PBIE Committee Meeting September 9, 2010
Present:	Michelle Tubbs, Chair; Cory Harris, Co-chair; Beverley Marchesani;, Kathy Zurilla; 			Amanda Stiebel; Cynthia Richichi; Josephine Vondras; Mindy Ross; Susan Parry; 				Ming Wang; Christine Work; Michael Roe; Shelly Paradies; Debi Merrill 

1. Introductions: members introduced themselves to each other.
2. Assessment updates:
Christine Work introduced the procedure for assessment follow up to the new members. The information was compiled for this cycle by Christine and Shelly Paradies (Chair of the Assessment Committee).  For this period, not all participants completed the review process. Christine reported that in the future, the revision of the format on the PIP system will automatically include the field for recording and reporting progress on the initiatives which have been loaded onto the system.  The results of the assessments will be summarized and reported to the Cabinet. Shelly Paradies spoke to the issue of efforts put forth to encourage more participation in the follow up assessment process.  Response to the assessment surveys remained incomplete, despite efforts of the committee members to encourage completion.  Discussion ensued on the issue of developing strategies to improve participation.   Susan Slater-Tanner will chair the Assessment Committee effort for next cycle. Shelly suggested starting earlier to request the responses. Christine suggested administrative support in requesting responses.  Christine also discussed the academic master plan requirement not only to assess and budget, but also to reassess the progress on initiatives. A suggestion was made to have an individual assigned to each responder for an interview, in order to gather the information on a more personal basis, which would also guarantee more participation. The chair thanked the assessment committee members for their efforts and their report.
3.  Meeting with Executive Committee:  Each college committee has a liaison with the Executive committee, which for PBIE is our Chair, Michelle Tubbs.  Concern still exists for improving the workings of the system and coordinating budgeting with various funding sources.
4. Chairs of departments are not yet satisfied with the technicalities of using the PIP system.  There are scheduled upcoming modifications for the system.   To determine the specifics of the modifications for the planning & prioritization parts of the PIP system, Michelle has suggested to VP Heppner that a Working Group be formed to include Dept. Chairs/Unit Heads, AVP’s and PBIE members to try and address and alleviate some of the frustrations experienced by the PIP system users.   Mike Roe asked that a Student Services person be included.   The Michelle will talk with VP Heppner on the formation of the proposed committee.
5. The Chair explained to new committee members that past practice has been an open forum followed by committee discussion of the initiatives. The Chair presented the concept of changing to a committee review of initiatives before scheduling the series of meetings with the VPs. Members of the committee discussed advantages of a more comprehensive review of initiatives by the PBIE committee before meeting with VPs, AVPs and/or Dept/Unit Heads.  This would then push the meetings with the VPs, AVPs and/or Dept/Unit Heads. off until the latter part of October rather then the beginning of that month.   The meetings for  Oct 7 through Nov. 4th will take place in the Gilman Center to provide an optimum environment for joint meetings with VPs, AVPs and/or Dept/Unit Heads.
6. Policies and Procedures Manual will be distributed to those needing a copy during the short meeting after our adjournment today.
7. The Chair requested that committee members log onto PIP system and take a look at the current list of initiatives.
8. Members were asked for further issues: none were forthcoming for today.
Post Meeting:
M. Tubbs & C. Harris provided orientation for new committee members. Previous members were invited to stay for review of procedures. Vice-Chair Cory Harris explained terminology, policy and procedure for the committee, and distributed the copies of the Policy & Procedure Manual.  Cory explained that the committee does not manage funds. The charge of the committee is to review initiatives and prioritize them.  The initiatives are representative of the needs identified throughout the college. The Chair pointed out that the prioritization is only one aspect of the use of the PIP system as a tool. The total system should be utilized as a continuous planning tool in conjunction with the goals of the academic master plan.  Cory stressed the fact that the system is fairly new to the college community. Therefore, the processes of the system, and the PBIE committee, may not be completely clear to all members of the college community at this time. As the changes in the PIP system and the workings of the PBIE committee continue to evolve, improvements may help to improve understanding among all members of the college community.  Kathy Zurilla suggested that the Chair distribute copies of the Strategic Plan, Academic Master Plan and Middle states requirements to committee members. The Chair will provide the documents to the committee members.

Respectfully submitted,
Beverley Marchesani