General Meeting Information
Date: October 11,
Time: 3 - 5 p.m.
Location: ADM 109
Time Topic Purpose Discussion Leader 3 - 3:10 p.m. Welcome and Introductions I/D All 3:10 - 3:15 p.m. Approval of June 21, 2018 Minutes I/D/A All 3:15 - 3:45 p.m. Campus Budget Presentation/Update I/D Cheu 3:45 - 4 p.m. Budget Reduction Timeline I/D Cheu 4 - 4:45 p.m.
Planning and Budget Team Updates
4:45 - 5 p.m.
A = Action
D = Discussion
I = Information
Christina G. Espinosa-Pieb, Anita Kandula, Susan Cheu, Rob Mieso, Lorrie Ranck, Karen Chow, Michele LeBleu-Burns, Moaty Fayek, Carolyn Nguyen (DASB), Ignatius Raynard Darmadi (DASB), Josephine Lukius (DASB), Precious Gerardo, Tim Shively, Toño Ramirez, Edmundo Norte, Mallory Newell, Pam Grey, Marisa Spatafore, George Robles, Lorna Maynard, Danielle Wells
Welcome and Introductions
Interim President Espinosa-Pieb welcomed all to College Council. Each person introduced themselves and what area they represent. Click here to access the College Council membership page.
Approval of June 21, 2018 Minutes
Espinosa-Pieb wished to clarify what parts of SSPBT’s presentation were not approved in the June College Council meeting. The June 21 SSPBT budget presentation approval statement was amended to reflect President Murphy’s recommendation that Vice President Mieso review reorganization options that would mitigate the loss of counseling and advising staff, lessening the impact of services to students. The June 21, 2018 minutes were approved pending the amendment to the SSPBT budget presentation approval statement.
Campus Budget Presentation/Update
Cheu presented a brief overview of the campus budget reduction presentation given to the FHDA Board of Trustees at the August 27, 2018 board study session. The total FHDA reduction target was $17.6 million, and De Anza was given $8.8 million, broken into three tiers. The first-tier reduction was effective July 1, 2018; $2.5 million in reductions were identified. IPBT reviewed both quantitative data and qualitative data when making their elimination recommendations. IPBT’s first-tier eliminations reduced their budget by $1,228,816. SSPBT’s first-tier elimination reduced the budget by $1,094,139. Although DSPS counselors’ funding technically falls under categorical funds the District allowed these cuts to count for the general fund as there is a match component. APBT’s first-tier eliminations reduced the budget by $155,425. Cheu stated that APBT is still searching for a student representative to sit on the The PBT recommendations were implemented as part of the 2018-2019 adopted budget. The second stage of budget reductions will be finalized by November 2, 2018. Click here to access the tier-one Campus Budget presentation.
Budget Reduction Timeline
Cheu presented De Anza’s second-tier budget reduction timeline. The timeline highlights the challenges that the PBT’s are working against to identify the eliminations necessary to meet De Anza’s second-tier budget reduction goal of $6.3 million to be implemented by July 1, 2019. The $6.3 million reduction target has been distributed as such: $500, 447 has been assigned to APBT, $2,107,00 has been assigned to SSPBT, and $3,692,553 has been assigned to IPBT plus an additional $3.2 million reduction to the 1320 budget. IPBT received a greater percentage of budget reductions because they currently possess over eighty percent of the general fund budget. When discussing the budget reductions in the PBTs and Senior Staff there was a recognition that equal percentage distribution was cutting too deeply into Student Services and Administrative services, to the point that it was affecting the ability of both areas to maintain minimum services.
November 2, 2018 is De Anza’s hard deadline for submitting all budget reductions and the corresponding paperwork to the District Office. APBT is meeting on Friday, October 12 to finalize their second-tier budget reductions. SSPBT will continue to meet throughout the month of October to finalize their second-tier budget reductions. Both APBT and SSPBT will submit their finalized second-tier budget reduction proposals to College Council for approval on October 25, 2018. IPBT is also continuing to meet; as they have a large target Senior Staff has decided to give IPBT an extra week to solidify their second-tier budget reduction proposal. IPBT will present their finalized second-tier budget reduction proposal to College Council at a special College Council meeting on Thursday, November 1, 2018. During November Human Resources will go through the FHDA districtwide reductions to analyze what these reductions mean to the district as a whole. Following Human Resources’ review, the Chancellor’s Cabinet will review and make their recommendations.
Under the new District process 1320 overages will no longer be covered by the District; 1320 overages are now covered by the campus’ carry forward balance. Productivity is now a priority rather than letting productivity go in the effort to go after FTES dollars. Supplemental retirement plan submissions are due November 1, 2018. This does not affect current budget reduction proposals, but may play into future reduction proposals depending on what positions are vacated. Enrollment continues to decline with De Anza’s enrollment down 6.4% and enrollment down 4.5% district wide. Enrollment decline is troubling as the current budget reductions were predicated on De Anza maintaining a flat enrollment rate. Interim President Espinosa-Pieb and supervisor of college research Newell clarified that while there are class reductions, productivity is actually up as the classes that are being offered have fewer vacant seats, or the fill rates are higher, than previous quarters. The number of FTES drops has gone down 7% with online classes, and 1% with hybrid classes since last year. Interim President Espinosa-Pieb reported that De Anza is down 1,341 unduplicated students this Fall from last Fall quarter.
Robles stressed the importance of meeting the November 2 deadline. HR and the union representatives will start the process of meeting with those affected by the budget reductions in January. Prior to employees being notified in January, HR has a lot of back office work to do between now and January, in the midst of all the holiday time-off. Interim President Espinosa-Pieb also stressed the importance of maintaining the November 2 deadline as a sign of respect to faculty and staff whose positions are being most impacted by the decisions made in the various shared governances.
Planning and Budget Team Updates
The Instructional Planning & Budget Team has met twice this quarter. At the first meeting IPBT did not have the academic senate vote in on who serves on IPBT so they could not take any action. However, IPBT was able to lay the foundation for the academic year and review the impending second-tier budget reductions. IPBT is currently looking at $2.4 million in budget reductions. The viability committee has been reconvened and will meet on Friday, October 12, 2018. Viability will review their list and meet with Nursing, other programs, and teams that the committee mentioned they’d review in the June IPBT meeting. IPBT has asked the instructional deans for their recommended reductions and input on how Instruction can save in each area. Pape and Acting Vice President Ranck have begun looking at various categorical areas to see if there are any positions eligible for a budget shift from the general fund to categorical funds. IPBT is doing everything possible to shift what they can from the general fund to categorical funds, in addition to program and position cuts, in order to meet the $2.4 million budget reduction target by the November 2 deadline.
The Student Services Planning & Budget Team has met twice this quarter and will meet twice more prior to the next College Council meeting. SSPBT should have a budget reduction presentation ready for College Council’s review and approval on Thursday, October 25.
There have been no real changes to the Administrative Services Planning & Budget Team's second-tier budget reduction presentation since the June meeting. APBT meets again on Friday, October 12 and should have their recommendations ready to present to College Council on Thursday, October 25.
Good of the Order:
Shively inquired as to why there is a rush to get the proposed reductions submitted by November 2 when a the SRPs are submitted a few days later, positing that the budget reductions create a real upheaval in employees’ lives when it may not be necessary. Shively continued to comment on how the new funding formula does not seem to be reflected in the current budget reduction targets. Finally, Shively asserted that the 1320 funds are not tallied to the instruction fund contributions and does not see the rational in not counting the 1320 fund reductions as a part of the Instructional general fund budget reductions. Shively believes part-timers are taking a big hit; they’re not able to schedule additional classes and as a result are losing their benefits.
Interim President Espinosa-Pieb responded that the SRP issue was brought up in Chancellor’s Cabinet and as Robles previously explained it takes time for HR to go through each employee’s job description, ascertain their rights, figure out where they land, and decide what can be offered to them in the short timeframe between November 2 and January 3, while considering the time taken away from this process for the Thanksgiving and December holidays. It takes at least 10 days to go through the rights and scenarios of each employee that is affected by the budget reductions. This is the main reason why the District is maintaining a hard deadline of November 2.