March 2, 2021

Approve Notes from 10/27/2020
Notes were approved.

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Introduce & Welcome Jennifer Mahato, Director College Operations and Jorge Rogriguez, Interim Manager, Operations
The team welcomed Jennifer Mahato and Jorge Rogriguez to Administrative Services.

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Review/Approve New Membership Structure. Requested by Classified Senate/ACE/CSEA. Welcome new members.
The team approved the new Governance structure and membership and welcomed new members.

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Dining Services Update
Dining Services will remain closed until return to campus. Menu options will be dependent upon demand. Dining services staff are still employed by the District and are working in other positions.

Bookstore Update
The Bookstore is open and serving faculty and students. The Campus Store Services RFP# 1847 (Request for Proposal) closes on March 17, 2021. More information will be available after a review of the RFP.  Concern regarding confusion some students have regarding paying for OER materials, specifically what is free to the students and what they would need to pay for.  Kaur and Gannon would meet to discuss how to improve the student experience regarding obtaining OER instructional materials through the Bookstore.

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Shared Govenance - Continued (from 2/25/2021 College Council Meeting)
College Council approved the formation of a governance taskforce. Each constituent group has been asked to present two names of representatives to serve on the taskforce. Constituent groups are posted to the College Council website http://www.deanza.edu/gov/college_council/members.html

Budget: Current Model and Process for Upcoming Years Update (from 2/25/2021 College Council Meeting) 
College Council approved of improving the current budget model to allow for more holistic, campus wide review and decision making, moving away from decision-making in silos.  College Council will be meeting on the 2nd and 4th Thursdays until further notice.

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CARES Act (HEERF) & CRRSAA (HEERF II) Updates (Higher Education Emergency Relief Fund)
The federal Coronavirus Aid, Relief, and Economic Security (CARES) Act provided funds to De Anza College for emergency relief related to the disruption of campus operations due to the coronavirus.  Under federal guidelines, the college is required to certify that it will distribute at least 50% of the relief funds to affected students in the form of Emergency Financial Aid Grants for expenses related to that disruption, including eligible expenses such as food, housing, course materials, technology, health care and childcare.

De Anza College submitted the required certification on April 17, 2020 and on April 25 received $7.1M of which $3,617,629 was for distribution as Emergency Financial Aid Grants.  Federal rules also require the college to post periodic reports on its website regarding the distribution of those grants, starting 30 days after the college received the funds and then every 45 days after that.

As of Feb. 19, 2021, the college has distributed $3,337,730 to 4,715 students. Institutional funds over and above the 50% are being moved to the student fund. Grants are currently distributed on the basis of financial need and eligibility, demonstrated by their eligibility for federal Pell Grants and their Expected Family Contribution determined by the FAFSA (Free Application for Federal Student Aid). Students are notified by email when a grant is disbursed. Students may also apply for assistance online by using the Emergency Funds Application Form[BROKEN LINK].

Further CARES Act funding (CRRSAA HEERF II) in the amount of $14.1M has been allocated to De Anza and is expected to be distributed in March 2021.

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Facilities Master Plan Update
The meetings have concluded. De Anza’s final plan is being drafted to be incorporated into the district wide FMP for presentation at the 4/5/2021 Board meeting. The timeline, members, presentations, zoom chat and participants for every meeting, including the student focus groups and the sustainability workshop, are all posted to the FMP site. Mahato brought attention to a few key slides from the last meeting’s presentation as a high-level overview of some of the findings. Once the plan had been approved by the Board and a consultant had been approved, the more detailed work on design and programming would commence. Programming will be collaborative and include end users of the space, architects and subject matter experts such as space planners and plant services staff.

The process of how-to bring attention to faculty/building users facilities requests needed clarifying as currently requests are placed into program review documents and do not get acted upon, which is frustration for the end users of the spaces.  Specific examples of requests were replacing chalkboard with whiteboards, need for sound transfer mitigation, and adding additional power outlets in the L quad classrooms.  As Dean’s are already familiar with the requirements from the program review documents, a suggestion was to reach out to them for information. Mahato would work on how to improve the process / or set up a new process. In the meanwhile, she asked that requests be emailed to College Operations for review and action.

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Report Out from Constituent Groups / Quick News
DASB reported that the Finance Committee had gone through their first-round budget deliberations for funds 41 & 46.  The first vote had been taken. A second vote is scheduled for tomorrow 3/3/21 for allocation of funds for the 2021/2022 year.

Campus Center floor is being replaced
Science Center roofing project
Campus wide bench replacement project is underway
Chalkboard replacement project is scheduled

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Meeting ID	StartTime/End Time
APBT Meeting 91708412800	3/2/2021  13:56:10 3/2/2021  15:09:48
Name (Original Name)	Total Duration (Minutes)
Adam Contreras	66
Angélica# she/her/ella	69
Anthony Nguyen	72
Chris Winn	72
Hyon Chu Yi-Baker	72
Jeffrey Kasprow	74
Jennifer Mahato	75
jrodriguez	70
Martin Varela	70
Naoko Harada	72
Patrick Gannon	70
Pippa Gibson (notes)	74
Sally Gore	74
Shagun Kaur	71
Teri Gerard	71