DRAFTAGENDA
Goal Team4: “Partner with the Community”
First Solo Team Meeting
1:00 p.m., Friday, December3, 2010
Criminal Justice Institute, Room 143
(If time targets are met, this agenda can be achieved in 2 hours.)
Note - The goal team agendas and meeting notes are accessible by clicking on the link at the bottom of this page:
I.Welcome and Introductions(10 minutes)
The convener,Dave Heffernan,will ask all present to introduce themselves.See Attachment A(page 4 of this document)for list of this team’s members. Some team members may have missed the October 22 meeting.
II.Review of the Charge to the Goal Teams, Team Principles and Roles(15 minutes) – CPC Co-chairsSusanKelley, Ed Frameand Dave Heffernan
Dave will briefly review the charge to the goal teams, and the “four questions” that each team will address.
See Attachment B (p. 5 of this document) for the charge and the questions.
See Attachment L (p. 29) for the targets.
See Attachment C(p. 7) for Team Roles.
See Attachment D (p. 8) for Principles.
Susan and Ed will answer any questions about the charge from the CPC, and note that the purpose of this meeting is to complete work remaining to be done before December 17, 2010, as stated in the charge, some of which was completed at the October 22 organizational meeting:
By December 17, 2010:
- Develop principles to guide the work of the goal teams.
- Review and discuss the goal assigned to the team and its place within the strategic plan.
- Review the baseline and target measures established for the goal by the 2009-10 goal teams, and determine a means of obtaining the baseline data by February 4, 2011.
- Review the list of departmental objectives entered into the college’s Weave Online system that relate to the team’s goal, providing an overview of some of the work underway to advance the goal.
- Review and discuss the eight questions used by the college to develop the situational/needs analysis for the 2008-13 plan. Consider whether these are still the right questions to ask as we review data about our internal and external environment. Make any recommendations the team may have regarding changes to these questions.
- Suggest any strategic issues that should be considered by the college related to this goal.
Dave will lead the team in reviewing and finalizing the principles that will guide their work and the roles they wish to have filled by team members.
III.Review of Notes from October 22 Joint Meeting (10 minutes)
Davewill ask the team if any entries need clarified or if anything was missed that should be added to the record.
See theOctober 22 meeting notes(Attachment E on p. 9) and also available at this web site, under the second section of the page:
IV.Review of Strategic Issues(20 minutes)
Davewillask the team to review the Strategic Issues included in the 2008-13 Strategic Plan, note those that have relevance to the goal, and suggest any strategic issues that have emerged that the team suggests be added, if any.
See Attachment F – Strategic Issues List from 2008-13 Plan, p. 11of this document.
The team will discuss whether it wishes to update information on the selected/added issues for the purpose of reporting on the issues at the Big Meeting on March 18, using an issue brief format that will be provided to the team.
V.Finalizing the Baseline Data for the Goal (20 minutes)
The team will review the baseline data gathered for goal 4, and discuss whether any additional baseline data may be desirable. If so, someone on the team will agree to obtain the additional data.See Attachment G, p 17.
(The team may wish to take a 10 minute break at this point.)
VI. Developing the List of Major Goal-Related Initiatives and Projects:(25 minutes)
See Attachments:
H – Template(p. 18),
J- 2009-10 Initiatives List for Goal 1(p. 22),
K- Summary of the 09-10 Goal Team Report (p. 26),
L – Full Team report (p. 29), and
M – Weave Online Report (p. 42).
Also attached is Dr. Shugart’s Goal 4 essay,Attachment I, p. 19, for reference.
There are three tasks:
1. The list of initiatives and projects developed by the 2009-10 Goal Team in February 2010,and the attached report from Weave Online will be reviewed.See Attachment M, p. 42.
2.The team will be asked to identify any missing initiatives that are underway but not on the Fall 2010 Weave report.(Remember that we are aiming for major initiatives and projects – short list rather than an exhaustive list.)
3. The team will decide on a means of gathering current information about initiatives for Goal 4 for the team’s review at its second meeting.
At a later meeting, the team will review the measures that are in place for the goal and the objectives, and whether the list of current project and initiatives is likely to enable the college to make progress toward the goal.The team may propose at that time to adjust the measures or to add initiatives/projects, if the group deems that to be appropriate. Those proposals would be considered at the Big Meeting on March 18.
VII.Review of Assignments and Next Meeting(10 minutes)
Dave will review the list of assignments.
A meeting date and convener will be agreed upon for the second solo team meeting.
All members will be reminded to hold Friday, March 18, 2011 on their calendars for the Big Meeting.
Attachment A – Goal Team Members
Goal Team 4: Partner with the Community
Convener: Dave Heffernan
Members
- Rachel Allen
- Ed Ames
- Craig Blazejewski
- Melody Boeringer Hartnup
- William Booth
- Mike Bosley
- Victor Collazo
- Penny Conners
- Carmen Diaz
- Shelby Fiorentino
- Barbara Frazier
- Leslie Golden
- Liz Gombash
- Elisha Gonzalez Bonnewitz
- Lauren Grant
- Derek Harris
- Dave Heffernan
- Dale Husbands
- Karen Jorgensen
- Jennifer Keefe
- Brian Macon
- Donna Marino
- Deborah McCoy
- Nichole McPherson
- Chaitram Persaud
- Christie Pickeral
- Yasmeen Qadri
- Richard Randolph
- Larry Rosen
- Lester Sandres Rapalo
- Barbara Shell
- Erin Smith
- Jorge Soto
- Nicole Valentino
- Jane Wiese
- Martha Williams
Attachment B – Goal Teams Charge
Charge to 2010-11 Goal Teams
In 2010-11, the College Planning Council will convene a Goal Team for each of the four goals in the College Strategic Plan: 1) Build Pathways, 2) Learning Assured, 3) Invest in Each Other, and 4) Partner with the Community.
Each goal team will monitor progress toward a goal, collect and interpret data, monitor related strategic issues, make recommendations to the annual Big Meeting, and prepare an annual report on progress toward the goal.
Each goal team will maintain the College’s “to do” list of the initiatives and projects that are intentionally aligned with each goal. This list of a handful of major projects for each goal will help us to maintain our focus on the actual work being carried out to advance each goal.
The teams will answer four questions:
Looking at our team’s goal and objectives…
1. Are we on track toward the targets set for this goal by the 2009-10 teams?
2. What is currently happening at the college to get us there?
3. What data do we have that help us to measure progress?
4. Will the list of major activities underway continue to“move the needle?” If not, what is missing from the list?
Composition of the Goal Teams
The goals teams, which will be recruited college-wide, will include volunteers from faculty, career service, professional and administrative staff.
The Council will seek to have representation from each campus on each goal team. Also, care will be taken to ensure that those who have responsibility for the work of the goal are represented on each goal team.
Guiding Principles
The teams will utilize principles to guide their work, and will ask one member of the team to call the attention of the team to the extent to which the work is being conducted in keeping with those principles. The teams will develop the principles at a first, joint meeting, set for the afternoon of Friday, October 22. That meeting will include Dr. Shugart who will assist in launching the work of the teams for 2010-11.
Responsibilities of the Goal Teams
The teams will have the following responsibilities, designed to be carried out in four or five meetings between October 2010 and June 2011, with support and assistance provided by the co-chairs of the College Planning Council, Ed Frame and Susan Kelley. The first meeting will be a joint meeting of all four goal teams, set for the afternoon of October 22, 2010.
By December 17, 2010:
- Develop principles to guide the work of the goal teams.
- Review and discuss the goal assigned to the team and its place within the strategic plan.
- Review the baseline and target measures established for the goal by the 2009-10 goal teams, and determine a means of obtaining the baseline data by February 4, 2011.
- Review the list of departmental objectives entered into the college’s Weave Online system that relate to the team’s goal, providing an overview of some of the work underway to advance the goal.
- Review and discuss the eight questions used by the college to develop the situational/needs analysis for the 2008-13 plan. Consider whether these are still the right questions to ask as we review data about our internal and external environment. Make any recommendations the team may have regarding changes to these questions.
- Suggest any strategic issues that should be considered by the college related to this goal.
By February 4, 2011 (this work is anticipated to require one or two meetings in the December – January time frame):
- Gather and study the baseline data and any available updates to that data that indicate progress toward the targets set by the 2009-10 goal teams. (Data may be obtained from the office of Institutional Research, the Data Task Force of the College Planning Council, the College Data Team, and/or other sources.)
By March 4, 2011 (this work is anticipated to require one meeting):
- Review the original objectives developed for each goal, interpret progress data from 2010-11, review any updates on strategic issues, draft a list of major projects and initiatives that are intentionally aligned with the goal, and make any recommendations regarding the goal that the committee believes may be advisable for consideration at the “Big Meeting” on March 18, 2011. (Team members will participate in the Big Meeting.)
By June 30, 2011 (this work is anticipated to require one meeting):
- Prepare an annual report on progress toward the goal, with a focus on the list of major projects and initiatives that are intentionally aligned with the goal, including recommendations on how the College might use what is learned to improve its effectiveness.
Attachment C
Role and Responsibilities of Team Members
Goal Teams
Roles and Responsibilities
Role / ResponsibilityConvener / Schedules Goal Team Meetings with members (help with room reservations is available through CPC staff); prepares agenda
Recorder / Records minutes of meetings and distributes to group and CPC staff
Reporter / Reports group progress, findings, etc. to CPC as needed
Seekers / Actively seeks information to answer group questions or needs (could be two or three people in this role)
Questioners / Encourages group to explore multiple scenarios and ideas when addressing data sets and assumptions(could be two or three people in this role)
Principles Monitor / Monitors the group’s adherence to design principles and helps the group through tough conversations by focusing on principles
At the October 22 meeting, Objective Team 4.1 had the following comments:
Trying to understand team charge
- Would like to include virtual meetings
- Technology to coordinate
Build on prior work – new team members should make sure we actually go out and get data
- No complaining
- Look toward future
Stay solution oriented
Continue clarifying purpose
Build on past
Planning is a continuous cycle
Be accountable
- Follow through and be realistic about what can be accomplished
Open communication
- This will help to avoid duplication
Attachment D – Draft Principles
Base principles from 2009-10 Team Joint Meeting:
- The teams will first address the work to be done to meet the goal, without concern for measurement.
- After identifying the work to be done towards each goal, the teams will recommend what should be measured to determine if we are making progress.
- Everyone’s voice on the team is valued and important. All perspectives are welcomed, both from those who are closest to the work as well as those who observe it from a distance.
Additions by 2009-10 Teams, reviewed at the Joint Meeting on Oct. 22, 2010
- Try to format and locate meetings to make them as inclusive as possible and move location so not always meeting in same place.
- Build on prior work.
- Implement a process to synthesize work, not create laundry lists.
- Stay solution oriented and positive.
- Continue clarifying purpose.
- Keep in mind that planning is a cycle – use feedback to inform current practice.
- Okay to dissent, but be respectful.
- Open communication – no hidden agenda.
- Reach out to other parts of the college.
- Think beyond our own roles.
- On time, committed, invested in work, active participant.
Attachment E – Notes from Organizational Meeting – October 22, 2010
Goal Four: Partner with the Community
Coordinator: Jane Weise
The goal team split into sub-groups according to objectives, as follows:
Objective 4.1 –Community Investment
Trying to understand team charge
- Would like to include virtual meetings
- Technology to coordinate
Build on prior work – new team members should make sure we actually go out and get data
- No complaining
- Look toward future
Stay solution oriented
Continue clarifying purpose
Build on past
Planning is a continuous cycle
Be accountable
- Follow through and be realistic about what can be accomplished
Open communication
- This will help to avoid duplication
Goal team report summary
Team Roster
Nichole McPherson
Dave Heffernan 407-582-8212
Erin Smith
Brian Macon
Jane Wiese
Objective 4.2 – Alumni Involvement
Team Roster
Victor Collazo
Christie Pickeral
Barbara Frazier
Jorge Soto
Donna Marino
Carmen Diaz
Objective 4.3 – Community Engagement
Question in establishing baseline
- Can President’s forums be included since they are this year’s information
Do we create a narrative regarding the qualitative experiences?
- Can they be quantified in any way?
Gather information on all community interactive programs
- Is there a list college wide or repository
- Should be coordinated through CPC?
Team Roster
Deborah McCoy
Penny Conners
Elisha Gonzalez-Bonnewitz
Craig Blazejewski
Mike Bosley
Leslie Golden
Objective 4.4 – Workforce Development
Team Roster
Liz Gombash
Martha Williams
Derek S. Harris
Richard Randolph
Rachel Allen
Attachment F - Strategic Issues List from 2008-13 Plan
Strategic Issues Related to Goal 4 – from the 09-10 team
All page references are to the combined Strategic Issues report that may be found at this web address, under the section labeled Goal Team Reports on Strategic Issues and Initiatives, the first document:
The Goal Team submitted the following Strategic Issues as listed in the 2008-13 plan as being related to Goal 4:
Strategic Issues Brief
Goal Team: 4
Prepared by:Ed Ames
Strategic Issue from 2006 Situational/Needs Analysis: Issue 8: The college lacks the human, fiscal, technological, and physical resources to meet all of the current needs of students and all who want to be students.
*Procurement- student involvement/community partnerships
*Internship opportunities
*Cooperating organizations (preferred vendors)
Notable internal changes related to Strategic Issue: This year the Procurement Office will be working with the students (through Student Development) to coordinate activities surrounding Earth Day (April 22, 2010). In the past, the Procurement and Facilities Department held a Sustainability Day that was open to the public. By working with the student side, they will see the efforts from the business side of the college with our green initiatives and excellent results.
Preferred vendors will also participate to show their goods that are sold to the college while meeting our goals.
Notable external changes related to Strategic Issue: Procurement has worked closely with the FMSDC (Florida Minority Supplier Diversity Council) and in April 2009 hosted the Chapter meeting in our new signature building on West Campus. In July 2009, our Senior Buyer, Annmarie Wise was awarded ‘Buyer of the Year’ from FMSDC for significant improvement in spending with small, local, and minority owned companies.
Valencia Community College’s Procurement Department was also nominated for Company of the Year by the African American Chamber of Commerce because of the increase in spending among local, African American companies. While we did not win this award, the nomination was an honor and our efforts were greatly appreciated.
Update(s) suggested to the Issue Statement and/or to the Situational/Needs Analysis narrative:
Will be working on an Internship plan for Business Students who are interested in how a Procurement Office is operated.
Resources consulted in preparation of update(s):
Met with Victor Collazo and several students regarding the upcoming Earth Day activities on West Campus.
Worked with Malik Ali, President of FMSDC with regards to the Chapter Meeting held at the college.
Report from Goal Team 4.3/4.4 – March 4, 2010
Prepared by: Susan Stone and Barbara Frazier
Notable internal changes related to Strategic Issue:
-The amount allocated for Instruction in the operating budget has increased by 26.2% over the last three years. Some of this may be attributed to an increase in instructional cost, but Valencia has been intentional about providing courses for students when they need them (Precision Scheduling). This directly supports Goal 1.3 – Goal Achievement