EL CAMINO COLLEGE
Planning & Budgeting Committee
February 19, 2004
Minutes
MEMBERS AND ALTERNATES PRESENT:
Bobbi Villalobos, Chair
Dawn Reid
Miriam Alario-Wolski
Cheryl Shenefield
Carolee Casper
Susan Taylor
Susan Dever
Harold Tyler
Thomas Jackson
Lance Widman
ALSO ATTENDING: Arlene Bautista, Mike D’Amico, Pamela Fees, Victor Hanson,
Arvid Spor, Julie Stewart
Handouts:
Planning Cycle for Action Plan
Decision-Making Matrix for Determining Budget Changes
Trends and Projections Form samples - Business Div. and Accounting
Project Description
Victor Hanson’s February 6 letter to the CEO of the Community College
League of California re: Equalization
Projected Credit FTES 2003-04
Vice Presidents memos of January 6 and February 2, 2004
Measure “E” Bond Fund Board Agenda from January 20 and February 17, 2004
Bobbi Villalobos called the meeting to order at 1:07 p.m.
Approval of Minutes
Minutes of the February 5, 2004, meeting were approved with one correction. The last sentence
of the second paragraph under Announcements should read, “The Special Resource Center has
the ability to take videos and provide closed captions on them, but not all televisions on campus
have the ability to support or view this feature.”
Announcements
Bo Morton will attend the March 4 PBC meeting to discuss grants and their availability. Katie
Gleason of the Foundation will attend the March 14 PBC meeting to discuss funding through
outside sources.
Bobbi Villalobos distributed a Decision-Making Matrix for Determining Budget Changes and
requested that members bring this form to each PBC meeting. She said the PBC needs to test the
matrix to see how it can be used in the decision-making process.
Planning Update
Arvid Spor gave an update on the planning process. He distributed a Planning Cycle showing
the current strategic planning cycle, a proposed 3-year strategic planning cycle (beginning with
2005), and a proposed off year annual planning cycle. He said there are some differences
between the current strategic planning cycle and the proposed 3-year strategic planning cycles,
including more time given to committees and the vice presidents to review input. The off-year
cycle includes planning processes that occur during the year and the timelines for those
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processes. PBC members were asked to review the planning cycles and make comments and
suggestions at the March 4 meeting.
Arvid said he is also working on step four and step five of the current strategic planning cycle as
well as beginning step six, and he expects these to be completed by June.
Arvid then discussed Forms A and B, Trends & Projections, that all areas on campus have
submitted to him. He distributed sample copies of the forms that the Business division
completed. He said the information on the forms would be used to create a part of the
comprehensive Master Plan that he will draft. To complete his work, Arvid said he would be
interviewing academic affairs managers and staff who were involved in preparing the forms.
Arvid also distributed a Project Description form used for creating Action Plans. The Action
Plans help areas coordinate their projects with other areas on campus that may be affected by the
project. All information, including the Action Plans, need to be submitted by March 31.
Arvid also discussed the New Construction forms crated by Maas & Company. Maas has
calculated a draft of space needs based on the information collected on Forms A and B and in
interviews. Arvid said all project descriptions/action plans/timelines would be complied for each
project, including budget information and funding sources, to assist in coordination of plans.
Arvid said the letters “ASF” on the form refers to assigned square footage. Vic Hanson added
that ASF is driven by State standards. Discussion ensued about the State standard for lecture
classroom sizes. Some PBC members thought the rooms indicated on the forms would be smaller
than the current classrooms, that this could affect the number of students to be accommodated in
a course, and that it could have mean more sections would need to be offered to keep enrollments
at the levels they are now. A desire was expressed to view other divisions to see if the ASF is
the same as the 800 ASF indicated for Business lecture classes. Arvid will bring this back to the
March 4 meeting.
Arvid anticipates that a draft version of the educational master plan will be completed in the next
one to one-and-a-half months.
Budget Update
Pam Fees reported that there would be no budget update until March 3 because many of the
budget issues are based on whether the propositions pass on March 2, voting day.
As a follow-up from the last meeting on projected credit FTES 2003-04, Pam said it is projected
that we will be over cap. The estimated excess FTES is 899, or 4.6% over cap.
Pam next addressed a two-sided handout with memos, dated January 6 and February 2, to the
President from vice-presidents regarding a priority ranking of positions recommended for
exemption from the hiring freeze. The positions changed in only one area—administrative
services—where the HR Technician and Telecommunications Technicians were deleted and two
user support analyst and user support technician-HR were added. Victor Hanson said the change
is in response to greater demands placed on ITS.
Harold Tyler asked if the actual list of frozen positions has grown. Vic responded that it had, and
the committee members requested an update of that information, which was last received in July
2003. Vic said there had been no further cuts proposed since the final budget in September and
that the July list was the one incorporated into the final budget.
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Vic also distributed a letter her wrote to the CEO of the Community College League of
California regarding ECC’s position on equalization. Pam Fees indicated that ECC’s letter
reflects a minority opinion among CCC districts. At a recent community college budget task
force meeting, she said there was a reminder that community colleges have been more successful
when speaking with one voice. The voice that community colleges want to project is a
willingness to work with administration and their proposals.
In other budget discussion, Lance Widman asked why there are still outreach ads in the
newspaper when we are not in need of students. He said that in Infonet, it appears the line item
for newspaper ads is about $70,000 over budget, adding that the money could be used in the
instruction area. Pam Fees replied that she would review the numbers in Infornet for accuracy.
Susan Taylor asked about COLA for the community colleges. Pam Fees said that she understood
it was the intent to give the COLA to community colleges, but there had been no further
information on whether it would be allocated.
Bond Update
Vic Hanson distributed agendas from January and February Board meetings pertaining to the
Measure E bond items. He said the January agenda was short because there was little activity in
December—just under $1.5 million was reported, authorizing purchases through December 31,
2003. The agenda shows the status of expenditures for all projects, and that just over $8 million
was spent of the $394 million. The money is allocated for planning and working with
consultants as well as for equipment and the Science Complex renovation.
There will be a citizens bond oversight committee meeting on March 3, 2004. There are no
contracts or bid awards requiring approvals but ratification of purchase orders is needed. Vic
added that the most recent Board agenda have a significant increase in information regarding the
bond expenditures. There are now five area delineated instead of three. He said the equipment
authorized for purchases through January 31 increased to $200,000. He added that there is a new
section that details the Facilities Master Plan Timeline and proposed funding.
Vic discussed the status of receiving funding that was originally identified as needed in the total
amount of $460 million. There are several sources of funding that are critical to building the
entire campus. He said students need to assess a building fee on themselves, and we need to
receive $33,900 for the State Capital Construction Program to complete the $7-8 million for
library construction. He said a concern about income reported is there is not a lot of funding
coming in at this point from other sources—funding needed to increase to bond $394 million to
the $460 million level.
Vic also added that a significant item is the request to change the original project budgets
established before the bond was actually passed. He said revisions of information, including
changes from the original project budget listing, are noted on pages 8 through 12 of Section II.A.
of the 2/17/04 Measure E Bond Fund report.
Adjournment
The meeting adjourned at 2:17 p.m.
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Agenda for March 4, 2004
Approval of Minutes
Announcements
Final Draft – District Overview
Planning Cycle - comments and suggestions
Compare Business Div. ASF to needs of other divisions
Budget Update
Measure E Bond Updates
Next Scheduled Meeting
March 4, 1:00-2:30 p.m. in the Alondra Room.
Recorder: Delores Buerger, Fiscal Services
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