Minutes of Special Meeting
September 8,
2007
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SPECIAL MEETING The special meeting of the Cabrillo College Governing
Board was held at the Aptos Chamber of Commerce Museum Meeting Room, 7605-B |
CALL TO
ORDER |
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INFORMATION ITEM Item 1. Board Roles and
Responsibilities, and Enhancing Board Effectiveness Ground Rules
for Discussion The
board identified “ground rules” for the meeting to ensure that it was
positive and productive. ·
Take turns talking ·
Foster and recognize positive intent ·
Equal time ·
Stay on topic ·
Have fun Introductions
and “Dreams” Board
members were asked to reflect on their past and current dreams, desires, or
visions for the college and their service on the board. Comments included: ·
Assure access and opportunity for all students ·
Assure student success ·
Ensure that under-prepared and low-income
students are served ·
Ensure service to ·
Ensure that the college responds to changing
demographics, including Latino population ·
Foster links to K-12, including academic support
for student athletes ·
Support the mission of the college to transform
lives ·
Be of service and give back to the community
through service on the board ·
Fulfill the mission and value of public education ·
Close the gap between “haves” and “have nots;”
contribute to having a strong middle class ·
Assure fiscal soundness for the district Effective and
Productive Board Meetings Discussion
affirmed the following effective current practices or intentions: ·
Length of board meetings is one – three hours ·
Starting the public session on time, even if need
to reconvene in closed session later ·
Trustees call the CEO with questions prior to the
board meeting ·
Self-discipline for succinct board member reports
is practiced ·
Public comments are at the beginning, with a three
minute limit ·
Careful evaluation of the number of items on an
agenda to ensure adequate time for discussion, and that the items address key
strategic priorities of the board Discussion
identified areas for tweaking or minor changes: ·
Consider stating the amount of time for a topic
on the agenda (e.g. 15 minutes), instead of a target time to start the
discussion. ·
Consider adding items to consent agenda as
permitted by law, recognizing that the public and board members can request
to remove items. ·
Ensure that staff reports address board policy
issues and priorities, and that presentations are mindful of time. ·
Keep and report a record of board requests and
related follow-up. Consensus
was to explore having study sessions as part of shorter board meetings or as
a second meeting in some months. The need for these would be identified by
board members and determined by the board chair and CEO. A calendar for the
year may be developed. Study sessions would be held on topics that relate to
major college initiatives and/or change the direction of the college and may include:
·
When there may be/are many questions, ·
Major board policy issues, ·
Review of decision-making processes, and ·
Check on “rumor mill” Board Role in
Master Planning The
board’s role is threefold: ·
Define policy parameters or principles for the
planning process ·
Contribute to mission, vision, and the “end”
goals of the college ·
Monitor planning and implementation Discussion
of policy parameters and principles included that the planning process
and plan should be: ·
Vibrant process; nimble plan ·
Focused on a relatively limited number of
priorities ·
Inclusive; all constituents have an opportunity
to contribute ·
Completed in a timely manner ·
Linked to budgeting ·
The board has input into the goals early in the
process Discussion
of mission and goals included that the board identify the benefits the
colleges produces for the students and community, and the populations the
college serves. Trustees do so from
their perspective of elected representatives of the community. Discussion
included the information and data needed to inform trustee contributions,
including: ·
Demographic trends, including ethnicity,
educational levels, and the different populations in the district ·
Career and technical education needs in the
community and the current status of Cabrillo’s workforce development programs ·
Insights from participating in discussions with
the planning council ·
How the community is changing and impact on the
curriculum President
King noted that the Fact Book and Craig Hayward’s presentation includes much
of the data needed, and will ensure the board receives the information
requested. Discussion
of the board’s monitoring role led to consensus that a more systematic
approach to monitoring should be developed.
Initial discussion included the desire to develop and adhere to a
schedule of reports, and identify/set benchmarks. The board will monitor
itself regarding requested reports and information in order to not overburden
the staff. Criteria for board requests for reports and information includes
identifying why a report is needed and how it relates to board
responsibilities. Tentative
Planning Calendar: Board
roles include: participate in a joint session with the planning council in
October, monitor progress on plan development, assure that budget reflects
priorities when adopting the preliminary and final budgets, and adopt the
plan. September:
Vision Café and
Special Session October 1: Board/Planning
Council joint session to draft overarching goals October 8: Accreditation
Site Visit (recommendations will inform planning process) Mid-November:
Three
to five overarching goals adopted November
– Spring: Plan developed Spring: The plan’s goals and
strategies are used to refine budget priorities June
30: Plan and tentative budget adopted by Board Communication
Protocols The
facilitator distributed a list of common discussion topics related to setting
protocols regarding board, CEO, and college constituent communication. It was
noted that the board and CEO have systems in place to prevent surprises and
assure that all trustees receive equal information, and that trustees have
and take advantage of the opportunity to ask questions. Discussion
on responding to contacts from campus constituents included that the board
recognizes and supports internal processes that provide for input into
decision-making, addressing problems, and grievances. They support delegation
of authority to the CEO for administering the college and hiring staff.
Protocols include upholding these processes and respectfully referring
constituents to internal procedures, which reinforces the board’s respect for
the CEO and their own policies. Effective
Board/CEO Partnership Principles The
consultant noted the handouts on board/CEO partnership and board/CEO support
for each other’s roles. Evaluation
and Closing Thoughts Positive
comments about the retreat include: ·
The discussion reflects the nimbleness of the
board and the willingness to lead ·
Trustees work together well, and listen to each
other ·
The retreat resulted in specific outcomes and
tasks ·
Trustees made time to do this and committed to
the time ·
·
Open discussion, focused on policy roles ·
We were able to identify issues prior to the
retreat for discussion ·
Discussion of the monitoring role Suggestions: ·
Have an annual retreat ·
Have fewer items on the agenda ·
Ensure we follow up on strengthening a systematic
monitoring role. |
INFORMATION ITEM BOARD
ROLES AND RESPONSIBILITIES, AND
ENHANCING BOARD EFFECTIVENESS |
ADJOURNMENTThe special meeting of the
Cabrillo College Governing Board was adjourned at 12:00 pm. |
ADJOURNMENT |
Respectfully
submitted,
Secretary