Meeting Minutes
Date: September 9, 2016
Opening
The regular meeting of the SET
was held in RH 245 on Friday, Sept. 9, 2016. The meeting was called to order by
Cara Hamilton at 10:00 a.m.
Present
Cara Hamilton, Scott Jaeschke,
Aida Laham, Kathy Brand, Richard Parker, Lynn Lewis, Sharetta Bufford,
Absent: Lisa Anderson
Celebrations:
·
Cara commented on the smooth beginning to the
Fall semester, noting the great back-to-school and welcome back activities were
well received.
·
Richard shared a story of how Stan Compton had
influenced the life of a student by investing time to ensure she got assistance
to start at TCTC.
·
Cara shared 1) the College is investing in a
Learning Management system for employees, 2) the College has engaged Hanover
Research Company to complete a compensation study within our service area to
gather data on who we are competing with from a salary standpoint 3) Hanover will
also be engaged to interview people in our area to see what type of things we
need to do to be the employer of choice. Data on what we need to do to create
an environment to attract employees will be gathered and hopefully we will
learn what our reputational value is in the market place.
·
Cara reported LC101 second cohort is being
modified and Jeff Laws will be leading the Smart Leadership 6-week course.
·
Lynn reported how competitive the nursing
programs at TCTC have become, stating there were twice as many applicants as
there were seats available in the LPN and Transition nursing programs and three
times as many applicants as slots for the associate degree nursing program. She
was proud to see the valued programs being competitive.
Action items
were reviewed and updated from the last meeting (see tracking chart below).
Update for Sub teams:Communication- Aida reported on the Communication Plan for Tri-Day. She reviewed the plan’s timeline and is prepared to move forward. Aida shared the on-line process to order Tri-Day shirts. She stated she had a budget and a vendor has been secured for the first order. She will present the plan to Executive Staff next week. Kathy will add her to the agenda.
Talent Management: Lisa will give an update on the Adjunct Expo at another time, but Cara stated she thought the Expo was overall a success.
Recognition: Sharetta asked Scott to give an update on the tokens. Scott explained the tokens are another avenue for employee recognition. The tokens will be available through the IT portal and they hope to have a pilot ready in October. The outcome is for employee satisfaction to increase due to multiple pathways for recognition by supervisors and colleagues. A communication plan will be completed once the IT portal is live. The pilot departments will be selected and if successful, roll out campus wide will take place next year.
Sharetta reported Ross is working with Lou Moritz to bring food trucks on campus. The location site and vendors will be finalized and announced hopefully during the fall semester. It was stated that having these options will be exciting for employees and students.
Sharetta reported the Rak-Shack has been branded as SweeTCart. The goal is for employee recognition and appreciation. The SweeTCart crew is researching the budget with the café and final details will be confirmed and the schedule, volunteers, and locations will be communicated. The cart will be communicated to F/S but students will be able to enjoy treats as well.
Measurement: Scott shared that the Service Level Agreement was taken before Executive staff. Margaret Burdett will partnered with Scott when facilitating sessions to ensure all SACS required operational outcomes are included in the measured benchmarks specific for each area/department. It will be used in all areas/units that report to a VP. The Library will pilot the SLA beginning the end of September. Other areas are being targeted for April 2017. Lynn suggested that the Academic Advisory Boards receive the data gathered and have future input. Scott stated the data will be in a permanent data-base to be used for tracking, future analysis and longitudinal review.
Service Obstacle System- Richard reported the progress of LEAN to Executive Staff last week. He shared the process of small and big projects. He stated that Cathy Strasser will keep the data base of LEAN processes and Coaches. To date, two processes have been implemented, four processes are in progress, four were derailed and a few that have not been reported to date. Richard stated he will be presenting on the next PD day to those interested in the process of beginning projects. He will have a complete flowchart on the process completed at that time. A steering committee will review only big projects prior to them going before Executive Staff (if needed) He also stated he can possibly conduct another coach training so the coach pool will increase. Creating a culture of risk takers and empowering employees is moving the College forward.
Management Accountability: Cara asked if anyone had suggestions of what she could report to the Commissioners at their Retreat regarding the SET. Everyone agreed that they see action and commitment to service excellence taking place and making a difference. The College is moving in the right direction and all agree the importance of student service is paying off. It was suggested that the Commissioners and the Foundation share their focus/stories in a campus publication like Connection, so employees can become familiar with them and have a better understanding of their passion for TCTC. Cara will contact Lisa Garrett regarding featuring the Commissioners in the spotlight section.
Academic – Member At Large: Lynn Lewis shared noticing in leadership meetings more of a connection regarding student service. Cara stated senior leadership has become more visible but needs to continue to be visible over campus.
Wrap Up:
Scott has
been charged to look at the Staff Advisory Board charter and insure the next
set of members can fulfill the full scope of the charter. Lynn suggested Katie
Walsh would be a good person to assist.
Cara stated the SAB needs to be comfortable meeting and discussing items
with Dr. Booth.
Sharetta
announced she wanted to be more active on the Recognition sub-committee and
therefore requested her replacement on the SET.
She listed 3 options as her replacement and after discussion will
contact Laura McClain to see if she will accept the position. If Laura accepts, Cara will take the
recommendation before Executive Staff.
Review Next Steps for each SET:
Confirm Next meeting – Friday, October 14, 2016 at
10:00am in RH 245 