Administrative Services Staff Meeting
May 30, 2001
PRESENT:
__x_Rocky Bonura __x_Maurice Elmore
__x_Joyce Branch __x_Janice Ely
__x_Vic Hanson ____Lynnda Nelson
__x_Alex Kelley ____Allene Quarles
_ vac
_Janet Clarke __x_Pam Fees
__x_Mike D’Amico __x_Bob Gann
__x_Donna Manno __x_Marcy Wade
____Andy Nasatir
Minutes: The minutes of May 8 were approved.
Equipment Purchase and Storage: The storage problems created by mass ordering of furniture and equipment at the end of the fiscal year were discussed. People expect the Warehouse to store whatever they order for an indefinite time, and there is no room in the Warehouse. Vic will discuss this issue with Cabinet. At the suggestion that some classrooms could be rekeyed for the summer to store some of these items, it was noted that security is also an issue, i.e. too many people have master keys. The need for keyless entry systems was discussed. It was also suggested that those on extended leave turn in their keys, and perhaps a policy stating this should be developed, including requiring employees to sign something at the time of employment.
Tentative Budget: As a result of the May Revise, a few changes have been made to the Tentative
Budget since it went to the BDC. Highlights:

The May Revise provides an apportionment of approximately $1.1 million to pay for increased energy costs and encourage energy conservation.

The utility figure has been adjusted down a bit due to overestimation in the previous document.

Funds for postage have been increased because usage and costs have gone up. The following mail problems were discussed.
 The new postage machine won’t process anything outside an envelope. This costs the college more, because mailings can’t be sent bulk rate anymore. Since this equipment is leased, Vic requested that the group give Maurice a list of their mailing needs so he can contact the vendor for more suitable equipment.

The cost of overnight mail has increased. Maurice will give Vic copy of the breakdown of mailing costs by division.
 The volume of mail is also increasing, and they still only have one person doing mail.

It was suggested that the college could cut back on mailings to employees at their homes.

The Tentative Budget will be the topic at the BDC meeting tomorrow. They will discuss department priorities, plans for P4E, and the Cafeteria Culinary Arts project.
Management Forums: The group was given the opportunity to request Management Forum dates for topics they wish to present. It was decided that Administrative Services will reserve September 6
(Marcy on power hiring or Alex on the WWW) and December 6 (Marcy).
Inglewood Transition Center and High School Academy: El Camino is caught in the middle of two groups from Inglewood who are at odds with each other and with what they want from the college.
The Superintendent of Inglewood High School is demanding that El Camino provide a high school academy on campus this fall for Inglewood students only. He does not want Inglewood students to participate in the Afternoon College already set up for all high school students from the ECC District.
The Inglewood Superintendent and Assemblyman Horton have blocked approval of plans for the new

ECC Science building at the state level, planning to hold them hostage until the college cooperates with their demands. However, this demand is in direct conflict with another Inglewood group working to get an ECC satellite or transition center established in Inglewood.
Negotiations: July 9 and 11 are the beginning dates for negotiations with CCE. Sunshine items went to Board at the May meeting, and the Public Hearing will be at the June 11 Board meeting.
Committee Reports/Division Issues:

Joyce Branch:

They were going to run some dummy credit cards through the system to test it before going live; however, it was decided to just cut the system live and see what happens.

Satish is leaving June 5.

Low use of Web registration is due to lack of publicity. Once a class actually starts, students can no longer register via the Web because they then need instructor consent. Students can now pay for parking on the Web.

Janice Ely:

They interviewed for the Accounting Technician yesterday and will do reference checks today.
Vic noted that he still needs to take this to Cabinet before any offers of employment are made.

The auditors were here last week for a preliminary audit. Approximately 2,000 encumbrances that have been rolling from year to year still need to be cleared, and this is holding up ordering for next year. In response to Vic’s question as to when the old year will be closed, Janice said she will let him know tomorrow.

Pam Fees:

Two auditors will return this week for the Financial Aid component. They will also be at the
Bookstore.

Notices on distributing the June 8 payroll checks have been sent out.
 Managers wishing to continue having their own parking spaces will need to pay another $100 this year. Janice noted a problem with people parking in her spot
 Mike D’Amico:

He felt there were problems with the mass exodus from the Stadium after graduation.

They are down to one staff vehicle for the entire college.

Vic noted that the president is waiting for the loss report.

Vic Hanson: He got approval to replace the Assistant Director of ITS position.

Rocky Bonura: Management safety and health training is June 18, and building captain training was held last week. The Rideshare Plan didn’t meet its target, but it came close.

Donna Manno:

New Staff Orientation is next Wednesday.

Too many pieces of the graduation process are being handled by too many different people, none of whom are communicating with each other. Someone needs to take ownership of the entire graduation process and coordinate the whole project.

Maurice Elmore:

He liked the new vendor they used for the stage setup this year much better. He was unable to get a meeting set up with Harold Tyler before graduation.

He needs a gun for bar coded items that will work with Datatel, because even though they were told that the current company would do it all, they find that they have to do it manually. Alex noted that he doesn’t know if such a gun exists. He also noted that items that were locked up in drawers, cabinets, etc. were not inventoried in the recent inventory.

Alex Kelley:

His staff will be totally consumed with getting all the new computers up and running this summer; therefore, they will not be able to take on any additional projects.

Twenty Timekeeper systems have been installed and 18 have been declined. They will be providing more centrally located machines for areas where workers start after division offices close. The systems work well; however, people are reluctant to use them, apparently because

the new system doesn’t allow them to “fudge” work hours anymore. It was noted that use of the new system needs to be mandated. Vic will discuss this with the other VPs.

They are working on the Positive Attendance system.

He sent Ray Roney a memo re: the fact that some ID cards do not work as they are supposed to.

He will pay the Internet Assistants from his budget for the summer; however, if the supplementary 50% funding doesn’t come through in the fall, faculty will only get 50% of their time.

He has been called for federal jury duty.

Marcy Wade:

They are still working on choosing a consultant for the Classification Review Process. Once committee members are trained, the process will begin.

The second draft of the accreditation report is due June 27.

A decision needs to be made with regard to offering temporary employees benefits per legislative changes.

The annual ACHRO conference is June 12 – 15. staf530