Administrative Services Staff Meeting
March 1, 2005
PRESENT:
_x_Rocky Bonura
_x_Mike D’Amico
_x_Janice Ely
_x_Pam Fees
___Bob Gann
_x_Alex Kelley
___Donna Manno
_x_David Miller
___Andy Nasatir
___Lynnda Nelson
_x_Allene Quarles
_x_Marcy Wade
_x_Satish Warrier
Minutes: The minutes of February 23 were approved.
Planning Status Report: Copies of the March-May 2005 Planning Status Report dated February 28
were shared with the group. Input was requested regarding any additional issues that might need to
be addressed. Comments:
 Inventory is a big item that needs to be done. A process needs to be in place before bringing
in outside consultants, and this process needs to include maintaining the inventory after the
initial work is done. Rocky will research prices and David will research consultants. It was
noted that most processes are already in place but are not being utilized. This is a
management problem. The need to update procedures and educate employees on the correct
way to do things was noted. David Miller and Rocky Bonura will review the procedure and
determine what changes, including staffing, are needed. They will report back at the
meeting two weeks from today.
 The general fund has been putting money in Fund 41 (up to $2 ½ million). This money needs
to be returned to the general fund or it should be acknowledged that it won’t be returned and
be called a gift. Momi Elliott is working on this.
 They are actively invoicing the areas of Fund 12 that are behind.
 Keenan and Associates will be setting up an actuarial study on retiree health benefits. There
is lead time on this.
 A dispute situation with the Science Complex architects for errors and omissions may exist;
however, all the other accounting items should be complete by April. Alex, Pam and David
need to meet on this.
 The actual value of the modular units must be determined before they can be amortized.
Janice noted that she has been depreciating them as fixed assets, so she needs to be kept in
the loop.
 Rocky, Marcy and Alex will attempt to resolve the status of the interim appointment of the
Director of Purchasing and Business Services.
 Money from the Bookstore and parking funds have been transferred to Fund 41 to support
the Facilities Master Plan.
 Funding for computers for 34 new faculty members has already been taken care of.
Workshops: Copies of the announcement of an SCCCD Workshop on The Disability Interactive
Process and Retaliation were shared with the group. It was noted that a lack of knowledge in these
areas can cause serious problems, and many managers and supervisors could benefit by attending.
Today is the last day to sign up, and managers are encouraged to take advantage of these workshops,
especially since the college has already paid for them in its consortium fees. Alex noted that he will
be taking a proactive role, providing training for Administrative Services and inviting other areas to
participate as well. Some training for Administrative Services will be mandated when it is deemed
necessary.
Allene will be lead person on the training, and she and Alex will meet re: getting something
together for all managers. Allene will attend the VP meeting on Thursday at 10:30 to discuss
training.
Bond Funds for Equipment: The cutoff date is coming up, so get purchase orders for bond
equipment in as soon as possible.
Hiring Committees: Successful completion of hiring processes is currently hindered by a shortage
of good applicants. Other colleges are going out two and three times for the same position. Getting
on the president’s calendar for the final interviews can also be problematic. It was recommended
that his calendar should be booked as early as possible.
Committee Reports/Division Issues
 Marcy Wade: The ACCCA conference she attended recently was very worthwhile.
 David Miller
 Facilities is way behind due to the work in the basement of the Natural Science building.
 Within the next two years there will be major and drastic changes to campus, including
trenching for several projects. Upcoming bond projects include the parking structure, the
Humanities building, the electrical substation, and the Student Services Center. The
Assistant Director position is desperately needed.
 They are still waiting for the furniture to come in for the HR remodel. Then the work for
the move will be scheduled.
 Mike D’Amico
 Regarding the probationary employee, it was reported that the president hasn’t made a
decision; however, Alex feels that if an employee is terminated during the probationary
period, the position shouldn’t have to be approved again before filling.
 The drop-off zone in front is working well. The curbs will be painted red for the one on
north side and signage will be provided. Cadets will also be needed during the transition
time on the north side.
 Do put everything in Q-builder. Alex reminded everyone to protect themselves by
updating everything in Q-builder so that it doesn’t appear that you failed to complete
projects. The need to address Q-builder training and equipment issues first was stressed.
It was noted that Steve Fasteau is available to provide Q-builder training.
 Satish Warrier: The Colleague software needs to be updated. The new version will allow
for customized sequencing of tabs and it can force fields to be entered, eliminating the
problem of missing MIS data caused by some divisions skipping screens. He is looking for
volunteers for the pilot program.
 Pam Fees
 The Legislative Analyst’s Office has reviewed the governor’s January budget from
January and feels there is an additional $2.3 billion in state revenue. Recommendations
include rejecting the proposed to shift of STRS payments to local districts, providing
$80 million for equalization (after growth and cola), increasing COLA to 4.1% and
raising student fees to $33 per unit. Pam will provide Alex with a copy of this
document.
 Exhibit C (the first principal apportionment) sets what ECC’s base is for 2004-05.
People are especially interested in this amount this year because the formula for salary
calculations is based on funded FTES. The document shows that the base is 18,411,
which is how the District interpreted the base. This information was shared with College
Council and will also be taken to PBC.
 Janice Ely: In response to a question on lateral positions, it was noted that they are not
subject to probationary reviews; however, a review is recommended after 90 days.

Alex Kelley
 Most of the no shows have been processed, and active enrollments will be done then.
This should provide good idea of FTES, and it is anticipated that ECC will meet its
goals.
 The new Web Developer will be looking at all sites for currency and user friendliness.
Divisions can also initiate contact to get their pages updated. It was noted that all access
to Web sites for employees (except faculty) will be suspended on Friday, so update now.
Faculty sites have a disclaimer. The Web Developer will also reconvene the Web
committee.
 Keep communication going and resolve conflicts internally.
TO DO LIST:
1.
Alex will call John Means re: receivables.
2.
Rocky will research prices, and David will research consultants for the inventory (for 3/15
meeting).
3.
Allene will attend the VP meeting at 10:30 on Thursday.
4.
Allene and Alex will meet re: training.
5.
Pam, David and Alex will meet re: Science Complex accounting.
6.
Pam will send Alex a copy of the LAO document.
Meeting adjourned at 9:15 a.m.
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