Planning, Review and
Budget Council
Regular Meeting
October 13, 2010
Building 200, Board Room
3:00 – 5:00 PM
MINUTES
1. Introduction: of attendees:
2. Election of Chair/Co-Chair: Nominated: Yvonne Wu-Craig, George Railey,
Kathy Kelley;
Options: Single chair, co-chairs, tri-chair
Who can vote? members/non-members?
Is quorum needed? –does this need to be clarified?
Charge of committee states: “uses consensus”
Andrew Pierson: maybe those nominated should discuss how they prefer to
organize the leadership.
Yvonne Wu-Craig: like tri-chair option w/division between [as in this case]
Administration, Faculty and Classified representatives.
Kathy Kelley: this set-up allows for representation of all bodies, constituencies,
good for information flow.
Yvonne: reports that George supports Tri-chair and having a role himself.
Carolyn Arnold: asked how it would affect YWC’s workload?
Yvonne: Since funding could be by stipend, the extra hours would not be as large
an issue as in the past. It does connect w/ current grant work and classified staff
needs of her current position.
Is there consensus for Tri-chair option w/faculty/administration/classified?
YES –applause.
3. Program Review: still a standing committee?
Jennifer Lange: needs representation from each Division as point person to assist
with forms and ask questions about process.
PRBC Minutes
October 13, 2010
P age |2
Celia Barberena: top administrative structure will organize the schedule and be
point people.
Kathy Kelley: in her Division, the Dean has always been the point person.
Celia: Clarification – no intent to eliminate the Program Review committee, just
provide organization.
Carolyn Arnold: George and Deans coordinate overview, but need for committee
still stands to do more leg work.
Lani Wilson: committee is a shared place for review, Deans organize and set
deadlines. This needs to be an active committee … maybe work on overall
summary as sometimes Deans’ summary is not detailed enough.
•
Goals & agenda setting item: re-evaluate executive summary process.
Carole Splendore: What would the function of the committee be? Should Deans
have responsibility/ have time to go over forms, answer daily questions? Probably
more tasks than/that? they can handle?
What is the review process for program review at Division level?
Deans’ summaried need format that is shared between units.
Yvonne: There will be training on forms at Flex Day—perhaps these can be
trainers of trainers?
Kathy: programs approach in different ways—is it OK for each program to
interpret or should there be guidance for how to approach this?
General discussion of how program review is currently done by various units
represented.
•
Goals & agenda setting item: We need to determine how often
administrative services need to do program review.
Celia: who has overview of how the process is working?
Kathy: PRBC should prepare documentation of general concerns from reviews to
give general overview to entire campus.
Celia: emphasis of rec[?] is on the “Process”, developing it is primary concern;
follow-up and modification is still to come.
Kathy: part of the process cycle needs to include reporting back.
PRBC Minutes
October 13, 2010
P age |3
•
Goals & agenda setting item: What does feedback process look like? Who
is responsible for it?
Rajinder Samra: More consistent communication from Deans is needed.
Yvonne: As Lani mentioned, it looks like this is an agenda item where there needs
to be more clarity and communication about what this process looks like and a
standardization of a Dean’s/Manager’s Summary format.
•
Goals & agenda setting item: Think in broader program & college-wide
terms as looking at student success – what would these look like? This
could be farther out.
Celia: We need to get a handle on current cycle before we begin alterations.
ACTION ITEMS:
-YVONNE: will email out schedule and forms related to Program Review.
-CAROLE: need to have flow-chart of process to give out, she will work with
Yvonne on this.
Andrew: it would be good to send concise statement of program review process as
it relates to planning & budget.
Kathy: agrees.
Andrew: We need clarification on what the budget committee does, does NOT do,
as part of a concise statement.
•
Goals & agenda setting item: Make sure websites are updates with
current committee members.
Timothy Dave: Budget committee handles 6000 accounts: requests will change
when the Bond goes away. It would be nice to be more on an advisory level, but
currently the committee is not.
Celia: the Budget Committee gets District budget. Also sees 4000 and 5000
accounts. 94% of expenses are salary & benefits and cannot be allocated for other
uses.
Tim: Of the remaining 6% of budget, the committee only handles 1%, and does
not advise on remainder.
Yvonne: This committee should have the role of looking at all those parts. Now
each account is looked at separately.
Celia: there is a process for participating in all processes.
PRBC Minutes
October 13, 2010
P age |4
Kathy: Process isn’t clear and unclear whom to ask about it. The charge of the
committee needs to include communicating out.
•
Goals & agenda setting item: How to facilitate this communication.
Requests are taken and co-lists combined, these go to classified senate, same
for faculty requests.
Moneys from 6000 accounts taken from Deans’ summary and program
review resource request forms
NEXT MEETINGS: October 27, November 10, December 8.
PRBC Membership 2010-11
Co-Chairs: George Railey, Kathy Kelly and Yvonne Wu Craig
Administration: Matthew Kritscher and Tram Vo-Kumamoto
Academic Senate: Carolyn Arnold, Tim Dave, Ming-Lun Ho, Kathy Kelley, Kirstin Land,
Jennifer Lange, Andrew Pierson, Carole Splendore and Lani Wilson
Faculty Association: TBA, Appointed by the Faculty Association
Classified Senate: Yvonne Wu Craig, Rajinder Samra, Cheryl Sannebeck and Gordon Watt
Classified Union: Catherine Powell
Associated Students: Rotating Reps