Administrative Services Staff Meeting
September 30, 2003
PRESENT:
____Rocky Bonura
__x_Janet Clarke
_vac_Mike D’Amico
__x_Maurice Elmore
__x_Janice Ely
__x_Pam Fees
_vac_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 September 16 were approved.
Board Agenda: The President wants Cabinet to review the October Board agenda next Thursday;
consequently, the deadline for items to be submitted to Vic will need to be moved up to this
Thursday (October 2).
Committee Reports/Division Issues
 Marcy Wade
 They are working on various legal issues.
 The ECCE negotiations team will meet with Cabinet on the 16th.
 Insurance Benefits meeting - Union members objected to Vic’s memo and claimed
his assessment of their motives was untrue. A decision is needed as to whether or not
to continue building dental fund reserves.
 Alex Kelley
 The voice mail bid has closed and they are evaluating the responses.
 There was discussion on the service charge for the EPOS registration service. This
cost is passed on to students. It was noted that there was a law requiring that if credit
card users are charged, others like walk ups would also need to be charged. Vic will
share this issue with Cabinet, but he approved creating a draft for the Board agenda.
 Allene Quarles: Invitations will be going out for the Classified Service Awards to be held
on October 22 from 1:30 – 3:30 p.m. in the Student Services Center. A Hawaiian theme
will be featured.
 Maurice Elmore
 Installation of the bleachers in the North Gym has been completed, and it can now
hold 2,000 people. The remodeling in Facilities has also been completed.
 A tentative decision has been made on the two lead custodian positions.
 A new waste hauling vendor has been selected. It will help with the annual reporting
of recyclables and increasing the amount recycled.
 The new pest control contractor has had success with the rat problems at LA County.
 Janet Clarke: She has now met with all administrators who had bond money allocated for
equipment. Based on her meetings, the bid schedule was changed slightly to
accommodate some offices, but they are now ready to go.
 Donna Manno
 There was some question as to whether the Health Fair was this week or next.
 She now has some Q-builder manuals and is trying to learn the system. Someone still
needs to put the new goals in. It was clarified that latest version of Q-builder is
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already on and has been on. Also noted: Server based updates can be done centrally;
however, other types of updates need to be done manually at each machine.
 Resistance to Q-builder still needs to be dealt with.
 It was noted that even though they have been drafted on paper, the MIS Plan and
Technology Plan have to be put into Q-builder from scratch, and this is a significant
amount of work.
 Marcy is still experiencing problems with her Q-builder program.
 It was noted that both sets of goals will remain in the program. Also, work in Qbuilder does not involve the basic operational budget; it’s just for new projects.
Janice Ely
 The auditors were here last week.
 They are working on police officer retro pay, much of which has to be done manually.
 Regarding who should be notified to replace the flypaper in the Accounting Office, it
was noted that a work order should be submitted to Debbie in Facilities, and they will
let the pest control people take care of it. The flies are a problem in the Accounting
Office and the staff lounge also.
Pam Fees: She will be meeting with County office and ITS reps today re: position
control. One issue is whether they should transition to Colleague for this function.
Marcy Wade: She is the new regional coordinator for ACCA, and Donna is the campus
representative. ACCA is looking for new members, and they are making a brief
presentation (with refreshments) in the Alondra Room from 8:30 – 9:30 a.m.
Management Forum: There will be a Management Forum this Thursday. Arvid Spor and Pam
will discuss the processing of casual employees, and then the Foundation will make a
presentation of awards to kick off their donation campaign.
Planning: Pat Caldwell made a presentation on planning. The timeline in the planning folders
was replaced with an updated one. Each process has its own color. Highlights:
Action Plans: Each division under each vice president will be responsible for developing
action plans for the strategic goals that have been identified. Administrative Services chose
d, e, and f, and the Area Council added g. Each division has to attack all three chosen goals.
At least one action plan is needed for each goal. Under Q-builder, action plans have
objective and success indicators and a place for budget. The folders have examples of
objectives and indicators. Process:
1. Select a goal.
2. Determine what you want to accomplish within this goal.
3. Success indicators require measurement. Use:
 time (date),
 quality (quality indicators can be a survey or other descriptive indicators),
 quantity (# or % or all or none or both)
 or $ as measures of success.
 Fill out Person Responsible and Cost (shows linkage to budget); however, only put cost
in if it is new dollars.
 When dual offices are involved in an action plan, they need to work together. Each office
would show their piece of the process in their plan. Beyond the area goals chosen for the
whole, others can be added if desired.
 The vice presidents will receive budget requests from divisions in the spring. These will
include new dollars for strategic goals. If the requests can’t be funded at this level,
requestors will need to present a proposal to the PBC. They are hoping to have 1% of
general fund at their disposal to address such requests.
 In order to fund a project with no cost goals, one needs to approach it as a project with
project manager, etc.
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Some projects should be area projects, not division projects. Area-wide plans can be
done; however, some division actions are also needed.
Objectives: The objective is a statement of what you are attempting to accomplish.
 Beware of items that are steps more than indicators. True measurements are better.
 Donna will create users groups, training sessions and open lab time.
 The emphasis this fall will be on creating one action plan per prioritized goal on
Q-builder by December.
 In January the move will be into Comprehensive Master Planning, which includes
educational, facilities, technology and staffing plans.
Trends and Projections: The old Trends and Projections forms in the folders were replaced
with updated ones.
1. Form A is one per division. These are online on the Infonet under Forms. The old action
planning form is gone, and there is a different form for academic divisions.
 Trend/Projection symbols – use these to fill in the “Trend 1 to 5 Years” and “Trend 6
to 10 Years” boxes.
 In the blank boxes supply the rationale for the chosen trend/projection symbols. A
samples of the form Humanities did was shared with the group. A representative
from the Maas Company will interview directors of departments after Form A is filled
out.
2. Form B is Personnel, and current staffing is reflected. One of these is required for each
department within the division. Consider each function a department. The bottom table
includes the current level of staffing and as well as the projected level for 2005 and
2010. This form will go to the Maas representative and Human Resources. It was noted
that HR needs these to do the staffing plan, so the deadline may need to be moved up.
 Pat will give Alex copies from the academic divisions; however, they are not ready
for more detailed plans and will have to retrofit later.
 Facilities and equipment have been taken out because they have already been
itemized.
Form A and B need to be completed by the end of February. Vic will review them before
submission.
March 2004 - The consultant will interview everyone in all areas.
April 2004 – Prepare budget request to submit to vice presidents. Requests for new dollars
for plans should be included.
May 2004 - Tentative Budgets will be reviewed and the consultant document should be
completed.
June 2004 - Tentative Budget and consultant document go to Board. Also, the Board will
adopt the Master Plan, which will show linking of planning and budgeting.
Meeting adjourned at 10:05 a.m.
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