Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
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
Guests:
Jim Grivich, Denise Richardson, Brian Cervantes, Jacob Ng, Anita Black, Susan Rinne, Trudy Largent
Facilitator/Recorder: Linda Sanford and Joseph Bielanski
Absent:
Linda Berry, Sharon Clegg
Agenda Item
Discussion
Meeting Called to
Order
I. Agenda Review
11:00 AM
II. Review of
Minutes: May 11,
2012 and August
24, 2012
May 11, 2012 Minutes: APPROVED
III. Review of PBC
2012-13 Goals
Follow-up Action
Agenda: APPROVED
Abstain: Drinnon
August 24, 2012 Minutes: APPROVED with edits
They are in order of priority.
Motion to add the following language under item #3 access/review/evaluate planning and budgeting implications of
recommendation #5.
APPROVED (unanimous)
Page 1 of 13
Decisions
(Shared
Agreement/Resolved
or Unresolved?)
IV. 2012-13 Final
Budget
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
The 2012-13 Final Budget was approved by the Board at the
September 11, 2012 meeting.
Ronald Gerhard
A budget workshop was held on September 17, 2012.
All documents presented at the workshop and Flex Day are
available on the Business Services website:
http://web.peralta.edu/business/finance-contacts/finance-andbudget-documents
The budget is an ever changing and evolving process. As we
identify needs, budget transfers will be created following State
guidelines. Budget transfers are created during the ordinary
course of business throughout the year. Depending on the type of
budget transfer, soon it will be posted at the College level
(Business Office). The budget transfer reports are presented to the
Board of Trustees for approval at their regular meetings.
Monthly budget variance reports will continue to be presented to
the PBC. In the future, parcel tax allocation by College and
District office will be included in the monthly budget variance
reports.
The mechanics of resources in the Budget Allocation Model
(BAM) are going to change through the course of the year as the
environment/conditions change. For example, the hiring of 21
faculties (15 of which are instructional) will have an implication
on the 1351 budget between Fund 01 and the parcel tax.
We are putting together simulations/models to show what would
happen should the Governor’s proposition passes. If Prop 30
passes, what does it mean for FTES as whole and by college?
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Request made
include the
discussion on the
next agenda.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
How much does it equate to in terms of dollars for specific
colleges? The new funding can perhaps be used to restore vacant
positions, provide new positions, or for augmentation to the
discretionary budget. We haven’t started that discussion yet, but
we need to.
Note: 1351 budget is college specific. The rate used for adjunct
faculty is $44,000 annual FTEF or $22,000 per half a year.
Request was made to have two separate discussions on future
agendas:
1. Distribution of new money (growth)
2. Funding of positions at the college (restoration of vacant
positions [because of retirements])
The role of the PBC is not to tell the colleges what positions to
fill. That discussion needs to happen at the college level through
the faculty hiring priority process and then forwarded to the Ed
Committee.
Given the numerous questions asked, VC Gerhard suggested emailing him questions.
.
In the Budget Allocation Model (BAM), there is need for
language regarding Parcel Tax Funds.
V. 2013-14 Budget
Building
Calendar
2013-14 Budget Building Calendar
VC Gerhard
Planning begins January 25th with the budget calendar going to
the Governing Board, communicating to the Governing Board the
It is a draft document for all funds.
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There is a box
missing at the end
with the date the
Tentative Budget
will be presented
to the Board. The
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
timeline and when they should expect to see the budget for review document will be
and adoption.
resent.
From Feb. 11th through April 19th, the budget development
process goes through the college’s planning process.
2012-13 Final Budget Assumptions:
These assumptions are approved by the Board of Trustees and
include all funds.
2013-14 Tentative Budget Assumptions:
The assumption is that Prop 30 fails. On the revenue side, we are
not anticipating any growth money or COLA and the funded
credit base from the State is 16,692.38. It incorporates the
workload reduction should Prop 30 fails. On the expenditure side,
the biggest cost driver increase is in medical premiums on
average of 8.9%.
2014-15 Tentative Budget Assumptions:
Again, the assumption is that Prop 30 fails. On the revenue side,
COLA is factored in at 3%. On the expenditure side, the biggest
cost driver is the medical premiums.
Request was made to ensure the distribution of growth monies be
transparent. It was a main concern expressed when we were
developing the BAM. It is critical to create a transparent BAM so
that, to the extent possible, curtail side discussions, deals, and
negotiations.
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The budget
assumptions will
be brought back in
the November
meeting.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
Concern was expressed regarding parcel tax money expenditures
once the time limit expires. Request was made to start the
conversation next year as it relates to the BAM and budget
assumptions. Per VC Gerhard, a narrative will be added to the
BAM regarding management of parcel tax dollars.
Last fiscal year, we agreed that if there were any changes to the
May Revise, it would not be incorporated in the Tentative Budget
due to time constraint. We were going to incorporate it in the
Final Adopted Budget and to be discussed at the PBC Summit.
An asterisk or a footnote will be added to this document to
incorporate the May Revise.
VI. Policies and
Administrative
Procedures
Jim Grivich
BP 2435 Evaluation of the Chancellor
BP 2715 Code of Ethics and Standards of Practice
BP 2740 Board Education
BP 2745 Board Evaluation
BP & AP 5030 Student Fees
BP & AP 5050 Matriculation
BP & AP 5110 Counseling
BP & AP 5120 Transfer Center
BP & AP 7110 Delegation of Authority
BP 7120 Recruitment and Hiring
AP 7121 Faculty Hiring
BP 7230 Classified Employees
AP 7231 Classification Plan
Background:
BP 2435, 2740, and 2745 were taken directly from the
Community College League of California (CCLC).
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The BAM will be
updated to include
Parcel Tax
narrative/language.
Also, need to add
in BAM language
for IT.
Suggested to
review the BAM
at a PBC given the
new members on
the PBC.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
BP 2435 Evaluation of the Chancellor (version as of 8/13/12)
APPROVED
BP 2715 Code of Ethics and Standards of Practice (version as of
9/27/12)
The League provided an outline; Mr. Grivich customized it to
what he had observed as some of the issues at Peralta. From the
second bullet, “or personal prestige” was taken out.
APPROVED as edited
BP 2740 Board Education (version as of 9/18/12)
APPROVED
BP 2745 Board Evaluation (version as of 9/4/12)
APPROVED
BP 5030 Student Fees (version as of 9/19/12)
APPROVED
AP 5030 Student Fees (version as of 9/19/12)
The District currently does not have a single document about
student fees and the currently there are inconsistencies in existing
documents.
Transit fees: There is no League template on this.
Transcript fee: When writing this AP, we discovered a practice
that was not appropriate. In Ed Code and regulations, there should
not be a charge for the first two transcripts. We have been
charging a $2.00 handling fee. There is a deliberate change in
here called handling charge.
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
Installment payment plan or deferral of student fees and tuition:
The issue here is that anything that defers student fees should be
an official procedure. The specifics on how it is to be
administered are listed here.
Concern was expressed regarding parking decal specific to Laney
College. Recommendation was made to change the wording under
section VIII.B.1 from “is required” to “may be required.”
A question was asked regarding section XII.3; why the rule exists
and is it appropriate? It has been an undue hardship on students.
Per VC Ng, that amount is required in order to be in compliance
with Embassies. In order to be more secure with the visas,
international students must have an earnest intent to attend school
for more than a year. When students arrive, they are required to
pay for the whole school year (two semesters). If the student is
not enrolled full time, the money will be banked for future
semesters. International students are required to take 12 units per
semester. Other universities/colleges follow different practices
depending on their relationship with the Department of State. In
order to uphold the integrity of the program and for students to
come here, they have to prove one year of funding of
approximately $20,000. Of the $20,000, they have to have $5,920
to be kept here at the District.
Section XII.3 only applies to new incoming international students.
A suggestion was made to change the explicit year to
“international students have to pay at least two semester fees.”
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
Per VC Gerhard, the process for non-residents is defined by the
State. Fees are established by February 1st of the fiscal year prior.
He suggested providing language defining the process.
APPROVED as amended
Support: 9
Not Support: 0
Abstain: 5
BP 5050 Matriculation (version as of 9/18/12)
APPROVED
AP 5050 Matriculation (version as of 9/18/12)
Just yesterday, the Governor signed a new bill. It is now called
Seymore- Campbell Student Success Act of 2012 instead of
Matriculation, although the term, matriculation, is used
throughout the act. One change from current practice is to
encourage a higher number of students to participate in the
matriculation process, especially orientation, assessment, and
educational planning. This will require further discussion. All
new students must have a GED or a high school diploma in order
to be eligible for financial aid.
The language for this procedure was reviewed by Trulie
Thompson, Matriculation Coordinator from College of Alameda,
and Adrienne Riley who was the Matriculation Coordinator at
Berkeley City College and Laney College.
APPROVED (with no section E)
BP 5110 Counseling (version as of 9/27/12)
A Board member requested an edit from “Counseling shall be
required” to “Counseling shall be provided.”
APPROVED
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
Not supported: 1
AP 5110 Counseling (version as of 9/11/12)
APPROVED
Not supported: 1
BP 5120 Transfer Center (version as of 9/12/12)
APPROVED
AP 5120 Transfer Center (version as of 9/12/12)
APPROVED
BP 7110 Delegation of Authority (version as of 9/27/12)
The Board removed “subject to ratification by the Board” and
replaced with “except as noted below:”
APPROVED as amended
AP 7110 Delegation of Authority (version as of 8/16/12)
APPROVED
BP 7120 Recruitment and Hiring (version as of 9/12/12)
APPROVED
AP 7121 Faculty Hiring (edited on page 2 as of 9/28/12)
Equivalent procedure referred to the Academic Senate. Change
“affirmative action” to “equal opportunity.”
APPROVED
BP 7230 Classified Employees (version as of 9/26/12)
Mr. Grivich used the League’s template and removed context that
that is not considered Board policy. Concern expressed regarding
out-of-class compensation not being addressed. The AP will come
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
to the Council at a later time.
APPROVED
Abstain: 2
AP 7231 Classification Plan (version as of 9/12/12)
This was a policy and now it is a procedure.
APPROVED
Abstain: 3
VII.
Benchmark
Survey
Background:
Last year, the benchmark survey was created to compare
ourselves with similar sized districts. The PBC selected five (5)
districts for the comparison: Chabot-Las Positas, Long Beach,
Los Rios, San Francisco, and San Mateo.
This year’s project is to compare FTES: total, credit, noncredit,
and CDCP noncredit.
The purpose of this activity is for accreditation purposes; to
analyze in depth level of centralization of services such as
Financial Aid. Was it cost efficient?
After further discussion, the new limit was set to 6 districts to
include Contra Costa.
Page 4: General Fund Expenditures per FTEs by Major Object
Code – Fiscal Year 2010-11
Academic Salaries (Obj. 1000):
Low end – San Mateo
High end – San Francisco
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Request was made
to get the data in
Excel format.
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
Classified Salaries (Obj. 2000):
Low end – Chabot-Las Positas
High end – Los Rios
Employee Benefits (Obj. 3000):
Low end – Chabot-Las Positas
High end – Los Rios
Other Oper. & Exp. & Services (Obj. 4000-5000):
4xxx – Tangible supplies
5xxx – Consultants, utilities, etc.
Low end – Chabot-Las Positas
High end – Los Rios
Another document
will be provided to
factor in restricted
Please note: Peralta has miscoded Counseling and Guidance in the funds and to have
past. It is not consistent across the District. If we add them
the data by
together, Peralta is not the lowest.
college.
Things to consider: 50% law. This data does not include grants.
Motion to extend the meeting by 15 minutes.
APPROVED
VIII.
Recommendation
from District
Technology
Committee and
Recommendation
from District
Education
Committee
Recommendation forwarded to the PBC from the DTC to select
Gmail as the Web-based email system for the District, with the
caveat that AVC (IT) Madlock will provide a report at the next
DTC meeting as to the technical implications of making this
move. This recommendation is based on the research work done
by a DTC Steering Committee and is supported by student
feedback.
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
Per VC Orkin, Gmail is free in terms of software. Gmail is a
A memo was sent
cloud-based technology. There will be a transparent transition
to the Chancellor
with no email change and a lot of flexibility. Information will not to endorse this
be shared with any private companies.
request.
APPROVED (unanimous)
Recommendation forwarded to the PBC from the DEC regarding
curriculum staffing. “In order to meet the curriculum needs of the
colleges, CIPD recommends that the district ensure that a
dedicated curriculum specialist is in place at each college.”
VC Gerhard had a discussion with the College Presidents
regarding this recommendation in light of it coming to the PBC
this week. A few of the College Presidents were not aware of this
request. A request was made to have the process fully vetted
through the college process. The Presidents did not have the
opportunity to provide input. As a PBC member, VC Gerhard has
a concern that the request was made without fully vetted through
the process.
VC Orkin informed the Council that the recommendation went
from the CIPD to the DEC and now to the PBC. He agrees with
VC Gerhard that the recommendation should go back to the
Colleges.
Motion to recommend sending the request back to the College
Presidents. To document that they have gone through their
college’s classified prioritization process. Are these positions the
highest priority?
APPROVED
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A memo was sent
to the colleges
regarding the DEC
request.
IX. Restoration of
Previous 15%
Reduction
Adjournment:
Next meeting:
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
September 28, 2012
To be discussed at a future meeting.
12:15 PM
October 26, 2012 from 9:00am – 12:00pm
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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