Minutes
Committee Name: Administrative Services Managers Council Minutes
Date: 8/5/2014
Time: 2:00pm – 3:00pm
Facilitators/Location/Chair: Conference room 2030
Attendees:
X
X
Sara Alewine
Spring Andrews
Dan Borges
Diane Goody
X
X
X
X
Oscar Guillen
Victoria Lewis
Loree McCawley
Graciano Mendoza
X
X
X
X
Joe Nugent
Roy Pirchio
Michael Robins
Shelley West
Guests:
Item
1.
2.
3.
4.
Topic and Discussion
Introductions/Adopt Agenda
Approve Meeting Minutes: April 8, 2014
Robins/Borges. Minutes approved.
Review Action Items from last meeting:
 Implementation date for newly approved procedures.
 Board Policies are effective upon board approval.
 Implementation date for APs is being developed.
 Victoria reiterated the request from Laurel to utilize the League
templates.
 Goal is to complete legally required procedures and policies by
December 2014.
Board Policy/Administrative
Procedure Review:
1. BP 3300 Public Records
2. AP 3310 Records Retention
and Destruction
3. AP 3505 Emergency Response
4. BP 3520 Local Law
Enforcement
5. BP 3560 Alcoholic Beverages
BP/AP 3570 Smoke-Free
Environment
7. AP 3600 Auxiliary
Organizations
8. AP 6300 Fiscal Management
9. AP 6320 Investments
10. AP 6365 Contracts—
Accessibility of Information
Technology
11. AP 7150 Evaluation
Topic
Lead
Time on
topic
Action
By
Whom/
When
Primary
Effectiveness
Link
3 Mins
Victoria
Victoria
3 Mins
Victoria
 No feedback from managers
All
3 Mins
6.
Michael

Strategic Plan
4&5
5 Mins
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Minutes
Item
5.
6.
Topic and Discussion
Budget Planning/2014-15 Program Planning Resource Allocation:
 Business office is closing the books for 2013-14. Fund
balance within a week.
 2014-15 Final Budget is being finalized.
 Carry over resource allocation is in transition. Carry over
balances will roll over to VP and we will reallocate funding
back out to meet program plan goals. Many of our program
plan goals will be funded through our draft allocation.
Challenge: IT & FPPO have large projects that need to be
funded out of carryover. Shift in way they have to manage
resources. Institutional priorities need to be funded through
broader funding process. Working on this transition.
 Classified Prioritization pilot process: will be used for nongeneral fund position requests (categorical programs). Other
than this, we are not creating positions. Hourly positions
will be created, but they will not go through new
prioritization process. Subcommittee of CPC will have
criteria to assess position requests. See CPC website. We
will send link to CPC
 Laurel will send a communication to the community and
college regarding compliance mandates and the impact on
the college. Independent contractors and Health Care
Reform.
 Enrollment is down significantly for fall 2014.
Repeatability legislation impacted offering in lifelong
learning. Primary focus in next year will be on meeting
enrollment cap.
Procedures—Departmental Reviews:
 Some procedures have been in place for a long time. Look
at the procedures to determine whether still necessary or
new. How do we do that across the college?
 Complex procedures on instructional side
 Procedures/desk manual procedures
 Purchasing requisition procedure—how does that affect
other departments?
Topic
Lead
Victoria
Victoria
Time on
topic
Action
By
Whom/
When
Primary
Effectiveness
Link

Strategic Plan
2
 begin to think about how
to evaluate procedures in
our component. Are they
relevant and effective?
Program Plans
Institutional
Stewardship
and
Responsibilitie
s
10 Mins
5 Mins
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Minutes
Item
7.
8.
Topic and Discussion
 IT is documenting processes—email procedure guidelines
A new focus this year: Roles and responsibilities of the
management team and areas you supervise. Help people understand
the work we do and why it’s done that way, what are requirements.
Short video of how to instruct users. Use Tech Committee to
discuss/deploy projects. Develop a program plan and link all work
done to plan or strategic plan.
IT Priorities List:
 Dan distributed and reviewed the IT smartsheet which
itemizes IT projects across the college and their current
status. It is updated quarterly and includes deferred projects.
9.
Summary/Agenda Building
10.
Next meeting date: 9/9/14?
Topic
Lead
Time on
topic
Action

Victoria
5 Mins

By
Whom/
When
Primary
Effectiveness
Link
Flex emergency prep:
Safety, security,
emergency prep
Intranet—all
departments on tabs.
Tech Plan
Dan/
Spring
20 Mins
Victoria
5 Mins
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 3:08 pm.
Respectfully submitted,
Tatiana Bachuretz
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