Peralta Community College District
Planning and Budgeting Council Meeting Minutes
May 10, 2013
Present:
Mary Beth Benvenutti, James Blake, Timothy Brice, May Chen, Sharon Clegg, Pieter de Haan, Jon Drinnon, Rick
Greenspan, Bob Grill, Jennifer Lenahan, Jenny Lowood, Tae-Soon Park, Elnora Webb, Thuy Nguyen
Chair/Co-Chair: Ronald Gerhard and Karolyn van Putten
Guest:
Cody Pelletier, Natasha Spivey, Susan Rinne, Calvin Madlock, Trudy Largent, Bill Love, Debbie Budd, Trulie
Thompson, and Kathy Tran
Facilitator/Recorder: Linda Sanford and Joseph Bielanski
Absent:
Matthew Goldstein, Eric Gravenberg, Mike Orkin
Agenda Item
Discussion
Follow-up
Action
Meeting Called to Order
I. Agenda Review
9:05 AM
Agenda: APPROVED
II. Review of Minutes:
March 22, 2013
Minutes: APPROVED as amended
III. Policies and
Administrative
Procedures
AP 6385 Refreshments, Meal, Served at Meetings
AP 7126 Management Performance Evaluations
AP 6385 Refreshments, Meal, Served at Meetings
Joseph Bielanski
An old procedure explicitly prohibited any meals or refreshments
to be paid for out of the Unrestricted General Fund. That
procedure was not enforced. This administrative procedure defines
the permissibility of the use of unrestricted fund dollars for the
procurement of meals and refreshments, but only under particular
circumstances. A district sponsored event must have an obvious
business purpose in order to use unrestricted general fund dollars
for meals and refreshments.
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Decisions
(Shared
Agreement/Resolved
or Unresolved?)
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
May 10, 2013
Motion to approve AP 6385. APPROVED
AP 7126 Management Performance Evaluations
The most notable change is on page 2, annual vs. comprehensive
evaluation. The purpose of the changes is to explicitly outline the
steps involved for management accountability.
A suggestion was made to list the core leadership competencies in
alphabetical order if no priority was expressed.
Motion to approve AP 7126. APPROVED
IV. IT Resource
Priorities
Recommendations
from the DTC
AVC Madlock
The prioritization list was sent back to the District Technology
Committee (DTC) by the PBC, requesting further review. There
was a very lengthy discussion to determine why two colleges
(COA and Merritt) had not participated in the process. As a result
of the discussion, COA and Merritt were encouraged to submit
their prioritization lists. As stated in a memo, the committee voted
11 to 1 to resubmit the prioritization list and include the two
colleges’ prioritized lists. AVC Madlock cautioned the colleges to
include, at a minimum, their network infrastructure to the list.
Motion (Grill, Greenspan) to have any funds available for the
upgrade/augmentation of technology at the end of this fiscal
year be distributed by FTES and include a portion for the
District.
Support: 4
Oppose: 10
Abstain: 1
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Memo sent to
Chancellor
regarding these
two new APs.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
May 10, 2013
Background: Discussion for multi-year IT expenditure planning
began in January 2012. The PBC endorsed the BAM IT language
on November 30, 2012.
Following the discussion, the following motion was approved:
Motion to endorse the DTC process and recommendation.
APPROVED
Support: 9
Oppose: 3
Abstain: 3
Background: SB 14566 Student Success Act of 2012. To make
students more successful, all students have to go through an in
depth orientation and assessment. Each student is required to have
an upfront and ongoing education plan. Students with an education
plan will be given priority registration. The DEC was concerned
that students might go to multiple counselors across the four
colleges and get multiple and varied educational plans. The DEC
hoped to have electronic student educational plans that would be
available district-wide to Counselors.
Motion to adopt the District Education Committee’s
recommendation that by the fall semester, we explore and
implement an electronic Student Educational Plan (SEP) that
would be available to all four colleges and forward this
recommendation to the Chancellor. APPROVED
Support: 11
Abstain: 1
V. PCCD Equal
Opportunity Plan
Equal Employment Opportunity (EEO) should exist at all levels
and in all job categories listed in section 53004(a) of title 5. An
EEO plan is a written strategy to assist in eliminating any
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Memo
forwarded to
the Chancellor.
Cody Pelletier
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
May 10, 2013
discriminatory action. The State Chancellor’s Office issued a
model plan. In February 2013, Peralta created a task force was
created to go through and tailor the plan for the District.
There are 16 parts to the EEO plan, not all are required. Section
IV. Plan Component 4: Delegation of Responsibility, Authority
and Compliance is required. Ultimately, the governing Board has
responsibility over the EEO plan. The Board then delegates the
Chancellor responsibility for the day-to-day follow-up and
oversight of the plan. The EEO plan will be presented to the Board
of Trustees for approval on June 11, 2013 and will be submitted to
the State Chancellor’s Office by June 28, 2013.
VC Largent was designated by the State Chancellor’s Office to be
the District’s EEO Officer.
Part V. Plan Component 5: Advisory Committee – The Advisory
Committee composition should include the following
representatives:
Two (2) Students – Appointed by Peralta Student Council
One (1) DAS Faculty Appointment
One (1) PFT Faculty Appointment
Two (2) Administrators appointed by the Chancellor or designee
One (1) Classified Senate Appointment
One (1) Joint Union Appointment (SEIU/Local 39)
One (1) Confidential Employee Appointment
One (1) DSPS (Faculty) Coordinator
Motion (Nguyen, Webb) to amend the plan to include four
additional members to the advisory committee; one from each
of the three ethnic groups of specific employee organizations:
the Peralta Association of African American Affairs, the
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
May 10, 2013
Peralta Asian Pacific American Association, and the Peralta
Association of Chicanos and Latinos de Aztlan; and a member
of the public (appointed by the Chancellor). Should there be
any other additional groups which should be added, they
would present themselves to the Chancellor with the
possibility of them coming back to the Council for
consideration. APPROVED
Oppose: 1
VI. Tentative 2013-14
Budget
VC Gerhard
Susan Rinne
Motion (Drinnon, Grill) to move the EEO plan forward as
amended. APPROVED
The tentative budget essentially gives the District authority to
spend money on July 1st until September, at which time we are
required to take to the Board the final adopted budget.
Budget Assumptions:
FY 2013/14: General assumptions are the same as previous years.
We will have a balanced budget with a no less than a 5%
contingency. The change under revenue assumption #7 was based
on the fees collected for fiscal year 2012/13, which came in less
than anticipated. Expenditure assumption #23 included the
addition of 15 Classified positions.
FY 2014/15: Revenue assumption #8 includes an estimate for
COLA of 2.3%. Expenditure assumption #15 has a projected
PERS increase to 12%. Expenditure assumption # 16 to maintain
the District contribution to DSPS of $1.15 million.
FY 2015/16: Revenue assumption #8 includes an estimate for
COLA of 2.5%. Expenditure assumption of PERS increase is
12.5%.
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A memo was
forwarded to
the Chancellor.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
May 10, 2013
Concern was expressed regarding the need for more funding for
veterans returning from war with disabilities. Can that be taken
into consideration for FY 2014/15 DSPS contribution? To be
discussed at the August PBC meeting.
PCCD Unrestricted General Fund Three Year Multi-Year
Projections
The first section reflects the revenue received. There is a big
change under the unemployment section, object codes 3510 and
3520. Our unemployment rate for this fiscal year is 1.1%. It will
go down to .05% next year. The Other Post-Employment Benefits
(OPEB) contribution will decrease from 14% to 9.5% next year.
Note: Object code 5105 includes the Sheriff and Securitas
contracts. It was suggested that a different object code be used for
security services. As for utilities, we are budgeting based on prior
years’ expenditure. It was noted that if the colleges are informed
of their utilities usage, it would lead to better tracking of college
utility expenditures. Ms. Rinne will work on getting the
information to the colleges.
VII. Self-Assessment
Survey
A reminder for everyone to fill out the PBIM self-assessment
survey.
VIII. Adjournment
1:23pm
Next Meeting
August 23, 2013
Minutes taken: Sui Song
Attachments: All handouts for this meeting can be found at
http://eperalta.org/wp/pbi/planning-and-budgeting-council/pbc-documents/
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