Regular Meeting
August 22, 2007 3:00 P.M.
Board Room
M i n u t e s
IPBC Membership
2007-08
Cristina Ruggiero, Co-Chair
Yvonne Wu Craig, Co-Chair
Members Present: Cristina Ruggiero, Yvonne Wu-Craig, Heidi Finberg,
Rosemary Delia, Debra Howell, Dr. Robert Carlson, Gerald Shimada,
Marcia Corcoran, Carolyn Arnold, Chad Mark Glen, Ronald Taylor, Mike
Absher, Norma Ambriz
Faculty
Carolyn Arnold
Mike Absher
Tom DeWit
JoAnn Galliano
Chad Mark Glen
Joe Kuwabara
Wanda Wong
Linda Rhodes
Cristina Ruggiero
Members Absent: Tom DeWit, JoAnn Galliano, Joe Kuwabara, Wanda
Wong, Linda Rhodes, Rachel Ugale, Tom Clark, Melinda Matsuda
Classified
Rachel Ugale
Yvonne Wu Craig
II. Discussion of Agenda Items
Administrators
Robert Carlson
Tom Clark
Marcia Corcoran
Farhad Javaheripour
Melinda Matsuda
Gerald Shimada
Ron Taylor
I. Introductions
All meeting attendees introduced themselves.
A. Review General Goals and Activities for 2007-08
The meeting began with a discussion on what the IPBC does. It was
stated that the IPBC creates the long term plan for the college unit
plans, priorities objectives and strategic plan. IPBC sets goals for the
college. Chad Mark Glen will do a regular report on Accreditation. There
will be an annual planning retreat where the strategic plan will be
created. The following question in regards to the forms arose: “Is the
information gathered in a way that the committee would like to see it?”
Also, there was a question as to how IPBC was aligned with other
committees on campus.
The Shared Governance and Collegial
Consultation Process Handbook answers this question.
B. Review Tentative calendar
Briefly discussed the Tentative IPBC Calendar for 2007-08. The handout
attached to the Agenda maps out the goals and activities for 2007-08.
Discussed how the Fall semester is when most of the work will be for
making the unit plan format and division summaries. Every third
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meeting there will be an Accreditation report. IPBC is asking for input on
the process.
C. Review/Approve 2 year Planning Calendar (Goes next to
Senate and College Council).
There will be an update to the Unit Plan each Spring. The process was
brought to the Dean’s in early Summer where they received a positive
response. Want this basic process approved. The Unit Plan is usually
done in the Fall, but they found that Spring is better. It has been
expanded to two years. Becomes a more meaningful process to do Unit
Plan in Spring, because Fall there are several other activities to tend to.
Brought up discussion of time frames and dates for planning. Decided
that this year is our catch up year. Individuals in unit are going to do
things in the year. They roll over what they have already done and
revise it. Unit Plans would be submitted after spring break.
Dr. Carlson asked for clarification, he is concerned that it will not be
analyzed and updated, and will merely be rolled over. Cristina stated
that “off” year is to evaluate and update with revisions. If there is any
change in resources there should be a new Unit Plan submitted. The
Unit Plan submitted for the years in between will serve as a progress
report.
The question arose of new programs and old programs. Then there was
a discussion on Program Review and what it is. There was a suggestion
for IPBC to work with the chair of Program Review so units don’t resent
the Unit Plan process. Unit Plan process makes resources available.
Program Review is not the planning process, it is supposed to be the
assessment process (which is one part of the circle). Planning is the
other part of the circle. Program Review process evolves as you go,
when you match it with the Unit Plan process it causes confusion.
Program Review and Unit Planning can not be reconciled. Program
Review is an analysis, with goal setting, action, and analyze again.
Program Review and action is Unit Planning. There was a discussion on
functions and time frame of Program Review.
Writing the Unit Plan in Spring covers the two years ahead. Resources
are allocated ever year because you can not do a two year Budget.
Need to collect times and calendars from all committees. Corrections will
be made to the IPBC Planning Timeline, and Yvonne will bring it to the
next meeting.
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Farhad stated that presentations have been made to the Budget
Committee and there are not any funds. He suggested that there should
be a separate fund where the money can be taken from.
No decision has been made on the two year cycle. The “off” year is for
revision on goals, not rewriting the Unit Plan. For example, new Unit
Plan for 2009, then in 2010 there will be a revision, then a new Unit Plan
in 2011.
As a Faculty member, the most important part in the Unit Plan is the
spreadsheet of classes to offer. It is usually, a matter of when classes
will be offered, because that is when you have to find faculty to teach
the classes. And there are also ongoing items. You can not neglect that
you need to equipment, supplies, classified employees, faculty, etc.
The benefit in reviewing the Unit Plan each year is that it forces them to
review and revise. For some departments the Unit Plan is felt to be
meaningless. People do not spend a lot of time because they have not
received a lot of increase. There is not enough money to even spend
the time on it. If there aren’t any changes made, the emphasis will not
change. There was a suggestion for IPBC to look at what’s changed, not
at what’s the same as last year. Cristina stated that there is value in
planning, and they want to address the concerns, and work on details by
taking small steps to move forward.
The role of this committee arose once again. Yvonne stated that IPBC
will report and make recommendations to other committees. Yvonne
and Cristina will clean up the timeline and add points made in the
meeting. Everyone will have a chance to review it before it goes to
Senate.
D.
Budget Committee Report (Mike Absher) (after 4pm)
Mike Absher also represented the Faculty Senate at this IPBC meeting.
At the Budget Committee meeting, the members were asked what their
duty was. There were scattered responses, some concerns, and some
consensus. One concern was that there are things that happen through
IPBC that the Budget Committee is only informed of. Even though there
are few monies, the Budget Committee should be a part of monetary
items. The Budget Committee feels that they do not have a say in
decisions that are made. The question arose, “How would the Budget
Committee like IPBC to give input?” Before money comes in, the Budget
Committee should be involved in how the money is going to be spent.
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Cristina stated that once IPBC has their planning and priorities in order,
things will begin to work the way they’re supposed to. There are
established procedures, and members should be well-versed on their
goals, priorities, and duties. Instead, IPBC became a center for
paperwork. There is now an opportunity for change.
It is difficult to distinguish the difference between the IPBC and the
Budget Committee, and there are discrepancies of both groups. Yvonne
and Cristina stated that there are things they’re going to work on. And
they assured the committee that they are trying to better align the
committees to make them work better in tandem.
The unit plan for 2007-08 already exists, so that is the work for the
current year. The Board of Trustees does decision making based on
recommendation. It is easy to forget the system, when the focus is on
the IPBC paperwork, but remember to look at the facts. When others
see a system, it will increase attendance.
E. Committee Representation – Do we have enough
representatives? If not, suggestions for members, ideas for
recruiting?
Carolyn Arnold asked Marcia Corcoran and Norma Ambriz about
recruiting new members from their departments. The issue arose that
there is a negative impression of what IPBC does. The processes are
going to change in the next two to four weeks. Once this change takes
place, other will take more interest in IPBC purpose, and they will begin
to realize that IPBC is the planning council. When others see the role of
IPBC, then maybe they’ll be more interested in participating. For
instance, the Unit Plan process is useful and it helps that units come to
Deans with their needs, and it is also useful to look at their priorities.
F. Grants Subcommittee Membership
The Grants Subcommittee meets on the third Thursday from 3:00 pm to
5:00 pm. Ideally members would be from IPBC because they are aware
of the college goals and have grant experience.
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III. Future Agenda Items
™ Review feedback received about Unit Plans and Planning Process
from Deans and Farhad.
™ Having units in program review, do Unit Plans (Change in policy)
™ Updated IPBC Planning Timeline
™ Continue Revision of Unit Plan Format
™ Create and finalize unit plan and college planning timetable
™ Accreditation update from Chad (Sept. 26th)
Next meeting is scheduled for September 12th from 3-5 PM.