Administrative Services Managers' Meeting Minutes

LOS ANGELES HARBOR COLLEGE

OFFICE OF ADMINISTRATIVE SERVICES

 

MANAGER’S MEETING

MINUTES

April 16, 2009

 

Present: Dr. Ann Tomlinson, Nestor Tan, Claudette McClenney, Bill Englert, Mark Zankich, Ivan Clarke, Tatyana Grinberg, Al Askew, Deputy Melvin Young

 

The meeting began at 2:10 p.m. in the President’s Conference Room.

 

Dr. Tomlinson began the meeting with a discussion on reviewing job descriptions. Each manager was given a copy of their job description along with a work plan template. The template is divided into four parts—goals, objectives, procedure/activities, and performance outcomes. She asked that each manager review their job description and complete the work plan template using their job description as a guide. A sample was distributed.

 

She also asked each manager to review job descriptions for people in their area. She requested the managers give more guidance to their staff and be more creative in making better use of their workers. Sharing staff, shifting duties within areas, and moving staff or duties to other areas within Admin Services may occur in order to make the department more efficient and reduce the burden of some areas.

 

Dr. Tomlinson does not expect a good May revise based on state taxes. She has been asked to project how much in the negative we will be due to the opening of new buildings. Some additional costs due to the new buildings include: increased utilities, although we do not know how much yet; the waterless urinals will cost $14,400 per year to maintain; one new custodian and one new gardener will be added to each new building.

 

We are projecting a $1.9M ending balance. Since we grew our FTES the District will forgive some of our debt. A copy of the Administrative Services cluster report was distributed. Administrative Services is a $6M operation. Dr. Tomlinson reviewed each areas spending for the past five years. Reasons for increases and decreases were discussed. Three areas of the mailroom/repro will be reviewed--communication services, staff services, and voice communications.

 

Claudette McClenney reported on a meeting she had with key secretaries to explain how to complete time sheets and absence sheets. She stated it is mandatory to sign in and out for lunch. She reminded everyone that student workers can only work 6 hours a day and if they work more than 6 hours they get a half hour lunch. They cannot work more than 37.75 hours per week. She reported that some employees are having a problem retrieving their paperless paystub.

 

Ivan Clarke reported on several issues:

• IT will be filling a couple new lower level positions.

• The District Technology Committee will be moving toward self-help access within the next six months.

• The campus will hire a technology coordinator through Measure J. It is a contract position.

• IT is in the process of training everyone on campus on the new systems. Level 1 and 2 is classroom training; level 3 is video conference training.

• Mike does the set up for AV and media even though it is not in his job description.

• Two pay phones were purchased and will be installed outside the cafeteria and GC building. Ivan will train the Sheriff’s on collecting the money and resetting the phone.

 

Deputy Young reported that they are short in the number of cadets, down to seven from eleven. Cadets are paid as student workers, but have a lot more responsibility. Candidates for cadets from job placement are not passing the background check or interviews. They may be able to use criminal justice students in an internship program. It was agreed that more security is needed especially as more new buildings open and after the parking garage is complete. Deputy Young also reported that graffiti is up. The sheriff’s plan to take their reports to the Carson Task Force to see if they can identify the taggers so they can be prosecuted. Deputy Young also expressed the sheriff’s need for additional storage.

 

Mark Zankich is concerned about losing his storage when the old receiving area is torn down to make room for the new science building.

 

Nestor reported that the 2009/10 OP Plan is ready. Money can be transferred within your accounts if you need to make changes, although the money is not available yet. He is expecting a lot of BTA’s and purchases during the final months.

 

Dr. Tomlinson added that personnel, payroll and the business office are being trained this week to scan their documents. Also there have been no complaints about custodial services since some custodians were moved from B shift to A shift.

 

The meeting ended at 3:30 p.m.