Administrative Services Managers' Meeting Minutes

LOS ANGELES HARBOR COLLEGE

OFFICE OF ADMINISTRATIVE SERVICES

 

MANAGER’S MEETING

MINUTES

September 11, 2007

 

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

Absent: Officer M.Young

 

The meeting began at 2:10 p.m. in the Facilities Conference Room.

 

Dr. Tomlinson began the meeting with several announcements.

 

Applications for enrollment for fall are up, but enrollment is down by about 100 students.

 

The telephone system continues to be an issue. Calls to the Information Desk, A & R, and the Business Office are going unanswered. The Information Desk has requested that their phones not ring. Voice mailboxes for some instructors and the Information Desk are full. All messages in mailboxes should be deleted 2-3 weeks prior to each new semester. We are in the process of upgrading the voicemail system.

 

Dr. Spink has requested a new position be opened to assist in answering the phones. The new person will be located in Plant Facilities and will be given other duties as well. Kerry’s old position at the Information Desk will also be filled.

 

Beginning this October, there will be a new annual enrollment process for our benefits. All active employees will be required to confirm or change their benefits online through portal. Claudette will keep us posted.

 

Dr. Spink is planning a town hall meeting on September 18, 2007, in the Music Conference Room, for all classified.

 

In reference to an injury that was sustained by a visitor to campus last week, Dr. Tomlinson explained the proper procedure. We are to call the sheriffs and they will call the paramedics. To avoid liability, it is the decision of the injured person, not Harbor employees, to decline or accept the service of the paramedics. The injured person will be provided with a student insurance claim form as well as other forms they will need to complete to submit their claim to the District. We are in the process of having these forms readily available.

 

Following procedure in regards to work orders continues to be a problem. Work orders have become construction requests. Verbal work requests and/or inaccurate work requests (those expecting more work than is requested) continue to be an issue. Everyone must submit a work and repair order to plant facilities in writing.

 

The kitchen is now classified as an academic lab and must adhere to health and safety regulations. Anyone wanting access to the kitchen must see Joyce Parker, the director of the culinary arts program, Luis Rosas, or Dr. Tomlinson.

 

Although all agreed four summer sessions was difficult for the campus to handle, Dr. Tomlinson reported it was financially good for the campus.

 

Dr. Tomlinson discussed having a retreat luncheon for her area in early November in the new Plant Facilities building, which will be complete in October.

 

A campus-wide shredding day will take place in the near future. There are District policies in regards to the destruction and retention of material that needs to be observed.

 

There is a $47,000 deficit in parking due to low parking fees in the past. Parking violators will be ticketed.

 

Mark reported that sales are up for the bookstore during rush. Instructors continue to order books for their classes after class has begun. Renovation of the bookstore will begin soon and will include paint, flooring, a new sink and tables outside.

 

Claudette announced several upcoming events: Health Fair in the Seahawk Center during open enrollment, District sponsored Aids Walk in October, EAP Workshops in the Seahawk Center to promote health and wellness, PERS Workshops in October and April, and the Walking Challenge.

 

Claudette discussed the revised board rule regarding student workers being allowed to work a maximum of five years. After five years, their position will be terminated. Any complaints regarding payroll should be referred to Claudette.

 

The new dean in Academic Affairs is David Humphreys. The replacement for Karine in the Business Office will begin next week.

 

Bill reported that all work order requests are logged when received. A report is generated to keep track of the number and types of requests and where the bulk of the work is being done. Any work request that concerns health and safety will take priority and be done immediately. In this instance, a work order request can be submitted after the fact. Bill also noted that campus grounds have improved and a preventative maintenance program is in place.

 

It was reported that the flags are not being put up in the front of campus. The flags are the responsibility of the Sheriff’s office.

 

Ivan reported that Tom Sulyok’s position is divided between IT and Evelyn Portis. Wireless is continuing in theater, music, and nursing and will eventually be campus-wide. By the end of the year, all Novell logins will be eliminated and replaced with a Windows based infrastructure. We now have 35 computer labs. Ivan and Bill agreed to work together on a bond proposal for voice over IP.

 

A reminder that any calls received from the State Attorney General’s Office should be directed to Dr. Spink.

 

Tatyana Grinberg, the new senior accountant, has been an asset to the Business Office. Tatyana is concerned about the phones being unanswered and will request a student worker to help with the phones.

 

Bill reminded everyone about public surplus and the procedure when buying new equipment.

 

The meeting ended at 3:40 p.m.