MEMBERS PRESENT: Bobbi Raub (F), Tina Byford (P), Maureen Camunez (P), Terry Cook (P), Shaun Cooper (P), Norma Ledesma (P), William Glenn (P), Annette Alvarez (C), Margaret Holland (C), Lilly Dominguez (C), Viola McCormick (C), Paula Ross (C), Ida Chavez (OLC), Linda S. Beavers (Alternate for Susan Martin) (OLC) and Phillip Wright (OLC).

VISITORS: Janet May (Employee Benefits), Bob Howell (Personnel), Ida Quinones, Cathy Thomas, Carla Casas, Bernhard Leinauer, Tim Nesbitt, Donald Caccamise, Robert Medina and Elliott Willman.

ALTERNATES PRESENT: Monica Smiggen (P) and Ancelmo Encinias (P).

William Glenn called the regular meeting of the Advisory Council on Administrative Policy (ACAP) to order at 3:00 p.m. in the conference room of the New Mexico Department of Agriculture Building.

Bill called for additions or corrections to the minutes of the December ACAP meeting. A correction was made to the information submitted about the Sick Leave Bank and the requirements for usage of the Sick Leave Bank. A motion was made and seconded to accept the December minutes with this correction. Motion passed.

Bill then asked Shaun Cooper to report on the election results for new members to ACAP. Shaun reported that Elliott Willman was elected as the new Faculty representative, Monica Smiggen and Shaun Cooper as the new Professional representatives, Annette Alvarez, Robert Medina, Ida Quinones, Nellie Rosales and Cathy Thomas as the new Classified representatives and Mark Buckholz and Linda Beavers as the new Outside Las Cruces representatives. Donald Caccamise and Bernhard Leinauer will serve as new Faculty Alternates, Tim Nesbitt and Tina Byford as new Professional Alternates, Carla Casas and Viola McCormick as new Classified Alternates and Ida Chavez and Leman Taylor as new Outside Las Cruces Alternates. All of these new Members and Alternates will hold terms through January of 2005. The new Members and Alternates that were in attendance were introduced to the Council.

Two of our members have requested substitutes. Mark Buckholz (new Outside Las Cruces representative) will need a substitute for the rest of the semester and John Mullen (Faculty representative) will be taking a year of sabbatical leave and will need a substitute. Shaun requested that any Alternate member from the Outside Las Cruces Alternates or any Faculty Alternate member that would be willing to cover these times get in touch with him.

Concern was expressed about ballots getting to the Branch campuses so late that there may not have been enough time for people to return the ballots. Shaun commented that the Election Committee was aware of the problem and that the deadline had been extended so that they could accept late ballots.

Shaun also reminded the Council that at our next meeting (February 14^th) we would be having elections for the Chair elect and Secretary. Anyone wishing to nominate someone for either of these offices should send the nomination to Shaun. He also requested that the nomination be cleared with the person being nominated so that we are sure they are willing to serve if elected.

Bill then explained to our new members that several University Committees report directly to ACAP and that ACAP members serve on several University Committees. At this point in our meeting, we hear reports from these Committees.

FRINGE BENEFITS COMMITTEE: Missy Giacomelli was not able to attend our meeting. The next meeting of the Fringe Benefits Committee will be on January 23^rd and the Committee will be talking about flexible spending plans. During the Spring semester, the Fringe Benefits Committee will be meeting on the fourth Wednesday at 1:00 p.m.

INSURANCE COMMITTEE: Tina Byford reported that representatives from Blue Cross/Blue Shield (BC/BS) met with the Insurance Committee during their November meeting. The BC/BS representatives brought down their first version of quarterly reports that NMSU will be receiving along with a report on retirees and drug split out. Tina feels that BC/BS representatives have been very cooperative with NMSU. The recent meetings that BC/BS had on campus weren't very well attended. They even had a translator at one of the meetings. The December 18^th meeting will be an update about claims. It may be March or April before we have a good feeling for what will happen to our premiums. A survey for the retirees has been drafted. Questions include such things as satisfaction with the plan, how is the present drug list working for them and would they be interested in a higher co-pay or deductible. The Spring meetings for the Insurance Committee will be held the last Thursday of the month at 1:30 in Hadley Hall.

FACULTY SENATE: Monica Smiggen reported that there were no action items on the agenda. They brought forward their proposal for Interim Administrative Appointments and Searches. The proposal has been revised and is more like ACAP's proposal. The Faculty Senate would like for Shaun to attend their next meeting so that hopefully the Faculty Senate and ACAP can come to an agreement on a joint proposal.

ATHLETIC COUNCIL: The Athletic Council has not met.

CORBETT CENTER: Inactive.

INTRAMURAL POLICY BOARD: Inactive.

CAMPUS PLANNING: Monica Smiggen reported that the Campus Planning Committee had met on January 2. There was only one item on the agenda and that was the addition to the Computing and Networking Building. Ben Woods indicated that ICT is requesting the addition and has tentatively identified an income stream to pay for the cost of construction. Mr. Dave Rocks, Interim Director of ICT, discussed the need for the facility. Currently ICT has employees dispersed across the campus due to lack of space in the Computer Center. Their desire is to construct enough new office space to relocate their employees under one roof with the rest of their department. ICT pays rent for the space their employees are using in PSL. Their intent is to use this rent payment and other operational funds to create the income stream necessary to pay for this addition. Mr. Martin Hoffmeister, Director of Facilities Planning and Construction, spoke to the design concept developed. The addition is proposed to be located at the southwest corner of the existing Computer Center. It would consist of approximately 7500 gross square feet of new space and be built in two stories. The proposed addition would be located in what is now a portion of Parking Lot 57. After discussion, the Committee voted to recommend approval of the project as presented.

BUDGET COMMITTEE: No report.

REPORT FROM THE CHAIR: Administrative Council and Report from the Chair. Bill reported that the University is trying to be sensitive to people's privacy as far as social security numbers are concerned. President Gogue wants social security numbers removed from student IDs. Every student on campus will need to have a new card issued.

The Alamogordo Branch wants to name a facility for Dr. Jimmy Smith. Ad Council supports this.

The new consolidated Policy Manual is in its third draft. A new software policy and a policy regarding retired employees returning to work have been added. The section and guidelines for Promotion and Tenure have been put back in.

OLD BUSINESS: None.

NEW BUSINESS: THANKS!!! Bill thanked all the members of ACAP who were attending their last meeting and for their hard work over the last three years of their term. He again welcomed all the new members who will begin their terms next month. He reminded everyone that our meetings are open and anyone may attend an ACAP meeting. He especially stressed to the Alternates that it is important for them to attend, even if they aren't representing anyone, so that they will know what the Council is working on if they should be asked to substitute for a voting member.

With no further business to discuss, a motion was made to adjourn. Motion seconded and passed.

_________________________ _____________________________

Paula Ross, Secretary William Glenn, Chairperson

The Council has approved these minutes.

NOTICE OF NEXT MEETING:

THURSDAY, February 14, 2002

Hadley Hall =96 Large Conference Room

3: 00 p.m.