Administrative Services Staff Meeting
January 6, 2004
PRESENT:
_x__Rocky Bonura
_vac_Janet Clarke
_x__Mike D’Amico
_x__Maurice Elmore
____Janice Ely
__x_Pam Fees
__x_Bob Gann
__x_Vic Hanson
____Alex Kelley
_vac_Donna Manno
__x_David Miller
____Andy Nasatir
____Lynnda Nelson
__x_Allene Quarles
_vac_ Marcy Wade
__x_ Satish Warrier
Minutes: The minutes of December 2 were approved. Satish Warrier was congratulated for
being the successful candidate for the Assistant Director of ITS position.
Budget: Copies of Pam’s December 4, 2003, memo (2004-05 Preliminary Budget and 2005-06
Forecast) were shared with the group. This document was also shared with the PBC in
December. Speculation is that the State budget cuts will come more from community colleges
than the K12s. It has also been suggested that the governor will cut mandated costs and protect
Prop 198. Pam noted that even though the Prop 198 money is supposed to be guaranteed, the
State has never fully funded ECC at its proper level. It was noted that this budget is seen as a
plan of deficit spending (meaning the current year’s revenues are less than expenditures) for the
next two years, and this can’t continue for too long.
Highlights of the Preliminary Budget:
 A forecast for 2005-06 is included this year.
 On page 3, the ending balance line has been split to show mid-year cut reserves and
ending balance contingency reserves.
 The accounting for the concurrent enrollment issue was one major change. Originally,
the assessment was estimated to be $2 million, and ECC made the anticipated reduction
in income in 2002-03 (State income on page 4). The auditors felt this was premature
and that it should come from the 2003-04 budget; consequently, the 2002-03 actual
income has now been adjusted to include this amount. The net effect is additional
monies in the adopted budget and in the ending balance for 2003-04, which translates to
a higher reserve balance.
It was noted that for the concurrent enrollment issue, no
fault or blame was assigned, and all colleges system wide were assessed. ECC’s share
was $600,000.
 Budget expenditure increases include $1 million in interfund transfer, $1 million in the
academic salary account (some vacancies will have to be filled to satisfy the 75/25
requirement), step and column increases and PERS increases.
 The capital apportionments increase has been anticipated, and some funds have been put
into capital outlay accounts.
 Scheduled maintenance for 2002-03 is not in the book because funding was given, then
withdrawn. When ECC later received some funds, it was decided to use that money for
library materials (3 to 1 match).
 It is now necessary to take money from the General Fund Unrestricted and put it into
maintenance accounts for emergency repairs like the recent chiller failure (cost
$40,000). Bond funds can’t be used for maintenance.
 Café and deli money doesn’t go into the general fund and is accounted for under the
Bookstore (Fund 31 in the Final Budget book).
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Changes in enrollment fees affect the apportionment. As fees go up, the apportionment
goes down.
At this time, the 2004-05 budget is balanced with the required reserves.
Staffing Needs: Copies of the January 5 staffing needs memo were shared with the group.
Significant rationale for each position is included; however, the president just wants a list of the
positions and the ranking. It was noted that Page 8 needs to include the custodian who passed
away, and the number of positions requested should be six.
Planning: Draft copies of the January 5 Planning Status Report for January 2004 were shared
with the groups. Vic is trying to summarize all the information from each division within each
goal and attempting to get a total area picture. All divisions seem to identify the desirability of
Web pages and other electronic means for their future plans.
It is expected that this will take the place of the annual report because the president expects that
the vice presidents will be able to go through the Q-builder reports and extract information for
reports. Managers will, therefore, need to continue putting information into Q-builder.
Committee Reports/Division Issues:
 Rocky Bonura
 The ECCE contract is finished, and they are waiting for ratification. It is unclear
whether this will happen in time for the January Board meeting.
 ECC doing well accident-wise, but insurance premiums are going up.
 AEDs are on hold. How to enforce the new law prohibiting smoking close to
buildings is a problem. Removal of ash trays from outside buildings was suggested.
 Satish Warrier
 There was a major computer failure on Christmas day, and they were unaware that the
County was still down until they came back from break. The problem has now been
fixed.
 The Internet connection speed is now four times faster due to the DS3 upgrade to 43
megabytes provided by the Chancellor’s Office, which was installed on Friday. The
Chancellor’s Office will be using the Internet for video conferencing and will be
terminating support for the stand alone conferencing the Library has now. After
proper setup, the college will be able to provide video conferencing anywhere on
campus. ITS will send a representative to the planned day of training on January 23.
 Upgrades for the new voice mail system (which still goes through Centrex) are
scheduled for next week. Users will need to re-record messages. Some of the newer
features of the system (like converting voice messages to E-text) will not be available
immediately, but will be in the future.
 Mike D’Amico: They are working on meeting legal mandates for training.
 David Miller
 The Fiscal/Accounting move is going well.
 A scrolling message re: the water main replacement will be going out today. They are
working on only blocking off small areas and hope to be done before school starts.
 Bob Gann
 The extended winter recess is providing time to get numerous projects done with
minimal interruption to the campus. If next year’s winter session is to be canceled,
there is an air handler project that would fit well into that time slot. Vic noted that the
decision on whether or not to have a winter session next year will probably be made
in the next three months or so; however, at this time there are no plans to cancel it.
 Reroofing of the east MCS roof is just about done.
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 The architect for the HUMA building has been narrowed down to two firms. The
committee will meet to make final decision – perhaps in time for the February Board
meeting.
 Completion of Phase 1 of the Natural Science project is still scheduled for March or
April. No classes will be scheduled in there until summer session. The three-story
NS building will then be vacated into the modular buildings for the next phase.
 C.W. Driver is very efficient and will provide Vic with additional information for the
agenda item this afternoon.
 Adoption of Environmental Impact Report and the Master Plan at the last Board
meeting was a major hurdle.
 At the current level of funding, the college will not be demolishing the Business
building.
 The quarterly report will be ready at the end of January, and he will send Vic the
expenditure report.
Allene Quarles
 Regarding the Placement Office position, it was noted that this position is still in Pat
Caldwell’s area. Since Administrative Services has not assumed that responsibility
yet, items to be handled by that position should be sent to Mattie in Pat’s Office. It
was also decided to put this position at #3 on the Administrative Services position
list.
Maurice Elmore: The new operations program seems to be getting positive feedback,
even though they are extremely short staffed in that area.
Pam Fees
 They are relocating some staff during painting and carpeting of the office to ITS, HR
and Purchasing. The biggest impact will be with cashier area. Some processing will
have to occur; however, until that processing occurs, students will remain blocked.
All will be resolved within a week.
 The audit of the general and associated funds has been completed and the report
submitted to the Chancellor’s Office. A couple of their findings need to be addressed.
 The bond audit will start week from today. The main auditor, Claudette Dain, will be
working in the Board Room. The process is expected to take about a week, and Vic
stressed the importance of giving the Board accurate bond information.
Meeting adjourned at 9:45 a.m.
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