Mission College Academic Senate

Ext. 5413

Unapproved  Minutes

Thursday,  November 13, 2003 

 

I.       Call to Order/Roll Call

            The meeting was called to order by President Alex Braun at 2:   p.m. 

Senators

   A

   P

Senators

   A

   P

Braun      (Ext. 5355) Pres/Tech

 

   X

Martin     (Ext. 5356)  Tech.

    

   X

Brennan    (Ext. 5313)  Comm

     

    X

Musat      (Ext. 5331) Math

 

   X

Charland  (Ext. 5046)  Stud. Dev.

 

    X

Oliver      (Ext. 5427)  AAS

 

   X

Cox        (Ext.5164) CommSvc

 

    X

Perlas      (Ext. 5041)  Stud.Dev.

 

   X

Dooley    (Ext. 5379)   AAS

 

    X

Rath       (Ext.5413)  AF/CIT

 

   X

Harris     (Ext. 5413)  AF/Comm

 

 

Rivas      (Ext. 5282)  CATA

    

    

Johnson   (Ext.5277) CATA

 

    X

Rosner      (Ext. 5317) ESL

    X

  

Laird       (Ext. 5186) SocScience

 

    X

Smebye   (Ext. 5305) CommServ

 

   X

Lavallo    (Ext. 5399)  Math

 

    X

Zeisler     (Ext. 5426) Comm

 

   X

Other:  B.Grayson (Staff Dev)

   X

 

ASB Reps. B.Casillas, R.Holt

 

   X

Guests: S.Arterberry, A.Cowels,

R.Lowenberg, C.Morales,

   

    X

    X

S.Dinger, S.Hanna, L.Harris,

D.Przybylski, J.VanTassel

      

   X

   X

 

II.     Approval of the Minutes

            The minutes for the meeting of November 13, 2003, were accepted and approved as submitted   (M/S/U – Charland/Larid)

 

III.    Order of the Agenda

            There were no changes to today’s order of the agenda.

 

 IV.    Oral Communication from the Public

            Ann Cowels, Division Chair of Applied Sciences, announced that Health Occupations is exploring the feasibility of developing an LVN to RN program at Mission College. The division will implement the Senate’s policy and process on Creating New Departments.  The proposal has been presented to GAP and the Division Chair Council.  She explained that many colleges are receiving large grants to develop RN programs to help meet the tremendous need for nurses.  Such a program will impact the entire college, and it is anticipated that start-up funding for such a program will come from grant monies that are available.

 

            Helen Ostrander asked the Senate to consider the development of a policy that will provide instructors with the guidance and awareness relative to the needs of students with disabilities. When reviewing curriculum, the Curriculum Review Committee must consider the law that pertains to the use of technology and its accessibility for students with disabilities.   

 

V.      Information & Announcements 

            1.   ASB representative Robin Holt announced that the ASB is planning to sponsor a number of activities over the next three weeks, including the Second Harvest Food Bank and a Toy Drive.   Alex advised that the Food Drives in several counties in the area are not doing well this year and need assistance. 

            2.   Alex introduced Elizabeth Harris, the second newly elected Senate Representative for Associate Faculty. 

            3.   Alex reported that yesterday’s DBAC meeting was an open meeting to begin discussions on the budget preparation process and it was well attended.  Chancellor Arterberry and Vice Chancellor Lewis appealed to everyone to come forward with ideas for the budget process.  Discussion will start with a best case scenario (an $8 million deficit) and the worst case scenario (a $15 million deficit).  A third scenario will be considered after the Governor-Elect takes office.  All shared governance bodies and constituent groups will be utilized to put together the budget.

            4.   Dick Przybylski advised the Senate to review AB 1725 relative to shared governance and the Senate’s participation.  He also questioned whether the district is in compliance with the 50% rule and recommended that the Senate follow up on that issue.

            5.   President Braun called for one minute of silence in memory of Eileen Hill, who passed away last week.  Eileen was well known and had been with the district and the college for a very long time.  We shall all miss her very much.

 

VI.    Administrative Business/Actions/Appointments

 A.     Curriculum Committee  -   No report was made at today’s meeting.

 B.     Staff Recognition -   No resolutions were presented at today’s meeting.

 C.     Committee Appointments  -  No appointments were made at today’s meeting.

 D.     Oral Reports

         1.  Staff Development  - No report was made today.

         2.  Update on DBAC – Please see Item V.3 for this report.

         3.  Other:   None

 

VII.   New Business

 

  A.    Meeting & Discussion with Chancellor Arterberry

         President Braun opened the discussion noting that the District Academic Senate passed a resolution of no confidence in the Chancellor on April 28, 2003.  The contention was that the shared governance processes were not followed in the preparation of the 2003/04 budget.  A Bill of Particulars was drafted that addressed a number of actions taken by the Chancellor.  Alex emphasized that there is very little, if anything, anyone can do to change the past.  What we have  is the present and how we handle ourselves collectively now and in the future will determine our fate. The Chancellor has volunteered to meet with the Academic Senate to share his perspective, his plans for the future of the district, and how the 2004/05 budget will be developed.  No one in the district wants a repeat of last year’s events, and Alex noted that yesterday’s DBAC meeting indicated a trend toward movement in the right direction.  He turned the discussion over to the Chancellor.

 

            The Chancellor touched on the Resolution of No Confidence, noting that the first semester was a honeymoon that quickly ended with the second semester.  He remarked that this organization had not had an administrator like him before; his demeanor as a CEO was unlike any previous CEO within the district, none having had his experience of 12 years of reporting to a governing Board.  In January, it was thought there would only be a $2-$3 million deficit.  When the Governor’s budget came out, the district found itself facing a $15 million deficit, and it was his understanding that each college was working to resolve their respective deficit.  He had no past history within the district that could establish faith in him as a CEO, and the resolution was personal, it hurt and affected him as an individual.  Resolutions of that kind end careers, especially for women and minority members.  He attempted to respond to the Bill of Particulars, but the Academic Senate viewed those responses as non-responsive and evasive.

 

            Last year, he was charged by the Board of Trustees to balance the budget.  In looking back, part of the problem was that the adoption of the Governor’s budget did not come out until October.  He would prefer that discussions on the budget take place at an earlier stage.  If a new budget is given in July under the new Governor, it is anticipated that the Board will approve the budget in September.  Much depends on what the new Governor will do once he takes office.  If he repeals the car tax and the legal challenge on the bond issue prevails, the state budget deficit could be as high as $22 billion. The Board is working from the principle to maintain the current workforce of permanent employees.   The Faculty Obligation Number (FON) and the 75/25 ratio must also be considered.  The Chancellor noted that the FON was assigned to colleges in 1989 for no reason and without logic; similar size colleges have different FONs.  This district is 25 below its FON this year and has been penalized approximately $1.3 million, which is being paid off at $400,000 each year for the next three years.  In order to avoid further penalties, we must hire 48 full-time faculty by next Fall.  He is committed to meeting the FON. Every new position and every position vacated by a retirement will have to be filled.   In the meantime, an analysis is being conducted to determine the cause for the district’s number being so low and how to correct it.  It is important for everyone to work together and for him to establish credibility in his role as the district CEO.  He committed to no March 15th layoff notices being issued this year; the district cannot afford any additional penalties and he wants to maintain the current workforce if at all possible.  

 

            He wants to improve communication between the Academic Senates and the Classified Senates.  He has started the Roundtable discussions with the presidents of those bodies to discuss how this organization can become more effective and how to ensure involvement in the budget development process. The group is scheduled to meet four times a year.

 

            The Chancellor stated that although the vote of no confidence was hurtful, unfair and unjust in his opinion, he must address it.  If people have a perception, then one must attempt to resolve that perception.  He stated his desire to be successful in the district and to help the district be successful.

 

            Alex opened the floor to the Senators and guests for questions. 

 

            The Chancellor was asked if it might it make his task easier and allow the district to operate more effectively if the Board of Trustees worked together more productively and effectively.  It was also suggested that the Board members might consider taking Board development workshops.  As a leader, what steps have been, will be, or could be taken to resolve the Board situation?

 

            The Chancellor replied that the Board had an internal problem and they conducted a self-evaluation report.  They have developed goals and he has encouraged the Board members to attend Board training sessions. Various Board members have committed to attend sessions, some this year and some next.  He has worked diligently with the Board to ensure they understand their role.  There is some concern that the Board is heading toward a violation of district policy relative to a curriculum issue, and this matter will be dealt with at the next Board meeting.  

 

            In regard to new hires, the Chancellor was asked if those persons will potentially be layed off.  The Chancellor stated that the district has committed to meeting the FON.  The main concern is whether or not we can fill each open position since all the colleges will be seeking faculty.  It was noted that it will cost the district more money not to hire faculty because of the penalty involved and the reduction in revenue from the number of classes offered. As for Human Resources (HR) capability, the Chancellor stated that if necessary, people from temporary services will be hired to assist in the hiring process.  It will be vital for HR to be up to the task.

 

            It was stated that faculty and institutional issues cannot be looked at without considering support positions that make it possible to teach.  How will the district handle this concern?  The Chancellor stated that each college has to make its own decisions regarding staff and it will require support from the collective bargaining units.  In order to meet the FON, we cannot hire any new administrators or classified staff.   The concept principle discussed at yesterday’s DBAC meeting was to retain all current permanent employees.  This does not include hourly employees or Associate Faculty.  We need to consider the current workforce and discuss what changes can be made.

 

            It was stated by a faculty member that the college has largely reduced its FTE, and the burden has been borne mostly by Associate Faculty.  In contrast, DeAnza is reducing its administrative staff while the cost for this District’s central services has increased significantly from 18% to 26%.  The colleges are willing to do their fair share but district services is not working within their budget, which is taken right off the top.  The Chancellor advised that a subcommittee of DBAC is looking at the Budget Allocation Model, which determines how resources are allocated.  He could not respond to the assertion that the cost for district services has increased and he agreed to review the spreadsheet that would confirm that assertion.

 

            The Chancellor stated that this district has the flattest administrative structure among colleges, especially Mission College.  This is a lean organization, and a past reduction was taken at both colleges and at district services.  An objection to past policy where savings from departments were swept up by central services was stated.  The Chancellor advised that this year any salary savings will stay with the local organizations as well as any savings in mid-year cuts. 

 

         At 3:20 p.m. President Braun advised the Senators of the time and asked the Senate for direction on how to proceed.  The Senators agreed, by consensus, to continue the discussion with the Chancellor.  The remaining agenda items will be postponed to next week’s meeting.

 

            Discussion continued, and it was stated that it would give the administration more credibility if cuts from central administrative services were made first.  The district must demonstrate fiscal responsibility.  If we fill faculty positions, it could mean there will be no contribution to the health benefit fund, which is required.  The Chancellor noted that the Board used $1.5 million from that fund to meet this year’s deficit and those funds will need to be restored.  The district is spending $25,000 to do another actuarial report to determine liability.  The assumption is once the actuarial study is completed, the amount that must be added to the fund will be determined.

 

            Relative to DBAC, it was noted that the sense among the constituents was that DBAC was reporting out decisions rather than making decisions.  The Chancellor was asked what steps were being taken in terms of shared governance to ensure shared decision-making. The Chancellor advised that DBAC is developing new guidelines and procedures that will hopefully monitor operating procedures and provide direction and leadership for budget development.  He noted that there is little time between now and the next open DBAC meeting (December 11, 2003), and then faculty will be gone until February.  At that time, a scenario for the budget will be put together.  It is his hope that the college presidents will hold college forums to engage people in discussion before the Christmas break.  Ultimately, decisions will have to be made at the college level. 

 

            It was noted that other colleges like DeAnza pay their faculty, both full-time and part-time, higher salaries and provide better benefits.  Without a new vision and funds to move in a new direction, this district will not prosper.  The Chancellor was asked to describe his long-term strategy and vision for the district.  The Chancellor stated that the district is so far below the FON that we need to think strategically. The district has stated its commitment relative to salaries for employees, but we must become more strategic in our decision-making in order to accomplish our goals. It is his opinion that there is no connection between what the colleges are doing and the district’s strategic plan.  There is no organizational structure to lead the district in any new direction.  He is conducting an internal evaluation of the district’s strategic plan in order to consider what direction to take, particularly when the economy improves.  The budget needs to be developed in order to implement any plans, but there must be a connection between the three entities.  It is most difficult to connect the budget to the plan; currently the budget drives what the district and colleges do. 

 

            The difference in salary between our district and Foothill-DeAnza is reflected in the amount received from the state.  This district receives $10/FTES; Foothill-DeAnza receives $12/FTES.

            It was stated by a Senator that the Board has agreed to rely primarily on the advice of the Academic Senate when it comes to process for instructional planning and budget development.  Last year, faculty did not get the sense that the Board was following its own policy.  The Chancellor was asked what steps he would commit to to ensure that the Board follows policy.      The Chancellor noted that language in AB 1725 does not require faculty to be involved in the adoption of a budget, but rather to discuss the budget development process with the Academic Senate.  It is his hope that the process established now will ensure shared governance in developing the budget from the bottom up and will address the expressed concerns.

 

            The Chancellor was asked to describe his sense of the shared governance process, particularly in light of the Board’s lack of attention to input from faculty via the Academic Senate.  The Chancellor stated that, as a Board member, it is important that one maintain focus on one’s role. Boards who perceive weak leadership become micromanagers.  It is his responsibility to continually remind Board members of their role.  Boards have a right to make any decision they choose to make, yet the majority of Trustees tend to listen to their Chancellor.

 

            The issue of the Chancellor’s selection for interim president of Mission College was raised.  His action was not considered to provide the best leadership for Mission College. The Chancellor stated that because of his decision last year, he is acting differently relative to the selection of the interim for the WVC president.  He cannot undo the mistake of last year, but what is important for his survival is his ability to learn.

 

            It was suggested that the program review process be used to drive the budget.  The Chancellor stated that program review is a faculty driven process and faculty has to make any decisions relative to a program.  The elimination of a program and the development of a new program is a faculty driven decision and must stem from a faculty driven process to determine if a program is viable.  He noted that Silicon Valley is driving the recession in California.  What the new Governor does to assist this area to be more productive will impact the state. The district must then make assessments to determine the direction the colleges will want to take.

 

            The Chancellor was asked if his strategic plan for the district includes any thoughts on the contributions made by Associate Faculty to the institutions and if the Associate Faculty are included in any strategic plan.  The Chancellor responded that the need to meet the 75/25 ratio provides incentive for Associate Faculty interested in applying for full-time positions. The Associate Faculty have provided a solid foundation for many new areas and play a vital role in an institution.  He acknowledged the important contribution made by Associate Faculty, noting the state’s thrust for parity by providing funds for a bonus for them.  The concern is that those funds are categorical and can be taken back by the state.   During discussion it was stated that Associate Faculty do not receive pay for office hours, although they are required to hold them.  The Chancellor stated that it was his understanding they were paid for those hours as required by law. His concern was regarding the infrastructure and how to provide the location for part-time instructors to hold their office hours

 

            It was stated that the Academic Senate wants to hear that the Chancellor is actively engaged in a reflective process so that faculty can be sure, from this point forward, that there is an opportunity for change.  This would build confidence in him as a leader. Looking back at his role and the decisions he made, the Chancellor was asked to describe some of the areas in which he would do things differently.  The Chancellor referred to the budget development process.  It is his view that if we are planning correctly, budget development should begin one year in advance.  It is his hope that the 2005/06 budget discussions will begin in April 2004. 

 

            It was his philosophy that all players should be involved in the selection of the permanent president and that he would make the decision on the interim.  Relative to the WVC President, he believes that the college entities should have full play in selecting the permanent president, and he will discuss the interim position with the College Council, as well as management, and seriously consider their input.  What is crucial is his continual commitment to involve people.  His decisions are made with input from many people and are in the best interest of the colleges and/or the district.  Not every decision will be popular; a leader makes decisions that may not please everyone.  He, unlike others, should have a broad perspective, looking at the big picture.  It was emphasized that faculty also have the best interests of the college and the district in mind and have good ideas to contribute.  The Chancellor welcomed those ideas as essential and requested they be brought forward; options for consideration are much needed.

 

            It was suggested that the Academic Senate President address each issue raised with the Chancellor in order to build credibility.  The Chancellor noted that many of the items listed in the Bill of Particulars dealt with budget issues of last year. The key here now is to prevent the organization from going through that process again.  How do we develop trust and partnership?

 

            In response, Senate President Braun stated that what occurred at yesterday’s DBAC meeting was a step in the right direction.  In order to build trust, there must be consistency without deviation.  When trust is violated, it is more difficult to rebuild, and it can only be built on the reliability and consistency of actions in a way that benefits the colleges and district in a true shared governance environment.

 

X.     Correspondence, Publications, & Announcements

         Correspondence

         1.   E-Mail message from Victoria Lewis re: Special DBAC Meeting.

         Publication/Minutes

         1.   Article from November 7, 2003, issue of Chronicle for Higher Education, re: A Patent Claim that May Cost Millions.  The company claims it owns the rights to a common Internet technology and is claiming a share of colleges’ revenue.

            2.   A list of Budget Priorities for FY 04/05 for Mission College dated November 10, 2003, from the MC Office of Administrative Services.

            3.   The agenda for the November 12, 2003, meeting of GAP.

            4.   The minutes for the November 5, 2003, meeting of the Budget Allocation Model Subcommittee.

            5.   The approved minutes for the October 16, 2003, meeting of ACE.

            6.   The agenda for the November 12, 2003, meeting of DBAC, including exhibits.

            7.   The ASCCC Publication, A Survey of Effective Practices in Basic Skills, adopted Spring 2003.

            8.   The ASCCC Publication, CALWORKS IN CALIFORNIA COMMUNITY COLLEGES: AN ACADEMIC SENATE PERSPECTIVE, ADOPTED FALL 2002.

         Announcements/Conferences

 

XI.    Future Agenda Items

No new items were introduced at today's meeting.

 

XII.   Adjournment

            The meeting was adjourned at 4:08  p.m. (M/S/U – Charland/Brennan).  These minutes are respectfully submitted by Grace Hazán, Academic Senate Secretary.