2008-09WASFAA Committee Chair/Officer Year-End Report

Committee Name/Officer: Strategic Planning Committee

Committee Chair/Co-Chair/Officer (Name/Place of Employment/Address/Phone/Email):

Tami Sato

Southern California College of Optometry

2575 Yorba Linda Blvd.

Fullerton, CA92831

714/449-7447

Committee Members (Name/Place of Employment—Please identify those new to the committee with an *))

Pat Peppin, MesaCommunity College

Mindy Bergeron, JohnF.KennedyUniversity*

Kathy Campbell, ChemeketaCommunity College*

Peter Miller, TruckeeMeadowsCommunity College

Jennifer Bradley, KapiolaniCommunity College*

Steve Herndon, CSU Bakersfield

Leonard Walker, University of Nevada-Reno

Catherine King-Todd, ThunderbirdSchool of Global Management

Patrick Downey, Educational Credit Management Corporation*

Goals:

1. Prepare, organize and lead productive SP Meetings

2. Communicate SP progress to council and membership

3. Collect and compile 2008/2009 goals from committee chairs and officers

4. Update the Strategic Plan Goals Matrix

5. Collect 2008/2009 information for Measures Tracking Tool

6. Assist and facilitate a successful membership survey and make preliminary plans for the

Association direction after 2010 with the assistance of a contracted consultant

7. Continue monitoring the WASFAA mission, core values, and goals

Activities:

  • Reviewed minutes from the April Meeting
  • Negotiated with Gayle Northrup which resulted in a contract that the WASFAA President has signed. The consultant will assist with the survey and plans for post-2010
  • Presented a skit about the Strategic Plan at the Transition Meeting
  • Completed the 2007/2008 Measures Tracking Tool with final data from the conference
  • Prepared 2008/2009 Goal matrix and Goals List entering information received from 12 (out of 21) committees and 7 (out of 8) officers
  • Communicated with Research about the event evaluation form and there are various survey forms for the different events
  • Obtained the event report form and worked with Electronic Services to put a PDF form in on-line forms at the WASFAA website
  • A personalized Goals Worksheet was provided at the Transition Meeting for the chairs and officers who have not submitted their 2008/2009 goals and goals matrix information. This form was sent again electronically.
  • Requested assistance from Onita Clark and Catherine king-
  • Todd to work on the membership survey for non-school members. They would coordinate this effort with the Fund Development chairs.
  • Reviewed CASFAA’s membership survey and the 2004 WASFAA membership services survey and analysis/summary
  • Drafted an updated membership survey for school members
  • Revised school and vendor membership survey drafts from SP and EC input
  • Reviewed EC Quarterly Reports to extract annual goals and data for the tracking tool from committees and officers
  • At request, shared draft of surveys with SWASFAA region
  • Requested additional time on the agenda for the SP Report and presentation by our consultant during the EC meeting
  • Wrote a newsletter article for WASFAA News re EC input on WASFAA accomplishments, unfinished business, SWOT analysis, and things we should do differently
  • Sent listserv messages regarding the membership survey encouraging participation and relaying new incentive for completion
  • Survey closed on 1/9/2009 with 201 school participants and 20 vendors
  • Notified winners of the survey incentives, sent a listserv message thanking participants, sent conference registration winner name to conference chairs, requested Amazon gift cards to be purchased by Treasurer, obtained addresses for sending incentives
  • Forwarded document on open-ended questions from membership survey to SP members
  • Wrote an article for the paper newsletter in the conference registration packet re results of the membership survey
  • A presentation was developed to relay membership survey results to new members on the council at the transition meeting. Copies of the WASFAA 2005/2010 Strategic Plan, 2008/2009 goals, the goals matrix and the measures tracking tool was provided.

Approved Budget Breakdown and Actual Expenditures to Date: Budget for printing and consultant was $6,250 for January to December 2008 and the amount actually spent was $5,800. Budget for printing and consultant was $5,800 for January to December 2008 and the amount spent to date is $801.94. A second-half billing from our consultant is expected in April.

Progress Toward Strategic Plan Goals/Activities:

  1. We had very productive meetings with a full agenda, lively discussion and continued progress on our 5-year Strategic Plan including fulfilling the directive to have a follow-up membership services survey
  2. We have written articles for each newsletter and communicated SP progress to EC members in quarterly written and oral reports
  3. The collection and compiling of the 2008/2009 goals from committee chairs and officers has been accomplished
  4. Information for the 2008/2009 Measures Tracking Tool has been collected as data became available and events happen. Final data collection will occur well past the annual conference.
  5. The SP Goals Matrix was completed for 2008/2009
  6. The monitoring of the WASFAA mission, core values and goals has been ongoing

Suggestions for Committee Chair/Co-Chair or Officer Successor:

Keep copies of agenda, memos, reports, minutes, etc. from the year before and use these documents for reference and timing of what needs to be done and when

To assist chairs and officers in establishing their 2008/2009 goals, provide them with the previous years goals set

Collecting data for the goals matrix was done as an exercise at the transition meeting. It might be more accurate for the SP Committee to determine which SP goals the committees/officers should be attaining to coordinate with the committees/officers goals.

Collect data for the Measures Tracking Tool as events happen. Encourage use of the Event Form that should be in on-line forms at the website

Usage of a professional consultant who is familiar with non-profit organizations is highly recommended for development and analysis of the membership survey and guidance for direction of the association.

Calendar of events/deadlines needed to be met:

Before Conference and June Meeting

  • Organize a notebook and forms to collect data for the present year
  • Select committee members
  • Develop preliminary goals for the committee
  • Review reports and goals from last years committee
  • Prepare agenda for June SP meeting and handouts of final annual documents

Between June and November Meeting

  • Contact chairs and officers with missing annual goals
  • Enter members of the SP Committee in the ATAC system
  • Submit a newsletter article on the Measures Tracking Tool or other aspect of the Strategic Plan
  • Update annual goals for committee chairs and officers who have not responded by using the previous year goals
  • Collect data from Scholarship, EDAC and SDBSI chairs for the Measures Tracking Tool

Between November and February Meeting

  • Send a draft document of goals to officers with missing annual goals
  • Review and upload November minutes of the SP Committee meeting to website
  • Submit a newsletter article summarizing some aspect of the Strategic Plan or the activities of the committee
  • Collect data from the quarterly reports such as data on scholarships and the JRSMLI and add these to the Measures Tracking Tool

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