STRATEGIC PLANNING COMMITTEE

OCTOBER 22, 2004

MINUTES

 

Present:  Chris Bailey, James Chase, Carolyn Denard, Karen Green, Michael Groth, Ellen Hall,

Diane Hutchinson, Meghan McCune (Phone), Nicole Pellegrino, Laura Purdy, Susan Sloan, Jonee Smith,

Amy Staples, Susan Talbot,

 

10:30 a.m. Dean Denard called the meeting to order.

 

  1. Update from Request for Community Input:

 

There were two negative responses from the letter once it went out.

    1. Should we have sent a draft of the intuitive?
    2. Still mistrust; responses were a way to vent for some.

 

A suggestion box was placed everywhere except dorms and security.  Sometime today boxes will be placed in the dorms.  Karen Green and Susan Sloan will work together to have the boxes picked up.

 

Discussion regarding the Kate Sweeney email sent to faculty, staff and students:

 

a.       A second letter should go out to faculty, staff and students clarifying misunderstandings that may have resulted from the first correspondence that went out.  Should go out sometime today or Monday.

-         Chris Bailey will give a draft of a letter he had drawn up but never sent after receiving the K. Sweeney email to help with the letter Carolyn Denard will send out.

-         Letter will put in proper context how the Strategic Planning Committee works and how the planning has been in the works since spring. 

-         Add list of committee members to the letter.

-         Links on the website to be added so that students can read and better understand the strategic plan.

 

People outside the committee have asked to work on particular subcommittees.  Take their names and they will be added to the subcommittee they wish to be part of.  Information will be gathered then divided among the various subcommittees.  Right now we are at the gathering stage.

 

  1. Facilitating Open Discussion Meetings:

 

The following should be followed so that all meetings are using the same common language and process.

 

a.       At least 2 facilitators at each meetings

b.      Recorder, one person at the flip chart

c.       Note Taker (for historical purposes)

 

 

 

 

 

Discussion regarding the common language to be used by all facilitators:

    1. It was suggested that the Community Standards be incorporated in the overall vision.  At least to read the Community Standards and to acknowledge that we do have it and all who worked hard for the past two years on it.

b.      A hold was put on this as some felt “How can we make Wells a better college,” although not so broad might narrow the discussion and input regarding quality of life issues and that is not what this committee is looking to achieve.  It was undecided which was the best language to be used at this time.

 

Discussion:  How do we make the audience comfortable?

a.       Need “Ground Rules” to facilitate the meeting.

b.      Break into smaller groups.  Would determine size of meeting and time limit of meeting.

c.       Strategic Planning Committee members should always introduce themselves.  All members are welcome to attend any session.

d.      Everyone attending the meeting should introduce themselves but only when it is manageable and depends on the size of the group.

 

Discussion:  How do we establish parameters/Goals for the meeting?

a.       Strategic Planning Committee will gather the ideas from the boxes where they will be recorded and divided among the various sub committees.  The subcommittees will establish and prioritize goals within their subcommittees and then this information will be sent back to the Strategic Planning Committee.

b.      It needs to be made clear that it is setting priorities not gathering census of priorities at these meetings.

c.       Establish 1st, 2nd, and 3rd priorities to establish benchmarks.

d.      Meetings should not last more than 1-1 ˝ hours.

 

Discussion:  What are the potential obstacles and how can facilitators overcome them?

a.       Facilitator needs to be familiar with goals of the committee.

b.      Have second letter with you to have available to put the contents in context if there are any questions.

c.       Purpose is to get different opinions.  Falls to the facilitator to let everyone be heard but to keep an even flow in environment and temperament. 

 

Discussion:  How do we conduct the meeting?

a.       Each meeting should have the same format.

b.      Make it clear to everyone that the meetings are similar.

c.       Serve refreshments, coffee, tea, etc.  Budget will be checked for this.

d.      All members of the Strategic Planning Committee will be facilitating at least one meeting; a few will need to facilitate two.

e.       Locations/times may change from the schedule handed out and areas need to be reserved.  Carolyn Denard will send out or post this information next week. 

 

Meeting ended 11:30 a.m.

 

Minutes recorded and respectively submitted by Phyllis Siemiatkowski