Administrative Services Staff Meeting
February 28, 2006
PRESENT:
___Rocky Bonura
_x_Mike D’Amico
_x_Janice Ely
_x_Pam Fees
_x_Bob Gann
_x_Bruce Hoerning
___Donna Manno
_x_Jeff Marsee
_x_ David Miller
_x_Andy Nasatir
___Lynnda Nelson
_x_Allene Quarles
_x_ Marcy Wade
_x_ John Wagstaff
_x_Satish Warrier
Minutes: The minutes of February 14 were approved with the following change:
 Under Fixed Assets, change “mid March” to “end of March.”
ITS Security: One manager has still not responded to the Confidential Material Survey. Satish will
work with Dr. Arce on this. He is now setting up individual interviews with managers to discuss the
confidential material being kept on computers. (Reference Buckley Amendment).
All Hands Agenda: Another 90-day Review will be held on Friday, March 10, from 2 – 3:30 p.m.
in Business 2. Topics will include short presentations (with time for questions and answers) on:
 Status of budget (update)
 Update on construction and master plan
 Accounting update (Pam and Janice)
 Classification study update (Marcy)
 Bookstore (Internet and food services)
 ITS Security
 Katrina Report - Rocky
The Board agenda review will be held that morning from 9 a.m. to noon in Admin. 127.
Management Forum: Administrative Services will host the Management Forum this Thursday. The
topic will be the zero-based budget development process. At this time it is estimated that $3 million
will have to be cut from discretionary funds (approximately $750,000 per VP area). Managers have
received a cover memo and a budget schedule showing everything but full-time salaries. Managers
are to provide Jeff with a 50% budget (for starters) and one at each 10% increment up to 100% (due
March 24). They are to include what items would have to be abandoned at each level. When the
budgets are completed, managers are to make an appointment to review them with Jeff. Noted:
 Step and Column is not included in the Tentative Budget.
 Enrollment has declined 5 - 10%.
 Employees are still doing things in old, inefficient ways. The college needs to look for ways
to do things in a more efficient and cost-effective manner.
 Savings from discretionary funds would remain in Administrative Services. Savings in the
other two categories (instructional and mandatory) would have to be shared with the other
two areas.
 The way classes are scheduled is costing the college in terms of enrollment. John will
prepare a report on this.
 Assignment: Within the parameters of observation, managers are to identify potential cost
savings and opportunities to improve efficiency.
Board Agenda – Equipment: Pam and Jeff will put together a formal proposal to go to the March
Board meeting to release funding from bond funds for equipment and to go out for another bond.
Jeff, John and Satish will meet to discuss phones.
Board Agenda – Budget Changes: Pam and Janice will do budget adjustments on a quarterly basis.
A format is needed that will recognize changes with one variation. Full time salary changes
(movement in or out) need to be identified separately.
Major Projects:
1. Electric Cart Parade (Marcy & Donna) - A brief overview of the workshop, which is
primarily self assessment, was provided. This information will also be shared with other
managers at the Management Forum on Thursday. A separate program for the night crew is
planned for April 14 at 4 p.m.
2. Emergency Preparedness - Copies of an Emergency Preparedness Audit (from the recent
ACCCA meeting) were provided. Managers are to review and check off items for next
week’s meeting.
3. Security Survey (Mike)
4. Fixed Assets and Inventory (Bob)
TO DO:
1. Lynnda and Andy will provide Jeff with the Bookstore implementation schedule (1/4/06)
2. Rocky will seek legal opinion on an exclusive contract with the one recycling vendor and on
disposal of items that are not equipment but have value. (2/7/06)
3. John will provide more feedback on the Datatel survey as it is received. (1/31/06)
4. Donna is working on a flyer for the April 7 Flex Day event. (2/7/06)
5. Satish and John will look into areas that could benefit from the refurbished laptops and
prioritize them. (2/14/06)
6. Managers are to provide Jeff with a 50% budget (for starters) and one at each 10% increment
up to 100% (due March 24).
7. When the budgets are completed, managers are to make an appointment to review them with
Jeff. (2/28/06)
8. John will prepare a report on how the way classes are scheduled is costing the college in
terms of enrollment. (2/29/06)
9. Within the parameters of observation, managers are to identify potential cost savings and
opportunities to improve efficiency. (2/28/06) (ongoing)
10. Andy and Jeff will meet on the book issues in ACCCA conference notes. (2/28/06)
11. Andy will provide Jeff with three copies of a report on costs of textbooks from the least to
the most expensive. (2/28/06).
12. Managers will send information on all deadlines for internal and external reporting, etc. to
Ruth to prepare a master calendar. (2/28/06)
13. Managers are to review and check off items on the Emergency Preparedness Audit for next
week’s meeting. (2/28/06)
14. Pam and Jeff will put together a formal proposal to go to the March Board meeting to release
funding from bond funds for equipment and to go out for another bond measure. (2/28/06)
15. Jeff, John and Satish will meet to discuss phones. (2/28/06)
16. Pam and Janice will do budget adjustments on a quarterly basis. (2/28/06)
17. Bob will prepare a report on kilowatt usage, calculating a 5% usage cut and the saving that
would be generated from that. (2/28/06)
18. Jeff needs information from Donna on program review. (2/28/06)
19. Satish will look into the report that the 2004-05 budget numbers on Portal have been zeroed
out. (2/28/06)
20. Bob will provide information on the recycling milestone to the Public Information Office for
inclusion in the newsletter. (2/28/06)
Committee Reports/Division Issues:
 Mike D’Amico: The memorial service for Kirk Johnston will be held this Saturday at 2 p.m.
in the Marsee Auditorium. The service will be followed by a reception.
 Marcy Wade
 They are getting a good response on the few positions that are open.
 They have been asked to look at vacated positions for money (savings).
 A new contract administrator position (Special Services Professional) will be on the next
Board agenda.
 Bruce Hoerning: The restroom renovation project is moving forward.
 Bob Gann: ECC received notification of a significant milestone – it diverted 50% of its
waste from landfills through conservation or recycling. Noted: The paper discarded in the
blue bins is recycled but not shredded.
 Andy Nasatir
 They are working on vending contract renewals, the Internet connection and multi-term
book adoption.
 Book units are down and the convenience stores saw a drop in traffic for the first time.
 The college gets recycling credit for used book sales and book buybacks.
Master Calendar: Jeff wants to create a master calendar of all division deadlines, including internal
and external reporting deadlines, etc. Send the information to Ruth.
Evaluations: The evaluation process will be started for several managers and supervisors in
Administrative Services who are due for evaluations.
Agenda Item for One Day Retreat: W2 vs. 1099
Agenda for Next Meeting:
 Energy Management (Bob)
 Cost Saving/Efficiency Measures (All)
 All Hands Meeting
 Katrina (Emergency Preparedness Audit)
Meeting adjourned at 10:05 a.m.
staf228