Administrative Services Managers Meeting
Tuesday, February 6, 2012
2:00 pm
Room 2030
PRESENT:
Dan Borges, Oscar Guillen, Victoria Lewis, Loree McCawley, Graciano
Mendoza, Serena Muindi, Joe Nugent, Roy Pirchio, Ray Rider, Barbara Shingai,
Shelley West
ABSENT:
None.
I.
Review Agenda/action items—Joe to send facilities plan to managers.
II.
Title III Science, Technology, Engineering, and Math (STEM) Grant:
The architects are working on a draft for classrooms, labs, and met with IT. IT will
provide Joe with a project charter of what the STEM grant will cover and what other wire
upgrades are needed.
III.
IT Update:
Softdocs, a document imaging system that works with Datatel, was purchased by Student
Services last year and is working well. It required a large Storage Area Network (SAN),
which we now own. The potential to store and share documents can be applied to other
components in the college, such as tracking staff bloodborne pathogen training,
purchasing requisitions, journal entries. It’s a way of going green and being more
efficient. A workflow analysis costs approximately $10k and there are one time
implementation costs, staff training, but the potential savings may be recovered in
efficiencies. The company is very customer service oriented. It incorporated itself into
Datatel but it stands alone as well.
IV.
Budget Planning/Negotiations
Reduction target for July 1: $2.5 million. Reduction plans will go to board as
information items then as action items the next. If we do not identify concessions,
$2.5M in reductions will be implemented.
Phase I: reductions going to board in March. Target: $500,000.
Components are gathering reductions to be presented to cabinet on
Tuesday, 2/14. We did not set reduction targets for each
component. We know IT has a plan, net reduction of staffing; 1.5
FTE plus $5k in operating. FPPO has some operating savings.
Phase II: April $1M
Phase III: May $1M
The reduction plans will be presented at the 2/29 CPC mtg.
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CCEU 2011-12 negotiations are concluded; a board item will be presented in
March.
2012-13 the District proposal will be sunshined in March; April action item. Plan
to start negotiations in April with CCEU. Reviewed board’s proposal in closed
session to be consistent. More specific things to include the concept of fiscal
sustainability. Will be looking at structural changes in benefits, uncapped
benefits. We have full support from the board to go forward.
Three management positions have been identified to be reduced:
o Director of Public Safety
o Director of Children’s Center
o Director of Health Services
V.
Construction Update
Joe distributed a list of construction projects with estimated completion dates. While the
budget for utilities has not increased, facilities have increased but the savings is not
visible.
VI.
Other items:
The audit firm has been chosen for the next three years. The Chancellor’s office
mandates what happens. Given the huge workload and the number of people who
interact with training an auditor, especially in the first year, we chose Vavrinek.
Fees are $7k lower than before. The board said it is best practice to change
auditors every 5 years. Of the three firms interviewed, some have been auditing
the same district for more than twenty years. There is some confusion between
the private and public sector.
There is a new strategy of increasing revenues with new contracts before they
expire.
The Food Services and Vending Request for Proposals (RFP) closes 2/24; the
committee meets 3/2. The RFP is for a 3 year contract with two one year options
to renew. There are good parameters to ensure performance standards are met
and custodial costs are built into the contract and are not the responsibility of the
college. Nine prospective bidders participated last Thursday. The RFP was left
very broad so that we are not locked into an exclusive agreement. People are very
excited, there is some competition and we will be able to do some negotiating.
The Full Service Wellness Center Operations RFP bids close in early March.
Action items:
1. Send facilities plan to management team
2. Send new CCEU team to Victoria to send to
mgrs.
Joe
Tatiana
The meeting was adjourned at 2:54 pm.
Respectfully submitted,
Tatiana Bachuretz
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