Administrative Services Staff Meeting
January 8, 2003
PRESENT:
__x_Rocky Bonura ____Janice Ely ____Alex Kelley ____Lynnda Nelson
__x_Janet Clarke ____Pam Fees __x_Donna Manno __x_Allene Quarles
__x_Mike D’Amico __x_Bob Gann __x_David Miller __x_Marcy Wade
__x_Maurice Elmore __x_Vic Hanson ____Andy Nasatir __x_Satish Warrier
Minutes: The minutes of December 10 were approved.
Budget: There will be a special combined meeting of the PBC and College Council re: budget issues tomorrow at 1 p.m. in the Alondra Room. All managers are invited. The following list, which the President presented at College Council on Monday, will be distributed at the meeting. This is in response to the anticipated $3.1 million ECC would have to cut from its budget if the governor’s proposal (see handout from the CCLC) is implemented.
1. All college bargaining agencies will be asked to consider reopening contracts.
2. No full-time faculty will be hired for 2003-04.
3. The hiring freeze will continue on most positions.
4. There will be a reduction in course and section offerings for spring and summer.
5. Most PFE projects will be eliminated entirely.
6. There will be a significant reduction in temporary project administrators, and approval will be at the Cabinet level.
7. There will be a significant reduction in temporary classified employees.
8. There will be a significant reduction in casual employees.
9. There will be a significant reduction in district travel.
10. There will be no working out of class or “acting” positions. Employees will return to their original assignments. (The president is adamant that no manager is to work his/her people out of class to accommodate changes to the nature and scope of division work. This should be accomplished with a formal reorganization plan).
11. All overtime will be eliminated, and there will be limited use of comp time.
12. There will be a significant reduction in release time (unless it is contractual) and faculty members will be returned to teaching.
Cabinet is working on identifying minimal levels of service that need to be provided. The savings to be generated by 1-12 above have not yet been calculated yet. Also, details for implementing each one still need to be worked out. Vic has suggested that there should be no exceptions through the fiscal year.
It was suggested that this is a good opportunity for the ultimate program review, i.e. to scrutinize how and why things are done and streamline operations so that programs run more efficiently.
A positive spin needs to be put on the budget cuts as much as possible so that the college is perceived as an entity that can balance its budget. Work has already begun in this area. The December 17 memo from the three vice presidents identified $750,000 in cuts, and this list has been expanded to include another $750,000 by eliminating PFE programs. Bob and Pam are also
working on getting the college reimbursed from bond funds for eligible expenditures. Reserves will not be used because this would be a one-time-only solution. It was noted that many people don’t understand how the college could be having a budget crisis when the bond measure was just passed. They don’t understand the restrictions on bond money expenditures.
Customer Service Survey: Copies of the customer service survey instrument used in 1998-99 were shared with the group. A survey is needed to:
1. validate the information from CEI, and
2. satisfy the recommendation in the Accreditation Report.
Comments:
1. Feedback on whole areas can be tainted by one bad experience with one person. It was suggested that the large areas be broken down into smaller, more specific groups.
2. Software that would enable the college to design a survey and do the analysis should be purchased. Scantron forms could be used or it could be done on the Web. Donna will check with Joe Georges, who has done on-line surveys.
Committee Reports/Division Issues
§ Mike D’Amico
Ø They are investigating a reported sexual assault.
Ø A new law requires that an additional $2.50 must be paid to the courts for each parking ticket. This will result in a significant loss of revenue for ECC.
Ø There is a problem with student government workers being in the Student Services building at all hours in evening and even sleeping on campus etc.
§ Donna Manno: They are gearing up for workshops and training for spring. Note: There will be no flex day in February.
§ Rocky Bonura: They are going electronic with monthly safety meetings. The first topic – that the college can’t afford accidents – is especially timely. It was noted that significant improvement work has been done by Facilities.
§ Marcy Wade: The Benefits Committee is working with Keenan to investigate alternate medical administrator services. HR is trying to prepare for keeping up services when the temporary employees go.
§ Janet Clarke
Ø The Natural Science project bid hit the street on Monday. Two job walks and pre bid meetings will be held on the 16 and the 21st. They are working toward a March 17 Board approval, and an April 1 start.
Ø She met with Lynnda and Andy re: deli management. There are some issues of non-conformance with contract. The two companies in the joint venture are now changing their name and want to turn over the ECC contract to a Korean company. Vic noted that he had a visitor during the Christmas break who was interested in taking over the Cafeteria service. He told her to formalize her proposal and submit it in January.
Ø Rocky noted that the last two food services committee meetings have been canceled, and he has heard from John Means that they have changed their minds and no longer want out of the cafeteria operation. In fact, they now want to expand is. Vic will discuss this with Pat Caldwell. Janet Clarke is to be added to the meeting with Art and Anna.
§ Bob Gann
Ø The abandoned coffee carts are collecting garbage and becoming an eyesore. Janet will contact Lynnda to get them remove from the campus.
Ø CW Driver has brought in their trailers for the science complex project. They are also fencing off another little part of the parking lot.
§ Allene Quarles
Ø Tomorrow’s Management Forum will be a workshop on FRISK (Steven Andelson), which deals with documenting unsatisfactory employee performance. This will be an abbreviated version of a day-long workshop, and participants will receive an informative handbook. Information on the Liebert Cassidy workshops was also sent out.
Ø They hope to have POA negotiations wrapped up by next week.
§ Satish Warrier:
Ø Due to a power outage during Christmas break, all three servers crashed. They are now back up and, thanks to Facilities, they have also automated the reset feature so that this problem can be avoided in the future.
Ø Chaffey College will host the 3C DUG meeting.
Ø Not filling the data control specialist position formerly held by Terry Flint will impact the campus, especially the student services area.
Ø Cheryl Shenefield has spent the past two months cleaning up data on the MIS system.
Ø Cutbacks on ITS overtime will adversely affect the campus in that the computer system must be brought down during regular work hours for semester and state report processing, maintenance, upgrades, etc.
§ Maurice Elmore:
Ø June Curtis is working with ITS to get the room reservation function on Outlook.
Ø They are working with Campus Police to deter the disturbed student who has been destroying the bird of paradise plants on campus.
Area Council: Pat Caldwell and others from our area will attend the Area Council meeting on the 28th at 8:30 a.m.
Meeting adjourned at 10 a.m.
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