Minutes of Meeting

CABRILLO COLLEGE GOVERNING BOARD

February 4, 2008

 

 

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,
February 4, 2008.  Chair Claudine Wildman called the meeting to order in Open Session at
5:00 pm.  Roll was taken; present were Chair Claudine Wildman and Trustees Rebecca Garcia,
John Leopold, Gary Reece, Al Smith, Rachael Spencer, and Katy Stonebloom.  Chair Wildman 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 5:01 pm.  Closed Session was adjourned at 5:38 pm.

 

 

CALL TO ORDER

ROLL CALL

 

Chair Wildman called the Open Session to order at 5:40 pm.  Other board members present were Rebecca Garcia, John Leopold, Gary Reece, Al Smith, Rachael Spencer, Katy Stonebloom, and Student Trustee Jonathan Saad.  Also present were members of the community, college faculty, staff and students.

 

 

ROLL CALL

 

 

REPORT OUT OF CLOSED SESSION

 

Chair Wildman stated that there was nothing to report out of Closed Session.

 

 

REPORT OUT OF

CLOSED SESSION

PROCEDURAL ITEMS

 

It was moved and seconded (Garcia/Spencer) to approve the Consent Agenda, including the minutes from the meeting of January 7, 2008, as presented.

 

The motion carried with the following roll call vote:

 

AYES:          Garcia, Leopold, Smith, Spencer, Stonebloom, Wildman

NOES:          None

ABSENT:      Reece

ABSTAIN:      None

 

Student Trustee Advisory Vote:  Aye

 

 

APPROVAL OF

CONSENT AGENDA

AND MINUTES

 

 

INTRODUCTION OF NEWLY APPOINTED FACULTY AND STAFF

 

Dean Kathie Welch introduced Aaron Friday, a new LIA in the Nursing program.

 

INTRODUCTION OF

 NEWLY APPOINTED

FACULTY AND STAFF

 

ORAL COMMUNICATIONS

 

Marilyn Garrett addressed the Board regarding public health issues and the need to take a stand to protect one’s own health and the health of children.  She requested that the Board adopt a resolution opposed to aerial spraying.

 

Tammy Donnelly addressed the Board regarding the placement of the three Cabrillo cell towers and her concern that Cabrillo is licensed to place six additional antennas on the site.  She shared information regarding research that wifi and cell tower emissions can be harmful to health.

 

 

ORAL

COMMUNICATIONS

 

SPECIAL PRESENTATION

 

Nursing faculty and students provided a presentation highlighting the new Simulation Center, a project funded by the Chancellor’s Office.  Nursing students demonstrated a typical activity with a computerized mannequin and monitoring system, simulating a post-operative complication.

 

Trustee Garcia asked about the admission policy to the Nursing Program, noting that statewide policies are changing to give preference to students with bilingual abilities.

 

Dr. Tom McKay responded that there are supplemental programs for ESL students in the nursing prerequisite courses such as anatomy, where underprepared students tend to fall out of the program.

 

Chair Wildman stated that one of the workshops at the Legislative Conference included a discussion regarding creative ways to expand programs like Allied Health at a low cost.

 

Dr. McKay responded that he would be interested to hear the ideas, noting that part of the problem is saturation in the geographic area for clinical time for radiological tech and nursing students.

 

 

SPECIAL

PRESENTATION

 

ORAL REPORTS

 

Board Members’ Reports

 

Trustee Spencer encouraged personal contacts to support the passage of Prop 92.  She attended two memorial services recently, for Bob Swenson and Dick Solari, intending to honor their memories but leaving richer than when she came.  Trustee Spencer attended a day long program regarding DeAnza’s Guardian Scholar program.  She expressed her appreciation to Lynn Leslie for her work with coordinating the foster care program at Cabrillo and hoped to see it enhanced.

 

Trustee Leopold thanked everyone for supporting the Prop 92 campaign by helping with the door hangers and vote cards.  He thanked the Student Senate for their support.  He noted that he did not know what would happen with the vote on election day, but felt that the importance of community colleges had been brought to the forefront and opened some eyes.  Trustee Leopold felt Cabrillo did a good job of contributing to the campaign.

 

Trustee Garcia reported on her attendance at a Board of Governors meeting in Sacramento on
January 14th.  They received a report on system wide mandated assessment and heard from many who testified regarding the challenges of implementation.  Trustee Garcia spoke to the Board of Governors regarding a CCCT study session regarding the difficulties of implementing a mandated assessment system.  Trustee Garcia reported that Kay Albiani was not re-confirmed as a member of the BOG, noting that it was a political move.  Trustee Garcia reported that she attended the CCLC Legislative Conference and a CCCT meeting.  She noted that she saw an advertisement in the Sentinel and the Pajaronian that Cabrillo was offering two workshops on filing the FAFSA application.  Trustee Garcia stated that the FAFSA filing rate is low at only 22%, and students do not receive Pell grants or BOGW without it.  She stated that the document is very complicated and asked what could be done to increase the filing rate.  She requested a response at an upcoming meeting.

 

Trustee Stonebloom reported on her attendance at the Legislative Conference, complimenting the students and pleased that Cabrillo had the largest student contingent.  She stated that some of the themes this year included the budget, accountability for community colleges, conversations regarding connectivity with other educational institutions (K-12, UC, CSU), more collaboration, a large session on public policy, public opinion on higher education, access, how to compare across different social and economic groups, etc.  Trustee Stonebloom followed John Laird’s advice and met with Senator Jeff Denham to talk for a time about budget issues facing the system and dependable funding streams.

 

Chair Wildman shared a thank you note from the Swenson family with the Board.  She reported on her attendance at a Scotts Valley Task Force meeting and expressed her appreciation for everyone’s work. They came up with several ideas to grow the center.  Chair Wildman noted that she read in the paper that UCSC has received a record number of applications; she hoped Cabrillo would renew the collaboration for those not accepted to UCSC.  At the Legislative Conference, Chair Wildman met with Jack Scott’s Chief of Staff; she felt like she was “preaching to the choir”, but felt it was important to make the contact.  Chair Wildman reported that she approached President King about presenting at the ACCT Conference in the fall to showcase Cabrillo’s programs that show the community college role in alleviating poverty.  Programs such as WES, CAP, and Digital Bridge are examples she suggested.  Chair Wildman announced that the name of her department at Santa Cruz County has changed from Human Resources Agency (HRA) to Human Services Department (HSD).

 

ORAL REPORTS

 

BOARD MEMBER REPORTS

 

Student Trustee’s Report

 

Student Trustee Jonathan Saad reported on his attendance at the CCLC Legislative Conference. He noted that it was the second year for him, and the Student Senate sent five students, which was more than any other college.  Student Trustee Saad stated that the students were able to attend many conferences and workshops, and bring back much information to share with the other students.  He shared information regarding two bills discussed by Senator Jack Scott and noted that he learned that community colleges graduate over 70% of California nurses.

 

 

STUDENT

TRUSTEE’S

REPORT

 

 

Superintendent’s Report

 

Superintendent/President Brian King reported that the best accreditation news was that the next comprehensive evaluation would be in Fall 2013, noting that official notification of full reaccreditation had been received from the Association of Community Colleges and Junior Colleges (ACCJC).

 

 

SUPERINTENDENT’S

REPORT

 

Faculty Senate

 

Faculty Senate President Steve Hodges stated that he is excited to be back with Flex Week underway.  He noted that the first Faculty Senate meeting would be at the Watsonville Center the next day.  He added that there would be a presentation regarding online rosters developed by the IT Department.

 

 

FACULTY SENATE

 

CCEU

 

Janus Blumë, CCEU Vice President, substituted for Stephanie Stainback, CCEU President.  
Ms. Blumë reported on the Classified Prioritization Process, noting that CCEU’s part is done and turned over to President King.  She noted the Classified Prioritization Committee’s amazement at seeing requests for 67 positions, already vetted and prioritized by the components, underscoring the need at the college for new classified positions.  She added that while the accreditation news was wonderful, comments in this accreditation report and previous ones noted the need for more classified staff.  Ms. Blumë commented that with the current budget news, the college as an institution is facing a challenge to provide support staff and needs to ask itself how Cabrillo will do what it is committed to doing.  She noted the need to work together, not divisively, and to look comprehensively and deal with the problem.

 

 

CCEU

 

 

CCFT

 

Paul Harvell, CCFT President, looked forward to an action packed semester and seeing everyone on Wednesday evening for the Flex Week activity with the Board.

 

 

CCFT

 

ACTION ITEMS

 

Item 13. Annual Audit Report 2006-07

President King presented the recommendation that the Governing Board accept the 2006-07 audit report of all funds of Cabrillo Community College District as prepared by Vavrinek, Trine, Day & Co., LLP.

 

Trustee Reece requested that as issues from audit letters are addressed, the Board be informed.

 

Trustee Leopold asked what the increase in the general fund reserve does for the college.

 

Vavrinek, Trine, Day & Co., LLP Auditor Terri Montgomery responded that the college is more stable and fiscally responsible with the larger reserve.

 

It was moved and seconded (Garcia/Reece) to accept the 2006-07 audit report of all funds of Cabrillo Community College District as prepared by Vavrinek, Trine, Day & Co., LLP.  The motion carried unanimously.

 

ACTION ITEMS

 

 

ANNUAL AUDIT REPORT

2006-07

Item 14. Measure D Audit Report 2006-07

President King presented the recommendation that the Governing Board accept the audit report of Measure D Bond Funds for June 2007 as prepared by Vavrinek, Trine, Day & Co., LLP.

 

Trustee Leopold commended the staff for another clean audit.  He noted that when the Santa Cruz Grand Jury looked into the college’s bond work, they never looked at the audit, which also looked at procedures and policies.  He added that the college took unwarranted criticism from the Grand Jury.

 

Vice President Ard stated that the Facilities Development Office deserves full credit.

 

Vavrinek, Trine, Day & Co., LLP Auditor Terri Montgomery stated that the audit report shows that the college is spending bond money where the voters approved it.

 

It was moved and seconded (Reece/Leopold) to accept the audit report of Measure D Bond Funds for June 2007 as prepared by Vavrinek, Trine, Day & Co., LLP.  The motion carried unanimously.

 

 

MEASURE D AUDIT REPORT 2006-07

 

Item 15. Contract Increases:  DSA Inspection Services for Arts Education Classrooms Project

President King presented the recommendation that the Governing Board authorize the Vice President, Business Services to increase the contract with Hacks Inspection Services by the amount of $39,000 and to increase the contract with Alioto Construction Inspection in the amount of $21,000 for DSA inspection services for the Arts Education Classrooms project.

 

It was moved and seconded (Reece/Leopold) to authorize the Vice President, Business Services to increase the contract with Hacks Inspection Services by the amount of $39,000 and to increase the contract with Alioto Construction Inspection in the amount of $21,000 for DSA inspection services for the Arts Education Classrooms project.  The motion carried unanimously.

 

 

CONTRACT INCREASES:

DSA INSPECTION SERVICES

FOR ARTS EDUCATION CLASSROOMS PROJECT

 

 

Item 16. Contract Approval:  New Network and Telephone System – NexusIS

President King presented the recommendation that the Governing Board authorize the Vice President, Business Services to execute a contract with NexusIS in the amount of $1,860,000 for a new integrated CISCO network and VoIP telephony solution.  The purchase will be made pursuant to Public Contract Code 20652 that allows the District to piggyback off of a contract agreement between NexusIS, Inc. and the County of Riverside (Contract RIVCO-20420-002-004-03/09).  The equipment will be financed by Cisco over a five year period using tax exempt financing at a rate of 0%.  The life of the equipment greatly exceeds five years.

 

Trustee Garcia requested an explanation of the financing.

 

Associate Vice President Bob Owen responded that the cost is $373K per year.  The college committed to the first year out of one-time funds, and funding for the next four years.  The college will own the equipment along with a support service warranty.

 

Vice President Ard added that the financing is consistent with projections presented to the Board and is in the planning parameters, noting that bringing the lease cost into the base ongoing budget will be a challenge in the current budget climate.

 

Trustee Smith questioned whether this is a lease or a purchase.

 

Associate Vice President Owen responded that it is a lease/purchase for five years, when the college will finalize the purchase for $1.

 

Trustee Smith asked if this system would be integrated with the email system.

 

Associate Vice President Owen responded that it could be but there did not seem to be a pressing need at this time.

 

Trustee Leopold was pleased to be taking action on this piece of the Technology Plan, knowing that it reflected full shared governance and many hours of work.  He noted that a convincing case had been presented that the phone system needed replacement and was the biggest expense.

 

Trustee Stonebloom echoed Trustee Leopold’s comments and asked about a timeline for implementation.

 

Associate Vice President Owen responded that implementation would begin in 6-10 weeks, in phases.

 

Trustee Stonebloom asked about the impact on the Hawktalk telephone registration system.

 

Associate Vice President Owen responded that it should not impact the system, noting that staff is trying to streamline Hawktalk.

 

It was moved and seconded (Spencer/Leopold) to authorize the Vice President, Business Services to execute a contract with NexusIS in the amount of $1,860,000 for a new integrated CISCO network and VoIP telephony solution.  The purchase will be made pursuant to Public Contract Code 20652 that allows the District to piggyback off of a contract agreement between NexusIS, Inc. and the County of Riverside (Contract RIVCO-20420-002-004-03/09).  The motion carried unanimously.

 

 

CONTRACT APPROVAL:

NEW NETWORK AND

TELEPHONE SYSTEM –

NEXUSIS

 

Item 17. Board Policy Revision:  Business Services

President King presented the recommendation that the Governing Board adopt Board
Policy 4030 as revised.

 

It was moved and seconded (Reece/Leopold) to adopt Board Policy 4030 as revised.  The motion carried unanimously.

 

 

BOARD POLICY 4030:

BUDGET PREPARATION

 

INFORMATION ITEMS

 

Item 18. 2007-08/2008-09 Budget Update

An update on the 2007-08 and 2008-09 Budgets was provided to the Governing Board.

 

Pegi distributed 2007-08 Mid Year and 2008-09 Budget Strategies as of January 30, 2008.  She noted that the documents had received consensus by CPC, and had been shared with Instruction Council and other governance groups.

 

Chair Wildman heard at the Legislative Conference that it would be a long budget season, and to be prudent in strategies as it may be worse than expected.

 

Trustee Garcia stated that the budget report at the Board of Governors meeting reflected a “do not over react” tone, just prepare a plan.  She added that it was possible that colleges might not have to make the mid-year cuts.

 

Vice President Ard stated that the college decided to go ahead and look for the anticipated $400K in mid-year cuts and if not needed, use it towards next year’s cuts.  She added that at the Budget Workshop, Dan Walters spoke, noting that even if Prop 92 fails to pass, it is a good time for community colleges to come together.

 

Chair Wildman stated that it was also mentioned to plan for a delayed college payment because the state will be protecting its credit rating by keeping the funds as long as possible.

 

Trustee Leopold commented that he was struck by the lack of creativity in the 10% across the board cuts indicated by the State.  He reviewed several issues impacting the current statewide budget crisis.

 

INFORMATION ITEMS

 

 

2007-08/2008-09

BUDGET UPDATE

 

 

Item 19. Title V Grant Application Update

An update regarding the Title V grant application was provided to the Governing Board for information.

 

Vice President Kilmer explained that the Federal Title V grant committee decided not to fund any new proposals for this year, but to fund further down last year’s list.  She added that the college will continue developing a complete plan for submission next year.

 

Trustee Garcia noted that she and President King spoke to a representative of an advocacy organization from Washington DC attempting to get more funding for this project.  They are going to send some talking points to Congressman Sam Farr’s office.

 

Trustee Leopold noted that the plan should keep moving forward, as some of things that the grant funds would have covered may be important projects that need to be done anyway.

 

Vice President Kilmer responded that she had hoped to leverage some of the Basic Skills Initiative project funds with the Title V funds but will continue on that priority, as an example.

 

 

TITLE V GRANT

APPLICATION UPDATE

 

Item 20. 2008 Accountability Reporting for the Community Colleges (ARCC)

A report regarding the 2008 Accountability Reporting for the Community Colleges (ARCC) was provided to the Governing Board for information.

 

Trustee Stonebloom asked for clarification on the ESL numbers.

 

PRO Director Craig Hayward responded that the codes captured by the Chancellor’s Office do not track with the local data set; they only count those students that come out and transfer into regular English classes.  He is working to develop Cabrillo’s actual data over a three-year period, which currently looks like approximately 50%.

 

Trustee Garcia noted that the vocational workforce figure was lower than the peer group and dropping from previous years.

 

Dean Rock Pfotenhauer stated that he and Craig Hayward did an analysis to try to research the figure, noting that higher withdrawals may have indicated that those who dropped may have gone back to work.  He noted that it was a good benchmark to review and they now had the capability to identify the departments.  Those that are low can be targeted for review.

 

Trustee Stonebloom noted that in the Fact Book, quite a few classes had a success/completion rate at or around 50%.  She asked what process kicks in when that figure is noted.

 

Vice President Kilmer responded that at the section or department level, it is investigated for how it might be improved.  She noted that particular sections may have high or low success rates based on the challenging nature of the course; some low success rates occur in basic skills courses.  Help can be provided to improve teaching strategies if appropriate; it depends on the department, cluster, and types of courses.

 

 

2008 ACCOUNTABILITY REPORTING FOR THE COMMUNITY COLLEGES

 

Item 21. Cabrillo College Student Services:  Six-Month Status Report of the 2007-08 Goals, Objectives, and Accomplishments

A six-month status report regarding the Cabrillo College Student Services 2007-08 Goals, Objectives, and Accomplishments was provided to the Governing Board for information.

 

Trustee Garcia asked if any of the strategies were new to Vice President Chen.

 

Vice President Chen responded that based on student surveys, schedules were developed to better serve students. Office hours, counseling hours and Financial Aid hours are very different than they were.  She added that more reports regarding different Student Services areas would be forthcoming.

 

Chair Wildman asked about electronic imaging.

 

Vice President Chen responded that currently some student records are kept on microfiche, which takes a long time to retrieve.  The college is working to develop an electronic imaging system where a sequence of records for each student could be stored.

 

Trustee Leopold looked forward to a report regarding transportation management.  He thanked Vice President Chen for expanding office and counseling hours.  He noticed resignations in Counseling and LIAs in last month’s Board book, and asked what is being done to hire those positions.

 

Vice President Chen responded that without counseling support, students may not select the best courses, so the college needs to ensure it is available.

 

 

CABRILLO COLLEGE STUDENT SERVICES:  SIX-MONTH STATUS REPORT OF THE 2007-08 GOALS, OBJECTIVES, AND ACCOMPLISHMENTS

 

Item 22. Office of Admissions and Records Report

An Office of Admissions and Records report was provided to the Governing Board for information.

 

Trustee Spencer congratulated Admissions and Records Director Esperanza Nee for the heavy workload of her staff with the truly low error rate.  She asked how the new networking would help.

 

Director Nee responded that the telephone registration system, or Halktalk, is a critical piece of the registration system, and she and Associate Vice President Bob Owen confer regularly about technology.

 

Trustee Stonebloom thanked Director Nee for the report and the remarkable work.  She appreciated the personal response given by department personnel, noting that the challenges of technology can make or break a student’s experience at the door of the college.  She hoped some time could be devoted to simplifying online registration.

 

Trustee Leopold expressed his appreciation for the hard work of the staff in the department, who had undergone quite a few changes in leadership over the past two years.  He thanked Director Nee for her leadership.

 

 

OFFICE OF ADMISSIONS

AND RECORDS REPORT

 

Item 23. Annual Report on Instructional Grants

The annual report on Instructional grants was provided to the Governing Board for information.

 

Chair Wildman expressed her appreciation to all involved in making these grants possible.

 

Trustee Garcia echoed Chair Wildman’s appreciation and asked if there was any possibility of grants for furthering teacher education.

 

Vice President Kilmer responded that eyes are kept open for any and all funds available.

 

Trustee Leopold credited the amount of work and relationships involved in raising these funds.

 

Trustee Stonebloom added that there is work involved in the follow up reporting, as well as the application process.

 

 

ANNUAL REPORT ON INSTRUCTIONAL GRANTS

 

Item 24. Technology Plan Implementation Update

An update on the implementation of the Technology Plan was provided to the Governing Board for information.

 

 

TECHNOLOGY PLAN IMPLEMENTATION UPDATE

 

Item 25. Facilities Master Plan (FMP) Project Status Report

The monthly status report regarding current Facilities Master Plan projects was provided to the Governing Board for information.

 

Student Trustee Saad commented that previous FMP reports have shown ranked lists of requests from Instructional programs, such as the TLC rooms are too hot from having too many computers running.  He stated that he would like to see the report expanded in that way to be able to see when those issues would be addressed.

 

Vice President Ard responded that the space planning process would address those types of issues; every department would have the opportunity to request improvements.

 

Trustee Leopold requested that a communication be sent to Envision Solar to confirm the Board’s sincere interest in using local vendors in the solar project installation.

 

 

FACILITIES MASTER PLAN PROJECT STATUS REPORT

 

Item 26. Financial Reports

Financial reports through December 31, 2007, were presented to the Governing Board for information.

 

 

FINANCIAL REPORTS

Item 27. Cabrillo College Monthly Calendar

The Cabrillo College Monthly Calendar for February 2008 was presented to the Governing Board for information.

 

 

CABRILLO COLLEGE

MONTHLY CALENDAR

Item 28. Agenda for Next or Future Board Meeting

The following items were requested for information, action or presentations:

• Report on Financial Aid/FAFSA filing

• Follow up on Audit Management Letter

 

 

AGENDA FOR

NEXT BOARD MEETING

ADJOURNMENT

The open session of the Cabrillo College Governing Board was adjourned at 7:46 pm.

 

 

ADJOURNMENT

 

                                                                                    Respectfully submitted,

 

                                                                                    Secretary