October 27, 2020

Approve Notes from 9/29/2020

The notes were approved

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Approve Updated Mission, Role, Guiding Principles and Ground Rules

The item was approved. The team thanked Kaur for her assistance updating the webpage to reflect more concise information that would serve the team well.

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Administrative Services Open Positions

Grey shared that there are two very important vacant positions in the Administrative Service area. One is due to the pending retirement of Manny Da Silva, the hardworking and well-respected Manager of College Operations. He is leaving at the end of December 2020. The second is for the Director of College Operations which will replace the current vacant Associate Vice President of College Operations position. The director will be responsible for the operational departments of the campus such as grounds, custodial, facilities rental, fund 400, Measure G bond, postal services and FF&E. This reclassified position will report to the Vice President of Administrative Services. The Bookstore, Dining Services and Child Development Center will now report directly to the VP of Administrative Services. Please share these job opportunities as appropriate and direct interested parties to the FHDA jobs website.

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Joint PBT Budget Presentation Updated 10/22/2020 - Review and Recommendation. Use of one-time-funds to reach De Anza reduction target of $4.5M due November 1, 2020.

Grey welcomed the visitors to the meeting and stated that she would be giving APBT members priority in the discussion.  As chat can get cluttered and distract from the verbal discussion she asked members and visitors to raise their hand and wait to be recognized when making comments and asking questions. Grey also said that all participants are going to treat each other with respect and decorum. Grey reminded the members and visitors that De Anza is being asked by the chancellor to state if the college has collateral in one-time money of $4.5M. She clarified that this is not a permanent budget reduction and that this is just a plan that states the college has one-time funds in the amount of $4.5M. The district’s total estimate is $9M. Reminder that this is an estimate based on information available at this time. No one is saying this is a solid number. Historically De Anza has been allocated 50% of any reduction. In response to clarification on why De Anza has always been allocated 50%, Grey replied that President Holmes is also curious on the allocation of percentages and will be seeking clarification at the district level. The figures will be clearer in January 2021 and the hope is that the district will not have any reduction target. In that case, the collateral plan would no longer be needed. De Anza’s task it to respond yes or no to “Does the college have one-time money in the amount of $4.5M to put up as collateral?” This collateral is to buy time to plan for actual budget reductions in fiscal year 2021/22, if it becomes necessary. Grey shared that the college’s and APBT overarching goal is to focus on student success and therefore protection of faculty and staff positions is key.  Grey reminded the team that the college is only talking about general fund money. The college has other revenue sources such as categorical/grant/foundation/bond. This is the first time, in recent memory, that each PBT area has not been allocated a dollar amount to come up with based on the percentage of their budget.  Grey asked the team to consider where Instruction would get the money from if they had to come up with a dollar amount based on their budget percentage. The consequence would be unacceptable which is why President Holmes ask that the campus work collectively and put aside percentages. He stated that this exercise needed to done as an entire campus as everyone has to own this collateral. Grey also noted that Administrative Services has a good amount of money to put up for collateral using Fund 400 due to the passage of the Measure G bond. This collateral plan is for the FY 2021/2022 year not for this year. This plan in using one-time money so it is not an ongoing permanent reduction. The $9M target is an estimate from district Business Services and the outlook is likely to change in January 2021 when the first draft of the State budget is made available. Grey acknowledged that she and many others are not comfortable with ambiguity but nonetheless the college does have to answer the question posed by the chancellor. She also acknowledged that most people are not comfortable voting on something where they don’t have the details or even a hard number. Grey again reiterated that the only question before the APBT is “Does De Anza have $4.5 million in one-time funding to put up for collateral”.

Grey displayed the joint PBT presentation and reminded the group of the explanations of the line items areas that were detailed in the joint PBT meeting on October 6, 2020.

Fund 400 (Capital Projects) Mainly used for maintenance of facilities and emergency repairs. Prior uses have been awnings, painting, carpeting, removing the unsafe dive tower, erecting a cover over the DASB bike corral. Now that the Measure G bond has passed, some but not all projects can be covered with bond money. The college should not deplete the fund 400 account as the bond does not cover smaller projects for maintenance for revenue generating areas or items like student phone charging stations. This money would not be used to construct housing as it’s identified for maintenance. This money would most likely not be needed to cover COVID-19 return to campus costs in the immediate future as there is CARES money (State block grant/Federal funds) that the college would spend first.

Fund 15. Revenue generating accounts. Accounts that have not been used for the last 3-5 years. Students asked for the sources of the actual funding areas covered in the proposal. There are a lot of programs in this area such as the VPAC rental, child development center, dining services, bookstore, facilities rentals, community education, planetarium and the Euphrat museum of art. Grey stated that she is well aware of the amount of anxiety that this collateral plan has already given the constituent groups on campus and she is extremely mindful of not causing further anxiety by going into and picking apart every department on the list. She stated that this would not be good for the campus, the district or our collective mental health right now. When we have a firm number, we will have to make some difficult decisions based on more detailed information.

B Budget (Fund 14 discretionary). Department budgets for office supplies, etc. This is money that is not tied to positions and can be used for the collateral plan without impacting faculty and staff.

1320 (PT Faculty). Funding given to the campus by the district each year to cover part-time faculty costs, backfill for full-time when they go on leave and overload. Following input from the Academic Senate and IPBT last week, the 1320 line item was removed. The amount was moved to the fund 400 account.

Unfilled Positions (Fund 14) Position/s that could remain unfilled for one year. Students observed that they thought classified voices had be underrepresented. Not all positions can remain unfilled as they are critical for students and the college. Classified positions are usually key to the support of students and thus any unfilled positions would be determined on a case by case basis.  Under this plan, no positions would be eliminated which is an important distinction to leaving a position unfilled. Only general fund positions so no employees from categorical programs such as CTE or counselors funding by student success funding. Grey again stated that these positions would be unfilled for one year, until permanent reductions are brought forward.  

Filled Positions (Fund 14 only). Currently filled administrator, faculty, staff positions from general fund.

Clarification that the SSPBT did vote to pass the 1^st draft as it was presented but held its meeting prior to the input of the Academic Senate and IPBT so there was no 2^nd draft at that time.

Grey stated that she could not stress enough that the question the APBT has to answer is does the college have $4.5M in general fund one-time money available as a collateral plan, if needed. The answer is yes, the college does. The process the governance groups follow and the decision made at the meeting today does not mean that the collateral plan will be needed or that the plan is set in stone. Our ability to use one-time money to answer the question is the easy part. After information in January 2021, if actual budget cuts are needed that is where the decisions become very difficult. At this stage although the number is not finalized the college still has to answer the question. In response to a request from the student reps that students be included on future conversations regarding the collateral plan and possible budget reductions, Grey confirmed that the process would continue to be followed in accordance with the shared governance system and that updates to the district budget forecast will be shared with the governance groups just as this collateral plan has been brought thought the process for review and input. After January 2021 when new figures will be forthcoming, the item will be back on the agenda for information/discussion/review/input/recommendation. Grey stated that everyone employed at De Anza College, including herself, are there to support the students and she commended the two student reps on following this process and sharing the DASB input and questions with the team

A student visitor taking classes at both Foothill and De Anza shared that since July she and others had been advocating against this proposal thinking that it would be implemented as an actual budget reduction. She shared that there was confusion and heard differing reports from various sources and questioned why the message was not consistent across the campuses and at the Board meeting. She also stated that some students did not think the process had been transparent. Grey addressed the concerns by reminding the visitors that the chancellor’s email reducing the total to $9M and the giving the opportunity to use one-time money only came out on September 2 and that it would not typically be on the Board Agenda as the Board does not enter in to discussions on college budget business at this mirco level. Grey stated that she had presented a consistent message at a number of governance meetings and at the president’s open office zoom meeting. She reminded the students that the governance process calls for the constituent representatives to keep their groups informed. All the constituent reps need to share the information with their group. It is the responsibility of the appointed constituency representatives to share information and bring back questions and input to the shared governance team. Kaur confirmed that the process had been followed in this PBT and in the other constituent groups she participates in.

Grey reminded the members that the PBT governance structure is recommendation by consensus. The team voted on draft 1 and draft 2. By a large majority, the members voted to have draft 2 be the proposal the APBT would recommend to College Council.

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Report Out from Constituent Groups / Quick News

The Bookstore has shipped out over 7000 orders to date.

There would be a DASB Town Hall on 11/13/2020 from 4-6 p.m. which senior staff were invited to attend.

Attendance:

Members:
Chris Winn
Hyon Chu Yi-Baker
Jeffrey Kasprow
Martin Varela
Naoko Harada
Pam Grey
Sally Gore
Shagun Kaur
Teri Gerard
Vins Chacko
Notes Pippa Gibson

Visitors:

Ananya Bapat (DASB Chair of Legislative Affairs)

Anthony Nguyen

Arushi

Britney Tran

Daniel Solomon

DASB Chair of Finance

esha dadbhawala

eugene tolentino

Fiza Syed

Ibraheem Syed (He/Him) (Ibraheem)

Izzy Scotti (Isabella Scotti)

Jacqueline Martinez

Kimberly Lam

Lisa Kirk

Luiza Eloy

Mariam Touni

Quoc

sienna segura

Yongxin Li