Peralta Community College District
PCCD Planning and Budgeting Council___________________
Date of Meeting:
October 24, 2014
Present:
Norma Ambriz-Galaviz, James Blake, Timothy Brice, Mike Orkin, Debbie Budd, Paula Coil, Matthew Goldstein, Rick
Greenspan, Brandi Howard, Sadiq Ikharo, Carolyn Martin, Calvin Madlock, Anna O’Neal, Carl Oliver, Tae-Soon Park,
Cleavon Smith, Sui Song, Jennifer Shanoski, Elnora Webb
Chair/Co-Chair:
Susan Rinne, Karolyn van Putten
Guests:
José Ortiz, Shirley Slaughter, Phyllis Carter
Facilitator/Recorder: Linda Sanford, Joseph Bielanski
Absent:
Tamika Brown, Lisa Cook, Eric Gravenberg, Stefanie Harding, Jennifer Lenahan, Jeramy Rolley
Agenda Item
Meeting Called
to Order
1. Agenda Review (Facilitator)
2. Review of Minutes (September
26, 2014) (Facilitator)
Committee
Goal
Strategic
Planning
Goal and/or
Institutional
Objective
Discussion
Follow-up
Action
Decisions
(Shared Agreement/
Resolved or
Unresolved}
9:10am
Agenda Approved
Question about Agenda Item
#4 (2014-15 Final Budget)
Scheduled Maintenance and
Instructional Equipment: What
are the state regulations
regarding splitting the funds at
the colleges?
VC Rinne
will research
from the
State what
the
regualtions
are and will
report back
to the PBC
how those
funds can be
Agenda Approved
Minutes Approved as
amended (3 abstained)
allocated.
3. PBC Topics Calendar
(Facilitator)
D.3.
“Draft Timeline of Topics”
Institutional
was distributed to PBC which
Effectiveness will be distributed to other
committees as well.
The APU deadlines will be
decided by the College
Presidents and VC of
Educational Services
BAM timeline is not included
in this draft because it is an
operational item. These items
are only planning and
budgeting items.
PBC requested adding “SelfEvaluation Report Update” to
the timeline.
A discussion needs to take
place after the Institutional
Self-Evaluation Reports are
completed in December in
order to create an action plan
on how to move forward to
address the Actionable
Improvement Plan items in the
reports.
Each college should discuss
how they will address their
individual action items
(actionable improvement
plans) from their Institutional
Self-Evaluation reports.
“Self-Evaluation Report
“Self-Evaluation
Report Update” added
to Timeline of Topics
for January and
February (2015)
Update” added to the “PBC
Timeline of Topics” for
January and February
4. Review 311 Report (Susan
Rinne, Interim VC Finance)
5. Procedure on Carry-over
Budgets (Susan Rinne, Interim
VC Finance)
6. Review
Progress in the
Integrated
Planning and
Budgeting
Calendar
6. Review
Progress in the
Integrated
E.2 Budget
to Improve
Student
Success
E.3 Fiscal
Oversight
E.2 Budget
to Improve
Student
This is an important topic for
the accreditation visits to
ensure the colleges are meeting
the accreditation standards. If
the college meets the
standards, but also sees the
need for an Actionable
Improvement Plan, it is
important to word that
planning statement
appropriately.
This report was submitted on
Informational
time to the State on October
item only.
10th.
VC Rinne
The report ties to financial
will provide
statements found in
another
PeopleSoft.
report
showing a
The report is informational for break out of
the State rather than for
funds over
internal PCCD use, as the State and above
determines what fields need to what is
be reported.
shown in the
311 report.
Previously, the non-resident
enrollment fees were being
included with resident fees.
These two individual fees
collected have now been
separated in the report.
This procedure has been
VC Rinne
reviewed by the Chancellor’s
will add
Cabinet. The Business
dates to the
Planning and
Budgeting
Calendar
Success
E.3 Fiscal
Oversight
Managers at each college have
been sent requests to submit
their carryover budget amount.
If a District department would
like to carry-over General
Fund dollars for a multi-year
project, there is a process
which first must be preapproved by the VC of Finance
and the Chancellor.
A suggestion was made to
have dates on the carryover
budget process for when each
step needs to take place.
6. Peralta Scholars PASS Program:
Dean Job Description and Equity
Plan Funding (Chancellor Ortiz)
C.1 Student
Success
Business Managers have the
authority to upload the amount
of carryover funds for
categorical and grant funds.
Chancellor Ortiz provided
background information on the
funds that are available from
the Parcel Tax and what they
can be used for (does not
include administrative
salaries).
Originally it was thought
$3.5M was available, but it
was really only $3M (Funds
allocated to the District were
cut, but the colleges were not).
The funds are intended to be
used to close the achievement
gap between African American
and Latino/a students (in
Carryover
budget
process
(2015-16)
and provide
this
document to
the PBC.
which over 50 proposals were
received for how the funds
should be used)
It will take district-wide
coordination to address the
achievement gap, which also
has been discussed in the
Chancellor’s Cabinet meetings.
A district-wide Advisory
Group has been created (with
reps from each college), to
address the Peralta Scholars
Program and to look at needed
efforts to close the
achievement gap.
A job description for Dean of
Student Success and Equity to
oversee this project was
disseminated. This person will
be responsible for “moving the
needle on our scorecard”
through the Peralta Scholars
PASS Program.
The Peralta Scholars Program
will require collaboration and
will be focused on student
success and closing the
achievement gap
The real agenda is that we all
work together for student
success.
Parcel Tax funds are not
supposed to be used for
administrative purposes;
however there are Equity Fund
dollars available.
The person in this position will
be focused on improving
Student Success and Equity.
The Advisory Group will
determine what data needs to
be collected in order to identify
the issues.
Each college also should have
an advisory group to address
the Student Success and Equity
issues.
Communication between the
District Advisory Group and
the colleges will be important.
This district dean position will
collaborate with Information
Technology and some duties
may overlap with the AVC of
Student Services position. This
position reports to the VC of
Educational Services.
There is a concern about more
administrative positions being
created at the district rather at
the colleges to carry the heavy
lifting.
The DAS has sent their
responses regarding this job
description.
Clarification was made that the
Advisory Group is not a
committee and not part of the
shared governance process. It
will be a task force.
Also, a concern was raised
about using Equity Fund
dollars from the colleges for a
different purpose.
Chancellor Ortiz clarified that
this position will oversee the
purposes of enhancing equity
at the colleges.
The colleges are working on
their Accreditation Self
Evaluation reports which will
assist in determining how to
enhance the Equity Plans at
each college. The colleges are
required at the beginning of
January 2015 to file their
Equity Plans with the State
Chancellors Office.
How the equity funds will be
distributed among the colleges
still needs to be identified
($1.3M).
7. Break 10:55-11:05
8. Peralta Scholars PASS Program:
Dean Job Description and Equity
Plan Funding cont. (Facilitator)
After the Chancellor’s
presentation there was
discussion of a motion
Memo will
be sent to the
Chancellor
Motion Approved (1
Abstain)
regarding planning for the
Peralta Scholars PASS
Program, new Dean job
description, and Equity plan
funding and other funding
being used once the Advisory
Group has developed a plan.
9. BAM Discussion:
 RES FTES vs. Total
FTES
 Fixed Costs
 Understanding the BAM
– Schedule Workshops
1. Update the
BAM to
operationalize
full
implementation
of the model.
4. Provide
workshops on
the BAM
E.2 Budget
to Improve
Student
Success
E.3 Fiscal
Oversight
E.4 Support
Quality
Instruction
D. 1.
Service
Leadership
and the
Peralta
Scholars
Advisory
Group from
the PBC for
this request.
The Planning and Budgeting
Council passed a motion to
request that the Chancellor and
the Peralta Scholars Advisory
Group provide regular updates
at the District Education
Committee and the Planning
and Budgeting Council
regarding the ongoing planning
for this initiative/program, as
well as the funding sources
identified to finance this
program.
“Part II. Application of the
BAM
Model” was distributed to the
Workshop –
PBC.
Monday,
November
Credit Base Revenue and Non- 17th from 3Credit Base Revenue language 5pm
changed.
1st vote to include NonResident FTES in the three
year enrollment FTES average
along with resident FTES.
A report to show the impact of
this change was presented at
the last PBC meeting.
Resident and Non-Resident
1st vote - Approved
(3 opposed , 2
abstain)
2nd vote - Approved
(2 abstain)
FTES will be included together
in the BAM because we are
serving both groups of students
in the same classrooms.
2nd vote to include Fund 12 in
the third bullet of Productivity
item. (Language will be
modified by VC Rinne)
Revenue allocation with these
changes will be for FY 201516.
10. Accreditation and Planning
Updates
11. Board Policies and
Administrative Procedures
7. Ensure that
each college
submits a wellwritten and
documented
Institutional
Self-evaluation
Report to the
ACCJC ……..
D.3
Institutional
Effectiveness
3. Review and
Recommend
BPs and APs
D.2
Institutional
Leadership
and
Governance
The District will be hosting an
interactive BAM Workshop,
open to everyone in the
District on
Monday, November 17th from
3-5pm.
This agenda item will be on the
November meeting agenda.
Administrative Procedure 7400
Travel Authorization was
disseminated with the
following revisions:
1. Names of organizations
under Professional
Travel were changed
VC Rinne
will update
the BAM in
keeping with
the approved
changes and
the updated
BAM will be
distributed
Motion to
endorse
changes to
AP 7400
Approved (2
abstain)
Forward
2.
3.
4.
5.
and updated.
memo to the
Consultants and
Chancellor.
contractors must follow
the same employee
travel guidelines, and
will not be reimbursed
at a greater rate than
employee
reimbursements
Meals Per Diem limits
were increased both for
meals without receipts
and meals with
receipts.
Meals (Per Diem
Allowance) changed
from $80 to $75
A request was made to
change the amount
from $1,000 to $1,500
in Section VI
(Operating Procedures).
The 6 cities for the boundaries
of the Peralta Community
College District include
Oakland, Piedmont,
Emeryville, Albany, Berkeley,
and Alameda for the purposes
of conference location
reimbursement limitation.
12. Adjournment
There is currently not a policy
in place for student travel. In
the interim, students should
continue to work with the
College Presidents on travel.
12:00pm
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: November 21, 2014 from 10:45 a.m. – 1:45 p.m.