Operations Committee Meeting – September 18, 2006

SHORELINE COMMUNITY COLLEGE DISTRICT NUMBER SEVEN

OPERATIONS COMMITTEE MEETING – Summary

Monday – September 18, 2006 § 8:30 A.M.

1000 Building – Board Room

1. EXPECTATIONS FOR OPERATIONS COMMITTEE MEMBERS – Lee Lambert

The President’s Leadership Team (PLT) Retreat was held on September 11th & 12th & the focus of the retreat was on the overall direction for the College.

Lee believes that Shoreline Community College can be one of the premier colleges—locally & nationally & that getting there, will involve every individual.

Lee shared his expectations for members of the Operations Committee (Exempt personnel):

  1. Competence – Possess the knowledge & abilities for the position that you are in. Must be emotionally intelligent & multiculturally competent—always working on these things. Always have hunger drive to improve.
  1. Collaboration/Cooperation – As a community of learners & professionals, work must be done in an atmosphere of collaboration. In a community such as ours, we cannot move forward if we cannot work together. We need to put aside our personal differences to come up with an effective enrollment management plan.
  1. Communication – The way in which we get things done—do we understand each other’s points of view? Getting to a much deeper area of dialogue, mutual understanding (not mutual agreement). Get clarity when rumors surface, diffuse rumors—“Let me take your concern & get back to you.” Just because you hear a rumor, don’t assume it to be true. Do not hesitate to see Lee if you need clarity about something.
  1. Compassion and Caring – Employees want to know that their supervisors care about & respect them.
  1. Community Involvement – We need to engage in our community after hours as well as during the weekends. Attend student events (Athletics, theater productions, etc.). Lee expects that exempt personnel participate in events (at least once a quarter) & should consult with her/his respective Vice President regarding participation in community based activities, events.

Note: Program specific events & activities do count (Student Programs, Parent-Child Center, for example).

  1. Change – Helping the College manage change.

Lee added that he expects that committee members take initiative. He added that if you hold the title of supervisor, you must have a working knowledge of rules & regulations (FERPA, ethics, labor laws, for example).

2. COLLEGE FOCUS AREAS & THEMES – Lee Lambert & PLT

Focus areas & themes generated at the President’s Leadership Team Retreat:

  1. Support of our students
  2. Enrollment Management
  3. Budget & Staffing
  4. Strategic Plan
  5. Governance
  6. Campus Climate
  7. Community & Resource Development
  8. Globalization (Educating our students to work in a global world)
  9. Diversity
  10. Environmental (Stewardship & Sustainability)

John Backes: We hoped to make the goals more heartfelt through the themes. We need to begin to work with our community & our students—Service Learning is a good way for the College to connect with our communities through our students.

Lee: This past year, we have accomplished a lot—putting together a short term enrollment management plan (first since 1998). The budget process was opened to the College. The College received Opportunity grants (only 10 out of the 34 Community & Technical Colleges received Opportunity grants). Opportunity grants are set aside by the Legislature & provide monies to augment financial aid for the neediest students in a certain area. In the GST (General Service Technican) Program, 90% of the monies allocated, go toward funding the student’s education. The College also received a Bio Tech grant (competitive grant). Our standing with the State Board has turned around. An Honors Program has been launched.

Andrea: The Enrollment Management Plan Task Force has been working on feedback related to the work the task force has done thus far. Inroads have been made & information on the work of the task force will be presented at the All Campus Meeting.

3. SHARED CONVERSATIONS – Lee Lambert & PLT

Enrollment

We have already developed a short term Enrollment Management Plan & will need to start building a plan for the future.

Andrea: We have been collecting ideas & areas of focus. It’s very important that we are aligned with the strategic planning process. The Enrollment Management Plan Task Force is going to become a campus wide committee. Please encourage participation in the committee. Each of us impacts enrollment & it is important that we ask one another, “What is being personally done to impact enrollment?”

Chris Taylor: It is also important to ask about any ideas that one may have to improve enrollment.

Andrea: Seven members from the College attended the Noel-Levitz National Conference on Student Recruitment, Marketing & Retention in July & the attendees will be sharing ideas from the conference with the campus community.

Donna: One of the things that came out of the conference is that enrollment is not only the responsibility of a College’s Enrollment Services areas, but also the responsibility of instruction.

Carla: It is important to recognize successes as a way to keep people involved. Lots of little things add up. Acknowledge members of the campus community for the work that they do.

Jeff: Retention is our opportunity point as learning is engagement plus satisfaction. With the PUB down, we have loss a point for student engagement, which will impact satisfaction. It is then, very important for all of us to connect with students & if a student (or students) come to you with a problem, it is important to provide her/him/them with follow-up.

Judy: There are three goals for enrollment:

-identify roadblocks (bottle necks)

-need for program changes as demographic changes

-integrated strategies

Bernice: I heard from an employee during an exit interview that she/he overheard students telling other students to go elsewhere because of the lack of parking on campus & the PUB being rebuilt—support Jeff’s suggestion of the importance of connecting with our students.

Students often talk about the personal touch they get at Shoreline

Yvonne: More of us can be out in key areas to help students—especially on the first day of the quarter.

Stuart: Try the food offerings & let Stuart know how it is (food quality; vendor friendliness, etc.) The philosophy of Administrative Services: We are here to serve the rest of the campus—to serve the people who serve students. If things aren’t working, please let Stuart, know.

Gillian: The campus maps need to be updated. (Stuart, Randy & Judy are currently working on updating the maps.)

Ted: Updated signage? (In the works…)

Governance

The current governance structure is being looked at, along with a plan to roll out new things.

4. OPERATIONS SCHEDULE – Bernice Vonnegut

Operations Committee meetings will occur on the first & third Mondays per month (with the exception of January 2007 meetings. Every other meeting will be a full training session.

A list of training requirements (Workplace Safety; Ethics; etc.) for Administrative/Exempt staff is being put together & will be sent out via email. The training will be formatted as a 2 year plan so that recurring training sessions are available every two years. Tied to training for Administrative/Exempt staff is the requirement that the information is taken back to staff.

NOTE: Bernice will service as the lead for the Operations Committee & all agenda items will flow through Bernice & her office.

5. FINANCIAL SERVICES & BUDGET INFORMATION – Stuart Trippel

Contract Signing Authority

Stuart has spoken with the Deputy Attorney General. According to state law, contracts (“small” contracts included) need to be reviewed & signed by one of the 3 signing authorities—Stuart, John Backes, Lee.

There was a question about who can sign rental car agreements or Memos Of Understanding (MOU).

Administrative Services will develop a coversheet regarding signature authority, processes.

Corporate Express Feedback & Approvals

Please inform Stuart of your experience with Corporate Express.

In the process of changing approvals in relation to Corporate Express ordering, separating those that place orders from those that approve. In some instances, the person ordering was the same person who approved the order(s).

Purchasing Process

Orders for anything other than Corporate Express, computers & anything related to computers, go through Mike Lanigan.

Computers & anything related to computers are ordered through TSS (Technology Support Services).

Media equipment is to be ordered through Media Services.

6. OFF CAMPUS PARKING (Administrative/Exempt) – Randy Stegmeier

(Handout(s): DOT Parking Map)

It is Lee’s expectation that Administrative/Exempt personnel park off campus (with very few exceptions) in the DOT lot at 160th & Dayton Avenue North beginning Tuesday, September 28th. Those who would like to inquire about an exception, should speak with her/his respective Vice President.

The shuttle will start running at 7:00 am until 6:00 pm. Between 7:00 – 8:00 am, the shuttle will run between the DOT lot & the campus. After 8:00 am, the shuttle will also add the Sears lot to the run. As lunch hour approaches, a second van will join the run.

Randy suggests that if one needs to stay on campus past 6:00 pm, that she/he catch the shuttle to the DOT lot sometime during the day & bring her/his car to campus.

Randy noted that student parking has not been impacted by the loss of the PUB lot spaces. Randy also estimates that one shuttle run (loop) takes about 15 minutes.

ADJOURNMENT

10:05 A.M.

Submitted Lori Yonemitsu

September 25, 2006

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