Administrative Services Staff Meeting
March 2, 2004
PRESENT:
__x_Rocky Bonura ____Janice Ely __x_Alex Kelley ____Lynnda Nelson
__x_Janet Clarke __x_Pam Fees __x_Donna Manno ____Allene Quarles
__x_Mike D’Amico ____Bob Gann __x_David Miller __x_Marcy Wade
__x_Maurice Elmore __x_Vic Hanson ____Andy Nasatir __x_Satish Warrier
Minutes: The minutes of February 24 were approved.
Measure “E” Rules: Copies of the Measure “E” Bond Equipment Acquisition Rules in Janet
Clarke’s memo dated November 19, 2003, were shared with the group.
Accreditation Status: Vic noted that there is a need to review the recommendations made by the
Accreditation Committee and determine what progress has been made in those areas.
Computer Replacement Schedule: Copies of Don Treat’s October 17 Draft of New/Replacement
Computer Deployment were shared with the group. Alex noted that the plan was updated with a major change and a few minor changes in December. The major change is that everything has been pushed back six months from the original schedule. Alex will provide Vic with an updated copy. Noted:

The plan is based on the average age of all machines in the office. When they visit an area, they replace everything - computers, printers, etc. Replaced machines that are fairly new will be given to others.

Replacement of academic computers is planned for every three years so that ECC classes can remain competitive with other schools. Computers in administrative areas will be replaced every four years.

People with grant money are a problem in the computer replacement plan.
Committee Reports/Division Issues

Satish Warrier: They update the virus check on the servers daily and ECC hasn’t gotten the new worm so far.
 Alex Kelley: There is a meeting of the group working on standardized applications this
Thursday and Friday in Oakland. This group, chaired by Bill Mulrooney and representing eleven colleges, may be asked to take on electronic transcripts also. The next step is the degree audit program. It was noted that ECC already has a partial degree audit system.
ITS did the technical work for the program and Admissions hired Dave Snowden to support it and input Admissions information; however, for some reason this is no longer happening and the project has stalled. Vic noted that Cabinet needs to be updated on the status of this project.
 Marcy Wade
 Staffing in the Chancellor’s office has been cut dramatically,

HR doesn’t have the staffing to send out reminders at evaluation time; consequently, individual offices will need to keep track of evaluation due dates themselves.

Administrative Assistants can contact Urania for relevant dates. Alex suggested putting this function in as an Outlook task.

She will attend the ACHRO meeting.

Donna Manno

Information on the budget section of Q-builder training went out. It was stressed that this is for new money – not operating budget, and Pat Caldwell is recommending that
1% of the total budget should be devoted to new initiatives. Q-builder also has an accreditation component that could be explored later.

Alex and David reiterated their frustration at having to do double work to first compile reports like the Technology Plan, Facilities Master Plan, etc. and then have to input the same information into Q-builder. Dwindling staff is making this duplication of effort a real problem.
 The Women’s History Month luncheon is this Friday. A female astronaut has been added to the program and will speak in the Marsee Auditorium on March 27 th
. The
Wall of Fame event will be March 30.

Pam Fees
 She will have more budget information when the results of today’s election are in.

Since the Fall Schedule must be updated by March 10, they will put in $18 as the registration fee with a note that it is subject to change.
 Since it was the last day to add classes, they stayed open Friday and did have activity on Friday evening.

Delinquency notices will be mailed the week of March 8. They are collecting
$15,000 a day.
 There will be a teleconference on Friday in the ITS conference room. Vic will attend.

They are asking the Board to accept a new audit firm in the next agenda. It was noted that the new firm will look very carefully at recommendations made in the last audit.

Janet Clarke
 The piano agenda item needs to be adjusted if the number of items changes.
 Sherman Wong’s opinion was received yesterday. Vic noted that this needs to be discussed.

June 29/30 is her last day (and Maurice’s also).

Rocky Bonura: At a meeting with union members yesterday re: travel for mandatory training purposes, they came to an agreement and will include it in contract negotiations for management. Key issues:

Management communication with employees is essential. If they give advance notice, the manager can change the employee’s schedule for that day. What is considered a reasonable amount of notice?

What constitutes mandatory? Emergency preparedness and forklift training are mandatory. Rocky noted that “mandatory” or “required” will written be on future notices for training.

Documentation as to what was agreed upon at the meeting is needed. Having union members sign a record of the meeting or providing the minutes only were suggested.

They are going forward with photo ID in Harold Tyler’s area. Alex noted that they may need to pursue release of bond money for new Photo ID equipment.
Meeting adjourned at 9:13 a.m. staf32