Minutes 10/22/2003

A retreat of the Maricopa County Community College District Governing Board was scheduled to be held at 8:00 a.m. at the MCC Business and Industry Institute in Mesa, Arizona, pursuant to A.R.S. §38-431.02, notice having been duly given.

PRESENT

GOVERNING BOARD

Linda Rosenthal, Secretary
Nancy Stein, Member
Donald R. Campbell, Member
ABSENT - Gene Eastin, Member
ABSENT - Ed Contreras, President

ADMINISTRATION

Rufus Glasper, Chancellor
Steve Helfgot
Anna Solley
Ron Bleed
Jose Leyba
Debra Thompson
Art DeCabooter
Phil Randolph
Maria Hesse
Larry Christiansen
Gene Giovannini
Ken Atwater
Homero Lopez
Corina Gardea
Paul Dale
Linda Thor
Members of Capital Planning Advisory Committee
Members of Strategic Planning Advisory Committee

CALL TO ORDER

The retreat was called to order at 8:00 a.m. by Dr. Rufus Glasper who welcomed everyone in attendance and thanked Dr. Christiansen for his invitation to have the retreat at this location. He remarked that the morning's agenda called for much to be accomplished. Dr. Glasper introduced the Governing Board Members present which included Mrs. Nancy Stein, Mrs. Linda Rosenthal, and Dr. Don Campbell.

Mrs. Rosenthal provided additional welcome remarks and stated that the morning would include interesting discussion on the 2004 Bond Initiative.

Outcomes of Retreat

Dr. Glasper commented that the purpose of the retreat was to heighten awareness of the status of district-wide strategic planning and capital planning, and also to seek clarification and input on a few key issues. It was also intended to provide a common understanding of the status of strategic planning, to clarify the monitoring of Board goals and strategic directions, and lastly to provide a common understanding of the status of capital planning including allocations.

Dr. Glasper mentioned that there was a struggle with the notion of strategic planning as the umbrella and board goals - where do they connect and what is the status. The Governing Board needs direction and there are issues that need to be addressed as to where they are strategically. Numbers that were agreed upon are what needs to be clarified. Integration and linkage to six strategic initiatives needs to be made. The SPST and SPAC groups work very well together and it would be terrible if the rest were not on the same page. There is a need to carry the message that colleges are teaching and learning and the District Office needs to know where it is with number of different challenges. Everyone should be aware that the clock is ticking and need to know what questions are.

Activity

Dr. Linda Thor stated there were many opportunities and challenges to explore. The last six months we have all seen some headlines in the Arizona Republic that we would like to have possibly like to rewrite. Since we were now in a new era, there is an opportunity to write these new headlines. The group was provided an opportunity to create what they would like to see. The resulting headlines were:

• MCCD Bond Leads Valley Economic Rebound - 83% Yes Vote a Powerful Statement of Support. Stein gives 100 million of lottery winnings to MCCD.
• Spell Successful Future for the Maricopa Community College - New Leadership, Continued Growth, Cutting Edge Faculty, and Nearly a Billion Dollar Bond. Public Confidence in community college overwhelming.
• J. D. Power Rates MCCCD #1 In Customer and Community Satisfaction
• Responding to Community Needs, MCCCD Charts a Course For a Stronger Workforce and Seamless University Transfer
• Community Overwhelmingly Supportive of Maricopa Bond and Trends for the Future
• MCCCD Overwhelmingly Passes Billion $ Bond
• MCCCD: One Billion Dollar Value to Community
• Value Added Education - Bond Passes Overwhelmingly
• Maricopa Community Colleges Proclaimed Number 1!

Strategic Planning Status Report and Discussion

Debbie Thompson spoke about the accomplishments to date which include:

• Environmental Trends and SWOT Analyses completed in 2002
• Planning Framework completed in 2002
• Action Plans completed in 2002
• Strategic Plan completed in 2003
• Planning Handbook completed in 2003
• Updated Trends in 2003

Ms. Thompson also spoke about issues that needed to be resolved which include:

• Alignment/Integration of Board goals and strategic directions
• What do they each mean and how do they interrelate? What does this mean in terms of monitoring and reporting?
• Board member's request to develop an integrated approach
• Simplify strategic planning process

Ms. Thompson then showed a graphic which included the MCCCD Vision, Mission & Core Values, as well the MCCCD Board Goals Areas, Strategic Directions, and College and District Office Strategic Plans. She stated there was confusion on the goals and purpose, however she added that strategic directions were the means to achieving the vision, mission, and goals, and that values drove everything. With reference to environmental scanning, this was a method by which to identify trends, issues, solutions, and conceptual plans. Two years ago strategic directions were identified, operations changes were implemented, and current monitoring of plans is now in place.

Monitoring and Next Steps

Teresa Toney explained that currently the monitoring method was a lengthy report which focused on 13 Goal Statements. There were numerous measures for Goal Statements and it was a task oriented/complex process. Ms. Toney proposed a monitoring method for 2004 which would consist of two levels of reporting: College Strategic Plans and an Annual Report Card. The college strategic plans would consist of monitoring conducted at the college/unit level, focusing on strategic directions, pointing out how MCCCD mission is achieved and related to planning. The annual report card would be a streamlined report that was results oriented. It would include a statement of progress and accountability which would be distributed to stakeholders. Possible components of the report card would be progress/achievement toward goals, a grading system, an institutional performance evaluation, and a dissemination plan.

Activity

The groups were asked to brainstorm what primary components an ideal MCCCD annual report card should include and how it might effectively be used. Typed results are attached.

After the brainstorming report outs were made, next steps were brought up. This included discussion reassignment of the Teacher Education Goal w/director for Teacher Education under a different responsible area. It was also brought up that the Diversity Goal w/Diversity Advisory Council be relocated to a different area of responsibility. Other next steps were to establish the format/structure for the annual report of the Strategic Planning Advisory Council, to establish measures for MCCCD Mission and to review policy language.

Capital Planning Status Report and Discussion

Dr. Steve Helfgot, Vice Chancellor of Student Development and Community Affairs, introduced this next segment of the retreat by commenting that both Lionel Diaz and Rick DeGraw had been part of the MCCCD Strategic Planning process for the past 63 weeks and he raised that point because the bond election was 54 weeks from next Tuesday. The last 63 weeks have flown by and it has been a dynamic time and the next 54 will not be any less. It is critical to move to the next stage. Everyday since he has been at MCCCD he has been involved in activities preparing for the bond election and in the next few days the development of the bond package will be completed. At this point it will be given to the Governing Board for analysis and due diligence. Steve Chanen is now preparing a committee to work with him in asking other to get involved as this group needs to get into a campaign mode.

Lionel Diaz, Director of Facilities Planning & Development, stated that in terms of capital planning, this morning was a real milestone. Both the Chancellor and Dr. Helfgot spoke about the schedule. Three years ago we were talking about strategic planning and capital planning. Two years ago we were starting to talk about master planning and one year ago models and scheduled were discussed. A lot has happened in the last three years and it will be even more intense in the next year. The colleges have developed their master plans and the master plans have been encrypted into models and spreadsheets, resulting into a $951 million capital program for 2004.

Mrs. Rosenthal asked whether the colleges had acquiesced in the decisions regarding PVC North and Williams Gateway and the response was that in the case of PVC North, the first phase would consist of the use of modulars on 10,000 s.f., similar to previous models. Williams program being defined and working toward allocation.

Mrs. Stein commented that she still couldn't comprehend why the difference in allocation for Sun Lakes and Sun Cities expansions. She was informed that each college had prepared a master plan and proposed 15,000 s.f. for Sun Cities and 6,200 s.f. for Sun Lakes.

The amount of $20 million for the Maricopa Skill Center was also questioned as it was thought to be excessive. Dr. Helfgot proposed that he and Dr. Giovannini meet with Mrs. Rosenthal to discuss this issue.

Mrs. Stein questioned how much square footage had been added since the last bond. Mr. Diaz responded that we had started out with 2.6 million square feet and we are now at 4.2 million, thus a total of 1.6 million square feet has been added. 1.5 million square feet is projected to be added with the new bond funding.

The proposed schedule for the next thirteen months consists of:

• Review of proposed bond program with employees and management groups
• January: CEC to make recommendations to Governing Board
• February: With everyone in agreement, submission to JCCR
• April: Review bond language
• May: Deadline for District Board to place onto a ballot.

Other Pertinent Issues

• JCCR
• Managing and implementing technology
• Space utilization - make sure we have some data on how utilization of space is being done. Establish basis benchmarks. Check nationwide problems.
• Staffing of new space being added
• The issue of bond related activities during business hours.
• Payoff of previous bond ($250 million)
  

Marketing Status Report and Discussion

Rick DeGraw commented that as MCCCD prepared for the bond election, it was important that employees be encouraged to register to vote. It is important that as the appeal for funds occurs, that we appeal to the public in a manner that affects them personally. We need to emphasize the good things we do.

Board Comments

Don Campbell: Was impressed with the enthusiasm shown today and interest on the part of everyone. He felt it necessary to emphasize the education of students that takes place. He was also concerned about the number of people in the prison system and perhaps talk about how education could circumvent this situation by helping people become successful citizens.

Nancy Stein: Concerned that the last bond total $386 million and we are now asking triple that amount. She questioned why we are tripling that amount? She questions what operating costs will be in six years and then nine years from now.

Linda Rosenthal: Commented that a lot has taken place in the last six months but it appears that we are ready to move. A terrific program has been put in place and we should all be ready to do whatever needs to be done next.

Conclusion

Dr. Glasper thanked everyone for the efforts. He spoke about the challenges and opportunities ahead. It spoke about the need to put a contingency plan in place, which hopefully won't be needed. There is a need to move forward positively and listen to what people in the community need. We need to pass on the message that students are our driving force and this bond is for them.

ADJOURNMENT

The retreat adjourned at 12:00 p.m.

———————————
Linda Rosenthal
Governing Board Secretary

FLIP CHARTS:

Monitoring Activity Results:

1. What are the primary components that should be included in the MCCCD annual report card?
2. How might we effectively use a report card at MCCCD?

Teresa's Group:

Georgia's Group:

Earl's Group:

Jean Ann's Group:

Debbie's Group:

Christine's Group:

Pat's Group:

Linda's Group:

Rosemary's Group:

Actions / Strategies Activity Results:

In light of recent events, what actions / strategies are needed to re-position Maricopa in the community?

Teresa's Group

• Media Blitz
• Features/Impact on Maricopa County and the world
• Address concerns of community - coordinate efforts (Chancellor)
• Student groups
  • Voter registration
• Polling survey
  • Find red flags and respond
• More connections to TGEN
• What is being done with Nursing - Teacher Prep.
• Targeted Audiences/Messages
• Highlight quality of faculty members
• Community Advisory Board focus Group
• Hook up with TV stations (i.e. "Educating AZ" type campaign)

Georgia's Group

• Annual Report ( + grading system) Criteria "NI vs. F"
• Human interest ("faces", "people", "faculty")
• Focus on connections (K-12, University)
• Kudos to faculty, staff, admin.
• More creative Applications
• MCTV to publicize Annual report and "Human Interest"
• "Ed" pieces regularly in the newspaper
• Experts in residence (each college)

Earl's Group

• Accentuate college positives (success stories)
• Employee Groups (communication, opinions, education)
• Avoid additional negatives
• Shift marketing messages to communicate cost savings (affordability) in light of university tuition increases
• Refine outreach to external communities in areas overlapped by DO and colleges
• Presence of Maricopa people at civic and community events - volunteer to speak
• Plan more activities to bring to community to campuses
• Mailings
• Make better utilization of partnerships with Spanish language media
• Rewards and recognition items in the newspaper
• Chancellor - attend and speak at high visibility events
• Focus on colleges instead of MCCCD

Jean Ann's Group

• Focus on positive college direction
• Brand the Message, deliver through colleges
• Use major themes and follow up with small stories
• Use ASU example… New vision
• Linkages with cities without a college (i.e. Peoria)

Debbie's Group

• Chancellor out in community as broadly as possible, instill confidence.
• Marketing pictures showing the range of who a college student is - put on billboards
• Remind people how many people use our colleges
• Slogan - if Maricopa County continues to grow, MCCCD also must grow. "We're growing with our community"
• What would you rather do - pay for education or pay for incarceration
• Personal contact - all levels of organization (Pres., VC, Faculty, Staff - to key groups and government)

Christine's Group

• Utilize positives from Distinguished Alums
• Economic impact - value number of people who receive services, 240,000 annually
• We're still in business - nothing has changed with students
• College level initiative
• Employees - focus groups and support
• JCCR - who's on it?

Pat's Group

• Positives corresponding to bond language
• Focus on successes of colleges
• Shift to college focus
• Seek opportunities showing Chancellor being a Chancellor
• College over crowding, we need help
• Focus on the difference education makes in lives

Linda's Group

• Be proactive - not reactive (Press releases)
• Chancellor out to meet President's Advisory Groups
• Service clubs
• Public Announcements (Good news)
• Business and Industry Contacts
• Legislature before end of session
• Reach Hispanic community through Univision
• Recognize diversity of community

Rosemary's Group

• Rally internal groups
• Mend fences and critics
• Promote more success stories
• Expand PR and newspapers

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