Administrative Services Cluster Minutes

LOS ANGELES HARBOR COLLEGE

OFFICE OF ADMINISTRATIVE SERVICES

 

CLUSTER MEETING

MINUTES

July 16, 2008

 

Present: Dr. A. Tomlinson, N. Tan, B. Englert, I. Clarke, M. Zankich, T. Grinberg, C. Youins, Sergeant H. Van

Faculty: L. McKenzie

 

The meeting began at 9:05 a.m. in the Facilities Conference Room.

 

Dr. Tomlinson called the meeting to discuss ways for the areas within Administrative Services to cut their expenditures. She reported that Harbor’s allocation from the District for last year was $28.9M, while our total expenditures for last year were $33.1M, leaving Harbor with a $4.2M deficit. Harbor’s allocation for this year is $28.3M, which is a half million dollar cut from last year. Harbor is mandated by the Chancellor to bring the deficit down to less than $1.5M.

 

Staying within job classifications, Dr. Tomlinson has done some reorganization of positions. Kenny in Reprographics will now report to Al in Receiving. We have a District transfer, Vicki Grounds, who is currently working our switchboard and will eventually also cover reprographics and the mailroom. Daniel, in Receiving is now helping out in the mailroom. Jerry who had been transferred to Facilities is now back reporting to Ivan in IT where his computer and telephone skills can be better utilized.

 

Due to budget cuts and to avoid layoffs later, we are unable to fill vacant positions or hire new staff even though most areas are understaffed. The area of most concern is Facilities where16 custodians are on payroll but 7 of those are out on work’s comp.

 

In an effort to control spending, accounts have been swept and a new process for ordering is being initiated. Purchase order requests must be completed and approved; PO’s will be put on hold and then released by Administrative Services.

 

Academic Affairs is our only real source of revenue. If classes are cut, it cuts student enrollment and the money we receive for the following year.

 

In an effort to reduce the deficit, Dr. Tomlinson is asking for suggestions; such as, a one day furlough for the staff, without pay. How much this will save the college needs to be determined before deciding if this is a viable proposal.

 

Dr. Tomlinson asked each manager to give a report on the budget in their area.

 

Bill reported that Plant Facilities has a $2.7M budget with $1.6M for salaries. The budget barely covers utilities, supplies, vehicle and equipment maintenance, building and grounds maintenance, etc. In addition, Facilities covers many expenses for other areas. For example, the refurbishment of the football helmets is paid for by Facilities. Dr. Tomlinson set a target to cut sub and relief and overtime in Facilities by 50%. In emergencies where safety is an issue overtime will be allowed. Campus events should be scheduled during the regular 40 hour work week in order to avoid having to pay overtime.

 

The budget for Payroll and Personnel is included under Administrative Services. Claudette estimates it is about $200,000. Other than salaries, Personnel and Payroll have very few expenses.

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Sergeant Van reported that the Sheriff’s office has a $1.2M contract with the college. The Sheriffs cover the campus 24 hours a day plus the swap meet. They have 1 deputy, 1 sergeant (which is shared with 3 campuses), 9 security officers, and 7 cadets. They are saving money by not filling their open clerical position and cutting down on overtime by rearranging work schedules.

 

Ivan reported that IT has a $500,000 budget, with about $400,000 going to salaries and $100,000 for licenses. Tim Davis is helping out in IT during the summer. Student interns are being trained to help the IT staff during the move to the new buildings. Novell is being phased out which will save money.

 

Tatyana reported that the Business office has a $403,000 budget. She is understaffed with only four permanent employees. She will hire a sub and relief cashier for fall rush. Late submissions to the Business office costs money in sub and relief and overtime. SFP’s and grant money cause the most problems with late closing. Submissions should be in by June 1. L. McKenzie suggested moving the closing to April to avoid late submissions.

 

Mark reported that the Bookstore has a $383,000 budget for salaries and benefits. He needs sub and relief for rush but he has cut year around student workers. Mark noted that ordering books early and if instructors used the same book, it would save money. He changed vendors and is now getting better prices. L. McKenzie suggested that an increased effort be made to encourage early orders and the use of used book adoptions.

 

Other issues discussed:

 

• Income is driven by FTES/student enrollment is affected by parking problems.

• New solar parking structure will provide electricity.

• Everyone needs to do their part in keeping the campus clean.

• Ask for volunteers when necessary to avoid overtime pay.

• Keep employees productive.

• Dr. Tomlinson invited everyone to attend the ADA compliance meeting on

July 31.

 

The meeting ended at 10:45 a.m.