Peralta Community College District
PCCD Planning and Budgeting Council
Date of Meeting:
February 27, 2015
Present:
Norma Ambriz-Galaviz, James Blake, Joi Lin Blake, Fred Bourgoin, Debbie Budd, Paula Coil, Lisa Cook, Matthew Goldstein,
Rick Greenspan, Stefanie Harding, Brandi Howard, Sadiq Ikharo, Jennifer Lenahan, Calvin Madlock, Carolyn Martin,
Rochelle Olive, Mike Orkin, Tae-Soon Park, Sui Song
Chair/Co-Chair:
Susan Rinne, Karolyn van Putten
Guests:
Tim Karas, Nikki Washington, Eric Gravenberg, Lilia Celhay, Phyllis Carter, Marie Hampton, Gina Dowen, Tom Wong
Facilitator/Recorder: Linda Sanford, Joseph Bielanski
Absent:
Timothy Brice, Drew Gephart, Anna O’Neal, Carl Oliver, Jeramy Rolley, Jennifer Shanoski, Cleavon Smith, Elnora Webb
Agenda Item
Meeting Called
to Order
1. Agenda Review
(Facilitator)
2. Review of Minutes:
January 30, 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: 10:53AM
Motion (Dr. van Putten, Dr. Ikharo)
APPROVED
Motion (Dr. van Putten, Dr. Ikharo)
APPROVED
D.3.
Institutional
Effectiveness
Informational item
Note: We will be looking at
prioritized resource requests next
1
month.
4. State Budget Update
(VC Rinne)
D.3.
Institutional
Effectiveness
E.3 Fiscal
Oversight
VC Rinne attended the Northern
California CBO meeting in
Sacramento on Feb. 13th. News: No
match required for the additional
funding of $100 million for Equity
and SSSP. We will use the same
match information from 2014-15 for
2015-16. The $353 million one-time
dollars are not currently earmarked
for any program. There is no change
to the COLA, 1.53%. The State
Chancellor’s Office just certified P1,
the deficit factor is a little below 2%.
It may go away if revenue comes in
higher than expected. We might not
have a state-wide bond this year.
However, there is a petition out there
to get the bonds on the ballot.
No news yet on professional
development funding.
5. Updated Budget
Assumptions for 201516
(VC Rinne)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D.3. Institutional Kaiser’s rate will increase by 4.8%
for the next fiscal year.
Effectiveness
E.3 Fiscal
Oversight
Fiscal year 2014-15 is the last time
that this District, as well as other
districts in the State can capture the
restoration dollars that were reserved
for us to recapture the workload
reductions from the past few years.
We want to claim 19,507 FTES this
year. In order to do so, we will need
to borrow 1,000 FTES from the
2
summer session. We will not budget
for growth because we need to
restore the 1,000 FTE borrowed. To
meet the FON, we are increasing the
FTEF load by 25 new faculty
positions under expenditure
assumption #26. If the colleges have
a vacant faculty position this year, it
will remain at the campus next fiscal
year.
Request was made for a justification
on the ratio used for the new faculty
allocation. What can we expect in
the future?
VC Rinne
did
mathematical
calculations
and came up
Expenditure assumptions #28: 0.8
with the
FTEF backfill for SEIU release time numbers. It
and #29: 2.0 FTEF for PFT release
is to get the
time were removed because there are numbers
too many other contractual
close to
agreements that needed to be added. alignment
However, such agreements will be
with the
budgeted for.
BAM. VC
Rinne and
We all received an email from Dr.
Dr. Orkin
Webb regarding the addition of new will prepare
language, "Each college shall receive a response to
a general fund allocation that is at
Mr.
least that that is calculated via the
Greenspan’s
current BAM model". VC Rinne
request.
believes that the proposed new
language is not in compliance with
the actual wording in the BAM. VC
Rinne recommends that this be
forwarded to the Chancellor’s
Cabinet for review.
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Revenue assumption #16: Replaced
“District wide” with “State wide”.
Revenue assumption #10: Concern
was expressed that we are not
capturing any growth in the budget
and we may lose the funding for
good. Recommendation was made to
build into the budget what the State
is going to fund.
6. DFC Resolution and
Presentation
(VC Ikharo)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D.3. Institutional Dr. Ikharo, DFC co-chair, gave a
Effectiveness
presentation regarding the issue of
deferred maintenance.
E.3 Fiscal
Oversight
Risk management also reviewed
these items for safety issue.
Concern was made that some of the
items can be funded from Measure
A. Request was made that the next
bond should focus on technology and
M&O.
Per Dr. Ikharo, Measure A cannot be
used for repairs. Specific line item
was included in the bond language
for IT and IT FF&E ($45 million).
Dr. Ikharo requested that these funds
are to be ongoing; once all the issues
are fixed we can then sunshine the
resolution.
Motion (Mr. Greenspan, Dr. van
Putten) to send the resolution back to
4
the DFC and ask that they come up
with a different funding model
(similar to IT’s model of one-time
fund vs. ongoing general fund),
perhaps with prior year’s reserve.
MOTION FAILED
Concern was expressed for the health
and safety of students and faculty,
i.e. mold from leaking roof.
$6 million (Measure A) was used for
salaries due to program management.
The funding was used to hire inhouse bond management program
instead of using consultants.
Dr. Budd read out loud what
Measure A funding can be used for.
She believes that Measure A funds
can be used for health and safety.
Motion (Dr. Ambriz-Galaviz, Dr.
van Putten) to approve the resolution
from the DFC. APPROVED
Support: 11
Oppose: 6
Abstain: 1
Clarification: Property tax proceeds
are used to pay for the debt service
of the bond.
Motion (Dr. van Putten, Ms. Coil)
that we request Dr. Ikharo to take to
the Board of Trustees the argument
The Board is
planning to
have a
5
that Measure A can be reallocated to
address health and safety issues if we
can in fact use it that way.
APPROVED
Support:14
Abstain: 3
Dr. Ikharo emailed a draft of the
total cost of ownership document to
all the College Presidents this
morning.
workshop on
deferred
maintenance.
Dr. Ikharo
will give a
presentation
to the Board
and make it
as one of the
items.
7. Lunch Break
8. FON: Faculty Hiring
for 2015-16
(VC Orkin)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D.3. Institutional The FON for this fiscal year is
304.2; we came in at 310. Our
Effectiveness
projected number from the State is
313.2 for next year. It might be
E.3 Fiscal
higher than that based on enrollment.
Oversight
We are planning to hire 25 new
faculty positions to meet our FON
for the fall:
 17 Laney
 6 BCC
 1 COA
 1 Merritt
Prioritized
list is due to
the DEC and
PBC in
March. AVC
Sanford will
work with
Ed Services
to get the
guidelines
out.
This is in the budget assumptions.
9. District Academic
Senate (Dr. van Putten)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
D.3. Institutional Concern was expressed in regards to
the Chancellor’s recent decision to
Effectiveness
reallocate funds off the top from two
different pots of funding.
E.3 Fiscal
Justification is requested on the
Oversight
decisions made. Request was made
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to bring this matter to a high level
discussion.
Motion (Mr. Blake, Ms. Coil) to
approve the resolution from the
District Academic Senate.
APPROVED.
Abstain: 2
10. Policies and
Administrative
Procedures (Dr.
Bielanski)
3. Review and D.2 Institutional
Leadership and
Recommend
Board Policies Governance
and
Administrative
Procedures.
Recommendations from CCLC.
Many of the BP language were from
2002-2012. We are now adding in
Accreditation Standard IV to the
language.
The packet includes language
change/language addition:
BP 2410 Board Policy and
Administrative Procedure: In
addition to listing the standard, in the
fourth paragraph (highlighted),
added “The Board shall regularly
assess its policies for effectiveness in
fulfilling the District’s mission.”
BP 2745 Board Self-Evaluation:
Added the word “Self” in the title.
BP 4040 Library and Learning
Support Services: Given that the
accreditation standard references
library and learning support services,
it should be included in this policy.
The title is being changed from
Library Services to Library and
Learning and Learning Support
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Services and sentence added to the
last paragraph.
BP 5500 Standards of Student
Conduct: Title changed from Student
Standards of Conduct.
BP 5700 Athletics: Second
paragraph replaced “Sports Guides”
with “Constitution and Sport
Championship Handbooks”.
BP 6700 Civic Center and Other
Facilities Use: Third paragraph
added “military or veteran status”.
Motion (Ms. Park, Dr. van Putten) to
approve changes to BP 2410, 2745,
4040, 5500, 5700, 6700.
APPROVED
Unanimous
AP 5030 Student Fees: Section 1.C.
removed “Fall 2009-Sping 2012: $62
per student annually ($31 per
semester). Section IV. E: Replaced
“shall” with “may” to allow for the
setup of parameters in the future.
Section VII.C: Updated the Non
Resident Tuition to $220 per unit.
Section XII. 1: More changes to
come, but for now we are removing
“who have paid all financial
obligations from previous terms”.
Motion (Dr. van Putten, Dr. Orkin)
to approve the revisions to AP 5030.
APPROVED
8
AP 6551 Inventory of Property and
Equipment: From the previous
meeting, an issue was raised on
section E. that students in the Auto
Tech program may take equipment
home and return the equipment at the
end of the semester. Per Mr. Wong,
only permanent moves should be
documented. Concern was expressed
regarding employees taking
equipment home and staffing issues.
This AP was created to address an
audit finding where equipment
purchased with federal funding
cannot be located. The purchasing
department was deemed responsible
for knowing the location of the
equipment. Purchasing tags
equipment that comes through the
warehouse. However for larger
equipment that is delivered directly
to the colleges, the grant coordinator
should contact the warehouse once
the items are received so that the
warehouse can arrange for those
assets to be tagged. Per the auditor
that worked with Ms. Hampton, the
campus is responsible for keeping a
list of all equipment bought with
grant/federal funding and received at
the campus. Purchasing should serve
as a backup to that list.
Suggestion was made to have the
storekeepers be responsible at the
9
campus because they are the ones
receiving/delivering the items at the
campus.
Recommendation was made to
enhance the procedure by linking the
AP to the campus’ procedures.
We had training on Wednesday on a
new circular on federally funded
programs. The list needs to be
maintained locally due to the new
requirements.
Per Mr. Wong, the grant
director/project manager should be
responsible because they know the
specifics of the grant. The new
circular is trying to streamline the
paperwork. They want a higher
degree of internal control and
accountability.
AP 6551 to be sent back to
Purchasing for revision.
11. Final PCCD Strategic
Plan (AVC Sanford)
12. Other Business
6. Monitor
D.3. Institutional
Progress in the Effectiveness
Integrated
Planning and
Budgeting
Calendar
The Strategic Plan is scheduled to be
printed next week. Please let AVC
Sanford know if you have any final
input.
Request from the ACCJC visiting
team to meet with the PBC for
Monday morning, March 9th, before
noon.
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13. Adjournment
1:50p.m.
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: March 27, 2015 9:00a.m. – 12:00p.m.
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