Administrative Services Staff Meeting
August 5, 2003
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
__x_Marcy Wade
Minutes: The minutes of July 22 were approved.
Approved Equipment List: A review of the equipment lists from all but three academic divisions
was completed in Cabinet yesterday. The next group, including centralized vs. distributed labs,
an imaging system, one electric cart and computer replacement cycles, will be discussed in
Cabinet tomorrow. Only two groups from Administrative Services (ITS and Facilities) had
equipment lists to be reviewed. It was noted that radios were not on the list, so they were not
approved. Only those items already on the equipment lists can come from bond monies. There
is a block of money reserved for future equipment; however, “future” will need to be defined.
This list is just the first round of approval for use of bond money for pre-identified equipment.
In each area, the final approval is to be done by the vice presidents. At this time, nothing has
been approved for SCA.
Budget: Copies of the 2003-04 Budget Deliberations for the California Community Colleges
were shared with the group, and things are better than expected. Noted:
 Telecommunications and Technology Infrastructure - Last year it only paid for 4CNET.
 Scheduled Maintenance/Special Repairs - Combining these two categories will
effectively wipe out scheduled maintenance because the matching funds ratio will favor
special repairs.
 Scheduled maintenance will be based on FTES, not on square footage.
 There is nothing for staff development.
 2% growth has been approved for next year; however, if everyone grows, the pot of
money to fund growth shrinks.
 Pam will take the budget to the PBC on the 21st.
Implementation of $18 Enrollment Fee: Copies of the Necessary Steps to Implement Fee
Increase dated July 30 were shared with the group. Noted:
 They started collecting the new fee yesterday, and everything in place and working.
 About 12,000 students already registered, and they will be sent letters and invoices. The
50 cent representation fee will be included in the invoices.
 All BOGG students will have to be pulled out, and all financial aid students will have to
be repackaged. The time and money expended to accomplish these tasks need to be
tracked.
 Some students who already registered feel they shouldn’t have to pay the extra money,
and they should be referred to the Public Information Office.
Management Forum: The Management Forum is this Thursday. Janice and Pam will discuss
identification of new vs. replacement equipment, and Janet will discuss the bond equipment
approval process. The next management meeting (not forum) will be held on August 21.
Committee Reports/Division Issues
 Maurice Elmore: They will start on the floors in the north gym and then will install the
bleachers. Both projects should be complete before fall semester starts.
 Bob Gann: Scheduled maintenance used to be based on project, but this year the base is
transferring to FTES. The bond changes previous scheduled maintenance plans. They
are working with the Chancellor’s Office to move projects into bond funding.
 Janet Clarke: She will have a handout for the Management Forum on Thursday.
Colleague training has been scheduled for next year, and new and infrequent user training
is coming up.
 Allene Quarles: She met with Luukia re: reclassification and will revise the memo with
additional information that needs to be included. The new job descriptions need to be
processed.
 Pam Fees
 They are focusing on closing the books for 02-03.
 The Peoplesoft conversion continues.
 The 2003-04 budget won’t be loaded until September, but expenditures can be made.
 The issue of student employees dropping classes and not being eligible for student
employment status was discussed. It was noted that in this case, they must be
terminated and a Board action to reemploy in another category (non-cert or casual)
must be prepared before they can start work again. One status change per year is all
that is allowed. Pam will update the 2001 memo on this.
 Not all divisions have the time and/or resources to check for students’ status each
month. It was suggested that students should be required to provide a copy of their
current schedules with each timesheet.
 Alex Kelley: They are training on the schedule preparation system and working on the
rebuild process. He will be in Sacramento on Thursday.
 Donna Manno: Flex Day will have a BBQ and a general session.
 David Miller: They are in the process of replacing the flagpole with one that has antennas
inside it. Sprint will pay us yearly to use them, and two other companies may pay to have
their equipment inside it. Sprint will also provide lighting and landscaping. Possible
consolidation of the seven different companies ECC is currently using will wait until the
law changes in November.
Meeting adjourned at 9:05 a.m.
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