DISTRICT CONSULTATION COUNCIL. April 24, 2017 SUMMARY

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1 DISTRICT CONSULTATION COUNCIL Page 1 of 5 SUMMARY MEMBERS PRESENT: Josh Ashenmiller, Dana Clahane, Victoria Deemer, Adam Gottdank, Jolena Grande, Manjit Grewall, Tina Johannsen, Sharon Kelly, Deborah Ludford, Cherry Li- Bugg, Rod Lusch, Cheryl Marshall, Arturo Ocampo, Valentina Purtell, Irma Ramos, Greg Schulz, Bryan Seiling, Bob Simpson, Pete Snyder, Kai Stearns Moore, Olivia Veloz, and Fred Williams. VISITORS: Dale Craig and Ginny Schroeder. Chancellor Cheryl Marshall called the meeting to order at 2:05 p.m. CONSENT CALENDAR & SUMMARY Consent Items: The agenda contained no consent calendar items for approval. Summary: The summary of the March 27, 2017, meeting was approved as submitted. STRATEGIC GOALS & PLANNING Promise Program Status: A draft of the Anaheim Union Educational Pledge Implementation Plan, which includes the Anaheim Union High School District, California State University, Fullerton, the City of Anaheim, University of California Irvine, and the District, was reviewed. Cherry Li-Bugg, Vice Chancellor of Educational Services and Technology, stated that a successful soft unveiling of the pledge took place that helped make public the commitment of all of the entities involved. Dr. Marshall noted that a Fall signing event is anticipated and staff are working on plans for a pilot and scholarships. Districtwide Enrollment Management Advisory Committee: Jolena Grande, Districtwide Enrollment Management Advisory Committee (DEMAC) Co-Chair, reported that at its last meeting the group discussed using Dr. Pam Deegan s enrollment management training and services. She also noted that the DEMAC subgroups provided their reports, and that the FTES subgroup reported a disconnect between the campuses and Chancellor s Staff with regard to goal setting. Subcommittee Report: District Curriculum Coordinating Committee: Vice Chancellor Li- Bugg reported that the District Curriculum Coordinating Committee (DCCC) is a fairly routine committee that is primarily tasked with approving curriculum. Dr. Li-Bugg noted that the campuses have pushed up approval of new course curriculum to the Fall due to the State Chancellor s Office approval lag time. Flex Days Decision Making: Pete Snyder, Fullerton College Faculty Senate President, shared that the sentiment of the Faculty Senate is that the campus staff development committees will plan the offerings scheduled to take place prior to convocation. While the senate is supportive of the District s two-hour sexual harassment training, going forward they would like as much inclusion of faculty as possible when determining the flex days activities. District administration

2 agreed and noted that the flex day schedule for the upcoming year was developed in consultation with the local professional development committees. Irma Ramos, Vice Chancellor of Human Resources, also noted that a Flex Facts document was being developed and would soon be distributed districtwide. Network Refresh Assessment Findings: The Board of Trustees previously approved the hiring of WTC Consulting Inc. to conduct a network assessment. Subsequently WTC conducted focus groups at all three campuses and a districtwide survey of students and staff regarding future network needs. Several groups had the opportunity to provide input including Chancellor s Staff, the Technology Coordinating Council (TCC) and a working group comprised of technology staff, faculty and administrators across the District. In addition, WTC conducted detailed reviews of the existing network infrastructure across the District. Ginny Schroder, Practice Director with WTC Consulting, Inc., conducted a presentation outlining the key findings of the assessment that included: 1) the purpose and scope of work; 2) approach and assessment results; 3) financial results; and 4) WTC recommendations for the design of a new network. The various scenarios (separate networks vs. one network; wired vs. mobile wireless connectivity; and premise vs. cloud voice network) included the following cost scenarios over a 10-year life cycle: $60.00 $50.00 $40.00 $30.00 $20.00 $10.00 $0.00 $56.0 $ Year Life-Cycle by Technology Element (Year 0 = FY17) (Millions) $60.6 $61.5 $47.8 $49.1 $53.6 $55.5 I II III IV V VI VII VIII System Growth Additional FTE Operation/Maintenance Refreshment Capital WTC ultimately recommended Scenario VII (one network, with mobile wireless, and a premise based voice network) or Scenario VIII (one network, with mobile wireless, and a cloud based voice network) for the District and provided the following benefits for pursuing either one of those scenarios: Page 2 of 5

3 Operational Benefits Increases depth of knowledge Improves cross-functional and cross campus skills Provides for better system interoperability Improves diagnostic capabilities Eases installation and maintenance Simplifies network security management Cost Benefits Leverages volume purchases Leverages maintenance Decreases outside vendor costs Simplifies licensing Reduces duplicate systems End-User Experience Benefits More reliable network More robust network Easier network access More secure Quicker problem resolution time IEPI Visits: Chancellor Marshall encouraged everyone to participate in the District s Institutional Effectiveness Partnership Initiative (IEPI) meetings on April 26 where the visiting team will facilitate discussion on institutional planning and enrollment management. A follow-up visit for the District team is scheduled for May 15. Fullerton College had their IEPI visit on April 3 in order to address institutional effectiveness, and their follow-up meeting is scheduled for May 18. Budget Update: Fred Williams, Vice Chancellor of Finance and Facilities, provided an overview of the budget discussions that occurred at the Council on Budget and Facilities and the Board of Trustees Budget Study Session. Highlights regarding the District s current budget status included: Major Revenue Changes for Additions o Cost of Living Allowance (COLA) $2,530,904 o Redevelopment Transfer $1,000,000 o PERS/STRS Addition $2,041,231 Total: $5,572,135 Reductions o Apportionment due to Enrollment Decline ($6,640,409) o Lottery Revenue due to Enrollment Decline ($173,631) Total: $6,814,040 Page 3 of 5

4 Major Expenditure Changes Addition of 12 new faculty positions $1,080,000 Estimated Salary Increase $4,670,878 Benefit Changes: o PERS increase of 1.91% $1,600,271 o STRS increase of 1.85% $1,747,805 o Health and Welfare increase 5% $408,737 o Workers Compensation decrease of 1% ($1,087,880) Elimination of Insurance Contribution ($1,015,000) Elimination of Retiree Benefit Contribution ($1,011,436) Reduction of Extended Day Allocation ($1,035,425) Reduction of Operation Allocation ($468,773) Tentative Budget Summary as of April 6, 2017 Revenues $ 189,485,536 Expenditures $ 195,248,205 Projected Deficit $ (5,762,669) Recommendations for Covering the Deficit through 2018 Not included in the model o $2 million vacancies o $2.5 million PERS/STRS One-time funding o $1.5 million TBD Already included in the model o $1.1 million reduction of Workers Compensation rate o $1.0 million elimination of insurance contribution o $1.0 million elimination of Retiree Benefit contribution Summary, Recommendations, and Discussion Short-term o Consider broad use of special funds for staffing: assess level of risk and also address the temporary managers issue o Refine the position control database and eliminate vacant positions o Continue work on the extended day funding model o Continue work on enrollment management o Discuss and determine short-term solutions for covering deficit (one-time funding solutions and reprioritize work) Long-term o Explore and develop a resource allocation model that fits the District s new reality o Determine longer term priorities: salaries and benefits, staffing gaps, retirement incentives, and PERS/STRS Budgetary Process from the College to the District: Tina Johannsen, United Faculty President, introduced discussion on the current budget process in order to increase efficiency with regard to funding requests that take place. She noted that the various funding options (onetime, emergency, grant, etc.) each have their own criteria, timelines, and processes, and that the process can at times be frustrating for those seeking funding. She proposed that DCC create Page 4 of 5

5 a subcommittee to look at best practices for multi-school budgeting to simplify the process and align it to identify where all governance groups are represented and the autonomy of the schools are preserved. During the discussion concern was expressed about the District interjecting in the distinct budget processes that occur at each campus; the need to have guidance or oversight of the process to ensure transparency and accountability; the need to automate the funding request process and possibly creating a standard form; and a review of the program review process in order to better support resource requests. It was determined that Dr. Cherry Li-Bugg would lead a best practices workgroup that would provide a report at a future DCC meeting. POLICY Adjunct Faculty Hiring Workgroup Status: Vice Chancellor Irma Ramos reported that the first meeting of the Adjunct Faculty Hiring Workgroup is scheduled for April 26 and includes 12 representatives from throughout the District. OTHER ITEMS DCC Committee Evaluation: Chancellor Marshall asked the group to be prepared to have an informal discussion at the May DCC meeting to evaluate the District Consultation Council s work, including goals for next year and the possibility of summer meetings. Women in Politics Symposium: Kai Stearns Moore, District Director of Public and Governmental Affairs, encouraged everyone to attend the Women in Politics Symposium taking place on April 28 at the Fullerton Community Center. She stated that more student participation was needed, and that 10 free tickets for students were available. ADJOURNMENT: The meeting adjourned at 3:59 p.m. Page 5 of 5