OHLONE COMMUNITY COLLEGE DISTRICT

Room 1406 (Building 1) / Fremont Campus

43600 Mission Boulevard, Fremont, CA 94539

College Council Meeting Minutes

September 24, 2007 ADOPTED

MEMBERS PRESENT: Doug Treadway Mike Calegari

Jim Wright Jill Rojas

Dennis Keller Carrie Dameron

Cheryl Lambert Stephanie Ramos

Susan Myers Linda Evers

Tim Roberts Kurt Nordquist (replacing Jimmy Dempsey)

Dave Schurtz Ron Travenick

Joanne Schultz

MEMBERS ABSENT: Leta Stagnaro

Sheldon Helms

(Need two student reps)

OPEN MEETING:

1. College Council Meeting Minutes

MOTION: Moved/Roberts; Seconded/Schurtz; Passed with one abstention to approve the 09/10/07 Council minutes.

2. College Committees Update

• Review of 2007-08 Draft Committee Structure. Dr. Treadway has approved and is open to comments. Revisions proposed and will be incorporated into document that will be distributed via “announcement” and posted on the website.

3. Budget Committee Paradigm

• Joanne Schultz distributed and discussed plan regarding quarterly reports. Budget planning process reviewed, linking budget to strategic plan. Only 1.5% of budget is discretionary.
• Annual assessment of strategic plan in combination with budget linkages & prioritization. January analysis & review by Council.
• Need to make reductions in recurring budget (not one-time money). Needs filtered up through management system to address financial requirements. May need additional training to make sure process works. Subject in two parts: better managerially & how can Council look at current budget and assess allocations?
• Managers consulted in budget process, here are all positions at college -- is it correct? Very little opportunity to consider variables. Key to avoid layoffs, radical changes to existing positions. High percentage of budget fixed. Most effective way to deal with deficit is to not fill vacant positions. Not necessarily positions that aren't needed, just happen to be vacant (not planned).
• (Cost Centers) / Spreadsheet by divisions to review by authority codes to understand current allocations. Identify problem solving opportunities.
• Suggestion that DDAS (Deans, Directors, & Administrative Staff) meet about budget on quarterly basis.
• Need to find a way to separate out Newark Center budget.
• Review of how goals are being met with budget would be helpful. Committees attached to goals and they could review and report.

4. Board Meeting Topics

• Sub-committees focus by Board at the next meeting.
• President’s replacement will also be discussed.

5. Funds & Secondary Effects Process

• Funds & Secondary Effects Process
• $1.5M one-time money / survey of needs.
• Update? Committee to address this topic?
• Request to governance groups went out last week asking for 3 reps from each group (CSEA/SEIU/Faculty/Students/Confidentials). Waiting for responses and will schedule meeting(s). First task to review Standard 3B for self-study write-up. Secondary effects. TBP contracted to assist with analysis. Will validate previous analysis or make revisions, considering master plan as guiding principal. Capital funding items will also be considered.
• Imagining this will be a standing committee, but hoping that members will continue for an academic year at least before rotating out. Committee to bring updates to Council. Hoping for a cross-section of volunteers for committee. Will focus on Ohlone college considerations as a whole, without too much focus on one area by the standing committee.
• Question: Vacated classrooms at Fremont being scheduled for spring? Intent to take 2 rooms in Bldg 8 and make them general classrooms. Can be scheduled once it's confirmed that they're converted.
• Regarding space, CNET moved to HH, so 6315 has become interpreter prep (moved out of Building 15); moving more of Deaf Studies to Building 6. Things happening incrementally.
• Timeline? Big issue is first floor of Building 1, most of which will be vacated when Student Services Bldg is complete. Move to Newark will be first wave, with move to SSB second wave. Frontage development could have some impact; parking structure could have impact. Multi-faceted.

6. Constituent Group Reporting/Feedback Loop

• More efficient reporting? Council minutes are posted two weeks after previous meeting, once approved. Verbal reporting? Not sure it's being done consistently. How do constituent leaders report to their groups?
• Suggestion: Faculty consider rotating "report out" responsibility among 6 Council reps. Susan Myers currently provides "President's Report" at each Faculty Senate meeting.
• Suggestion: Council co-chair reporting at various meetings. Open to other suggestions re: how to reach other constituent members.
• Comment: Some frustration that there's not a lot to take back to constituency from what's done at Council. People know there's a Council, but not always sure what to report back.
• Suggestion: Meeting newsletter from co-chairs to highlight what's going on at the Council. What we're doing now, what's happening.
• Suggestion: blog that can be categorized and communicated to many, allowing for running history to be kept. Include link to entry, and for those without computers - print and provide updates to those employees.

7. Recommendation re: President's Retirement and the Board

• Is there a desire for Council to make any recommendation regarding transition? Go to constituents and come back? Is it the Council's purview to be involved at this time? Faculty Senate did draft resolution coming back to Senate on October 3^rd for consideration. If there is a resolution, Council could review that version and decide if they want to voice similar support (or not).
• Board of Trustees is the group that needs to decide if it has options it can pursue regarding Dr. Treadway’s time beyond his current contract. Dr. Treadway wants to retire and he's not in a position to make any recommendation. Council needs to address Board regarding circumstances of the College that would argue for Treadway’s ongoing involvement beyond June, 2008. Need to address Board, who are the employer and, as such, Board can still ask him to serve for a period of time.
• Faculty Senate working to have very specific recommendations. Part of role of Council has been to advise
• Rules of State Teacher's Retirement / Option for Treadway to finish contract and serving as interim.
• Board sub-committee will meet and will report out at general meeting, to take action at the following meeting (10/10).

8. Accreditation Update

• Update summary provided by Jim Wright to Council. Dr. Wright requesting that Council review and comment on the section of his summary entitled "Organization for the Self Study".
• Co-chairs to come to Council to discuss their sections? Timing could be tricky, given number of sections. Connections being made between planning agendas and strategic plan. Break into "bite sized pieces" so Council can digest. Self-study too large to consider as a whole. Accreditation standard co-chairs will provide overviews.

9. Future Agenda Items

• Presentation of 2007-08 Budget
• October 22 meeting moved to October 18 (Thursday), to accommodate golf tournament.

NEXT MEETINGS:

• All meetings 3:00 – 4:30 p.m., as follows:
• 10/8 (Room 1406)
• 10/18 (Room 4202)
• November 14 (Room 1406)
• December 10 (Room 1406)

ADJOURNED: 4:30 p.m.