Administrative Services
Supervisors and Directors Meeting
November 28, 2000
PRESENT:
___Bill Bliss
___Rocky Bonura
___Joyce Branch
_x_Janet Clarke
___Mike D’Amico
_x_Maurice Elmore
___ Janice Ely
_x_ Pam Fees
_x_Bob Gann
_x_Vic Hanson
___ Dee Herbert
_x_ Kirk Johnston
__x Alex Kelley
_x_ Donna Manno
_x_ Ora Mayon-Bryant
___ John Moore
___ Andy Nasatir
___ Alan Nelson
___ Lynnda Nelson
___ Jonathan Ott
_x_ Allene Qualres
_x_ Dal Toruno
_x_ Don Treat
_x_ Marcy Wade
___ Satish Warrier
_x_ Henry Waters
Minutes: The minutes of October 24 were approved with the following change: Under Janice Ely,
Bullet #1 – change “dead” to “deceased.”
CQIN:
 All employees are encouraged to attend the Flex Day activities. The speaker will be John Gardner,
and discussion sessions will be held in the Cafeteria after his speech in the Auditorium.
 Core values have now been woven into the planning process.
 Proposed changes to the college mission statement are scheduled to go to the Board in December.
Give input to Janice Ely (management rep).
Procedure 519: Bob made a presentation on four related policies and processes:
1. # 3563 - (Buildings) (1965) deals with new construction and/or major renovation. The Science
building renovation would fall in this category.
2. # 3564 - (Alterations and Additions) (1970s) – included procedures.
3. Procedure 519 – (Add/Move/Change form) (1989)
4. Work Order form
The purpose of #3563 is fairly clear; however, there is overlap and confusion with the others. Vic took
Form 519 to a management meeting and noted that it needs to be enforced as it is now, but it also
needs to be updated to make it more current. Bob will continue to work on updating Form 519.
Problems with offices not using the correct forms and/or procedures include:
 Even seemingly insignificant changes (like changing one word in a curriculum) can have a major
impact in areas that aren’t even aware of the changes until the last minute. They are then left
scrambling to try to accommodate requests without adequate time or resources to complete them.
Vic will share this with the VPs. As soon as anyone is made aware of a project, he/she needs to
make sure Form 519 is being used.
 Charge backs are also an issue. Alex suggested including ongoing costs as well as current costs.
Also, start thinking about what forms should be put online.
Computer Replacement Program: The computer replacement program will probably be discussed at
Cabinet tomorrow. Janet will give Vic a list of those who have met the December deadline for
ordering computers.
Campus Street Names: The botanical campus street names were discussed at College Council. The
student rep was against eliminating them citing tradition as the reason.
Internet Web Registration: Internet Web registration is going well, although due to minimal
advertising, they are not getting the volume they hoped for. Vic will discuss this with Pat Caldwell
today. If students have problems with phone registration, refer them to the web site.
Linkage of Planning and Budget: This year the budget is to reflect more of the Master Plan. Unit
Plans will be reviewed in December and will be used more extensively to support augmentations and
enhancements. January 11 is the date scheduled for the BDC/DPC retreat. The December 7 deadline
for the Tentative Budget has been postponed due to the effort to include the planning process.
Current operational costs will be carried forward; therefore, the planning only affects discretionary
dollars.
Committee Reports/Division Issues:
 Kirk Johnston:
 Five new emergency phones have been installed on campus, and arrangements have been made
to replace the other nine. All of these phones have handicap access.
 With federal COPS grant funds, computers have been installed in all campus police cars.
 Officer Gino Alvareno has just graduated from the academy.
 Employees were cautioned to be extra security conscious during holiday off-time. Let campus
police know if you will be on campus.
 The student ID cards are very helpful to the police. Vic and Alex were under the impression
that the ID cards were fully implemented.
 Janet Clarke: Reminder: December 1 is the deadline for ordering.
 Donna Manno:
 The FISH workshop for night custodians is this Friday.
 December 6 is the date for New Employee Orientation, and they are going back to January 1
for the hire date.
 “Who Moved My Cheese?” is a book on change. It is possibly the next book to be read by
Administrative Services managers.
 Marcy Wade:
 AFT and CSEA are still in the mediation processes. The results of the decertification election
will be known on December 18.
 Confidentials, managers and supervisors will receive a 4.5 % salary increase.
 Ora Mayon-Bryant: They will be moving furniture into the MCS 218 remodel once it has been put
together. Utility crews have been cleaning on Saturdays.
 Henry Waters: This is the first Supervisors and Directors meeting he has attended, and he finds it
very useful.
 Don Treat: They are short handed (five hiring committees are going on in his area) and are
overwhelmed with huge computer orders coming in with no advance warning to Tech Services
(eliminating any possibility to plan for these installations). At the present time, 219 computers are
scheduled for installation before spring semester.
 Alex Kelley:
 Aside from contractual obligations, it is also good business practice for the CRC to regularly
examine positions for currency.
 The Technology Committee does not have a membership that is representative of the college
(mostly faculty) and needs to be disbanded or restructured. Alex will discuss this with Cabinet
on December 6 at 11:00. He will also discuss whether or not computers should be up during
Christmas break.
 Alex will do the January Management Forum (topic: the Infonet changes) in the Alondra
Room.
 Joyce Branch: Privacy codes have been implemented for faculty and staff.
 Bob Gann: Thanks to Human Resources for their assistance in the implementation of the Facilities
reorganization. All positions have been Board approved, and the hiring process is in progress.
 Allene Quarles:
 HR will send out letter to managers with copies of positions to review.
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 The CRC recommendations were reviewed by Cabinet and will go to the Board in December.
Notification letters are being done now. Prior to that, she will call all managers and let them
know the status.
 The Health Benefits committee will meet this Thursday.
Pam Fees: They will interview for a Senior Accounting Technician position on December 6. The
Accounting Technician II positions close December 19. The auditors are scheduled to be finished
this Friday. They are hiring part-time cashiers for employment until January or February @ $8/hr.
Students are not eligible.
Ruth Sanchez: - Reminder: Holiday Lunch on December 19.
Meeting adjourned at 10:50 a.m.
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