LUCY BOUDET 12/5/14

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WORK PROPOSAL FOR 50TH ANNIVERSARY PLANNING AND COMMEMORATION

1. Background

In the fall of 2017, Valencia will mark its 50th year. This milestone represents an opportunity for Valencia to engage students, alumni, staff, donors, the community and others in a celebration of our history, accomplishments and impact. In addition, the anniversary allows Valencia to leverage the spotlight to attract more advocates for the college’s mission.

2. Charge and Work Products

The planning team will consider all the opportunities presented by the 50th anniversary to spotlight the college and connect with key constituents. It will develop a master plan of proposed projects and events, proposed budgets and a timeline for approval by the president and Executive Council.

After approvals are secured and the work moves into implementation, the planning team will serve as a steering committee to oversee work products and commission any work teams, as necessary.

3. Known Constraints, Criteria, or Design Principles

Key constraints are time, budgets and staff capacity.

The 2017-2018 academic year is the main constraint—with all events, projects or collateral material needing to occur or be distributed in that year. Effective planning and production will take two years prior to the anniversary (implementation) year.

The anniversary will likely require additional budget investments and staff time. But also, many routine materials and events can be “re-branded.” These will not necessarily require additional dollars but rather coordination and cooperation to tie them into anniversary themes.

Principles have not yet been drafted.

4. Relevant Strategic Goals

The anniversary provides an opportunity for Valencia to support three out of four strategic goals: Build Pathways, Invest in Each Other and Partner with the Community

5. Council Overseeing the Work: Executive Council

6. Sponsor of the Work: Jay Galbraith

7. Decision-making Authority: Executive Council and College President

8. Internal Stakeholders or Constituents

Marketing and Strategic Communications

Alumni

Students

Student Activities/Student Affairs

Staff—Reps from Administration/Faculty/Career Staff/Professional Staff

Foundation/donors

Trustees and/or community leaders

Retirees

Governmental Affairs/Community Relations

Conferencing and College Events

Organizational Develolpment/Organizational Communications

Facilities Staff

Bookstore/Merchandising

9. Preliminary List of Team Members

The membership has not been named. It is recommended that it include representation from:

Alumni

Students/Student Activities/Student Affairs

Staff—Reps from Administration/Faculty/Career Staff/Professional Staff

Foundation/donors

LUCY BOUDET 12/5/14

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Retirees

Governmental Affairs/Community Relations

Conferencing and College Events

Organizational Dev./Organizational Communications

Facilities Staff

Bookstore/Merchandising

10. Deadline for Work Products

Planning team should be formed by Spring (Feb-March) 2015

Proposed plan, proposed budgets with timeline for projects should be submitted to/approved by Executive Council and the president by Fall 2015 (Oct. 2015)

Revisions to the plan, as needed, will be made after input from Executive Council and the president in Nov.-Dec. 2015

Supplemental budgets should be requested for 2016-17 fiscal year by the dates established in the budget development process (Feb. 2016)

Revisions to the plan, as needed, will be made after budgets are established and with any new input from stakeholders in July 2016

Communication of anniversary plan and project work teams/assignments should begin by July–Aug. 2016

Collateral materials should be developed by May 2017

Plan should be executed July 2017-June 2018

Feedback and evaluation/review should occur by Fall 2018

11. Proposed Meeting Times

Once a planning team is formed in Spring 2015, the team leader will develop a schedule that will likely include virtual and face-to-face meetings at least once per month until the proposed plan is submitted to Executive Council. After the plan is approved and work teams are established, the team will become a steering committee and meetings may be decreased in frequency to an as-needed schedule and continue to report to the Executive Council through Jay Galbraith.