Finance & Administration Directors’ Meeting
Minutes - Monday, September 21, 2009
1:00 – 3:00 p.m. L3201A
Present: Sharon Goodman, John Hurley, Holly Joseph, Collin Orr, Aaron Powell, Dan Ralph,
Steve Trotter, Bruce Sutherland and Laurel Uznanski
Absent: Walter Niemiec, Paul Smith and Allen Toothaker
The minutes from August 24th were approved as submitted.
Senior Staff Report
John reported on the Senior Staff meeting from September 14th:
The failure of Venture Bank was discussed
The Snyder Creek Culvert was discussed
The draft report to the Senate was reviewed
Paul Gallegos gave a presentation on hosting the Latino Youth Summit
Don Bantz briefed the Senior Staff on the agenda for the faculty retreat
Lee Hoemann provided a fundraising update
John Carmichael briefed the Senior Staff on the agenda for the Board of Trustees meeting
on the 15th
Holly reported on the Senior Staff meeting from September 21st:
Debriefings from the Academic Retreat, Convocation, and Welcome Weekend were
conducted. The success of the new check-in process in RAD was noted as a particular
Steve talked about the need for educational efforts around waste streams on campus in
the context of no longer having volunteer resources available to help sort mis-directed
Bruce briefed the Senior Staff on the Pandemic Plan.
Julie presented the new economic forecast, which suggests an additional $1 Billion
shortfall. John stressed the need to continue to be frugal and closely monitor travel
Human Resources Management System (HRMS)
Aaron updated the Directors on the status of HRMS acquisition and implementation. The Board
of Trustees approved moving forward with the project at their meeting on the 15th. Aaron
stressed that the implementation of such a system will be more than a software project – it will
rather be a kind of business reengineering project, a review of how the college does business. As
such, it will require active participation on the part of lots of people from all over the campus.
The recruitment process for the Project Manager has begun. The team has put together a matrix
for evaluating candidates and Aaron hopes to hire in 4-6 weeks. The goal for the rest of the
positions is to have them hired by January. The job descriptions for these positions will require
input from both C & C and HR. Aaron expressed his desire that all of these positions be
permanent as 1) there will be ongoing work related to implementation that will go on for several
years and 2) categorizing the positions as project rather than permanent may cause recruiting
John encouraged the group to think about possible efficiencies during this process that might
eventually lead to having less employees directly involved in payroll processing functions. It
was also suggested that the positions could be defined as multi-year project positions – positions
that will last throughout the implementation process. John congratulated Aaron, Allen and
Collin for their excellent presentation to the board and the way the proposal process was
John asked the Directors to think about whether any areas in the FAD lost enough resources in
the budget cuts that the campus should be informed of anticipated reductions in services. The
Cashier’s Office is one such area, but a notification has already been sent out for them. Collin
also mentioned that there are issues of time and workload related to reporting but they don’t
seem like they would be good subjects for notification. Aaron reported that the Telecom area
will become a good subject for notification after Bob King retires and he will send out a message
to that effect in October.
De-Brief on Welcome Weekend
The Directors discussed several issues related to the first weekend of orientation:
Staff in areas like Student Accounts were surprised that fewer people were seeking their
assistance this year – it appears that a lot of folks paid tuition, etc. via online services.
Sharon did report, however, that there were some folks who were distressed that the in-
house services were not available on Sunday. John suggested that as there was less
traffic than expected on Saturday, perhaps fewer staff could be put on duty and the
offices could be kept open on both days.
The Bookstore stayed open later than scheduled on Saturday to accommodate large
numbers of customers.
Mail and Receiving were very busy on Saturday, but had little business on Sunday.
Sharon reported that there are only about 200 students remaining who have not checked
into housing (returning students are not expected back yet.) Only four students are
currently still on the waiting list.
Residential and Dining – Sharon Goodman
Sharon reviewed the Housing check-in procedure in more detail. There were few bottlenecks
this year and the process went pretty smoothly. RAD Facilities staff worked in teams with RA’s
and RD’s this year and that seems to have helped. Sharon gave the directors an update on the
barbeque station being installed in the Greenery and the espresso stand and burrito cart being
placed in the Marketplace area. Sarah Rocker has been hired as the new Flaming Eggplant
Adviser. Training with staff from Purchasing is being scheduled for Sarah. The soft opening for
the Eggplant is scheduled for Wednesday the 23rd.
Administrative Assistant to the Vice President – Dan Ralph
Dan reminded the Directors that the FAD News Blog is online and will need to be supplied with
stories. In reference to the website, he talked about some of the difficulties that have emerged in
trying to construct a “how-do-I” list. One possible improvement to the website would be to
imbed the FAD News Blog into the front page at some point in the future.
Human Resources – Laurel Uznanski
Laurel reported that a temporary person has been hired to help with payroll functions, and
Heather is being trained to take over the payroll functions in HR on a permanent basis.
Recruitment work is heavy right now, although many of the positions in question are not yet
posted. Nancy is working on FMLA training for supervisors, and Nicole is working on
scheduling the next iteration of the required training battery. Paul is working on the overall
schedule for training for fall and updating the Affirmative Action plan. HR staff are reviewing
the Pandemic Plan to prepare for possible actions in the case of suspended operations, etc.
Business Services – Collin Orr
Collin reported that Steve Schmidt from the Extended Education Program would begin work as a
half-time Cashier. A hiring recommendation for the Fiscal Tech III in the Bookstore should be
forthcoming. Applications are being reviewed for the Fiscal Tech III in Conference Services.
Two state auditors are currently on campus performing reviews. The requirements of the
American Recovery and Reporting Act have created a large workload and staff are having to
attend lots of meetings. The draft Space Usage Policy is coming along and contains interim
provisions for vendors on campus. It also contains new language around the use of public space
by external organizations.
The credit card convenience fee issue is being worked on and Collin hopes to have it resolved in
time for Winter Quarter. The search for the next Associate Vice President of Human Resources
is ongoing and a draft version of questions for the candidates is ready. Collin reported that he
would be going to the BAR meeting on Thursday and Friday. This is a very busy time of year in
Executive Director of Operational Planning and Budget – Steve Trotter
Steve reported that the Climate Action Plan was presented to the Board of Trustees on the 15th.
Steve noted that of the institutions who committed to finishing a CAP by September 15th, only
25% made it, and Evergreen was one of those schools. He also reported that the issue of
dashboard indicators resurfaced at the board meeting and there may be a board member who will
be able to help with those indicators.
Computing and Communications – Aaron Powell
Aaron reported that Academic Computing has been very busy working with faculty to train them
on the use of the curricular tools that are available to them. Many more faculty are taking
advantage of these tools than has been the case in the past. He explained the series of events that
led to the network difficulties experienced after the replacement of the core switch earlier in
September. The networking conduit to the Tacoma Campus will be enhanced so substantially
that the network there will appear to be integrated with the Olympia Campus.
Administrative Computing is making good progress on the development of the deans’ database.
Institutions have been given until the end of the month to produce their annual reports to DIS.
There has been some inconsistency in reporting amongst the institutions.
Executive Associate to the VP – Holly Joseph
Holly reported that Project Search is underway and the students began their job rotations on the
21st. She expressed her appreciation to Kirk Knittle and Patti Zimmerman for getting the office
and program space set up. Holly also indicated that a percentage of the carry-forward money
from last year would be prorated out to the four departments. This will be the only training
budget for this year. She also gave the directors an update on the purchasing underway for
H1N1 pandemic prevention materials. Steve suggested that he and Holly should meet soon to set
up the budget for the HRMS implementation positions rather than doing a series of budgetary
Emergency Planning – Bruce Sutherland
Bruce reported that the pandemic plan has been presented to the Senior Staff and will soon be
posted on the website. A test exercise has been scheduled for October. A test setup for the EOC
was conducted last week. Bruce also reported that he will be attending the Incident Command
System training at PLU on the 22nd. Seasonal flu shots should be available on campus in
November and H1N1 vaccinations may be available as early as October.
Vice President – John Hurley
John informed Bruce that the college’s Hazard Mitigation Plan will need to be finished before
the grant funding for the clocktower hazard mitigation work can be released. The directors
discussed whether or not the plan needs to go to the Board of Trustees for approval and agreed
that it was not an action item for the board. John also informed the directors that he needs to
supply a front-line employee from FAD for the Campus Connections discussion on October 9th.
The Directors discussed Chapters 30-32. The next assignment will include Chapters 33-35. The
directors also discussed how to move forward now that this text is almost finished. The directors
agreed that they would watch the PBS Millenium series and read the book The Four Cultures of
the Academy concurrently after the Learning Journeys text is completed.
Next FAD Meetings:
Monday, October 5, FAD Directors Meeting, 1-3 p.m., L3201A
Thursday, October 15, FAD Supervisors Meeting, 1-3 p.m., Sem 2 D3105