Pre-meeting guest: Administrative Reorganization Update by Bob Bendotti, Dean of Instruction

Bob indicated that the administration's implementation of its planned college restructuring ("Organizational Clusters Chart--Plan B2") is on hold because of a possible third budget reduction. Now that budget lines for a Science instructor and an Academic Services dean have been filled, those monies are no longer available for discretionary items.

The meeting was called to order at 3:00 P.M. and the agenda was approved with additions.

Members Present:Kevin Arps, Tom Butler, Carmen DeMiguel, Paul Cornell, Jan Downey, Hank Mancini, Ed Lutz, Scott Massey, Patti Marsh, Patri Mays, Donna Mosher, Steve Nicoloff, David Rubi, Sue Van Boven, Shelle Witten

Members Absent: None

Guest: Marilyn Cristiano, Travel Committee Chair

The minutes of September 5, 2002 were unanimously approved with several minor corrections.

3. Officers' Reports

A. Treasurer--Sue VanBoven

Checking Account: Desert Schools Federal Credit Union
Date .......Transaction ......................Amount
09/01/02....Beginning balance.................. $ 169.11
09/05/02 ...CK# 428- PVCC Senate Minutes...........25.00....May, 2002-old
09/05/02 ...CK# 429- PVCC Senate Minutes...........25.00 ...May, 2002-new
09/17/02 ...Transfer from Savings Account.........200.00
09/26/02....CK#430 moderator-pf ...................50.00
09/30/02 ...Ending balance .....................$ 269.11
======
Savings Account: Desert Schools Federal Credit Union
Date .......Transaction ......................Amount
09/01/02....Beginning Balance ...............$ 12,930.03
09/17/02 ...Transfer to checking..................200.00
09/01/02....Dividend ..............................16.36
09/30/02 ...Ending balance ...................$12,746.39
=======
Encumbered Funds – Scholarships
09/01/02 ...Beginning Balance ................$ 4,376.37 no activity
09/30/02..................................... $ 4,376.37

Available Funds
Combined balances – checking and savings.....$ 13,015.50
Less: Scholarship Fund....................... - 4,376.37
Available funds...............................$ 8,639.13
========
Sue Van Boven
September 30, 2002

The Senate voted unanimously to accept the Treasurer's Report.

B. Secretary--Tom Butler

Tom asked those with reports they wanted in the minutes to send them to him as a formatted MS Word document attached to an e-mail, for easy conversion to the Senate Minutes web page.

C. President Elect--Scott Massey

No report.

D. President--Hank Mancini

Capital Planning Committee
I am a member of the capital planning committee. This committee will look at FTSE and head count projections for the next decade and decide what square footage would be necessary to accommodate the expected increase in FTSE and headcounter. The committee will make recommendations to President Kranitz in time for a Chancellor's Executive Council retreat in November on the bond. This subcommittee will be enlarged next spring to more specifically address the campus requirements and needs for the next bond.

Governing Board Candidates

The senate hosted the political forum with both governing board candidates for our district, Mrs. Linda Rosenthall and Mr. Patrick Edwards. The candidates were asked a series a of questions developed by the senate. The event was taped by MCTV and will be shown during the month of October.

Chairs’ Monthly Meeting

• We had an update on Distance Learning from Sherri Bakunowski. A booklet has been prepared for all faculty that lists the hours of operation, Coordinating Team for different areas, New Course/Instructor Notification and the Faculty Resource Handbook. Sherri noted that the DLC is a secure area for accepting and picking up DL assignments.
• Donna Young reported that she has a funded grant that will allow for Universal Design in Learning. This grant will allow for 15 faculty instructors to be trained in designing curricula and programs with attention to disability issues.
• Dean Bendotti has prepared a preliminary draft of a Program Review Document. This document needs to be implemented before the Higher Learning Commission visit for re-accreditation.

Insurance Subcommittee
The insurance subcommittee met with Dr. Leyba of the District HR office. A consultant gave a report on the retirement benefits of the state colleges and universities, California community colleges, municipalities and local school districts. It appears that our retirement benefits are not as generous as the municipal governments and local school districts, but are better or equal to other colleges and universities. The committee will continue to seek better alternatives to those presently offered.

PVCC Policy Group Presidents’ Meeting
A meeting was held among the various PVCC policy group presidents. We discussed common issues such as the cafeteria, parking, security and early retirement benefits. We will meet monthly throughout the semester.

A. Faculty Development-no report

B. Professional Growth--Tom Butler

The District Faculty Professional Growth Committee has been working closely with Linda Larson (faculty on loan to MCLI) to streamline FPG processes. One concern is that Travel committees and financial offices at different campuses have different operating procedures. According to district accounting, $53,889.65 in unexpended travel funds has been returned to rollover into this year's budget. (It is widely believed that 9/11 was a major reason for the reduction in travel expenditures). However, campus reps report having only $22,629.37 left over, a $30,828.34 discrepancy across all campuses. (PVCC had one of the smallest discrepancies, $313.47, that discrepancy perhaps due to unspent funds the PVCC Travel Chair was not informed of.)

The District FPG Committee is requesting input from Senates on how to handle Travel Committee rollover funds. Since this is the first year that funds have been brought back, a policy has not been put in place regarding the redistribution of funds. The options that were proposed by the FPG committee are:

• Option 1 Funds should return to the campus collected from.
• Option 2 Funds should remain in same category and redistributed back to the campuses using the travel formula.
• Option 3 Funds should go into the FPG main fund and divided 60/20/20.
• Option 4 Funds should go into the FPG main fund and then placed into a FPG category that has always had insufficient funds. (not using the 60/20/20 split)

Several Senators, with the agreement of M. Cristiano, Travel Chair, expressed support of Option 4 above, without a vote. No opposition was voiced. Tom will forward that recommendation to the FPG Committee.

The FPG Committee is also considering how to administer all rollover funds in general, and wants Senate input.

Options:

1. The FPG (Faculty Professional Growth) committee would monitor and manage the roll over funds keeping the amounts within the current categories. The FPG (Faculty Professional Growth) chair would bring budget actions to FEC (Faculty Executive Council) for endorsement. Any changes in amounts per category must be approved by the Vice-chancellor of Academic Affairs. Unexpended travel dollars would be reallocated to the colleges dividing the unused funds using the established percentage per RFP faculty positions.
2. Upon receiving a final budget report of the FPG accounts, the FEC (Faculty Executive Council) would recommend allocation of the funds for use by FPG.
3. All unused funds would be held in a general account and used on an as needed basis, monitored by FPG (Faculty Professional Growth). Seeking VC approval when necessary. A general accounting would be provided to FEC (Faculty Executive Council)by the FPG chair.
4. All FPG (Faculty Professional Growth) rollover funds be managed by the FPG (Faculty Professional Growth) committee and allocated among the three categories as needed through out the current year. Seeking VC approval when necessary.

The FPG Committee is entertaining a motion to adopt the fourth option, to include a general accounting report from FPG to the FEC.

The PVCC Senate, with the agreement of M. Cristiano, Travel Chair, voted unanimously in support of the fourth option,to include a general accounting report from FPG to the FEC.

C. Staffing Committee-no report

D. PVCC Faculty Travel Committee Beginning of Fall Semester Summary
Report and Recommendations--M. Cristiano

Marilyn brought forth again for a vote the recommendations from the PVCC Faculty Travel Committee that she presented in her "PVCC Faculty Travel Committee Beginning of Fall Semester Summary Report" at the September 5, 2002, Senate meeting. After much discussion, the Senate voted unanimously to amend M, M.1., M.2., C.3., D.3., and O of the PVCC Faculty Travel Committee Procedural Guidelines, which sections now read as follows:

M. Budget Allocation Policy (2002-2003) M.1 For fiscal year 2002-2003, the limit on the maximum amount faculty may be funded from the Faculty Travel Funds before the last working day in April will be $800.00 with a total allocation being limited to a "soft cap" of $2,000.00. If there are remaining travel funds after the last day in April, the "Formula for Distributing Remaining Travel Funds" will be implemented to divide those remaining funds among all faculty who have incurred travel expenses in excess of $800.00, up to a maximum of $2,000.00 per each faculty. If there are still remaining funds, then faculty who have incurred travel expenses in excess of $2,000.00 will be reimbursed according to a second application of the formula, until either all travel expenses have been reimbursed, or until the remaining travel funds are disbursed. M.2. Faculty are encouraged to apply for the total amount of their travel expenses on the "PVCC Faculty Travel Committee Request for Funds" form even though the Travel Committee can only approve funds up to $800.00 before the last working day in April. C.3. At the beginning of the fall semester and in conjunction with the Faculty Travel Committee, develop a budget allocation policy that may set limits on the maximum amount faculty may be funded before the last working day in April and the total maximum amount a faculty member may be funded for a fiscal year. These criteria shall be used to determine an equitable process: C.3.1. Budget dollar amount. C.3.2. Number of eligible faculty. C.3.3. Amount of travel budget dollars used the previous fiscal year (including number of travel requests for funds, if any, that were disapproved because of lack of funds). C.3.4 Current costs of travel. D.3. At the beginning of the fall semester and in conjunction with the Faculty Travel Chair, develop a budget allocation policy that may set limits on the maximum amount faculty may be funded before the last working day in April and the total maximum amount a faculty member may be funded for a fiscal year. These criteria shall be used to determine an equitable process: D.3.1. Budget dollar amount. D.3.2. Number of eligible faculty. D.3.3. Amount of travel budget dollars used the previous fiscal year (including number of travel requests for funds, if any, that were disapproved because of lack of funds). D.3.4 Current costs of travel. O. Formula for Distributing Remaining Travel Funds (2002-2003) Dollar value of funds left over divided by the dollar value of additional funds requested = percent of each additional fund request to be funded. For example: $1,000.00 in travel funds remaining $2,000.00 in additional travel fund requests $1000.00 divided by $2,000.00 = %50.00. Therefore, 50% of each request for funds would be funded.

 

Scott reported that the District wide "Residential Faculty Reassigned Time Analysis 2000-2001" may not have reported consistently and accurately across all campuses, and that PVCC's reassigned time may have been counted twice. Scott reported four recommendations of the Senate subcommittee that has met to study the issue:

1. The District analysis needs to be reexamined in consultation with Dean Bendotti to determine if it is accurate and if all campuses reported using the same criteria. PVCC may not have as much more reassigned time than other campuses than appears in this report.
2. There should be no PVCC standard operating procedures that overlay or add to the existing RFP statements that guide assignment of non-teaching time and overloads.
3. As stated in the RFP, Division chairs should participate in decisions to assign reassigned time and overload contracts.
4. Rather than a formula to guide the assignment of clock hours or credit hours to specific tasks and projects, there should be a means for negotiating the value of a particular reassigned time task.

Sue VanBoven said that all overload and reassigned-time contracts should be available for all faculty to see each semester.

Political Forum- Hank Mancini:

Hank reported that the Governing Board candidate forum went very well, with an excellent moderator who kept the candidates on time and on track in responding to a variety of questions. Unfortunately, not many people attended the event. However, the Senate is procuring a copy of the videotape of the event for those who might wish to see it before election day.

 

None.

A. District Capital Planning Representative - Hank Mancini

Hank repeated a request for a faculty member to represent PVCC on an important District Capital Planning Committee. David Rubi volunteered to serve.

No new items

The meeting was adjourned at 4:13 P.M.

Minutes respectfully submitted by Thomas Butler.

The Senate met in executive session to discuss the Academic Restructuring Subcommittee's report. No minutes were taken.