Peralta Community College District
PCCD Planning and Budgeting Council
Date of Meeting:
April 24, 2015
Present:
Norma Ambriz-Galaviz, James Blake, Fred Bourgoin, Timothy Brice, Debbie Budd, Paula Coil, Lisa Cook, Rick Greenspan,
Stefanie Harding, Brandi Howard, Sadiq Ikharo, Jennifer Lenahan, Calvin Madlock, Rochelle Olive, Mike Orkin, Tae-Soon
Park, Jennifer Shanoski, Cleavon Smith, Sui Song, Elnora Webb
Chair/Co-Chair:
Susan Rinne, Karolyn van Putten
Guests:
Indra Thadani, Eric Gravenberg, Dave Nguyen, Phyllis Carter
Facilitator/Recorder: Linda Sanford, Joseph Bielanski
Absent:
Joi Lin Blake, Drew Gephart, Matthew Goldstein, Carolyn Martin, Anna O’Neal, Carl Oliver, Jeramy Rolley
Agenda Item
Meeting Called
to Order
1. Agenda Review
(Facilitator)
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: 9:17AM
Add under item VIII. Other
Business: Letter from the Mc Callum
Group, Inc.
Motion (Dr. Orkin, Dr. Webb)
APPROVED
2. Review of Minutes:
March 27, 2015
Motion (Dr. Webb, VC Rinne)
APPROVED
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(Facilitator)
3. CTE Marketing
Strategy (Revised)
(Director Karen Engel)
D.3.
Institutional
Effectiveness
The CTE Committee changed the
wording of the memo to ask the
College Presidents to prioritize the
hiring of Public Information Officers
(PIOs) and approve the revised
proposed marketing strategy. The
strategy was developed in a session
during flex week. The DEC
approved it and forwarded onto the
PBC. The PBC expressed concerns
regarding funding for the IPOs. The
CTE Committee doesn’t have any
funding or the power over any
funding as a committee and therefore
revised the wording on the memo.
It was suggested that the marketing
strategy should be part of the
district-wide enrollment
management plan.
Motion to approve the strategy.
APPROVED
4. Enrollment
Management Update
(VC Orkin)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D.3.
Institutional
Effectiveness
E.1 FTES/FTEF
Target
E.3 Fiscal
Oversight
5. Base Discretionary
6. Monitor
We are about 1,000 FTES below
target and will need to borrow from
the summer session. Our target for
the next fiscal year is 1,000 FTES
over the current year to cover the
shortfall. Enrollment is down across
the State. Peralta is launching an
aggressive enrollment management
strategy (short-term and long-term).
D.3. Institutional Information Technology (cost center
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Budgets by College and
District Service Center
(College Presidents and
Vice Chancellors)
Progress in the Effectiveness
Integrated
Planning and
E.3 Fiscal
Budgeting
Oversight
Calendar
115) presented by AVC Madlock
Requested funding for:
 Server room equipment
 Maintenance cost for the
VOIP equipment. The cost of
the VOIP equipment is
funded from Measure E at
approximately $720,000. We
can only do software patches
in-house and not the
maintenance for it.
 Oracle software licenses of
$250,000
 BI Tool licenses of $50,000
 1 FTE for a support staff to
manage the VOIP
AVC Madlock’s request to the
Chancellor was that instead of
requesting additional funds, he will
be reallocating savings from the
Legacy system to other IT resources
need.
AVC
Concern was expressed regarding the Madlock will
discuss
need for VOIP staff at the colleges.
staffing
issues at next
It was pointed out that the list of
technology needs did not include the Monday’s
VOIP kicklibrary (i.e. upgrade of the
off meeting.
Millennium software). Per AVC
Madlock, he agreed that it was
missed and but assured the PBC that
it will be included in the IT Strategic
Plan. IT will look at cloud-based
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technology.
There is an error in the location
number for Merritt College within
the District and Colleges Technology
Resource Needs document. Merritt
should be location 6, not 5.
Clarification: Wireless project = $0
means it is fully funded.
Concern was expressed regarding the
number of IT staff anticipated to be
filled within the District’s IT
department compared to the
difficulty of getting an additional IT
staff at the colleges.
Questions were asked about the
share of money from the BAM going
to IT and how many positions have
they gotten over the last five years.
Note: the BAM does not have a
formula for the District Admin.
Center.
This report is for information only.
VC Rinne will compile a list of last
year’s discretionary dollars
compared to this year and prioritize
the staffing at the colleges and
District. VC Rinne is working with
the classified union (SEIU Local
1021) and gathering industry
standards information. She hasn’t
gotten to Local 39 yet.
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Motion (Ms. Harding, Dr. van
Putten) to have the District Office
get the figures (dollars and number
of bodies) and do a comparison
between district-level and campuslevel to the State to show where we
are at in the staffing needs at each of
the colleges and the District for a
total cost of ownership by fall 2015.
The PBC will submit an official
request to the Chancellor to the hire
a consultant to help gather the data
by the fall or make it a priority so
that it gets done. APPROVED
Motion (Dr. Webb, Ms. Harding) to
report the discretionary funding at
the District and at each college over
the last five years. APPROVED
Mr. Greenspan had requested
information on the actual
expenditures and not the budget
based on the BAM. VC Rinne will
break out the information on the
District Center by salaries and
benefits and pull the discretionary
budget information.
Education Services (cost center 121)
presented by VC Orkin
Requested funding for:
 Computer refresh
 Remodel cubicle area
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




CurricUNET migration
Financial Aid Compliance
Officer
A&R Supervisor
A&R Coordinator
A&R Clerk
Mr. Dave Nguyen presented to the
PBC the need for a Financial Aid
Compliance Officer. He is requesting
a district-level position to strengthen
our internal controls and address the
recent compliance and audit
findings. This person will be a
regular presence at the colleges and
provide training to the staff.
Concern was expressed regarding the
role of the Compliance Officer is
similar to that of the Director of
Financial Aid.
It was asked if this position will be
needed once all the compliance
issues are addressed. Per Mr.
Nguyen once the issues are resolved;
this position will be working with
our Internal Auditor on a compliance
assurance program.
Comment was made regarding Mr.
Nguyen’s current job description
actually comprises of two jobs.
It was suggested that we have a
culture here at this District where
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junior administrators are not asking
for help until it becomes a significant
issue. If we can be more honest
upfront, we don’t have to react to
issues that threaten the entire
institution.
Back to Ed Services’ budget
 $41,000 for Ms. Sanford’s
contract. AVC Sanford’s
current position is being
funded from salary savings
(vacant position placed on
hold) from the Finance
department.
 SLO stipends. Concern was
expressed as to why the
budget is presented in Ed
Services’ budget when it
should be at the colleges. VC
Orkin is okay with the budget
being at the colleges. He
thought it was appropriate
since it is consistent with
other stipends. Per Dr. Budd,
Six years ago, there weren’t
any funding for SLO
stipends. The colleges were
given funding each year to do
the SLO for part-time faculty.
It is not a perfect system, but
we have made incredible
progress over the years.
VC Rinne
 Tenure Facilitators (4) 1.0
FTE. Per Ms. Park, it should will work
with VC
be at 1.2 FTE each.
Orkin on the
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Note: Just because the budget is
requested on the spreadsheet does
not mean that it will be funded.
backfill for
the release
time and not
budget it as a
position.
For next fiscal year, a separate tab
will be included on the spreadsheet
for additional budget requests (new
allocation).
Laney: The directive given from Dr.
Webb to Ms. Phyllis Carter was to
identify discretionary needs at the
current level (worst case scenario), a
level with significant increase, and a
best case scenario.
Per VC Rinne, the tasks now for
Finance is to take the differences
between what were allocated last
year and this year and then outline
the differences for everyone. This is
the first year in which we have
additional dollars that can be
allocated. VC Rinne envisioned that
Finance will take all the requests to
the Cabinet meeting and have each
Cabinet member present their
requests and jointly prioritize the
requests.
A request was made for the next
budget development cycle that the
funding requests are broken down
into two columns: permanent and ontime expenditures.
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Finance (cost center 141) presented
by VC Rinne
Requested funding for:
 Audit fee increase (districtwide expense)
 Credit card processing fees
(baseline budget was
$35,000, but actual cost is
$350,000)
 Debt service payments
 Accounts Payable check
printer
 Production and backup copier
for the mail room
 Payroll Staff Assistant
 Warehouse Staff Assistant
(PT).
Purchasing (cost center 165)
presented by VC Rinne
Moved District mailroom budget
from DGS to Purchasing.
Chancellor’s Office (cost center 112)
presented by VC Rinne
Requested funding for:
 Oakland Police Department
for the payback of FTE
funding for the Police
Academy
 $114,000 to the Peralta
Foundation
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Board of Trustees (cost center 113)
presented by VC Rinne
Requested funding for:
 Additional $7,500/member
for travel
Deputy Chancellor and General
Counsel (cost center 114) presented
by Dr. Gravenberg
Requested funding for:
 Legal consultants (on
retainer)
 Legal settlements
Risk Management (cost center 118)
presented by Dr. Gravenberg
Requested funding for:
 Insurance (new facilities)
 Replenish emergency
supplies
 Medical waste management
6. Service Center New
Resource Requests
(Vice Chancellors)
7. Board Policies and
Administrative
Procedures
(Facilitator)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D.3. Institutional See above
Effectiveness
3. Review and
Recommend
Board Policies
and
D.2 Institutional
Leadership and
Governance
Dr.
Gravenberg
will work
with Mr.
Greg
Valentine to
readjust the
figures.
E.3 Fiscal
Oversight
Tabled
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Administrative
Procedures.
8. Other Business
The Mc Callum Group signed a
letter on behalf of Peralta that
opposed SB 373.
9. Adjournment
12:00P.M.
Dr. van
Putten will
circulate the
letter to the
group.
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: Summit in August
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