HARTNELL COMMUNITY COLLEGE DISTRICT
College Planning Council
Minutes
Wednesday, October 2, 2013, 3-5pm
E-112
MEMBERS
Name
Willard Lewallen
Tony Anderson
Renata Funke
Romero Jalomo
Lori Kildal
Stephanie Low
Alfred Muñoz
Andy Newton
Elaine Duran
James Stephens
Stephen Otero
Christine Svendsen
Representing
Administration
Academic Senate
Administration
Administration
Administration
Administration
Administration
Administration
Associated Students
Associated Students
CSEA
HCFA
Cheryl O’Donnell
David Beymer
Carol Kimbrough
Janeen Whitmore
Ann Wright
Dale Fuge
Faculty
Faculty
Faculty
Faculty
Faculty
L-39
Present
APPROVED 11/6/13
Absent
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Others
Name
Brian Lofman
Joseph Reyes
Title or Representing
Dean of Institutional
Planning and
Effectiveness
Director of Facilities and
Asset Management
Present
Absent
x
x
CALL TO ORDER & INTRODUCTIONS
Meeting called to order at 3:09 p.m. A round table of introduction ensued.
Willard Lewallen/
Tony Anderson
Willard Lewallen
1. Review of CPC Handbook
The College Planning Council (CPC) reviewed the handbook focusing on the responsibilities of the CPC. Dr.
Lewallen stated that this council functions on the highest level and will receive information from other councils
when items have the potential for college-wide implications or impact. Although serving as a co-chair, Dr.
1
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.
Lewallen noted that he is a non-voting member because recommendations from this council are forwarded to
him.
ACTION ITEMS
Willard Lewallen
1. Procedure for Review of Board Policies and Administrative Procedures
Dr. Lewallen shared a draft procedure for review and approval of board policies and administrative procedures.
The procedure identifies six steps that include the review of respective councils before coming to the CPC,
superintendent/president and board of trustees. To illustrate, Dr. Lewallen used an example of how a
policy/procedure would flow through the process. He noted that not all policies would solicit campus input such
as the board’s own policies or those policies mandated through law. To further assist with the process, the CPC
reviewed a draft routing and tracking form that will be used in the development or review of policies and
procedures. Dr. Lewallen stated that policies linked to accreditation standards are among the first to follow the
process. He noted that the college belongs to the Community College League of California Policy and Procedure
Subscription Service. This service provides access to templates of policies and procedures; all of which have been
vetted through legal counsel. Due to the amount of work needed to move forward, Dr. Lewallen asked the CPC to
consider approving the board policies and administrative procedures process with only one reading.
MSC - Unanimous (Tony Anderson) to approve the procedure for review and approval of board policies and
administrative procedures, including the routing/tracking form provided a revision is made to the tracking form to
include a Routed to: section from respective council(s).
INFORMATION/DISCUSSION/PRESENTATIONS
Brian Lofman
1. Program Review Cycle
Dr. Brian Lofman provided an update on program reviews and talked about the importance of the process as it
relates to continuous improvement, accreditation standards and recent Accrediting Commission
recommendations. The time line for this first annual process (year 2013) will encompass the following activities:
All annual and comprehensive reviews and recommendations are due from the
respective Vice Presidents/Advancement Executive Director by the end of October.
Reports and recommendations will be reviewed by the appropriate Governance Council
in November/December. Each Council will provide a summary of findings, goals and
action plans to the CPC by the end of Fall 2014.
The CPC will review the summaries early in Spring 2014 and, by the end of February,
submit recommended budget plans to the superintendent/president based on the new
requests and major augmentations identified across all of the reviews conducted at the
college.
Requests approved by the superintendent/president will be forwarded to the Vice
President for Administrative Services in finalizing the budget for fiscal year 2014-15.
Dr. Lofman then addressed the second annual cycle of reviews (year 2014), whose time line will be followed into
the indefinite future.
All programs, services and offices as identified systematically across the institution will
be expected to complete annual action plans, and a subset of programs, services and
offices will need to complete comprehensive reviews along with their annual action
plans. (It is expected that the rollover budgeting process will be conducted by all units
parallel to the identification of new requests and major augmentations through the
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.
review process so that budgeting needs/requests can be considered and prioritized
within the same time frame and over a year in advance of the impacted fiscal year.) All
annual and comprehensive reviews and recommendations will be due from the
respective Vice Presidents/Advancement Executive Director before the end of Spring
2014.
Reports and recommendations will be reviewed by the appropriate Council during early
to mid-Fall 2014. Each Council will provide a summary of findings, goals and action
plans to the CPC.
The CPC will review the summaries during mid- to late Fall 2014 and, before the end of
the semester, submit recommended budget plans to the superintendent/president.
Requests approved by the superintendent/president will be forwarded to the Vice
President for Administrative Services early in Spring 2015 in finalizing the budget for
fiscal year 2015-16.
He noted that the cycle for undertaking comprehensive reviews – that is, during which year specific programs
and services will be reviewed comprehensively over the course of the anticipated 5 year cycle for completing all
such reviews at the college – will be determined later this semester based on the new organizational structure in
addition to consideration of the total number of programs and services that can viably be reviewed in any given
year. It was noted by the CPC that early notification is important to allow for preparation and completion.
Dr. Lofman is creating an inventory of comprehensive reviews currently being completed, and will subsequently
develop a master calendar that will chart when all comprehensive reviews are due. Action plans will nevertheless
be completed annually by all identified programs, services and offices for purposes of budgeting and continuous
improvement. In addition, Dr. Lofman stated that the format of forms will be reviewed for effectiveness, and any
necessary modifications will be made before the second annual review cycle begins.
2. Accreditation Update
Lori Kildal
Dr. Lewallen and Dr. Kildal provided an update on accreditation. The CPC reviewed a document that lists ACCJC
recommendations, responsible party, progress made to date, and evidence. The plan is to address all 12
recommendations in the March 2014 progress report. Dr. Kildal stated that recommendations 6, 8, 11, and 12
are complete; however, recommendations 2, 3, and 4 address planning processes and program review and must
be corrected by March 2014. Much work is to be done and she stated that it is critical that everyone work
together. Further, she noted, accreditation is an ongoing, continuous process and not an event that happens
every six years.
3. Review of Vision, Mission, Values
Willard Lewallen
A governance taskforce was formed last spring to revise the governance structure and to review the vision,
mission and values. The governance structure was completed, but the taskforce did not have the opportunity to
review the vision, mission and values. The taskforce will continue their work this year. A survey was conducted
last spring and the CPC received a review and analysis of the survey results.
Willard Lewallen
4. 16 Week Calendar Update
A taskforce was formed last year to explore a 16-week calendar. A student survey and employee survey were
conducted. The CPC received a summary of those surveys and a sample of a 16-week calendar that could work.
The taskforce made the recommendation to move forward with a 16-week calendar that does not include a
winter session and includes an eight-week summer session. The decision still needs to go through a process
that requires additional input and board of trustees and Chancellor’s Office approval.
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.
Willard Lewallen
5. Strategic Plan 2013-2018
The board of trustees adopted the strategic plan at their 10/1/2013 meeting. The next step is to establish
baselines and much work is needed in this area. Dr. Lewallen thanked everyone for their work in the
development of the plan.
Joseph Reyes
6. Emergency Preparedness/Incident Command System
Joseph Reyes reported that, through the assistance of a consultant, an Incident Command System (ICS) team of
25 members, including administration, faculty, and staff from all three sites have been meeting to address
emergency preparedness and to learn the incident command system. The incident command system is a form of
communication that is used by first responders. An exercise for the ICS is planned on October 17th; the exact
exercise and time are unknown as to simulate a true emergency.
Joseph Reyes
7. Campus Safety and Security Improvements
Joseph Reyes provided an overview of campus safety and security improvements completed over the last year.
He reported that there are four methods of communication: 1) Visiplex, a wireless paging and mass notification
system, 2) Emergency call boxes, 3) email, and 4) AlertU, a mobile alert messaging system. In addition,
automated external defibrillators have been placed around campus as well as Stryker chairs to quickly move
incapacitated persons to safety. Also, the disaster guide is under revision and safety cameras are planned for
the parking structure. Training for the blue crush boxes placed in each classroom is planned. Suggestions made
by the CPC included a video for faculty to show on the first day of classes, as well as training to help faculty deal
with student disciplinary matters.
OTHER ITEMS/BRIEF ANNOUNCEMENTS
1. None.
NEXT MEETING(S)
•
•
•
•
•
Wednesday,
Wednesday,
Wednesday,
Wednesday,
Wednesday,
October 16, 2013
November 6, 2013
November 20, 2013
December 4, 2013
December 18, 2013
ADJOURNMENT
Adjourned at 5 p.m.
Willard Lewallen/
Tony Anderson
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.