Peralta Community College District
Planning and Budgeting Council Meeting Minutes
April 25, 2014
Present:
Timothy Brice, Elmer Bugg, James Blake, Rick Greenspan, Jennifer Lenahan, Mike Orkin, Tae-Soon Park,
Trulie Thompson, Sui Song, Matthew Goldstein, Thuy Nguyen, Mary Beth Benvenutti, May Chen, Jenny
Lowood, Elnora Webb
Chair/Co-Chair:
Susan Rinne and Karolyn van Putten
Guests:
John Hendrickson, Calvin Madlock, Norma Ambriz-Galaviz, Sadiq Ikharo, Atheria Smith, Deborah Budd,
Evelyn Lord, Frances White, Edward Buckley
Facilitator/Recorder: Linda Sanford and Joseph Bielanski
Absent:
Adan Olmedo, Jon Drinnon, Sharon Clegg
Agenda Item
Discussion
Meeting Called to Order
I. Agenda Review
10:50 AM
Agenda: APPROVED

II. Review of Minutes:
March 28, 2014
Decisions
(Shared
Agreement/Resolved or
Unresolved?)
No Board Policies or Administrative Procedures
will be presented today
Minutes: APPROVED as amended with text from Dr.
Karolyn van Putten to be placed into the March minutes--
III. Committee Reports
 DTC Memo
 DEC: CIPD
Resolution
Follow-up Action
KVP read text to be added to minutes regarding the
issue of participation of Laney Faculty Senate
President Evelyn Lord as an official PBC member.
 Motion to add text to the minutes approved.
CIPD Resolution – VC Orkin
 A resolution regarding the purchase of
CurricUNET Meta was unanimously adopted at
CIPD and forwarded to the DEC. The DEC
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Include language from
KVP in the March 28, 2014
minutes (Approved)
 DFC Memo
Facilitator
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
April 25, 2014
endorsed the resolution and forwarded it to the PBC
for action.
The resolution is in support of purchasing
Memo to the
GoverNET’s CurricUNET Meta Software,
Chancellor regarding
including the assessment and program review
CurricUNET Meta
modules and in discontinuing taskstream after
appropriate data transfer and training with
CurricUNET Meta.
The new annual cost of CurricUNET Meta will be
approx. $37,000.
The one-time cost to purchase CurricUNET Meta
totals $75,000, which is on the Ed Services request
for next year’s budget
Move to adopt the motion – Approved (2 abstained)
DTC Memo – AVC Madlock
 AVC Madlock reviewed a memo from the DTC
regarding the recommendation to hire a PeopleSoft
Security Specialist.
 The function of a PeopleSoft Security Specialist is
to assess and develop security profiles based on
role level access.
 The district currently does not have a qualified staff
person to perform these tasks.
 It will cost approx. $150K to hire this position.
 This position will handle all interface security
issues with PeopleSoft.
 PBC suggested the need to see a job description
and classification of the position.
 IT will work with the colleges to assess the security
roles needed for staff.
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Memo to the
Chancellor regarding
the need for a PS
Security Specialist.

Move to adopt the
motion on CIPD
Resolution –
Approved (2
abstained)

DTC Memo
Recommendation –
Approved (6 to 1)
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
April 25, 2014
PBC would like to see a written process on how the
security access process will work.
DTC makes recommendations to the PBC which is
why this memo is being presented in this manner.
Motion to move this recommendation – 6 to 1.
Approved.
DFC Memo
 A report on 2014-15 College Facilities Emergency
Projects was disseminated by the VC of General
Services.
 Some items are not included in this list as some
recommendations from the colleges were not
clearly defined, such as “fix gas leak at Laney
college.”
 The grand total for these projects is $706,200.
 The requests from 2013-14 that are currently being
addressed and already approved are not included in
this needs list.
 This request will exceed the one-time annual
funding that is provided for facilities.
 DFC is requesting an additional line-item in the
2014-15 budget for these projects.
 PBC requests to see what the current projects
General Services is working on in order to have a
more accurate estimate of expenses.
 Source of funding is an issue. PBC requests to have
some identified funding sources for these
emergency projects.
 It was noted that leftover Measure E funds could
possibly be used.
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
Motion to request
further information
from the DFC that
shows the funds
currently available
from different
streams (state and
bonds) to General
Services are
insufficient at this
point for emergency
projects at the
colleges, which
includes a
breakdown of costs
for each college and
source of funding.
(Approved)
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IV. Grants Report
(Funds 10 and 11)
VC Rinne
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
April 25, 2014
Risk Management determines the priority of the
projects listed.
In the discussion it was noted that life and safety
issues should not be ranked lower than non-life and
safety issues.
Motion to request further information from the
DFC. There is a need to show the funds currently
available to General Services from different
funding streams (state and bonds) and that those
funds are insufficient at this point for emergency
projects at the colleges. The additional information
should also include a breakdown of costs for each
college and the source of funding.
Motion approved by PBC
A report showing Fund 10 and 11 revenues

budgeted for 2013-14 Fiscal Year was
disseminated.
These funds are for current year and prior year
carryover where carryover is allowed.
Fund 10 Grand total - $1,762,594
Fund 11 Grand total - $23,036,109
This was an informational item requested by the
PBC at a previous meeting.
PBC requests to see the breakdown of grant
projects by college instead of a lump sum. Will be
on next agenda as an informational item.
The Mental Health Grant not included on this list.
VC Rinne will look into that.
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PBC requests
to see the
breakdown of
grant projects
by college
instead of a
lump sum.
Will be on
next agenda
as an
informational
item. The
report will be
provided by
VC Rinne.
V. Measure E Update
Report
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VC Ikharo
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VI. Service Center Unit
Plan Resource
Requests
Co-Chairs
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
April 25, 2014
A report on the Measure E Recap – Fund 65 was
disseminated to the PBC.
A complete list with more details is available in
General Services.
$4.4 Million is still available in Measure E funds
which need to be decided how to use.
This is consistent with the Roadmap which was
created in 2009 for Measure E funds.
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General Services
 A Summary of Resources Needs for 2014/2015 was
disseminated. It included a grand total of
$6,254,870 for Technology, Facilities, Other and
Personnel needs.
 Administrative Program Review – Department of
General Services 2013-2014 also was disseminated.
Educational Services
 Service Center Unit Plan Resource Requests
disseminated (Grand total - $891,050)
 PBC requests to see requests separated by ongoing
and new costs.
Administrative Unit Annual for Department of Public
Information, Communications & Media was disseminated.
Jeff Heyman, Executive Director, not present to review the
plan.
HR submitted their Unit Review. HR was not present to
review their requests.
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PBC would
like a more
detailed and
uniformed
process for
submitting
District
Service
Center Unit
Plans for the
budget
planning
process next
year.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
April 25, 2014
IT Resource Requests -- AVC Madlock discussed the
resources needs of the Information Technology
department.
The 2014-15 Administrative Unit Annual Review for the
Office of the General Counsel and Risk Management was
disseminated by General Counsel Thuy Nguyen.
PBC would like a more detailed and uniformed process for
submitting District Service Center Unit Plans for the
budget planning process next year. This is the first time
these reviews have been presented at the PBC and the
recommendations for the next cycle have been noted.
Dropbox and Google Drive folder was requested for
collection of information. Dr. Orkin will facilitate a
Dropbox for the PBC
VII. Lunch Break
VIII. SSSP Plans and
Student Equity Plans
Dr. Bielanski
IX. Accreditation:
 PCCD Functions
Map
 Comprehensive
Master Plan
12:30-1:00
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Item skipped
The Peralta Community College District Function Map is
intended to illustrate how the four colleges and the district
office manage the distribution of responsibility by
function. This Function Map uses the ACCJC
accreditation standards. The Function Map will be
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Dr. Orkin will
create a
Dropbox
folder for the
PBC
members.
Facilitator
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
April 25, 2014
included in the colleges Institutional Self-Evaluation
Reports due to the ACCJC in early 2015.
Presentation from Dr. Frances (Fran) White and Dr.
Edward Buckley - College Brain Trust.
The Board of Trustees, upon the recommendation of the
Chancellor, approved a contract to have the College Brain
Trust develop a comprehensive master plan for the
district/colleges.
Scope of Project:
 Assess/review current planning documents and
make recommendations for a Comprehensive
Master Plan that integrates the Strategic Plan,
Education, Facilities and Technology Master Plans;
 Develop recommendations to achieve PASS
outcomes (per Measure B); and
 Assess gaps in compliance with accreditation
standards, and make recommendations for fixing
any gaps prior to the team visit in spring 2015.
 Drs. White and Buckley work with PBC and
provide updates at the next meeting.
 Plan is to be completed by June 30th
Please see the information below regarding the May 9
workshop on “Integrated Planning and Accreditation”
being presented by College Brain Trust. All PBC members
should try to attend.
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Drs. White
and Buckley
work with
PBC and
provide
updates at the
next meeting.
X. Policies and
Administrative
Procedures

Peralta Community College District
Planning and Budgeting Council Meeting Minutes
April 25, 2014
None to present
Dr. Bielanski
XI. BAM discussion:
Steps to Full
Implementation –
Incorporation of
PASS Criteria into the
BAM
Facilitators
XII.
Adjournment
Next Meeting

Purpose of BAM is to make funds available at each
college to serve students. A timeline and criteria for
projects will be sent to the colleges.
 Each college will be responsible to report how they
are spending funds on a quarterly basis.
 The colleges are to request Measure B funds for
specific student success objectives.
 The District will allocate Measure B funds to each
college based on Resident FTES.
1:48pm
May 9, 2014, 10:45a.m. – 1:45pm
Minutes taken: Drew Gephart
Attachments: All handouts for this meeting can be found at
http://eperalta.org/wp/pbi/planning-and-budgeting-council/pbc-documents/
The College Brain Trust, recently hired by the Peralta Board of Trustees to provide consulting services on comprehensive
master planning, integrated planning and accreditation will provide a workshop on "Integrated Planning and Accreditation",
Friday, May 9th, 2-3:30pm, at the District Office Board Room.
All members of district and college education, facilities and technology planning committees, members of the PBC, Chairs/Cochairs and members of the Institutional Self Evaluation Committees, are strongly encouraged to attend this workshop.
Refreshments will be provided.
Please invite any colleagues who are involved in Peralta accreditation efforts.
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