May 13, 2021

Approve Notes from April 22, 2021

The notes were approved. "Concerns of Art Structure and accessibility" were added under FMP section.

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Budget Update: Review HEERF Funding and Carry Forward Status

Varela presented update on HEERF Funding and Carry Forward Status via PowerPoint Presentation. Grey emphasized that it’s just a draft and the importance to use the money to support students. Identifying potential areas of revenue loss such as the bookstore and the flea market. Occupancy study, High-Flex classroom and classroom supplies such as lab kits, conditioning equipment for athletes and no shipping charges were highlighted. Grey emphasized that they will meet with every area to get solid numbers as the data provided was taken from banner. Varela has meetings scheduled to work with individuals to discuss various areas.

Grey emphasized the importance to balance the carryforward as it’s typically zero at the end of the year and finding alternative ways to fund positions. Carryfoward is very important and should be used for one-time expenses- not covered by bond. Holmes expressed the importance to talk about a plan to bring shared governance groups in a meeting outside of College Council who are committed to helping people across the campus understand where the budget is , so that when decisions are made individuals understand why. Holmes also expressed concerns about funding positions out of carryfoward money and what to do with these positions and how to fund positions if there is no such money.

Holmes shared the importance of establishing a college wide committee with various constituencies looking at the budget as a whole. Holmes acknowledge areas where revenue has been lost and the need to provide funding for DASG as they were heavily impacted by the flea market closure. Members mentioned initial discussions about reopening the flea market and its importance to the community. Holmes expressed concerns on the lack of access to Wi-Fi in some areas of the campus such parking lots, offices and athletic facilities. Highlighting how crucial it is for students, faculty and staff to have access to WI-FI. Spatafore noted that ubiquitous Wi-Fi is included in the Technology Plan that the Technology Committee will be bringing to College Council for approval.

Members expressed concerns that the budget presentation might be confusing for individuals as it carries across and multiple accounts, making it difficult to communicate with individuals. Holmes expressed the need to talk about the budget even if individuals don’t necessarily understand the numbers and the importance to have a group of individuals who truly understand so they can go back to their various constituencies with information. Holmes envisions a budget committee in which there are various groups on campus with a representative and that representative takes information back to their groups about the discussion, College Council will then make a recommendation to the President. Highlighting that as the budget is developed the group has the responsibility of looking at the college as a whole and identify priorities that need to be considered. Holmes asked for feedback on developing and supporting a budget committee as a pilot for next year. Members suggested training for the individuals that might be in the committee as to better understand grey’s department and others suggested choosing individuals with experience in financial reports. Grey expressed that the idea is to simplify it so individuals in the group can understand it, not only those who are familiar with finance. Varela mentioned that the group would look at budget structure, functions, restrictions and explanations before looking at the actual budget including current and next year budget. Members questioned terms in relationship to other bodies in the group and X amount of dollars designated. Holmes suggested that all positions should be discussed and going to the budget committee and then make recommendation to CC as it has not been equitable.

Grey asked members for permission to reestablish and start assembling a budget committee, even as to call it a budget taskforce as a temporary measure. Members suggested establishing a website to make information as accessible as possible. Members questioned whether PBT structures would be replaced by this pilot, grey highlighted that she can see both working together and not eliminating PBTs. Grey expressed the importance to start now and discussed how they are founded with the district. Holmes proposed that Grey comes back next College Council meeting with how the make-up of the committee/taskforce would be, have further discussion and decided if it will move forward.

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Budget Development- Current Model and Process for Upcoming Years- continue

These agenda Item was Interrelated with the previous agenda item. 

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DA Governance Taskforce-Update

Meeting notes will be available on their website. Olsen shared updates from their meeting on May 6, 2021. Varela was a presenter and gave an overview of funding resources, spending process, unrestricted funds, District Funds and HERF. Various Colleges models, structures and shared governance were discussed and compare to DA. There is interest in having IEPI, an expert team assist DA with new ideas on shared governance. There is funding available upon review to help implement changes. New taskforce members were welcomed. Next Taskforce meeting is on May 20, 2021 from 3 pm- 4 pm.

Members complimented their collaborative work and look forward to hearing more about their findings.

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Reports from Governance Teams

APASA: AAPI heritage moth events are available on DA calendar. APASA has been attending DA events, working on graduations and scholarships for next year.

APBT: Has not met since last CC meeting.

BFSA: In the process of planning Black Graduation, 23 confirmed students participating, the deadline to RSVP is June 1, 2021. Selective scholarships, three scholarships will be given to students. Will report back if anything changes.

Campus Facilities: Did not meet due to FMP. Next meeting is on May 25, 2021 at 2 pm, will be meeting regularly.

DALA: Working on Latinx Graduation and finalizing DALA scholarships.

DASG: Most committees doing code updates, some presented at the meeting the previous day and will have some approved next week. Minor updates to bylaws for this quarter. Recognition Gala for DASG officers, senators and ICC members on June 2nd. On June 4th 3-5 pm Fighting anti blackness action, there will be a panel. Ongoing work on student feedback; implementing a student feedback system has been discussed on DA academic senate and foothill constituencies. DASG dad to cancel racial justice townhall due to low attendance and students not feeling comfortable sharing their experience. It was reiterated that they will continue their work in regard to racial justice. Released statement regarding anti-Semitism.

EAC: Member not present.

IPBT: Process of prioritizing 6 instructional faculty hiring requests; environmental sciences, film TV with specialization in production, film tv with specialization in animation, communications dep, English writing and physics. Deans of areas are answering questios for them. They are engaging in difficult conversation as to strive to achieve equity goals.

SSPBT: All student services areas have completed their reflection and posted to SSPBT program review webpage, inviting each area to come into sspbt, share their work and provide overview- feedback and input. They have begun with financial aid and plan being everyone in before then end of quarter. Presentation by Admission and Records regarding converting paper forms into AdobeSign forms.

Technology Committee: Looked at first rough draft of the technology plan at their last meeting. Is one of the main charges of the technology committee which is advisory to CC,  4 goals that emanated from technology survey and experts from the area who are involved in technology. Presented the very rough draft at the district e-tech committee. Aiming to bring it to College Council in the first fall meeting.

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Quick News

Spatafore reference working with the affinity groups and learning communities in regards of collegewide announcement that was released today, special times and dates dedicated to those affinity groups and learning communities who wish to participate. Released all graduation information and Red Opt carpet photo today.Individuals signed up almost immediately for the collegewide volunteer opportunities and Congratulatory cards. Spatafore highlighted that there are multiple components to what they are doing for their graduates and the search for a student poet for graduation, the poem will also be published on the webpage. 

Olsen mentioned program graduations for affinity groups and how individuals can donate to those programs. Olsen highlighted Classified professional development day reminding members that classied professionals will be attending all-day events.

Spatafore highlighted that June 25,2021 is the main event. Communications department has been working really hard and collaboratively with Jennifer, Chris and Sally.

Chow expressed gratitude to BSFA, DALA & APASA for all the work on graduation ceremonies as well as the reminder the Classified Professional Development Day. Chow asked members to share the link to their website for those who wish to donate to the programs.

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Holmes requested that Pam share with CC members the proposed list of areas that need to be represented in the budget committee/taskforce prior to the meeting.

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Participants 

College Council Meeting	Start Time/ End time 5/13/2021 02:55:33 PM 5/13/2021 04:49:01 PM
Name (Original Name)	Duration (Minutes)
19165095120	42
Adam Contreras	1
Adam Contreras	104
Anita Muthyala-Kandula	1
Anita Muthyala-Kandula	107
Beniam Gebrat	1
Beniam Gebrat	19
Beniam Gebrat	1
Beniam Gebrat	11
Christina G. Espinosa-Pieb (she#her# ella)	1
Christina G. Espinosa-Pieb (she#her# ella)	109
Elvin T. Ramos	1
Elvin T. Ramos	97
Eric Mendoza	1
Eric Mendoza	109
Heidi King	1
Heidi King	10
Jennifer Mahato	2
Jennifer Mahato	110
Karen Chow (Dr. Karen Chow)	117
Katelyn Pan	1
Katelyn Pan	95
Kimberly Lam	1
Kimberly Lam	108
Lianna Vaughan (she/her)	1
Lianna Vaughan (she/her)	109
Lisa Kirk	1
Lisa Kirk	89
Lloyd Holmes	109
Lorrie Ranck (she/her)	1
Lorrie Ranck (she/her)	108
Mallory Newell	1
Mallory Newell	87
Marilyn Booye	1
Marilyn Booye	110
Marisa Spatafore	1
Marisa Spatafore	109
Martin Varela	1
Martin Varela	108
Mary Pape	1
Mary Pape	4
Mary Pape	1
Mary Pape	102
Melinda Hughes	1
Melinda Hughes	28
Melinda Hughes	1
Melinda Hughes	26
Michele LeBleu-Burns	1
Michele LeBleu-Burns	87
Monica Ganesh	2
Monica Ganesh	86
Monica Ganesh	1
Monica Ganesh	19
Nathaly Aguilar (She/Her/Hers)	114
Pam Grey	1
Pam Grey	109
Rob Mieso	1
Rob Mieso	110
Sally Gore	1
Sally Gore	107
Sam Bliss - De Anza	1
Sam Bliss - De Anza	26
Scott Olsen (he/him)	2
Scott Olsen (he/him)	110
Tim Shively	1
Tim Shively	91