Administrative Services Managers Meeting
Tuesday, January 15, 2013
2:00 pm
Room 2030
PRESENT:
Spring Andrews, Dan Borges, Victoria Lewis, Loree McCawley, Graciano Mendoza,
Roy Pirchio, Ray Rider, Michael Robins, Shelley West
ABSENT:
Oscar Guillen, Joe Nugent, Barbara Shingai
Victoria opened the meeting at 2:00 pm.
I.
Review Action Items from last meeting: Congratulations to each department for developing at
least one administrative unit outcome (AUO). A combined survey for facilities, purchasing,
duplications, the bookstore, mailroom and warehouse was completed in December. Tatiana will
forward the results to each dept.
II.
Staffing Changes at the College:
President: John Hendrickson was appointed as interim president at West Valley Mission.
His experience includes Contra Costa (CBO), Mira Costa, etc. He appears very qualified
to take on the interim position. Brian will be less visible now. There was an article in the
Sentinel that mentioned Board subcommittee and process that was used. Michael asked
about the contract and review process. It is unclear what John’s status will be, whether a
Cabrillo employee or ?
o Dominique will be transitioning out of her position on 1/23/13.
The VP Instruction search is completed and Kathie Welch will begin her duties on
2/1/13.
Bookstore: B&N college will meet with Michael tomorrow1/16/13 to develop a
transition plan and finalize a contract by February. Linda Cullens will be the bookstore
manager starting 4/1/13; she also manages San Jose State’s bookstore and will meet the
subcommittee, the staff and Victoria on 1/29/13. Graciano will check in with the auditors
about the asset transfers. B&N will integrate with Datatel Colleague enabling students to
see required course materials upon registration at some future date. B&N will have their
own cabling and point of sale system.
III.
Budget Planning:
It appears we have turned the corner on the budget and are very optimistic; although
the deficit remains at $3 million deficit, we will end 2012-13 better than expected.
Victoria and Graciano will attend the budget workshop 1/18/13. $97 million in new
funding for community colleges is available in undesignated revenue; this could be
growth or restoration funding, perhaps even COLA, the details are still unclear.
Funds will be distributed on an FTES basis for energy projects. Joe has been
working on this.
$159M in deferrals will be bought down and $79M in 2013-14; this will help
cashflow.
O:\Administrative Services\Admin Services Managers\2012-13 ASM Meetings\ASM 011513mins.docx
Page 1 of 3
Challenges:
i. It is proposed that funding will be based on completion rather than census.
The transition is anticipated to be five years. A major challenge is how to
track and fund completion, especially when students attend multiple
campus.
ii. Shift Adult Ed ($300M) to community colleges. No specifics if there is
already a non-credit program and many questions about accountability
measures.
iii. A 90-unit cap for community college students. There is a waiver process
but basically a different cost structure may exist after a student takes 90
units. There is no statewide mechanism to track units taken per institution.
Are no credit classes part of the 90 unit cap? Dennis mentioned a 100-unit
cap that would be initially implemented.
Overall the budget is good news, there are no mid-year cuts and there are projected
budget increases going forward. Many proposals have no specifics yet, but we will
be hearing more about the trailer bills over the next few weeks. We are a bit behind
in budget planning; information on the budget will be presented at this week’s CPC
meeting.
IV.
Negotiations: Initial proposals will be sunshined in February and both union contract
negotiations will begin in the spring. Faculty will have a three year contract. The
classified contract has been year to year. Victoria is looking for feedback for faculty and
classified contracts. Please send her any areas you would like to see addressed and why.
Loree asked HR staff for feedback on implementation; payroll will give feedback as well.
This last year a lot of time was spent on classified negotiations; Victoria anticipates
spending more time on faculty negotiations this year.
V.
IT Upgrades: Patching on core switches will occur on Thursday, 1/17/13 between 6:00
pm-9:00 pm in Buildings 100 and 1300. Wade and Spring accomplished a huge project
to increase the memory in our UCS infrastructure to allow us to create more virtual
servers because we were hitting a memory threshold. Mail is now on a virtual server and
will be easier to manage. IT is continuing to reduce the number of physical servers.
VI.
Construction Update:
The Building 800 construction has begun. It is anticipated that we will occupy the
building, including the CIS lab, by fall semester.
Are we on track to make the loan payment for STEM? Joe to follow up.
Other items:
The Educational Master Plan draft is online. Please review. Flex week Breakfast
with Brian will become Muffins with MAAS—they are looking for feedback.
Rick Fillman/Susan True identified inaccuracies in the report. CPEC has been
disbanded.
O:\Administrative Services\Admin Services Managers\2012-13 ASM Meetings\ASM 011513mins.docx
Page 2 of 3
There was a mixup in dates when Taher should be open.
Staff Development Day—another training day is in the planning. Develop some
themes and work with the Staff Development Committee. Would not target flex
week but later in the semester. Work with Rock and his team to debrief the event,
what do we want to continue, etc. Hospitality funds were used for last year’s
SDD which may be available for another training. IT does a monthly SDD which
facilitates communication. HR is going to a county sponsored staff development.
o Additional Training Resources:
 Great free training resources from insurance JPAs, Keenan
University, in addition to the usual sexual harassment, safety in the
workplace, responding to those returning from extended leaves.
Keenan will do onsite training per request.
 EAP—6 sessions slated; dates are on the benefits website. Sue
sends info to staff.
 Microsoft training. $9.95 one time fee to cover cost of digital
resources. Excel, Outlook, Powerpoint and Word. HUP—Home
Use Program.
 Board iPad support falls to IT. Donna Ziel identified a
communication glitch. Francine is developing a handout with a ten
minute Powerpoint presentation for the board in iPad. Jim
Weckler recommended iRead rather than iAnnotate. iTune
account personalized for iPad set ups.
o Managers Meeting iPad training 1/23/13. IT staff will be available after
the training to help.
Action items:
1) F/U with Joe re: contractor invoices for building 800 to
make the STEM loan payment
2) Forward survey results to Joe and Michael
3) Goal to have Board set up with iPads for February board
meeting
4) Check with auditors re bookstore inventory transfer
Tatiana
Tatiana
Dan
Graciano
The meeting was adjourned at 3:15 pm.
Respectfully submitted,
Tatiana Bachuretz
O:\Administrative Services\Admin Services Managers\2012-13 ASM Meetings\ASM 011513mins.docx
Page 3 of 3