Chancellor's Cabinet Meeting

Present: Chancellor Roy Flores, Provost and Executive Vice Chancellor Suzanne Miles; Executive Vice Chancellor David Bea; Vice Chancellors Kirk Kelly and Raul Ramirez; Presidents Lou Albert, Christal Albrecht, Johnson Bia, Charlotte Fugett, Jana Kooi, and Sylvia Lee; Assistant Vice Chancellor and Vice Provost Brigid Murphy; Assistant Vice Chancellors Donna Gifford, Diane Groover, Rachelle Howell and Lynne Wakefield; Senior Assistant to the Provost Stan Steinman; Marketing and PR Coordinator Paul Schwalbach

1.       Action

Even Exchange Program (L. Morales)
Dr. Morales discussed the program and problems it creates with refunds, student success and financial aid.
Action:  Discontinue program.

2.       Follow-up

2a.    Communication (R. Flores)

2b.    Email CC Requirement (R. Flores)
Dr. David Bea and Mr. Kirk Kelly distributed a revised list of email protocols.  The list included but not limited to:

1.   All email sent to Cabinet Members (other than your executive administrator) who report directly to the Chancellor:  Copy your direct supervisor, your executive administrator, and Dr. Flores.

2.   You do not need to copy others on simple replies like “thank you” or when arranging meeting times.  Use your judgment.  If there is a question of whether to copy, copy.

3.   Email requests must be responded to by email within 72 hours.  The response does not have to be an answer to the question, but should include an acknowledgment of the receipt of the email and an estimated timeline for your response.
Follow-up:  This item will be discussed further at the next Cabinet.

3.       Policies and Procedures (D. Gifford)

3a.    SPG-1502/BA:  Cyclical Review
AVC Wakefield noted that no comments were received on this item.
Action:  Approved for 21-day posting.

3b.    SPG-1502/BB:  Individual Position Studies
AVC Wakefield noted that suggestions received at the last Cabinet meeting have been incorporated.  No other comments were received.
Action:  Approved for 21-day posting.

3c.    BP-2503:  Use of Facilities
EVC Bea noted that this policy was coming forth to strengthen language and correct titles.

3d.    RG-2503/A:  Use of College Premises and Facilities
EVC Bea stated that this is a new regulation for use of facilities.  Dr. Bea will share the fee scheduled mentioned in the regulation with the CDAS for accuracy

3e.    SPG-2503/AA:  Use of College Facilities
This SPG will include revised language with respect to food service.  There will be a list of approved vendors to choose from.  Also discussed were the rental fees. 
Action:  After some discussion, this document will be revised and will come back to the next meeting.

4.       College Plan (R. Flores)

The College Plan is on track.

5.       Budget:  Ways to Save Money (R. Flores)

• Dr. David Bea presented cost saving strategies for Finance and Administration which includes cost savings in staff vacancies; cutting/restricting travel – Professional Development through Webinars; realize energy savings – Using energy efficient roofing materials (WC) and Window Shades (DO); and refine contracts and leases – reviewing and negotiating terms.
• Mr. Kirk Kelly presented cost saving strategies for IT which includes moving from a 4 to 5 year replacement cycle for computers; reducing nightly maintenance time by 1.5 hours; purchasing Energy Star 5 computers; reduction in the number of servers; and reviewing all maintenance contracts removing non-essential items.

6.       Organizational Climate (R. Flores)

Dr. Flores noted that our findings should be shared with the community.  A list of potential groups to hear the presentation:

• Women at the Top (WATT)
• HPAC
• Editorial Board of the Arizona Daily Star
• Metropolitan Education Commission (MEC)
• Local Superintendents/Principals
• NW Chamber of Commerce
• Marana Chamber of Commerce
• Workforce Investment Board (WIB)
• Business Education Roundtable (BER)
• Native Education Alliance (NEA)
• Vail Community Action Board
• Foundation Corporate Committee
• Pima County One Stop
• Southern Arizona Legislative Delegation
• Tucson Technology Leadership
• Raytheon and other Scholarship Partners
• Tucson Pima Arts Council (TPAC)
• Breakfast Club
• P-20 Council
• Southern Arizona Leadership Council (SALC)

7.       Information Items

7a.    Campus Non-Credit Offerings (C. Fugett)
President Fugett distributed a copy of possible items to discuss when deciding to offer non-credit courses.  The list includes:  class content and approval process; locations for class offerings; fees/cost associated with class; marketing; registration process; and personnel matters (instructor credentials, compensation and hiring process).
Follow-up:  Presidents Fugett and Lee and AVC Howell will work together and come back with suggestions.

7b.    Cachement Area Space for Special Programs (R. Flores)
Dr. Flores stated that the Campuses needed to make sure their areas were being served.  If by chance they have a unique space available that another campus could use – pass the information along.

7c.    On-line Hiring System Update (L. Wakefield)
AVC Wakefield distributed a copy of the Job Interest Card now being used for applying for jobs at Pima.  Once the Job Interest Card is submitted online, applicants will be notified for the next 12 months each time a position (whose category matches one of the categories chosen) opens with Pima.

Additional Information
H1N1 (Swine Flu) Update

• Emergency response team continues to track the CDC, WHO, and Pima County Health updates related to flu response. 
• Pima’s web link has been updated to revise the guidance on returning from self-isolation – 24 hours after being free of fever.
• Distributing sanitizing wipes for computer labs.
• Ordering sanitizing gel dispensers that will be prominently located throughout the campuses and buildings.