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President/Superintendent's Blog


Update Following the July 10, 2018 Board of Trustees Meeting


Published on 7/10/2018.

According to the website The Nibble today is National Pick Blueberries Day and National Pina Colada Day! Go pick or buy some blueberries for National Blueberry Muffin Day (tomorrow).

Allow me to share a summary of the July 10, 2018 Board of Trustees meeting in case you were not able to attend or follow it online. 

Board Business.

Trustee Dr. Deister commented that she attended the Eureka and Del Norte graduation ceremonies as well as the Nurses Pinning. She commended all the staff who worked on the graduation ceremonies. 

Trustee Emad noted that the Audit Committee plans to meet on August 7 to discuss the recent audit finding, the 2018-19 Tentative Budget, OPEB funding, student bad debt, and a possible TRAN.

Trustee Bigginn shared with the important issues discussed at the recent ACCT Board meeting with our Trustees.

Trustee Mathews attended the Del Norte scholarship program ceremony. She mentioned that out of the 131 students applying for scholarships, 56 students said that they intended enrolling in CR.

The Trustees approved Board Travel to CCLC Annual Convention November 15-17, 2018. The convention will be held Thursday, November 15, 2018 to Saturday, November 17, 2018 at The Westin Mission Hills Golf Resort & Spa.

Approve/Ratify Personnel Actions.  With the Board’s action today we welcome several new staff and faculty colleagues to our college community. The Trustees approved or ratified the hiring of

Casey Cardona as the Programmer Analyst (Eureka); Gihane Hyden as the new Administrative Secretary II – Health Occupations (Eureka); Scott Stephansky as the Instructional Support Specialist II  for the Eureka Greenhouse; Robert Matthew Christman as the new Financial Literacy Advising Specialist (Eureka); and Manuel Saavedra as a Student Services Specialist IV (Del Norte).

We welcome eight new Associate Faculty to our college community:  Tim Bos – Philosophy (Eureka); Allison Bronson – Biology (Eureka); Elijah Brunson – Interdisciplinary – Basic Skills: Noncredit (Del Norte); Anthony Grosso - Interdisciplinary – Basic Skills: Noncredit – (Del Norte); Kathleen Horgan – Agriculture Production (Del Norte); Clay McGlaughlin – Multimedia (Eureka); Michele Schneider – Kinesiology (Eureka); and Adam Spencer – Interdisciplinary – Basic Skills: Noncredit (Del Norte). 

The Trustees approved the recommendation to change Gary Ronne’s employment status from Student Services Specialist II to the Student Development Advisor (Eureka). The Board also ratified the resignations of Karyn Clark as a Student Services Specialist IV (Eureka) and Tamara Wolski as the Director, Adult Education (Eureka).

Approve/Ratify Contracts, Agreements, MOUs. The Trustees approved several agreements and contracts. Of particular note was the $50,000 contract with Fred Sturner to help with the UIR project, the revised contract with Follett Higher Education Group, and $6,000 to CareerAmerica for online financial aid counseling software.

Monthly Financial Status Report. The monthly financial status report reflected year-to-date budget adjustments and activity for unrestricted general fund revenue and expenditures through May. The report showed that $141,941 was added as revenue since property taxes came in a little higher than the State expected.

I think it’s important to mention, for budget transparency, that although we may see a little more revenue than expected this year, our payroll expenses will likely climb higher than anticipated when the District’s final 2017-18 budget was approved.  Julia Morrison and I expect associate faculty payroll, stipends, and comp time payouts to cause our 2017-18 fund balance to drop somewhere between 6.3% and 7%.  We will continue to “true up” the budget numbers.

Approve Declaring Summers Lane Sphagnum Bog as Surplus Real Property. The Board approved the recommendation to declare the bog as surplus property and no longer needed for instructional purposes. Moving forward, Education Code Section 81363.5 now requires us to offer the property simultaneously to two different interest groups in two different ways.

We  will provide a Notice and written offer to low income housing entities, the regents of the University of California, the Regents of the California State University system, and any local, state, and regional parks and recreation interests (Govt. Code § 54222.).  Education Code Section 81363.5 also requires that we offer the property to any public district, public authority, public agency, public corporation, or any other political subdivision in California, to the federal government, and to qualifying nonprofit charitable corporations. 

We will also publish the Notice in local newspapers of general distribution once per week for three consecutive weeks. The Notices will include the following statement, thus ensuring that any potential bidders understand that the Coastal Conservatory’s (the body who provided the funding for CR to purchase the property) interest will be preserved: This property is subject to a restrictive easement requiring the property be preserved as a wetland in perpetuity.

First Read of Board Policies and Administrative Procedures. We only submitted two documents as a first read: BP 7262 Management Performance Evaluation and AP 7262 Management Performance Evaluation Report.

Second (and Final) Read of Board Policies and Administrative Procedures. Several Board Policies and Administrative Procedures were review by the Board as a final read: BP 1100 The Redwoods Community College District; BP 1200 District Mission; BP 1201 Philosophy; BP 2010 Board Membership; BP 2015 Student Trustee; BP 2100 Board Elections; BP 2100A Exhibit A Redwoods CC Trustee Areas; BP 2105 Election of a Student Trustee; BP 2200 Board Duties and Responsibilities; BP 2320 Special and Emergency Meetings; BP 2410 Board Policies and Administrative Procedures; BP 2430 Delegation of Authority to President Superintendent; BP 2725 Board Member Compensation; BP 2431 President Superintendent Selection; BP 2432 President Superintendent Succession; BP 2610 Presentation of Initial Collective Bargaining Proposals; BP 2710 Conflict of Interest; BP 2714 Distribution of Tickets or Passes; BP 2716 Board Political Activity; BP 2717 Personal Use of Public Resources; BP 2720 Communications Among Board Members; BP 2730 Health Benefits; BP 2735 Board Member Travel; BP 2740 Board of Trustees Professional Development; BP 2745 Board Evaluation; BP 2750 Board Member Absence; BP 2800 General Fund Balance; AP 2105 Election of a Student Trustee; AP 2320 Special and Emergency Meetings; AP 2410 Board Policies and Administrative Procedures; AP 2610 Presentation of Initial Collective Bargaining Proposals; AP 2710 Conflict of Interest; AP 2712 Conflict of Interest Code; AP 2714 Distribution of Tickets or Passes; AP 2715 Board Protocols for Effective Trusteeship; AP 2740 Board of Trustees Professional Development; and AP 2745 Board Evaluation Process.

Capital Projects Update.    Steven Roper provided an update on several capital projects.  Here’s a snapshot of his comments.   

  • UIR: We received three bidder’s pre-qualification packages on June 28—two were from local vendors. We have 20 days to verify the packages and inform the bidders that they meet the qualification to bid on the $30,000,000 project. Our plan is to go out to bid on August 20, 2018.  Both the State Department of Finance and our Board must approve the bids.

Steven and Garry Patrick had to reduce the scope of the UIR by $2,900,000 to keep the project within the $30,000,000 budget.The reduction was necessitated by inflation since it took over five years to get the project approved and two years to complete the geo-tech clearances. Additionally, we are trying to deal with 7 years’ worth of inflation, increases in prevailing wages, and a 300% increase in the price of copper.

  • Track resurfacing:  The completion of the project slowed down due to equipment breakdown. We still hope to have the work finished by July 16.
  • Tennis Courts Repair/Resurfacing: Our Gardening department has been working very hard to clean the tennis court area in prior to the state of the resurfacing work.  The resurfacing is scheduled to begin on July 16.  The work should be completed by August 10.
  • Stadium Demolition: We were presented with a Cease and Desist order from Fish & Wildlife because of nesting swallows at the stadium site.  Protecting these migratory songbirds is important to the District and therefore we may have to wait until the end of the nesting season (which typically spans from March into August) to restart the demolition of the stadium. We have erected fences and posted no trespassing signs to keep people away for the partially demolished stadium until such time that work can continue.  We will contract with a State Licensed Biologist to verify that the swallows have left their nests.
  • Creative Arts Drop and Replace: Our creative arts project was one of five projects approved in the State’s 2018/2019 budget. We anticipate receiving $2,077,000 to start the project by September.  Funds to construct the new building will be released in the 2019/2020 State budget cycle.
  • PE/Gymnasium Complex Drop and Replace: This project was not funded in the State’s 2018/2019 budget. However, with the latest geo-hazard study showing a second fault under PE building, we expect this project to be at the top of the list for funding in the 2019-20 budget cycle.
  • Administration of Justice (AJ):  We discovered a new fault that was estimated to protrude under 65% of the AJ building. We engaged LACO to refine the estimate.  It will be several weeks before we know if the fault does in fact project under the building.
  • Student Union Building: Steven is working with tBP Architects to develop and submit the Final Project Plan to the State.  We’re hoping that this project will be funded in 2020-21.

Informational Report: Presentation of the Child Development Center. CDC Director Wendy Jones presented the department’s self-evaluation and the CDC 2018-19 plan.

Informational Report: Program Review Committee (PRC) Final Report. Brady Reed gave the Board had an opportunity to review the Program Review Committee’s findings and overarching themes from last year’s program reviews.  The PRC found that:

  • Program review reports have continued to improve in quality this year; however, areas for additional improvement still exist.
  • Programs and service areas have struggled to close the loop between their evaluations of previous plans, assessments, and subsequent planning documents.
  • The need for improved linkages between assessment and annual planning were particularly evident in comprehensive reviews.
  • Many resource requests continue to be misclassified as planning actions and are therefore not linked to measureable outcomes.
  • Communication between the PRC and the Budget Planning Committee (BPC) needs to improve and clarification on how PRC’s work informs the ranking of resource requests.
  • Increased administrative oversight of the program review process could improve the quality of the written documents submitted by these areas.
  • Program reviews as a whole would benefit from more consistent data-driven planning and decision-making.

Administrative Report: President/Superintendent Report.  I congratulated Rory Johnson, Director of the Del Norte Campus, and Joe Rye, General Manager of the Redwoods Coast Transit Authority, for their effort to secure free bus passes for students in our Del Norte service area.   I also called attention to Governor Brown’s issuance of a proclamation declaring Saturday, June 16, 2018 as “Juneteenth National Freedom Day: A day of observance” in the State of California.

 Administrative Report: Vice President of Instruction Report. Angelina Hill’s informational report drew attention to how some of our staff called students who applied to CR in 2018 but have not yet enrolled. She discussed the Center for Community College Leadership and Research study showing that 5 percent of eligible CR students received Pell in fall 2016. The study noted that CR ranked 9th out of the 112 California Community Colleges in terms of the highest percentage of Pell eligible students who actually received Pell. She mentioned that while these are good numbers, the Financial Aid Office is continuing to take actions to make improvements and better serve students.

Angelina also highlighted how she and Rory Johnson are planning on using the $1.2 million Innovation Award to support our Pelican Bay students. We will use part of the money to fund a full-time, non-tenure track English faculty to teach exclusively at Pelican Bay, provide lecture/lab classrooms with computers, and enhance library services in the Prison.

Administrative Report: Vice President of Student Development Report. Joe Hash updated the Trustees on the student assessment workshops and advising sessions, the HSU Transfer Specialist, the new Eureka Campus Welcome Center, the Off-Campus housing liaison position, and the Upward Bound Summer Program. He congratulated several of our student-athletes for their selection to All-Golden Valley Conference teams. Sophomore Gizelle Lucero, a Eureka High graduate, was named 1st Team All-Golden Valley Conference (GVC) Softball. Two of Gizelle’s teammates, Madison Acres and Megan Cullinane, were both named 2nd Team All-GVC. 

Kokko Figueiredo, from Fortuna High School, was a repeat selection to the 1st Team All-GVC Baseball team.  Teammates Hunter Jury and James Garcia were named to the 2nd team All-GVC.

Joe also mentioned the fact that we had an opportunity to meet with CR student Tammy Phrakonham to discuss the challenges homeless CR students face on a daily basis. Tammy shared a list of issues and possible solutions. We are working to address the issues.

Administrative Report: Vice President of Administrative Services Report.

We engaged Dr. Albert Harrison, a consultant with the Collaborative Brain Trust, to serve as temporary Chief Business Officer while we conducted the search for a permanent replacement for Lee Lindsey. I asked Dr. Harrison to oversee the day-to-day work of the business office and assess our business office staffing and budgeting processes. 

Julia took the opportunity, through her administrative report, to discuss Dr. Harrison’s observations, findings and recommendations in open session today. I included Dr. Harrison’s full report in this blog.  Here are a few of Dr. Harrison’s observations and all his recommendations and the current status of our addressing of those recommendations.

A Few Observations

  • Working closely with the Controller for the duration of the contract was one of the most productive activities under this contract.  Dr.  Harrison found the Controller intelligent with great capacity for learning. After the search to fill the Vice President of Business Services position failed to produce an acceptable candidate a second time, Dr. Snow-Flamer reorganized the business services department. He promoted the Controller to the position of Vice President. At the time of this writing, the Accounting Manager was under consideration for Controller. Dr. Harrison agreed that making an investment in these two employees was in the best interest of the College.
  • The CBT finds the accountability procedures and processes at the College adequate.
  • The Board is kept in the information loop as necessary before, during, and after board meetings.
  • The business services department remains insufficiently staffed.
  • The College’s communication patterns and style are exemplary.
  • The governance structure of the College, including its committees, appear to be appropriate, and functioning properly.
  • Although both FCMAT and the ACCJC had strong recommendations about reserve levels, it was noted that the “push and pull” within the College occurred around the issue of what constitutes an “adequate reserve” level. Certain college members thought that a five percent reserve was excessive, even though a five percent minimum reserve is recommended by the FCMAT, State of California Chancellor’s Office and the ACCJC.
  • While it is important that the College maintain its reserves at the current level or at least a five percent minimum, it may simply not be possible in the 2018- 2019 fiscal year.

Here’s a list of Dr. Harrison’s recommendations and the status of addressing those recommendations. You’ll see that Julia has us well positioned to successfully deal with all of the suggested areas of improvement.

Recommendations

Actions Taken to Address the Recommendations to date

  1. Implement enrollment strategies that will increase productivity, efficiency, and revenue once the state funding formula is established for 2018-19 fiscal year.

 

Enrollment Services has increased communication with students who have completed the FAFSA but not enrolled.

 

New Enrollment Services staff has been hired to assist students with the application and financial aid process.

 

New Counseling and Advising staff has been hired to help students with advising and registration processes.

 

The Eureka Campus will have a new Welcome Center.  The center will be co-located with the Counseling and Advising Center in the administration building.  The Welcome Center will assist incoming and current students to better navigate the college's infrastructure; serve as an information hub for current and prospective students; and help students apply for admission, register for classes, access college resources, and navigate the campus. 

 

CR and Humboldt State University are collaborating on enhancing the transfer process. HSU hired a new transfer specialist, housed in the CR Counseling department, to assist CR students who are interested in transferring to HSU.

  1. Evaluate the staffing level of the Business Services department to ensure that there are adequate personnel to perform the assigned duties.

 

A new budget technician has been hired and showing great progress.  A decision has been made to not hire a second budget technician position at this time. The need for a second budget technician will be re-assessed after the new Controller is hired.

 

The Accounts Payable Clerk retired recently. The replacement clerk is in place.

 

The screening committees for both the Controller and Administrative Assistant to the VP positions are currently reviewing applications.

  1. Aside from the critical staffing needs in the business office noted on page 5 of the report, do not fill vacant positions, unless critical to operations and as justified and supported by data.

Cabinet continues to review all position requests on a weekly basis. Only those that are mission critical, sustainable, and with viable funding sources are approved.

  1. Ensure that budgets in all areas, including negotiation agreements, are reliable and sustainable.

Budgets are based on established assumptions and expenditures don’t exceed revenues.

  1. Establish cost controls and cost containment training for all institutional areas, including instructional departments and divisions.

 

There is continuous communication between the business office and other departments regarding the budget.

 

Purchasing and budget trainings have been on-going.

  1. Ensure that managerial lines of responsibility are clear, and managers are assigned responsibility and held accountable for budget controls within their areas.

 

Departments are more involved in the discretionary budget allocation process with the District’s 2018-19 budget. 

 

Department leaders and staff involved in the budgeting process better understand the budget and are held accountable for budget allocations.

  1. In the pursuit to grow Full Time Equivalent Students (FTES), establish ongoing assessment and monitoring practices for the need to add new sections, and the need to increase the adjunct/hourly budget.

 

The Vice Presidents, Deans and Directors responsible for instructional sections have used easy-to-access IR data about historical enrollments, section costs, and enrollment projections to inform course cancellations and additions for several years. The administrators continue to meet regularly to review this data to make schedule adjustments as needed. 

  1. Review, and where possible automate the production of routine and reoccurring reports so that staff participation is kept to a minimum.

 

The business office provides training to District employees on how they can run their own reports and rely less on the business office for routine and reoccurring reports.

 

The automation of reports is a work in progress.

  1. Create a robust succession program ensuring that internal employees are capable of filling key positions should vacancies occur. Considering the community’s size, available work force, and the difficulties the College has with recruiting new employees, an internal succession plan is essential.

The President included creating a succession plan in his 2018-19 goals.

  1. Review the calendar and schedule of the Budget Planning Committee. More of the committee’s activities should be shifted to early in the fall semester so that the College can maximize the ability to integrate planning with the budgeting process.

 

A Budget Planning Committee Revision task force has been formed and will be meet over the summer to discuss the role of the BPC. This task force was identified as a need in the Institutional Self-Evaluation Report (ISER) that was submitted to the ACCJC last summer.  As stated in the ISER “the goal of the task force is to enhance the whole College community’s ability to track and understand annual budgetary choices.”

 

The specific goals of the task force are to:

  1. review and revise as necessary the function and scope of the Budget Planning Committee;
  2. create a system for effectively educating all constituent groups and employees about budget and planning processes;
  3. create a clear, logical, and detailed description and flow chart of the process for budget creation; and
  4. develop a web-based tool that provides all College constituent groups and employees easy access to the status of resource allocation requests during each year’s budgeting process.

 

  1. Utilize the tools of scenario analysis to develop a robust series of contingency plans (What If Analyses) that the College should implement under different funding scenarios. Robust scenario planning will help the College mitigate many of the adverse effects of a negative funding situation.

The preliminary and tentative budgets were developed with two different revenue scenarios. This practice will be continued in the budgeting process.

  1. Ensure that the District maintains an adequate and prudent unrestricted, uncommitted general fund reserve at no less than 5% and targets a general fund end-of-year balance of at least 10%.

 

The unrestricted general fund budget is developed using relevant and reliable information to formulate revenue and expense assumptions. The budget is developed so that expenses don’t exceed revenues, and includes a fund balance increase if possible. The 18-19 Preliminary and Tentative budgets include three-year budget projections. Possible spending deficits can be identified and addressed early on.

A Board Policy (BP 280) specifically addressing fund reserve level has been created. The Board of Trustees approved the BP at its July 10, 2018 meeting.

 

 

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