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...College President Bernadine Fong recommends approval of the 2003-04 ASFC operating budget. Board of Trustees Public Memo, 4/30/03 — Meeting of 5/5/03 Page 4 6. Due to the financial difficulties the District will be facing next year, the Board of Trustees is asked to exercise its discretion over certain local fee increases, to become effective July 1, 2003. The proposed fee increases are summarized in the attached pages and involve student decal parking fees, De Anza Flea Market parking fees, citation costs, and facility use fees. Acting Vice Chancellor of Business Services Mike Brandy recommends approval. 7. Due to building renovation and construction activity, Foothill College and De Anza College must frequently move programs to alternate locations. The award of one primary moving services contract and one back-up or secondary contract will facilitate these moves and reduce moving costs. The campuses have been contracting with various moving service providers on a case-by-case basis. In order to simplify the contracting process and achieve lower costs, the campuses worked with District Purchasing Services to create a bid document that described their needs. On March 14 and 21, 2003, District Purchasing Services advertised for bids and mailed full sets of bid documents to six Bay Area moving companies. Bids were opened on April 14, 2003. The bid documents include the Agreement for Services form and specify an initial contract term of 36 months. The Agreement can be extended for up to two additional one-year periods upon mutual agreement of the parties. However, the Agreement does not obligate the District to purchase any particular amount of services from the contractor, and it provides the District the right to cancel the contract at any time for any reason by giving 30 days notice to the contractor. The Agreement establishes rates for moving vans, movers, supervisors, installers, packers, and unpackers. It also includes a price list for moving supplies such as boxes and tape. Purchase orders for moving services will be issued on a job-by-job basis and priced according to job-specific quotes calculated by the contractor in accordance with the rates and prices in the Agreement. Three bids were received. Based upon an analysis of the cost of two “typical moves,” the lowest responsible bidder was Cor-o-van Moving and Storage at $8,526.52. Mont/Rose Moving Systems, Inc. was second lowest at $9,024.63. The third bidder, Greater Bay Area North American, was high at $9,922.19 and its bid omitted the required insurance from the bid rates. Both Cor-o-van and Mont/Rose have performed moves for the campuses in the past and their services have been satisfactory. Director of Material and Purchasing Services Carmen Redmond recommends that the Board authorize the District Director of Material and Purchasing Services to award the primary contract to Cor-o-van Moving and Storage and the secondary contract to Mont/Rose Moving Systems, Inc., with a maximum total three-year value of $300,000 per contract. MEASURE E CONSENT CALENDAR 8. Board approval/ratification is requested for the following Measure E actions. The aggregate amount for these actions is $9,308. Board of Trustees Public Memo, 4/30/03 — Meeting of 5/5/03 Page 5 A. Title: Revision Order #1 to Addendum #F-25 (P.O. #M240317) Vendor: Cleary Consultants, Inc. Agreement Date: March 4, 2002 Campus: Foothill College Project No.: 153 Project Name: Campus Center Complex Amount: Not to Exceed $4,500 For: Additional seismic hazard investigation Action: Ratification B. Title: Contractor Change Order #12 Vendor: Tinney Construction, Inc. Agreement Date: January 15, 2002 Campus: Foothill College Project No.: 142 Project Name: The Bricks Amount: $4,808 For: Modify bricks at exterior of 4100 and 6700, credit on vapor barrier for first phase, hydronic pipe resizing, and signage credit Action: Ratification Director of Facilities, Operations and Construction Management John Schulze and Construction Program Manager Claudette Weber recommend ratification of Item 9 A and B. MEASURE E PROJECTS 9. The Board of Trustees awarded an agreement for professional services to Allana Lippert, Inc., on May 9, 2001. Project Assignment Amendment (PAA) #D-05 covers the review of submittals and shop drawings, part-time monitoring of the roof and the building envelope, weekly project meetings, reconstruction meetings, design clarifications, punch list inspections and re-inspections if necessary, billing review and project close for Science Center, De Anza Project #765-202, in the amount not to exceed $76,558. John Schulze, Director of Facilities, Operations, and Construction Management, and Mike Brandy, De Anza Vice President of Finance and College Services, recommend approval of PAA #D-05 to the agreement with Allana Lippert, Inc. in the amount not to exceed $76,558. 10. This Agreement with Netcor Design Systems for professional telecommunication design services for the Campus Center, Foothill Project #153, is for the lump sum amount of $106,740. This project was developed through the level of schematic design during the spring of 2002, to allow the preparation of a state funding application (FPP) at that time. Board of Trustees Public Memo, 4/30/03 — Meeting of 5/5/03 Page 6 With the subsequent success of this application, this project’s remaining design phases have begun. This Agreement will cover the specialized design work for the aspect of telecommunications services within the buildings, in conjunction with the architect and engineering consultants design work. This Agreement will develop and design the telecommunications for this project through to the completion of Construction Documents, Department of the State Architect review and approval, Bid and Award, and Construction Administration phases. Director of Facilities, Operations and Construction Management John Schulze recommends approval of the Agreement with Netcor Design Systems in the lump sum amount of $106,740. 11. Revision #2 to Project Assignment Amendment (PAA) #20 to the Agreement with Perkins & Will for the Campus Center, Foothill Project #153, is in the amount of $65,231. The Board awarded an agreement for Professional Architectural Services to Perkins & Will on October 30, 2000. The Board subsequently awarded PAA #20 for Professional Services for the Campus Center project on January 7, 2002. This Revision #2 covers the specialized design work associated with the food service aspects of the building, and will complement the development of the remainder of the building’s design work, which is just beginning to move forward from the previously completed level of Schematic Design. Refer to the attached Revision #2 for a summary of all revisions to the language of the existing PAA #20, and the specifics of the Architect’s and the Food Service consultant’s roles and responsibilities. This Revision #2 is required to allow the completion of the design work for the project through the use of an outside sub-consultant to the Architect with an expertise in Food Service design. Director of Facilities, Operations and Construction Management John Schulze recommends approval of Revision #2 to PAA #20 to the Agreement with Perkins & Will in the amount of $65,231. PERSONNEL 12. The Foothill-De Anza Community College District has a long-standing commitment to diversity as evidenced by its Diversity Vision Statement approved by the Board of Trustees on June 15, 1998, and Policy 4100 on Cultural Diversity/Equal Opportunity originally approved on June 21, 1962. In recent years, the District has made important strides in increasing diversity among employees. Now that we are facing a situation of downsizing because of lack of funds, it is important to remind ourselves of “the value the contributions that a culturally diverse community of faculty, staff, and administrators makes to all students who study at Foothill and De Anza Colleges,” as stated in the District Diversity Vision Statement. In keeping with the Principles and Strategies for Budget Reductions, every effort has been made to preserve positions to the extent possible by not filling vacant positions and reducing “B” budgets. Because the budget shortfall is so great, some layoff notices are being recommended at this time. Board of Trustees Public Memo, 4/30/03 — Meeting of 5/5/03 Page 7 The potential impact on diversity is a grave concern but will not be fully known until all noticed employees make a decision about their bumping rights, which are governed by the negotiated agreements with the unions. At that time, a report will be made to the Board on the impact. This month the Diversity Advisory Committee will be surveying all employees regarding the diversity climate in the district. Although certain positions are being recommended for elimination at this time due to budget constraints, all current employees and the work they do are of value to the District. It is important to be aware of the many benefits to students from studying in a multicultural environment. Therefore, it is appropriate to renew our commitment to Cultural Diversity/Equal Opportunity as stated in Policy 4100. Interim Chancellor Lois Callahan recommends that the Board reaffirm Policy 4100, Cultural Diversity/Equal Opportunity. 13. The potential financial shortfalls the District is facing next year are unprecedented. The major reasons for this shortfall are as follows: 1. A proposed reduction in Base Revenue apportionment for 2003-04 of approximately $7 million. This is the number that has been proposed by the governor in his January budget. 2. A proposed reduction in the Partnership for Excellence funding of approximately $4 million. This funding is part of the District’s general fund and will directly affect the ability to support students from general fund allocations. 3. No proposed Cost of Living Adjustment (COLA) for 2003-04 in the governor’s proposed budget. This will affect the District’s ability to pay for the increases in expenses as outlined below: a. PERS rate increase to 9%. This will translate to approximately $2 million in reductions that the District will need to make in the general fund to absorb this increased rate from PERS. b. Medical benefit increases. The benefit rates for medical, dental, etc. are projected to increase next year by approximately $1.5 million. While the District has proposals on the table with the collective bargaining units to slow the rate of increase, none of the units have agreed to any modifications to this plan to offset any of the projected increase. c. Step and column increases. During normal years, the District would be paying for these increases from COLA. However, with the governor’s proposal of no COLA for 2003-04, the District will need to absorb approximately $1.2 million to pay for these contractual increases. 4. During the 2002-03 year, the District had to absorb last minute reductions made to categorical programs when the state budget was adopted, even though the District had been operating the programs for 2-3 months before being informed of reductions. This was particularly true in the matriculation and TTIP programs. Board of Trustees Public Memo, 4/30/03 — Meeting of 5/5/03 Page 8 5. In addition to all of these projections, the District is facing major uncertainty over enrollment forecasts for next year. At the current time the District is estimating that the colleges will hold enrollment and not suffer any decrease. However, there is great anxiety as to the effect of any kind of a fee increase that is close to the 118% proposed by the governor. Even though the governor’s office expected a 5.7% decrease in enrollment, the District is going to try to hold enrollment steady. If the District fails and suffers a decrease in revenue due to enrollment loss, that will add to the budget problems. There are a number of other inflationary increases in the areas of utilities, property insurance, etc. that are driving expenses up. Each expense dollar that rises, in a budget without any state COLA, results in reductions of other expenses to offset these increases. The District’s current forecast is for an approximate $22 million deficit for the 2003-04 year (on an operating budget of approximately $150 million). The Board is asked to approve the following two actions. 1) Whereas, the District has received notice from the Chancellor of the California Community Colleges that funding for fiscal year 2003-04 will be substantially reduced, the following classified positions will be eliminated effective June 30, 2003: Administrative Assistant I (7 Positions) Apprentice I/Utility Maintenance Instructional Associate (2 Positions) Instructional Designer (2 Positions) Instructional Graphics Designer (2 Positions) Journey Auto Mechanic Laboratory Technician, Physics Network & Systems Communications Technician Program Coordinator I Program Coordinator II (2 Positions) Programmer Analyst II Public Access Specialist Secretary (3 Positions) Senior Secretary Technology Services Technician Technology Training Specialist (2 Positions) Warehouse Worker I Therefore effective June 30, 2003, the following classified employees are subject to layoff due to the lack of funding: Brown, Barbara - Administrative Assistant I, Child Development Denman, Cynthia - Administrative Assistant I, Workforce Development Jobs, Patricia - Administrative Assistant I, College Services Moeller, Tracy - Administrative Assistant I, Chancellor’s Office Board of Trustees Public Memo, 4/30/03 — Meeting of 5/5/03 Page 9 Navarro, Elvia - Administrative Assistant I, Business Services O’Neill, Joanne – Administrative Assistant I, Child Development Segovia, Jennifer – Administrative Assistant I, ETS Gurrola, Andy – Apprentice I/Utility Maintenance, Operations Davis, Priscilla – Instructional Associate, Special Education Ederra, Edward – Instructional Associate, Special Education Griffiths, Robert – Instructional Designer, ETS King, Heidi - Instructional Designer, ETS Gamaza, Anna – Instructional Graphics Designer, ETS Shaw, Gregory - Instructional Graphics Designer, ETS Banuelos, Jose – Journey, Auto Mechanic Hochstraser, Alex – Laboratory Technician, Physics, PSME Weiss Jr., Phillip – Network & Systems Communications Technician, ETS Redmon, Thelma – Program Coordinator I, Counseling Malmgren, Susan – Program Coordinator II, Workforce Development Johnson, Karen – Program Coordinator II, Workforce Development Bradford, Michael – Programmer Analyst II, ETS Haber, Robert – Public Access Specialist, ETS Cole, Sheri – Secretary, Human Resources Davis, Texanna – Secretary, Counseling Sink, Paul – Secretary, Counseling Fleishman, Annette – Senior Secretary, Special Education Leonardo, Les – Technology Services Technician, ETS Fransham, Kathy – Technology Training Specialist, ETS Garrido, David - Technology Training Specialist, ETS Mc Leod, Norman – Warehouse Worker I, Operations In accordance with Education Code sections 88117 and 88127, Article 11 of the Agreement between the District and Local 715, SEIU, Unit 1 and Article 9 of the Agreement between the District and CSEA, Chapter 96, Unit A, the Board is requested to authorize District representatives to provide each employee with a (30) thirty-day notice of layoff. 2) Whereas, the above listed employees may exercise “bumping rights” into other classified positions in accordance with the Education Code and their respective collective bargaining Agreements with the District, the following employees may be subject to layoff: Dahlke, Barbara – Academic Advisor, Counseling Adams, Anne - Administrative Assistant I, International/Distance Learning Menon, Druce – Administrative Assistant I, Middlefield Campus Hawthorn, Margarita – Administrative Assistant I, Older Adult Studies/Community Education Ishikawa, Akemi – Administrative Assistant I, Counseling Stokes, Wendy – Administrative Assistant I, Honors Board of Trustees Public Memo, 4/30/03 — Meeting of 5/5/03 Page 10 Trinh, Lan Nguyet – Administrative Assistant I, Readiness/Language Arts Brown, Dolores – Administrative Assistant I, Student Outreach/Retention Ramirez Moya, Francisca – Office Assistant, EOPS Rodriguez, Jorge – EOPS Specialist, Senior, EOPS Jones, Carol – Instructional Associate, Physical Education Flynn, Frank – Instructional Associate, ESL Presler, Andrea – Instructional Associate, Environmental Studies Deshpande, Mrinmaie – Admissions & Records Assistant, Admissions & Records Espinoza, Lily – Program Coordinator ...