Regular Meeting
February 27, 2008 – 3:00 - 5:00 p.m.
Board Room, Building 200
IPBC Membership
2007-08
Minutes
Cristina Ruggiero, Co-Chair
Yvonne Wu Craig, Co-Chair
Faculty
Carolyn Arnold
Mike Absher
JoAnn Galliano
Chad Mark Glen
Debra Howell
Joe Kuwabara
Donald Plondke
Linda Rhodes
Cristina Ruggiero
Wanda Wong
Members Present: Cristina Ruggiero, Yvonne Wu Craig, Celia
Barberena, Matthew Kritscher, Carolyn Arnold, Mike Absher, JoAnn
Galliano, Chad Mark Glen, Joe Kuwabara, Debra Howell, Donald
Plondke, Marcia Corcoran, Farhad Javaheripour, Gerlad Shimada
Classified
Rachel Ugale
Yvonne Wu Craig
Reviewed and Tentatively Approved Minutes from Feb. 13
meeting
Administrators
Norma Ambriz
Celia Barberena
Marcia Corcoran
Rosemary Delia
Farhad Javaheripour
Melinda Matsuda
Gerald Shimada
Ron Taylor
Members Absent: Wanda Wong, Linda Rhodes, Rachel Ugale,
Norma Ambriz, Rosemary Delia
Reports
• Chancellor visit March 12th
The Chancellor will attend the next IPBC meeting on March 12th.
• Report from CEMC Meeting
At the CEMC meeting, there was a request for the Unit Plan to include the Discipline
worksheet. Yvonne and Cristina attended CEMC to discuss the inclusion of the
Discipline Plan worksheets for 09-10 as part of the package for the 07-09 Unit Plans
due March 14. Since we will not yet have our FTEF allocations for 09-10, it does not
make sense to create the Discipline Plan worksheets at this time; rather, faculty will
need to do them in the fall after we receive the district allocations and division
allocations. CEMC agreed that IPBC would not need to ask for them now, but
suggested we ask for faculty to include any goals for potential elimination or growth
as part of their narrative which might later be incorporated into the worksheets.
There will be a campus-wide email stating that only the cover of Part 4 of the Unit
Plan will be required. The spreadsheet will not need to be completed. The CEMC
minutes will be referenced and the email will go out from Yvonne and Cristina.
Agenda Items
• Question/Discussion with President Celia Barberena
President Barberena felt that the questions from IPBC were an excellent platform for
a president. She felt that it was a good way to start dialogue. She sat down at her
computer and started writing and kept referring back to her responses. Therefore,
the handouts distributed during the meeting were a draft of the responses.
Question #1: Where will this information go and how will it be used?
Response: This question goes with the standard. How it relates one into another is
that Program Review is done at the discipline level. The Strategic Plan is a global
record of what is in the Unit Plan, and is the direction of the institution. It goes from
being more specific to being more global. The educational Master Plan is updated
every three years with minor updates in between. The educational Master Plan is the
global view and provides general direction for the college.
Question #2: Is IPBC the governing body where this information should come
together and be prioritized?
Response: There are several places where this information comes from. Institutional
Research uses this information as a resource. The Accreditation chairs and IPBC
chairs collaborate in reporting what goes on at the institution.
Question #3: How will all of this information be coordinated for Accreditation?
Response: The Unit Plans need to be available to the committee chairs. The
President asked Chad for his comments about Accreditation. Through Accreditation,
Facilities Committee should look at the Shared Governance model to remind them
how to go forward and IPBC should be sending it to them. There is a need for both
the hard copy and digital documents. For instance, Dental Hygiene was required to
send three copies in addition to a paper document for their Accreditation.
Question #4: What role do you see yourself taking in the planning process? As
president, what do you feel your responsibility is in the planning process?
Response: Engaging all committees to motivate and participate in the planning
process at all levels. Templates are sent from IPBC. Do you think faculty and staff
are engaged in developing the Unit Plan right now? Administrators feel that they
have to meet a deadline. There is a disconnect between the rank and file and
decision makers because you are in a rush to get them done. Carolyn mentioned
that the survey asked this question. The president mentioned that there is a need to
engage people before the survey is administered. Yvonne has distributed the
document and they are due in March.
Both Language Arts and Mass
Communications feel that their departments are fully engaged.
Question #5: What is your philosophy when it comes to Strategic Plans?
Response: The next step is to use the information form the Unit Plan to develop the
Strategic Master Plan. (That is where IPBC feels there was a disconnect). The
president would like to correct it by following a process. There was mention of a
possible retreat with outside facilitators. Outside facilitators can motivate, think of
programs that we haven’t thought about before, they are in tune with the economy,
interesting and create dialogue at the college level. Funds are utilized for Staff
Development; however, a facilitator coming to Chabot could be more economical if
the information is used.
Further Discussion with President
With IPBC there are not a lot of outcomes. Chad stated that not many people want to
be involved in IPBC because there is the perception that there are not tangible
outcomes. IPBC is hoping that the new president can change IPBCs’ image. The
president asked how a person becomes a member of IPBC. The response was
basically if you attend the meeting(s), you can become a member. The challenge is
to recruit and get representation. In the Shared Governance document there are
instructions for recruitment and membership. Members should gather thoughts
and/or opinions from their areas and take it back to IPBC. There are many Shared
Governance committees and not enough faculty members. It is difficult to have
faculty members attend meetings. The president mentioned that at Hartnell faculty
reduced committee size to six members from a dozen, because of lack of
participation. She suggested that a larger committee could be formed with
subdivision and smaller work groups. Some faculty members are merely doing their
faculty obligations and some are not on committees. Teaching related to their
discipline and the same people are involved in various committees. The president
asked Ron to nudge deans for committee involvement from Faculty, and she also
asked Melinda and Farhad to motivate more participation in committees.
How would you like to see planning expressed? What is useful information for you?
In the next few months the president will get acquainted with IPBC’s needs and will
relay the information to the District. The president has not seen the district’s
Strategic Plan. There is a need to see the visioning exercises of where the district
should go. This is a great time to think about programs that are here with facility
planning and money being spent. The issue is communicating and perception. The
process is not systematic enough, and people do not understand IPBC’s process,
and that process can work. IPBC process exists, but people do not know how it
works. The process has worked and success stories are not shared. The president
suggested adding the stories to a Hotsheet or newsletter. The Planning Committee
must have a product at the end. The Planning Committee is critical to the direction of
the institution.
Joe brought up the point that the previous president had stepped away from the
committee. He asked the new president, “How do you have a Planning Committee
without the president?” IPBC used to be the most representative body on campus,
and it was the seed for CEMC. However, it needs support from the president, and
direction from the district. The president responded that the direction of institutional
planning at the college level is our responsibility.
It was mentioned that the Planning and Institutional Research have a lot to do with
the Strategic Plan. Marcia stated that planning does not always take budget. In the
Language Arts division, they wrote their goals and came up with three goals. They
set out to accomplish their goals and showed what they completed. They did not
hear a response, because there were not enough funds. The president stated that
things need to be communicated. Yvonne suggested that more information about
general trends could be sent out. Farhad mentioned that there is a disconnect, and
the bridge is the funds. The president replied that Faculty Prioritization for new
faculty is a part of planning. Reevaluating the size of divisions is part of the Unit Plan
and the vision.
What is the basis of how the funds are allocated?
It was mentioned that CEMC has money to allocate. Farhad mentioned that the
Budget Committee has the smallest effect and authority on the budget. Mike shared
a Budget Committee issue from two year ago. He said that they approached the end
of the year and there was a little bit of money left, so they needed to decide what to
do with it. They prioritized items that were not funded and picked the most effective
ones. Then, the president took the money away anyway. But, it did not help that
people were asking for a lot of things. The president mentioned that if there is $30K
to give out, everyone should be at the table deciding what to do with those funds.
Celia mentioned a process mapping activity would be good. Yvonne mentioned that
while in Shared Governance groups during Convocation, each committee could have
a process map. There is a large attendance at Shared Governance group meetings.
But, it is difficult to invite people to a meeting when there is no structure. Don
mentioned the need for a role player to make sure inputs/outputs are still flowing.
IPBC can’t do their work if there aren’t any inputs. But, you must be clear about how
you want to change what you do. Don made a process map from the last IPBC
meeting. He was assigned to create a map to understand how programs are
connected. There is rationality between the programs and the campus can’t see the
connection.
The president said that she will be attending all of the meetings.
Next Meeting(s):
March 12, 2008
• Chancellor’s Visit
• Create list of resource documents for strategic planning/priority objectives and
assigned member duties to collect them.
• Ron’s update on priority objectives for Hotsheet
• Program Revitalization/Discontinuance –Ron
• Process Map –Donald Plondke