September 23, 2015 Board of Trustees Retreat

Board of Trustees of John Wood Community College

Counties of Adams, Pike, Hancock, Calhoun,

Schuyler, Brown, Morgan, Scott, Cass

And State of Illinois

September 23, 2015

BOARD RETREAT MINUTES

Date: 09.23.15 Board of Trustees Meeting
RE: Board Retreat Meeting Minutes
Location: 1st Farm Credit Services, 54th and State, Quincy IL 62305
Time: 8:00 A.M.
1. Call to Order/Appointment of Assistant Secretary
The 09.23.15 Board of Trustees meeting was called to order at 1st Farm Credit Services at 9:00 a.m. by Mr. James Gay, Board Chair. Mr. Gay appointed Ms. Benz assistant secretary.
2. Roll Call
Ms. Benz called roll:
NAME / AYE / NAY / PRESENT / ABSENT
Mr. Merritt / x
Ms. Ary / x
Mr. Hess
Mr. Fischer / x
Mr. Hagmeier / x
Mr. Coleman / x
Mr. Sims / x
Mr. Gay / x
Voice Vote
Attendees: Table 1 – Barb Holthaus, Eric Foster, Elizabeth Onik, Lou Barta, Stephanie Phillips
Table 2 – Cathy Myers, Josh Brueck David Rigsbee, Reggie Coleman, Jerry Hagmeier
Table 3 – Brad Hoyt, David Schachtsiek, Cathy Stephens, Barb Lieber, Larry Fischer
Table 4 – Andrew Happekotte, Josh Welker, Dana Keppner, Randy Egdorf, Reggie Coleman
Table 5 – Tracy Orne, Billy Schaffer, Lisa Tournear, Bill LaTour, Randy Sims
Table 6 – Cody Baggett, Luke Merritt, Dave Hetzler, Diane Ary
Additional attendees: Larry Ebbers, facilitator, Mike Elbe, Jim Gay, and Leah Benz. Mr. Don Hess attended prior to the start of the meeting. Mr. Randy Sims left the meeting at noon.
4. Discussion Items
4.1 Strategic Planning – Larry Ebbers, facilitator
Board Chair, James Gay, welcomed and shared the purpose of the day. He explained that the Board of Trustees was interested in hearing from all workgroup representatives of the faculty and staff prior to the board establishing and adopting our Mission and Vision Statement, Core Values, and Strategic Goals.
The meeting began with reviewing the current mission statement. Each table was instructed to rate the mission statement, vision statement, core values, and strategic goals and then provide comments, deletions, and/or additions. Definitions were shared from Mr. Brueck. The results of this planning session are noted below:
Mission Statement definition
A one-sentence statement describing the reason an organization or program exists. This should be a practical tangible tool you can use to make decisions about priorities, actions, and responsibilities.
Vision Statement definition
A one-sentence statement describing the clear and inspirational long term change, resulting from your work. These should be practical tangible tools you can use to lead your group or organization in achieving quality results.
Core Values definition
Guiding principles that dictate action
NOTES FROM THE BOARD PLANNING RETREAT TABLES. (Tables consisted of a board members, faculty member, staff member and administrative member; Rating were on a 5 point scale including table comments and recommendations that were recorded).
CURRENT MISSION STATEMENT
John Wood Community College’s mission is to enrich lives through learning by providing high-quality educational opportunities and services that are fully accessible at affordable levels in an attractive, caring and safe environment to meet the needs of a diverse district population.
2 RECOMMENDATIONS:
John Wood Community College enriches lives through inspired learning by providing accessible and quality educational opportunities at an exceptional value.
John Wood Community College enriches lives through learning.
TABLE COMMENTS FOR MISSION STATEMENT
Rating / Comments / Key components/Recommendation
Table 1 / 3.5 - 4 / Too long / Affordable
Enriching lives
High quality educational opportunities
Diverse population (broad interpretation)
Table 2 / 3.0 / Too long / Needs to cover 2 things
What you do; Why you do it Suggest ending after the word services
Table 3 / 4.5 / Shorten statement / Suggest to add word inspire
Table 4 / 4.5 / Shorten statement / Fully accessible & affordable levels statement (due to circumstances out of our control, the college is forced to raise tuition)
Essence of mission statement is:
Suggest “to enrich lives through learning”
Table 5 / 3.5 / Too long / Higher Educational opportunity (career?)
Affordable, Accessible, Diverse population
Table 6 / 3.5 / Too long / Value versus affordable
Enrich lives, affordable, diverse population
CURRENT VISION STATEMENT
John Wood Community College will be a highly regarded educational leader based on exceptional student success. Its commitment to excellence will make it:
·  The region’s first choice for higher education, workforce training and personal development.
·  The community catalyst for the creation of innovative learning and economic opportunities.
RECOMMENDATION:
John Wood Community College aspires to be the community’s partner and leader in education, workforce training and lifelong learning.
TABLE COMMENTS FOR VISION
Rating / Comments / Key components/recommendations
Table 1 / 2.5 / Wordy, passive, outdated, bullet points too much / Goals, inspiring, hope for future
Suggested rewrite: John Wood is the region’s first choice for higher education, workforce training and personal development
Table 2 / 5.0 / Because the concept is on tract rated it a 5.0 / Suggest hopes for the institution and/or future
Table 3 / 3.0 / Too long, wordy / Educational Leader, exceptional student success
Suggest add key words for clarity
Table 4 / 3.0 / Unclear, needs more detail like academic excellence / Does a good job emphasizing we are just as academically rigorous as other colleges
Table 5 / 3.0 / Clean up language / Exceptional student success, regions 1st choice, workforce training, innovative, economic opportunity
Suggest word catalyst to leader
Table 6 / 2.0-2.5 / How do you define student success? Missing partnerships, economic opportunities for who?
Does not know what the 1st sentence says? / Workforce training, personal development, economic opportunities
Suggest it supports the mission statement
CURRENT CORE VALUES (BLACK)
NEW CORE VALUES AND STAEMENTS (RED)
RECOMMENDATION:
Excellence
Accountability
Integrity
Servant Leadership (NEW)
Lifelong Learning (NEW)
Self-Development (DELETE)
·  Self-Development We support lifelong learning and personal growth.
(DELETE)
·  Excellence We maintain high professional standards in support of the college mission.
RECOMMENDED: We will put forth our personal and professional best in all we do.
·  Accountability We are accountable for providing quality service and instruction.
RECOMMENDED: We will take ownership of our actions, programs, and services to find solutions and honor our commitments.
·  Integrity We maintain responsible personal and professional behavior.
RECOMMENDED: We will be honest, ethical, and fair in our work and relationships.
·  Servant Leadership We will put the needs of others first and help people reach their (NEW) full potential.
·  Lifelong Learning We will continue to encourage everyone to improve their (NEW) knowledge and skills.
TABLE COMMENTS CORE VALUES
Rank / Comments / Key components/recommendations
Table 1 / 4.0 -5.0 / Vital for Higher Learning Commission; Value words; if you talk the talk need to walk the walk; Needs to reflect what we do every day in every way
Example: SGA creed / Suggest that the core values needs more reflection and take ownership of
Table 2 / 4.0 / There is purpose in core values / Suggest mirror the Big Five
Integrity add fairness and honesty
Excellence, Accountability – reword
Self-Development change to learning
Add: Leadership, commitment, Connectedness
Table 3 / 4.0-5.0 / Not what you say, but what you do / Suggest use different term than self-development – Learning
Integrity –add ethical
Other terms: collaboration, service
Table 4 / Rated each 4.5 / Need these / Suggest re-order and improve the descriptions
Table 5 / Rated each / Self-Development 3.0
Excellence 5.0
Accountability 2.0
Integrity 5.0 / Suggest add definition of each value
Accountability is that a Core Value?
Add professionalism and community minded; work ethic
Table 6 / 4.0-4.5 / All four are important as much or more than the mission and vision / Suggest others:
Resourcefulness; team work, ethical, respect, service
RATINGS OF STRATEGIC GOALS
RECOMMENDATION: 5 goals instead of 6
Goal 1: Student Success
Goal 2: Excellence In-Programs, Services
Goal 3: Enrollment Growth, and Stability
Goal 4: Leadership & Partnerships
Goal 5: Management of Resources
Communication and Teamwork (DELETE)
TABLE COMMENTS
Goal 1
Student
Success / Goal 2
Excellence In-Programs
Services, & Employees / Goal 3
Communication & Teamwork / Goal 4
Leadership & Partnerships / Goal 5
Enrollment
Growth & Stability / Goal 6
Stability of Resources
Table 1 / 1 / 4 / 5 / 6 / 2 / 3
Table 2 / 1 / 2 / 4 / 5 / 3 / 6
Table 3 / 1 / 2 / 4 / 3 / 5 / 6
Table 4 / 1 / 2 / 5 / 4 / 3 / 3
Table 5 / 2 / 1 / 5 / 6 / 3 / 4
Table 6 / 1 / 2 / 4 / 3 / 5 / 6
*Overall results: Goal 1 – Student Success (5 votes); Goal 2 – Excellence In-Programs, Services, & Employees (4 votes); Goal 5 – Enrollment Growth & Stability (3 votes); Goal 3- Communication and Teamwork (3 votes); Goal 4 Leadership & Partnerships (1 vote); Goal 6 Stability of Resources (3 votes)
CURRENT STRATEGIC GOALS
·  Goal 1: Student Success
o  To ensure every JWCC student reaches his/her goal by increasing retention, student satisfaction, and degree/certificate completion.
NEW DEFINITION RECOMMENDATION:
o  To ensure all John Wood Community College students identify and reach their educational goal.
TABLE COMMENTS GOAL 1
Comments / Key components/recommendations
Table 1 / Keep as goal 1 / Suggest adding customer/student satisfaction (image survey)
Add planning and placement
Table 2 / Define success
Are we missing measures
Do KPI’s match goal / Suggest statement needs to also reflect students who have interest or needs that may only require one or a few classes and has success based on that
Table 3 / What are the measures of student success?
When do we measure?
What is student perception of success?
Retention defined? / Institutional and student success does not measure the same
Table 4 / Remains number one / Suggest just ensure every JWCC student reaches his or her goal
Table 5 / Expand opportunities to continue their education; career track; guide them to take the next step / Suggest track goal beyond completion
Table 6 / Measureable? / Suggest it is more about;
Opportunities, tools, support, empowerment, environment
·  Goal 2: Excellence-in programs, services and employees
o  To provide academically rigorous, innovative and relevant programs.
o  To deliver exceptional student-focused services.
o  To hire, train and retain employees dedicated to student success.
DEFINTION RECOMMENDATION:
o  No change.
TABLE COMMENTS GOAL 2
Comments / Key components/recommendations
Table 1 / Hard to measure these words:
Exceptional, relevant programs / Is this a strategic goal?
Table 2 / Wording is ok / Suggest to add an additional KPI
Keep as goal 2
Table 3 / Continue comprehensive and continuous services people and programs includes the Board / Accountability and credibility
Close the loop
Table 4 / Very well written
How do we define innovation and relevance?
Program and student satisfaction encompass the areas in excellence
Table 5 / To provide academic
To deliver exceptional student focused services / Suggest taking out third bullet point and move to goal 6
Move KPI 4 to Goal 3 or 6
Program review as a way as excellent in programs
Table 6 / How does goal 1 tie to goal 2
Quality and value
Investment in employees / Suggest is it more than “student” in goal 1
·  Goal 3: Communication and teamwork
o  To create a collaborative, positive environment anchored in trust and open communication.
RECOMMENDATION:
o  Delete this strategic goal.
TABLE COMMENTS GOAL 3
Comments / Key components/recommendations
Table 1 / Is this a goal or standard operating procedure? Is this an issue anymore? / Suggest very hard to measure
Table 2 / How do measure? Evaluation process? / Suggest to move to goal number 4
Add a point regarding teamwork
Table 3 / Culture is changing
Improve communication without overload of meetings / Suggest to move to goal number 4
Communication – Trust or maybe Trust-Communication
Table 4 / How do we measure? / Keeping morale up equals better communication
Table 5 / Create an environment that enhances the Big 5 / Suggest title change possible
Table 6 / Must have opportunites for involvements communication and teamwork embedded in other goals
·  Goal 4: Leadership and partnerships
o  To be the community catalyst for the creation of innovative learning economic opportunities.
o  To forge the strategic partnerships needed to ensure student success.
NEW DEFINITION RECOMMENDATION:
o  To be the community’s leader for innovative and educational programs.
o  To build and maintain strategic partnerships needed to fulfill the College mission.
TABLE COMMENTS GOAL 4
Comments / Key components/recommendations
Table 1 / Goal 4 is ok as it / Suggest you need a KPI for innovation
Table 2 / Suggest to change catalyst to leader
Move to Goal 5
Table 3 / KPI does not align with goal.
Leadership is ill-defined / Suggest to move to Goal 3
Move economic opportunities to bullet point 2
Table 4 / Question economic opportunities for students and community
How do we measure / Educating students creates quality workers, thus enhancing the community
Table 5 / Forge strategic partnerships for student success / Suggest reword to be the community leader for the creation innovative educational and career programs objective
Move KPI 1 to Goal 5; KPI 4 to Goal 6
New partnerships : Quincy Promise
Table 6 / Not forget who are partners are / Strategic partners go in all directions, High schools, business, and 4-year institutions
·  Goal 3: Enrollment growth and stability
o  To deliver relevant programs which accommodate students’ interests and goals.
o  To engage the entire JWCC team to proactively recruit students by building personal connections.
o  To retain students by engaging and supporting them throughout their John Wood career.
NEW DEFINITION RECOMMENDATION:
o  Goal 5 becomes goal number 3.
o  To engage the College and community partners to attract, enroll, and retain students.