Administrative Services Managers' Meeting Minutes

LOS ANGELES HARBOR COLLEGE

OFFICE OF ADMINISTRATIVE SERVICE

 

MANAGERS’ MEETING

 

MINUTES

February 28, 2007

 

 

Present: Dr. A. Tomlinson, N. Tan, B. Englert, I. Clarke, C. Mussa-Muldoon, M. Zankich, K. Roberts, C. Youins, Officer M. Young

 

Guest: L. McKenzie

 

The meeting began at 9:00 a.m. in the Facilities Conference Room.

 

Dr. Tomlinson made several announcements.

• Lucy Acosta, our senior accountant, transferred to City College. Mel Berger was given a short term contract to assist in the business office as a temporary supervisor. The staffing request to fill the position was completed and will be presented at the next staffing committee meeting. Our priority is to fill the position with the best person from the list.

• Jerry Chau and Ruben Nadler have moved to facilities, where they can best be utilized. Tom Sulyok is moving to the IT Department and will report to Ivan Clark. Tom will still be in charge of the labs in LAC; his job class will not change.

• Claudette Youins has been promoted to Senior Administrative Analyst and will supervise personnel and payroll.

• There has been a 5% drop in women taking night classes (this turned out to be a data error). It was suggested that lack of lighting in the parking lots was to blame. An assessment of lighting in the parking lots will need to be done.

• An off site “college center” was discussed to draw students from the Palos Verdes area. The District would be willing to give Harbor a long term lease on property as a means to help us “grow out of” our deficit.

 

Plant Facilities

 

Bill Englert introduced Edwin Patino, the new provisional electrician.

 

Bill reported that all lights in the parking lots are in working condition. They have renumbered lots, posted new signs designating staff and student parking, added more stop signs, and installed new ticket machines. Bill suggested that the reason for the drop in enrollment is construction issues rather than lighting. He noted that it would be very costly to replace the lights in the parking lots. Everyone agreed that temporary sensor lights should be added to areas that are darker than usual, due to construction.

 

With the help of community services, plant facilities has created a new colored site map that is much clearer. It will be posted and distributed in the near future.

 

Bill informed everyone of the asbestos abatement project that will take place on nights and weekends during the month of March. The areas affected will be Men’s and Women’s P.E. and the business office hall. The Business and Physics building will be done during spring break. The tiles in these areas will be removed and the floor sealed. Since it is the removal of hazardous substance, state money will be used.

 

Plant facilities is putting out a monthly newsletter. The newsletter is very informative and will help people understand what plant facilities does and why. It also encourages people to ask questions.

 

Complaints about trash on the field were discussed. It was proposed that the coaches have the teams pick up the trash, rather than plant facilities.

 

Concerns about the outdated telephone system were discussed. Bill will get three quotes to upgrade the system, but expects it to be about $25,000.00 In regards to full voicemail boxes, a system will be set up to delete old messages after a determined period of time. Bill will send out a notice informing everyone that old voicemail will be deleted as a result of new technology.

 

Rodney Mills will become back-up for the campus operator. He will need a telephone console installed in his office.

 

Employees from plant facilities who are out on IA, but are able to return on light duty will be asked to work in other departments, for example, helping Kenny in clerical services.

 

Priority for plant facilities: Deal with lighting concerns, hire a permanent electrician, fill vacant custodial positions, and update telephone system.

 

Bookstore

 

It was decided that Rico will spend 50% of his time helping Mark and the other 50% helping Al in receiving.

 

Sheriff’s Department

 

Dr. Tomlinson discussed the need for an escort service with Mel Young. Dr. Spink requests that Rodney Mills do a survey to see what other colleges are providing in the way of escort services.

 

Dr. Tomlinson reported that Lucky DeSilva informed her that more cadets could be hired as long as they are on financial aid, this way they can be paid through their financial aid.

 

Mel reported that the Work Environment Committee wants the sheriff’s parking spaces repainted in Lot 2.

 

Clerical Services

 

Kenny Roberts reported that his new office assistant will start on Tuesday, March 6. He will train her on the mail machine and copier. The new assistant will need a computer. Carla will give clerical services an extra computer she has in community services and IT will supply the monitor.

 

The new bulk mail machine has dropped the cost per letter from 39 to 17 cents. The new location for bulk mail delivery is the Lomita office. There will be a Bulk Mail Training class on March 14 in Santa Ana.

 

Kenny will look at office furniture the District office is discarding. If it is suitable for clerical services, Bill will arrange to pick it up.

 

Priority: Hire a .8 office assistant.

 

IT Department

 

Dr. Tomlinson asked Ivan Clarke about a computer for the new dean of academic affairs. IT does not keep new computers or printers in stock. Ivan will give the specs to Academic Affairs so they can purchase a computer and printer for the new dean.

The idea to keep one new computer and printer on hand was discussed. It will be considered a loaner and the borrower will sign an agreement to purchase their own within a set number of days.

 

Ivan gave an overview of several things going on in IT.

• They are working on patching the systems together with the new Northeast Academic and Student Services.

• The District plans to impose restrictions on the use of “lahc all”.

• IT is in the process of creating an accurate cabling map for the campus for upcoming changes.

• Since IT has no B shift, Ivan has received complaints that there is no one to help in the instructional labs in the evenings.

• The Chancellor’s office has identified $100,000 in funds for wireless. Ivan has sent out a proposal.

 

Priority: Wireless for Seahawk Center and President’s Conference Room.

 

Personnel Department

 

Claudette Youins reported that paychecks for 300 employees district wide had errors in regards to union dues and retirement. Emergency checks will be issued.

 

Claudette reminded everyone that EAP is available to all employees. A Wellness Program is in the works and will be tied in with nursing, nutrition, and the walking class.

Claudette plans to set up the following workshops: supervisory workshop, dealing with difficult people, and customer service.

 

Dr. Tomlinson and Claudette reminded everyone the evaluations need to be up to date. Evaluations forms are the ones in the contract and are available in the personnel office.

Birthdates are the new date for an evaluation to be done.

 

Priority: Upgrade computers in personnel and payroll.

 

The meeting was dismissed at 11:00 a.m.