Minutes
+Committee Name: Administrative Services Managers Council Minutes
Date: 1/20/2015
Time: 2:00pm – 3:00pm
Facilitators/Location/Chair: Conference room 2030
Attendees:
Guests:
X
X
X
X
X
Spring Andrews
Dan Borges
Diane Goody
Oscar Guillen
Michelle Donohue
X
X
X
X
Hart Hancock
Victoria Lewis
Loree McCawley
Graciano Mendoza
Item
Topic and Discussion
1.
2.
Introductions/Adopt Agenda
Approve Meeting Minutes: 10/17/14
Review Action Items from last meeting: Post Dept. Review
template on P drive
Departmental Program Review Schedules
 Victoria distributed a more recent revision to the template
10/3/14. Please review the annual update that was used to
request funding.
 Business Office needs to complete program plans this spring.
 Timeline: mid-April
 Last year we focused on compliance mandates. It’s a lot of what
we do. Each department is doing some professional
development this year.
3.
4.
5.
Affordable Care Act
 Please be aware of the huge compliance mandate in this calendar
year. IT, Business Office and HR are directly impacted.
Ellucian trainings include HR and Business Office. Gather
faculty data—time sensitive. Athena is available to write any
SQL reports if needed. Roy and Graciano are primary point
people to gather this data.
X
X
X
X
Topic
Lead
Time on
topic
Victoria
3 Mins
3 Mins
Victoria
3 Mins
Joe Nugent
Roy Pirchio
Michael Robins
Shelley West
Action
 Done
By
Whom/
When
Primary
Effectiveness
Link
Tatiana

Victoria
5 Mins
Update status and whether
items will be completed this
year. Note:
Implementation and
completion in July is
considered completed in
this year. Extension of
timeline might be included
in annual update.
 Consider 2015-16 requests
for funding.
Strategic Plan 2
Victoria
10 Mins
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Minutes
Item
Topic and Discussion
6.
Board Policy/Administrative Procedure Review (Sept/Oct/Nov):
 Please note errors or omissions
 BP/AP 3720 Network and Computer Usage is in process of
being updated but is on hold in Cabinet—negotiations issue.
7.
8.
Topic
Lead
Time on
topic
Action

Victoria
O:\Administrative Services\Admin Services Managers\2014-15 ASM Meetings\012015ASMmins.docx
Primary
Effectiveness
Link
Program Plans
Institutional
Stewardship
and
Responsibilities
5 Mins
IT Priority List:
 Spring will update some completions soon
 To add another priority, submit it to Spring.
 West Valley is not integrated into Colleague; integration is a
huge undertaking.
2015-16 Budget Update:
 This is a good budget year; it is an anomaly, don’t expect to
see it again.
 Given PERS/STRS increases, beef up reserves
 Enrollment is declining 2016-17 will decline permanently
and will lose funding. Between $1-2 million. 2012-13
10,886 FTES, budget stability in 2013-14; held harmless.
This year we will report enrollment, swing summers.
Maximize 2014-15; spring enrollment is down 6%. Hope to
make up 10,886. Each time you go into stability, there is an
incremental decline. 10,500-10,600. See Enrollment
tracker.
 If community college is free, unclear how that would impact
us. CA has lowest tuition rates, it could be a positive in that
the state may not pay as much, not clear how that would
work.
 Silicon Valley provides a disproportionate amount of
revenue. Volatile situation; it will turn around, that will be
the impact. How will that phase in? Prop 30 also an impact
on our revenue. The feeling is that the economy is going to
level off, it won’t be as much of an issue. We are in year 10
of a recovery; longest was 8 years. 2 years beyond grace
period. We are past that period of recovery; we should be
going back into a recession.
By
Whom/
When

Spring will update the list
and resend to the AS
Managers.
Bug concerns about
enrollment.
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Minutes
Item
Topic and Discussion





9.
Topic
Lead
Time on
topic
Action
By
Whom/
When
Primary
Effectiveness
Link
Will probably get more one time money. State revenues are
over $4 billion over projections. Revenues will likely
increase even more, probably one time money.
Address deferred maintenance issues.
No state facilities bonds or other facilities revenue.
EMP and FMP will be updated. Timeline: EMP by May;
FMP by June.
Contemplating a bond in 2016. Building renovations and
health and safety issues, infrastructure, HVAC, new
buildings?
Other:
 3 CPC meetings in February. One to focus on enrollment,
focus on strategic planning, and institutional effectiveness
and linking budget and planning.
 Negotiations will start next month with faculty; classified
will follow.
 Emergency prep session on Friday—offices will be closed
so staff may attend. Excellent turnout. Diane Avelar and
Paul Horvath led the session.
 Shooter on campus exercise was efficient.
 FEMA training in Redding. Two instructors in San Diego
Chargers. Evacuate 50,000 from stadium. Buses were
delayed n picking people up. MOUs with rental facilities,
Safeway, etc.
 Website got a lot of good feedback. EOC commander
checklist.
 Alert-U was sold to Waterfalls. 60% of admins out of date;
Byron found these errors. There are many free services—
depends on what level of an enterprise we are looking for.
 Tabletop exercise needed for managers. CSM has a
disclaimer re: Waterfall. It will do a global replace.
 Faculty checklist—what can they do for an event
 Red Cross—an MOU to use gym.
 Makers Factory—Comcast to extend their services to 1300
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Minutes
Item
10.
11.
Topic and Discussion
Topic
Lead
Time on
topic
Action
By
Whom/
When
Primary
Effectiveness
Link
and 1303. That will leave them in a position for a wifi.
Network and phone in the board item in January.
 Food Services RFP—we are out now, closed off questions
1/12, one addendum published. A bidder is only welcome
to bid on cafeteria or gazebo. No longer want to suffer
staffing problem that venue closed. Gotten good response
of visitors and questions. Due 1/29. Will get 4 cafeteria
proposals, 2-4 coffee/gazebo proposals. Summer might not
be great due to renovations; fall hopeful to be in better
position with food and grab/go options on campus.
 Will get an email re update to SWACC liability
questionnaire. There are some new questions. You will get
more lead time.
Summary/Agenda Building
Next meeting date: ?
Meeting Summary/Take Aways:
1.
To be added during the meeting
Effectiveness Links
1.
5.
Facilities Plan
6.
Technology Plan
3.
Mission Statement and Core 4 Competencies
(Communication, Critical Thinking, Global Awareness, Personal and
Professional Responsibility)
Strategic Plan
1. Professional Development and Transformational Learning
2. Sustainable Programs and Services
3. Community Partnerships and Economic Vitality
4. Institutional Stewardship
5. Institutional Responsibilities
Board Goals
7.
Program Plans
4.
Education Master Plan
8.
Student Equity Plan
2.
The meeting was adjourned at 2:55 pm.
Respectfully submitted,
Tatiana Bachuretz
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