Peralta Community College District
PCCD Planning and Budgeting Council
Date of Meeting:
March 27, 2015
Present:
Anna O’Neal, Timothy Brice, Jennifer Lenahan, Sui Song, Tae-Soon Park, Mike Orkin, Matthew Goldstein, Lisa Cook, Rick
Greenspan, Sadiq Ikharo, Stefanie Harding, Jennifer Shanoski, Brandi Howard, Elnora Webb
Chair/Co-Chair:
Susan Rinne, Karolyn van Putten
Guests:
Nikki Washington, Anna O’Neal, Marybeth Benvenutti, Antonio Barreiro, Indra Thadani, Eric Gravenberg, Bill Love, Arnulfo
Cedillo
Facilitator/Recorder: Linda Sanford, Joseph Bielanski
Absent:
James Blake, Carl Oliver, Jeramy Rolley, Cleavon Smith, Norma Ambriz-Galaviz, Joi Lin Blake, Fred Bourgoin, Debbie
Budd, Paula Coil, Calvin Madlock, Carolyn Martin, Rochelle Olive
Agenda Item
Meeting Called
to Order
1. Agenda Review
(Facilitator)
2. Review of Minutes:
February 27, 2015
(Facilitator)
3. Revised PBC Topics
Calendar (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: 9:15 AM - Delay due to no
quorum present
Motion - APPROVED
Motion - APPROVED
D.3.
Institutional
Informational Item
Next PBC meeting will take place on
April 24th starting at 9:00am
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Effectiveness
4. New Oakland
Minimum Wage
Rule/Sick Leave Rule
(HR Director Nikki
Washington)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D.3.
Institutional
Effectiveness
E.3 Fiscal
Oversight
AB 1522 (State) – Paid Sick Leave
(PSL) approved in November, 2014
for the following:
 Limited to 3 days/24 hours of
PSL per year
 Up front or Accrual
 Earn 1 hour of PSL for every
30 hours of work
 Allowed to carryover the 3
days/24 hours of sick leave
 The cap is 48 hours/6 days
 Effective July 1, 2015
Oakland Minimum Wage
 $12.25 as of March 2, 2015
 All regular employees that
are making below $12.25 will
see change reflected on their
March, 2015 paycheck
 Employees should check
their paystub to ensure they
are receiving the raise.
 Student workers will see
change on the 4/15/15
paycheck
 On 1-1-16, minimum wage
will be raised to $13.25
There is a concern about the budgets
for student workers for cost centers
that did not expect the raise
HR Website is being updated with
all changes.
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Discussion may need to be made
about other employees who were
already making $12.25 and if they
should receive a raise as well.
Oakland Paid Sick Leave for
Hourly Employees
 Can earn up to 9 days/72
hours per year
 Employees hired before 3-215 are eligible now
 Employees hired after 3-2-15
have a 90 day waiting period
 Accrual method only
 Earn 1 hour of PSL/30 hours
of work
 There is carry over
 Any employee who performs
at least 2 hours of work is
entitled to PSL accrual
 Anytime PSL falls below 72
hours, employee is allowed to
continue to accrue PSL
within the same FY
Still a discrepancy if they can qualify
for both state and city PSL. Do they
qualify for 12 days (state and city) or
9 days (city only)?
Challenges for Peralta
- Time and Labor
- Bridge program/Band aid for
employees to see their PSL.
- Manual Processing
- 3 new laws (ACA, AB1522,
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-
Oakland)
HR needs to hire a Staff
assistant
This law applies to all colleges since
the District headquarters is in
Oakland.
This needs to be negotiated with the
classified union since hourly
employees could accrue more PSL
than a full-time employee.
Service Center resource requests will
be made at the next PBC meeting for
all department requests, including
HR.
5. Memos from the DEC
to the PBC:
 CTE Marketing
Strategy
 5-year Human
Resources
(Staffing) Plan
 Early Alert
Procedures
(Facilitator)
DTC and DEC should also be
informed as this may require them to
request for additional resources as
well.
D.3. Institutional CTE Marketing Strategy –
This item is up for discussion and to
Effectiveness
decide if the request should be
forwarded to the Chancellor or not.
The CTE Memo does not include the
costs for the marketing strategy. (For
example, how much it will cost to
hire new Public Information Officers
at each college).
PBC would like to know if the funds
will be coming from CTE or General
Fund dollars?
Titles and Pay Ranges for requested
MOTION
(Approved)- PBC
refers the CTE
Marketing Strategy
back to DEC and CTE
Sub-Committee to
clarify funding sources
and timeline for
completion of
marketing strategies.
MOTION (Approved
– 2 abstain) Recommendation to
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staff can be viewed online.
The Marketing Department at the
District is not large enough to handle
the strategies of each college. This
has been problematic for many years
and why a marketing plan is needed.
see a 5-year track of
data for the actual cost
of new faculty
positions and budget
allocations related to
the BAM at the next
PBC meeting.
The objective of the marketing
strategy is to increase enrollment in
the CTE Programs at PCCD.
Recommended total dollar amount
should be included should this memo
be forwarded to the Chancellor.
Need to see if this money is coming
from CTE or General Fund.
Many CTE grants can be narrowly
prescribed and may not be used for
administrative costs to support this.
(This needs to be explored).
MOTION (Approved)- PBC refers
the CTE Marketing Strategy back to
DEC and CTE Sub-Committee to
clarify funding sources and timeline
for completion of marketing
strategies.
Memo – 5-year HR (Staffing) Plan
-Recommendation for PCCD to
develop a 5-year HR (Staffing) plan
that is connected to the District’s
Faculty Obligation Number (FON)
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and disconnected to the District’s
Budget Allocation Model (BAM).
PBC would like further clarification
from the DEC on this request.
The allocations from the BAM will
be based on the dollar amounts that
are needed to balance the BAM (VC
Rinne will provide to PBC at next
meeting).
Budgets are based on full-time and
part-time faculty as well.
MOTION (Approved – 2 abstain) Recommendation to see a 5-year
track of data for the actual cost of
new faculty positions and budget
allocations related to the BAM at the
next PBC meeting.
Memo re: Early Alert Procedures
- 2 recommendations.
1)develop a communication
plan for text messaging
students and 2) plan for
sending letters to students on
probation each semester.
VC Orkin, AVC Esquivel-Swinson,
Dean Hotep and Dr. Gravenberg met
to discuss strategies.
For item 1) Text messaging students:
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


International students
currently use GetchaMobile
App which is a possibility
Moodle may have some
capabilities
Possible PeopleSoft
capabilities that still need to
be researched.
Calvin Madlock and Ranell Holmes
will be included to seek strategies for
text messaging students.
-This is being actively worked on.
Item 2) – AVC Esquivel-Swinson is
working on this item (sending letters
to students on probation.
This is an informational item for the
PBC.
Technology for the text messaging
will go through the DTC. This is an
urgent issue.
6. Budget Development
Directions for 2015-16
(base discretionary
funds)
(Interim VC Rinne)
-State Chancellor’s Office may be
providing an app for colleges to use
for free. This will be researched.
D.3. Institutional Update from Sui Song – General
6. Monitor
Fund discretionary budgets were sent
Progress in the Effectiveness
out to each campus and District
Integrated
service centers with spreadsheets for
Planning and
E.3 Fiscal
what was loaded at the beginning of
Budgeting
Oversight
last FY. Student Ambassador
Calendar
budgets were included to the
7
campuses this year so budget
transfers don’t need to be made from
the District.
Utilities budget was increased by
2%.
Merritt Fruitvale Center rent is a
fixed cost so it was included for
Merritt’s budget.
Discretionary funds are used based
on allocations from the previous year
(not based on the BAM model).
Discretionary funds for BCC involve
fixed costs which include rent,
security and parking which is why it
is more than COA and Merritt.
All budgets are available to see in
Peoplesoft.
VC Rinne will provide the total of
the fixed costs for BCC on top of
discretionary dollars.
Facilities needs a budget built for the
campus maintenance fees.
The Unit Review plans will
determine where additional funds
can be allocated.
A discussion on anticipated costs
needs to be made to better plan for
the future and growth of students.
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A discussion about the reserve
budget needs to be made. How much
extra in reserves that can be
allocated without going below the
required minimum threshold of 5%?
7. FTES Target Status
Report
(VC Orkin)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D. 3
Institutional
Effectiveness
Need to also plan for when the parcel
tax funds go away.
Annual RES FTES remaining to
meet target for 2014-15 is 1,119.28.
If we do not meet the target, we will
E.1. FTES/FTEF need to borrow from the Summer
Target
2015 FTES which will mean we will
need to increase 2015-16 FTES.
E.3 Fiscal
Oversight
Productivity Target is 17.5 (35
students per class) Total productivity
is currently only at 16.15.
If we don’t make up FTES next year,
we will need a plan to stabilize FTES
instead of trying to increase.
Statewide enrollment is down.
-There are some late start classes for
Spring 15 which could help the
numbers.
In Summer 14 we had 2,095 RESFTES which would be more than
enough if we have the same for
Summer 15 to help cover the
additional if we are below after
Spring 2015
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8. Enrollment
Management Update
Report
(Dr. Gravenberg)
Recruitment/Retention of students
will help increase the FTES as well.
Retention needs to be seen as a
means of recruitment.
6. Monitor
D. 3 Institutional Dr. Gravenberg
Progress in the Effectiveness
Integrated
-We need a more comprehensive
Planning and
E.1. FTES/FTEF enrollment management strategy.
Budgeting
Target
We should not have to keep
Calendar
borrowing FTES from future years.
E.3 Fiscal
Oversight
We need to look at the infrastructure
of our enrollment management
strategy in order to recruit new
students.
Plan is at Chancellor’s Cabinet level
and in discussion with College
presidents.
Good things are happening, but more
organization is necessary.
Enrollment management retreat is
coming to involve campus/district
leadership teams to help the
campuses to grow.
Economy is only a portion of the
problem for why more students are
not enrolling.
The two day retreat will focus on the
nuts and bolts for one day and an
enrollment management symposium
the other, which includes an action
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plan of the BAM, such as providing
reserve resources to the campuses.
Strategies need to leverage the
resources properly.
Institutional best practices need to be
captured.
Discussion:
-Need to look at why students want
to stay and are connected to the
colleges in our district. What is the
connection they have to our
colleges?
-The best recruitment is great
retention. Marketing has been
allocated some resources for
recruitment, but retention is
important.
We need an organized mechanism to
keep track of interested students who
contact the office.
Enrollment Management Retreat:
April 14th – Tentative date for the
nuts and bolts discussion
9. College Resource
Priorities: Faculty and
Staff (College
Presidents)
May 1st – Meeting to develop a more
comprehensive plan – open forum.
6. Monitor
D.3. Institutional Dr. Webb – Laney:
Progress in the Effectiveness
Integrated
Listing of Prioritized Faculty and
Planning and
Classified Staff Positions Request to
E.3 Fiscal
Budgeting
Fill Fiscal Year 2014-15 was
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Calendar
Oversight
disseminated.
(Note: Some campuses have the
same positions which are being
requested which shows a similar
need)
Arnulfo Cedillo for Dr. AmbrizGalaviz - Merritt:
Resource Requests: Personnel
(Faculty and Classified) was
disseminated. Merritt faculty were
involved in helping to create the
priorities.
MaryBeth Benvenutti for Dr. Blake
- COA
Faculty positons were ranked by the
academic senate and forwarded to
President for approval. (Health
services Coordinator is not on the
list.)
10. College Resource
Priorities: Facilities and
Technology (College
Presidents)
BCC (no representatives) – Joseph
Bielanski provided an update of their
requests. A Draft Classified Position
Request from the APU Planning
process was disseminated
6. Monitor
D.3. Institutional Included in item above
Progress in the Effectiveness
Integrated
Planning and
E.3 Fiscal
Budgeting
Oversight
Calendar
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11. Accreditation Updates
(College Updates)
7. Receive
D.3. Institutional
from the
Effectiveness
colleges
monthly
update reports
regarding their
Institutional
SelfEvaluation
reports which
demonstrate
and support
the completion
and
submission of
these reports
to the ACCJC
and will assist
the colleges in
having their
accreditation
reaffirmed.
12. Adjournment
Informational Item.
There were 8 district
recommendations that relate to all
four colleges.
11:58a.m.
Minutes taken by: Drew Gephart
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: April 24, 2015 9:00a.m. – 12:00p.m.
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