Minutes of the College Council meeting

August 15, 2006

 

 

Present:  Nicoletti, Adams, Nicholson, Pace, Clancy, Cavin, Haynes, Schaafsma, McArdle, Stevens, Chester, Ruppert, Hogeland, Drury, Lundy, Fugate, Carroll, Holland, Wille, Paul, White, Malosh, Sperling, King, Huckestein, Wisecaver, Jones, Clemetsen, Windsor-White.

 

B.J. presented information on CCSSE, one instrument that we use to determine how well we are doing our job as a college.  This survey focuses on credit students and allows us to compare ourselves to national results, to colleges with higher scores, and to peer institutions.  We score above average on all benchmarks except for support for learners, and it too is very close to the national average.  Any college staff member can access the survey information on the CCSSE website.  Type in Linn-Benton, and the password: cavin. 

            Future Agenda: Yes, for September.

 

Old Business: 

            1.         Governance

a.         The College Council charter was approved by consensus: This year’s tasks will be: work on the Strategic Plan & tie Institutional Effectiveness to it; produce a governance philosophy statement and increase communication throughout the college; continue developing the new budget process; develop a disaster recovery plan.  It was the consensus of the Council that it not have a retreat this year, but possibly next year if needed. 

 

b.                  Christy noted that the “what we did” document would be more helpful if it had less

 “insider” language and links to referenced materials.

            Future Agenda: September – “What we did” draft 2

            Action:  Approved Charter to be distributed to college community as a model for councils.

 

c.                   LBCC Communication –

Rita asked for small group reaction to the draft graphic of communication between councils:

  • Add Instructional Council – Community Relations group needs to move to formal group if added to “official” communication link
  • Mission, Vision needs to be more of a foundation and Strategic Plan needs to be connected to all groups; doesn’t connect to support staff in this graphic
  • Some are groups, some are initiatives Placing of Strategic Plan didn’t work, needs to be connected to all.
  • Goes where we don’t want people to go…one hand doesn’t know what the other hand is doing
  • What are we communicating?  Missing a link…hand doesn’t have a brain.
  • Community Connection group meeting this summer – propose that Community Relations Council be created, Beth will email out proposed charter…
  • What group falls under what?  Is every group on campus served by one of the groups shown?  Pieces of puzzle as graphic, all fit together to make a whole.
  • Hand is college-oriented, but does not work in a vacuum, we reflect the needs of the community.
  • Hand analogy is unclear, suggested hot air balloon, Mission is basket, Strategic Plan is flame, each balloon panel is a council.
  • Closing the loop comment resonated, maybe just a generic theme of closing the loop.

            Future Agenda: Yes, September

            Action:  Rita will work with Gary to come up with another governance graphic to bring to College Council.

2.         Strategic Planning

a.         LBCC Communication – Rita asked for feedback regarding the draft graphic showing Strategic Planning communication:

  • Feels like we are trying to come up with a model to show communication and we don’t know how to communicate.  Graphic would emerge from how we communicate.
  • Arrows on either ends to lines going into SP…carrying that info. in and out and then acting on it.  How do element teams contribute to the conversation?  IE should be added to data used to drive discussions.
  • Boxes didn’t work…unclear what we were communicating about; what informs the SP and who is informed by it?  Unclear on content and flow, where are Mission, Vision & Values?
  • Boxes, needs more flow, solid lines don’t reflect communication; SP and SP action team, is it a time-line?  What are element teams?
  • Mission, Vision & Values put around the whole thing, SP out to where it’s going, then back to SP with info. created to info.  
  • If this is about communication in general, there are lots of things missing.  If it’s communication about SP, it works better.  If it’s communication to inform SP, then it works better, but still not particularly illuminating.  Funnel/pyramid works for us. 
  • What is it trying to say?  Not helpful if you can’t get it right away. 

      Future Agenda: September

            Action:  Rita will work with Gary to come up with another graphic to bring to College Council.

 

3.         Leadership Skill Building

Rita asked small groups to brainstorm and report their top idea for professional development (for all college staff groups):

  • Annual disaster training for situations like bomb threats and guns on campus
  • How to communicate with employees and being clear about expectations in difficult times
  • Communicating important information up and down the line – getting others involved
  • Communication – between divisions for getting things more consistent across campus (overload, hiring of part-time faculty, evaluation of employees)
  • Communication – when and how to effectively motivate staff and deliver praise or address challenges
  • An excellent community college manager:
    • understands:
      • governmental budgeting,
      • state regulations
      • human resources practices
      • employee contracts
    • has the ability to:
      • run meetings
      • listen and respond
      • communicate up, down and sideways
      • form internal partnerships
  • Supervision, communication and principles of leadership
  • Dealing with difficult employees
  • Effectively working with peers and helping employees
  • Constructing critical conversations
  • Skill of helping other people communicate with others, including mediation skills
  • How to support your support staff
  • Supervisory skills, evaluation, hiring, continuing motivation & mentoring
  • Creating a climate or culture within your area

            Future Agenda: Not at this time.

            Action:  Referred to President’s Staff to plan development opportunities.

 

NEW BUSINESS

1.                  Board and President’s Goals (Approved July 2006)

Rita shared President’s Goals with the College Council.  We each need to ask ourselves:  How can I support the president’s goals and the Strategic Plan?

 

2.                  Board Reports 2006-07 (Draft)

Wes and Rita attended the OCCA Board training event.  Rita reported that Wes wants to have division reports.  Gary asked that we move Arts & Communication to a month when students will be on campus so the decision was to move A&C to Feb. and “Campus Security and the Press” to December.  It was noted that EIT was not in its proper alphabetical place and we need to make sure we don’t lose it later.  

 

UPDATES

            Construction – Kevin

  • HO – texturing and painting are happening; that project is on schedule.  We are looking at replacing tile in first floor and trying to determine how to keep Security operating if that happens.
  • 2nd floor Takena is on schedule.
  • Framing in TBDC is on schedule, but some walls affect library so working that out may slow us down a little.
  • Atrium is on schedule.
  • Bookstore is falling behind, curtain wall has gone up to cut down on dust and noise,
  • Kitchen is falling behind as well but we hope to make up time on both of those projects (we are only 3 to 5 days behind).

Carol noted that kitchen construction will affect Conference Services, which will impact Inservice and how meals could be served.  Kevin responded that overtime is a part of this process if it is needed.

 

BOARD POLICIES AND ADMINISTRATIVE RULES

Second Readings–

Board Policy 7070:  Students’ Rights, Responsibilities and Conduct

BP 7070 will be delivered to the Board for their first reading tomorrow and will go up for second reading and approval in Sept.  Mike noted that Jim Delapoer has been extensively involved in edits. 

 

Admin. Rule E 016:  Tuition Waivers

AR E016 – Approved

 

BOARD OF EDUCATION AGENDA

The Board will be meeting at Lebanon Center and Mike will be there in Rita’s stead.  The discussion on Board committee assignments could be interesting as Wes is trying out a few new ideas.  Jim reported that we are one month into new fiscal year.  We have $350,000 more carry-over at the end of 05-06 than last projected, but we have not made all closing entries. 

The Board will be invited to Inservice on Sept. 12th between 8am and 9am for breakfast (Wes will make the traditional Board chair address) and to the Strategic Planning Retreat on Sept. 5th for lunch.

 

CLOSING THE LOOP –

Discussion of the Michael Weiss endowment was postponed to the next meeting.

 

Closing the Loop:  Sheri Billetter was honored as Educator of the Year by the American Dental Assisting Association at their national conference in Denver.  Our students have had the highest rates on the national exams for the past 5 or 6 years.  It was also noted by college staff how far Sheri has taken the program since she has been here. 

 

ANNOUNCEMENTS

 

  • Mike announced that we are changing insurance carriers for all employee groups in January but expect no major disruptions in coverage. He noted that those with two-party or family coverage may realize some savings and no one should have to change doctors.  This year there is a January schedule for making change but open enrollment may change to October in subsequent years.
  • Ann – Dell laptops have had a major recall of batteries because some have burst into flames.  Check serial number on battery to see if yours has been recalled.  She asked all managers to make sure this is taken care of in your area.  Call 4333 with questions.
  • Carol – Paul Axtell will do workshops on communication on the mornings of Dec. 11, 12, 13, which are open to all college staff members.  It would be good for groups to attend together.  There is also the possibility that he will be leading afternoon workshops just for managers.
  • Tammi – MESA summer gathering is a week from today.  AAWCC – LBCC chapter has had two cancellations in fall retreat, so you can attend.
  • Elizabeth is in her new office.  Ann Smart starts next Tuesday.
  • Linda announced the AAC retreat this afternoon.