Administrative Services Staff Meeting
May 18, 2004
PRESENT:
__x_Rocky Bonura
__x_Janet Clarke
__x_Mike D’Amico
__x_Maurice Elmore
____Janice Ely
__x_Pam Fees
__x_Bob Gann
__x_Vic Hanson
__x_Alex Kelley
__x_Donna Manno
____David Miller
____Andy Nasatir
____Lynnda Nelson
__x_Allene Quarles
__x_Marcy Wade
__x_Satish Warrier
Minutes: The minutes of May 11 were approved.
May Revise: Copies of the State Budget Update #7 dated May 13, 2004, were shared with the
group. Noted:
 ECC’s Tentative Budget was prepared prior to the May Revise.
 COLA is now anticipated at 2.41%.
 Equalization is now back up to $80 million.
 Enrollment growth is 1.66% for selected categoricals.
 $4 million is earmarked for non credit growth for non-equalization districts
 Enrollment fee is $26 /unit and $50/unit for those with a BA degree.
 PFE, matriculation, Technology & Telecommunication Infrastructure and part-time
faculty programs have been folded into the general apportionment.
 Some programs with matching funds have been clustered with programs that don’t have
matching funds, and there hasn’t been discussion about how the matches will be handled.
Vic is proposing that all matching funds should go to Scheduled Maintenance this year, since it
all went to Library Materials last year. The need for scheduled maintenance is greater at this
point. Ongoing needs should come from the general fund unrestricted.
Travel Guidelines: Janet reported that Janice was the one who wanted the issue of the expense
claims problems brought to the meeting; however, since Janice was not in attendance, Janet led
the discussion on the issue. Accounting is doing internal auditing of expense claims, and there is
an ongoing problem with fudged numbers, inflated mileage and expenses, etc. The abuse is not
widespread, and they are going after those abusing the system; however, they are looking for a
way to eliminate the problem. A straight per diem wouldn’t solve the problem, so the proposal is
to request receipts for all items. It was noted that most colleges require receipts.
Copies of the Travel Manual discussed at last week’s meeting were E-mailed to AS managers. It
was noted that the procedures are on the back of the Conference Request/Reimbursement Form,
so users only need to follow the printed instructions. The fact that most people were unaware
that the Travel Manual even existed suggested that education/training (rather than changing the
requirements) might be the resolution to the problem.
Committee Reports/Division Issues
 Marcy Wade
 She is working on updating the HR policies and will not be deleting any old policies
until there is something to replace them.








 The procedures also need to be updated. Procedures don’t have to go to the Board.
They go through College Council for information only. In response to Rocky’s
question about mandated procedures, he was advised to reference relevant codes or
mandates when submitting them.
 She is also learning to work with the CCLC online collective bargaining database and
is concerned about incorporating recent changes to workers’ comp law.
Allene Quarles: The luncheon for Janet Clarke and Maurice Elmore will be held
tomorrow at the Daily Grill at 11:30 a.m.
Satish Warrier: The E-mail system will be down Sunday from 10 a.m. –2 p.m.
Pam Fees
 There was an influx of students at the Cashiers’ windows last week due to the drop
date. Those who missed the deadline will now need to pay for the class before
dropping it.
 They will be charging $18 for summer school until there is definite word from the
State to the contrary. This may result in another situation where letters re: fee
increases will need to be sent to students who have already registered and paid. They
are also working with Bill Mulrooney on international students who are not paying in
a timely manner.
Janet Clarke
 The CCLC policy project has been transferred to Kathy Oswald.
 Procedures still need to be updated, and a system needs to be established as to how
these will be handled.
 The insurance component of her job has been transferred to Rocky.
Alex Kelley
 There was a recent incident where a manager issued an ITS-related contract without
consulting ITS. This needs to be discussed at the VP level.
 In the last 6 months, ITS went from 6 analysts to 3, and from 6 technicians to 2.
Those to be hired for the approved positions probably won’t be able to start before
September.
Donna Manno
 Faculty and Staff Appreciation Day is May 27th.
 The second session of Omni training has been rescheduled to next week to allow time
to work out the bugs uncovered at the first session.
Mike D’Amico: Regarding supervisor evaluations, Marcy advised him to make
arrangements with Mike Wilson for the forms.
Maurice Elmore: The driving of heavy trucks (Pepsi, fire trucks, etc.) on campus has not
stopped and is causing damage to the walkways and grates over trenches, which were
designed for pedestrians only and cannot support the weight of the big trucks. The
overhang on the Marsee Auditorium was also damaged by a large truck. The companies
owning the trucks are to be billed for the damages. It was noted that there is a procedure
in place; however, it isn’t clear who is to enforce it. It was suggested that Lynnda should
restate the procedure with the vendors again, and if they don’t comply, campus police
should issue tickets. Rocky also suggested that the task force should be reactivated to
resolve the issue.
Meeting adjourned at 10:00 a.m.
staf518