ADMINISTRATIVE COUNCIL MEETING

Wednesday, January 21, 2009

9:30 a.m., ACR

 

PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, Ike Ledesma, Fred Lillibridge, Ken Tellez,  Bernie Piña, Lydia Bagwell, Jerry Welch, Sylvia Nickerson, Tammy Welch, Bill Glenn, Rey Diaz, Susan Roberts, Meg Haines, Fred Owensby, Susana Rodriguez, Mozella Garcia, Lori Allen, Kelly Brooks, Doris Gleason, Ben Altamirano, Brad Mazdra, Becky Orduñez, Larry Sharp, Mike Adams, and Irene Montoya (recorder)

ABSENT: John Paulman, John Walker, David Pearse, Kathy Reddington, Gladys Chairez

GUESTS: Gina Fulbright for David Pearse

 

Agenda Item

Discussion

Action/Disposition

Meeting Start Time

9:35 a.m.

 

Dr. Huerta noted a good morning to all.  It is good to see everyone.

Informational Item

1 – Approval of the Minutes of October 7, 2008, and November 12, 2008 – Dr. Huerta

Dr. Huerta asked for a motion to approve the minutes.  Dr. Chieffo moved to approve the minutes of October 7, 2008, and November 12, 2008.  Mr. Tellez seconded the motion.  All were in favor, the motion carried.  Irene will post on the web.

The minutes of October 7, 2008, and November 12, 2008, were approved.  Irene will post on web.

2 – Local GOB Election Update – Dr. Huerta

Dr. Huerta gave the group a brief update on the local GOB election.  She reminded everyone to go out and vote.  Please tell your employees, friends, and neighbors.  Dr. Huerta also noted the college was taking donations to fund the marketing campaign.  We will need about $20,000.  Dr. Huerta showed the group the yard signs that will be distributed.  The signs are in English on one side and Spanish on the other.  She reminded the group that no institutional funds can be used to campaign.  Dr. Huerta noted there were two committees helping with the campaign:  1) internal committee with Ms. Haines, Mr. Tellez, Mr. Welch, and Mr. Altamirano from this group; 2) external committee of 18 members known as the Friends for the Community College (formerly Citizens for the Community College.  Dr. Huerta noted the Friends were very supportive.  She noted we, as employees, need to step up and donate and also vote.  She will send an email to everyone today.  Mr. Welch noted the yard signs will be distributed to businesses and homes all over town.  Dr. Huerta noted the bond presentations have been going well and Mr. Burke has helped tremendously with the presentations, as well as Dr. Chieffo.  The response has been very positive.  She noted at last night’s Leones bond presentation she was the only one on the agenda.  They had a lot of questions and were very engaging.  Dr. Huerta noted early voting is going on and will end on January 30, 2009.  Mr. Tellez noted 406 letters were mailed out to solicit donations.  They will begin follow up calls today and tomorrow.  Dr. Chieffo asked if waving signs on intersections would be done.  She noted her and the division deans would help with that.  Dr. Huerta noted, yes, there has been talk of doing that again.  Dr. Huerta added that on January 29 from 11:00 a.m. to 1:00 p.m. there will be a Bond Blast in the Commons Area.  Free hotdogs and karaoke will be available.  You will have the chance to pledge money to have someone sing.  She has talked to Ms. Irene Aguirre about have something similar at the other campuses, a mini bond blast.  Also at East Mesa.  Dr. Lillibridge asked about any opposition.  Dr. Huerta noted there was none that is organized.

Please vote.  Also, donations are being accepted to help with the marketing of the bond election.

3 – DACC Procedures  – Dr. Huerta, Mr. Burke,  & Ms. Gleason

Dr. Huerta provided handouts to the group on procedures the college would like to put in place:  1) Volunteering for Official DACC Events/Committees, 2) Education Opportunities for Employees, and 3) Non-Exempt Employees Being Simultaneously Employed in Exempt Positions.

  1.  Volunteering for Official DACC Events/Committees.

The college is supportive of employees volunteering to help with DACC events and committees, those activities can’t be accomplished without employees.  DACC sanctioned events include, but are not limited to: Art Committee, Student Clubs, Amado Peña, Golf Tournament & Dance, Lerdo Activity, Commencement Committee, Border Learning Conference, Workforce Summit.  Employees will notify their immediate supervisor of their intent to help with a specific event or to serve on a specific committee as soon as the call for volunteers is announced.  If the event/committee recurs annually, employees will need to notify their supervisor at least 2 weeks prior to each event.  While volunteers are essential to the success of most DACC events/committees, employees must ensure that they are meeting their work commitments and may not always be allowed to attend every meeting or activity of that event/committee.  Employees that have their supervisor’s approval to volunteer will not be charged annual leave for time spent on the event/committee during regular business hours.  Overtime will not be paid for volunteering for events/committees that meet outside of regular business hours.  Overtime will be paid if an employee is required to attend an event/committee outside of regular business hours if the employee is performing duties that correspond to essential functions of their position, i.e., photographing, AV set up, etc. 

Dr. Lillibridge asked how formal and if the list is official.  Mr. Burke noted employees should talk to their supervisor, which is policy.  Ms. Allen asked that no annual leave taken now, but what about before, was it taken.  Dr. Huerta noted that it had been done both ways but we want to be consistent.  Mr. Welch asked if comp time could be given.  Ms. Gleason noted yes if agreed upon in advance.  She also noted flex time can be done, but we can’t make them.  Dr. Glenn asked if there was going to be a list of events.  Dr Huerta noted we are not aware of all events/committees.  It will require us, internally, to notify the Exec Team.  Dr. Lillibridge asked did this include professional development activities like Assessment Conference.  Mr. Burke asked the group to keep in mind that this policy was mostly directed to non-exempt.  Ms. Gleason noted exempt staff should get supervisor approval.  Mr. Burke noted to let the boss know what you are doing.  Dr. Piña asked that this was draft, when will it be finalized.  Dr. Huerta noted input would be gathered and then finalized. A discussion followed on going to Lerdo, Mexico.  Ms. Gleason added that this was not intended to cover every scenario, but this is a good start.  Dr. Huerta noted it was not all inclusive, but our attempt to address issues that have risen.  Dr. Glenn asked about posting policy on web.  Ms. Gleason noted once approved, it will go out to all employees.  Dr. Huerta asked for feedback by January 30.

  1. Educational Opportunities for Employees & Their Families

Dr. Huerta noted there have been a lot of requests from employees to take 9-12 hours of courses.  NMSU policy 7.05 states that “With appropriate administrative approval from the current employer/supervisor, regular employees with a .50 FTE or greater position are entitled to take course(s) at the university’s main and community colleges totaling no more than 6 credit hours each fall and 6 credit hours each spring semester without a charge of tuition…”  “No more than a total of 4 credit hours may be taken at the university’s main and community colleges during each summer session.” Dr. Huerta noted the college encourages lifelong learning, but would like to set the following procedures: No more than 3 credit hours can be taken during the business day (8am – 5 pm) Monday through Friday.  Employees who take a course during working hours may be required to make up the time spent away from the work station (or take annual leave) unless enrollment is a requirement for continued employment.  Tuition remission forms are routed for review to the President, the Vice President for Academic Affairs or the Vice President for Business and Finance depending on the reporting structure.  Forms need to be submitted in a timely fashion so employees are able to have their forms reviewed and to Employee Benefits on main campus by the Thursday before classes begin deadline.  In accordance with NMSU policy 3.75 (Personal Use (of University Resources)), employees will not use work time to study or to take WebCT courses.  Any employee found using work time in this manner may face disciplinary action up to and including termination.  Dr. Huerta noted that the college has become aware of employees using college time to do coursework.  She also noted some supervisors are aware and are looking the other way.  Ms. Gleason asked for the credit hours to be changed from 3 to 4 due to developmental education courses.  Ms. Nickerson noted this has been her rule of thumb in her area.  Ms. Allen asked if the form was used for all courses taken or just the benefit.  Ms. Gleason noted the form does not indicate.  Mr. Mazdra asked about mini courses and that it should be added to the procedures.  Mr. Burke noted supervisor should look what is an acceptable time for employees to miss per semester.  Ms. Rodriguez noted that what she reads is employees who take courses will need to make up time.  Ms. Gleason noted this was taken from NMSU policy.  Mr. Burke noted we need to add this to the procedures.  Dr. Huerta noted we all need to be conscientious and make sure the employee is doing their work and that we are fair and consistent.  Ms. Haines noted the expectation should be given to employees when supervisor signs form.

  1.  Non-Exempt Employees Being Simultaneously Employed in Exempt Positions

Ms. Gleason noted the Fair Labor Standards Act states one status for employees for any given work week.  NMSU states we are denying these employees overtime.  The form breaks down hourly rate.  This impacts Nursing (w/contact hours) and EMS.  This will also show the college is at or above their hourly rate.  This will not impact everyone.  Ms. Brooks asked if this was agreed to by NMSU.  Ms. Gleason noted this will show NMSU that we are meeting or exceeding and that some situations may need to be changed.  Mr. Burke noted this was written to address full-time non-exempt employees being hired as instructors.  This is a proposal.  Dr. Huerta noted this would be taken to NMSU and to give input by January 30.  Mr. Burke noted this one would need to be taken to NMSU tomorrow.  Dr. Huerta noted this one would be sent to NMSU and the other two will receive input until January 30.

Please give input on #1 and #2 by January 30.  Number 3 will be sent to NMSU for approval.

4 – 2009-2110 Budget Hearings  – Dr. Huerta

Dr. Huerta noted the agenda for our budget hearings is attached.  The hearing will be held on Friday, February 20, 2009, at 9:00 a.m. in the ACR.  We moved it due to the February 12-13 Border Learning Conference.  This agenda follows what we did last year.  Please invite your program directors/department chairs to your time for any questions.  Administrative Council also welcome to attend any or all.  Mr. Burke noted the budget requests are due February 4, 2009.  The Governor and the Legislature are looking at giving ½ of new dollars.  This would not be bad, but not going to be as much as we are use to.  Prioritizing and justifying is what is expected.  Not just numbers, but reasons.  Mr. Burke also noted the equipment requests are due the following week.  Occupational/vocational requests should coincide with Carl Perkins requests.  ITAC will be involved.  Dr. Huerta noted that discussion should evolve from budget to equipment.  February 4 budget requests due.  February 11 equipment requests due.  Ms. Roberts asked if Ms. Tamplen needs a computer, should request come from her or Mr. Ledesma.  Mr. Burke noted this should be coordinated with Mr. Ledesma.

Budget requests are due February 4, 2009.   Equipment requests are due February 11, 2009.  Please prioritize and justify.

5 – Carpooling with FleetCommander  – Dr. Huerta

Dr. Huerta noted the carpooling email sent by Ms. Peg Spiegel to everyone.  The opportunity is there for people to carpool.  Please look at link for opportunities.  Ms. Brooks reminded all to look at carpooling for NM HEAR Conference.  Dr. Huerta added the Border Learning Conference.  Ms. Brooks noted it did not have to be a DACC vehicle, it can be a personal vehicle.

Informational Item

6 – Leadership Las Cruces 2008 Graduate – Dr. Huerta

Dr. Huerta noted our very own Ms. Haines is a graduate of the class of 2008 Leadership Las Cruces.  Applause.  Ms. Haines noted it was a great learning experience and also great for networking.

Informational Item

7 – Announcements / Other

Dr. Huerta asked Dr. Lillibridge to talk about the NM HEAR Conference on February 25-26, 2009.  Dr. Lillibridge noted with travel restrictions, hotel reservations have been lagging.  He encourages people to attend and for supervisors to allow employees to attend.  The hotel is $80 a night which could be split by two people.  He noted DACC is a big supporter.  Jeff Syberg, Trudy Burris, and Victor Borden will be speaking at the conference.  Mr. Borden will do an assessment section, and retention section, and Friday’s post conference.  Mr. Adams noted Faculty Council would be providing monies for new faculty to attend.

Informational Item

Dr. Lillibridge noted his office is on lag time due to the change from Oracle 9 to Oracle 10.  The running time has increased and it is not as responsive.  He apologized.

Informational Item

Mr. Ledesma noted enrollment is looking good.  There were 351 students disenrolled.  Their office is contacting those students.  Mr. Altamirano noted of 324 students, 51 are enrolled again.  A discussion followed on students migrating to NMSU, general education at East Mesa and here.  Mr. Altamirano asked about public transportation to East Mesa.  Mr. Burke noted there is no City of Las Cruces transportation.  If there should be any, we would do ourselves.  Mr. Burke noted he sat on the City’s Transit Board and they do know we have the need.  They have the same budget cuts as everyone else.  Ms. Nickerson noted a regional transportation system was currently being set up.  Dr. Huerta noted she has asked that we make sure programs can be completed at our campuses. 

Informational Item

Ms. Haines noted Ms. Cathleen Straley’s husband passed away.  There will be a memorial at Hillrise Elementary tomorrow at 6:00 p.m.  A bike rack and tree will be dedicated.  Ms. Haines thanked everyone who signed the card and also donated money.  Please contact her for any questions.

Informational Item

Dr. Glenn asked if early voting for the bond issue was currently going on.  Dr. Huerta noted yes through January 30.  Dr. Huerta asked about the policy to vote.  Ms. Gleason noted this was only for the day of the election.

Informational Item

Dr. Huerta thanked everyone for everything they do.

Informational Item

 

Next Meeting

Wednesday, February 11, 2009, 10:00 a.m., ACR

 

Meeting End Time

10:59 a.m.