Administrative Services Staff Meeting
August 5, 2008
PRESENT:
_x_ Myeshia Armstrong
_x_ Babs Atane
_x_ Rocky Bonura
_x_ Julie Bourlier
___ Tom Brown
_x_ Tom Connolly
_x_ Janice Ely
_x_ Bob Gann
___ Bruce Hoerning
_x_ Mark Hovatter
_x_ Reuben James
_x_ Donna Manno
___ Andy Nasatir
_x_ Barbara Perez
_x_ Allene Quarles
_x_ Reagan Romali
___ Rachelle Sasser
_x_ Michael Trevis
_x_ Fred Sturner
_x_ John Wagstaff
_x_ Satish Warrier
Minutes: The minutes of June 24, 2008, were approved with the following changes.
 Page 3 – “Committee Reports – under Mark, last sentence.” Delete last sentence.
 Page 1 – “John Wagstaff-first sentence.” Stated they were not running projects in a budgetary red;
what they have is a graph that shows77 percent of programmers time is spent working on projects.
Planning/Program Review
Barbara stated most of the people never did anything with their plan builders. They just established a plan
and program, but did not fill in the blanks. She stated that the President is committed to requiring
justification of a need. If must be documented and looked at in the context of the broader scheme of
things. Barbara stated that the people who did 2007-08 plans will be able to roll them over and have them
established to start in 2008-09; to serve as a benchmark for 2009-10. The Plan Builder is to help drive the
budget for 2009-10; so come January when they pull them together, they will have the basis for
developing the 2009-10 document.
The Planning and Budget committee will spend the fall semester planning the spring semester budget
development. Barbara stated they need to start putting in some basic information by looking at the
strategic initiatives.
Barbara stated the next issue dealt with program review. She referenced the Program Review process that
the Student Services people are using and the two page document from Academic Affairs. She asked the
group to look at the two page document. The document has the overview, the analysis of institutional
research data, student learning outcomes, facilities, equipment, staffing, planning and conclusion. If we
look at the accreditation standards, even for facilities and technology, they have verbiage about the
relationship with achieving Student Learning outcomes. She asked the group what areas they would like
to see in an administrative services program review.
Donna stated that Plan Builder has a program review. It is not stated in the same words, but all the
information is there. She referred to the guide to Plan Builder that she distributed with all the training.
Donna stated there was a page and a half on Support Service Outcome (SSOs), which is designed for our
area and it gives examples.
Barbara stated that as a unit, this group tends to stay away from putting anything out in the planning and
program review and it will affect us. It is a matter of biting the bullet and doing it. She cannot guarantee,
but once JoAnn start,s program review will be pushed forward. She told the group to concentrate on
developing their Plan Builders for 2009-10.
Accreditation Planning Agenda
Barbara stated that the Planning Agenda Summary, is under Standard IIIA of the Self-Study. She stated
that all of the proposed planning agendas which are within the accreditation report are the things the
college will be working on as we work towards the next accreditation. Barbara stated that in the past the
Standards were placed in a book for the mid-term report. She wanted everyone to review Standard III to
examine the planning agendas and to reference them as you work on your plan and decide how we will
address the proposal.
Flex Day
Donna stated that she wanted to thank everyone she has asked to do presentations. She stated they have
done a good job of integrating the Compton information in so that we have enough sessions. She stated
that she sent out confirmations to the presenters. Donna stated that there were also some good sessions
for the classified staff to attend.
Donna stated that the pancake breakfast is from 7:30 am to 8:30 am. She stated that the barbecue will be
different due to the new food service vendor. There will be three different stations, for individuals to
choose what they like to eat.
Facilities Master Plan Report
Bob stated that the Facilities Master Plan is divided into four sections: Projects that are in design, projects
that are being reviewed at the Division of the State Architect (DSA), projects that are in construction and
projects that are waiting for close out documentation with the Division of the State Architect. He stated
that projects that are in design are the Math/ Business Building, which was originally intended to be
80,000 square feet and three floors. Bob stated that it was decided at the Cabinet meeting that the size of
the building should be increased to 100,000 square feet and four stories. The Health Occupations will
occupy the fourth floor. He stated that with the increase in size comes an increase in the cost. He stated
that the schedule has also been extended. Bob stated that the bidding process will probably start in July
2009 and construction in September 2009, running through March 2011.
Bob stated that the long-term use of the Communications Building is up in the air and has not been
decided; Social Science is in the preliminary design phase and the institution islooking to have the plans
submitted to the DSA by the end of the calendar year. The Infrastructure Phase 3 is a continuation of the
trenching project. He stated that the biggest component of the project will be running down the main walk
way between Student Activities and the Library, extending north to the Music/Campus Theater, then on
the left of the Student Service Center ,between Student Services and the north gym. They will be
trenching down to the Marsee Auditorium. He stated that another project in the bidding stage is the Math
Computer Science cooling room and bids will close this week. Bob stated that an award will be placed on
the September Board agenda and construction will start the following month.
Bob stated that there were a few projects at DSA undergoing review; the restroom accessibility
renovations designed to ensure ADA compliance; The contract for a food service will be awarded at the
October Board meeting, with construction beginning in November 2008. Bob stated that the project that
will affect many in our group is the cafeteria conversion to administrative offices and the District is
looking to award a construction contract an the October 2008 Board meeting.
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Bob stated that the projects in construction are the Learning Resource Center and the temporary food
module. The equipment, refrigerator and steam table are being installed and completed today, the
womens’ showers-locker room and brick replacement have been completed and are in the punch list stage.
The building has been renamed “Physical Education South.” Other projects in the punch list stage are
Structure Phase 1 and 2, lot H parking structure; Athletics; and Facilities. Bob stated they are still
working on parking for the fall semester, on the north athletic field, to convert it to a parking area.
However, it will not be paved at this point. Another component of the parking plan was to gain some offsite parking area. He stated that last spring we used the Alondra Golf Course. However, they are doing
some construction themselves and taking up the excess parking. He stated they are looking at additional
sites including the Galleria.
Bob stated that an intersection is being installed on Redondo Beach Boulevard and Stadium Way, at the
southwest corner of the campus, which will cause closure to some of the premier road around the campus.
The tentative date is October 1, 2008, and will last approximately 60 days.
Donna wanted to know about the cafeteria meeting area and if there were plans to have another space
through the spring. Barbara stated that the Learning Resource Center will have one small room. Bob
stated that Communications, Room 204, will be available until the Business division is relocated in June
2009. The equipment from the cafeteria will be moved there.
Bob stated that the last item in construction is the Central Plant and they are clearing a lot of the punch
items. He stated that the upcoming project is track and field house modernization/replacement. They
have attempted to form a panel to select an architect. He is hopeful the group will be formed by the end of
the month.
Fred gave an update on the Compton facilities and stated that they have broken ground and started the
installation of the Emergency Generators and HVAC as of yesterday and the project is scheduled to be
completed by September 10, 2008. They have started the programming of the LRC and will be meeting
with the contractors this afternoon. Fred stated they are going forward with the repair portion and will be
reprogramming the interior and turning it into usable space.
Project Status Updates:
1. Fixed Assets Inventory: Barbara wanted to know how the exception list for Compton was moving
along. Mark stated that he has a person whose primary duty is to check each of the items in the
yard for items on the assets list. He stated that approximately 100 items located on the list we did
not own (e.g. rental equipment and golf carts that were on loan to the District to use as a
promotional demonstration). Barbara wanted to know if the information was forwarded to
Maximus for removal or placed on the Board agenda. Mark stated “no” as they are compiling a
list to do a comparison.
2. FCMAT: Barbara stated that the FCMAT report was released last week on Thursday. She stated
that there were some improvements, however, they were not widespread. She stated that in some
areas we were marked back down. We should be discussing it in September as they are coming
back in November. The report is posted on the FCMAT website.
3. Phones:
 Satish stated there were issues regarding the phones. One was the credit card reader in the
Cashier’s Office, which keeps going in and out and the other is the Bookstore.
 The phone system has voice and web conferencing features, which is called “Web & R” for up
to 60 people. If you would like to try utilizing this function, let him know.
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 Satish stated that he will be sending an email out, because people are unplugging the phones
and plugging in their laptops. There is an extra plug that was left hanging for the laptop.
4. Security: John stated that a committee meeting was held yesterday and the committee is looking at
a proposal for the remaining equipment that is going to make the video surveillance cameras smart
and recordable. They should have it in within two or three weeks. He is working with Stephen
Port and with the Technology Committee.
Barbara stated that the President would like additional cameras installed immediately. John stated
they were going to bring people in to assist where the cameras should be placed. Rocky stated that
the areas of concern should be forwarded, so they can make sure they are covered.
5. Policies and Procedures: Barbara stated that a meeting was held and they are moving forward and
people need to start working on these. Reagan stated that she has been working with Babs and
they have three Policies and Procedures in final draft form: Revolving Cash, Revolving Cash
Payroll, and Credit Card Usage. They will be Board Policy and company procedures.
Committee Reports/Division Issues:
 John Wagstaff: The Technology Committee meets tomorrow. The meetings are held on the first and
third Wednesdays of the month. The Security and Planning effort will be discussed in the group.
 Allene Quarles: She will email a list of the LCW workshops for the year. Barbara stated the
workshops are free for both the El Camino and Compton Districts, as they have been paid for in
advance.
 Donna Manno: No report.
 Myeshia Armstrong: The year end close is going well for Compton staff. They are looking to
complete the close next week. This is the deadline, by the County, for both restricted and unrestricted
funds.
 Julie Bourlier: The website for purchasing fall books went up yesterday and students are already
ordering. They are working to get Compton access to look up their book list and order on-line. She
stated that the Manhattan site will be closing on August 8, 2008, and food service will be taking over;
snacks will come back into the bookstore. The Compton bookstore now has additional days that they
are open, which is Monday through Thursday as of August.
 Reuben James: The transition of the Accounts Payable and Purchasing staff back to Compton is going
well. He thanked Rocky and his staff for providing training and Satish for the technical side.
 Janice Ely: The staff is closing the books at the end of this week and also closing the budget books.
The budget will be available for public view on August 18, 2008.
 Michael Trevis: He is working on the communication piece between El Camino and Compton
regarding the radio capabilities. He held a department meeting with staff from both campuses and
spoke about expectations, Mission and Vision statements.
 Mark Hovatter: A lot of maintenance activity is happening this week and next. They are renovating
the practice fields and have started preliminary meetings on the roof repairs. They are doing
renovations in the Nursing area and duct cleaning at night. He stated that beginning on Monday, they
are doing mold abatement and fence repair. Mark stated that teams have been set-up to clean floors,
replace lights, as well as other activities, so people will not have to request those services any more.
 Tom Connolly: He stated that his staff is focusing on closing. Tom stated that by the end of today,
they will close Fund 11 and the rest by the end of the week. The new semester starts in two weeks and
they are getting ready for that.
 Reagan Romali:
 The Budget and Planning Committee at Compton made a recommendation as to how they want to
use the Line of Credit and it is going through Shared Governance.
 The area they had the most problems in FCMAT is the Audit, which listed 35 deficiencies in the
budget development and management process. She stated that over the next month, they are
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taking the budget apart and rebuilding it line by line; in an effort to link planning and budgeting.
On August 26, 2008, the managers will present what they want and see how it all fits together, in
what they do and do not get. They are building a budget calendar, goal and reports to help
managers with their budget.
Babs Atane: No report
Satish Warrier: No report
Rocky Bonura:
 Stated year end is going well and there is significant improvement with Compton. He is pleased
with how it is going. He thanked everyone for their hard work.
 He stated they have a lot of bids going out and this will continue in the future.
 The Rideshare plan was resubmitted to AQMD with some tentative changes, which was due by the
end of last week. Reuben stated Compton’s plan was forwarded to the President last week.
 Rocky stated that food services is moving quickly and will possibly have four venues open for
Fall, but three for sure.
 The Emergency Preparedness committee is meeting today at 1:30 pm, due to the earthquake from
last week.
Bob Gann: Stated on August 18, 2008 at 3:00 pm prior to the Board meeting, there will be an open
house reception for the Board members at the Central Plant and anyone interested is welcome to
attend.
Barbara Perez: JoAnn Higdon will start on Monday, August 11, 2008 and people will probably
receive communications to set-up meetings with her. She is well versed on what is going on at both
campuses.
Meeting adjourned at 9:30 a.m.
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