Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013
Present: Mary Beth Benvenutti, James Blake, Timothy Brice, May Chen, Sharon Clegg, Pieter de Haan, Jon Drinnon, Matthew
Goldstein, Eric Gravenberg, Rick Greenspan, Bob Grill, Jennifer Lenahan, Jenny Lowood, Mike Orkin, Tae-Soon Park and Elnora Webb.
Chair/Co-Chair: Ronald Gerhard and Karolyn van Putten
Guest: Norma Ambriz-Galaviz, Anita Black, Debbie Budd, Kerry Compton, Adela Esquivel-Swinson, Trudy Largent,
Chancellor Jos é Ortiz, Susan Rinne, Stacy Thompson
Facilitator/Recorder: Linda Sanford and Joseph Bielanski
Absent: Thuy Nguyen.
Agenda Item Discussion Follow-up
Action
Decisions
(Shared
Agreement/Resolved or Unresolved?)
Meeting Called to Order 9:05 AM
I.
Agenda Review Agenda: APPROVED with corrections.
Motioned by Karolyn van Putten, Second by Mary Beth
Benvenutti.
II.
Review of Minutes:
February 22, 2012
Minutes: APPROVED as amended.
Motioned by Karolyn van Putten, Second by James Blake.
VC Orkin introduced Adela Esquivel-Swinson as the new AVC of
Student Services.
An additional paragraph was added to the minutes.
III.
Policies and
Administrative
Procedures
Joseph Bielanski
BP 7370 Political Activity
AP 4106 Nursing Programs
AP 4231 Grade Changes and Student Grievance Procedures
AP 5011 Admissions/Concurrent Enrollment of High School and
Other Students
A memo was sent to the Chancellor regarding the PBC’s position on the BP and APs.
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Dr. Jos é Ortiz
VC Trudy Largent
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013
AP 5075 Course Adds and Drops
AP 6350 Contracts – Construction
AP 7123 Hiring Procedures for Regular Academic Administrators and Classified Managers
BP 7370 POLITICAL ACTIVITY:
The Chancellor added new language and made minor edits to the existing language of this policy (previously approved). To the
Chancellor's recollection, Trustee Gonzalez Yuen raised the issue that without a qualifier the work of political activity is hard to define.
A correction to the syntax of the first line was made: "Employees shall not use district funds, services, supplies or equipment to engage in political activity to urge the passage or defeat of any ballot measure or candidate…"
“Work hours” was changed to “work time.”
MOTION TO APPROVE BP 7370 AS REVISED.
Motioned by Karolyn van Putten, Second by Sharon Clegg.
APPROVED UNANIMOUSLY.
AP 4106 NURSING PROGRAMS:
Updating an existing procedure.
This AP is per nursing program accreditation requirements. The
Nursing Coordinator at Merritt College updated the existing procedure.
District Academic Senate approved this updated version of AP
4106.
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013
MOTION TO APPROVE AP 4106.
Motioned by Jon Drinnon, Second Bob Grill.
APPROVED UNANIMOUSLY.
AP 4231 GRADE CHANGES AND STUDENT GRIEVANCE
PROCEDURES:
Some of these changes are for clarifications; the major change is that no grade will be changed after 2 years rather than the current
4 years. PCC is the only district in the state that has a 4-year window for grade changes.
MOTION TO APPROVE AP 4231
Motioned by Karolyn van Putten, Second by James Blake.
MOTION APPROVED UNANIMOUSLY.
AP 5011 ADMISSIONS/CONCURRENT ENROLLMENT OF
HIGH SCHOOL AND OTHER STUDENTS:
Corrections to the existing procedure.
An district A&R staff person found needed changes/edits to this procedure; for example, there is a need to list 10 th
, 11 th
and 12 th every time there is a reference to high school students. Other
“errors” were corrected.
MOTION TO APPROVE AP 5011
Motioned by Jon Drinnon, Second by James Blake
MOTION PASSED UNANIMOUSLY.
AP 5075 COURSE ADDS AND DROPS:
Corrections to the existing procedure.
Corrections were made, such as there is no “Student PASSPORT
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013
System”, the correct name is “PASSPORT System” (I.B.1). Also, there were edits to make reference to the college Office of
Admissions and Records (III.A) rather than the district Office of
Admissions and Records.
In reviewing this procedure, two issues came up: one was the issue of faculty not turning in rosters, not dropping students, and having students contesting having been in the class; another issue is that we advertise that students will be dropped for non-payment, but this is not happening. We need to take a look at these processes.
MOTION TO APPROVED AP5075
Motion by Jon Drinnon, Second by Karolyn van Putten.
MOTION APPROVED UNANIMOUSLY.
VC Orkin was requested to provide data regarding non-submission of rosters.
AP 6350 CONTRACTS – CONSTRUCTION
This is a new procedure.
Concern was expressed regarding the lack of notifications to college staff when modifications are done onsite and having access to site drawings and documents.
It was recommended to add language to the third paragraph:
“drawings should be made accessible and available to the college/site.” It was noted that this procedure is primarily about who approves documents and not where documents are housed. It was recommended that language regarding the housing of finalized and approved documents can be added to paragraph six:
“These drawings shall be made available and accessible at the
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A memo was sent to
VC Orkin requesting this data.

Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013 location where the work was done or is taking place.”
MOTION TO APPROVE AP 6350 as revised.
Motion by Tim Brice, Second by James Blake
MOTION APPROVED UNANIMOUSLY.
AP 7123 HIRING PROCEDURES FOR REGULAR
ACADEMIC ADMINISTRATORS AND CLASSIFIED
MANAGERS:
Revision of an existing procedure.
Terminology change from “Human Resources” to “Human
Resources and Employees Relations.”
Adding one more associated student appointee to the hiring committee for College Presidents' and all college management positions below the level of College President, for a total of two associated student appointees.
Also, adding community forums in the hiring process for College
Vice Presidents, since these positions engage with the community and their scope of work at the college level puts them in touch with students and the community. (As noted below, the PBC also endorsed adding community forums in the hiring process for district Vice Chancellors.)
MOTION FOR THE RECOMMENDATION TO NOT
INCLUDE COMMUNITY FORUMS IN THE HIRING PROESS
FOR COLLEGE VICE PRESIDENTS
Motioned by Bob Grill, Second by Matthew Goldstein.
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IV.
ACCJC SPECIAL
REPORT
VC Ron Gerhard
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013
Several members of PBC expressed their support of community forums for the Vice Presidents as a way to allow for more voices and feedback from the community, which in turn could be helpful to the College Presidents when making their recommendations to the Chancellor. Another group felt that the work of the Vice
Presidents is done at the internal college level. If community forums are needed for Vice Presidents, they should also be conducted for Vice Chancellors.
FIRST VOTE: AYES: 7: NOES: 7
VC Largent reminded everyone that the community forum does not undermine the process of the hiring committee.
SECOND VOTE: AYES: 6, NOES: 7, ABSTENTIONS: 1
POLICY APPROVED AS WRITTEN.
MOTION TO AMEND THIS POLICY TO INCLUDE
COMMUNITY FORUMS IN THE HIRING PROCESS FOR
VICE CHANCELLORS.
Motioned by Bob Grill, Second by Tae-Soon Park
MOTION APPROVED UNANIMOUSLY.
In February, 2013 ACCJC notified the PCCD that a Special
Financial Report would need to be filed by April 1, 2013. The district was asked to respond to two financial issues: OPEB/ financial stability and audit findings.
Regarding OPEB, VC Gerhard referred to the table at the top of page 10 (Actuarial Compensation System, Inc.), that shows that various strategies to date have reduced OPEB liability. The cost of
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V.
Budget Allocation
Model
VC Ron Gerhard
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013 health care will be the biggest driver and we will see that reflected in the actuarial report due in two years.
This Special Report item is an informational item. VC Gerhard suggested reading the report and to provide any comments/feedback.
The focus was on Deficit Spending – a 3 year history per college and budgeting for the next fiscal year – 2013-2014.
Last fall the PBC reviewed how to fund 20 new faculty positions.
Right now we are trying to identify money to fund another 20 positions. This is to help us with our FON (Faculty Obligation
Number).
One piece of the BAM deals with deficit spending. If a college or district office does a deficit spending, it needs to be paid back and it can only be done in fund balance.
The question was raised as to whether this looks at number of faculty or the cost of faculty salaries? If we do it based on numbers, it puts some of the colleges at a disadvantage (old hires vs. new hires). VC Gerhard responded that we are looking at number of faculty, not cost of salaries.
The 3 years shown in the document are prior to 2012-13 (2009-10,
2010-11, and 2011-12). The percentages represent the percentage of the total. Also, the figures from this document come from the
320 Report and the BI Tool. Next year we will be evaluating the differences between the 320 Report and the BI Tool.
The numbers at the top of the document that Jon Drinnon passed
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013 out include credit and non-credit classes. The document VC
Gerhard was presenting only included credit classes.
Non-resident students are not included in this report. The BAM has a separate section for non-resident students. The 2013-14
Budget has a separate line that describes the allocation of nonresident fees and it goes back to the base budget for the colleges and it's up to the colleges to determine how to use these funds.
Jon Drinnon thanked everyone for reading his email and for the feedback he had received. He is concerned that Merritt College is the minority at this committee and feels they are being pushed out by attrition and not being given their fair share in budget allocation.
The question was raised whether the colleges could use the nonresident funds to fund full-time faculty positions. VC Gerhard explained that those funds go into a “bucket” for each college and it becomes part of the college’s base fund. The new 20 positions are based on funds that have been identified for these positions and have nothing to do with a college’s base funding.
Questions were raised concerning the accuracy of the figures being presented by Jon Drinnon. Jon responded that he reviewed the handout passed out at the last meeting and he is not aware of any mistakes. It was requested that this type of document include references as to where the number are coming from.
There were questions about equity and whether or not this process provides equity among the colleges.
MOTION FOR VC GERHARD TO RECALCULATE THE BAM
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VI.
Program Review
Resource Request:
Faculty and Staff
Dr. Orkin
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013
FOR THIS YEAR'S 20 HIRES TO DETERMINE HOW EQUITY
CAN BE APPLIED CONSIDERING THE IMPLICATION OF
MERRITT'S SITUATION WITH THEIR FTES REDUCTIONS
OVER THE LAST 4 YEARS AND COME BACK TO THE
NEXT PBC MEETING WITH A REVISED DISTRIBUTION OF
NEW HIRES IF HE DEEMS IT APPROPRIATE.
Motioned by Jon Drinnon, Second by Tae-Soon Park.
Ayes: 10, Noes: 4
Motion passes.
VC Gerhard explained that the implication of this is that the primary driver of BAM is FTEF.
VC Gerhard mentioned that this is the first time the BAM is being fully implemented. In previous years, before the current BAM, we were working with left over funds and with no rationale as to how those funds were allocated. The BAM provides rational to the budget allocation.
At the last DEC meeting each college presented their faculty priority lists. Some colleges provided back up information and they also gave rankings based on their needs. Only a couple of colleges provided lists for classified staff to the DEC. VC Orkin went through the faculty requests lists.
It was noted that we were looking at the faculty lists only. This information was requested to give everyone a chance to review it and provide an opportunity for discussion. The PBC will not question the prioritization; we just want to make sure that the information goes through the correct channels before it goes to the
Chancellor.
Page 9 of 11
A memo was sent to
Chancellor Ortiz supporting the college requests for faculty and classified staff.

VII.
Purchasing
Guidelines Report from Ad Hoc
Committee
Dr. van Putten
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013
The 20 faculty positions will be in the 2013-14 Budget (July 1,
2013). The colleges have to go through HR to initiate the hiring process.
With the assumption that there are funds for the 20 faculty positions, each college should proceed and final approval can be done at a later date.
MOTION TO ENDORSE THE FACULTY PRIORITY LISTS
SUBMITTED BY THE COLLEGES.
Motioned by Karolyn van Putten, Second by Bob Grill.
Passed unanimously.
MOTION TO ENDORSE THE CLASSIFIED PRIORITY LISTS
SUBMITTED BY THE COLLEGES.
Motioned by Karolyn van Putten, Second by Eric Gravenberg.
Ayes: 13, Noes: 1
Motion passes.
The Ad Hoc committee has not met. They are scheduled to meet on Monday, March 25 at 1:00 pm.
All other items are moved to the next meeting; as well as reports from Technology and Facilities Committees and the Final OPEB
Report.
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
March 22, 2013
VIII.
Benchmark
Survey Analysis: 5year History of
Expenditures/FTES per Discipline
VC Ron Gerhard
IX.
Committee Reports 1. FACILITIES
2. TECHNOLOGY
X.
In the Future 1. PROGRAM REVIEW RESOURCE REQUESTS: FACILITIES
AND TECHNOLOGY
2. FINAL ACTUARIAL STUDY (OPEB)
Adjournment:
3. PCCD EQUAL OPPORTUNITY PLAN
12:00pm
A memo was sent to both the DFC and
DTC to make presentations at the
April meeting.
Next meeting: April 25, 2013, 9:00am-12:00pm
Minutes taken: Silvia Cortez 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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