LOS ANGELES HARBOR COLLEGE

OFFICE OF ADMINISTRATIVE SERVICES

CLUSTER MEETING

MINUTES

November 5, 2008

Chair: Dr. Ann Tomlinson

Administration: Nestor Tan

Present: Bill Englert, Mark Zankich, Tatyana Grinberg, Ivan Clarke, Deputy Melvin Young

Faculty: Sally Fasteau

Guests: Eric Avelar (Student)

The meeting began at 10:35 a.m. in the Facilities Conference Room.

Dr. Tomlinson began the meeting with several announcements.

·  New Administrative Services Cluster Committee members are Michael Song and Janice Sandell.

·  Accounts payable will be moving back to the Business office in December or January. Tatyana will oversee accounts payable.

·  Keeping the bathrooms clean continues to be a major issue. Several areas are more problematic then others, particularly the cafeteria bathrooms. The Sheriff’s office and Plant Facilities plan to monitor these areas on a daily basis. The bathrooms can be cleaned only once a day due to lack of staff. Dr. Tomlinson suggested moving some night shift custodians to days. Student support is needed to keep the campus clean.

·  Classified salaries are down but expenditures are up, mostly due to a $200,000 utility bill that was carried over to this year and a broken sewer line costing $33,000 to repair. We are hoping to get emergency funding or a grant to cover the sewer repair expense.

·  Harbor will be participating in a simulated earthquake called “The Great Southern California Shakeout” at 10:00am on November 13. The purpose of the event is to raise awareness and test our preparedness. Scripts will be sent to the faculty to read to students. The shelter in place drill will last approximately two minutes.

Dr. Tomlinson asked each manager to list their top priorities for their department for 2008-2009. One goal for Administrative Services is to monitor expenses for each department. This will be accomplished with cluster reports and data checking.

Nestor’s priority is to train SFP directors to use SAP more effectively. Viewing Zlac reports will give directors the ability to compare the current year with previous years.

Tatyana’s priority for the Business Office is new equipment. A new printer is needed for student receipts, which ASO may pay for. Dr. Tomlinson plans to send over fairly new computers to the Business Office when Administrative Services moves to the new building. Other priorities for the Business Office include scanning of documents, rearranging work stations for more efficiency, additional staff, and Web payments for transcripts. Tatyana would also like the Business Office to meet with A & R and Financial Aid.

Deputy Young’s main priority for the Sheriff’s Office is safety. Other priorities include replacing clerical staff, additional carts, and storage. Bill thinks there may be an empty container the Sheriff’s Office can use for storage. Deputy Young will keep a close watch on the bathroom problem.

There is an increase in requests for escort service. It is difficult for the Sheriff’s to manage the excessive requests; in addition, the cart is not able to handle the extra trips and weight.

The Sheriff’s Office is preparing for the earthquake drill by dividing the campus into quadrants and noting the evacuation areas. They are preparing a list of captains for each quadrant and evacuation assignments. They must evaluate building captains according to the old plan. In the future they will conduct safety meetings for the captains.

Mark’s priority for the Bookstore is electronic book orders and increased vending. He plans to continue encouraging instructors to order their books early which will save the Bookstore money.

Facilities is working with the Sheriff’s office in organizing the earthquake drill and setting up future disaster/emergency training. Three emergency call boxes have been purchased. Bill is aware of the bathroom issue and is working to resolve the problem.

Ivan presented IT’s master plan. He invited input before completing the final draft. Ivan’s priorities are moving everything to the network and making sure the network is completely solid, having designated space for IT, enforcing strict standards of uniformity for equipment and services, and the need to support centralization in order to manage resources.

Dr. Tomlinson suggested IT post quick reference guides on-line for phone and computer directions.

Sally Fasteau expressed concern that the Business Office will not be moving into the new Student Services building. She questioned whether the passing of Prop J could rectify the

problem. Bill believes a lot of mistakes can be fixed with Prop J money. He is discussing the issue with Pinnacle One.

Sally also expressed the need for additional staff for IT and stressed that revising the IT Advisory Committee (ITAC) is critical.

The meeting ended at 12:15 p.m.