HARTNELL COMMUNITY COLLEGE DISTRICT Advancement Council Minutes October 22, 2014, 2:00pm – 4:00pm Building A, Room 105 MEMBERS Name Carol Kimbrough Jackie Cruz Tanya Ho Representing Faculty (co-chair) Executive Director of Advancement (co-chair) VP of Academic Affairs (or designee) Dean of Student Affairs or Academic Affairs VP of Administrative Services Dean of South County Education Services Grant Accounting Manager Classified Manager, Supervisor or Confidential Faculty TBD Yvonne Carreon Gilbert Ramos Mark Shelor Faculty Classified (CSEA) Student Student Daniel Teresa Debra Kaczmar Alfred Muñoz Renata Funke Sharon Alheit Susan Pheasant Present Absent Others Name Loyanne Flinn Terri Ugale Karen Hagman Esmeralda Montenegro Tony Anderson Title or Representing Director of Public Grants Development and Operations Executive Assistant Associate Director of Philanthropy Director of Communications Counselor CALL TO ORDER & INTRODUCTIONS Present Absent Carol Kimbrough Meeting called to order at 12:11pm 1 Hartnell College Vision Statement: Hartnell College will be nationally recognized for the success of our students by developing leaders who will contribute to the social, cultural, and economic vitality of our region and the global community. Hartnell College Mission Statement: Focusing on the needs of the Salinas Valley, Hartnell College provides educational opportunities for students to reach academic goals in an environment committed to student learning, achievement and success. ACTION ITEMS 1. Approval of the April 30, 2014 Meeting Minutes No action could be taken as council did not meet quorum 2. Approval of the October 22, 2014 Agenda No action could be taken as council did not meet quorum INFORMATION/DISCUSSION/PRESENTATIONS 1. Review of Council Handbook and Membership: Carol Kimbrough briefly reviewed the council handbook highlighting membership and possible modifications. There is a need to keep in line with other councils and their membership participants. Discussion was held on the importance of meeting quorum and possibly making revisions to the membership requirements. Al Muñoz stated other councils communicate with area representation immediately after the second absence from the council to inquire if the representative will be able to continue or a replacement needs to be made. It was mentioned that two positions need to be filled , one faculty and one classified, to fulfill the Advancement Council membership. 2. Continuous Improvement: Carol Kimbrough explained there was a survey distributed in May to assess and determine the effectiveness of the Governance Councils. The council reviewed the 6 responses in each of the categories for Advancement Council. In the area of “disagree”, the council discussed ways to improve and will discuss in future meetings the Advancement Council’s role in these areas. Al Muñoz stated that the council’s role is to discuss information and views to be relayed to the College Planning Council. Certain items, such as board policies will go to each council for review. Loyanne Flinn asked how information should be shared as the process seems unclear. Al stated since last year was the first year of the councils, everything was new. Since everyone is more familiar with the process, it should be easier to disseminate information. The topic of attendance was brought up again and it was mentioned that everyone needs to be at the table to hear all perspectives, take them into consideration and arrive at a consensus. Loyanne Flinn shared an inventory of agenda items graph which explains areas of responsibility by month. This is in line with the council’s hand book and reflects where the council is spending their time. Carol Kimbrough stated the graph shows not a lot of time was spent on board policies and administrative procedures and service area outcomes. She also stated that in the spring the council will see program assessments. Al Muñoz suggested it would be a good idea to invite Dr. Brian Lofman to present to Advancement Council. The council reviewed the evaluation of governance effectiveness and an edit was made to add the two vacancies to the summary. No action could be taken as council did not meet quorum 3. Program Review 2015–16: Loyanne Flinn explained that there are two program reviews, one for the Office of Institutional Advancement and the other for the office of the Executive Director of Institutional Advancement. The Office of the Executive Director includes the Executive Director and the Executive Assistant. Loyanne highlighted the Office of the Executive Director as well as the Foundation who work with committees both from the college and the community. She stressed challenges related to staffing. This area also manages the Foundation Board of Directors. An assessment will be forthcoming regarding service area outcomes. Loyanne Flinn highlighted areas of the Office of Institutional Advancement and Development. A challenge is $41K funding for an alumni and special events officer. Additional requests included equipment and training along with a scholarship management system. Al Muñoz explained that all councils have brought forth resource requests for 201415. Al is trying to meet with VPs in divisions to get more details before this is taken to CPC. There is discussion about an adhoc committee being tasked with going through requests prior to CPC. $6M requests are on schedule for equipment purchases. Al is compiling requests and will send to CPC. Advancement Council requests will be considered along with the requests of other areas. The council reviewed the resource request submitted to Al Muñoz. No action could be taken as council did not meet quorum 4. Staff, Faculty and Student Recognition: 2 Hartnell College Mission Statement Hartnell College provides the leadership and resources to ensure that all students shall have equal access to a quality education and the opportunity to pursue and achieve their goals. We are responsive to the learning needs of our community and dedicated to a diverse educational and cultural campus environment that prepares our students for productive participation in a changing world. 5. 6. 7. 8. Carol Kimbrough opened up conversation on what individuals would receive, what they would be recognized for, and asked for recommendations. Suggested recognition included employee of the year, and student of the month, along with a reception to include refreshments. Loyanne offered to develop a template for the nomination form to be considered at the next meeting. All council members are asked to consider a theme for the first recognition. Council members felt that asking the faculty senate, student senate and classified senate to make nomination recommendations to the Advancement Council was a good process. The council will review at the next meeting and provide recommendations. Public & Private Grants Update: Loyanne provided a Public and Private Grants update. She highlighted the rolling list of grants. Two grants were submitted to the National Science Foundation and we are awaiting word. In addition, she mentioned that grants to the National Science Foundation and the US Department of Education were not awarded. Karen Hagman highlighted grants for the capital campaign with the S.T.A.R. Foundation and the Gihon Foundation. If awarded, these grants would help build a new box office, upgrades to exterior of building and atrium. Carol Kimbrough suggested that grants updates should continue to be given at Advancement Council meetings going forward. Priority #6 – Hartnell College Partnership Baseline (follow-up to September discussion): Loyanne Flinn asked if there was any follow-up to the discussion of Priority 6 from the last meeting. There was none. President’s Task Force – Long Term Plan: Loyanne Flinn touched on the funding plan. There is a $14M goal over 5 years to raise funds. The Foundation is keeping track of public and private funds which total $7M of goal thus far. There are projects in queue which have specific funding opportunities. This is one of the college’s long term plans along with the Technology Plan, the Facilities Master Plan and the EEO Plan. Loyanne Flinn reviewed the assessment for the Long Term Plan. At the end of 2013-14, year 2 of the 5-year plan, the goal was overall 47% complete. Many of the initiatives are very close to meeting, or have exceeded, the goals. Some initiatives, such as Athletics, is a focus for 2014-15 including hiring a Development Director for Athletics to work on fundraising. Some initiatives are in the process of a champion and steering committee being formalized. Currently, there are no salient challenges to completion. Discussion was had regarding the percentage of initiatives/projects completed. This plan will be evaluated annually. 9. BP/AP 3280 Grants – role of Advancement Council: Carol Kimbrough explained that BP/AP 3280 was submitted to Academic Senate in September for review, but was rejected. A team including, Kelly Locke, Loyanne Flinn, Tracey Richardson, Sharon Alheit and Carol Kimbrough has been meeting to discuss a policy and procedure that best meets the needs of the college. Loyanne Flinn pointed to the section on grants in the council handbook. The council will continue to discuss their role in grants at the next meeting. OTHER ITEMS/BRIEF ANNOUNCEMENTS 1. It was suggested to have presentations at upcoming council meetings related to grants, the long term plan, and priority 6. Suggested topics include: HEP Program Giannini Fund Foster/Kinship Ag Steering (Zahi Atallah / Susan Pheasant) FIPSE CAMP Bachelor degree program at community colleges NEXT MEETING(S) November 20, 2014 December 18, 2014 January 15, 2014 3 Hartnell College Mission Statement Hartnell College provides the leadership and resources to ensure that all students shall have equal access to a quality education and the opportunity to pursue and achieve their goals. We are responsive to the learning needs of our community and dedicated to a diverse educational and cultural campus environment that prepares our students for productive participation in a changing world. February 15, 2015 March 19, 2015 April 16, 2015 May 21, 2015 June 18, 2015 ADJOURNMENT Carol Kimbrough The Advancement Council Meeting adjourned at 3:45pm. 4 Hartnell College Mission Statement Hartnell College provides the leadership and resources to ensure that all students shall have equal access to a quality education and the opportunity to pursue and achieve their goals. We are responsive to the learning needs of our community and dedicated to a diverse educational and cultural campus environment that prepares our students for productive participation in a changing world.