Joint Strategic Planning Committee Meeting Minutes

May 28, 2003

10:00 a.m. - 2:10 p.m.

Green Hall Conference Room

Attendance: Robert L. Carothers, M. Beverly Swan, Ann Morrissey, Abu Bakr, Tom Dougan, Dennis Stark, Judy Beckman, Mary Hollinshead, Steve Grubman-Black, Michael Rice, Bill Rosen, Sheila Black Grubman, Kevin Lopes, Michael Sutherland, Earle Degraphenried, Soledade Surrette, Eileen Orabone, Linda Barrett, Paul DePace, Vern Wyman

Minutes: The committee discussed the notes from the May 1 meeting that had been distributed previously. Following discussion, it was agreed that formal minutes will be taken at each meeting and approved at the subsequent meeting. These minutes would serve as the public record of the meetings. This procedure will not preclude the distribution of more detailed supplementary notes. Sheila Black Grubman and Eileen Orabone agreed to work together to draft the official minutes. These official minutes will be posted on FacSen-Bus and members of the Senate would have the opportunity to raise questions during the report of the Executive Committee at each meeting.

The committee determined that meetings will be open consistent with the open meetings law. They agreed to encourage members of constituency groups to ask questions, raise concerns, and/or offer suggestions through their official representatives.

With regard to specific items in the notes from May 1, 2003, Ann Morrisey agreed to return at a subsequent meeting with the revised flow-charts on the JSPC and on the process for developing and approving space allocation.

JSPC representative to Space Enhancement, Design and Allocation Committee (SEDA): Steve Grubman-Black agreed to represent the JSPC on the new committee.

Informational Presentations:

1. Linda Barrett, Budget Director, provided the committee with an overview of the Budget Process and the overlapping Budget Cycles. She responded to questions throughout her presentation.

2. Abu Bakr presented materials on data measures for key indicators that will serve as a basis to measure whether the goals of the strategic plan are met. Following discussion of which measures are most appropriate, how baseline data might be obtained and what the intermediate and final targets should be, it was agreed that the next step must be to agree on baseline figures and how they will be measured.

Abu Bakr said that he will modify the format for monitoring targets based on the discussion and will present data that would serve as baseline for the various targets, as well as clarify the targets themselves at the next meeting.

3. Ann Morrisey presented a brief overview of the Campus Master Plan and provided the members with copies of Chapter 3, Campus Planning Goals. She reviewed for the committee the four goals outlined in the plan:

• Cultivate a Sense of Community
• Make Efficient and Appropriate Use of Valuable Resources
• Ensure a Demonstrable Match between Programs and Facilities
• Work toward a "Green Campus"

Discussion ensued on improving the space planning process and priority setting.

The meeting continued through the lunch hour.

4. Vern Wyman and Paul DePace reported on the status of capital projects and outlined the lengthy process from the decision to build or renovate a building to the final result. They responded to questions from the members of the committee.

Summation: The Committee discussed the JSPC's role in integrating the budget process, the Campus Master Plan, metrics, and the ongoing divisional and departmental planning processes at the institution. Also discussed was how to encourage ownership by the University Community and ensure communication within departments and at all levels.

It was suggested that the Faculty Senate might want to revisit the Mission of the University that was developed in 1996, along with possibly reducing the detailed statement to its essence.

Next Meeting: The next meeting will be held on June 11 at 1:00 p.m. In addition to the follow-up by Planning Services on the Committee's requests for information, including updated metrics and flow-charts, it was agreed that Bob Beagle should report on preparations for the capital campaign, including the development of a feasibility study. It was also agreed that it would be useful if he could report on the feasibility study for the previous capital campaign. It was also suggested that the President lead a discussion on setting priorities and making decisions.

The meeting was adjourned at 2:10 p.m.