Building the Institutional Planning Team

Please sit with your campus team for this session.

Task: How NOT to do this!

• Create the most dysfunctional process for a building project.

• 5 min in your team and then share with the large group.

Who Needs t

o be at the

Table?

Team Members

• Who are the stakeholders?• Who are the decision makers?• What roles are needed?

Team Members

• Who are the stakeholders?• Faculty: present, new, future• Students: present, future• Administrators: academic, IT, facilities,

maintenance, fundraising, student services• Who are the decision makers?

• Who will speak for faculty?• What roles are needed?

• Diplomat• Listener• Authority

PLANNING COMMITTEES

Two

Task Forces & Focus Groups

The Executive Committee

The Planning Committee

Types of Task Forces

• Finance• Fundraising• Daily construction• FFE• Moving Details• Celebration

Charter

Why a charter?

Sections:• Committee Charge• Membership• Roles and responsibilities• Meeting Guidelines• Decision Making Process• Evidence of Success• Decision Making Authority

Sample of a Charter

Committee ChargeThe Science & Library Project Team is a cross functional group responsible for providing direction

and oversight to budget development, monitoring and revision. Specifically, the team is charged with:

• Establishing project expectations• Reviewing and monitoring the project budget• Reviewing and monitoring all change orders• Tracking project dependencies and working to resolve issues that arise as a result of those dependencies• Review and recommend technology and furniture/fixtures/equipment selections with input from

appropriate personnel and committees on campus• Review and recommend art work allowance with input from appropriate personnel and committees on

campus• Ensuring minimal disruption to the normal operations of the college• Ensuring appropriate involvement and collaboration across all impacted areas of the College• Ensuring two-way communication among stakeholders• Ensuring that student needs are clearly represented• Representing stakeholder interests• Setting timelines and ensuring that timelines are met• Making recommendations to Executive Cabinet as needed

Communication

• Messages to be communicated• Methods of communication

Agenda Topic Resulting Action Items

Notes

Moving Timeline: Mark Hovelson should prepare RFP to ensure moves takes place on time.Ron will bring timeline for move to April 9 meeting.

It has been decided that the Science Dept will move after Summer Session I. The combined library move is still on schedule and will take place right after graduation, with some west library stuff moving a little later in the summer. The bulk of people issues and when they move will depend on IT and how soon they can get the computer equipment installed, which hinges on an absolutely dust-free environment. Mark Hovelson will be asked to prepare the RFP so that the move can begin on time. One RFP should be issued for books, one for science equipment and one for chemicals. Ron Fields will prepare a timeline for the move that will include all affected parties.

Open House: Ron Fields volunteered to be on the Open House Committee

Brenda feels the Science & Library Project Team should be involved with the Open House, and Project Team members should be on the Open House Committee. Nancy Livingston and Sue Klecker will be directing tours and there will be a large 3-screen presentation. The date for the Open House is set for September 18. It was noted that it is important to remember to be “green” at this event.

Science & Library Project TeamMeeting DetailsMarch 31, 2008,3:00, East 2521Chair(s): Mike Bruner & Brenda LysengAttendees: Brenda Lyseng, Kathleen Landucci,, Cheryl Langevin, Pamela Thinesen, Ron Fields, Mark Hovelson, John Rohleder, Jim Tjossem

Minutes

Fundraising

• Should not be an after thought• Needs to be responsive to context• Needs to represent the core ideas behind the

project

Decision-making Process

• Needs to be sensitive to institutional culture and context

• Needs to be responsive to schedule