News and ViewS
December 2005
Volume 10 Issue 6
Arizona Department of Administration’s
2005 ANNUAL AWARDS CEREMONY
The 2005 Department of Administration Annual Rec-ognition
Awards was held on a beautiful sunny after-noon
of November 9th. The ADOA employees filled
the patio area, anxious to find out who would be the
final winners of the Team of the Year, Supervisor of
the Year, Employee of
the Year, Career Ex-cellence
recipient and
the Director’s Special Recognition awards. The
Employee Recognition Committee made of up Bret
Boettcher, CP; Cindy Pearson, EPS; Betty Topar,
DO; Christie Fruitman, MSD; Connie Geesey, HR;
Dot Roberson, TPO; Jan Sharon-Strieby, GAO;
Joanne Brooks, GSD; Julie Cruse, Risk; and Rebecca Watson, ISD; had a chal-lenging
job of reading and scoring over 63 nominations, involving more than 330
employees of ADOA. Director Bill Bell welcomed all of ADOA to the event while
Deputy Director Jerry Oliver made the final announcements. The winners
are……….
SUPERVISOR OF THE YEAR - Kayelen Rolfe, Travel Reduction
Programs Manager, MSD
Kayelen has always practiced a proactive
approach to management – not reactive.
She has always taken the initiative to an-ticipate
the needs of management and the
Governor’s office. During a recent fuel
crisis she had the answers and materials
long before anyone asked. She had all the
technical processes in place to accommo-date
the needs of our employees. She
does this by having trained the staff to
provide answers and solutions that are
above reproach. She always takes the initiative to make sure things are efficient
and smooth. Other example of initiative she has demonstrated is the establishing of
online matchlist capabilities for Capitol Rideshare and our employees. We have
over 1,000 employees a year now that utilize this service alone! Because of this, we
get closer and closer to achieving our air quality and travel reduction goals. She has
also created innovative solutions for vanpooling for the Department of Corrections.
She was responsible for bringing private bus subsidies to State employees. The en-tire
Bus Card Plus program runs smoothly in our office thanks to her design and
advance thinking when instituting it. She was responsible for the first ever State of
Arizona ozone campaign institution – because she knew we would need it. And she
was right. Cities and companies throughout the valley have followed our examples
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VOLUME 10 ISSUE 6 Page 2
A newsletter for employees
of the Arizona Department
of Administration created
by employees.
ADOA
100 N. 15th Avenue
Phoenix, AZ 85007
(602) 542-1500
Janet Napolitano
Governor
Bill Bell
Director
Contributing Staff
Debby Dominguez
Editor
Joanne Brooks
GSD
Julie Cruse
Risk Mgmt.
Christy Fruitman
MSD
Mark Johnson
EPS
Susan Lehr
Design/ISD
Jeri Penrose
HRD
Jan Sharon-Strieby
GAO
Ruth Stieger-Gentle
HRD
Betty Topar
DO
Connie Wheeler
ISD
News & Views
Alternative Formats
This document is
available in alterna-tive
formats.
Contact:
Debby Dominguez
at (602) 542-0062
F irst, I want to thank you again for your warm welcome you have
given me upon my return to the Department. It is good to be
“home” where I started in state government in 1991. I have “hit the
ground running” as there are many important issues to address; the chal-lenges
with the TPO, the open enrollment for our retirees, the finalization
of reports that are due this month to the Legislature, the continuing work
we are doing for the Governor’s Efficiency Committee, the budget plan-ning
that is continual, the wrap up work we are doing on the Katrina ef-forts,
the building and planning we oversee statewide, building mainte-nance
and repairs we do on a tight budget, processing payroll, and the
many other services that we provide to our customers. With your help, I
am sure we will be up to the challenges that lie ahead!
This issue is packed full of pictures of the winners of the 2005 annual
awards, the jail and bail event which raised $2,637.74 for SECC, and
photos of our holiday party. Thank you all for your participation in these
events, the employees that take the time to write the nominations for
these award winners, those that contributed to bailing your co-workers
out of jail, and for your help in spreading the holiday cheer at the Annual
Holiday party.
As we look back on the past year and think of all the blessings we have
received, if you are able, please think about sharing your good fortune by
donating a toy to the Capitol Police Toy Drive or dropping some non-perishable
food off at the donation boxes in the lobby.
I look forward to the New Year, and working with you to accomplish our
mission of providing efficient services to others to help them achieve
their goals.
Greetings of the Season,
Director
Bill Bell
VOLUME 10 ISSUE 6 Page 3
November Mile-stones
Five years
GSD Annie Brown, Tim Sours
ISD Egan Huang, Michael King,
James Ross
Ten years
Risk Douglas Brown
GSD Michael Rank
Fifteen years
HR Ray Lundquist
Risk Cheryl Toone
ISD Elsie Miramontes
Twenty years
CP Benny Barber
GSD Darryl Holland, Michael Wolfe
Twenty-five years
ISD Brenda Cook
ADOA’s Cause for Applause instant recognition program allows you to recognize fellow
employees on-the-spot for doing a job beyond expectations. The program minimizes pro-cedures
and maximizes immediate feedback. Cause for Applause certificates are avail-able
through your division coordinator or electronic copies are available on your local
area network.
ADOA has other programs too. Take A Bow acknowledges employees who retire from
State service; Encore recognizes employees who celebrate a milestone anniversary be-ginning
at their 5th year, then every 5 years thereafter. Divisions also hold celebrations
to recognize Employee and Team of the Quarter recipients.
Every Tuesday Toastmasters Meeting
at noon in room 400A
December
26th State offices closed
January
2nd State offices closed
16th Martin Luther King Jr. Day - State offices closed
Mark Your Calendar
VOLUME 10 ISSUE 6 Page 4
Education Fair Showcases Opportunities
After two decades in her chosen field, state employee Bambi Brenden is ready to go back to school. “I’ve been in my field for 20
years, so the experience is there, but as far as advancement goes, certifications or a degree would be helpful,” Brenden said. That is
why she attended the annual Education Fair presented by Arizona Government University (AzGU) on November 8th at Wesley Bolin
Plaza.
Close to 20 schools participated in the event, and hundreds of state employees ventured out to see what each institution had to offer.
“We had fewer schools and people than last year,” said Joellyn Pollock, Director of AzGU. “At the same time, the employees that
participated were very pleased and found the information to be of value.” “The people who were there, including the school repre-sentatives,
were very excited about the opportunities,” Pollock added.
Jim Patzer helped staff the Arizona State University (ASU) table, while also working behind the scenes before the event to line up
the schools attending. As Director of Community Outreach Programs for ASU’s School of Extended Education, Jim enjoyed inter-acting
with the employees that stopped by his table during the event. “What I like most is just talking to people about their educa-tional
options,” Patzer said. “I talk to a lot of people who don’t even know that ASU has programs downtown.” “I point people in
the right direction,” he added. “Making them better informed is what it’s all about.”
Bambi Brenden is now more informed of the opportunities available in her field, and is excited about the chance to become even
better at what she does. “I have a son in college right now and I’ve been pressing him to get his degree,” Brenden said. “He thinks
I’m doing OK without a degree, but I tell him that things could be better. That’s another reason for me to go back—to show him
how things could be different.”
After 20 years in her chosen field, state employee Bambi
Brenden (far right) is ready to go back to school.
ASU's Jim Patzer enjoys talking to
people about their educational op-tions.
About 400 attendees ventured out to
AzGU's Education Fair to discover local
educational opportunities.
Nearly 20 schools participated in the
annual event located on Wesley
Bolin Plaza
VOLUME 10 ISSUE 6 Page 5
– thanks to her initiative and making them happen! Kayelen’s technical expertise in this field in unsurpassed.
She is able to apply any air quality model from ADEQ and extensive formulas from the Environmental Protec-tion
Agency and translate them in to improvements in our program and materials. She can interpret local stat-ute
and the implications to our community and our program. She has won the loyalty of her employees. She
has worked with many in our office to navigate through personal issues while making sure their work life stays
strong and productive. She is flexible when we need her to be and strong when she needs to be. Her employees
are fiercely loyal. Kayelen doesn’t hesitate to share the wealth of talents of her employees with other divisions
(and she does it all the time) because she wants to support the goals of the agency and to help each division
attain their aspirations and succeed in their programs. Kayelen’s leadership, inspiration, motivation, and inno-vative
solutions put her on a level that many aspire to reach…Congratulations Kayelen.
CAREER EXCELLENCE AWARD
Sandy Clancy, Senior Contract Manager, ISD
Sandy was originally hired as a consultant to conduct an analysis of
the State of Arizona’s Telecommunications Services. She quickly
learned the brutal truth of how territorial the agencies can be with
their resources and functions. Completing the report to the Joint Leg-islative
Budget Committee on Arizona Telecommunications Services
in November 2002, Sandy continued working with ATS and the carri-ers
to quickly act upon some of the findings of the report, including
the selection of an audit company to review the state’s bills from the carriers that resulted in over $1 million
dollars of credit to the state for ATS bills alone. Sandy agreed to join the ranks within the state to complete the
vision of changing how government works. Working with the new administration, she collected, organized
and formed the opinions of the state to clarify the vision for telecommunication services deliver. She became
the interim ATS manager, juggling the day-to-day operations, working to complete the consensus building and
operational processes. Sandy was instrumental in forming the Telecommunications Program Office (TPO).
Upon the untimely death of the TPO Director, Sandy stepped into the leadership position working with the
contractor, the Office of Strategic Planning and Budgeting and agency CFOs through significant financial is-sues.
Sandy developed complex financial models used to evaluate options. Sandy was able to drive to solu-tions
that was agreed to and accepted by the agency CFO’s and CIO’s and ultimately approved by the Tele-communications
Executive Governance Committee. Sandy eventually became the Senior Contract Manager
for the TPO, as the State began the process to transforming the state to a privatized telecommunications service
delivery model and managing the contractor’s performance. Sandy has demonstrated leadership, compassion
and dedication to this effort. Congratulations Sandy….we appreciate your dedicated hard work.
TEAM OF THE YEAR Hiring Gateway Team -
HRD and ISD
Team Members:
John Sheller, Debbie Stanton, Kimberly Adams, Scott
Willard, Tony Gottlob, Marie Isaacson, Karie Miller, Trisha
Lemon, Tanja Schmitt, Tim Grady, Diane Gorham, Jene’t
Hagood, Ron Kennedy
Hiring Gateway completely revamped the prior state busi-ness
process used by employees, managers, and applicants
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VOLUME 10 ISSUE 6 Page 6
to find and hire new employees. The Internet based gateway solution makes the process nearly paperless, re-duces
the time it takes to hire new employees by 30%, reduces the state’s cost for making a hire by 10%, dou-bles
the number of quality candidates available for hire, and makes it easy for people to find and apply for
open positions.
The Hiring Gateway team developed the application in 6 months, successfully deployed it to all state agencies
in 4 months, implemented the project within budget and produced $2 million annual efficiency savings, all
while maintaining extremely high customer satisfaction.
The team used a structured design and development methodology to identify requirement and transform them
into a finished application. The methodology involved the use of an Agency Advisory Committee to assure
the resultant system met state wide needs and that there was buy-in from all affected agencies. Through a se-ries
of design meetings and reviews, each of the components of the Hiring Gateway was finalized and docu-mented
for our developer Yahoo. The team established remote access to our development computers for Ya-hoo
to reduce time and labor costs of the project. Using the same approach, remote testing of the application
was conducted. Once testing was completed, the team implemented a comprehensive training and support
system for Hiring Gateway. The training strategy involved a “train the trainer” approach that enabled key
power users from each agency to take ownership of the training for their own staff. In parallel with the devel-opment
and training process, the team implemented a comprehensive communications program to get the
word out on the new system by creating agency specific announcement e-mails, posters, payroll stuffers, and
marketing brochures.
The results of the team’s efforts have been spectacular when measured against the project’s four objectives:
• Reduce the time to hire
• Improve the candidate list quality
• Make it easy for applicants to find and apply for state jobs
• Reduce the cost to hire
The overall time to hire dropped 30%. The hire requisition approval process time was reduced 80%. Recruit-ers
report their productivity increased by as much as 20%. Over 160,000 potential applicants visited the job
board and 38,000 of them applied for jobs. Most of all jobs posted to the job board have received sufficient
qualified candidates to complete the hiring process the first time. As a direct result of the successful job board
activity, many agencies are eliminating or reducing their print advertising costs. The cumulative financial im-pact
of this cost savings is almost $2 million per year.
Congratulations to each member of this team for completely reshaping and streamlining the state’s recruitment
and hiring process. Thank You!
EMPLOYEE OF THE YEAR: Karie Miller, HR Communications Analyst – HRD
Karie Miller, through her creativity and expertise, is taking the state
to a whole new level of professionalism. The new official web site
for State of Arizona government jobs azstatejobs.gov and yes.az.gov
websites, benefit options open enrollment guides, workforce reports,
multiple agency banners, brochures, newsletters, payroll stuffers and
posters are all examples of the work that she helped create and de-sign
under incredible deadlines for full statewide agency rollout.
Karie helped develop materials to invite state health providers to ad-vertise
for the first time in the open enrollment guides that resulted
in a savings to the state of $75,000 to offset printing and mailing
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VOLUME 10 ISSUE 6 Page 7
costs. Human Resources departments in nearly all state agencies are implementing new staffing and recruit-ment
marketing guidelines and advertising templates designed by Karie. In addition to being the production
coordinator for the New Employee Orientation Videos, Karie has completed projects for Arizona Government
University, DES and Wellness. Her skills and talent are complimented with a strong sense of dedication and a
“Let’s Create Something Positive” attitude. For example, the Benefit Options Enrollment Guides were a huge
undertaking that required the orchestrated efforts of many people. Karie’s role included creating and design-ing
the concepts for 4 different guides averaging 60 pages each. She coordinated with several people to en-sure
accuracy of these materials, including advertising from 12 different vendors. Creating a new website for
yes.az.org (Your employee services) began with what was thought at first to be insurmountable technical/
creative obstacles. Karie was able to work through the many departments and personalities courteously and
responsively with many issues and questions that were raised. The end product is a great example of working
together for a great creative solution.
Though Karie has been given new job assignments in communications, agency personnel still come to her for
her knowledge and expertise in web site maintenance. Karie’s attitude is “if I can help, I will do it” and some-how
continues to do on-going maintenance. She goes the extra mile to help when she doesn’t have to ….and
that says a lot.
Congratulations Karie….well deserved.
DIRECTORS SPECIAL RECOGNITION OF EXCELLENCE
The recipient of the 2005 Director’s Special Recognition of Excellence award is Arizona State Capitol Po-lice
– Public Safety.
The Capitol Police Division has consistently set the standard for representing the Director’s Office in both
civic responsibility and a commitment to improving the quality of life for all of its customers. At every level,
the members work as a team to provide excellent customer service while ensuring that individuals are safe and
secure. Some of the examples of their excellent team work and dedication to service can be found in the fol-lowing
statistics;
Average response time 1.50 minutes
Number of emergency calls 199
Number of non-emergency call responses 4,538
Arrests Made 1,533
Number of parking citations 1,114
Assisting motorists 304
And these are only a fraction of the calls and services
they have provided throughout the year.
The implementation of the Executive Tower Security Enhancement Plan took place during this period. Capi-tol
Police were instrumental in proposing that this level of security was necessary to protect the employees
and public who frequent the facility. Homeland Security funding was obtained for additional equipment and
Capitol Police hired and trained an additional four offices and three police assistants to work at the security
check points.
The Capitol Police Dispatch Center has worked towards achieving ACJIS compliance so that the computer
system used for running records checks meets the standards set by the Arizona Department of Public Safety.
The project was accomplished due to the hard work of the Dispatch Center, its supervisor, Police Administra-tion,
management and the supervisor responsible for grant writing. This accomplishment is a major milestone
and an excellent example of the internal teamwork that is common place within the Division.
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VOLUME 10 ISSUE 6 Page 8
The Capitol Police Division is committed to actively participating in
numerous charitable and public service programs that provide a direct,
positive impact on the lives of both fellow state employees and the
community. During the last year, the Capitol Police have accom-plished
the following public service and community enhancement pro-jects;
• Raised over $5000 for the Arizona Torch Run for Special
Olympics. The Capitol Police fundraising efforts has let to
their being nationally recognized by the Special Olympics and
Sgt Burris has been invited to the National Conference later this year.
• The annual “Jail and Bail” program raised approximately $2000 for the 2004 State Employees Charita-ble
Campaign (SECC). The Capitol Police Department volunteered both the personnel and equipment
to ensure that this very worthy program received the participation and notoriety it deserved.
• Sponsored three State Employee families for the Christmas Angel program.
• Assisted in the collection of toys and games as part of the W. Steven Martin Toys for families drive.
• Saves a group of puppies trapped inside a hole at an abandoned property.
• Achieved an overall average of 6.5 on the customer service satisfactory survey placing them in the top
25% of ADOA.
• Employee satisfaction survey resulted in over 80%.
The Capitol Police Departments continuous efforts to improve the lives of those less fortunate through these
types of programs has been truly appreciated.
Following the announcement of the winners, ADOA employees were treated to ice cream served by the Em-ployee
Recognition Committee. Once again, we thank all those who took the time to nominate an employee
or team for these awards and we congratulate all the nominees and winners for making ADOA the best place
to work.
News from Capitol Police
On October 30, 2005, Police Assistant Mario Canez, a Police Assistant with the Capitol Police Depart-ment
in Tucson, was sworn in as a United States Citizen. Mario was one of fifty nine people from
various countries throughout the world receiving their citizenship. The ceremony took place at the
Federal Court building in Tucson. The event was made even more special for Mario since it was also
his birthday. Congratulations Mario!
The Capitol Police Department will be participating in the "W" Steve Martin's Police Toy Drive and Me-morials.
The Capitol Police Department has set up toy boxes in the lobbies of the Capitol Tower and
the ADOA building.
Here are some facts about the Toy Drive:
• The WSM Police Toy Drive began in 1987 with six police officers. In 2001, over 750 officers participated.
• Most officers locate their families through police encounters.
• The Police Toy Drive provides toys to law enforcement agencies year round.
• The Police Toy Drive provides toys to firefighters eleven months out of the year for families who lose everything in a
fire.
• Cash contributions go towards purchasing toys and covering expenses.
• The greatest donation needs are gifts for boys and girls ages 11-16, i.e., sports toys, back-packs,
make-up kits, etc.
• The Police Toy Drive does not sell any gifts. All gifts are stored until distributed.
• All donated gifts are given to police officers and firefighters at no charge.
• In 2002, WSM achieved the distinction of giving away its one millionth toy.
VOLUME 10 ISSUE 6 Page 9
November 10th
To support SECC
Mike Totherow
Alan Ecker
Bill Hernandez
Angela Fischer
Laura Krause
Lynne Heffington
Greg Vokoun
Joellyn Pollock
VOLUME 10 ISSUE 6 Page 10
Pictures courtesy of Greg Dillard
VOLUME 10 ISSUE 6 Page 11
VOLUME 10 ISSUE 6 Page 12
VOLUME 10 ISSUE 6 Page 13
Cleaning Up Your GroupWise Tech Tip
It's wise to clean up your GroupWise mailbox regularly. People have many reasons for not doing
so. The main one is simply not enough time. But it's just like having a full trash bin, bookcase,
filing cabinet or personal hard drive. When it's full, things stop working and you can't store new
items. So, it's important to plan ahead to prevent all the problems that may come along with a
bloated mailbox.
Not only does regular cleaning of your mailbox help you, it helps everyone else. The entire email system can
run faster, take up less space and be backed up in a timely manner, if we all keep our personal mailbox
cleaned up.
It is important to clean out not only your Mailbox but also your Sent Items, Trash and Calendar.
GroupWise has several features that can help you keep your online mailbox tidy and working at
peak efficiency:
Folders - You might want to create folders in the Cabinet to organize messages you’d like to keep around for
a while rather than cluttering up the Mailbox folder.
Archive – For email you’d like to keep permanently you can use the Archive feature. Simply right click on the
item and select Archive. This will put the message in a more permanent personal database on your I: drive.
When you need to find archived messages, you can easily switch from your Online mailbox to your Archive
mailbox by clicking on File | Open Archive. To return to your Online mailbox click on File | Open Archive
again to remove the checkmark and it will return you to your online mailbox. Alternatively, you can switch
between the two simply by clicking on the down arrow next to the Online Icon just above your Mailbox folders
and selecting the appropriate mailbox.
Items archived will appear in identical folders as you have established in your online mailbox.
Auto-delete and Auto-archive – Groupwise can be set to auto-delete or auto-archive your mail items as well
as your calendar and trash. To set these features click on Tools | Options | Environment | Cleanup Tab.
Tips for a tidier more efficient mailbox.
* Delete the unimportant. On a regular basis, delete those
items in your mailbox and sent items folder and calendar that
are no longer important. Quick tip – to easily see what cal-endar
items you have, right click on the Calendar folder, se-lect
Properties | Display and set your calendar to view by de-tails.
You can easily see how old some of your calendar items
are. When you are done, change the display back to Calen-dar
view.
* Use folders to organize your messages. You might even
want to set up rules to auto-file certain items into particular
folders.
* Consider setting up the auto cleanup features described
above. I recommend auto-archiving email messages that are
older than 90 days (or sooner) and auto-deleting Calendar
items older than 365 days (or sooner).
* Archive items you want to save. Remember – you may
unarchive an item if it becomes a message you access frequently again.
* Empty your trash regularly. Do not store items in your trash for long term storage. Trash is not meant for
long term storage – the name alone implies that. Certain maintenance routines or operations that we might
run in the background will empty your trash. Trash will not be restored.
* Clean up your Frequent Contacts address book of old, unused or no longer valid addresses to prevent unde-liverable
messages.
* Periodically, at least annually, you should clean out your Archive of things that are now unimportant. If
your Archive is getting extremely large, you may want to consider creating a new Archive. Please contact us
for instructions on how to do so.
* If you have enabled your Junk Mail folder – please set the properties on your junk mail handling to auto-matically
delete junk mail older than 7 days.
If you have questions please contact ISD Support Services at 602-344-4444, select Option 3, then
Option 1. You may also request assistance by sending an email to ADOALAN@AZDOA.GOV.
VOLUME 10 ISSUE 6 Page 14
Division Welcome Good-bye, Good Luck
Risk Management
• Christina Collins - new hire
• Desislava Grosso - new hire
• Andrew Jennings - new hire
• Courtney Bulkley - transferred to ADOT
• John Stewart - retired
• Evelyn Valenzuela - left state service
General Services
• Waymond Allen - new hire
• Jason Dawe - new hire
• Darnell Robinson - new hire
• David Shrefler - new hire
• William Teyla - transferred from ADOT
• Wilbur Brooks - left state service
• George Busby - left state service
Enterprise Procure-ment
Services
• Helen Garcia - transferred from Health Ser.
• Doug Milford - new hire
• Tracey Sotelo - new hire
• Earnestine Austin - left state service
• John Linkous - left state service
• Kimberly Sanders - transferred to Health
Services
Human Resources
• Jessica Chapman - transferred from Health
Services
• Steven Elliott - new hire
• Claribel Guevara - new hire
• Matthew Wozniak - new hire
• Marva Hagood - left state service
• Heather Keller - transferred to AHCCCS
• Betty Steele - left state service
Information
Services
• Chris Casaletta - new hire
• Mark Kuklin - new hire
• Roney Mayes - new hire
• Bruce Smith - new hire
• Royce Flora - left state service
• Randy Martin - retired
• Paul Schneider - left state service
• Joe Singler - retired
• Deryl Storck - retired
• Tsong Yang - left state service
Management
Services
• Arnold Buckner - new hire
• Elizabeth Diaz - new hire
• Berenice Ibanez - new hire
• Melody Nettestad - new hire
• Jose Silva - new hire
• Del Arnote - retired
• Paula Hollins - transferred to Optometry Brd
• Cricket Payne - transferred to Appraisal Brd
Capitol Police
• Thomas Moen - transferred to Game & Fish
• Jay Swart - retired
• Keith Turner - transferred to Liquor Board
General Accounting
Office
• Barbara Allen - transferred from Game and
Fish
• Cheryl Wilcox - transferred from Corporation
Commission
• Samuel Carter - left state service
• Julie Hernandez - transferred to Water Re-sources
• Theresa Johnson - left state service
• Joy Church-Lindback - transferred to Juve-nile
Corrections
• Manual Lagunas - transferred to ASRS
• Charmayne Skow - transferred to Structural
Pest Control
AZGU • Willie Walker - new hire • Bertha Gonzales - left state service
Director’s Office
• Bill Bell - transferred from School Facilities
• Debby Dominguez - transferred from School
Facilities
• Charlotte Hosseini - transferred from School
Facilities