Minutes of Meeting

CABRILLO COLLEGE GOVERNING BOARD

March 9, 2009

 

REGULAR MEETING

 

The regular monthly meeting of the Cabrillo College Governing Board was held at the Horticulture Center, Cabrillo Community College District, 6500 Soquel Drive, Aptos, California on Monday,
March 9, 2009.  Chair Rebecca Garcia opened the meeting in Open Session at 5:00 pm.  Roll was taken; present were Chair Garcia, Trustees Gary Reece, Al Smith, Rachael Spencer, Katy Stonebloom, Susan True, and Claudine Wildman.  Chair Garcia 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 5:28 pm.

 

 

CALL TO ORDER

ROLL CALL

 

Chair Rebecca Garcia called the Open Session to order at 5:32 pm.  Other Board members present were Trustees Gary Reece, Al Smith, Rachael Spencer, Katy Stonebloom, Susan True,
Claudine Wildman, and Student Trustee Gary Meyer.  Also present were members of the community, college faculty, staff and students.

 

 

ROLL CALL

 

 

REPORT OUT OF CLOSED SESSION

 

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

 

 

REPORT OUT OF

CLOSED SESSION

PROCEDURAL ITEMS

 

It was moved and seconded (Wildman/Spencer) to approve the Consent Agenda, including the minutes from the meeting of February 2, 2009, as presented.

 

The motion carried with the following roll call vote:

 

Student Trustee Advisory Vote:  Aye

 

AYES:          Garcia, Reece, Smith, Spencer, Stonebloom, True, Wildman

NOES:          None

ABSENT:      None

ABSTAIN:      None

 

 

 

APPROVAL OF

CONSENT AGENDA

AND MINUTES

 

 

INTRODUCTION OF NEWLY APPOINTED FACULTY AND STAFF

 

None.

 

INTRODUCTION OF

 NEWLY APPOINTED

FACULTY AND STAFF

 

ORAL COMMUNICATIONS

 

Mary Gaukel Forster, Delta High School Principal, spoke to the Board regarding Delta’s WASC accreditation visit, noting that they currently have 95 students on site and additional students on independent study.  She expressed her appreciation to Vice President Chen for working with the Delta guidance counselor, resulting in 88 Delta students being concurrently enrolled in Counseling and Guidance courses, and 30 students taking additional courses.  Ms. Forster reported that Delta is completing an application to become an Early College High School and is grateful every day to be located at and feel a part of Cabrillo College.

 

Rebeca Villafana reported to the Board that she had resigned from the position of Student Senate President effective February 18th.  She introduced Lupe Ortiz, the former Vice President, who will be taking over as President.  Ms. Villafana expressed her gratitude to everyone and her confidence in Ms. Ortiz.

 

 

ORAL

COMMUNICATIONS

 

 

SPECIAL PRESENTATION

 

Johanna Bowen, Library Director and Georg Romero, Public Services Librarian provided an overview of the various library services in place at the Robert E. Swenson Library.

 

Vice President Kilmer noted that during the last accreditation visit, the Library received a special commendation for their services.

 

Students Eric Barbour, Sophia Forde and Carlos Hernandez described the many ways the Library is vital in meeting the needs of students.

 

 

SPECIAL PRESENTATION

 

 

ORAL REPORTS

 

Board Members' Reports

 

Trustee Spencer stated that when she heard Ms. Villafana resigned as Student Senate President, she was dismayed.  She spoke to one student on the Senate who stated that it was required to spend a minimum of fifteen hours per week on Student Senate positions.  Trustee Spencer expressed her concern regarding students’ school work, noting that one student told her that she got her first B in a class due to the heavy time requirement.  She stated that the very few students can spend fifteen hours on Senate work, which chews up some students and rules out others from participation.

 

Trustee Wildman acknowledged Rachel Mayo, Pegi Ard and Brian King for setting up and attending a San Lorenzo Valley/Scotts Valley Advisory Committee meeting regarding budget reductions that would affect the Center.  She stated that the information was well thought out and well received by the committee. Trustee Wildman stated that the Board meeting with managers was a great evening and wonderful chance to get know each other, and had a good turn out.

 

Chair Garcia reported on her attendance at a CCCT meeting in January.  She attended a workshop on the Brown Act, which served as a reminder to post meetings of standing Board committees.  She also attended the ACCT Legislative Summit in February in Washington, DC.  She noted the freeze on travel funds and stated that she paid for the travel out of pocket.  Chair Garcia stated that while in Washington, DC, she met with Congressman Sam Farr and asked for support in areas of the 2010 budget, including Cal grants, career and technical education, the Workforce Development Act and the Dream Act.  She also asked for support for the ITEC center; unfortunately, he said no but suggested applying for the stimulus funds.  He also stated that the City of Watsonville is going “green” and suggested partnering with them.

 

ORAL REPORTS

 

BOARD MEMBER REPORTS

 

Student Trustee’s Report

 

Student Trustee Gary Meyer acknowledged student leaders Eric Barbour, the new Vice President of the Student Senate, Sophia Forde, Becka Fortune, Rebeca Villafana and several student senators who were present.  He reported on the recent successful MLK event and Welcome Week, and stated that the Student Senate was looking forward to the Social Justice Conference and the Cinco de Mayo celebration.

 

 

STUDENT

TRUSTEE’S

REPORT

 

 

Superintendent’s Report

 

Superintendent/President Brian King commented that the college is fortunate to have outstanding leadership, especially in this time of tough budget news.  He thanked the Governing Board Budget Committee, Trustees Reece, Spencer and True, for committing the extra hours, the constituent leaders, Paul Harvell, Steve Hodges and Stephanie Stainback, Administrative Council and the College Planning Council for the thoughtful recommendations that were coming forward.  President King noted the importance of the May 19th propositions on the CA ballot and the May Revise one week later.  He stated that Cabrillo is as well-positioned as any community college and some are looking to emulate Cabrillo.  For the next month, President King stated that the difficult project will be to identify $550K in eight FTE of classified personnel through a combination of vacant and reallocated positions.  President King stated that he had been invited to go to Seattle to make a case for funds for Platinum LEED certification for the ITEC center.

 

 

SUPERINTENDENT’S

REPORT

 

CCFT

 

Paul Harvell, CCFT President, reported that he had been working on a faculty salary study, which was now a 25 page document, and would like additional time at the April meeting to review it with the Board.  Mr. Harvell stated that the union’s position regarding the hiring of the Vice President, Student Services position is awkward due to the hiring freezes and layoff of faculty and staff.  He asked about the critical factor that determines whether to hire or not, while the college is down by many faculty and pink slipping two tenured faculty.  Mr. Harvell stated the union’s concern regarding the commitment to an individual of tenure, noting the concern of faculty campus wide regarding the layoff of two tenured faculty.  He noted that he was not making a comment about the Children’s Center or the organization, but more narrowly about the commitment to individuals.

 

Trustee Reece requested that the salary survey be emailed to him.

 

 

CCFT

 

Faculty Senate

 

Steve Hodges, Faculty Senate President, stated that the Senate had two issues of concern.  First, regarding the Space Reallocation Project, given the complexity, better results could not be expected.  The Senate remains committed to resolving the outstanding issues identified by the planner and would like the Board’s commitment to the same.  The Senate considers the Plan to be a living document, flexible as better options present themselves.  Second, Mr. Hodges stated that the Faculty Senate has been involved through all aspects of the painful budget cut process, most strongly in the instructional area.  He stated that the Faculty Senate came up with a slightly different opinion on which cuts were appropriate.  He thanked the members of CPC and Vice President Kilmer for listening and resolving the issues in a collegial process.

 

 

FACULTY SENATE

 

CCEU

 

Stephanie Stainback, CCEU President, stated that she had several items to bring to the Board’s attention.

Overall, CCEU supports the concept of the $3.2M in reductions and the formulation for the cuts. 
Ms. Stainback stated that there are 28 vacant classified positions and she expressed concern regarding a process to fully track the positions as some are reallocated, reduced, eliminated, etc.  She stated the need for work plans, identification of which services will be reduced and a process to identify these.

CCEU supports hiring the Vice President, Student Services position.  Ms. Stainback stated the need to commit to the Student Services component and provide continuity of leadership for them.

Ms. Stainback reminded the Board that the budget cuts should be borne across the campus as a whole.

Ms. Stainback stated that the classified people to be laid off have not yet been identified.  She requested that the difference of opinion on language be worked out before layoffs regarding the actions being “not voluntary, not transfers” and not involving minimum qualifications.  She stated the unintended consequences of carving away percentages, such as .23 FTE of a position.

Ms. Stainback stated that Financial Aid is exploding, noting that in 2006-07 there were 5600 applications; in this year not concluded, there have been 7135 applications, a 25% increase with less staff than ever.

Looking at the College Master Plan update, Ms. Stainback noted the need to continue to look for a planning process to staff new facilities.  She suggested a process to determine employee satisfaction, retention and recruitment.

Ms. Stainback noted that it was month nine without a carpenter.

 

 

CCEU

 

 

ACTION ITEMS

 

Item 13. Annual Audit Report 2007-08

President King presented the recommendation that the Governing Board accept the 2007-08 audit report of all funds of the Cabrillo Community College District as prepared by Vavrinek, Trine, Day & Co., LLP, as provided under separate cover.

 

Trustee Reece commented that not many people know how much work is involved in an audit and he expressed his appreciation for the good report.  He added that every year, he hears from the auditors about the cooperation from staff and he does not take that lightly.

 

Auditor Terri Montgomery expressed her thanks for the prompt and easy responses from staff.

 

Vice President Ard noted that in a college audit, almost everyone is involved in some way.  She thanked Victoria Lewis as principal leader for the Business Office.

 

Ms. Montgomery expressed the clean opinion of the audit.

 

Chair Garcia noted that she has been on the Board for sixteen years.  She thanked Ms. Montgomery for the recommendations, stating that it was the most she had seen.

 

It was moved and seconded (Reece/Stonebloom) to accept the 2007-08 audit report of all funds of the Cabrillo Community College District as prepared by Vavrinek, Trine, Day & Co., LLP, as provided under separate cover.  The motion carried unanimously.

 

ACTION ITEMS

 

 

ANNUAL AUDIT

REPORT 2007-08

 

 

Item 14. Notice of Reemployment/Non-Reemployment of Designated Academic Employees

President King presented the recommendation that the Governing Board accept the Superintendent/President’s recommendations as presented.

 

It was moved and seconded (True/Reece) to accept the Superintendent/President’s recommendations as presented.  The motion carried unanimously.

 

 

NOTICE OF REEMPLOYMENT/

NON-REEMPLOYMENT OF DESIGNATED ACADEMIC EMPLOYEES

 

Item 15. Resolution 013-09:  Reduction or Discontinuance of Particular Kinds of Service – Academic Faculty and Educational Administrative Services

President King presented the recommendation that the Governing Board adopt Resolution 013-09 as presented.

 

Michael Boyd introduced himself as a taxpayer, and commented that in his opinion the agenda did not meet Brown Act standards by providing enough information to allow meaningful participation. He objected to the reductions in faculty and classified staff and stated that the college was cutting in the wrong places.  He stated that the college should be looking at banks first, refinancing bonds at lower interest rates.

 

Annabel Navarro read a letter in support of the Children’s Center, noting that the Center should be viewed as an investment in the community.

 

Trustee Reece, referring to Mr. Boyd’s comments, noted that bonds have been refinanced in the past to the benefit of the taxpayers, unlike other colleges that took the savings into their general funds, and asked if that avenue had been pursued.

 

Vice President Ard responded that the idea had been researched within the last month and it was not to the college’s financial interest at this time.

 

Trustee Reece, as a member of the Board’s Budget Committee, added his thanks to those who came up with the proposed recommendations, noting that the outcome of the May elections was very important as so much of the proposed state budget is folly unless the initiatives are approved.  He added that most of the Board members have been through budget reductions before and fully realize that they affect people’s lives deeply.  He appreciated the difficult, creative work, noting that there had been much movement in the target figures, backed down to a lesser amount.

 

Trustee True stated that the Children’s Center is near and dear to her heart, and she thanked everyone for working to make sure it will continue to exist.  She appreciated the creative efforts.

 

Trustee Stonebloom echoed Trustee True’s comments, noting that every source of funding is being sought.  She stated that she has been on the ECE Advisory Committee for many years and knows how much the college has invested and knows it is finite in its sustainability, but knows how important the Children’s Center remains for underrepresented students in gaining employment and in supporting students.

 

Chair Garcia expressed her understanding of the importance of the Children’s Center, as she also works in K-12 education.  She also noted her empathy for those receiving March 15th notices, as she received hers for the third time in three years, commenting that it comes down to budget and money, and very difficult decisions.

 

It was moved and seconded (Reece/Wildman) to adopt Resolution 013-09 as presented.  The motion carried with the following roll call vote:

 

Student Trustee Advisory Vote:  Aye

 

AYES:          Garcia, Reece, Smith, Spencer, Stonebloom, True, Wildman

NOES:          None

ABSENT:      None

ABSTAIN:      None

 

 

RESOLUTION 013-09:

REDUCTION OR DISCONTINUANCE OF PARTICULAR KINDS OF SERVICE – ACADEMIC FACULTY AND EDUCATIONAL ADMINISTRATIVE SERVICES

 

 

Item 16. Resolution 014-09:  Reduction or Discontinuance of Classified Service

President King presented the recommendation that the Governing Board adopt Resolution 014-09 as presented.

 

It was moved and seconded (Reece/Spencer) to adopt Resolution 014-09 as presented.  The motion carried with the following roll call vote:

 

Student Trustee Advisory Vote:  Aye

 

AYES:          Garcia, Reece, Smith, Spencer, Stonebloom, True, Wildman

NOES:          None

ABSENT:      None

ABSTAIN:      None

 

 

RESOLUTION 014-09:

REDUCTION OR DISCONTINUANCE OF CLASSIFIED SERVICE

 

Item 17. Contract Extension: Bogard+Kitchell for Construction Management 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 amount to Bogard+Kitchell for the Arts Education Classrooms project by $500,000.

 

Trustee Smith stepped out of the room due to an attorney/client relationship.

 

Trustee Reece commented that these bond funds cannot be used for anything other than these capital projects, and while this has been a difficult project, it needs proper oversight.  He noted that these skills do not exist within college staff; he recommended proceeding with this item.

 

It was moved and seconded (Reece/Spencer) to authorize the Vice President, Business Services to increase the contract amount to Bogard+Kitchell for the Arts Education Classrooms project by $500,000.  The motion carried unanimously.

 

Trustee Smith returned to the room.

 

 

CONTRACT EXTENSION:

BOGARD+KITCHELL FOR CONSTRUCTION MANAGEMENT SERVICES FOR ARTS EDUCATION CLASSROOMS PROJECT

 

Item 18. Contract Extension: 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 Alioto Construction Inspection by the amount of $72,000 and reduce the contract with Ludlow Inspection Services by $35,000 for the Arts Education Classrooms project.

 

It was moved and seconded (Wildman/Stonebloom) to authorize the Vice President, Business Services to increase the contract with Alioto Construction Inspection by the amount of $72,000 and reduce the contract with Ludlow Inspection Services by $35,000 for the Arts Education Classrooms project.  The motion carried unanimously.

 

 

CONTRACT EXTENSION:

DSA INSPECTION SERVICES

FOR ARTS EDUCATION CLASSROOMS PROJECT

 

Item 19. Facilities Master Plan (FMP) Semi-Annual Update, Revision and Project Status

President King presented the recommendation that the Governing Board approve the Facilities Master Plan as presented.

 

It was moved and seconded (Reece/Spencer) to approve the Facilities Master Plan as presented.  The motion carried unanimously.

 

 

FACILITIES MASTER PLAN

SEMI-ANNUAL UPDATE, REVISION AND

PROJECT STATUS

 

Item 20. Space Reallocation Project Plan

President King presented the recommendation that the Governing Board approve the Space Reallocation Project Plan.

 

Trustee Spencer expressed her appreciation that the Faculty Senate considers the Space Reallocation Project Plan a living document and that, as the planner pointed out, it remains flexible.

 

Chair Garcia commented that she was relieved to hear that it is considered flexible.

 

Trustee Stonebloom thanked everyone involved in the plan, noting that she was voting with confidence that this process represents the best decision making.

 

It was moved and seconded (True/Spencer) to approve the Space Reallocation Project Plan.  The motion carried unanimously.

 

 

SPACE REALLOCATION

PROJECT PLAN

 

Item 21. Resolution 020-09:  Authorization of Temporary Transfer of Available Funds from the Santa Cruz County Treasurer

President King presented the recommendation that the Governing Board approve Resolution 020-09 and authorize the temporary transfer of available funds from the Santa Cruz County Treasurer.

 

Chair Garcia asked how the funds would be repaid by June 2010.

 

Vice President Ard responded that there must be a plan to repay by that time.

 

It was moved and seconded (Reece/Stonebloom) to approve Resolution 020-09 and authorize the temporary transfer of available funds from the Santa Cruz County Treasurer.  The motion carried with the following roll call vote:

 

Student Trustee Advisory Vote:  Aye

 

AYES:          Garcia, Reece, Smith, Spencer, Stonebloom, True, Wildman

NOES:          None

ABSENT:      None

ABSTAIN:      None

 

 

RESOLUTION 020-09:

AUTHORIZATION OF TEMPORARY TRANSFER OF AVAILABLE FUNDS FROM THE SANTA CRUZ COUNTY TREASURER

 

INFORMATION ITEMS

 

Item 22. 2008-09 and 2009-10 Budget Update

An update on the 2008-09 and 2009-2010 Budgets was provided under separate cover for Governing Board information.

 

Trustee Wildman noted that it would behoove the college to pay attention to the economic stimulus package especially as it pertains to workforce development.  With the grim budget picture, she wanted to call attention to that opportunity.  President King responded that Dean Rock Pfotenhauer is prepared.

 

Trustee Wildman stated that the college should also pay close attention to the next steps involved in the budget process and identify not only priorities and work plans but the emotional effects for those employees who have seen their colleagues laid off.  She noted that an after-action review of what works and what can be improved would be a worthwhile undertaking.

 

Trustee Spencer observed from her position on the Budget Committee that the one group suffering most from the budget reductions will be the adjunct faculty who will not be getting classes to teach.  It will also be true for them in the other schools, and that is one of the tragedies.

 

Chair Garcia asked about the adjunct to contract faculty percentage, with the layoffs.

 

Vice President Kilmer stated that it has not been calculated yet, with the reductions in sections distributed across the campus, it will have to do with the demand for classes.

 

Trustee Stonebloom commented that losing full time faculty positions equates to a loss of quality in program.

 

INFORMATION ITEMS

 

2008-09 AND 2009-10 BUDGET UPDATE

 

 

Item 23. Spring 2009 Flex Week Activities

A report on Spring 2009 Flex Week activities was provided for Governing Board information.

 

 

SPRING 2009 FLEX

WEEK ACTIVITIES

 

Item 24. College Master Plan Update

An update on the College Master Plan was provided for Governing Board information.

 

President King noted that Dr. Craig Hayward has been vigilant to keep the CMP moving forward in the midst of all the budget reduction planning.

 

Trustee Stonebloom thanked Dr. Hayward for the CMP targets, noting that this information was needed for the economic stimulus package to show what the college is set up to do “shovel ready”.

 

Chair Garcia added that she was pleased to see measurable targets.  She asked that the document be emailed to her.

 

 

COLLEGE MASTER

PLAN UPDATE

 

 

Item 25. Technology Plan Implementation Update

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

 

Trustee Reece noted that the emergency notification project up next in the Technology Plan was a good idea that would hopefully never be needed.  He congratulated Associate Vice President Owen on earning his doctorate.

 

Trustee Spencer expressed her appreciation for the successful implementation of the telephone project.  She noted her concern regarding the workload in several departments, such as IT and Financial Aid, noting that given the economy, FA should be 24/7.

 

Associate Vice President Owen commented that his staff has been working significant overtime, with the current vacant positions of Database Administrator and Systems Analyst frozen.  His two departments, Information Services and Technology Services, have been meeting to come up with recommendations regarding what level of work can be provided campus wide with critical upcoming projects such as Title V.  He appreciated Trustee Spencer’s concern.

 

President King stated that the same discussion is happening within every component regarding workload issues with reduced staffing and frozen, vacant positions.  Administrative Council will continue the discussion, regarding a process for prioritizing the positions, and it will also involve the College Planning Council.  He noted that there will be very tough choices, how to meet needs to get work done, to develop work plans regarding the pre-existing work level.  He stated that there would be cross-talk throughout the components.

 

 

TECHNOLOGY PLAN IMPLEMENTATION UPDATE

 

Item 26. Recent Grant Applications Submitted by the Instruction Office

Information regarding recent grant applications submitted by the Instruction Office was provided to the Governing Board.  A grant application for a Bay Area Workforce Funding Collaborative was submitted.

 

 

RECENT GRANT APPLICATIONS SUBMITTED BY THE INSTRUCTION OFFICE

Item 27. Foundation Audit Report 2007-08

The Cabrillo College Foundation Audit Report for 2007-08 was presented under separate cover for Governing Board information.  It is also available for review at the Foundation Office, Sesnon House, 6500 Soquel Drive, Aptos, CA.

 

 

FOUNDATION aUDIT

REPORT 2007-08

 

Item 28. Quarterly Investment Report

The quarterly investment report for the quarter ending December 31, 2008, was presented to the Governing Board for information.

 

 

QUARTERLY INVESTMENT REPORT

 

Item 29. Financial Reports

Financial reports through January 31, 2009, were presented to the Governing Board for information.

 

 

FINANCIAL REPORTS

Item 30. Agenda for Next or Future Board Meeting

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

• Student Activity Fee Report

 

 

AGENDA FOR

NEXT BOARD MEETING

Item 31. Cabrillo College Monthly Calendar

The Cabrillo College Monthly Calendar for March 2009 was presented to the Governing Board for information.

 

 

CABRILLO COLLEGE

MONTHLY CALENDAR

ADJOURNMENT

The open session of the Cabrillo College Governing Board was adjourned at 7:15 pm.

 

 

ADJOURNMENT

 

                                                                                    Respectfully submitted,

                                                                                    Secretary