COLLEGE LEARNING COUNCIL3:00 PM – 5:00 PM Monday, March 21, 2011 AC-107

Co-Chairs: Ann Beheler, Susan Lala-Bell, Tiffany Haynes

MINUTES

Present:Lorie Barker, Kim Behrens, Donna Berry, Craig Britton, Michael Carley, Rosa Carlson, James Entz, Richard Goode, Virginia Gurrola, Tiffany Haynes, Bill Henry, Eric Mendoza, Andrew Messchaert, Susan Regier, Cynthia Smith, Miles Vega, Ann Marie Wagstaff and John Word

Absent:Ann Beheler, David Bezayiff, Chris Craig, Terry Crewse, Bret Davis, Antonia Ecung, Russell Fletcher, Baldomero Garcia, Stewart Hathaway, Resa Hess, Susan Lala-Bell, Maria Roman, Steve Schultz and Leif Syrdahl

Guests:Jesus Martinez

I. Call to OrderThe meeting was called to order by Tiffany Haynes at 3:05 PM.

II. Adoption of AgendaMotioned: Susan RegierSeconded: Michael Carley

Ayes: 18 Nays: 0 Abstentions: 0

Motion: Carried

III. Approval of MinutesMotioned: Kim BehrensSeconded: John Word

Ayes: 18 Nays: 0 Abstentions: 0

Motion: Carried

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IV. Information Items(None)

V. Action ItemsA. Program Review Assessments

1. Fine and Applied Arts2. Health Careers Tabled until April 4, 2011 meeting in order to provide additional time for review.

VI. Subcommittee ReportsA. Enrollment Management Committee

Mr. Carley reported that Enrollment Management is currently discussing goals to be included in the Enrollment Management Plan.

B. Grant Oversight Committee/Grant Progress ReportsMr. Carley reported that the last meeting was cancelled as there have not been many grants available.

The HSI-STEM grant should be available soon. Dr. Beheler will be speaking with the Science and Mathematics division about what to include.

The GO Committee still needs 1 or 2 faculty representatives (need to replace Mrs. Trueblood). Anyone interested should contact Dr. Bezayiff.

C. Budget CommitteeThe committee discussed the BAM II recommendations, including Cero Coso’s; a copy of Bakersfield’s has not been received. A conversation with Mr. Burke indicated that Bakersfield’s were not substantive.

Discussed the three scenarios, drafted by Mr. Burke, based on the State budget.

Continued discussion of the Sustainability reports.

The recent Chancellor’s Open Forum revealed a disparity between how the Chancellor and Mr. Burke view the allocation and reserves; specifically, in regard to a strategy for spending carryover/reserve. Additionally, they reported that Porterville College has an annual unspent allocation, on average, of $800k. They also spoke to the importance of shifting money towards the goal of student success using ongoing funds. The Chancellor was asked about the $1 million match, and subsequent lack of assurance that funds would be provided, should we choose to initiate projects aimed at student success. At first, she indicated that the match was not withdrawn. Further discussion continued about our struggle to make decision about spending the funds on on-going projects, because we have no commitment and no assurance by the Board of Trustees that we will receive funding. She indicated that there is an

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assurance and encouraged spending reserves on on-going projects that will lead to the goal of student success. Mr. Burke, however, indicated that the match is gone, and the reserve funds should be spent on one-time expenditures only. There is certainly a need for clarification.

Additionally, the Chancellor was very clear that she is displeased by the size of our carryover and reserves and appeared genuinely surprised to learn that the CFO would direct us to not spend the money.

Clarification: 2010-2011 carryover.o This year’s budget was completed using the assumption of a mid-year

reduction; therefore, there was an inclusion of a 10% reduction to the allocation.

o Due to mid-year cuts not being made, the 10% has been allocated back to the campus.

o The return of the 10%, as well as a lack of time and planning, will result in additional carryover funds.

o This happened last year as well. The carryover has been intentional for the past several years.

o As a result, we should not be penalized for having carryover. The Chancellor, following the Open Forum, scheduled a conference call with

both Dr. Carlson and Mr. Burke, in order to review what was reported.o Two separate issues: last year’s carryover and the reserves.o It appears that Mr. Burke may have referred to both as one issue.o Mr. Burke wants the reserves available to address possible future cuts;

whereas, the Chancellor wants the carryover spent.o In addition to conservative budgeting, the carryover is a result of breakage,

combined with cumbersome processes and procedures. Question: What money is now considered our carryover and what is our

Reserve?o The understanding is that there is about $800k in carryover.o The 10% reallocation is a little over $1 million, which will become a part of

the carryover.o Including funds from previous years, there is about $4.1 million in reserve.

Of that, $900k has been set aside for the SHRID match. There was a plan to use part of our carryover by splitting difference

$600k each, between the District and ourselves, to cover the budgeted expenses.

Although we budgeted for a 10% reduction, we included expenses that totaled more than the allocation. With the reallocation we are receiving, we now have enough money to offset 100% of our expenses. Our allocation and revenue, now covers all of our expenditures.

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The $600k split was how we were going to use the $1 million match; however, because we are able to use the reallocation to cover the expenses, we no longer will receive the match.

The District has always indicated that they would shore up what we actually expensed with what we actually received. With the $1 million reallocation (10%) we are able to cover our own expenses; therefore, we will not need to use reserves (PC’s or the District’s).

Question: Is the $1 million match going to be available in the future?o According to Mr. Burke, the match is off the table until further notification

from the Board of Trusteeso None of the scenarios created by Mr. Burke indicate a match will be

provided. They all show the colleges’ using their own carryover. Carryover or reserves?

The terms are sometimes used simultaneously, as the carryover becomes a part of the reserve.

Suggest that, if the District is making a distinction between carryover and reserve, we should also refer to them separately.

The Chancellor was very clear that we need to spend our full allocation.

When SB361 first came out, the District gave the campus monies from previous year’s carryover, which then became our reserve. In subsequent years, we have kept any monies that were not spent, and this has contributed to our reserve.

The Chancellor was very clear that her concern was why should the District give the campus more money, when year after year, the campus has been able to save money and put it in reserve.

Part of the discrepancy is that at the beginning of the year, we are unaware of what the final allocation will be, and budget accordingly.

Yes, but when this happens continually, year after year… And each year, we have been instructed to cut costs by reducing

expenses in anticipation of the State budget reductions. We have been making these reductions since 2009.

Question: Do we have a Plan A, B, C if the cuts do not happen?o No response.

Suggestion: Need to redo Plans A, B, and C with the new focus of student success.o There was a proposition on the ballot that would have funded schools based

on success as of fall 2011. While this was removed from the ballot, it is only postponed.

o Need to address the questions that relate how to promote student success. Question: Does this mean that we will be moving away from open entry? Basic

Skills?

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o Basic Skills will still be addressed.o The change will occur in how we operate.

Board of Trustees members mentioned Summer Bridge programs for Basic Skills.

Even with Summer Bridge programs and assistance, basic skills students are known to have higher failure and drop rates.

CTE, Basic Skills, and transfer are not going away. Concern was expressed over whether or not the allocation model would

be changed in the event funding parameters are changed. Need to make sure that standards are not lowered in order to then have

more successful students. Funding for Summer Bridge programs targeting basic skills could be paid

out of the Basic Skills budget for 2009-2010. This could help in the implementation of some of these programs.

Question: Has there been any discussion on how “success” is defined?o At this point, it is better that we define success, rather than waiting for the

politicians to do it for us.o Concern was expressed that this could result in No Child Left Behind

legislation.o Multiple issues with funding based on success were discussed. Several states

have attempted performance based funding and have not quite got it right.o Attended conference at which representatives from the LAO, State

Representatives, Financial Aid Directors, etc. discussed the “new” California. Question: Can we form a subcommittee that can further discuss “success” and

the “new” California?o These issues should be discussed in every committee. The Board of Trustees

and the Chancellor are talking about it.o Need to have a solid plan on where we are going into the future.o Conversations with students reveals that the categorical budget cuts have

definitely affected the students; however, rather than simply comparing what we no longer have, we need to look forward and determine what the future will be.

o Need to get the word out and across campus. How do we get more people involved?

o One of the reasons is that many have simply “checked out.”o People seemed to truly respond to the Open Forum discussions on

sustainability.o Could also be because, even after doing everything we have been asked to

do, we still are left short.o Need to work together, looking at the college as a whole, rather than by

department.o Think people are tired and burned out after consistently being told no.

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o This is where the Program Reviews come in and the need to identify funding requests as either part of a future plan to grow a program or for sustainability.

o In focusing on student success, we need to invest in those things that initiate change and commit to them. Need to begin investing money in the future.

o Maybe we should assigned deadlines for the use of carryover.o In response to the question of faculty participation, it may be that there is

not a physical space in which these discussions can take place.o In regard to programs such as Summer Bridge, while we have some money

now, we have also had these types of programs before, but nobody is going to want to spend the time to design a program that is only going to last one year. This is something that needs to be decided by the campus. There needs

to be a give and take. Instead of complaining. What can we do to think differently?

Have asked that budget and sustainability requests include reference to State, District, and College mission, values, and goals. How do we prioritize these requests while looking to the future, when we do not have a clear picture of what the future will look like? We need to define our long term goals and the direction that the college wants to go.o These goals are outlined and defined within the Strategic Plan. It is the

Budget Committees role to look at the Program Reviews and make those decisions as to what will and what will not be funded based on the campus priorities.

o While the Strategic Planning committee works on identifying and defining goals and the Budget Committee prioritizes expenditures and makes budget decisions, they are both a part of CLC.

o It is easier to change and evolve things, if already in motion, and we seem stuck – unwilling and unable to commit to movement. If we continue to hold money in the one hand, and talk about possible, future, goals in the other, we are never going to move forward. When money is being spent, people will become involved. When we begin spending money with the focus on student success, faculty will become involved.

o What can each individual do, to work towards an increase in student success?

o If we plan the 2011-2012 based on Scenario 3, which is a $14.5 million decrease district wide. If our allocation is reduced by 15%, and we don’t make some kind of change, then all of the reserves will be used in one year.

o Question: The Chancellor indicated that we have been making the reductions; that we in fact reduced by 10% in this last year’s budget. However, we didn’t actually take the 10% cut because we are getting the money back, right?

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We did not actually make the cut. We reduced the revenue by 10% but budgeted the more expense than what we actually had. Some areas did make the 10% cut.

So for those areas that did make cuts, the total cut now should be 10%? For example, if we previously cut our area by 7%, than we need to make an additional 3%, not 10%.

o Caution everyone that if we continue to budget in the same way, we will use up our reserves in one to two years.

o The Chancellor was specifically asked “if the college invests in things that will lead to student success, will the District back us up with reserves?” She said yes, very clearly, several times. She in fact, said, “Let me assure you that the Board is committed to using reserves for this.”

o We have had discussions in Budget Committee about what can be done toward student access and success; however, the ideas never go any further. We need to spend the money to do these activities. If we don’t do these things now, we may lose our freedom to do what we want, rather than what the District or the State wants.

o Need to begin more partnerships.o We are in a much better position than the CSUs and UCs. They are discussing

programs cuts.o Need to push PR about our students and their successes.o Suggestion: To ask various departments/divisions to investigate

activities/programs that specifically address student success. Should include Matriculation, Counseling, etc. Assign a person of responsibility to lead the research and discussions and

then incorporate the various departments/divisions for input. The Transition Task Force (TTF) can take this as their responsibility. Need to start with a clean slate and brainstorm ideas. However, we have had these discussions before. We keep putting forth

ideas and it doesn’t go anywhere. Some of these may cost money. Others can be rethought in ways that

don’t cost money. The TTF should have representatives from all areas. To begin: Craig

Britton, Virginia Gurrola, Miles Vega, Susan Regier, Cynthia Smith, (Science/Math will recommend), and (CSEA will recommend classified). Mr. Vega will act as Chair.

Dr. Carlson will forward Think Tank ideas from previous discussions. Question: Could the SCCR be reserved for various days/times for faculty lunch?

o Yes.o Possibility to schedule regular Open Forms, in which all are invited to have

college-wide discussions. Encouragement of student participation is very important as well.

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D. Strategic Planning CommitteeHas not met since the last CLC meeting.

VII. Other ReportsA. PresidentB. AccreditationC. Academic SenateD. Curriculum CommitteeE. Basic Skills CommitteeF. Student Learning Outcomes Committee

All of the committee representatives are to be working within their Divisions in order to map which courses will be used in the assessment of Institutional Outcomes. The representatives have the matrix. This should be done as soon as possible. Accreditation will look not only at where we are in utilizing the assessment

within academic division but in the non-instructional areas.G. Facility Planning Advisory CommitteeH. Marketing and Outreach CommitteeI. Information Technology CommitteeJ. CCAK. CSEAL. ASPCM. Other

Priority Registration: We have already set up the first audit. The priorities are: DSPS, EOPS, Veterans (manual), Nursing (by petition), continuing students (45-68 units, without degree), continuing students (68+ units). We do have students with over 100 units, the highest being 132 units. Then new students, with complete matriculation, will be put in. We have found where new students, directly from high school, were missing and this is now being corrected.

The 15 unit maximum cap discussion is underway. Bakersfield and Cero Coso have both submitted resolutions to address this issue.

The 45-68 units continuing students need to have all four matriculation steps completed (i.e. assessment, orientation, counseling appointment, Ed Plan). The dates are set by 4, 3 and then 2. This information will be included on the website.

Add slips will now only be accepted by the Admission Office after open registration.

Instructors do not have to sign the add slip forms.

Students need to come into this institution with a better understanding of knowing how to maneuver around to get the things that they need. We need to take the responsibility to make sure that they have the tools they need.

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Students are instructed during Orientation; however, the students are not listening. The suggestion is that we Twitter, IM, or Facebook.

We are currently working on an online orientation process and developing a Student Services Facebook page.

There is a need for students to understand that the Academic Culture is different. Dr. Wagstaff and Mrs. Black have done a presentation about Academic Culture numerous times, with both faculty and students.

There are many of our students that do not understand the importance of transcripts or how to read a textbook. Additionally, many of our students are first-generation college students.

If we put the money at the front end, when students are entering, rather than as they leave.

The first-generation aspect of our students is important, our population runs about 80-90%; however, one of the things that we might think about is that when we were students, the catalog was the bible that we all learned. We no longer provide printed catalogs, everything is online. While this is good, in that students have easy access, but it is a different type of reading. Students tend to only access it when they have a specific issue or question, rather than perusing through. We need to find different and better ways to get the information out.

Mr. Schultz is currently developing a FAQ page that will be linked to the Advising webpage. It has, literally, 100s of questions and answers that will help students considerably.

Reminder that we are currently in the process of hiring five fulltime faculty positions: RN, Basic Skills Mathematics, Reading, English, and Chemistry.

VIII. Future Agenda Items Program Reviews for Fine & Applied Arts and Health Careers – Action Item (email

both full Program Reviews and Assessment Report). Transition Task Force (TTF) added to the Agenda as a regular report.

IX. AdjournmentMeeting was adjourned at 5:00 p.m. by Tiffany Haynes.