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COLLEGE COUNCIL
RECORD OF MEETING
February 5, 2010, Manzanita Conference Room

 

Committee Members Present:   Erik Andal, Lonnie Blansit, Nancy Bull, Elissa Creighton, Dennis Gervin, Wendy Hesse, Raelene Juarez, Liz McMahon (ASCC Senator), Jennie Nies (ASCC Vice President), Michael Perez, Joan Smith, Austen Thibault (ASCC Director of Clubs), Mike Torok, Gene Womble

Committee Members Not Present: Brian DeMoss, Brian Greene

Guest(s): Coni Chavez (recorder)

Approval of the minutes for the December 4, 2009 meeting of the College Council

It was moved, seconded (Erik Andal/Mike Torok) and approved that the minutes of the December 4, 2009 meeting of the College Council be accepted as amended.

2.   Hiring Priorities

Dr. Smith reported that she had met with the Classified Senate regarding their hiring priorities recommendations and separately with the faculty regarding their hiring priorities recommendations.  She stated that there may be some hiring which occurs in the near future.  Some classified members are retiring who are in critical support areas.  Dr. Smith will continue to keep in touch with the faculty and classified committees and make decisions in the best interest of the College.  Further, while faculty hires may be considered, it will be contingent on budget.  No decisions will be made right away—budget information from the State will need to be known first.  Therefore, Columbia College is still on a hiring “frost.”

3.   Accreditation Steering Committee

Accreditation co-chairs, Dr. Dennis Gervin and Raelene Juarez reported that the self study development process is on target.  On track with the early stages of the timeline, they reported that presentations were given at the spring 2010 in-service day and flex day, there are six standards committees actively meeting regarding the four standards, and a great deal of resources have been made available on the College website by accessing the home page, then going to “About Us,” then to “Accreditation and Policies,” and then to “Accreditation Self Study 2011.”  Further, the co-chairs have attended meetings for each of the six standards committees to answer any questions and assist them in getting started. Dr. Smith attended the All Central Services meeting on February 5th and made a presentation regarding Columbia College’s accreditation development process.  A monthly co-chairs meeting for chairs of the standards committee has been established and will allow for communication between the committees, the self study co-chairs and the steering committee (College Council).  The first of the co-chairs meetings will be held in February.  An update will be provided to College Council, as the steering committee, from those meetings.  Additional discussion was held regarding the responsibility of the College Council as the Accreditation Steering Committee.  In addition to what has been previously discussed, it was relayed that the steering committee will guide the co-chairs in facilitating the self study development process.  The self study will tell the Columbia College story—College Council members were asked to help the co-chairs make the connections.  Lastly, student representatives expressed interest in serving on the standards committees and were asked to speak with Dr. Gervin about assignments.

4.   Parking Fees

It was reported that a committee had been formed to discuss parking fees at the District/Modesto Junior College level with Columbia College staff invited based on job responsibility rather than constituency representation.  The committee was therefore not representative of the shared governance process and consequently Columbia College representatives halted the process.  It is the intention of the group to begin these discussions again; however, at Columbia College the topic will flow through the share governance process, beginning with the Safety Committee.

5.   Enrollment Management Plan

Dennis Gervin reported that an Enrollment Management Plan would be brought to the College Council at their March 2010 meeting with the intention of presenting the plan to the YCCD Board of Trustees at their March 2010 meeting.  It was stated that there is a need to acknowledge, document, and integrate the Enrollment Management Plan into planning at Columbia College.  Dr. Gervin provided the following information as a starting point for Council members to become familiar with the Enrollment Management Plan—which guides the coordination and integration of planning activities for seven components that are seen as critical to the successful enrollment of students at Columbia College.  Further, he indicated the draft plan would be available on the research page of the College website and encouraged Council members to share the document with their constituencies and provide feedback at the March 2010 meeting.

DRAFT

College: Columbia College                                 District: Yosemite Community College District

Columbia College Enrollment Management Plan Overview


Columbia College’s Enrollment Management Plan encompasses and helps to coordinate the activities of 7 components that are seen as critical to the college mission and successful enrollment of students at Columbia College.  These components are; 1) Matriculation; 2) Academic Course Scheduling; 3) Facilities Planning; 4) Growth management and Planning; 5) College Budget; 6) Outreach and Marketing and 7) Academic Wellness (student success).

Component 1 is based on the California Community College Matriculation Standards, and focuses on learning support, progression through the college system and retention by addressing each of 8 matriculation standards and associated activities and support that guide students through the matriculation processes.  This component addresses strategies to streamline Assessment; Orientation; Advising; counseling, Advising and Referral; Student Follow-up; Coordination and Training; Research and Evaluation; and Academic Policies and procedures.  Each of these standards identifies focal points which can help to reduce student attrition, and improve retention for our existing students.  The Columbia College matriculation Plan is the primary resource for this component.

Component 2 focuses directly in the course scheduling process and looks for efficiency in class scheduling practices by working with strategies to better accommodate student needs, scheduling efficiency and productivity.  This includes enrollment scheduling analysis software (Class Tracks), enrollment scheduling software and is informed by data from Program Review.

Component 3 relates to how facilities planning and room utilization and associated furnishings can be used to optimize enrollments and maximum effective, safe, instructional space.  This component is also a critical interface with the planning component, in particular, the Facilities Master Plan.

Component 4 addresses overall planning and management of growth and is the key part of the plan that integrates enrollment management with the college planning processes.  This is where the Educational Master Plan, Unit Plan and program review interface with the Enrollment Management Plan.

Component 5 focuses on the connections between budget and planning with regard to enrollment management.  This component addresses the balance between the revenue generated by enrollment, and the expenditures needed to fund the total cost of part-time and full-time faculty in the college instructional programs.  A critical component in this module is a planned balance between the number of students we enroll, and available resources required for effective support.  One of the primary focuses of this component is the management of the Part Time Overload (PTOL) Budget.

Component 6 considers outreach and marketing aspects of enrollment management.  This would include both on campus and off-campus outreach, as well as outreach to special populations.

Component 7 identifies critical connections between enrollment management and Columbia College’s Academic Wellness Educators (AWE) Plan.  The AWE Plan is a plan that integrates both instructional and student services approaches to strengthening student success, support and retention.  The primary focus of this component connection is to increase student enrollment through successful course completion and retention.

Guided by the Educational Master Plan, the Enrollment Management Plan coordinates the activities from the 7 general components to guide the college’s enrollment.

Discussion was also held regarding the priority or level importance for each component in terms of determining class size—for example, minimum class size, low enrollment core classes, etc.  A faculty member suggested providing the current year’s scenario regarding minimum class size with the documents provided at the beginning of the academic year to each faculty member.

Lastly, Dr. Gervin explained the seven components of the draft document came from various resources (plans) at the College which were compiled with the Deans practical experience.  Dr. Gervin indicated that he would like to see more input on the plan to determine if it’s working.  At some point, he explained, we would have a timeline where the College discusses these pieces and examines if we are serving students.

 6.  Other Item(s)

a.   Safety Update – It was reported that there were three recent campus evacuations and each of the evacuations followed a different process.  A debriefing was held with the College President after the evacuations to evaluate the efficiency of the evacuations—while well thought out emergency plans are in place, the College continually evaluates and makes adjustments in the plans where needed.  Students expressed concern regarding instructor expectations to hold classes while evacuations are in process or have been completed.  Dr. Smith stated clearly that when the campus is evacuated, it is done so based on the safety of the students and employees, all must follow instructions given at the time.

b.   Bus Options – The Tuolumne County Transit (TCT) presented options to the College for bus riders coming to the College, such as bus passes, discounts, etc.  Presently, however, the TCT has not provided estimated costs associated with these options—which could be $5k to $40.  While the College supports sustainability efforts, in the current budget times, the College would need to be informed about the costs before moving forward with any recommendations.  Discussion was held as to how the costs may be covered.  One way would be for the students to vote to assess a fee.  Another option would be to use parking fee funds; however, that fund is currently in the deficit.  It was agreed that any proposals on the topic would be presented to the Safety Committee and move through the College’s shared governance process.

7.   Budget Update

Columbia College was given a target budget reduction of $1.8M from the District.  Dr. Smith reported that the College has made the necessary reductions and is only $4k from the target.  Further, she stated that the reduction comes at a high price in terms of faculty and staff—not replacing vacant positions with many taking on added tasks. This, plus a growth in the number of students at approximately 22% and a reduction to the budget over the last few years of 18%, is challenging.  The budget savings from this year will be re-directed to the President’s Office account as a holding account for a smoother end of year “sweep” process.  Meanwhile, the District and College are working on next year’s budget given the information that is currently available.  Looking ahead, Dr. Smith reported that the State has a budget shortfall and they will need to close the gap somehow, this may further impact California Community Colleges.  Reports from the State say that tax revenues seem to be being paid by individuals; even though, an economist at the Chief Business Officers meeting estimated 3-4 years for recovery.

Dr. Smith restated her position regarding hiring for vacant positions—if positions are filled on one end, funds would not be available on the other end.  She does not envision making hires in one area to lay off employees from another area.  She is moving forward in day-to-day operations and long range planning with two ideas: 1. Continue to provide educational services for students; and, 2. Protect the employees at the College.

8.   Senate Reports/Updates

  1. YFA – The YFA Vice President representing Columbia College, Gene Womble, reported that benefits negotiations had been completed with a ratification vote scheduled for 2/8.  The YFA will be re-opening negotiations with the District through the spring 2010 semester.  The YFA has been focused on the budget and continues to gather information.

Student Senate – Student Senate leaders reported that they are just getting started for the semester and have held one meeting.  Clubs are active such as the CEO Club, CC Christian Club, etc. The students appreciated being a part of the Black History Month exhibit and will be working on other activities throughout the semester such as a fundraising event for the end of the semester.  Student leaders also reported success with their SaveMart S.H.A.R.E.S. card enrollment.

Classified Senate – Lonnie Blansit, Classified Senate President, reported receiving $567 from their enrollment in the SaveMart S.H.A.R.E.S. card program.  Proceeds will go to the Classified Scholarship.  The Classified Hiring Priorities Committee is working on four submissions for recommendation.  Dr. Smith will be speaking with the committee soon.  The Classified Senate has also started the process to do fundraising for Haiti relief efforts and asked for the students’ assistance.  The students will work with Classified Senate representatives to partner on the fundraising activity.

CSEA – CSEA representative for Columbia College, Wendy Hesse, reported ratification vote for benefits agreement is scheduled on 2/8.  The CSEA Executive Board has experience two changes—new Public Relations Officer is Jeff Swank and new 2nd Vice President is Wendy Hesse.  March 4th is the international day of action for education.  There will be a student march to Sacramento and CSEA will support these efforts by wearing black on 3/4.

Academic Senate – Academic Senate leadership reported attending the February District Council meeting.  At that meeting they learned that Columbia College is close to reaching their budget reduction target, Central Services has reached their budget reduction target and MJC is approximately $800k away from reaching their budget reduction target. A question was raised that if Central Services was able to reach their cuts easily, with the colleges struggling, could they cut more and relieve some of the burden to the colleges?  It was also reported that Academic Senate elections will take place with announcements in early March.  Lastly, the MJC and Columbia College senates executives will be meeting at the end of February to discuss common issues.

Leadership Team Advisory Council – Mike Torok reported on behalf of the Leadership Team that elections to the Leadership Team Advisory Council were announced.  Columbia College’s representatives are Kathy Smith and Jeff Whalen.  Further reported was that the Leadership Team held informational meetings regarding benefits and the tentative agreement for medical benefits.