Administrative Services Staff Meeting
June 7, 2005
PRESENT:
_x_Rocky Bonura
_x_Mike D’Amico
___Janice Ely
_x_Pam Fees
___Bob Gann
_x_Alex Kelley
_x_Donna Manno
_x_David Miller
_x_Andy Nasatir
___Lynnda Nelson
_x_Allene Quarles
_x_Marcy Wade
_x_Satish Warrier
Minutes: The minutes of May 17 were approved with the following changes:
 Under Pam Fees: Change 4.32% to 4.23%.
 Under Satish Warrier: Change “permanent” to “regular” employee in bullet #4.
Update on “To Do” List from May 17:
 Donna still needs to send Satish the information on Omni.
 Rocky researched the quarterly purchasing calendar process, which was discontinued before
they started accepting year-round requisitions in March of 2002. There was discussion on
resurrecting the quarterly system. It was felt that this would allow Facilities and ITS to plan
ahead for staffing, warehousing, tagging, inspection, etc.
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Administrative Services wants to move the college away from the piecemeal approach to
purchasing and go with a standardized approach. This could resolve ergonomics issues also by
doing whole divisions on a regular schedule. Standardization would also save the District a lot
of money; however, this can only be done with control of the budget and/or the purchasing
process. It was noted that the Dell contract is not exclusive, and the college is currently
piggybacking off of its own contract. Since this contract ends in June of 2005, another one
needs to be done. The college can also make purchases from the CMAS contract and still
negotiate prices. Mike, Rocky, David, and Satish will meet on the standardization issues.
Rocky informed his staff that they are not to approve any computer orders that haven’t gone
through ITS.
It has been decided to postpone the next Administrative Services Newsletter until students and
faculty return after the summer. HR is the area to be featured in this issue, and their items can
include open enrollment, the health fair, the new non-cert function in HR, information on new
employees, etc. Items suggested for the rest of the newsletter at the last staff meeting include:
the purchasing calendar, information on the use of handicapped-equipped vans, the process for
renting vans, etc. Lynnda and Andy will provide articles for it also. Articles for the newsletter
are to be submitted to the VP office first for approval. They will then be sent to Sheryl Kimball
in ITS to prepare for publication. In order to have the next issue ready for inclusion in the
packets Donna puts together for faculty at the beginning of the semester, she would need them
no later than August 15; consequently, Sheryl would need to have them no later than August 1
(after they have gone through the VP office).
The transition to the new 911 system was seamless, but once the wireless system comes in, they
will publicize it in the newsletter. Anything that makes Administrative Services unique should
be publicized in the newsletter.
Allene and Mike met re: switching employees between casual and non cert. classifications.
They have developed a procedure and will be soliciting feedback.
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Rocky contacted the Credit Union and determined that an exclusive contract already exists RE:
the ATM machine.
Cabinet Update
 Vacant Positions - Copies of the current version of the vacant positions list were shared with
the group. The president has approved this list; however, he will not allow the ESRs to be
prepared yet.
 Class Schedules - The VPs are to give the president their recommendation on the proposal to
charge for class schedules. The enrollment management group wants to charge $1 for them.
Due to poor planning, lack of coordination and lack of economic necessity, they will
recommend not charging for the schedules for the fall semester. Noted:
 Satish will work with Melanie Graves to make the second online schedule more visible.
 The new schedules have already been delivered, and there are still two whole pallets of the
old schedules sitting in the Warehouse.
 The only time the college ran out of schedules was the time the Public Information Office
changed the amount and didn’t order enough. This time, based on the assumption that the
college would be charging for them, the order was reduced to only 45,000. This will
probably not be enough if they are free.
 There is concern that charging for schedules could cause declining enrollment.
 Due to the perceived abuse of a few individuals, the president will be requesting a list of
overtime by individuals. Pam will check to see if she can run an overtime account report to
provide this information.
 Regarding the possibility of adding things to the special budget requirement list and the bond
equipment list, managers should give Alex their needs list and he will see what he can do. He
noted that there is a movement to find funding for computers other than bond money.
 Donna reported that she needs to upgrade Innovation Center software. Funding for this is not in
the ITS budget and needs to come from the division budget. It was recommended that she
include it in a line item in the budget and in Q-Builder.
 The lack of quality recruiting pools is being blamed on HR. The claim is that they are not
advertising in the right publications due to lack of budget. Per Marcy, this is simply not true. It
was also noted that many people now are looking to the Web for this kind of information.
 There is confusion re: The Friends of Library card. Harold Tyler is not ready to print the cards
yet, and now they are claiming they need two sets of numbers. Alex will meet with Harold,
Alice Grigsby and Satish this afternoon to resolve the issues.
College Council Update
 In a discussion on vans, Alex pointed out that it made more sense to rent a handicappedequipped van than to buy one. Many were not aware that this was an option. This information
should be in the newsletter.
 In response to Julie Stewart’s complaint about how dirty the campus is after weekends, Alex
pointed out that Facilities is down eight custodians, and there is only so much those remaining
can humanly do. Also, there are many weekend activities at ECC that don’t go through the
Civic Center; consequently, they are unauthorized and they don’t provide for any custodial
services to clean up after their activities.
 The new ASO president is Justin Bagnall; the new student trustee is Philip Gomez.
 David Miller will meet with Tom Jackson to address issues re: the Fire Academy tower.
Summer Schedules: Managers need to get work and vacation schedules from staff members to insure
summer office coverage. The information is for the managers only.
Committee Reports/Division Issues
 Satish Warrier
 No one from Academic Affairs attended the enrollment services retreat last week. It was
noted that the duplication of effort needs to be addressed.
 ITS will put out an informational bulletin on the planned upgrade of the Outlook server
software, which makes Web mail look more like Outlook. A test server will be made
available for people to try it out before the change over in July.
 He and four programmers will attend the 3C DUG meetings at Mt. San Jacinto tomorrow
and Thursday.
 Thanks to Facilities for completing the installation of the two outdoor kiosks (one is in the
former ticket booth in front of the auditorium, and the other is outside the Student Services
building). Both have full portal functions.
 He received a request for full connectivity for the Inglewood Fire facility on Beach Street.
 Mike D’Amico
 The new touch screen 911 equipment is up and running. They expect to go wireless in 6 to
9 months.
 The officer position closes on the 16th.
 Allene Quarles: Now that HR has that function, they are reviewing and updating job
descriptions for temporary non classified positions.
 Rocky Bonura
 It is anticipated that the system will be ready to accept requisitions for the new fiscal year
starting today.
 Information from the new Purchasing Calendar will also be published in the newsletter.
 Training will be offered to the campus on how to do on contracts, PSAs, purchase orders,
etc. correctly. This will be coordinated with Donna so she can track the training.
 Rocky was asked to check on air quality issues at Inglewood Center which were reported by
John Means. David had not been informed of any problems at this location.
 Ruth Sanchez: Problems encountered while trying to get a new ID card before June 30 (per
Rocky’s memo) included: (1) not in the system at the Student Activities office, (2) referred to
HR, and (3) told by HR (based on information from ITS) to wait until after July 1. After
discussion as to whether cards done before June 30 would expire and have to be redone after
July 1, it appears that different cards expire at different times. This information should be
clarified and published in the newsletter. It was also noted that since Board members are not
employees, they wouldn’t get ID cards.
 Pam Fees
 Many staff members are at the year-end closing workshop at the County today.
 They have put up signs in the halls reminding students that they will be denied certain
services and accesses until they pay their fees.
 She and Mike worked out a plan to distribute the June 24 and July 8 payroll checks at the
Cashier’s windows. They will send out a bulletin on this.
 Donna Manno
 An orientation for new full time employees has been scheduled. Alex noted that he has
gotten positive feedback from faculty on the orientations.
 Managers should encourage employees with leadership potential to take advantage of the
leadership series. Since it is a college-sponsored activity, the time wouldn’t be charged on
their timesheets.
 LaTonya Motley sent out a training needs survey. There is a high demand for Portal
training.
It was also suggested that a class in Publisher should be provided for
administrative assistants.
 Allene will provide Donna with a list of those who attended the LCW workshops.
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Andy Nasatir: They are preparing for three big projects: (1) Internet sales, (2) daily buy- back
for students, and (3) online purchases for Bookstore items.
David Miller
 Upcoming projects include the Bookstore remodel, expanding the Financial Aid office,
parking lots, replacement of the pool roof and sections of the Humanities roof, etc. They
will also be remodeling the modular units in preparation for moving the Humanities offices
there in August. They will then start the earth work for the Humanities project.
 He has been losing a lot of personalized data as a result of the automatic Microsoft
upgrades.
 There is a random but recurring problem with putting through a purchase order. After they
sign it, it disappears, and they have to call Linda Mobley. This could cause severe problems
if it isn’t fixed. Satish will investigate to see if the approval mechanism is set up correctly.
 There was discussion on the status of the Bookstore remodel project. Lynnda has indicated
that the figure in the Tentative Budget is correct; however, David noted that they are in full
blown design mode on this remodel. Some were under the impression that Bob and Lynnda
had agreed to suspend this project, but David hadn’t received this information. David will
follow up on this.
Marcy Wade
 The Health Benefits Committee voted on the proposed changes; however, no action was
taken because there were not enough votes for the changes. They will vote again later.
 A disciplinary hearing case is coming up, and managers will be contacted to participate on
the panel.
 Keep in contact with HR regarding employees on long absences.
Alex Kelley
 Managers who didn’t attend the Management Forum need the information on the Medical
Provider Network (MPN) so they can follow the procedure correctly.
 Web registration is now equal to phone registration.
TO DO:
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15.
Donna still needs to send Satish the information on Omni.
Prepare a new computer contract for the college.
Mike, Rocky, David, and Satish will meet on the standardization issues.
Articles for the next newsletter must be provided to Sheryl Kimball no later than August 1;
consequently, they will need to be submitted to the VP office no later than July 25th.
Satish will work with Melanie Graves to make the second online schedule more visible.
Pam will check to see if she can run an overtime account report.
Alex will meet with Harold Tyler, Alice Grigsby and Satish this afternoon to resolve the
Friends of the Library card issues.
Managers should give Alex their needs list for special budget requirement and bond money.
Training on purchase orders, PSAs, etc. will be coordinated with Donna so she can track the
training.
David Miller will meet with Tom Jackson to address issues re: the Fire Academy tower.
Information from the new Purchasing Calendar will be published in the newsletter. ID card
expiration dates will also be published there.
Pam and Mike will send out a bulletin on payroll distribution for the June 24 and July 8
payroll checks.
Allene will provide Donna with a list of those who attended the LCW workshops.
Satish will look into David’s purchase order problem.
David will follow up on the status of the Bookstore remodel project.
Meeting adjourned at 10 a.m.
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