8/19/15 Committee Workshop Minutes
Committee Name: CPC / Participatory Governance Committee Workshop
Date: 8/19/2015
Time: 2:00pm – 4:00pm
Facilitators/Location/Chair: SAC 225E
Attendees:
Guests:
Topic,
Info/Action
Welcome: Meet,
Greet & Eat
Meeting Training
Info
CPC Members
Click here to enter text.
Topic
Lead
All
Claire
Time
on
topic
15 Min
45 Min
Discussion
Action Items and
Timeline
Primary
Effectiveness
Link
 Enjoy some pizza and visit with colleagues
 Welcome to committee members.
 None
None


 None
Institutional
Effectiveness
Mini Training: “How to Run an Effective Meeting”
Link to presentation:
http://www.cabrillo.edu/services/president/Governa
nce/CPC/documents/CPCpresentationhowtorunaneff
ectivemeeting.pdf
(Posted on CPC website)
Key points / comments:
 Don’t have enough time to make decisions
 Spend too much time on small decisions
 Everyone is not always considered in the process
 Engage experts in decision making
 Share out decisions with those that are impacted
 Have agreed upon values and goals
 Not thinking on an institutional level
 Lack of resources to make a smart decision
 People jump in late after decision has been made
 Process lacks diverse thought
 Lack of focus
 Confusion about desired outcomes
 Change our minds after a decision has been made
1
8/19/15 Committee Workshop Minutes
Topic,
Info/Action
Topic
Lead
Time
on
topic
Discussion













Overview of Tool Kit
Info
Laurel
15 Min
Committee Goals
Info
Laurel/
Terrence

15 Min



Primary
Effectiveness
Link
Lack of follow through – low commitment
Low planning
No change management
Low responsibility – didn’t do homework
Lack of leadership
Not speaking up
Paralysis by analysis
A lot of discussion – no action
Not all committees are decision making committees
Lack of clarity with expectations
State outcomes at the beginning of the meeting
Don’t have enough new ideas – same people on every
committee
Facilitators need to think about three things: Product,
Process, People
 Templates: Committee Form, Agenda, Goals, Annual
Report

Action Items and
Timeline
Link to 15-16 Strategic Plan Activities Tracker:
http://publish.smartsheet.com/67fa101a882942babb
bc64dadd551ec1
Committee goals have been assigned per the strategic
plan and can be accessed through the smartsheet.
Committees should set activities and measurable
outcomes for each goal.
Committees can add more goals if they feel the need.
If committees want to change their goals, need to
report the rationale to CPC.
2
 Same used as last
year. See notes
under Committee
Websites for
agendas.
 Will be adding a
column for
measureable
outcomes.
 Will be able to filter
out items that are
done or are still to be
done.
Institutional
Effectiveness
Institutional
Effectiveness
8/19/15 Committee Workshop Minutes
Topic,
Info/Action
Committee
Websites
Info
Topic
Lead
Laurel
Time
on
topic
25 Min
Discussion
 Everything is in one place.
Questions/Comments:
 Are all the committee goals in one place? Are there
more goals in the governance manual?
Yes, all goals are on the smartsheet. There are no goals in
the governance manual.
 Trustee goals? Set in the summer?
Yes, they were set as of 7/1/15. They are now aligned
with the college academic calendar and are part of the
strategic plan.
 Is there a way to measure the progress? Instead of
saying “in progress”?
Will be adding a column for measureable outcomes.
Will be able to filter out items that are done or are still to
be done.
Overview of Board Docs software platform
 Provided an overview of Ventura community college
website – user of Board Docs Pro for committees
 Hosted solution
 All committee websites will be in one place and will
have a consistent look
 Everything is searchable; both within and outside of
the college
 Public site – transparency, brown act compliant
 Great for accreditation – everything in one place
 Training on 9/16 for chairs/co-chairs. Will advise
specific time.
 Very user friendly
 Can link back to Cabrillo website for archives, etc.
Question:
 What happens if down the road we decide not to use
board docs?
3
Action Items and
Timeline
 See response to
question raised
about board docs to
the left.
Primary
Effectiveness
Link
Institutional
Effectiveness
8/19/15 Committee Workshop Minutes
Topic,
Info/Action
Topic
Lead
Time
on
topic
Action Items and
Timeline
Discussion
Primary
Effectiveness
Link
Answer: "out of business" shouldn't be a problem as we
have been around since 1989, are profitable and have no
debt. However, the data that exists in your BoardDocs
instance belongs entirely to you 100% of the time. You
can request that we burn you a disc of it at any point.
And, should you ever decide to discontinue service, we
will make you a copy of your data at that time - and keep
your site up for one year afterwards at no charge, should
you wish us to do so (you would not be able to make
changes/add new content etc.).
Follow up question: What would be the format and
structure of the data? Would it be a set of files with
arbitrary names or would they retain our file names?
Would they be organized in a hierarchical file structure
that reflects how they were organized on the site or
would there be some database format?
Answer: Native Domino database can be requested at any
time and for no charge. If they want it exported into a
particular format we can do that for $150 per hour. I
would imagine the number of hours would track with the
complexity of the formatting you would request.
Agenda Building &
Summary Takeaway
Info
Laurel
5 Min



Welcome to our new leadership folks
Proceeding with bond polling
Values posters will be up in the Crocker Theater for
feedback on All College Day
Parking Lot:
4

Asked members to
provide feedback
on Values
statements at All
College Day.
None
8/19/15 Committee Workshop Minutes
Information Requested
1.
To be added during the meeting
2.
3.
4.
Meeting Summary or Take Away:
1.
To be added during the meeting
2.
3.
4.
Effectiveness Links
1.
Mission Statement and Core 4 Competencies (Communication, Critical Thinking, Global Awareness, Personal and Professional Responsibility)
2.
3.
4.
5.
6.
7.
Student Success
Enhance Institutional Effectiveness
Board Goals
Education Master Plan
Facilities Plan
8.
Technology Plan
Program Plans
9.
Student Equity Plan
5