April 15, 2025

Attendance, Voting Members:

Sam Bliss, Sushini Chand, Alicia De Toro, Lydia Hearn, Michelle Hernandez, Adrienne Hypolite, Simon Kang’a,  Garrett King, Eric Mendoza, Rob Mieso, Tim Shively, Christina Wright

Absent: Mahder Aklilu, Nazy Galoyan, Kyle Krawez, Alan Ma, Andre Meggerson, Matsuko Estrada Nakamatsu, Mallory Newell, Elvin Ramos, Aditya Sharma,  Martin Varela, Erik Woodbury

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Welcome

Lydia Hearn welcomed everyone back from spring break.

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Review RAPP Dates for spring 2025

April 15: RAPP review resource requests

They will determine the available funds before moving forward with allocating resource requests in future meetings.

Train RAPP members on personnel prioritization review process

April 18 (Friday): Training for chairs and managers for personnel request forms and personnel prioritization process (round 1).

April 30: Personnel request forms due (round 1).

Potential time conflict with the permanent vice president of instruction hiring process in the next two weeks. Three of the RAPP members, including two tri-chairs, are on the hiring committee.

RAPP will review the resource requests over the next couple meetings and make its decision in May. De Anza did not get a new allocation of instructional equipment funds this year. Lydia will be working with divisions to determine the available amount from the remaining unallocated and unspent allocated funds. 

In May, RAPP will begin reviewing the Strong Workforce and Perkins funds. Then, they will dedicate the month of May to personnel prioritization (round 1).

RAPP outcomes and goals for the month of June.

June 3: RAPP will finalized personnel hiring prioritizations (round 1) They will approve the SWP & Perkins funding and resource requests 

June 12 (Thursday): College Council approval of RAPP recommendations on resource requests and SWP & Perkins funds.

The personnel requests process will continue into the Fall when more requests will come in. The new requests will be categorized and fold in with the spring requests. Then, RAPP will make its recommendations to the College Council.

The meeting reached a quorum.

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Approval of minutes (March 18; March 11; March 4; February 25; February 18; February 11; February 4)

No objection. Minutes approved.

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Presentation on available Lottery & Instructional Equipment Funds

Instructional Equipment

The last allocation for instructional equipment De Anza received from the state was in fiscal year 22.

Unallocated Fund Balance

6/30/2024  $1.5 million

3/31/2025  $639,150

Last year RAPP approved an allocation of about $900,000 to the divisions and areas for the 24-25 fiscal year.

Out of the remaining unallocated funds, RAPP has committed to half of the cost of the planetarium digital sound projection system. The purchase order amount for the system of $767,000 will be split evenly between the instructional equipment fund and the community ed fund. The instructional equipment fund will absorb about $383,000 over two years. Lydia estimated the amount for this year to be around $200,000. This will bring the unallocated balance to $400,000, below the $500,000 reserve amount unless they sweep the unspent allocated dollars from last year.

At this time, there is little or no instructional equipment funds available. Lydia will work with divisions to verify their needs and move what qualifies to the strong workforces and other funds. 

Lottery Fund

Lottery reserves have over $2 million unallocated funds, not including unspent allocated amounts. They have plenty on the lottery side, nothing on the instructional equipment side.

President Torres would like to petition legislators for a block grant with a total that could be spent according to the college needs. That would really relieve this issue of having too much money on one side and hardly any on the other.

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Second read of Lottery allocations (Presentation)

Lydia Hearn gave a quick review of the presentation she gave at the last meeting. She went over the origin of the funding, the challenges with the tracking, definition and qualifying expenditures. The lottery allocation has been trending upward over the last few years above the $1 million mark.

The proposed new model set the base allocation per year at $1 million with guaranteed minimum allocation for each division or area. The model includes a contingency fund for special needs. The new model will sweep unspent funds every year to eliminate the need for multiple accounts. The proposal also includes training and tools for clarification and implementation. They plan to reevaluate this pilot model in two years.

Sam Bliss moved to approve. Tim Shively seconded. No objection. Model approved, effective 25-26 year.

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Review of Instructional Equipment Requests

Lydia Hearn will meet with the division deans to start sweeping unspent allocated funds to build the unallocated amount. 

Then, they will look at the request amount vs amount available. If the requests exceed the funding, they will have to go through the same process last year.

They will look at the requests to see if there is anything that can wait, to see if they are needs or wants.

Review Personnel Prioritization process for spring 2025 (Round 1)

Lydia Hearn explained how the cycle for personal prioritization process works in two rounds. Round one takes place in May. Round two in Fall.

There are 4 pots of positions:

1. Replacement positions for recent vacancies between 10/1 and 4/30
2. New or growth position (round one only)
3. Replacement positions that became vacant between 5/1 and 9/30 
4. Positions requested previously but not funded

The personnel request forms and the prioritization process are on the website.

Training for chairs and managers this Friday, 4/18.

The managers and chairs submit their positions to their area dean for review. Deans submit the positions to the vice president and assistant vice president for review. Then, the requests come to RAPP.

RAPP will review, evaluate, and rank them into high, moderate, low buckets.

In the fall, after adding the new requests, they prioritize positions in the high bucket 

Meeting adjourned.