Minutes
Committee Name: Administrative Services Managers Council Minutes
Date: 4/14/2015
Time: 2:00pm – 3:00pm
Facilitators/Location/Chair: Conference room 2030
Attendees:
X
X
X
Spring Andrews
Diane Goody
Oscar Guillen
Hart Hancock
X
X
X
X
Victoria Lewis
Loree McCawley
Graciano Mendoza
Joe Nugent
X
X
X
Roy Pirchio
Michael Robins
Shelley West (11)
Guests:
Item
Topic and Discussion
1.
2.
3.
New Introductions
Adopt Agenda
Approve Meeting Minutes: 1/20/15 (Robins/Nugent)
Review Action Items from last meeting:
 None.
Departmental Program Review Schedule
 Administrative Services does not fit exactly into the template PRO
developed for Instructional components. Feedback has been useful in
both directions. Terrence is very flexible.
 Graciano submitted the Business Office Program plan draft to PRO office.
He will discuss the plan with staff next and review goals and objectives.
 Other departments need to submit a 2014-15 annual update
 2015-16 Goals and funding requests
4.
5.
6.
College Restructuring Process
 The draft process will be discussed at CPC tomorrow. It has been
distributed to all constituents. The President’s office will compile
feedback. CPC will finalize the process tomorrow, hopefully, then we
will begin our work to reduce $2M from the budget for 2015-16 (2%, 5%
and 7%).
 Each department will receive a snapshot of their budget over a five year
period by object code in categories with PCN information.
 Some reductions will be coming forward soon (counseling positions off
the general fund). We will bring the first spreadsheet forward for the
2015-16 preliminary budget in a few weeks. We will track reductions for
Topic
Lead
Time on
topic
Victoria
Victoria
2 Mins
3 Mins
3 Mins
Victoria
2 Mins
Action
By
Whom/
When
Primary
Effectiveness
Link
Strategic Plan
2.2
Victoria
10 Mins
Strategic Plan
2.2
Victoria
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Minutes
Item
Topic and Discussion




Topic
Lead
Time on
topic
Action
By
Whom/
When
Primary
Effectiveness
Link
implementation in 2016-17 on July 1.
ASM Council: How can this group operate closer to the structure the
other components have. Currently no student, faculty, classified or
confidential representatives serve on our council. How can we meet the
spirit of this process to reduce the budget as the others do?
A component reduction plan is discussed within the departmental unit
first; discuss the impacts with individuals impacted first before it comes to
Council so no one is blindsided.
The council discussions and think tank will incorporate the former
“SPRAC” review.
Graciano encouraged incorporating the financial review of potential
changes where, for example, match requirements exist. The broader cross
component discussion (ASM Council-CPC) will help to determine such
impacts.
Options:
 Add people to our current ASM Council
 A subsection of this ASM group could merge with the president’s
component and add classified, confidential and faculty reps
 What benefits/costs are there to including other viewpoints?
 Cross component dialogue is one of the benefits of merging with the
President’s Office Council. Either way other constituents will be added.
 These changes won’t impact the process we’ve used in the past; program
plans will be developed at the lowest (department) level, discussed with
staff, prioritized, then move forward in the process to Cabinet and CPC.
Participation will be expanded.
 As we will have to prioritize what services we will provide in a reduced
environment and determine when reductions will take effect.
7.
Assessment Review Committee (ARC) Feedback:
 ARC is evaluating the AUO process to determine what best practices we
might want to establish. Is this helpful for us to do or not? Victoria
would like to give the ARC committee a bulleted list of our perspective.
 Each department developed AUOs to assess. Please review each area to
see how ARC has assessed the AUOs. What suggestions do you have for
the ARC committee on AUO process and how to assess it? If you assess
it successfully, do you develop another one or continue to assess it
annually?
 FPPO AUOs are obvious: keep essential functions of facilities
operational. Total Cost of Ownership can be assessed.
 The ARC feedback summary for Administration noted that surveys used
Strategic Plan
2.2
Victoria
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Minutes
Item
Topic and Discussion


Topic
Lead
Time on
topic
Victoria
5 Mins
Action
By
Whom/
When
Primary
Effectiveness
Link
did not yield the best information to help improve services specifically in
Purchasing, Facilities and the VPAS office. The information yielded from
surveys is not always about improving services.
Survey should be targeted at the right populations, not necessarily the
entire campus
Please email Victoria feedback for the ARC committee. The committee is
evaluating how to assess AUOs; most work is assessing SLOs. Absent a
clear understanding of how to do that, the committee is translating the
SLO process with some revisions, but the same lens is being used to
evaluate AUOs.
8.
Summary/Agenda Building
9.
Next meeting date: June 9, 2015
Strategic Plan
2.2
Information Requested
1.
To be added during the meeting
2.
Meeting Summary/Take Aways:
1.
To be added during the meeting
2.
3.
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.
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