Strategic Planning Retreat II Minutes September 21, 2012

Strategic Planning Retreat II Minutes
September 21, 2012
Los Angeles Southwest College
Meeting
attended by:
Absent from
meeting:
Guests:
Date:
Time:
Location:
Minutes
submitted by:
Johnel Barron, Lynn Bebelle, Stephanie Brasley, LaShawn
Brinson, Danny Brown, Elmer Bugg, Alistaire Callender, Kimberly
Carpenter, Darren Cifarelli, Joni Collins, Jack E. Daniels III, Paul
De la Cerda, Felicia Dueñas, Ali El Krim, Vibha Gupta, La Vonne
Hamilton, James Hicks, Tamura Howard, Patrick Jefferson, Angela
Jenks, Philip Jones-Thomas, Erica Mayorga, Kimberly McBride,
Henry Porter, Angelica Ramirez, Jerome Robertson, Marian
Ruane, Leon Scott-Wells, Sabrena Turner-Odom, Glen Yoshida,
Sandra Lee, Randy Craig, Liwa Corpuz, Joan Lang
Richard Ty, Ferris Trimble
None
September 21, 2012
9:00 am-12:15pm (Meeting began at 9:03am)
CDC 228
Ivee Baquir-Streator
Agenda Topics
Topic #1:
Run through of the Agenda and
Recap of survey from the first SPC Retreat
Topic #2:
Strategic Planning at LASC
Duration/
Responsible/
Deadline
Duration:
7 minutes
Duration:
1 hour and 5
minutes
Discussion Process
 Dr. Howard provided information about strategic planning in
general and the strategic planning process at LASC.
Conclusions
 For today’s meeting, participants need to focus on three main
challenges: information flow into the strategic planning process,
communication and transparency, and resource prioritization
and maximization
Action Items
 N/A
Strategic Planning Retreat II Minutes, 10/2/12
1
Topic #3: Break-Out Groups
Identifying Planning Process Issues and Improvement
Strategies.
Duration:
1 hour and
57 minutes
Discussion Process
 Participants broke out in 5 groups
 Each group developed solutions to the 3 issues:
1. How to get more information to the process?
2. How to increase communication and transparency about
strategic planning with students, community, faculty, and
staff?
3. How do we enhance the linkage between planning and
resource allocation and how do we maximize the resources
that we have?
 Each group presented their solutions to the above challenges
and a large group discussion took place
Conclusions – Group Reports (see attached group worksheets)
 Group1
o Issue 1
- To drive decision to all levels, the mission statement
needs to be seen and visible.
o Issue 2
- Keep material readable and simple
- Surveys need percentages
- Mission statement should be on the marquee
- Promo video of LASC
o Issue 3
- Hyperlink to resource requests
- Provide follow-up to resource requests
 Group2
o Issue 1
- Flow chart that includes both internal and external
information
- Plan driven / position driven
o Issue 2
- Use technology and social networking technology
- Brown bag meetings.
 Group 3
o Issue 1
- Standardize how we collect information and data
- Collect data at the same time whenever possible – we
are currently over-surveyed
- Consolidate committees
o Issue 2
- Mandated staff development
- Develop visual ways to get the message out - videos,
Strategic Planning Retreat II Minutes, 10/2/12
2


webinars, etc.
- Have everything available and easy to look at
- Have a data warehouse on the website for easy access
o Issue 3
- More transparency: include rubric on how decisions are
made
Group 4
o Issue 2
- Use of more technology, including LASC iPhone
application.
Group 5
o Issues 1
- Ed Master Plan should be primary focus
- Use more demographics like what is happening to the
neighborhood
- Improving Ed Master Plan
o Issue 2
- Internally having town halls
- Use town halls to educate people what is on the Ed
Master Plan
- Get out to community
- Need to get people to talk to community, reach out to
neighborhood groups
- Continued education like Flex day activities and Staff
Development activities
Conclusions – Large Group Discussion
 There are too many committees on campus. We need to
consolidate the 30 existing committees, identify where
duplication and synergy exist
 Need to consider turning meetings into working meetings
 We need to develop ways to get people to participate and get
involved
 Mission statement should be on all face of website.
Action Items
 Prioritize group solutions and develop action plans at November
SPC meeting
 Stay on track with annual planning process timeline – October
SPC meeting will focus on ICOP assessment
Next meeting
October 4, 2012
Time: 11:00am – 12:30pm
Place: SSEC 309
SPC
Meeting adjourned at 12:07pm
(Draft of the minutes submitted by Ivee Baquir-Streator on 10/2/12)
Strategic Planning Retreat II Minutes, 10/2/12
3
Group Work Sheet
September 21, 2012
Group #1 Members’ Names:
Henry Porter – Community Member
Ali El Krim – ASO
Sandra Lee – Faculty
Joni Collins – Staff
Marian Ruane - Faculty
Issue
Flow of Information into
Strategic Plan
Communication and
Transparency
Demographics
Faculty
Staff
Administrator
Student
Community Member
#
2
1
0
1
1
Solutions
1. Example #1 best example of process
since it starts w/ mission statement.
Notes
President or VP can send out a daily “Word of the Day” to keep SPC goals in
mind
2. Impact of SPC should drive decisions at all
levels
3. SPC goals and Information needs to be
repeated continuously and constantly.
Mission statement should pop up on school website and be on all LASC
material, every office and classroom.
1. Keep material readable/simple.
Directory of acronyms needs to be included in all communication
2. Include actual % when referring to
Run LASC Mission Statement on marquee
baseline
3. Committee meetings are to be based on
goals of SPC
Resource Prioritization and 1. Hyperlinks to be included on website to
Maximization
show flow from resource requests.
2. All constituency representatives must
be all be at the table and submit
requests. In addition, representatives
must follow-up and follow requests.
3.
Group Work Sheet
September 21, 2012
Group Members’ Names: Group 2
Johnel Barron, , Stephanie Brasley, Lashawn Brinson Vibha Gupta, Kimberly McBride, Angelica Ramirez
(classified/ adjunct), and Leon Scott-Wells
Issue
Flow of Information into
Strategic Plan
1.
2.
3.
Communication and
Transparency
1.
Solutions
Modified the Flow Chart to include internal and
external clients at the Educational Master Plan Level.
Identify and clearly articulate the composition of
membership.
Integrated position driven process with plan driven
process
Utilizing technology to facilitate and participate in
electronic forums, meetings, and discussions such as
social networking systems (CCConfer, ezText, and
LMS).
2. Rotating Brown Bag Meetings
3. Training – staff development for staff, faculty
Resource Prioritization and 1.
Maximization
2.
3.
Demographics
Faculty
Staff
Administrator
Student
Community Member
#
2
3
1
1
0
Notes
-
-
Without addressing the impact of the campus culture,
the issue of communication will remain as an
overarching process.
Minimize the saturation of resources.
Shouldn’t limit our possibilities by a specific LMS
system.
Group Work Sheet
September 21, 2012
Group Members’ Names:
Danny Brown, Patrick Jefferson, Darren Cifarelli, Randy Craig, Angela Jenks, Erica Mayorga, Felicia Dueñas
Issue
Flow of Information into
Strategic Plan
1.
2.
3.
4.
5.
Communication and
Transparency
1.
2.
Solutions
Standardized way to obtain information from different constituencies and
what data to collect and collecting data at the same time
Collect comment boxes (physical and online), use and promotion of social
media – maximize Facebook and Twitter
Regular town hall meetings for community to give feedback
Provide information on strategic planning process during student orientation
Consolidate committees (30 listed in functional map) and plans. Have one big
meeting to discuss all topics
Mandated staff development for all staff – face-to-face basic overview – 1
hour
Student seminar, Q & A
3. Visuals, videos, “public information campaigns,” webinars
4. Simplify information – i.e., handbook
5. Data warehouse on website where OIR posts reports requested by various
departments
6. Monthly highlights
Resource Prioritization and 1. More transparency with resource prioritization, make evaluation rubric,
Maximization
rationale and decisions public and get response from budget committee and
president regarding requests
2. College Council to identify priorities in strategic plan, which goals are top goals
and make decisions transparent
3. Consolidate list of resources that are not funded
Demographics
Faculty
Staff
Administrator
Student
Community Member
#
2
2
1
1
Notes
Need someone to manage social
media accounts – have English
department manage (journalism)?
People more invested in process if
they can see benefit
Group Work Sheet
September 21, 2012
Group Members’ Names:
Philip Jones-Thomas, Paul De La Cerda, Joan Lang, Jerome Robertson, Ty Richard, Alistaire Callender, La Vonne
Hamilton
Issue
Flow of Information into
Strategic Plan
Solutions
1.
2.
3.
Communication and
Transparency
1. Improve website
2. Jumbo Tron
3. Faculty disseminate info to students
during class time
4. Add an app for IPhones and Android so
students can access LASCs website
easily.
Resource Prioritization and 1.
Maximization
2.
3.
Demographics
Faculty
Staff
Administrator
Student
Community Member
#
3
1
1
0
0
Notes
The group spent a lot of time reviewing the Strategic Planning model and
using Example 2 as a template to create a Strategic Planning Model which is
easier for the group to understand. We felt that this is just a start and should
also be inclusive of functions of personnel involved. The group will submit a
copy of our work. This is a critical part to flow of information into the Strategic
Plan.
Group Work Sheet
September 21, 2012
Group Members’ Names:
Glenn Yoshida, Lynn Bebelle, Sabrena Turner-Odom, Kimberly Carpenter, Elmer Bugg, Tamura Howard, Liwa
Corpuz
Issue
Flow of Information into
Strategic Plan
Solutions
1. Mission vision influenced ed master plan which spc uses to
guide strategies and activities
2. Ed master plan process itself needs to improved so that
primary data from internal and external sources are included.
This ed master plan should then influence pr, nipr and other
plans.
3.
Communication and
1. Town halls in which we educate the ed master plan and get
Transparency
feed back from each division
2. Not only discuss our ed plan with campus but also with the
community keeping in mind the neighborhood we serve
3. Continued education of the ed plan… making it a possible flex
day acitivity
Resource Prioritization and 1. Prioritization should be driven by ed master plan. So each
Maximization
request should tie into a goal in the ed plan
2. Ed master plan should be done in the spring. This should
then guide pr and nipr which takes place in fall
By the end of fall we should have a list of budget requests
That are then prioritized using a rubir based on the ed master
plan
3.
Demographics
Faculty
Staff
Administrator
Student
Community Member
Notes
#
3
2
2