Institutional Planning and Budget Council
Meeting Notes
Wednesday, March 30, 2005
Approved
Present: Norma Ambriz, Debbie Budd, Jane Church, Chad Mark Glen, Ken Grace, Sally Jahnke, Joe
Kuwabara, Rachel LePell, Marge Maloney, Melinda Matsuda, Rick Moniz, Laurie O’Connor, Gerald Shimada,
Steve Small, Dale Wagoner, Judy Young
1. Review of March 9, 2005 Minutes
Melinda Matsuda called the meeting to order at 3:05 p.m. She asked IPBC representatives to review the minutes
from March 9, 2005. Minutes were approved as drafted, with an addition of one person left off the attendance
list.
2. Discussion: Integrating KH Strategic Cost Management Analysis Information, Budget
Committee Recommendations, and IPBC Unit Plans Review Process
Melinda wanted to group to have a discussion regarding the role of IPBC in relation to the work of the Budget
Committee, the work coming out of the Strategic Cost Management Analysis, and now IPBC’s process for
reviewing unit plans. In other words, the real questions are exactly how much money will need to be cut, who
will be doing that, and over what timeframe. She reviewed the KH timeline and process, and suggested that
perhaps IPBC will want to schedule two meetings over the summer. Since KH was meeting with the Language
Arts Division at the same time as our IPBC meeting, they would be rolling out a full data analysis for Chabot
College at one of the next College Council meetings, which would be a joint meeting of College Council and
IPBC.
Members of the Budget Committee had been invited to this IPBC meeting. Dale Wagoner, Chair of the Budget
Committee, passed out the Budget Committee Status Report. He reviewed the work of the Budget Committee,
including its charge, Quick Start Proposal Interviews, 2005-2006 Budget Development Interviews (with
managers), review of capital outlay requests, and review of requests for augmentations. The Budget Committee
will make recommendations to IPBC for 1) moving monies within the budget; 2) moving monies from other
divisions or departments; and 3) requests for new monies. It was again emphasized that IPBC would only be
making INFORMED recommendations, as a result of reviewing unit plans, in conjunction with Budget
Committee recommendations AND Strategic Cost Management Analysis information.
Rachel LePell suggested that IPBC develop a resolution regarding our role in decision-making related to budget
issues and the fact that we need to be proactive as opposed to reactive. Rick Moniz distributed a list of his own
questions about IPBC and the level of authority IPBC has in terms of recommendations. The questions
generated lots of discussion. The following conclusions were drawn.
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It was agreed that IPBC would be taking a proactive as opposed to a reactive stance in making
recommendations related to potential budget cuts. To become informed to be able to make
recommendations, the unit plans reviews would incorporate information from the KH Strategic Cost
Management Project and Budget Committee recommendations.
IPBC would draft a list of recommendations to forward to College Council and the College President.
The recommendations would need to be agreed upon by the group after analysis and discussion. This
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would involve inquiry with the staff involved with programs and/or services. The Budget Committee is
being encouraged to join IPBC in its meetings for the remainder of the academic year.
There are ten Unit Plan Review Teams. During April and May, teams will review the highlights of each
unit they reviewed with the full IPBC group. This would be Tier one. At Tier One, if a team wants to
make a recommendation, the recommendation would be put on a list for consideration by the whole
IPBC. At that time, the entire IPBC would review the unit plan, as well as any additional pertinent
information, prior to the Tier Two Discussions.
Tier Two discussions would occur during May, when the IPBC would reach consensus on those
recommendations to forward to College Council.
3. Unit Plans Review
It was agreed that Debbie Budd and Rick Moniz would review their unit plans at a subsequent meeting.
4. 2004-2005 Goals and Objectives Review
This topic was tabled for a future meeting.
The meeting was adjourned at 5:10 pm.
Respectfully submitted by Melinda Matsuda.