Administrative Services Staff Meeting
February 10, 2004
PRESENT:
__x_Rocky Bonura
__x_Janet Clarke
__x_Mike D’Amico
__x_Maurice Elmore
__x_Janice Ely
__x_Pam Fees
__x_Bob Gann
__x_Vic Hanson
__x_Alex Kelley
__x_Donna Manno
__x_David Miller
____Andy Nasatir
____Lynnda Nelson
____Allene Quarles
____Marcy Wade
__x_Satish Warrier
Minutes: The minutes of January 27 were approved.
Bond Facilities Update: Bob Gann shared three documents with the group.
1. Preliminary Projects Budgets for Measure E Funds - This document revises the budgets that
were established for the projects in May/June of 2002 (column 1). The next column is budget
changes with 56 end notes explaining the changes. The president has dubbed this revision the
“04 and No More Plan.” Highlights:
 In the Additional Classrooms category, general remodeling needs have now been converted
to specific needs; consequently, funds have been taken from the remodeling categories and
moved to individual buildings.
 The number of parking spaces in the structure has been reduced from 750 to 630; however,
parking overall will increase approximately 20%. There will also be charging stations for
electric cars.
 Signage now has its own title.
 Energy efficiency measures have now been identified; therefore, these funds have now been
moved to individual buildings.
 Funds for hazardous materials abatement (#34) are now included in individual building
project budgets.
 Art/Behavioral Sciences (#25) is increased by $7 million for seismic strengthening,
remodeling, and energy efficiency. Also, due to shared common usage, funds for the Art
North Wing are now in the Art/Behavioral Science category.
 Phase II, II and IV Purchases (#54) - $4.3 million will be used for new equipment for new
buildings.
 They are now moving to the revised Facilities Plan from December 2003 and want the Board
to adopt this revised budget.
2. Facilities Master Plan Initial Projects Timeline - Noted:
 This document was shared with the Oversight Committee.
 Construction of the Central Plant is not shown because the decision to replace the Student
Services Center will allow for the Central Plant to be placed in the basement. This will
result in a $3 million cost savings; however, it does delay the timing of its construction.
 Programming occurs when architects meet with building users to determine their needs.
 The parts of the Humanities buildings west of the walkway will remain. Everything east of
it will be reconstructed. The bump out for the drop off zone will be in that area and will line
up with the traffic signal. Another bump out will be near the Business building. The
modular classrooms will need to be modified for humanities classes before construction can
start.
3. Building Renovations Levels of Scope Document - Noted:
 All buildings will receive Scope Level A, B and C. The exception is the Social Science
building, which will be Scope Level E.
 The Natural Science remodel is at Level E. It is hoped that as time goes by it will be
possible to go to Level E for all buildings.
 Restrooms will be redone only as needed.
 Demolition of the west wing of the Administration building will be at the joint. Dr. Hata’s
office will remain, and the Purchasing office will be demolished.
 Projects now total $366 million. This figure has been reduced from the original $375
million to recognize lack of funds from the State.
 With the inflation factor, the total is $450 million. If ECC can’t collect additional funds,
more downsizing will be needed.
 Care must be exercised to avoid shorting the end projects by augmenting the first projects.
 Vic noted that the president wants the funding beyond the bond item added to Board reports.
 Bob will do a Flex Day workshop tomorrow, and Deborah Shepley will present the “04 and
No More Plan.”
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Frozen Positions: Copies of the January and February versions of the Positions
Recommended for Exemption from Freeze memo were shared with the group. This memo
reflects what each area feels is most critical; however, they may not get any of it. The memo
can and will probably be revised before the president’s March 2 deadline. Noted:
Under Administrative Services in the February memo, numbers 3 and 4 (User Support
Technician - HR and User Support Analyst) have been added to provide ITS support due to
resignations and retirements.
No further cuts to either the student worker or the temporary classified categories will be
made for 2003-04.
Paperwork for the approved $30,000 augmentation for custodial services can be initiated.
The eight-page Staffing Needs memo detailing each position request will be shared with the
group before the next meeting.
The focus should be on college functions that need to happen rather than percentages of
attrition in the three areas.
Insurance Benefits Committee: The Health Benefits Committee will meet today from 12 – 2 p.m.,
and they will meet twice a month until June. Copies of the RFP Process Timeline for their decision
making process were shared with the group. It was noted that the wording of the document seems to
indicate a change will be made, and it was suggested that the wording should be changed before the
document is circulated to avoid confusion or misinterpretation.
Committee Reports/Division Issues
 Alex Kelley: ECC was under heavy attack by multiple sources last week.
1. Virus Attack - Numerous computer viruses attacked ECC’s systems last week. The
heaviest attack was on Friday, and it was so bad that ECC’s problems were affecting
other computers in California. ITS had to pull all technicians from other jobs to check
all computers for the source of the virus. It was determined that it came from outside
files, not from an E-mail source. During the investigation, a number of computers on
campus were found to be infected with doomsday and other viruses. The computer of
one specific off-campus user was infected and has been cleaned. The student labs are
clean now; however, they don’t know what will happen the first week of school when
new computers are added to the mix. Measures being taken:
 They will set up an area in MCS 105 where faculty can bring in their laptops to be
cleaned and checked. Vic was asked to communicate to the president that faculty
members should call their deans or VPs about their laptops – not Alex.
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They will modify single use computers to do only that one function.
Users are advised to avoid opening unrequested attachments because viruses can be
attached to known names. At one point during the virus attack, the staff list serve
had to be disabled for this reason; however, it is now up again. Screensavers can also
carry viruses.
 Users should avoid unsubscribing. It gives Spam vendors a valid address, and you
get more spam. Better to designate it as junkmail and let the system take care of it.
 Workshops on security issues (physical security, computer security, privacy act, etc.)
are needed and should be mandatory for all employees. A case in point is a grant
teacher wanting to buy computers for students to check out; however, none of the
installation issues, security issues, etc. have been addressed.
 Alex will make a presentation to Cabinet on these issues. It was suggested that he
test the presentation out on this group first.
2. Spam Attack - A Spam attack hit at same time as the virus attack, and at one point the
college was being bombarded by 6,000 messages an hour. Once the source was identified, a
tight block was applied which filters out a lot of E-mail before it goes to the server. It will
also lock out E-mail with more than 15 names in the TO: section. In addition, they have
created white lists (items that will be allowed through) and black lists (items that will be
blocked) in order to prevent future attacks. The system can be modified, so if you have
something that needs to come through, let ITS know.
3. Voice Mail – Except for the delayed receipt of voice mail messages, most of the bugs seem
to be worked out. It was originally thought that the new voice mail system was a standalone
system; however, it uses Microsoft Exchange, so it wants to communicate with all of ECC’s
systems. This is why phone messages sometimes went to E-mail instead of voice mail. This
problem has now been fixed. ITS will provide a set up to help faculty update their voice
mail when they return. They will be notified via their mail boxes.
 Staffing remains a problem, with Aziz Tahir gone as of Friday, Cheryl Shenefield going out on
medical leave, Del Bergin retiring and Kathy Way out due to family medical problems.
 Janet Clarke: The furniture (desks and chairs) that are being stored outside need to be
moved. ECC will be offering these items to all districts.
 Janice Ely
 The cashiers will be open a half hour earlier next week, and copies of their spring
window hours were shared with the group. Vic stressed the need for consistent signage
in the cashier’s area. Alex suggested using a scrolling bulleting board.
 Copies of a handout with commonly asked questions and answers were shared with the
group. It was suggested that it should be E-mailed to staff. Hard copies will also be
provided for faculty packets for tomorrow.
 The newly installed carpet tiles in the Accounting office are starting to bubble up. David
should be notified via E-mail.
 David L. Miller: They are still planning to have the front road finished before school starts.
 Rocky Bonura: With seven non-construction related accidents in 26 working days, the
monthly safety topic sent via E-mail is very relevant.
 Pam Fees: Democrats are expected to endorse Propositions 57 and 58, and Cal grant cuts
may divert many students to community colleges instead of private schools. Proposition 55
directly affects ECC.
 Maurice Elmore: One third of the palm trees were done as past of the three-year plan.
 Donna Manno: Flex Day is tomorrow.
 Bob Gann: Thanks to Maurice and his staff for the changes in scheduling they made. They
are now seeing the results and getting compliments.
Meeting adjourned at 10:05 a.m.
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