Administrative Services Cluster Minutes

LOS ANGELES HARBOR COLLEGE

OFFICE OF ADMINISTRATIVE SERVICES

 

MANAGER’S MEETING

MINUTES

October 8, 2008

 

 

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

 

The meeting began at 1:30pm in the Facilities Conference Room.

 

Dr. Tomlinson began the meeting with a report on the college deficit. Our latest projection is $2.2M if we hold to our reduction plan.

 

Dr. Tomlinson requested each manager update their unit plan for 2008-2009 before the next cluster meeting. In addition to Sally Fasteau and Lauren McKenzie, Janice Sandell and Michael Song will be joining the Administrative Services Cluster Committee. Although not required, Dr. Tomlinson wants all managers to attend cluster meetings. Dr. Tomlinson noted that since Sally and Lauren joined our cluster, they have been better advocates for Administrative Services.

 

Mark reported that the addition of tables and chairs to the bookstore patio has given the students a nice gathering place in addition to increasing sales. Mark’s goal for 2008 is to increase used book orders. With the help of ASO, the bookstore is sponsoring “Book Requisition Week” encouraging instructors to get their book orders in on time. If an instructors book order is not in by the deadline, Mark will order the textbook they used the previous semester.

 

Dr. Tomlinson noted that the Pierce College Bookstore is doing well since they increased retail. The 2008/2009 goal for our Bookstore is to shift to greater retail for the campus and recapture internal supply sales. The bookstore will stock the typical supplies ordered by the departments. Everyone will receive a list of these supplies. The departments can order directly from Mark by completing a purchase order request form. Mark will invoice the department and the department can create a PO. Once Mark receives the purchase order he will deliver the supplies to the department. The PO and invoice will go to accounts payable for payment.

 

Dr. Tomlinson expressed concern about space for IT when the Library comes down. Ivan will include the proposed amount of space needed by IT in his unit plan for 08/09 and present it at CPC.

 

Dr. Tomlinson confirmed that TTIP is reserved for redundant set up in the new facility.

IT is working on relocating phones to the Administration building. They are adding modules and updating the existing phone system. Outdated software will be upgraded. Older phone modules will stay in place as a backup.

 

Ivan reported on several issues:

• There will be a network outage this Friday, October 10 from 5am to 7am.

• More people are needed to manage the computer labs.

• In-depth and basic level training will be offered on new equipment. Ivan and Bill will work together to get everyone involved trained.

• The amount of IT’s instructional block grant is usually between $10,000 and $20,000.

 

Emergency phones were discussed. The blue emergency phones in the PE area and CDC were removed when construction began. We have three new blue phones but Pinnacle One still needs to put together a bid to have them installed. Call boxes cost $3,000 each and are easy to install because they can be powered by electrical, solar or batteries. Dr. Tomlinson instructed Bill to order three call boxes.

 

Dr. Tomlinson reported that Dr. Spink requested she work with a consultant, Bill Watts, on recovering money for postage. Our major postage expense comes from the Academic schedule, the Community Services schedule and the International Students office. Since reprographics and mail now fall under Bill’s area, he needs to add this project to his unit plan for 2008/2009.

 

In Facilities, Bill is working on a keying system for the new buildings. He is also working on eliminating overtime and changing schedules to get the most coverage. Custodial attendance continues to be his biggest problem.

 

Bill needs to check the signage for reprographics in the new building. Changing the name to “Mail Room and Copy Center” was suggested.

 

Bill is putting together a campus “Significant Event Document” to outline an emergency plan. The document will include instructions on welfare checks, roll call, aligning with the sheriff’s office, evacuation plans, and search and rescue. Bill believes the campus is still a long way off from preparedness in terms of health and safety. Claudette will put together an earthquake preparedness list and send it to the departments. Each office should have an emergency kit.

 

In Personnel, Claudette is cleaning up the vacancy and hiring database. The recent EAP workshop “Respect in the Workplace” was very informative. Livescan will be on campus for new employees on October 13. A CalSTRS workshop will take place on October 23 and CalPERS on October 30. The Benefits Health Fair will be on November 4. Free flu shots will be available. The last day to make changes to your benefits is November 26. PCR and SAP training is being planned. Claudette is up to date on evaluations. She reminded everyone that the “Overtime Request and Report” form must be completed in addition to putting overtime on your timesheet. Also “Absence Request” forms must be turned in within two days of your absence.

 

Tatyana will put her request for five new computers in her unit plan. She has cut expenses in the Business office with one less person. Dr. Tomlinson suggested she do a space configuration when Payroll and Personnel move to the new building and accounts payable relocates to the Business office. Tatyana would like training in Office 2007. Ivan is planning a training session for all users. Tatyana also requested a meeting with the Business office and Admissions and Records.

 

The meeting ended at 3:05pm.