Administrative Services Manager's Meeting Minutes

LOS ANGELES HARBOR COLLEGE

OFFICE OF ADMINISTRATIVE SERVICES

 

MANAGER’S MEETING

MINUTES

June 17, 2010

 

Present: Dr. Ann Tomlinson, Nestor Tan, Mark Zankich, Claudette McClenney, Bill Englert, Ivan Clarke, Sgt. Harry Van, Carla Muldoon.

 

The meeting began at 9:00 a.m. in the President’s Conference Room. The main topic of the meeting was the arrival of the new president, Marvin Martinez, on August 2. Dr. Tomlinson plans to invite President Martinez to the next manager’s meeting in July or August. She requested that the managers prepare for the meeting by listing accomplishments in their area and issues and priorities they want to communicate to the new president. The Bookstore and Community Services were asked to include their last closing statement. Everything will be compiled into a binder and given to President Martinez at the meeting.

 

President Martinez’s major charge will be the budget. Nestor’s last projection of the deficit was just under $1M. This does not include our $2M payback, which has been suspended for now. Dr. Tomlinson will communicate to the new president our department’s contribution to lowering the budget. We are getting another $300,000 cut in our allocation next year.

 

It looks like the bookstore will break even this year. Sales for graduation were their best ever. This year the bookstore merged with reprographics, cut staff and hours, cut rush period and brought down their inventory. Gross sales were $2M; cost of goods $1.6M with the rest going to cover salaries and benefits. The bookstore has only a 26% profit margin. Summer school inventory from 2009 was counted against them since Mark didn’t know summer school was going to be cancelled. The bookstore also has a $5,000 debt from staff. The bookstore will begin a book rental program in the fall.

 

Dr. Tomlinson commended Bill and his area for the good job they did on graduation. Bill is concerned about the small number of custodians on weekdays and no coverage at all on weekends. Dr. Tomlinson said there will be no new hires, especially with the additional $300,000 cut. Everyone agreed the custodians have an impossible job. Dr. Tomlinson has already discussed with the new president the need for a new truck in plant facilities and the need to maintain a higher level of equipment. She believes the best way to get what we need is lease to own.

 

IT needs to convey to the new president all the systems and labs they are responsible for without adequate staff. In the future, the security system will also be their responsibility. In addition to lower level staff and staff support they need an instructional person. Other issues in IT discussed:

 

Using Skype to eliminate the expense of international calls.

Computer viruses.

Adding a section for IT in the Plant Facilities newsletter.

 

Concern was expressed about where the live scan machine would be placed. As discussed before, the most practical location is the Sheriff’s office because they are available 24/7. Community services will collect the fees as planned.

 

Our report to President Martinez should reflect the real cost of what we do and the lack of compensation. For example, Administrative Services is not compensated for administrative overhead for the work done on grants and Plant Facilities is not compensated for the work they do for student activities. With faculty being hired, more support staff is needed from our side of the house, yet our requests to hire, especially in IT, have been denied. The Business office is parallel to A & R except in staffing. A & R has added staff while we have not. The Business office operates on sub and relief. Dr. Tomlinson urges everyone to make use of the staff we have and possibly distribute work during the summer months when some areas are slow. Outsourcing jobs rather than hiring may be another alternative.

 

Other issues discussed:

Mark does not need a Cal Card in the Bookstore. Ivan has some need, but can get by using cash.

The President’s inauguration will probably take place soon after his start date since he is already on contract. Seahawk Center would be a good location.

Claudette reported on the summer youth employee program. Three hundred youth will be working on campus this summer through Juanita’s area.

A manager’s meeting will be scheduled for July or August which will include President Martinez.

An off campus cluster meeting to discuss program review will be scheduled for August or September. Locations are being explored.

An end of the year celebration for Admin. Services will be planned for August or September.

 

The meeting ended at 10:30 a.m.