District Consultation and Coordination Council Input on Strategic Goals

Transcription

1 District Consultation and Coordination Input on Strategic Goals Date Group Summary Page District Consultation and Coordination District Consultation and Coordination Draft YCCD Strategic Goals introduced for information and request input from constituencies on goal objectives prior to the 9/2/2014 DC3 meeting. Feedback from constituent groups was provided for the draft YCCD Strategic Goals; DAAP to address adding feedback to the Strategic Goals, then forward to Governing Board to review in September and October and for adoption in November

2 DC3 District Consultation & Coordination Notes August 19, 2014 District Board Room CCC Confer Members: Douglas Houston, Kayleigh Carabajal, Kuldeep Kaur, Jacques Whitfield, Michael White, Jane Harmon, Pamela Bordisso, Matt Clark, Donna McGill-Cameron, Greg Kemble, Eileen Schmidtbauer, Joseph Stottman, Marisela Arce, Brian Jukes, Karen Trimble, Molly Senecal, Robert Mathews, Sonya Horn, Donna Veal, Cathy Richter (Recorder) 1. Agenda Item: Check-In Team Members checked in: Michael White, Kayleigh Carabajal, Pamela Bordisso, Greg Kemble, Joseph Stottman, Jane Harmon, Karen Trimble, Matt Clark, and Cathy Richter (Recorder) Guests in attendance: Renee Hamilton, Marcia Stranix Dr. Carabajal started the meeting at 3:02pm. 2. Agenda Item: Draft YCCD Strategic Goals Purpose: For information introduce the draft YCCD Strategic Goals to members of DC3 for information and request input from constituencies on goal objectives prior to the 9/2/2014 DC3 meeting. The Board of Trustees will receive the draft goals for review and a recommendation for approval at its 10/9/2014 regular meeting. Carabajal This item was discussed later in the meeting to allow Professor Mathews, who will attend after his class, to participate in the discussion. Dr. Clark described the process of the District Annual Action Planning Team used in developing the strategic goals and objectives, using information from each Colleges Educational Master Plan, the District Services Master Plan, and the District s Short-term Strategic goals. The District Annual Action Planning Team is a sub-team of DC3, and in February DC3 appointed the membership of that team and approved the charge which was 1) First to compile the annual action plans from the Colleges and District Services into a single planning document, the Comprehensive District Master Plan which provided the Developing and maintaining programs and facilities that best meet the needs of our students and communities; Providing educational, economic, cultural, and civic leadership for our communities and region.

3 DC3 Minutes August 19, Page 2 of 8 framework the Team used to develop the goals; 2) examine planning documents and pull out themes to put into the strategic goals. The Strategic Goals and objectives are in the process of being shared with CSEA, the Colleges s and Academic Senates. The input that is being sought is on the objectives that are measurable with timelines are these the correct metrics and are the timelines feasible? The hope is that DC3 will distribute this to constituents and gather input to have a discussion toward finalizing the objectives for refining at the September 2 nd DC3 meeting, a first reading of the governing board at its September 11 th meeting and approval at its October 9 th meeting. Professor Kemble commented this is an example of why logistics really matter. With everybody sending information out independently, it creates a cacophony. A centralized DC3 communication plan is needed whoever it comes from, so members can refer to it in their own communications. Dr. Harmon described that normally District Consultation is where we all bring agenda items that need to be discussed at the district level, and then it is our responsibility to back that discussion to our constituents. Not just sending out, but also explaining to people. She will take what is discussed here today and share it with the President s Cabinet and Deans. Hopefully faculty and classified will do the same sort of thing. If its something we re trying to resolve and come to agreement, it s our responsibility to share with constituents. If it s something completed, then sharing out from DC3 for information is maybe what would work. It depends on the topics. It seems here that agenda items are set by the District as opposed to bringing items to the meeting. Dr. Carabajal noted that improvement to that practice is started as will be seen in the last item on the agenda with Next agenda topics. This will help us get agendas out in a timelier manner. Without a tree and overlapping constituents, people might not know they should be sending things out. A communication plan is for the different types of things and how they should be sent out. For the strategic plan, one would think the plan has been brought to constituents and discussed in colleges and then comes back through this process. In response to the question about how the Strategic Goals were developed the board adopted its in 2011, the board worked on values last year in a board retreat which were taken to the District Management and various groups before adopted. Institutional SLOs were adopted in 2005, and the Strategic Goals came out of the District Annual Action Planning Team which we are now in the process of working on. So the work

4 DC3 Minutes August 19, Page 3 of 8 had already been done, and the District just took from goals in that work and put them together. Identifying a plan for the communication pathways for specific topics. Not all constituents have representatives at DC3. How to begin communicating work on strategic goals will be a good use of working through that plan. Use as a case study, identify the way and determine if there are more effective ways. It would be helpful to include in the footer for the Strategic Goals a tracking history. Use an opening paragraph with constituency representative perspective of what to look at. If sent from a single source for review, and then each group can send an with our own points and provide a link that takes them to the document in the portal. In summary, a link to the draft strategic goals and objectives will be sent out from the Vice Chancellor s Office to DC3 members. DC3 members will share with their constituencies providing an introductory paragraph with their points of explanation and a link to the draft goals and objectives. Feedback from Colleges constituencies will funnel back to the Colleges for context and discussion on objectives and strategies. Feedback from District Services constituencies will funnel back to the District for context and discussion on objectives and strategies. Contextualized feedback will be forwarded to the Vice Chancellor for compilation and provided to DC3 for discussion at the September 2 nd meeting. The District Annual Action Planning Team will use feedback to continuously improve the document. Assignments and Responsibilities: 1. Create historical outline for the Strategic Goals document - Carabajal 2. Provide link to Draft Strategic Goals to DC3 - Carabajal 3. DC3 shares the link to Draft Strategic Goals to DC3 with relevant explanations for their constituents - All 4. Constituents send feedback on objectives and strategies to DC3 representative 5. DC3 representatives send feedback to respective College and District Administrator Presidents, Vice Chancellor 6. College Presidents forward contextualized feedback to Vice Chancellor. 7. Compile feedback and forwards to DC3 for discussion at September 2 nd DC3 meeting - Carabajal 3. Agenda Item: Analysis of DC3 Committee Effectiveness Carabajal Review Purpose: The results of the DC3 effectiveness survey were discussed in DC3 on 7/15/2013. The conclusion reached from that discussion was that Dr. Carabajal would categorize the

5 DC3 Minutes September 2, Page 3 of 5 There is a six to nine month processing time to establish the trust which would be used at the end of the fiscal year to pay retirement medical costs for this fiscal year. Suggestions were provided to make adjustments to descriptive language in the presentation to provide additional context about adjustments in salaries. The fund balance includes the reserve and contingency budgets. The reserve and contingencies are designed to work separately from one another. Assumptions for one-time monies were reviewed. It was explained that the district has not been reimbursed for mandated costs (collective bargaining), and it has been a number of years since the district has seen analysis of how far in arrears the state is for this. They are not booked as receivables, because we don t know if we ll receive them, but we do track them. 3. Agenda Item: Draft CLC Realignment Plan White Purpose: Information Dr. White provided an overview of the draft realignment plan still in progress that will be initially reviewed by the Governing Board at the September 11 th Board meeting. We are looking at mid-spring 2015 or Reporting responsibilities are formally aligned so that the CLC Campus will formally report to WCC on the front end of this implementation. There will be a search for a new Dean. The courses will still be Yuba College courses until the transition is complete. YC and WCC Presidents are collaborating on the budgets. 4. Agenda Item: Draft Strategic Goals and Objectives Background: DC3 discussed the draft Strategic Goals and Objectives at the August 19 th DC3 meeting. DC3 was asked to share these goals and objectives with constituents and collect input and forward to their college president. Colleges would then contextualize objectives and forward to Vice Chancellor for inclusion in the document. The Board will receive a first reading of the Strategic Goals and Objectives at the September 2 nd meeting. Purpose: Review and discuss input for objectives. Carabajal Feedback has been received on two of the draft goals. There was a concern regarding a word in one of the goals, as well as correction to a grammatical error. There was some feedback on one objective with regard to recruitment or employment. Goal 5 is a bit ambiguous at this time and will need more clarification on operationalization.

6 DC3 Minutes September 2, Page 4 of 5 The DAAP Team should meet fairly immediately to address adding feedback to the Strategic Goals to take to the Board for action to adopt at the September or October meeting. The expectation is that the Board will delegate to the Chancellor the authority to adopt the objectives that accomplish the goals. With that authority, we won t have a regular maintenance requirement with the Board on the details of the objectives. The timelines for adopting the goals and objectives is to ensure the accreditation recommendation is clear. As long as that is met, it is possible to have more time before sending to the Board for adoption. The Chancellor applauded all of the work and leadership on the District Annual Action Planning Team. It shows how seriously we consider this initiative. 5. Agenda Item: Revised AP 7122 Hiring the College President Whitfield Purpose: Discussion - Recommendation Carry forward. 6. Agenda Item: AP 6750 Parking Purpose: Recommend Proposed Change (see page 4) In developing AP 6750 Parking, we overlooked courtesy permits. It was not intended to add another transactional process to this procedure, but rather to make it easier to secure temporary courtesy parking permits. DC3 moved this revision forward with consensus. 7. Agenda Item: DC3 Meeting Times Purpose: Discuss possible adjustment to current meeting times Carry forward. 8. Agenda Item: Draft Follow-Up Reports Purpose: Share draft follow-up reports from WCC, YC and District Services (will forward on Tuesday Sept 2 nd ) to have time to review prior to presentation at September 11 th Board Meeting Harmon, White, Carabajal The Colleges are finalizing their follow-up reports. Apart from District administrator inputs on the Colleges reports, it is assumed the Colleges are following their own internal processes for review and discussion. The drafts in their current form will be reviewed at the September 11 th Board meeting, and then take forward to the next DC3 meeting for another review. 9. Agenda Item: Next Agenda Purpose: Identify topics for next agenda. DC3 Meeting Times carry forward AP 7122 Hiring the College President Draft Follow-Up Reports 10. Adjourn