Administrative Services Staff Meeting
June 12, 2001
PRESENT:
__x_Rocky Bonura
__x_Joyce Branch
__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
____Andy Nasatir
____Lynnda Nelson
____Allene Quarles
____Marcy Wade
Minutes: The minutes of June 5 were approved.
Status of Requisitioning for 2001-2002: The fact that the college is still unable to submit
requisitions for 2001-2001 is a major problem. It was felt that the college is being held hostage
to the closing of the books. Janice reported that she and Hiep Tran are working on closing the
1999-2000 fiscal year (the books are $693 off). She was hoping to do the finals steps in the
process by the end of the month; however, it was stressed that this process needs to be expedited
so that orders can be placed for goods and services crucial to the functioning of the college. It
was noted that the steps necessary to close the books could be completed in the early morning or
late evening – not just on a Sunday. It was also suggested that perhaps the current fiscal year
could be extended into July and August so that urgently needed orders could be placed. Also, the
2,000 outstanding problem items that have been rolled over from year to year will again be rolled
over into next year so as not to hold up the closing of the books. The plan is to get these items
cleared out later (maybe September or October. The Accounting Office is to work with ITS to
facilitate the closing of the books asap.
Time Reporting:
 It was noted that there appears to be some confusion as to when and where to apply sick leave
and vacation in conjunction with the subdifference process, and employees may not be
recording these items correctly. Subdifference may be supplemented with vacation if
employees wish to use it in this way. It is important that both individuals and timekeepers
understand the process and know how to implement it correctly.
 The difficulties in defining and proving “excessive” with regard to time off were discussed.
It was noted that tracking differences in the average number of days off per year among all
people in an office can be one method.
 A separate timesheet will be needed for casuals for June 20 – 30. Turn in to payroll.
 Employees need to be notified that everyone must use the new timekeeper system effective
July 1. Vic will draft a memo and run it by Alex before sending it out.
Budget Review 2001-2002:
Draft copies of the June 7 memo on Budget Review 2001-2002 were shared with the group for
their review and input. Noted:
 This is for Fund 11 accounts only.
 The college needs to agree in advance as to what the expected service level is and provide
funding to make it possible.
 Add another line re: how much was budgeted vs. how much was expended.
 Add the travel/conference account.
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Include casual help.
There was discussion as to how much detail is needed for the explanation part.
Add Pam’s paragraph at the end.
This is a “Catch 22” situation. Managers are being asked to cut back on part-time temporary
employees but are not being allowed full-time positions to replace them.
E-mail the information requested in the memo to Vic by July 15.
Committee Reports/Division Issues:
 Joyce Branch: The students in the summer high school program will start on June 25th. She
verified that non-paying status is being entered on their applications. She is still working on
the FTES issue, and she gave Pam the information she requested.
 Janet Clarke: She presented an action item on behalf of HR. Regarding the Liebert Cassidy
workshops, it was decided that ECC should host #2 – Management Employment Relations
Primer.
 Mike D’Amico:
 He is trying to get authorization to hire two replacement officers.
 At the recent HR/Payroll monthly meeting, it was determined that student/casual status
eligibility will be reviewed twice a year now.
 Alex Kelley:
 He will be meeting with Bill Mulrooney re: treatment of international students. It has
come to his attention that international students are being charged for the college’s
insurance (which is a hardship for many of them) even though they already have proof of
their own insurance. They are forced to pay this amount up front and are told that they
will get reimbursed for it later; however, the reimbursement is not forthcoming, and when
students try to determine when their money will be returned, all they get is the runaround.
 He is working on a system for replacing the computers that need to be replaced.
 Rocky Bonura:
 The Safety and Health course for managers will conclude Monday.
 He and Mike will meet with Don Treat and the Center for the Arts staff re: how to handle
emergency blackouts during performances, etc.
 Janice Ely: She is working on payroll and financial aid issues.
 Donna Manno: She will be on vacation.
 Vic Hanson: He will be on vacation for the next three weeks. Mike will sit in at Cabinet.
Meeting adjourned at 10:20 a.m.
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