September 12, 2016 Present: I. Called to Order II. M/S/P … · 2018. 12. 10. · 7. Measure X 2016...

Evergreen Valley College College Council Meeting Minutes

September 12, 2016

Present: Andrea Alexander, Keith Aytch, Arthur Azevedo, David Camara, Sandra Dinh, Mark Gonzales, Merryl Kravitz, Lauren McKee, David Micetich, Eric Narveson, Elaine Ortiz-Kristich, Adela Swinson, Henry Yong

Also Present: Eugenio Canoy, Lynette Apen Absent: Cristina Mena

I. Called to Order

Called to order at 2:05 p.m.

II. Adoption of Agenda M/S/P (Azevedo/Narveson)

III. Approval of May 12, 2016 Minutes: M/S/P (Gonzales/Azevedo)

IV. Public Comments None.

V. Recognition/Announcements President Yong stated that there had been a lot of positive comments from EVC, SJCC, and District Office in regards to the recent combined PDD. People were pleased to see the campus neat and clean and there were a lot of positive comments in particular about the Central Green. President Yong expressed his gratitude of the shared governance process during the planning of the new Central Green, which allowed us to have such an attractive final outcome. He expressed his thanks to Grounds as it’s a lot to care for. He expressed his appreciation to the Staff Development committee for their hard work on PDD. Elaine Ortiz-Kristich thanked President Yong, VP Aytch, and Chancellor Budd for attending the La Raza event where the Enlace Program was recognized. She thanked them for their support.

VI. Information Items

A. Accreditation

Lynette Apen provided a couple quick updates. She noted the accreditation team will arrive in less than a month; October 10th through 13th. She sent out an email today announcing the start of Accreditation Whiz. She’ll be updating students at the fair on Wednesday. She’s open to any suggestions anyone might have to get the information to the students. Lynette met with President Yong and VP Aytch regarding the quality focus essay to map out all the items that need work. There are a number of items. She distributed the Fall 2016 Accreditation Work Plan. She’ll be going to all the College Council meetings this semester and there will be items that she’ll bring forward for action. She asked the Council to anticipate those items and the need to attend the meeting.

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Lynette noted that they will conduct mock interviews with some of the individuals on campus. She’ll reach out to College Council members to do that. She shared a hand-out and stated they will be posted in every room on campus. She asked that they take one and post it in their area if they don’t already have one. VP Swinson inquired as to whether there is anything else Lynette would recommend for everyone to be prepared. Lynette stated that it’s key for everyone to be familiar with their areas.

VII. Reports A. President’s Report – Henry Yong

1. Fall Semester Start-Up Fall semester start-up went very well. There had been some concern about possible traffic jams, but District Police worked with EVC to ensure all went well. Chief Morales was out there himself to assist with directing traffic. Stopping traffic coming down the hill heading west on Yerba Buena was helpful for students turning left into the parking lots. He noted that each semester there are new students that aren’t yet familiar with the campus and don’t realize there are multiple lots with multiple entrances to the campus. They tend to go to the main entrance off Yerba Buena and that lot fills quickly. They drive around and are either late or miss their class as they cannot find parking. He stated that part of the problem is that there is no way to get from one side of the campus to the other. President Yong has been asked if there is going to be a place where students can park for free. He said SJCC has street parking, but EVC doesn’t. Students drive to the area neighborhoods and park there. The neighbors on both sides have complained for years. He stated one person noted that when the dirt lot was open there were fewer students parking in the surrounding neighborhoods. He stated this is something to think about as it pertains to the future. President Yong noted that EVC had a strong offering. They canceled classes that were low-enrolled. EVC had a weak growth, but still better than some others. 2. Saturday Classes Start Date Error President Yong noted that the schedule had stated the Saturday classes started September 3rd, but they started on September 10th. They sent out notices, but there were still a few students on campus that day looking for their classes. 3. MS3 Update Employees, students, and parents have stated how beautiful the MS3 building is, as well as the surrounding area. 4. MS3 Grand Opening We are looking for a suitable date for the grand opening, maybe in two to three weeks; hopefully a very simple ceremony. 5. New Hires President Yong made note of a number of new employees.

• Vice President of Student Affairs • Vice President of Administrative Services • Dean of Student Success • Case Manager

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• Director of Student Development & Activities • Student Success Supervisor • Financial Aid Supervisor • Lieutenant and Sergeant (SJECCD)

He stated that the Case Manager position is a faculty position and everyone has waited a lot of time for it. It’s a special faculty position in the area of counseling, clinical psychology. They will help the campus when there are threats or possible suicide. They will be there for students that feel overwhelmed, whether from pressures at school or home, and are having difficulty coping. It’s hoped this person can intervene and provide advice and assistance to the student to get through that period of time. Dean Gonzales noted that the position is very unique as they will not only serve the students, but be a resource to the faculty, as well. They will be able to do workshops for the faculty and Deans to assist them in recognizing when a student is in need. 6. Evacuation Training & Drill The evacuation training and drill was successful. There were three drills. They were glad to have the opportunity to conduct the drills. They were for fire only. President Yong mentioned to Chief Morales that training for earthquakes and active shooter should be looked at, but Chief Morales had indicated they would need to find the funding for it. President Yong heard that it was $25,000 for the three fire drills and associated training. 7. Measure X 2016 Bond – Facts/Q&A Sheet

Copies of Measure X-related items from the District’s web site were provided to the College Council for informational purposes, which included a fact sheet and a page with the do’s and don’ts.

B. Academic Affairs Report – Keith Aytch

VP Aytch stated that enrollment was up. He noted that there was a regional CIO meeting on Friday and enrollment is down for most colleges. He said that De Anza is actually down about 10%. He thanked the students, faculty, and administrator for their hard work on the front end. He expressed appreciation for all the people who worked the welcome tables. VP Aytch reminded everyone that the Accreditation Team will give them a list of people they want to see. He will disseminate that information to you in advance. If you have any conflict, they’ll assist with that. The Accreditation Team will be housed in LE224. He recognized Lynette Apen for her work. They’re working on the final pieces for the catalog and hope to finish next week. The non-credit program is small, but successful.

C. Administrative Services Report – Andrea Alexander VP Alexander stated that the Adopted Budget will be presented to the Board of Trustees tomorrow night. The LETC pathway and some parking spaces in 4A will be revamped to address ADA items. They will begin after the accreditation visit. The barricades will go up October 15th and the construction is slated to begin October 17th. It’s a four-month project. While it’s underway,

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you will need to walk around the buildings as the area between the gym and LETC will be closed. Roble construction is slated to begin after the first of the year. The area will be fenced off in January. Wayfinding signage is going to the Board of Trustees for approval tomorrow night. The signs will then be fabricated and construction for installation will occur in February. They will be in place for Fall 2017. CTSS is in the close-out phase of the Math & Science building project. The wireless upgrade is coming to a close. Eric Narveson inquired as to whether every office in Roble has a place to go. VP Alexander responded that they do. Eric also inquired if it includes Reprographics and if so, if will it be repurposed. VP Alexander stated Repro is included and they will need to see about whether the building can be repurposed. Eric expressed interest in seeing the historical documents, etc. housed there.

D. Student Affairs – Adela Swinson

VP Swinson stated they’ve been very busy with technology updates. Online updates were included in the accreditation write-up. They will be able to collect data that will assist with reporting for the student success money. That project will be included in SARS upgrade. They’ll be brought to a whole new level. Currently it’s used for counseling scheduling and the upgrade will allow all areas will use it. Students will be able to make appointments online. For student services we have SARS with reminders to make payments. Student service areas will have a way to text the student. They’ll also have the ability to email. This will enhance the student services area to reach out to the student population. Should be up and running for testing in October. Then they will bring others online. They’ve implemented an agreement that will allow students to order transcripts online. They currently still have to come on campus to order transcripts. The agreement was approved by the Board of Trustees August 30th. Both colleges will have the option. Cranium café will provide online counseling. Three to four counselors will be early adopters. Student services changed their hours to accommodate student needs. They realized the various departments all had different hours. This has been changed to all have uniform hours. Most are 8-5 and then Fridays 9-4. They also have extended hours the week before the start of semester and the two weeks after school starts. Unfortunately students come in at the last minute. They are talking to the local high schools to do MOU to allow concurrent enrollment. Students then don’t have to travel. Eric Narveson noted that SJCC just did an MOU and inquired whether EVC will be doing the same. VP Swinson stated that EVC might use the same agreement. VP Aytch noted that Foothill has expanded to do this so they could increase enrollment whereas De Anza won’t.

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VP Swinson noted that they’ve had great success with the VTA bus passes. They issued over 1,000 passes. People are still trickling in, but now they have to evaluate the results. $9 for 6 or more units; less than 6 units is $4.50. They’re reaching out to VTA as they want to make sure they implement a direct line to EVC. Currently students have to go to Eastridge first. They have a one and half hour travel time. They’ve hired a Dean of Student Success and she starts September 19th. They have a transition plan to help her transfer in. They’ve had a couple counselor positions filled/transfers. They’re planning Student Services retreat at the end of October. President Yong addressed Eric Narveson’s comment. EVC just recently learned that SJCC was implementing an MOU with Eastside. EVC has never gone over to recruit at San Jose Unified; now SJCC is coming over here and they didn’t inform us until it was done. He will be meeting with the Chancellor and the SJCC President today. Lauren McKee noted that it’s a shame what’s happening. Before we do these things we need to have some rules and communicate about this. It doesn’t look good.

VIII. Discussion Items None.

The meeting adjourned at 3:30 p.m.


September 26, 2016

Present: Andrea Alexander, Keith Aytch, Jack Baker, David Camara, Sandra Dinh, Mark Gonzales, Merryl Kravitz, Lauren McKee, David Micetich, Eric Narveson, Elaine Ortiz-Kristich, Adela Swinson, Henry Yong

Also Present: Eugenio Canoy Absent: Arthur Azevedo, Cristina Mena

I. Called to Order


II. Adoption of Agenda M/S/P (McKee/Narveson)

III. Approval of September 12, 2016 Minutes Elaine Ortiz-Kristich noted a few areas that need the language slightly changed due to typos, grammar, or to better reflect the context of comments made by individuals. She read off the items to the College Council and will provide these changes in writing to Penny Garibay off-line for inclusion in the permanent minutes. Following changes/corrections, minutes were approved. M/S/P (Ortiz-Kristich/Micetich)

IV. Public Comments Eric Narveson noted that he’s heard from several faculty that the walls in the MS3 building are too thin as one can easily hear others’ conversations with students, etc. He would suggest some sort of upgrade be considered. Eugenio Canoy requested the item be communicated to the Safety & Facilities Committee to review and make recommendations; the Safety and Facilities Committee will then bring the item to the College Council as appropriate.

V. Recognition/Announcements President Yong acknowledged the Grounds Department’s work in sprucing up the campus in preparation of the Accreditation Team visit. Custodial staff will also be cleaning segments of the campus for the same purpose.


A. Accreditation

VP Aytch provided updated information on behalf of Lynette Apen. He provided two handouts. They are busy preparing for the team visit, which includes preparing the campus. They are working with grounds and custodial on specific areas to be spruced up. October 4th the Board of Trustees is having a four-hour study session on accreditation. October 3rd there will be mock interviews to prepare people. The online quizzes have had good participation. They have

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begun a preliminary schedule. The team is expected to arrive on campus at 8:30 a.m. October 11th for a reception. They received a request for all online syllabi. Once a schedule has been set, it will be shared with everyone. The handout provides some of the timelines. The work plan is part of the QFE. The team will be housed in LE224. VP Aytch had an opportunity to meet with the Chancellor to review accreditation. VP Aytch advises everyone to be polite, respectful, and aware.

B. Budget Resource Allocation Eugenio Canoy, Chair of the College Budget Committee, provided handouts and referenced discussions that took place with the College Council the previous spring. Last spring they sent out emails that informed everyone they were implementing an allocation process and held budget hearings. The handouts provided the following: information about the mission from IEC; a flow chart that showed the process they follow; College Budget Committee charge; college budget planning process; and a list provided to the College Council last spring that includes requests from the budget managers. He stated they try to follow the planning process as outlined. They have aligned the dates to the District budget process. In April or May this past year they were supposed to submit this to the President and College Council. Once the lists are approved, the information will go into the form as shown and will be prioritized by the Deans and budget managers. Large ticket items such as capital items and facility improvements have been separated since the spring when they last provided the list to the College Council. It’s not yet known how much money will be received, but the list includes requests totaling $1.1M. The District is going through the process with the District Budget Committee of establishing a budget allocation model. Lauren McKee (Budget Committee Member) noted that some of the items such as the sweeper and mowers are items the Budget Committee believes should be run through the District as they’re facility-related. EVC doesn’t receive any allocation for these expenditures. Jack Baker (Budget Committee Member) stated they took two approaches. There were far more requests than budget would allow. They opted to strike the big ticket equipment and fund the rest. President Yong noted that for many years there wasn’t money for expenditures, which has caused a backlog of requests. He stated it will be a while before the process can catch up with the needs.


1. Accreditation

Team will arrive at the District on October 10th.

2. Facilities Renovation Some construction items are delayed and will begin after the accreditation visit to avoid getting in the team’s way.

3. San Jose Promise Most have heard about America’s Promise that President Obama recently revealed. Our students will be allowed to participate in San Jose Promise. It all hinges on money. When high school students are considering college, the purpose of this would be we would help find the money for them to attend. Either through BOG waiver and PEL grants or whatever

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they’re short The Promise will try to help. They need to determine where to find the money. President Yong participated in a luncheon with Dr. Biden to launch The Promise. A lot of people from the corporate sector were invited as it’s hoped they will contribute. He’ll provide updates as to how that is coming along.

4. Board Meeting at EVC November 8th EVC will host the Board of Trustees’ meeting and will be highlighting certain key programs.

5. Milpitas Ribbon Cutting An announcement will be coming soon regarding the ribbon cutting ceremony.

6. Community Open House/MS3 Grand Opening MS3 opened this semester, but a ribbon cutting ceremony hasn’t yet been done. There was also to be an open house, but it has been decided the two will be combined.

7. Robotics Partnership President Yong has been working with a robotics manufacturer in San Jose. He’s hoping the math, science and engineering department will step up and work on a partnership with this company to formally develop a program. EVC has a program already and this will fit in to what the engineering department is already doing. It’s hoped EVC will have a robotics program with support from this manufacturer.

8. Strong Workforce Grant The District receives $2.2M for this. It’s supposed to be divided between SJCC and EVC, but there has been a difference of opinion. SJCC state they have more CTE students and courses and should receive more money. They wanted 68% while EVC receives 32%. Following discussions, it was determined the split would be 60/40. There will be more money coming.

9. Campus Updates Forum A reminder just went out regarding the campus updates forum.

10. Chancellor’s Brown Bag Lunch

The Chancellor’s brown bag lunch was well attended.

11. Dual Enrollment EVC is working on dual enrollment. Proposals with ESUHSD and Latino College Prep Academy are being pursued. EVC is ready; the schools just need to tell EVC what classes to offer. There was a question about the status of SJCC attempting to work with area high schools that have historically been under EVC’s purview. Eric Narveson noted that they met with the Chancellor and she has determined there will be one master agreement between SJECCD and ESUHSD. The specific programs would then be college-specific based on what the colleges offer.

12. Latino College Preparatory Academy See above.

13. East Side Principals’ Meeting

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EVC is hosting ESUHSD Principals’ Meeting October 4th. EVC will provide a presentation during the last hour of ESUHSD’s meeting. EVC is looking for a more efficient way to get the message out to the schools. After a number of years, EVC now has this great opportunity as everyone will be in the room at the same time.

14. Common Assessment Initiative The State wants all community colleges to go to one common assessment platform. A strong consideration will be the students’ GPA at high school.

15. Full-time Faculty Positions for 2017/2018 The Academic Senate is working with Senators to review new positions for the next year. He believes this has already gone out and they are preparing to present at the Senate meeting. It’s also going through the route of the Deans.


They are in the final steps of hiring an Associate Dean of Non-Credit. Program review will be in December. They will bring a list of programs that are up for review and set the timeline. They are working on a glossary for terms and will provide that next week.

C. Administrative Services Report – Andrea Alexander No report. VP Alexander was out of the office.


No report. VP Swinson was out of the office.

VIII. Discussion Items None.



October 10, 2016

Present: Keith Aytch, Jack Baker, David Camara, Sandra Dinh, Mark Gonzales, Merryl Kravitz, Lauren McKee, Eric Narveson, Adela Swinson, Henry Yong

Absent: Andrea Alexander, Arthur Azevedo, Cristina Mena, David Micetich, Elaine Ortiz-Kristich

I. Called to Order


II. Adoption of Agenda M/S/P (Kravitz/Narveson)

III. Approval of September 26, 2016 Minutes M/S/P (Baker/Narveson)


V. Recognition/Announcements President Yong thanked everyone for working so hard on preparing for the accreditation team visit, especially all the work done on the report.


A. Accreditation Updates

VP Aytch provided information on the accreditation team forums and location of where they will be located. Lynette Apen thanked Bob Pacheco for doing mock interviews and believes everyone is ready for the team visit.

VII. Action Items

A. Budget Resource Allocation Eugenio Canoy, Chair of the College Budget Committee, was unable to attend. Lauren McKee, College Budget Committee Member, presented the item on his behalf. President Yong inquired if the total amount listed was what the Council would be approving. Lauren McKee stated the committee had received over $1M in requests, but they only have $500K to allocate; total to be allocated at this time is $415K+. She noted that a number of the items were set aside as the committee felt some of the requests should be paid for by the bond or by the District. They will be discussing this further with the District Office. Dean Kravitz expressed concern that her department’s requests were not on the list as had previously been discussed. She stated all of her paperwork was submitted in plenty of time,

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but when the report first came out, her department was left off as an oversight. She had been told that would be taken care of before the report was re-submitted for action by the College Council. Lauren McKee stated the list had been discussed with the College Council since spring and it wasn’t appropriate to delay approval for one department. President Yong suggested that the College Budget Committee could review the needs of the two divisions not represented. There was a motion to refer back to the committee. (Narveson/Kravitz) The College Council discussed the motion. Lauren McKee inquired as to why this is being discussed now after all these meetings. Dean Kravitz stated she had been in discussions with Eugenio Canoy to add her department and he said he would. He said they didn’t have the paperwork she submitted and asked for it to be resubmitted, which she did, but it’s still not on the list. Eric Narveson stated there is clearly a flaw in the system, and he doesn’t believe the College Council should ignore the request. The motion to refer the list back to the College Budget Committee to review the missing departments was made. M/S/P (Narveson/Kravitz); Ayes-4, Opposed-2, Abstentions-1, Absent-4

VIII. Reports A. President’s Report – Henry Yong

1. Update on Silicon Valley Code Camp 2016 There were fewer corporate sponsors this year and less attendance. Planning for next year will begin earlier.

2. Update on October 3rd Campus Forum Forum went well. There was a smaller group that the previous forum. It was an opportunity for the campus to discuss accreditation and other updates.

3. Update on October 4th ESUHSD Principals’ Meeting It was a great meeting and things were left on a positive note. EVC and ESUHSD will work together to serve the students in East Side. President Yong hopes there will be a follow up meeting with the principals next semester. It’s a good opportunity to connect.

4. Collaboration with High Schools in East Side Academic Affairs and Student Affairs will continue to work with ESUHSD to partner up for dual enrollment.

5. Accreditation Team Site Visit October 10th through 13th President Yong went over the accreditation team’s schedule.

6. MS3 and Fitness Center Ribbon Cutting Ceremony, October 19th, 3:00-4:00 p.m. President Yong noted the event. Jack Baker inquired as to whether there are any plans to open the fitness center to staff on campus. President Yong stated that P.E. is developing new courses for people to sign up. They will be one-unit classes for people to use the equipment. Dean Gonzales stated they are working on having a staff person available that knows CPR so that they can keep it open during intersession.

7. EVC Open House, October 19th, 4:00-6:00 p.m.

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President Yong stated the Open House will include tours of the new buildings to showcase the campus for the community.

8. Milpitas Ribbon Cutting Ceremony President Yong noted the upcoming event in Milpitas. Invitations are available at Penny’s desk.

9. Tai Chi Club President Yong stated that students are signing up for the club. They’re looking to have Nancy be the advisor. Dean Gonzales stated that because it’s an active club, the advisor will need to be really connected and attend each meeting. He’s not sure if Nancy knows that as she already has a fairly busy schedule. Sandra Dinh stated that the activity’s director is learning and now knows that no one can be alone. That will be fixed and reorganized. Dean Gonzales stated that it was the District Office that brought it up five years ago. They asked if we had “this, this, and this,” and they stressed the importance of having the students sign a waiver of liability. He noted that right now with cardio kick-boxing they’re getting injuries about once per month.

10. Open Lab for Fitness Center Item discussed during item 6 above.


VP Aytch announced that Julie Vo’s name was being submitted for approval of promotion to Associate Dean at the Board meeting the next evening. Ying-Fang’s last day will be Friday, October 14th as she’s leaving to work for UC Berkeley. They’re continuing schedule production. The Deans are looking at the schedules now. They’re hoping to go live at the end of October. The new catalog is available. Everyone has been working tirelessly to prepare for the accreditation team’s visit. VP Aytch is grateful for everyone’s support.



VP Swinson stated that the common assessment test has been delayed. It will not be available in November as expected. They’re working with counselors to look at multiple measures. The common assessment will help in placing students. The counseling faculty are reviewing academic renewal. They are not in agreement as to how the administrative procedure is written. They will work on that and then take it back to Council for review. It benefits the students to be on the same page. Student Services presented at the ESUHSD Principals Meeting for 35 to 40 minutes. They had a lot to talk about such as dual enrollment, common assessment, etc. They discussed the VTA parking passes and the meeting attendees were excited about that. She plans to send them a thank you note and follow up with them. VP Swinson stated she is new and Dean Arevalo is new; they need to reestablish relationships that may have been dormant for a while.

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They have a meeting with the CEO of VTA this Friday. They hope to make a difference in changing the route as it definitely affects EVC’s students. Jack Baker requested they also bring up the timing of the schedule as they have buses leaving five minutes before classes let out. The students need to leave early to catch their bus. VP Swinson noted they will be tracking the usage of the passes and that data will help in assessing needs. They are testing the new SARS functions. Online orientation began filming yesterday. It’s a big production with professionals and a lot of equipment. Our online orientation is going to be state of the art. It’s going to be a model for other colleges. This is a video that will be in modules. They then won’t have to sit through an hour long video. There will be questions following each module. We’ll be able to pull data reports as to how many have completed it, etc. They will be here this week to finish filming. Final product will be done October 31st. To begin with it will be just in English, but as we move forward we hope to have additional languages. Sandra Dinh mentioned they had a script they read from. She will be in the video. Student Services will be offering information at the October 19th Open House.

IX. Discussion Items None.


Evergreen Valley College College Council Meeting Minutes – Special Meeting

October 13, 2016

Present: Andrea Alexander, Arthur Azevedo, Keith Aytch, Jack Baker, David Camara, Mark Gonzales, Merryl Kravitz, Cristina Mena, David Micetich, Elaine Ortiz-Kristich, Adela Swinson, Henry Yong

Also Present: Lynette Apen, Raymond Wu, Accreditation Team Absent: Sandra Dinh, Lauren McKee, Eric Narveson

I. Called to Order

Called to order at 9:15 a.m.

II. Adoption of Agenda M/S/P

III. Public Comments None.

IV. Recognition/Announcements None.

V. Information Items

A. Ribbon Cutting Ceremony & Open House October 19th

President Yong noted the upcoming event and that the community had been invited to attend. Jack Baker noted that the public was having difficulty with the rezoning of the 27 acres adjacent to EVC. He felt it is important to open the new fitness center for public use to increase good will. Merryl Kravitz stated that she had canvassed people in her neighborhood and there were very few that opposed the 27 acres rezoning/development. She said they all were aware of the issue, but only a few were strongly opposed. However, those few were very vocal. VP Swinson announced that Student Services will have tables at the open house.

B. 2017 Graduation Location President Yong announced that the Commencement Committee would be meeting in a couple weeks to discuss holding graduation elsewhere. The reason for this is the planned demolition of Roble will be underway at the time of the commencement ceremony and would interfere with the use of the central green for graduation.

C. EVC Video President Yong shared a video an EVC student, Andrew Nguyen, had created highlighting Evergreen Valley College. The video was well received by those in attendance.

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VI. Reports

A. President’s Report – Henry Yong B. Academic Affairs Report – Keith Aytch C. Administrative Services Report – Andrea Alexander D. Student Affairs – Adela Swinson

Reports were deferred to the next meeting to provide time for the Accreditation Team to speak with the College Council.

VII. Discussion Items

A. Accreditation Team – Q&A Q&A with Accreditation Team took place after College Council adjourned.

The meeting adjourned at 9:32 a.m.

Evergreen Valley College College Council Meeting Notes – No Quorum

October 24, 2016

Present: Keith Aytch, Jack Baker, Sandra Dinh, Mark Gonzales, Merryl Kravitz, Eric Narveson, Elaine Ortiz-Kristich, Adela Swinson, Henry Yong

Also Present: Lynette Apen Absent: Andrea Alexander, Arthur Azevedo, David Camara, Lauren McKee, Cristina Mena, David

Micetich

I. Called to Order No quorum. Meeting began at 2:06 p.m.

II. Adoption of Agenda No quorum.

III. Approval of Minutes

No quorum; unable to approve minutes from October 10, 2016 and October 13, 2016.


V. Recognition/Announcements President Yong expressed appreciation to Penny Garibay and Yesenia Ramirez, as well as everyone involved in planning and preparation for the MS3/Fitness Center Ribbon Cutting and Open House held on October 19th. He also expressed appreciation to Blach Construction who provided the caterer and planning assistance. He noted that there was a good turnout for the event. Sandra Dinh expressed appreciation for being honored with the invitation to attend the Rotary Gala, as well as the Hispanic Foundation event. She noted that the Hispanic Foundation has programs and would like for someone at EVC (faculty) to meet with them. She stated she has information for VP Swinson or Elaine Ortiz-Kristich if they would like it.


A. Accreditation Updates

Lynette Apen provided a handout for the Accreditation Work Plan. She stated the document notes the work to be done. Everyone is actively working and pursuing items identified and the IEC already has a draft of the integrated plan, which they will submit to College Council. A strategic planning matrix is being developed and will also be submitted to the College Council when completed. She asked that the name or committee listed please take note as these items will be expected of them.

VII. Information Items A. Program Review – CalWORKs

No quorum to take action. Item will be resubmitted at the next meeting.

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VIII. Reports A. President’s Report – Henry Yong

1. Accreditation Debrief

President Yong provided an overall summary of the process and possible outcomes. EVC has an idea as to what needs to be done and has begun the process. President Yong will share this progress during the five minutes he’ll be provided to speak before the Commission. President Yong stressed the importance of working on the items now versus waiting as you’ll lose three months and the work needs to be done either way. The College Council will be kept apprised of the progress. Since EVC’s institutional researcher has just left and the District’s Executive Director of Institutional Effectiveness is leaving shortly, the disaggregation of data will be more difficult to work on.

2. Ribbon Cutting Ceremony & Open House President Yong stated that the event went well and there was a good community presence.

3. Acting VP of Academic Affairs Vice President Aytch will be on Professional Development Leave for six months beginning in January. They will be posting in-house for an Acting VP to fill in turn his absence.

4. Faculty Positions for 2017-2018 The Academic Senate has been working with the departments and divisions to determine their needs for faculty positions. The Deans Council has been doing the same. President Yong will provide the two lists to College Council as has been done in the past.

5. California Assessment Initiative Originally it was hoped this would be done September/October, but it has been delayed. VP Swinson will provide additional information.

6. Language Institute President Yong asked that it be conveyed to the faculty that they are working hard on this.

7. Open Source Textbooks Between 1997 and 2015 the price of textbooks has increase 1,041%. It’s a captive audience. Right now in California there is an initiative to convert to Open Source. We hope to take a close look at that. An individual spoke at PDD regarding this. College of the Canyons’ Humanities Division uses Open Source.


• VP Aytch is very proud that AFFIRM sent ten students on a college tour and the students came back more excited about attending those colleges.

• Tomorrow is the grand opening for the new Milpitas facility. • There will be a special program at the November 8th Board of Trustees meeting, which will

be held at EVC.


D. Student Affairs – Adela Swinson • VP Swinson noted that the Common Assessment has been delayed. They have a task force

discussing how to move forward. They are considering using Compass. • They are experiencing a few delays with SARS. Some areas have lost their administrative

power to add uses, but they’re looking into having that restored, which will take a little time.

• They have received the videos for online orientation and they are fabulous. The plan to show the first segment at the November 8th Board of Trustees meeting. The team is

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reviewing it for accuracy and to make sure everything needed is there. Students will be able to register and their online orientation can be tracked to see their progress. Within the framework they’ve built in student outcomes.

• MOUs for ESUHSD and SJUSD are on the agenda for the next Board meeting. After those are approved, we’re good to go. We just need to continue conversations as to what programs the schools want and how we can serve them. They’ve had conversations with Hispanic Foundation and they’re hoping to take that as a model to move forward with ESUHSD and SJUSD.

• An ATM will be installed in the cafeteria in the next couple weeks. • They’re preparing for College Connection Academy outreach to parents regarding how EVC

can prepare students. It will be held on the counseling platform. Typically there are 50-60 students.

• The Veterans Freedom Center will be featured at the November 8th Board of Trustees meeting. They will have a couple of the veterans speak.

IX. Discussion Items

Elaine Ortiz-Kristich would like to see committee chairs speak at each College Council meeting; a brief three minute update to keep informed. Lynette Apen noted that the Chairs of the committees have been meeting to connect the work of all the committees and they are working on that as part of their action items. President Yong will be working with you to write goals for the year. VP Aytch noted that one of the questions that the accreditation team had was how decisions from various committees were disseminated to the campus and he’d like to see that published on the web site. Dean Gonzales stated he would like to have it broken out instead of having it buried in the minutes. VP Aytch and Dean Gonzales suggested that Shashi Naidu pull the information from the minutes and post it.

The meeting ended at 3:15 p.m.

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Present: Andrea Alexander, Keith Aytch, Adela Swinson, Sandra Dinh, Arthur Azevedo, Jack Baker, Eric Narveson, Elaine Ortiz-Kristich, Mark Gonzales, Henry Yong Absent: David Camara, Merryl Kravitz, Lauren McKee, David Micetich Also Present: Lynette Apen, Rita De La Cerda (minutes)

I. Called to Order Called to order at 2:05

II. Adoption of Agenda

M/S/P (Ortiz-Kristich/Narveson)

III. Approval of Minutes: October 10, 2016 October 13, 2016 (Special Meeting with Accreditation Team) Notes from October 24, 2016 meeting M/S/P (Baker/Azevedo)

IV. Public Comments – ASG representative, Sandra Dinh, reported that a group of students had gone to Sacramento with a resolution in support of AB1995. In addition to show ASG’s support of Title IX and The Warrior Initiative. Elaine Ortiz-Kristich reported that a group of 15-19 students visited U. C. Santa Cruz; a Hispanic Serving institution. The students were accompanied by two EVC faculty. The purpose of the trip was to give students exposure to a UC campus.

V. Recognition/Announcements

Eric Narveson announced the Annual St. Andrew’s celebration is taking place on Tuesday, November 15, 2016.

Elaine Ortiz-Kristich announced an Open House is being planned for November 22, 2016 and an invitation will be going out soon.

Adela Swinson announced that this week is International Education Week and it will be filled with food, festivities, and music from different cultures.

VI. Action Items A. Program Review – CalWORKs

There was no discussion on this item; a motion to approve was made immediately as the item had already been discussed at a prior College Council meeting. M/S/P (two abstentions) Lynette Apen expressed her concerns about the abstentions because this program review had been shared with the council at a previous meeting; however it had not been approved due to a quorum not being met. She expressed that in the future members of this council should take the time to review, as a lot of hard work has gone into these Program Reviews.

Evergreen Valley College College Council Minutes

November 14, 2016

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B. Budget Resource Allocation Requests (College Budget Committee – E. Canoy) Eugene shared with the council two lists. One list is for $441,703 and the other is for $60,000. The list for $60,000 is specific to Distance Education and the other is the final list submitted by the Budget committee to the council for approval. Mark Gonzales questioned the accuracy of the list because there are three items on the list which he did not want to move forward. He would like the minutes to reflect that he is only submitting one request for $85,000 to have the tennis courts resurfaced. Eugene shared that there were some managers that did not submit their requests in time, but the budget committee had to move forward, as it is not fair to hold up the process. He mentioned that even when the college approves the list, the President can veto any of the line items. He shared that this list should have been approved last summer. There was a motion by Elaine to approve the Budget Resource Allocation Requests, seconded by Eric, one opposition by Mark Gonzales.

VII. Information Items A. Accreditation Updates (L. Apen)

Lynette reported that weekly meetings are being held to discuss things that need to be completed before President Yong goes before the commission, January 2017. She also reported that the letter from ACCJC with recommendations from the Accreditation Evaluation team has not yet been received. It should have arrived a week ago, Friday, November 11, 2016.

B. Integrated Planning Model (First Reading – L. Apen) Lynette shared the Integrated Planning Model, as a first read. It is a time sensitive document for review and feedback. All feedback should be submitted to her by this week. This document will be used when President Yong goes before the commission in January. It is a working document, produced by the Institutional Effectiveness Committee (IEC).

C. Removal of No Smoking Signs (Safety & Facilities Committee – E. Canoy)

There was discussion about the No Smoking Signs and the Designated Smoking Area signs. These are conflicting. The suggestion from the Safety & Facilities Committee is to remove all of the signs. The Wayfinding is in progress and once that is completed, then the appropriate signage can be displayed. There was also discussion about a grant which was recently received to encourage students to be “smoke free and tobacco free”. Health Services will be managing the grant. Also discussed was the fact that the Medical Marijuana initiative was recently approved in the state of California. This will need to be considered as well. There was a motion made by Eric Narveson to move that this be the first read and at the next meeting the Council will approve the removal of all signage. In addition, Eugene was asked to take back to Safety & Facilities the Medical Marijuana initiative taking affect and for the committee to have a discussion about it. Jack Baker asked if there were restrictions on the grant, VP Swinson will bring an update to the next meeting.

D. MS3 Faculty/Staff Access Using Phob (Safety & Facilities Committee – E. Canoy) There have been requests from adjunct faculty for key Phobs for the new MS3 building. The current system in place right now is custodial opens the building at 7:00 a.m. and locks it at 10:00 p.m. But, according to Eugene, it’s an issue of safety. If there was an active shooter on campus, there is no way for an adjunct faculty to lock down the room without a Phob. The Safety & Facilities Committee recommendation is to give all adjuncts in MS3 a key Phob at a cost of $5.00 - $15.00, per Phob. VP Alexander stated that each department needs to be responsible for the distribution and collection of these Phobs each semester. Each semester if a faculty member is not teaching than their name should be removed from the departments list. Eugene was asked to do some research as to how many Phobs will be needed and he is to bring that information to the next College Council meeting for a continued conversation.

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E. Faculty Hiring Recommendations A list of Faculty Hiring Recommendations was handed out. President Yong advised that this is an opportunity to comment or ask questions. The list is being shared with College Council as an information item only. There was discussion about the possibility of hiring ESL instructors at a lower level. It was discussed that ESL instructors with a BA can teach in non-credit courses, minimum qualifications could be lower. Eric shared with the council Academic Senate’s process for coming up with their recommendations. Per Keith the “Deans Ranked” list shared at this meeting is not correct, it needs to be corrected and re-distributed. Elaine shared that during the summer Enlace offered a Math Workshop, which served 40% Latino and 40% African American students. She said the program worked very well and that the campus needs to invest in these types of programs. She also spoke about Counseling. She said there are several new mandates that Counselors must be trained in. She said that SJCC has been successful in hiring for General Counseling. Mark shared that there needs to be two Theater instructors hired in order to keep the Theater program up and running. Also discussed is the Translation & Interpretation faculty position and the need to make it is more general and not specific to legal. No other college has a program like this and we could branch way out. The employment rate for students completing this program is 80%. But this program is very difficult because the student needs to be fluent in both English and in Spanish. President Yong advised that if anybody has an additional input, to please share it with him or the Vice Presidents.

VIII. Reports

A. President’s Report – Henry Yong 1. Upcoming Campus forum

President Yong shared that there are plans to have representative from a non-profit to come to speak on immigration so students know about their rights. He is awaiting a confirmation from the representative. The plans are to hold this forum during a lunch hour. The students need to know that this is a college for everyone, regardless of their status. Elaine shared that the forum needs to be for staff as well. VP Swinson reported that Health Services will be sending out an announcement to students and faculty on upcoming forums for faculty and staff, the forums will be very impromptu.

2. Chair of College Council President Yong shared that a while back a discussion about him being the Chair of College Council was brought forward. He also shared that during the Accreditation, the evaluation team also asked why the President chairs College Council. There was no feedback; therefore, this is an item which needs further discussion at a future meeting.

B. Academic Affairs Report – Keith Aytch VP Aytch reported that a printed schedule has been produced for spring 2017. A bulk mailing is in process to get the schedules out into the community.

Keith reported that the process for hiring a new Research Analyst is underway. In addition, a Dean of

Research & Institutional Effectiveness will be hired. It actually was reposted, but this time it will be an Interim position. Also in process is the hiring of an Acting VP of Academic Affairs and the plan is to forward the name to the December board meeting. The VP will be acting for spring 2017 while Keith is out on Professional Development leave.

C. Administrative Services Report – Andrea Alexander VP Alexander reported that the physical move for Roble is scheduled for December 17 through January 2, 2017, and then the move for CTSS will directly follow. Wayfinding is in its final stages. April/May 2017 scheduled for completion.

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She shared that a focus group is being formed by Chancellor Seaberry to work on a 5-year Technology Plan. Anyone interested in participating should contact Chancellor Seaberry. Fiscal Services A. Deans & Directors should be working on their quarterly reports. B. There will be more user friendly fiscal service training offered. Two to five minute training videos

will be offered and staff can view at their own leisure. Details of Assembly Bill No. 1995 (AB1995), the bill approved by the Governor in September, 2016, which will allow the homeless student population access to the campus showers are being worked out. Implementation is scheduled for January 2017. Custodial Supervisor, Guillermo Serratos, will be retiring as of December 31, 2016. The screening committee to hire his replacement is underway and should be completed before the Christmas break.

D. Student Affairs – Adela Swinson VP Swinson also reported briefly on AB1995 and the need for the campus to establish a process. She advised the council that forums are being planned for faculty and staff who are having anxieties about the outcome of the recent presidential election. A notification will be going out soon with all of the details. Graduation planning efforts are well on their way. It will not be at the Central Green this year and there is discussion about possibly moving it off campus. When graduation was held a few years ago at the Soccer stadium, seating was insufficient. If the venue is the Soccer stadium this year, then plans for additional seating needs to be arranged. In addition, graduation information to the students needs to be sent much sooner than it was sent last year. Online Orientation is getting closer to being completed. They plan to go live in a couple of weeks. She expressed her thanks to ITSS/CTSS for all of their hard work on implementing this.

IX. Discussion Items – None

X. Meeting adjourned at 3:30 p.m.


December 12, 2016

Present: Keith Aytch, Jack Baker, Jose Denton, Sandra Dinh, Mark Gonzales, Merryl Kravitz, Lauren McKee, David Micetich, Eric Narveson, Elaine Ortiz-Kristich, Adela Swinson, Henry Yong

Also Present: Lynette Apen, Penny Garibay (minutes) Absent: Andrea Alexander, Arthur Azevedo, David Camara

I. Called to Order


II. Adoption of Agenda M/S/P (Kravitz/Baker)

III. Approval of November 28, 2016 Minutes M/S/P (Narveson/Baker) The draft November 14, 2016 minutes were deferred as the changes from Council members had not yet been received.


V. Recognition/Announcements President Yong noted that he received a draft copy of the report from the accreditation team Chair. It’s not an official copy from ACCJC, but he felt it important that the College Council see the recommendations and commendations. The time for the next meeting of the Board of Trustees has changed to 4:30. Classified Senate is in the process of being reactivated, as well as the Diversity Action Council. VP Aytch praised Sylvia Min for a great Art presentation on Friday. He was also at Skyline College the same day and they had a wonderful presentation on Cultural Competency and Pedagogical Excellence, Critical STEM Pedagogy, and Culture and Academic Achievement. He stated there were world-renowned speakers at the event. Elaine Ortiz-Kristich stated that the Equity Summit held at Skyline was outstanding. She stated it was perfect timing with DAC coming back. She stated the summit highlighted some of the racial tensions that have been happening. They looked at students nationwide, racial tensions, inequity; they were looking at different programs for the faculty to stay focused and assist the students. President Yong stated he just returned from Mountain View where a special meeting of ten Bay Area colleges convened to discuss what they can do to help undocumented students; those that have declared and those not declared. Topics included what the colleges should be doing. It was presented by the UCLA Labor Center.

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Eric Narveson inquired whether the DAC charge would be looked at by College Council. President Yong responded that they will be coming back with the same charge, but it’s certainly the prerogative of College Council to review them. Eric Narveson also inquired about the DAC membership. He had been told Classified had one seat and the Senate had one seat and that the DAC had a special seat on the College Council. He was also told you could only be on the DAC by invitation. His inquiries about the agenda were blocked. He stated there should be a secretive committee. Elaine Ortiz-Kristich noted that it may have been racial tensions at the time, but that it was a long time ago. President Yong stated they could invite people to attend to address the matter at a future meeting.


A. Accreditation Update

President Yong stated that they had received the information from the accreditation team Chair. He said they responded to the letter that there were no changes based on fact. Lynette Apen noted there is a commissioners meeting in January. President Yong will be representing EVC. She stated they will be looking for any progress since the visit, but not the report itself. They now have a compressed timeline for that and it’s due Wednesday. VP Aytch noted that he has already seen the work of the SLOAC committee and it looks great.

B. IEC Update VP Aytch stated they’re moving ahead with the Interim Dean of Institutional Effectiveness. It’s hoped the successful candidate will be on the mid-February board agenda. They are interviewing Wednesday for the researcher position. It’s expected the individual will begin in January. Lynette Apen noted that in future she will attend College Council to provide IEC updates. They’ve been actively working on accreditation and have completed an integrated planning model, which will launch them into a strategic plan. They will build out activities from there and will have campus activities either in March or fall. They are finalizing their implementation design. Currently they’re accepting program reviews. The usually take December 1 through March to provide feedback. They’re working on implementing the QFE.

C. CTC Update Steve Mentor shared that it’s been great working with Lynette Apen on the shared governance piece, which will make things much better. They expect that by spring they will have a report that links up nicely with City. Looking ahead they want to change the charge for technology to have it be more forward-thinking and leading edge for students. Plante Moran is in the middle of their report and CTC is involved in looking at their draft. They did their presentation at the District Technology meeting and are focusing on areas of student success. He said it wasn’t bad, but it wasn’t how he was expecting the report. He has a concern about it and raised it at the meeting; he’ll see how that goes.

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They’ve been talking a lot about one-drive and Sharepoint. These tools are not being utilized as there hasn’t been enough training. These tools provide better document sharing. There have been some issues with the EVC web site. He and Shashi feel the consultants that set it up didn’t really address EVC’s needs. They’re discussing bringing someone in to fix the five problems they’ve identified. He said they would like to see more representation from Student Services as they have a big gap; possibly will look into people participating via zoom. Every five years they get this question as to why classrooms can’t update computers. Do they need faculty that can go into classrooms to update computers if CTSS is unable to; Eugenio Canoy was open to discussion. Lauren McKee and David Micetich expressed concern as it would be a union matter; instead faculty need to communicate their needs to their Dean and the Dean can let CTSS address the needs.


1. Draft Copy of the Team Evaluation Report President Yong distributed copies of the commendations and recommendations noting that it’s unofficial. He stated it’s good for everyone to take a look, but it’s not for distribution and asked that copies not be made or distributed. President Yong reviewed and discussed the commendations and recommendations in detail with the College Council, explaining what they meant, the possible outcomes, and providing historical information from prior accreditation team visits.

2. Effort to Correct Deficiencies This item had been covered earlier by Lynette Apen.

3. Preparation to Present to the Commission in January This item had been covered earlier by Lynette Apen.

4. List of New Faculty Positions President Yong stated he had shared the list with AFT and Senate and stated they could basically have five, possibly one more if there is funding for it. Jack Baker inquired about the position for Engineering BIM as that has been on the list. President Yong responded that it went out two times; the first time no one was put forward and the second time the finalist was put forward, but did not possess the preferred skills.

5. Roble Demolition Demolition was delayed 6-8 months; it was supposed to take place this past summer, but not all things lined up such as swing space, who was going where, etc. This time it’s definitely happening. You’ll see final clearing out of Roble then fencing will be put up. It will be a distraction; a lot of noise and trucks. It will almost be like the Central Green project all over again. David Micetich inquired as to whether Reprographics will be relocated. President Yong stated they won’t be impacted at the very beginning, but eventually they’ll also move to Acacia in a second phase.

6. Move to Acacia Owen Lechter has been meeting with different departments as to where everyone will go.

7. Fencing Around Roble Noted above.

8. Strong Workforce Plan Must be submitted to the State very soon. Dean Tran is busy working with VP Aytch and her team to develop the Strong Workforce Plan. The money is to be given to each district. For SJECCD SJCC will receive 60% and EVC 40% as SJCC has more CTE programs. One of the new programs is Automotive Collision Repair. Jack Baker was dismayed that SJCC receives

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60%. He feels they already have programs and that EVC should receive additional funds to help boost more programs. President Yong stated their argument is similar, but they feel they have more programs and need more funds to support them.

9. Robotics The Engineering Department is developing a robotics curriculum. It will be sent forward to the curriculum committee next year. There is a manufacturer that has pledged to work directly with EVC. They specialize in working with small robotics versus just the large robotics.

10. San Jose Promise Some money is being set aside from non fund 10 and non fund 17 for both colleges to use for the Promise. You’ll hear additional updated in how we will implement the Promise. The concept is completely different than what they heard from the White House about eight months ago. President Yong participated in a conference call that had indicated it would be rolled out nationwide. Now the term of the President is ending and the talk is no longer on Federal legislation to fund it, but the local community college to partner with local businesses to fund the program. We’re to look for resources in the community.

11. Winter Intersession Trends VP Aytch recently shared data on enrollment trends. If the data is correct, then it’s a disturbing trend. Figures were 9% below previous winter intersession. It was thought there were errors and they’ve asked the District Office to check into it. In the meanwhile, they sense there wasn’t as much interest in intersession this time around.


VP Aytch stated EVC is at the mercy of the District Office for data. Since the last update, they’ve been in frequent communication. EVC’s headcount is currently flat, FTES is up 9%, seat count is up 2%, and section count is also up. They’ve learned that students are more selective about intersession courses. The calendar has been compressed so that the classes are Monday through Thursday; no classes on Friday. They’ve reduced intersession and will probably reduce it more. Lauren McKee stated that intersession courses were not supposed to be negotiated courses. Changes weren’t to take place for any other reason than to assist the students, not faculty. Perhaps there should be some sort of survey as to whether intersession serves the students. VP Aytch stated he went to ASG a couple years ago and it was a hot topic. The concerns have been expressed in bargaining. VP Aytch inquired as to whether anyone that lived in the area had received a schedule in the mail. No one had; he will follow up with Dean Tran.



VP Swinson stated that High School Partnership Day was very successful. Previous years they had the Deans come to speak about programs. This time they had the various academic programs come to speak. At the end of the day they conducted a campus tour. They thought most people would leave, but a lot of them stayed for the tour and had good things to say about the campus. On December 3rd they had a forum to address post-election concerns; about 25 people attended, but it wasn’t only students and people from the community also attended. They had

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two attorneys present. Each of the families were able to have a 15 minute session with an attorney. We had fliers for support on campus. Elaine Ortiz-Kristich inquired whether there would be any follow up and a lot of faculty want to know what they can and cannot do. She suggested there be something at PDD. VP Swinson said they could have a group meeting. Elaine stated she was looking for something on the legal side. VP Swinson noted that OASISS has the information; what things to say, guidelines, what they do and don’t have to say. Dean Kravitz inquired about what would happen if they show up in the classroom for a student. VP Swinson responded that the scenario was one the attorney said wouldn’t happen. They met with VTA regarding the routes. Ken Tarquinio had a lot of information on the routes. Right now they’re looking to have the bus arrive 10-15 minutes earlier; take a short route and then come back to EVC for other students that have finished classes. I remain hopeful that something will happen.


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Present: Andrea Alexander, Jack Baker, David Camara, Jose Denton, Sandra Dinh, Mark Gonzales, Merryl Kravitz, Lauren McKee, David Micetich, Eric Narveson, Elaine Ortiz-Kristich

Also Present: Lynette Apen, Eugene Canoy, Victor Garza, Henry Gee, Rita De La Cerda (minutes),

Steven Meneses, Steven Mentor

Absent: Arthur Azevedo, David Camara, Henry Yong, Adela Swinson

I. Called to Order Called to order at 2:06 p.m.


M/S/P (Kravitz/Narveson)

III. Approval of February 13, 2017 Minutes M/S/P (Ortiz-Kristich/Dinh) Abstentions (Micetich/McKee)

IV. Public Comments

None.


Elaine Ortiz-Kristich announced that Enlace with its co-sponsor, SIREN (Services Immigrant Rights & Education Network) will be presenting “Know Your Rights Immigration”. This is scheduled for Thursday, March 2, 2017.

Sandra Dinh announced that ASG will be hosting a Spring Festival Thursday, March 2nd. Food will be served from 11:00 a.m. to 2:00 p.m. and other activities will take place from 4:00 p.m. to 8:00 p.m. She invited everyone to attend.



Lynette stated that the Accreditation Steering Committee met on Friday, February 24, 2017 and reviewed and gave feedback on the EVC Staff Communications survey presented to them by Lynette and Hazel De Ausen. All feedback received will be incorporated and the survey will be sent out Monday, March 6 or Tuesday, March 7, 2017 to all EVC staff. This survey is being conducted to address ACCJC’s College Recommendation 1, regarding communication. The survey will be conducted via email. She asked everybody to look for the survey, and encouraged all to participate. The next survey to be conducted will be a student survey, which will be sent out mid-March. She mentioned that focus groups will be formed in April addressing this recommendation.


February 27, 2017

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B. IEC Update

Lynette Apen stated that IEC is working towards operationalizing the Strategic Plan. In addition, IEC is forming work groups to assess all Program Reviews, which are due by April, 2017. Lauren asked about growing the CTE programs and asked about programs being eliminated. Lynette said that IEC’s role is to look at the structure of the programs and to support them. She has never seen, in her time here, any programs eliminated. This is not IEC’s role, their role is to take a look at how to do things better and more efficiently. Elaine Ortiz-Kristich brought up the question about the viability of these programs. She asked about section 4020 of the Administrative Procedures. Per Eric Narveson, the Academic Senate has not yet approved this section, 4020. Lauren & VP Gonzales mentioned that there were programs, such as, drafting, engineering and sewing that were not eliminated, but morphed into something else. Per Lauren, is the college interested in adding more programs? Lynette mentioned the Educational Master plan and the growing of ADTs, this is a conversation for the Academic Senate. IEC’s role is to review programs which lead to a degree or certificate.

C. College Budget Eugene handed out a copy of the One-Time Allocation Summary, which also had an email attached to it. This email was sent to all departments/programs awarded funds. He said this document is presented to the College Council, as an information only item. A question was brought up by Merryl Kravitz, what happens to any left over money, is it up for grabs? VP Alexander, said no, due diligence was followed. If there is money left over the decision will be left up to the President on how he decides to allocate it.

D. Safety and Facilities Committee Henry Gee presented, as a representative of the Safety and Facilities committee, their recommendation to increase the number of classified personnel voting membership from two to four members. This is to ensure that there is representation from specific departments, like automotive and the chemistry departments. Departments where there could be safety concerns. It was discussed that it is not the charge of the College Council to make these changes. The council can take the recommendation and then pass it up to the President, as the council sees fit. Also brought to the attention of the College Council was the need for keys for faculty and staff for classrooms and faculty prep rooms. There were some safety issue concerns. VP Alexander said that the process for obtaining keys has not changed and all key requests must be sent to the deans for approval. VP Gonzales made the suggestion that members of the Safety and Facilities Committee meet with VP Alexander to discuss their perspective and then present an implementation proposal to College Council at a future meeting. There was a motion made by Eric Narveson for Safety and Facilities to meet with Andrea to work on this plan. The motion was seconded by Jack Baker.

E. College Technology Committee Resolutions

Eugene brought to the committee the College Technology Committee resolution for the campus to hire a dedicated 508 Compliance Expert, (Section 508 requires Federal agencies to ensure that persons with disabilities (both employees and members of the public) have comparable access to and use of electronic information technology). There was a discussion about a blind/hearing impaired student attempting to take a course; however it was not 508 compliant. The student dropped all classes and will be filing a complaint with the Office of Civil Rights. There was discussion about once it gets to OCR and they conduct their investigation,

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they will ask for records, and will check on all of EVC’s curriculum to see if they are compliant. A big issue could possibly be the Distance Education courses. This expert could review courses and warn faculty if they are not compliant. This expert’s main objective would be to ensure all courses are 508 compliant. It was discussed that the VP of Student Affairs is trained on ADA and DSP 504 compliance, but is not a professional expert on these. Andrea shared that this person must be a certified, degreed professional and be an expert on both 504 and 508 compliances. It was suggested that CTC consult with other schools, check out what they are doing. It was suggested that CTC obtain a job description and also that our Human Resources be brought into this conversation. Lauren mentioned that this expert should be paid by the District, but located on the campuses. Eric Narveson suggested that this item be moved to discussion at a future meeting. It was also mentioned that the Executive Team will do some further research on this.

VII. Reports

A. President’s Report – No Report given

B. Academic Affairs Report –Mark Gonzales 1. Erlinda is working on fine tuning the class schedule for Summer/Fall 2. Fall semester is up 1% with enrollment at 8500 students.

C. Administrative Services Report – Andrea Alexander

1. The Wayfinding is underway and it is an exciting project which will update and replace existing signage throughout the EVC campus. The project will include the creation and installation of digital signs, campus directory maps, and directional signage to reflect the new buildings on campus. Also included in this project will be a brand new digital marquis sign on the Yerba Buena entrance to campus. With this project already well underway, it is anticipated to have a completion date of spring 2017.

2. VP Alexander advised the council that Kathy Tran has been hired as the Interim Business Services Supervisor. The Deans should be expecting to see an invitation from Kathy to set up an appointment to discuss the 3rd quarter projections. She advised that it is crucial that the deans meet with Kathy to review the department budgets and discuss why certain funding is required.

D. Student Affairs –No Report given.

The meeting adjourned at 3:20 p.m. M/S/P (Ortiz/Dinh)

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Present: Andrea Alexander, Jack Baker, David Camara, Jose Denton, Sandra Dinh, Mark Gonzales, Merryl Kravitz, Lauren McKee, David Micetich, Eric Narveson, Elaine Ortiz-Kristich

Also Present: Lynette Apen, Eugene Canoy, Victor Garza, Henry Gee, Rita De La Cerda (minutes),

Steven Meneses, Steven Mentor

Absent: Arthur Azevedo, David Camara, Henry Yong, Adela Swinson




III. Approval of February 13, 2017 Minutes M/S/P (Ortiz-Kristich/Dinh) Abstentions (Micetich/McKee)

IV. Public Comments

None.


Elaine Ortiz-Kristich announced that Enlace with its co-sponsor, SIREN (Services Immigrant Rights & Education Network) will be presenting “Know Your Rights Immigration”. This is scheduled for Thursday, March 2, 2017.

Sandra Dinh announced that ASG will be hosting a Spring Festival Thursday, March 2nd. Food will be served from 11:00 a.m. to 2:00 p.m. and other activities will take place from 4:00 p.m. to 8:00 p.m. She invited everyone to attend.



Lynette stated that the Accreditation Steering Committee met on Friday, February 24, 2017 and reviewed and gave feedback on the EVC Staff Communications survey presented to them by Lynette and Hazel De Ausen. All feedback received will be incorporated and the survey will be sent out Monday, March 6 or Tuesday, March 7, 2017 to all EVC staff. This survey is being conducted to address ACCJC’s College Recommendation 1, regarding communication. The survey will be conducted via email. She asked everybody to look for the survey, and encouraged all to participate. The next survey to be conducted will be a student survey, which will be sent out mid-March. She mentioned that focus groups will be formed in April addressing this recommendation.


February 27, 2017

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B. IEC Update

Lynette Apen stated that IEC is working towards operationalizing the Strategic Plan. In addition, IEC is forming work groups to assess all Program Reviews, which are due by April, 2017. Lauren asked about growing the CTE programs and asked about programs being eliminated. Lynette said that IEC’s role is to look at the structure of the programs and to support them. She has never seen, in her time here, any programs eliminated. This is not IEC’s role, their role is to take a look at how to do things better and more efficiently. Elaine Ortiz-Kristich brought up the question about the viability of these programs. She asked about section 4020 of the Administrative Procedures. Per Eric Narveson, the Academic Senate has not yet approved this section, 4020. Lauren & VP Gonzales mentioned that there were programs, such as, drafting, engineering and sewing that were not eliminated, but morphed into something else. Per Lauren, is the college interested in adding more programs? Lynette mentioned the Educational Master plan and the growing of ADTs, this is a conversation for the Academic Senate. IEC’s role is to review programs which lead to a degree or certificate.

C. College Budget Eugene handed out a copy of the One-Time Allocation Summary, which also had an email attached to it. This email was sent to all departments/programs awarded funds. He said this document is presented to the College Council, as an information only item. A question was brought up by Merryl Kravitz, what happens to any left over money, is it up for grabs? VP Alexander, said no, due diligence was followed. If there is money left over the decision will be left up to the President on how he decides to allocate it.

D. Safety and Facilities Committee Henry Gee presented, as a representative of the Safety and Facilities committee, their recommendation to increase the number of classified personnel voting membership from two to four members. This is to ensure that there is representation from specific departments, like automotive and the chemistry departments. Departments where there could be safety concerns. It was discussed that it is not the charge of the College Council to make these changes. The council can take the recommendation and then pass it up to the President, as the council sees fit. Also brought to the attention of the College Council was the need for keys for faculty and staff for classrooms and faculty prep rooms. There were some safety issue concerns. VP Alexander said that the process for obtaining keys has not changed and all key requests must be sent to the deans for approval. VP Gonzales made the suggestion that members of the Safety and Facilities Committee meet with VP Alexander to discuss their perspective and then present an implementation proposal to College Council at a future meeting. There was a motion made by Eric Narveson for Safety and Facilities to meet with Andrea to work on this plan. The motion was seconded by Jack Baker.

E. College Technology Committee Resolutions

Eugene brought to the committee the College Technology Committee resolution for the campus to hire a dedicated 508 Compliance Expert, (Section 508 requires Federal agencies to ensure that persons with disabilities (both employees and members of the public) have comparable access to and use of electronic information technology). There was a discussion about a blind/hearing impaired student attempting to take a course; however it was not 508 compliant. The student dropped all classes and will be filing a complaint with the Office of Civil Rights. There was discussion about once it gets to OCR and they conduct their investigation,

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they will ask for records, and will check on all of EVC’s curriculum to see if they are compliant. A big issue could possibly be the Distance Education courses. This expert could review courses and warn faculty if they are not compliant. This expert’s main objective would be to ensure all courses are 508 compliant. It was discussed that the VP of Student Affairs is trained on ADA and DSP 504 compliance, but is not a professional expert on these. Andrea shared that this person must be a certified, degreed professional and be an expert on both 504 and 508 compliances. It was suggested that CTC consult with other schools, check out what they are doing. It was suggested that CTC obtain a job description and also that our Human Resources be brought into this conversation. Lauren mentioned that this expert should be paid by the District, but located on the campuses. Eric Narveson suggested that this item be moved to discussion at a future meeting. It was also mentioned that the Executive Team will do some further research on this.

VII. Reports

A. President’s Report – No Report given

B. Academic Affairs Report –Mark Gonzales 1. Erlinda is working on fine tuning the class schedule for Summer/Fall 2. Fall semester is up 1% with enrollment at 8500 students.


1. The Wayfinding is underway and it is an exciting project which will update and replace existing signage throughout the EVC campus. The project will include the creation and installation of digital signs, campus directory maps, and directional signage to reflect the new buildings on campus. Also included in this project will be a brand new digital marquis sign on the Yerba Buena entrance to campus. With this project already well underway, it is anticipated to have a completion date of spring 2017.

2. VP Alexander advised the council that Kathy Tran has been hired as the Interim Business Services Supervisor. The Deans should be expecting to see an invitation from Kathy to set up an appointment to discuss the 3rd quarter projections. She advised that it is crucial that the deans meet with Kathy to review the department budgets and discuss why certain funding is required.

D. Student Affairs –No Report given.

The meeting adjourned at 3:20 p.m. M/S/P (Ortiz/Dinh)


March 13, 2017

Present: Jose Denton, Sandra Dinh, Mark Gonzales, Merryl Kravitz, David Micetich, Eric Narveson, Elaine Ortiz-Kristich, Adela Swinson

Also Present: Lynette Apen, Penny Garibay (minutes) Absent: Andrea Alexander, Arthur Azevedo, Jack Baker, David Camara, Lauren McKee, Henry Yong

I. Called to Order


II. Adoption of Agenda Changes to the agenda were noted. A. Additions/Deletions/Corrections

Deletions • CTC Resolutions – Items VIII.A.1. through VIII.A.2. were deleted from Discussion. Additions: • Elaine Ortiz-Kristich requested “Theater” be added to the agenda as an Information item. It

was added as item VI.C. • Lynette Apen requested the Program Review for Spanish be added as it had been

inadvertently left off. The program review had been sent to the College Council for review earlier the previous week in preparation of the document being placed on the March 13th agenda under Information. It was added as item VI.D.

B. Items to be Deferred • President’s Report – Items VII.A.1. through VII.A.3 were deferred as President Yong was

attending a conference. • Administrative Services Report – Items VII.C.1. through VIIC.3. were deferred as VP

Alexander was unable to attend. C. Adoption of Agenda

M/S/P (Kravitz/Ortiz-Kristich)

III. Minutes - No minutes to approve. Draft minutes from the February 27th meeting will be provided at the March 27th meeting.

IV. Public Comments

Sandra Dinh stated she had been approached by several students that requested it be presented to the College Council a suggestion of adding a board in the center of campus for announcements. Sandra Dinh communicated that ASG would like to have TVs in the cafeteria, which would be another way that students could see announcements. The idea had been presented to Eugenio Canoy, CTSS Supervisor, but the quote provided was a lot more than they expected. They will ask for it to be itemized to see where costs could be cut. Sandra noted that items such as the upcoming survey could be announced on the TVs. Lynette Apen noted that the survey will be coming out soon and that’s the type of feedback they’re looking for.

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V. Recognition/Announcements Sandra Dinh noted that ASG will be having their elections. The applications were made available as of March 13th and they’re due April 3rd by noon. April 17th the campaigning begins. May 1st voting begins at 9:00 a.m. and remains open until 6:00 p.m. May 4th the voting closes at 4:00 p.m. The election results will be announced May 8th.



Lynette Apen shared that a staff communication survey was sent last Thursday; currently they have 30% responding. The deadline is March 24th. She requested that everyone encourage their constituent groups to participate. A student survey will be going out. They’re working with a group of students on the survey to get feedback that will help to get responses from the most students.

B. IEC Update Deferred to next meeting.

C. Theater Elaine Ortiz-Kristich stated that the Enlace program was approached by a group interested in using the EVC theater. She was coordinating the effort and paperwork was completed. VP Alexander and Yesenia Ramirez met with them and provided them the lowest possible quote for the use of the facility. They were assured there was no way SJCC could provide a lower quote. The quote received from SJCC turned out to be about 60% less. Elaine Ortiz-Kristich read a letter from the organization that expressed their disappointment that EVC’s facilities did not work out for them since it was closer, but they were going with SJCC. She stated she had shared this information with VP Aytch and he had been disappointed EVC could not accommodate the organization for their rehearsals.

D. Program Review - Spanish Rita De La Cerda had sent a link to the College Council on March 7th. David Micetich noted a number of items to be corrected. Lynette Apen requested that instead of his reading all of them, that he send his edits to her and she’ll include them when the document is re-submitted for action by the College Council.

VII. Reports

A. President’s Report – Mark Gonzales President Yong is attending a conference, but VP Gonzales stated he could speak to the Canyon Snow item. He noted that Canyon Snow, a representative of Republic, met with the President and VPs. They presented information that the land to be developed will include medical/dental offices and a retirement home. The retirement home will be a different tier of services than what others in the area currently provide. They have renters lined up for the planned facilities. Dean Kravitz noted that it will be something more reasonable that was originally proposed for the large piece of land. VP Gonzales noted that Republic still has first rights to the rest of the

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land. Eric Narveson inquired about the sum of money that will be received for the lease and he asked about the timeline. VP Gonzales stated this was just an introduction meeting to provide scope, but they will have an open forum for the community, staff, and students.

B. Academic Affairs Report –Mark Gonzales

VP Gonzales reported they are finalizing summer and fall schedules this week. They plan to be live mid-April. David Micetich inquired as to whether there are plans to have it printed and whether it will be mailed. VP Gonzales and VP Swinson verified that it will only be available online.

C. Administrative Services Report – Andrea Alexander VP Alexander was unable to attend.


1. VTA Route Updates – VTA has matched EVC’s schedules. A student can come to EVC on the bus and take the bus home. All of the meetings with VTA have paid off. They’re in the process of creating a flyer to provide the students when they pay their fees that will show them how the schedules have been aligned. The bus pass is a great deal. This was only a one-year contract with VTA, but they hope it will be renewed and the renewal will be for more than just one year.

Application will meet the March 15th deadline. This is the fastest implementation they’ve done. They’ll be scheduling appointments with students next week. San Jose Promise occurred last week. They’re working on a process to establish that. VP Swinson was reading in the paper on Thursday that the students could come in and apply in June. She said she was shocked since they don’t have a process in place yet, but the Chancellor said we’re working on it. They hope to get a couple people for a core group to implement. Elaine Ortiz-Kristich stated that faculty participation in early alert has tripled. Those students are getting extra help and it’s really working. She noted that it would be great if more faculty would participate. VP Swinson stated that support from Student Services has been incredible. A group of people really dedicated to making this happen. They’re calling and emailing hundreds of students to make sure they connect the students to what they need. It’s a great program, great success, and a lot of work. David Micetich inquired about the orientation. VP Swinson responded that it was completed a long time ago, but there was an issue with placing the videos on Canvass. The videos have been reduced in size and are in the process of being loaded. They have the ability to track who is accessing the videos. VP Swinson wants to have Accuplacer in place as soon as possible. Assessment needs to take place by April. Elaine Ortiz-Kristich stated they are looking at three different options: in-person, online, exemption to complete online form. They sent that to Dean Ortega as Dean Ortega has only two weeks left on her contract. VP Swinson suggested they do online first, then in-person as it’s much more economical.

The meeting adjourned at 2:40 p.m. M/S/P (Kravitz/Narveson)


March 27, 2017

Present: Andrea Alexander, Jack Baker, Jose Denton, Sandra Dinh, Mark Gonzales, David Micetich, Eric Narveson, Elaine Ortiz-Kristich, Adela Swinson, Henry Yong

Also Present: Lynette Apen, Janice Assadi, Eugenio Canoy, Paul Fong, Victor Garza, Penny Garibay (minutes) Absent: Arthur Azevedo, David Camara, Merryl Kravitz, Lauren McKee

I. Called to Order


II. Adoption of Agenda Changes to the agenda were noted. A. Additions/Deletions/Corrections

Additions: • Eugenio Canoy requested an item be added to the Action agenda: Increase Number of

Classified Membership on Safety and Facilities Committee from Two to Four. Item was added as C.2.

B. Items to be Deferred None.

C. Adoption of Agenda M/S/P (Narveson/Micetich)

III. Approval of Minutes

February 27, 2017 and March 13, 2017 M/S/P (Ortiz-Kristich/Micetich)

IV. Public Comments

None.

V. Recognition/Announcements Elaine Ortiz-Kristich thanked President Yong for providing information to the Enlace Math Program about the opportunity to apply for the League for Innovation’s Innovation of the Year Award. Cynthia Burnham received recognition from the League.



Lynette Apen thanked those that completed the survey. They had 103 responses. They did the anonymous raffle that morning. Student survey opened last week and closes Friday. They currently have more than 700 responses. They submitted the ACCJC annual report and it’s been certified. The information will be added to the accreditation web page.

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B. IEC Update Lynette Apen noted that they are currently taking a look at program review templates and data sets and are making suggested revisions. They are working on strategic planning. Hopefully by the last meeting of the year they will provide a handout.

C. Budget Committee – Budget Hearing Review Process Eugenio Canoy announced that the Budget Committee will be conducting budget hearings. A handout was provided. They will be focusing on program review. They are looking into the whole budget as far as adjusting the budget plan. They will be sending out notices to the budget managers tomorrow to provide a month of review. The Budget Hearing will be April 29th. VP Alexander clarified that this will be a wish list for 2017/2018 in the event one-time allocations are made available.

VII. Action Items

A. Program Review - Spanish

Lynette Apen noted this was presented as an Information item at the last meeting. David Micetich requested that a spelling error be corrected. M/S/P (Narveson/Ortiz-Kristich)

B. College Technology Committee 1. Recommendation for a Dedicated 508 Compliance Expert

Eugenio Canoy provided a resolution submitted by the College Technology Committee. It was provided as Information at the February 27th meeting. There is a compliance issue. The recommendation is that they hire an outside expert to evaluate the web site, Canvass, and a number of other programs on campus. They haven’t yet done the research to hire someone yet, so they don’t know how much that would cost. They first wanted to see if it’s something the College Council would support. VP Alexander voiced a concern as she felt that it was something that would come from ITSS and HR at the District Office, based upon Administrative Procedures. She has a concern that by submitting this to College Council it would be perceived college monies would be used. Since it relates to Federal compliance, she believes this should be brought to the District Council. If there was an issue to be found, it would be with the District and she doesn’t want it to be said that the college didn’t raise this awareness with the District. VP Gonzales concurred. David Micetich stated he believes the matter needs to be addressed with the VP of Student Affairs; this is not compatible and she doesn’t know that the software will never be able to be used in this manner. President Yong stated that he believes it’s broader than online hybrid. David Micetch stated that the findings need to be someone with authority, such as the VP. VP Gonzales made a motion to forward the item to the District Council. M/S/P (Gonzales/Narveson)

2. Recommendation for Faculty Compliance Training, Process for Evaluating Training, and Process for Implementing Recommendations Eugenio Canoy noted that this item relates to item VII.B.1. Following some discussion, Eric Narveson made a motion to replace “faculty” with “staff” and recommend this item be referred to the District Council. M/S/P (Narveson/Dinh)

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3. Recommendation to Provide Adobe Acrobat Pro to All Staff and Faculty Eugenio Canoy stated the College Technology Committee recommends that Adobe PDF Pro be provided to all employees. They did not look at the budget, but this will help with the 508 non-compliance issue. Elaine Ortiz-Kristich made a motion to table the item since the cost was unknown. M/S/P (Ortiz-Kristich/Gonzales)

C. Safety & Facilities Committee

1. Staff and Faculty Key Issuance Eugenio Canoy stated that there had be previous recommendations submitted to the College Council to provide everyone a key in order to lock classrooms in the event of an emergency as the magnetic devices are not effective. Another option would be if there were something that keeps a locked door open and then could be engaged in case of an emergency, but that appears to be cost prohibitive.

President Yong stated that he had not heard from anyone that the lock augmentation kits were not effective. He questioned whether issuing keys would sufficiently address the matter as many calls are received when people leave their keys at home and need access to classrooms. Eugenio stated he could take that concern back to the committee to determine what the process would be in that situation. VP Gonzales made note of the fact that this would cause a tremendous volume of work and the District has only one locksmith. The wait time for key requests is already four to six weeks. An hourly would need to be hired at the beginning of each semester to handle the load. VP Swinson expressed concern as many adjunct teach just one semester and then leave. VP Gonzales concurred and added that they also teach in different classrooms. Eugenio stated that all faculty prep rooms would have the same, standardized key. There was further discussion about the logistics of such a request. VP Gonzales noted that it would involve rekeying all the doors. He asked if the committee could get a quote as to the cost for that. Eugenio stated that it’s up to College Council to make that request. VP Gonzales recommended that the item be tabled and have research done about having key fobs for all existing rooms and then bring that back to College Council. Eric Narveson concurred and requested options be provided. A motion to table the item until more information can be obtained and presented to College Council. M/S/P (Gonzales/Narveson)

2. Increase Number of Classified Members on Safety and Facilities Committee

Eugenio Canoy provided minutes from the Safety & Facilities Committee making a request to increase Classified membership on the committee from two to four. Eric Narveson inquired as to whether this would increase the membership to 19 and Eugenio confirmed that it will. M/S/P (Ortiz-Kristich/Narveson)

VIII. Reports

A. President’s Report – Henry Yong 1. Review and Update Educational and Facilities Master Plans

President Yong stated that the public had been told that EVC and SJCC would each receive $320 million from the Measure X bond and the District would receive the balance. He stated that Measure G 2004 SJCC received the lion’s share of the money. Under Measure G 2010, the then Vice Chancellor of Administrative Services, Jeanine Hawk, felt this should be equalized and more funds were provided to EVC. The Solar Array and District Police/Central

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Power Plant projects were all charged to the EVC bond project dollars, although they were District projects. The cost of those projects added up. This time the amount will be even. $788 million will not be available immediately. The District will sell the bonds in a series following receiving a credit rating. It’s hoped the District will receive a good credit rating. The ratings companies will look at all of the District’s finances. This will take place soon. The District has informed the colleges that discussions should begin and a plan put in place in order to be ready when the monies are made available. The projects will be based on the Facilities Master Plan. Since this was recently done, likely just an update will need to take place. Since a number of people on campus were unhappy about the EMP and FMP being rushed, not allowing for feedback, President Yong wanted to alert the College Council that this is coming and the FMP will drive the process of creating a bond project list. They want to make sure there is adequate time for participation; to have the college drive the process, not the consultant, so that it’s not rushed. This is an opportunity for the college to take a look and define the needs. VP Gonzales noted that it would be nice to do some research using data for space allocation. He noted that the Art department got a small space because they didn’t use the department as reference, but instead used data to build out a space. Eugenio Canoy noted that the Safety and Facilities Committee is also involved. They’ve been looking at the FMP and trying to stick to that plan. They’ve been working with Own Lechter regarding where and when we can start the process. President Yong noted that we should not just look at the existing land, but also look at the vacant land. What is planned is a medical offices and retirement facility. We may look at the land as to how it would be useful to EVC. Eugenio Canoy noted that direction for that would come from the President to the Committee. VP Gonzales noted that the Chancellor stated 14 acres would be used for the proposed development and 13 acres is available for EVC.

2. Underprepared Students – EVC to Move from Multiple Levels to One Level Below College Level The campus needs to move in the direction of helping students get through in a shorter amount of time. Those that are underprepared need to have more opportunities to take more classes so there is more time to develop the skills they need before moving into the mainstream college level. Research shows that the longer it takes, the less chance the students will finish. Academic circles have discussed ways to shorten the time. Colleges have gone about it in different ways. One way was to place them at a higher level than they tested and then provide extra tutoring. Another was to divide the semester into halves; put the student in one level for the first half of the semester and then move them up for the second half of the semester. It’s very similar to the Enlace math concept. We know it works here because we’ve used it. We need to begin a conversation on campus as to what ways can work and then provide budget/staffing. It will take more tutors to help them. The extra help gives students a fighting change. Hopefully we’ll have new ideas proposed. Eric Narveson suggested the evidence be provided to the faculty to ask for their suggestions in regards to specific courses and see what their response is. Jack Baker noted that Math is already looking into this.

3. Strategic Scheduling Fred Trap asked a group of people in student services a number of questions. One was whether a student could finish in two years if they were only attending classes only in the afternoons or attending classes only in the evening or if a student was attending only Saturdays; the answer was no to all three. The consultant said we have a problem. Strategic scheduling needs to meet not only the needs of full-time students, but the students that can attend only during those time periods. We’re doing better than we were six years ago when there were very few Friday classes and no Saturday classes, but we need to look at ways to

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improve our scheduling. The Deans need to look at their divisions and improve the mix of classes offered. It’s hoped the conversation can go from there.

4. SSSP Funds President Yong briefed the College Council on the situation with the SSSP budget. In the first year not all funds were spent, so there was money left over. When the State provided more the second year, there was then more monies to spend down. It was determined to charge some of the staff to the SSSP and special projects also would draw down the fund. Although we did it right, it was like turning on a faucet and then not turning it off. A chunk of money went toward special projects. A couple months ago they realized the money was going out too fast and it had to be stopped so that SSSP funds wouldn’t be depleted before June 30th. When we put on the brakes, the counselors that were to be hired with SSSP funds were also placed on hold. We are placing the counselors back to fund 10 and plan to hire certain positions. Positions that will be placed on hold are Chemistry, T&I, and ESL. Positions moving forward are Math Enlace and Ethnic Studies. This will allow Student Services to move forward with hiring counsellors. People have asked how this could happen. We had changes in VPs and Deans. It wasn’t any one person, but a series of events. Elaine Ortiz-Kristich inquired as to whether there would be any issues with reporting. President Yong responded that they’re working on the issue and will need to report to the State to inform them we’re aware of the situation and are addressing it. We don’t want them to think we’re thumbing our noses at that. Elaine inquired as to how many counselling positions they’re looking at. President Yong replied that it’s at least two, but they’re still evaluating the situation. Elaine inquired about the other faculty positions that were being placed on hold and whether they have to go through the process again. President Yong stated they are looking at that with the Senate and Deans Council and hope to reach consensus with both entities that those positions stay at the top for next year. Eric Narveson inquired as to where the fund 10 monies went if they weren’t being used to pay for counsellors’ salaries. VP Alexander responded that the monies were used to backfill adjunct. She stated that the budget for adjunct always goes over and every extra dollar goes toward covering those overages. Eric Narveson expressed concern over the chemistry position being placed on hold. It was especially important as chemistry was already in crisis mode. They had been reduced to three and now it will be two. President Yong stated that the individual that was retiring might not retire until December. Eric Narveson stated they had cobbled together funds for the T&I, but if they don’t keep T&I running this next year, the program may fall apart. VP Gonzales stated they are actually moving that to Dean Tran’s area and the focus will be on medical. They will take care of the cohort that tested in, but strategically it is moving to a different focus.

5. Full-time Instructional Faculty Positions (Discussed above)

6. Award for Innovations in Higher Education (This item was skipped and due to time constraints, was not discussed)

7. Presentation at the Villages

Chancellor Budd was unable to attend and asked President Yong to attend on her behalf to introduce the developer, Republic, who was making a presentation on March 23rd. President Yong did not speak to the land development, but kept his comments focused on EVC’s programs, successes, etc.

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8. Release Time Positions Paul Fong noted that the workload needs to be reduced if the amount of time will be reduced. Elaine Ortiz-Kristich inquired about the job descriptions. Lynette Apen stated that the committee charges should be posted and available for review.

B. Academic Affairs Report – Mark Gonzales

VP Gonzales stated that they’re working on basic skills and guided pathways. They’re looking at doing pilot classes and maybe double-loading a 55 or 35.

C. Administrative Services Report – Andrea Alexander 1. Measure X Funds

This was covered earlier during the President’s Report. 2. Demolition of Roble

Reprographics is moving sooner than expected. Phase II is looking to be completed mid-summer. Fencing will go up in May. Eric Narveson asked that if anything resembling a time capsule is discovered during demolition, a box or something, to please let him know. It may or not be anything, but people put these things in at that last minute, so there aren’t always records that it was done.

3. San Jose Promise Launch VP Alexander was on vacation and was unable to attend the meeting. She will get an update and get back to College Council on that.

VP Alexander announced that April 28th is the deadline for fund spending. Purchasing deadline is May 19th for the college. Everyone needs to make sure they have done what they can regarding carryover. Anything that is not spent in carryover will be lost. Her office will be in communication with budget managers. They are preparing to begin the work to improve ADA access to the Student Center building.


VP Swinson announced the State has allowed them to increase the Health Fee by one dollar. AP/BP are being updated to reflect that. She understands that it’s going to the District Council. The person doing the Dean of Student Services work will be leaving the second week of April. The Screening Committee will be ready to move forward as soon as the position closes. Online orientation is making progress. They did some testing last week and it’s back with ITSS for them to review our corrections and let us know next steps or to activate and have students try it. They will be ready to use Accuplacer tomorrow.

The meeting adjourned at 4:00 p.m. M/S/P (Narveson/Micetich)


April 24, 2017

Present: Andrea Alexander, Jack Baker, Jose Denton, Sandra Dinh, Mark Gonzales, David Micetich, Eric Narveson, Elaine Ortiz-Kristich, Adela Swinson

Also Present: Lynette Apen, Eugenio Canoy, Steven Meneses, Penny Garibay (minutes) Absent: Arthur Azevedo, David Camara, Merryl Kravitz, Lauren McKee, Henry Yong

I. Called to Order


II. Adoption of Agenda M/S/P (Ortiz-Kristich/Micetich)

III. Approval of Minutes – March 27, 2017

Correction on page five: TNI should be T&I. M/S/P (Ortiz-Kristich/Narveson)

IV. Public Comments

None.

V. Recognition/Announcements Jose Denton reminded the College Council that voting for the ASG leadership would begin May 1st at 9:00 a.m.; results will be announced May 8th. Eric Narveson announced that the election for AS President was underway; successful candidate will be announced May 2nd. Elaine Ortiz-Kristich announced that David Yancey was honored with the Ben Rust Award at the California Federation of Teachers Convention. Elaine Ortiz-Kristich announced that on March 31st President Yong had the honor of introducing the State Chancellor, Elroy Ortiz Oakley, at La Raza Roundtable. Earlier that day there was a special meeting at the Foundation for Hispanic Education where the President of Mission College and EVC Enlace faculty attended.



Lynette Apen noted that she had attended the ACCJC conference and received a lot of good information. She stated ACCJC has a new, softer commission; they’re very collegial, asking for input. Standards were clarified. She stated EVC needs to keep accreditation requirements at the forefront as part of the regular work instead of ramping up the year of the visit. She announced that there was a 17% response rate to the student survey, which was approximately 1,200 responses. They hit the 20% goal with the staff survey. The information will be shared with the Accreditation Committee.

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B. IEC Update

Lynette Apen noted the IEC is using six-year trend data to set goals. They will be setting the college’s aspiration goals. This will be worked on at the next IEC meeting.

C. Review EVC Draft Strategic Plan Lynette Apen provided a draft work plan handout in relation to the EVC strategic plan. EVC strategic initiatives are aligned with District initiatives. They are drawing up the strategic plan. They will bring the final draft of the strategic plan to the College Council in the fall for approval. The plan will hold EVC accountable the measures identified for the campus and are nicely aligned with the state.

D. Program Reviews The program reviews have been vetted through IEC twice. IEC is going to work on simplifying the program reviews as some are so long. Moving forward there will be a template that will be completed. Eugenio Canoy asked whether the list is posted on the web site. Lynette Apen stated that the scheduled is posted, but they will need to revisit shortening the timeline for some of them. They will be adding in the template for the administrative units, as well. VP Swinson asked if some sort of annual check-in could be implemented. Elaine Ortiz-Kristich stated that they had something like that before; every year they were doing a check in. Lynette responded that the goal is a standard and they are trying to move toward that. She noted that it makes the review easier when the time comes since it’s been kept up to date. She also noted that there needs to be a way to deal with people that don’t complete a program review when they’ve been slated to do so.

E. College Technology Committee – EVC Technology Plan Steve Mentor provided a short version of the technology plan. He stated that Plante Moran has been asked to consult on the project for EVC, SJCC, and the District. He noted that the District is pretty much finished. He just received this information for EVC and will provide a link to the College Council following today’s meeting that will show the draft plan. He hopes to move it forward for action at the May 9th College Council meeting. He said he posed the question to Eugenio Canoy and Ben Seaberry as to whether they want to do this by end of this semester. The thought being that the plan is done and then a revision can be done in the fall. He stated that it’s an ambitious timeline. He noted that the brainstorm has gone through three iterations. They will still proceed this semester without College Council approval, but will have it ratified in the fall. Eric Narveson asked if a basic working outline could be provided to College Council that they could approve; the Technology Committee can then go back and fill in the detail. He quested why they were rushing to have it approved in two weeks. Steve Mentor responded that the committee thought the council would want that. Eugenio Canoy noted that they have until the end of the calendar year to complete it. They’re looking to change it from a five-year plan to a seven-year plan due to accreditation. They’re not trying to rush it through and they will make sure it’s vetted through the various groups.

VII. Action Items

A. College Technology Committee – Acrobat Pro for all Faculty and Staff

Eugenio Canoy provided a handout with a three tier cost analysis to provide Acrobat Pro to all Faculty and Staff in order to be in compliance with electronic documents that are posted. They

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want to make sure that people don’t post non-compliant PDF files; not just to Canvass, but they also have thousands posted on the web page and not all are compliant. A discussion ensued in which the following questions were raised and points were made:

• Concern expressed about the fact that departments have various people that have ownership over the department’s web pages.

• Deans do not have discretionary funds in order to pay for software. • Inquiry whether there are other less-expensive PDF software packages that can do the

same thing as Acrobat Pro. • If there are thousands of documents already posted that are not compliant and that must

be redone, that is problematic as it’s not a simple task to complete. • The 508 person, when hired, might be better equipped to determine the best course of

action. • The item needs to go before the District Council as compliance is not just a college issue,

but is a district-wide issue that should be addressed at the District level and by ITSS. A motion was made to accept the document as a report as presented by Eugenio Canoy. M/S/P (Baker/Narveson)

B. College Safety & Facilities Committee – Key Issuance for Staff and Faculty to Address Safety

and Security Concerns Eugenio Canoy provided a handout and explained the key history. He checked with Owen Lechter and was provided with an estimate of $10,000 per door to transfer them over to a key fob. The alternative is to provide four separate keys. VP Alexander stated another option is a master key created for emergencies; the cost would be $1.5 million to rekey just one building. A motion was made to accept the document as a report as presented by Eugenio Canoy. M/S/P (Narveson/Dinh)

VIII. Reports A. President’s Report – Mark Gonzales (acting on behalf of President Yong)

1. SSSP Funds Two counselors which had been charged 100% to SSSP have been moved back to Fund 10. The remaining counselors, which were partially on SSSP, are to be moved back to Fund 10 on the next cycle.

2. Full-time Instructional Positions They are moving forward with the positions for Enlace Math, Ethnic Studies, Engineering/Robotics, and Chemistry. Funding for three new faculty positions from the State. Previously told that the Case Manager was one of the slots, but now told this isn’t the case. Therefore, the Chemistry position has been reactivated.

3. Employee Recognition Event The “save the date” email was sent out April 17th for the May 10th event, which will take place at 2:30 p.m. in Gullo II. Adjunct will be included.

B. Academic Affairs Report – Mark Gonzales

No report today.


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The Safety and Facilities Committee are bringing out CPR for the campus community. They want a certain number of people in each department to be certified. Architectural barrier is up for the ADA work on the Student Center building. Phase III and IV will take place in June. A reminder that we’re nearing year end. One time funds must be utilized by April 28th. All goods and services must be received by June 30th, not July 1. The business office will be rolling out an electronic submittal for certain items to be submitted electronically. Roble demo has started; main construction will begin end of June/early July. Jack Baker inquired about whether they will reinstate credit cards for use to purchase gasoline for the district vehicles. VP Alexander responded that they are looking at other ways in which to address the matter. They will bring it to the College Council once they are ready to roll it out.

D. Student Affairs – Adela Swinson They are currently conducting placement tests for about 100 students per day. They are conducting second interviews on Friday for the Dean of Student Services. Days at the Green will be taking place tomorrow and Wednesday from 4:00 p.m. to 7:00 p.m. They hope to get the 250 San Jose Promise students from this event as they don’t have a lot of time to spare to do recruiting. Plans are underway to advertise at Eastridge Shopping Center and Oakridge Shopping Center. At Eastridge they will have a box labeled with the college branding. EVC will have the opportunity to have someone there every day or whenever they want. EVC will have a table at an event at The Villages this Saturday from 1:00 p.m. to 3:00 p.m.

The meeting adjourned at 3:30 p.m. M/S/P (Dinh/Denton)


May 8, 2017

Present: Jack Baker, Jose Denton, Sandra Dinh, Merryl Kravitz, David Micetich, Eric Narveson, Henry Yong Also Present: Lynette Apen, Steven Meneses, Steven Mentor, Penny Garibay (minutes) Absent: Andrea Alexander, Arthur Azevedo, David Camara, Mark Gonzales, Lauren McKee, Elaine

Ortiz-Kristich, Adela Swinson



M/S/P (Kravitz/Denton)

III. Approval of Minutes – April 24, 2017 M/S/P (Baker/Micetich)

IV. Public Comments

Sandra Dinh stated she attended a SSSP event the prior weekend where they were discussing a resolution about making colleges a sanctuary. She understands that it affects federal funds, and although she supports the idea, she declined on the resolution based on the potential loss of funds for the larger body of students.

V. Recognition/Announcements President Yong recognized the facility staff for working with contractors toward ADA campus improvements; the pathway by the library building is completed and the front steps and other access areas around the Student Center building will be changed.



Lynette Apen stated that part of accreditation was to identify areas needing improvement. One was communication. She emailed the documents to the Council, but also provided a summary handout. 494 staff responded to the survey. Communication with managers and also with co-workers were top items. When asked what type of media was most effective, 95% chose email. She needs to pull together a group and anyone interested in participating should contact her. Lynette provided a handout of the student survey results. They prefer to receive information via text, but email was still the top choice. Response from Associated Student Council was not as high as they would have liked. Students don’t feel they’re receiving the information they need.

B. IEC Update Lynette Apen provided a self-evaluation form as a handout. She has facilitated this with groups verbally, which works better. Lynette noted that the committee charge needs to be updated and would like input from the Council.

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C. Review EVC Draft Strategic Plan Lynette Apen asked that anyone interested in being part of the committee, to let her know, but to please provide feedback.

VII. Action Items

A. Program Reviews

Lynette Apen noted that the program reviews have been vetted through IEC, and they were provided as an Information item at the last meeting. It was suggested that the program reviews be approved in a similar fashion as Consent items are for the Board of Trustees. The Council agreed to this. M/S/P (Baker/Narveson)

B. College Technology Committee – EVC Technology Plan Steven Mentor stated that the Technology Plan is in a better place than they had originally thought. He stated the span is now going to be seven years. It can still be addressed on a yearly basis if needed. Student experience self-standardization is what they’re striving for. The plan structure was previously complicated. In working with Plante Moran they discovered they want a plan that is simple, that anyone could pick up and read without getting in the weeds. Plante Moran’s participation will end June 30th. Most of the plan is ready. They’re going to add items from the Student Services side and fine tune it to look better. If the Council approves to move it forward, they will finalize it later, have the President approve, and submit it to the District. M/S/P (Kravitz/Micetich)

VIII. Reports

A. President’s Report – Henry Yong 1. Engineering Robotics Curriculum

The course outline for Robotics has been completed. They will get the word out to the high schools.

2. Math Statway President Yong stated that Dean Highers heard a presentation at the District Office; the Math Department had a presentation last Friday from Carnegie and someone from American River College. They discussed combining Intermediary Algebra and Statistics. Dean Highers stated that essentially they will be receiving elementary math along with college level; they will get through the college level in one year, whereas it used to be three semesters.

3. Stem Core Dean Highers stated that they started with elementary algebra as a pathway from engineering to computer science. They started the first cohort in the fall; some went on to take Pre-Calc and Trig and Engineering 1. Next fall they will start a higher level; Intermediate Geometry. Dean Highers introduced Monty Bott, student retention person. Monty stated they are trying to expose students to companies such as Tesla, Santa Clara University, and Ebay. Information about good habits are also provided to the students. She visits a lot of classes and is available to any class. She puts a lot of time into workshops and is surprised that a lot of the students don’t know about the courses available.

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Dean Highers noted they are looking to reach a population that wasn’t reached before. He gets a lot of students now that ask to get higher placement. The program is to reach out to the students that didn’t do well before.

4. Below College Level English Compression/Acceleration Dean Kravitz stated that the goal is to move students along quicker. They have already started to make progress. They no longer use just Accuplacer, but also use other elements. With multiple measures they will see if the students will get placed higher. This is the first semester, so they haven’t heard anything yet, but should know by the end of the semester. Placement with ESL has more difficulties since there’s not a standard way to place them. The Pathway concept is to make remedial more like college. The second concept is to do more college level work at one level below. The third is redesigning remedial.

President Yong was unable to complete items 5 through 10 of his report as he and other College Council attendees needed to leave for the 4PM Docket meeting at the District Office. There were no reports by the Vice Presidents as they were unable to attend. The meeting adjourned at 3:38 p.m.


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