Peralta CCD Planning & Budgeting Integration Overview

1. Peralta CCDPlanning & Budgeting IntegrationOverview

2. Background

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

4. 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.

5. 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

6. Proposal Overview

7. 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

8. 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. Guiding Principles (cont.)

9. 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 Purpose

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

11. Terms

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

13. 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

14. 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 Education & Resource Priorities Education & Resource Priorities Education & Resource Priorities Berkeley City College College of Alameda Laney College Merritt College Unit Plans/Program Reviews Unit Plans/Program Reviews Unit Plans/Program Reviews Unit Plans/Program Reviews

15. District Subject Matter Committees provide technical review and coordination Board of Trustees Charge Chancellor / SMT District Planning and Budgeting Council Technology Committee Education Committee Facilities Committee Technology Committee Education Committee Facilities Committee • 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 Berkeley City College College of Alameda Laney College Merritt College

16. District Subject Matter Committees provide technical review and coordination Board of Trustees Composition • 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) • Co-Chairs: Admin, Faculty • 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 Education Committee Facilities Committee Technology Committee Education Committee Facilities Committee Berkeley City College College of Alameda Laney College Merritt College

17. 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 Technology Committee Education Committee Facilities Committee • 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 • 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 Berkeley City College College of Alameda Laney College Merritt College

18. 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 Technology Committee Education Committee Facilities Committee 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) • Students – 1 • Student governments presidents’ council determines representation • 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. Berkeley City College College of Alameda Laney College Merritt College

19. Developing the Process

20. 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 Operating Principles

21. 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.

22. Questions / Discussion