Administrative Services Staff Meeting
October 22, 2002
PRESENT:
__x_Rocky Bonura
__x_Janet Clarke
__x_Mike D’Amico
____Maurice Elmore
__x_Janice Ely
__x_Pam Fees
__x_Bob Gann
__x_Vic Hanson
__x_Alex Kelley
__x_Donna Manno
____David Miller
____Andy Nasatir
__x_Lynnda Nelson
__x_Allene Quarles
__x_Marcy Wade
__x_Satish Warrier
Minutes: The minutes of October 15 were approved with the following change:
Delete “to act as a wake-up call” at the end of the first paragraph on Budget – Position Review.
Program Review: Copies of program review questions from Suzanne Gates were shared with the
group. Administrative Services needs to decide what it wants to accomplish and come up with its
own guidelines; consequently Vic needs input from his managers. This will be an agenda item for
the next meeting. The meeting with Ms. Gates will be postponed until after that. Comments:
 Is Ms. Gates qualified to do program review in non-academic areas?
 Do we need a definition of program? (Is it a division, is it a unit within a division, etc.?)
 How do you deal with areas that don’t generate funds? (Charge back for services?)
 Pat Caldwell will provide Vic with examples of review systems from other districts.
 Will we be doing this on Q-builder? (Probably)
State Budget: Vic reviewed the State budget presentation Fred Harris did at the ACBO conference
in which he painted a dim picture of state’s ability to meet its obligations to support community
colleges. He will E-mail copies of the presentation to AS managers. Highlights:
 The only thing certain about this budget is the uncertainty
 For 2002-03, apportionments could still be reduced if enrollment fee and property tax
revenues fall.
 The actual enrollment fee is down for the second year in a row.
 It assumes that all of the $23.6 billion budget shortfall would be eliminated at the close
of the budget year (not likely).
 The system-wide growth estimate is 6.9%.
 ECC will be well over cap this year and will need to manage enrollment next year. Some
enrollment increase is due to eliminating some of the reporting problems; however, issues
like the CATIA manager taking the software to Europe so they can’t update the program still
need to be addressed.
 Unlike K-12, community colleges do not have a continuous appropriation.
 Growth rate information is critical because it’s used to equitably distribute resources.
 Each district will receive less than 70% of its entitled revenues.
 The 2001-02 deficit factor is 71%
Local Budget
 The asterisked items (pg. 42 & 43) are an obligation but are currently unfunded. Short-term
borrowings (TRANs) have been issued to meet operating expenses; however, if the bond
does not pass, this money must come from the ECC budget. Bob will document how much
could be charged back to the bond; however, it was stressed that the bond is a one-time
boost only, and it needs to be divorced from regular budget problems.

Scheduled maintenance projects are not included in the 2002-03 budget. ECC’s share is $1
million, and it has four years to come up with the matching funds.
 Draft copies of a handout on revenue and expenditure adjustments were shared with the
group. Revenue adjustments include no funds for block grant and energy costs, an
increase in P/T faculty apportionment, a decrease in interest income and an increase in
non-resident (foreign) tuition (but the future is uncertain). Expenditure increases include
P/T faculty and public employee’s retirement. A 4.5 deficit is built up in the general
fund unrestricted.
It was noted that employees tend to ignore negative predictions and expect the college to pull
through; consequently, a budget forum of some sort may be needed to underline just how dire the
budget situation is. Even though it may take a while for the affects to trickle down, it will happen
and it will affect them.
Catalog/Schedule Development: The new catalog was received on Friday afternoon, and it will be
put on the Web. Ann Garten’s office will be calling meetings to review and improve the processes
involved in producing the catalog and the class schedules. Miriam Ifill and representatives from
ITS and Campus Police will participate in these meetings. It was suggested that the class schedules
for winter and summer should be done in house and less expensively.
Committee Reports/Division Issues
 Lynnda Nelson: She is working on procedures. The second convenience store could make
money if they could hire a full-time staff member to run it.
 Rocky Bonura: He is completing his training sessions.
 Donna Manno: Forty people are signed up for the STRS workshop. The presenter decides
whether or not to hold a workshop if less than five people are signed up.
 Pam Fees: The SBDC audit will start Monday, and the District audit begins on the 4th for
two weeks. Josie Cheung will replace Brenda Wilson (Reilly) temporarily.
 Marcy Wade: She provided handouts on the following:
 General Summary Legislative Update (pg. 7) re: paid leave.
 SB 1419 re: personal services contracting. Employers need to use extreme caution when
contracting out and pay close attention to job duties and functions.
 AB 500, which amends Ed Code 8803 dealing with short-term employees. There is a
revision in the way things have been done.
 SB 1471 re: sick leave. Employee cannot be penalized for using sick leave. Vacation
needs to be pre-approved, and there must be consistency in approval for time off.
 Alex Kelley: Without an overtime budget, system changes/upgrades will need to be done
during the week instead of on weekends, necessitating more down time.
 Satish Warrier: Q-builder will be down Friday afternoon for upgrades. He received the
new catalog for inclusion on the Web.
 Janet Clarke: There are several claims she needs to discuss with Vic.
 Allene Quarles
 When working people out of class, make sure they are qualified for the position.
 The Classified Service Awards will be held tomorrow.
 Janice Ely: The County is kicking off its preparations to interface with the People Soft
software. ECC will convert over in March rather than June due to closing the books.
 Mike D’Amico
 The mandatory annual department meeting is this Thursday.
 They are working to hire a dispatcher and getting ready for negotiations.
 The governor will not be coming to the summit this Friday.
 The D.A. wants to file felony charges on the parking fraud participants.
Meeting adjourned at noon.
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