Administrative Services Staff Meeting
December 2, 2003
PRESENT:
__x_Rocky Bonura
__x__Janet Clarke
__x_Mike D’Amico
__x_Maurice Elmore
__jd_Janice Ely
_vac_Pam Fees
____Bob Gann
__x_Vic Hanson
__x_Alex Kelley
__x_Donna Manno
____David Miller
____Andy Nasatir
____Lynnda Nelson
__x_Allene Quarles
__x_Marcy Wade
Minutes: The minutes of November 12 were approved.
Frozen Positions:
 The preliminary budget for 2004-05 and the forecast for 2005-06 will be presented to the
PBC this Thursday. The 2004-05 budget is balanced at this time.
 Draft copies of the current memo on staffing needs (dated December 1) were shared with the
group. In response to the change in the trainer position to 50%, Donna noted that she needs
a full-time position. The 50% proposal was based on the premise that she would have been
able to hire someone right away. Vic requested a justification paragraph on this from
Donna today. It was also noted that this document was prepared before Vic received
Maurice’s note re: custodians, so modifications may need to be made.
 Vic noted that he needs the information on Alex’s temporary classified and student worker
budgets.
 Donna will cost out the two positions she has been paying for from restricted funds in order
to see if they can be funded from other sources.
 The frozen positions probably won’t be discussed with the president until January due to the
president’s schedule.
Customer Service: Since the president always asks about activities relating to customer service, Vic
needs the group to submit relevant items to him (preferably electronically) as they happen
(ongoing). In response to a question as to whether or not information about how budget cuts have
affected our ability to provide customer services should be included, Vic stated that he felt everyone
was already aware of the affects. Also noted: follow up to the customer services workshop may be
needed. Donna will bring the information next time.
Planning: Arvid Spor addressed the group on planning and shared copies of the Planning Timeline
By Chapter. Noted:
 By December 19th a word document outlining the objectives, success indicators and project
descriptions needs to be done, and Administrative Services is on target for this deadline.
The end goal is to have a comprehensive plan go to the Board in June.
 Items affecting Administrative Services are in bold print. Ken Cereghino (Maas Co.) will be
setting up interviews with support services areas. Alex reported on the need for
Administrative Services departments to be able to review the plans of other divisions to
determine how they will affect us before Administrative Services creates its own plans.
Also, once the overall plan is finalized, any additional plans that would impact
Administrative Services need to be reviewed.
 Also, a plan is needed for dealing with grants that come up after the plan is finalized.
Currently, the president has to approve before Bo Morton can pursue a grant, however, this
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doesn’t give those areas that will be impacted by the grant a chance to review it. For
example, Counseling recently committed to a number of projects that forced Alex to pull
resources from other projects and even necessitated lowering standards. All Administrators
need to be made fully aware that if they don’t submit their plans, they won’t get done
Arvid expressed the hope that linking planning and budget will prevent these issues.
Donna noted that in the new Q-builder, each objective comes with a project description, and
this could address some of these issues. Alex noted that some of his big projects don’t fit
into Q-builder, creating a necessary duplication of effort because project management has to
be done the old way and then some of it has to be put in Q-builder form to present to the
president.
Alex’s concern is that the true impact on support services is never really recognized and
needs to be included somehow. Rocky acknowledged that there needs to be flexibility
because there are unknowns that can’t be predicted; however, there should be a specific plan
to manage this. Arvid will address managers on planning at the Management Forum this
Thursday, and he offered to share Form A and Form B with each VP area after he receives
them.
Alex reported that Pat Caldwell told him the Technology Plan shouldn’t be in Q-builder.
Donna reported that Q-builder is open again, and she will work with people on getting rid of
old goals, archiving, etc.
In response to Alex’s request, Arvid agreed to review Administrative Services as close to
last as possible so that our area can get an idea of what others are planning.
Insurance Benefits: Copies of the December 1 memo naming the new presidential appointments for
the Insurance Benefits Committee were shared with the group.
Recycling: Copies of a proposed recycling program prepared by student Julian Peters were shared
with the group. Maurice noted that hasn’t received any of the documents Julian promised him.
Committee Reports/Division Issues
 Mike D’Amico: They are having problems with thefts from various offices.
 Ruth Sanchez: Since the two restaurants the group voted on were both already booked on
the 16th, the holiday lunch will be held at Buca de Beppo. RSVP this week.
 Rocky Bonura
 He will visit the staff at the Inglewood Center to discuss their feelings of insecurity even
though they are right next to the police station. It was suggested that they may need
training in how to deal with the kind of students who represent today’s youth.
 The Hazardous Materials Plan has been submitted.
 More needs to be done re: building captains, but it probably won’t happen until January.
 Maurice Elmore:
 The new pest control company program has been effect since October 1, and it appears to
have successfully eliminated the rats from the basement of the Administration Building.
The new company costs about half what Orkin did. All papers from the basement have
been moved into the plastic boxes provided by Rocky and will be housed in Room 210
until Human Resources can go through them. They will then be returned to the
basement. Alex noted that he put money in the bond measure for a scanner to scan
documents they want to save. Scanning of documents can also be contracted out, but
they would have to be separated out first.
 One custodian passed away and one resigned, so they are down two more. The newly
reorganized custodial schedule started yesterday, and those involved are happy with it
and feel it is working.
 Alex Kelley: He made his people decide among themselves who wants to work during the
first week in January.
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Marcy Wade: Satish Warrier was selected as the ITS Assistant Director. They now need to
backfill his network position.
Donna Manno: She started Q-builder training yesterday and will train another group
tomorrow. She is also rewriting the Q-builder material to make it more user friendly. For
problems with passwords, contact her to change your password.
Meeting adjourned at 9:30 a.m.
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