Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 24, 2012
Present:
James Blake, Linda Berry, Tae-Soon Park, Ann Elliott, Fabian Banga, Jenny Lowood, Bob Grill, Debbie Budd,
Matthew Goldstein, Rick Greenspan, Timothy Brice, Thuy Nguyen, Rebecca Kenney, Pieter de Haan, and Jennifer
Lenahan.
Chair/Co-Chair: Ronald Gerhard and Karolyn van Putten
Guests:
Jim Grivich, Betty Inclan, Mike Orkin, Pieter de Haan, Sonja Franeta, Anton Bosneaga, and Tony Tortorice (phoned
in).
Facilitator/Recorder: Linda Sanford and Joseph Bielanski
Absent:
Elnora Webb, Eric Gravenberg, and Rich Copenhagen
Agenda Item
Discussion
Meeting Called to
Order
II. Agenda Review
9:04 AM
III. Review of
Minutes: January
27, 2012
IV. Committee
Reports
Minutes: APPROVED
Dr. Linda Berry
(DFC Reporter)
Follow-up
Action
Agenda: APPROVED
Facilities
Facilities master plans at each college need to be reviewed in light of
the reduced workload as mandated by the State. Recommendations
from Dr. Ikharo are to revisit these plans and begin discussions at the
college level regarding the alignment of the college plans with the
state mandate. Dr. Ikharo referenced the 2008 McIntyre report, but
was pointed out that today’s environment is very different from when
the report was written. Parcel tax was discussed and a comment was
made that the parcel tax is more geared toward impacting staffing
personnel. Issues with key cards and security for smart classrooms
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Decisions
(Shared
Agreement/Resolved
or Unresolved?)
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 24, 2012
were reported by BCC and Laney. There was safety issue related to a
power box located in the children’s play yard at the Childcare
Development Center at Merritt College. The fiber optics and
bandwidth issue was addressed
Dr. Rebecca Kenney
(DTC Reporter)
Technology
The District Technology Committee (DTC) met on February 3rd. VC
Gerhard submitted a memo in person to the committee regarding a
multiyear IT expenditure plan, which identifies a budget line for IT
at the colleges and at the District. It was well received. A discussion
of an IT strategy was put forth by Tony Tortorice. Dr. Mike Orkin
made a presentation on web site hosting, which included the idea to
have a cloud web site and open source email and the need for a Web
Master. Alexis Alexander gave a presentation on Eportfolios. The
DTC sent a formal memo to the Facilities Committee expressing
concerns with security cameras. If used on the network it would
compromise the speed of the network.
Dr. Debbie Budd
(DEC Chair &
reporter)
Education
The Ed Committee (DEC) met on February 10th. They reviewed the
ARCC data on student success. It was recommended in December
2011 to develop a district-wide Peralta Student Success Task Force
(PSSTF). The first meeting is on March 1st. Two faculty instructor
members and one student service member has been identified from
each of the colleges to serve on the PSSTF. They will report back
through the Ed Committee. The state SSTF requires the use of a
Student Ed Plan (SEP). Students’ success can be improved if they
have early entry into a program of study through academic advising.
The Ed Committee is looking at different methods of delivering
counseling services one of which is via online. The need for more
counselors was discussed. Hard holds will be placed on student
accounts for academic and progress probation; and there are
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 24, 2012
dismissal holds. Shared updates from the Accrediting Commission
are available on the Ed Committee’s website. The colleges are
finalizing their Midterm Reports and shared them through the shared
governance process. All five reports will be shared at the March 13th
Board of Trustees meeting to be approved and accepted. A reminder
was given that District Service Area Reviews are posted on the
Peralta Web site.
Discussion
Concern was expressed regarding not being able to fill vacant
positions for vocational/CTE programs. Permission was requested to
fill one of the three vacant positions for fear a program might be
eliminated if the position was not filled.
Special consideration was given to BCC in the form of faculty
transfers to restore the parity at BCC for accreditation purposes.
It was noted that there are stories of hardship at all colleges. We must
go back to the principle that planning drives process.
V. Budget Updates
VC Gerhard
This should be first discussed at the campuses.
Assumptions were revised based upon the discussions from the
January 2012 meeting. A recommendation was made to go back and
change the assumptions behind our annual premium increases for
health and welfare benefits based upon a five year rolling actual.
The changes from the last iteration are in bold. Items #6, 9, 10, 14,
15, 18, and 19.
The purpose of this document is for an accreditation requirement. In
this dire economic time, what is the District’ ability and desire to
project out and plan with enough lead to put measures in place?
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Planning and Budgeting Council Meeting Minutes
February 24, 2012
Note: a reduction in 1351 does not absorb all the workload reduction
from the State. It is not a dollar-for-dollar reduction in 1351. For
example, if we are funded at 1,000 FTES less from the State, we may
reduce our 1351 by $1.2 million. However, the State is funding us
$1.4 million less in apportionment. The delta to cover the difference
must come from our discretionary budget. Our Chancellor set a
directive/goal to not get into a position where we are serving fewer
students than funded from the State and not to get into stability
funding.
Item #19 – In October 2011, we refinanced the debt service on the
bonds so there would not be any escalation in debt service. Prior to
that, there would have been an annual increase of $1 million. Since
the refinance, there is a flat amount for the next five years.
It was suggested having a separate explanatory page with numbers.
For example, the front page will show how things are going to
change next year. The back page will show where it was last year
with explanation.
Per VC Gerhard, the process from last year was to first look at the
assumptions. Once there is a consensus on the parameters, we then
go through and quantify them. In your packet is memo that was sent
out to the College Presidents. In the summary review section, we
have placed costs associated with each assumption. The memo talks
about discretionary cuts as opposed to nondiscretionary.
The email from Scott Lay talked about this current year which we
have already budgeted for.
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Planning and Budgeting Council Meeting Minutes
February 24, 2012
VI. IT Strategic Plan Per Mr. Tortorice, the IT strategy has to be the organization’s
strategy; it can’t be the IT organization strategy. It is driven by the
Tony Tortorice
business needs of the organization.
Five areas were identified on how we may use technology to further
the organization’s mission:
1. Institution’s ability to deliver. A lot is constrained by
staffing and lack of project management skills.
2. Sustainable IT infrastructure. In the past we have had big
burst of technology purchases which was inefficient. We
need to rationalize how we buy and fund IT.
3. Reduce back office costs. The District owns a lot of the
technology already; it is a matter of implementing it. This
will drive down the percentage of resources dedicated to back
office function and free up resources for the delivery of
services to students.
4. Business intelligence. We need to take advantage of the
Oracle Business Intelligence Enterprise Edition (OBIEE)
tool. We need to implement areas that we already own and
can get a lot of value from, such as the BI tool for Finance.
5. Mobile learning. There is an increase in the ownership of
smartphones. We need to find a way for students to get better
wireless at the campuses and better connectivity overtime.
Per VC Gerhard, we have some available funding within Measures A
and E. Projects that are considered maintenance/upkeep of what
currently exists will not be covered under Measures A or E.
Mr. Tortorice advised against hiring consultants for technical and
project management. He wants to develop more senior PeopleSoft
programmers in-house. A bulk of the consultant costs is bond
funded. Mr. Tortorice agreed to bring back the breakdown of funds
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 24, 2012
from bond vs. general fund.
Per VC Gerhard, the plan will start immediately because certain
functions need to be addressed now. The plan will be revisited on an
annual basis and change as circumstances change.
Disclaimer: For the remaining five (5) months of this fiscal year, we
are not going to spend anything from the general fund.
A memo will be sent to the Chancellor and the Board of Trustees to
approve the IT plan with this proviso that we are requesting the
breakdown of Measures A&E and general fund.
Motion to approve the IT Strategy with the understanding that we
will bring back additional information on the amounts of bond vs.
general fund. APPROVED
AYES: 14
NO: 1
ABSTAIN: 1
VII. ACCJC
Follow-up Report
Dr. Debbie Budd
A copy of the District’s response will be presented to the Accrediting
commission by March 15th ; a visiting team will come to the district
probably in May. The Colleges will file a Midterm Report that
involves a visit. In Spring 2009, the colleges were given
recommendations that need to be responded to. The colleges shared
their response through their shared governance and we are taking
their response verbatim. The District’s response is also being shared
through shared governance.
Recommendation 1: OPEB starts on page 6.
Recommendation 2: Audit Findings starts on page 13.
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 24, 2012
Recommendation 3: Fiscal Stability starts on page 29.
Recommendation 4: Board Policy vs. Administrative Procedure
starts on page 40.
Recommendation 5: Fiscal Capacity starts on page 49.
Also included are the data from the ARCC and institutional websites.
There was a motion to accept the ACCJC District Follow-Up Report
and to move it to the Chancellor. The vote was 15 ayes and 1
abstention.
VIII. Policies and
Administrative
Procedures
Jim Grivich
Per Mr. Grivich, on BP 4030 Academic Freedom, there is a
distinction from Freedom of Speech. Academic Freedom has to do
with what goes on in the instructional setting in the classroom and is
part of the instructional experience. Freedom of Speech is a public
forum type of activity.
Dr. Goldstein disagreed with Mr. Grivich in the context that the
Academic Freedom is much broader. He added that PFT is
negotiating some of these core philosophical principles.
Note: There is a change in the Travel form. There was a
recommendation for change in the BP 7400 and AP 7400 to include
the sentence “The lowest discounted conference rate for the hotel(s)
selected by a conference sponsor may be used as the per diem
lodging reimbursement rate rather than the GSA federal rate.” Also,
the Hotel/Motel Transient Occupancy Tax Waiver was introduced.
The form can be filed with the hotel to waive the occupancy tax of
10%. Most hotels will grant this, but it is up to their discretion.
Motion to approve BP 3310, AP 3310, BP 7400, AP 7400, AP 2430,
AP 3100, BP 4010, AP 4010, AP 4104, BP 4106, AP 4106, BP 4110,
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Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 24, 2012
AP 4110, BP 4225, BP 4235, BP 4240, BP 4250, and BP 4400.
APPROVED
BP 3310, Records Retention and Destruction (new)
AP 3310, Records Retention and Destruction
BP 7400 Travel (revised)
AP 7400 Travel Authorization (revised)
AP 2430 Delegation of Authority to the Chancellor’s Staff (second
review)
AP 3100 Organizational Structure (second review)
BP 4010 Academic Calendar
AP 4010 Academic Calendar
AP 4104 Contract Education
BP 4106 Nursing Programs
AP 4106 Nursing Programs
BP 4110 Honorary Degrees
AP 4110 Honorary Degrees
BP 4225 Course Repetition
BP 4235 Credit by Examination
BP 4240 Academic Renewal
BP 4250 Probation, Disqualification, and Readmission
BP 4400 Community Service Programs
Pull for further discussion:
BP 3720 Telephone, Computer, and Network Use
AP 3720 Telephone, Computer, and Network Use
BP 4030 Academic Freedom
AP 4030 Academic Freedom
Adjournment:
With BP/AP 3720 and BP/AP 4030 being pulled for further
discussion, the other BPs and APs were passed unanimously.
12:00 PM
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Next meeting:
Peralta Community College District
Planning and Budgeting Council Meeting Minutes
February 24, 2012
March 23, 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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