FISCAL SERVICES DIVISION COUNCIL MEETING
TUESDAY, APRIL 24, 2007
Staff: Myeshia Armstrong, Erlinda Argel, Rita Bruce, Delores Buerger, Josie Cheung, Sophie Dao,
Momi Elliott, Janice Ely, Angie Gardea, Joyce Hopkins, Miriam Ifill, Celia Kang, Estella Lee, Nina
Marshal, Petie Moura, Bill Schneider, Luukia Smith, Hong Tran, Gary Turner, Catharina Uebele, Marilyn
Vaughan, Lisa Webb, Marie Yatman
1.
The meeting was opened at 10:35 a.m. by Sophie Dao. There were no minutes from the March
20 meeting.
2.
Committee Reports
The construction on campus was discussed. ECC will be out of bond money for construction by
2011. The Student Services Center will be razed because of earthquake standards. The rising costs of construction have forced the changes. Regarding the cafeteria, the plan is that the front or east dining area will be a dining room. On the north side will be Accounting, Accounts
Payable, and Purchasing. Space will be about the same scale of footage as there is now because of the way it is planned to increase storage space. Renovation of the Cafeteria will start this Fall.
The vice president asked for feedback on the last flex day and workshop. Regarding the issue of mandatory attendance at the workshop, the reason was because he wanted to make sure that mangers released staff to attend. Some of the negative feedback was not expected. In Fall 2007 the vice president wants to have another classified day but combined with movie tickets, award ceremony. There will be two sessions, one in the morning and one in the afternoon, and the awards will be presented in the middle of the day.
A task the committee has been given is forming a new committee for new employees, together with a handbook and orientation. Bring back suggestions of what people might have wanted to know on their first day on the job.
Some suggestions that Momi has heard:
At the National AFT conference the previous week, colleges from all over the country were represented. Web capture orientation, hear may be 6 months before new authorizations.
Have on-line orientation, basic information.
Employee phone numbers on line, perhaps have a picture next to the name and extensions.
Barbara Perez, Dean of Natural Sciences, will replace Marcy Wade and be the interim Associate
Vice President of Human Resources for one year.
3.
4.
Tom Connolly
Tom mentioned the year-end closing schedule. He is developing a sample form that takes every step needed to close the books and puts it on the people and gives the ability to control the flow.
It will just take a little effort to get it down on paper. Working on position control is another process needed before closing, especially at Compton. Clean up position control as much as possible. If position control is clean, projects are clean.
The Accounting Office staff who worked on the parade had a lot of fun, and Tom hopes it can be done again next year.
Janice Ely
The office supplies order was cut down to absolute basics when the budget ran out of money.
The total order is being held to the first of the new year.

The next few weeks will be an intense budget period, the 2007-08 tentative budget has to be taken to the Board in May. Josie said the budget will be input into the budget module. The vice presidents have no idea what workload is involved, there is no consideration for their workloads.
Also, if information must be obtained, at least read it.
Sophie needs direction to see what needs to be done, last year the budget module was not working. If the budget module is useful for the Accounting Office purposes, for now use it as intended.
Recommend putting corrections into an Excel spreadsheet rather than the actual budget module.
May be a case of using the term “budget module” incorrectly. Regarding the deadline for the budget book pages, contact the divisions now to start working on them.
Some people have high numbers of vacation and comptime. This time needs to be scheduled and used to reduce the totals, especially with comptime.
The audit went very well and there was a good report from the auditors. A few findings were given on recommendations before they return again, one of which had to do with parking
, one had to do with cashiers operations, closing of the books in time so Cat can do bank reconciliations, and more timely to know what checks are outstanding. One is with Bookstore operations that Andy will work on. If these are cleaned up by the next visit, they will not turn them in as findings. Vavrinek, Trine, and Day have agreed to do the Compton audit this next year, also.
Next year will be the last year of the VTD audit engagement. ECC may have to go out with new bids after the 2007-08 closing.
5. Agenda Development
The meeting closed at 11:10 a.m. Marie Yatman will chair the May 15 meeting.