Minutes of the First Meeting of the Uh Hilo Strategic Plan Progress Review Team

PRT 06/12

MINUTES OF THE FIRST MEETING OF THE UH HILO STRATEGIC PLAN PROGRESS REVIEW TEAM

Date: January 23rd, 2012 Time: 2pm-4pm Location: Campus Center Room 306, UH Hilo

Attendees: Kelly Burke (Convener/Interim Chair) Lo-Li Chih Barry Mark Fiona McCormack Siân Millard (Notes) Alohalani Housman Tammy Tanaka Maka Valdez

Apologies: Gail Makuakane-Lundin

Item Item no. 1 Welcome and Introductions Kelly Burke, as nominated convener, welcomed members to the first meeting of the UH Hilo Strategic Plan Progress Review Team (PRT). Each member introduced themselves. The team noted that they are comprised of representatives from the following areas:  Strategic Planning Committee (for continuation of process/institutional knowledge)  Faculty Congress  Hanakahi Council  UH Hilo Student Association  Civil Service/Clerical staff  Administrative, Professional and Technical staff  Community They also noted that two ex-officio’s will support the work of the committee:  Chancellor’s Executive Assistant (as liaison to the Chancellor and broader PRT 06/12

Item Item no. administration)  Strategic Planning Coordinator (to assist with team briefing and initial work plan set-up) The team also noted that the student representative hopes to remain involved with the process after he graduates in May 2012. 2 Charge of the Strategic Plan Progress Review Team (PRT 01/12) The team reviewed their charge as set out by the Chancellor to ensure common understanding of key tasks. They noted that their job is primarily one of ‘watch-dog’ to ensure the implementation process progresses effectively, and also one of communication, to ensure that the broader UH Hilo campus and community are aware of what progress is being made. 3 Overview of the Strategic Planning Process (PRT 02/12) Siân Millard provided a brief overview of the process undertaken to develop the strategic plan to ensure that team members where fully aware and briefed on the process that was undertaken. 4 The 2011-2015 Strategic Plan (PRT 03/12) Members reviewed the content of UH Hilo’s 2011-2015 Strategic Plan. Siân Millard reported that the Board of Regents at their January 19th 2012 meeting approved the strategic plan and that a press release with a link to the plan would be issued later that day. Members confirmed that they understood the content of the plan. 5 Strategic Planning Committee’s Implementation Recommendations (PRT 04/12) Members were briefed on the original recommendations that the SPC made to the Chancellor on implementation and noted that these recommendations were made in confidence to the Chancellor and are therefore not publically available. Members further noted that the recommendations are as the SPC made them, before the implementation process was agreed by the Chancellor, so not all recommendations are now valid. 6 Implementation progress so far (PRT 05/12) Members noted the progress with implementation so far and that they should expect to receive progress reports from the unit leaders at the end of January. In this context, the units are defined at the macro-level as:  Division of Academic Affairs  Division of Administrative Affairs  Division of Research  Division of Student Affairs PRT 06/12

Item Item no.  Office of the Chancellor The team noted that unit leaders may be presenting on their progress reports at the Chancellor’s Executive Council (CEC) meeting on February 3rd. Siân suggested that some members attend that meeting as observers to listen to the briefings and any questions that CEC members may raise. Siân agreed to confirm with Team members if the briefings were going to take place. Action: SM to confirm with Team members if the unit leaders will be delivering briefings on their progress reports at the Feb 3rd CEC meeting. 7 Next steps The team discussed the following issues under this item: Election of the Chair Members of the team were asked if anyone ‘could not be chair’. All members raised their hand apart from Barry Mark, the community member as he assumed he would not qualify for the Chair position. The Team then though debated the point on whether it would be appropriate/possible to appoint someone from outside of the university as the Chair or whether such an appointment would potentially harm the credibility of the Team. However, members also noted the benefits of having a more independent, outside person as the Chair. They noted that when the Chair communicated with the campus it would be on behalf of the Team, not as an individual. With that said, the Team agreed to seek the Chancellor’s advice on how to proceed. Action: SM to discuss with Chancellor the potential for an outside person to chair the Team Meeting logistics The Team agreed that responsibility for logistics of the meetings would be shared among members. Note taking It was agreed that the responsibility for taking meeting notes would rotate, with each member taking their turn to minute the meetings (excluding the Chair). Siân Millard confirmed that she would take the notes for the Team’s meetings in January and February and that the responsibility would then pass to other Team members. Meeting scheduling The Team noted that they have meetings set-up until the end of February and that after that point further scheduling will need to take place. Siân Millard will schedule those meetings on approval of the work-plan (see below) by the Team, and Tammy Tanaka volunteered to assist if necessary. Communication Siân advised members that as one of their major responsibilities is to communicate with PRT 06/12

Item Item no. the campus and broader community that responsibility for the strategic planning website (http://hilo.hawaii.edu/strategicplan) now passes to them for updating. Maka Valdez volunteered to take charge of updating the website from March 2012. It was agreed that meeting agendas and minutes would be made publically available to support transparency of process. Action: SM to update strategic planning website with a new page for the Progress Review Team and its meetings. The website is just one communication tool and members were advised that they will need to consider other forms of more active communication (e.g. Announce emails, town-hall sessions, articles in the faculty/staff/student newspapers, articles in the community newspapers, social media etc). Responsibilities for drafting communications and sorting out logistics will need to be decided. Over time, each member should contribute their fair share to such efforts. Next two meetings The Team briefly discussed the plan for the two forthcoming meetings in February.  Feb 8th – the Team will review the Progress Reports from the unit leaders and submit comments and/or questions to the Chancellor for review  Feb 24th – the team will consider any responses from unit leaders to their progress report feedback, and will also develop a broad work plan to cover the next 12-18months.