Administrative Services Staff Meeting
August 12, 2003
PRESENT:
_X_ Rocky Bonura __ Janice Ely _x_ Alex Kelley __ Lynnda Nelson
_X_ Janet Clarke _x_Pam Fees _x_ Donna Manno __ Allene Quarles
_x_ Mike D’Amico _x_ Bob Gann _x_David Miller __ Marcy Wade
_x_ Maurice Elmore _x_Vic Hanson __ Andy Nasatir __ Satish Warrier
The meeting was opened by Vic at 8:00 a.m., there was no review of previous minutes.
Budget
Vic distributed a 4-page handout that was given by Pam to PBC on August 3. Pam and Janice will attend the Chancellor’s Office 2003-04 Statewide Budget Workshop on September 3, and Tom Fallo will attend on September 5. We will have prepared the final budget book by that time. Highlights were that the May revise was a good indicator of the final budget just signed.
Scheduled maintenance funding will be lumped with instructional equipment/library materials, meaning most people would not spend money on scheduled maintenance. Vic reported additional financial aid funds are not for financial aid administration but for grants for students.
Growth could very well be something all the community colleges experience. If so, growth will not be fully funded and we should plan for a deficit. Since the State budget passed with $8 billion deficit, things will happen during the year with budget cuts, and it is important that we develop a budget with a healthy reserve.
Vic said the key issues will be covered at PBC on August 21 by Tom. He will try to respond to recommendations of PBC to date. It was found that some of the recommendations had not been given to Tom.
Whether or not his position is to delete all vacant positions from the budget and start the new year without any reference to those positions has had considerable amount of discussion. Previously budgeted positions in the organizational structure will be included in the appendix of the budget book.
PBC discussed our notice to students of the enrollment fee increase to $18 and the 50-cents student representation fee. PBC indicated it would like to have guidelines from management as to how to deal with requests from students to add classes.
Bobbi Villalobos transmitted a recommendation to the president from the PBC to keep positions and not eliminate the frozen positions. Alex said one problem is that a lot of management hours were expended last year to justify positions that were approved and now the same paperwork has to be done again.
At this point, we should not expect to get more than one position filled in each of the areas from external sources. Extensive efforts should be made to try to reassign people within existing classifications.
Vic is pushing to get the assistant director of ITS position as the highest priority in the Administrative Services area.
There is no approval to go outside for any position. The administrative assistant position for Math Sciences should not have gone outside for recruitment. Marcy Wade is not available to ask at this meeting.
There were headlines in the Orange County Register that Cal State Fullerton dropped 904 students because they did not pay the fee increase, said students were not informed of the $7 increase. Did Ann Garten send out something to all students, to be incorporated with billing statement?
There are a lot of things to do to be prepared for mid-year cuts. A listing was issued July 7 that identified $9 million in savings, even though some of it is uncertain (such as Winter Intersession). It is not certain what will happen at the negotiations table. There are many things to firm up before anything is exempted from the freeze.
We are not changing the health benefits decision in any way. The PERS increase was 9.7% rather than the expected increase of 20%. The major increase was in the Kaiser rates.
Bond
Is any other area buying things not on the list of approved purchases? Other areas are able to access other funds. The SC&A area alleges it submitted an $800,000 list that was not included. The amount to be on the Board report for SCA is $182,000. Purchase of a production printer is charged against Community Advancement. This was not done through Alex but handled by Regina Smith. Equipment items in the amount of $42 million are going to the next Board to inform them that the Cabinet has approved them.
Tom has instructed that no vice president should approve any purchase unless assured the items will be properly secured and not be stolen, primarily stand-alone equipment, portable AV and audio equipment. There are a lot of these items in the Academic Affairs area.
The July 7 memo lists moneys to be used to fund projects in the Student Services Center. These were inadvertently put on as a savings of $61,000 for the assistant director of Financial Aid, so there is no longer money for the remodel of Financial Aid. The exact nature of the remodel has not been determined. No closure on scope of the project, it was built too small in the beginning and will still be too small.
The Management Meeting that was to be held August 21 has been changed to August 20 at 8 a.m. Copies of the new management meeting schedule should be coming. The meetings may be scheduled for Wednesdays.
On Flex Day, Tom is planning a general session speech as usual with staff encouraged to attend. There will be refreshments at 8 a.m. in the south patio of Marsee and the session will start at 9 a.m.
Vic has received from Mattie notification of who Pat expects to attend the planning meeting/ instruction workshop. It will be held on August 19, 1:00-2:30 p.m. in the Alondra Room. They are expecting people from Administrative Services to participate to discuss how to proceed with the planning process for 2003-04 to link planning and budgeting in the 2004-05 year. Invited to attend are Janet Clarke, Mike D’Amico, Janice Ely, Pam Fees, Bob Gann, Alex Kelley, Lynnda Nelson, and Marcy Wade.
That date is also the first date for negotiations, so Marcy will probably not be able to attend.
Committee Reports/Division Issues:
Alex Kelley: No report
David Miller: No report
Maurice Elmore: The resurfacing of the North Gym floors is finished. Replacement of bleachers will be completed before the end of the Fall semester.
There is a situation on campus with a person who in the past has been “whacking” at the bushes and defacing the kiosks. She is now attacking blank walls. She rides a motorized chair/scooter. Thousands of dollars of damage have been done. She does not have the mental capacity and cannot be arrested. Her parents support her and they can be billed. Something needs to be done administratively to prohibit her from attending classes. Harold Tyler, Luukia Smith, and Steve Fasteau have been involved.
Mike D’Amico: They are ready for the meeting about the adds and drops program to be held in the east lounge. Cashiers will not be there unless Police offers will be there. Effective September 4, the Police will be down 33% of its officers. It was understood that the sergeants said they would do whatever is needed to make it happen. Accounting does not have money to staff it, either. Donna Manno stated in defense of the issue that it would be more convenient for students. Bill Mulrooney is in charge of the committee, and a schematic has been prepared by Don Treat on the electronics. Pam advised this would require bringing in additional cashiering staff that is not budgeted. In concept it is a good idea but not safe with people handling and transporting money. Cashiers would have to shut down at least one window plus have someone with experience to oversee and answer problems. Alex said the problems occur in the first two weeks of school, anyone can walk in - people who cannot handle telephone or web. A meeting was held July 30, Vic is expecting to see a report. Officers are also needed to be in cashiers and the Bookstore. In the past this has been covered by overtime. Consider setting up a check line.
Donna Manno: This is an add-on to the issue of people coming on to campus to the Library. Students mentally disabled come on Mondays and Wednesdays and use the restrooms by the circulation desk. In the same stall the toilet is being clogged, no one is overseeing them sufficiently. Bob will have a schedule map on October 1 regarding restrooms on campus.
Regarding Flex Day, the BBQ on August 28 will be staffed by the new food people. Classified staff will go at 11:30 before faculty.
Bob Gann: A couple of pieces of work will be done starting Monday of next week: reroofing the east portion of MCS building; resurfacing parking lot C adjacent to the Cafeteria and the Tech Arts building.
Notification has been received from the State that Hazardous Systems Abatement that funds for projects in Physics and the multi-story Natural Sciences have been reduced from $243,000 to $161,000 due to reduction for community colleges in the 2002-03 budget. Extra moneys may be available in bond moneys for hazardous materials.
Rocky Bonura: He attended the AQMD on Wednesday in Diamond Bar. There is training coming up in September and October. He is trying to set up training for Facilities for power equipment.
Pamela Fees: The resignation of Stephanie DeWitt in Accounting has been received. Her last day will be Friday, August 22. Some assignments will be shifted and we will do our best.
Bob mentioned that he had a contingency set aside for equipment installation costs. He wants to discuss how that fund can get tapped and used.
Janet Clarke: Every project to bid for bond has to be agendized. Local fees should take care of bidding to be done for construction or equipment.
Will report information periodically through the purchase order process or whatever format but it is the responsibility of managers to handle. If there is a blanket purchase order set up, typically that number can be used. Allocation for specific division dollars does not include funds for adding dollars, she is working with Hugh to develop appropriate billing.
Mike expressed thanks to Pam and especially to Momi Elliott for closing the parking funds. They were within budget and another $50,000 transfer was made to Facilities for the Police station; $210,000 is left to repay on the loan for building the station.
Bob said that, as divisions are notified of authorization to purchase equipment, they need to put on specific account numbers. Shobhana will email the portion of the Board agenda for each division. Will there be a matching arrangement with Fund 12 with some of the divisions? That is a different issue, separate from the bond.
Expenses in the Measure E Bond Report will be 100% charged to the bond. Bob and Vic will meet to discuss this.
Meeting adjourned at 9:25 a.m.
Staf812