PURCHASING & BUSINESS SERVICES
Subject:
Division Council Meeting
Date:
March 14, 2001
9:00 am - 10:00 am
Attendees:
J. Clarke, C. Blount, B. Gilmore, L. Hernandez, L. Mobley, L. Sapp, K. Valot,
L. Williams, M. Williams, D. Wilson, R. Hodges
The meeting was called to order by Janet Clarke. Linda Williams was presented with a token of
appreciation for reorganizing the supply shelves and cabinet. The following announcements were
reviewed:
1.
Ride-share Week
2.
Library Fund Raiser - March 16th/Marsee Auditorium (Koko Taylor)
3.
Area Council - Representatives: Beverly Gilmore & Linda Mobley have appointed by
Victor Hanson. The first Meeting is scheduled for March 27th. Subsequent meetings will
be
held the last Tuesday of each month. Representatives are expected to serve for one year.
4.
Classified Staff Development Day - April 10th. Janet gave an overview of the day's events.
Anyone wanting to attend should complete the sign-up form by March 27th.
5.
Women Hold Up the Sky - Workshop- March 30th
Attendees approved: Beverly Gilmore, Linda Williams & Marcia Williams
6.
Purchasing Workshop -sponsored by L. A. County Office of Education -May 10th & 17th.
7.
Safety Inspection Report - Assignments:
March
Capri Blount
April
Lois Hernandez
May
Don Wilson
Roundtable Discussions:
"Special Events": Capri expressed concern regarding tax reporting requirements for vendors in this
category. (1) Calendar Year reporting requirements for Federal and State, and (2) Fiscal Year
reporting requirements for the District and the County. Janet will develop language and questions
that will be incorporated into the on-line requisition commodity format. This will help to identify
vendor income reporting year(s). Janet will also develop instructions for multiple reporting . Once
developed, she will have Capri review the procedure(s) to ensure the District will be able to obtain
the necessary information required for tax reporting.
AP/Purchasing Assistants will work together to clean up the vendor file. It has been noted that
some vendors are in the data base several times and have different vendor numbers. This has been
primarily due to address changes, improper name spelling and not checking the system for existing
vendors prior to adding new vendors.
Lillian expressed concern about using the waste baskets to discard sensitive working papers (e.g.
documents with social security numbers, tax I.D. numbers, etc.). These documents should be
shredded. It was suggested that paperwork be discarded in one area and shredded at the end of the
day/week, or order a shredder for the office. Janet approved two small shredders for the office.
March 29th - 3 - 4 pm Admin 127- A meeting will be held with Purchasing, Accounts Payable and
Accounting personnel regarding year-end issues, including County deadlines and accrual rules.
FUN TIME: Janet introduced the "Bulls Eye" game. She gave each person a personalized dart. A
bulls-eye target was drawn on the board. There were several "grab bags" with goodies inside on
the table. Everyone had several chances to get as close to the center as possible. The closest one
got a grab bag each round, until they were gone It was apparent that the staff enjoyed the game. It
was great way to end the staff meeting. The "team" had fun, they relaxed and then returned to
work.
My personal note: Janet, this was a great idea!! It bordered along the FISH philosophy and it
worked. People were kind of stiff during the meeting. You did not use fish but the concept was the
same-it got everyone involved, we had fun and it worked. Observance: Attitudes changed for the
better. Spirits were lifted, the "team" went back to work without being told to, without hesitation or
begrudging. The day was a good one. Thank you.