Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 22, 2013
Present:
Mary Beth Benvenutti, James Blake, Timothy Brice, Pieter de Haan, Jon Drinnon, Matthew Goldstein, Eric
Gravenberg, Rick Greenspan, Bob Grill, Jennifer Lenahan, Jenny Lowood, Thuy Nguyen, Mike Orkin, Tae-Soon Park
and Elnora Webb.
Chair/Co-Chair: Ronald Gerhard and Karolyn van Putten
Guest:
José Ortiz, Anita Black, Trudy Largent, May Chen, Debbie Budd, and Stacy Thompson.
Facilitator/Recorder: Linda Sanford and Joseph Bielanski
Absent:
Linda Berry and Sharon Clegg.
Agenda Item
Discussion
Follow-up
Action
Meeting Called to Order
I. Agenda Review
10:51 AM
Agenda: APPROVED
II. Review of Minutes:
January 25, 2012
III. Policies and
Administrative
Procedures
Minutes: APPROVED as amended
BP 2410 Board Policy and Administrative Procedure
BP 3715 Intellectual Property
AP 3900 Speech: Time, Place, and Manner
AP 5030 Student Fees
Joseph Bielanski
Dr. José Ortiz
VC Trudy Largent
BP 2410 Board Policy and Administrative Procedure
This existing policy was revised in order to add language
regarding collective bargaining. Chancellor Ortiz walked the PBC
through the wording being added to this policy and the reason for
it. At the January 22, 2103 Board meeting, several Board policies
were presented to the Board of Trustees for review and approval.
Several of the policies (approximately 13) contained a collective
bargaining clause which had been recommended by the PBC.
Page 1 of 7
Decisions
(Shared
Agreement/Resolved
or Unresolved?)
A memo was sent to
the Chancellor
regarding PBC
actions on these BPs
and APs.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 22, 2013
However, the Board preferred that the collective bargaining clause
not be placed at the end of each of these Board policies. That
clause was to be removed and the Chancellor agreed to work with
the Board to resolve this issue and find an alternative. Given that
BP 2410 is the policy that governs the development of policies
and procedures, the Board President suggested having language
that addresses collective bargaining in BP 2410 and that this
would be an easier approach rather than placing the language in
numerous policies.
(Edit: In the second paragraph, “in consultation” should go after
“opportunity to participate”.)
Given PFT concerns, VC Largent agreed to provide PFT with a
side letter stating that PFT can review Board policies before they
go to the Board.
Motion to approve BP 2410. APPROVED
BP 3715 Intellectual Property
This is a brief but necessary policy (CCLC notes that this policy is
“legally required”). District administration will work with various
constituent groups to develop an administrative procedure.
Motion to approve BP 3715. APPROVED
AP 3900 Speech: Time, Place, and Manner
VC Largent added the changes underlined in the version reviewed
by the PBC.
Section 2B recognizes that there is a consultation process at the
colleges and constituency groups, including collective bargaining
Page 2 of 7
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 22, 2013
units have a right to participate in the discussion before the
College President makes a decision.
(Edit: Suggestion was made to add the word “collective” in front
of the word “bargaining” in section 2B.)
Motion to approve AP 3900. APPROVED
Opposed: 1
AP 5030 Student Fees
This procedure is being updated to include the Board approved
change to the Nonresident Tuition fee to $213 per semester unit
from $190. In the last section, the transcript express mailing fee
applies to the overall price for mailing rather than the cost of
individual transcripts. Changes were highlighted in yellow.
IV. 2013-14 Budget
Development
Guidelines
VC Ron Gerhard
Motion to approve AP 5030. APPROVED
Changes were made to #22 in the Budget Development
Guidelines: the hiring of 20 full-time faculty beginning July 1,
2013. This is another step towards restoration of faculty positions.
Looking at fiscal year 2011/12, Peralta was 38 FTEF below our
Faculty Obligation Number (FON). For the last two years, the
Board of Governors (BOG) had determined that there was a lack
of adequate financial resources for districts to maintain their
compliance with the FON. Last fall, Peralta added 21 faculty
positions. Now we are adding 20 additional faculty positions,
bringing the total to 41. This would bring the District in
compliance with the FON.
The penalty for not meeting the FON is a financial fine. The fine
is for the number of positions it would take to reach the FON
Page 3 of 7
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 22, 2013
number. That number is multiplied by the statewide average cost
of a faculty position (approximately $65,000).
Assumption #30, OPEB: The driver of the OPEB number is in the
actuarial study that was conducted in 2010. VC Gerhard hopes to
share the new actuarial study for 2012 at the next PBC meeting.
Governmental Accounting Standards Board (GASB) 45 requires
districts to have an actuarial study conducted every two years. VC
Gerhard would prefer to have it done yearly.
DSPS funding discussion (Assumption #17): The District’s
contribution to DSPS has been stable over the last two years. We
are dealing with finite resources. If the recommendation is to
increase the contribution to DSPS, then there will be fewer
resources for something else. We’ll have to critically evaluate this
request.
V. 2012-13 Budget
Variance Reports
VC Ron Gerhard
Last year, budget variance reports came to the PBC each month.
The current budget variance report is through January 31, 2013.
Every month, payroll is posted by the 15th of the following month.
It marks the “soft closing” of the month. Then reports are
generated and sent out to the Colleges. These reports are brought
to the PBC for the purpose of transparency.
Note: Fund 12 is parcel tax money. Fund 8 is Proposition 30
money.
Page 4 of 7
Dr.
Gravenberg
requested to
discuss with
VC Gerhard
the need for
the District to
increase its
DSPS
contribution.
VI. 2012-13 District
Office/Service
Centers
Discretionary
Reductions
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 22, 2013
Information regarding this agenda item was requested at the last
PBC meeting. It was not provided at the last meeting because we
are not restoring cuts at the District level. In the report, reductions
are shown in red with brackets.
VC Ron Gerhard
VII. Lunch break
VIII. BAM
(Budget Allocation
Model)
VC Ron Gerhard
The PBC made recommendations to the Chancellor regarding the
Budget Allocation Model (BAM) (to add IT and Measure B
language). After the Chancellor approves and signs off on the
recommended additions or changes, the additions or changes are
incorporated into the BAM.
Language on Measure B parcel tax is included at the bottom of
page 7.
IT language is inserted at the top of page 10.
A request was
made to
There was discussion regarding productivity and academic
agendize
integrity. Concern was expressed that class sizes have been
productivity
increased over the classroom capacity limit at some colleges. It
criterion as
was stated that Deans are encouraged to enroll as many students as part of the
possible in each class, jeopardizing the quality of education that
BAM equation
the students are receiving.
flow to the
District
Within the final adopted budget, there was a spreadsheet that
Education
showed the respective budgets for District Office Service Centers. Committee.
Page 5 of 7
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 22, 2013
In next year’s budget most of the Admissions & Records and
Financial Aid budgets (90-95%) will be moved from central
services and allocated directly to the Colleges.
Language for Nonresident Enrollment Fees is located on page 8.
Allocation is done as of Period 2 (P2) each year because the
District submits the report during P2 of each year to the State
Chancellor’s Office. Peralta will use the April numbers to drive
the allocation for the following fiscal year.
The BAM Manual calls for the PBC every fall semester to assess
and evaluate the BAM. Given the amount of concerns regarding
CTE programs, we may want to revisit that discussion in the fall.
We should look at data and evidence as part of the analysis and
possibly suggest revisions related to those programs. However, we
have grants that are not included in the unrestricted general fund
and therefore are not included as part of the allocation. Most CTE
programs have grant funding, which we get on an annual basis,
and this needs to be factored into the consideration and analysis of
data.
Five Year History of the Unrestricted General Fund
2008 – We had a deficit of $1,371,391.
2009 – The Board did not approve a budget. The actuals are the
audited actual numbers. That year we had Fund 04 for utilities and
health benefits that were charged to the District Office. We had a
deficit of $2,565,758.
2010 – The Board approved the budget in April 2010 (almost the
end of the academic year). We overspent by $11 million at the
District Office. Of the $11 million, $6 million was due to the
OPEB liability. It was a period of disarray.
Page 6 of 7
Add language
in the BAM
that states the
information
will be from
P2.
Request to
agendize this
item for
discussion.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 22, 2013
We had a deficit of $1,970,902.
2011 – We had a balanced budget. Revenues slightly above
expenditures. We had a surplus of $2,874,663.
2012 – There was a significant funding reduction compared to
2011. This was related to the workload reduction from the State.
Revenues came in a little below expected due to redevelopment
issues where we no longer received pass-through. There was a
slight surplus of $320,002.
Drinnon from Merritt expressed concern that the 5-year char
shows that Merritt was cut 6.82% of their FTES in 2009 due to a
district mandate while the other college were all allowed to grow
during this year (BCC by 25.9%). He maintained that this cut is
the genesis of Merritt’s problems with the BAM resulting in
Merritt not being allotted its fair share of faculty hires.
IX. Committee Reports
X. In the Future
Adjournment:
Next meeting:
Minutes taken: Sui Song
1:55pm
March 22, 2013, 9:00am-12:00pm
Attachments: All handouts for this meeting can be found at
http://eperalta.org/wp/pbi/planning-and-budgeting-council/pbc-documents/
Page 7 of 7