West Valley-Mission Community College District

Transcription

1 West Valley-Mission Community College District Administrative Services Council Wednesday, May 6, 2009 West Valley College Board Room 9:00 a.m. 11:00 a.m. Approved Minutes Members present: James Andrews, Javier Castruita, Bill Dacanay, Brigit Espinosa, Linda Francis, Rick Lee, Laura Lorman, Ed Maduli, Graciano Mendoza, Albert Moore, Worku Negash, Michael Renzi, Ron Smith, Patricia Stokke Others: Christina Booth recorder Called to order at 9:05 a.m. by Vice Chancellor Ed Maduli. 1. Order of the Agenda (A) Two items were added to the agenda: Outlook/Office 2007 migration and Land Corporation software approval. 2. Approval of the April 1, 2009 meeting minutes (A) There was a motion to approve the April 1, 2009 meeting minutes. (Espinosa/Lorman) Mr. Moore, who was not in attendance at the last meeting, provided information related to the PBX Upgrade mentioned in the minutes. He informed committee members that previous interim Vice Chancellor, George Kozitza, stated that the PBX upgrade would be paid for using Measure H funds, if possible. If not, he said that he would find the funds elsewhere. Mr. Moore stated that it appeared that Mr. Kozitza did not follow-up on this item nor did he convey his directives to subsequent interim personnel. The minutes were approved as presented with Mr. Moore abstaining. 3. Organizational Review Update (Moore) Mr. Moore reported that he is preparing an updated Org. Review matrix and that if any committee members had additional changes that they be forwarded to him as soon as possible. He also reported that EMT identified eight focus areas: Administrative Services, Admissions and Records, Emergency Services, Human Resources, Instructional Administration, Information Systems, Library Services, and Research and Planning. The responsible parties for these areas have been tasked with preparing special reports to address each organizational structure. Reports for these areas are currently in the review process and should be finalized by the end of May. 1 District ASC, 05/06/09

2 Mr. Maduli reported that the I.S. review has been completed and that work on the Business Services review is almost complete. District and college Administrative Services will work together to review and develop a plan for administrative services functions. Mr. Mendoza asked why the special reports for Central Services areas had not been reviewed by this council prior to being presented at District Council, which is expected to take place at the May 13 meeting. His concern is that these plans affect Central Services staff yet they ve not had an opportunity to review the plans and provide input. Mr. Moore responded to Mr. Mendoza s concern by stating that the timeline was such that there was no opportunity to share the plans. If this council would like to review the plans prior to next week s District Council, a special meeting will have to be scheduled. Mr. Mendoza added that, without a review at this council first, the plan documents are very likely to change after the District Council review. Ms. Espinosa asked why the plans couldn t be shared electronically. Ms. Francis asked if the staffing decisions made at previous Administrative Services Council meetings would be honored. Mr. Maduli responded that, in some cases, the previous decisions would be honored. He stated that the ultimate goal of each plan is to realize a salary savings and address efficiency issues. Ms. Stokke stated that it appeared to some staff that there was very little collaboration and they did not feel included in the process and that when this happens people often feel changes are being done to them. Mr. Moore responded that the entire Organizational Review process has been conducted in a collaborative manner and that all meetings regarding the process have been open to staff. If staff wished to be involved in the process, they could have attended those meetings. Additionally, he stated that department plans are the responsibility of that manager, who, he believes, likely collaborated with staff when each plan was developed. Mr. Maduli stated that EMT will review department plans on Thursday and that he would share the final plans with Administrative Services Council following that meeting. 4. Summer Meeting Schedule (Moore) Mr. Moore asked if committee members would be available during the summer months so regular meetings could take place. There were no comments from members so summer meetings will take place as scheduled. Mr. Moore also mentioned that the Chancellor is proposing that Board meetings be moved from Thursday nights to Tuesday nights. The move is being proposed to allow for attendance at a number of Friday morning meetings that take place at the State Chancellor s Office. If the Board it receptive to the idea, the meetings will take place during the same weeks, just on a different day. 2 District ASC, 05/06/09

3 5. Update on Executive Searches (Moore/Smith) Mr. Smith reported that the Associate Vice Chancellor of Human Resources recruitment closed on April 30, but because the pool of applicants did not meet diversity requirements, the recruitment was extended through May 11. Mr. Moore noted that the recruitment only has to be extended one time to attempt to meet diversity requirements. Mr. Moore reported that interviews for the VP of Student Services at WVC are taking place this week and that interviews for the WVC President are taking place this week and next. It is anticipated that open forums for the candidates will take place before the end of the semester. 6. Benefits Meeting Recap (Andrews) Mr. Andrews reported that ACE and SEIU have not yet agreed to the proposed change for the prescription plan administrator. He also reported that the District will propose an audit to confirm the legitimacy of dependents who receive benefits. An outside firm will likely be hired to perform the work. Other district s that performed this audit realized a large savings. Mr. Andrews also reported that health care cost-drivers will be discussed at the next meeting, which is scheduled for Tuesday, May 12 at 2:00pm. Mr. Mendoza stated that he would like to be able to quantify the savings from the proposed audit. He requested that HR provide the appropriate data to allow this to happen. Mr. Andrews said he would provide Mr. Mendoza with the requested information. 7. Reports from District Council and DBAC Representatives (Espinosa/Stokke) Ms. Espinosa reported that DBAC members received an enrollment update, discussed the fixed cost schedule to be included in the Tentative Budget, and received a brief update regarding the development of a new allocation model. In regards to the fixed cost schedule, Mr. Mendoza reported that DBAC directed that the fixed cost subcommittee would review every line item of the Fixed Cost Schedule (excluding union-negotiated items), that each line item be compared to FY 08/09 actuals, that budget administrators be required to provide documentation to justify and support each request before it is approved for submission in the FY 09/10 budget and that noncompliance would force those items off the fixed cost schedule and from protected status. She then reported that District Council members reviewed the pre-board agenda, discussed the proposal to move the day for Board meetings, and received an update on the Organizational Review. Mr. Maduli added that the State is facing a huge deficit and may not provide funding to districts, which could result in cash flow problems for the District. The administration may have to consider a loan, or other type of temporary funding, to cover the deficit and pay salaries. 3 District ASC, 05/06/09

4 8. Recap of EMT discussion/decisions (Maduli) Mr. Maduli stated that he reports on EMT discussions at his staff meetings and hopes that the college presidents do the same. He reported that a special EMT meeting will be held on Monday, May 11 to discuss and develop a consistent strategy to deal with negotiations. Ms. Francis asked if the strategy would include the worse-case scenario of having to cut $4.6 million from the budget. Mr. Andrews responded that EMT will focus more on efficiency and also prioritizing the contract articles that have been sunshined. Ms. Francis stated that a priority should be the budget, including the potential for furloughs and salary cuts. Mr. Maduli stated that the Budget Office will first need to identify the actual shortfall before having those discussions. Mr. Mendoza asked about a continuity plan for negotiations since the Associate Vice Chancellor of HR is leaving. Mr. Andrews responded that a plan has been discussed but nothing has been implemented. 9. Conversion to Outlook/Office 2007 (Smith) Mr. Smith reported that computers throughout the District will be converted to Office 2007 and Outlook. The conversion will take place in stages with an anticipated completion date of August. Mr. Smith continued that there will be a learning curve for the new software and that training sessions will be conducted. 10. Land Corporation Software Approval (Smith) Mr. Smith reported that he has concerns about the PeopleAdmin software package approved for funding by the Land Corporation as part of the recommendations made by the Organizational Review team. He stated that a contract for the software had already been initiated but that I.S. was not involved in any conversations regarding the purchase. He then asked Mr. Andrews, who initiated the purchase, the following: What other software packages were researched? What does the cost of the contract include? Why was I.S. not involved? Mr. Smith also asked what the implementation timeline was since I.S. cannot take on any new projects until the department is fully staffed. Mr. Andrews responded by stating that PeopleAdmin had been researched two years ago and is being recommended for purchase based on that research. Mr. Smith stated that the evaluation performed two years ago is no longer valid as things may have changed in that time. He stated that the program needs to be reevaluated. He also stated that PeopleAdmin does not work well with Datatel. Mr. Moore agreed with Mr. Smith s concerns and further stated that an actual vendor should not have been identified as part of the funding request that went forward to the Land Corporation, especially in light of the information now coming forward. Ms. Espinosa then asked how on-going costs for the proposed program would be addressed. Mr. Andrews responded that he would ask that they be added to the fixed cost schedule. Ms. 4 District ASC, 05/06/09

5 Espinosa asked how the costs would be addressed if not through fixed costs. Mr. Andrews did not provide a response. Mr. Maduli stated that, for now, Mr. Andrews would need to confirm the time element for HR staff involvement. He indicated that PeopleAdmin will require lots of HR support, to which Mr. Smith voiced concern that the HR staff has not kept up the information contained on Datatel, and with that in mind, would they then be able to keep up the information on an additional program, PeopleAdmin. Mr. Maduli said there needs to be validation that PeopleAdmin will work with Datatel. He asked that Mr. Andrews work with the I.S. department on that issue. Finally, Mr. Maduli stated that the contract for the PeopleAdmin program will be put on hold until all outstanding issues have been addressed. Mr. Maduli also asked that committee members who work with Datatel identify Datatel issues that affect their areas. He would like to compile this information before moving forward with any other projects involving Datatel and I.S. 11. Other Items Ms. Stokke reported on several supervisor workshops that will be presented in the upcoming week. She also reported that the Retirement Reception scheduled for the end of the week will host approximately 280 attendees. Meeting adjourned at 10:48am. The next meeting is scheduled for Wednesday, June 3, District ASC, 05/06/09