Minutes of Meeting

CABRILLO COLLEGE GOVERNING BOARD

May 1, 2006

REGULAR MEETING The regular monthly meeting of the Cabrillo College Governing Board was held at the Sesnon House, Cabrillo Community College District, 6500 Soquel Drive, Aptos, California on Monday, May 1, 2006. Chair Alan Smith opened the meeting in Open Session at 5:08 pm. Roll was taken; present were Chair Al Smith and Trustees Rebecca Garcia, Gary Reece, Rachael Spencer, Katy Stonebloom, and Claudine Wildman. Trustee John Leopold was absent. Chair Smith asked for Public Comments on Closed Session items. There were no public comments. Closed Session items were announced and the meeting was adjourned to Closed Session at 5:09 pm. Chair Smith called the Open Session to order at 5:43 pm.	CALL TO ORDER
ROLL CALL Other board members present were Rebecca Garcia, Gary Reece, Rachael Spencer, Katy Stonebloom, Claudine Wildman, and Student Trustee Chante Santana. Trustee John Leopold was absent. Also present were members of the community, college faculty, staff and students.	ROLL CALL
REPORT OUT OF CLOSED SESSION Chair Smith stated that in Closed Session, the Board unanimously accepted a settlement agreement, Position Control Number 821010.	REPORT OUT OF CLOSED SESSION
PROCEDURAL ITEMS It was moved and seconded (Garcia/Wildman) to approve the Consent Agenda, including the minutes from the meeting of April 3, 2006, as presented. Trustee Wildman stated that she would abstain from voting on Consent Agenda Item 3.k., Temporary Assistance for Needy Families – Child Development Careers (TANF-CDC) Program Grant, due to a potential conflict with her employment. The motion carried with the following roll call vote: AYES: Garcia, Reece, Smith, Spencer, Stonebloom, Wildman NOES: None ABSENT: Leopold ABSTAIN: Wildman on Item 3.k. Student Trustee Advisory Vote: Aye	APPROVAL OF CONSENT AGENDA AND MINUTES
INTRODUCTION OF NEWLY APPOINTED FACULTY AND STAFF Vice President Kilmer introduced Bill Garrison, the new football coach and physical education instructor. Vice President Osorio introduced Avelina Beeber, the new Admissions & Records Assistant I. He acknowledged Assistant Director of Admissions and Records Cheryl Allen-Diaz, leaving the college on May 4^th, noting that she came to work for the President’s Office in 1993. He thanked her for her many years of work and her dedication to the college. Vice President Ard acknowledged the retirement of Tod Hunter, the senior-most classified employee, after 40 years of service to the college. President King commented that since Cabrillo College had been around almost 50 years, it was natural but never easy to have to say goodbye to longtime employees, noting that Cabrillo would not be the place it is without its remarkable personnel. He thanked Coach Steve Cox for being present to show his support for the new coach, Bill Garrison. President King welcomed new Associate Vice President, Information Technology Bob Owen to his first day on the job and introduced the new Director of Marketing and Communications, Mary Planding.	INTRODUCTION OF NEWLY APPOINTED FACULTY AND STAFF
ORAL COMMUNICATIONS None.	ORAL COMMUNICATIONS
SPECIAL PRESENTATIONS The Cabrillo College Women’s and Men’s soccer teams, under the direction of coaches Paolo Carbone, Mike Arzabal and Devvyn Hawkins, were honored by Board Proclamation for their successful seasons. Interim Director of Counseling Shawn Ogimachi provided an update on the proposed reorganization of the Counseling Division. He reviewed the outcome of the counseling retreat on March 9^th, and the changes to the Counseling Division precipitated by the move to the 100 building. He expressed the need for an organizational structure that incorporates and allows for integration, shared knowledge, cross training and development of a comprehensive counseling program. He described the change in focus of educational counseling, and the challenges, such as dwindling resources, the loss of the Transfer Center director, the Counseling Division Chair, the move to the new facility, an unreplaced retirement, a vacuum in leadership, and aging operational processes. Mr. Ogimachi stated that the upside was that the faculty came together to take on the challenge, to make the effort in the absence of administrative expertise, and to involve support staff. They decided to move forward with the resources available, and regardless of the workload, to get it done by June 2006. Mr. Ogimachi reported that 26 community colleges were surveyed in depth and the websites of all 109 were reviewed to determine a model for the Transfer/Career Center concept, and no single organizational model stood out. Some stand alone, some are combined, some have nothing; all are under a counseling division or a matriculation/counseling combination. Six schools are in the same process as Cabrillo and all agreed to share their research with each other. The Counseling Division agreed to have an integrated Transfer/Career Center, to be staffed by faculty leadership, with two LIA positions to be placed in the Center, also supporting Puente and the international student program by June 2006. There will also be a 50% transcript evaluator assigned to the Counseling Division to support transfer admission agreements. This will allow year-round access, promote cross training of staff and faculty, create a student centered facility and program within the Counseling Division, underscore the college’s commitment to the transfer of underrepresented students, and fit the new focus of a comprehensive counseling program. Mr. Ogimachi reported that an electronic scheduling system was on the way, and noted that a majority of schools align matriculation and counseling, as they are very similar. He introduced the many counselors who were present at the meeting. Trustee Garcia expressed her appreciation to all the counselors and to Mr. Ogimachi for his leadership, acknowledging the paradigm shift in the division. She asked if each counselor had bought into the new model. Mr. Ogimachi responded that they reached consensus agreement on each of the points, and every goal was agreed upon at the retreat on March 9^th. He shared the appreciation with all of the division. Trustee Stonebloom echoed Trustee Garcia’s comments of appreciation and acknowledgement of the paradigm shift, catching up to the present focus from the 1997 standards. She asked what process would be used to move forward to a new place, to move the division in the 100 building to a new center and continue into the future. Mr. Ogimachi responded that there was not a process in place yet. Trustee Stonebloom asked if the process to date had included faculty. Mr. Ogimachi responded that the process had even included staff but the desire was to bring it to the wider campus. He added that he would be taking it to the Faculty Senate the next day. Mr. Ogimachi stated his desire to have all counselors under a wider leadership with a broad counseling background, noting that while Cabrillo may not follow a predictable model, the wider changes around the state had not been reviewed. Vice President Osorio commented that two other areas for discussion later in the meeting would be job descriptions for leadership and organization of the area. Trustee Reece stated the importance of counseling as not auxiliary but a core service, critical to student success. He was pleased to hear the dialog would embrace the whole campus, not just counselors, noting the decline in FTES, and the importance of counselors in student retention. Trustee Reece stated the link between higher enrollment and bigger budgets for salaries, etc., and noted that the whole campus needs to support a successful, year round counseling service. He asked if there was a plan for the scheduling of counselors because they are needed before students see faculty. Vice President Osorio responded that a committee was working on schedules for prime times and “express counseling” services. Mr. Ogimachi stated that scheduling played a big role in the goal statements, and was of concern to counselors because as faculty, they need to go to faculty workshops during Flex Week. One option was to attend half of Flex Week, and they hoped that data from the electronic scheduling system would help identify the needs more accurately. Trustee Wildman supported the outreach to the wider campus community and asked what an outreach would look like to students. Mr. Ogimachi responded that Running Start would continue and an integrated Transfer/Career Center would allow parents access, also. He added that there was a regular newsletter article for continuing students, and for occupational programs and other instructional programs, it might require a shift of thinking. He hoped that with the electronic scheduler, it would show how best to allocate counseling time as the south county grows, and also hoped to resurrect the re-entry center in the future. Trustee Wildman asked how the Board could support the effort, outside of staffing. Mr. Ogimachi responded that a campus wide discussion was most important, including the possibility of integrating matriculation into counseling due to its close nature. He considered that it would be more efficient and effective for cross training, and would have all the advantages of putting people together for comprehensive counseling and student development. Trustee Wildman asked if an outside facilitator would be helpful. Mr. Ogimachi asked if she meant within counseling or in regards to administering the Enrollment Services Center. Trustee Wildman responded either one. Mr. Ogimachi stated that in colleges that combine counseling services, they do so under one administrator with a recent background in counseling. Trustee Spencer commented that when she was a single parent and part-time student, she was impressed with Financial Aid’s efficiency in running group meetings for giving basic information and strategies for limited resources. She asked what Mr. Ogimachi thought success would look like in a year. Mr. Ogimachi responded that counselors believed success would be the creation of a comprehensive program, with all counselors under one administrative leader with a strong background in counseling and student development, with processes that make it easier for students, the reopening of the re-entry center, the growing needs met for south county, and all those involved in student success under one leader. Trustee Spencer asked how success would be measured. Mr. Ogimachi responded that the scheduling system could capture numbers, but he was not sure of how to benchmark the achievement of ideological shifts. The resurrection of the re-entry center would be a success, and the “un-duplication” of services as the realignment continues. Trustee Stonebloom asked for clarification on the transcript evaluation processes with the new 50% evaluator coming on board, commenting that it should be faster for one person who is more familiar with transcripts to perform the evaluations. Vice President Osorio explained that Allied Health wrote grants to fund the position, which would evaluate Allied Health transcripts 50% of the time, and in the off season, work on Transfer Admission Agreements. Mr. Ogimachi added that counselors usually direct the work of evaluators. Chair Smith stated that more time than usual was spent on this presentation but it was well worth it, noting that counseling was an extremely important component of the college. He appreciated the counselors’ attendance and being able to see the faces with the names. He thanked Mr. Ogimachi for doing a good job answering all the questions, noting that a common goal and professionalism were evident by what had taken place so far and he had faith it would continue. Chair Smith noted Trustee Leopold’s absence, stating that every effort was made to connect him to the meeting from the Denver Airport as a remote location in compliance with the Brown Act, but due to posting regulations 72 hours in advance of the meeting, it was impossible.	SPECIAL PRESENTATIONS
ORAL REPORTS Board Members' Reports Trustee Garcia reported that on April 28-29, she was in Sacramento on the interview panel for the four finalists for the CCLC CEO position. She stated that an announcement would be forthcoming soon. Trustee Garcia reported that 10,000 people marched in Watsonville in support of Immigrants’ Day, with many activities taking place in front of the Watsonville Center. She thanked Rachel Mayo for her support of the activities, noting the exposure for the Center. Trustee Garcia expressed her appreciation to Cheryl Allen-Diaz for her years of service to the Board and wished her the best. Trustee Wildman extended her thanks to Cheryl Allen-Diaz, stating that she had been a wonderful resource for the Board and it had been a pleasure seeing her grow in her educational goals and move on to her current position. Trustee Wildman reported that she had attended a recent human services committee meeting where the development of a new certificate area focused on substance abuse counseling was discussed. She suggested that Cabrillo could be certified to become one of very few agencies in the state to help students work in that field, thereby also helping FTES. Trustee Spencer welcomed Bob Owen. She commented on the difficulty for many people of attempting to register through the current online processes and hoped he could simplify it. Trustee Spencer also welcomed Mary Planding with the challenge of changing the mindset of students who say, “I’m just going to Cabrillo.” Trustee Stonebloom expressed her appreciation to Eric Hoffman for his term as Interim Director of the Children’s Center and successful completion of the Center’s accreditation. She noted the day’s activities in support of immigrants, and how it made her reflect on the job of Cabrillo, the history of the area, and the importance of historians like Sandy Lydon and Rob Edwards in telling that story. Trustee Stonebloom commented that immigration is not visible to many people in the community and this was a way to connect with students and bring the issue into classrooms. Chair Smith reported that he had been downtown in Watsonville about 1:00 and appreciated that the Cabrillo Watsonville Center was in the middle of the activities, with the street closed off. He noted that the activities felt organized and comfortable, with a common goal, and the Center was well-situated on the Plaza both for the march and college exposure.	ORAL REPORTS BOARD MEMBERS’ REPORTS
Student Trustee’s Report Student Trustee Chante Santana reported that the Student Senate kicked off their elections and expected results by next week. They recently funded the Republican Club Annual Conference, held a “Chalk It Up” competition, and endorsed the “Day Without an Immigrant” at the Watsonville Center. Ms. Santana reported that AGS will have their own club in Watsonville, and the Student Senate should be voting on a new constitution soon.	STUDENT TRUSTEE’S REPORT
Superintendent’s Report Superintendent/President Brian King commented that it was exciting to hear the passion of Mr. Ogimachi and the other counselors as they worked collaboratively in the best interests of students and set a model for responding to a changing population. He reported that at their March 9^th retreat, he asked counselors what he could do to support them, and they responded with their desire that other people be informed of the commitment of counselors and staff to meeting the needs of students even through the difficult times. President King expressed his appreciation to Janus Blume and Leah Hlavaty for setting up six meetings with classified staff to discuss their needs. While it was clear that the needs are greater than the resources, he stated that working together was the first step toward making the difficult recommendations. President King stated that the college would remain committed to collaborative discussion.	SUPERINTENDENT’S REPORT
Faculty Senate Rory O’Brien, Faculty Senate President, reported that at the recent statewide plenary sessions, attention was focused on passing resolutions, such as the issue of moving from a 60% load to an 80% model, which generated a yes vote against changing the model in protection of tenured positions. The community college initiative was supported, and they will be working to develop a support base to gather signatures while waiting for it to come to the ballot in 2008. Dr. O’Brien stated that Marcy Alancraig presented on an SLO panel at the plenary sessions and it was gratifying to realize how far ahead Cabrillo is on the process. He noted that Ms. Alancraig is somewhat of a celebrity in SLO circles. He reported that the plenary session vote was in favor of a continuance of temporary accreditation for Compton Community College while they work through their issues, noting that the problems had nothing to do with their faculty and there had been no faculty on the accreditation team that visited the college.	FACULTY SENATE
SEIU Janus Blume, SEIU President, reported that there had been two main topics of discussion among classified personnel during the last week, the classified prioritization process and the proposed Dean of the Enrollment Services Center. Ms. Blume stated that her constituents cared very much about the opportunity to serve students and were committed to doing so in the best way possible. She reported that the prioritization process was behind schedule but moving forward, and SEIU did not want to return their comments too quickly before receiving input from all affected parties. She stated that $118K was being allocated to meet all the needs. Ms. Blume reported that a number of her colleagues were planning to boycott the staff appreciation luncheon, believing it to represent lip service only, not true appreciation. On the issue of the Dean of Enrollment Services, Ms. Blume stated that while it was important to optimize the efficiency of Enrollment Services, it needed to be made sure that any administrative positions created in response to this need were the best possible answer. She stated that this would be the third administrative/management position created this year, each one presented as an emergency and cost neutral need, quickly and with little chance to respond. She noted that this one in particular provided no chance for input and a lack of shared governance, although now the process was being slowed down for that, which she appreciated. She suggested that the discussion also include how to best use the resources involved, whether these changes represented the old or new paradigm in counseling, and whether the broader dialog would include a reorganization to include authority over assessment and matriculation, also.	SEIU
CCFT Debora Bone, CCFT President, reported that the District and CCFT had reached a tentative agreement in negotiations, a very fair compensation package that would go out for ratification in the next week. She acknowledged Shawn Ogimachi’s leadership in the counseling area and stated that there had been a CCFT leadership discussion regarding the leadership needs in the counseling and enrollment services area. The strongest feeling that emerged was the need to step back and take time to identify the real needs before moving ahead. Ms. Bone questioned whether the administrative dean’s job description was realistic in its approach, asking one person to cover that many areas of expertise. She expressed CCFT’s solidarity with SEIU regarding creating an administrative position before looking at allocating more resources to classified personnel, and solidarity with counselors regarding having a leader with a background that can mentor and support them. Ms. Bone encouraged looking at other models regarding any realignment of matriculation, etc., before moving forward, and making sure of adequate faculty representation on any hiring committee, not only counseling but instruction, because instruction would benefit greatly, also.	CCFT
ACTION ITEMS Item 14. Resolution 033-06: Classified Staff Appreciation President King presented the recommendation that the Governing Board adopt Resolution 033-06 in observance of Classified School Employee Week, May 15-19, 2006, to recognize the tremendous work and many contributions of the Cabrillo College classified staff to Cabrillo’s educational community and students. Trustee Garcia asked what would happen with the resolution after it passed. Vice President Ard responded that it would be sent out to classified employees electronically during the third week of May, with a hard copy to those that do not have email access. She added that there would be an appreciation lunch on June 8^th, to which Board members would receive an invitation. Trustee Garcia asked why the luncheon was not until June. Vice President Ard responded that working with the committee, it was determined that the most classified employees would be able to attend that day, since it was after graduation and before summer session. She added that it was the traditional date for this luncheon. Trustee Garcia suggested that it would be more personal to receive the resolution in paper form, as opposed to a global email, and asked what else might be planned. Vice President Ard responded that other activities were planned for the week and the luncheon but she preferred to keep the surprise factor. It was moved and seconded (Wildman/Reece) to adopt Resolution 033-06 in observance of Classified School Employee Week, May 15-19, 2006, to recognize the tremendous work and many contributions of the Cabrillo College classified staff to Cabrillo’s educational community and students. The motion carried with the following roll call vote: AYES: Garcia, Reece, Smith, Spencer, Stonebloom, Wildman NOES: None ABSENT: Leopold ABSTAIN: None Student Trustee Advisory Vote: Aye	ACTION ITEMS RESOLUTION 033-06: CLASSIFIED STAFF APPRECIATION
Item 15. Resolution 034-06: In Support of Equalization Funding for California Community Colleges President King presented the recommendation that the Governing Board adopt Resolution 034-06 in support of equalization funding for California Community colleges. Trustee Spencer requested that copies of the resolution be sent to the appropriate legislators. Trustee Garcia acknowledged Victoria Lewis for her work on the equalization compromise language. It was moved and seconded (Spencer/Garcia) to adopt Resolution 034-06 in support of equalization funding for California Community colleges. The motion carried with the following roll call vote: AYES: Garcia, Reece, Smith, Spencer, Stonebloom, Wildman NOES: None ABSENT: Leopold ABSTAIN: None Student Trustee Advisory Vote: Aye	RESOLUTION 034-06: IN SUPPORT OF EQUALIZATION FUNDING FOR CALIFORNIA COMMUNITY COLLEGES
Item 16. Board Policy 5710: Reporting of Improper Conduct, Second Reading President King presented the recommendation that the Governing Board approve Board Policy 5710, Reporting of Improper Conduct. Trustee Stonebloom asked if there were consequences regarding making public any reported improper conduct. Vice President Ard responded that it depended on the nature of the issue. In most cases, after the investigation, a report back to the reporting individual was required and up to that point, the matter would be confidential. Vice President Ard was not aware of any required disclosure policy, though depending on the issue, it could be part of the discipline policy. Chair Smith added that it could be difficult to prove someone knew of the problem. Trustee Wildman stated that at HRA, they were required to sign an ethics policy. She asked if staff at Cabrillo were required to sign anything of that nature. Vice President Ard responded that as part of the accreditation self-study, work was being done on the ethics policy but she was not sure about requiring a signature. It was moved and seconded (Reece/Garcia) to approve Board Policy 5710, Reporting of Improper Conduct. The motion passed unanimously (Leopold absent).	BOARD POLICY 5710: REPORTING OF IMPROPER CONDUCT, SECOND READING
Item 17. EDA Grant Application for Pajaro Valley Regional Training Center President King presented the recommendation that the Governing Board authorize the submission of a pre-application to the Economic Development Administration for a 2.5 million dollar grant to be used to construct a regional training center to serve the Pajaro Valley. Trustee Garcia commented that this prospect had been discussed for many years for this area and she was pleased that Cabrillo’s Watsonville Center would provide the economic boost. Vice President Kilmer stated that Dean Rock Pfotenhauer had worked diligently and dedicated months to the project. Trustee Stonebloom thanked Dean Pfotenhauer for great collaborative planning, noting the potential for serving a population not currently being served. Dean Pfotenhauer gave credit to President King for identifying the Watsonville Center as the location. It was moved and seconded (Spencer/Stonebloom) to authorize the submission of a pre-application to the Economic Development Administration for a 2.5 million dollar grant to be used to construct a regional training center to serve the Pajaro Valley. The motion carried unanimously (Leopold absent; Wildman abstain due to possible conflict of interest due to work).	EDA GRANT APPLICATION FOR PAJARO VALLEY REGIONAL TRAINING CENTER
Item 18. Administrative/Management Job Description This item regarding a revision for the job description for the Director of Admissions and Records was pulled from the agenda. President King explained the background and sense of urgency by which this item was originally placed as an action item in order to meet hiring deadlines to fill two positions by fall.	ADMINISTRATIVE/MANAGEMENT JOB DESCRIPTION Pulled from agenda
INFORMATION ITEMS Item 19. Administrative/Management Job Description The proposed job description for the Dean of Enrollment Services was presented for Governing Board information. Vice President Osorio, aware that the Assistant Director of Admi