Administrative Services Staff Meeting
September 16, 2003
PRESENT:
__x_Rocky Bonura
__x_Janet Clarke
__x_Mike D’Amico
_vac_Maurice Elmore
____Janice Ely
__x_Pam Fees
__x_Bob Gann
__x_Vic Hanson
____Alex Kelley
__x_Donna Manno
__x_David Miller
____Andy Nasatir
____Lynnda Nelson
__x_Allene Quarles
__x_Marcy Wade
Also Attending: Satish Warrier
Minutes: The minutes of September 9 were approved.
Planning: The planning process is being severely impeded by problems with Q-builder. Issues:
 Who is really in charge of Q-builder? There is no central control of this function. If it
really is that important to the college, why isn’t someone in charge?
 It is unclear who does what and where responsibilities lie. No one wants to take complete
responsibility for the entire process. Steve Fasteau was in charge before he went to the
Admissions Office; now he doesn’t return Donna’s calls. Mike Wilson has knowledge of
some aspects of the program, ITS has some responsibility for upgrading, etc., and Donna
is learning about the program for future training purposes. Donna is also looking into Qbuilder training from the company that makes it.
 Q-builder is not even installed on David’s computer. It was noted that installation of Qbuilder is a two-step process that involves dealing with two different areas.
 The new goals have not been put in yet, and ITS can’t change the goals.
 The program is not user friendly and is hard to use. Rumors of a new, more user-friendly
version have been circulating; however, the only one ITS is aware of is the one that came
out in February, and that one has already been installed.
 The value of using Q-builder, with all its problems, was questioned. It was noted that the
plan was to use it to link planning to budget, but this has not happened yet.
 It was suggested that using a Microsoft product with similar features could save money
on training and lower frustration levels; however, there was uncertainty as to whether
Microsoft offered anything that would allow budget and goals to be linked. Satish will
look into this possibility.
If the planning process is to be successful, these issues need to be resolved as soon as possible.
According to the schedule, inputting into Q-builder is to begin this month; however, it is useless
to do so until the necessary changes have been made.
Measure “E” Implementation: Janet has met with seven administrators so far re: the purchasing
schedules prepared for bond equipment purchases. These areas are ready to go and appreciative
of the direction. Based on her discussions with these administrators, she is making some
modifications to the schedules and moving some equipment to different categories. For example,
she is switching the Integrated Library system (they are not ready) with the Art Gallery lighting
project (they are ready now). It was noted that Barbara Perez needs direction from Bob as to how
to get furniture and AV equipment onto the 2003-04 equipment list. Bob will call a meeting on
this with Barbara and Janet as soon as possible. It was noted that Facilities is sending out
questionnaires on equipment items that would need their assistance to install/implement. Also
noted: The voice mail bid closes today, and it could be in place by the end of the year.
Regarding the selection of architects, Bob reported that for infrastructure projects, they want to
stay with the current company (Toft Wolff Farrow, Inc.) for continuity. tBP Architecture, which
is a master planning firm, will also help with continuity. A planning meeting with Cabinet is
scheduled for October 8, and they are also developing a campus design standard which should be
in place by January.
For individual stand-alone building projects, they would go through the selection process. They
will be seeking an architect for the Humanities building in October and will probably only invite
California firms to participate. Vic reported that the president is not happy with some of the
design aspects of the Natural Science building, and he will want to be included on the architect
selection committee. Vic will check the president’s calendar for two free days. Other committee
members could include a division dean, a user, an instructor, Janet Clarke, Nadine Hata and Bob
Gann.
Regarding the parking survey, Bob will share the draft report with Mike. The survey was done
on site during the first week of school, and a follow up count will also be done. The results will
then be averaged.
Committee Reports/Division Issues
 Donna Manno: She will send out an announcement of cancellation (or suspension) of
training due to the trainer’s resignation. She is looking at the possibility of purchasing
some training packages to be installed in the training room, and some CDs will also be
available to check out for those who want to do training at their desks. Ann Garten is
looking for a part-time person to do Web updates, and Donna is looking at Web content
management software like Omni Pro to give individuals access to their own sites to
update. It was noted that someone will still need to do all the introductory work (access,
levels, security, etc.)
 Satish Warrier
 They are just about finished ridding computers of the recent virus infection and are
now trying to deliver a software patch to each of ECC’s 2,700 computers to protect
against a new virus Microsoft has just announced. The virus only hit new computers.
 Due to problems perceived by Student Services, they will phase in Portal use, and
Phase 1 will be on a volunteer basis.
 If a zip disk can be delivered to Satish, ITS will post the budget on the Infonet and the
Web site. It was also requested that, if possible, they load 2003-04 without the budget
so encumbrances can be seen. It was noted that they are not aware of anyone having
problems doing requisitions.
 There are problems getting payroll information due to the conversion to PeopleSoft.
 Rocky Bonura: (Had to leave for respiratory fitness training)
 Marcy Wade: Employees on most extended leaves of absence were sent a letter yesterday
re: the breach of security in the Counseling office and the subsequent need to have keys
returned. ITS will get list of these people.
 Pam Fees
 New Union reporters are out in force writing articles on budget, fee increases and the
rat problems in the Administration building.
 The auditors will be here next week.
 She will attend the Academic Senate today to do presentation on the budget.
 The CASBO vendor show is Friday, October 3.
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 They are almost ready to reissue the memo on how to hire casual employees, and she
will do a presentation on this at the October Management Forum. Since this will only
take five minutes, it was suggested that Satish could do a presentation on Portal also.
Mike D’Amico: Union reporters are doing stories on the shortage of officers, robberies,
security breaches, etc.
Allene Quarles: Classification notifications will be sent out after the October Board
meeting, and the letter from the consultants will be included.
Janet Clarke: Kathy Valot will be out 4-6 weeks for surgery. Accounts Payable will
divide up her duties as best they can.
Reminder: E-mail Vic with planning activities for October to include in the September AS
status report.
Meeting adjourned at 9:35 a.m.
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