Administrative Services Cluster Minutes
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LOS ANGELES HARBOR COLLEGE
OFFICE OF ADMINISTRATIVE SERVICES
CLUSTER MEETING MINUTES
November 9, 2007
Present: Dr. A. Tomlinson, M. Zankich, K. Roberts, C. Youins, T. Grinberg, M. Pursey,
S. Fasteau
Absent: N. Tan, B. Englert, I. Clarke C. Mussa-Muldoon, L. McKenzie, Officer M. Young
The meeting began at 1:35 p.m. in the Facilities Conference Room.
Dr. Tomlinson began the meeting by introducing Sally Fasteau, who has agreed to be part of the Administrative Services Cluster Committee. The purpose of the committee is to develop the Administrative Services component of the college master plan, which includes student learning outcomes, program review, and goals and unit plans for each area within Administrative Services. Dr. Tomlinson listed the areas in her cluster: Business Office, Personnel/Payroll, IT, Plant Facilities, Bookstore, Sheriff’s Office and Clerical Services (Reprographics).
Dr. Tomlinson referred to the org chart and explained how due to budget cuts four years ago all areas lost positions, especially Plant Facilities, which lost five positions. Administrative Services has dealt with staffing issues by interoffice sharing of personnel.
Dr. Tomlinson reviewed Administrative Services strategic plan, mission statement and goals. Additions were made to the current list of Student Learning Outcomes. The data from the Administrative Services Student Survey of 2007 was reviewed and discussed.
The matter of creating an office assistant position, who will assist in answering the telephones, was discussed.
Tatyana expressed concern about the lack of communication between Admissions and Records and the Business Office regarding student refunds, drop dates, etc. and in addition, the information is not easily accessible on the college website. The cashiers move to the Business Office is working out well. Eventually accounts payable will be moving back to the Business Office. Lack of staff continues to be a challenge. Tatyana’s goal is to cross-train the staff.
Kenny reported that Clerical Services has upgraded their computers and printing equipment. The new mailing system is in place and is saving the college money on bulk mail. Providing service for evening instructors continues to be a challenge. Kenny requested a .5 employee.
Mark reported on the progress of the bookstore’s renovation. A triple sink has been
installed. Electrical and plumbing are in the process of being upgraded. New cabinets, flooring, and paint will follow. The money for this project comes from the bookstores reserve fund, which allows a portion to be used every year for renovation. The bookstore plans to offset the loss of sales in books with food vending. Tables, chairs, and wireless will be set up outside to provide an inviting area for students. Operating the bookstore mostly with student workers continues to be a challenge.
Claudette reported that personnel and payroll need to upgrade their computers. One of her goals is to begin the process of scanning. She would like to have more training for personnel and payroll, as well as more EAP workshops for staff and faculty. She hopes to have PERS and STRS workshops twice a year. The electronic system for health benefits is underway and seems to be working well. Campus-wide TB testing is scheduled for December 4 and 6. All payroll issues should be referred to Claudette. She plans to assist Nestor with salary reports.
Mike Pursey attended in Bill Englert’s place. Mike reported that Plant Facilities will begin moving into their new building on November 16. They are getting a new pickup truck, as well as some new equipment as part of Prop A/AA. Challenges for Plant Facilities include controlling work orders and staffing concerns. They are working on getting an electronic work order system in place. Mike expressed concern about the ability to maintain our facilities, especially when adding 100,000 square feet of new construction, with a short staff and no night time supervisor. A major accomplishment for Plant Facilities is the recycling program. This week 160 boxes of old documents were shredded, which equals 10 trees. Dead trees were removed from campus and turned into mulch. The mulch is being used around campus. Both projects give the college credit for the State Diversion Report.
The meeting ended at 3:30 p.m.