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.