Administrative Services Staff Meeting
April 6, 2005
PRESENT:
_x_Rocky Bonura
___Mike D’Amico
_x_Janice Ely
_x_Pam Fees
_x_Bob Gann
_x_Alex Kelley
___Donna Manno
_x_David Miller
_x_Andy Nasatir
___Lynnda Nelson
_x_Allene Quarles
_x_Marcy Wade
_x_Satish Warrier
Minutes: The minutes of March 29 were approved with the following changes:
Under CDC - eliminate the first and fourth bulletins.
Vacancy Lists and Priorities: Lists of current vacancies have been received. Priorities now need
to be established. The group will meet on Friday morning at 9 a.m. in Admin. 127 to discuss
prioritizing the vacancies. At that time, they will also review the Portal system, as discussed at
the last meeting.
Fixed Assets: The auditors will be here on the 18th. Bob reported that his understanding is that
the data entry is basically complete except for items that have come in since then. It was stressed
that managers need to be reminded to complete the forms to move equipment or surplus it. Dave
and Bob will to prepare a memo re: handling surplus, making reference to procedures. Rocky
will check the procedures. Warehouse staff will next inventory the Technical Arts building as a
pilot project.
CDC Procedures: Rocky reported that every division has an Injury and Illness Prevention
Program (IIPP) manual as part of Procedure #1003. CDC procedures are up to date (both State
of California and in house). If there is a need to evacuate, the CDC children will go to the
Student Activities Center. This item needs to be added.
TO DO List Update:
 Re: Portal issues, Satish has a meeting scheduled with Bill Mulrooney and will schedule
the meeting with Mike and Pam when Mike returns. Satish will research the problem
with the system reverting to the old Infonet page.
 Satish reported that further review of the broadcast feature is needed because it appears to
work for some computers and not for others.
 Satish is working on the set up for employees to view general public announcements.
 Marcy is ready to do her presentation on evaluations at the Management Forum
tomorrow.
 Satish will do the July Management Forum on Portal. Rocky wants to have about 20
minutes of this forum to make a presentation on the medical provider network.
 Rocky will send out a memo re: the ending date (June 30) for the old ID cards as soon as
possible.
Evaluations: All overdue evaluations are due tomorrow. Facilities won’t be able to make the
deadline due to the length of time it takes to get feedback for supervisor evaluations. Satish has
one employee who was out more than six weeks and just came back. It was noted that this
person should just be evaluated for the time he was here. Janice will do her last three tomorrow.
One person in her area has been out for several weeks and is still under a doctor’s care, so she
plans to do that one the first week in May. This will be discussed after the meeting. March
evaluations due in the next few weeks. It was noted that the president is now requiring the vice
presidents to review all evaluations. Also noted: It is important to attend the Management
Forum tomorrow on evaluation tips and techniques.
Q-builder: Q-builder information has been received, and the 2005-06 budget requests now needs
to be extracted. Alex will start working on this Friday afternoon. Pam noted that there is a
problem with entering information. Alex will check the planning document Arvid prepared.
David will check to see if the cost for the HR remodel is still the same. Andy noted that their
bookkeeper will be retiring in October or November, and this needs to be included.
Committee Reports/Division Issues
 Marcy Wade
 She is overloaded and has a number of outstanding projects she can’t get to.
 There will be a mediation process on the 18th re: the Federation grievance.
 Andy Nasatir
 Bookstore employees looked at the new software, and Alex stressed the need to work
with Satish on this because it will require integrating the software with the main
system.
 The selection committee for the Sales Assistant position met yesterday.
 They are moving into a super busy period, with three semesters open for faculty and
end-of-the-year inventory. He will bring detailed information on Bookstore traffic to
the next meeting.
 He needs a replacement for his 10-year-old computer.
 Allene Quarles
 The Student Employee of the Year event is this Thursday from 12:30 to 2 p.m.
 There was discussion as to whether the vice presidents should review evaluations
before or after they are administered. It was decided that it should be done before to
insure the quality of the evaluation. For example, if there is an unsatisfactory rating,
there needs to be a plan for improvement. This preliminary review process will start
next month and apply to all evaluations.
 When an long overdue evaluation has been done out of its regular time order, waiting
for 14 –15 months for the next one in order to get it back on track is acceptable.
However, this should be evaluated on a case by case basis, and a cover sheet should
be included on the evaluation to indicate this plan.
 Janice Ely
 Her staff finished the fixed assets data entry, so they are up to date as of March 16 and
the Facilities staff should be able to keep it up to date now. She will be preparing a
capitalized fixed assets spreadsheet per GASB requirements for the auditors.
 She is working with Mike Wilson on the IPEDS report and training the new
employee.
 TOPS restructuring may affect the general ledger.
 The Native American Pow Wow this Saturday and Sunday is free.
 Satish Warrier
 The new programmer starts Monday, and they are in the middle of three new hiring
processes.
 He met with Rocky yesterday on air issues in the MCS loading dock area. Rocky
will meet with the employees today and will research the problem. They may be able
to continue with dust masks; however, he noted that all respirators need to be fit
tested before use.
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 He got a call from Barb Perez re: two rooms in Chemistry building with no
connections.
Pam Fees
 She will be at the CASBO conference from Sunday to Thursday.
 Due to Gay’s retirement, they have no one to do the 320 report, which is due April
30th. Pam has been working with Satish to get the needed reports, and she will call
Gay to come back on limited basis (2 weeks) to do the report.
 The screening committee for Director of ITS position had its first meeting. The
position closes on April 26.
Rocky Bonura
 Valerie will be on vacation next week.
 He had very productive meeting yesterday re: procedures.
Ruth Sanchez: A problem in the requisition process has been discovered. After a
requisition has been approved, it doesn’t seem to go to purchasing, where it would
receive a P.O. number. However, neither party is aware that the process has stopped.
Others reported having the same problem. Rocky will investigate. Offices may need to
be notified that their orders have stalled. This problem may affect orders placed before
the purchasing cut off date.
Bob Gann
 Proposals for work on the Student Services Center are going out.
 They are in the midst of two hiring processes (Administrative Assistant and Assistant
Director).
 They will hold a debriefing meeting with CW Driver and Maas Company tomorrow.
 An attorney is drafting a letter to the designer on the Science Complex issues.
 The issues regarding the transfer of funds for the Bookstore remodel were discussed.
Since Facilities is already incurring expenses for the design, some money needs to be
advanced. The amount is negotiable.
TO DO LIST:
1.
Dave and Bob will create a memo re: the surplus process, making reference to the
procedures.
2.
Rocky will check the surplus procedures.
3.
David will check on the cost of the HR remodel.
4.
Satish will research a problem with the system reverting to the old Infonet page.
5.
Rocky will send out a memo re: the ending date (June 30) for the old ID cards as
soon as possible.
6.
Alex will check Arvid’s Q-builder planning document.
7.
Andy will bring detailed information on Bookstore traffic to the next meeting.
8.
Rocky will research the purchase order problem.
9.
Pam will send Bruce Spain the information on how to get money released for the
lighting in the Marsee Auditorium. Jim Schwartz and the president will be copied.
Meeting adjourned at 9:25 a.m.
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