Planning, Review and
Budget Council
Wednesday, October 7th, 2015
Room 405, bldg. 400
3:00-5:00 PM
Minutes
Attendees: Veronica Martinez, Steve Stevenson, Jim Matthews, Catherine Powell, Rachael
Tupper-Eoff, Noell Adams, Chasity Whiteside, Jennifer Pierre-Louis, Deonne Kunkel,
Jeremy Wilson, Connie Willis, Yvonne Wu-Craig, Matt Kritscher, Mark Stephens, Carolyn
Arnold, Jeanne Wilson, ValJean Dale, Laurie Dockter, Donna Gibson, Kathleen Allen, Susan
Sperling, Carla Walter, Wanda Wong, Marcia Corcoran, Billy Delos Santos
Members of the Accreditation Team: Ray Hernandez, Anna Badalyan, Michael White,
Jennifer Vega La Serna, Patricia Lynn
Welcome and Approval of Minutes
Deonne Kunkel-Chair introduced herself and then asked everyone to introduce themselves
with name and department.
Jim Matthews motioned to approve the minutes from the September 16th meeting. Approved
by consensus.
Committee and Senate Reports
Jennifer Pierre-Louis – Student Senate reported:
 SSCC has five new representatives being sworn‐in on October 19th.  Scholarships totaling $29,000 were distributed, possibly increasing amount for next year.  All stipends have been distributed to all of last year’s Student Senate representatives. Noell Adams – Classified Senate reported:
 They are reviewing and revising timeline for the Classified Prioritization process.  Suggestion was given from College Council to look into addressing Priority 2 positions in the Classified Prioritization process. Classified Senate will be reviewing. Laurie Dockter – Faculty Senate reported:  A workgroup has been formed and we are working on the Shared Governance document.  They are reviewing our hiring Faculty Prioritization process. 1|Page
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Deonne reported that due to feedback from senate and LPC, the district delayed the finalization of the Educational Master Plan for the district and have requested any comments to be turned in by October 16th. All very positive. Mark Stephens – Facilities and Sustainability Committee
 Received a grant to build a Veterans Center. Plans to open by end of January.  Any promises made to move into open spaces are on hold.  Program reviews will be reviewed for prioritization for space requests. Timeline for decisions by late November, early December.  Send email to Mark Stephens with any requests as to space needs.  Deonne mentioned the form has been changed under the Facilities section in the Program Review documents. Wanda Wong - COOL Committee reported:
 Proposal forms have been changed. All submission of forms will be done online. All forms will be turned into a Google document which will allow all comments to be in one place, one file.  This new process was piloted this semester and has been going very well. VP Matt Kritscher ‐ SSSP Committee/Equity reported:  We are in the finalization stage of our SSSP updated plan, draft should be in by October 15th. VP Kritscher requested to be on the next agenda for PRBC to highlight the SSSP updated draft plan for feedback. The draft will be sent to the two senates for their feedback and needs to be finalized by the end of October.  Work is continuing on the update of the Student Equity plan. Proposals are still being accepted until October 26th for this current year going forward.  VP Kritscher requested to be on the agenda for the first November PRBC meeting to highlight the proposed initiatives and the initial recommendations of the council for consideration, will also be sent to the two senates for feedback.  Deonne reported for clarification in the Program Review the BSI/Equity proposals are for next year 2016‐17. We do have additional funds for this year for Student Equity only and the proposals for this year’s funds are due by October 26th.  Moving from temporary to permit cycle within the next 3 years.  Suggestion to put proposal in the Program Review.  VP Kritscher will send a clarifying email regarding proposals for this year’s funding. 2|Page
Rachael Tupper‐Eoff ‐ Staff Development Committee:  Committee is in the process of finalizing the schedule for the October 16th Flex Day. Schedule should be out by the end of this week. Ray Hernandez ‐ Accreditation Team Member:  Working on Standards 1A and 3C. Stated that he feels they have a good understanding of the clear process of reviewing and approving the mission statement.  He also has a good understanding of the process for final approval for technology within this council. Patricia Lynn - Accreditation Team Member:
 Requested information about the outcomes of the IT staff. VP Willis stated that they did a Program Review which is in the Administrative offices review. Anna Badalyan ‐ Accreditation Team Member:  Requesting assistance to locate the learning outcomes for service areas.  VP Willis suggested they meet afterwards to locate the SAO's and a discussion.  IT's expenses are mostly funded through the district's budget, but their salary and benefits are paid through campus budget. VP Willis will meet with Anna to talk about the IT funds only held here on campus.  VP Kritscher reported we look at the student satisfaction and characteristics and outcomes studies and use the results to analyze student service areas.  Dean Wilson reported that in Special Programs there are 14 different special programs and they all do their own Program Review and their service area outcomes are unique.  Anna Badalyan asked if there is a summary sheet of all the different service areas.  Deonne Kunkel exampled that forms have been updated and have been integrated into the Program Review forms. Every program has their own section in Program Review and then the VP's and Dean's provide a summary. The summary is then posted to the Program Review website and the SLOAC committee keeps the record of who has their PLO's or not and Robert Yest has the spreadsheets that can be reviewed. Ray Hernandez - Accreditation Team Member;
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Asked if there is any type of assessment addressing the district services verses what is happening on campus, any type of formal process.  Dr. Sperling reported at this time she is not aware of this type of assessment happening at the district level.  Jim Matthews added that this is one of our planning agenda items. It does state we need to assess our district services so the need is recognized.  Carolyn Arnold added that on this campus we do an assessment in the Faculty Survey for our technology services on the trainings and how technology is contributing to student services. Jennifer Vega La Serna ‐ Accreditation Team Member:  Shared that they have been treated very well and the pride of the campus shows and how proud everyone is to work here and the work being done with students.  She asked about the planning and committee structure. Once Academic Senate submits the draft what is the next step, what is the process?  Dr. Sperling stated that they will be visiting the Faculty Senate meeting to go over the next steps in developing a draft and then present to all of the governing bodies for a first reading to be completed within this semester. It will be taken back for a second reading, reintegrating the new recommendations and then before end of semester we will have a document that we will have a consensus on. There have been meetings and workshops and work that has gone on over the last year and we are very close to a coherent set of revisions.  Accreditation member noted that it was great to have everyone at the meeting because she looked at the workload of the PRBC committee and noted that the committee has a lot of work, so she wanted to thank everyone for taking the time to be at the meeting.  Dr. Sperling wanted to bring to the team’s attention that she submitted a large stack of documentation that reflects all the workshops, discussions and feedback that has taken place over the past year on the shared governance work. Patricia Lynn - Accreditation Team Member
 Stated that Chabot is to be commended on the use of the Measure B funds. It is unbelievable what has been accomplished and she commends us all. Is there a plan in play or a plan being development for what to do when the funding resources come to a close?  Deonne Kunkel mentioned the bond was used to purchase property that we receive regular income on and a portion of funds was invested at the district level. Technology committee has been very fundamental in integrating and funding all the work here on campus. No final decisions have been made, but we have identified two options that are in the planning. 4|Page
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Mark Stephens mentioned that for Facilities we have been struggling with prioritizing use of the resources wisely to bring all things together and prioritize what we need for the campus. As the funds begin to dry up, the functionality of the committee has been under discussion. Jim Matthews mentioned there are two issues Facilities deals with buildings and expensive items and then there is equipment to be paid for, so what is being discussed is figuring out ways to pay for equipment. There is also a possibility of other funds that the state has provided for instructional equipment library materials. Carolyn Arnold shared that one of the objectives in the new Educational Master plan is to update our Facilities plan so that it drives whether we go for another bond. VP Willis mentioned that the funds that Jim Matthews was speaking of were allocated by the committee in the amount of $633,000 a year. From the bond a million dollars a year was allocated for instructional equipment. Deonne Kunkel mentioned all requests are prioritized in the program review documents. CEMC Presentation on Enrollment Summit:
 See attached summary from Dean Corcoran from the September 25th District Enrollment Management Committee (DEMC) Summit.  Deonne Kunkel stated that if there are any action items that have to do with institutional planning they can be rolled into this semester’s planning.  PRBC’s work on Bottlenecks, Student services looking at why students are not graduating with 45 units.  Laurie Dockter suggested that Degree Work’s program would help us to know what students really need in scheduling, would help students to know what they need to take. Deonne mentioned this is one of the initiatives.  Donna Gibson commented on the Bottlenecks. Just adding more sections does not always solve the problem. That is not the only solution. We would like a more strategic approach of other ways to address Bottlenecks other than adding sections. What are the initiatives that can be done that would help students to be successful in the courses the first time? Need to address the Bottlenecks more so then just adding more sections. Helping success rates. Yvonne Wu‐
Craig suggested looking at retention strategies, talking to high schools to have a refresher in senior year and transition strategies. Donna Gibson suggested we have late starts, 8 week/10 week sessions for students who could not start classes in August. 5|Page
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Jim Matthews suggests that summer needs to be looked at differently and discussed about sooner than later. Wanda Wong stated COOL recognizes we need to have funding restored for the online support and mentorship training. Yvonne Wu‐Craig raised the marketing and in‐reach/outreach piece. The marketing plan should feed into opportunity to build feeder programs, transition from high school and adult schools. Marketing materials, should be helpful to students to know about Chabot. Changing how we talk about marketing and how we integrate with our instructional programs would be helpful supporting all of the enrollment goals. Deonne Kunkel met with high school leaders from the feeder districts. They asked for the pathways materials and how do they get the materials for all of the programs? Jennifer Pierre‐Louis mentioned ECD Program is working hand in hand with Hayward Promise Neighborhood which are offering Saturday ESL classes for students. Dean Corcoran mentioned that the district office did hire a new marketing person. Suggestion was made to state in the Dean’s summary for program review to specify what marketing materials are needed for each division. Dean Walter suggested a coordinated look across the campus for materials that are handed out for different programs, also having a folder that represent each division. Deonne Kunkel suggested an online folder of materials and applications for applying for the programs. Dean Corcoran suggested we take Marketing as one of those strategies and have a subcommittee to flesh out what is the analysis and implementations idea. We would want the district marketing person involved and the webmaster and some students with the communication strategies in mind, new and inventive ways to communicate with others. Targeted and strategic marketing is crucial, how we are marketing our wonderful programs. Dean Walter said we need to communicate a specific message social media, website, textbook or blackboard needs to be delineated. Veronica Martinez said the message and the look needs to be cohesive. Also having student help on this would be great, really a media kit and they can do this. Dr. Sperling suggested that Maria Ochoa and VP Kritscher report to the PRBC on the ongoing effectors on the communication within the community. 6|Page
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Jim Matthews suggested that community colleges combine their effecters and do a TV campaign. There are 18 community colleges in this area and we all need students. Deonne Kunkel stated that we need to have a “Needs” statement incorporated into our program review. Set‐up the meeting Dean Walter, Maria Ochoa, students, Jennifer Aries, Wing Kam, VP Kritscher, Yvonne Wu‐Craig and Guisselle Nunez from the district. Dean Corcoran will be our contact with Guisselle Nunez. What is the timeline to call the meeting? Deans could submit an Administrative offices combined statement regarding all division’s needs for marketing. Noell Adams mentioned that it is her understanding the Guisselle is planning on meeting with VP Kritscher and his counterpart at LPC to talk about how the district can be of assistance in helping with both colleges with their marketing strategies. Dean Walter will convene a meeting of the group identified. FLEX Workshop Preparation
 Deonne Kunkel will work with VP Willis on the plan for the workshops. Reading and Synthesis of Program Review
 Suggestion to have more time  Four people from each division to read and synthesize  Consolidate the comments, bullet points, single paper  Purpose of our reading is to make a statements to inform planning for the rest of the year  Deonne to email the different types of grids to get feedback as to what to use  Jim Matthews, Dean Corcoran and Donna Gibson volunteered to help Deonne to look at the categories, need to have finished in two weeks Meeting Adjourned at: 4:47
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