Approved 10/8/07 Evergreen Valley College College Council Meeting Minutes September 10, 2007 Present: Marlana Kirkham, John Thompson, Frank Espinoza, Henry Gee, Elaine Ortiz Kristich, Lynette Apen, Alexis Montevirgen, Sally Chumbley, Perla Garcia, David Wain Coon, Angelina Duarte, Kuni Hay, Jack Mahrt Absent: Jan Tomisaka Guests: Adrienne Burns, Lauren McKee, Jonathan King, Mark Gonzales, Lourdes Villarreal I. Call to Order The meeting was called to order at 2:35 pm by Elaine Ortiz Kristich. II. Adoption of Agenda a. Additions: VIII.C. Committee Chairs; VIII.D. Campus Budget; VIII.E. Accreditation Timeline b. Items deferred: IX. D. Task Force on Global Education c. Adoption of Agenda: It was moved and seconded to approve the agenda for September 10, 2007 as amended. Motion carried. III. Approval of Minutes: It was moved and seconded to approve the meeting minutes of May 14, 2007. Motion carried. IV. Public Comments Introduction of deans, Lourdes Villarreal, Mark Gonzales, Jonathan King and Student Ambassador Perla Garcia. V. Recognition/Announcements VI. Action Items a. Diversity Action Council Charge It was moved and seconded to approve the Diversity Action Council charge. Motion carried. b. Shared Governance Handbook: Appointment to Standing Committees – deferred to September 24, 2007. c. May 8, 2006 minutes Council members were asked to review the agenda of May 8, 2006; this item is tabled until September 24, 2007 meeting. VII. Reports College Council Meeting Minutes September 10, 2007 Page 2 VIII. Information Items a. International Students Support Services VP Angelina Duarte reported that she worked with a committee of student services staff to put together an international students' support services program. The money collected from international students’ tuition will funneled back to the campus. The funds will be treated as categorical funding and reinvested into the program. The committee has looked at program infrastructure and at the very least requires 2 positions: a counselor/coordinator (faculty) and a student advisor (classified). b. Meeting Schedule The 2007-08 college council meeting schedule was distributed to the council. c. Committee Chairs Henry Gee asked the council to consider taking the appointments of committee chairs and forwarding a recommendation to the President for approval; this puts the College Council in the process with the President in making this kind of approval. A subcommittee (Elaine Ortiz Kristich, Frank Espinoza, Marlana Kirkham, Lynette Apen, Jack Mahrt; resource personnel: VPs Hay and Duarte) was formed to do the following: Review existing reassigned time assignments for governance committees Review existing reassigned time job descriptions in terms of expectations, equity and accountability of the chairs Review document Standing Committee Chair Roles Report back to the council on the subcommittee’s findings Note: this is not for committees or programs outside of the governance structure d. Campus Budget The State’s budget has been approved; the Board of Trustees will approve the district’s budget September 11, 2007. e. Accreditation Update As required by the Accrediting Commission, EVC is to file a Midterm Report in the third year after its comprehensive evaluation that occurred in 2004. The midterm report indicates progress toward meting the evaluation team’s recommendations and forecasts where the college expects to be by College Council Meeting Minutes September 10, 2007 Page 3 the next comprehensive evaluation. The report also includes a summary of progress on college-identified plans for improvement indicated in the self-study. VPs Hay and Duarte along with a planning committee have been working on the report. Timeline: Update presented to College Council Sept, 10, 2007 First Draft available for review by the Campus & governance groups 3rd week Sept. Draft submitted to College Council Sept. 24, 2007 Final document submitted to College Council for approval Oct. 8, 2007 Final document to Board of Trustees approval Oct. 9, 2007 Deadline to AACJC Oct. 15, 2007 IX. Discussion Items a. Smoking Recommendation In 2003, President Whitlow received a recommendation from the College Council regarding a change to district policy. That change never happened. Dr. Coon suggested that 3 to 4 locations be identified where covered, aesthetically appealing “smoking huts” can be installed for students and staff to smoke. Dr. Coon asked that council members discuss this suggestion with their constituency groups. This item will be on October 22, 2007 agenda for action. b. Faculty Hiring Dr. Coon reviewed the 2007-08 faculty hiring process. In 2008-09 there are 6 replacement positions and 2 new faculty positions available. Of these 8, a minimum of 2 positions will go to vocational programs. The international students’ counselor is not part of this pool because it will be funded by categorical funds, not Fund 10 college funds. VP asked Academic Senate President Henry Gee if the Senate could consider moving their first meeting in October to allow for more discussion at the division level. The Academic Senate and Administration will present their recommendations to the Council at its October 22, 2007. College Council Meeting Minutes September 10, 2007 Page 4 c. VP Admin Services Both EVC and SJCC have vacancies for a chief business officer. The college presidents and vice chancellor are considering the need for a Vice President level position at each college. A job description for a Vice President of Administrative Services, along with a “talking points” document supporting this level position, was distributed to council members to use in discussions with their constituent groups. This item will come back to the Council for action on October 22, 2007. d. Task Force on Global Education- deferred to September 24, 2007 agenda e. Standing Committee Chairs – membership If not yet chosen, standing committees need to choose a chair and the staff serving on committees needs to be identified. Meeting adjourned 4:00 pm Next meeting: September 24, 2007 Evergreen Valley College College Council Agenda September 24, 2007 2:30 – 4:30 PM Gullo II – Conference Room I. Call to Order II. Adoption of Agenda a. Addition/deletions/corrections b. Items to be deferred c. Adoption of agenda III. Approval of Minutes – September 10, 2007 IV. Public Comments – Limited to 3 minutes, there is no action, or extended discussion of any item not on the agenda. V. Recognition/Announcements VI. Action Item a. New College Council member – Adrienne Burns, DAC representative VII. Reports (5 minutes each) a. Standing Committee Chairs & membership – Elaine Ortiz Kristich VIII. Information Items a. (2:35 PM) Accreditation Midterm Report - Kuni Hay IX. Discussion Items a. Master Calendar & Scheduling Events – David Wain Coon b. Faculty Hiring – David Wain Coon c. May 8, 2006 minutes (not available) X. Standing Committee (Two minutes per Chair reserved for brief updates) All College Curriculum - Eric Narveson Facilities/Safety – David Ames Archives - Eric Narveson Budget – Sally Chumbley Staff Development – vacant CTC – Steven Mentor Retention/Matriculation – Victoria Lugo Institutional Effectiveness – vacant Membership: Associated Students: Yesenia Madrigal, Perla Garcia, 1 vacant Classified: Marlana Kirkham, Jan Tomisaka, John Thompson Faculty: Frank Espinoza, Henry Gee, Elaine Ortiz-Kristch Management: Lynette Apen, Alexis Montevirgen, Sally Chumbley DAC Rep.: Adrienne Burns Ex Officio: David Wain Coon, Kuni Hay, Angelina Duarte, Jack Mahrt Ev_pres/College council07-08/mtg 2007_09_24 Evergreen Valley College College Council Meeting Minutes October 8, 2007 Present: Yesenia Madrigal, Perla Garcia, Christine Ibia, Marlana Kirkham, Jan Tomisaka, John Thompson, Lynette Apen, Alexis Montevirgen, Frank Espinoza, Henry Gee, Elaine Ortiz Kristich, Adrienne Burns, David Wain Coon, Kuni Hay, Jack Mahrt Absent: Sally Chumbley Guest: Steven Mentor I. Call to Order The meeting was called to order by Chair Elaine Ortiz Kristich. II. Approval of Agenda a. Add: IX.c. Budget, David Wain Coon b. Items deferred - none c. Adoption of agenda: It was moved and seconded to approve the agenda for October 8, 2007. Motion carried. III. Approval of Minutes It was moved and seconded to approve the September 10, 2007 meeting minutes. Motion carried; 2 abstentions. IV. Public Comments V. Recognition Dr. Coon was recognized for t he President’s Speaker Series and his commitment to supporting outstanding presentations to the campus community. Dr. Coon thanked the campus community for attending the first First Thursday campus meeting held on October 4. The next First Thursday is November 1 with the time changed to 3:00pm. The focus of the meeting is EVC’s modernization project presented by WLC Architects and Robert Dias. VI. Action Items a. New College Council Member As stated in the DAC charge, a DAC member shall sit on the College Council. It was moved and seconded to approve Adrienne Burns, representing the Diversity Action Council, as a member of the College Council. Motion carried. College Council Meeting Minutes October 8, 2007 Page 2 b. Accreditation Midterm Report The report is 80% complete but may not be completed by the October 15 deadline. Dr. Coon spoke to the Commission and we were given an extension to November 1, 2007. The Accrediting Commission granted the extension based on the progress the college has made as described in the last two progress reports. As required by the Commission, the draft of the midterm report will appear on the October 9 Board agenda for approval. For campus review and input, the draft report is posted to Outlook Public Folders, EVC Accreditation. It was moved and seconded to approve the draft of the Accreditation Midterm Report. Motion carried. c. Committee Assignments – Classified Staff It was moved and seconded to approve a statement for the Collaborative Decision Making Handbook for appointments of classified staff to standing committees. Motion carried with corrections. In collaboration with and approval of CSEA, the EVC-DO Classified Senate appoints classified representatives (on a ration of 1 out of 2, 1 out of 3, etc. 2 out of 4) to shared governance committees. All other committee appointments are solely appointed by CSEA.