march 3, 2015 board room ccc confer 3:00 pm 5:00...

DC3 District Consultation & Coordination

MINUTES

March 3, 2015

Board Room

CCC Confer

3:00 PM – 5:00 PM

Vision Statement

Providing an innovative, world-class learning environment;

Building and maintaining an atmosphere of trust within the college district and with our communities;

Developing and maintaining programs and facilities that best meet the needs of our students and communities;

Stewarding resources strategically to meet the diverse needs of our communities and region;

Providing educational, economic, cultural, and civic leadership for our communities and region.

Sponsor: Douglas Houston

Members: Pamela Bordisso, Kayleigh Carabajal, G.H. Javaheripour, Sonya Horn, Brian Jukes,

Kuldeep Kaur, Al Konuwa, Greg Kemble, Annette Lee, Robert Mathews, Eileen Schmidtbauer,

Molly Senecal, Joseph Stottmann, Karen Trimble, Michael White, Jacques Whitfield, YC-AFT

Representative, Cathy Richter (Recorder)

Check-In

Members: Clark, Carabajal, Richter, Whitfield, Houston, Javaheripour, Mathews, Kaur,

Kemble, White, Konuwa, Bordisso, YC-AFT Representative

Guests: Hamilton, Kreft, Root

1. Review Draft Board Agenda

1.01 Agenda Item: Review Draft March 3, 2015 Board Agenda

Purpose: Awareness and opportunity for discussion of proposed

Board actions and identification of major issues or controversy of

any proposed Board action.

Highlights:

Accreditation Mid-Term Report

Fiscal Year 2014-15 Revised Budget

Spring Enrollment and Budget Presentation

Process: Call for issues to discuss. Identify next steps.

Q: Question about calendar change.

A: The MOU has been taken off the agenda; it will first have to be ratified by the board.

Only the calendar portion is on the agenda.

Q: There are quite a few blanks on the consent calendar.

A: Recruitments are slated to be completed by the end of the week, and the names will be

forwarded to HR and then to the Chancellor’s office to place on the board agenda.

DC3 Minutes – March 3, 2015 - of 5

Vision Statement






Q: What is the recommendation to grant tenure?

A: That item is being finalized. The College presidents will be reviewing the evaluations

next week. The information will be filled in at the time this is published. The Board makes

all decisions about employment in open session. There is opportunity for the public to

comment before they go into closed session. Education Code requires the president and

chancellor make a recommendation to the board. The board’s questions have been more for

about the quality of the evaluations themselves.

Q: In the monthly financial statement there is a resolution on transferring funds – what are

the funds being transferred?

A: This is the standard language required in Education Code. The Board initially adopted

the budget to spend in certain categories. Since adoption there have been transfers

requested to transfer in between categories.

Q: Fiscal Year revised budget – two paragraphs need help understanding.

A: For the 2014-15 year, we had 1.48% deficit in apportionment, however that number will

change with enrollment changes from P1 enrollment data that was reported. The item will

be rewritten for greater clarity.

2. Consent Agenda

Items on the Consent Agenda will be considered in one recommendation without discussion

unless it is requested by a member of the committee that specific items be removed from the

Consent Calendar for discussion. In that case the item(s) will be considered immediately

following the Consent Calendar and discussed separately.

2.01 Consent Agenda Item:

Background:

Notes:

3. Action Agenda

3.01 Action Agenda Item:

Background:

Status and Analysis:


Vision Statement






Notes:

4. Information Agenda

4.01 Information Agenda Item: Process Improvements for the District

Annual Integrated Planning and Evaluation Cycle

Background: As a result of the evaluation of the 2013-15 Planning

Cycle, thirteen process improvements emerged. This discussion will

include how some of these process improvements are currently

being implemented and give an overview of the discussions that will

lead to the adoption, as appropriate, of the process improvement

recommendations.

Revised DC3 Schedule of Meetings

Carabajal

DC3 members each received a number of documents including thirteen recommendations

for review of the planning and assessment cycle itself. There is also a draft chart of the

planning process that incorporates some of these improvements. Add #14 to the list. Dr.

Carabajal provided background on the evaluation process. The planning process was

explained in forums last fall to explain its components. One recommendation from the

evaluation was to simplify the process, eliminate duplication of effort and reduce the

number of teams. Simplification is demonstrated in the visual diagram provided.

Additional recommendations for improvement were also discussed i.e. modify survey;

modify Programs and Services Vitality (PSV) process; clarify intent of the planning process;

refine budget and resource allocation process; provide additional explanation of the targets

and objectives related to the strategic goals; centralization of planning information; and

standardization of planning templates used by the colleges and district services. It is

anticipated that the planning process will be modified from an annual cycle to a multi-year

planning and budgeting cycle; and modify the planning schedule to also simplify the

process. The DC3 meeting schedule implements improvements by freeing up time to work

on the planning committees. #14 emerged from work of the Institutional Effectiveness

Review Team (IERT) to work on data for Key Predictive Indicators (KPIs). This will also be

discussed in the mid-term report to ACCJC. Questions? None.

4.02 Information Agenda Item: 360° Survey

Background: In Fall 2013 DC3 discussed AP 7151 Evaluating the

College the Chancellor discussed the intent to use survey results to

establish professional goals for the coming year. The Chief Human

Resources Officer will discuss information regarding a professional

development plan.

Whitfield

H0002940

Oval


Vision Statement






CHRO Whitfield provided an update on the 360° Evaluation Framework for YCCD

Managers and Supervisors. Human Resources has been working with leadership to develop

this framework. The governing board initially adopted utilizing a 360° process in evaluating

the Chancellor which he then utilized with executives and is now rolling out to YCCD

managers and supervisors. It is intended to be a tool used for professional development.

Protocols and specifics are still being fine-tuned, and the group discussed some of those

points:

Frequency of 360° survey

Selection of survey participants

Input in the survey is intended for aspirational professional development

Selecting participants by position rather than by name with dialogue about whether

to include additional participants

Training is important to ensure an understanding of the philosophy and make it fair

for everyone

Timeline - move establishment of goals to end of academic year

Another component will establish a two-level evaluation protocol for administrators and

managers. For example, the Chancellor would have a component in the president’s

evaluation of the vice president, and the president would evaluate the dean or director that

reports to the vice president. This process intends a perspective for professional

development. Professor Kemble commended this movement towards professional

development as focus of evaluations in general.

4.03 Information Agenda Item: DC3 Team 2 Update

Background: On February 25, 2015, DC3 Team 2 announced an

important milestone in our work aimed at strengthening

communication at YCCD. Seven 2-way email distribution lists were

launched and are now available to personnel across the district

community. This component of our organizational communication

system supports one-to-many and 2-way email messaging for

members of the distribution group.

This project is part of the action planning stemming from the

Communication Survey administered last year and addresses many

of the responses gathered in that effort.

Team 2


Vision Statement






4.04 Information Agenda Item: Information Sharing

Background: This ongoing item is intended as opportunity to share

information with members of DC3, including issues of interest

within our District as well as external issues affecting or of interest to

faculty and staff.

Team

Agendize at next DC3 meeting for discussion in consideration of time.

5. Adjourned at 5:01pm.

Future Agenda Item

Using the decision-making process for Administrative Procedures – future

DC3 meeting

Parking Lot

AP 7122 Hiring the College President

Evaluation of the Strategic Planning Process: The comprehensive integrated District Planning, Resource Allocation and Evaluation Process was designed in 2012-13 and implemented in 2013-14. A comprehensive evaluation of the four components of the annual cycle occurred throughout the academic year. Formative assessments resulted in improvements during the process. Ongoing dialogue in multiple venues coupled with the results of a district-wide survey provided recommendations for improvements in the coming year.

Evaluation results of the Annual Planning, Budget and Evaluation Cycle indicate that while the process as a whole proved effective, recommended modifications will strengthen the cycle for the coming planning year. Improvements include:

i. Provide additional training on the District integrated annual planning, budget and evaluation

cycle with special emphasis on PSV and the link to program reviews. ii. Simplify the Strategic Planning process as appropriate to reduce duplication of effort and

level of workload for individuals engaged in District planning. iii. Modify the planning and budget process evaluation survey to include questions:

a. that gauge satisfaction with the level of knowledge and understanding of the planning process for personnel across the district, and b. seek input for annually updating the Strategic Goals and Objectives

iv. Modify the PSV prioritization component to assure it is distinct from appropriate college decision-making processes and does not transpose/overturn college priorities.

v. Clarify through broad communication that the intent of the strategic planning cycle is to coordinate resource allocation across priorities for the three entities in pursuit of student success throughout the district.

vi. Communicate results of the decision-making that occur in PSV and publish a mechanism for tracking outcomes of those resource decisions.

vii. Further refine the budget development and resource allocation process to include communication on differing budget scenarios (e.g., budget reduction or stability as opposed to augmentation/restoration funding).

viii. Communicate the five long-range Strategic Goals objectives and provide additional explanation on the development of targets for those objectives by the Colleges.

ix. Centralize all information on the District annual planning cycle to assure broad dissemination and knowledge of the process.

x. Standardize templates for the PSV process and Annual Action Plan objectives. xi. Modify the planning process to position the District for multi-year planning and budgeting.

xii. Modify the planning schedule by incorporating planning meetings within the DC3 meeting schedule to address challenges encountered in scheduling meetings.

xiii. Simplify the planning cycle by reducing the components from four to three and redistributing the tasks associated with component two to existing committees.

The implementation of these recommendations will occur during the current planning cycle and the results reported in the 2014-15 Institutional Effectiveness Review. Extracted for DC3 Discussion December 2, 2014 from the Institutional Effectiveness Review 2013-14 at: http://ie.yccd.edu/Data/Sites/1/media/documents/Institutional%20Effectiveness%20Review%20Report%20-%202013-14.pdf

http://ie.yccd.edu/Data/Sites/1/media/documents/Institutional%20Effectiveness%20Review%20Report%20-%202013-14.pdf

DC3 Meeting Schedule - 2015

DATE TIME MEETING TOPIC

February 24, 2015 1

1/15/2015 5:00pm Board Meeting

1/20/2015 3:00pm-5:00pm DC3 DC3 reviews Priorities List

2/3/2015 3:00pm-5:00pm DC3


2/24/2015 3:00pm-5:00pm DC3 Sub-Committee: IERT Revise KPI’s and work electronically through July

3/3/2015 3:00pm-5:00pm DC3

3/5/2015 TBD Special Board Meeting


3/17/2015 3:00pm-5:00pm DC3 Sub-Committee: BAT Discuss Governor’s Budget and Funding Scenarios

3/24/2015 3:00pm-5:00pm DC3


4/21/2015 3:00pm-5:00pm DC3 Sub-Committee: BAT CHEX presents DAAP results to BAT

4/28/2015 3:00pm-5:00pm DC3


5/12/2015 4:00pm-5:00pm DC3 Sub-Committee: IERT Review KPIs; link

5/26/2015 3:00pm-5:00pm Joint DC3-BAT Meeting Allocation of Resources

6/2/2015 3:00pm-5:00pm DC3


6/16/2015 3:00pm-5:00pm DC3 Sub-Committee: TBD If needed

6/23/2015 3:00pm-5:00pm DC3 Sub-Committee: TBD If needed

6/30/2015 3:00pm-5:00pm DC3


7/14/2015 3:00pm-5:00pm DC3 Sub-Committee: IERT Begin IER process

7/21/2015* 3:00pm-5:00pm DC3

8/4/2015* 3:00pm-5:00pm DC3


8/18/2015* 3:00pm-5:00pm DC3 Sub-Committee: IERT Review data

DC3 Meeting Schedule - 2015

DATE TIME MEETING TOPIC

February 24, 2015 2

9/1/2015* 3:00pm-5:00pm DC3


9/15/2015* 3:00pm-5:00pm DC3 Sub-Committee: IERT Finalize IER report

9/29/2015* 3:00pm-5:00pm Joint DC3-IERT Meeting Review IER report


10/13/2015* 3:00pm-5:00pm DC3 Sub-Committee

10/20/2015* 3:00pm-5:00pm DC3

11/3/2015* 3:00pm-5:00pm DC3


12/1/2015* 3:00pm-5:00pm DC3


* Tentative Fall 2015 schedule

Vision6 Year Cycle

FocusAnnual Cycle

Implementation and EvaluationAnnual Cycle

Yuba Community College District Strategic Planning Process

VisionMissionValues

Strategic Goals Institutional SLOsCollege Missions

Governing Board:Framework and Organizational

Philosophy in the Long-term Strategic Plan

Chancellor: Strategic Intent and

Strategic Goals

Emergent Strategies

EmergingLong-term Trends or Initiatives

Comprehensive District Master Plan

(CDMP)

Strategic Planning Team (CHEX):

Prepares Long-term Operational Plan

Annual Budget Process

Budget Advisory Team: Oversees Budget Development and

Resource Allocation Recommendations

Institutional Effectiveness

Review

Institutional Effectiveness Review

Team:Oversees:

A. Planning and Budget Process

Review

B. Evaluation of Prior Academic Year’s Goal Achievement and Key Predictive Indicator

Results

C. Program Reviews and SLO Assessments

January – June(Every 6 Years)

October – March(Every 6 Years)

February – April May – June February – September

Annual Year Implementation(July 1st)

Draft 3/3/2015

WCC Educational Master Plan

YC Educational Master Plan

YCC DistrictServices

Master Plan

Facilities,Fiscal,

Human Resources

and Technology

Master Plans

march 3, 2015 board room ccc confer 3:00 pm 5:00...

Documents