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DISTRICT 2016 EVIDENCE FILES

                                              STATEMENT OF PREPARATION

Evidence         Title of Evidence Document

DR0.1 PCCD Accreditation Calendar

DR0.2 PCCD Accreditation Guidelines

DR0.3 PCCD Leads’ Meeting Minutes Mar. 28, 2016

DR0.4 PBC, DAS and Cabinet Agendas

DR0.5 C-DIRECT June 22, 2016

DR 0.6 Classified Senate Email June 14, 2016

DR0.7 District Flex Agenda Aug. 17, 2016

DR0.8 PCCD Governing Board Agenda Excerpt, Sept 13, 2016

RECOMMENDATION 1: DISTRICT RESPONSES

Evidence         Title of Evidence Document

DR1.1 PCCD Financial Audit Report 2014 Excerpt

DR1.2 2014 RFP to acquire OPEB Bond program & General Obligation Bond program

DR1.3 Definitions taken from Indenture of Trust

DR1.4 PCCD Board Presentation June 2, 2015 Bonds

DR1.5 Letter for RFQ 2015 OPEB

DR1.6 OPEB Refinancing Options Example

DR1.7 OPEB Trust Indenture Amendment

DR1.8 B-2 Tranche Official Statement

DR1.9 Maximum Rate ARS Savings at 4.5%

DR1.10 Memo regarding Irrevocability of OPEB Trust

DR1.11 Memo regarding Scope of OPEB Trust Coverage for Pre-2004 Retirees

DR1.12 PCCD PBC Agenda, Apr. 29, 2016

DR1.13 PCCD Board of Trustees Workshop July 12, 2016

DR1.14 PCCD OPEB Cash Flow Plan

DR1.15 Use of Trust Funds page 21 and 22

DR1.16 RFQ Investment Banking and Underwriting Services Feb. 2016

 

RECOMMENDATION 2: DISTRICT RESPONSES

Evidence         Title of Evidence Document

DR2.1 PCCD Annual Financial Report June 30, 2015 excerpt Auditor’s Definition of Types of Control Deficiencies page 85

DR2.2 PCCD Annual Financial Report June 30, 2013 excerpt pages 71-100 total 14 findings

DR2.3- PCCD Annual Financial Report June 30 2014 excerpt pages 95-111 10 findings

DR2.4 PCCD Measure A General Obligation Bonds Election 2006 Audit Report June 30, 2014 findings

DR2.5 PCCD Annual Financial Report June 30, 2015 excerpt Pages 94-99 (4) findings

DR2.6 PCCD Annual Financial Report June 30, 2014 excerpt Pages 100-106, 6 ongoing findings

DR2.7 PCCD Annual Financial Report June 30, 2015 excerpt Pages 103-111, (6) ongoing findings resolved

DR2.8 PCCD District Annual Financial Report June 30, 2015 excerpt Pages 103-111, 8 ongoing findings resolved

DR2.9 PCCD Measure A General Obligation Bonds Election 2006 Audit Report June 30, 2015 Status FY2014 Findings 2 Findings resolved Page 6-7

DR2.10 PCCD Annual Financial Report June 30, 2015 excerpt Pages 101-103 2 findings partially resolved

DR2.11 PCCD District Annual Financial Report June 30, 2015 excerpt Page 103 COD finding partially resolved

DR2.12 PCCD Corrective Action Matrix 2014-15 Audit Updated July 27 2016

DR2.13 PCCD Financial Aid Policy and Procedures Manual

DR2.14-Merritt-Transmission-Activity-Log-1

DR2.15-Merritt-Transmission-Activity-Log-2.pdf

DR2.16 Excerpts From the 2016 Peralta Policy and Procedures Manual

DR2.17 PCCD District Financial Aid Training Schedule

DR2.18 PCCD Managers Financial Aid Supervisors Meeting Minutes

DR2.19 PCCD Financial Aid Supervisor Job Description

DR2.20 PCCD Direct Loan Reconciliation Procedures

DR2.21 Laney Direct Loan Reconciliation

DR2.22 Merritt Direct Loan Reconciliation

DR2.23-Fixed-Asset-Training-Presentation-to-College-Bus-Directors-4

DR2.24 College Federal Asset Tag Training Session Notice

DR2.25 Revised AP 6551 Inventory of Property and Equipment-Maintenance

DR2.26-Example-of-Email-Notification-of-Equipment-Inventory-Audit

DR2.27-Compliance-Assurance-Program-CAP-for-Grant-Management

DR2.28-PCCD-Revised-Draft-Grant-Manual

DR2.29-Grants-Administration-Team-Organization-Chart-and-Charter

DR2.30-Revised-Time-and-Effort-Certification-Form-Effort-Certification

DR2.31-Grants-Training-Schedule-for-Colleges

DR2.32 Sample Notification to College of Time and Effort Certification Follow up

DR2.33-AR-Training-Meeting-Agenda-July-10-2014

DR2.34-AR-Training-Meeting-Agenda-July-7-2015.pdf

DR2.35 PCCD Emergency Financial Aid Meeting Minutes Dec. 19, 2014

DR2.36 Audit Resolution Meeting Minutes Jan. 23, 2015

DR2.37 Audit Resolution Meeting Minutes Apr. 12, 2016

DR2.38 Links to Audit Resolution Workgroup Meeting Minutes on Internal Audit WebPage Screenshot

DR2.39 Board Document Audit Resolution Progress Update Oct. 20, 2015

DR2.40 Corrective Action Plan Board Presentation Oct. 20, 2015

DR2.41-Audit-Resolution-Work-Group-Team-Minutes-Feb.-23-2016

DR2.42 Grants Training Schedule for College Grant Administrators

DR2.43 District Organizational Charts, Sept. 2016

DR2.44-PBC-Meeting-Minutes-Apr-29-2016

 

RECOMMENDATION 3: DISTRICT RESPONSES

Evidence         Title of Evidence Document

DR3.1 DGS Action Plan, Aug 28, 2015 Retreat

DR3.2 DGS Team TCO Meeting Minutes, Oct. 2, 2015

DR3.3 Merritt Team TCO Meeting Minutes, Oct. 9, 2015

DR3.4 Laney Team TCO Meeting Minutes, Nov. 4, 2015

DR3.5 COA Team TCO Meeting Minutes, Nov. 24, 2015

DR3.6 BCC Team TCO Meeting Minutes, Nov. 23, 2015

DR3.7 BCC Town Hall Meeting, Apr. 13, 2016

DR3.8 TCO Action Plan, page 1 Nov. 2015

DR3.9 TCO & Expenditure 2118 Milvia Property Apr. 28, 2015

DR3.10 Weekly Work Order July 21, 2015

DR3.11 Maintenance Connect Executed Agreement

DR3.12 PCCD Draft Administrative Procedures – Key Control

DR3.13 PBIM DFC Meeting Minutes Feb. 5, 2016, pages 9-10

DR3.14 PBIM DFC Meeting Minutes, Mar. 4, 2016 pages 4-5

DR3-15 OJO Technology Contract

DR3.16 DGS Task Team Meeting Minutes, Mar. 22, 2016, page 3

DR3.17 USBGC LEED Gold Letter Jan. 12, 2016

DR3.18 DGS Program Review Fall 2015

DR3.19 FUSION, JCAF-32, Child Development Center Project Details, 2016, 2009 COA Integrated Educational and Facilities Master Plan excerpt, pages 46-50

DR3.20 COA New Building C Meeting Notes, Sept. 6, 2016

DR3.21 Laney Total Cost of Ownership Mission and Planning Principles

DR3.22 Laney College Facilities Master Plan, 2012 pages 3 and 18

DR3.23 FPP Laney Resource Center Project

DR3.24 Culinary Academy Maintenance Emails

DR3.25 CCCCO Deferred Maintenance Criteria, 2014-2015

DR3.26 Work Order Report, Aug. 12, 2016

DR3.27 Campus Safety Aide Training Schedule Aug. 2016

DR3.28 TCO Brainstorm Meeting Notes, May 17, 2016

DR3.29 Bond Measures A & E: Equipment IT and FF/E Procurement, June 2008

DR3.30 IT Allocation and PCCD Adopted Budget, Sept. 8, 2015

DR3.31 Road Map to the Future 2009 pg 37

DR3.32 Standards for Smart Classrooms 2009

DR3.33 2014-15 Physical Plant & Instructional Support Block Grants Certification for Expenditures, 2014, page 3

DR3.34 2015-16 Physical Plant & Instructional Support Block Grants Certification for Expenditures, 2014, page 3

DR3.35 District Flex Agenda, Aug. 17, 2016

DR3-36-TCO-Guidelines-sept-15-2016

DR3.37 Facility Maintenance and Operations Proposed Reorganizational Structure

DR3.38 APPA Custodial Service Levels

DR3.39 Custodial Standard for Colleges

DR3-40-What-is-BAM

DR3-41-FCI-2016-Timeline

DR3-42-C-DIRECT-Aug-24-2016

RECOMMENDATION 4: DISTRICT RESPONSES

Evidence         Title of Evidence Document

DR4.1-PBIM-Overview-Aug.-14-2014

DR4.2-PBIM-Overview-Aug.-14-2014-Roles-and-Responsibilities

DR4.3-PBIM-Summit-Agenda-Aug-28-2015

DR4.4-PBIM-Workshop-Nov.-19-2015

DR4.5 Strategic Plan Apr. 29, 2015

DR4.6 CCCCO System Strategic Plan June 20, 2013

DR4.7 PCCD Board Agenda Sept. 8, 2015

DR4.8-2015-Planning-and-Program-Review-Calendar

DR4.9-RATF-CS-May-27-2016-Minutes

DR4.10-PBC-Meeting-Minutes-May-27-2016

DR4.11 District Flex Agenda Aug 17, 2016

DR4.12-PR-Task-Force-May-10-2016-Meeting-Minutes

DR4.13-Program-Review-Handbook

DR4.14 Spring 2016 Program Review Task Force

DR4.15-PCCD-Planning-Budgeting-Council-2014-2015-Assessment-of-Goals

DR4.16 PBIM Assessment Survey

DR4.17 Chancellors Proposed PBIM Restructure

DR4.18 PBIM Summit Agenda Aug 26, 2016

RECOMMENDATION 5: DISTRICT RESPONSES

Evidence         Title of Evidence Document

DR5.1 Special Board Meeting Minutes, Feb. 3, 2015: New Chancellor Search

DR5.2 Survey Monkey for Selection of Chancellor, Feb. 18, 2015

DR5.3 Public forum summary for Chancellor’s Profile

DR5.4 Chancellor’s Address to Faculty and Staff, Aug. 19, 2015

DR5.5 Chancellor’s Survey Aug. 2015

DR5.6 Chancellor Reorganization Memo, Mar. 1, 2016

DR5.7 Governing Board Minutes, July 14, 2014 appointment of Vice Chancellor for Finance & Administration

DR5.8 Budget Allocation Model (BAM)

DR5.9 Governing Board Minutes, June 14, 2016 Payroll Manager and District Senior Accountant appointments: JD and Board Minutes

DR5.10 Governing Board Minutes, Nov. 10, 2015: Budget Director’s appointment

DR5.11 JD for Special Assistant to the Chancellor and Chief of Staff

DR5.12 JD for Vice Chancellor of Student Services

DR5.13 JD for Executive Vice Chancellor of Strategic Partnerships and Advancement

DR5.14 JD for Vice Chancellor for Academic Affairs

DR5.15 JD for Associate Vice Chancellor of Workforce Development Continuing Education WDCE

DR5.16 JD for Assistant Vice Chancellor of Enrollment Management

DR5.17 Feb. 23, 2016, Report of Closed Session Actions regarding the Interim Human Resources Director’s appointment

DR5.18 Joint Powers Agreement for Risk Management

DR5.19 Approved ePAF #21211 for the Interim Director of Facilities and Operations

DR5.20 JD for Budget Director for Workforce Development and Continuing Education

DR5.21 JD for Director of Capital Projects

DR5.22 JD for Associate Dean of Educational Success

DR5.23 JD Dean of College Research and Planning

DR5.24 JD VP of Planning and Institutional Effectiveness

DR5.25 COA Dean of College Research and Planning Job Posting Details

DR5.26 Strategic Goals and Institutional Objectives 2015-2016

DR5.27 MLDAP Agenda for June 1-3, 2016 Sessions

DR5.28 PCCD Leadership Retreat Agendas

DR5.29 Management Goals and Measurable Outcomes Matrix Memo, Dec. 14, 2015

DR5.30 District’s Human Resources Staffing Plan

DR5.31 Exit Interview Form

RECOMMENDATION 6: DISTRICT RESPONSES

Evidence         Title of Evidence Document

DR6.1-PCCD-2015-2016-Strategic-Goals-and-Institutional-Objectives

DR6.2-Education-Services-Action-Plan

DR6.3-PR-Task-Force-May-10-2016-Meeting-Minutes

DR6.4-2015-District-Service-Center-Program-Review-Handbook

DR6.5-PR-Task-Force-Meeting-Notes-Dec.-1-2015

DR6.6 PBIM Presentation Nov. 19, 2015

DR6.7-PCCD-PBC-Meeting-Minutes-May-27-2016

DR6.8 Program Review Evaluation Summary, June 2016

DR6.9 E-mail – Revised Version of Functions Charts Aug. 22, 2016

district-service-centers-interactive-functions-charts-revised-sept-16-2016

DR6.10-District-Organization-Charts-Sept.-2016

DR6.11 PCCD College District Functions Matrix July 2016

DR6.12 2013 Customer Satisfaction Survey Summary

DR6.13 District Service Centers Survey 2015

DR6.14 Peralta District Service Centers “Customer Satisfaction” 2015 Survey Report

DR6.15 C-DIRECT Dec. 9, 2015

RECOMMENDATION 7: DISTRICT RESPONSES

Evidence         Title of Evidence Document

DR7.1 PCCD BP 2200 – Board Duties and Responsibilities

DR7.2 Development of Chancellor Profile Part I, Feb. 24, 2015, Governing Board Meeting

DR7.3 Excerpt from 2015 Chancellor’s Contract, page 8

DR7.4 Chancellor’s 2015 Fall Flex Address

DR7.5 Board of Trustees Retreat Agenda, Building a New Team, Sept. 22, 2015

DR7.6 Governing Board Goals, 2015-2016: Dec. 8, 2015 Board Meeting

DR7.7-July-3-2016-C-GRAM

DR7.8 New Peralta Way Leadership Retreat Agenda – Dec. 13, 2015

DR7.9-New-Peralta-Way-Leadership-Action-Plan

DR7.10 Governing Board Retreat Agenda, July 12, 2016

DR7.11-Peralta-Board-Report-July-2016-from-Facilitator

DR7.12 Board Retreat July 12, 2016 Survey Responses

DR7.13 Example Policy Update Announcement

DR7.14 PCCD BP 2715 Code of Ethics and Standards of Practice

DR7.15 Chancellor’s Flex Speech, Aug. 17, 2016

RECOMMENDATION 8: DISTRICT RESPONSES

Evidence         Title of Evidence Document

DR8.1-PCCD-2015-2016-Strategic-Goals-and-Institutional-Objectives

DR8.2-PBC-Meeting-Minutes-May-20-2011-BAM-Model

DR8.3-PBC-Meeting-Minutes-Dec.-12-2014.

DR8.4 BAM Power Point Presentation Nov. 17 2014

DR8.5 BAM Task Force Minutes, Oct. 16, 2015

DR8.6 BAM Task Force Minutes Nov. 19, 2015 Inequities

DR8.7 BAM Opinion Survey Results

DR8.8 Screen Shot BAM Task Force Report of Progress to PBC

DR8.9-BAM-Task-Force-Forum-Feb-29-2016

DR8.10 Laney College BAM Forum

DR8.11 BCC BAM and Budget Forum

DR8.12 District Flex Agenda and Meeting Notice

DR8.13 PBIM Summit Agenda and BAM Task Force Recommendations

DR8.14-PBC-Meeting-Minutes-Dec.-18-2015-College-District-Resource-Requests

DR8.15-PBC-Meeting-Minutes-Mar.-18-2016-Ad-Hoc-Committee-Classified-Staffing

DR8.16 IT Assessment

DR8.17 Governing Board Retreat Agenda, July 12, 2016

DR8.18 IT Goals

DR8.19-SWOT-Analysis-Handout

DR8.20 ITIL Presentation and Service Training

DR8.21-IT-Steering-Committee-Notes-Aug.-3-2016

DR8.22 PCCD IT PMO Dashboard

DR8.23 DTC Goals and Objectives

DR8.24-PBC-Meeting-Minutes-May-27-2016.pdf

DR8.25 District’s Human Resources Staffing Plan

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