Administrative Services Staff Meeting
July 22, 2003
PRESENT:
__x_Rocky Bonura
__x_Janet Clarke
__x_Mike D’Amico
_vac_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
_vac_Marcy Wade
Minutes: The minutes of July 15 were approved with the following change: Under Rocky
Bonura, it should read “ECC did not meet its target.”
Board Update
 A separate section was created in the Board agenda for Measure E items to keep Board
members informed of bond activity. It is essential that all approved activity is carried out
and done properly.
 Approval for the printer and Metronome network equipment was received. It was noted
that the college cannot deviate from the specified equipment list; however, there is a
contingency item for future equipment not previously identified. Rocky and Mike
requested copies of the equipment list.
 The purchase of the Hawthorne property with bond funds was approved by the Board.
 It was noted that Mobile Modular is in the agenda twice.
Bond
 Bond equipment items currently have two levels of approval (other items only have one
level). Bob, David and Maurice are the approvers for Levels 1 and 2.
 Janet noted that rules for the spending process for bond money need to be set up (this step
is contingent on Cabinet finishing their work in this area). Issues like defining new vs.
replacement equipment purchases, defining supplies vs. equipment, etc. need to be
addressed. Bob may need to take a greater role in policing this. Also, it was suggested
that a Management Forum is needed on the supplies vs. equipment issue.
 It was noted that at this time, bond funds should be reserved for equipment that can be
capitalized.
Citizens’ Bond Oversight Committee
 The Citizens’ Bond Oversight Committee (CBOC) is a subcommittee of the Board.
 CBOC reviews bond expenditures, reports out to the community and prepares an annual
report.
 Board action regarding bond activities will be on the agenda for each CBOC meeting.
Accreditation: Copies of the June 30 Accreditation Report were shared with the group.
report focuses on program review and linking planning and budgeting.
Budget
 The state still hasn’t produced a budget.
The
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Copies of the 2002-03 Library Materials/Instructional Equipment/Technology
Apportionment (3 to 1 match) document were shared with the group. The State has cut
funding to $383,000. This money needs to be spent before any bond money is used on
these items.
When District matching funds are required, the current process is to make an interfund
transfer to match the income to be provided from the State. For bond expenditures, it was
suggested that items should be purchased 100% from Fund 12 and then matching monies
should be transferred from bond funds to the General Fund – Unrestricted. This will need
to be presented on the Board agenda.
The Scheduled Maintenance process still needs to be worked out.
There is a current misconception that the college saves money with health costs; however,
this is not the case. Any savings would be shifted to the salary schedule.
Vacant Positions: Copies of the July 17 memo on vacant and frozen positions were shared with
the group. Noted:
 The Dean of Planning position is to be eliminated from this list.
 The president plans to eliminate these positions permanently; however, there is
unanimous opposition from the three vice presidents. These positions will
continue to be reflected in the budget until he makes his final decision.
 Add the positions of two new retirees: Roger Quadhamer and Joe Bonanno.
Committee Reports/Division Issues
 Janice Ely: She will do a presentation on equipment replacement at the August
Management Forum. It was noted that if an item is not exactly the same, it is not
recognized as a replacement.
 Donna Manno: They are getting ready for Flex Day. She requested a list of any training
sessions that take place and who attends.
 Allene Quarles: She and Luukia will meet with Cabinet on Thursday at 10:30.
 Alex Kelley
 Approval was received to eliminate the quarterly meetings until ITS is able to hire an
assistant director.
 They are working to decrease mass mailings, which cost approximately $12,000 each.
 If the Senate bill passes, it looks like there will be no tuition increase for fall.
 Bob Gann: June Curtis and Sheryl Kimball worked out a new room reservation system
on Outlook for cafeteria and other campus rooms. The components are in place and they
are now doing training. Users will need to be trained before using it.
 Vic Hanson
 On August 6 at 1 p.m., Alex and Bob are to attend Cabinet re: computer labs
(centralized vs. decentralized) and bond issues.
 Alex is also to participate in the 10 a.m. to 1 p.m. planning meeting (on August 6)
with Debra Shepley and Bob.
 David Miller: The trailer is in place, and the Maas employees will probably be out of the
upstairs office next week.
 Pam Fees: The 50 cent representation fee for ASO probably won’t be implemented this
fall.
 Rocky Bonura: There will be a Safety and Health Committee meeting tomorrow.
 Mike D’Amico: They are now down three officers and are anticipating a fourth
resignation.
Meeting adjourned at 10:30 a.m.
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