OHLONE COMMUNITY COLLEGE DISTRICT

Video Conference Room / Fremont Campus

43600 Mission Boulevard, Fremont, CA 94539

College Council Meeting Minutes

April 23, 2007 ADOPTED

MEMBERS PRESENT: Doug Treadway Sheldon Helms

Cheryl Lambert Tom Holcomb

Deanna Walston Joanne Schultz

Susan Myers Jimmy Dempsey

Jill Rojas Leta Stagnaro

Carrie Dameron Jim Wright

Dave Schurtz Tim Roberts

MEMBERS ABSENT: Tauheed Safi

Elizabeth Silva

Linda Evers

(Need additional student representative)

OPEN MEETING:

1. College Council Meeting Minutes

MOTION: Moved/Myers; Seconded/Roberts; Passed with one abstention to approve the 2/26/07 College Council minutes.

MOTION: Moved/Lambert; Seconded/Stagnaro; Passed to approve the 3/12/07 College Council minutes.

MOTION: Moved/Schultz; Seconded/Lambert; Passed to approve the 4/9/07 College Council minutes.

· Dr. Treadway reminded the group the College Council is a Brown Act body and that only those items placed on the agenda can be discussed at any given meeting.

2. Council Retreat Planning

Retreat options discussed:

· Day after commencement? Response: pressure with day-after-graduation "clean up" of issues. Finals still on Friday, given compressed calendar.

· Possible to consider other dates less stressful for college community?

· Fall retreat = Flex week before semester begins

· Why not Spring retreat = Flex week before semester begins? Yes.

· Necessary to have overlap between old and new members? Usually only a few shifting out. Agreed that there is probably no need for formal "passing of the torch".

3. College Council By-Laws Amendments Proposal

• Article 4 (d) / Modification:

Current: A person must be currently serving, or have served on the College Council, to be

nominated as Co-Chair. (Amended 04/28/06)

Proposed: To be nominated as Co-Chair, a person must have served at least one year on College Council and be appointed to serve for the year in which they are nominated.

• Article 4 (e) / Modification:

Current: The Co-Chair is elected in April, and the term of office begins in June.

Proposed: At the first meeting of College Council for the new academic year, the Council members who will be serving in that year will elect a Co-Chair from amongst their

membership.

• Additional By-law (Proposed):

Proposed: Two day-long Council retreats will be held each year. One will be held in the Fall on the Wednesday before Fixed Flex and the other will be held in Spring, on the Wednesday before Fixed Flex.

MOTION: Moved/Schultz; Seconded/Roberts; Passed to amend the College Council by-laws as documented above.

4. One-time Funding / Capital Planning Requests

• Leta Stagnaro provided an update regarding a one-time funding request for two vans and retrofitting two additional campus vehicles and purchasing an ADA “pool lift”. $200K allotted in this category. If this request approved, remainder of that amount is $71K which will be used for converting Web CT format.
• Only remaining one-time funds are for sustainability program; an update to follow.
• John Li to distribute funds into various Fund 12 accounts (distribution accounts) for those proposals that have been approved. Fund 12 monies roll over one year to the next. There will need to be an ongoing Web CT budget. Follow-up needed on that topic.

5. Budget Assumptions

• Joanne Schultz provided a budget update. moving into tentative budget and awaiting May revise of State budget. Schultz reviewed revenue assumptions.
• Legislative analyst says the state budget may not be as good as assumed. Approximate date for May revise announcement is 5/14.
• Question: Are there any year to date savings that will be carried over? Response: After we complete 3rd quarter report, will know more. Will go to the Board for approval May 9th.
• Raises not included in summary since they cannot be reflected until negotiated.
• This tentative expenditure budget is $1.5 mission short and we'll have to dip into our Fund balance. This means we're entering a deficit budget. District (and Council as budget committee) have to find $1M+ in budget reductions for '07-'08.
• 50% rule also impacts budget decisions. When we're talking about reducing budget, faculty salaries have to remain intact. Have to make up the difference in services and classified side.
• Probably talking about a hiring freeze for Classified staff. A piece of staffing increase is due to Newark campus opening ('07-'08).
• Question: In revenue assumptions did we account for NWK receiving $1M due to SB361? Response: Other costs (utilities, maintenance, supplies) need to be considered. For a full year of operation, $1M does not cover those expenses. Need additional money to operate the new center, and we're living off of that money now -- before being open. $1M part of apportionment with the assumption that NWK will have at least 1,000 FTES. That funding will continue as long as we maintain 1K FTES at Newark.
• Suggestion: 3-4 people meet with Joanne, Doug, Deanna to discuss how to work out budget numbers. Task group to come back and report to Council (Leta, Jill, Dave, and Tim volunteered).
• Currently 30 classified openings -- 7-10 discretionary (will now delay 30-90 days). Difficult to hold back when considering programs and services, with second campus going live in January.
• Take three year look at budget. Careful planning approach, multi-year union contracts, enrollment planning, etc.

6. Campus Media Policy & Procedure (1st Reading)

• Council provided with Media Policy & Procedure now, to take to constituent groups and report back. Introducing into shared governance to get reaction/comments/suggested edits. Faculty members impacted were the ones who drafted this document.
• Some members of the Ohlone Board of Trustees have felt that the District "owns" our TV, radio stations. This policy reflects academic program perspective and Federal codes. Procedure guidelines come from the State.
• Requesting input from all constituent groups; please forward directly to Dr. Treadway.

7. Board Agenda Update:

• Next meeting of Board is primarily Board Sub-Committees meeting.
• Board will also consider approval of consultant to assist with bid for frontage development.

8. Announcements:

· No Council retreat on the day after graduation (that day too hectic – and revised Council by-laws indicate Council will now hold retreats on Wednesdays prior to each Fixed Flex / Spring and Fall).

· May 21 meeting reinstated; consider extending to 3:00 – 5:00 or even 6:00, if agenda is long. If we go until 6:00, dinner will be provided.

NEXT MEETINGS:

• 5/7 Council meeting (cancelled)
• 5/14 – Final self-study/accreditation steering committee mtg.
• 5/21 – Video Conference Room @ 3:00 p.m. (start time / end time “tbd”)
• SUMMER SCHEDULE / June 11, July 9, August 6 / 3:00 – 4:30 p.m., Video Conf. Room
• FALL RETREAT: Wednesday, August 22, 2007 / Palmdale Estates’ Best House (proposed)

ADJOURNED: 4:35 p.m.