Personnel and operating fund reductions

President's Message

May 20, 2010

Personnel and Operating Fund Reductions

In all the years I have been working in the California Community Colleges, this year has been the most difficult and painful. It is not easy to make decisions that we know will impact the personal lives of our colleagues, many who have shown years of loyalty, hard work and dedication to our students. This message is based on information as of 11:46 May 20th.

Given the direction by the state legislature to downsize, the college was required to cut $5.2 million dollars from our 2010 -11 budget. There are three major areas where budgets can be reduced: the schedule, personnel, and operating funds. How these budget reductions were made was articulated in my March 17 President’s Message entitled “Budget reductions roles, responsibilities, recommendations, and decision making”.

Today’s President’s Message looks at the impact of the personnel decisions made and the Budget Committee recommendations forwarded from the College Council. I want to thank my senior staff and the Budget Committee who shared the difficult role of making very challenging decisions during this budget year. Senior staff consists of the president, vice president of instruction, vice president of student services, vice president of finance and administration, executive dean of information technology and services and executive dean of the San Ramon Valley Campus. The Budget Committee members are Chris Leivas, John Hanecak, Lori Vickers, Jodie Cheung, Kim Schenk, Ray Goralka, Lisa Orta, Lisa Martin, Terry Armstrong, Julie Catalano, and Kevin Horan.

Reductions were determined using the values and ideas developed by the Integration Council, information gathered at the January 20, 2010 all college focus group activity, information from the faculty senate, and the overarching principals articulated in the college’s statement of values and mission statement in the college strategic plan. All decisions regarding personnel followed contract requirements concerning privacy and bumping rights.

Following is a summary of the reductions in personnel and operating funds. This is followed by more specific information regarding the personnel changes and the identified mitigation to those changes. The result of the many, many hours of very difficult work is outlined below.

Personnel

A summary of the 2010-2011 personnel decisions is as follows:

  • 21 vacant positions were eliminated (3 management, 18 classified) 
  • 15 positions with incumbents were eliminated (3 management, 12 classified) 
  • 7 classified positions charged to general operating funds were reduced 
  • 11 classified positions charged to categorical funds were reduced 
  • 3 vacant positions had their classifications lowered to save money (1 management, 2 classified) 
  • Funding from other sources totaling approximately $290,000 was brought in on a one time basis to minimize staff reductions. This impacted 3 classified positions and 2 management positions. 
  • 1 supervisor vacancy will not be filled for the 10-11 fiscal year to create one time savings. 
  • 6 faculty vacant positions were eliminated 
  • The number of part-time faculty is very difficult to determine due to such varied loads that each has carried, but the reduction of total FTEF is 52.2.
     
Operating Funds

A summary of the operating funds is as follows:

To achieve an approximately 14.7% reduction of our operating funds or about $714,000 the reductions by functional areas will be:

Instruction

$206,185

11.35%

Student Services

58,724

11.35%

College wide Support Services  

343,552

17.15%

Administration

84,194

22.22%

Employee Benefits

21,637

15.00%

TOTAL

$714,242

14.70%

Personnel

Faculty

As of April 30, 2010, DVC had twelve faculty retirements. Of these twelve positions, six will be eliminated and six will be replaced. Of these six, three were replaced by moving two tenure track counselors from categorical funding to the general fund, and one position is filled by a manager who is retreating to the faculty. The remaining three full-time faculty positions will be recruited and hired during the fall 2010 term to begin in spring 2011. Part-time faculty were reduced through schedule reductions.

Instruction
The instruction area made the following staff changes:

  • elimination of the grant writer and contract education position 
  • elimination of one division dean position 
  • reclassification of one dean position to a director position 
  • elimination of two division administrative staff positions 
  • elimination of a staff development administrative support position 
  • elimination of an administrative support position for engineering 
  • elimination of lab support for materials lab 
  • reduction of lab support in the music lab 
  • reduction of lab support in the business lab 
  • reduction of athletic training support
     

To ensure greater equity between the divisions and accommodate some of the reductions outlined above, there is a reassignment of the division deans:

  • The English and Social Sciences divisions will become the responsibility of one dean who will be hired on an interim basis as soon as possible. 
  • The Business Division (with Culinary Arts) will be reassigned to the dean who is currently responsible for Math and Computer Sciences. 
  • The position of dean of library and resources will be reclassified to a director position and become the director of library services. Tutoring will no longer be an assignment area under this position.
     

Instructional labs were impacted by the cuts. An attempt was made to minimize the impact on students by reducing areas that served smaller numbers of students and by reducing the hours of these support positions instead of eliminating the positions all together. In addition, since funding for the learning center coordinator position (100%) was eliminated in 2009-10 due to matriculation funding cuts, resources were reallocated within the instructional divisions to restore a 50% position in this vital area.

Anticipated impact to our organization:
We are working to mitigate these impacts in a variety of ways:

  • One division administrative staff has been reassigned to the instruction office. This administrative staff will work with the evening dean to ensure evening coverage and will work with all the division administrative staff to consolidate some of the work previously done at each division office. 
  • Instruction is working with the executive dean of information technology and services to ensure that at least the minimal technical and support needs of the labs will be met. As we move forward with these processes, we will work to develop additional solutions to help mitigate the impact of these decisions.
     
Student Services

The reductions made to student services area is as follows:

  • elimination of the admissions and records director position 
  • elimination of the counseling office supervisor position 
  • elimination of 2 vacant financial aid assistant positions 
  • reduction from 12-month to 11-month employment for 7 positions in DSS 
  • reduction from 12-month to 11-month employment for 4 positions in EOPS 
  • elimination of 1 counseling office assistant position (will be vacant due to retirement) 
  • elimination of the academic student services manager position in the student life office
     

Anticipated impact to our organization:

Admissions and Records
The admissions and records director position will be eliminated. The dean of outreach, enrollment and matriculation will assume the overall responsibility of the former admissions director position. The admissions and records functions will be shared with the relations with schools and information center manager, and the three lead admission and records assistants.

Financial Aid

The following are potential strategies for accommodating the Financial Aid reductions:

  • office hours “open to the public” will be decreased by four to eight hours per week beginning summer 2010; 
  • drop-in student appointments will be moved to a fixed appointment schedule; 
  • FAFSA processing timeline will be extended to 8 - 12 weeks, (currently four to six weeks); 
  • financial aid workshops will be monthly; and 
  • options for supporting and training staff at SRVC will be explored.
     

Relations with Schools and Information Center
As part of the reorganization of admissions and records (outlined above), the relations with schools and information center manager will assume responsibility for admissions and applications including the student application process, residency determination, and student assessment.

Disabled Student Services (DSS)
Beginning July 1, 2010, one DSS counselor will be 90% funded out of general operating funds until DSS funding is restored. Seven staff positions will be reduced during the academic year with the least impact on students and services.

Economic Opportunity Program and Services (EOPS)
Currently one EOPS counselor will be 90% funded out of general operating funds until EOPS funds are restored. Four staff positions will be reduced. In addition, there will not be an EOPS Summer program for continuing students.

Student Life Office
The student life manager position will be eliminated. The senior academic student services manager currently at SRVC will serve as the student life manager for both the Pleasant Hill and San Ramon campuses. A portion of the salary and benefits for the position will be funded by the ASDVC for the 2010-11 year. In addition, the ASDVC will also fund two clerical support staff positions (.60 FTE each) for one year. A cooperative approach is being used to identify the services and how they can be offered at both sites.

Reductions in college wide support services

Finance and Administration
The reductions made in finance and administration is as follows:

  • elimination of one account payable position
  • elimination of one equipment maintenance worker position
  • elimination of one grounds worker/gardener I (weekend position)
  • elimination of one maintenance assistant position
  • elimination of the supervisor position in the cashiers office
  • elimination of the reprographics coordinator position
  • elimination of one senior account position in the box office
  • elimination of one lead custodian position
  • elimination of two custodian II positions
  • elimination of one facility coordinator position
     

Anticipated impact to our organization:

Business Services
The accounts payable position will be consolidated with the senior account clerk position currently in the unit. We do not anticipate any loss in service in the accounts payable area.

Building and Grounds
Three positions will be eliminated: equipment maintenance worker, grounds worker/gardener I (weekend position), and maintenance assistant. The work from these three positions will be distributed to the remaining buildings and grounds staff. This may result in some delays in making nonemergency plumbing repairs.

Cashiers’ Office
The supervisor position in the cashier’s office will be consolidated with the central services manager position so one person will oversee both operations. Additionally, one senior account clerk position will be eliminated and the event information, season ticket sales and pre-event ticket sales that were done during the week in the box office will be moved to the Cashiers Office. The box office will only be used for evening performances in the PAC. Since student parking permits will be sold online beginning summer 2010, the Cashiers Office should be able to absorb the work from the box office with no loss of service.

Central Services
As mentioned above, the central services manager position will be consolidated with the cashiers’ office supervisor position. Additionally, the reprographics coordinator position will be eliminated and the work will be distributed to the manager and existing classified staff.

Custodial
Three positions will be eliminated: a lead custodian and two custodian II positions. The work will be distributed to the remaining custodial staff. Cleaning classrooms, rest rooms and other safety related areas will be a priority. Cleaning office spaces will be lower priority and will not get daily cleaning other than trash removal.

Finance and Administration
We will eliminate the facility coordinator position that was created to support the vice president, finance and administration in overseeing facility construction projects at the campus level.

Information Technology and Services

The reductions made to information technology and services area is as follows:

  • elimination of computer center technician II (50%) position
  • reduction of computer center technician II position from 87.5% to 75%
  • elimination of media services technician II vacant position which was used to fund the out-of-class web application developer I, 50% position
  • elimination of media services technician II (60%) probationary position
  • reduction of media services specialist II position from 100% to 50%
  • suspension of computer and network services supervisor position for 2010-11
  • reduction of instructional technology coordinator position from 11 months to 10 months
     

Anticipated impact to our organization:

Computer Center
Week day hours will change from M-F, 7 a.m. to 10 p.m. to M-Th, 8 a.m. to 9 p.m. and Fr, 8 a.m. to 4 p.m. The Computer Center weekend hours will change from Sat/Su 8 a.m. to 6:45 p.m. to Sat 10 a.m. to 3 p.m. and closed Sunday. During the summer session, the Computer Center will be open M-Th 8 a.m. to 8 p.m. and will be closed on weekends.

Media Center
Hours will change from M-Th 8 a.m. to 9:45 p.m. and Fr 8 a.m. to 4:45 p.m. to MWTh 8 a.m. to 6:45 p.m., T 8 a.m. to 9:45 p.m. and F 10 a.m. to 2 p.m. During summer sessions, the Media Center will be open M-Th 8 a.m. to 6:45 p.m.

Computer Services
The computer and network services supervisor position will not be filled for 2010-11. This will reduce the available support and supervision of the Help Desk, computer labs and network services. It will reduce the number of technology projects that can be completed from the Technology Master Plan and IT&S Administrative Program Review. The new Help Desk call-in/drop-in hours will be announced at the beginning of the semester.

Media Services
The evening Forum operator position has been eliminated and this responsibility will go to the evening media services technician -- we will no longer have a dedicated media services technician for evening events and classroom AV support. If an evening event requires dedicated support, the requestor will be given the option to pay for an hourly technician and the media services coordinator will schedule the hourly staff accordingly.

Instructional Technology
The instructional technology coordinator position was reduced by one month and the amount of instructional technology support will be reduced accordingly.

Web Services and Support
The 50% time web application developer I out-of-class position will no longer be funded (due to a vacant position being eliminated). This will decrease the amount of support for online instructors, online students and DVC website development and support. It will eliminate the twice-weekly staff development drop-in hours.

President’s Office

The reductions made to the President’s Office are as follows:

  • elimination of one administrative assistant position
     

Anticipated impact to our organization:
The confidential executive assistant position will assume the work of the administrative assistant. Business Services will absorb contracts and the organizational chart. Note taking provided by the President’s Office for the four major governance committees will be shared as appropriate by executive support staff.

San Ramon Valley Campus

The reductions made to San Ramon Valley Campus are as follows:

  • elimination of one custodian II position
  • elimination of one evening program monitor (50%)
  • elimination of one media services technician II
  • elimination of one PBX operator/receptionist
  • reduction of one computer network technician (from 100% to 50%)
     

Anticipated impact to our organization:

Custodial
The SRVC is currently staffed with one lead custodian and two custodian II positions, all at night. Additionally, there is a 50% campus facilities assistant that provides custodial support during the daytime. One of the custodian II positions was eliminated. The SRVC lead custodian will assume the assigned area of the eliminated custodian II position. Additionally, the day-time campus facilities Assistant position will assume additional custodial duties to help alleviate the additional work load on the two remaining custodians.

Evening Program
The evening program monitor position assigned to staff the campus on the weekends is being eliminated. Due to the major reduction/elimination of weekend courses offered on the SRVC, there is no longer a need for this position.

Media Services
The SRVC was designed and built with all “smart” classrooms. There was a tremendous amount of work involved in getting the “smart” rooms up and running during the first two years on the new campus. Additionally, the new “smart” rooms required on-going training for faculty to get used to using the new technology and equipment. Over time, the need for daily training and equipment adjustments has been tremendously reduced. The remaining IT staff on the SRVC will take responsibility for user trouble shooting issues and minor maintenance tasks and longer term preventative maintenance/equipment repair will be coordinated with the A/V Specialist on the PHC.

PBX Operation and Reception
The PBX operator/receptionist position serves with the senior administrative assistant to provide administrative support for the SRVC. Numerous duties of the receptionist position will be dispersed among remaining staff in A&R, admin support, and student services. The elimination of the receptionist position will eliminate our ability to answer the phone to the public. The SRVC will be exploring ways that the PHC PBX operators and staff in the Information Center can provide additional support for the SRVC.

Computer and Technology Services
The computer network technician and the computer network specialist together provide all of the Information Technology support on the SRVC. Our goal is to maintain computer and network support during most instructional hours (7:30 a.m. – 7:30 p.m. M – Th). The reduction of the network technician position to 50% part-time will enable us to maintain the above coverage, however, it will directly impact our ability to provide timely support for daily maintenance of computer labs and faculty/staff computers.

Operating funds

It is clear that a great deal of thought, work, and discussion went into the deliberations, which resulted in the final recommendations by the Budget Committee. I recognize that these recommendations were guided by the values and ideas developed by the Integration Council, information from the January 20th all-college focus group activity, information from the Faculty Senate, the overarching principles articulated in the college’s statement of values and mission statement in the College strategic plan, and values put forth by the Chancellor. Thank you to co-chairs Ray Goralka and Chris Leivas for their outstanding leadership during this difficult task.

The recommendations sent to me by the Budget Committee, chronicling the complex process used by the Budget Committee to reach these recommendations taking into account all the input noted above, makes an excellent report. I am very pleased to accept the recommendations and approve them for the 2010-11 College fiscal year. The entire ten page report can be found on the U:drive in the Committees folder, in the BUDGETCOMMITTTEE09_10 folder.

A summary of the recommendations is as follows:
To achieve an approximately 14.7% reduction of our operating funds or about $714,000 the reductions by functional areas will be:

Instruction

$206,185

11.35%

Student Services

58,724

11.35%

College wide Support Services  

343,552

17.15%

Administration

84,194

22.22%

Employee Benefits

21,637

15.00%

TOTAL

$714,242

14.70%

We believe that the above percentages reflect what made preserving instruction and student services a priority in developing our recommendation to reduce operating funds by 14.7% for the 10-11 fiscal year.

Since it was very difficult to identify specific targeted budget reductions for 10-11 year, the Budget Committee is proposing the following restrictions related to the expenditure of operating funds:

  • Sending only one person from the college to a conference. That person would be responsible for disseminating information about the conference.
  • No out of state conferences.
  • Overtime is only approved for emergency situations.
  • No purchase of food for meetings unless it meets the guidelines of Business Procedure 9.09, Guidelines for Hosting Official Functions. Our intent is to significantly limit our purchase of food and refreshments for college meetings.
  • No purchase of bottled water at the division or department level.
     

The college president or designee would need to grant, in advance any exceptions to these restrictions.

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