Administrative Services Managers Meeting
Tuesday, September 18, 2012
2:00 pm
Room 2030
PRESENT:
Spring Andrews, Dan Borges, Oscar Guillen, Victoria Lewis, Graciano Mendoza, Joe
Nugent, Roy Pirchio, Ray Rider, Michael Robins, Barbara Shingai, Shelley West
ABSENT:
Loree McCawley
GUESTS:
Marcy Alancraig
Victoria opened the meeting at 2:00 pm.
I.
Introductions: Victoria introduced Marcy Alancraig who discussed program reviews for
accreditation.
II.
Administrative Unit Outcome (AUO) Development Process for Program Plans: Marcy
distributed a handout on Administrative Unit Outcomes with examples. The accrediting
agency wants to see four elements: What will users of the administrative unit be able to
do, experience, receive or understand as a result of interacting with that unit. An AUO is
not a goal. Marcy offered to help managers write the AUO statements and encouraged
working with staff to develop AUOs. These should be completed by the end of fall 2012.
Each department should have one, but if a department chooses to have more than one
AUO, it must be measured usually through a survey. After the survey results are
received, what can be identified that we can do better. This info should be public (online)
and should be included in a program plan. Whatever information we glean from the
survey needs to be translated into a program plan to express what we need to do better.
Program plans: each department should be doing a plan on a rotating basis. Please email
Marcy a time and she will make every effort to attend department meetings: Business
Office, Facilities, Purchasing, Bookstore, Duplications.
What they want is in the standards; however, you won’t find AUOs in the standards, but
colleges are cited for not having them. Can we get an example of the four that were
cited? De Anza has nice examples of AUOs.
In Standard IIID it can be noted that the Administrative Services unit has been
reorganized, that program review has not happened regularly but there is a schedule and a
few AUOs are identified. Is there a committee structure to keep departments on track?
Who reviews the program reviews? Marcy noted that at some colleges, the CPCequivalent reads program reviews. At Cabrillo, the ASM group could read the program
reviews, but it could be helpful to have people outside of the department read program
reviews.
The group agreed that each department will complete one comprehensive report.
O:\Admin Services Managers\2012-13 ASM Meetings\ASM 091812mins.docx
Page 1 of 2
III.
Budget Planning and Negotiations
2012-13 Final Budget: The board approved the final budget last night. We still have a
structural deficit of $3.1M. We would normally begin budget planning for 2013-14 at
this time, but we will take a bit of a pause until after the election.
Negotiations: We have been in negotiations for a long time; the board ratified the
agreement with the faculty last night. We have been trying to negotiate a cost share
with all employee groups on benefits. The managers’ proposal is not contingent on
Prop 30 not passing. The benefit cost sharing is a permanent change; if Prop 30 does
not pass, faculty will take a salary reduction equivalent to the manager. The faculty and
managers aligned on cost sharing. CCEU is still in negotiations; one of the major
issues is the pension reform act of 2013. It will be phased out over time. It is unclear
when it takes effect. We are still trying to interpret how it impacts existing employees.
College Closure January 2013: The board approved college closure for five days
(furlough days). It was decided that the college will be closed January 2-4, 2013; the
two remaining closure dates are to be determined. The board was clear that they want
to send a message that the college will be closed during those dates. It will be
challenging because departments have different cycles depending on their needs. The
salary reduction and benefit cost share will be implemented in the September paycheck.
IV.
Construction Update:
The Green Technology Center (GTC) is open
The Building 800 Hazmat abatement project was approved last night.
Bldg. 600 renovation is in planning.
Smart classrooms are down to punch list items; will begin to work on 2012-13 smart
classroom renovations soon.
Action items:
1. Email Marcy to attend a department meeting
Tatiana to email reminder to
managers to schedule a meeting
The meeting was adjourned at 3:15 pm.
Respectfully submitted,
Tatiana Bachuretz
O:\Admin Services Managers\2012-13 ASM Meetings\ASM 091812mins.docx
Page 2 of 2