Peralta CCD Planning & Budgeting Integration Overview

Background

Chancellor’s Charge Streamline the process for developing recommendations on planning and budgeting Ensure effective shared governance participation Deliver thoughtful, data-driven recommendations

Need for the Change - Why this proposal now? Required by Accreditation: need to integrate planning and budgeting. Supports vision of Strategic Plan: data-driven, collaborative planning Provides a solutions for the lack of clear advisory reporting channels Addresses college requests for fewer and more efficient District-wide committees. 4

CWG Membership Joseph Bielanski, Berkeley City College Academic Senate President Carlotta Campbell, College of Alameda Academic Senate President Karolyn Van Putten, Laney College Academic Senate President Anne Elliot, Merritt College Academic Senate President Debby Weintraub, PFT President Mark Greenside, PFT Matthew Goldstein, PFT Patricia Dudley, PFT Rona Young, Classified Senate Horace Graham, Classified Senate Jeanette Jackson, Vice President, Instruction, College of Alameda Frank Chong, President, Laney College Thuy Nguyen, Strategic Planning Manager Debbie Budd, Associate Vice Chancellor, Educational Services 5

Proposal Overview

Guiding Principles Educational planning is the foundation of decision- making. College planning is the primary source for recommendations. Communication between committees must be transparent and logical. The proposed Planning and Budgeting Council (PBC) makes recommendations to the chancellor and to makes recommendations on initiatives proposed by the Chancellor.

Guiding Principles (cont.) All constituencies have the right to make recommendations directly to the Chancellor and Board. There needs to be a clear path from recommendations to consideration in the decision-making cycle All decisions and minutes shall be documented and publicized widely, using all available means.

Purpose Promote student success by improving timeliness Create a structured advisory process leading to decision-making Serve as the official and standard process for recommendations Provide processes to resolve issues between the colleges and district service centers, and between and among the colleges

One Year Test of PBI Model Implement from the beginning of the Fall term 2009 through the 2009-2010 academic year Review and modify after one year

Terms Planning and Budgeting Integration Model (PBIM) District wide shared governance process for integrating college planning and linking planning and budgeting. Planning and Budgeting Council (PBC) The overall integrating committee within the PBIM District Subject Matter Committees District wide shared governance committees for education, technology and facilities Shared Agreement When all committee members provide some level of support for a recommendation.

Annual Planning Calendar for Integrating Planning and Budgeting Jan - May Sep - Nov Dec - May Sep 1- INITIAL DATA REVIEW & INITIAL DISCUSSIONS 2 - COLLEGES DEVELOP PRIORITIES 3 - DISTRICT WIDE INTEGRATION 4 - BUDGET DEVELOPMENT BOARD APPROVAL

PBIM Flow, Responsibilities and Composition Board of Trustees Chancellor / SMT District Planning and Budgeting Council Technology Committee Education Committee Facilities Committee Berkeley City College College of Alameda Laney College Merritt College

College planning is the foundation of decision making Board of Trustees Chancellor / SMT District Planning and Budgeting Council Technology Committee Education Committee Facilities Committee Technology Committee Education Committee Facilities Committee Education & Resource Priorities Berkeley City College College of Alameda Laney College Merritt College Unit Plans/ Program Reviews

District Planning and Budgeting Council District Subject Matter Committees provide technical review and coordination Board of Trustees Charge Chancellor / SMT Web site PROMPT Passport Smart classroom (tech aspects) Catalog (technology aspect) Technology related HR rec’s Educational planning Program planning Staffing priorities Academic calendar Education related HR rec’s Marketing / Outreach Student Services Catalog New, modernization, rehab of facilities Infrastructure Maintenance Facilities master planning Safety and emergency preparedness Facilities related HR rec’s District Planning and Budgeting Council Technology Committee Education Committee Facilities Committee Technology Committee Education Committee Facilities Committee Berkeley City College College of Alameda Laney College Merritt College

District Planning and Budgeting Council District Subject Matter Committees provide technical review and coordination Composition Board of Trustees Tri-Chairs: Admin, Faculty, Classified College President IT manager (J. Cragen position) (1) College distance education coordinators (4) District distance education coordinator (1) Library faculty member (1) Curriculum (curricu-net; catalog) (1) Facilities rep (smart classrooms) SLO rep Web rep Network coordinators (4) College Researcher Co-Chairs: Admin, Faculty College Academic Senate Presidents (4) Faculty at large (1 per college) (4) College President (1) Vice Presidents of Student Services (4) Vice Presidents of Instruction (4) Classified representatives (2) (could be researchers) (District researcher attends as support person) College President (1 - Admin) Risk manager (1 - Admin) College business officers (4 - Admin) Facilities committee reps (4 – Faculty) District safety reps (1 – Class; 1 – Faculty) Vice Chancellor, GS (1 – Admin) Director, Physical Plant (1 – Admin) Custodial rep (1 – Class) District IT rep (1 – Class) Chancellor / SMT District Planning and Budgeting Council District Planning and Budgeting Council Technology Committee Technology Committee Education Committee Education Committee Facilities Committee Facilities Committee Berkeley City College College of Alameda Laney College Merritt College

District Planning and Budgeting Council Planning & Budgeting Council integrates across the district & makes “tough decisions” Board of Trustees Chancellor / SMT District Planning and Budgeting Council District Planning and Budgeting Council Charge Authority to make recommendations to the chancellor Receive a response from the chancellor before the chancellor pursues any significant course of action Receive draft policy initiatives and considerations from the chancellor and the board and make recommendations on those before any significant action is taken by the chancellor Staffing & Support Co-Chairs: 1 Faculty, 1 Administrator Process Manager (non-voting): agenda and process prep, facilitation, decision-tools, report coordination Note-taker/report writer Process Accountability Follow-through on process steps. Ensure constituencies, colleges, district service centers, committees, etc., performed agreed upon steps in the process Recommendation Accountability Providing oversight on the implementation of the Strategic Plan. Ensure accountability for follow-through on recommendations Technology Committee Education Committee Facilities Committee Berkeley City College College of Alameda Laney College Merritt College

District Planning and Budgeting Council Planning & Budgeting Council integrates across the district & makes “tough decisions” Board of Trustees Chancellor / SMT District Planning and Budgeting Council District Planning and Budgeting Council Composition Faculty – 8 Faculty leadership at each college (academic Senate and PFT) mutually agree on a process for selecting reps. (2 Faculty per college) Classified – 3 1 Classified Senate 1 Rep from 1021 1 selected by 39 (if 39 chooses not to participate, classified Senate and 1021 choose 1 jointly) Administrators - 7 4 from colleges (1 President) 2 at large (Chancellor’s choice) 1 Chair (VC, Finance) At least 1 each from the subject matter committees; at least one from each college. Students – 1 Student governments presidents’ council determines representation Technology Committee Education Committee Facilities Committee Berkeley City College College of Alameda Laney College Merritt College 18

Developing the Process

Operating Principles District-Wide Perspective Shared Agreement ~ work toward consensus Consistent Membership and Attendance Support for Committee Effectiveness Integrated Annual Calendar – Timely Decisions Communication to Colleges and College Committees Transparency / Open Meetings Official Membership Flexibility and Learning

Process Standards Agendas will be posted early, before the committee meetings Agenda materials will be provided early, before the committee meetings Agendas and materials are posted on the Master Calendar. On meeting dates will be posted on the Master Calendar. There will be nameplates at the committee meetings. The executive assistants (or designee by the chair) will type up meeting minutes. The meeting minutes will be uniform for all committees. The meeting minutes will be posted to on the website. 21

Questions / Discussion