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Board Agenda November, 2013

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**PLEASE NOTE: DEADLINE FOR PUBLIC COMMENT IS ON THURSDAY,

November 21st at 5:00 PM**

Please click the specific item(s) to review.

 

I Approval of Minutes

A.    October 2013

B.    Special October 2013

 

II Consent Agenda Items

II-A

Approval of Incoming Restricted Fund (Grants and Contract Education)

Attachment

II-B

Approval of Contracts for Expenditures from Restricted Funds as required by Grant Funding or Contract Education

Attachment

II-C

Approval of Contracts for Expenditures from Unrestricted Funds

II-D

Authorization for two (2) contract modifications totaling $393,251 for Special Services Contracts and Construction Contracts

II-E

Authorization for one (1) new construction related service contract that is not more than $60,000.  Contracts not subject to the formal bidding requirements of the Public Contract Code.

II-F

Authorization to contract with The Voorhees Group LLC for services related to the development of an Education Master Plan at a total cost not to exceed $125,000 for the period from November 22, 2013 through June 30, 2014

II-G

Authorization to Apply for Grant Funding – California State Preschool Program (CSPP) and General Child Care and Development Program (CCTR)

II-H

Amending signatories for District Bank Accounts – Vice Chancellor of Finance and Administration

II-I

Procurement of Equipment, Supplies and Services, Etc., less than $3,000

II-J

Procurement of Equipment, Supplies and Services, Etc., more than or equal to $3,000

II-K

Acceptance of Gifts/Donations

II-L

Academic Employees (Faculty) Credit Program/Non-Credit Program,District Funded City College of San Francisco Temporary Hourly Assignments Academic Employees: General Fund, Unrestricted

II-M

Academic Employees (Faculty) Credit Program/Non-Credit Program, City College of San Francisco Temporary Hourly Assignments – Academic Employees

II-N

Initial Proposals of the District Chairperson Council for a Successor Collective Bargaining Agreement between the San Francisco Community College District and the District Chairperson Council - After Public Comment

 

III Information Items

III - A. Accreditation Update: Accreditation Liaison Officer Gohar Momjian

The College’s standing committee on Accreditation has been meeting every two weeks and monitors the Roadmap to Success (located at www.ccsfforward.com) which contains the actions and improvement plans to meet the accreditation standards.  Over the last month, the committee has delved into detail with each of those plans, identifying areas which have been completed, actions which have been delayed, and actions which should be revisited or redefined. 

The College continues to be in the review process with the Accrediting Commission.   The College must remain focused on completing its action plans, meeting improvement objectives, and making as much progress as possible in order for any decision to be reconsidered in the future.  Below is a brief analysis of progress to date on each standard. 

ACCJC Standard I: Institutional Mission and Effectiveness

-Program review ranked priorities for funding were included in the 2013-14 Final Budget;

-Moved forward into 5th year of annual program review, with changes in administrative procedures to directly connect planning with budget;

-Implemented program review improvements;

-Completed review of CCSF’s mission and vision statements;

-Focusing on preparations to begin development of Education Master Plan

-Gearing up to conduct Community College Survey of Student Engagement (CCSSE)  of students

-Beginning discussions on College benchmarks of student success and annual indicators

 

ACCJC Standard II: Student Learning Programs and Services

-Assessment work continuing on Student Learning Outcomes, Institutional Learning Outcomes, Administrative Unit Outcomes, and General Education Outcomes;

-In the August 31 assessment reports, programs mapped their Program SLOs to Institutional Learning Outcome (ILO) #1 -- Critical Thinking. This Fall these programs are assessing these mapped ILOs as part of an ongoing assessment, which will be reported on during Spring 2014;

-The SLO Coordinators and General Education Outcomes (GEO) workgroups completed their final report on the Spring 2013 assessment of General Education Outcomes (Area C);

-Completed biannual progress reports for all courses, programs, and services provide updates on the previous 6 months of assessment work and planning for the next 6 months.  95-100% of all courses, programs, and services have outcomes that are undergoing assessment.  Almost 50% of those are now in closed-loop continuous ongoing assessment.

-New one-stop enrollment and retention approach implemented in August by reassigning counseling and classified staff hours; 

-Reorganization of counseling services under one program;

-Instituted student payment program via Nelnet that will recoup past unpaid student fees

-Conducted professional development / customer service trainings

 

ACCJC Standard III: Resources

-Completed hiring of 31 positions as stated in Spring 2013 reorganization, with remaining positions underway for a general counsel, internal auditor, controller, and chief technology officer;

-New Vice Chancellor of Finance and Administration began duties on October 21;

-Permanent Vice Chancellor of Academic Affairs began duties on November 1.

-Ongoing hiring processes to complete administrative positions;

-Many positions being filled with help from the San Francisco Mayor’s Office, including director of payroll, four payroll clerks and an internal auditor;

-Complete technology assessment by Ellucian completed.

 

ACCJC Standard IV: Leadership and Governance

-Special Trustee who continues to make final decisions on behalf of District;

-Permanent Chancellor began duties November 1;

-Participatory Governance operational guidelines established.

 

Accreditation information and action plans are updated and posted on www.CCSFForward.com

III - B.     Monthly Financial Report: Vice Chancellor of Finance and Administration Ron Gerhard

Please find below a Budget Status Report for the Unrestricted General Fund summarizing the College’s financial activity for fiscal year 2013-14 as of November 11, 2013.  These summaries present expenditure activity both by functional activity as well as by major account classification as defined by the State. 

Screenshot budget

Through November 11th, or approximately 36% of the fiscal year, the College has expended and encumbered 32.9% of the Unrestricted General Fund budget.  Current activity is tracking within expectations and in accordance with the existing budget.  

We continue to closely monitor state revenues as monthly financial reports are released by the State’s Department of Finance and Controller’s offices.  On November 8, 2013, State Controller John Chiang released his monthly financial report covering the State’s cash receipts and disbursements for the month of October.  In summary, revenues came in $510 million, or 10.7% above projections contained in the state budget.  Year-to-date revenue is cumulatively above the state’s budgeted figures by an estimated $604 million.  Ongoing monitoring of the State’s cash receipts is a useful tool in anticipating near term funding fluctuations for community colleges.  

IV  Action Items

A.    Policy Amendment – the following amended policy is being presented for a second reading:

·         BP 1.30 – Unlawful Discrimination

                        2nd Reading

                        (See Appendix A)

                         RECOMMENDATION: That the Special Trustee approve Board Policy 1.30 – Unlawful

                        Discrimination as amended.

 B.    Policy Addition – the following new policy is being presented for a second reading:

·         BP 1.36 - Sexual Harassment

                        2nd Reading

                        (See Appendix B)

 

                        RECOMMENDATION: That the Special Trustee approve the Board Policy

                        1.36 – Sexual Harassment.               

 

C.   Policy Amendments – the following amended policies are being presented for a first reading:

·         BP 2.07 – City College of San Francisco District Policy on Participatory Governance

·         BP 8.01 - Budget Preparation and Fiscal Accountability

·         BP 8.03 - Auditing

·         BP 8.06a – Procurement of Supplies, Equipment and Services

·         BP 2420 – Authorizations to Encumber the District

                        1st Reading

                         (See Appendix C)

RECOMMENDATION: That the Special Trustee conduct a first reading of the amended                                                    board policies: BP 2.07 – City College of San Francisco District Policy on Participatory Governance; BP 8.01 -  Budget Preparation and Fiscal Accountability; BP 8.03 – Auditing; BP 8.06a – Procurement of Supplies, Equipment and Services; BP 2420 – Authorizations to Encumber the District and provide direction for any modifications to be incorporated before the second reading.

 

D.   Policy Additions – the following new policies are being presented for a first reading:

·         BP 8.11 – Delegation of Authority for Business

·         BP 8.12 – Fiscal Management and Accounting

1st Reading

(See Appendix D)

 RECOMMENDATION: That the Special Trustee conduct a first reading of the new board policies: BP 8.11 – Delegation of Authority for Business; BP 8.12 – Fiscal Management and Accounting and provide direction for any modifications to be incorporated before the second reading.

 

IV  Reports from Constituents

Fred Teti, Academic Senate President

The faculty continue to "perform miracles" in addressing accreditation standards. One has only to browse the SLO website to see the progress made there. Indeed, because of a misinterpretation on our part, we could have claimed even more progress on ILOs than we did---this straight from the mouth of a Commissioner! On the course-outline front, the Curriculum Committee continues to meet for 5 or 6 hours at a time in order to manage its workload. The Senate has appointed a small army of "resource members" to the Committee to assist with its Technical Review process, often a significant bottleneck in the throughput.

The Executive Council has met twice since the last faculty report. At our meetings, we have reviewed and given the ACCJC (through our ALO) feedback on the draft new standards for 2015, received reports from the SLO Coordinators on College progress in assessment and "looping", recommended for Board approval a new Associate Degree for Transfer in Political Science (one whose TMC was written by CCSF faculty!), received updates on the Basic Skills Report and the College's Basic Skills goals from Dean Lamb (not to be confused with Vice Chancellor Lamb) and the Basic Skills Committee chairs, continued to deal with issues arising from search committees and professional development funding, and extended welcomes to new administrators, most recently the aforementioned Dean Lamb and Associate Dean Sanchez.

The Senate officers have had our first meetings with Chancellor Tyler and Vice Chancellor Lamb. One of our primary goals is to have completed the Collegial Consultation item on the Accreditation Roadmap. We have received significant help from the State Senate's Accreditation Committee on drafting a Collegial Consultation agreement. Furthermore, that Committee's co-chairs will be conducting on December 6 a workshop for the College leadership on "Communication and Constituency Roles". We hope to see a substantial fraction of the administration participating in that workshop.

Lastly, First Vice President Saginor and I just returned (as I type this) from the State Academic Senate Plenary Session in Irvine. Everyone there expressed tremendous support for CCSF. Many recognized that we are being used as a "test case" for the Commission's power. There were a dozen resolutions on the Senate's docket addressing accreditation issues, one of which, successfully adopted, called on the Commission to extend the date in the CCSF Decision Letter from July 2014 to July 2015. The Commission is not likely to do as requested; nonetheless, it is heartening to have the support of colleges around the State. Additionally, the State Academic Senate approved a resolution sent forward by the local CCSF Senate urging the ACCJC to retain in its new standards language promoting efforts to recruit diverse candidates and students' exposure to diversity.