COLLEGE COUNCIL October 6, 2009 Board Room, 3:00 p.m. MINUTES

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1 COLLEGE COUNCIL October 6, 2009 Board Room, 3:00 p.m. MINUTES CALL TO ORDER Co-Chair Bill Cochran called the meeting to order at 3:00 p.m. ROLL CALL Members Present Cathy Anderson Pat Demo Lucha Ortega Caryn Bailey Sue Loring Denise Spencer Bill Cochran Doug Meline Maureen Stephens Ken Cooper Sherry Nicholas Guests Nancy Funk Joe Wyse Kevin O Rorke Absent Catherine Jackson APPROVAL OF COUNCIL MINUTES September 15, 2009 A MOTION was made to approve the minutes of 9/15/09. ORTEGA/SPENCER Discussion: Maureen Stephens - page 2 bottom - #2 take out NOT. Page 4 - Bill Cochran said this is the information Joe is trying to get in on the last two items of his form. Maureen said that overall it is confusing to her to go from first person to third person (Gary said he wants or I want ). Bill said we will look at that and will try to keep it consistent. The motion carried with one abstention (C. Anderson). DISCUSSION/ACTION Board Policies/Administrative Procedures First Reading (BP/AP 6150, BP/AP 6200, BP/AP 6210, BP/AP 6320 This is the first reading.

2 College Council Minutes 10/6/09 2 Board Policies/Administrative Procedures Second Reading BP/AP 5200, BP/AP 5205, BP/AP 5210 A MOTION was made to adopt BP/AP 5200, 5205 and 5210 and to move them forward in the process. ANDERSON/BAILEY The motion passed unanimously. Information: BP/AP 5110 went to the Academic Senate and was passed Budget Review and Recommendation Bill Cochran and Joe Wyse distributed the Final Budget for recommendation to go to the Board of Trustees for adoption. Joe indicated that the Budget Committee reviewed this last week and they are passing the recommendation to College Council. Joe said one of the main items was on page 4 expenses. The $1.33M under outgo are all the expenses associated with lease-revenue bonds. This would be the amount of interest for the solar field, annex building, etc. Unfortunately, we are short $1.9M instead of $1.2M. Joe explained that there are some figures showing as a payment now and some of that income will be in the next fiscal year. This is a cash-flow timing issue. The rest of the deficit is a real problem. A second major item to look at is in Fund 12. No Federal back-filled dollars are showing. We only received approximately 26% of what we originally expected in July. There are a lot of projections in fund 12. There is still a lot of information coming from the state that prevents an accurate fund 12. Maureen Stephens asked about the TTIP money on page 5. She thought they had cancelled this money. Joe said there is some roll-forward money. Doug Meline said we haven t received TTIP dollars for anything except for the library. The dollars you are seeing are rolled over from funds reserved for library databases. We have been hanging onto these funds and rolling them forward. Nancy Funk said money is put in as income because you don t earn it until you spend it. Pat Demo said the Faculty and Staff Diversity money doesn t look right. Nancy Funk said there are adjustments that have to be done on all of them. Pat Demo said there is carry over for staff development. Nancy responded that we didn t get some allocations until today. This chart is our best guess. The final budget will not change, but will be allocated when we get changes. Caryn Bailey asked why the parking income is so low in spite of having more students. Joe Wyse that that was a good question, but out of the projected FTES of 8600, 426 of that was rolled over from the summer which was reflected in last year s budget. The FTES went into this year from summer, but the parking fees went into last year. Cathy Anderson asked about the reserves on page 4. She said that we moved faculty and staff positions that are on hold out of the general fund into the reserve. Joe said that was the idea, but it wasn t quite like that. We don t use the reserve to hire positions, but we wanted to recognize how much those savings reflect. Cathy asked if we go from -$1.9M to -$1.4M, could we refill these positions? Cathy said it may cause problems in the Senate by this being reflected in the reserve. Is there a way it could go in the regular budget with an ** and an explanation? Joe said we would have a $3.5M deficit then. It is in the reserves, but we can t hire people and have it still in the reserves. If you put it upstairs, it s out of the reserves and the ending balance looks worse. We don t want to put it upstairs because we aren t filling positions. Cathy said it appears that the positions aren t on hold any more if the money is in the reserves. Joe took it as the opposite message by continuing to recognize a level of positions that aren t filled. Joe came up with the list last year. Cathy asked if after we have enough money in three years, will the administration say the positions are on hold? The administration won t say they disappeared? Joe said they would agree they are on hold. Cathy asked if certain specific positions are on hold. Bill said there are a

3 College Council Minutes 10/6/09 3 number of positions that we committed to (PSYC, Engineering, Librarian, etc.). They don t have to go back on a priority list. Joe said the figure we are discussing reflects all the positions on campus not being filled, not just the faculty positions. The faculty positions are part of that number. Cathy asked again that if in three years from now, will they hire from the list of positions committed to or will we have to re-do a rehire prioritization list. Doug Meline said there are positions that have been committed to all over campus. Cathy wanted to be sure it was for specific positions. Pat Demo said the positions being held are not necessarily those that are going to be filled. Cathy wants to say to her faculty that the positions they have previously been promised are still on hold. She doesn t want to start from step 1 to commit to certain positions. Joe said that it is the management s position to say these are the positions that we want to hire and Joe has figure for those positions that are on hold. He is not in charge of priorities. Cathy remembered that at one time there was a budget line for certain specific positions and it s not there any more. Nancy said it can t be in the budget as a specific line item unless it s planned on being spent that year. Nancy said that our priorities could change in three to four years. Cathy said that a commitment was made to the faculty for the priorities. It doesn t matter if the priorities change, but what the procedure is. The faculty is expecting that money be set aside for specific positions. If you agree to rehire, there is a process. Maureen Stephens asked if there was something that says if you can t hire for some reason, then the dean and VP would revisit a new timeline. Every time a new timeline comes up, certain positions could fall out of priority. Bill Cochran said if you have a commitment and a timeline and you can t meet timeline, you revisit the timeline. That would have to be between the administration and the Senate. This blew up before because of an English position a few years back. Cathy said that is her concern - that we won t honor commitments that were made. Joe said he is only involved in the bottom line and not in the hiring process. Maureen said the Senate is looking at a new procedure to make it clearer. Ken Cooper asked if that figure could be broken down into individual positions. Joe said he could do this internally as an information item. A MOTION WAS MADE TO MOVE THE FINAL BUDGET TO CABINET AND TO THE BOARD. STEPHENS/COOPER Discussion: Pat Demo questioned the CSEA BUM fund of $193,344 and where it was transferred (page 5). It shows up on page 18. The motion carried unanimously. Ideas for Budget Savings Bill Cochran distributed the budget savings ideas that he has received. Two are in the form of an because they were sent before the form was developed. We need to decide here whether or not each idea is viable and whether or not to forward them to cabinet. Suggestion regarding lights (9/29/09). They currently stay on all night in the new building and we are paying the electric bill. Joe will check on the parking lot lights and the lights on in the new building. There are several reasons we may have the lights on all night one being the dorm residents we have on campus. We don t have security at night. Joe Wyse will check on this. regarding open-source software (9/2/09). There was a lot of discussion on the faculty list serve about this. Doug Meline reviewed this suggestion with Lew Schmitt. It would cost a lot of money to go to this. Sue Loring said there were a lot of issues that weren t initially understood regarding what we pay for with our operating systems and support. She thought that the Budget Committee had discussed this. Doug Meline said that because of licensing fees it wouldn t be cost effective. They will communicate a response back. Doug said a) it would be disruptive and b) it would be costly to pursue this option. It is on the computers in the library. Doug Meline will prepare a response.

4 College Council Minutes 10/6/09 4 regarding eliminating hard copies, summer school going mostly on-line, faculty taking more students, four-day work week, and telecommute options for classified staff. (9/25/09). 1) eliminate hard copies for courses. The Committee thought the sender was probably talking about first class handouts. Cathy Anderson said they still pass out hard copies. You need to provide the information to the students. A suggestion was made that maybe the instructors could print off 20% for the students who need hard copies. Denise Spencer said she does look at first class handouts. Bill Cochran said with any appeals they get from students, they go right to the first class handout. Joe will find out from Dwayne Lindsey how many copies he prints. Bill said as long as it is accessible to students, we are within the law. We could tell Dwayne not to print any first class handouts anymore to save money. Pat Demo said we could do it as a pilot. Sue Loring wondered if the sender was thinking of more than just first class handouts. Joe Wyse will get an estimate of the savings. 2) summer school online. We are doing the schedule paperless. We think the sender is talking about offering classes on-line. This would match #8 we could use the downtown building instead of the 1100 building. Students could come to campus for library services. By using downtown, we could lose our parking fee revenue. Sue Loring asked how much would we save to shut down a building. Bill Cochran wondered if we could really shut down a whole building because of technology. Doug Meline said the 1100 building has two switches for telecommunications. They would be fine. If technology was turned off, they wouldn t generate heat or electricity. A question was asked about the faculty who have offices in there. Cathy Anderson said they don t need air conditioning. There are offices that could be used downtown. Cathy asked about not offering summer school for one year. Sue Loring said it that would really hurt students. Maureen Stephens asked how many face-to-face classes we have. Math just decided not to go online with certain math classes. If most classes could be on line and just have live math and science classes, which could be a possibility. Denise said a lot of students don t do well with online classes. Joe said this doesn t mean we wouldn t offer math classes on campus, but we could offer in another building besides Then we could shut the building down. Maureen suggested looking at how many buildings could be shut down. Sherry said her building sometimes is so cold and other times so hot. We could try to figure out if we can save per square footage. 4:00 Sherry Nicholas and Ken Cooper were excused for other meetings. 3) Taking more students and eliminate sections. We are already doing this and planning to continue doing this. Cathy asked if anyone was retiring this year. Pat said there were three certificated resignations so far this year (all mid-year). 4) Four-day work week. Maureen Stephens asked if this meant people being reduced. We thought it probably meant shutting down the campus on Fridays. Doug Meline said we needed further clarification from the sender to what he means by this. Pat said this would have to be negotiated. Maureen said that shouldn t stop us from investigating the possibility. Sue Loring said you would have to change your calendar. 5) Telecommute options for classified staff Bill Cochran asked how this would save the district money. It appears that it would only save the employee money. Unless the sender is focusing on a four-day week. Bill will ask the sender what his intent is. Joe Wyse said that several of the next suggestions are from him as a result of a brain storming session that they had.

5 College Council Minutes 10/6/09 5 Freeze class, step and longevity increases for a year or two. Joe said this would save around $200,000 - $300,000. It is a way to prevent layoffs. It would affect morale and newer employees. Caryn asked that if you were due an increase, would it be retroactive the following year? Joe said there are many different ways it could be done. It would be around a $300,000 savings short term. Teach an extra 3 unit class under contract instead of a furlough (because you can t furlough full time faculty). This would have to be negotiated. There would be short-term substantial savings (approximately $420,000). Furloughs. Pat Demo said a 4.6% is one day a month. Two days is 10%. Pat Demo said if it s a mandatory furlough it doesn t hurt you for STRS. A voluntary furlough would affect your STRS. Summer school cuts. Doing away with summer school would save $800,000 in direct costs. A few years from now we wouldn t have that FTES to use. It would be a short-term fix that may not help long term. Should we just reduce summer school? For instance, we are renting a pool in Weaverville for aqua aerobics that costs a lot. Maybe we could reduce that one class. Summer school is the least costly semester because all the pay is hourly pay. Bill Cochran said we will continue to scale back on summer school offerings. Two three-week sessions instead of one sixweek session was suggested. This would be hard to do for many classes. Use of facilities. We need to review the rates that we charge. Joe Wyse said it would probably be less than $50,000. This wouldn t include special agreements like with Chico. This is our best outreach to the community to get them to come to Shasta College. Bill said that maybe we could raise the rates a little. Retirement incentive. SERP would be a customized incentive. There may be people waiting to retire because they think we may offer something. We need to make a decision and let people know. Bill Cochran said to answer this suggestion intelligently, we need to pencil it out. We had the Golden Handshake in and we are still paying for it. Pat Demo explained this is two years of extra service credit. We have to pay their service credit and we didn t fill some positions. Pat said we had 15 faculty and 3 administrators take advantage of this Golden Handshake. The only real way you can save is to not replace the positions. SERP is set up to give people extra money. It is ¾ of your salary for the year and paid out over 5 8 year period and would be offered to everyone. We will look to see how it would save money. The only way for savings may be not to replacing people and we are already holding positions. Maureen commented that she thought the Golden Handshake meant a monetary savings by replacing high paid people with lower paid people. We will ask the Budget Committee to pencil this out. To summarize: We are already cutting back on summer school. The use of facilities is not a priority. We will put furloughs and faculty teaching an extra class under contract instead of overload together. We will pencil out shutting down buildings during the summer. Contract printing work for other agencies. Issues: Pat Demo said we would need to see about competing with private industry. Bill Cochran asked Pat to check into this. Maureen Stephens said this idea doesn t make sense if we have to pay overtime or hire more people. We talked about the print shop doing personal printing. Maureen asked about printing personal things would we want employees taking money? Joe said we would probably be using district computers and time to send the personal stuff to the print shop. He doesn t want to get into that. The Budget Committee could figure out the income, but we don t know how do deal with the other things (personnel, etc.). If billing has to be done the logistics wouldn t work. You would pay in the Business Office and then go all the way to the warehouse to drop off your printing.

6 College Council Minutes 10/6/09 6 Nancy Funk said we need to determine if there is down time for the two employees. If not, then the extra time or overtime for the printing person might not wash out. We will put up a list with our questions and concerns and will not move forward at this time. Hibernate computers. Sue Loring sleeps her computer and shuts it off on weekends. Doug Meline said they go into an energy save mode. The computers in the classrooms and library get turned off at night. Doug said the new thing is the hibernation. It would take a long time to boot up after 15 minutes with the hibernation. An individual can set it up on their machines. It would not be good to have computers go into hibernation in the classroom. Maureen Stephens said it was a problem in the library when the computers went into sleep mode. It is not always more efficient to lock your computer overnight instead of turning it off. If it takes a long time to boot up, you may just want to lock it overnight. Doug said that occasionally at night we turn on machines to run anti-virus software s in summer, or close on Fridays in the summer. Majority of the staff could work from 7:00 am - 5:30 pm. Caryn Bailey said it was very nice to have 4-10 s. Nancy Funk said that everyone can t work 4-10 s because of child care or physical reasons. Maureen said in the library, the staff would work four 8-hour days and take two hours of vacation each day and still have Friday s off. Some newer employees don t have enough vacation to do that. A staff member volunteered to be the watch dog to be sure that people came in on time. It was originally set up by the district, closing on Fridays, and saving the energy costs in the buildings on Fridays. Arrangements were made for people with child care issues, etc. who had to work on Fridays. It worked well. It was decided that this can be part of another discussion in a different venue. Joe Wyse said that a potential negative is that less vacation days may be taken if people have three-day weekends. As more suggestions come in, this committee will look at them. Bill Cochran summarized our discussion. He will communicate with the staff member who sent the ; inform the sender that we are already taking more students; Joe will go to the Budget Committee about summer school; the contracting out printing is not being considered because of too many concerns. Hibernating computers is a no. Going to a new software is a no and Doug Meline will respond to that sender. NEXT MEETING The next meeting of College Council will be October 20, ADJOURNMENT The meeting adjourned at 4:43 p.m. Notes taken by, Sue Brix Office of Academic Affairs

BUDGET COMMITTEE MEETING August 17, 2016 Fireside Room 2:00-3:30 p.m. MINUTES

1 BUDGET COMMITTEE MEETING August 17, 2016 Fireside Room 2:00-3:30 p.m. MINUTES CALL TO ORDER: The meeting was called to order at 2:00 p.m. by Committee Chair, Morris Rodrigue. ROLL CALL: x Jill Ault x