Video Conference Room / Fremont Campus

43600 Mission Boulevard, Fremont, CA94539




College Council Meeting Minutes

July 12, 2006                                                                                                                          ADOPTED



MEMBERS PRESENT:          Doug Treadway                    Jimmy Dempsey

                                                Elizabeth Silva                      Cheryl Lambert

                                                Deanna Walston                   Joanne Schultz

                                                Sheldon Helms                     Linda Evers

                                                  Jim Wright                             Walt Birkedahl

                                                Kathleen Johnson                 Dave Schurtz

                                                Tim Roberts                          Susan Myers


MEMBERS ABSENT:             Tom Holcomb

                                                Carrie Dameron

                                                Need two ASOC reps




  1. Approval of Council Minutes (06/14/06)

Motion:  Moved/Schultz; Seconded/Birkedahl; Passed with two abstentions to approve the June 14, 2006 College Council minutes.

  1. College Relations Administrative Procedure


·       Reminder: Purpose of procedure is to establish uniform communication, use of logo, presentations to media.  Guidelines created to present consistent image.

·       Smith Center Logo question.  Is that still allowed?   Reply: Will continue use because it's part of the stipulation of donation to foundation, as agreed.  Exception to policy, agreed to years ago as an accommodation for the SmithCenter performing events.  Would be helpful to note the SmithCenter exception in the procedure.

·       Signed release form required for print material when students are recognizable.  Graduation exempt from release requirement.  Can shoot people when performing or in public events.

·       Same policy for photos of employees?  Yes, though it’s a condition of employment.  As a courtesy, ask for release so they're aware.

·       Brochures?  Yes. College relations would like to review items that will be distributed or viewed publicly.  Controlling for official college publications.

·       Consciously developing our identity and branding.  More consistent, inclusive. 

·       Ongoing administrative procedure, advisory to the President.


  1. Board Agenda Review


·       Frontage Development.  Snail's pace, but still movement.  Since January, negotiation with Sobrato for developing housing, shops, lease income.  Tonight, Board will consider Letter of Intent (LOI), where all parties will agree to financial model and how deal would be executed.  Details of term of lease, etc.

·        After LOI, enter into period of sending out to bid.  Law requires 90 day bid period to accept bids.

·       Letter to Sobrato (basis of the deal, to develop bid), requires majority vote of Board.  Funds to imporve the Fremont campus for the next 60 years.  The biggest decision the Board will make, ever.  They have to approve LOI with majority and when out to bid, has to be 2/3 majority.  Weed disqualified due to conflict of interest.  Yee going to Iraq and he cannot participate for the next 6 months.  Of the remaining 5, all 5 have to agree.  For the 1/2 billion dollar deal to pass, all 5 need to vote in favor.

·       November/December before package will be ready.  Negotiations not finalized.

·       Four seats up for re-election this November: Weed, McMillian, Foster, Yee

·       In general terms, as soon as agreement and leases signed, we will have money for baseball field and parking lot.  $6.5 million up front and $18 million once Sobrato buildings are built.  Partner with Sobrato – the more profitable they are, the faster deal pays off.

·       Constraints on interest?  General rule is to use interest earned on capital facilities.  Will have "oversight board" and list of projects.  Some of this money will be used to match State money for ScienceCenter, etc.

·       Will funds be housed in 5013(c) through Foundation?  Not necessarily.  More common where district's are managing the properties, but Sobrato will manage.

·       Brunton preference for 30 year lease ($150M) as opposed to 60 year lease which would bring $500M.  Which lease term is more standard?  50-60.  Don't know of any 30 year leases.  Would be a deal breaker at 30 year lease. 

·       Encourage all of us to pay very close attention to Board and how they're voting.  Inform all constituents of what's at stake. 

·       Fremont campus needs resources ($$) to improve it.  This deal is being negotiated within the “lease only” package.  Negotiations with prepaid lease are a bond-issue type of arrangement.  Direct link between district needs and decisions that the Board makes about this development.  We should require compelling reasons for any "no" votes.  What's the alternative?  If we don't do this, what will be our position be 5, 10, 20 years from now?  We are the stewards of the next 10-20 years.  It's the job of the Board to think of future generations of students.

·       What reasons are being given for voting "no"??  Certain Board members have cited “Lease term too long”, “Don't believe the land is surplus”, “Not the best deal”, etc.

·       The deal does gain us a fair return, based on the value of our property.

·       Need to communicate our perspective while opinions are being formed.

·       Can anyone write to trustees with opinions?  Yes, individuals can communicate to any and all members of the Board.


  1. Review Classroom Renovation Priorities


·       $1M of project fund in bond to start classroom renovations (2207, 3201, 8207,and possibly 4201-4202);1402/1406 new classrooms, to include paint, furniture, technology, lighting, carpeting, etc.

·       Safety issues in labs will be addressed with separate “pot of money”.

·       Asking for Council's support of project.  Will model after Rooms 1402/1406 if you'd like to take a look at "sample".  Asking for feedback.  Sample classrooms designed based on learning environments (color, lighting, sound, materials, etc.).  Earmarking $1M for technology upgrades/infrastructure.

·       Vote of support (2207/8207 - Summer, 4201-4202 - Spring, 3201 - Winter).  Will prioritize use of rooms to correspond with flexible space.  Looking for feedback from 1402/1406.


Motion: Moved/Helms; Seconded/Schultz; Passed to support the classroom renovation project as proposed.

  1. StudentServicesBuilding Update


·       Quick review of proposed changes to Student Services building.  Working drawings completed, now reconciling budget. 

·       Changes:  Meeting room – permanent Board room w/ 100 seat capacity


  1. NewarkCenter Update



  1. Proposed Amendment to Council By-Laws (Term Start and End Dates)


·       Review of three options proposed

·       Suggestion to adopt Option B, but add second sentence from Option C.

·       Suggestion to also include language “Voting commences with first meeting following spring retreat for new members (incoming members)” and indication that retreats are non-voting events”.  This will remind us that Council retreats are not a “business environment”, but an opportunity for reflection and planning.

Motion:  Moved/Myers; Seconded/Johnson; Passed to adopt the following amendment to the College Council By-Laws (Article 3-c / Membership) to read:

The term of office for each Council member begins and ends with the SpringsemesterCollege Council retreat (usually held near the end of May).  Both outgoing and incoming Council members attend the Spring Council retreat.  In the event no such retreat is scheduled, terms shall expire and commence on the last scheduled meeting date of the academic calendar.  Voting commences with the first meeting following the Spring Council retreat for new members (incoming members) and it is agreed that Council retreats are “non-voting” meetings.

  1. Mission Statement

·       Key words introduced and second draft will be distributed.  Send thoughts, edits to Elizabeth Silva, who will also contact those who originally agreed to draft the mission statement revision.

·       Revised, recommended statement will be presented at Fall retreat.


  1. Communications / Announcements

·       Fall retreat agenda?  Asking for volunteers to assist with agenda prep.  No business or voting at retreat.  Event to be a “learning event”.  Opportunity for new knowledge & skills.  How we might function as a team, be more effective, etc.  Theme of engagement, connection with the institution, more horizontal, more inclusive.  In retreat setting, look at our work, communication, list of priorities for '06-'07 (short list to shepard through).  Send agenda ideas to Dr. Treadway  Retreat scheduled for Thursday, 8/24, 9:00 a.m. – 4:00 p.m. @ Wente Vineyards in Livermore.

o        Wednesday, August 9, 3:00 – 4:30 p.m. / Video Conference Room

o        Fall Retreat:  Thursday, August 24, 20069 am4 pm. Wente Vineyards, Livermore

o        Fall Schedule:  beginning in September, College Council will meet on 2nd/4th Monday afternoons (3:00 – 4:30 p.m. in Video Conference Room);  9/11, 9/25, 10/9, 10/23, etc.


Adjournment:  Meeting adjourned at 4:35 a.m.