Building Sustainability for Students Measure C and More Central Services Annual Report 2006

1. Building Sustainability for StudentsMeasure C and MoreCentral Services Annual Report 2006 Martha J. Kanter, Chancellor July 10, 2006

2. Report Overview Introduction Human Resources and Equal Opportunity Business Services Plant Services ETS Foundation Chancellor’s Office

3. Introduction Four goals contained in “Advancing the Legacy,” the board-approved Educational Master Plan 2005-2015 Opportunity Quality Sustainability Accountability Sustainability, particularly with the recent passage of Measure C, is a focus of the Central Services Annual Report 2006.

4. “The true meaning of life is to plant trees under whose shade you do not expect to sit.” —Nelson Henderson

5. HUMAN RESOURCES AND EQUAL OPPORTUNITY “It is a unique and fulfilling experience to work for an organization with so many people who buy into the same mission—to provide students with quality service and an excellent education.” —Marilyn Booye, Employment and Classification Coordinator

6. Human Resources and Equal Opportunity Within Human Resources Benefits Classification Diversity Support Employee Relations Employment Services Labor Relations Legal Compliance and Policy Development Personnel Services

7. Human Resources and Equal Opportunity Selected Accomplishments 2005-06 Improvements to benefits network Addition of requested popular multi-specialty clinics: Palo Alto Medical Foundation, Camino Medical Group Nationwide network Increased number of contract providers for employees and retirees Enhanced services for older beneficiaries through Senior Support Two-year compensation agreements Four bargaining units, two meet-and-confer groups Stabilized budget planning; solidified board’s commitment to fair, competitive compensation for employees

8. Human Resources and Equal Opportunity Additional Selected Accomplishments Communication skills workshops Offered in response to the 41 focus groups on respect in the workplace Oft-cited concerns were communication and conflict resolution Eight-hour workshops; volunteer mediation program Diversity Survey Second survey administered May 2006 Online/paper, English/Spanish versions for employees Faculty support instrumental in surveying students Results to be presented in the fall

9. Human Resources and Equal Opportunity Opportunities and Challenges of Measure C Staffing and classification Creation of new positions, potential reclassification of some existing positions Staff Development Need for training and development initiatives, including on new information system New information system/examination of work practices Work priorities, pace and pressure

10. Human Resources and Equal Opportunity …and More Transition Leadership Planning Significant impending retirements and concomitant need for internal leadership programs, effective external recruitment Staff Development Need for training and development initiatives, including on the new information system Building community Mediation program Responding to results of diversity survey in order to continue to improve the educational and work environment Win/Win Negotiations Full contracts for SEIU, Teamsters 2007-2010 agreement with FA

11. BUSINESS SERVICES “Foothill College, where I gained many experiences, greatly increased my knowledge of math and science and significantly improved my communication skills. In addition to improving my writing and speaking skills, I learned that in order to succeed one needs to work in groups. As with school, in order to succeed in the workplace, one needs to be able to work well with others, both in small- and large-group settings. I’m pleased to apply what I’ve learned at Foothill-De Anza by working here, ultimately for students like I myself once was.” —Scottie McDaniel, Senior Payroll Analyst

12. Business Services Within Business Services Accounting Budget Operations Material and Purchasing Services Risk Management Hazardous Materials and Safety Management Police and Safety Services

13. Business Services Selected Accomplishments 2005-06 Working with the District Budget Committee, recommended a balanced budget for 2006-07 Delivered regular, extensive budget information to a wide variety of district audiences Collaborated with Human Resources and the Benefits Task Force to prepare for potential health benefits program changes in 2007-08, given the depletion of the internal services funds previously used to shore up program costs Updated actuarial study with recommendations on strategies to address the unfunded retiree medical liability Received a positive audit report in 2005, with no exceptions and limited management comments Achieved the highest bond ratings for community colleges statewide: Aa1 from Moody’s and AA from Standard & Poor’s

14. Business Services Additional Selected Accomplishments Began testing an automated timesheet processing system resulting from close collaboration between Payroll and ETS Conducted, through Purchasing, workshops to introduce small businesses to the district As part of a “community policing orientation,” increased Police and Safety Services communications to the college and external communities Achieved savings in insurance renewals through aggressive marketing of plans; scheduled district wide Emergency Operations Center training Improved environmental and hazardous materials oversight, safety standards and site review preparation Hired new director; significant training and preparation for county inspection held in June Established procedures for closure plans when buildings are remodeled Established clear process for e-waste and universal waste management Conducted area-wide HAZMAT training for colleges and K-12 in summer 2005

15. Business Services Bond Planning Cycle Conducted extensive assessment of facilities, technology and instructional equipment needs and financial options to meet them in support of the Educational Master Plan and Technology Strategic Plan Culminated in focus on bond option in fall 2005 Board approved bond election in February 2006 Significant planning for implementation began in February and continues Developed detailed plans for implementation

16. Business Services Opportunities and Challenges of Measure C Purchasing Planning to support purchasing and bidding workflow Planning to hire one dedicated purchasing expert to assist with Measure C bond program Expense reporting Accounting support to set budgets, record expenses and report to staff, board and Citizen’s Oversight Committee Planning to hire one accounting supervisor and one accountant to support the Measure C bond program Assessing workload on Accounts Payable Structuring the issuance of the first series for the bond Hired two senior underwriting firms through an open process to take the lead on selling the bonds Structuring recommendations are being brought to July board meeting Business and accounting staff will prepare the official statement required to sell the bonds

17. Business Services …and More Making wise budget decisions in the face of continually rising expenses, uncertain state budgets, shifting enrollment patterns Keeping budget balanced, with appropriate reserves, in preparing for an anticipated loss of $2.1 million in equalization funding in 2008-09 Planning for the effective use of one-time dollars Addressing the district’s unfunded retiree medical liability Implementing Measure C while simultaneously finishing Measure E Strengthening environmental and safety oversight and process

18. PLANT SERVICES “The pleasure of working with Foothill-De Anza is participating in the college activities on so many levels. The primary focus is environmental compliance, but by extension my position influences the entire campus behavior with, hopefully, a sense of environmental concerns delivered directly to students who take these attitudes home and to their new workplaces.” —Mona Voss, Director of Environmental Health and Safety

19. Plant Services Within Plant Services Construction Custodial Services (for Foothill and Central Services) Grounds Maintenance Plant Operations

20. Plant Services Selected Accomplishments 2005-06 Measure E Management and Oversight Reviewing plans Locating utilities Coordinating utility shut-downs and start-ups Commissioning of mechanical systems Installing locks and keying Repairing damaged utilities Conducting site inspections Reviewing, recommending approval for change orders Implementing projects not included in larger contracts

21. Plant Services Additional Selected Accomplishments Energy efficiency Cogeneration plants (providing heat for pools, power for the campus grid); photovoltaic systems now operational Ongoing work to obtain LEEDS certification of new De Anza buildings Ongoing work to provide for energy- and water-saving “green” roofs for Foothill Lower Campus Complex Construction of central heating and cooling plant at Foothill; design of campus’ irrigation system to use well water Bond preparation Identification, prioritizing and budgeting for facilities needs, including major and small capital projects, renovation requirements, long-term maintenance requirements

22. Plant Services Opportunities and Challenges of Measure C Simultaneous management of Measure E (with $114 million and two years of construction remaining) and Measure C Six years of department experience with bond construction management Demand on staff time Turnover in senior management High degree of public works construction over the next decade Recruitment and retention of district staff and program and construction managers Volatile cost and availability of construction materials and labor

23. Plant Services …and More Maintenance of Existing Facilities Including recently completed buildings at De Anza: Science Building, Student and Community Services Building, Kirsch Center for Environmental Studies New Facilities Campus Center, Lower Campus Complex at Foothill

24. ETS “Working at the Foothill-De Anza Community College District is a rewarding experience. My work in Educational Technology Services allows me to assist instructors in providing working technological curriculum to enhance our students’ learning.” —Dan Frandy, Senior Workstation Technician

25. ETS Within ETS Information Systems Network and Client Services Institutional Research and Planning

26. ETS