Administrative Services Managers' Meeting Minutes

LOS ANGELES HARBOR COLLEGE

OFFICE OF ADMINISTRATIVE SERVICES

 

MANAGER’S MEETING

MINUTES

May 10, 2007

 

Present: Dr. A. Tomlinson, B. Englert, M. Zankich, K. Roberts, C. Youins, M. Berger, C. Mussa-Muldoon

Absent: N. Tan, I. Clarke, Officer Young

 

The meeting began at 2:05 p.m. in the Facilities Conference Room.

 

The meeting was called to discuss program review.

 

Dr. Tomlinson began with listing the major accomplishments for Administrative Services for the past year:

• New secretary is organizing the office and also cross-training so as to be a back-up for Nestor and Arif

• The new dean’s office has been cleaned out and refurbished

• Old records/files have been sent to permanent storage

• Shredding of old records/files will take place the first part of June

• A campus calendar has been established

• Scanning has begun of all contracts, purchase orders, and invoices in an effort to eventually become paperless

• Based on Dr. Tomlinson’s justification, we have received one of the free vans from the district van pool

 

Mel Berger listed the accomplishments for the Business office:

• Revision of staff duties

• Met all district report deadlines

• Mailed over 6000 student collection letters

• Cancelled automated A.S.O. student hold

• Revised bookstore cash handling process

• Transfer of cashiering operation

• Assumed responsibility for student fee petitions

• Clean up of student hold screen access

• Implemented new Americorp procedure

• Analysis of banking relationships

• Streamlined deposit function

• Created a positive work environment

 

Mel added that our E-mail and Outlook system is very efficient compared to other colleges.

 

Claudette Youins announced accomplishments for the Personnel and Payroll offices:

• On May 11, personnel and payroll will have their first quarterly meeting

• The evaluation process has been streamlined

• Several successful workshops have been completed

• Fingerprinting is available in the personnel office each semester for new employees

• New personnel bulletin boards have been placed on campus

• Network connection for their printer has been ordered

• The Wellness Kickoff was a success while the campus walking challenge is in full swing

• Harbor has the lowest amount of errors in SAP and payroll

 

Claudette discussed the need for a telephone training workshop, new computers for the personnel office in order to keep up with SAP, and air conditioning for the personnel office.

 

Mark Zankich listed the accomplishments for the Bookstore:

• A new credit card company is in place that uses Internet service which will cut the time down on each transaction

• Books are here on time

• Sells have increased with the addition of sandwiches

 

Mark discussed the possibility of reducing the return policy on books from three weeks to two weeks, allowing less time for the student to purchase the book online for a cheaper price. Everyone agreed that tables and chairs outside the bookstore would create a nice area for the students to gather. The Bookstore will supply lunches this summer for Community Services “College for Kids”.

 

Kenny Roberts reviewed the accomplishments for Clerical Services:

• They acquired a Digital Color Copier, a high volume mailing system, and will soon acquire a high volume digital imaging system

• The bulk mail program is in place and working very well

• A new office assistant has been hired

• Upgrade of old office equipment has been cost effective

 

Kenny discussed the issue of centralizing paper usage. He recommended that Administrative Services implement a charge-back system for paper usage that would keep storage to a minimum and would insure the best possible bulk rate price. Bill will bid out a “just in time” contract where the paper will be stored with the vendor and Kenny will replenish as needed. Working with a limited staff is their biggest challenge. He is working on the new office assistant’s two month evaluation.

 

Ivan Clarke from IT did not attend. Dr. Tomlinson read the accomplishments he submitted:

• Wireless network access is now available throughout the library and in the cafeteria; wireless access will be expanded to other areas of the campus soon

• Changeover to use of new student ID in all local systems

• Implementation of spam filtering software

• Implementation of proxy server for automated student access to library supplied databases

• Implementation of iPolicy firewall giving substantial security improvements and giving IT access and control over campus firewall

• Implementation of WSUS server allowing IT to centrally roll out system patches and upgrades

• Complete replacement of equipment in three computer labs

• Created new maps for all major network connections

 

Issues for IT include need for personnel (especially of senior level) and money to provide for additional software and hardware. Goals for IT consist of working with faculty to ensure software for classes is available, maintaining college instructional labs, and maintaining computers and network critical to college operations. Ivan added that reduction of staff with the use of Tom Sulyok to assist with lab duties and the reduction of Novell Licenses (savings of $20,000/yr), with the eventual removal next year, has helped to contain costs. Formal evaluations of Mike and Terrance have been completed.

 

Bill Englert listed the accomplishments for Plant Facilities:

• Lights have been added or repaired to provide a safer campus

• Evacuation went smoothly

• New signage

• Replaced four sections of the sewer system

• Manages construction projects

• Electronic sign is running

• Repaired or replaced all fences

• New parking ticket machines

• Connected B Shift and sheriffs to radio

• Working hours for staff has been changed, eliminating a four day week

 

Challenges for Facilities include a high graffiti problem, upgrading the phone system, high absentee rate, and limited staff. There is a need for Saturday custodial services and a weekend and evening tradesman. It was noted that facilities took over the telephone area, Rico is helping Al in receiving, and receiving could possibly become storage space for the bookstore. It was also noted that the graduation ceremony, including many expenses related to the ceremony, are the responsibility of Plant Facilities. All evaluations for Facilities have been completed.

 

Dr. Tomlinson requested recommendations for the Administrative Cluster committee. Recommendations for faculty included Tissa Munasinghe, Mike Hiscocks, Kate Campbell, and Lauren McKenzie. Other suggestions were David Ching for Student Services and Clara Muldoon for Academic Affairs. The classified staff positions could be filled by those present. Student recommendations included Caitlin Muldoon and a student worker from Facilities.

 

The meeting was dismissed at 3:40 p.m.