APPROVAL of the AGENDA All Senators

ACADEMIC SENATE
Meeting Minutes
9/1/15 / 12:00 – 1:00 PM / FACULTY HOUSE
RECORDER / Allison Paine, Academic Senate Staff Aide: First draft and distribution of final version to all faculty.
Senator Jamie Blair, Academic Senate Secretary: Revisions of Staff Aide’s first draft and approval edits from senators/distribution to BOT.
Voting Records are indicated beside the name of each Senator. M1: Motion 1, M2: Motion 2 etc. Y: Yea; N: Nay; AB: Abstention
MEMBERS / EA / Arismendi-Pardi, Eduardo: Senator-at-Large President Emeritus / √ / Issac, Darryl: Consumer & Health Sciences Senator (R) Hassapis M1;M2,M3: Y
√ / Barnes, Carol: Counseling Senator M1;M2,M3: Y
/ A / Johnson, Doug: Senator-at-Large
√ / Blair, Jamie: Math & Sciences Senator
Secretary M1;M2,M3: Y / √ / Kennedy, Marilyn: Lit. & Lang. Senator M1;M2,M3: Y
Parliamentarian/PDI Chair (NV)
√ / Cervantes, Al: Technology Senator M1;M2,M3: Y / √ / Kraft , Richard: Senator-at-Large M1;M2,M3: Y
√ / Dale, John: Library Senator M1;M2,M3: Y / √ / Livingston, Tab: Senator-at-Large M1;M2,M3: Y
√ / Dowling, Tom: Senator-at-Large M1;M2,M3: Y
(R) Drew / √ / Neil, Jeanne: Business & Comp. Senator M1;M2,M3: Y
√ / Drew, Dr. Rendell: Social Behavioral Sciences
Senator (R) Marcina M1;M2,M3: Y / √ / Norling, Marcella: Senator-at-LargeM1;M2,M3: Y
√ / Ely, Cynthia Part-time Senator M1;M2,M3: Y / √ / Phillips, Clyde: Student Services Senator M1;M2,M3: Y
√ / Frechen, Richard: Senator-at-Large M1;M2,M3: Y / √ / Rojas, Alexandra : SGOCC Rep. M1;M2,M3: Y
Temporary Appointment (NV)
A / G’bye Diogba: Part-time Senator, Appointed / √ / Sachs, Loren: Senator-at-Large M1;M2,M3: Y
Vice President
√ / Gordon, Lee: Senator-at-Large M1;M2,M3: Y
President / √ / Shine, Brenda: Senator-at-Large M1;M2,M3: Y
(R) Maurer
A / Hanlon, Anna: Curriculum Chair (NV) / √ / Spencer, Steve: Kinesiology & Athletics Senator
M1;M2,M3: Y
√ / Ibranossian, Agatha: Visual & Performing Arts Senator
M1;M2,M3: Y / Vacant Position: Part-time Senator, appointed

APPROVAL OF THE AGENDA All Senators

Changes requested: The presenter’s title corrected to PDI Chair for New Business Item 7 and attendance for Clyde Phillip changed from absent to present. Motion 1 by AS President: Approve agenda with corrections and reorderingM/S/C.
ACTION ITEM/S / Agenda approved as noted above.

APPROVAL OF THE MINUTES All Senators

A request was made that the prepared statement by Senator Dowling regarding Stabilization be distributed to Senators and a link be made available.
Motion 2 by Secretary Blair: Approve the minutes of Aug. 25, 2015.M/S/C.
ACTION ITEM/S / August 25, 2015 minutes were approved with noted changes. Secretary will send Senator Dowling’s statement to Senators.

ACADEMIC SENATE PRESIDENT’S REPORT/ANNOUNCEMENTS: President Gordon

The Senate Presidentannounced the following items in his report to senators:
1) Public Comment Cards are available on the podium for anyone who needs them.
2) A selection from the CCCCO’s Accreditation Task Force Report for California Community Colleges was distributed.
Calif. Community Colleges Chancellor’s Office Accreditation Report:

3) Involvement of OCC faculty for Tenure Review Committees is needed. Senators were asked to encourage committee
involvement.
4) At the District Coordinating Council Meeting on Monday,the targeted number of full-time faculty hires for OCC was reported: 18, or 12+6.
Document/s distributed during the Senate President’s Report are located in the supplemental documents for the corresponding meetingdate as soon as they are available at:
Path from OCC’s website: orangecoastcollege.edu >About OCC> Academic Senate>CURRENT Agenda/Mtg. > Supplemental Documents
ACTION ITEM/S / Senators please encourage faculty participation on committees.

IPC MEMBERSHIP REPORT: Secretary Blair

Secretary Blairstatedthat the term for the IPC At-Large Senator was not stated in mutual agreement between Administration and the Senate. She reported that the VP of Instruction looked up the committee terms in OCC’s Decision Making Document and noted that terms are for two years for IPC unless the Senate chooses a one year term. A Senator stated that a two-year term is needed due to the learning curve in IPC.
Point of Order was called by a Senator who inquired about the protocol for recognizing visitors/experts at the AS Meeting and hoped that the Body would make good use of the guests and collective expertise assembled during the meeting.Parliamentarian Kennedy concurred and stated that visitors should raise their hand to be recognized during that agenda item if they are either a public commenter or a visitor to the meeting. She noted it is preferred that a public comment card be filled out before the meeting, but it is not required.
ACTION ITEM/S / Discuss this item next week.

CONSENT CALENDAR All Senators

Motion 3: Approval of the Consent Calendar.M/S/C. BSI Committee Representative: Genevieve Zuidervaart
ACTION ITEM/S / Consent Calendar approved as noted.

NEW BUSINESS: Annual Resource Allocation & Beyond the Scope of the Budget Process VP of Instruction, Kevin Ballinger

AS President Gordon removed the agenda item, Board Policy 7120, that was to be discussed in the Body today due to a last minutes change in the situation. The item was replaced it with Agenda item 9 (and re-ordered to Item 7). He asked the parliamentarian how that item would go onto the agenda again. Parliamentarian Kennedy informed him it could go on next week’s agenda as a Unfinished Business item.
President Gordon thanked Vice President Ballinger for stepping in to present at the meeting today. Before VPI Ballinger began his presentation, he shared some good news with senators:
OCC has ninety-three percent enrollment as of today.
6000 students came off of OCC’s wait lists.
Enrollment is tracking well at slightly above 113 FTEs over last year.
522 more students over last year thus far.
VPI Ballinger announced that the Decision Making Document (DMD)was developed in 2008 and was updated last in 2012. It was developed for the accreditation cycle and has been used for several years; receiving many compliments for its content.
All the information faculty may need for committees, their terms, and many other processes for the campus are contained in the Decision Making Document (DMD). The DMD will be updated and sun-shined at College Council in a couple of weeks. Budget is key information and page 16 shows the budget development cycle. In March all administrators are given their budget development work sheets to review with a history of the budget too. Throughout the year information from Annual Resource Allocations, supply/hourly and other budget information are being looked over and disseminated to administrators through various channels. Although money is spent effective July 1, by colleges, many State revisions to their budgets occur in summer which is when the Board of Trustees begins to look at them in July. He informed senators that the final adopted budget comes after the College is well into the semester.
Annual Resource Allocation or ARR’s are shown in September in the DMD. The graphics in the document help to determine where OCC is at any given time in the cycle. OCC is moving to the same cycle as Program Review now to sync up with PR better. Between May and September the ARRs were finalized. That data is then going into TracDat. Training was provided to departments so they can put all their ARR data into TracDat; reports are very informative. Instructional Deans were advised to tell faculty that they had until Friday, Sept. 4 to finalize ARR’s. Planning for Program Review will happen in early spring next year which will fit into the planning cycle well and ARRs will come out of that cycle next year. Outcomes and assessments have been going into TracDat since last spring, ARRs are going in now, and it has become a useful tool. The cutoff for the Instructional Wing is Friday. Each wing chooses their own cutoff dates. Deans will work on prioritization over September and October. IPC will be going over many of the processes, timelines and forms at the Sept. 2nd meeting. After prioritization they go to Institutional Effectiveness to collate.
He reviewed the budget areas and noted that sometimes occurrences happen urgently that do not fit in to the regular planning and budgeting cycle. This is where the Beyond the Scope of Budget (BSB) forms potentially can be utilized. These items are scrutinized and decisions are made as to whether the item will wait for the cycle,or others (e.g. like repairs) may need to be addressed right away. The routing BSBs in the Instructional Wing is: Form downloaded from OCC Portal by requestor> Dean > President’s Cabinet for review. Prioritized list of funded ARRs for the Instructional Wing are located on the IPC Committee Page. Funded ARRs projects must be utilized for that specific project and cannot be used for something else so they are specific to the request.
Discussion of presentation:
For conference funding the usual funding sources would be exhausted and those types of request should move in that direction.
Ongoing requests for hourly staffing should move into a budget development process as an ongoing item if that is how it was identified and also approved. If it was approved as a one-time funding source, that is noted on the form and the requestor would need to re-apply.
Are college-wide expenses usually under a department in the ARR process?
VPSS Clarke noted that the ARR processes now used in President’s Cabinet does consider global needs with a request oriented funding versus funding individual departments regardless of needs.
Is there a posted technology plan available for requestors who have technology requests? Is there a place to look related to the transition of computers, software and equipment as to where we are in that process now at OCC to assist faculty with planning?
President Harkins responded that the College Plan is three years old and District is creating a plan. Virtual desktop integration (VDI) is what we are in the process of transitioning to keep equipment current. A new budget allocation was outlined for equipment refreshment since it is essential to the College too. VP Ballinger added that the MBCC building is all VDI and it looks like it is going great and the cost savings is one-third of replacing equipment. The new technology plan will incorporate the new buildings needs and the latest upgrades. VDI will be phased into the campus and a timeline is being developed.He clarified that a computer lab set-up or a new brand of technology would be part of the ARR process.
A Senator praised the process and stated he perceives it as getting better each year. VP Ballinger concurred that once everyone is on the same budget cycle then decisions will be made easier.
ACTION ITEM/S / None.

NEW BUSINESS: PDI Report PDI Chair Marilyn Kennedy

PDI Chair Marilyn Kennedy announced how to access the PDI Handbook/Portal Website. The PDI Portal site is under “Committees,” then “Professional Development Institute”. She noted the key word “institute” for the correct site. The PDI Handbook along with applications, information, and pages for each subcommittee are located there. You can also contact Marilyn Kennedy, the PDI Chair, directly for information.
Information on each of the following was reviewed:
1)Funds are available for conferences/grants for 2015-6
2)Departments holding Special Study Sessions may apply for PDI credits
3)PDI New Faculty Orientation One-on-One Workshops are available for new faculty members
4)Sabbatical Intent to Apply forms are due by the second Friday of the fall semester
5)PDI Subcommittees Alternative Methods and Professional Improvement have a variety of opportunities for salary advancement
credits.
The full PDI Report is located in the supplemental documents for the corresponding meeting date at:

Path from OCC’s website: orangecoastcollege.edu >About OCC> Academic Senate>CURRENT Agenda/Mtg. > Supplemental Documents
ACTION ITEM/S / Please share this information with constituents

New Business: Senate Presidential Advisors AS President Gordon

AS President Gordon announced that Senate Presidential Advisors will be a standing item on the Senate agenda even though there may not always be a report or discussion. He announced that the leadership team for the OCC Senate includes the Executive Board and presidential advisors for: budget, stabilization, full-time faculty hiring, equity and CTE.

PUBLIC COMMENTS: 1 min. per speaker up to 5 min total for public comments Public

Speaker: CFE Executive Director Bob Fey

ADJOURNMENT: AS President Gordon

Meeting adjourned at 12:50p.m.

AS OCC Website for Meeting Agenda/Documents:

Senators please note that most of the documents distributed during the meeting can be found in the supplemental documents

at:

Path from OCC’s website: orangecoastcollege.edu >About OCC> Academic Senate>CURRENT Agenda/Mtg. > Supplemental Documents
OCC Portal AS Committee Site (portal site also contains Agenda and Meeting Documents):

Academic Senate Meeting Minutes, 1 of 3