Workshops inform us of all the due diligence. Feb. 28, 2016.
Comment- #5 should be an agenda item alone. Put on agenda.
Revise. Motion to adopt goals. Approved.
Linda Sanford facilitated discussion.
IV. PBC Timeline of
Topics
V. Reports from PBC Task
Forces:
BAM
Purchasing
VI. Allocation of
Instructional
Equipment/Deferred
Maintenance $
Ron Little- We had our first meeting last week. It was productive meeting. Calvin do
you want to share? Reviewing the existing BAM model hiccups that we can help on.
Revenue allocation model for multi college district. We have a college first model.
Tried to determine where the hiccups were. We decided to poll the audience, where
are the hiccups that can be identified. Survey went out to give us feedback to
determine our next steps.
Comment- Are there minutes to be posted? Ron took minutes and will provide them.
Are there classified on the committee?
Purchasing Task Force-1st meeting will be in November.
Last meeting we recommended 2.5 allocation. We allocate $150,000 to each campus
for instructional equipment needs. Approved by cabinet. Discussion on remaining
1.9 million. How to allocate, have to decide. Look at schedule maintenance needs by
college from Dr. Ikharo. Emergency maintenance needs be addressed. We should
have a prioritization criteria so when funds come in. the facilities committee already
Cleavon Smith will
be co-chair.
Minutes approved.
Put #5 on agenda.
Linda will revise
and distribute
next meeting.
Minutes will be
provided by Ron
Purchasing Task
Force meeting
will be in
November.
Goals approved.
DECISIONS
Agenda Item
Discussion
has a criteria. District technology has identified a priority list.
Dr. Ikharo- A statewide protocol from state chancellor’s office. Peralta criteria,
emergency and life saving priorities.
Comment- There seems to be confusion about what was on the list and was it
accurate. Work with folks to make sure it is reconciled, truly reflective and accurate.
RLittle- Vote to see if committee in favor of 1.9 scheduled maintenance/ emergency.
Comment- Is it to be distributed by BAM or FTF %. I want to be clear, BCC is
newer. When all the colleges got a share, no money was identified for instructional
equipment or technology. We have extreme needs for instructional equipment or
technology.
Comment- Of the bond 29 million went to BCC? From the first two bonds almost
zero went to Laney, A and E. Rectified by measure E, some amount did go to
Laney. We can always speak to the fact that we have to been equitable. Good
intentions to try to rectify. Hard for me to split 1.9 equitability. Insufficient amount
for all of the colleges. Cannot support distributed based on FTEFs. Laney College
infrastructure issues. The emergency issues already exceed 5 million. This is not an
easy decision for us to make. No college will be happy. Helpful to remove the
emotions of it.
Comment- The needs are great everywhere and our campuses aren’t at the standard
that they need to be. It is the best interest of this community that we serve at all 4
campuses. If Laney goes down we all go down.
Comment- Line item in our budget. We have to make the tough decisions.
Comment- There is a lot of criteria that needs to be defined to make a decision.
Comment- Equally per FTEF. This happened 1.9 went to scheduled maintenance last
year. The colleges have measure A funds to use.
Comment- In our previous history. It is clear there is an accreditation issues. Amount
all the standards we have the most challenging with technology and equipment. That
does not reflect the faculty needs, it reflects the student’s needs.
Comment- You are saying last year was set aside for scheduled maintenance 1.9,
where is it? Where is that money? Where did it go? Get accountability for last years
1.9?
SIkharo- A lot of new people who doesn’t get history. The scheduled maintenance
supposed to be spent in 2 year period. 2014-15 to spend June 30. The projects 1.9
million are ongoing, concluded by June 30 next year. I will bring the report where
the funding was allocated to next meeting. Transparency status update. The district
has a 15 million dollar need for facility repairs. The 1.9 is a drop in the bucket needs
Follow-up
Action
(Shared Agreement
/Resolved or
Unresolved?)
Dr. Ikharo will
bring report in
how the funds
were spent to
2
DECISIONS
Agenda Item
Discussion
continues to increase. Problem with district sewage, have to use restrooms in other
buildings. Measure A money has been allocated by the district, not available for new
projects. Student center at Laney, building C at College of Alameda. Get list prior to
next meeting so it can be distributed. Emergency projects plus other scheduled
maintenance projects. Technology needs should be tied to program review.
Comment- We should start discussing the emergency review which is in excess of
state requirements. Chancellor Ortiz was talking about taking 2 million out of
emergency reserves. Absurd that we have issues because of finance. This group
needs to make a recommendation. This will be on the next meeting agenda.
VII. Recap of 311A Financial
Report; 2014-15 Actuals
RLittle- The report that is filed in state chancellor’s office distributed. This was
approved by the board at the October 20 meeting. Explained report. Power point
presentation.
Comment- Suggestions on James motion.
SIkharo- I will caution my colleague’s to be aware that the state is going through a
period of surplus. Need reserve to stabilize the lean years.
RLittle- It is important point that I try to make every opportunity that I get. I’ve
observed that we have a lot of money not being spent and not being shared in terms
of progress and outcomes. I’m not opposed to spending down reserves. We need to
be strategic. Need to look at what is available in measure A, look at remaining
emergency needs and prioritize those. Still be prepared for the economic downturn
that is going to come. 10% of reserve is a reasonable level.
Comment- We are trying to get to baseline, getting everything to where it needs to
be. Smart not reactive.
Comment- Move to have PBC assess the availability of budget all possible budget
resources to address emergency and scheduled maintenance needs as well as
considering the feasibility of using some district reserve funds for this purpose. Look
at resources available in terms of measure A, and all resources available, scheduled
maintenance and deferred maintenance, emergency given that there are needs that
can’t be met we tap into the reserve. How do you want to actualize it? Next meeting
agenda?
RLittle- There is emergency work that is being done. How it is funded has yet to be
determined.
Comment- DGS should revise their 2014/15 approved Schedule Maintenance
Projects by shifting the deferred maintenance projects with current emergency
projects. Then resubmit to the State Chancellor's Office for approval.
Follow-up
Action
(Shared Agreement
/Resolved or
Unresolved?)
next meeting.
Also bring in list
of Measure A
allocations.
Emergency
reserves on
agenda next
month.
Move to have PBC
assess the
availability of
budget all possible
budget resources to
address emergency
and scheduled
maintenance needs
as well as
considering the
feasibility of using
some district
reserve funds for
this purpose.
Approved.
A person be
3
DECISIONS
Agenda Item
Discussion
Comment- We went through the process, we supported the allocation based on a list
given by the General Service committee. We have already allocated 100%, I’m
confused.
SIkharo- A detailed summery is being passed out now detailed by college of what
we are recommending to this committee for review. Summary and the details of
2015-16.
LSanford- Let’s put some heat on the district to have this as a standing item on the
PBC agenda.
Comment- There is a formal process to resolve the issues that are directly related to
the district. There has to be a group. We need structure to work with this process.
We have to have a better relationship to resolve these issues.
Comment- The colleges were tasked with identifying leads. If there has been a lead
identified.
Comment- Having our internal auditor demonstrates that there is work being done at
the district level. I agree that we have to have a transparent plan. Item on the agenda
to have the lead speak to this body.
Comment-Motion- A person be identified to oversee coordinate and move forward
with these 8 accreditation items. Identified by next meeting. More specifics
regarding what is being done to address these areas.
Comment- Friendly amendment for timeline, who, what where why.
Follow-up
Action
Item on the
agenda to have
the lead speak to
this body for next
meeting.
(Shared Agreement
/Resolved or
Unresolved?)
identified to
oversee coordinate
and move forward
with these 8
accreditation items.
Identified by next
meeting. More
specifics regarding
what is being done
to address these
areas.
Friendly
amendment for
timeline, who, what
where why.
VIII. Audit Findings
Resolution Update
IX. Integrated Planning and
Budgeting Calendar
RLittle- Hoping to get this groups endorsement for today. Renewed focus towards
program review, program improvement objectives, resource allocation in this model.
This timeline will focus on PIOs and AUOs. Come in December to PBC, DEC,
DTC, DFC.
LSanford- At the chancellors request we will do a total timeline. It is in development
at this point.
Comment- this impacts are current calendar, u need to modify.
Comment- Program improvement objectives. Program reviews are due this month.
Priority is due in December, just faculty.
Comment- The concern is we did not have a process for classified hire. Multiple
positions. The process keeps getting pushed down.
Comment- We have worked on a process, created forms during the program review
Motion to move
forward with this
integrated planning
calendar.
Approved.
4
DECISIONS
Agenda Item
Discussion
Follow-up
Action
(Shared Agreement
/Resolved or
Unresolved?)
can request staff. We can share the template.
LSanford- The new program review does have it.
RLittle- Our goal is to use this process this March.
Comment- Recommend that there be a working group of this committee to come up
with a procedure for prioritizing classified.
LSanford- I believe the chancellor would like to involve the FAS as well. Motion to
move forward with this integrated planning calendar. Approved.
XI. Board Policies and
Administrative Procedures
RLittle- We updated the board on progress with 28 audit findings that the district
review 2013-14. Fiscal compliance, go bond compliance, CalPERS compliance.
Since that time we’ve had a lot of activity, good work cross functionally. Tom Wong
has been leading the charge. Summary of each finding that we had to address
handout. 4 were recurrent. Audit resolution work group. IT/HR/Finance/student
services working on these findings. Far along with respect to resolving the issues.
Some of these findings are college specific. Being successful and compliant is a
group effort. We need the involvement at the college level. Current challenge is our
time and effort reporting. We hope to have a clean audit this year.
Comment- Our team will only accept whatever the auditors have accessed. What is
the auditor’s assessment of our situation? I don’t get that communication. How does
that get resolved?
TWong- These findings have created a big challenge to us. Auditors are becoming
more stringent for everything. We’ve embarked on creating systemic improvements
in all these areas. A report will be issued in December, a lot of dialogue in
November. They will notify us on our progress will affect their reports. Auditors
have not been keeping us apprised on their findings. Several financial aid findings
reports have been completed. What the auditors will say in December I cannot say.
LSanford- Don’t you get a preliminary report?
Comment- Who is the one working with the auditors? In the past it has always been
the Vice Chancellor.
TWong- We’ve put in the controls the reports are all in. Going forward we still have
lots of work to do.
Comment- Post employment bonds long term planning should include all costs.
What is outstanding? What has yet to be done? TWong- In discussions with bond
council. Revolkable trust. The want us to have an irevolkable trust. What is the
difference? The bond indenture is what I making it difficult. Irrevocable trust can’t
use that money for anything else. Bond indentured agreement some of this money
5
DECISIONS
Agenda Item
Discussion
Follow-up
Action
(Shared Agreement
/Resolved or
Unresolved?)
can be used to pay for other things.
XI. Review of District
Accreditation
Recommendations
OUSD has returned and asking that we change our language. We do not have
leverage not to accept their language. It shouldn’t just be about the instructor should
be about a lot of other things. Change fact that the student be given the right to go
into a formal process. My suggestion we don’t have a lot of time to let this linger. I
would like to clean it up, to actually use their wording and move this forward.
Motion to approve as per their recommendation. Approved.
New topics
A training be held for new members on this counsel. Linda will research and
schedule.
Comment- I would like to thank everyone for attending and participating. Please
arrive on time.
Accreditation
recommendations
approved.
Linda Sanford
will schedule a
training.
Meeting ended at 11:48
Minutes taken by Laura Leon-Maurice
6