Administrative Services Staff Meeting
August 6, 2002
PRESENT:
_vac Rocky Bonura
_vac Janet Clarke
_x_ Mike D’Amico
_x_ Maurice Elmore
_x_Janice Ely
_x_Pam Fees
_vac Bob Gann
_x_Vic Hanson
_x_ Alex Kelley
_x_ Donna Manno
_x_David Miller
_x_ Andy Nasatir
_x_ Lynnda Nelson
_vac Allene Quarles
_x_ Marcy Wade
_x_ Satish Warrier
Minutes: The minutes of July 30 were approved with two corrections:
 Donna Manno was attending a conference and not on vacation;
 Satish reported that the four overhead projectors were repairable at a cost of $500-800 each; it
would cost $3,000-4,000 each to replace them.
David Miller reported that he was in the process of compiling a list of fan motors damaged by the
power surge to be submitted to the insurance company.
Bond: Everything is on schedule and there has been a filing. Letter E has been requested but
proposition letters will not be given until August 15. Another informational mailing is going out
probably in the next two weeks.
There have been contacts from people outside of the District who have requested to visit the campus to
verify equipment needs, etc. This is considered purely informational. No one is expected to drop
whatever is being done to escort people around campus to answer bond questions. Inquiries should be
directed to Ann Garten, to Vic, or to the president’s office.
Bob Gann and Vic Hanson spent time with Rick Marshall to provide answers on the District’s needs.
Last Friday Vic toured the campus with people from Hawthorne Cable.
A point brought up in the conversation with Rick Marshall is the use of a different source of moneys
other than the bond for a replacement program needed for technology and computer replacements.
Q-Builder: As previously discussed, managers are apparently going to be relying much more heavily
on this process for supporting budgeting and planning. A formal recommendation is being made to the
president to transition easily without having to spend a lot of training time and working on the old
format of the annual report. The VP’s are recommending not doing the annual report this year,
especially under the old format, but transition to the first quarter using Q-Builder. The Administrative
Services goal for July/August/September would be to become proficient in Q-Builder. The current
format gives flexibility to provide information needed, and Q-Builder seems very limited in providing
information. Information given in a paragraph cannot be included in Q-Builder. It is also not
compatible with the Microsoft software. It has bullets but will not have any background. It was
suggested that a session is needed with Steve Fasteau and probably Pat Caldwell. A meeting will be
needed.
Vacation Time Reporting – Managers: Pam distributed a draft of a new format for the certificated
managers to use to report their absences. Classified managers are using the regular classified time
sheets. Managers have independently developed five different styles of time sheets which has caused
problems for the payroll person who receives them, and this is the reason for the suggested format so
all certificated managers will be reporting on the same form and in the same manner. The form can be
sent electronically.
One question arose last week about managers taking partial days of vacation. Managers are considered
exempt, meaning they do not punch a clock for specific hours but have flexible hours as needed.
Regarding whether an administrator must take a full vacation day or can they take a partial day, Pam
checked with an attorney at Liebert Cassidy. He indicated that managers may take a partial vacation
day.
Vic stated that administrators need to be very careful to properly document personal time off. Anyone
trying to do damage to the bond issue may be asking for documentation that no district time is being
used to support the bond. Managers have flexibility in their time. You cannot start recording specific
times at this point without having done so in the past.
This revised time sheet will be distributed soon with a cover letter with the intention of making it
effective for August.
Budget:
There is none.
Committee Reports/Division Issues:
 Lynnda Nelson
 Expect to have the new deli next to the Math Sciences building opened close to the
start of school. A second location is small and may offer a more limited selection.
Will be putting an ad in the papers with specials offered. Intent was to work together
on campus to keep people from going across the street.
 The Bookstore received 14,000 pounds of books. The stock person has been out a
good part of the year.
 David Miller
 There is a lot of construction. They are doing the roofs on the Math Sciences building,
the P.E. buildings, and the snack bar building.
 Regarding the P.E. concession, documents are required in advance if construction is
needed.
 They are running cable out to the Child Development Center, drilling underneath the
parking lot, and from the CDC through the parking lot to the bridge with existing
connections, then back to the Administration building. The original plan was to go to
the Police building. He guaranteed the job will be completed by the end of this month,
before school starts.
 Mike D’Amico
 This morning received a letter of resignation from Bill Hendricks. Mike is working
with Marcy to start testing for eligibility, to be ready when the hiring freeze is lifted.
 Marcy Wade
 Accreditation report cited performance evaluations for classified. H.R. presently sends
notices to the divisions as to when it is time. She is asking for feedback and input to
what can be done for better follow-through. If the situation is bad enough for the
accreditation team to note that improvement needs to be made, she wants
recommended actions to help improve. The contract reads “evaluate once each year”.
Previous contracts had anniversary or more if necessary. What gets the message across
to get them done? If there are issues and discomfort with some employees, it still must
be done. What can H.R. do to help? Fundamental problem, have to show there has
been attention paid to this issue and how to address it. One problem is that there is no
penalty for not doing them. There needs to be an effort made to address this problem
campus wide. Do not prepare a report that conflicts with ratings and comments. It is
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strongly suggested that questions be asked before doing the evaluation, do not wait
until after making errors and turning them in. Employees may do a self-evaluation to
be used by managers in preparing the evaluations. When people are moved from other
locations, it would be very helpful for the new division to have evaluations of past
performance.
Donna Manno
 Staff Development is not moving forward with a professional development program as
previously outlined. It will not be a requirement for staff to do professional
development this year. They want to continue with programs and contacting people
who turned in programs. She plans to produce a monthly calendar and also have it on
the web. Will distribute a monthly calendar electronically as well as printed copies for
staff without computers, including faculty.
 The flex day is mandatory for faculty. It is understood that the general session will not
be mandatory, but staff should be encouraged to attend. Faculty orientation is on
August 28, flex day is August 30. It is mandatory that all faculty attend the division
meetings.
Andy Nasatir
 This Summer the percentage drop rate on average sales versus Spring was minimal,
meaning there was a higher percentage of clientele. They expect the new store to be
successful. There will be issues connected to the new store that do not affect the first
store. They are putting pressure on the coffee people and the other deli to come on
board with daily specials. They are currently short-staffed and waiting for the freeze to
be lifted to be able to staff the new location. The coffee cart in the Activities Center
patio will also be returned to the previous location in the Math building patio.
Satish Warrier
 An e-mail was received from Ed Martinez re: the i.d. card system being down. He is
getting one of the ITS staff over to the Library to help. Instructional Services wants to
move the photo i.d. over to Harold Tyler. No coordination has been done as to when.
The maintenance agreement for hardware and software will expire the end of this
week. Ed Martinez informed ITS that there would be a new vendor. This creates
problems for Alex Kelley who has not been advised of any change. The decision needs
to be made in conjunction with ITS. Once a commitment is made, the next step is how
to insure the ongoing contract. As far as budget is concerned, the three VP’s are
identifying PFE projects to discontinue and will deal with problems such as id’s. Vic
asked Alex to bring this up at today’s noon meeting.
Maurice Elmore
 We seem to be on schedule for the portable classrooms. August 26 at 2 p.m., he will
take Tom Fallo and the Cabinet on a tour.
 Facilities is starting to resurface the parking lots before school.
Pam Fees
 A new form to change the manner in which hourly payroll warrants are distributed was
discussed. Positive comments and feedback have been received from several division
people. It still is to be reviewed with Pat Caldwell and Nadine Hata. The new format
will be distributed when buy-in is received from the VP’s.
Janice Ely
 Accounting is closing books for fiscal year end and handling registration for Fall.
 She referred to local news regarding Blue Cross and Blue Cross PPO that they are
having problems with reimbursements with Long Beach Memorial Hospital and this
may affect ECC people. Marcy added that Blue Cross is required by law to advise its
people of alternatives. Blue Cross has had the same problems with Torrance Memorial
Hospital and Little Company of Mary Hospital but they were able to settle the
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contracts. There was some discussion regarding insurance problems with coverage to
be dropped at the end of this year.
Alex Kelley
 The acting Math Sciences dean advised Donna Post that she did not report to him and
that she was being reassigned to ITS. Deans are talking about reassignments that have
not been advised to date.
 The president wants the pcs available for the first day of school.
Meeting adjourned at 10:00 a.m.
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