Peralta Community College District

PBIM - District Technology Committee (DTC)

Friday, October 9, 2015 – 9:00am – 12:00pm

DTC Meeting Minutes

Date of Meeting:

Present: Vina Cera, Mary Louise Zernicke, Mike Orkin, Antonio Barreiro,Sampathraj Balamurali, Rosemary Delia, Evelyn Lord, Jon-Michael Cox.

Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley, Fabian Banga

Guests:Ranell Holmes, Mario Rivas, Rochelle Olive, Gina Tomlinson

Facilitator/Recorder: Sean Brooke

Absent: Rocha Olivia, Ed Loretto, Rhee Eun, Sharon Millman, James Blake

Agenda Item / Committee
Goal / Strategic Planning Goal and/or Institutional Objective / Discussion / Follow-up
Action / Decisions
(Shared Agreement/
Resolved or Unresolved}
Meeting Called
to Order / Time: 9:20 am
Introducing the student Rep from Laney College to the Committee members.
Still positions we need to fill out to complete the quorum / The vacant positions that still need to be fill out are:
1-One student Rep
2-Recorder
3-Berkeley Faculty Rep
I. Agenda Review and Approval (Facilitator)
Sean Brooke / Agenda was approved as presented with a minorrevision,it was requested to adda sub item to item number V “Update: District IT Projects” which is ”Emergency Protocol”
II.Review and approval of Minutes for May 1, 2015 (Facilitator)Sean Brooke / Minutes from last DTC meeting, May 1, 2015 were corrected and approved as presented motioned by AVC Madlock and second by Evelyn Lord.
III. Review and approval of Minutes for September 11, 2015(Facilitator)
Sean Brooke / Minutes for September 11, 2015 meeting were approved as presented. Firstmotioned byVina Cera and second byco-chair Fabian. / AVC Madlock will send the minutes to the DTC Members / Move the minutes online as soon as we can since the members wanted to report back to their respective Colleges
IV. a. Finalize DTC Goals for 2015 -16 (Committee) / AVC Madlock reported out that we are making progress in finalizing these goals and trying to put them in place.
He also reminded the members to make sure that the DTC Goals for this yearare aligned with the institutional objectives.
Once these goals are approved, they need to be keyed in the DTC Agenda as we did in the previous year.
The DTC Goals for 2015-16 document was approved first by Vina and second by co-chair Antoine.
The document has been discussed and voted by the committee members.
In addition, the members would like to see some Timelines added to the document for clarity, evaluation and monitoring purpose and according to Fabian, there is another document presented last year which shows the projects and the timelines we may take into consideration and do the same thing this year. / AVC Madlock will send an electronic copy of the document to the DTC members as they requested. / In addition at the next meeting AVC Madlock will lay out all the projects for monitoring and timing on this document.
IV. b. Total Cost of Ownership – Presentation & Budget discussion / AVC Madlock gave a presentation about the TCO and the budget allocated to the projects for better understanding of where we are with the projects and the timelines.
AVC Madlock went through the handout
“Total Cost Of Ownership” and explained briefly where we are with the IT Strategy projects which is the first priority that we are trying to accomplish and it is also a goal number one on our Goals and objectives document.
According to AVC Madlock the purpose and the importance of the TCO document is to include all the major expenses and the contingencies such as maintaining all the projects after production before going to the Board for approval in the future.
Co-chair Madlock shared the story of the VOIP project and the lesson learned for not including the assessment before implementing the project which is going to cost around $20,000 and the need of checking the infrastructure before launching the project.
AVC Madlock is emphasizing the lesson learned and warned every one of the need to consider other costs required to support and run the project based on the Total Cost of ownership check list when going to the board for approval of the project.
The presenter AVC Madlock also covered the Colleges’ Technology resource needs for this current FY 15-16 which he finds reasonable and operational budget for IT department.
After bringing this document to the DTC member’s attention, AVC Madlock will meet with the chancellor to give him an update and the status of theseprojects and the infrastructure needs then he will take to the budget allocation sub-committee for further discussion.
He will also mention it to VC of finance and discuss where the budget will come from and bring the report back to the DTC.
In addition he will take it back to the cabinet and discuss it with the presidents and vice chancellors and report back to the DTC committee.
Evelyn Lord reminded everyone about the recommendation that Dr. Van Putten shared with the board last year and share it at the cabinet as well for the same intention and purpose.
Co-chair Antoine emphasized that each and every one knows the problems but the issue is how to get the administration to prioritize the Technology needs? And respond to the technology demand.
Evelyn Lord is sharing with the members that there is also a need for smart Library at Laney College and the need to replace or fix the aged infrastructures in the Library for studentsuse and to plug in their devices.
V. Update: District IT Projects/ Emergency Protocols.
Added
(AVC Madlock and Directors)
(5 minute break – stand up stretch) / The facilitator mentioned that there was a request to add and discuss the emergency Protocols with this item.
AVC Madlock explained clearly where we are withENS project and explained that from Technology perspective, IT is not responsible for public safety on the campus or the protocol that you call in, for that we have sheriffs and guards who handle protocol and emergency that takes place in campus, he added that ENS is just a tool that helps in that effort which we should have in the campus and we are working on currently.
The plan is that this system will be implemented at the end of November of this year is called “black board connect” which allows us to be able to retrieve the personal phone number and email address of the employee and the students to send out a notification messagein the event of the emergency on the campus.
Working with black board, so far we made connectivity to the black board and uploaded the file to black board.
According to AVC Madlock, the issue with this is that do we have updated personal information for the students to make sure everyone is notified for safety matter.
Evelyn was asking if they will get phone messages from the campus in case of emergency and the student would love to know if they can get a notification via text.
Ranell Holmes reported out that the classroom scheduling project will be going to the next board meeting. This project is for resources base scheduling for academic scheduling as well as non- academic scheduling.
The software will help us officially schedule classroom for academic and nonacademic purposes with a request approved and trucked with assignments.
The project will be launched right after the board approval, according to him This project will last from 6 to 9 months.
VI. Network Infrastructure Presentation(AVC IT Madlock) / AVC Madlock gave a brief presentation about “PCCD Infrastructure Goals” and the document ishanded out to the members for own record.
AVC Madlock and Gina Tomlinson “Interim director of technology”have presented to the members the IT Infrastructure Goals.
According to Ginaallthe projects can’t be implemented andcannot be utilized until all the infrastructure are fixed and /or upgraded and in place.
Most of the devices and network switches are End of life or end of support so we need to call the legacy organization to come in for supportand assistance.
In addition, current infrastructures can only sustain current technology and it is not build for new or upgraded technology.
Disaster Recovery Plan, co-chair Antoine brought to the attention of the members that this project was launched even before AVC Madlock gets to Peralta and spent $800.000 and it was failed.
Gina notified the audience that IT has to ensure that in each location, the server room and closet area are connected to the building generator system as she mentioned the incident that happened at Merritt College.
Antoine came up with the suggestion to do the cost analysis for all these projects and bring it back to the DTC members on the forthcoming meetings for further discussion.
VII. OER – Open Educational Resources
Fabian Banga / This item was not covered.
VIII. College Reports / Antoine has shared that Laney has finished successfully the wireless project and they are able to provide internet access in 200 classrooms and pleased to announce that this was a great achievement for the IT folks.
The Laney Technology Committee just met and they discussed the technology concerns at Laney and they will meet again in two weeks.
Laney Technology Committee is also working on technology master plan for this year and they will have a draft soon.
Bala reported out that College of Alameda Technology Committee is meeting next week and this is the first meeting for this year, He also expressed his fear and how hard it is to run IT operation without IT allocated budget.
His point of view is to request an ongoing sustainable budget for IT for each College instead of asking for the budget every FY.
Bala is suggesting to the committee to go tothe PBC with AVC Madlock to advocate for the budget for IT expenditures.
He also added that some of the labs are upgraded besides one lab which is not up today and they have no other sources besides the funds they spend on the upgrading classrooms and computer hardware.
Rosemary Delia from Merritt Collegereported out: We met last month September 11 and we are in the process of finalizing the technology goals for Merritt for this year and assessing the technology needs for the college.
In addition, we have been working on the Program Review information around Technology needs as a part of the whole setting for the year.
She invited AVC Madlock to the next meeting for the coming Thursday October 15th.
IX. Update Computer Use Guidelines
- Distribution email lists
- BYOD
- Student email distribution
- Dropbox, Goggle Docs, etc. / This item was not covered AVC Madlock would like to discuss on the next meeting when we have the quorum.
X. Meeting Adjourns: / 11:45AM
Next Meeting November 13, 2015 8:30am – 10:30am

Minutes taken by: Hayat Guessoum

Attachments: All documents and/or handouts for this meeting can be found at:

1-DTC Minutes- May 1, 2015

2-DTC Minutes- September11, 2015

3-DTC Agenda 10-9-2015

4-DTC 2015-2016 Goals & Objectives Document

5-TCO Presentation document

6-PCCD Infrastructure Goals

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