2013.12.13-GC.Agenda

November 22, 2013 12:10 pm –2 pm Cougar Room

Members Present:      Kanoe Bandy, Sheri Black, Darcy Bogle, Kamala Carlson, Brandy Cramer, Sharyn Eveland, Bruce Ferguson, Greg Golling, Vicki Jacobi, Brock McMurray, Laura Riss, Sonja Swenson, and Tony Thompson.

Members Absent:       Velda Pena, Dena Maloney, Mylasi Smith, and Mark Williams.

Guests:                            Adrian Agundez and Eric Bérubé

Facilitator: Greg Golling Recorder: Darcy Bogle Timekeeper: Brandy Cramer Minutes: Melissa Blanco

APPROVAL OF MINUTES

• The minutes of the meeting held October 25, 2013 were approved by consensus.
• Tony announced and introduced Bruce Ferguson as the new management representative for GC, replacing Jim Nicholas.

OUTCOMES OF RANKING OF RESOURCE REQUESTS

(Led by Eric Bérubé, Coordinator of Institutional Assessment, Research, & Planning)

• Eric stated the ranking of program goals has not been done; therefore, nothing to report at this time.
• Eric distributed a packet of materials which contained information regarding the ranking process along with the Prioritization Worksheet for Fall 2013.
• Deadline to return the Prioritization Worksheet for Fall 2013 is December 6, 2013.
• Once Eric receives the sheets from the GC members he will compile and rank them for the next meeting, December 13, 2013.

REPORT ON PROGRESS IN ESTABLISHING THE STUDENT SUCCESS AND ACCESS COMMITTEES

(Led by Darcy Bogle, VP of Student Services, and Mark Williams, VP of Instruction)

• Darcy stated the Student Success Committee will be convening in January.
• Mark was not present at the meeting, but Eric stated he spoke with Mark and he was going to send out a campus wide email to invite people to participate in temporary committee to form permanent committee.

UPDATE ON PROGRESS IN ESTABLISHING A CENTRALIZED INTRANET SITE FOR TC COMMITTEES

(Led by Adrian Agundez, Director of Information Services)

• Adrian stated there are currently 6 committees active on the intranet site for committees and he his staff is currently working with others to assist them in getting their committees uploaded.
• Adrian also stated his staff is available to assist with those that do not have the time or staff to upload their committee information.

UPDATE ON PROGRESS IN ESTABLISHING A CENTRALIZED INTRANET SITE FOR TC COMMITTEES

(Led by Eric Bérubé, Coordinator of Institutional Assessment, Research, & Planning)

• Eric stated at their last meeting they discussed the new and upcoming accreditation standards, developing success indicators, and Comprehensive Program Reviews—how to integrate and schedule.

REPORT ON THE BUDGET COMMITTEE AND 2014 BUDGET DEVELOPMENT CALENDAR

(Led by Brock McMurray, Vice President of Administrative Services)

• Brock distributed a revised Budget Development Calendar Fiscal Year 2014-2015 (copy attached to official minutes).
• The revised calendar ties the budget to planning by including programs review and the ranking process.
• Brock stated he would send the revised calendar in electronic format to the members.

SHARING OF DEANZA COLLEGE “QUILT” MODEL FOR INSTITUTIONAL PLANNING

(Led by Vicki Jacobi, Division Chair of Liberal Arts)

• Vicki distributed a handout “DAC-Detailed Planning Cycle-2011-2017” and presented a PowerPoint presentation behind the planning cycle idea by DeAnza College.
• The web-based planning cycle is more detailed and provides interactive links to specific documents.
• It serves as a road map for on-going planning for the District and incorporates working documents to assist as supporting evidence that will assist in guiding the District in the right direction.
• Vicki was asked to send the PowerPoint presentation out the members so they could share this idea with their constituents.
• Eric was asked to take this model back to the SPC and revise to represent Taft College and present at the next meeting.

Facilitator: Sharon Eveland Recorder: Mark Williams Timekeeper: Sonja Swenson

Next Meeting: December 13, 2013 Meeting Adjourned: 1:15 pm

Respectfully submitted by:

Melissa Blanco

2013.11.22-GC.Minutes

2013.11.22-GC.Agenda1

October 25, 2013 12:10 pm – 2 pm Cougar Room

Members Present:      Kanoe Bandy, Sheri Black, Darcy Bogle, Brandy Cramer, Greg Golling, Vicki Herder, Velda Pena, Dena Maloney, Mylasia Smith, Sonja Swenson, Tony Thompson and Mark Williams

Members Absent:       Kamala Carlson, Sharyn Eveland, Velda Pena, Brock McMurray, Jim Nicholas, and Laura Riss

Guests:                            Adrian Agundez, Eric Bérubé, and David Layne

Facilitator: Mark Williams Recorder: Brandy Cramer Timekeeper: Velda Pena (Not Present) Minutes: Melissa Blanco

APPROVAL OF MINUTES

• The minutes of the meeting held September 27, 2013 were approved by consensus with the correction of Sheri Black in attendance for half the meeting.

RANKING OF RESOURCE REQUESTS FROM PROGRAM REVIEW-INSTRUCTIONS

(Led by Eric Bérubé, Coordinator of Institutional Assessment, Research, & Planning)

• Eric distributed a handout titled “Resource Request Prioritization Worksheet for Non Personnel
• Items Fall 2013” (copy attached to official minutes).
• Eric proposed a discussion on how we will proceed with the ranking.
• In the past ranking was based on two criteria:
• Need
• How it aligns with the mission of Taft College
• TC plans to use the same process as last year.
• Program Review process overview per Eric: During the annual program review process,
• program leads submit resource requests, if the request requires funding they are listed out in the worksheet. Each program lead ranks, then the division chairs rank within their division. The worksheet goes to the VP to be ranked, then to the Governance Council. These recommendations are sent to the President for final approval.
• This process links planning to resource allocation.
• The same requests can be submitted if they are not funded and it’s still a need.
• The issue of reinstatement of funding to programs who clearly took cuts due to tight budgets but remained on those small budgets without reinstating funds when the outlook got brighter was a topic of discussion.
• The Athletics program is the only program that has not had funds reinstated. The lost $190,000 to their budget over the years. They have to rely on fundraising to buy equipment and supplies. Their supply equipment went from $30,000 to $3,000. Team travel budgets have been reduced.
• Concern was also expressed over proper maintenance of the teams’ transportation and the safety of team travel due to lack of funds.
• Fundraising should not be how a program operates. Fundraising is meant for additional perks and fun events for the programs, not for routine operating expenses.
• The question as to how does the District justify having an Athletics program without funding it to sustain itself without fundraising. This clearly affects the quality of the program and the experience of our student athletes.
• It was stated that if the District doesn’t have the operating funds to run a program then it shouldn’t have the program at all.
• Kanoe stated her request for funding is too high and would be happy with 1/3 for a fiscal year.
• She also stated to change the ranking of Athletics from 3 of 4 to 1 of 4.
• It was stated the ranking was challenging because the conversation of “need” has not taken place within the during Governance Council ranking process.
• It was stated only new “things” were listed out for ranking or items not funded in previous ranking year.
• It was stated that reinstatement is different and should be discussed with your VP what the needs are and if those are still a need for the District.
• Kanoe stated that Taft College is an example to other institutions in the area of Athletics.

UPDATE ON ESTABLISING THE STUDENT SUCCESS AND ACCESS COMMITTEES

(Led by Darcy Bogle, VP of Student Services, and Mark Williams, VP of Instruction)

• Update on Student Success Committee: Darcy stated the first meeting was cancelled. Another meeting will be scheduled and a report given at the next Governance Council meeting.
• Update on the Access Committee: Mark stated the committee has not met yet also. He distributed a handout titled “Access Committee Discussion 10/25/13”(copy attached to official minutes). The handout summarized the process and timeline that he created for drafting a charter and establishing the official committee. He is hoping to establish the committee by January.
• Vicki brought up concerns regarding transfer agreements/articulation. Will this change as a result of establishing these committees? Will the process go back to the Access Committee?
• Clarification regarding transfer agreements and how this will become part of the committee
• Will discontinuation of programs be handled by this committee?
• There is a process regarding the discontinuance of programs. There is documentation in the
• Academic Senate minutes.

UPDATE ON PROGRESS IN ESTABLISHING A CENTRALIZED INTRANET SITE FOR TC COMMITTEES

(Led by Adrian Agundez, Director of Information Services)

• Adrian stated Governance Council minutes and agendas are finished and a Banner section is being created as well that will contain resources on procedures in Banner.
• Dena requested a list of those committees and their status. When the site is complete, a campus wide notice will be sent out.
• A placeholder should be on the Intranet for all committees regardless if they able to pos
• minutes with a brief description of the committee’s charge and the membership.
• All documents are in PDF.
• Adrian will attend the next meeting to give a brief demonstration at the Governance Council meeting November 22, 2013.

REPORT ON THE SPC

(Led by David Layne, Faculty Member)

• The committee has discussed program review for 2014/2015and the new “How to Guide” is in development.
• Comprehensive Program Reviews for 2014 were also discussed and a preliminary 5 year structure has been created and will be shared in the future. The SPC is currently reviewing designs from other schools and data resources, Data Mart.
• It was stated that the Access Committee may be overlapping the charge of the SPC. This will be discussed in the future.
• David stated there are a value and a need for this committee for several years.
• A new strategic plan will be needed (3 year plan).
• The development of the dashboard and key success indicators for the District is also on their list of things to do as well.
• SPC will count as a committee assignment per Faculty Association and the President.

SAFETY COMMITTEE FORMATION

(Led by Darcy Bogle, VP of Student Services)

• Darcy distributed a handout titled “_ampus Safety and Security _ommittee Proposal” (copy attached to official minutes).
• The handout was a proposed Charter for the Safety Committee which outlined the mission, purpose, responsibilities, and membership representation.
• There is a need for tighter coordination of safety and security across campus for students, staff, and facilities.
• The committee would also conduct safety drills and maintain an awareness of national safety
• It was recommended that HR have a representative.
• It was recommended that a “representative” from each area be considered, not necessarily the
• Division Chair or the Athletic Trainer.
• Is the workload is enough for a committee assignment? It will go to the AERR to decide.

CONSENSUS: The Governance Council agreed to support the establishment of a new Safety Committee with the recommended changes/revisions to the charter.

REPORT ON THE BUDGET COMMITTEE AND RECOMMENDATIONS TO UPDATE THE BUDGET COMMITTEE CHARTER

(Led by Sonja Swenson, Division Chair of Liberal Arts & Professor)

• Sonja distributed a handout of the draft of the charter of the Budget Committee (copy attached

to official minutes).

• Only minor revisions were made but it still reflects the current practice of the committee.
• Role #3 – taking out.
• Changing Academic Senate committee members to state “up to 3”.
• This committee will also go to the AERR.

CONSENSUS: The Governance Council agreed to approve the revised draft of the charter for the Budget Committee.

• Sonja also distributed the “Budget Development Calendar” (copy attached to official minutes).
• There was concern regarding the timeline for the review of the final budget in September and not in August.
• The calendar does not reflect the program review ranking process in the budget development process.
• Dena stated there are some missing key elements to this process, such as ranking and requests, etc. This is evidence on how we approach our budgeting.
• We will revisit this item at the next meeting.

Facilitator: Greg Golling Recorder: Mark Williams Timekeeper: Brandy Cramer

Next Meeting: November 8, 2013 Meeting Adjourned: 2 pm

Respectfully submitted by:

Melissa Blanco

2013.10.25-GC.Minutes

Governance Council

October 25, 2013

12:10 – 2:00 pm

Cougar Room

Facilitator: Mark Williams

Recorder: Brandy Cramer

Timekeeper: Velda Long

Minutes: Melissa Blanco

1. Approval of Minutes from September 27, 2013     5 minutes

2. Ranking of Resource Requests from Program Review – Instructions   15 minutes

(led by Eric Berube)

3. Report on Progress in Establishing the Student Success and

Access Committees (led by Darcy Bogle and Mark Williams)     20 minutes

• Potential Committee Composition
• Potential Committee Size
• Draft Charter for Governance Council Review

4. Update on Progress in Establishing a Centralized Intranet Site

for Taft College Committees (led by Adrian Agundez)   15 minutes

5. Report on the SPC Committee (led by David Layne)     15 minutes

6. Safety Committee Formation (led by Darcy Bogle)     20 minutes

7. Report on the Budget Committee and Recommendation to

Update the Budget Committee Charter (led by member of Budget committee) 15 minutes

Next Meeting: November 8 12:10 – 2:00 pm

Call for:

Facilitator

Recorder

Time Keeper

10-25-13-Governance-Council-Agenda

GOVERNANCE COUNCIL

September 27, 2013

12:10 pm – 2 pm

Cougar Room

Members Present: Darcy Bogle, Brandy Cramer, Greg Golling, Vicki Herder, Velda Long, Dena Maloney, Brock McMurray, Laura Riss, Mylasia Smith, Sonja Swenson, and Mark Williams

Members Absent: Kanoe Bandy, Sheri Black, Kamala Carlson, Sharyn Eveland, Tony Thompson, and Jim Nicholas

Guests: Adrian Agundez and Sheri Horn Bunk

Facilitator: Vicki Herder

Recorder: Brandy Cramer

Timekeeper: Sonja Swenson

Minutes: Melissa Blanco

APPROVAL OF MINUTES

The minutes of the meeting held September 13, 2013 were approved by consensus.

GOVERNANCE COUNCIL RECOMMENDATIONS FOR AN ACCESS COMMITTEE AND A STUDENT SUCCESS COMMITTEE

(Led by Dena Maloney, Co-chairs)

• CSEA did not discuss the recommendations at their last meeting. The documents were emailed and Velda received no responses.
• Greg Golling asked if anyone can be on these proposed committees. Dena suggested the GC should form a group to look start the process and create a charter for each of these committees and then it would be a committee assignment.
• Vicki clarified the role of the Access Committee would encompass enrollment management and programs and services to bring student to TC. It would also review and evaluate current programs, trends, FTES, and grant opportunities.
• Vick also stated the role of the Student Success Committee would be similar to that of Matriculation which now is referred to as the “Student Success Act”. It would look at what services we currently have once students are attending TC and examine the umbrella for Student Success initiatives and strategies.
• Darcy volunteered to chair and with Mark Williams’ assistance to form a group to develop the charter for the Success Committee and its role for the college. The group will build a charter and bring back to the GC for review and then move for Academic Senate review and approval.
• Mark Williams volunteered to chair the Access Committee to develop the charter. It was suggested that Eric Bérubé and David Layne also assist Mark in the development of the charter and their role for the college. However, Eric and David were not present to agree.
• Other people outside of this GC can be invited to participate in the development of the charter for the Access and Success Committees.
• The charge of these two groups will be the following:
  • Constituent Input
  • Potential Committee Size
  • Potential Committee Composition
  • Drafting a Committee Charter for GC to review
• The two groups will take a look at these items and bring back to the next Governance Council meeting on October 25.

DEMONSTRATION OF CENTRALIZED INTRANET SITE FOR TC COMMITTEES

(Led by Adrian Agundez, Director of Information Services)

• Dena stated there was a need to have a centralized area to find all the minutes, minute, charter and other documents for committees.
• Adrian gave a presentation and demonstration on how the website looks and functions for the viewer and end-user.
• Adrian also distributed a handout titled “Taft College Committee’s Web Page” which demonstrated and provided steps on how to log-in on the web page (copy attached to official minutes).
• The new webpage provides links to various committees and their agendas, minutes, and other documents in PDG format.
• Adrian would like to see the members from the committee designate someone to upload their own committee files; however, the IT department will be able to assist those that don’t have time to upload the information.
• It was suggested to provide workshop to train committee members on the use and function of the new web page.
• Once the web page is up and running, there will need to be communication to all staff and faculty member to make them aware of this resource.
• It was also suggested to make this make this information an agenda item for committee meetings.
• All committees will be expected and required to utilize this web page to house their documents for all staff and faculty to view. Some information may be confidential in nature and each committee Chair will need to be responsible for determining whether the posting of information is appropriate and will need to know whether it is a FERPA violation or not. Discretion should always be used.
• Adrian will update the GC on the committees’ status of their informational upload into the Intranet at the October meeting.

TAFT COLLEGE FOUNDATION “WEST KERN PETROLEUM SUMMIT” UPDATE

(Led by Sheri Horn Bunk, TC Foundation Director)

• Sheri stated this is a one day conference to be held here at TC that will inform the attendees on work force development and needs of the region.
• Sheri also provided a handout titled “Frequently Asked Questions” (copy attached to official minutes) which explained the purposes, speakers, expectations, funding and the agenda for the day event.
• The function is sold out with 320 seats.
• Parking will be an issue for the event. The blocking off of areas will begin Wednesday and Thursday for preparation of the summit on Friday and 249 parking spaces will be reserved specifically for Summit attendees.
• Parking will be reserved for 249 attendees for event.   There will be some parking available in the Kern library parking lot. There will be people directing traffic for parking.
• Sheri then shared a video on the Energy Tech Program here at TC and the energy industry in Kern County.

EDUCATIONAL MASTER PLAN PRESENTATION

(Led by Guest Speaker, Dan Rosenberg, College Brain Trust)

• Dan Rosenberg gave a PowerPoint presentation demonstrating the process and how his company would assist the college with developing an Educational Master Plan.
• They have worked with 30+ colleges across California.
• Went over the goals of an Educational Master Plan and stated it is a college’s long-range plan which provides a roadmap for the future of the institution.
• It also assists in guiding and planning for facilities and resources.
• The elements in creating the Educational Master Plan are quantitative and qualitative in nature and very driven by data.
• It requires broad-based stakeholder input and participation.
• The following are some of the plan elements:
  • Mission/vision/values
  • Programs (Instructional and Support Services)
  • Population trends
  • Enrollment trends
  • Growth forecast
  • Environmental scan/employment trends/labor marker
  • Institutional planning
  • Institutional recommendations
  • Space needs forecast
• He state there are 50 consultants that are on the College Brain Trust consulting team
• They have experience working with other community colleges such as Bakersfield College, Barstow, Reedley, and many others.
• He stated their approach is that this is first and foremost the college’s plan, and it’s their role as consultant to listen, facilitate, question, guide, inform, and analyze during the process.
• The college’s role is to dream big, actively participate, review data and drafts, integrate with other plans, and identify challenges and opportunities.
• The expected timeline is a little over a semester (6 months).
• The process begins with data gathering with IR resources and also outside resources such as an environmental scan.
• Then they will begin talking with college stakeholders and develop a college-wide discussion for input of developing the Educational Master Plan.
• After his presentation, Dan opened up the conversation and asked for any questions or concerns.
• Dena stated the cost for the use of the consultants is $60,000 for about 6 or 7 months of work and the funds are already in the 13/14 budget.
• Dena asked if there were any objections with taking this request to use Brain Trust’s consulting services for developing an Educational Master Plan.

CONSENSUS: The GC members agreed to move forward and have Dena take the request to hire Brain

Trust to assist the college in developing an Educational Master Plan to the Board of Trustee’s for approval.

Facilitator: Mark Williams

Recorder: Brandy Cramer

Timekeeper: Velda Long

Next Meeting: October 25, 2013

Meeting Adjourned: 1:50 pm

Respectfully submitted by:

Melissa Blanco

09-27-13-Governance-Council-Minutes

Governance Council

September 27, 2013

12:10 – 2:00 pm

Cougar Room

Facilitator: Mark Williams

Recorder: Brandy Cramer

Timekeeper: Sonja Swenson

Minutes: Melissa Blanco

1. Approval of Minutes from September 13, 2013     5 minutes

2. Continuation of Discussion of Governance Council Recommendations 30 minutes

For an Access Committee and a Success Committee (Led by Dena Maloney)

• Constituent Input
• Potential Committee Composition
• Potential Committee Size
• Drafting a Committee Charter for Governance Council Review

3. Demonstration of Centralized Intranet Site for Taft College Committee 15 minutes

Agendas, Minutes, Handouts (Presented by guest Adrian Agundez)

4. Taft College Foundation “West Kern Petroleum Summit” Update   15 minutes

(Presented by guest Sheri Horn Bunk, TC Foundation Director)

5. Educational Master Plan Presentation       45 minutes

(Presented by guest Dan Roth, College Brain Trust)

Next Meeting: October 25th 12:10 – 2:00 pm

(Due to the Center for Independent Living Building Dedication on October 11th, the next meeting will be on October 25th)

Call for:

Facilitator

Recorder

Time Keeper

09-27-13-Governance-Council-Agenda

GOVERNANCE COUNCIL

September 13, 2013

12:10 pm – 2 pm

Cougar Room

Members Present: Kanoe Bandy, Sheri Black, Darcy Bogle, Kamala Carlson, Brandy Cramer, Sharyn Eveland, Greg Golling, Vicki Herder, Velda Long, Dena Maloney, Brock McMurray, Laura Riss, Mylasia Smith, Sonja Swenson, Tony Thompson and Mark Williams

Members Absent: Jim Nicholas

Guests: Eric Bérubé

Facilitator: Velda Long

Recorder: Sharyn Eveland

Timekeeper: Brandy Cramer

Minutes: Melissa Blanco

APPROVAL OF MINUTES

The minutes of the meeting held August 30, 2013 were approved by consensus.

INTRODUCTION OF NEW GOVERNANCE COUNCIL REPRESENTATIVE

Tony Thompson introduced the new Governance Council student representative, Mylasia Smith. She is currently a student at Taft College and serves as the interclub commissioner for the Associated Student Body.

CONTINUATION OF DISCUSSION ON GOVERNANCE COUNCIL CHARTER

(Led by Dena Maloney & Tony Thompson, Co-chairs)

• Constituent Input on Recommendations of 8/30/13:
  • The CSEA will meet Sept. 20 and will review the recommendations regarding the charter.
  • The Academic Senate has not yet reviewed the recommendations.
  • Other constituents have not yet reviewed the recommendations for the GC charter.
  • The recommendations from Dena and Vicki about the committee structures have also not been reviewed by constituencies.
• Charter Language Discussion:
  • Placing Items on the Agenda – Discussion among the members as to how items were placed on the agenda. It was stated that as a GC member and representative that any member had the ability to bring an item to the GC co-chairs for review as an agenda item. Each member represents a specific group of constituents such as management, classified, faculty, and students.
  • A process was defined, moved and seconded.

CONSENSUS:   Constituents take items to their GC representative; the GC representative takes the items to the co-chairs for evaluation. The process was approved by vote after discussion.

• Membership – A student representative, Mylasia Smith, is now serving on the GC.

GOVERNANCE COUNCIL RESOURCE ALLOCATION PROCESS

(Led by Dena Maloney & Tony Thompson, Co-chairs)

• Detailed Timeline for Ranking Program Goals Resource Requests:
  • Eric Bérubé distributed a handout which depicts the Non-Personal and Personal Resource Prioritization Flow and Timeline for Program Review Cycle Starting in 2012-2013.
  • Eric stated he updated the diagram to include Box #9 to incorporate the step of providing feedback on resources requests as to what was funded and what was not funded.
  • Dena reminded GC members that with the timing of the May Revise and the finalization of budgets that the determination of funding for non-personnel items may occur later in the spring or early summer.

THE NEED FOR A COMPREHNSIVE EDUCATIONAL MASTER PLAN

(Led by Dena Maloney, Co-chair)

• Dena distributed a handout titled “Taft College Planning Documents and Timeline” (copy attached to official minutes) which listed District documents and timeframes
• Dena stated discussed how all of these documents work together to guide the future direction of the institution and pointed out (with agreement from others) that the current structure is not a useful for us as we need it to be.
• Dena pointed out that the District is due for an updated Educational Mater Plan” which is a comprehensive look at the District and its instructional programs based on changes in the District and who we serve.
• A printed version of the Educational Master Plan from another institution was passed around as an example of formatting and structure.
• Dena also provided information about resources/consultants specializing in helping educational institutions in developing and updating these types of documents to make them more useful.
• She indicated she would like to bring in a consultant for the next meeting to present what effort it will take on both parties and see what they propose for us regarding their methodology and process.
• She asked for any discussion or opinions about the interests in this area by GC members.
• Discussion ensued and it was agreed to have a consultant be a guest speaker regarding this issue at the next GC meeting.

CONSENSUS – The GC members voted and agreed to bring in resources/consultant for a presentation.

OTHER

• A suggestion to provide electronic versions of all handouts to the electronic minutes or at least include a link to the documents to make finding them easier when we go back to review these items.

Facilitator: Mark Williams

Recorder: Brandy Cramer

Timekeeper: Sonja Swenson

Next Meeting: September 27, 2014

Meeting Adjourned: 1:05 pm

Respectfully submitted by:

Melissa Blanco

09-13-13-Governance-Council-Minutes-FINAL1

Governance Council

September 13, 2013

12:10 – 2:00 pm

Cougar Room

Facilitator: Velda Long

Recorder: Sharyn Eveland

Timekeeper: Brandy Cramer

1. Approval of Minutes from August 30, 2013       5 minutes

2. Continuation of Discussion on Governance Council Charter     45 minutes

(Led by Tony Thompson and Dena Maloney)

• Constituent Input on recommendations of 8/30/13
• Charter Language Discussion
  • Placing Items on the Agenda
  • Membership

3. Governance Council Resource Allocation Process     20 minutes

(Led by Tony Thompson and Dena Maloney)

• Detailed Timeline for Ranking Program Goals Resource Requests (Eric)

4. The Need for a Comprehensive Educational Master Plan

(Led by Dena Maloney)         30 minutes

Next Meeting: September 27, 2013

12:10 – 2:00 pm

Call for:

Facilitator

Recorder

Time Keeper

09-13-13-GC-Agenda

GOVERNANCE COUNCIL

August 30, 2013

12:10 pm – 2 pm

Cougar Room

Members Present: Kanoe Bandy, Sheri Black, Darcy Bogle, Brandy Cramer, Sharyn Eveland, Greg Golling, Vicki Herder, Velda Long, Dena Maloney Brock McMurray, Laura Riss, Sonja Swenson, Tony Thompson and Mark Williams

Members Absent: Kamala Carlson and Jim Nicholas

Guests: Eric Bérubé

Facilitator: Darcy Bogle

Recorder: Greg Golling

Timekeeper: Velda Long

Minutes: Brandy Cramer

APPROVAL OF MINUTES

The minutes of the meeting held May 10, 2013 were approved by consensus.

CONTINUATION OF DISCUSSION ON GOVERNANCE COUNCIL CHARTER

(Led by Dena Maloney & Tony Thompson, Co-chairs)

• During the May meeting concerns were expressed regarding the structure of the Governance Council and it being too limiting. Dena Maloney and Vicki Herder volunteered to do some analysis over the summer regarding these concerns.
• Four handouts were distributed as follows:
  • Green Handout , titled “Academic and Professional Matters”– List of all committees and their charters
  • Blue Handout, titled “Definitions” – Definitions and table of current Taft College committees
  • White Handout – Structures of how committees are connected and relate to various departments. The diagrams were created by Dena Maloney as a visual tool.
  • Pink Handout – Analysis and recommendations by Dena Maloney and Vicki Herder
    • Summary of suggestions:
      • Consider forming an “Access Committee” for analyzing future enrollment management strategies, new program, and grant funding opportunities for Taft College
      • Consider forming a “Student Success Committee for developing student success strategies and connecting the wide range of student success initiatives at Taft College.
      • Strengthen connections with committees for long-range planning
      • Consider role in the policy process

• Dena stated the discussion of is a good starting point for HR to update charters and committee roles.
• Vicki stated that the council members should take back the recommendations developed by her and Dena to their constituents for discussion and then revisit this item for discussion at the next meeting.
• Kanoe stated a presentation should be given to the Academic Senate. She also expressed her concern that the Governance Council should not become a reporting committee.
• Dena stated that this needs to be a “planning committee” for the future of the district and hearing reports is needed in order to plan accordingly.
• Sonja asked why we changed from the planning council to the Governance Council.
• Eric answered that the role of the planning committee was not consistent with accreditation standards.   Eric also stated that restructuring into 3 groups gave the groups more time for what needed to be done.
• Sonja asked what planning (items from SPC) suggestions have come back to the Governance Council.
• Eric answered that mostly operational items have been brought back, along with program review goals, etc.
• Eric stated that the SPC is going to discuss disbanding.
• Sharyn asked if the Budget and SPC function and report back to the Governance Council or do they work autonomously.   She also suggested that the recommended Student Success and Access committees should not be made solely from the Governance Council members.
• Kanoe stated that there is a difference between task force and committee. SPC is more of a task force.
• Brock stated that the Facilities committee should take its guidance from the Educational Master Plan.
• Dena stated that the Governance Council is the body to help develop the Educational Master Plan.
• Dena suggested that shared governance is a process that is infused through a wide variety of committees across the campus.
• Dena also stated the Governance Council does not make the decisions for the District, the Board of Trustees does. This committee makes recommendations to the CEO, who then presents recommendations to the Board of Trustees.
• Vicki suggested the charters of all TC committees be reviewed.
• Sonja stated that some committees were started a long time ago and did not have charters.
• Sonja stated that some committees were started a long time ago and did not have charters.
• Vicki stated that charters will need to be written for those committees.
• Tony stated that we need to review the Governance Council charter on an annual basis for accreditation purposes.
• The language of the charter is confusing and needs to be clarified as to the roles and duties of the GC.
• A process needs to be developed for submitting agenda items.

GOVERNANCE COUNCIL RESOURCE ALLOCATION PROCESS

(Led by Dena Maloney & Tony Thompson, Co-chairs)

• Dena gave a brief history of the ranking process.
• Two handouts were distributed:
  • A timeline from the IR office
  • A prioritization rubric

CONSENUS: The Governance Council approved to utilize the same Annual Prioritization Resource Prioritization Rubric ranking tool.

• The question was asked as to whether unfunded requests/program goals go back into the queue for future consideration when funds become available.
• Brock shared that a the May 10th meeting, the Governance Council asked the Budget Committee to provide recommendations on two questions: 1) should unfunded requests from program reviews be carried forward or should they be re-evaluated and then resubmitted if needed; and 2) what should be the process for restoring items which were cut during the past four years?
• Brock shared the recommendations from the Budget committee. See Budget committee minutes.
• Questions: How to restore cuts?   As the budget becomes more stable and grows, these things should be a discussion the managers have while building the budget. They should not be ranked.

• The function of program reviews is for new items – a significant change. It’s a grey area.
• Brock read from the minutes of the budget committee regarding the recommendations that the restoration of cuts should be addressed during the budget development process in a dialogue with the respective Vice President.

BUDGET COMMITTEE REPORT

(Led by Brock McMurray, Vice President of Administrative Services)

• The State is still under funded from 07-08 by $6 billion.
• The District’s 2013-2014 will be presented for to the Board September 11, 2013 for approval.
• The District will still be utilizing $563,000 of reserves to fund GASB.
• No major threats to budget as in past. Few minor ones, but looks favorable that we won’t face cuts and get full allocation.
• A budget study session will be held prior to Board meeting. This is an open meeting.

2013-2014 MEETING SCHEDULE

(Led by Dena Maloney & Tony Thompson, Co-chairs)

• The GC will meet twice a month at least through Fall.

ACCREDITAITON UPDATE

(Led by Eric Bérubé, Coordinator of Institutional Assessment, Research, & Planning)

• THIS ITEM WAS TABLED FOR DISCUSSION AT THE NEXT MEETING.

Facilitator: Velda Long

Recorder: Sharyn Eveland

Timekeeper: Brandy Cramer

Next Meeting: September 13, 2014

Meeting Adjourned: 2 pm

Respectfully submitted by:

Brandy Cramer/mb

08-30-13-GC-Minutes