Annual Planning and Budget Process Flow Chart

Transcription

1 Annual Planning and Budget Process Flow Chart Planning Committee Strategic Plan Annual Planning Priorities Planning Guidelines Budget Committee Budget Parameters Budget Guidelines Evidence of Need PEP Outcomes Assessment results SEM External accreditations Regulatory Emergency Other Division and Department Annual Unit Plan & Budget Area Council Prioritize Requests Allocate Resources Area Council Prioritize Requests Allocate Resources Administrative Services Area Administrative Service Council Prioritize Requests Allocate Resources President s Area President s Area Council Prioritize Requests Allocate Resources President s Cabinet Consolidate & Prioritize Area Requests Develop College-Wide Prioritized List Recommend Resource Allocation Planning Committee Review Prioritized List for Consistency w/strategic Plan & Planning Priorities for Budget Year Recommend Changes as Appropriate Joint Meeting Budget Committee Reviews Priorities Recommends Preliminary, Tentative, and Final Budget President Recommends to Board of Trustees Solid line represents process Broken line represents communication Board of Trustees Council of Presidents Campus Community Approved by Planning Committee, March 1, 2013

2 2013/2014 Planning & Budget Process Cabinet Recommendation Area Plan Resource Dependent Priorities 5/9/13 Two themes have emerged from the analysis of Area Plan resource requests: staffing and technology. There exist significant needs in both areas that are impacting the college s ability to further its Mission and foster increased student success. Cabinet recommends that, should the college receive unexpected funding from the state or realize revenue increases from initiatives designed to achieve braided revenue, requests related to staffing and technology will be the of the highest priority. Attached is the prioritized list of resource allocation requests OTHER than those related to staffing. Staffing requests, due to timing and other factors, are being addressed by Cabinet through an alternative prioritization process. Utilizing the existing Planning & Budget process Cabinet met and examined resource allocation priorities as submitted by the four planning areas of the college (,, Administrative Services, and the President s Area). The Planning & Budget process at Napa Valley College is being clarified and redefined by the Planning Committee and the Budget Committee. Budget development, primarily in the form of cuts, has been tactical in nature in recent years due to funding shortfalls that have impacted community colleges statewide. This year s budget development parameters have shifted slightly in that each unit was given 100% of last year s budget as a baseline for budget and plan development. Aside from that increase, Cabinet has no expectation of revenues exceeding 2012/2013 levels. The 2012/2013 budget is overspent by an estimated $450,000.

3 2013/2014 Planning Budget Process Cabinet Recommendation Area Plan Resource Dependent Priorities 5/9/ Resulting NVC PEP? Objective Area Plan Source Program Activity Resource from Strategic (Yes Outcomes Actions Cost Goal No) Assessmen From Scheds # Year (Yes No) A H 3.1, 5.7, , 4.3, , 5.7, 7.1 yes Yes (2013) yes yes no yes Stay current with and refresh obsolete classroom/learning technologies. Procure & provision systems & infrastructure to support instruction. Ensure NVC is able to provide Educational Plans as required by the Student Success Initiative/SSTF recommendations. Stay current with and refresh obsolete classroom/learning technologies & Admin Services Areas Area & Admin Services Areas Wireless Network Technology (IT Road Map initiative) support infrastructure & equipment servers (Student Tech Fee balance is $130,000 as of 5/2013) $130,000 Student Electronic Planning Module (SSTF) $3,500 Provide new and replacement (refresh obsolete) classroom Technology, beginning with new systems in Rms 1830 & $70, , 5.7, 6.5, 7.1 no no Improve asset management and increase efficiency in Bus Office, Warehouse, and IT. Administrative Services Area Fixed Asset Management (web based) system $5, , 1.5, 5.7, 6.2, 7.1 Yes (2013) yes Enhance mass communications to students, staff, and community. Increase community awareness of college activities and programs. & Presidents Areas Regroup Software (Restricted fund source identified for year 1) $6, yes yes , 4.3, , 6.6, 7.1 Yes (2013) yes no no yes yes yes yes Stay current with classroom/learning technologies Improve retention and success rates. Increase energy conservation and solar production Area Replacement Laptops in CJTC $150,000 Area Administrative Services Area Early Alert Module for student retention intervention $35,000 Energy Efficiency Projects such as occupancy sensors and other technological enhancements. (Rebates and other alternate funding sources are available.) $50,000 Support Professional Development for faculty Area Staff Development technology and other training $25,000 and staff Stay current with classroom/learning Improve authentication process for online classes through Area $8,000 technologies Blackboard Respondus Monitor (accreditation compliance) Total $482,500

4 Planning Priorities Goal Number Strategy Activities 1.1 Provide early awareness of Napa Valley College as an option and underscore the need for K-12 students and parents to prepare for college success Promote the college through activities including outreach, general branding, local media, development of collateral materials, general college awareness, and events 1.5 Develop and implement a student-centered Strategic Enrollment Management (SEM) Plan and improve processes so that students can navigate them more easily 2.4 Prepare students for licensure, certification, continuing education, and advanced education. 3.1 Use effective educational practices and provide appropriate equipment and technology to support instruction 3.2 Conduct regular assessments of programs, services, and student learning outcomes to improve student learning and activities that promote specific programs Continue the development of the SEM concept to identify disconnects and effective practices Maintain a SharePoint SEM site Develop data book where all data collection, research, resources and summary will be compiled Incorporate SEM plan into college planning and budget process Develop fee-based classes and workshops as needed for training, community education, and to improve success on licensure exams Provide more training opportunities in educational practices, pedagogy, and use of technology Expand and sustain a range of instructional content delivery methods to enhance learning Record and report Teaching and Learning Center training data Assess Student Learning Outcomes (SLO), Outcomes (SSO), Administrative Unit Outcomes (AUO), and Institution Level SLOs Develop an annual report on program improvements 4.3 Educate students about career/transfer options Increase number of completed Educational Plans among students with goals of career/transfer 5.1 Enhance research and analysis capacity for data driven decision making, planning, reporting Enhance student demographic data collection in order to monitor diversity and promote inclusivity Not in priority order Approved by the Planning Committee on November 30, 2012 & the Board of Trustees on December 12, 2012 Page 1 of 2

5 Planning Priorities (cont d.) Goal Number Strategy Activities 5.5 Recruit and retain qualified employees Provide professional development activities for staff, faculty, and administrators 5.7 Use technology to enhance productivity and effectiveness Develop and implement a 3-year technology plan for NVC, including instructional technology Draft, revise, and enact policies and procedures related to optimal and effective use of institutional technologies Provide trainings to teach staff to utilize Datatel capacity effectively Explore new technologies that improve student services and instruction Expand use of existing technology to increase efficiency. 6.1 Secure additional funding from private sources through the Napa Valley College Foundation 7.1 Develop a comprehensive plan to create long-term fiscal viability, stability and vitality Implement the Napa Valley College Foundation Strategic Plan Annual reports by Foundation will measure success to goal completion including funding sources, funds raised and projects funded Reorganize and realign the institutional structure to increase efficiency, enhance revenue, reduce costs, and better manage resources Identify programs and services for discontinuance, suspension, or reduction to reduce costs Pursue enhanced ( braided ) revenue opportunities. (See also: Strategies 2.1, 2.3, 6.1, 6.2, 6.3) Consider personnel-related budget reduction actions. Not in priority order Approved by the Planning Committee on November 30, 2012 & the Board of Trustees on December 12, 2012 Page 2 of 2

6 Strategic Plan Goal* 1. Community Awareness of and Access to the College Napa Valley College will continue to provide for the needs of the communities in the region. In order to achieve this goal, the college will promote early awareness of college as a viable option, remove barriers to access and student success, provide innovative programs and outreach to growing populations, support diversity and inclusivity, and streamline the student-centered enrollment process. Number Strategy* Activities/Measures (To Report Progress) 1.1 Provide early awareness of Napa Valley Promote the college through activities College as an option and underscore the need including outreach, general branding, for K-12 students and parents to prepare for local media work, development of college success. collateral materials, general college awareness, and events and activities that promote specific programs Report on an annual basis on all K-12 outreach activities 1.2 Inform students of services that help them address potential financial, language, accessibility, transportation, and other barriers that would prevent them from attending Napa Valley College Sponsor Financial Aid Cash for College events Hold Tri-annual Transition Conference for students with disabilities Maintain up-to-date and accurate information on the college website Regularly attend local high school college fairs or events. 1.3 Monitor access among equity groups Report student equity ratios regarding access among four equity groups, defined by: gender, race/ethnicity, age, and disability status Responsible Community Relations Academic Divisions/Faculty Research, Planning and Development *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

7 1.4 Develop and implement activities that promote diversity, equity and inclusivity at Napa Valley College and within the community 1.5 Develop and implement a student-centered Strategic Enrollment Management (SEM) Plan and improve processes so that students can navigate them more easily Continue and promote new activities sponsored by the Associated Students and diverse student clubs Finalize revisions to diversity task force plan and transition to Inclusivity Committee Plan Prioritize activities in Inclusivity Committee Plan, implement the plan, and evaluate the outcomes Involve the campus community in implementation of Inclusivity Plan activities Provide professional development activities for faculty and staff Develop and implement plan for diversifying courses across the curriculum Continue the development of the SEM concept to identify disconnects and effective practices Launch task forces to examine the different segments of the student continuum Maintain a SharePoint SEM site Develop data book where all data collection, research, resources and summary will be compiled Incorporate SEM plan into college planning and budget process Human Resources Inclusivity Committee Academic Senate Strategic Enrollment Management Committee Planning and Budget Committees Academic Senate *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

8 Goal 2. Partnerships for Economic and Workforce Development Napa Valley College will collaborate with community partners to identify current and emerging labor market needs. In order to achieve this goal, the college will create innovative practices for workforce education, respond to local needs for economic development and workforce preparation, develop targeted workforce skills training; and, encourage industry specific professional development opportunities for workers. Number Strategy Activities/Measures (To Report Progress) 2.1 Strengthen and develop existing career and Coordinate with advisory committees to technical education partnerships with the identify needs community Report the number of internships and job placements 2.2 Provide programs that prepare students for careers in emerging industries and occupations including green technology applications. 2.3 Develop new fee-based training programs that support workforce development needs 2.4 Prepare students for licensure, certification, continuing education, and advanced education Coordinate and review California Employment Development Department reports and identify emerging industries in Napa County and the surrounding counties Utilize Career Technical Education grant funding to develop new degrees, certificates or areas of emphasis if needed Implement plan for Institute for Business Excellence Enhance partnerships with Workforce Investment Board, Adult School, business, industry, and others Evaluate the success of Institute for Business Excellence programs Develop fee-based classes and workshops as needed for training, community education, and to improve success on licensure exams Academic Senate Responsible *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

9 Goal 3. Teaching and Learning Effectiveness Napa Valley College will provide high quality instruction to meet the needs of a diverse population. In order to achieve this goal, the college will provide effective instruction methods and technologies, evaluate and assess program and service outcomes, employ a range of instructional methods, and cultivate an environment conducive to learning. Number Strategy Activities/Measures (To Report Progress) 3.1 Use effective educational practices and provide Provide more training opportunities in appropriate equipment and technology to educational practices, pedagogy, and support instruction use of technology Expand and sustain a range of instructional content delivery methods to enhance learning Record and report Teaching and Learning Center training data Develop and implement a three-year technology plan that supports the needs of 3.2 Conduct regular assessments of programs, services, and student learning outcomes to improve student learning 3.3 Promote high standards of academic rigor and excellence. 3.4 Provide a welcoming environment that is free from discrimination Continue to conduct Program Evaluation and Planning reviews & evaluations Assess Student Learning Outcomes (SLO), Outcomes (SSO), Administrative Unit Outcomes (AUO), and Institution Level SLOs Develop an annual report on program improvements Use assessment data to improve or enhance academic excellence Discuss development of prerequisites addressing new legislation and take action, as appropriate Promote and sponsor activities via the Inclusivity Committee, Office and Office of Student Life Review results of student and staff surveys and respond with initiatives as necessary and appropriate Responsible Academic Senate Institutional Technology Teaching and Learning Center President Academic Senate Assessment Coordinators Learning Outcomes Assessment Committee Research, Planning & Development Academic Senate Administrative Services Academic Senate Classified Senate Associated Students Napa Valley College *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

10 Goal 4. Student Success Napa Valley College will provide students with the opportunity to achieve their educational and career goals. In order to achieve this goal, the college will provide basic skills education, assess and place students into appropriate courses, and implement Strategic Enrollment Management. Number Strategy Activities/Measures (To Report Progress) 4.1 Define student success for NVC Identify and monitor measures of student success Identify benchmarks Implement strategies to increase student success 4.2 Improve success among basic skills students Explore new assessment and placement options Periodically review placement practices by conducting local validation studies and testing for disproportionate impact (per Chancellor s Office requirements) Report placement results to campus community Implement Basic Skills Plan Increase transition to college level courses 4.3 Educate students about career/transfer options Increase and/or clarify career and transfer pathways Promote AA/AS/Certificates/Transfers Increase number of completed Educational Plans among students with goals of degree/transfer Report transfer statistics & Transfer Agreement Guarantees Develop transfer degrees based on SB1440 legislation Responsible Academic Senate Research, Planning and Development Basic Skills Initiative Committee Academic Senate *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

11 4.4 Improve processes and services to support student success Complete the is and should maps from the Strategic Enrollment Management task force Develop and implement the Strategic Enrollment Plan Prepare annual report of Strategic Enrollment Management Plan Make data driven decisions to support student success Assess Strategic Enrollment Management process changes Strategic Enrollment Management Committee President s Cabinet Academic Senate *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

12 Goal 5. Organization Effectiveness Napa Valley College will strengthen organization effectiveness. In order to achieve this goal, the college will utilize evidence based and participatory decision making, support professional and leadership development, maintain high quality staff, promote health and safety, and align resources with the Strategic Plan. Number Strategy Activities/Measures (To Report Progress) 5.1 Enhance research and analysis capacity for Expand resources to support research data driven decision making, planning and Offer training to faculty and staff reporting Enhance student demographic data collection in order to monitor diversity and promote inclusivity 5.2 Strengthen the culture and practice of shared governance for administrators, classified staff, faculty and students 5.3 Provide opportunities for professional and leadership development Review campus committee structure and adjust to increase effectiveness as necessary Review all policies, including Shared Governance policies (D1140, D1150) and procedures, for adherence to current college needs and state standards. Recommend revisions as needed Monitor to assure that the Shared Governance policies are followed during decision making Create and offer professional development opportunities for all faculty and staff Report progress through Staff Development Committee and Teaching and Learning Center Design and implement leadership training opportunities Responsible President Research, Planning & Development President Council of Presidents Academic Senate Associated Students Napa Valley College Classified Senate Administrative Senate Human Resources Teaching and Learning Center Academic Senate Staff Development Committee *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

13 5.4 Provide all employees with training that addresses intercultural interaction and understanding to increase their abilities to interact effectively with all students and with one another Continue to offer hiring committee trainings that focus on the value of a diverse workforce, bias awareness, and the elements of cultural competence Develop and offer Phase II of the hiring committee training during Provide trainings related to bias awareness, diversity, inclusivity, and prevention of harassment, discrimination, and retaliation in the workplace 5.5 Recruit and retain qualified employees Implement new faculty hiring procedures once approved by the Academic Senate Continue to employ hiring practices that ensure competency of applicants, as well as Equal Employment Opportunity guidelines Provide professional development activities for staff, faculty, and administrators 5.6 Take a pro-active approach to workplace and campus safety and emergency preparedness 5.7 Use technology to enhance productivity and effectiveness Review and revise the Emergency Operations Plan as necessary Conduct and coordinate appropriate emergency training Provide training and support designed to maintain a socially and physically safe campus experience Support the activities of the Stop the Hate program, Inclusivity Committee, and others Develop and implement a 3-year technology plan for NVC, including instructional technology Draft, revise, and enact policies and procedures related to optimal and effective use of institutional technologies Provide trainings to teach staff to utilize Datatel capacity effectively Explore new technologies that improve student services and instruction Expand use of existing technology to increase efficiency Human Resources Teaching and Learning Center Inclusivity Committee Human Resources Administrative Services Academic Senate College Police Bias Incident Response Team Emergency Action Committee Inclusivity Committee Institutional Technology Administrative Services *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

14 Goal 6. Resource Development Napa Valley College will augment financial resources. In order to achieve this goal the college will increase philanthropy from the community, develop contract education, expand feebased education, and seek financial assistance from diverse sources. Number Strategy Activities/Measures (To Report Progress) 6.1 Secure additional funding from private sources Implement the Napa Valley College through the Napa Valley College Foundation Foundation Strategic Plan Annual reports by Foundation will measure success to goal completion including funding sources, funds raised and projects funded 6.2 Develop partnerships with business and industry that provide specialized, fee-based training for their employees 6.3 Sponsor fee-based courses to meet community needs 6.4 Seek federal, state, and foundation funding, including Hispanic Serving Institution grants Implement plan for Institute for Business Excellence Enhance partnerships (Workforce Investment Board, Adult School, businesses, industry, etc.) Evaluate the success of Institute for Business Excellence programs Promote personal development and community services classes as the Center for Life-Long Learning to improve marketing strategies Submit proposals to support college goals Provide grant writing workshops and activities for faculty and staff Report number of proposals submitted each year Report total grant funds secured each year including funding source, funds secured and projects funded President Foundation Office Responsible Research, Planning & Development Foundation Office *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

15 6.5 Generate revenue or reduce costs by more efficient use of physical resources. 6.6 Pursue activities on renewable energy and sustainable resource management that generate income or reduce costs Evaluate current fee structure for outside users and compare with other districts and facilities Evaluate and make recommendations for scheduling of in-house events to minimize overtime costs Maximize solar production by additional cleaning of panels Identify and implement options to reduce utility costs through energy management and digital control Support activities that encourage sustainability and ecologically sound practices Facilities Facilities Student Life *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

16 Goal 7. Fiscal Stability Napa Valley College will maintain fiscal stability and maintain a minimum 5% reserve. In order to achieve this goal the college will assess and evaluate programs, courses, services using staffing matrices, policies, procedures, best practices, legal and contractual guidelines to maintain expenditures within the approved budget and maintain a minimum of a 5% reserve. Number Strategy Activities/Measures (To Report Progress) 7.1 Develop a comprehensive plan to create longterm Reorganize and realign the institutional fiscal viability, stability and vitality. structure to increase efficiency, enhance revenue, reduce costs, and better manage resources Identify programs and services for discontinuance, suspension, or reduction to reduce costs Pursue enhanced ( braided ) revenue opportunities (See also: Strategies 2.1, 2.3, 6.1, 6.2,.3) Consider personnel-related budget reduction actions Responsible President s Cabinet In consultation with the following: Research, Planning & Institutional Effectiveness Institutional Advancement Planning Committee Academic Senate Classified Senate Administrative Senate *Goals and Strategies are not in priority order Goals 1 6 and associated strategies and activities approved by the Planning Committee May 20, 2011 and the Board of Trustees June 9, 2011 Goal 7 and associated strategies and activities approved by the Planning Committee November 30, 2012 and the Board of Trustees December 12, 2012

17 Planning & Budget Process Board Policy D1150 Adopted March 10, 1994 Amended December 1998 Amended October 20, 2009

18 Table of Contents Philosophy...3 Charge of the Committees...5 The Planning Committee The Budget Committee Functions of the Committees...6 The Planning Committee The Budget Committee Procedures of the Committees...7 Planning Committee Procedures Preliminary Plans Tentative Plans Final Plans Budget Committee Procedures Preliminary Budget Tentative Budget Final Budget Structure and Support of the Committees...12 Membership Operating practices--open practices and checks & balances District and Academic Senate support of the committees Changes to the Planning & Budget Process...15 Approval by the Board of Trustees and Academic Senate

19 NAPA VALLEY COLLEGE Planning & Budget Process Board Policy D1140 Philosophy The philosophy stated below shall drive the planning and budget process of Napa Valley College: 1. Napa Valley College is an institution which assures open access to students and which is given the following charge by the State of California in Section of the Education Code: A. The California Community Colleges shall, as a primary mission, offer academic and vocational instruction at the lower division level for both younger and older students, including those persons returning to school. Public community colleges shall offer instruction through but not beyond the second year of college. These institutions may grant the associate in arts and the associate in science degree. B. In addition to the primary mission of academic and vocational instruction, the community colleges shall offer instruction and courses to achieve all of the following: 1) The provision of remedial instruction for those in need of it and, in conjunction with the school districts, instruction in English as a second language, adult noncredit instruction, and support services which help students succeed at the postsecondary level are reaffirmed and supported as essential and important functions of the community colleges. 2) The provision of adult noncredit education curricula in areas defined as being in the state s interest is an essential and important function of the community colleges. 3) The provision of community services courses and programs is an authorized function of the community colleges so long as their provision is compatible with an institutions ability to meet its obligations in its primary missions. 3

20 C. A primary mission of the California Community Colleges is to advance California s economic growth and global competitiveness through education, training, and services that contribute to continuous work force improvement. D. The community colleges may conduct to the extent that state funding is provided, institutional research concerning student learning and retention as is needed to facilitate their education missions. 2. The college's planning and budget process shall support student success. 3. The college's mission statement, developed and revised by the Planning Committee and approved by the Board of Trustees, shall drive the planning and budget process. 4. The college's plans shall drive the budget process; funds shall be allocated to support the priorities stated in the plans. Financial planning takes into account long-range projections regarding programs, services, costs, and resources. 5. Through the planning and budget process, the college frames questions, seeks answers, analyzes itself, and revises its plans, goals, objectives, programs, and services. 6. The college shall develop and submit plans and budgets according to the requirements of state and other agencies (reflected in the planning and budget timelines, Appendix A). 7. The college's planning and budget process shall involve broad participation by all segments of the college community and the Board of Trustees. 8. The college's planning and budget process shall employ open procedures that affirm collegiality through a spirit of mutual respect and trust; all procedures shall be consistent with the Brown Act. 9. All planning and budget recommendations and decisions shall be consistent with Education Code Section , the mission and vision of Napa Valley College, accreditation standards, and strategic institutional planning and budget priorities. 10. All planning and budget recommendations and decisions shall be consistent with the principles of sound fiscal management defined in Section of Title 5 of the California Code of Regulations. 4

21 Charge of the Committees The Napa Valley College Board of Trustees establishes the Planning Committee and the Budget Committee and charges them with the following responsibilities: The Planning Committee shall: 1. Review, revise, and recommend to the Board of Trustees vision and mission statements for Napa Valley College. Final recommending authority to the Board of Trustees on the vision statement and mission statement rests with the president; final approval authority rests with the Board of Trustees. 2. Develop and recommend to the Board of Trustees strategic institutional plans and annual institutional goals and objectives for implementing the vision and the mission of the college. Final recommending authority to the Board of Trustees rests with the president; final approval authority rests with the Board of Trustees. 3. Review all college plans and the results of the institutional Program Evaluation and Planning Process. 4. Endorse all college plans for consistency with the Planning and Budget Philosophy. 5. Coordinate and integrate college plans designated by the Planning Committee and establish priorities consistent with the college's vision and mission statements. The Budget Committee shall: 1. Have recommending authority on budget matters to the president; final recommending authority to the Board of Trustees rests with the president; final approval authority rests with the Board of Trustees. 2. Focus on the institutional budget, not on specific unit budget line items. 3. Develop and recommend Preliminary, Tentative, and Final budgets consistent with annual institutional goals and objectives, strategic institutional plans, and the Planning and Budget Philosophy. 4. Recommend to the college president allocations of resources consistent with the, mission, and strategic institutional plans. 5. Review institutional and area budgets for consistency with the Planning and Budget Philosophy. 5

22 Functions of the Committees To fulfill their charge, the Planning Committee and the Budget Committee shall perform the functions stated below: The Planning Committee shall: 1. Develop Planning Committee operating practices; revise practices if necessary (BOAPC). 2. Meet annually with the Board of Trustees and president to establish planning priorities. 3. Develop, and revise on a regular basis the strategic institutional plan, which states long-term institutional goals and objectives for Napa Valley College. a. Consider internal and external sources of information. b. Identify annual institutional goals and objectives to guide the planning of areas/units. 4. Provide recommendations and guidance to groups responsible for other college plans, such as Matriculation, Facilities, and Perkins, Career Technical Education Act. 5. Establish planning guidelines consistent with the budget process. 6. Establish, with the Budget Committee, master and annual timelines to coordinate the efforts of the two committees to meet state mandates for budget adoption. 7. Conduct a regular planning process evaluation; if necessary, modify the process in a manner consistent with shared governance policy and law. The Budget Committee shall: 1. Develop Budget Committee operating practices; revise practices if necessary. 2. Meet annually with the Board of Trustees and president to establish budget priorities. 3. Advise the president on the development of the Napa Valley College budget. 4. Recommend Napa Valley College's Preliminary, Tentative, and Final budgets. 5. Participate in the gathering and dissemination of information on the college's financial resources and expenditures; all related documents shall be fully accessible and shared at the earliest possible time. 6. Meet regularly to review the financial resources available to Napa Valley College. 6

23 7. Consider updated budget information on a regular basis and make final budget recommendations to the college president. 8. Should revenues in the coming fiscal year exceed those projected, develop a prioritized list of recommended additional expenditures. 9. Establish budget development guidelines consistent with the planning process. 10. Establish, with the Planning Committee, master and annual timelines to coordinate the efforts of the two committees in order to meet state mandates for budget adoption. 11. Recommend budget formats that meet the diverse needs of the college community. 12. Conduct a regular budget process evaluation; if necessary, modify the process in a manner consistent with shared governance policy and law. Procedures of the Committees To fulfill their charge, the Planning Committee and the Budget Committee shall perform their functions consistent with the procedures stated below: Planning Committee Procedures Planning Committee procedures shall be consistent with the college's planning and budget master and annual timelines and process. The Planning Committee co-chairs shall facilitate procedures consistent with the Planning and Budget Policy. 1. Development Phase a. College planning areas shall identify planning priorities and send them to the Planning Committee, which shall consolidate internal priorities and priorities set by external bodies and forward them to the president and Board of Trustees for consideration. b. The Planning Committee shall meet with the Board of Trustees and president to establish strategic institutional planning priorities. The Board may appoint a group of Trustees to represent the Board at this meeting. c. The Planning Committee shall develop preliminary institutional strategic plans consistent with the planning priorities established at the meeting with Trustees and the president. 7

24 2. Discussion Phase First Reading--Preliminary Plans When the preliminary strategic institutional plan is developed, the Planning Committee shall: a. Distribute the Preliminary Strategic Institutional Plan to the following individuals, who shall be invited to forward their group's written recommendations to the Planning Committee: constituent group presidents (Academic Senate, Administrative Senate, Classified Senate, Associated Students of Napa Valley College), faculty & staff responsible for campus planning and budget units, committee chairs. b. Hold a public forum and invite recommendations. c. Following the public forum, consider recommendations received and develop the Tentative Strategic Institutional Plan which incorporates appropriate recommendations. Second Reading--Tentative Plans When plans are revised, the Planning Committee shall distribute the Tentative Strategic Institutional Plan, hold a second public forum, and develop the Final Strategic Institutional Plan, using the same procedures and standards employed for the first public forum. 3. Recommendation Phase Preliminary/Tentative/Final Plans a. When the Planning Committee has developed each version of the Strategic Institutional Plan, it shall submit, on the same date, the recommended Final Strategic Institutional Plan and supporting documents to the president and Board of Trustees. 1) If the Planning Committee is unable to reach consensus upon the Final Strategic Institutional Plan, a committee member(s) may submit a written dissenting statement to the president, sending a copy to the Planning Committee on the same date; it shall include the name(s) and signature(s) of those dissenting; the group(s) represented; specific recommended changes, justified by a statement demonstrating their consistency with the standards established in the Planning and Budget Policy. b. The president shall submit to the Board of Trustees a recommendation which either endorses adoption of the Final Strategic Institutional Plan or proposes modifications. 1) If the president endorses adoption, s/he shall submit a written endorsement to the Board of Trustees and send a copy to the Planning Committee on the same date. 8

25 2) If the president proposes modifications, s/he shall submit a written proposal to the Board of Trustees, noting all recommended changes and justifying their consistency with the standards established in the Planning and Budget Policy. 4. Decision Phase a) The president shall, on the same date, send a copy of his/her proposal to the Planning Committee and send copies of his/her proposal and the Final Strategic Institutional Plan to the Budget Committee; planning and budget areas/units affected; constituent group presidents (Academic Senate, Administrative Senate, Classified Senate, Associated Students of Napa Valley College), faculty and staff responsible for campus planning and budget units, committee chairs.. The Board of Trustees shall include decisions on the adoption of the Final Strategic Institutional Plan as agenda action items at Board meetings. 5. Implementation Phase After the Strategic Institutional Plan is adopted: 1) The Planning Committee shall regularly review the long-term institutional goals stated in the Strategic Institutional Plan and if necessary, submit modifications to the president and Board of Trustees consistent with procedures established in the Recommendation Phase above. 2) The Planning Committee shall develop annual institutional goals and submit them to the president and Board of Trustees consistent with procedures established in the Recommendation Phase above. 3) Each college unit shall develop annual unit activities consistent with the annual institutional goals and area objectives and submit them to their area supervisor. Budget Committee Procedures Budget Committee procedures shall be consistent with the college's planning and budget master and annual timelines and process. The Budget Committee co-chairs shall facilitate procedures consistent with the Planning and Budget Policy. 1. Development Phase a. The Budget Committee shall establish budget parameters, guidelines, and timelines for budget development. 9

26 b. College budget areas shall identify budget priorities and send them to the Budget Committee, which shall focus on the institutional budget, not on specific unit budget line items. The Budget Committee shall consolidate internal priorities and priorities set by external bodies and forward them to the president and Board of Trustees for consideration. c. The Budget Committee shall meet with the Board of Trustees and president to establish budget priorities consistent with the college strategic institutional plan. The Board may appoint a group of Trustees to represent the Board at this meeting. d. The Budget Committee shall develop proposed budgets consistent with the planning priorities and confirmed at the meeting with Trustees and the president. 2. Discussion Phase Preliminary/Tentative/Final Budgets When the Budget Committee has developed each version of the budget it shall: a. Distribute the proposed budget to the following individuals, who shall be invited to forward their group's written recommendations to the Budget Committee: constituent group presidents (Academic Senate, Administrative Senate, Classified Senate, Associated Students of Napa Valley College), faculty and staff responsible for campus planning and budget units, committee chairs. b. Hold a public forum and invite recommendations. c. Following the public forum, consider recommendations received and develop a budget which incorporates appropriate recommendations. 3. Recommendation Phase Preliminary/Tentative/Final Budgets a. When the Budget Committee has developed each version of the budget it shall submit, on the same date, the recommended budget and supporting documents to the president and Board of Trustees. 1) If the Budget Committee is unable to reach consensus upon the Final Budget, a committee member(s) may submit a written dissenting statement to the president, sending a copy to the Budget Committee on the same date; it shall include the name(s) and signature(s) of those dissenting; the group(s) represented; specific recommended changes, justified by a statement demonstrating their consistency with the standards established in the Planning and Budget Policy. 10

27 b. The president shall submit to the Board of Trustees a recommendation which either endorses adoption of the budget or proposes modifications. 1) If the president endorses adoption, s/he shall submit a written endorsement to the Board of Trustees and send a copy to the Budget Committee on the same date. 2) If the president proposes modifications, s/he shall submit a written proposal to the Board of Trustees, noting all recommended changes and justifying their consistency with the standards established in the Planning and Budget Policy. 4. Decision Phase a) The president shall, on the same date, send a copy of his/her proposal to the Budget Committee and send copies of his/her proposal and the budget to the Planning Committee; planning and budget areas/units affected; constituent group presidents (Academic Senate, Administrative Senate, Classified Senate, Associated Students of Napa Valley College), faculty and staff responsible for campus planning and budget units, committee chairs. The Board of Trustees shall include decisions on the adoption of Preliminary, Tentative, and Final Budgets as agenda action items at Board meetings. 5. Implementation Phase a. After the adoption of the Final Budget, the Budget Committee shall meet with and make recommendations to the vice president of business and finance and the president under the following conditions: 1) When the college incurs an unanticipated cost or shortfall which totals $50,000 or more. 2) When the college receives unanticipated savings or revenue which totals $50,000 or more. b. Should revenues during the fiscal year exceed those projected, the Budget Committee shall present to the president a prioritized list of recommended additional expenditures. c. The president shall provide a written report to the Budget Committee of his/her decisions regarding any unanticipated costs, savings, shortfalls, or revenues consistent with the Planning and Budget Philosophy. 11

28 Structure and Support of the Committees 1. Membership Planning Committee a. There shall be twelve (12) voting members: 1 - Vice President of 1 - Vice President of 1 - Director of Facilities Services 1 - Administrative Senate representative appointed by the Administrative Senate 1 - Classified representative appointed by the Classified Senate 1 - Student representative appointed by the Associated Students of Napa Valley College 6 - Academic Senate representatives appointed by the Academic Senate b. There shall be two non-voting members: 1 Director of Institutional Research 1 SLO & Assessment Coordinator c. There shall be two co-chairs: 1 - Academic Senate Co-Chair, appointed by the Academic Senate, who shall have a vote additional to those of the Academic Senate representatives and who shall vote only to break a tie 1 - District Co-Chair, the Dean of Research, Planning, and Development, who shall not have a vote d. Alternate committee members and chairs may be appointed by the appropriate body; alternates shall have the voting rights of the members or chairs for whom they substitute. e. Planning Committee members, co-chairs, and support staff are listed on the Research, Planning and Development website. Budget Committee a. There shall be twelve (12) voting members: 1 - Vice President of 1 - Vice President of 1 - Director of Facilities Services 1 - Administrative Senate representative appointed by the Administrative Senate 12

29 1 - Classified representative appointed by the Classified Senate 1 - Student representative appointed by the Associated Students of Napa Valley College 6 - Academic Senate representatives appointed by the Academic Senate b. There shall be two co-chairs: 1 - Academic Senate Co-Chair, appointed by the Academic Senate, who shall have a vote additional to those of the Academic Senate representatives and who shall vote only to break a tie 1 - District Co-Chair, the Vice President of Business and Finance, who shall not have a vote c. Alternate committee members and chairs may be appointed by the appropriate body; alternates shall have the voting rights of the members or chairs for whom they substitute. d. Budget Committee members, co-chairs, and support staff are listed on the Business Office website. 2. The operating practices employed by the Planning and Budget committees shall be open and shall incorporate the following checks and balances: a. Meetings shall be open; all members of the college community and community-at-large shall be invited to attend. b. To promote integration of planning and budget processes, co-chairs and members of the Planning Committee shall be encouraged to attend Budget Committee meetings; cochairs and members of the Budget Committee shall be encouraged to attend Planning Committee meetings. c. Announcement of meetings and distribution of agendas and supporting documents shall be consistent with the Brown Act. d. Using the public comment process employed by the Board of Trustees, each committee shall invite views and recommendations. e. Each committee shall inform in writing those visitors in attendance that views and recommendations submitted shall be considered according to their consistency with Education Code Section , the mission and vision of Napa Valley College, accreditation standards, and strategic institutional planning and budget priorities, and the priorities established by the Board of Trustees. f. Each committee shall make every reasonable effort to achieve consensus. g. If the co-chairs agree that consensus is not possible and that further discussion would jeopardize committee timelines, they shall call for a committee vote on the matter at hand. h. A simple majority is required to pass a committee vote. The Academic Senate committee co-chair shall vote only to break a tie; the District co-chair shall not have a vote. i. If the committee is unable to reach consensus upon the Final Strategic Institutional Plan or budget recommendations, a committee member(s) may submit a written dissenting 13