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Board Agenda for the month of October

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

October 24 at 5:00 PM**

Please click the specific item(s) to review.

 

October 2013 Agenda

 

Description      

 

TABLE OF CONTENTS

 

 

I

 

APPROVAL OF MINUTES

 

A.    July 2013

B.    August 2013

C.   Special September 2013

D.   September 2013

II

CONSENT AGENDA ITEMS

 

A

 

Approval of Incoming Restricted Funds (Grants and Contract Education)

        Attachment       

B

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

Attachment

C

Approval of Contracts for Expenditures from Unrestricted Fund

D

Authorization for one (1) contract modification totaling $147,000 for special                                services contracts and construction contracts

E

Authorization for two (2) new construction related service contracts that are                              not more than $60,000.  Contracts not subject to the formal bidding                                          requirements of the Public Contract Code.

F

Annual maintenance service activity for Information Technology Services at a total cost not to exceed $8,000 for fiscal year 2013-2014

G

Annual HP maintenance services with Lilien LLC for Information Technology Services at a total cost not to exceed $47,000 for fiscal year 2013-2014   

H

Authorization to contract with iNet, doing business as Iparq, a vendor selected by the Foundation for California Community Colleges for its “CollegeBuys” program for services related to collection of payments due as a result of parking citations, and for services related to the issuance of employee parking  permits during fiscal year 2013-2014

I

 

Authorization to extend the lease agreement with the San Francisco Academy of Art University for limited and specified use of the City College track on a month-to-month basis for the period beginning January 1, 2014 at a price of  $10,000 per semester

J

Authorization to contract with Debby Lu aka Lux Consulting for services related to the technical writing and development of internal processing procedures and other documents for payroll at a total cost not to exceed $60,000 for the period  from October 28, 2013 through June 30, 2014

K

Authorization to award architectural and engineering services on an as-needed basis for DSA projects close-out during fiscal year 2013-2014: to  Mock/Wallace Architects, at a cost not to exceed $50,000, to PLUM Architect, at a cost not to exceed $50,000, John Sergio Fisher & Associates, Inc., at a cost not to exceed $50,000, and, to Studio Perez, at a cost not to exceed             $25,000

L

Approval of Special Services Contract – Authorization for one (1) Contract  modification

M

Reallocating a total of $240,000, consisting of $200,000 from the General Fund Unrestricted Expenditure Budget 5000 account series to the 4000 account series and $40,000 from the 5000 account series to the 6000 account series

N

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

O

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

Attachment

P


Acceptance of Gifts/Donations

Q

Disposal of Personal Property with Insufficient Sales Value

Attachment

 R

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

S

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

 

T

Appointment of Chair to Multicultural Retention Department

U

Public Notice of Initial Proposals of the District Chairperson Council (“DCC”) for a Successor Collective Bargaining Agreement between the Department Chairperson Council and San Francisco Community College District (“District”)

V

Initial Proposals of the San Francisco Community College  District (“District”) for a Successor Collective Bargaining Agreement between the District and Department Chairperson Council (“DCC”) after Public Comment

W

Approval of a new instructional program recommended by the CollegeCurriculum Committee

X

Repealing Resolution No. 120426-S7 – Resolution in support of socially responsible and local investment of San Francisco Community College District Student Fees, Community Tax Dollars and other financial resources

Y

Retroactive authorization to request proposals for services related to the development of an Education Master Plan

Z

Authorization to contract with __________________ for services related to the

                  development of an Education Master Plan at a total cost not to exceed $75,000

                  for the period from October 28, 2013 through June 30, 2014

AA        Appointment-Educational Administrator – Dean, Student Affairs and Wellness

 

BB        Interim Appointment-Educational Administrator – Interim Associate Dean, Financial Aid Services,  Scholarship/Student Success

Attachment

CC        Reassignment of Administrator – Interim Appointment-Educational Administrator – Interim Dean, School of ESL, International Education and Transitional Studies

 

DD        Amending Resolution 130926-I-P – Appointment-Educational Administrator –Vice Chancellor Finance and Administration

EE         Transfer of Administrator – Appointment – Educational Administrator – Dean,  Mission Center

 

FF         Appointment - Administrator - Chancellor

 

GG      Appointment - Educational Administrator - Associate Dean Admissions and Outreach

Attachment

 

III

 

INFORMATION ITEMS

 

A

 

Accreditation Update: Accreditation Liaison Office Gohar Momjian

 

The College has moved forward on a significant number of items that help to bring the college into compliance with the Accreditation Commission’s standards.  Below is a short description of progress which has been made in various areas. 

ACCJC Standard I Institutional Mission and Effectiveness -Program review ranked priorities for funding were included in the 2013-14 Final Budget; -Moving forward into the second cycle of our integrated planning system; -Implementing program review improvements; -Conducting a 2nd reading of CCSF’s mission and vision statements; -Released RFP to develop an Education Master Plan

 

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 are completing their final report on the Spring 2013 assessment of General Education Outcomes (Area C);

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

-Reorganization of counseling services under one program;

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

 

ACCJC Standard III Resources

-Close to completion of hiring for positions as stated in Spring 2013 reorganization, includes 13 of 18 positions filled in Academic Affairs Division (note that this included the hire of a permanent Vice Chancellor of Academic Affairs); includes 8 of 11 positions filled in Student Development Division (includes hire of a permanent Vice Chancellor of Student Development)

-New Vice Chancellor of Finance and Administration begins duties at end of October;

-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;

-Recruitment is under way for a general counsel, controller, and chief technology officer;

-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 selected;

-Participatory operational guidelines established

 

The College continues to be in the review process with the Accrediting Commission and submitted its contingency plan, called the Closure Report to the Commission, on time per the July 3, 2013 decision letter.   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.

B

Monthly Financial Report: Vice Chancellor of Finance and Administration Peter Goldstein

 

 


The State Chancellor’s office emailed all community college districts on September 26th regarding its negotiations with the Department of Finance related to the final deficit for state apportionment for fiscal year 2012-13.   In his email, Dan Troy, Vice Chancellor, College Finance and Facilities Planning wrote “…That leaves the range of the final deficit for the fiscal year between 0.75% and 2.2%.  Some of this information may change at recalc, but this reflects the best information we have at this time.”  Based on this communication final revenues for SFCCD are now pegged to the higher end of that range, -2.2%.  By taking this action and fully deducting the higher end of potential revenue loss, the college will not be at risk of overstating its fiscal year 2012-13 revenues.  Final negotiations between the State Chancellor’s Office and the Department of Finance may not conclude until December 2013.  If that process has a positive outcome and reduces the deficit, it would add to SFCCD’s fiscal year 2012-13 revenue, the additional funds would then be counted in fiscal year 2013-14 as a positive prior year adjustment. 
While still subject to audit, the college closed out fiscal year 2012-13 with a small positive balance in its operating budget and did not draw down any funds from the Board Designated reserve. This reserve stands at slightly more than 5% for fiscal year 2013-14. 

Work is underway to update data related to the cost of operating SFCCD’s centers.  The cost of each center was documented a year ago in the final budget book for fiscal year 2012-13 based on fiscal year 2011-12 actual costs.  That analysis is now being updated with fiscal year 2012-13 actual costs.  The update will be completed within the next month. 

SFCCD submitted its annual Financial and Budget Report (CCFS-311) to the state chancellor’s office prior to the October 10th deadline. The College’s CFO and accounting staff continue to work with the independent auditors from Vavrinek Trine and Day to ensure an on-time audit report prior to the end of the calendar year.

 

III

 

ACTION ITEMS

A

 

 Policy Addition – to fulfill legal requirements the following policy is being presented for a first reading for addition to the City College of San Francisco  Policies and Procedures:

·         Sexual Harassment BP 1.36

                        1ST Reading

                        (See Appendix A)

 

                        RECOMMENDATION: That the Special Trustee conduct a first reading of Board Policy 1.36 – Sexual Harassment and provide direction for any modifications to be incorporated       before the second reading.

B

 

 

Policy Additions – to fulfill legal requirements the following policies are being added to

  the City College of San Francisco Policies and Procedures:

·         Reporting of Crimes BP 2.12

·         Timely Warning and Emergency Notification BP 2.13

·         Parking BP 7.40

2nd Reading

(See Appendix B) 

RECOMMENDATION: That the Special Trustee approve the addition of Board Policies 2.12 – Reporting of Crimes, 2.13 – Timely Warning and Emergency Notification, and 7.40 – Parking.                      

C



Policy Amendment – the following amended policy is being presented for a first reading:

·         BP 1.30 – Unlawful Discrimination

                        1st Reading

                        (See Appendix C)

 

                        RECOMMENDATION: That the Special Trustee conduct a first reading of the amended Board Policy 1.30 – Unlawful Discrimination and provide direction for any modifications tobe incorporated before the second reading.

D

Policy Amendment – BP 1.00 - Vision and Mission Statement – BP 1.00 has been amended to include the September 19, 2013 PGC recommendations.                                 

                        2nd Reading

                        (See Appendix D)

 

                        RECOMMENDATION: That the Special Trustee approve Board Policy 1.00

                        - Vision and Mission Statement as amended

 

IV

 

REPORTS FROM CONSTITUENT GROUPS:

Fred Teti, Academic Senate President:

 

Fred Teti, Academic Senate President:

                    

By the time the Board agenda is made public, the Senate will have met twice in October. We will also have held a meeting of the Bipartite Committee on Graduation Requirements. The latter is a little-known committee whose role is to inform the section of the Catalog that sets the rules for earning an associate degree. One exciting item on the Bipartite agenda is adoption of new Learning Outcomes for graduation Area C, the natural sciences. Area C is the first Area to have outcomes not simply extracted out of Title 5. Instead, a large team conducted surveys, debated the results, and drafted language that has been approved by the Senate for consideration by the Bipartite. (There are plans for adopting new outcomes for the remaining Areas.) This will bring us one step closer to meeting the accreditation SLO mandate.


Meanwhile, the Senate's SLO Committee has been working especially hard analyzing the data that was collected on August 30. A large random sample of the assessment reports was shared among Committee members and other volunteers and, themselves, assessed for quality. The results will inform the next round of SLO data collection, thus helping to close yet another loop.

The other accreditation item (besides SLOs) requiring significant faculty response is the committee evaluation item under Standard IV.A (Governance). The Senate's committees have been given models for assessment from which to choose and most have chosen the "questionnaire"-style evaluation. The goal is to be able to track easily each committee's effectiveness and to suggest improvements for future performance.


As I type, it is the morning of Monday, October 14, the day when the Closure Report is scheduled for public release. The faculty have been asked repeatedly to prepare their students for this potentially misleading event. I assure my readers that we have done what we can to ensure that our students know that the Report is a contingency plan only and that CCSF remains open and accredited. As I tell my own students, the best way to help save CCSF is simply to enroll.

In the meantime, we all wait eagerly to learn of the Special Trustee's choice for the new chancellor.