College Planning Council Agenda
DRAFT Minutes
July 23, 2009
Winter Park – Room 108
Council members and staff present: Joe Bivins, Karen Blondeau, Amy Bosley, Jeff
Cornett, Linda Downing, Kurt Ewen, Jean Marie Führman, Ed Frame, Yolanda
Gonzalez, Jared Graber, Dale Husbands, Susan Kelley, Helene Loiselle, Lisa Macon,
Carole Nevels, John Niss, Joe Nunes, Pedro Rivera, Bill White
Council members and staff absent: John Edwards, Mary Ann Gagen, Keith Houck,
Sonya Joseph, Jackie Lasch, Ruth Prather, Kaye Walter, Joyce Romano.
Welcome and Introductions
Susan Kelley welcomed Amy Bosley as the new CPC faculty co-chair for 200910.
She also noted and welcomed members of the Council appointed to new terms
that began in May 2009 (some of whom have served previously): Linda Downing,
John Edwards, Ed Frame, Yolanda Gonzalez, Dale Husbands, Lisa Macon, and
Joe Nunes.
The Council joined in recognizing the outstanding leadership of outgoing co-chair
Jane Wiese, thanking her for her many efforts to advance the Council as a
governing body of the College. Ed Frame was introduced as the co-chair-elect for
2010-11, appointed by the Faculty Council.
An updated Council membership roster was distributed, and Council members
were asked to change/update their contact information as necessary.
Action Item: Minutes of February 26, 2009 Meeting
Susan Kelley presented the minutes of the meeting of February 26, 2009, and the
Council approved the minutes by consensus.
Report and Action Item: Budget 2009-10
Budget Report
Pedro Rivera shared the college budget as approved at the June Board of Trustees
meeting, including the Budget Planning Principles approved earlier by the
Council, and he discussed how it relates to the Strategic Plan. He also provided an
update on the Florida state budget situation. The budget and a related PowerPoint
presentation can be viewed at the following links:
http://www.valenciacc.edu/budget/documents/OperatingBudget2009-10.pdf
CPC Minutes, July 23, 2009
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http://www.valenciacc.edu/budget/budget.cfm
He noted that:
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The budget includes all approved positions, both open and filled. The
college will be filling some open positions, and we are budgeted to do so.
State funding is down 7.73%.
Federal stabilization funding has been awarded and offsets the decrease in
state funding.
Tuition increased by 8% and enrollment by 3%.
The technology fee can only be used for instructional cost. These fees are
billed to the student per semester hour based on in-state/out-of-state rates.
Overtime costs are down by 25%.
The discontinuation of the SunGard contract results in lower expenses for
contracted services.
The increase in contingency takes into account a possible state budget cut
in the year ahead.
The Foundation’s Endowed Chairs program is being paid with College
funds this year.
Finance will work with the Budget and Financial Advisory Group (BFAG)
to make campus-based presentations this fall, opening up the opportunity
to everyone college-wide to learn more about the current year’s budget,
and to help prepare the College to make budget decisions for 2010-11.
Budget and Financial Advisory Group (BFAG) Report
As CPC faculty Co-chair, Amy Bosley also serves as co-chair of the Budget and
Financial Advisory Group. She reported on plans to convene the first Budget and
Financial Advisory Group meeting for 2009-10. The BFAG will plan a “mediumsized” meeting in the Fall which will include deans and other key budget
managers. She also presented the charge of the group (see page 7 of these
minutes).
Amy thanked Jane Wiese, as out-going co-chair, for her offer to assist with the
first meeting to ensure a smooth transition of work.
Report and Action Item: Council Goals and Learning Agenda for the Year
Amy Bosley and Susan Kelley led a discussion of the attached draft Council goals
for 2009-10, which will be shared with Dr. Shugart for his feedback before they
are finalized.
Amy Bosley will consult those CPC members who represent the faculty,
professional, and career councils to plan the Council’s Learning Agenda for the
year, based on the work we hope to accomplish.
CPC Minutes, July 23, 2009
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Report and Action Item: Planning Update
Strategic Planning
Susan Kelley reported that Senior Staff have discussed the goals and their
relationship to the unit planning being conducted collegewide as a part of the
Institutional Effectiveness cycle. The Senior Staff agreed that the targets for each
of the strategic goals and objectives should be set in consultation with four goal
teams to be recruited and convened this Fall. Susan and Amy will work with the
President and Senior Staff to extend an invitation for college-wide participation in
these teams. It was noted that the members of teams that met in 2008-09 for the
Foundations of Excellence work would be excellent members of the four goal
teams. (The plan can be accessed by clicking on the link in the first paragraph on
this page: http://www.valenciacc.edu/strategicplan/council.htm)
Big Meeting 2010
Amy Bosley reported on plans to re-convene the team that began work in early
2009 to plan a Big Meeting, originally set for March 20, 2009, but postponed as
work continued on the targets for the strategic goals and objectives. She noted that
the meeting would be planned in concert with Kurt Ewen, Director of Institutional
Assessment, and it will be aimed at determining progress toward the goals and
objectives, reviewing changes in the environment that may affect the plan and our
capacity to carry it out, and to suggest any changes that are deemed to be
appropriate.
Institutional Effectiveness
Kurt Ewen provided an update on continued development of the online tool that
supports unit-level planning as part of our Institutional Effectiveness process. The
tool facilitates the linkage of plans made throughout the college by the various
planning units to the goals and objectives in the strategic plan.
SACS
Because the CPC serves as the steering committee for the institutional
accreditation process, Jared Graber provided a brief update on the process of
preparing the Five-Year Interim report for SACS due in October 2009. A number
of people collegewide are involved in preparing the report, and a special effort is
centering on documenting assessment of learning, providing examples of
Valencia’s work in that area.
CPC Minutes, July 23, 2009
Page 3
Council Learning Activity
Kurt Ewen led the Council in an exploration of two important efforts that tie
directly to the execution of the strategic plan: “Foundations of Excellence in the
First Year Experience” and “The Developmental Education Initiative.”
2009-10 Meeting Schedule
Amy and Susan shared the first draft of the annotated meeting schedule for 200910, and noted that it will be adjusted as needed to meet the Council’s goals for the
year and to support the Learning Agenda to be developed. Council members were
invited to submit their comments and suggestions. Amy will provide a final draft
to the Council.
The next Council meeting is scheduled for September 24, 2009, at 2:30 p.m., at
the Osceola Campus, room 2-219B.
The meeting adjourned at 5:00 p.m.
CPC Minutes, July 23, 2009
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DRAFT - CPC Goals 2009-10
Reflecting the discussion held at the July 23, 2009 CPC meeting
For Review with Dr. Shugart
Budget
The Council, in collaboration with the Finance Office and the Budget and Financial
Advisory Group (to be convened by the CPC’s Faculty Co-chair and the VP for
Administrative Services), will:
- design and implement collaborative processes to review and/or revise
budget principles and priorities, and to create the budget for 2010-11.
Specifically in 2009-10, address:
o how the principles are working for us and whether they should
be adjusted to deal with the uncertain financial situation and
the infusion of “one time only” federal stimulus dollars;
o how priorities will be set for limited and/or “one time only”
resources;
o how the budget ties to the enrollment plan; and
o how the budget is learning-centered, and how do we know?
(The BFAG will plan and convene a “Medium-sized” meeting
in the Fall to do this work, making sure to include
representatives of the deans and other key budget managers,
timed to precede budget decisions for 2010-11.)
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monitor the implementation of the annual operating budget in 2009-10
to ensure alignment with the Strategic Plan. The BFAG will develop a
“spin-free” document in the fall that explains how the 2009-10 budget
is learning-centered and implements our principles, and the CPC will
receive the statement in draft form and serve as the final editorial body
before presenting it to the President, and with his approval, to the
College.
(Note: the charge of the Budget and Financial Advisory Group is attached.)
Strategic Planning
The Council, in collaboration with the Offices of Assessment and Institutional Research,
the Data Task Force, and the Big Meeting Task Force, as appropriate, will:
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appoint Goal Teams for each of the four Strategic Goals that will meet
throughout the year to monitor progress, collect and interpret data,
monitor related Strategic Issues named in the strategic plan, foster
discussion of essays for each Goal, and prepare an annual report to the
CPC and College;
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ensure that a CPC Data Team coordinates the gathering of all baseline
and target data needed to measure progress toward the strategic
goals/objectives, working collaboratively with the Goal Teams and the
CPC Minutes, July 23, 2009
Page 5
Office of Institutional Research, as called for in the Evaluation Plan
section of the Strategic Plan;
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ensure that a CPC Data Team gathers qualitative and quantitative data
for 2008-10 and archives it for use in developing an updated
Situational/Needs Analysis in 2010 and ultimately for refreshing the
Strategic Plan in Spring 2011;
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working through the Goal and Data Teams, and in collaboration with
major college initiatives such as the Achieving the Dream,
Developmental Education Initiative, and Foundations of Excellent,
design and/or help to sponsor strategic conversations regarding what
the data are revealing to have changed and what the implications of
those changes are for the College and for the Strategic Plan;
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design and hold a Big Meeting in Spring 2010, with the assistance of
the existing Big Meeting planning team, the Office of Institutional
Effectiveness, and the leaders of the four strategic goals teams. The
Big Meeting will review progress toward goals and objectives,
consider data regarding results and emerging needs, and recommend
any changes the group deems appropriate to the strategic plan. The
meeting will yield important feedback about how we will use what we
have learned to improve performance, as a part of the Institutional
Effectiveness Cycle.
The Big Meeting will be tentatively scheduled for March 2010,
involving up to 150 faculty, staff, and administrators, with no more
than half being administrators. Faculty will be named by the Faculty
Council.
Council Operations
The Council will:
- develop and pursue a learning agenda aimed at assisting it in carrying
out its charge, and deepening its understanding of the four strategic
goals, the strategic issues, financial and budget issues, and Institutional
Effectiveness.
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demonstrate a mindful approach to environmental stewardship, for
example by minimizing travel and use of paper as it conducts its
business.
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communicate regularly and effectively with the College as a whole
regarding its work, thus helping to build trust within the organization.
CPC Minutes, July 23, 2009
Page 6
CHARGE of the Budget and Financial Advisory Group (BFAG) (as last amended in
2006):
1. Design and implement a college-wide process for gathering input and feedback that
will be used in the development of budget goals, principles, and priorities and the
development of the annual budget;
2. Review processes that guide decisions having budgetary implications at the request of
the College Planning Council;
3. Research, at the request of the College Planning Council, issues that impact the annual
college budget;
4. Review annually and revise as needed the Strategic Budget Initiative Process;
5. Review annually and revise as needed the Research and Development for Innovations
Processes;
6. Hold an annual orientation session for members of the Strategic budget Initiatives
Review Group prior to SBI proposal submission review and ranking process.
CPC Minutes, July 23, 2009
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