Minutes of Meeting

CABRILLO COLLEGE GOVERNING BOARD

September 10, 2007

 

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,
September 10, 2007.  Chair Rachael Spencer called the meeting to order in Open Session at 5:00 pm. Roll was taken; present were Chair Rachael Spencer and Trustees Rebecca Garcia, Gary Reece, John Leopold, Katy Stonebloom, and Claudine Wildman.  Chair Spencer 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. Trustee Al Smith arrived at 5:28 pm and was not present for discussion of the real estate negotiations, due to potential conflicts with his work.  Closed Session was adjourned at 5:53 pm.

 

 

CALL TO ORDER

ROLL CALL

 

Chair Spencer called the Open Session to order at 5:55 pm.  Other board members present were Rebecca Garcia, John Leopold, Gary Reece, Al Smith, Katy Stonebloom, Claudine Wildman 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 Spencer stated that there was nothing to report out of Closed Session.

 

 

REPORT OUT OF

CLOSED SESSION

PROCEDURAL ITEMS

 

It was moved and seconded (Leopold/Garcia) to approve the Consent Agenda, including the minutes from the meetings of August 6, 2007, and August 28, 2007, as presented.  Trustee Wildman indicated that she would abstain from voting on Items 3.g., 3.h., 3.i. and 3.m. due to potential conflicts with her employment.

 

The motion carried with the following roll call vote:

 

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

NOES:          None

ABSENT:      Stonebloom

ABSTAIN:      Wildman on Items 3.g., 3.h., 3.i., and 3.m.

 

Student Trustee Advisory Vote:  Aye

 

 

APPROVAL OF

CONSENT AGENDA

AND MINUTES

 

 

INTRODUCTION OF NEWLY APPOINTED FACULTY AND STAFF

 

Vice President May Chen introduced Psychological Counselor Dianne Avelar.

 

Vice President Kilmer announced the appointment of the Director of Public Safety Harry Bidleman.

 

Dean Jim Weckler announced the hiring of new Division Assistant Sarah Doub and Business Instructor Raymond Kaupp, and introduced Spanish instructor Nancy Stucker.

 

 

INTRODUCTION OF

 NEWLY APPOINTED

FACULTY AND STAFF

 

ORAL COMMUNICATIONS

 

Tammy Donnelly, a neighbor of Cabrillo College for 22 years, reported that she had suffered for three years from EMF sensitivity due to the proximity of the cell towers.  She stated that in trying to find something to help her situation, she had found many studies around the world that cell companies do not want known.  She recommended the book, Cell Phones, the Invisible Hazard, written by a researcher hired to prove there was no link to tumors, etc., but who was horrified by the results.  She encouraged the college to remove the cell towers.

 

Marilyn Garrett addressed the Board regarding the right of every person to have a safe living and working environment.  She stated that when something is shown to be harmful it should be stopped.  She recommended the article “Attack of the Killer Electromagnetic Field” in the Good Times and once again encouraged the college to remove the wifi system from the campus.

 

 

ORAL

COMMUNICATIONS

 

SPECIAL PRESENTATION

 

Archaeological Technology Director Rob Edwards and several program students provided information regarding the summer’s San Francisco Presidio archaeological dig project.

 

Vice President Renée Kilmer introduced Rob Edwards and stated that the summer program serves students from around the state, providing hands-on experience.

 

Mr. Edwards introduced two students, Katie Crane, a Cabrillo Student Senator, and Anna Maria Guerrero, a UC Berkeley graduate, who shared their experiences in the valuable program.

 

Trustee Leopold expressed his appreciation for the Arch Tech program and asked about the progress at the Redman-Hirahara House, as he heard the house was about to be lifted.

 

Mr. Edwards updated the Board on the progress, noting the importance of the involvement of Cabrillo’s Arch Tech program, which uncovered the Japanese/American history there.

 

 

SPECIAL PRESENTATION

 

 

ORAL REPORTS

 

Board Members' Reports

 

Trustee Stonebloom thanked Mario Garcia and the Transfer Center for the welcome reception for underrepresented students at the Watsonville Center.  She stated that it was well attended and highlighted the services available to students.  She wanted to acknowledge UCSC for coming with book vouchers.

 

Trustee Garcia commented that she and Vice President Chen attended the Transfer Center event noted by Trustee Stonebloom and it was an exciting event.  She stated that one of the UCSC presentations showed that part of their transfer recruitment effort is done on MySpace and she wondered if Cabrillo could look into something similar.

 

Trustee Wildman acknowledged all the faculty, administrators and staff who attended the Vision Café, noting that it was exciting to put heads together for visioning and a well-spent three hours of her vacation time.  Trustee Wildman enjoyed All College Day with the past presidents of the college and the awards presentations, and reported on the Saturday half-day Board Retreat.  She added that all of these activities in one week reconfirms why each member serves on the Board and she appreciated the commitment of her colleagues.

 

Chair Spencer reported on the Board Retreat, which was led by Cindra Smith from the Community College League.  She stated that meetings might be rearranged a bit, and if an issue arises that needs more time than allowed, the meeting will move on so that those who need to leave may do so, and the discussion can be rejoined at the end of the meeting.  Chair Spencer stated that the Board may also begin to have study sessions when the Board would like to be more informed about an issue.  She added that October would be the first study session.  Chair Spencer stated that the Saturday morning Retreat was a privilege to work with her fellow trustees.

 

Chair Spencer requested a recap of pending Board item requests:

Bilingual Required or Bilingual Desired Status Report

RDA Funds Information (brief report in Budget)

Code of Ethics (Trustee Leopold bringing language)

 

ORAL REPORTS

 

BOARD MEMBER REPORTS

 

Student Trustee’s Report

 

Student Trustee Jonathan Saad reported that the Student Senate held their Fall Retreat and thanked all those who came.  He added that it was a huge group and a packed agenda.  Student Trustee Saad stated that Chair Spencer attended the last Student Senate meeting and noted that everyone is welcome.  He reported that next week is Welcome Week with student activities Monday-Thursday in the quad, including food, events, activities, club tables and booths.  The current priorities for the Student Senate are finding ways to increase the benefits for Student Activities Card holders, Second Harvest planning, and the Thanksgiving meal event.

 

 

STUDENT

TRUSTEE’S

REPORT

 

 

Superintendent’s Report

 

Superintendent/President Brian King commented that the college was fortunate to have a great group of student senators with a high level of involvement.  Dean Sesario Escoto once again set the tone for the year with a great retreat, and President King publicly thanked him, adding that there was great representation from the Student Senate at All College Day.  President King thanked Francine Van Meter and Vice President Kilmer for the outstanding job in organizing Flex Week.  With bookend events of Vision Planning and All College Day, and wonderful press coverage arranged by Mary Planding, the whole week was a success.  During the first week of school, President King reported that the energy was tangible and he visited all three campuses and ducked into many classes.  He stated that there will be a Board/CPC meeting to discuss master plan goals on October 1, noting that leadership from the Board will be important on the College Master Plan.  President King thanked the Board for their shared commitment to students which was evident during their Board Retreat on Saturday.

 

 

SUPERINTENDENT’S

REPORT

 

 

 

CCEU

 

Stephanie Stainback, CCEU President, thanked Board members for attending All College Day, commenting that it was noticed and makes a difference.  She expressed her appreciation to the students who are examining an appropriate level of staffing in the Student Activities Center and considering helping with the funding, noting that the current situation would allow for only student help at the front desk.  Ms. Stainback encouraged the District to step up on staffing issues, as it will become especially difficult as more facilities come on board.  Ms. Stainback reported that a decision was recently made to augment budgets before CCEU, Confidential and administrative salaries have been established.  She stated that CCEU believes that budget augmentation should not be brought before CPC before all negotiations are completed.  She also stated that when an issue comes to such a divisive, close vote in CPC, it should be taken back to Cabinet for reconsideration, compromise and assistance in reaching a consensus.  Ms. Stainback provided an update on negotiations to the Board, noting that the focus is on benefit equity and salary.  She stated that with the cost of living in this area and the need to recruit and retain employees, the college is lagging behind.

 

 

CCEU

 

CCFT

 

Paul Harvell, CCFT President, expressed his best wishes to CCEU on their negotiations, stating that he knew it would be a productive conversation.  Mr. Harvell reported that there was good news on enrollment during the first week of school, especially considering the comparison to one year ago.  He noted the need for agility and to be prepared for enrollment crisis management.

 

 

CCFT

 

Faculty Senate

 

Rory O’Brien, Faculty Senate President, thanked all the Board members who attended All College Day, noting that it really does matter to faculty, students and staff to feel a closer connection to the Board.  Dr. O’Brien stated that one of the faculty’s fall semester concerns is the upcoming ACCJC site team visit in October, which is a cause to celebrate on one hand due to the successful self-study report, and a concern on the other due to the tendency of site teams to come down heavier than before on colleges. Faculty are interested in the Master Planning process and Dr. O’Brien commented that he appreciated hearing of the Board’s interest.  Dr. O’Brien stated that one concern of faculty as they move into new facilities is classified staffing, noting that they do their best teaching to the extent they have support.  He was sorry to hear the students need to offer funding to support classified positions.  Dr. O’Brien also expressed concern regarding funding for secondary effects for remodeling of the vacated premises, providing new smart refurbished classrooms.  He encouraged the Board to think of the faculty in those classrooms.  Dr. O’Brien invited the Board members to attend the federally mandated Constitution Day discussion on Monday, September 17, 3:00-5:00 pm at the Sesnon House.

 

Trustee Garcia reminded Dr. O’Brien that last year she offered to donate $100 towards refreshments for this year’s event and made the offer again.

 

 

FACULTY SENATE

 

ACTION ITEMS

 

Item 13. Citizens’ Oversight Committee:  Measure D 2007 Annual Report

Chair Spencer presented the recommendation that the Governing Board receive the Measure D 2007 Annual Report from the Citizens’ Oversight Committee.

 

Trustee Leopold expressed his appreciation to the Oversight Committee for their time, experience and commitment to the community.

 

It was moved and seconded (Smith/Reece) to receive the Measure D 2007 Annual Report from the Citizens’ Oversight Committee.  The motion carried unanimously.

ACTION ITEMS

 

 

CITIZENS’ OVERSIGHT COMMITTEE:

MEASURE D 2007

ANNUAL REPORT

Item 14. Appointment of Members to the Measure D Citizens’ Bond Oversight Committee

Chair Spencer presented the recommendation that the Governing Board appoint three members to the Measure D Citizens’ Bond Oversight Committee as recommended by the Superintendent/President.

 

Trustee Garcia asked if there was more than one applicant per open position and if so, what criteria were used to select the appointee.

 

Vice President Ard responded that there was just one applicant per position.

 

It was moved and seconded (Reece/Leopold) to appoint Bud Winslow, Active Member of Senior Citizen Group; Diane Craddock, Member of College Support Group; and Leflora Cunningham, Cabrillo Student Organization/Club, to the Measure D Citizens’ Bond Oversight Committee, through August 2009.  The motion carried unanimously.

 

 

APPOINTMENT OF MEMBERS TO THE MEASURE D CITIZENS’ BOND OVERSIGHT COMMITTEE

 

Item 15. 2007-08 Final Budget

Chair Spencer presented the recommendation that the Governing Board approve the 2007-08 Final Budget.

 

Vice President Ard thanked Director of Business Services Victoria Lewis and her staff, the College Planning Council and all who participated in the development of the budget.  She reported that $600K is available for allocation and the District is now in negotiations with CCEU; in one-time funds, $2M is available, and discussions will begin with the College Planning Council regarding allocation.  Vice President Ard reviewed the use of Redevelopment Agency (RDA) funds.

 

Trustee Garcia expressed her disappointment that the Governor vetoed the Basic Skills Initiative.

 

Vice President Kilmer responded that lobbying was underway and there is another initiative on Student Success that has many of the same components.

 

Trustee Leopold requested further analysis of priorities for RDA funds, whether they are facilities, renovations, furnishings, or technology costs.  He noted that there were many unmet needs and they should include some discussion of Board priorities.

 

President King stated that one of the big factors is the cost of the Health and Wellness Center, for which the construction bids should be opened by the end of the year.

 

Trustee Reece noted that one reason for growth in the budget is grants, which are restricted funding projects.  He gave a “hats off” to Dean Rock Pfotenhauer and Vice President Ard for finding every possible dollar.  Trustee Reece stated that he was pleased to see that the general reserve was maintained at 4% but noted that the Chancellor’s Office guideline is 5%.  He reminded everyone that it should be augmented whenever possible.  Trustee Reece commented that the budget represents a huge amount of work, was very readable and understandable, and he appreciated it very much.

 

It was moved and seconded (Stonebloom/Reece) to approve the 2007-08 Final Budget.  The motion carried unanimously.

 

 

2007-08 FINAL BUDGET

 

Item 16. Board Policy Revisions:  Business Services, Second Reading

President King presented the recommendation that the Governing Board adopt the Board Policies pertaining to Business Services as presented:

New                  BP 4000                        Delegation of Authority

Revise               BP 4060                        Audits

Delete               BP 4070                        System of Accounts

New                  BP 4070                        Property Management

Revise               BP 4090                        Authorized Signatures/Facsimiles

Revise               BP 4110                        Insurance

Revise               BP 4120                        Use of District and Personal Vehicles on District Business

Revise               BP 4160                        Disposal of Property

 

Trustee Wildman questioned why BP 4120 did not specify the need for a driver’s license to use a District vehicle.  It was explained that it was required of the supervisor to determine that the employee met those standards when the appropriate forms were completed.

 

It was moved and seconded (Leopold/Garcia) to adopt the Board Policies pertaining to Business Services as presented.  The motion carried unanimously.

 

 

BOARD POLICY REVISIONS:

BUSINESS SERVICES,

SECOND READING

BP 4000

BP 4060

BP 4070

BP 4090

BP 4110

BP 4120

BP 4160

 

Item 17. Contract Increase:  Soils Engineering for Arts Education Classrooms Project (Cleary Consultants, Inc.)

Chair Spencer presented the recommendation that the Governing Board authorize the Vice President, Business Services to increase the contract with soils engineering firm Cleary Consultants, Inc., in the amount of $60,000.

 

Trustee Garcia expressed concern regarding the number of contract increases being brought before the Board.

 

Vice President Ard explained that some districts originally recommend an amount to their boards that are more than the authorized amount to the vendor by a certain percent but it was decided to not do that at Cabrillo.  She added that staff works very hard to keep the costs within the amount of the contract and it is usually a scope of work issue that raises the cost.

 

Trustee Reece stated that the Facilities Committee shares the concerns but in perspective, the increases are minimal and have been caused by unforeseen conditions with subcontractors.  He added that the percentage increases on projects at Cabrillo have been far less than other colleges’ experiences, and staff here is doing a better job than elsewhere.  Trustee Reece stated that this soils engineering project is a classic example; the soil condition cannot be completely predicted until the project begins.

 

It was moved and seconded (Reece/Leopold) to authorize the Vice President, Business Services to increase the contract with soils engineering firm Cleary Consultants, Inc., in the amount of $60,000.  The motion carried unanimously.

 

 

CONTRACT INCREASE:

SOILS ENGINEERING FOR ARTS EDUCATION CLASSROOMS PROJECT (CLEARY CONSULTANTS, INC.)

 

Item 18. Contract Increase:  DSA – Inspector of Record for Student Activities Center Project (Wasinger Inspection Services

Chair Spencer presented the recommendation that the Governing Board authorize the Vice President, Business Services to increase the contract with Wasinger Inspection Services in the amount of $42,720 for the Student Activities Center Project.

 

Trustee Garcia asked if there would be a charge back to the contractor on this project and if they would pay.

 

Facilities Director Doug Deaver responded that it would be a challenge and he was sure the college would have to take action against the contractor.

 

It was moved and seconded (Wildman/Reece) to authorize the Vice President, Business Services to increase the contract with Wasinger Inspection Services in the amount of $42,720 for the Student Activities Center Project.  The motion carried unanimously.

 

 

CONTRACT INCREASE:

DSA – INSPECTOR OF RECORD FOR STUDENT ACTIVITIES CENTER PROJECT (WASINGER INSPECTION SERVICES)

 

Item 19. Contract Increase:  Construction Management Services for Student Activities Center

This item was pulled from the agenda.

 

CONTRACT INCREASE:

CONSTRUCTION MANAGEMENT SERVICES FOR STUDENT ACTIVITIES CENTER

 

Item 20. Contract Increase:  Arts Education Classrooms and Student Activities Center Projects (Hammell, Green & Ambrahamson [HGA] Architects)

Chair Spencer presented the recommendation that the Governing Board authorize the Vice President, Business Services to increase the HGA contracts by the amount of $220,000 for Arts Education Classrooms and $50,000 for Student Activities Center Projects.

 

It was moved and seconded (Reece/Stonebloom) to authorize the Vice President, Business Services to increase the HGA contracts by the amount of $220,000 for Arts Education Classrooms and $50,000 for Student Activities Center Projects.  The motion carried unanimously.

 

 

CONTRACT INCREASE:

ARTS EDUCATION CLASSROOMS AND STUDENT ACTIVITIES CENTER PROJECTS

(HAMMELL, GREEN & AMBRAHAMSON

[HGA] ARCHITECTS)

 

Item 21. Contract Increase:  Arts Education Classrooms and Student Activities Center Projects (ISEC, Inc.)

Chair Spencer presented the recommendation that the Governing Board authorize the Vice President, Business Services to increase the ISEC contract for Student Activities Center Bid Package #01 by the amount of $248,967, and the ISEC contract for Bid Package #15 at the Arts Education Classrooms by the amount of $172,040.

 

It was moved and seconded (Reece/Leopold) to authorize the Vice President, Business Services to increase the ISEC contract for Student Activities Center Bid Package #01 by the amount of $248,967, and the ISEC contract for Bid Package #15 at the Arts Education Classrooms by the amount of $172,040.  The motion carried unanimously.

 

 

CONTRACT INCREASE:

ARTS EDUCATION CLASSROOMS AND STUDENT ACTIVITIES CENTER PROJEcT (ISEC, INC.)

 

Item 22. Contract Approval:  Project Management and Coordination Services for Facilities Development Projects

Chair Spencer presented the recommendation that the Governing Board authorize the Vice President, Business Services to execute contracts as necessary to manage and coordinate Facilities Master Plan projects based on the hourly fees as presented.

 

It was moved and seconded (Wildman/Stonebloom) to authorize the Vice President, Business Services to execute contracts as necessary to manage and coordinate Facilities Master Plan projects based on the hourly fees as presented.  The motion carried unanimously.

 

 

CONTRACT APPROVAL:

PROJECT MANAGEMENT AND COORDINATION SERVICES FOR FACILITIES DEVELOPMENT PROJECTS

 

INFORMATION ITEMS

 

Item 23. District Response to the 2007 Grand Jury Report

The District response to the 2007 Santa Cruz County Grand Jury Report was presented to the Governing Board under separate cover.

 

Chair Spencer asked if this response to the Grand Jury was required. 

 

Vice President Ard responded that it was required.

 

Trustee Leopold commented that he appreciated that the Grand Jury looked into people’s concerns regarding public agencies, but he thought the concerns regarding Cabrillo were not significant and he was pleased with the response document.  He was disturbed by the insinuation that the members of the Citizens’ Oversight Committee were not qualified.

 

Trustee Reece felt that the important piece was that the investigation did not reveal any discrepancies, but the Grand Jury noted some areas they felt the college could improve.  He added that the response document did a fine job of answering which areas would be changed and which areas would not.

 

Trustee Garcia noted a typo in the response document; the Facilities Master Plan will be corrected to read as given twice annually as action, other months as information.

 

Trustee Garcia commented that 8 of 10 recommendations by the Grand Jury will not be implemented; she asked if the Grand Jury would accept that response.

 

Trustee Smith responded that the Grand Jury generally accepted response reports, noting that they are lay people with the responsibility to look at public agencies to see if they are run well and make suggestions.  He added that they are not a criminal grand jury but a civil one, with the power of oversight and input.

 

INFORMATION ITEMS

 

 

DISTRICT RESPONSE TO THE 2007 GRAND JURY REPORT

 

Item 24. Technology Plan Implementation Update

A Technology Plan Implementation Update was provided for Governing Board information.

 

Trustee Wildman thanked Vice President Owen for the report, noting that it was easy to read and explanatory.  She congratulated him on being invited to present at a national conference.

 

Trustee Garcia asked who would do the training listed in the report.

 

Vice President Owen responded that depending on the type needed, IT staff, faculty or TLC staff would provide the training.

 

Trustee Garcia suggested forming business partnerships to fund smart classrooms.

 

Trustee Wildman asked the cost of each smart classroom.

 

Vice President Owen responded that depending on the infrastructure available and the needs of the specific classroom, anywhere from $7K-12K.

 

Trustee Reece suggested that the Foundation might talk to local businesses for funding of the rooms, and that their business names might be on plaques over the doors as advertising and for appreciation. He expressed his appreciation for the report, noting that even though much of the report cost money, there were many things that could be done with existing resources and staff.

 

President King commented that there was clear evidence the plan was not “going on the shelf”, noting that planning was underway for identifying classrooms to upgrade without waiting for the secondary effects planning process.

 

Student Trustee Saad asked how many current classrooms were “smart” and how many were in the ultimate plan.

 

Vice President Owen responded that at the Aptos campus, there are five truly modern smart classrooms, and approximately 18% of classrooms have some form of technology.  The Scotts Valley Center has four smart classrooms and at the Watsonville Center, all the classrooms are smart.  Vice President Owen stated that the goal is to have the appropriate technology available in every classroom but funding is always an issue.  He added that Vice President Kilmer is able to fund some through Instructional monies and that it should be recognized that younger faculty have expectations of the availability of certain resources because they have learned to teach that way.

 

Vice President Kilmer stated that hopefully ten smart classrooms would be coming on board this summer, including upgrading the rooms with painting, etc.

 

 

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 noted that students are very excited about the solar panel project.

 

 

FACILITIES MASTER PLAN PROJECT STATUS REPORT

 

Item 26. Quarterly Investment Report

The quarterly investment report for the quarter ending June 30, 2007, was presented to the Governing Board for information.

 

 

QUARTERLY INVESTMENT REPORT

 

Item 27. Financial Reports

Financial reports through June 30, 2007, were presented to the Governing Board for information.

 

Trustee Reece asked when the audit report was scheduled for presentation.  The response was February.

 

 

FINANCIAL REPORTS

Item 28. Cabrillo College Monthly Calendar

The Cabrillo College Monthly Calendar for September 2007 was presented to the Governing Board for information.

 

 

CABRILLO COLLEGE

MONTHLY CALENDAR

Item 29. Agenda for Next or Future Board Meeting

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

• Managing Confidential Student Information

• Student Equity Plan

 

 

AGENDA FOR

NEXT BOARD MEETING

ADJOURNMENT

The regular meeting of the Cabrillo College Governing Board was adjourned at 7:38 pm.

 

 

ADJOURNMENT

 

                                                                                    Respectfully submitted,

 

                                                                                    Secretary