THE ADVISORY COUNCIL ON ADMINISTRATIVE POLICY

MINUTES OF THE REGULAR MEETING

AUGUST 12, 2004

MEMBERS PRESENT: Bobbi Raub (F), Kelly Brooks (alternate for Tina Byford) (P), Maureen Camunez (P), Tammy Anthony (alternate for William Glenn) (P), Norma Ledesma (P), Christie Padilla (C), Ida Quinones (C), Bea Pacheco (alternate for Nellie Rosales) (C), Paula Ross (C), Cathy Thomas (C), Linda S. Beavers (OLC) and Ida Chavez (OLC).

ALTERNATES PRESENT: Kelly Brooks, Tammy Anthony and Bea Pacheco.

VISITORS: Diana Quintana.

Norma Ledesma called the regular meeting of the Advisory Council on Administrative Policy (ACAP) to order at 3:00 p.m. in the Jerry Shaw Conference Room of Goddard Hall.

Norma called for additions or corrections to the minutes of the May ACAP meeting. A correction was made to change the starting time of the meeting from 3:30 to 3:00. A motion was then made and seconded to accept the minutes as corrected. Motion passed.

FRINGE BENEFITS COMMITTEE: Cathy Thomas reported that the Fringe Benefits Committee had not met.

INSURANCE COMMITTEE: The Insurance Committee has not met but will have their first meeting on September 3 at 1:30 in Hadley Hall.

COMPENSATION COMMITTEE: Kelly Brooks reported that the Compensation Committee has not met.

FACULTY SENATE: Has not met.

ATHLETIC COUNCIL: No report.

CAMPUS PLANNING: No report.

ALCOHOL USE COMMITTEE: No report.

NAMING COMMITTEE: Bobbi Raub submitted the following report.

Summer 2004 Naming Committee Report

Meeting of May 25

Discussed a request from the Ag College to name one of the greenhouses at the Fabian Garcia Science Center the “Tom Wootten ‘Dry Country Plant’ Greenhouse.” Mr. Wootten donated it to the Department of Agronomy and Horticulture in 2001. His family foundation has made several monetary gifts to the college in the past. The motion was made and seconded to name the greenhouse in Mr. Wootten’s name. It passed unanimously.

Discussion continued on the art inventory situation. Although the charge has been given to the art gallery to create a campus-wide inventory of art, conduct professional appraisal of all university art, designate a custodian of art for each college, develop inventory forms for campus-wide use, and create and maintain a database of artwork, necessary staff was not available. Partial funding was given for a part time position but it is for a temporary position only.

Discussion continued regarding uniformity of donor recognition signage. Steve McCarty was asked to submit a recommendation regarding size and progress for where to whom people should see for signs.

Meeting of August 10

The Committee considered a request to rename the New Mexico Space Grant Building (Building #212) the Sugerman Space Grant Building. The request came from Patricia Hynes, Director of the NM Space Grant Consortium, through Steven Castillo, Dean of the College of Engineering. The family has established an irrevocable gift of $250,000 to the Foundation to honor Mr. Sugerman’s involvement in the University and interest in space. The motion was made and seconded to rename Building #212 the “Sugerman Space Grant Building”. The motion passed unanimously.

The Committee heard a report from Dean Cruzado-Salas pertaining to the Art Gallery’s charge to inventory all art belonging to NMSU. The charge is a lengthy one and there was only funding for a temporary part-time position. The cost to get an appraiser on campus is between $20,000 and $60,000. There is much groundwork to be accomplished prior to an appraiser’s visit.

The Committee received notification of a private unveiling of Monagle Hall for the Administrative Council, Regents and Monagle family on September 8, 2004.

BUDGET COMMITTEE. No report.

PARKING CITATION HEARING PANEL. The panel has not met. Christie Padilla, an ACAP representative on the Parking Citation Hearing Panel, talked about a recent problem at a scheduled hearing. Panel members are not employees of the Parking Department but volunteers that serve on the panel. At this hearing, there were not enough panel members present to hold the hearings and the hearings had to be cancelled. Members of the panel who are not able to attend a scheduled hearing are urged to find a substitute so that this will not happen again.

Norma and Viola McCormick attended a meeting about parking options. Lots of brainstorming took place at this meeting. City police will be monitoring off campus parking (vacant dirt lots and side street parking) around campus more closely. People will be getting tickets.

ENERGY CONSERVATION COMMITTEE. No report.

CAMPUS CLIMATE SURVEY TASK FORCE. The Committee met about a month ago. Miriam Meyer and Judy Bosland have put together a group of questions regarding benefits and the work environment and are now narrowing it down to a more workable questionnaire. The questionnaire should be sent out in October. ACAP members are requested to encourage their fellow workers to complete and return the questionnaire.

ADMINISTRTATIVE COUNCIL AND REPORT FROM THE CHAIR. Regents Retreat and Meeting held in Ruidoso on July 19 and 20. The meetings centered around NMSU’s values, goals and targets. Discussions were held on ranking systems – where we stand and what can/should we do about it, strategies and tactics for increasing enrollments, utilizing and optimizing the branch campuses, embracing diversity as a commitment to excellence and focus and themes of major fund-raising campaigns.

A statewide project that will benefit NMSU (main campus and branches) is the GO Bond Election to be held in November, 2004. Items that will be included on the ballot include:

1. CHE statewide infrastructure renovation and expansion -- $11,428,000

2. CHE information technology -- $4,410,000

3. CHE statewide ADA -- $1,789,000

4. CHE academic library acquisition -- $3,888,000

Specific NMSU related projects:

1. Renovation and expansion of O’Donnell Hall -- $9,500,000

2. DABCC – East Mesa Phase III -- $3,500,000

Other:

The Board of Regents approved leasing office space for the College of Extended Learning in the Compass Bank Building on Louisiana Blvd. in Albuquerque and the sale of 23 acres of land west of Stern Drive in Las Cruces. Renovations and additions to Foster Hall and the Pan Am Center will start in January, 2005.

At the Administrative Council meeting, Katrina Doolittle presented a film on safety response lines and presented a list of safety training workshops the Safety Office will be offering. In September there will be unannounced fire drills. Inventory is still a problem with too many things still missing. Dean Carruthers presented a condensed version of the strategic plan that is more in line with President Martin’s goals for the University.

OLD BUSINESS: None.

NEW BUSINESS: Attendance. The Executive Board of ACAP (Norma Ledesma, Maureen Camunez, Tim Nesbitt and Paula Ross) recently met and discussed attendance. According to our by-laws, “Primary representatives are requested to attend the monthly meetings on a continuous basis or send an alternate in their place. If a primary representative does not attend two consecutive meetings or fails to have an alternate attend, ACAP may replace the primary representative with an appropriate alternate”. Furthermore, it is the responsibility of the primary member to arrange for a substitute. Executive Board has decided that it will be more closely monitoring the attendance of Council members and will send a letter to any member who misses two consecutive meetings or fails to have an alternate attend in their place. Executive Board feels this is necessary because we are elected representatives for our peers.

Meeting Place. It has been suggested that we change meeting places on a semester basis. We had thought about meeting in the Jerry Shaw Conference Room in Goddard for the Fall semester, but even with the low turn out at this meeting, we felt the room was too small. We will see if the Conference Room at the New Mexico Department of Agriculture is available for next month and check on the availability of other places for our meetings. Suggested places to check included the Fulton Center, the Pan Am Center and the new Golf Course Complex.

Expiring Terms on ACAP Committees. Kelly Brooks has served three years on

the Compensation Committee and would like for someone else to have the chance to serve.

Oscar Perez has served for the last year as the liaison to the Faculty Senate. His term has expired and we need to elect a replacement.

Mark Medina as been promoted and is no longer a classified employee. We will select his replacement from the Alternates. He would like to remain on the Campus Planning Committee and represent ACAP until his term expires.

Mark Medina also served on the Classified Personnel Grievance Board. Ida Quinones agreed to serve out his term through January of 2006.

We tabled filling Kelly’s appointment on the Compensation Committee and asked her to reconsider and let us know at our next meeting. Since we had such a low turnout of Faculty and Professional staff, we will also table the Faculty Senate Liaison until our next meeting.

With no further business to discuss, the meeting was adjourned.

___________________________ ________________________

Paula Ross, Secretary Norma Ledesma, Chairperson

The Council has approved these minutes.

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NOTICE OF NEXT MEETING

THURSDAY, SEPTEMBER 9, 2004

New Mexico Department of Agriculture Conference Room

3190 Espina

3:00 P.M.

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