Administrative Services Staff Meeting
January 27, 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
__x_Allene Quarles
____Marcy Wade
__x_Satish Warrier
Minutes: The minutes of January 13 were approved.
Action Plans: Arvid Spor reviewed action plans, the second step in the planning process. They
are doing it in segments to make it easier. Draft copies of the action plan form and a completed
sample were shared with the group and will be sent out electronically also. These mirror what is
already in Q-builder. They can be cut and pasted from a Word document into Q-builder or put
directly into Q-builder. It was noted that some VPs may still want paper documents. Copies of
the seven strategic goals for 2004-05, as they appear in Q-builder, were also shared with the
group. Noted:
 This is a 3-year planning process, and it is for new money only. It is anticipated that this
process will provide a better documentation trail of how changing resources affect
planning.
 Information must be in the system by March 31, and it is hoped that funding decisions
will be made by May. PBC will review the information as it comes in.
 In order to encourage cross communication between areas that will need to be involved in
the project(s), item #5 has been added to the draft action plan. It was suggested that
staffing needs and implementation costs need to be added to #5 because project initiators
tend to ignore the costs incurred by the other areas involved in their projects.
 The coordination activity will probably be post funding; however, it was stressed that a
mechanism is needed for upper management to cut a project before too much time and
money is invested in it.
 The impact and real costs of grants also need to be carefully reviewed before the college
applies for them.
 Item #6 will help with the budget portion of the process, and training on this piece will be
available later.
For questions on the planning process, call Arvid at x. 6187.
Customer Service: Copies of the December 5, 2002 summary provided by Jo Ann Pina after the
customer service training were shared with the group. Noted:
 Managers are the key to making customer service work. Errors need to be shared with
everyone to provide a staff development opportunity and avoid the problem in the future.
 A few areas exhibited the “blame others” pattern, where customer concerns about service
were seen as “their problem.”
 Gaps between management perceptions and staff perceptions were noted.
 Ten suggestions for improving customer service were provided.
 ECC doesn’t have standards, and it’s hard to hold people accountable if you don’t have
standards.
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Internal customer service is better than external customer service.
Since it has been a year and a half since the training, there was discussion about repeating the
customer service survey and whether the survey instrument should be the same. It was noted that
changing the survey could impair the ability to make comparisons. It was also noted that if the
college administers a morale survey, it needs to be prepared to address the issues that come up.
The group was asked to think about possible survey questions and E-mail them to Ruth. This
will be an agenda item for the meeting after next. Once an initial draft is completed, it will be
shared with Nadine and Pat.
Budget: Copies of the 2004-05 Budget Deliberations for the California Community Colleges
(prepared by the CCLC) were shared with the group. Noted:
 Block Grant B combines Instructional Equipment and Library Materials and Hazardous
Substances.
 Block Grant A combines EOPS, CARE and Fund for Student Success
 If the State bond initiatives don’t pass, the governor is warning of “Armageddon cuts” to
the state budget. March 2 is election date.
 Propositions 57 and 58 are linked, so one won’t work without the other.
 There will probably be a 1.84% COLA for community colleges.
 PFE and TTIP will be folded into the base.
 The proposed student enrollment fee will be $26/unit.
 The $50 fee for those with BA/BS degrees will be reinstated.
 A dual admissions program urges students to attend community college for the first two
years and then transfer to a four-year school.
 ECC is deficit financing $2.7 million next year. If the college has to cut 10%, it would
wipe out the reserves.
Committee Reports/Division Issues:
 Maurice Elmore: Palm tree trimming will begin next week, and damaged paved
walkways on campus will be repaired.
 Bob Gann: One attorney said ECC could use bond money for personnel costs (with
certain restrictions) and another attorney said we could not. A third opinion may be
necessary.
 Alex Kelley
 Problems with the new voice mail system have settled down. If you are still
experiencing problems, call the Help Desk.
 He met with SCA last week re: the auto attendant function to be installed. Individual
units can choose what callers will listen to while they are waiting. The system won’t
work if employees take their phones off the hook.
 Personnel issues: Kathy Way and Del Bergin are retiring. Tahir Aziz is resigning,
and Cheryl Shenefield is going out on an extended medical leave.
 The new release (#18) of Colleague is due in April/May, and implementation will be a
major task which dwindling staff and resources could seriously impact. Vic will
follow up on this.
 Alex will attend Webinair in San Diego.
 In response to his question about the status of staff uniforms, Rocky noted that shirts
and ID badges will be issued when the contract is ratified.
 David L. Miller
 Parameters and policies for leasing space on campus are needed to deal with the
wireless carriers wanting to lease space at ECC. Sprint, Verizon, Nextel and ATT are
all interested. ECC can accommodate many companies, and the college could
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generate needed income. A fair value for this service needs to be determined. He
will work with Janet to get it on the Board agenda and consult Mike also.
 Use David L. Miller for E-mail.
Allene Quarles
 POA reopener negotiations were held yesterday. Rocky will make a presentation to
them on Article 11 next week.
 The on-line collective bargaining system will go on line in February. Michele Waller
is putting in documents now. It won’t be self-service – users will have to go through
HR to get the information.
 HR is currently unable to keep up with notifications as to when evaluations are due.
Alex suggested that managers use Outlook reminders for this.
Janice Ely
 Ron Way wants to start charging materials and uniforms fee for paramedic, and this
will need to go to the Board.
 The carpeting and painting in the Accounting Office is finished. Kudos to the
painters.
Satish Warrier: They came up with a fix last night for the two new viruses from the
Chancellor’s office E-mail. Don’t open any zip files – just delete them. A virus scan
update is also recommended.
Mike D’Amico: They are working with Satish on their E-mail problems.
Pam Fees
 The problem with some spam E-mail is that it manages to attach to the names of
known people and/or employees. Alex is looking at spam elimination packages.
 Some things need to be addressed for the audit report.
Janet Clarke
 She and John Means went to small claims court re: Zero Time Management. Steve
Montanez drafted motion for dismissal. The judge took the matter under advisement
and will notify ECC.
Allocation of bond equipment for the next round will probably take place in April.
Winter Session 2005: No decision has been made as to whether ECC will have a winter session
in 2005.
Meeting adjourned at 10:10 a.m.
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