Administrative Services Staff Meeting
October 19, 2004
PRESENT:
_x_Rocky Bonura
_x_Mike D’Amico
_x_Janice Ely
_x_Pam Fees
___Bob Gann
_x_Vic Hanson
___Alex Kelley
_x_Donna Manno
_x_David Miller
___Andy Nasatir
___Lynnda Nelson
_x_Allene Quarles
_x_Marcy Wade
_x_Satish Warrier
Minutes: The minutes of October 12 were approved.
Frozen Positions: Vic reported that some decisions were made in Cabinet yesterday with regard
to frozen positions; however, the president didn’t want the information made public until he
himself announces it at the management meeting tomorrow.
Retro Employment: At tomorrow’s management meeting, the president will also announce plans
to crack down on retroactive employment (prior to Board action). This issue is getting a lot of
attention at the Board level, and the president wants the vice presidents to make sure it doesn’t
happen. Marcy noted that there will be case-by-case exceptions for situations like registration
staff and emergency faculty hires. The thing to avoid is the regular practice (mostly in other
areas) of obtaining approval after the employee has already begun working.
Committee Reports/Division Issues
 Marcy Wade
 They are gearing up for what they hope will be some positions approved for hiring.
The openings will be staggered, and the goal is the December 20 Board meeting, so
everything must be ready two weeks before that. The president has indicated that he
wants to be more involved in the process.
 The Dean of Fine Arts position has already been posted; however, the Dean of
Natural Sciences position hasn’t been posted because HR hasn’t received the flyer
information from the committee.
 Vic stressed that managers must move quickly on any positions that are approved for
hiring because the governor’s mid-January budget report could be used to cancel the
hiring process.
 David asked about the possibility of pre-employment level testing as a physical base
line for the future. This practice could save the college a lot of money. Rocky noted
that this kind of testing can only be done after employees are hired, and it is
something to be considered for the future. Marcy noted that this kind of testing is
expensive, and ECC is not set up for this kind of testing; however, she will revisit the
issue with Rocky.
 Marcy and Allene will be at a conference for the rest of the week.
 Rocky reported on problems he has experienced while trying to get accurate
information from hiring committee members. Marcy suggested contacting the chair
of the committee or HR for accurate information. It was noted that even though
individuals may take varying amounts of time to review applications, they aren’t
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entitled to overtime. Also, the manager has the discretion as to whether or not a
person serves on a committee and how much time is spent on the activity. Marcy
suggested 2-4 hour blocks of time rather than whole days.
 In response to Donna’s question about having HR pre-screen applications for
minimum qualifications, Marcy reported that they used to perform that service;
however, committees no longer want them to. The chair of the committee is
responsible for informing members about what to look for in the applications.
Satish Warrier
 The phone registration system upgrade should be finished today.
 They are still talking to vendors, but they are shooting for December to get off the
Centrex phone system.
Donna Manno
 She hasn’t heard from any other colleges regarding her inquiry on a model format for
program review.
 Doug (Q-Builder) is putting together a program to accommodate XP, and they hope to
have Q-Builder up and ready by Friday.
Pam Fees: The auditors are gone for now, but they are not finished. The Fiscal Services
Division Council meeting is today at 10:30.
Rocky Bonura: They are trying to complete the SWACC property and liability inspection
today. The inspectors were impressed with Facilities, and David noted that this is the
best facilities inspection he’s ever been through.
David Miller
 In response to David’s question as to whether or not ECC will ever go to an electronic
timekeeping system, Satish noted that he has met with Janice and they are looking
into absence accounting systems.
 Regarding getting the new Campus Standards document on the Web, David was
advised to sent it to Satish, who will put it under the Documents category of the
Infonet so it can be available to the campus. The introductory E-mail has already
been done. Vic asked the AS managers to look at these standards and provide input
to Facilities.
Janice Ely: The new audit firm will probably be back on Friday.
Allene Quarles
 ECC will be the site of a Liebert Cassidy workshop on November 18. Employees are
encouraged to attend.
 She suggested Tuesday, December 14 as the date for the annual Holiday Lunch and
suggested Aolis as the location.
Meeting adjourned at 10:10 a.m.
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