General Meeting Information

Date: December 8, 2017
Time: 1:30 - 3:00 p.m.

  • Agenda

    Time Topic Purpose Discussion Leader Outcome
    1:30-1:35 p.m. Approval of notes from November 17, 2017 A Grey Review and approve
    1:35-1:50 p.m. De Anza Grounds Presentation I Cooke Information sharing
    1:50 - 2:05 p.m. De Anza Budget & Personnel Presentation I Varela Information sharing
    2-2:15 p.m. Quick news I Varela Information sharing

    A = Action
    D = Discussion
    I = Information

  • Minutes


    Present: Cooke, Fritz, Gerard, Grey, Varela, Notes: Gore 

    Meeting Items

    Approve Meeting Notes

    The group reviewed and approved the notes from the November 17, 2017 meeting.

    De Anza Grounds Presentation

    Cooke presented an updated program review of the De Anza Grounds department including:

    • Mission
    • Role and function
    • Descriptive summary
    • Organizational chart
    • Strengths
    • Weaknesses
    • Quantitative measures
    • APPA standardized levels of attention
    • Staffing guidelines
    • Qualitative measurements
    • Trends
    • Planning agenda

    Cooke highlighted some of the key strengths of the department. For example some staff have landscaping and horticulture experience. Cooke has a B.A. degree with a minor in environmental sciences and is a certified arborist. Cook shared the biggest strength for the department has come from Measure C dollars. These funds have been instrumental in providing the means in which to provide a complete inventory of all trees on campus with numbered tags on the trees and corresponding maps. In addition, a new computerized irrigation system connected to an on-site campus weather station that adjusts watering accordingly. This system has been instrumental in saving time and money. The Grounds Department has worked diligently at recycling and has diverted 78% of all garbage and rubbish from the landfill. A few years ago the department was able to hire an additional position with one-time funds, which made a big difference in improving high traffic areas and hard scape maintenance.

    Cooke discussed some of the weaknesses in the department. Grounds has a fairly new group of staff are coming up to speed in professional training. The Grounds staff spends a significant portion of their time keeping the hardscape and the outer campus clean, which takes away from the regular maintenance of the trees, shrubs and sprinklers. The loss of a Grounds Gardener position and an Irrigation Specialist position in 2007 was a big loss to the department. All staff must be now be trained in sprinkler repairs. There are over 3000 trees on site that need seasonal pruning and that work must be contracted out.

    Grey thanked Cooke for the presentation and added the Grounds staff enhances safety on the campus as the staff is on every corner of the campus.

    Fritz asked if there are any areas on campus that are more labor intensive than others. Cooke indicated the Child Development Center requires careful attention due to state regulations surrounding this area. In addition, the athletics area requires significant attention.

    De Anza Budget and Personnel Presentation

    Varela presented an overview of the Budget and Personnel Office and its main functions including:

    • Campus-wide budget related functions
    • Financial reports to VPs and Division Deans
    • Campus personnel actions, new personnel processing, salary placements, Part Time faculty assignments and Full Time overload assignments
    • Campus cashiering services
    • Finance accounting functions including student government financial transactions

    Varela presented and described the Budget and Personnel Department and it’s five critical areas:

    • Budget Analyst
    • Personnel Assistant
    • Human Resources Technician II
    • DASB Accountants
      • Accountant
      • Accounting Assistant
      • Student Worker
      • Cashier’s Office
        • Cashiering Services Supervisor
        • Senior Cashier
        • Senior Cashier (vacant)
        • Temporary employees and student workers

    All of the positions within Budget and Personnel are funded from Fund 14 with the exception of 40% of the DASB accountant position and the DASB accounting assistant position.

    The Budget Analyst has reporting responsibilities for Fund 14, 122, College wide A and B monthly budget reports, campus wide revenue reports, instructional equipment and lottery funds. This position has a high volume of work and revisions and works very closely with the District budget analyst.

    The Personnel Assistant position provides support to part-time faculty and full-time faculty overload assignments, non-instructional contracts in the faculty load and compensation module in Banner. The position processes contracts, additional pay, stipend, other compensation and time sheets. In addition, the Budget Analyst audits and reconciles payroll account balances during payroll cycles. Additionally the Personnel Assistant position has a high volume of work, coordinates with ETS for banner enhancements, testing and checking accuracy of those enhancements.

    The HR Resources Tech II position is responsible for advanced administrative and technical duties in support of administration, faculty and staff. Every faculty member comes to this office to be processed as a new hire and coordinates and conducts new hire orientations.

    The DASB accountant positions are funded partially by Fund 14 and DASB funds. The DASB accountants provide a full level of accounting cycle assistance. The DASB accountants provide detailed reporting regarding finance and budget operations.

    De Anza Cashier office function is critical to De Anza College students. This office provides cashiering services, processing student enrollments, tuition, basic and all fee payments. In addition to these and other duties, the Cashiers office processes all campus department deposits and the office works very closely with Financial Aid.

    Quick News:

    Next meeting is January 19, 2017

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