Download 04-11-05 Meeting Summary - Shoreline Community College

SHORELINE COMMUNITY COLLEGE DISTRICT NUMBER SEVEN
OPERATIONS COMMITTEE – Meeting Summary
Monday – April 11, 2005  8:30 A.M.
Board Room – Administration Building (1000)
MEMBERS PRESENT (Names of members attending 04/11/05 meeting are in bold)
John Backes, Beverly Brandt, Ken Burrus, Cathy Chun, Dorothy Cirelli, Michele Foley,
Kerry Fondren, Jone Garcia, Norma Goldstein, Paulette Graham, Carol Henderson,
Carla Hogan, Susan Hoyne, Jim James, Gary Kalbfleisch, Kristi Kallander, Mary Kelemen,
Lee Lambert, John Lederer, Gillian Lewis, Berta Lloyd, Darlene Miller,
Donna Miller-Parker, Holly Moore, Kae Peterson, Rebecca Rhodes, Andrea Rye,
Thalia Saplad, Scott Saunders, Don Schultz, Randy Stegmeier, Zakiya Stewart, Terry Taylor,
Yvonne Terrell-Powell, Kim Thompson, Holly Woodmansee, Lori Yonemitsu, Robin Young,
Judy Yu
WELCOME AND INTRODUCTIONS – Beverly Brandt
Beverly opened the meeting.
Lee: There will be training sessions for Administrative/Exempt and Professional-Technical/Exempt
employees in relation to the classified contract during the month of April. The training session will
be an opportunity to go over the key elements of the contract and its application.
RE-EXAMINATION OF THE EVALUATION PROCESS – Lee Lambert
Manager Development and Performance Plans (MDPPs) need to be completed and submitted to the
Human Resource Office by the end of April.
Lee has heard expressions of dissatisfaction with the college’s current evaluation process (the
MDPP) for exempt employees and stated that he came into the meeting with the assumption that
committee members are open to re-examining this evaluation process. Lee noted that the use of the
state’s evaluation tool (the MDPP) is the tool that the college will use as it looks toward developing
an evaluation tool that could replace the MDPP.
Lee communicated that there are typically 4 major components in an evaluation process:
1.
Regular, informal feedback
2.
Creation of action plans where necessary
3.
A formal review process that looks at the big picture. Where does the employee situate with
the college?
4.
Goal setting
Lee distributed a handout (The core elements needed to attract, focus, and keep the most talented
employees) from the book First, Break All The Rules by Marcus Buckingham & Curt Coffman.
•Brainstorm: What type of evaluation would we like to see?
The group broke into groups of two in order to discuss the following broad focus questions:
Operations Committee Meeting Summary – April 11, 2005
1.
Please share an experience you have had during a performance evaluation process that made
a difference in your professional growth and development. What were the pros & cons?
2.
3.
If you could change the college’s current MDPP evaluation tool, what would it be?
How might we re-engineer our evaluation process?
Groups of two then got into groups of six. Themes were identified:
From Group 1
-Opportunity to grow and change; use new skills
-Providing recommendations (development and training)
-Informal; peer feedback (can be very specific, operationalized)
-Year 1: Sharing; Year 2: Progress; Year 3: Outcomes based
-Clarify position and expectations—indicating that the employee is valued
-Direction of the organization
From Group 2
-Need to have clear team goals—strategic goals
-Dialogue (informal feedback); get away from gossip, innuendo
-PPA process—clarification of goals
-Opportunity to highlight what individual did well
-Want process that isn’t time intensive
From Group 3
-Doable, useful; has to make sense of the informal feedback (most important)
-Flexibility; opportunity to personalize; tailoring out questions—taking out things that an employee
can’t control (for example, budgetary items). This might be in someone’s area, but not in his/her
control.
-Appropriate questions
-Focusing on the entire unit (strategic goals and how the team plays into this)
-Regarding input from peers: The bad stuff is so personally focused that it defeats the purpose.
From Group 4
-Consistency, continuity of feedback—no surprises!
-Flexibility (shift differences, complexity to arrange meetings, each unit is different)
-Staff vacancies, workload
-Need flexibility to adjust goals
-Simple is best
From Group 5
-Infrequency of evaluations
-Too cumbersome
-Alignment (needs to be timely, not at different times of the year)
-“Screwy” timelines
-Having internal department evaluation (What are we doing well? Where are we going as a team?
What’s working? What’s not working?)
-A self evaluation is an important piece (this would be different from what we do now)
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Operations Committee Meeting Summary – April 11, 2005
•Next steps…
Lee asked that members consider volunteering to assist with the development of an evaluation
model for exempt employees. It is Lee’s hope that there will be a “draft” model in the early – mid
Fall, followed by discussion as to whether a new and different model would meet the collective
needs of the exempt group. Should we start with a pilot? Phase in?
•Questions, input related to the MDPP
-Where are the MDPPs filed? (An employee’s MDPP should end up in his/her personnel file.)
-The MDPP process should be done annually. One of the pieces that correlates with the MDPP is a
“360” which contains feedback from individuals outside an employee’s area. The “360” helps
inform an employee and his/her supervisor of areas that might be built into the employee’s MDPP.
The “360” should not be included in an employee’s personnel file unless it is attached to the
MDPP.
Lee reminded committee members that the exempt evaluation process differs from the evaluation
process for classified staff. The evaluation process for classified staff is determined by the
classified contract.
ANNOUNCEMENTS – All
-Dorothy Cirelli: Attended a Re-Hosting Coordinator meeting on April 7th. According to a CIS
Memorandum (dated April 8, 2005) from Corey Knutsen, Executive Director, CIS, “HP and
software vendors have been unable to deliver to schedule. This has delayed the progress to the
point that we will not be able to convert the pilot colleges on the current schedule. We will
reschedule the pilot college conversions to a time after the fiscal year-end. The other colleges will
be rescheduled at a later time.” According to Dorothy, the plan is to have complete conversions at
Olympic College, Grays Harbor College and Clover Park Technical College before conversion is to
occur at the other colleges. Shoreline Community College’s expected conversion: the end of the
year. Dorothy added that whatever Shoreline Community College has under its control in relation
to Re-Hosting, is completed or is to be completed. Shoreline Community College is #29 (out of 34)
on the conversion schedule.
Gary Kalbfleisch added that he has a lot of faith in the process and that the conversion process has
been consistent. The implementation schedule is what is complex.
Question: What will the financial impact be on the college?
-Beverly Brandt: The House budget came out last week (April 4 – 8), giving us more than what the
Senate did. The Governor’s budget (the operating budget) is where the compromise will occur.
Problem: Our request for matching funds for the Automotive Center was taken out in the House.
Educate our members—We want to go with the Senate budget. We need that match from the state
now!
-Judy Yu: The Public Information Office (P.I.O) is working on a new marketing campaign called
GET CLOSER TO YOUR DREAMS. If anyone would like to provide input to the campaign,
please let Judy know. Judy is working with a transfer marketing team as well.
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Operations Committee Meeting Summary – April 11, 2005
-Berta Lloyd: A College Level Exam Program (CLEP) workshop (including a discussion about the
benefits of CLEP credit) will be held today (April 11) in the Board Room.
-Randy Stegmeier: Happenings in Facilities & Safety and Security…
Facilities
Nearing completion of annex renovation (Science building)
Beginning design for PUB renovation; digging up area between FOSS and the PUB in an attempt
to locate all of the utility lines (a preventative measure).
Phase II of water main upgrade project has started
Pumphouse work continues—this will increase water flow on campus and will assist with future
renovations. (Scheduled to be completed in June.)
Pressure reducing valve installation in several buildings, resulting in intermittent water shut downs
for short periods. (Schedules and notification regarding shut downs will be disseminated.)
Numerous small projects going around campus—major exterior door replacements (metal doors
installed, wooden doors removed), roof repairs (1000 building) between now and June.
Safety and Security
Security: April 19th (Campus Night Walk) at 7:00 pm, a joint project between the Women’s
Center, Safety and Security, Facilities and Grounds. After sundown, participants will walk around
the campus in order to identify areas that are safety concerns. A list of areas of concern (and
actions that need to be taken) will be set for prioritization.
Notification of the Level 3 Sex Offender on campus disseminated to the campus community and
the community at large. There is a link on the Safety and Security site on the college’s website with
a link to the public notice.
Working with the city and the Red Cross to locate a disaster facility on campus—the Red Cross is
looking for a location to place a 24 x 36 foot building containing 1,000 pots, first aid supplies and a
disaster response trailer that can provide disaster relief for 50 persons or less. Randy is elated that
the college is considering this proposition (a win-win situation).
ADJOURNMENT
10:05 A.M.
Submitted by Lori Y. Yonemitsu
Draft: May 5, 2005
Final: May 10, 2005
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