COLLEGE LEARNING COUNCIL

3:00 PM – 5:00 PM Monday, February 6, 2012 AC-105

Co-Chairs: Steve Schultz, Susan Lala, Tiffany Haynes

MINUTES

Present:Lorie Barker, Craig Britton, Antonia Ecung, James Entz, Michael Carley, Rosa Carlson, Chris Craig, Russell Fletcher, Rodney Frese, Baldomero Garcia, Richard Goode, Virginia Gurrola, Stewart Hathaway, Tiffany Haynes, Bill Henry, Valerie Lombardi, Jorge Lopez, Eric Mendoza, Andrew Messchaert, Dale Norton, Susan Regier, Steve Schultz, Rickelle Syrdahl, Miles Vega, Ann Marie Wagstaff, Joel Wiens and John Word

Absent:Kim Behrens, Terry Crewse, Erin Cruz, Bret Davis, Resa Hess, Susan Lala, Maria Roman, Leif SyrdahlGuests:Tom Burke, Sarah Phinney and Rick Woods

I. Call to OrderThe meeting was called to order by Mr. Schultz at 3:00pm.

II. Adoption of AgendaMotion was made to approve the agenda.

Motioned: Valerie LombardiSeconded: Richard Goode

Ayes: 19 Nays: 0 Abstentions: 0

Motion: Carried

III. Approval of MinutesMotion was made to approve the minutes dated December 5, 2011.

Motioned: Russell FletcherSeconded: Susan Regier

Ayes: 19 Nays: 0 Abstentions:

Motion: Carried.

IV. Information/Announcement Items

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A. Budget Presentation (1) – Tom BurkeMr. Burke went over the budget report that will be presented at the next Board meeting, Thursday, February 9, 2012.

The First part of the report is the District’s quarterly report which shows the projection of the unrestricted general fund revenue, expenditures, salary, benefits and fund balance at this time. By the third quarter the District will see a change as the State budget is approved. After the fall semester, which is the half-way point (50%) in the year, the District has projected that about 59.6% of revenue have been received and 45.8% of expenditures have been made for the year. Salaries haven’t been impacted; however, after negotiations with the unions the district will be paying more in benefits. The first half of the year the District refinanced a $6.9 million bond to obtain a lower interest rate. No significant fiscal problems are expected for this year or next.Question: How is it determined if the district will have significant fiscal problems?

Mr. Burke stated that if the reserves are below the minimum 5% recommended by the State Chancellor’s Office, then the District would have marked “yes” on the form.

As of December 31st the District was still holding to the budget; however, this can all change in March with the mid-year reductions coming down from the Governor and Legislature.

The next part shows the adopted budget and what the District sees with the impact of triggers, enrollment fee shortfalls and where the district is with expenses. As of now it appears the District will use only $3.8 million in reserves instead of the $6.5 million that was projected this year.Question: Are these District reserves?

No, this is total, college and district wide.

Mr. Burke announced this budget is already obsolete. Friday, February 3, 2012 the Chancellors Office staff provided Mr. Burke with a new projection on this year’s deficit; it went from $150 million shortfall to $179 million shortfall, a 3.3% reduction to our current budget. The triggers totaled $102 million; enrollment fee shortfall is $106 million, $50 million in property taxes and effective new centers were just under $20 million. Question: Where did the shortfall in enrollment fees come from?

This is unknown; however, Mr. Burke believes the State missed the drop in enrollment.

The Second handout is the KCCD budget update including the Governor’s proposed budget and the impact on the Community College System.

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This fiscal year the revenue estimates came up short. The State, Governor and Legislature adopted a budget where they put in about $4 billion in anticipated revenue, adding triggers for further reductions if the money didn’t materialize. When the money didn’t materialize, this triggered reductions in two tiers to the estimated $2 billion in mid-year reductions. The Community College portion of these reductions was about $102 million.

The State’s projected deficit was $9.2 billion. The Governor proposes to increase income taxes by $6.9 billion and he further proposes reductions to Medi-cal, CalWORKs, In Home Supportive Services, and other programs of about $2 billion. In addition, the Governor’s budget includes an estimated $1.3 billion in reductions to education including Child Care and Cal grants, state mandated reductions of $828 million, and $27.3 million in other miscellaneous reductions. The Child Care reductions, if adopted, will take the Community College out of the Child Care business.

There is a buyback of $218.3 million in deferrals; this is money that the State continually borrows from Community Colleges. Programmatically the college will continue to operate assuming the revenues; the district will just get the money sooner. There is a proposal to consolidate categorical programs into a single block grant. There will still be a separate restricted block grant for categorical purposes; however, it would allow the districts greater latitude in managing how the funds are used to meet categorical needs. Finally, there is about $12.5 million for mandated block grants, which divided among all Community Colleges isn’t a lot.

If the tax increase proposals on the ballot fail, the buyback of the deferral is out the door and the State will continue to borrow against it. On top of this the District will have a $264 million decrease in funding.

How this affects KCCD colleges:As a District our base budget for 2011-2012 that was adopted at the beginning of July was $105.4 million. Trigger 1 reduced that by $533,000; trigger 2 further reduced the amount by $1.3 million. Enrollment fees and property taxes are about a $2.9 million decrease to the budget. The district readopted a budget of $101 million in revenues; this will give the District a $434,000 shortfall. The shortfall looks like it will change causing a greater reduction to the reserves.

The 2012-2013 budget is estimated to be $100,739,000. If the tax package fails, the Community Colleges will take a $4.6 million hit. The failure of the tax package will put the District’s revenues at $96 million; this will be a $5 million reduction to the 2012-2013 adopted budget.

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The third handout covers long term projections for the District. Mr. Burke put in some high level assumptions for building the long term projections. The handout also covers revenue assumptions and expenditure assumptions.

1st scenario is based on the Governor’s budget assuming the tax package passes. The report shows the beginning balance, revenues, expenditures and other outgo, and net balance after reserves and operational adjustments. The report also shows just how much of the reserves are being utilized to balance the budget. If the tax package passes the District will be able to ride out the economy for several more years.

2nd scenario if the tax package fails, KCCD will within a little over a year burn through the reserves. In 2013 the District would have to use about $10.5 million in reserves to balance the budget. This $10.5 million reduction will be carried over every year if the tax package doesn’t pass.

The good news is that KCCD is in better shape than most colleges. If the budget problems continue KCCD and its colleges will have to change.

The district is working on “best case” and “worst case” scenario plans. Mr. Burke will recommend to the Board that KCCD uses the reserves to buy the colleges more time.

B. Entrepreneurship Grant (1) – Michael CarleyThe Entrepreneurship Grant has been in place at PC for 9 months and is a $15, 000 grant for developing curriculum in the entrepreneurship program.

Mr. Carley reminds the CLC member that all grants need to go through the Grant Oversight Committee then to CLC for approval before application process and implementation.

V. Discussion/Review ItemsA. Catalog Revision and Review (2) – Richard Goode

During the December 5th CLC meeting the members discussed issues with catalog changes such as: changes in course credits and prerequisite passed during curriculum but not added or removed from the catalog. This led to a proposal 1) any changes to the catalog will only be implemented in the fall; no changes during the academic year. In other words, all approved changes will be implemented the next academic year starting in the fall. 2) Establish a Catalog Review Committee to review the catalog and make sure all changes are current and correct. Question: Since catalog changes are approved in curriculum does this proposal need

to come to CLC for a vote? No, Curriculum has control over the catalog.

Mr. Goode resends his first proposal, “changes made to the catalog only in the fall.”

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Mr. Goode still proposes that a Catalog Review Committee be established to review the catalog for changes and corrections. Mr. Schultz stated having a catalog review committee is a good idea; half the information in the catalog is non-instructional. Question: Who will be on the committee and how will it be done?

Mr. Goode, Mr. Schultz and Mr. Vega will get together and formulate a Catalog review Committee proposal to be introduced to CLC

“Motion to establish a Catalog Review Committee.”

Motioned: Richard GoodeSeconded: Miles Vega

Ayes: 21 Nays: 1 Abstentions:

Motion: Carried.B. Priority Registration Student Government and Honor Roll Students (3) – Eric

Mendoza, Stewart Hathaway, Virginia GurrolaOn Friday, February 3, 2012 the SLS Division decided to take the Education Course and General Studies 55 (student government) course into their division.

The issue with Student Government receiving Priority Registration can be resolved by the SLS Division is absorbing the General Studies 55 course (student government).Question: 1) Where will the instructor come from to teach the student government class. 2) How will credit get awarded?

Mr. Vega stated that he is not sure where the instructor will come from; that will have to be figured out. The student government class will be like any other 1 unit course with participation and a syllabus.

Michael Carley stated that the course was cut because when the divisions were asked to make cuts for budget reasons, the Student Government class was the one they chose to cut. He went on to say that the issue of reestablishing this course is an Enrollment Management issue if PC decides to add a class back after it was cut due to funding issues. Mr. Vega stated his division will make the necessary cuts to keep this class.Mr. Schultz stated that more discussion is needed before the Student Government class is reinstated.

Vote for adding Student Government back as a class under the SLS Division has been deferred to a future date.

Priority Registration for Honor Roll Students…..

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No one took the responsibility to put together a proposal for honor roll priority registration; therefore, Mr. Schultz will look into the definition of what constitutes an honor student and this topic will be brought back at a later time. Mr. Carley stated that PC doesn’t have an honor roll list; it’s the President’s list and Dean’s list. Mrs. Gurrola reminds CLC that the PC First students are students from the high schools who get priority registration. PC First is about 45 students versus the hundreds of students that are on the President’s and Dean’s lists. Mr. Schultz stated that the honors group needs to be defined before honor roll priority registration can be voted on. Mrs. Gurrola and Mr. Schultz will examine some of the definitions and qualifications for Honor Students at the other colleges.

Vote for honor roll priority registration is deferred to a future Date.C. Enrollment Management Plan 2012-2016 (3) – Michael Carley

Mr. Carley went over the Enrollment Management Plan with the members of CLC. He briefly discussed the Committee Charge, focus of Enrollment Management, the goals and the timeline for completing the goals. The Enrollment Management Handout was provided to all members for review.Question: What does headcount mean?

Headcount is the number of students counted; each student counts one time. For enrollments; a student taking 5 classes is 5 enrollments, 3 classes equals three enrollments and so on.

Question: When is the data gathered for the waitlist numbers? Mr. Carley mentioned the data is gathered when the waitlist is at its highest;

usually the first day of class. Mr. Carley stated that the waitlist is purged at census.

Question: Can a statistical report be compiled for support staff to see how all the cuts have affected enrollment management, the campus and students?

Mr. Carley stated that all the HR data is located in the MIS files. He can gather the information; however, Mr. Carley isn’t sure it will provide the answers Mr. Garcia seeks.

Mr. Schultz agrees that the information would be beneficial when discussing sustainability.

Dr. Wagstaff reiterates what she stated before: “After salaries are paid where is the money going and what can be cut?” Mr. Carley stated that the information regarding where cuts were made is in every program review. Discussion ensued.

Question: Do the goals help the college make the decision where to put its resources?

Not specifically. The goals do not say if the college should or should not offer a Math class; however, goal 1 PC will utilize resources more efficiently through collaboration with other campuses gives PC a way of offering courses that are rarely offered due to low enrollment. Goal 1 helps PC utilize resources more efficiently.

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Mrs. Gurrola stated Degree Works has the capability to provide reports on the forecasting of future courses based on Student Educational Plans. This will assist in developing schedules in future terms once a large percentage of the Ed Plans have been inputted.

“Motion to approve the Enrollment Management Plan.”

Motioned: Michael CarleySeconded: Chris Craig

Ayes: 22 Nays: Abstentions:

Motion: Carried.D. Strategic Plan (1) – Steve Schultz

Mr. Schultz went over the Strategic Plan with the members of CLC. Mr. Schultz went over the background of the Strategic Plan, the goals and objectives, and a comparison to the District’s Plan. The Strategic Plan was handed out for review.

Mr. Vega recommended that the language within Objective 1.3 be rephrased regarding courses. Mr. Schultz will get with Mr. Carley and work on Objective 1.3 before the vote on 3/5/12.

The Strategic Plan will be brought back at the next CLC meeting for a vote.E. Grant Oversight Committee Charge (1) – Michael Carley

Mr. Carley presented the Grant Oversight Committee Charge. A copy of the committee charge was provided.

The Grant Oversight Committee Charge will be brought back at the next CLC meeting for a vote.

VI. Subcommittee ReportsA. Enrollment Management CommitteeB. Grant Oversight Committee/Grant Progress ReportsC. Budget CommitteeD. Strategic Planning Committee

VII. Other ReportsA. PresidentB. Accreditation

All the sub-standard reports are done and turned in. Hard copies will be made for the editor and readers. The editor and readers, EARS Committee, will meet next week. The Accreditation Report is on schedule. On March 8th an updated Accreditation report will be presented to the Board. Then on April 9th CLC will have a special session to present the report to the whole campus.

C. Academic Senate

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D. Curriculum CommitteeE. Basic Skills CommitteeF. Student Learning Outcomes CommitteeG. Facility Planning Advisory CommitteeH. Marketing and Outreach CommitteeI. Information Technology CommitteeJ. CCAK. CSEAL. ASPCM. Other

Mrs. GurrolaVIII. Future Agenda Items

IX. AdjournmentMeeting was adjourned at 4:55p.m. by Mr. Schultz.