********************************************* DISCLAIMER: THIS CART FILE WAS PRODUCED FOR COMMUNICATION ACCESS AS AN ADA ACCOMMODATION AND MAY NOT BE 100% VERBATIM. THIS IS A DRAFT FILE AND HAS NOT BEEN PROOFREAD. IT IS SCAN-EDITED ONLY, AS PER CART INDUSTRY STANDARDS, AND MAY CONTAIN SOME PHONETICALLY REPRESENTED WORDS, INCORRECT SPELLINGS, TRANSMISSION ERRORS, AND STENOTYPE SYMBOLS OR NONSENSICAL WORDS. THIS IS NOT A LEGAL DOCUMENT AND MAY CONTAIN COPYRIGHTED, PRIVILEGED OR CONFIDENTIAL INFORMATION. THIS FILE SHALL NOT BE DISCLOSED IN ANY FORM (WRITTEN OR ELECTRONIC) AS A VERBATIM TRANSCRIPT OR POSTED TO ANY WEBSITE OR PUBLIC FORUM OR SHARED WITHOUT THE EXPRESS WRITTEN CONSENT OF THE HIRING PARTY AND/OR THE CART PROVIDER. THIS IS NOT AN OFFICIAL TRANSCRIPT AND SHOULD NOT BE RELIED UPON FOR PURPOSES OF VERBATIM CITATION. ********************************************* August 12, 2020 Governing Board Special Session (virtual)... >> MR. DEMION CLINCO: Good afternoon. I'd like to call to order the Wednesday, August 12, 2020 Governing Board special meeting. Following the guidance of public health officials, the college has closed its facilities to the public and allows only restricted access for essential personnel to promote social distancing and limit the spread of Coronavirus. Accordingly, the Governing Board will conduct its meeting through remote technology only. Thank you for joining us. The first item is our academic operations plan for fall 2020. Before that, Mr. Silvyn, do you want to read the, call the roll? >> MR. JEFF SILVYN: Yes, I'd be glad to. Demion Clinco? >> MR. DEMION CLINCO: Present. >> MR. JEFF SILVYN: Meredith Hay? >> DR. MEREDITH HAY: Present. >> MR. JEFF SILVYN: Mark Hanna? >> MR. MARK HANNA: Present. >> MR. JEFF SILVYN: Maria Garcia? >> MS. MARIA GARCIA: I'm present. >> MR. JEFF SILVYN: Luis Gonzales? (Standing by for Mr. Gonzales.) >> MR. DEMION CLINCO: Mr. Gonzales, are you there? >> MR. LUIS GONZALES: I'm here. >> MR. JEFF SILVYN: I believe all board members are present. >> MR. DEMION CLINCO: Terrific. Now we have our discussion, academic operations plan for fall 2020. Chancellor Lambert? >> DR. LEE LAMBERT: Yes, so we are very pleased to share with the board the work that the team has done to really prepare us to begin the fall term next week. So we wanted to share with you the re-entry plan. But also I want to thank each of you for supporting the work we have done since March to take a measured approach to suspend our face-to-face operations, move into an online/virtual space, and then bring back some level of programming over the summer, and we used the summer as a pilot to help us understand how we could better prepare for the fall. You're going to hear all of those pieces here shortly. I will turn it over to David to guide us through the presentation. >> DR. DOR�: Thank you very much, Chancellor. Chair Clinco, members of the board, colleagues and guests. What we are going to do is provide a brief overview of our plans for the fall semester. I want to put this in context that the chancellor has really led us to safety as our highest priority. So this plan really is a balance of what we can do to ensure that students are continuing their educational pathway while having the safest possible environment for our students and employees. Michael, do you want to call up the presentation? What I want to do as we begin is show you one of the many videos that we have produced for our students as they come into the re-entry plan. Before I show the video, I really want to acknowledge the provost, Dr. Duran-Cerda and her team, and especially Dr. Lamata Mitchell and all of the deans who have worked very hard. Each of the deans and the programs, the program faculty, all developed plans in accordance with our safety guidelines. Also want to thank the campus leadership, the campus vice presidents and their teams, who have worked diligently throughout the summer to ensure the safest possible conditions for our students. And then of course I want to thank Vice Chancellor Bill Ward and his entire team. You know, our three areas have worked on a daily basis together. We have learned so much from the summer and debriefing, that I think we are going into the fall with a lot of knowledge and experience in providing the safest environment for our students. We'd like to show you a video that kind of really illustrates how the students come into the campus. Michael, are you able to show it? >> MR. SMITH: Yes, Marcos is pulling that up for us right now. (video.) >> DR. DOR�: Thank you, Marcos. So as we go into the next slide, the academic planning has been well underway since the pandemic began. As we shared with the board prior to our summer re-entry, really where we're looking at the summer as a pilot to see how we would be able to manage this, and so that re-entry was done very methodically and thoughtfully. I think, as I have shared and as the chancellor shared, we have had daily debriefs with the provost, with the chancellor, vice chancellor of facilities and myself. We learned a great deal from the summer pilot, and I think we are going into the fall with incredible knowledge. Now, the fall schedule has been somewhat of a fluid process. I really want to commend the deans and the faculty for their flexibility and the provost, because we have kind of gone back and forth in terms of what we would be able to, that we feel we could safely bring back to campus. And so as the provost was really making decisions with feedback from Bill Ward and myself, we actually, at times, decided to cut that down somewhat. So really the guiding principle has been if a program can be provided virtually, then we are providing that program virtually. What we are bringing back for the fall semester are those components that are the hands-on components that really students need to come back physically to campus to really complete those programs. So the majority of those are in the career and technical area with some exceptions in, for example, in the arts, as well. And so next slide, Michael. So one of the things that we really want to emphasize, and I'm very, very proud of all of the team that really worked this summer, is that, you know, since this pandemic began, there are no confirmed cases of anyone as a result of attendance at PCC, a campus, contracting COVID. We are very, very fortunate. So what we have done is we have provided a plan that we believe really allows us to maintain that high level of safety that we have had throughout the summer term, as well. And so what you're going to see is we considered a number of scenarios, and the scenarios go all the way from 100% are typical capacity on a campus for face-to-face instruction all the way down to zero. What you're going to see in the next slide is you're going to see what our capacity is per hour at any given hour, because it's not so much the total number of students we have throughout the day but how many students are we actually serving at a given point in time. That's where we're looking at safety and risk. And so that's are based on maximum occupancy for our classrooms and labs. Michael, could you go to the next slide. So if you will see that 100% at the top of that, that would be our full capacity on any given hour if you were to look at all of our sites combined. Now, the yellow figure down there, this is pretty much what we offered face-to-face during the summer, and what we are proposing to bring back face-to-face for the fall is a little bit more than that, but we feel that our safest zone, if you will, is to stay in that 20% zone in terms of capacity. You'll see that we're really getting there pretty much at every site. I'd like Bill to talk a little bit about, because in addition to all of our procedures, what also really informs how many students we are going to bring back is our inventory of PPE. Could you talk a little bit about the inventory, Bill? >> BILL WARD: Yes. Chair Clinco, members of the board, Chancellor Lambert, and team. As you can see, this is the list of the PPE items we are keeping in stock here at M&S. One of the things we did, I think it's worth saying again, is when we started to suspend our operations in March, one of the first things we did was go out and commandeer PPE not just in facilities and our operational areas throughout the district, but we also went to the programs that had actually had some of this stuff that they used on a daily or weekly basis related to their programs. And so we brought all that inventory to M&S, tracked it, have it in the system, and then our goal is to ensure that we keep these current inventory levels as high as they are. We wanted to have a good amount of stuff on hand in case the board decides, you know, to open up even further than what we are talking about today, and so this is something that we monitor weekly. It is continuously looked at, and when we need to order more, we order them a good bit before they are needed. So as you can see, you could go through the different listings of what we have throughout the district, and then what we actually have currently in stock and how it's being utilized by not just our programs but also our on-site staff within facilities and police and staff and things like that. >> DR. DOR�: Thank you. Bill will talk about this, but again, one of our highest priorities is to prevent cross-contamination. We have gone at great lengths to essentially isolate cohorts of students so that students are not mixing cohorts. That way, if we do have a case, we are able to isolate that case. Bill will talk about contact tracing, because that's been a very important component of our entry, as well. Next slide. >> MR. MARK HANNA: Can I interrupt you for a minute? So, Bill, I just want to ask about that burn rate. So obviously we are issuing gloves and masks to a large number of people. Who gets those? Who are they being issued to? >> BILL WARD: They are being -- they are actually being issued to everyone. Anyone who comes on-site, to whether they are here to work or if they show up just to get something out of their office, we have the kits at our check-in points. So we are issuing this stuff to everyone. Depending on what they are doing. If they are, like, in dental, which is probably, I would have to say, our area with the most -- I mean, it's the most potential for exposure, they are in full PPE and including some of my staff, but we actually issue them to everyone. >> DR. DOR�: Chair Hanna, depending on the program, we will elevate the level of PPE so obviously as Bill mentioned, some of our students are wearing full face shields, as well as the face mask. Again, it depends upon the type of program. >> BILL WARD: And most are wearing the mask and we give them the gloves. We are not requiring, like when people show up to be here, we are not requiring that they wear gloves, but there are a lot of people that do want to wear them. So we have been providing them just in the kits for when people come on-site just for a temporary time or something like that. >> DR. MEREDITH HAY: Do they use kits for a week or they use it for how long? >> BILL WARD: So what we will do is give them a number of -- actually, you guys can see, we have the mask, and so we will add -- and actually, there are some really, like Dave said, there are some cool videos we put out. So we will put out about, I think, anywhere from three to five of these in a bag, and we will hand them out to people and they will notify them when they need them more. Then what we also do is we have a video, and I can share this stuff with you all later on if you want to see it, and actually we will show you, like you would wear this today, and then put it in a plastic bag or a paper bag, and then you would wear the other one the next day and put that in a bag, and then that way once they are done with them, within a certain time frame, all they need to do is let us know and we will actually give them more. >> DR. DOR�: And some students are bringing their own masks and allowed to wear those masks. Our healthcare students, we have much stricter protocols for their masks. >> BILL WARD: Our healthcare students, especially like in dental they are wearing gloves, masks, they have their uniforms on, and they also are wearing face shields. Now, the dental program is different than everything else, because right now, other than facilities, they are probably the only program that is wearing the N95 mask. Everyone else is more so wearing the surgical mask. >> DR. DOR�: Bill, could you talk a little bit now about the contact tracing and -- >> BILL WARD: Yes. As Dave said earlier, and you all know, when we suspended operations in March, you know, we hit this thing very hard, because as we all know, the, our main thing that was on the table is safety first. We did not want to create any issues with not just our students but also our employees that were on-site. As you guys, as we have talked in the past, we set up areas where there were checkpoints so people had to come and check in, and that way we would know who is here when from the facilities and IT and police and all of that, all of our people that are on-site working, we actually do a log that's sent out every day so that we know who is on our sites and where they are at. I will lead to how we are contact tracing. We create logs, and so Dave and his team that are handling the re-entries related to the programs that are in process now, and our teams, we actually log anyone that's not on our list we have already covered because they are on-site anyways, we log who is here, when they came in, where they are going to be, and then the other thing for you guys to know is we have only opened a very small percentage of the college. So the majority of the college, you know, is still our facilities are still in a sense suspended operations. So those areas are closed. We have only opened areas related to programmattic, related to where we are teaching, and that way we know who is in those areas, where they are going to go and be. We are not tracking everywhere they go, but basically, like take -- >> DR. DOR�: We are at time, so -- >> BILL WARD: Just to say in a short version is we are doing a lot to trace related to who is on and off our sites. That includes contractors, too. >> DR. DOR�: Next slide. Go ahead, next slide. So essentially, this is really our recommendation for the fall semester. What we have done is with the provost, we have mapped out every course and throughout the entire semester of her recommendation, and what you're seeing is what we have determined as our 20% threshold at any given site, and then this is the schedule that the provost has provided us. This is the max number of students at any given number of any given day or week throughout the semester at that location. The one site that we are still working with the provost to really kind of map out to get that number down to where we want it, is the Aviation Technology Center. But all the other campuses are well within our recommendation from an operations standpoint. So that is our recommendation as the provost has provided us a face-to-face schedule. We want to talk, as our final slide really, about what are our procedures for a closure of an actual program or a site. So quickly, Bill, can you give the board just a brief -- do you want to give them a brief overview of our closure process? >> BILL WARD: Real quick, this is an actual area that's being utilized now. We have broken it down. You can see automotive, welding, machine tooling, BCT, all these areas in a sense, even though they are together, but we have set it up to where people come in to that area and that area only. And so if we were to have a situation to where there was cross-contamination, like if I come in and I'm sick and Dave is working with him and I get him sick, and our goal would be to shut down that individual area, not the whole facility. Now, the reason why I wanted you to see this is say we do have cross-contamination, but somebody would be in automotive and then BCT, then most likely we would shut down that whole facility for the amount of time frame that relates, what's out there related to CDC and others. >> DR. DOR�: That's why we have been very strict about the cohort model. BCT, machine tool, welding and automotive students, we do not mix those. We go to great lengths so they even have separate restrooms so they are not contacting one another. I think that's our last slide. And so we are here to entertain any questions that the board has now. >> MR. DEMION CLINCO: Any questions from members of the board? So I have a question, looking a little bit past the fall in the spring, if we anticipated seeing increased numbers, do we have strong enough supply chains to be able to continue to get the PPE and ramp that up if we needed larger quantities of it as the numbers increase? Because the burn rate would exponentially grow. >> BILL WARD: Yes, we do have that. Like I said, we are continually ordering. What's good about this, because of what's happened, is now it's more readily available now than it ever has been. I mean, I receive something daily about what somebody has out there. And the majority of the stuff that's being, that we are looking at, is approved. And so, yes, we do -- I think the bigger issue on the table would be related to when we bring people back, how that actually will be managed. And maybe that's something we talk in exec session, but that's related to, in my opinion, a lot more people than we are bringing back now. We have what we need to handle what we are proposing. >> MR. MARK HANNA: Who has the responsibilities in each of these areas, who is the ultimate person responsible for making sure all these protocols are complied with? >> DR. LEE LAMBERT: At each of our campuses, we have a campus vice president who oversees the operational components. So they will be responsible for on-site and making sure that people are following our protocols and staying in compliance. Then they intercept with David and Bill and Dolores, and then ultimately, if a final call has to be made, it comes to me. As a board, as you have delegated to me to make these calls in conversation with the board chair, and that's the approach we have been taking, and so when you see the recommendation for this 20% plan, that's the approach we will take on that too. Now, why we wanted to present to you the plan is so when we go to talk about the liability side, you can understand that in a context. I just want to make sure you're comfortable with this in the context of that next conversation we're going to have. >> DR. DOR�: Just so you know, Board Member Hanna, each of the campus VPs do unannounced walk-throughs of every program on a regular basis and that is all logged. I'm also doing unannounced, and then I also do a walk-through of every program prior to opening that program to go through the protocols. >> BILL WARD: And on the facilities and police side of things, because our people have been here since we have suspended operations, our staff know they are supposed to be wearing not just masks but vests and things like that so they are supposed to be on-site. We have actually sent people home that didn't comply. >> MR. DEMION CLINCO: Any additional questions? >> MR. LUIS GONZALES: No questions. >> MR. DEMION CLINCO: Thank you very much. We really appreciate the update. The next item is a motion to go into executive session. Do I have a motion? >> MS. MARIA GARCIA: So moved. >> MR. LUIS GONZALES: Second. >> MR. DEMION CLINCO: All in favor of the motion signify by saying aye? (Ayes.) >> MR. DEMION CLINCO: Opposed? Hearing none, we will move into executive session. We will see you all on that call. (Recessed for executive session.) (PLEASE STAND BY.) >> MR. DEMION CLINCO: I'd like to call back to order the special Wednesday August 12, 2020 Pima Community College Governing Board meeting. We are reconvening our open session. First item is 4.1, COVID-19 liability endorsement for third-party liability claims. Mr. Silvyn? Go ahead and read the recommendation. >> MR. JEFF SILVYN: Thank you. And with your permission, if you don't mind I'm going to modify the recommendation that's printed on the agenda just a bit to reflect the additional acknowledgement form element input that we have received. With that, the recommendation is the chancellor recommends that the Governing Board authorize to chancellor or designee to execute an endorsement to the liability coverage provided by the Arizona School Risk Retention Trust to add liability coverage for third-party claims related to COVID-19 and to use acknowledgement of risk forms with students. The endorsement would be retroactive from July 1, 2020, and effective through June 30, 2020, with and anticipated cost of $100,000 and not to exceed $150,000. >> MR. DEMION CLINCO: Do I have motion to adopt the recommendation? >> DR. MEREDITH HAY: So moved. >> MR. DEMION CLINCO: Second? >> MR. MARK HANNA: Second. >> MR. DEMION CLINCO: We have a motion by Dr. Hay, second by Mr. Hanna. Any discussion? Okay. Hearing none, all in favor of the motion signify by saying aye. (Ayes.) >> MR. DEMION CLINCO: Anyone opposed? Hearing none, the motion passes unanimously. The next item is 4.2, priorities for academic operations and COVID-19 liability risk mitigation. Mr. Silvyn? >> MR. JEFF SILVYN: Thank you. So the purpose for this item was to provide the board an opportunity to give direction to college staff if, based upon the presentation and discussion today, the board wanted to make significant changes to any of the priorities or goals that we have outlined that are informing the approach the college is using to operations for the fall 2020 academic term. >> MR. DEMION CLINCO: So a legitimate motion would be just for the board to, you know, recommend the adoption of the current plan without -- >> MR. JEFF SILVYN: Exactly. That might be it, or for example, in the initial presentation, we talked about that the college has set sort of a 20% cap, as we think that's a number that can be safely managed, that we are not under that. The board might, having considered everything, think that that number could be a lot higher or maybe the board is not comfortable with any on-site operations, for example. Anything along that spectrum, I think, that was the intent of this item, I think, given you have had a lot more details about how kind of the college, the parameters that the administration has set and the methods we are using to approach that. And if the board would like to change that in a significant way, I wanted to make sure you have the opportunity to do that so we could finalize or make significant changes in time for the start of the fall classes. >> MR. DEMION CLINCO: I would make a motion that the board affirms the academic operations and COVID-19 liability risk mitigation plan that's been presented today. Is there a second? >> DR. MEREDITH HAY: Second. >> MR. DEMION CLINCO: Second by Dr. Hay. And is there any discussion on the item? >> MR. MARK HANNA: Yeah, I would suggest that the board receive some regular reporting on status and some assurance that the protocols are being adhered to, that some sense of, maybe number of violations or protocol, something to give us an idea. As we all know, we put rules in place and the longer they go on, the less they are adhered to. So I'd like to have some reassurance that that is happening before we all of a sudden hear about cases. I'd like that to happen. >> DR. LEE LAMBERT: Mark, I have sent, I believe at least one report over the summer in terms of cases. Would that meet your need in terms of what you'd like to know, that's the first question, and then if it does, then what's the frequency you'd like to receive that type of report? Now, remember, we're going back to having regular board meetings starting in a few weeks. So we certainly can have this as a standing item. Whether there is something to report or not, we can determine that, but we can have it as a standing item. So you'll always get a verbal report, and then if you want more of that written piece that we have done earlier, we can certainly do that, too. >> MR. DEMION CLINCO: I believe Mr. Ward has a comment. >> BILL WARD: Yes, Chancellor. I just want you to know I sent a draft part to Dave and Dolores earlier today. They had not seen all of the information that's put together, but we actually have a fully updated report. We just need to add a few things to it that we would have to you before the ending of this week that you can see on cases respective to staff and faculty and students, and it's pretty thorough. Just want to let you know we will have something ready this week if the board would like to see that. >> DR. DOR�: And also we have a tracking at all the campuses of all the unannounced visits, so we have a tracking sheet of all of that, as well. >> BILL WARD: Yes. >> MR. DEMION CLINCO: Mr. Hanna, what would be your pleasure? >> MR. MARK HANNA: Again, I don't want to get into the weeds, and I don't want it to be directing operations, but I think it's important that we hear if there are some systematic issues enforcing the protocol before there is cases. You know, the cases are it's too late at that point. >> BILL WARD: We will have that. We actually will show you our protocols and how we are doing it and also like Dave said the data that we have collected not just from our students and staff but also what our police department is collecting. So the chancellor has asked that we provide that information throughout the month, you know, as we have gone along. Now, I know not everything has gone to you guys, but at the end of the day we are ready for something like that if needed. >> DR. DOR�: If we see a violation, then we have that tracking information. We've got the corrective action. What exactly we did. So that information you're looking for, we're not only tracking it but we are making changes as a result of it. >> MR. DEMION CLINCO: Mr. Hanna, if we got a weekly report for the first month of classes, would that provide you some level of assurance? >> MR. MARK HANNA: That would be great, yes. >> MR. DEMION CLINCO: If we could add that, if we could as an amendment to the motion that we would just add a weekly report on Fridays be sent to us with an update of sort of where we are in terms of potential violations to the policies and potential exposure? Is that okay with the seconder, Dr. Hay? >> DR. MEREDITH HAY: Yes. >> MR. DEMION CLINCO: Okay. Any other comments? Before we vote, I will just sort of provide a closing comment on this item. I really again just want to publicly acknowledge Chancellor Lambert and the entire administrative team for really taking a very conservative approach that's put the health and safety of the Pima Community College community purpose the central priority to make sure everyone is protected. I have to say I'm really impressed with the plan. It looks like it goes well beyond CDC guidelines and really is developing new best practice to assure that people can come back to these in-person programs, knowing that they are in the safest possible environment, given the current circumstances. So thank you, all, very, very much for your incredible hard work. Not just now but rapidly getting ready for summer. But to really be able to bring in an increase of students, even though modest, for the fall, this board is very appreciative. So thank you. >> DR. LEE LAMBERT: Can I just echo that? I mean, the team is not just my immediate folks that report to me but all the way down through the VPs, be the deans, to the faculty and the staff that have worked really hard to create as safe of an environment as possible for our students. They all deserve kudos, and like Dave, I don't go to all of them but I go through some walk-throughs to just see how things are and it's very impressive what the employees of this college have done and how much they care about our students and one another's safety. >> MR. DEMION CLINCO: Again, Lee, not just immediate team but again to echo, the entire institution and the work everybody is doing to make sure that safety is the priority. And I want to thank my fellow board members, because from the very beginning, everyone on this board has stood by a philosophy of safety first. I think that's really provided a really, a guide star to this entire ordeal. Thank you, everybody, for not only your early commitment but staying strong to making sure that that's part of the model of this pandemic response. Thank you, everybody, and thank you, Chancellor Lambert. With that, we need a motion -- we need a vote. All in favor of the motion, say aye? (Ayes.) >> MR. DEMION CLINCO: You're an aye vote? >> MS. MARIA GARCIA: Yes. >> MR. LUIS GONZALES: Aye. >> MR. DEMION CLINCO: Anyone opposed? Hearing none, the motion passes unanimously. With that, ladies and gentlemen, we are adjourned. Thank you very much and we will see you very soon. (Adjournment at 3:41 p.m.) ********************************************* DISCLAIMER: THIS CART FILE WAS PRODUCED FOR COMMUNICATION ACCESS AS AN ADA ACCOMMODATION AND MAY NOT BE 100% VERBATIM. THIS IS A DRAFT FILE AND HAS NOT BEEN PROOFREAD. IT IS SCAN-EDITED ONLY, AS PER CART INDUSTRY STANDARDS, AND MAY CONTAIN SOME PHONETICALLY REPRESENTED WORDS, INCORRECT SPELLINGS, TRANSMISSION ERRORS, AND STENOTYPE SYMBOLS OR NONSENSICAL WORDS. THIS IS NOT A LEGAL DOCUMENT AND MAY CONTAIN COPYRIGHTED, PRIVILEGED OR CONFIDENTIAL INFORMATION. THIS FILE SHALL NOT BE DISCLOSED IN ANY FORM (WRITTEN OR ELECTRONIC) AS A VERBATIM TRANSCRIPT OR POSTED TO ANY WEBSITE OR PUBLIC FORUM OR SHARED WITHOUT THE EXPRESS WRITTEN CONSENT OF THE HIRING PARTY AND/OR THE CART PROVIDER. THIS IS NOT AN OFFICIAL TRANSCRIPT AND SHOULD NOT BE RELIED UPON FOR PURPOSES OF VERBATIM CITATION. *********************************************