Board Meeting Highlights

South Orange County Community College District

January 27, 2014

COMMENDATIONS ........................................................................


South Orange County Community College District Saddleback College President Tod Burnett commended nine Bridge 2 Engineering grant students who were accepted to NASA’s National Community College Aerospace Scholars Program. Four of them were in attendance with their advisors.


THE BOARD APPROVED ..................................................................

South Orange County Community College District

  • All consent calendar items and academic and classified personnel actions. For additional information, please contact the Chancellor, College President or appropriate Vice Chancellor.
  • Agreements for a new HR/Financial Software System with Workday in the amount of $3,227,361 and Implementation partner CedarCrestone, Inc. in the amount of $3,189,501 covering a five year period.
  • Acceptance of a grant award in the amount of $600,000 from Butte-Glenn Community College District for work on the California Community Colleges Chancellor’s Office Common Assessment Initiative.
  • Authorization of Payment to Trustee Padberg who was absent from the December 16, 2013 meeting of the Board of Trustees.
  • Approve change order with contractor U.S. Demolition for a decrease of $4,013 for a lower project total of $1,461.357.
  • Authorize the filing of the Notice of Completion to contractor U.S. Demolition for a final contract amount of $1,461,357.
  • Amendment with R2A Architecture in the amount of $163,420, for a total fee of $694,420 for the Technology & Applied Sciences Building Swing Space at Saddleback College.
  • Faculty sabbatical leaves for Saddleback College and Irvine Valley College for the 2014-2015 academic year as recommended by the District-wide Sabbatical Committee.
  • A $4,200 grant sub-award from Solano Community College District to support the development and implementation of a three-step entrepreneurship pathway program at Saddleback College involving students from 6th-8th grade, high school upperclassmen and professional collegiate instruction. The program will create hands-on skill building, entrepreneurship management, and curriculum development opportunities at all levels.
  • Saddleback College study abroad program to Santander, Spain in the summer of 2014.
  • Additional class offerings, presenters, and compensation to support Saddleback College Community Education in Spring 2014.
  • New Saddleback College transfer degrees to CSU in Political Science and Anthropology.
  • Contract renewal with Hair California Beauty College for a second year of a three-year renewal option for Saddleback College's Cosmetology and Cosmetician Programs.
  • Contract renewal with Advance Beauty College for the third year of a three-year renewal option for Saddleback College's Cosmetology and Cosmetician Programs.
  • Out-of-state travel request for two students and one advisor at Irvine Valley College to attend the National Parliamentary Tournament of Excellence in Flagstaff, Arizona, from March 14-18, 2014, at a cost not to exceed $1,300.
  • Orange County United Way Volunteer Income Tax Assistance (VITA) grant award of $2,400 for Irvine Valley College.
  • A sixth year award of $200,000 from the CCCCO for the “Career Development Work-Based Learning Linkages to Professional Organizations” grant for Irvine Valley College.
  • General fund honoraria for speakers for events and/or classes at Saddleback College and Irvine Valley College.
  • Out-of state travel for one student to participate with district administrators/managers in a federal briefing at the U.S. Capitol on Thursday, February 27, 2014. The focus of the briefing is to bring awareness to SOCCCD’s innovative student success tools, including MAP, Sherpa, predictive analytics and the student success dashboard.
  • Amend the district budget to account for 2013-2014 additional funds and expenditures in the amount of $1,037,696.
  • Agreement for Barranca Entrance Phase III design services at Irvine Valley College with Environmental, Planning, Development Solutions, Inc. for $101,000.
  • Amendment No. 2 for Life Sciences Building at Irvine Valley College in the amount of $20,000 for new contract total of $105,500.
  • Amendment No. 2 for Land Exchange Demolition at ATEP with gkkworks in the amount of $44,769 for a contract total of $101,319.
  • An agreement with Pacific Research & Evaluation, LLC to provide External Evaluator Services to Saddleback College in the amount of $168,490, a requirement of the TAACCCT grant.
  • A 2014-2015 non-resident tuition fee of $193 per semester unit based on the statewide average cost option; decrease in capital outlay fee to $21 per semester unit rate based on the capital outlay and maintenance needs of the colleges; and maintain the current $54 per semester application fee.
  • Annual institutional memberships and estimated dues for FY 2013-2014.
  • Architectural agreement with gkkworks for the Fine Arts HVAC Upgrades and Interior Renovation project at Saddleback College in the amount of $250,000.
  • Architectural agreement with R2A Architecture for the BGS Fire Repair project at Saddleback College in the amount of $113,703.


PRESENTATIONS ........................................................................

  • Irvine Valley College's Approach to the Student Success Act of 2012 - Vice President of Student Services Linda Fontanilla, Counseling Dean Liz Cipres, Counseling Chair Robert Melendez and Counselor and Articulation Officer Tiffany Tran presented on Task Force Recommendation 2: Strengthen Support for Entering Students through diagnostic assessment, orientation, and development of an educational plan.  The Student Success Act of 2012 mandates that all incoming students beginning Fall 2014 complete an educational plan. At IVC, one of the first initiatives in meeting this mandate was to accelerate education plans using MAP (My Academic Plan). MAP assesses what students have and what they need and considers the specific requirements of their identified transfer college. It then breaks down semester by semester what the student needs to do to meet this plan. Internally, IVC assessed what services were working in counseling and expanded their counseling curriculum geared to students who want to transfer to a specific UC or CSU. The department then created accelerated courses worth one half credit to meet specific need for AA/AS/Certificate students, UC transfer students and CSU transfer students. They marketed these changes and new courses to students, faculty and staff to encourage widespread participation and 212 students enrolled in these courses. Robert Melendez commented on the efficiency of reaching 212 students with just 72 teaching hours. The presentation featured videos of students commenting that they like the visual nature of the plans, the sharing among the students and the one-on-one attention that the accelerated course offers them. Students also commented that there is far less waste of their time and resources by focusing on this effort during their first few semesters. Faculty commented that the courses are an extension of the counseling sessions, allowing them to spend more time with the students and that this group counseling modality offers a good solution to addressing the mandate. in future, the counseling department hopes to add more courses targeted to specific needs, improve tracking of duplication of other counseling efforts on campus and open a MAP lab. View the Powerpoint presentation here.
  • Business Process Analysis (BPA) for the HR/Financial Software System Procurement and Implementation Project - Vice Chancellor Debra Fitzsimons, SC Vice President Carol Hilton, IVC Fiscal Services Director Davit Khachatryan and Vice Chancellor David Bugay presented a background on the outdated software systems and processes for HR and Finance. Considering the high volume and complexity of our district's needs, a long and thorough business process analysis (BPA) was conducted over the past couple of years. The BPAs involved two day workshops to map out current processes for every area in Finance and Human Resources, documenting every step on the first day, followed by a second day to imagine what an ideal and efficient process would entail. The BPA groups were comprised of a wide range of staff, faculty and administrators from relevant departments district-wide. Once the BPA sessions were completed, an RFP process focused on identifying specific needs without adding too many extra bells and whistles. The group sought one data source system that is current with real time transactions, processes and notifications. The goal was to eliminate shadow systems and silos of information, reduce errors, risk and liability, and ensure that data is entered only once into a system with options for easy reporting. This would reduce operations costs and time to complete tasks. The RFP initiated seven responses from vendors and three were invited to extensive interview and demonstration sessions. There was district-wide participation in the evaluation process, involving more 120 employees. The group selected Workday, Inc. as the software as a service vendor and CedarCrestone, Inc. for the implementation of the new system. This major project will take advantage of modern technology and significant shifts in the market and should serve the district for a very long time. On demand dashboards and reporting will be tailored for specific needs based on roles and responsibilities. Vice Chancellor Bob Bramucci discussed the technology capabilities, stating this shift is: 1) student centered; 2) cloud based to accelerate performance; 3) continually upgradable, reducing future costs; and 4) equipped with built in advanced data analytics and mobility. The project implementation will start immediately and complete within 18 months. A steering committee will monitor milestones, participate in testing, and gain widespread district-wide input during implementation. Extensive training will be provided. View the Powerpoint presentation here.



REPORTS .................................................................................

  • Trustee Jay congratulated the Bridge 2 Engineering students recommended for the NASA program and commented that he was an engineering counselor for many years and one of the most difficult tasks was keeping these students in the program. This is a testament to their hard work. Trustee Jemal attended the President's breakfast at IVC. He also attended his first IVC astounding inventions and was struck by how much common sense the K-8 inventions had. Perhaps problem solving skills are starting at an earlier age, he commented. He attended part of a program on career readiness at Orange County Department of Education. Career readiness is creating a lot of dialog. How students learn is not being measured, he said. Trustee Milchiker attended many sessions during flex week. She was pleased to see how well the colleges are doing and enjoyed hearing presentations from many constituencies. Trustee Padberg was sorry she was unable to attend flex week sessions due to studying for continuing education credits for the state bar. Trustee Prendergast attended the faculty association luncheon, presidents cup games, classified luncheon, and IVC's astounding inventions which he's been involved in for seven years now. He enjoys watching the sheer joy in students and newcomers alike. He said it is a powerful educational event. Trustee Wright attended many events including IVC President Glenn Roquemore's breakfast. He applauded the presentation by Attorney Barbara Ginsberg on Civility in the Workplace and Building, Maintaining and Repairing Trust. He also attended the SC faculty breakfast and presentations by both SC President Tod Burnett and Dan Walsh, Academic Senate. He is very excited to see the Bridge 2 Engineering program doing so well and applauded faculty for their work there. He congratulated the nine students for being selected to the NASA program. Trustee Lang was unable to attend flex week sessions but offered congratulations to both presidents for a great start to a new semester. He offered congratulations and best wishes to our new faculty and looks forward to meeting them. He attended an Orange County School Board meeting which addressed the financial state of affairs under governor's new budget. He commented that while education is recovering, the existing budget does little to reduce system-wide debt and long-term obligations such as pensions. He congratulated IVC Professor Jerry Ruddman on his fellowship from the Western Psychological Association. He has known Professor Ruddman for a long time and has an immense respect for his many talents and accomplishments. Student Trustee Robinson commented on the challenging parking situation. He attended a session on social entrepreneurship with Saddleback faculty focused on the power of harnessing free market investments to result in innovative ideas for solving social problems. Students and investors are working together on this new growing trend of sustainability and green economics, he added.


  • Chancellor Gary Poertner highlighted the two presentations. The first presentation highlights IVC's efforts to inform the board in greater detail about compliance with the Student Success Act of 2012 and how they are supporting incoming students. He also called attention to the presentation on procuring a new HR and financial system and acknowledged the profound volume of work that was done to identify efficiencies needed in our processes. He thanked Vice Chancellor Debra Fitzsimons for her considerable leadership in shepherding this large-scale project for the district.
  • Saddleback College - President Tod Burnett's report included:  Flex Week was held January 14th through January 17th. Dr. Burnett welcomed faculty, staff, and administrators to a faculty breakfast, part-time faculty dinner and a classified staff luncheon. Dr. Burnett announced the awardees of the President's Award for Leadership and Innovation:  Faculty - Bruce Gilman, Part-time Faculty - Christina Hinkle,  Administration /Management – Tony Lipold and Jeanne Harris-Caldwell, Classified Staff ( Full-time) - Karen Kelly, and Classified Staff (Part-time) – Brad Hoiseth. Dr. Kathy Damm was a panelist for the Online Assessment Roundtable, Hangout on Air, for The Center, a learning community that connects California's 112 community colleges;  Kris Leppien-Christensen will be featured in January's issue of The Monitor regarding Psi Beta's Heroic Imagination Project Initiative. The grants department recently hosting a grants management two-day training entitled "Procuring Goods and Services Under Federal Grants," which provided education regarding requirements and best practices related  to the purchase of goods and services under federal grants. A Saddleback Benefit Gala is being  held on April 12th at the Laguna Cliffs Marriott Resort and Spa. SC is working district wide to position Orange County community colleges to apply for the $250 million California Career Pathways Trust Grants which fund K-14 partnerships that support students entering into high growth, high wage jobs.


  • Irvine Valley College - President Glenn Roquemore's report included: Flex week activities included Barbara J. Ginsberg, senior associate at Atkinson, Andelson, Loya, Ruud & Romo, who conducted a two-hour workshop titled, "Civility in the Workplace and Building, Maintaining and Repairing Trust." A scholarship essay workshop was held for students interested in applying for an IVC scholarship who needed help with writing an essay.  President Glenn Roquemore held a leadership retreat at the Irvine Ranch Water District to bring together leaders from across the campus to work on team building and advance ideas for moving forward in the new year. Numerous charitable projects took place at IVC during the holiday season such as  Adopt-A­ Family,  The Angel Tree,  Toys For Tots, Canned Food Drives, Veterans Food Box Donations and Operation Christmas Child. The 27th Annual Astounding Inventions was held at IVC.  The Grand Prize winners were awarded patent work valued at $10,000 from Greenberg Traurig, one of California's leading firms specializing in this area of legal work. Dr. Roquemore introduced Dr. Kay Reagan who was recently hired as acting director of student life.
  • Business Services - Vice Chancellor Debra Fitzsimons' report included: The Governor released his FY 2014-2015 budget proposal on January 9, 2014. The improved state economic climate will provide additional funding for education.  The state budget estimates an 11.4% increase in K-14 funding based on the Proposition 98 minimum guarantee.   The community college budget focused on themes of student access, success and equity. The District has selected and OCDE has approved the selection of an external audit firm to conduct a review of our policies and procedures related to processing non-payroll checks. The external audit firm completed the study of SOCCCD’s accounting procedures and internal controls on schedule and submitted their final report to the Orange County Department of Education (OCDE) by the January 1, 2014 deadline.  The auditors did not identify areas of major concern.  The OCDE will notify the district by March 1, 2014 if they approve our request to be fiscally accountable for our non-payroll checks beginning July 1, 2014.
  • ATEP - Associate Vice Chancellor Randy Peebles' report included: The ATEP Development Master Plan request for proposals was announced to the public in December, sparking a lively response from potential contractors. A small group of contractor finalists met with a selection committee, comprised of district services and college representatives. The committee's recommendation will be considered by the Board of Trustees at the February meeting. The Navy continues to monitor progress with environmental remediation on the ATEP and greater Tustin Legacy site to insure eventual success in attaining reduced levels of chemicals of concern for future use. The City of Tustin and district representatives are now meeting regularly to develop the construction plans for the extension of Bell Avenue across the ATEP property from Red Hill to Armstrong Avenues.  The demolition work to remove building foundations and surface hardscape was recently completed including hydro-seeding the newly rough graded site. The next demolition plan is being expanded somewhat to include the replacement of the old drainage ditches on the ATEP site.


VIEWING ONLINE/TV .....................................................................

The board meeting will be available for viewing online this week at Television broadcasts are scheduled for 7 pm on Friday, Jan. 31 and Saturday, Feb. 1 on Saddleback College Channel 39 and Irvine Valley College Channel 33.  SC TV 39 has an additional broadcast on Sunday, Feb. 2 at 7 pm.


South Orange County Community College District Board of Trustees

William O. Jay, Timothy Jemal, David B. Lang, Marcia Milchiker, Nancy M. Padberg,
T.J. Prendergast III, James R. Wright; David Robinson, Student Trustee

Gary L. Poertner, Chancellor


Board Meeting Highlights Prepared by:
Tere Fluegeman, District Director of Public Affairs and Government Relations