THE ADVISORY COUNCIL ON ADMINISTRATIVE POLICY
MINUTES OF THE REGULAR
MEETING
February 12, 2004
MEMBERS
PRESENT: Bobbi Raub (F), Mary
Hoke (Alternate for Karin Wiburg) (F), Elliott Willman (F), Tina Byford (P),
Tammy Anthony (Alternate for Maureen Camunez) (P), Kelly Brooks (Alternate for
Shaun Cooper) (P), William Glenn (P), Norma Ledesma (P),
VISITORS: Stephen Lopez, Campus Police Department, Cheri Lambert, Fringe Benefits Committee and Diana Quintana, Personnel Office.
ALTERNATES PRESENT: Candice Guzie.
Norma Ledesma called the regular meeting of the Advisory Council on Administrative Policy (ACAP) to order at 3:00 p.m. in room 297 of Gerald Thomas Hall.
Norma introduced Stephen Lopez from the Campus Police Department to the Council. Steve presented a handout regarding a parking permit change proposal for FY 2004-2005. The proposal is as follows:
In order to better meet the fiscal needs of improving the condition of parking lots on campus and to provide funding for a new parking lot in accordance with the vote of the student body, the following increases in parking permit fees are proposed:
Type: Annual Spring Summer Only Notes:
Commuter
Student $35.00 $21.00 $15.00 $10/yr increase
Campus
Resident $35.00 $21.00 $15.00 $10/yr increase
Outer-Lot
Employee $35.00 $21.00 $15.00 $5/yr increase
Faculty/Staff $70.00 $39.00 $23.00 $5/yr increase
Special
Permit $135.00 $74.00 $40.00 $5/yr
increase
Motorcycle $35.00 $21.00 $15.00 $10/yr increase
Moto/Auto
Student Combo* $60.00 $34.00 $20.00 NEW
Moto/Auto
Staff Combo #1* $60.00 $34.00 $20.00 NEW
Moto/Auto
Staff Combo #2* $95.00 $51.00 $27.00 NEW
Visitor:
Daily and Weekly FREE No
Change
Annual Outer-Lot $35.00 $5/yr
increase
Annual All Access (any lot) $105.00 $5/yr
increase
*The Moto/Auto Combo has been developed in response to motorcycle riders who need to drive a car on inclement weather days or when they occasionally have a large number of items to bring with them. It provides a discounted price for purchasing both the motorcycle and automobile parking permits.
Steve asked for the approval of the proposal by the Council. Discussion followed and a motion was made and seconded that the Council accept the proposed changes contingent on a pay raise from the legislative session in Santa Fe. The motion passed with two in opposition.
Steve also asked for volunteers to
serve on a committee for campus parking.
Bobbi Raub, Cheri Lambert, Kelly Brooks and
Norma thanked Steve for making his presentation to the Council.
Norma called for additions or corrections to the minutes of the January ACAP meeting. A motion was made and seconded to accept the minutes as written. Motion passed.
FRINGE BENEFITS COMMITTEE: Cathy Thomas, Chair of the Fringe Benefits Committee, reported that the Fringe Benefits Committee met twice since the last ACAP meeting – on January 23rd and February 9th, 2004.
At the January 23rd meeting, Katrina Doolittle, Safety Office, attended to discuss “Time-off for Fitness Wellness Programs”. Katrina provided some information to the Committee on various wellness programs around the country. It was decided to table the issue due to time constraints to give the Committee time to review the information.
Officers were elected with Cathy Thomas remaining as Chair and Estela Guerra remaining as Secretary.
At the February 9th meeting, the Committee reviewed results on the Compressed Summer Hour Survey and a lengthy discussion was held. A recommendation was prepared for ACAP.
The issue of Time-off for Fitness/Wellness Program was brought back to the table and a member of the Committee provided more information. Discussion was held regarding what exactly the role of the Committee was in this issue and what type of recommendation they should make. A draft recommendation was prepared and will be finalized at the March meeting.
The next meeting of the Fringe Benefits Committee will be held on March 15th at 1:30 p.m. in Breland Hall, Room 333.
The following is the recommendation on Condensed Summer Hours that the Fringe Benefits Committee is recommending to ACAP:
After reviewing and discussing the survey results provided by Institutional Research and Planning, the Fringe Benefits Committee tried to come up with a recommendation that would cause the least amount of adjustment while still providing a benefit to employees. We would recommend that, if possible, the summer hours being the summer of 2004 with an evaluation made after each year as to whether condensed hours would continue. Our recommendation is as follows:
The Fringe Benefits Committee recommends that the University go to a compressed summer hour schedule effective Summer ’04 (if possible). Summer hours would be in effect from the first Monday in June through the last Friday in July and would be Monday – Thursday from 7:30 a.m. to 5:30 p.m. with an hour for lunch and Fridays from 7:30 a.m. until 11:30 a.m. Employees will continue to work a 40-hour work week (prorated based on FTE), with the University administration to address the July 4th holiday when affected. Departments are expected to have adequate staffing during the hours of University operations.
Discussion followed. A motion was made to accept and send forward for approval the recommendation on Compressed Summer Hours as recommended by the Fringe Benefits Committee. Motion passed.
INSURANCE COMMITTEE: Tina Byford, Chair of the Insurance Committee reported that the Committee had not met but through e-mails they are working on a provider for our dental plan. They should have a provider by our next meeting.
COMPENSATION COMMITTEE: Kelly Brooks, member of the Compensation Committee reported that the Committee met on January 30th. Discussion centered on the distribution of raise dollars. The Committee decided to break into groups to review the current policy regarding raise dollars for Faculty, Classified and Professionals. The Committee is looking for options that would provide greater flexibility to address such issues as peer salaries or other discretionary funding pools. One possibility is that in years where raise dollars are low (such as 1 to 2%) that the dollars not be distributed into small merit portions – just do an across the board percentage. The Committee hopes to come forward to ACAP with a specific recommendation before the end of the semester. The next meeting of the Compensation Committee will be on Friday, February 27th at 9:00 in the NMDA Conference Room.
FACULTY SENATE: No report.
ATHLETIC COUNCIL: Phil Wright reported that they have not met.
CAMPUS PLANNING: Although he was not able to attend, Robert Medina submitted the following report:
The Campus Planning Committee met on Wednesday, February 4th in the OFS Conference Room. Items on the agenda included:
1. Installation of new windows on the west side of Genesis Center B building.
The addition was paid for through rent monies. Motion passed.
2. Approval of the Gerald Thomas West end façade changes to the Hotel,
Restaurant and Tourism Management (HRTM) project. Richard Kaselow, University Architect, explained the modification and showed a design with the overhead projection. Ben Woods further explained that the HRTM program needs more lab space for training and potential for acquiring money for the program from outside sources. The monies for this project have been secured through donor gifts. No time schedule given. Motion was passed by the committee.
3. Approval of the New Canteen signage and lighting on the west side of the new
Health and Social Service Building. The sign will be a neon type with white lettering. Mike McDonald from Health and Social Services was representing the Department. The sign’s primary purpose would be to draw attention to the establishment. It would not provide enough lighting for security purposes at night. A concern was brought up that displaying the neon-type light may give others a reason to display lights or signs on their building. A brief discussion ensued on who should decide if the neon sign should be displayed over the entrance to the canteen. Ken White suggested that the decision should be put to a vote by the Health and Social Service people and so should other projects like this one. The request for approval for the signage was tabled until next meeting. Mr. McDonald will attempt to provide the committee with more information on a consensus or survey.
4. Approval of the signage for the Student Club at the Corbett Center. Richard
presented an overhead displaying the location of the Student Club – east side of Corbett Center. The structure has not been easily visible from the sidewalk running north to south. This type of sign would be mounted on the existing structure and would give the Student Club establishment better notice ability. The committee passed this motion.
5. Approval of signage at Pete’s Place Cyber Café at the Corbett Center. The
sign is a neon type-black light sign. It will be displayed adjacent to the Student Club sign. A concern was that the signs would not be consistent with each other. The signs are being paid for by the establishment funds. This was approved by the committee.
6. Approval of a façade modification at the Tejada Annex (on Knox Street).
This would be to accommodate the Food Product Development Lab. Richard presented a drawing of the modification. It would sit looking west of the Tejada building off of Knox Street. The modification will add double doors for servicing a new pasteurizing piece of equipment purchased with grant money. Also, some windows on the exterior walls will be added with utility space inside of the building. This was approved by the committee.
7. Approval of a façade modification at the Sanitary Engineering Research Lab
off of Knox Street. Its primary purpose is for the relocation of the NM Space Grant offices. The renovation will be paid for with space grant soft money. There was not a design plan available at this time but is forthcoming. This project was also approved by the committee.
9. (went before #8) per Ben Woods request. It is the Art Gallery addition at
Williams Hall. Presently the Administrative office area for the Director and office staff is inconvenient and very noisy. A method to reduce the noise level was researched but would not be cost effective, according to Ben Woods. Utilizing an existing area at Williams to develop new offices would be more efficient and less costly. The funds would be made available through the Art Department. There was not a design plan available. This project was approved by the committee.
8. Ben Woods talked to the committee about the status of the Housing Projects.
He is very pleased with Ms. Jennifer Taylor, Director, and her staff for their work and plans to turn the Housing Program around in a very positive turn. There will be new sites for family housing, more beds available for students and families in the housing areas. No mention of a cost analysis at this time. The committee strongly requested to invite Ms. Taylor to give a presentation some time soon.
There was also a mention of a Community Center design on campus to service
the campus community. There are three proposals that have been submitted. The committee requested these proposals to be tabled for the next meeting or meeting after and more information to be provided by the project manager. Ben Woods did say that the source(s) of monies available for these types of projects are usually Housing Revenue Bonds.
10. Update on Foster Hall Building – Biology. An NIH grant application is to be
submitted by February 18, 2004. But the schematic design available at this time will be applicable to continue the project. Ben Woods gave the information on the 12 million dollar request from the State Legislature. Only nine million will be received. Jim McDonough will make two million available for completion of the project. He will obtain the funds through the Plant Fund.
11. Update on O’Donnell Hall. Richard present an architectural drawing sketch
of the remodeling project. The addition will be approximately 30,000 square feet. Ben Woods estimates it will cost approximately $12 million. The university is looking to the State Legislature, CHE and Board of Regents for the financial support.
12. The Pan Am Center is a 23 million dollar renovation project. According to
some research Ben Woods did on a Texas Tech University new facility, to build a new facility that would suit NMSU and the community, it would probably cost 60 million dollars. He said the renovation would be a good investment for the next 15, 20 or 25 years. The fund for this project may come available through freeing up some long-term debt and acquiring new bonds to pay for the project.
The next meeting of the Campus Planning Committee is set for the first Wednesday in March.
ALCOHOL USE COMMITTEE: Bernhard Leinauer was not able to attend the meeting but sent a report saying that there was one request for serving alcohol since our last ACAP meeting. He voted to approve the serving of alcohol for a reception/dinner at Corbett Center for Judge Segal.
NAMING COMMITTEE: Bobbi Raub reported that the Committee met on January 13th. They voted to change the name of the Women’s Residence Center (WRC) to Monagle Hall and the single story section of Vista del Monte to Cervantes Village. The Monagle and Cervantes families are both longtime supporters of NMSU.
BUDGET
COMMITTEE:
PARKING CITATION HEARING PANEL: Has not met.
ENERGY CONSERVATION COMMITTEE: The Committee has not met but will be meeting on February 19th.
CAMPUT CLIMATE SURVEY TASK FORCE: Cathy Thomas gave the following report:
The first meeting of the Campus Climate Survey Task Force was held on Monday, February 9th. This task force was established by the President in response to recommendations made by the Roles and Rewards Staff Subcommittee that the University conduct an employee survey to ascertain how employees feel about their jobs, workplace, etc. The CCSTF is made up of representative members of the University community (i.e., ACAP, Cooperative Extension Service, Roles and Rewards Subcommittee and Steering Committee, Commission on the Status of Women, Hispanic Faculty/Staff Caucus, Dona Ana Branch, Alamogordo Branch, Grants Branch, Office of Institutional Research and Personnel). At the next meeting the Committee will be reviewing a potential list of questions for the survey. The Committee is currently soliciting input from their constituents as to what areas, themes, topics or questions employees would like to see addressed by the survey. They also want to know what kind of rewards (other than money) would make people happy. Cathy requested that anyone who wanted to make suggestions or comments e-mail Cathy at cthomas@nmsu.edu or Maureen Camunez at mcamunez@nmsu.edu. They would like to have any input by March 1, 2004. The Committee hopes to have the survey ready by the end of Spring, an analysis done over the Summer and the results out in the Fall.
REPORT FROM ADMINISTRATIVE COUNCIL AND REPORT FROM THE
CHAIR: Norma reported that she and Maureen had attended the Board
of Regents Meeting in Santa Fe on January 26th. The Regents passed the Tellbrook Road
Extension plan and a proposal for an American Indian Cultural Center was
introduced.
Administrative Council. A proposed change in the signature process
for Classified and Professional evaluations has been suggested. The suggestion comes as a result of the broad
banding program that is in the experimental stages in several locations on
campus. The proposed change would allow
for the reviewers signature on Classified and Professional performance
evaluations to come after the employee’s signature. Reviewer’s comments would not be added until
after the evaluation.
After discussion, a motion was made
and seconded that ACAP recommends that the way signatures are handled on
Classified and Professional evaluations stay the same and that we recommend
that the sequence of signatures not be changed.
We recommend that the idea be reviewed once broad banding is in place
University wide. Motion passed.
Cell Phone Policy. The following is a new Cellular Phone Usage
Policy that has been adopted as of February, 2004.
Cellular Phone Usage Policy
February, 2004
The
existing policy located in AP&P
manual Chapter 3, section 3.75 Personal Use (of University Resources) [new
policy] Telephones and Fax machines should be modified to remove all references to cellular
phone or phones.
A new
heading should be added called Cellular
or Mobile Telephones as
follows:
Cellular or Mobile
Telephones
University-owned
cell phones
Cell
phones may be used for business calls.
All cell phones to be used specifically or primarily for business purposes
should be purchased and owned by New Mexico State University. Administrative units are responsible for
determining when an employee needs a cell phone to fulfill job
responsibilities. Since cellular
telephone plans are based on the number of minutes anticipated to be used per
month, the smallest plan available to accommodate the business need should be
selected. No employee may approve his or
her own cellular service plan.
Provider: New Mexico State University is partnered with
Alltel Communications and Verizon under the negotiated State contract. The contract provides discounted pricing and
the ability to move between service plans.
Call Information and Communication Technologies at 646-3284 for more
information.
Equipment: Baseline cell phone equipment and the most
economical usage plans should be purchased.
The individual must pay personally for any upgrade, unless specific
business needs require it. Employees are
responsible for the safekeeping and care of their cell phone.
Purchase
and Payment: For purchases, make
arrangements directly with the provider of choice. The most economical service plan that meets
individual business needs must be chosen.
Any employee is eligible for a University-owned cell phone, but should
check with their supervisor or department head regarding department
procedures. At a minimum, the supervisor
must provide written authorization for a university-owned cell phone and the
associated service plan.
Personal
calls: University cell phones must be
used primarily for business calls; personal calls are restricted. If personal calls are placed or received, the
individual must reimburse the University for the personal minutes, up to any
total overage charge shown. Providing
that personal calls are kept to an absolute minimum, and that the most
economical service plan that meets business needs has been chosen, no
portion of the basic, routine monthly charge for service and plan-allotted
minutes need be reimbursed. Specific
personal calls should always be marked on all invoices and statements.
Individually-owned
cell phones
Employees
may use personally owned cell phones to make an occasional business call if
needed. Reimbursement is available for
minutes spent on a business call, only up to the total overage charge shown
on the invoice. For reimbursement of
such charges, the individual should make personal payment to the provider, then
must submit a request for reimbursement, listing the individual as the
payee. A copy of the invoice should be
attached, with the separate business-call charges clearly marked.
No
portion of the basic, routinely monthly charge for service and plan-allotted
minutes will be reimbursed.
Administrative
Council passed this new policy.
Norma also reported that the Health and
Social Services Building ribbon cutting ceremony would be on March 8, 2004 at
1:30 p.m. The Presidential Search and
the Vice President for Research and Economic Development Search are ongoing and
the Dean of Engineering and the Personnel Director Searches have been
completed.
OLD BUSINESS: None.
NEW BUSINESS: “Aggie Day” 2004. Norma handed out information regarding “Aggie Day” 2004. The purpose of “Aggie Day” is to provide New Mexico State University with a festival that will unify the campus and the Las Cruces community on a large scale. The festival will include the celebration of the 115th anniversary of the establishment of NMSU.
“Aggie Day” will encourage unity between the students of all the college organizations and promote collaboration with the community. “Aggie Day” will be a day filled with university recognition, entertainment performances, group activities, philanthropy, food and other surprises. New Mexico State University has so much to offer by means of its organizations and various collegiate clubs. “Aggie Day” will provide the forum for these organizations to inform the public, fellow students, alumni, and prospective students on all of the various activities they are involved with.
“Aggie Day” will be held on April 17 from 3 pm until 10 pm on University Avenue from Espina to Jordan.
ACAP has been asked to promote “Aggie Days” as much as possible.
Election of Chair-Elect and Secretary. A motion was made to accept
With no further business to discuss, the meeting was adjourned.
___________________________ ________________________
The Council has approved these minutes.
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NOTICE OF NEXT MEETING
THURSDAY, MARCH 11, 2004
MEETING WILL BEGIN AT 2:30 IN THE LARGE CONFERENCE ROOM IN HADLEY HALL
ACAP WILL HAVE ABOUT AN HOUR FOR OUR MEETING AND THEN
GO TO CORBETT CENTER FOR THE PRESENTATION OF THE ROBERTS AWARD AT 4:00
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