Peralta Community College District Planning and Budgeting Council Summit Minutes August 24, 2012 Present: Linda Berry, Mary Beth Benvenutti, James Blake, Tim Brice, Sharon Clegg, Eric Gravenberg, Matthew Goldstein, Jennifer Lenahan, Thuy Nguyen, Tae-Soon Park, and Elnora Webb Chair/Co-Chair: Ronald Gerhard Guests: Facilitator/Recorder: Linda Sanford and Joseph Bielanski Agenda Item Discussion Meeting Called to Order I. Review Ground Rules 1:16 PM Follow-up Action Robert’s Rules of Order: We sort of follow Robert’s Rules. We have a rule that allows everyone an equal opportunity to participate. There may be times where the facilitator will interrupt people, call a time limit, or doesn’t necessarily call on people in the order of show of hands in attempt to ensure everybody has the opportunity to participate. Dr. Park will provide a one page summary on Robert’s Rules of Order. Concerns were expressed regarding the procedure in using Robert’s Rules. Color Coded Paper: To be displayed as council members vote. Red= No, Green = Yes, and Yellow = Abstain. Ms. Sanford will try to get the facilitators and chairs to agree on some form of modification of the rule at next week’s training and will bring the draft document back. Motion is passed by a majority vote (if we have a quorum), not by consensus. If you miss three (3) meetings, you will be removed from the Council. (There are no substitutes.) Committee members who are on multiple committees may be asked to report out if a formal report from the respective committee is not available prior to our meeting. Page 1 of 4 Decisions (Shared Agreement/Re solved or Unresolved?) Peralta Community College District Planning and Budgeting Council Summit Minutes August 24, 2012 Roles: The Facilitator, Recorder and Note Taker are non-voting members. The Facilitator ensures the information between committees comes to to the Council and is disseminated to the Chancellor. The Chair and Co-Chair are active voting members. PBC’s Charge: Recommendations are forwarded from the District Technology Committee (DTC), District Facilities Committee (DFC), and District Education Committee (DEC) to the Council. The Council can amend, move forward, or send back the recommendations. The Chancellor is the decision maker. The Chancellor is expecting us to do all the discussion and figure out what the group agrees to as a majority. We would then move recommendations forward to the Chancellor. II. Elect a Co-Chair Motion (Webb, Nguyen) to elect Dr. van Putten as the Co-Chair. APPROVED (unanimous) III. Review Meeting Schedule All meetings are on Fridays (September 28, 2012 – May 10, 2013) Prior to our meetings each month, it is our hope that the DTC, DEC, and DFC have met and passed on any recommendations that they have to the Council. December 14, 2012 and May 10, 2013 meetings are abbreviated time frames because the DEC meets on the same day. In the past, we have extended our meetings for a full three hours. Per VC Gerhard, lunch will be brought if those meetings go to 1:45pm. The Council can schedule additional meetings to accomplish pressing matters. It will be on a case-by-case basis. Page 2 of 4 Ms. Sanford to bring back the PBC approval flow chart. Peralta Community College District Planning and Budgeting Council Summit Minutes August 24, 2012 IV. Review Budget Building Calendar V. Tentative Goals for 2012-13 Will be first on the agenda 1. Review policies and procedures: It is the facilitator’s duty to ensure the material is distributed to the Council in advance of the meetings. It is the members’ responsibility to read through it before the meeting. Mr. Jim Grivich will again be asked to explain the larger context, changes made, etc. Suggestions were made to provide a synopsis or to have a subcommittee review certain policies or procedures and then bring it back to the committee. It was also suggested to invite VC Largent to meetings when we are going over Chapter 7 as it relates to Human Resources. VC Gerhard can walk the Council through Chapter 6 as it relates to Finance. Concerns were expressed that some of the policies and procedures might touch upon negotiable territory. 2. Complete the benchmark survey: The data was shared last year. We now need to do the analysis. We may call for a special meeting. 3. Track our progress on accreditation: Accreditation is high on our list this year. Similar to last year, the report and some of the work in preparing the report will come to the Council for review. 4. Incorporate new language in the Budget Allocation Model (BAM): To address the parcel tax distribution and IT refresh/maintenance budget. 5. Hold a budget workshop: Motion for the Council to conduct another workshop on budget with the focus on the implementation of the Budget Allocation Model. APPROVED The workshop is tentatively scheduled for Monday, September 17, 2012, from 2:00-4:00pm. Page 3 of 4 Peralta Community College District Planning and Budgeting Council Summit Minutes August 24, 2012 VI. Trainings VII. Review Assessment Survey Results Adjournment: Next meeting: Goal: To strengthen the roles of the facilitators, recorders, and new co-chairs and the process of the Planning, Budgeting, and Integration Model (PBIM). Friday, August 31, 2012, from 10:00am-12:00pm Tabled until September 28, 2012 meeting 2:18 PM September 28, 2012 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/ Page 4 of 4 Ms. Sanford will try to get the facilitators and chairs to agree on some form of modification of the rule at next week’s training and will bring the draft document back.