WEBVTT 1 00:01:08.620 --> 00:01:12.279 Goldware, Rebeccah: Although, we'll give it a few more minutes, and then we'll get started. 2 00:01:38.170 --> 00:01:40.929 Goldware, Rebeccah: Renee, can you let me know when we hit quorum, please? 3 00:01:47.090 --> 00:01:51.609 Vigil, Renee: No problem, I'm just double checking to make sure. I think we are at Quorum, but let me double check. 4 00:01:51.610 --> 00:01:52.320 Goldware, Rebeccah: Okay, thanks. 5 00:03:12.370 --> 00:03:17.460 Vigil, Renee: I think we need just one more person, and then… is it Tara or Tara? 6 00:03:19.910 --> 00:03:20.810 Osekowsky, Tara: Tara. 7 00:03:21.350 --> 00:03:23.150 Vigil, Renee: Tara, I was wondering, 8 00:03:23.290 --> 00:03:32.970 Vigil, Renee: Who are you affiliated with for DSPC? Because they just did updates on the master spreadsheet, and I just want to make sure we have you correctly captured on here for membership. 9 00:03:34.580 --> 00:03:35.999 Osekowsky, Tara: What do you mean? 10 00:03:36.000 --> 00:03:37.810 Goldware, Rebeccah: Are you a student, or are you… 11 00:03:37.810 --> 00:03:39.960 Vigil, Renee: Oh, okay, professional… 12 00:03:39.960 --> 00:03:40.680 Goldware, Rebeccah: Which college? 13 00:03:40.680 --> 00:03:43.990 Osekowsky, Tara: Classified Professional at City College. 14 00:03:43.990 --> 00:03:45.080 Goldware, Rebeccah: At RCC. 15 00:03:45.080 --> 00:03:57.399 Vigil, Renee: RCC? Okay, because I don't have anybody listed on the master spreadsheet, but you were historically, that's why I was like, why are you not listed on here? Like, your name disappeared on the master, so… yeah. 16 00:03:58.550 --> 00:04:08.680 Vigil, Renee: I'm putting you back on there, and then I think we have Quorum with your name in the mix, so this is a very small committee, and then Alice is just a, guest for this one. 17 00:04:10.460 --> 00:04:14.440 Goldware, Rebeccah: Okay, if that's the case, Laurie, what are your thoughts? 18 00:04:14.950 --> 00:04:21.429 Goldware, Rebeccah: I can't bring… With… two of the people that are voting members, my staff, to DBAC. 19 00:04:22.780 --> 00:04:25.800 McQuay-Peninger, Laurie: I thought Alice was a member, but she's not? 20 00:04:26.580 --> 00:04:40.329 Vigil, Renee: No, and like, when I pull up the membership list, it's very blank for management. Like, I have Carina for Norco, Moreno Valley's blank, RCC's blank. 21 00:04:42.630 --> 00:04:46.130 McQuay-Peninger, Laurie: Can you add, Alice right here, or do we have to get somebody's permission? 22 00:04:46.390 --> 00:04:50.490 Goldware, Rebeccah: It has to be a referral on the management side through the president's office. 23 00:04:51.270 --> 00:04:51.950 McQuay-Peninger, Laurie: Oh. 24 00:04:52.450 --> 00:04:55.909 Goldware, Rebeccah: Okay, well, I'll share briefly what. 25 00:04:56.100 --> 00:04:56.540 McQuay-Peninger, Laurie: Where? 26 00:04:56.540 --> 00:05:11.400 Goldware, Rebeccah: the plan is, and we just won't take any action, because it doesn't make any sense, and then I'll give you guys, like, 50-plus minutes back. And if there are any questions or comments, we can raise it for a future meeting, if it makes sense for us to have a future meeting. 27 00:05:11.620 --> 00:05:24.310 Goldware, Rebeccah: One of the things that the Alternative Resources Group, has within the portfolio for the charge includes things from the grants and sponsored project side of the house. So… 28 00:05:24.310 --> 00:05:33.029 Goldware, Rebeccah: One of those elements that's deep within grants is the indirect cost recovery, which is on the post-award side, so after we have received a grant. 29 00:05:33.090 --> 00:05:43.620 Goldware, Rebeccah: There is, monies that we can take, depending on the type of grant, called indirects. Those are things that are meant to cover, basically, overhead. 30 00:05:44.270 --> 00:05:48.199 Goldware, Rebeccah: HR, business services, that kind of stuff. 31 00:05:49.320 --> 00:05:55.010 Goldware, Rebeccah: We do not, as an institution, have a defined indirect recovery… 32 00:05:55.110 --> 00:06:04.009 Goldware, Rebeccah: process, guidelines, procedures, really anything. And so we went back through, created a narrative. 33 00:06:04.460 --> 00:06:16.439 Goldware, Rebeccah: plan to assign a percentage to it. Currently, it is an 83-17 split, where the 17 stays in the district office to run those back-end services, and the balance goes to the colleges, but there is no… 34 00:06:16.950 --> 00:06:19.989 Goldware, Rebeccah: documented reason why 8317. 35 00:06:21.070 --> 00:06:39.560 Goldware, Rebeccah: So, I will be taking an item that the post-award group did across the last year and a half, two years, to DBAC, maybe in November, and the intent is to lay out both the theory, which is why we should do indirects in a certain way, and, present a 36 00:06:39.640 --> 00:06:55.299 Goldware, Rebeccah: percentage that we consider. I am suggesting that we consider using the federal overhead rate, or federally approved indirect rate for the district, because the federal government got a lot of information from us and said, this is your rate. 37 00:06:55.510 --> 00:06:58.169 Goldware, Rebeccah: So it's documentable, it's auditable. 38 00:06:58.320 --> 00:07:06.120 Goldware, Rebeccah: And it is 30.6%, which you can hear is significantly different than 83. So my guess is the colleges aren't going to be super thrilled. 39 00:07:06.230 --> 00:07:10.440 Goldware, Rebeccah: we need to start somewhere and have a conversation, so… 40 00:07:11.410 --> 00:07:30.939 Goldware, Rebeccah: I just said a lot of things that I know Laurie understands. I think Alice understands. I'm not sure, Tara, if you do. Deb, I don't know if you have questions, but… so, Tara, I'll just make this open to you. If you have questions, concerns, I'm happy to answer them, but I am not asking this group to take any action, because when I go to DBAC, I will, 41 00:07:31.490 --> 00:07:41.000 Goldware, Rebeccah: I'm not gonna reference that we came to consensus or had any judgment one way or the other, just because of the size of the group, with most of the people already being on my team, so… 42 00:07:42.600 --> 00:07:45.200 Goldware, Rebeccah: Does anybody have any questions, comments, concerns? 43 00:07:45.390 --> 00:07:51.649 Osekowsky, Tara: Well, I think I understand, but… so, obviously, like you said, we're not… 44 00:07:51.890 --> 00:07:57.679 Osekowsky, Tara: Voting on anything, but… so the state is telling us that we have to change it now? 45 00:07:57.880 --> 00:08:05.010 Goldware, Rebeccah: No, nobody's telling us we have to change it. I'm saying, for an institution of our size to not have it documented doesn't seem like best practice. 46 00:08:05.230 --> 00:08:05.910 Osekowsky, Tara: Okay. 47 00:08:05.910 --> 00:08:10.949 Goldware, Rebeccah: And so we should go through a process, we like to document everything here, so we should go through a process and document 48 00:08:11.070 --> 00:08:20.970 Goldware, Rebeccah: Y8317, or Y30.6, and at least with 30 point cents, I can point to the federal government and go, because they said so! 49 00:08:21.780 --> 00:08:29.170 Goldware, Rebeccah: And there's a whole paperwork process behind why they said so, versus 8317, which is also because we said so. 50 00:08:29.630 --> 00:08:33.030 Goldware, Rebeccah: But that's it. There's no… there's nothing else behind that. 51 00:08:33.380 --> 00:08:34.020 Osekowsky, Tara: Yeah. 52 00:08:35.230 --> 00:08:35.919 Goldware, Rebeccah: So… 53 00:08:36.289 --> 00:08:49.309 McQuay-Peninger, Laurie: Yeah, the process is currently not codified, so we don't have anything in writing. I've been here about almost 7 years, and when I arrived as the Director of Grants and Sponsored Projects. 54 00:08:49.329 --> 00:09:05.869 McQuay-Peninger, Laurie: it was just this 8317 just kept being bounced around about how much money. So when we write a grant, we get an overhead, you know, an indirect cost on that, and we disperse that indirect cost rate, 83% to the unit that applies for the grant, and then 17% to 55 00:09:05.869 --> 00:09:17.839 McQuay-Peninger, Laurie: the, general fund to cover facilities and administration. And so, we… I've been working with the grants team and the business team, so the post-award team, probably for most of the past five, six years. 56 00:09:17.899 --> 00:09:31.119 McQuay-Peninger, Laurie: to put into writing how exactly we have come to this 8317 rate, just to kind of formalize it a bit, so when the next person arrives in this position, or in some similar position, they don't go. 57 00:09:31.129 --> 00:09:43.839 McQuay-Peninger, Laurie: huh, why are we doing it this way? Which is what I've spent most of the last 6 years doing. So, it puts into writing, just kind of how we do it. Universities all have different distribution plans, right? 58 00:09:43.839 --> 00:09:53.809 McQuay-Peninger, Laurie: So, indirects, from the perspective of Alternative Resources is actually an unrestricted account, so the more indirect you, 59 00:09:53.859 --> 00:10:04.319 McQuay-Peninger, Laurie: you, you receive through your direct… through your grants, the more money you have to spend in ways that you… you need to. So, many universities have a distribution plan that 60 00:10:04.599 --> 00:10:24.189 McQuay-Peninger, Laurie: puts a portion of it into the facilities and administration, which is, as Rebecca said, payroll, human resources, information technology, all of those kind of services that support the entire, district, district-wide, but don't necessarily generate resources, right? 61 00:10:24.189 --> 00:10:40.659 McQuay-Peninger, Laurie: And then they also tend to set aside some for, like, the project teams. Sometimes they set aside some for the grants offices so that they can continue to, function at a capacity level that, supports the project teams. Sometimes, 62 00:10:41.469 --> 00:10:55.989 McQuay-Peninger, Laurie: they just go to the administrative units that oversee the grants. Just kind of varies, so that's the purpose of this, policy and procedure, and really where the hang-up has been is what rate do we say? You know, obviously here we have a district. 63 00:10:55.989 --> 00:11:02.409 McQuay-Peninger, Laurie: The colleges write grants, the district writes grants, Debra's office, Workforce Development, writes a lot of grants. 64 00:11:02.409 --> 00:11:14.199 McQuay-Peninger, Laurie: But each of the colleges also write grants, and so what we're looking to do is determine how much actually supports facilities and administration, payroll, business services, human resources, all that stuff, and how much goes back 65 00:11:14.509 --> 00:11:28.309 McQuay-Peninger, Laurie: to the unit that applies for the grant to be used in an unrestricted capacity, to support, programmatic and administrative functions. So, that's kind of what we're looking to do, is to put it into writing. 66 00:11:28.919 --> 00:11:31.569 McQuay-Peninger, Laurie: Sorry, Rebecca, I just said a lot more. 67 00:11:31.570 --> 00:11:32.840 Goldware, Rebeccah: Yeah, no, you're fine. 68 00:11:33.160 --> 00:11:36.609 Goldware, Rebeccah: Anything else? Questions, follow-ups? 69 00:11:39.090 --> 00:11:46.190 Osekowsky, Tara: I'm sorry to be repetitive, but the second number that is suggested, it was 3664? 70 00:11:47.570 --> 00:11:49.360 Goldware, Rebeccah: 30.6. 71 00:11:49.360 --> 00:11:52.210 Osekowsky, Tara: Oh, 30.6, okay. Sorry, I… 72 00:11:52.210 --> 00:11:52.570 McQuay-Peninger, Laurie: And food. 73 00:11:52.570 --> 00:11:53.979 Osekowsky, Tara: I'm bad with numbers. 74 00:11:53.980 --> 00:11:54.590 Goldware, Rebeccah: No, you're okay. 75 00:11:55.230 --> 00:12:05.470 McQuay-Peninger, Laurie: 30.6 and 69.6, so currently it's 1783, and so we're proposing 30.669.4. I think that adds up to 100%. 76 00:12:05.470 --> 00:12:06.250 Goldware, Rebeccah: Yes. 77 00:12:06.250 --> 00:12:23.759 McQuay-Peninger, Laurie: And the reason for that is we do have a cost allocation plan, so in order to determine how much we receive in indirects for all of our grants that go in, we have to submit a cost allocation plan to the U.S. Department of Health and Human Services, and we provide them with a bunch of numbers, there's a formula that, 78 00:12:23.780 --> 00:12:45.519 McQuay-Peninger, Laurie: determines how much of it is indirect and how much of it is direct, and then they set your rate, and our rate came out to be 30.6. So, instead of arbitrarily saying 50% is going to go to facilities and administration, or 17% is going to go to Facilities and administration, let's just use the rate that the federal government did, and we'll divide it 30.6 to Facilities and administration. 79 00:12:45.520 --> 00:12:51.160 McQuay-Peninger, Laurie: And 69.4, if my math is right, to the units that apply. 80 00:12:51.160 --> 00:12:58.740 McQuay-Peninger, Laurie: A little bit more, obviously, to facilities and administration, but we are expecting a discussion probably at DBAC about that. 81 00:13:04.370 --> 00:13:04.860 Goldware, Rebeccah: Whereas? 82 00:13:06.220 --> 00:13:07.530 Goldware, Rebeccah: Yeah, absolutely. 83 00:13:09.040 --> 00:13:11.449 Goldware, Rebeccah: Any other questions, comments? 84 00:13:11.780 --> 00:13:23.429 Musumba, Alice: So my comment on this, this is Alice, was that regardless of what percentage goes into it, it would be important to use this agenda item to 85 00:13:23.650 --> 00:13:30.300 Musumba, Alice: But it's… clearly what we use the IDC for. 86 00:13:31.120 --> 00:13:38.630 Musumba, Alice: both at the district level and maybe at the community level, or definitely at the community level. I'm not sure whether that would be part of. 87 00:13:38.630 --> 00:13:45.329 Goldware, Rebeccah: So, yes, Alice, to your point, in the draft language that we put together, it does have… 88 00:13:45.720 --> 00:13:49.399 Goldware, Rebeccah: a section for allowable use for IDC. 89 00:13:49.750 --> 00:13:57.530 Goldware, Rebeccah: And while it doesn't say you shall use it in only these areas, it highlights… 90 00:13:58.290 --> 00:14:00.199 Goldware, Rebeccah: What the intent is? 91 00:14:00.730 --> 00:14:02.720 Goldware, Rebeccah: And how it should be used? 92 00:14:03.540 --> 00:14:09.309 Goldware, Rebeccah: With, let's see… To provide needed infrastructure and enhanced capacity. 93 00:14:09.550 --> 00:14:25.369 Goldware, Rebeccah: For grant-managed projects, to enhance institutional support for innovation and scholarships, to increase program competitiveness in state competitions, to provide direct incentive for instructional… oh, look at Laurie being on top of that, pulling up. Thank you. 94 00:14:25.390 --> 00:14:27.489 McQuay-Peninger, Laurie: I'm just a visual person. 95 00:14:27.490 --> 00:14:28.140 Goldware, Rebeccah: Yeah. 96 00:14:28.310 --> 00:14:28.640 McQuay-Peninger, Laurie: So… 97 00:14:28.640 --> 00:14:34.099 Goldware, Rebeccah: So, when it… when it loads, it's on the next page. 98 00:14:34.220 --> 00:14:50.010 Goldware, Rebeccah: And you can see those are recommendations to the colleges, but it does highlight that the colleges… let me rephrase that, that the units, because it's not just the colleges, that the units have to come up with a plan for how they will spend IDC. 99 00:14:51.030 --> 00:14:53.329 Musumba, Alice: What are we defining units as? 100 00:14:53.330 --> 00:14:55.049 Goldware, Rebeccah: It's on page 1. Look at Laurie. 101 00:14:55.050 --> 00:14:55.490 McQuay-Peninger, Laurie: Yes. 102 00:14:56.230 --> 00:15:02.809 McQuay-Peninger, Laurie: So, I added it as a definition. I was trying to get, you know, we have that district versus college thing. 103 00:15:02.820 --> 00:15:22.300 McQuay-Peninger, Laurie: And, I was trying to get away from the us versus them language, so I decided to use a unit. Part of the problem is that the district office has programs in it that actively apply for grants. So Workforce and Economic Development applies for grants, the Inland Empire Desert Region Consortium applies for grants. 104 00:15:22.300 --> 00:15:35.290 McQuay-Peninger, Laurie: adult education and, not… non-credit applies for grants, so distance ed apply… they all apply for grants, and so instead of saying the programs that exist in the district office, I decided to call them units. 105 00:15:35.290 --> 00:15:54.979 McQuay-Peninger, Laurie: And so I created, the colleges are a unit, but also the programs at the division within… at the… at the district level, so I identified units as business and financial services. Believe it or not, they have applied for grants. Educational services, which includes non-credit adult education, 106 00:15:54.980 --> 00:15:56.270 McQuay-Peninger, Laurie: Distance Ed. 107 00:15:56.520 --> 00:16:04.119 McQuay-Peninger, Laurie: And study abroad, study abroad is there. Human Resources and Employee Relations, they've also applied for grants in the past. 108 00:16:04.120 --> 00:16:05.580 Goldware, Rebeccah: Center for Social Justice? 109 00:16:05.700 --> 00:16:09.629 McQuay-Peninger, Laurie: Yeah, and then the inner… no, that's under you, right? The center? 110 00:16:09.630 --> 00:16:11.540 Goldware, Rebeccah: Go! Ed Services. 111 00:16:11.850 --> 00:16:28.960 McQuay-Peninger, Laurie: Oh, okay, good, that's good to know. And then institutional Advancement, economic and development. So, the three colleges plus the four divisions at the district office is what I've identified as units, and I'd love to have feedback about this. Renee knows, and Rebecca knows, I was playing with these words yesterday, so, 112 00:16:29.240 --> 00:16:37.319 McQuay-Peninger, Laurie: I'm trying to get it so it's not the colleges and the offices. I just wanted to… like, the units. 113 00:16:37.430 --> 00:16:49.209 McQuay-Peninger, Laurie: also using language from NCURA, Alice, that NCURA uses the unit language too, and then I had a conversation with Rachel yesterday, and she was using the unit language, and I was like, oh, this works, the units. 114 00:16:49.450 --> 00:16:51.280 McQuay-Peninger, Laurie: The units that are platforms. 115 00:16:51.280 --> 00:16:59.749 Musumba, Alice: And I think that's the same thing they're doing here. That's why I'm glad you have it written there, because even at NVC, the different 116 00:17:01.230 --> 00:17:03.660 Musumba, Alice: Wings are units, whether it's 117 00:17:03.810 --> 00:17:11.600 Musumba, Alice: Our business services, academic affairs, planning and development, etc, etc. We call ourselves units, hence the question. 118 00:17:12.220 --> 00:17:18.739 Musumba, Alice: So I wasn't sure if Student Services applied for a grant, then that would be a unit, or that would be NVC. 119 00:17:19.470 --> 00:17:19.970 Goldware, Rebeccah: Mmm. 120 00:17:19.970 --> 00:17:23.609 McQuay-Peninger, Laurie: Technically, it would be MVC, from my perspective. 121 00:17:24.500 --> 00:17:45.200 McQuay-Peninger, Laurie: And then you'd… but you guys are… and I think you have one, Jake said he was going to go look for it, but… so, somewhere in here, the remainder of IDC recovery will be distributed to the unit that applied for and received the award, and we're asking for you to have written… oh yeah, units will each determine through written process how they will prioritize the use and distribution of IDC recovery. 122 00:17:45.200 --> 00:17:46.880 McQuay-Peninger, Laurie: So, 123 00:17:47.090 --> 00:17:54.810 McQuay-Peninger, Laurie: if I define the units as the college, so the college will… each… each college will determine through a written process how they will prioritize the use. 124 00:17:54.970 --> 00:18:03.699 McQuay-Peninger, Laurie: And then you can decide whether or not you want some of that money to go down to the unit… the units within the units, the subunits, that applied for the money. 125 00:18:04.610 --> 00:18:06.609 Musumba, Alice: I'm cool with it. It's good. 126 00:18:06.780 --> 00:18:17.419 Musumba, Alice: I just wanted to make sure that we had it, defined in this document so that we can go back and say, hey, MVC can figure out what they want to do with it, and Student Services does not have to 127 00:18:17.870 --> 00:18:18.750 Musumba, Alice: Auto… 128 00:18:18.750 --> 00:18:19.250 McQuay-Peninger, Laurie: Yeah. 129 00:18:19.250 --> 00:18:28.459 Musumba, Alice: have the autonomy to do that on its own. Oh, and I'm not… I'm not picking on Syrian Services, it's just the group that we've written a lot more grants with lately, so they're my favorite group. 130 00:18:29.710 --> 00:18:42.340 McQuay-Peninger, Laurie: Yeah. One of the things that, the Vice Chancellor for Business Services wanted was to ensure that in, item number two, under allowable use of indirect cost recovery, that we don't use it for permanent positions. 131 00:18:42.560 --> 00:18:49.760 McQuay-Peninger, Laurie: And so that is said here. The only IDC recovery that we use for permanent position is to support grants. 132 00:18:49.970 --> 00:19:08.180 McQuay-Peninger, Laurie: grants team members, so, like, Kanani Hoopai is under… is paid for through IDC Recovery, and he wanted that to align with the BAM, which says that we do not use one-time funding to support permanent positions, and so I had, more flexible language here. 133 00:19:08.380 --> 00:19:18.150 McQuay-Peninger, Laurie: Sure, I'm a fan of flexible language. It allows us to do things in the moment if we need to, but I wanted to do it a little bit stronger, so it does say, 134 00:19:18.740 --> 00:19:30.969 McQuay-Peninger, Laurie: that will not be used to fund permanent personnel. I think that's what he meant, but it may get to DBAC, and he'll be like, I didn't say that. And I'll be like, oh, I didn't understand that. So, we'll see. 135 00:19:32.690 --> 00:19:33.460 McQuay-Peninger, Laurie: Yeah. 136 00:19:33.460 --> 00:19:36.480 Goldware, Rebeccah: Okay, what else? Other questions, comments, concerns? 137 00:19:37.770 --> 00:19:46.280 Goldware, Rebeccah: like I said, we're not going to take any action, because, it doesn't make any sense, so Renee out from the action items, we'll just move them to the next meeting, and 138 00:19:46.580 --> 00:19:50.109 Goldware, Rebeccah: unless there's anything else, I'm gonna give you everybody their time back. 139 00:19:52.090 --> 00:19:59.000 Osekowsky, Tara: So do we have to have another meeting coming up soon? I know we do these pretty far in between, 140 00:19:59.000 --> 00:20:10.309 Goldware, Rebeccah: So this committee actually doesn't… there's nothing that we need to approve. The minutes can wait until a future time, and frankly, I'm not sure that this committee will, 141 00:20:10.680 --> 00:20:19.359 Goldware, Rebeccah: We'll see how, governance of DSPC changes in the new year, and if this is one of those committees that… because it is new-ish. 142 00:20:19.490 --> 00:20:24.470 Goldware, Rebeccah: But… As you can see, for the most part, there's not a lot to bring forward, so… 143 00:20:25.090 --> 00:20:25.690 Osekowsky, Tara: Yeah. 144 00:20:26.130 --> 00:20:26.980 Osekowsky, Tara: Okay. 145 00:20:26.980 --> 00:20:34.599 Goldware, Rebeccah: Okay, if there's anything else, otherwise we'll call it for the day, and happy Friday, and I hope you all have a great weekend. 146 00:20:35.650 --> 00:20:36.690 Osekowsky, Tara: Thank you. 147 00:20:36.690 --> 00:20:37.520 Goldware, Rebeccah: Thank you. Bye-bye. 148 00:20:37.520 --> 00:20:39.090 Musumba, Alice: Bye.