ADMINISTRATIVE COUNCIL MEETING

Friday, March 6, 2009

9:00 a.m., ACR

 

PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, Ike Ledesma, Fred Lillibridge, John Paulman, Ken Tellez, John Walker, Bernie Piña, Lydia Bagwell, David Pearse, Jerry Welch, Tammy Welch, Bill Glenn, Susan Roberts, Meg Haines, Fred Owensby, Kristian Chervenock, Susana Rodriguez, Mozella Garcia, Lori Allen, Kelly Brooks, Doris Gleason, Kathy Reddington, Ben Altamirano, Gladys Chairez, Brad Mazdra, Becky Orduñez, Larry Sharp, Mike Adams, and Irene Montoya (recorder)

ABSENT: Sylvia Nickerson, Ray Diaz

GUESTS:  Budget Committee:  Annja Cox, Bryan Koller, Sinnathamby Pankayatselvan, Greg Hammond, Virginia Durant, Tammy Chaffee, David Twitty, Lora Ross, Dean Thompson, Viola Silva

Other guests:  David Burleson, Victoria Gonzalez, Hiranya Roychowdhury

 

Agenda Item

Discussion

Action/Disposition

Meeting Start Time

9:04 a.m.

 

Dr. Huerta noted a good morning to everyone.  She noted the Budget Committee and Ms. Cox have been working hard.  Dr. Huerta told Ms. Cox that we were with her and her husband Brian.

Informational Item

1 – Budget Feedback to Budget Committee & Administrative Council  – Mr. Burke

Mr. Burke thanked everyone for coming.  He provided the group a handout.  Mr. Burke noted last year there were many new positions budgeted.  The Exec Team will look at the funding outlook plus the Budget Committee recommendations to make decisions.   Last year 11-12 new faculty positions were funded along with several exempt positions.  This was one of the biggest lists.  Mr. Burke noted on page 2 of the handout were positions funded by grants and contracts which are future commitments we need to keep in mind.  New money available includes $456,500 from tuition and fees; $860,280 from state appropriations, and $375,000 from the local tax levy.  This is approximately $1.6 million available to allocate.  About $1.1 million in base adjustments will need to be taken off of this amount.    Base adjustments include $100,000 for compensation increases this year that will need to be built in; $150,000 in faculty adjustments; and $150,000 for non-exempt and exempt equity.  Also included in the base adjustments are temporary and student salary increases and related fringe benefits.   Expenditure adjustments include $150,000 for overhead and $150,000 for utilities.  Mr. Burke noted the requested dollars is $1.55 million.  This is $1 million over what we have available.  The college’s objective is to develop a budget which balances revenue and expenditures.  The guidelines included no division or unit above 7% of the schedule.   Mr. Burke noted annual FTE drives 80% of funding.  There has been steady growth in B&I and a big jump in Technical Studies.  Also, health occupations.  The 2007-2008 year funded the college this year.  The college is funded depending on the type of course per student credit hour:  tier 1 is $133.86 (general); tier 2 is $199.98 (technical/industry); and tier 3 is $322.42.   Student services are funded $391.01 per student headcount, and the physical plant is funded $4.30 per gross square foot.    For instruction the college will be funded approximately $1.6 million, for student services approximately $250,000, and for physical plant approximately $336,000.  The base workload adjustment of $2.2 million and the adjusted workload of $1.7 million are taken out for a total of $860,280 total state appropriation.  Mr. Burke noted the formula funding is based on averages.  Mr. Burke shared the following information with the group: FTE comparison (by division), average class size (how efficient we are operating), courses taught by full-time vs. part-time faculty (we have made progress), and course credit hours taught by division.  Mr. Burke noted the first decision the college needs to make is tuition and fees.  The state has taken $1.00 and we need to add $1.00.  Proposed is $50 for resident in-district, $60 for resident out-of-district, and $150 for non-resident.  This proposed increase may offset salary increase.  Rate change issues include the NM Legislature recommending credit at a 2.5% resident and 8.0% non-resident increase.  This may change.  The allocation process for 2007-2008 included 58.3% for instruction.  Mr. Burke noted all faculty requests will cost us all new money available plus some and requests for new full-time non-exempt and exempt positions is $450,000 plus benefits.  Department expenses are $300,000.  Dr. Roychowdhury noted he saw no benefit to raising tuition.  Mr. Burke noted the college has been conservative in enrollment growth with about 80% of students on financial aid.  The college is looking at $3.00 increase at the high end.  Dr. Huerta added the college is below average in the state for tuition.  Ms. Chairez noted the students will receive an increase in Pell grants which the majority of the students receive.  Dr. Lillibridge asked if we knew what main campus would be doing.  Mr. Burke noted the university usually increases tuition 6-7% every year.  DACC has gotten in trouble for not going that high in the past.  They probably have a cap.  Mr.  Burke noted an extra $2.00 will give the college breathing room.  Some good news is that fringe benefits will not increase.   He noted compensation adjustments will include faculty promotions, faculty equity, non-exempt & exempt equity, temporary faculty adjustments, student salary pay increases, benefits rate changes, and benefit increases.  Dr. Lillibridge noted it was remarkable the college will have new money.  A discussion followed.

Informational Item

2 – Approval of the Minutes of February 11, 2009 – Dr. Huerta

Dr. Huerta asked for a motion to approve the minutes of February 11, 2009.  Mr. Ledesma moved to approve the minutes of February 11, 2009.  Dr. Glenn seconded the motion.   All were in favor, the motion carried.  Irene will post.  Dr. Chieffo introduced Mr. Kristian Chervenock.  Mr. Chervenock is the new Community Education Director.  He comes from NMSU where he studied abroad.  He has a Master of Arts in Adult and Higher Education and is working on his doctorate.  Dr. Chieffo welcomed him to DACC.  

The minutes of February 11, 2009, were approved. Irene will post.

3 – Budget  – Dr. Huerta/ Mr. Burke

Dr. Huerta asked if the group had any questions or comments on the budget information given by Mr. Burke.  She noted the Budget Committee has a lot to do.  The budget will be presented to the DACC Advisory Board on May 7, 2009.  Ms. Brooks asked for everyone to watch expenditures for the current year.  Stay within your budget.  Work with your areas on procurement cards and monitor your employees.  Dr. Huerta reiterated that the purpose of this council is to take back information from these meetings to your units/departments.  She asked that the group take staying within budget seriously and to watch expenditures of procurement cards.  You have every right to question. 

Informational Item

4 – Non-Exempt & Exempt Staff Annual Evaluations  – Dr. Huerta/ Ms. Gleason

Dr. Huerta reminded everyone the non-exempt and exempt staff annual evaluations are due by March 27, 2009.  Ms. Gleason provided packets at the budget hearings in February.  Ms. Gleason noted new employees were not listed on the memo.  All staff will be given an evaluation.  Per the Union agreement the due date is March 27, 2009.  Evaluations will need to be done by this date.  Dr. Huerta noted evaluations take time.  Take serious.  Ms. Gleason added if you have any questions, please call her.  Please get employees input on goals and what they have done this year.  Sit with your employee.  It’s a cooperative effort.  Ms. Allen asked if it should be middle of performance rating.  Ms. Gleason asked that you be realistic.  She noted there is still no word from NMSU on when the conflict of interest form will be due.  When she knows, she will notify.  Dr. Chieffo added that this should continue the progress if employee has improved.  This needs to be a true reflection.  Dr. Chieffo noted documentation is very important and also input to the employee.  We need to be honest and fair.  Dr. Huerta noted some supervisors use this as an instrument of surprise.  They raise concerns on evaluation when employee never notified before.  These are the kinds of things you need to discuss with employees.  Give guidance to grow and improve.  Don’t surprise employee and be fair-minded.  Please see Doris if you have questions.

Non-Exempt and Exempt annual staff evaluations are due by March 27, 2009.  All evaluations need to done by this date.

5 – Full-Time Faculty Overload Requests  – Drs. Huerta/Chieffo/ Ms. Gleason

Dr. Huerta noted this was specific to credit division deans.  She reminded division deans that paperwork for overloads for full-time faculty have not all been submitted.  Faculty are not getting paid.  She does not like this.  The deadline to submit paperwork will be census date.  At that time, all decisions have been made about cancelled courses.  Ms. Gleason is working on a template.  Dr. Huerta noted it is inappropriate for the faculty member to write the memo.   Mr. Burke noted he would like a form to replace the memo.  Dr. Huerta noted we would work on this and get to you.  Ms. Gleason noted some memos have been submitted but the circumstances have changed.  Dr. Huerta asked that we not be put in that position.  Mr. Burke noted a policy change to overloads is being worked on.  Dr. Chieffo added the form being created should help e-hires to go through.  It’s an involved process.

Deadline to submit paperwork for overloads will be Census Date.

6 – DACC 2009 Commencement – Mr. Ledesma

Mr. Ledesma noted that there is a time change for commencement.  Commencement will be held at 8:00 p.m. on Friday, May 8, 2009.  This is a concession to NMSU for us to keep our commencement on Fridays.  Mr. Ledesma noted the commencement committee was working on some time shaving measures.  New full-time faculty have until March 13 to order regalia.  Dr. Chieffo noted full-time faculty are expected to attend.  Mr. Ledesma noted four faculty marshals will be needed.   There will also be a reception following commencement.   Dr. Huerta noted the Exec Team recognized a community member as the honorary degree recipient.  Ms. Ledesma noted this year they will hold a graduation fair on March 11 from 10:00 a.m. to 6:00 p.m.  The photographer, Jostens, announcements, and diploma frames will be available.  The fair will be at Gadsden on March 12 from 12 noon to 4:00 p.m.  Dr. Glenn asked about regalia for staff.  Mr. Ledesma noted no, only for full-time faculty.  A small discussion followed.

Informational Item

7 – NMSU Administrative Team Visit to DACC – Dr. Huerta

Dr. Huerta noted Interim NMSU President Waded Cruzado and her administration team (Moulton, Dominguez, Taylor, Woods, & Rel) will visit community college campuses.  They will visit DACC on March 31, 2009.  They will hold an Open Forum for faculty, staff, and students from 1:30 p.m. – 2:30 p.m. in Room 96.  A tour of the Dental Clinic will follow.  There may be some time for them to meet with Exec Team.  There is no formal agenda.  Dr. Huerta will send a college wide e-mail.  Dr. Huerta asked about information on the Stars of Excellence.  Was information out?  Dr. Walker noted information would go out today with a March 31 deadline and a May 7 ceremony.  Dr. Huerta noted she was thinking about Fall Convocation (Monday, August 17) being held outdoors again. 

Informational Item

8 – Announcements / Other

Ms. Gleason noted that back in January a proposed procedure for hiring non-exempt to teach was presented.   It was disapproved by main campus.  Those that taught in the past have been grandfathered in and approved for now.  She apologized because this did cause some problems.  Please bear with us as we work through this.  Dr. Huerta noted she would update the group on the other policies presented. 

Informational Item

Dr. Lillibridge asked who we were compared to for the Mercer Study.  Mr. Burke noted the university did slotting on advice from the Mercer Group.  The role profiles were completed, feedback should have been given to HR, pre-slotting should have been done, and then back to employee.  It never got back to employee.  They took the role profiles and passed on to Mercer.  Mercer slotted 50%.  The acceptable studies can be found on the web.  There is no real federal data.  CUPA HR is best for us.  We have yet to get anything back on how people were slotted.  We are told in Phase II that will happen.  If the benchmark was higher than salary, the employee is given % of the gap.  The study continues.

Informational Item

Dr. Chieffo noted there were positive comments for the Border Learning Conference and NM HEAR.  Kudos to Carmen Aguilera-Goerner, Joaquin Tadeo, Paul Vonnahme, and Bryan Koller who are on the BLC committee.  Also, to Dr. Lillibridge who did an excellent job with NM HEAR.  Dr. Lillibridge noted there were 365 participants. 

Informational Item

Next Meeting

Friday, April 3, 2009, 10:00 a.m., ACR

 

Meeting End Time

10:47 a.m.