Peralta Community College District
PCCD Planning and Budgeting Council___________________
Date of Meeting:
November 21, 2014
Present:
James Blake, Timothy Brice, Mike Orkin, Paula Coil, Rick Greenspan, Brandi Howard, Sadiq Ikharo, Carolyn Martin, Calvin
Madlock, Carl Oliver, Tae-Soon Park, Cleavon Smith, Jennifer Lenahan, Eric Gravenberg, Lisa Cook
Chair/Co-Chair:
Susan Rinne, Karolyn van Putten
Guests:
Nathan Pellegrin, Alexis Montevirgen, Elmer Bugg, Bill Love, May Chen, Lilia Celhay, Phyllis Carter, Trudy Walton, Arnulfo
Cedillo, Nikki Washington
Facilitator/Recorder: Linda Sanford
Absent:
Tamika Brown, Stefanie Harding, Jeramy Rolley, Sui Song, Norma Ambriz-Galaviz, Debbie Budd, Matthew Goldstein, Anna
O’Neal, Joseph Bielanski, Jennifer Shanoski, Elnora Webb, Rochelle Olive
Agenda Item
Meeting Called
to Order
1. Agenda Review (Facilitator)
2. Review of Minutes (October 24,
2014) (Facilitator)
3. Revised PBC Topics Calendar
(Facilitator)
Committee
Goal
Strategic
Planning
Goal and/or
Institutional
Objective
Discussion
Follow-up
Action
Decisions
(Shared Agreement/
Resolved or
Unresolved}
10:54am
FON report will be given by
Nathan Pellegrin
There are no BPs or APs to
review today (item removed)
Agenda Approved
Minutes Approved
D.3.
Informational Item:
Institutional
Effectiveness Dates changed for Updated
Budget Assumptions from
2014-15 to 2015-16.
Self Evaluation Reports
Updates item was added for
January and February
4. Procedure on Carry-over
Budgets (with dates) (Susan
Rinne, Interim VC Finance)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
E.2 Budget
to Improve
Student
Success
E.3 Fiscal
Oversight
Informational Item:
Dates have been included to the
Carryover budget process
(beginning 2015-16) as
requested by the PBC at a
previous meeting.
Question raised about funds
being uploaded in a timely
manner. Funds can be partially
loaded. This past FY, there were
1,400 requisitions submitted
after the cut-off date for FY
2013-14. Internal auditor was
bought in to assist with process
mapping.
A report is available to show the
details of the requisitions that
were submitted after the cutoff
date.
New upgrade to the finance
module in Peoplesoft is coming
soon, where staff can use their
mobile device to access
Peoplesoft.
5. FON Status Report (Nathan
Pellegrin)
6. Monitor
Progress in the
Integrated
California Community Colleges
D.3.
Full-Time Faculty Obligation
Institutional
Effectiveness Number, Fall 2014 report was
Planning and
Budgeting
Calendar
E.3 Fiscal
Oversight
submitted to the State
Chancellor’s Office and a copy
was disseminated to the PBC.
BI Dashboard tool has
information on part-time vs.
full-time FTEF as well.
6. Report on Workshop:
Understanding the BAM (Susan
Rinne, Interim VC Finance)
4. Provide
workshops on
the BAM
D.1. Service
Leadership
7. College SSSP Plans (VPs of
Student Services from each
College)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
E.2 Budget
to Improve
Student
Success
E.3 Fiscal
Oversight
A BAM workshop took place
on November 17th, which went
very well.
The PowerPoint presentation
from the workshop was
disseminated to the PBC.
Each college had a
representative who presented
their SSSP plans to the PBC.
College of Alameda (Alexis
Montevirgen) – Student Success
and Support Program (SSSP) at
COA handout disseminated
 Matriculation funding is
based on a new formula
that includes each
service provided to
students.
 Main components of
COA’s SSSP presented,
which includes Fabulous
Friday, Counseling 201,
Orientations, etc…
Berkeley City College (May
Chen) – Plan Summary and
Timelines for BCC SSSP
disseminated
 Includes target students,
SSSP Services, Point
Time of Service,
Strategies, and Status
updates.
Laney College (Trudy Walton)
– Powerpoint presentation for
their SSSP plans was given
which included: Plans for Core
Services(Assessment,
orientation, counseling), an
SSSP Staffing plan with the
goal of restoring and enhancing
staff and faculty.
Merritt (Arnulfo Cedillo) –
SSSP and Student Equity Plan:
Merritt at work plan was
presented and disseminated.
12:10-12:30
8. Lunch Break
9. Draft Institutional SelfEvaluation Reports (VPs of
Instruction from each College)
7. Receive
D.3.
from the
Institutional
colleges
Effectiveness
monthly update
reports
regarding their
Institutional
Self-Evaluation
Reports…
Each college had a
representative who presented an
update on their accreditation
InstitutionalSelf-Evaluation
reports to the PBC
College of Alameda (Eric
Gravenberg) – Has hired an
editor to help write the report.
This item has been discussed at
all COA departmental meetings.
Institutional survey on staff
satisfaction being created.
Berkeley City College (May
Chen) – An Abstract of 2015
BCC Accreditation Institutional
Self Evaluation was
disseminated.
Laney College (Lilia Celhay) –
Institutional Self-Evaluation
Status Report disseminated.
Merritt College (Elmer Bugg) –
Reported on Merritt’s
Institutional Self-Evaluation
Status
10. DFC Memo Regarding
Maintenance and Operations
Budget (VC Ikharo)
6. Monitor
Progress in the
Integrated
Planning and
Budgeting
Calendar
Informational Item:
D.3
Institutional
Effectiveness A copy of a memo dated
October 24, 2014 Re: “District
E.3 Fiscal
Facilities Committee Resolution
Oversight
for Funding to Cover Resources
Needs for the Maintenance and
Operations Division” was
disseminated.
The consensus of the DFC is to
work with the PBC to begin
establishing an annual line item
of 1.5% of the District-wide
budget into the Planning Budget
Integration Model to be utilized
for infrastructure maintenance
and repair projects with a rollover provisioin, as voted by the
DFC in a resolution sent to the
PBC on May 5, 2014.
-Funding still needs to be
identified for this line item.
This item will be brought back
This item will be
brought back to the
PBC for discussion in
February 2015.
11. Policies and Administrative
Procedures
3. Review and
Recommend
Board Policies
and
Administrative
Procedures
D.2
Institutional
Leadership
and
Governance
12. Adjournment
to the PBC for discussion in
February 2015.
Item removed from agenda
1:34pm
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: December 12, 2014 from 10:45 a.m. – 1:45 p.m.