THE ADVISORY
COUNCIL ON ADMINISTRATIVE POLICY
MINUTES OF THE
REGULAR MEETING
October 10, 2002
MEMBERS PRESENT: Bobbi Raub (F), William Lindemann (F), Elliott Willman (F), Bernd Leinauer (Alternate for John Mullen) (F), Bill Glenn (P), Maureen Camunez (P), Shaun Cooper (P), Terry Cook (P), Monica Smiggen (P), Norma Ledesma (P), Viola McCormick (C), Robert Medina (C), Carla Casas (Alternate for Ida Quinones) (C), Cathy Thomas (C), Paula Ross (C), Linda Beavers (OLC), Ida Chavez (OLC) and Phillip Wright (OLC).
VISITORS: Janet May (Employee Benefits), Bob Howell (Personnel), Missy Giacomelli (Fringe Benefits), Tina Byford (Insurance Committee) and Angela Velasco (Personnel).
ALTERNATES PRESENT: Don Caccamise (F), Kelly Brooks (P) and Tim Nesbitt (P).
The regular meeting of the Advisory Council on Administrative Policy (ACAP) was called to order at 3:00 p.m. by Shaun Cooper in the New Mexico Department of Agriculture’s Conference Room.
Shaun called for additions or corrections to the minutes of the September 2002 ACAP meeting. A motion was made and seconded to accept the minutes as written. Motion passed.
THEATER BENEFITS FOR
RETIREES: Bob Howell and Janet May requested time to discuss their concerns that
the Theater Arts Department may be making changes to benefits for retirees
without running the changes through the Fringe Benefits Committee or ACAP for
our opinion about the changes. They are
also concerned about how the retirees should be notified about any
changes.
Missy Giacomelli, Chair of the Fringe Benefits Committee, joined in the discussion and passed out a
handout from their last meeting. The
handout read as follows:
At our September meeting, there was
much discussion concerning retiree benefits that are offered from an individual
entity or unit but benefit the system as a whole (i.e. theater tickets, golf
course benefits, natatorium benefits).
It is our feeling (the Fringe Benefits Committee) that a more
appropriate funding mechanism be sought.
To this end, we recommend to the Council that this issue be brought to
the President’s attention.
On a related matter, it is
recognized that there may be times when the individual entities through which
these benefits are offered feel the need to make changes or adjustments to the
program. The following process is
offered for consideration when these situations arise:
1.
The individual
department or entity will make a formal request through operational channels to
the Benefits Office outlining the details of the change and providing
supporting documentation as to the need.
a.
Benefits Office
will make a determination as to the nature of the request – procedural vs.
policy.
b.
If procedural,
Benefits Office will provide notification of appropriate committees and
coordination for the notification of retirees.
c.
If policy,
Benefits Office will direct the request back through the appropriate
committees.
Council discussed
the recommendation from the Fringe Benefits Committee. The question was asked as to when you have a
group that wants to make a change and they don’t go through the proper process,
what can you do? More discussion
followed and the Council felt that we need a process outlined for making a
change in benefits so that departments or entities will know how to proceed.
A motion was made and seconded that
we accept the recommendation from the Fringe Benefits Committee. Motion passed. Shaun will write a letter to President Gogue telling him about
the recommendation that we have passed and why and ask him to make a decision
regarding the Theater Arts’ new policy decision. Ruth Cantrell will get a copy of the letter.
The Fringe Benefit Committee also
talked about sabbatical leave for Professional staff. The Committee voted that no change be made to the current policy. They felt that making any changes might mean
losing what we already have. Discussion
followed about exchanges. A motion was
made to accept the Fringe Benefits Committee’s recommendation that there be no
change. Discussion followed about
Professionals being responsible enough to make sure that their positions are
covered should they go on a sabbatical or exchange. The motion was repeated for clarification, seconded and passed by
Council.
Missy also announced that Jim
Anthony would be replacing Mark Buckholz on the Committee.
INSURANCE COMMITTEE: Tina Byford reported that the committee meetings are very quiet regarding complaints from individuals on their relationship with and the service received from Blue Cross/Blue Shield (BCBS). Most people appear to be satisfied. October 31st will be the next meeting of the Insurance Committee and Blue Cross/Blue Shield representatives. The meeting will be at 1:30 p.m. in Hadley Hall. This will be our first real opportunity to see comparative data for the Health Insurance plan. We will have been with BCBS for one year and we will have reports for all groups and all insurance types. A question was asked about the mail-in prescription program and Janet May said to contact her office for more information.
COMPENSATION COMMITTEE: Kelly Brooks reported that the Compensation Committee met briefly regarding the recommendation we talked about at our last meeting. The proposal did go through the Faculty Senate and will go on to the Provost’s Council to work with other universities in New Mexico so that we can work together to try and get the insurance caps changed.
ATHLETIC
COUNCIL: Phil Wright reported that Athletic Council has met twice since our last
meeting. A ceremonial groundbreaking
will be held for the Football Stadium annex during halftime of the Aggie-Miner
game on October 5. Construction is
scheduled to be completed by mid-August 2003.
The Athletic Department is in the process of securing funding for new
video scoreboards for the Pan Am Center.
All costs will be supplied by private sponsorship and the department has
already secured six sponsors. The
scoreboards can also be used for concerts, graduations and other special events
bringing in additional revenue. The
Aggies have a 63% graduation rate for student athletes – significantly higher
than UNM or UTEP. Jim Libbin joined the
council as the new representative from the College of Agriculture and Home
Economics.
FACULTY SENATE: Elliott Willman reported that the Faculty Senate had met and that they discussed the term dates for the Budget Committee members. The Faculty Senate wants to change the terms to run from January to January. The Faculty Senate is also working on four other proposals at this time.
CAMPUS PLANNING: Monica Smiggen reported that the Campus Planning Committee had met and that they reviewed two proposals. Martin Hoffmeister gave a status report. A proposal was submitted to build a bridge between Fringer Mall and parking lot #58. A student project and design were submitted for building the bridge. The proposal was made into a motion and passed. There was some concern about handicapped accessibility. A proposal was also submitted by Engineering to have a turbine that was installed at Elephant Butte and has been donated to NMSU be approved for display. Proposal approved. The Stadium Annex will begin and completion of the third floor will be completed by September 2003. The new Golf Course Club House should be complete in October of 2003. The Dona Ana Branch East Mesa will be ready by Fall of 2003. The Health and Social Services project should be ready by Spring 2004. The Parking Department will move to the new Police Department offices.
PAN AMERICAN ADVISORY
COMMITTEE: Norma Ledesma submitted the following report:
Recommendations for Improving the Pan American Center’s Operation
The Pan American Center Advisory Board has conducted a series of meetings
over the course of the past few months.
The Board has been charged with the task of making recommendations
toward the improvement of operations at the Pan American Center. The Board’s suggestions are presented
below.
As customer service is an essential element of any successful operation,
we encourage the Pan American Center to consider the following suggested
enhancements to their operation –
·
Increased
lighting at entryways.
·
Increase number
of locations to purchase tickets.
·
Directional
signage and directional information.
·
Better
coordination between ASA and the ticket office/make it easier for people to
purchase tickets.
·
Wider variety
and better quality of concession items.
·
More effective
traffic management plan.
Remaining competitive within an ever-changing market is also a key
objective
that the staff of
the Pan American Center should continue to focus upon. Suggestions in this area are
·
Continued
efforts toward rescinding the 5% governmental gross receipts tax.
· Make an investment in the structure of the facility with physical upgrades/enhancements to the facility.
a. Expand restroom facilities
b. Increase number of concession stands
c. Expand seating capacity
d. Replace damaged seating
e. Install handrails
· Explore various strategies to continue to bring in quality entertainment acts to the community.
· Explore creative means with which to market and promote athletic events.
NAMING
COMMITTEE: Bobbi Raub reported that the Naming Committee had met with the new
Director of the Art Gallery and discussed that there is no central inventory of
artwork on campus. They will be sending
people around to archive it so that it can be insured.
BUDGET
COMMITTEE: The Budget Committee met and sent a letter to President Gogue regarding
ING equipment funds. Information
regarding the funds is on hold until President Gogue makes his decision.
REPORT FROM THE CHAIR: Shaun made the following report:
Administrative Council. ACAP is now a part of the Roles and Rewards Task Force. The Chair of ACAP will serve on this Committee. The Council discussed concern for people who are eligible to receive supplemental compensation and why it takes a while for people to get paid. They will be trying to get that time reduced. Council was reminded that the deadline for nominees for the Regents Professorship Program is coming up. Dean Lacey from the Graduate School reminded the Council of Fun Fridays that the Graduate School is having for Graduate Students on assistantships. Christina Chavez-Kelly thanked us for helping with the September 11th Remembrance.
Administrative Council:
President, Vice-Presidents, General Council, etc.
Academic Deans’ Council, Deans’ Advisory Council:
Provost, Deans, Associate Deans, Campus Executive Officers, etc.
Department Head Positions with Academic Rank
Interim academic department heads with academic rank may receive an exception only if the majority of the department’s tenure-track faculty members petition the appropriate Dean or Campus Director.
All departments should begin the search process promptly upon the appointment of an interim person; interim positions are effective for a maximum of 12 months.
A motion was made and seconded that we forward this proposed policy on to President Gogue. Motion passed.
NEW BUSINESS: Replacements/Elections. Maureen reported that Annette Alvarez, a Classified Representative, has resigned from the Council. Viola McCormick, who is currently an Alternate, will fill her position.
Mark Buckholz has also resigned from ACAP and from the Fringe Benefits Committee. Ida Chavez has agreed to replace Mark on Council and Betty Berry will be contacted and asked to serve as an Alternate Representative for the Outside Las Cruces group.
Robert Medina will be our new Campus Planning representative.
Monica Smiggen will be our new Alcohol Use Committee member.
With no further business to discuss, a motion was made to adjourn. Motion seconded and passed.
______________________________ _______________________________
Paula Ross, Secretary Shaun Cooper, Chairperson
The Council has approved these minutes.
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NOTICE OF NEXT MEETING:
THURSDAY, November 13, 2002
New Mexico Department of Agriculture’s Conference Room
3190 Espina
3:00 P.M.
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