Mt. San Jacinto College s1

MT. SAN JACINTO COLLEGE Office of Student Services

Convocations/Graduation Committee

Minutes

March 23, 2006 – 3:00 p.m. President’s Conference Room #200 – San Jacinto Campus Linked to Student Services Conference Room #130 – Menifee Valley Campus

Members Present: Roger Schultz, Dennis Hogan, JoAnna Quejada, Kristi DiMemmo, Kathy Donnell, Charlie Bermudez, Susan Gettman, Brian Twitty, Stephen Torok, Sherrell Masonis, Eric Borin, Carlo Hinchliff, and Helene Astorga

Recorder: Becky Mitchell

1.0 Approval of the Minutes

The minutes of the February 13, 2006, meeting were approved as read.

2.0 Honors Convocation Update

A. JoAnna Quejada, Charlie Bermudez, Helene Astorga, Lesia Navarro, and Ron Gugliemana toured the 2nd Floor of the Hemet Public Library. It was reported that this is a beautiful venue with a large kitchen area.

B. The event is scheduled for Tuesday, May 9, 2006, at 7:00 p.m. Desserts and beverages will be served. The facility has been reserved from 4:00 – 10:00 p.m. for decorating, clean-up, and decorating (for the breakfast) purposes.

C. Becky Mitchell has initiated the Request for Contract and requested the $300 deposit required by the Simpson Center to secure the facility for the Honors Convocation and the Foundation Scholarship Breakfast.

3.0 Scholarship Breakfast

The Foundation Scholarship Breakfast is scheduled for the following morning, May 10, 2006, at 8:00 a.m. A major part of the set-up for the breakfast will take place immediately following the Honors Convocation on Tuesday evening. The site has been reserved for 6:30 a.m. to 12:00 p.m. for the breakfast event.

Convocations/Graduation Committee Minutes – Page #1 4.0 Graduation/Commencement Update

A. Date – May 31, 2006

B. Time – 6.30 p.m.

C. Location

i. We have secured the Ramona Bowl in Hemet for Commencement 2006; however, issues regarding accessibility have been raised on several occasions.

ii. Roger and Kristi visited the West Valley High School Stadium and met with Vice Principal Joe Carlson. They reported that it is a beautiful location and would easily accommodate the Mt. San Jacinto College Commencement. The West Valley High School stadium seats 3,900 on one side and 1,000 on the other side. The facility is flat, accessible, and has artificial turf. As with the Ramona Bowl, we would have to provide a stage with ramps. However, set- up would be much easier than at the Ramona Bowl. There are separate parking areas that could be designated for college staff, the graduates, and guests. The guest parking lot is adjacent to the stadium.

iii. We are to get in touch with the event planner at West Valley High School with additional questions. Mr. Carlson advised that security should be present at all times, including the night prior to graduation due to theft, vandalism, etc.

iv. Smoking is not permitted at West Valley High School. If you are found smoking, you will be removed from the campus. Also, alcohol is not permitted.

v. Roger moved to hold the event at the West Valley High School Stadium. Dennis Hogan seconded the motion. The committee approved the motion unanimously.

D. Commencement Speaker

Dr. Giese has accepted our request to be the commencement speaker at Commencement 2006. He indicted that he is honored to do so.

Convocations/Graduation Committee Minutes – Page #2 E. Music

i. The MSJC Menifee Jazz Ensemble will perform at commencement again this year. A full public address system is needed as West Valley High School does not have an adequate system. Stephen Torok will provide Roger with a list of the ensemble’s needs by e-mail.

ii. Stephen will be composing an arrangement of “The Best is Yet to Come” by Cole Porter to play at commencement.

F. New Theme

Since “The Best is Yet to Come” will be the musical selection, it was the unanimous decision of the committee that this will also be the new theme.

G. Student Speakers

Roger has spoken with Suzanne Uhl but not Rich Rowley. They will once again be asked to coordinate the screening and selection of student speakers through the Communications Department.

H. Logistics

Logistics will be discussed with Dennis Hogan, Brian Twitty, Roger Schultz, Kathy Donnell, and Becky Mitchell and reported at a later committee meeting.

I. Photographers

i. House of Portraits will be available to take photos of the graduates on the day of commencement. The intent is to keep the Mt. San Jacinto College graduates and their families off campus until 3:00 p.m.; therefore, portraits will be scheduled from 3:00 – 6:00 p.m.

ii. Chappell Graduation Images will also be present during commencement to take candid shots of the graduates and certificate recipients as they receive their diplomas and/or certificates.

Convocations/Graduation Committee Minutes – Page #3 J. Graduation Fairs

Graduation Fairs will most likely be scheduled the week of April 24. Information pertaining to graduation will be available on the One Stop Eagle Shop website in approximately one week.

K. Graduation Newsletter

Marsha Garber is currently working on the graduation newsletter. Once all significant information is clarified, the newsletter will be mailed to all graduates and certificate recipients.

L. Rehearsal Dinner

i. The rehearsal dinner is scheduled for Tuesday, May 30, 2006. It was the consensus of the committee to move the time to 5:30 p.m.

ii. Jennie Ragsdale researched and provided catering information from three vendors. (The information was attached to the agenda since she was unable to attend the meeting due to a conference.)

iii. The committee reviewed the three proposals. It was the consensus of the committee to go with the MSJC cafeteria quote of $6.00 for hamburger/hotdog, salad, chips, and drink. Roger asked if a cookie could be included for a total of $6.50 per person. Dennis Hogan approved his request.

M. Sherrill Masonis reported that letters to those who have submitted an Application for Graduation and/or Application of Achievement will be mailed by the evaluators commencing March 27, 2006. Susan Gettman requested the names and addresses of those who qualify be provided in label format for mailing of the Graduation Fair postcard.

5.0 Next meeting

An onsite visit to West Valley High School cannot be scheduled until 3:30 p.m. We will attempt to schedule the tour the week of April 10 (10-12) or 17 – preferably the 10th.

6.0Adjournment

The meeting adjourned at 3:50 p.m.

Convocations/Graduation Committee Minutes – Page #4