Approved Minutes from College Budget Committee Meeting Wednesday September 27, 2006 Time: 3 5pm Location: Mishra Community Room (Library/ETC building)

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2 Approved Minutes from College Budget Committee Meeting Wednesday September 27, 2006 Time: 3 5pm Location: Mishra Community Room (Library/ETC building) Associated Students: Classified: Jan Tomisaka, Thu Nguyen Faculty: Jack Baker, Douglas Threet, Henry Gee Management: Abdie Tabrizi, Victoria Lugo Ex Officio: Paul Lam, Elvis Raby I. Call to Order. II. Approval of Minutes of 9/13/06: tabled till next meeting due to lack of quorum. (Correction: name of student rep: Viriana Reyes present at last meeting; David Wain Coon was just a guest and not a member of the CBC) III. IV. Selection of Chair and Review of membership: Consent item for next meeting (Committee will vote on the selection of CBC Chair Sally Chumbley next time when full membership is present) Membership review: The Academic Senate will review the faculty membership (Joy Chase/Lynnette Apen) and will submit new names to the Budget Committee. John Payne is not in the CBC this year. Information Items: a) EVC Facility Rental: Abdie brought up the question of support regarding EVC Facility Rental: Are we supposed to provide media & technical support to the renters? Is it part of our rental contract? Paul responded that normally the renters will fill out the form and indicate what they need (room with media equipment, projectors, etc.) then it will be on the contract. Abdie mentioned that Genesis had requested Media Services to deliver equipment and provide technical support (such as setting up accounts for them using EVC domain name, hardware set up). The contract that the District signed with Genesis has no statement indicating that we have to provide Media services support. Elvis also reported that there were some special programs in which we had set up an EVC account for them; for example, a consultant has an EVC address. These entities or programs are not part of our District and we are not supposed to give them accounts using our own name domain. The problem is that we do not have a uniform board policy to address this issue. Each rental contract is unique and so there are no uniform rules for facility rental. The suggestion from committee members is that the College District may want to establish different rental rates for non-profit and forprofit organizations. All contracts are approved by the Board. The policy-making is at the District level and it is beyond the scope of this

3 Committee. However, when it comes to District decisions and/or contracts which involve using the college resources (media support services & equipment, facilities, accounts, etc) the College Budget Committee has to look into budget implications of affected resources (that is, funding and staffing needs) that these contracts or decisions may entail. Media Services has limited staffing and they are stretched very thin to provide additional support services to these special contract programs. According to Paul, Facilities Committee is active on as needed basis and they have no role in the facility rental agreements. The current Facilities Committee has no charge in event advisory, rental agreements or rental policy for the college. Paul and Elvis will contact Vice Chancellor Ron Root for his input regarding Facilities Rental & Support Services associated with the rental. Elvis will inform the committee at the next meeting about the response from Ron Root. b) Calsoap: is the outreach program run through UC Santa Cruz, San Jose State & SJCC. It is a community non-profit organization. Now it has moved from SJCC IBP building to EVC former DSP office in the portable building. EVC is hosting the program but they are associated with the U.C. The Calsoap program received 10 hours per week of media support from IBP when they were at SJCC. Now EVC Media Services has been asked to provide media services support for them (which they have), which is not in their budget. Paul said that the contract with Calsoap has not been signed yet, and he will read the contract to find out if there is Media Services support (computers, debugging, etc) in the contract clause. Abdie asked Paul for an update of the extent of media services that required as part of our rental agreements. Elvis will give the follow-up on this at the next CBC meeting since Paul will not be here. The issue is that if Media Services continues to stretch their staffing & resources to provide support to outside programs then Media Services department will have a need for hiring additional staff to cover the support services which is a budget item. Moreover, the EVC Arts Building is going to be built which will also need Media Services for hardware and support services. V. Discussion Items a. Rubric for evaluation and selection of budget proposals Doug Threet distributed a budget evaluation matrix to all members present. Abdie requested him to send to all CBC members an electronic version of the rubric. VI. Other items: Henry Gee reported that the Board Meeting on Tuesday 9/26 the District discussed land use and the relocation of the District Office. There were four options regarding the move: 1) Rebuild the D.O. on the same existing ground. 2) Rebuild the D.O. somewhere else. 3) Move to the Tech Building at SJCC and 4) other alternatives unknown. Moving to SJCC would cost about 2/3 of rebuilding a new one (cost 10M to rebuild). The reason for moving is that the

4 City of San Jose wanted to develop the corner land, building it into multi-story housing condo units, about 300 to 500 units on 27 acres of District land. Some CBC members stated that the local Evergreen Community does not support the idea of building housing on this corner. District Budget Advisory Committee (SJCC & EVC) under the proposal: At this point we do not know who will make up the committee to represent both colleges. Our understanding is that the DBAC is not a decision making committee, but rather it is an information committee. Paul distributed budget reports for 06/07 FY as of 9/27/06. Henry showed a copy of the District Budget handbook to all members present. Paul said he would try to get copies of the handbook for all members at the next meeting. VII. Next Meeting Date: 10/11/2006

5 DRAFT: Minutes from CBC Meeting Wed 10/11/06 Minutes from College Budget Committee Meeting Wednesday October 11, 2006 Time: 3 5pm Location: Mishra Community Room (Library/ETC building) Associated Students: Thu M Nguyen, Viridiana Reyes Classified: Jan Tomisaka, Thu Nguyen Faculty: Jack Baker, Douglas Threet, Henry Gee, Margaret Fieler, Management: Abdie Tabrizi, Victoria Lugo, Sally Chumbley, Octavio Cruz Ex Officio: Elvis Raby Agenda: I. Call to Order II. Approval of Minutes: Abdie distributed copies of minutes from CBC 9/27/06 meeting to all members for review. Minutes were approved unanimously. Approval of Agenda: under Information Items, Henry Gee requested to add item III (c) District Office Move to the agenda. Agenda was approved. III. Information Items: a) Role of CTC on technology related expenditure: Abdie informed the CBC that at the last CTC meeting, the president said that the role of CTC should not be concerned with approval of technology requests or funding allocation to technology & equipment, but rather it should deal with technology needs, strategies and technology planning. The CBC should take the role of overseeing the approval of dispensing funds for technology or equipment purchases or related expenses. Henry mentioned that five years ago the CTC s role was to determine how technology budget was to be spent since they were knowledgeable about technology. Abdie also said that former Media Services supervisor Carl Fisher was part of the CTC since he had knowledge of campus technology resources to make decisions on where the needs are. For record keeping, technology requests were routed to Media Services for input before submitting to CTC. Media Services may provide valuable recommendations as to what should be purchased for the requesting department. Sally suggested that technology requests have justification from the division & input from Media Services. There should be a rubric or set of criteria for evaluating purchase requests, but sometimes lack of funding is the issue. b) EVC Monthly budget update: Elvis reported that there was no change. He passed out copies of the District Budget handbook for 2006/2007 to all members. Questions from members regarding the EVC allocation of money for growth initiatives: Elvis will get information from Paul regarding the money for growth. Henry said that according to Ron Root the District received 5.92% COLA for 2006/07, which is about 3.88M, which was reflected in the increase in the D.O. budget. c) The District Office Move: The reason for the proposed move was that the property at the corner of San Felipe (where the D.O. is currently located) would be advantageous for development to

6 DRAFT: Minutes from CBC Meeting Wed 10/11/06 make more money for the district. The D.O. has four options: 1) Find a rental place & pay lease for the new D.O. facilities. 2) When the land is developed, put the new D.O. in the newly built commercial building, but we will lose value from this option. 3) Build D.O. somewhere on EVC campus site around Acacia & the free parking lot, which will cost about $13M to build a sq ft D.O. and 4) Move to SJCC Tech Building, which currently has sq ft on four floors. It would cost about $8M to renovate the building for the D.O. and perhaps $1M to build the parking lot since parking at SJCC is not sufficient. The cons of option (1) and (2) is that money would have to come from the general fund. Option (4) can be done with bond money. As for option (3) we do not know how long it would take to complete the building. The Board had approved a study of the D.O. move. At the Board meeting two weeks ago, local grocers came out to oppose the development of a supermarket in the corner lot, citing future loss of business due to increased competition, existing supermarkets in the area (Cosentinos, Albertsons, Savemart, Lunardis). There was no estimate on how much money the D.O. will get or generate from commercial development if such a development took place. There was also the idea of building housing condo units (400 units) on 27 acres of land by the D.O., which was also opposed by the local community. IV. Action Items: moved up in the agenda due to Abdie s time conflict with another meeting. Selection of Chair & review of membership: Committee members voted unanimously on the selection of Sally Chumbley to be CBC Chair. V. Discussion Items: a) A rubric for evaluation and selection of budget proposals Doug Threet Doug distributed copies of the 1-page rubric for committee discussion. Members suggestions include: changing the structure of this to a hierarchy in relation to how this evaluation matrix meets the goals and objectives, tying this matrix to college strategic planning and educational master plan & chancellor s goals, and how to recapture 20% supposed growth rate. VI. VII. Sally asked members to read the list of goals (Ron Root s letter) from the budget handbook for further discussion & feedback next time. She also asked if the A.S. has a similar matrix in their organization. Viridiana said she would bring a copy of A.S. rubric to CBC next meeting. Sally will bring one from CTC for all members next time. Other: none Next meeting date: Oct 25, 2006: For next meeting Sally asked that if any member has agenda items please send to her. Meeting adjourned at 4:30PM

7 DRAFT: Minutes from CBC Meeting Wed 10/25/06 Page 1 of 3 Minutes from College Budget Committee Wednesday October 25, Time : 3 5pm Location: LE-224 (ETC/Library building) Membership in presence: Associated Students: Thu M Nguyen, Viridiana Reyes Classified: Thu Nguyen, Jan Tomisaka Faculty: Margaret Fieler, Doug Threet, Jack Baker, John Payne Management: Abdie Tabrizi, Sally Chumbley, Octavio Cruz Ex Officio: Paul Lam, Elvis Raby I. Call to Order II. Approval of Minutes of Oct 11, 2006 & September 13, 2006: approved unanimously (after item (III) when quorum was sufficient). Change in agenda: moved items under (IV) Discussion Items to (III) Information Items to become (b) and (c). III. Information Items: a) EVC Budget Report for September 2006: Paul passed out copies of EVC monthly budget report as of 9/30/06. The overall available balance is about 77% to 80%, which is within target. b) FACTS Student Payment Plan: Paul distributed information handouts about FACTS, a business solution company to provide alternative payment options for students in order to minimize the number of students being de-registered due to failure to pay on time. Students may make payments in monthly installments from their credit cards or checking accounts, but they will be charged a fee of $25 per student per semester, and possibly banking charges, depending on the individual bank. The posting of payments is not real-time, which may take 5 to 10 days. This may raise a concern about fiscal implication if this system is in place since full payment may not be completed till the end of the semester. The vendor statistics show that their overall program collection rate is about 99%, but there are no definite statistics on the success of the program on a specific campus at the local level since not all colleges are Datatel clients. A.S. rep Viridiana said that most students have a checking account and they will likely go for such a payment system. To some students, the fee may be a little steep for them. Another issue is that we still do not know if this will work with Datatel system. This needs to be looked into by ITSS, Student Affairs and Business Services as well as Admissions & Records. One member suggested that we test this as a pilot and reduce the transaction fee to $5 on vendor s end and $5 on the other end (banking institution). This system is aimed at helping students who are non-financial aid, non-feewaiver or out-of-state. It does not apply to international students since they have to pay in full before registration. A.S. student Viridiana asked who would make the decision to implement this. Octavio responded that

8 DRAFT: Minutes from CBC Meeting Wed 10/25/06 Page 2 of 3 the Chancellor, Vice-Chancellor Ron Root, VPs of Student Affairs & Student Services will decide with input from Admission & Records. Another benchmark of such a system is that in collaboration with the bookstore, students may be given some amount of credit to purchase books and have payments spread out in installments. Our current deregistration of students hurts enrollment and this is one of the proposed enrollment strategies. Of approximately 2000 students being deregistered, about 80% of them return the next day to re-register, and sometimes they might not be able to go back to the same class because the class is already full. c) Funding for Instructional Equipment: Paul distributed an information handout on EVC funds for Instructional Equipment. This year the college is given one-time block grant (06/07 only) of $302, for Instructional Equipment, plus an ongoing block grant 06/07 $81,120 and prior year carryover $30,303. From this funding $50k was put on college Reserve, $30k for Library Materials, $125k for Course Management related to subscription (such as WebCT licensing), and leaving $209, for the divisions. Instructional equipment funding is for the purchase of equipment that has to be related to teaching & instruction such as data projectors. Paul said that the allocation was based on last year s funding. Viridiana said that there was no projector in a Cedro classroom for Powerpoint presentations, and asked how do we request this money to purchase equipment. Faculty will request if there is a need. Sally mentioned that last year VTEA funding paid for the projector in C102. Doug also said that there was no projector in C201, C202, and C203. Some deans have portable projectors to loan to faculty for classroom use. In addition, there is one time allocation for Career Technical Ed Equipment for $256,336.00, of which $30k was encumbered for 2 copiers. IV. Action Items: a).a rubric for evaluation and selection of budget proposals. Doug Threet suggested that we add three sections to the matrix: 1) Alignment with the overall goals for the college 2) Alignment with the goals of a particular division 3) The budget request. In addition, we will also align chancellor s goals with the matrix, cut the matrix into versions a and b and work on improving it. A.S. student Viridiana said she could not find the A.S. version of check list, but she knew that there was some rubric being used for budget/expenditure request. Sally also provided copies of the CTC Computing Needs Guidelines from about two years ago. This set of CTC guidelines was used by the CTC in evaluating Technology Requests in previous years. Sally will input items from Ron Root s Sept 12, 2006 letter in the Budget Handbook and consolidate them with Chancellor s goals into the matrix.

9 DRAFT: Minutes from CBC Meeting Wed 10/25/06 Page 3 of 3 Sally reported that the CTC met with VP Kuni Hay last week about the process of distribution of technology funding. The role of the CTC used to be taking technology requests and making decisions on those requests because they have the expertise & knowledge of technology resources. The CTC only deals with a small piece of the budget, which involves funding for technology needs & expenditures. V. Other. Maggie inquired about the current status of the District Advisory Budget Committee. Abdie said that Ron Root is putting together a DBC. Paul will talk to Ron and get back to the CBC at the next meeting. Octavio Cruz & John Payne will not be here for the next CBC meeting. VI. Next Meeting: November 8, 2006.

10 DRAFT: Minutes from CBC Meeting Wed 11/8/06 Page 1 of 1 Minutes from College Budget Committee Wednesday November 8, Time : 3 5pm Location: LE-224 (ETC/Library building) Membership in presence: Associated Students: Classified: Jan Tomisaka Faculty: Margaret Fieler, Jack Baker, Henry Gee Management: Abdie Tabrizi, Sally Chumbley, Octavio Cruz Ex Officio: Paul Lam I. Call to Order II. Approval of Minutes of Oct 25, 2006: not enough members were present to make a quorum, so approval of minutes was tabled until the next meeting. Change in agenda: Item III a. was moved Information Items to become (a) and (a) FACTS Student Payment Plan was added. III. IV. Information Items: a) Funding for Instructional Equipment Abdie described the process the Deans are going through to prioritize the requests for instructional equipment. The Deans have discussed it once and are going to continue to work on it on Thursday, Nov. 9, and probably have another meeting to finalize it. At that time it will go to CTC and then on to the CBC before forwarding to College Council. Abdie had asked for 5 computers for A & R so that the students will have an easier time registering. No requests for office computers were made in the current lists. Discussion Items a) FACTS Student Payment Plan: Henry had some concerns about the FACTS system, like the $25 fee to use the system could amount to a very high service fee to borrow the funds to register for the semester. It could be from 12-25% of the total depending on how many classes the student is registering for. He suggested that the District could carry that them selves and get the service charge down for the students. At SJSU they have a 1-2% fee for installment payment for student fees. The AS loans small amounts of money $ Since the District is only looking into this process, no decision was made, but many questions were raised. V. Action Items: a) The rest of the meeting was spent discussing how the rubric would be used by the deans and how it should be edited. Sally will add the committee members ideas to Jack s document and send it out for further review of the committee members. We need input quickly so that we can send it to the deans for their input. Abdie was asked to talk to the deans at their meetings so that they are notified that this document is going to be used to evaluate equipment requests by the CBC. They will be asked to add their department/division goals to the requests along with how it applies to the district and board goals. VI. Next Meeting: November 22, We should be meeting in our original meeting place, the Mishra Community Room.

11 Minutes from College Budget Committee Wednesday April 25, 2007 at 3:00pm. Location: LE 224 (ETC/Library building) Membership in presence: Associated Students: Classified: Thu Nguyen Faculty: Doug Threet, Jack Baker, Lydia Botsford, Joy Chase Management: Sally Chumbley, Octavio Cruz Ex Officio: Paul Lam I. Call To Order II. Approval of Minutes: tabled (lack of quorum) III. Budget Requests Review CBC received more requests as of 4/24 after Sally had placed the first batch of requests (63 requests) in CBC members mailboxes on Monday 4/23, which brings to a total of 86 requests altogether. CBC members went over each request and sorted them out by one-time funding request (for the enrollment growth initiative) or on-going funding request, and prioritized them (priority 1, 2, or 3). Committee members went through requests #1 to #44. The second half of the requests will be done at the next meeting on May 2. After the CBC completed reviewing & prioritizing these requests at the May 2 meeting, they will be sent to the College Council. Then the College Council will submit their recommendations to the Executive Council. There will be Open College Hearing for these requests to be heard on the following dates: May 3 rd 1-5 p.m. in SC 103 May 4 th 9 a.m. 1 p.m. in SC 101. Each request presenter will be given 5 minutes to go over his or her request. Next Meeting date: Wednesday May 2 at 3pm in LE-224. Then the last CBC meeting for this semester is May 9 at 3pm. Meeting adjourned at 5pm.

12 Minutes from College Budget Committee Wednesday May 2, 2007 at 3:00pm. Location: LE 224 (ETC/Library building) Membership in presence: Associated Students: Classified: Thu Nguyen, Jan Tomisaka Faculty: Doug Threet, John Payne, Abdie Tabrizi Management: Sally Chumbley, Octavio Cruz Ex Officio: Paul Lam, Elvis I. Call To Order. II. Budget Requests Review (2 nd part - continued from last meeting) CBC members reviewed requests #45 through #86, sorting them out by one time funding or on-going and prioritizing each request as 1, 2 or 3. Open College Hearings: Thursday from 1-5pm in SC 103 Friday from 9-1pm in SC 101. Sally has asked CBC members to participate in these hearings if they can. She also asked that members return these budget requests to her if they no longer need them so that she can forward them to College Council (for re-use, saving copying time and paper). The last CBC meeting will be on May 9 from 3-4pm in LE 224. The CBC will revisit these budget requests after the hearings and make final recommendations. Meeting adjourned at 5pm.

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