ADMINISTRATIVE COUNCIL MEETING

Wednesday, February 11, 2009

10:00 a.m., ACR

 

PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, Ike Ledesma, Fred Lillibridge, John Paulman, Ken Tellez, John Walker, Bernie Piña, David Pearse, Jerry Welch, Sylvia Nickerson, Tammy Welch, Bill Glenn, Susan Roberts, Meg Haines, 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: Lydia Bagwell, Ray Diaz, Fred Owensby, Kathy Reddington, Gladys Chairez

 

Agenda Item

Discussion

Action/Disposition

Meeting Start Time

10:08 a.m.

 

Dr. Huerta noted a good morning to the group.  There is much information to share.  Dr. Huerta congratulated Ms. Tammy Welch for accepting to lead our Library & Learning Technology Division.  (applause)  Ms. Welch noted she was very happy and will continue to be supportive.  She also noted her excitement to the move into the new Library at East Mesa.

Informational Item

1 – Approval of the Minutes of January 21, 2009 – Dr. Huerta

Dr. Huerta entertained a motion to approve the minutes.  Dr. Sharp moved to approve the minutes of January 21, 2009.  Dr. Walker seconded the motion.  All were in favor, the motion carried.  Irene will officially post.

The minutes of January 21, 2009, were approved.  Irene will post.

2 – Local GOB Election Results – Dr. Huerta

Dr. Huerta thanked everyone for their support of the bond.  There was an approval rating of 74%.  All worked very hard.  This year, the video was used in place of a Power Point presentation.  Mr. Mark Vasconcellos was critical to this, as was Mr. Rod Santos and Mr. Phil Dombrowski.  Mr. Burke also helped significantly.  So did Dr. Chieffo.  Dr. Huerta noted Ms. Irene Aguirre, who was also on the internal committee, helped Dr. Huerta set up meetings down South.  Ms. Brooks helped with soliciting for funds to help cover the campaign, which the college is still accepting.  Mr. Paulman designed the look.  Mr. Peter Ville helped walk the streets on election day.  Also, a thank you to Ms. Valencia-Glenn and the Mesquite Neighborhood Learning Center students who also stood on street corners on election day.  A thank you to Mr. Robert Chavez, Mr. David Valdez, and Mr. Jon Juarez for the bond celebration, including karaoke.  Dr. Huerta provided the group a copy of the thank you ad that will run in the Bulletin.  Thank you.

Dr. Huerta thanked everyone who helped and supported the bond.

Dr.  Huerta noted that before Admin Council, the Strategic Plan Implementation Team meets to discuss the strategic plan.  Action plans are also updated.

Informational Item

Dr. Huerta wanted to reflect on the many projects going on.  She thanked Mr. Burke.  The renovation on this campus is almost ready.  Phase 5 and 6 at East Mesa is in design.  There is also Phase 3 at Sunland Park and the facilities in Hatch and Chaparral.

Informational Item

 

Dr. Huerta thanked the college for the success of the accreditation.  It was a major milestone for the college.  She thanked Drs. Chieffo, Lillibridge and Ms. Susan Woods for all their hard work.  Dr. Huerta noted we have done a lot.  Let’s move ahead.

Informational Item

3 – 2009-2010 Budget Hearings – Dr. Huerta

Dr. Huerta reminded the group about the February 20, 2009, budget hearings.  An agenda was provided to the group.  She reminded division deans and unit leaders to bring people from their area during their presentations.

Informational Item

4 – State Funding Update  – Mr. Burke

Mr. Burke noted for the current fiscal year, the State has made across the board cuts (all agencies) of 2.5%.  That is ½ million of state I&G for DACC.  ABE also got cut $26,000.  Mr. Burke noted this was covered by supplemental appropriations for Nursing, Dental Hygiene and high skills training.  This will allow no budget cuts for us.  But, we will monitor expenses much more closely.  Guidance was sent to divisions and departments.  We will need to stay within our department budgets.  Mr. Burke noted in the past, overruns were never requested in budget requests.  This will be reversed.  We cannot do that this year.  If you overspend, you will be asked to cover somehow; which will not be popular.  Mr. Burke added his office is working with everyone closely on out-of-state travel and procurement card purchases.  Next fiscal year, the Legislative Finance Committee (LFC) has recommended protecting the enrollment growth.  They took away money for new facilities which for DACC is over 50,000 sq. ft.  Mr. Burke noted there will not be a lot of new money available.  After the college’s commitments, it will be very lean.  We will go through the budget process as we have in the past, but we want people to know we won’t be able to fund a lot of positions.  Mr. Burke did note that DACC is in a much better state than other institutions in New Mexico.  Dr. Huerta noted the college needed to tighten up.  We cannot assume we will be able to offer 7% above last year in the schedule or that we will be able to have new positions.  The college has been living large and next year will be much leaner.  We need to be more responsible and be good stewards of state money.  Dr. Chieffo noted she has been receiving in-state travel requests for $600-700.  We need to be more accurate and train our secretaries to reflect what the actual costs should be.  Please car pool and let’s be smarter.  Dr. Chieffo noted in-state travel will also be looked at.  Mr. Burke asked for everyone to stay within their department expenses.  Dr. Huerta added that not only are we asking departments to stay within budget, the Exec Team is also doing this.  She noted entertaining at her house is covered by her personally and not the college.  Mr. Burke noted if the economy continues likes this, we will do a policy on how we will need to take away money, etc.  Dr. Huerta noted the Senate would be having hearings today and the Department of Finance & Administration (DFA) would have hearings tomorrow.  Mr. Burke noted the DFA proposal would really hurt us.  Ms. Brooks noted this message needed to get down to everyone.  Dr. Huerta reminded everyone that information from Admin Council meetings needs to be taken back to your departments/units.  Please tell your folks.  This is expected from you.  Ms. Nickerson asked how the New Mexico stimulus would impact higher education and can the group be apprised.  Dr. Huerta noted yes, we will keep this group apprised.  Mr. Burke noted the stimulus was not operational budget, maybe capital.   Ms. Allen noted software to limit printing in the labs was being looked at.  She asked that instructors limit what they ask students to print at the lab.  Dr. Huerta asked Ms. Allen to work with Dr. Chieffo to get this out.  She asked Ms. Allen to put something together in writing and bring to the next Exec Team meeting and then on to Admin Council.  Mr. Burke noted copying has a large impact and we can be more efficient.

Everyone is reminded to stay within budget.

5 – Exempt and Non-Exempt Staff Annual Evaluations  – Ms. Gleason

Dr. Huerta asked Ms. Gleason to the give the group information on annual evaluations.  Ms. Gleason noted that as of today, she has no information to share.  She will prepare packets and distribute at the budget hearings on February 20.  They will be due back to her at the end of March.  Ms. Gleason hopes to have more concrete information from NMSU by then.  The holdup is the conflict of interest form.  She will send out information as she gets it.  Mr. Burke noted the goal for salary increases for non-exempt and exempt staff to be in paychecks is Friday.  NMSU will give the college a very brief period to review how employees were slotted into job grades.  A special payroll run will be done at the end of the month.  Ms. Gleason noted letters will go to each employee.  Ms. Nickerson asked about the impact on budget.  Mr. Burke noted the college will not have an opportunity to review what happens.  We will have to work with it and analyze it.

Informational Item

6 – Star of Excellence Awards Nomination Update – Dr. Walker

Dr. Huerta asked Dr. Walker to provide information on the Stars of Excellence nominations.  Dr. Huerta encouraged the group to nominate employees who go beyond the normal.  Both exempt and non-exempt employees.  The ceremony will be held the first Thursday of May and will be combined with the service awards and faculty who are promoted.  Dr. Walker noted on March 13 of last year nomination requests were sent out with a March 31 deadline.  That deadline was then extended.  Dr. Huerta asked that requests go out March 1 with the deadline of March 31.  Dr. Walker provided handouts of the nominations forms and asked for any changes or suggestions.  Ms. Nickerson asked about part-time faculty not included.  Dr. Huerta noted that selection is done by the divisions.  A discussion followed on NISOD, faculty affairs committee and part-time faculty.  Dr. Huerta asked Ms. Gleason to look at forms from an HR perspective and give Dr. Walker input by February 20.

Nominations forms will go out March 1 with a March 31 deadline.

7 – Inventory Update – Dr. Huerta

Dr. Huerta shared a copy of the inventory list.  Most of the missing inventory is from Mr. Welch’s division.  Dr. Huerta asked that everyone please make sure that your division/unit has scanned your entire inventory.  This needs to be done by March 1.  A small discussion followed.

Inventory due by March 1, 2009.  Please make sure this deadline is met.

8 – Future Fund Raising Initiatives – Dr. Huerta

Dr. Huerta noted Ms. Sylvia Acosta who is the development person at the College of Business was doing an internship here.  Ms. Acosta is working with Mr. Tellez on development.  Mr. Tellez noted they were currently working on putting together a case statement for prospective donors.  He will ask for input from everyone as soon as it is completed.  Dr. Huerta noted Ms. Acosta has put together a notebook for her regarding contacts and other information.  Dr. Huerta noted Ms. Acosta has volunteered to come to this group and train on development.  She will invite Ms. Acosta to a future Admin Council meeting and also to a future ALT meeting.  Dr. Huerta noted development was new to our culture and Ms. Acosta can provide training.   She was trained by one of the best, NMSU Dean Garrey Carruthers.  Dean Carruthers bring a significant amount to NMSU.

Informational Item

7 – Announcements / Other

Dr. Chieffo reported for Mr. Ledesma.  Crimson Scholars will now be done automatically.  Students will no longer need to apply.  The Academic Scholars Reception is March 2 at 6:00 p.m. at the Corbett Center.  There is a two guest limit due to the 1,000 students who qualified.  Please let Ms. Beckie Taulbee know by February 18 if you plan to attend. 

Informational Item

Ms. Nickerson congratulated Mr. Pearse on receiving the Millionaire Award.  Mr. Burke noted Ms. Nickerson also received.  Dr. Huerta congratulated both.

Informational Item

Mr. Paulman noted proofs for the catalog were out and due to Dr. Walker on February 16.  Dr. Walker noted he would send out a reminder.  Mr. Mazdra noted his front-line workers would appreciate the catalog on time.  Dr. Huerta noted late catalogs were unacceptable.  She also noted the college needed to think about two year catalogs.

Catalog proofs due February 16, 2009.

Dr. Glenn congratulated Ms. Haines for helping with the bond and for hosting the Senior Olympic Program.  There were 150-160 participants for the day long “Trek for Healthy Fitness” program.  They would like to do this next year also.  Dr. Glenn noted they were getting contacts from Senator Bingaman.  SBDC is beginning plans for the June Business Symposium.  It will be a one day event for family owned businesses.  Dr. Glenn noted they are also looking at the State certified interpreter program.  This program will not be certified, but will help with translation.

Informational Item

Dr. Huerta noted how nice it was for Ms. Rodriguez to bring her parents to the donor dinner.  Ms. Rodriguez noted her parents were treated very well by everyone.

Informational Item

Next Meeting

Friday, March 6, 2009, 10:00 a.m., ACR

 

Meeting End Time

11:26 a.m.