Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
Present:
Mary Beth Benvenutti, Linda Berry, James Blake, Timothy Brice, Sharon Clegg, Pieter de Haan, Jon Drinnon,
Matthew Goldstein, Eric Gravenberg, Rick Greenspan, Bob Grill, Jennifer Lenahan, Thuy Nguyen, Mike Orkin, and
Tae-Soon Park.
Chair/Co-Chair: Ronald Gerhard and Karolyn van Putten
Guests:
Jim Grivich, Susan Rinne, Debbie Budd, Anita Black, David Betts, Steven Cohen, Denise Richardson, David Reed,
Bill Love, and Connie Willis.
Facilitator/Recorder: Linda Sanford and Joseph Bielanski
Absent:
Jenny Lowood and Elnora Webb
Agenda Item
Discussion
Meeting Called to Order
I. Agenda Review
10:46 AM
II. Review of Minutes:
November 30, 2012
III. Policies and
Administrative
Procedures
Minutes: APPROVED as amended
Jim Grivich
Follow-up
Action
Agenda: APPROVED
BPs and APs are separated into 5 Groups for the approval process:
1. BP 2510 to BP & AP 4210
2. BP 5020 to BP 6750
3. AP 7123 to BP 7335
4. BP 7340 to BP 7381
5. AP 7341 to AP 7380
BP 2510 Participation in Local Decision Making
AP 2511 Role of Academic Senates in District and College
Governance
BP & AP 3540 Sexual and Other Assaults on Campus
BP & AP 3600 Auxiliary Organizations
BP 3720 Information Technology Use
Page 1 of 12
Decisions
(Shared
Agreement/Resolved
or Unresolved?)
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
BP & AP 3810 Liability Claims against the District
BP & AP 3820 Gifts
BP & AP 3910 Environmental Sustainability
BP & AP 4210 Student Learning Outcomes
BP 5020 Non-Resident Tuition
AP 5035 Withholding of Student Records
AP 5140 Disabled Students Programs and Services
BP & AP 5400 Associated Students Organization
BP & AP 5410 Associated Students Elections
AP 5420 Associated Student Finance
BP & AP 6100 Delegation of Authority for Business
BP & AP 6150 Designation of Authorized Signatures
BP & AP 6550 Disposal of Property
BP 6750 Parking
AP 7123 Hiring Procedures for Regular Academic Administrators
and Classified Managers
AP 7211 Minimum Qualifications and Equivalencies
BP 7240 Confidential Employees
BP 7250 Academic Administrators BP 7260 Classified Managers
BP 7280 Volunteers
BP 7310 Nepotism
BP 7330 Communicable Disease
BP 7335 Health Examinations
BP 7340 Leaves
BP 7350 Resignations
BP 7360 Discipline and Dismissal- Academic Employees
BP 7365 Discipline and Dismissal- Classified Employees
BP 7370 Political Activity
BP 7380 Ethics, Civility and Mutual Respect
BP 7381 Cash In-Lieu of a Paid Medical Benefits Option
AP 7340 Vacation
AP 7341 Personal Illness or Accident Leave
Page 2 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
AP 7342 Leave for Illness of Family Member
AP 7343 Bereavement
AP 7344 Leave for Required Court Appearance
AP 7345 Leaves of Absence without Pay
AP 7346 Occupational Disability Leave
AP 7347 Sabbatical Leave
AP 7349 Catastrophic Leave
AP 7380 Ethics, Civility, and Mutual Respect
BP 3720 Information Technology Use
Following discussion of this policy, an additional phrase was
added, “as defined by the administrative procedure.”
Motion to add the language, “as defined by the administrative
procedure.” APPROVED
BP & AP 3910 Environmental Sustainability
This is an existing Board policy that is not part of the Community
College League of California (“League”) template. The language
for AP 3910 was separated from the existing BP. This policy was
delayed at the Board level.
AP 2511 Role of Academic Senates in District and College
Governance
This procedure is not in the League template. This AP was
prepared by the District Academic Senate. The AP is consistent
with a previous BP.
BP 4210 Student Learning Outcomes
Motion to separate the BP 4210 and AP 4210, for voting
purposes. APPROVED
Page 3 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
This was prepared by the District Academic Senate.
Motion to approve BP 4210. APPROVED
Abstain: 1 (Goldstein)
AP 4210 Student Learning Outcomes
It was recommended to add the phrase “using a standardization of
job description” after the word “Coordinator” under letter E.
It was recommended to amend AP 4210 by adding a letter A: “The
creation or implementation of student learning outcomes shall in
no way abrogate academic freedom.”
Motion to not pull AP 4210. APPROVED
Motion to approve AP 4210 (as amended). APPROVED
Support: 10
Oppose: 4
Abstain: 4
BP 2510 Participation in Local Decision Making
The language “as defined by law” was added to the Staff section.
And “participation in decision making will not necessarily be
limited to the named groups above” was also added to the policy
Motion to approve BP 2510, AP 2511, BP & AP 3540, BP &
AP 3600, BP 3720 (as amended), BP & AP 3810, BP & AP
3820, BP & AP 3910, BP 4210 and AP 4210 (as amended).
APPROVED
Page 4 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
BP 6750 Parking
Recommendation to add: “In the event the provisions of this
policy and/or the applicable administrative procedure and the
provisions of any operative collective bargaining agreement
conflict, the collective bargaining agreement shall take
precedence.”
Motion to approve BP 5020, AP 5035, AP 5140, BP & AP
5400, BP & AP 5410, AP 5420, BP & AP 6100, BP & AP 6150,
BP & SP 6550, and BP 6750 (as amended). APPROVED
AP 7123 Hiring Procedures for Regular Academic
Administrators and Classified Managers
HR representative, Director David Betts, was present at the PBC
meeting to address any questions related to policies and
procedures in Chapter 7.
Concern was expressed regarding faculty representation in AP
7123. In the old BP, there was one Senate, one PFT, and one joint
representation. It was agreed to maintain the language from the
previous procedure.
BP 7335 Health Examinations
This policy is for the protection of the employee and the District.
It was recommended to add the phrase, “In the event the
provisions of this policy and/or the applicable administrative
procedure and the provisions of any operative collective
bargaining agreement conflict, the collective bargaining
agreement shall take precedence provided the agreement is in
Page 5 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
accordance with Federal Health and Welfare Regulations.”
Note: numbering issue on the upper right hand corner of BP 7260
should be BP 7310 Nepotism and BP 7260 should be BP 7330
Communicable Disease. The titles are correct.
It was recommended to add collective bargaining language into
BP 7310, whenever there is mention of the possibility of
reassignment.
Motion to approve AP 7211, BP 7240, BP 7250, BP 7260, BP
7280, BP 7310 (as amended), BP 7330, BP 7335 (as amended).
APPROVED.
AP 7123 Hiring Procedures for Regular Academic
Administrators and Classified Managers
APPROVED (as amended to keep the previous language
regarding faculty appointments)
Support: 7
Oppose: 6
Abstain: 3
There will be a separate memo to the Chancellor on this AP.
A proposal was made to change “Blacks” to “African/African
American” under I.B.2.
Motion to approve AP 7123 (as amended). APPROVED
Abstain: 3
Page 6 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
BP 7340 Leaves
Recommended to add Federal FMLA for pregnancy leave.
BP 7350 Resignation
This is standard CCLC template language.
BP 7360 Discipline and Dismissal Academic and BP 7365
Discipline and Dismissal – Classified Employees
It was recommended to add the collective bargaining clause: “In
the event the provisions of this policy and/or the applicable
administrative procedure and the provisions of any operative
collective bargaining agreement conflict, the collective bargaining
agreement shall take precedence provided the agreement is in
accordance with Federal Health and Welfare Regulations.”
BP 7370 Political Activity
Recommendation to add the collective bargaining clause:
“In the event the provisions of this policy and/or the applicable
administrative procedure and the provisions of any operative
collective bargaining agreement conflict, the collective bargaining
agreement shall take precedence” and the phrase “exercising free
speech rights.”
BP 7380 Ethics, Civility, and Mutual Respect
Mr. Grivich took two previous BPs and combined them. This is
not in the League template.
BP 7381Cash In-Lieu of a Paid Medical Benefits Option
This policy was copied from a previous BP. The sentence, “In the
event the provisions of this policy and/or the applicable
Page 7 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
administrative procedure and the provisions of any operative
collective bargaining agreement conflict, the collective bargaining
agreement shall take precedence provided the agreement is in
accordance with Federal Health and Welfare Regulations.” -- was
added.
Note: numbering issue on BP 7340 Leaves, the header says 7350.
BP 7365 Discipline and Dismissal
Mr. Grivich to include the sentence: “In the event the provisions
of this policy and/or the applicable administrative procedure and
the provisions of any operative collective bargaining agreement
conflict, the collective bargaining agreement shall take
precedence.”
BP 7380 Ethics, Civility and Mutual Respect
The following change was made: “Behaviors that affect unduly
interfere with…”
Move to approve BP 7340 (as amended), BP 7350, BP 7360,
BP 7365, BP 7370 (as amended), BP 7380 (as amended), and
BP 7381. APPROVED.
AP 7380 Ethics, Civility, and Mutual Respect
This procedure is required. It was recommended to include the
collective bargaining clause under section C.
AP 7340 Vacation
Section 1.A: “A probationary employee leaving the District before
attaining permanent status will not be pair for vacation time
accrued.” The word “pair” should be replaced with the word
“paid”.
Page 8 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
AP 7380 Ethics, Civility, and Mutual Respect
The collective bargaining clause should be added under section C.
Replace “emotionally violent” with “emotionally abusive” in
section A.
Motion to approve AP 7340, AP 7341, AP 7342, AP 7343, AP
7344, AP 7345, AP 7346, AP 7347, AP 7349, and AP 7380 (as
amended). APPROVED
As part of the policies cleanup (review), the following BPs are
recommended to be removed:
BP 1.09, BP 1.15, BP 1.16, BP 1.18, BP 1.18b, BP 3.10, BP 3.20,
BP 3.21, BP 3.23, BP 3.24, BP 3.30, BP 3.30b, BP 3.31, BP 4.01,
BP 4.02, BP 4.03, BP 4.16, BP 4.18, BP 4.37, BP 4.38, BP 4.39,
BP 4.46, BP 4.80, BP 5.36, BP 5.40, BP 5.60, BP 5.61, BP 5.62,
BP 5.63, BP 6.04, BP 6.13, BP 6.15, BP 6.62, BP 6.63.
Move to approve. APPROVED.
Mr. Grivich hopes the PBC will continue to bring BPs/APs
forward on a regular basis.
IV. Budget Update
2012-13 Final Budget Assumptions
Ron Gerhard
Within AP 6200 Budget Management, we have a budget calendar
which includes fundamental underlying budget assumptions.
Based upon our discussions at the November meeting, the PBC
made certain modifications and changes to the budget
assumptions. Those changes mainly dealt with the current year
(2012/13) and have a carryover effect in fiscal year 2013/14.
Track changes are located on the last page.
Page 9 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
The Governor is set to release his preliminary budget for the next
fiscal year between January 10th and15th. VC Gerhard will be
going to the next State budget workshop in January. At the next
meeting, we will look at this document and incorporate changes.
The 15% cut in discretionary budgets have been restored for next
fiscal year. It has not been restored for this fiscal year.
As part of the discussion -- how many additional dollars will we
need to put into the 1351 budgets to fund additional sections for
generating 700 FTES? With the remaining money after
augmenting 1351, where are we on priorities? Within the colleges’
budget, 1351 dollars have been added.
V. Draft BAM
Language
Ron Gerhard
Measure B parcel tax
Changes are in red.
Motion to adopt the revised Measure B parcel tax distribution
language into the Budget Allocation Model. APPROVED
Lottery Funds
How are lottery monies divided and how much is there?
There are two pots of lottery monies:
1. $117/FTES in an unrestricted pot that goes into the same
pot of money as student fees and State general
apportionment. It is divided to the colleges according to
the BAM.
2. Approximately $20/FTES in a restricted pot. It is
considered Proposition 20 money. This restricted pot of
money can only be used for designated purposes: library,
periodicals, subscriptions, instructional materials and
supplies.
Page 10 of 12
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
Both pots are distributed based on FTES.
There was much discussion about the concern expressed regarding
the $160,000 going to the libraries. It was suggested that the PBC
should reverse the decision. We should continue for this year, but
change the process and funding source for next year.
It was noted that the funding of libraries is an accreditation
requirement.
It was also stated that no matter what size the colleges are, they
still need to pay the $40,000 for databases.
There was confusion at the colleges regarding the amount of
lottery money allocated each year. In the past, the Finance
Department did not make clear how much the colleges were to
receive.
It was suggested that we keep it at $40,000 per college for the cost
of the library database and to include a “cushion” for price
increases.
Motion to modify the budget assumptions for 2013/14. Under
the expenditure assumptions, add #22 to incorporate a line
item for restricted funding for library periodicals and
subscriptions and databases, and replace the previous line
item used for restricted lottery money. APPROVED
Page 11 of 12
VI. Recommendations
from PBIM
Committees
Karolyn van Putten
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
December 14, 2012
Dr. van Putten, who is the DTC Facilitator, presented revised
multi-year IT expenditure planning language for the BAM
Move to endorse the revised BAM language for multi-year IT
expenditure planning recommendation from the DTC.
APPROVED
VII. Student Service
Priorities
Adjournment:
Next meeting:
1:51pm
January 25, 2013, 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/
Page 12 of 12