General Meeting Information

Date: May 12, 2023
Time: 3-4 p.m.
Location:

  • Agenda

    Time Topic Purpose Discussion Leader
    3 p.m. Welcome and Introductions I/D All
     

    Meeting plans:

    • Confirm time
    • Decide format (Zoom or in person)
    		 I/D/A  
      Charge of task force D  
      Expectations for task force D  
     

    Timeline for task force work

    D
     

    Other responsibilities 

    • Note taking

    D/A
     

    Update on website

    I/D

    Jennifer Mahato

    A = Action
    D = Discussion
    I = Information

  • Minutes

    Meeting Plans

    The task force confirmed that Fridays at 3pm would be the standing meeting time. The timeframe was extended from 1 hour to 1.5 hours each week. The format would continue to be in ZOOM with the ability to have in-person meetings (site visits) as needed.

    Charge, Expectations, Timeline

    These three topics were discussed in conjunction with a letter received from Vice Chancellor Susan Cheu, Subject: Board Study Session – Next Steps, dated May 11, 2023. The task force recognizes that there is no clear charge provided and was generally confused by the timeline and recognized at least three different directives:

    1. May 4, 2023: direction from the President as discussed with the task force during the “Initial Meeting – Measure G Task Force / President”, where it was understood that the task force would be working throughout the Summer of 2023 with regular updates to College Council.
    2. May 8, 2023: as presented at the Board of Trustees Study Session the task force would be working with the VC Cheu but not committed to any deadlines for end of May.
    3. May 11, 2023: email to Pam Grey from VC Cheu with a directive for the task force to respond by May 31, 2023 with information.
    4. Reference the meeting video from the May 8, 2023 Board of Trustees Study Session at approximately 2 hours and 38 minutes: https://www.youtube.com/watch?v=mlafovF8vmc&ab_channel=Foothill-DeAnzaCommunityCollegeDistrictChannel
    • VC Cheu indicated that she would give “round numbers” associated with updating the arts quad and that would be in July 2023. Tentatively by July 2023, VC Cheu was to give the task force information to move forward.
    • President Holmes and President Ahrens stated that the task force would not be ready to present information in July, but they would be in October.
    • Clear direction to the task force was recognized by our President with concern over a task force moving forward without additional information.
    • The task force is going to meet over the summer.
    • The next study session will be in October to include more faculty input. The task force is committed to provide an update for the next scheduled Study Session (October 2023).
    • It is noted that President Ahrens identified that the task force cannot make recommendation or be “setup for success” without understanding the budgets they are working with.
     

    It is important to note that the task force meet for over the 1 hour originally allocated and are committed to doing the work.

    The task force agreed to do a retreat (of 3-4 hours) if more time is needed but recognized the need for additional information to move forward.

    Documents Shared With Committee

    Charge of Task Force – Discussion

    The task force acknowledges great confusion over the charge, and this will be addressed in a letter to President Holmes.

    Checking Assumptions – Discussion

    Michele - Flint Center demolition – we are assuming that this is still being demolished.

    • There are needs, concerns and ideas that others have regarding the available area (the footprint of the Flint).
    • An event center as described at the Board Study Session is not needed.

    Daniel – there are different ways to phase construction and remove swing space costs.

    Shagun – we need a clear mandate from the top – what is our charge?

    • The student body has said to us that they need better spaces for students (and not the basement of the campus center).
    • What can and what cannot be negotiated regarding the questions posed in VC Cheu’s email?
    • Some questions:
      • What are the powers of this task force?
      • What are the limitations of this task force?
      • What has changed?
      • What is the reset definition?
      • What is our role in the reset?
     

    Isabel – we need to understand our charge (identify priorities).

    Dennis – we should advocate for “something” on our campus. The funding was for something on our campus, so it should stay allocated to our campus.

    Tina – we need more time. We need to know if this is the entire dollar amount or else will we find out after we do our work that we don’t really have that dollar amount. It feels like we are being pushed in too many directions.

    Amy – shared the document to help define Mission, Charge, Norms

     

    We want to honor the original Board of Trustee directives:

    • In voting to replace the Flint Center, the Board of Trustees specified that any replacement facility should:
      • directly serve the instructional and student service needs of De Anza
      • to extent possible meet the needs of a community for a cultural venue and civic meeting space
      • and, if possible, generate revenue.

    History – Discussion

    The task force talked a little bit about the history of how we got here (acknowledge information sent to the task force by Jennifer, all public information found on websites, etc.).

    Documents Shared With Committee

    Work Completed on Event Center – Discussion

    Pam and Jennifer talked about what was started in 2022 regarding the programming effort of the Event Center.

    Prior to the November 7, 2022, Board of Trustees meeting presentation, the leadership, including De Anza Senior Staff and the Dean of Creative Arts, Daniel Smith, had been presented with options for instructional space first (inside an event center space) and a theater second.

    The options that were prepared by the programming architect, based on information from the Dean of Creative Arts for square footage, were presented on September 19, 2022 and included in the original draft for the November 7, 2022 BOT update.

    After review by Chancellor’s Cabinet, De Anza College was directed to remove all instructional space and present the following. The full presentation can be found at http://go.boarddocs.com/ca/fhda/Board.nsf/goto?open&id=CKMTNS783A5E 

    The task force discussed the possibility of an event center space that starts with instruction where students are allowed to perform and use a larger flexible space (artist gallery, dance, practice studio, clubs, etc.) and it can also be rented out to the community. But, also new spaces for instruction related to creative and performing arts creating an art center for instruction and community.

    Documents Shared With Committee

    Next Steps – Discussion

    The task force determined the following next steps:

    1. Draft a letter to President Holmes requesting more time (in direct response to VC Cheu’s email). The timeline is not feasible. We know we can do the work, but we need time to do the work.

    2. Schedule a visit to the locations on campus, including, but not limited to:

    • VPAC
    • Flint
    • A-Quad buildings
    • Campus Center Basement
    • RSS
     

    3. Schedule a visit to other art facilities, including but not limited to:

    • Ohlone College
    • West Valley College

    Meeting Participants

    • Isabel Caballero-Teixeira
    • Pam Grey
    • Amy Huang 
    • Shagun Kaur
    • Michele LeBleu-Burns
    • Tina Lockwood
    • Jennifer Mahato
    • Marco Marquez
    • Dennis Shannakian
    • Daniel Smith
    • Issac Tsang
    • Alyssa VanZandt
    • Hyon Chu Yi-Baker

Documents and Links

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