12000 S.W. 49th Avenue - Portland, OR 97219
Sylvania Campus, CC Building, Conference Rooms A & B
March 17, 2005
Board Members Present:
Dana Anderson, Norma Jean Germond, Jaime Lim, Bob Palmer, Harold Williams
Chair Anderson convened the work session at 5:10 PM.
President Pulliams updated the Board on budget process progress, reminding the Board that the funding picture continues to change. He outlined the key values that the executive staff will be using to drive the budget process while meeting the college mission. They are: access, student success, balance of programs, partnerships, diversity, and community resources. One role for the Board will be to set priorities for expenditure of additional funds that may be received above the amount already specified in the Governor’s budget. The President reported on work he is doing with the Budget Advisory Committee and provided minutes of the Committee’s meetings to date.
The President said that contractual obligations require notification by March 31to faculty members whose positions will be eliminated, and as soon as those affected persons have been notified, he will send a packet of that information to Board members explaining the rationale for those program cuts. He offered to meet with any Board member to discuss that information prior to the April board meeting.
Vice President McEwen reviewed directions from the Board used by staff to prepare the budget, and reiterated key budget assumptions, based on current available information. He also reviewed unknown factors impacting budget assumptions and actions proposed for implementation by the executive staff.
Director Williams asked how these budget cuts would impact the comprehensiveness of the academic programs on the three campuses. Vice President McEwen said it would not affect comprehensiveness because plans were made based on a district-wide perspective and relative program strength, not on geographic perceptions. These reductions, coupled with the new initiatives, will strengthen the comprehensiveness of the three main campuses. Director Williams asked how these reductions would impact our marketability and ability to attract highly qualified external candidates. Vice President McEwen said that marketability was weakened five years ago at the statewide level. Institutionally, these funding reductions will hurt, especially when combined with the reductions made during the previous four years. Dr. Sievert concurred that the first round of academic cuts will strengthen the College, but the second round of cuts will definitely hurt PCC’s academic integrity. Many of these cuts were not a direct outcome of the budget process, but of good, comprehensive academic planning that was already in progress. PCC had not done a full comprehensive review of academic programs for the whole district; most review processes had been done by campus. This academic review took a look at programs across the district and determined how classes could be shared in a way that is best for the entire district, not just a single campus. The new initiatives are important because they give PCC hope and strengthen the institution.
Vice President McEwen discussed the chart showing the budget “hole,” anticipated budget cuts, and possible new revenue. Mr. McEwen outlined the potential impacts of the proposed reductions in force and the potential impact of additions to staff caused by new initiatives. Associate Vice President Chung reviewed four different scenarios based on variations of funding levels and other variables, and reviewed the budget calendar that will assure the college meets its legal obligations in the budget process. Mr. Chung explained the change in the legal budget process brought about by the fact that property tax values in Washington County exceeded property tax values in Multnomah County this year, taking PCC out of the jurisdiction of the Multnomah County Tax Supervising and Conservation Commission. He discussed the effects this change will have on the budget preparation process. President Pulliams said that in addition to increasing the amount of time the public has to interact with the Board regarding the budget this year, he is also sending weekly updates to staff on the status of the budget.
Vice President McEwen discussed responses to the Board’s four data requests at the February 24, 2005 board meeting. These requests were for information showing the percentage of General Fund revenue from tuition and fees; current tuition and fees at the 17 Oregon community colleges; recent history of fees for ABE/ESL programs; and a summary of the history of student fees at PCC. Dr. Nan Poppe explained how additional ABE/ESL fees will be used and the impact to these programs. Director Palmer asked if these fees have impacted enrollment and Dr. Poppe said that in the past five years waiting lists to enroll in these programs have declined due to immigration patterns, the economy, and the effect of September 11. Director Lim asked how much money the federal government gives us for these programs. Dr. Poppe said PCC receives approximately $2 million for ESL and ABE, which is augmented by PCC with additional General Fund dollars. Mr. McEwen reviewed the history of other fees that apply to all students, such as the student activity fee, the technology fee, and the parking fee. Chair Anderson noted that the Board recognizes that it is easier on staff and students if increases are made in small increments rather than in larger jumps. Perhaps a plan needs to be put in place to review fee increases at regular intervals, rather than waiting until there is a budgetary need to increase fees. President Pulliams asked the Board to consider regular modest tuition increases so services to students can be maintained.
Chair Anderson acknowledged that the executive staff would need direction from the board soon in order to “build” the budget. The President said it would be helpful to receive that direction, especially in regards to tuition increases, at the April 21 Board meeting. The President asked Board members for their priorities of the items in the boxes in the four scenarios presented to the Board in case there is additional funding. The President said the College would be remiss if we did not take this opportunity to restructure and reposition the College instead of continuing with the status quo.
Chair Anderson asked if there is board consensus for the key values for the budget process in support of the College mission as outlined by the President, and Board members agreed with those values. Director Palmer agreed with the balanced approach in planning for the future, but does not want to lose sight of the integrity of the academic program and keeping it affordable for the students. He does not want to jeopardize the academic standing of the college or keep away students who really need an education. Director Palmer expressed appreciation for the work of Vice President McEwen and Associate Vice President Chung and thanked them for providing so much information. The President expressed thanks to his Cabinet, and especially Mr. Chung and Mr. McEwen for their extensive work on the budget and also all the other staff throughout the district involved in this project.
Director Williams said he wanted to add one caveat to Director Palmer's comments. He wants to make sure faculty are a priority if additional funds become available. President Pulliams said that the executive staff will do all they can to protect faculty, as well as student services and access.
Chair Anderson asked if the state funding dollar amount used in budget preparation would be the co-chair of the Ways & Means Committee’s proposed figure or the Governor’s proposed figure. Vice President McEwen said it would depend on the timing of the release of those figures. She also asked if the budget would be built on a proposal of $3/credit hour increase, unless there is specific direction from the Board tonight. Vice President McEwen said that is the plan, unless otherwise directed by the Board. Director Germond said there would be strong feelings from board members around a $3/credit hour tuition increase. She said the Board understands how much time and effort has gone into budget development and feels positive that the consolidated district-wide programs, as outlined by Dr. Sievert, will be an improvement for the College. She assured staff that the Board would not flippantly make a decision not to increase tuition.
Chair Anderson polled Board members for consensus on directing staff to tentatively build the budget using a tuition increase of $2/credit hour based on the expectation that the co-chair’s budget figure may be higher than the Governor’s proposed figure. Director Williams said he understands the wish to keep tuition affordable, but asked Board members to be realistic in making business decisions to keep the College running as a viable, top-flight institution so valuable employees are not lost. He reminded Board members that sometimes it is their role to make these types of hard decisions. Director Palmer expressed concern with increasing tuition by $3/credit hour. The Board reached agreement and directed staff to use a tuition increase of $2/credit hour as a starting point in building the budget.
Chair Anderson again thanked the staff for all their hard work on this process and thanked Board members for taking extra time for this discussion.
The work session adjourned at 6:50 PM.
The Board of Directors convened an executive session for Employment of a Public Officer, Labor Negotiations, Real Property Transactions and Litigation in accordance with ORS 192.660 (1)(a, d, e, h) at 6:45 PM, adjourning at 7:25 PM.
Chair Anderson called the business meeting to order 7:35 PM, and asked all present to introduce themselves.
The February 24, 2005 business meeting minutes were approved as amended.
The agenda was approved as amended with the revised version of Resolution 05-069.
Dr. Guy Sievert reported that tomorrow a link would be added to MYPCC to provide access to the accreditation recommendations and evidence. Early next week the report will be mailed to the accreditation team and the PCC Board. The first meeting with the accreditation team will be Monday morning, April 18, and several board members will meet with the accreditation team chair, Dr. Kathleen Assar and other team members for lunch on Tuesday, April 19. Their primary focus will be Standard 1, but may ask other questions relating to other Standards. Team members will also visit the contracting colleges, Tillamook Bay Community College and Columbia Gorge Community College, on April 19. The general findings will be shared with Dr. Pulliams Wednesday morning, April 20 by Team Chair Dr. Assar, and then reported to the community later that morning. The full list of recommendations will be mailed to Dr. Pulliams about three weeks following the accreditation visit, PCC will have a chance to respond to the recommendations, and then the Commission will vote in June on the recommendations and PCC’s official status. At that time Dr. Pulliams will also have a chance to comment on the recommendations. Dr. Sievert anticipates a good report and is pleased with the process, but will be relieved when it is completed. President Pulliams said it is inevitable there will be several key areas that will need improvement. Dr. Sievert mentioned several areas related to assessment that PCC has been working on for five or six years that may not be completely adequate yet. They are assessment of core learning outcomes, establishment of formal, district-wide leadership for assessment, and for establishing benchmarks to measure how the College is improving in meeting Board goals. There may also be a recommendation to find a way to tie planning, assessment and budgeting together. There could be a recommendation to review the student advising system and put tools in place for students to do self-advising. There may be a recommendation to improve administrative evaluations and find a way to tie evaluations to the educational master plan and board goals on a regular schedule. Keeping current on administrator and student evaluations has not been a high priority at PCC, so there may be a recommendation to be more vigilant. Dr. Sievert said that a major strength of PCC is the diversity of the student body.
Another area of concern will be the number of budget crises in the past and the Commission will be looking for plans to keep the institution strong and moving forward in spite of these crises. The final anticipated recommendation may have to do with governance and decision-making processes in the institution. A major attempt to broaden participation of all faculty and staff in policy-making processes needs to be made because the commission will want to see continuing progress in that area.
Director Williams asked how critical is it in the diversity component for PCC to have a diverse faculty. Dr. Sievert said the accreditation team does not make a practice of mandating percentages, but will interview students to obtain their opinion on whether their interests and needs are being met in carrying out the mission of the institution. Chair Anderson thanked Dr. Sievert and all involved in this very important exercise that will soon be coming to conclusion.
President Pulliams announced that Dr. Bill Christopher, Campus President-Rock Creek, has been named a Fulbright Scholar for a program between the United States and Germany.
Dr. Bill Christopher, Campus President-Rock Creek Campus, introduced Ms. Sue Halton-Finley from the Halton Tractor Company, one of PCC’s major partners, and heartily thanked all Rock Creek Campus staff involved in developing the potential ThinkBig partnership. He reviewed how the program will work and the high level of support from the Halton and Caterpillar Corporations, and all their dealerships. Ms. Halton-Finley discussed the history of the program and commented on how well PCC’s proposal compared to the proposals of colleges in other states, which made the choice very obvious. They have 14 schools in the United States, one in South America, and plans for two new schools this year in Italy and South America, and have offered scholarships in the past for college and high school students. She discussed how the program is set up, the type of classes the students will take, and how the rotations are arranged. Dr. Christopher noted that the nature of these jobs have and are continuing to change, and will enhance the diesel program already established at Rock Creek. Both partners are excited about this training program and want to make it the premier training program in the Northwest. Chair Anderson thanked Halton and Caterpillar for their work on this program.
None
Director Germond moved to approve Resolutions 05-062 through 05-070 by consent agenda and it passed unanimously.
Lucia Barnett, President of the Classified Federation, apologized for some factual errors in her letter she read at the February 24 Board meeting.
Michael Dembrow, President of the Faculty Federation, announced that on March 24 AFT-Oregon will hold a lobby day in Salem, with “squeeker teams” to remind legislators to send some funding to community colleges if there turns out to be additional revenue.
Mr. Dembrow said he appreciates the Board making the budget process a more relaxed, thoughtful process. He feels that the budget information presented in various scenarios is a helpful way to approach the process. He would have preferred to keep the April 7 public hearing date, but assured the Board they will hear from faculty at the April 21 board meeting.
Mr. Dembrow agrees that some positions need to be removed and new ones added, but commented there has been no conversation with the programs targeted for removal so some staff may be shocked with the news. He feels that if programs are being removed for other than budget reasons, that consideration should be removed from the budget process and reviewed on its own merit.
He applauded administration for giving the minutes of Budget Advisory Committee meetings to the Board and he encouraged Board members to read them. He feels there is potential for a lot of good work to happen there. Mr. Dembrow reported that the federations have been sending out regular updates on the budget process, in addition to the updates President Pulliams has been sending weekly. He feels that faculty and staff have really appreciated this information.
Lucia Barnett, President of the Classified Federation, announced that the Classified Federation is also participating in the lobby day in Salem, but it is more difficult for Classified employees to participate since most have to work. Campus co-meetings are being held with the Faculty/AP and Classified employees regarding the college budget and bargaining. She also encouraged Board members to read the minutes of the Budget Advisory Committee meetings for the many valuable suggestions discussed.
Ms. Barnett reported that the Classified staff normally have a retreat in June, but because of budget concerns, it has been cancelled this year and next year.
Kyle Cady, ASPCC President-Rock Creek apologized for lack of student participation at Board meetings in the past due to high turnover among ASPCC officers. He reported that on April 5 and May 11 students will be going to Salem to lobby legislators for funding so there will not be so much impact on tuition. The April 5 lobby day is being organized by the OCCA Student Association and the May 11 lobby day by the Student Association.
Director Williams passed on thanks on behalf of PCC staff member Teena Johnson, whose son passed away recently, for the support of the Board, president and college community during a very difficult time for her family.
Director Germond expressed pleasure for the proposals going to the State Board of Education for two new programs. She appreciates the work of the federations and students in lobbying legislators in Salem for more funding. She encouraged everyone to fax, email and write legislators to keep the level of funding up where it is needed.
Director Lim said that one of his architectural clients hired five PCC-trained CAD students and reported they were very happy with the quality of training these students received.
President Pulliams reported that the Government Finance Officers Association has recognized PCC for the fourth consecutive year with an award for outstanding budget preparation. He complimented the Financial Services staff on their fine work on the budget and the budget process.
The President thanked all who have been and are involved in such unified, statewide legislative lobbying efforts.
The President reminded Board members about the accreditation visit scheduled for April 18-20.
President Pulliams congratulated Director Germond for being awarded the OCCA Howard Cherry Advocate of the Year she received at the OCCA Convention earlier this month. He said Chair Anderson was also recognized with a Service Award for her many years of service to the College.
The President announced that Sylvia Welch’s father passed away unexpectedly in Ohio and asked everyone to remember her in their prayers.
There being no further business, the meeting adjourned at 8:40 PM.
The next meeting of the Portland Community College Board of Directors will be held on April 21, 2005 at 6:30 PM in Building 9, Room 122 at the Rock Creek Campus.
_____________________________ _____________________________
Chair Anderson President Pulliams
Prepared by:
______________________________
Judy Schwartz
Assistant to Board of Directors
Minutes approved on April 21, 2005