EL CAMINO COLLEGE
Planning & Budgeting Committee
Minutes – December 2, 2004
MEMBERS PRESENT
David Vakil, Chair
Miriam Alario
Susan Taylor
Cheryl Shenefield
Harold Tyler
Lance Widman
OTHERS ATTENDING
Susan Dever – Alternate
Mike D’Amico – Staff Support
Pam Fees – Staff Support
Arvid Spor – Staff Support
Presenter – Donna Manno, Q-Builder Orientation
Handouts:
1. CCFS 320 Reports and Timelines
2. Planning Theme
3. Response to Team Recommendation 3 and the Commission Action Letter
4. El Camino College Inter-Office Memo December 2, 2004 – 2005-06 Preliminary Budget
from Pamela Fees
5. El Camino College Staff Development Office – Instructions for setting up Q-Builder for
2004-07 Objectives and Success Indicators packet (approx. 36 pages – front & back,
multi-colored)
6. El Camino College Staff Development Office – Entering Budgets and Selecting a Priority
Rating for Unit Objectives (3 pages)
7. El Camino College Staff Development Office – Preparing Quarterly Reviews (Success
Indicator Reviews) (1 page)
8. Q-Builder’s Quick Guide for Writing and Updating Program Reviews (12 pages)
9. El Camino College Unit Objective Budget Per Goal – Planning Period: FY 2004-07
(7 pages)
David Vakil called the meeting to order at 1:06 pm.
Approval of Minutes – David Vakil
The minutes for the November 18th meeting were approved by the committee. Questions
followed the approval of the minutes:
1. How can division plans for 2005-06 be created if the division budgets are not in Q-Builder?
Answer: The dean or director will put certain budget information in Q-Builder for a
position or project. Salaries and benefits would not be found in Q-Builder. For
information on the budget, you can go to Datatel. When you are working in Q-Builder,
you can look at the objective and success indicators and review what dollar amount is
requested and the budget available for it.
2. When will we receive information regarding the Accreditation Mid-Term Report?
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Answer: Arvid has a final draft of Recommendation #3 that is ready to be seen by PBC.
All recommendations are about 2 pages in length. It was suggested that PBC receive the
recommendations “piece-by-piece”. Arvid will send what he has by email and will
review with PBC the information that he has today. Any recommendations that are made
by PBC should be made as a group and not by individuals. This will be discussed in
more detail at the next meeting.
Announcements / Agenda Development – David Vakil
For the next meeting, Barbara Perez will be presenting the Program Review Model for Academic
Affairs. SCA is ready to present their Program Review Model, but we also need someone from
Administrative Services to give a presentation on their model. Arvid Spor and Donna Manno
will be contacted for these presentations.
Budget overview should be sent to Pam Fees or Vic Hanson so it can be discussed in PBC.
Timelines for 320 Reports – Pam Fees
Pam Fees distributed the CCFS 320 Reports and Timelines document to PBC as requested from
the last meeting. The document included 3 attachments to further explain the reports and
timelines. It was stated that once PBC has the Q-Builder Orientation, PBC participants can
review the reports in Q-Builder and make recommendations.
Q-Builder Orientation – Donna Manno
For the remainder of the meeting, Donna Manno gave a Q-Builder Orientation for PBC.
Documents that were distributed included: Instructions for setting up Q-Builder for 2004-07
Objectives and Success Indicators packet; Entering Budgets and Selecting a Priority Rating for
Unit Objectives; Preparing Quarterly Reviews (Success Indicator Reviews); Q-Builder’s Quick
Guide for Writing and Updating Program Reviews; and the El Camino College Unit Objective
Budget Per Goal – Planning Period: FY 2004-07.
Discussion
1. Do all managers and deans know they should put upcoming positions of retired employees
into Q-Builder so they can be filled?
Answer: Yes, but only requesting a position to be filled will not necessarily guarantee
that the position will be filled unless it is put into Q-Builder for the division plan. You
must request a position to be filled by putting the information into Q-Builder. It is not
automatically filled when it becomes vacant.
2. In Q-Builder, you should also include salary and benefits for an employee.
3. Arvid Spor presented and distributed Recommendation #3 to PBC and proceeded to describe
the categories of the recommendation which include the state recommendation from the
Accreditation Team, the description of progress made toward Recommendation #3, the
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analysis of results achieved to date, and the additional plans El Camino College has
developed. Arvid would like for PBC to review this document and make comments. Over
the next 2 weeks PBC should review the recommendation and come back to the next meeting
with comments and any changes.
4. The Accreditation Self-Study Guide is composed of 7 or 8 themes, and today the Planning
Theme was discussed and distributed to PBC. Other themes include Staff Development,
Student Services, Governance, and Fiscal. Each theme is approximately 1 or 2 paragraphs.
College Council will receive this information on Monday, and the Board will review this
information in January or February. Arvid would like PBC to review the information.
Adjournment
The meeting adjourned at 2:35 p.m.
Note Taker: Renee Dorn
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