Administrative Services Staff Meeting
August 31, 2004
PRESENT:
_x_Rocky Bonura
_x_Mike D’Amico
_x_Janice Ely
___Pam Fees
_x_Bob Gann
_x_Vic Hanson
_x_Alex Kelley
_x_Donna Manno
_x_David Miller
___Andy Nasatir
___Lynnda Nelson
___Allene Quarles
_x_Marcy Wade
_x_Satish Warrier
Minutes: The minutes of August 10 were approved.
Budget: Copies of the August 18 Final Budget memo Vic prepared for the president were shared
with the group. It was noted that this document has already been shared with the Area Council
and the PBC and includes much of what the president said in his speech on Flex Day. Vic
stressed the importance of submitting the staffing paperwork immediately.
Alex reported that he was waiting until after he meets with the deans on the 7th to submit the
paperwork on the two lab positions. Vic reported that this transfer is not a done deal and that not
everyone agrees that the positions should go under ITS. Alice Grigsby, for example, is against
the transfer. Also, Administrative Services won’t be taking these positions unless the support
positions and funding come with them. Alex suggested going ahead and doing the paperwork to
move the money currently spent for the support staff in the labs to ITS. This will be discussed at
the VP meeting tomorrow. Alex was asked to attend this meeting at 10 a.m.
It was noted that part of the objection to moving the lab positions is the salaries of the support
staff. It was felt that these positions are currently being overpaid under the guise of being
“paraprofessional” positions. This generated discussion on the rampant abuse of the
paraprofessional position categories, which in too many cases are being used to bring in friends
and family and pay them at excessively high rates. There is no screening, and applicants only
have to go through the Placement Office – not the Board. Marcy and Pat Caldwell are trying to
close the loophole.
Under Augmentations (2004-05 only) – Supplementary Temporary Staff (page 6), $200,000 will
be divided among the three VP areas. Submit something to Vic if you have a need in this area.
Also under Augmentations, item (e) Supplies – Administrative Services shows that $50,000 will
be available. Submit something to Vic if you have a need in this area.
Marcy was asked to attend the Cabinet meeting on September 3 at 9 a.m. re: opening positions
for hiring.
Accreditation Report: Donna distributed copies of the handouts from the accreditation
presentation on Flex Day. She noted that the Accreditation Commission has to go through its
own standard review every six years. At the most recent review, the original ten standards used
in the accreditation process have been converted to 4. They are:
1.
Institutional Mission and Effectiveness
2.
Student Learning Programs and Services
3.
Resources (this will probably be the one to affect Administrative Services the most)
4.
Leadership and Governance
The ten old standards will still be in effect for the mid term report for the Accreditation
Committee, which is due in April of 2005. There was discussion as to how Administrative
Services can provide what they would consider a satisfactory program review. Donna noted that
we must be systematic and agree as a group on what will serve the purpose. The suggested cycle
is survey, implement change, report on it, and survey again. The same survey should be used at
least two times for continuity in comparison. Donna was volunteered to represent Administrative
Services on the Accreditation Committee. She will research what has been done to satisfy the
accreditation recommendations.
Annual/Quarterly Reports: Everyone was reminded that Annual Reports are coming up and will
be due in November. The president wants the focus to be on planning for the future. Donna
noted that Q-Builder does have features for planning, and she will research which sheets to use.
Alex raised the issue about how to handle dates and information already in the system that have
changed due to recent Cabinet decisions on what to fund. Donna suggested leaving them in the
system and utilizing the annotation component; however, Alex noted that interpretation of QBuilder reports with old dates and information could make the division look bad. Donna will
research how to report these items. It was also noted that the Q-Builder system wasn’t meant for
system-wide use; therefore, Q-Builder data is not protected like data on the Datatel system. QBuilder also needs a recovery process. Alex noted that ITS does daily backups and stores these
off campus weekly.
Committee Reports/Division Issues
 Ruth Sanchez: A student who did not get change from a parking permit machine and got
bounced back and forth between five offices trying to resolve the problem finally came to
the VP office looking for help. Mike reported that these should normally be referred to
parking services, but he will contact this student.
 Janice Ely
 She and her staff met with Bill Mulrooney and his staff last week in an attempt to
dialogue potential registration problems ahead of time, and it seems to have helped.
 The auditors will be coming on the 11th.
 Per Alex, the random down time they had last night is due to a software problem.
 Donna Manno
 She is on the hiring committee for the Web Developer position, and interviews will be
held on September 14.
 ECC’s Web is extremely out of date. Most were not aware that Ann Garten had hired
a non-cert to do Web maintenance and couldn’t see where he had done anything.
 Alex noted that those who had independent consultants do their Web pages will cause
problems because once you choose a Web route you have to stay with it. You can’t
mix and match.
 Mike D’Amico
 Parking was full at 9:15 yesterday, which is earlier than usual.
 Filming on the movie in the Stadium has started.
 Marcy Wade
 They are working on recruitments and creating a plan to stagger the opening of
positions. Vic stated that the president doesn’t want to recruit for any positions until
after the adoption of the Final Budget at the September Board meeting. This applies
to all positions.
 Bob will chair the committee for the Assistant Director of Facilities position.
 The Liebert Cassidy workshop is in September.
 Bob Gann: Recently completed projects include:
 Replacement of the chiller in the Business building (scheduled maintenance)
 Paving near the Student Activities Center
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 The MCS water line
 Replacement of fuel dispensing pumps in the maintenance yard should be done in
three weeks.
 Projects going to bid soon include the pool roof replacement, and the replacement of
lobby carpeting in the Library and the Campus Theater.
 The timing of air handler project will have to be changed, since ECC will have a
winter session. The project is expected to take approximately five weeks.
 He is being asked when personnel will receive their yearly $50 stipend for uniform
cleaning. Rocky reported that he is still trying to get a complete list from the
Bookstore of everyone who got shirts. Currently it’s just personnel from Facilities
and ITS; however, when the lab positions transfer to ITS, they will need shirts also.
Bob and Rocky will send Janice the lists they have in order to facilitate the stipend.
 Facilities Master Plan: They are working on cost reduction options and the athletic
center options and waiting for Kathy Oswald to schedule another Facilities Steering
Committee meeting.
 Science Complex: One issue remains to be resolved for Phase I. It was noted that the
single story building is now called Life Science and the three-story building will be
called Natural Sciences. Regarding Peggy Patterson’s report to the Area Council that
the restrooms in the Life Science building are small, Bob noted that when one stall
has to be larger to accommodate wheel chairs, etc., the others need to be smaller.
Alex Kelley
 Six kiosks had to be rebuilt; however, all are now working. Nine new ones will
be added.
 The computer system catches 175,000 spam messages a day; however, hackers are
learning to bypass the use of key words by the filter programs by misspelling the
words. Also, never go into a spam message or try to unsubscribe; this only gives
them a verified E-mail address.
 If you want to get an E-mail address on the “white list”, let ITS know.
 There are two schools of thought on using the “preview” mode for E-mail: 1. you
can see it before you open attachments, 2. some viruses are in the E-mail itself.
 Virus checks on the server are automatic every day; however, individual
computers need to do their own virus checks.
Satish Warrier: In order to avoid the problems encountered in Phase I, ITS needs to be
involved in planning for equipment ventilation before each phase is complete. The
blueprints they got are out of date. David will provide updated blueprints for Phase 2. It
was noted that Don Treat is a supervisor and doesn’t have final approval authority. This
would have to come from Alex or Satish. Also noted: He got a memo from Barb Perez
regarding changing room allocations from labs to classroom and to office space, etc. This
will have to go to the State for approval.
Rocky Bonura
 A Cal OSHA inspection is going on.
 In order to get records that need to go to Facilities for retention transferred, it was
noted that a work order is needed.
Meeting adjourned at 9:47 a.m.
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