Institutional Development Committee
September 8, 2006
Members present: Cliff Delong, Ursula Gaertner, Marilyn Kockrow, Paul T. Cedar Face, Larry Gauer, William T. Elliott, Larry Salway Michelle Burns, Sarah Coulter Danner, Arlene Quist (ex officio), Milton, Fineran, Christina Janis, Deig Sandoval, Jerry Lessert, Lisa Grimes.
Order of Business:
1. The meeting was convened at 13:22 p.m. by Cliff DeLong;
2. Larry Salway gave the invocation;
Paul T. C.F. moved to approve the minutes;
William T. E. seconded;
Vote by show of hand: approved unanimously;
4. Election of officer:
- Ursula G. nominated Cliff;
- Marilyn K. nominated Paul T. Cedar Face;
- Larry G. moved nominations cease; Larry Salway seconded;
- vote by show of hands: Cliff 2; Paul T. 8;
5. Vote to have Paul T. committee chair and Cliff DeLong as vice chair;
- vote unanimous;
6. Ursula G. volunteered to keep minutes;
7. Officers for academic year 2006-2007: Chair: Paul T. Cedar Face
Vice Chair: Cliff DeLong
Secretary: Ursula Gaertner
8. Cliff DL hands over chair to Paul T. CF
9. Nominations for Subcommittees:
Insurance: Marilyn Kockrow
Sarah C. Danner
Policy and Procedures: Ursula Gaertner
Technology (subcommittee combined with task force from other committees):
10. Subcommittee Reports:
Insurance: Paul T. CF reported that there had been discussions with Jerry Matthews and Pfizer and a meeting date was set; however, the meeting never took place; Paul states that these people need to be informed as to who is going to serve on this subcommittee; to set a new meeting;
Policy and Procedure: All members from last year are gone, but Marilyn K. gave a little history of how the task force had worked on “cleaning” up the Manual in terms of grammar, spelling and inconsistent/contradictory policies. The charge is to review the copy on the web and bring it forward to make the changes.
A new issue surfaced recently since it was discovered that some changes to P/P that were approved by the BOT did not make it into the version that is on the OLC web site.
Marilyn K. explained some of the problems the subcommittee found with the P/P Manual in the past. Cliff and others pointed out that the routing form needs to be revised since it does not accommodate the “return route” only the route up to the President. What are the steps from the Piya Wiconi Okolakiciye to the BOT and back to PWO and originators of the policy?
It appears that the routing slip and submission of policies procedures need to be revised. All revisions need to have one format for deletions and additions (i.e. strike out and bold).
A question was raised regarding “who takes BOT Meetings Minutes? The President’s secretary is responsible for proper recording and minutes. However, as stated above, there is a problem with routing from the committees. Also, it needs to have a space for the President’s approval, disapproval, or changes recommendation.
Cliff DeLong advised that a charge to work on revising the routing form and procedures should be solicited from the President (Tom Shortbull) with concurrence from Dr. G. Giraud. Ursula to follow up on this.
Sarah C. Danner asked for clarification about who may originate policies (this question will be further investigated by the subcommittee).
Ursula G. raised the question as to the Strategic Plan and whether it should be in the P/P Manual. Arlene advised that it need not be in the P/P Manual. Ursula explained the numbering system of adding a 1 to the policy to denote procedure and a 2 to denote an “exhibit.” Question needs to be clarified.
Technology: Cliff stated that there was a question on Yahoo and he affirmed that OLC does not block Yahoo. Computers will be added to the Labs.
Jenzabar-JICS training was to be earlier but the trainer had to cancel out;
At this point, community member, Ed Iron Cloud, is recognized:
Ed has questions regarding the Strategic Plan and how finances and resources are to be allocated to the different goals. Paul T. Cedar Face and Cliff DeLong explain that the goals have not yet been prioritized; Marilyn Kockrow explains that each department will look at the goals and objectives and submit action plans to achieve the objectives with current funds or grants. According to these plans, money will then be allocated accordingly in FY 2007-8.
Ed explains that he wants to know what is getting done for
the communities in terms of these objectives; explanation is provided by Arlene
Quist; Paul T.
Cedar Face explains that specific input from the community needs to go to Dr.
Gerry Lessert leaves the meeting.
At this point, Cliff DeLong refers to the JICS training for faculty that will take place on Friday, September 15, 2006 from 9-4 p.m. Clarification: On Tuesday, there is a voluntary welcoming session and only the Friday session is mandatory for faculty. Other training is provided for staff and districts on Wednesday, September 13, and Thursday, September 14. Cliff will attempt to have some of the content captured on video for future use. ADVICE: Everybody, bring your Laptops.
Cliff asks whether there will be a bonus this year for participating in committees; Arlene says no; it is still mandatory for all OLC employees to participate in committee work. Discussion of P.W.O. membership: who will contact the students to ensure their participation and representation?
Ed makes representation about needing input from communities regarding the strategic plan. Paul T. Cedar Face reiterates that all suggestions from the community have to be submitted in writing and forwarded to the Administration. Ursula G. wants to know why Ed is bringing these concerns to the ID Committee when the communities have their local Boards that can feed their input to the main BOT?
Suggestion: Subcommittees will meet after the main committee meeting;
Cliff makes a motion to adjourn the meeting.
Larry Gauer seconds the motion;
Motion is approved unanimously.
Meeting adjourned at 2:15 p.m.
Next meeting is in October, 2006.
Minutes respectfully submitted by: Ursula Gaertner, ID Committee Recorder