College Planning Council Agenda
DRAFT Minutes
September 24, 2009
Osceola Campus – 2-219B
Council members and staff present: Joe Bivins, Amy Bosley, Jeff Cornett, Linda
Downing, John Edwards, Kurt Ewen, Jean Marie Führman, Ed Frame, Mary Ann Gagen
Yolanda Gonzalez, Keith Houck, Dale Husbands, Susan Kelley, Helene Loiselle, Lisa
Macon, Carole Nevels, Joe Nunes, Joyce Romano, Bill White
Council members and staff absent: Karen Blondeau, Jared Graber, Sonya Joseph,
Jackie Lasch, John Niss, Ruth Prather, Pedro Rivera, Kaye Walter
Guest Present: Michael Shugg
Welcome and Introductions
Co-chair Amy Bosley welcomed the members.
Action Item: Minutes of July 23, 2009 Meeting
Co-chair Susan Kelley presented the minutes of the meeting of July 23, 2009, and
the Council approved the minutes by consensus.
Report and Action Item: Council Goals for 2009-10
Amy Bosley and Susan Kelley reported on feedback from Dr, Shugart to the draft
goals for 2009-10 that the Council developed in July. The Council approved the
goals by consensus. (See attached.)
Report and Action Item: Learning Agenda for 2009-10
Amy Bosley reported on her consultation with 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. She proposed a plan to
organize learning activities around key issues facing higher education, as
suggested by the Society for College and University Planning (SCUP). She asked
for all Council members’ input into the draft Learning Agenda, and the members
approved the plan by consensus. (See attached.)
Budget and Financial Advisory Group (BFAG) Report
Keith Houck and Amy Bosley reported on the meeting of the Budget and
Financial Advisory Group (BFAG) held on September 9, 2009, and shared the
plan of work proposed by the Group for 2009-10. The plan was approved by
consensus. (See attached.)
CPC Minutes, September 24, 2009
Page 1
Report: Planning Update
Strategic Planning
Susan Kelley reported on plans to issues a collegewide call for volunteers to form
the Goal Teams in Fall 2009, and to convene a joint meeting of the Goal Team
members to launch the work planned for the year, as detailed in the goals of the
CPC for 2009-10.
Report: Proposed Planning Software
Kurt Ewen and Jeff Cornett shared information about a new software tool under
consideration for use in unit planning as part of the Institutional Effectiveness
process. The tool, called Weave Online, could replace the online tool that has
been under development internally.
They described how the tool might be useful to the Goal Teams in preparing
reports on strategic goals and objectives, and how it can be used to make
information about progress on our strategic plan readily available college-wide,
adding to the transparency of the plan’s execution and our evaluation.
The Council agreed that the tool could be of significant assistance, and asked that,
if purchased, it be configured to give broad access to plans that relate to the
strategic goals and objectives.
Council Learning Activity: Collaboration
Michael Shugg and Amy Bosley lead the Council in a discussion of collaboration.
Michael shared what has been learned in the conversations about collaboration
that he and President Shugart have held around the college, and Amy focused the
discussion on how we collaborate around planning issues and decisions.
2009-10 Meeting Schedule
Amy called the Council’s attention to the meeting schedule, noting that the next
meeting is scheduled for November 19, 2009, on the West Campus, 6-202, at 2:30
p.m.
She also noted that the joint meeting of the Strategic Goals teams will take place
in late October or early November, in order to launch their work that will take
place during the November – March time period, aimed at preparing
recommendations for consideration at the annual Big Meeting on the Strategic
Plan, to be held on March 19, 2010.
The meeting adjourned at 5:00 p.m.
CPC Minutes, September 24, 2009
Page 2
Attachment: CPC Goals 2009-10 – FINAL – Approved September 24, 2009
Reflecting the discussion held at the July 23, 2009 CPC meeting
and 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.)
-
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:
-
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;
-
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, September 24, 2009
Page 3
Office of Institutional Research, as called for in the Evaluation Plan
section of the Strategic Plan;
-
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;
-
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;
-
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.
-
demonstrate a mindful approach to environmental stewardship, for
example by minimizing travel and use of paper as it conducts its
business.
-
communicate regularly and effectively with the College as a whole
regarding its work, thus helping to build trust within the organization.
CPC Minutes, September 24, 2009
Page 4
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, September 24, 2009
Page 5
Attachment: CPC Learning Activities 2009-10
Approved by CPC September 24, 2009
In reviewing the Strategic Plan and the SCUP Observations, several questions or
statements were indentified that the CPC agreed it would like to discuss. The discussion
will model the SCUP information and may provide an “observation” and “thoughts”
(from a senior administrator) at each meeting. Participants will be asked to discuss the
question/observation and related thoughts with their constituent groups and share
feedback, questions, etc. at the CPC meeting.
Schedule of questions/observations:
For discussion at the September meeting:
 How do we define and practice collaboration? How should we communicate in a
collaborative college? –from “plan-related issues”
 This relates to the work we will be doing in the fall to tell the story of the 09-10
budget and to set principles and priorities for the 10-11 budget.
For discussion at the November meeting:
 “Impact of recession on governance. The governance and administration of the
academy is likely to continue being stressed by the economy and shifting
demographics.” – from SCUP Observations.
 This will help prepare us for a timely understanding of issues that must be addressed
in the 10-11 budget, and of issues that may be limiting factors in achieving our
strategic goals and objectives.
For discussion at the January meeting:
 “Impact of budget cuts: Students feel the pinch. Students are the ones most likely to
feel the pinch of the recession; from application to enrollment to graduation,
everything has changed.” – from SCUP Observations.
 This will help is to think about our principles as they relate to students and to consider
data on the current student experience at Valencia.
For discussion at the February meeting:
 “Creating Ways to Boost Revenues and Cut Costs. It’s becoming more probable that
postsecondary education will be forced to make fundamental changes in its cost
structure. How will cost affect delivery of the traditional community college
mission?” – from SCUP observations
 This can help us to think about what aspects of our costs and revenues Valencia can
control. While the cost of an education at Valencia is for the most part set by the
legislature, we do have some control over total costs, including text books. We also
take steps to control administrative costs, through green practices for example. We
also seek to create revenues that reduce the cost to students by adding to scholarship
funds, and we have several non-state revenue strategies, ranging from cell phone
tower licenses to conferencing to Valencia Enterprises.
CPC Minutes, September 24, 2009
Page 6
For discussion at the April meeting:
 How is our commitment to valuing diversity honored through the work envisioned by
this (Strategic) plan? – from “plan-related issues”
 This should follow the Big Meeting and annual review of progress toward the plan by
the Goal Teams, and it would help us to look at results through the diversity lens.
 This discussion will not be limited or focused solely on racial diversity but will
include all types of differences that students experience.
CPC Minutes, September 24, 2009
Page 7
Attachment: 2009-10 Plan of Work for the BFAG
BFAG 200910 Meeting
Date
September 10,
2009
Time
Location
12 - 2
East, TBD
DRAFT Projected Agenda Items – July
20, 2009
-
-
October 15,
2009
2–4
West, TBD
-
-
Review proposed meeting and work
products schedule for 09-10
Receive report on 09-10 budget
Review budget planning principles
Discuss the extent to which the 09-10
budget advances learning and reflects
established budget planning principles
Draft statement to college about the
09-10 budget (due 9/24/09)
EXPANDED BFAG MEETING
Review feedback received from
college about 09-10 budget statement
Receive update on anticipated 10-11
budget issues
Receive report on enrollment
management plan for 10-11
Review 09-10 budget planning
principles and suggest edits/changes
for 10-11
Draft plan for communicating budget
planning principles to college/Forum
planning
November,
2009
TBD
All
-
BFAG members co-host budget
forums on each campus to discuss
budget planning principles and
priorities
December 10,
2009
2–4
East, TBD
-
Finalize 2010-2011 budget planning
principles and priorities (may be done
electronically)
CPC Minutes, September 24, 2009
Page 8