CYPRESS COLLEGE
PRESIDENT'S ADVISORY CABINET
Approved Minutes
December 6, 2007
Administration Conference Room
Cypress College Complex, 3rd Floor
PRESENT: Karen Cant, Dale Craig (UF), Cherie Dickey (AcSen), Dao Do, Rob
Johnson (AcSen), Mike Kasler (Chair), Josh Luna (Assoc Students),
Alan Reza (CSEA), Mara Scott (DMA), Bob Simpson, Vicki Sykes
(CSEA), Nicole Wells (Assoc Students)
ABSENT:
Sam Russo (ADFAC)
RECORDER: Pat Humpres
REVIEW OF MINUTES
The minutes for November 15, 2007, were approved as submitted.
PRESENTATION FROM THE REORGANIZATION TASK FORCE
Andrea Hannon, Chair of the Reorganization Task Force, distributed materials and a
written report. The task force could only address the most pressing and obvious
organizational concerns at this time. She presented two different options from the task
force—Plan A and Plan B. Neither plan meets the goal of being "revenue neutral." The
estimated net cost to implement Plan A would be $162,647 and Plan B would be $367,698.
The task force does not recommend one plan over the other.
The task force interviewed current and former staff in the following positions and tried
to determine whether workloads are balanced and job descriptions are appropriate: EVP
of Educational Programs & Student Services, VP of Educational Support & Planning,
Director of Budget & Finance, Director of Institutional Research, and Dean of Vocational
Education & Economic Development.
The task force determined that although the position of EVP is unique to Cypress College,
it is effective and works very well for the college. The task force strongly recommended
that the position of VP be realigned because it has the most misaligned responsibilities
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that are not comparable with similar positions at other colleges. Similar positions
overseeing educational or institutional support at other colleges are not responsible for
institutional planning. The task force recommended that the current title of VP for
Educational Support & Planning be changed to VP of Administrative Services and that the
responsibility for institutional planning be removed from the VP's job description. Also
recommended was changing the title of Director of Institutional Research to Dean,
Institutional Planning & Research and hiring an Administrative Assistant III as classified
support for that dean's position.
After lengthy discussion, PAC decided that Plan A would have the least financial impact
and would be the most viable option to implement at this time. Constituencies will have the
opportunity to review it and provide feedback over the next two weeks. The item will be
re-agendized for the next PAC meeting.
Estimated budget implications for Plan A are:
Reclassification of Director of Institutional Research to Dean, Institutional Planning and
Research (Salary change from Range 24 – Range 32)
Salary & Benefits
+$18, 947
Administrative Assistant III – Salary & Benefits (new)
+$68,444
(+$87,391)
Manager, Budget & Finance Services (reclassification)
(Salary change from Range 30 to Range 16)
Salary & Benefits
-$35,300
Director, Grants (new)
Range 21 (Certificated Manager)
Salary & Benefits
+$110,556
Net increase =
Net increase without ‘self-funded’ Director, Grants =
+$162,647
+$52,091
BUDGET UPDATE/TEXTBOOK COSTS
Dao reported that the 2008-2009 state budget reflects a potential $10 billion+ shortfall.
The State Chancellor's Office is reporting that it has not yet received a request from the
state legislature for any mid-year budget cuts. There will be more news on the state
budget in January.
On recommendation from the Planning & Budget Committee, PAC approved funding for the
following items: 1) $45,000 from campus contingency funds to hire Alpert McKee &
Associates to write another Title V grant application, which is due March 1, 2008. (If
funded, the grant would bring about $600,000 per year over five years to the college) ; 2)
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$100,000 for the new Student Center/Bookstore to fund furniture, fixtures and
equipment (FF&E); and 3) retroactive approval of $797.50 to P.E. for the cost of a bus
rental in lieu of a rented van because a driver over age 21 was not available.
Regarding efforts to reduce the cost of textbooks, Dao reported that the System Office
held a summit to review several options, i.e., book rental programs, digital books online,
faculty textbook adoptions, etc. Currently, we are funding about $30,000 per year to
provide textbooks for students to use in the Library.
CONSTRUCTION/FACILITY PROJECTS
Karen reported significant budgetary issues related to the Gateway Plaza. After LPA
architects were informed to stay within a budget of $1 million for phase I, they produced
a design significantly over budget. Increases in the cost of concrete and other materials
were cited as reasons for the high estimate. In order to save money, the campus may do
its own landscaping on the project.
Karen distributed a 2008-2009 Scheduled Maintenance Priority List, which PAC supported
after some discussion. The list will be submitted to the District on Monday.
Karen also presented the following update on campus construction projects:
Gateway Plaza – The architects have a December 6 appointment with DSA to review the
preliminary plans. The goal is to get the Gateway Plaza design through DSA and out to bid
by January. At minimum, the fire lane access route must be laid before the Student
Center/Bookstore buildings can be occupied in April. A meeting was held November 29 to
review the final conceptual plan. Subsequent to that meeting a cost estimate report by
CW Driver indicates that the cost of the project is significantly over budget due in part
to the current high cost of concrete. A second cost estimate will be done by LPA. A
meeting will be scheduled with CW Driver, LPA, district and campus representatives to
discuss the possibility of scaling back the project and possibly doing hardscape only and
landscaping at a later date.
Humanities – CW Driver's cost estimates indicate the construction costs are over budget.
Some architectural design features will need to be scaled back. Details are not yet
available but will need to be identified prior to bidding the project in the spring. Lot #8
will close summer 2008 for the duration of the construction project to accommodate the
need for a lay down area for contractors. The deans of the divisions on the north side of
campus were informed of this closure on November 27 and asked to notify their staff and
report back on any complications with the closure. Also, Kim Bartlett was notified due to
the eight disabled parking places in that lot that will need to be relocated. As a result of
feedback, the disabled parking will be added to lot #1 and additional disabled parking will
be identified for the lot #7 extension. The Fine Arts faculty reported that they will need
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access for drop off and deliveries at the back of the Theater. CW Driver has been
advised and they will arrange the fencing in lot #8 to allow for a driveway in that area.
Staff parking will be reallocated through lots #4, #5 and #7. Early estimates for the
cost of swing space are approximately $2.5 million, which will be paid for with district
funds. The swing space modifications that require DSA approval have appointments
scheduled for December 6 and December 20, 2007. Plans now include upgrading the
restrooms in Gym I to accommodate the four modular buildings that will be placed just
east of the building. Bids are now expected to take place in January. We will be working
closely with the District, CW Driver, and contractors to stay on task throughout the next
nine months in order to have all areas completed by august 2008. the "move-out" of the
Humanities building is scheduled to occur over several weeks between June 2 and August
13 with the moving of furniture and equipment progressing as each swing space area is
completed.
Piazza – Only three guardrail sections still remain on hold for installation for some
architectural coordination between the piazza and the Student Center project. These are
the pieces that connect the Student Center bridges to the piazza. All other railings have
been fabricated. Two samples of coating material have been delivered to CW Driver for
use on the sandblasted areas in Phase I. The cost of the surface material is significant,
and negotiations have not yet commenced with USS Cal about our interest in having them
pay for it. Rain on November 30 again caused leaks in the Student Activities area. These
leaks are due to the remaining areas of the piazza that have not yet been caulked. CW
Driver reports that work will be completed by December 7. The talking points that were
developed will be used to draft a letter to the contractor. The letter will outline our
position and demands for settlement on the project and initiate the negotiations for
settlement. The new Fine Arts elevator does not have a provision to be "locked off" after
hours. CW Driver contacted tBP architects and asked that they propose a solution. The
elevator passed inspection on November 29.
SCE – The building is likely to be completed ahead of schedule just prior to winter break.
Windows are in and the interior is painting is underway. Asphalt paving is complete in the
areas around the building (lot #4). There are issues with needing to reduce the grade of
the planter areas along the north side of the building, re-contour the slope of the lawn
area north of the new asphalt, and/or add a short retaining wall. Work on exterior lighting
needs is now proceeding. The move-in date is still planned for late January.
Student Center/Bookstore – The timeline is still very tight to guarantee completion by
April 1. The holiday weekend theft of copper wiring is still being evaluated to determine
the impact on schedule. The wiring provided the security system for the building.
Replacement of the wiring could delay work by 6 to 8 weeks because it was woven
throughout the window frames on the front of the building. The entire store front would
have to be removed to replace the wiring. Other fixes are being considered, including the
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idea of using wifi in lieu of wiring. The pathway between the Bookstore and the Business
building closed to foot traffic after the Thanksgiving weekend and will remain closed
through the end of December to allow for site work around the Bookstore. This will help
us stay on schedule during winter rains. It is expected that the Bookstore may be
completed in January or early February but will not be available for occupancy until all the
surrounding site work is completed and the host computer room in the Student Center is
ready. Cattle guards have been placed at the roadway entrance to the construction site to
slow construction traffic.
Central Plant – Valley Power is still working on completing the engine repairs and generator
replacement. Installation of the repaired equipment took place on November 30 but the
equipment is still not running. The equipment service contract is under review by the
District's attorney.
Parking Lot #7 – The project is underway with R2A providing architectural services. The
schedule has the construction documents being approved prior to January 1, 2008, bidding
the project in early spring and completing construction prior to the start of the fall
semester 2008. The need for parking in this area is now more significant with the
anticipated closure of lot #8 in summer 2008. The parking space layout for the area will
allow for 397 parking spaces, which is approximately 200 more than the current grassy
area (lot #7b). There is some concern that the recent increase in the price of oil will add
to the cost of asphalt. We are waiting on current cost estimates for the construction of
the lot.
Track Renovation – Job walk for the track took place on December 4.
construction is scheduled for sometime March 1 – May 31, 2008.
The actual
Marquee – Delivery of the new sign is anticipated the week of December 17, with the
replacement to be completed prior to the winter break.
CHILDREN ON CAMPUS
Bob distributed a December 3, 2007 memo from Carol Welsh, Chair of the Children on
Campus Task Force. The memo indicated that after careful review of the November 14,
2007 version submitted by the Academic Senate, the majority on the task force agreed
that the November 15, 2007 PAC version is the most appropriate set of guidelines for
campus use. After discussion and additional editing, PAC approved the following guidelines:
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CHILDREN ON THE CYPRESS COLLEGE CAMPUS
Approved by the President's Advisory Cabinet on 12/06/07
Introduction
Cypress College celebrates the presence of many children in the lives of our campus family
and the college is committed to doing everything possible to ensure the health, safety and
well being of all children.
Why do we need these guidelines?
The college manages its campus primarily for adults and is not held responsible for
supervising children. Furthermore, students and faculty expect to be able to conduct
their activities in an academic environment. Therefore, any parent or guardian who brings
a child to Chpress College must adhere strictly to established guidelines. A parent or
guardian can be any student, faculty or staff member, vendor, or campus visitor.
Who is a child?
For purposes of these child-protection guidelines, the term “child” applies to any person
under the age of 18 who is not otherwise enrolled in a program or course at Cypress
College, including programs/courses offered by the School of Continuing Education.
Guidelines to be followed:
● Children may not accompany parents or guardians to classes, labs or the worksite.
● “Arms-length supervision” by a parent or guardian is required at all times.
● Should a child become disruptive, both the parent or guardian and child may be asked
to leave the campus.
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VACANT POSITIONS – UPDATE & TIMELINES
Bob distributed a management hiring timeline for the positions of Dean of Science,
Engineering and Math, and Dean of Health Science. In order to keep the timeline on
schedule, PAC was asked to provide names of committee reps within the week.
BASIC SKILLS INITIATIVE UPDATE
Bob provided PAC with the BSI Project timeline to have an organizational meeting, develop
a self study for sections A –D, and an action plan, and budget. A draft will be submitted to
the Academic Senate, then to Planning & Budget and PAC, and finally to the Board of
Trustees for approval before it is sent to the state by May 1, 2008.
BUDGET ALLOCATION MODEL (DPC) - UPDATE
Bob reported there have been lots of different viewpoints for a budget allocation model.
CC, SCE and FC are each doing their own analysis and developing templates.
FOCUSED MID-TERM ACCREDITATION REPORT – UPDATE & JANUARY 17
APPROVAL DATE
Karen reminded everyone that tomorrow is the deadline for submitting feedback on the
draft report. Everyone was urged once again to review the draft posted in the Planning
folder on the “J:” drive. After tomorrow, Karen will summarize everything and include
supportive evidence.
STUDENT SERVICES MASTER PLAN
PAC gave its support of the plan with minor editing changes.
The meeting adjourned at 5:07 pm.
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