Administrative Services Quarterly Newsletter
Volume 1 Edition 3
Message from the Vice President of Administrative Services Tracey L. Richardson Thank you to those of you who participated in our various customer service surveys. We will use the feedback you provided to ensure that we are meeting your needs. We are at the beginning of the spring term and we are already busy planning to close out our fiscal year on June 30 and prepare our budget for the new fiscal year, which starts July 1. We will need your help. Within this newsletter you will find information about dates we need you to pay attention to as we close out our fiscal year.
Please welcome Violet Topete to our VVC family and more specifically to the Facilities Department. Violet comes to us with many years of experience as an executive secretary for the City Attorney of Chino and is also a continuing student at VVC. When you pass through building #10, please take the time to introduce yourself and say hello to Violet.
Victor Valley College Maintenance and Operation Department, is excited to introduce a new Swing Shift Custodian position to the campus. The position was created with a goal to improve custodial customer service from the hours of 2:30pm to 10:30pm, for our students, staff and community. Cristina Albicker, who was one of our night custodians, has been selected for the swing shift position. Cristina is very customer service minded and has proven that she will be a great fit to this shift. During this shift Cristina will be making rounds through all restrooms on campus, to service and stock paper products. Cristina will also be communicating with campus police and night managers, to ensure that if there is a custodial need it will be met. I am confident that this position will bring major improvements to our facilities for our students and staff that are on campus in the afternoon and evenings. Joseph Garcia, Maintenance and Operation Manager (night shift) | Maintenance and Operations
As the spring semester begins we in M&O and TRANSPORTATION would like to give you a few tips to help the vehicle reservation process go as smoothly as possible for you. This will ensure that your trips for instruction and sporting events are trouble free. First off you will need a photo ID and that you are approved on the Human resources authorized drivers list. All passengers must be affiliated with VVC (staff, student, coach). If students are traveling a student packet must be filled out and approved by Risk management prior to your trip. We ask that you please provide adequate notice when requesting a vehicle to ensure we have or can arrange one for your needs. Also that you plan to arrive early as your vehicle might need fuel. It is the responsibility of the previous driver to fuel prior to returning but that is not always done. There is also a driver report pertaining to your trip that must be filled out. You will need to familiarize yourself with the locations for fueling, the card access system for both fueling and access to the M&O yard after hours. In the event of any problems the insurance information is located in the glove box along with telephone numbers in case you need to call for assistance. Please call Ext. 2216 immediately with cancelations or changes, we may be charged for rental vans if not providing the required 48 hours’ notice. You can find the vehicle request form on the VVC web page under Maintenance and operations/form and Documents: http://www.vvc.edu/offices/maintenance-operations/. Steve Garcia, Executive Director of Facilities & Operations
Overview of the Governor’s Budget Proposals for 2017-18 On January 10, 2017, Governor Jerry Brown released his proposal for the 2017-18 State Budget which marks the official start of the state’s budget development process. The State budget proposal reflects initial signs of an economic slowdown coupled with uncertainty about federally-funded programs. The Governor indicated that there have been 10 recessions since World War II and that another recession is inevitable in the not-too-distant future adding that the revenue forecast is $5.8 billion lower than projections. Our new State Chancellor, Eloy Oakley has called the Governor’s Budget “good news for community college students.” The budget provides continuing support for programs designed to ensure student success and equity. The following provides highlights of the proposal as it relates to community colleges: $94.1 million for a 1.48% COLA to apportionments. $79.3 million for a 1.34% growth in access, down $35.4 million from 2016-17. $23.6 million for a base increase to cover increasing operating costs, especially due to rising employer pension costs, down $51.4 million from 2016-17. While funding for the Student Success and Support, Student Equity, Adult Education and Strong Workforce programs did not receive an augmentation, they continue to receive the same level of funding as 2016-17. $43.7 million for the Physical Plant and Instructional Equipment program (one-time). $52.3 million for energy efficiency projects through the Prop. 39 program (one-time). I want to remind readers that issuance of the Governor’s Budget marks the beginning of the annual Budget process, not the end. In past years, proposals have been modified or fallen away with new ones rising to take their place. The Governor will propose a second budget, known as the May Revision, which will be issued later in the spring, and will be based upon updated revenue figures, as well as the input from discussions and advocacy efforts. We look forward to a positive and constructive budget development process for VVC, and we will provide more information as it becomes available.
Deedee Garcia, Director, Budget and Planning
MEMORANDUM Office of Fiscal Services
TO:
Campus Community
FROM:
Marie Vidana-Barda Interim Director, Fiscal Services
SUBJECT:
Year-End Purchasing Cutoff
Please adhere to the following purchasing deadlines in order to receive equipment and supplies and process payments in the Fiscal Year 2016-2017.
PURCHASE TYPE
DEADLINE FOR UNRESTRICTED FUNDS
DEADLINE FOR CATEGORICAL /RESTRI CTED FUNDS
Furniture, Equipment
March 31, 2017
April 28, 2017
Computers
March 31, 2017
April 28, 2017
Supplies
May 12, 2017
May 12, 2017
Approved Travel
Must be encumbered by May 31 and travel completed by June 30
Must be encumbered by May 31 and travel completed by June 30
Invoices should always be sent from the vendor directly to Accounts Payable (AP). However, if you have invoices in your possession please forward to AP as soon as possible to ensure payment can be made in the correct fiscal year. Budget Account Managers always review your encumbrances and approve requisitions in a timely manner (especially at year-end). If encumbrances still show; payment has not been made. Please contact AP to see if there is an invoice; if not, you will need to contact the vendor and instruct them to send an invoice to AP. The last day to purchase supplies is May 12, 2017. The Unrestricted General Fund deadline for furniture, equipment, and computers is March 31, 2017. Unrestricted General Funds are those account numbers with Site 00, i.e., 01 00 13 1953 0000 4300. All account numbers with Site 50 are considered categorical or restricted. NOTE: All supplies, computers, furniture, and equipment MUST be received in the VVC Warehouse by June 30, 2017, or orders may be canceled. Any items received after June 30 are considered purchases made in the new fiscal year and will affect your budget for FY 2017-2018. RESTRICTED AND CATEGORICAL PROGRAMS 1. It is imperative that Restricted/Categorical program staff carefully plan their purchases for the remainder of the year. 2.
NEW!!! Short-term/temporary/hourly/student workers and certificated, full-time, and part-time with teaching assignments who work from June 24, 2017 to June 30, 2 0 17 need to submit timesheets for that time-frame to Payroll NO LATER than noon on July 5, 2017 to have the payroll charges posted to the 16/17 fiscal year. Payroll charges for late timesheets will be charged to the new fiscal year.
3.
Programs on a different fiscal cycle will be held to this deadline, and are required to close out the college’s fiscal year on June 30, 2017. Carryover balances will be established in the new fiscal year, and spending can continue until the program’s fiscal year ends.
We appreciate your cooperation in closing this fiscal year; additional budget planning is necessary for the 17/18 fiscal year. If you have any questions, please call Marie Vidana-Barda in Fiscal Service at extension 2450.
Find us on the Web
Your Administrative Services Team Office of Vice President Tracey L. Richardson, Vice President Shirley Snell-Gonzalez, Administrative Assistant
Budget Office Deedee Garcia, Director, Budget & Planning Amy Espinoza, Accounting Tech II
Auxiliary Services Deanna Murphy-Sanabria, Director Kortny Marlatt, Admin Secretary II Nancy Christian, Technical Director Carl Durheim, Operations Assistant Thomas Jimenez, Lead Warehouse Kathy Mata, Accounting Tech II Scott Mulligan, Printing Services Specialist Mary Mazzola, Auxiliary Services Assistant Deborah Prewett, Auxiliary Services Assistant Maria Rempfer, Operations Assistant Kendra Ullger, Operations Assistant Frank Walker, Printing Technician
Facilities, Construction & Contracts Steve Garcia, Executive Director Violet Topete, Admin Secretary II
Fiscal Services Marie Vidana-Barda, Interim Director Pearl Bandringa, Senior Accounting Tech Debi DaCosta, Accounting Specialist Lorie Henning, Senior Accounting Tech Cathy Hussing, Accounting Tech I Kelley Kingman, Accounting Tech I Nancy Lewis, Accounting Tech II Tonya McCoy, Accounting Tech II Jessica Reyes, Accounting Tech I Renee Reyes, Accounting Tech I
Maintenance and Operations Steve Garcia, Executive Director Joseph Garcia, M&O Manager Cristina Albicker, Custodian Frederick Board Sr., Warehouse Worker Vaughn Bryant, Custodian Hector Bustillos, Maintenance Worker Ted Cardoza, Custodian Art Casler, Maintenance Worker Fernando Chavez, Clerical Tech Randy Dove, Grounds Worker Steve Dwiggins, Grounds Worker Bill Finch, Lead Maintenance Worker Tammy Finch, Grounds Worker Mike Flenna, Custodian Pete Flenna, Custodian Steven Garrett, Custodian Carlos Gonzalez, Vehicle Maintenance Mechanic Abraham Hernandez, Custodian Joseph Hernandez, Custodian Ralph Hernandez, Grounds Worker Brian Howie, Maintenance Worker Carlos Martinez, Custodian Linda McDaniel, Switchboard Operator Monty Messer, Lead Warehouse Worker Eddie Reyes, Grounds Worker Joanna Reyes, Custodian Alex Rickards, Lead Grounds Worker Chad Richardson, Custodian Donald Robinson, Custodian Mark Sandoval, HVAC Technician David Schneider, Locksmith Willie Shubin, Custodian Joseph Talley, Custodian Gerald Wack, Custodian Francisco Zamora, Grounds Worker
Payroll & Retirement Services Raina Bustillos, Payroll Manager Kristin Davies, Payroll & Benefits Tech Carol Hill, Payroll & Benefits Tech Hailey Teeter, Payroll & Benefits Tech