THE ADVISORY COUNCIL ON ADMINISTRATIVE POLICY
MINUTES OF THE REGULAR
MEETING
APRIL 14, 2005
MEMBERS PRESENT: Roger Hartley (F), Kurt Anderson (F), Bernhard Leinauer (F), Yolanda Baca (alternate for Tammy Anthony) (P), Maureen Camunez (P), Dario Silva (P), William Glenn (P), Norma Ledesma (P), Tim Nesbitt (P), Sandra Moreno (C), Christie Padilla (C), Tom Rubadeau (C), Genevieve Bauer (alternate for Nellie Rosales) (C), Paula Ross (C), Cathy Thomas (C), Phil Wright (OLC), Russell Hardy (Branch) and Linda Beavers (alternate for Ida Chavez) (Branch).
ALTERNATES PRESENT:
Steve Hussman, Linda
Beavers, Valerie Pickett, Yolanda Baca and Genevieve Bauer.
VISITORS: Denise Welsh (Director of Media
Technology, Dean Garry Carruthers (Business College), Janet May (Human
Resources), Kimela Miller-Loyd (Purchasing)
and Michael Rickenbaker (Director of Facilities, Planning and
Construction) .
Tim Nesbitt called the regular monthly meeting of the Advisory Council on Administrative Policy (ACAP) to order at 3:00 p.m. in room 105 of Wooten Hall.
Tim requested a change in the order of business to allow our visitors to present presentations to ACAP before we begin our business meeting. Tim introduced Dean Garry Carruthers from the Business College. Dean Carruthers requested time to meet with ACAP to give a presentation for making NMSU a Premier University.
Dean Carruthers circulated a handout outlining the proposed plan entitled Living The Vision: A Performance Plan For Excellence. The plan will be a new Mission statement with visions for the future of New Mexico State University. The Mission statement reads as follows: “New Mexico State University is the state’s land grant university, serving the educational needs of New Mexico’s diverse population through comprehensive programs of education, research, extension education and public service.” The vision for this Mission statement is that “by 2020, New Mexico State University will be a premier university as evidenced by demonstrated and quantifiable excellence in teaching, research and service relative to its peer institutions.
There are 4 key points to this plan. They include:
1. NMSU will be a Premier University
a. “Premier” defined relative to peers – To meet the vision of being a premier university, NMSU will be among the top quartile of defined peer institutions on 80% of identified measures of academic program and teaching quality, faculty quality and research productivity and economic benefit to New Mexico.
2. Only Six Goals
a. Each goal will have five or fewer objectives.
b. Each objective will have at least one quantifiable measure.
3. Requires annual review of the Living the Vision performance plan.
a. Integrated with strategic budgeting and performance evaluation processes.
4. Achievement strategies are developed by faculty and staff in each college, division and department.
a. Each unit is responsible for performance.
b. Each unit annually prioritizes 4-5 internal goals and objectives.
The six goals include:
1. To be the “University of Choice” for undergraduate education in New Mexico.
2. To be nationally and internationally recognized for its academic programs.
3. To have a high quality, diverse faculty, staff and student body.
4. To be nationally and internationally recognized in research and creative activity.
5. To serve as an engine for economic, social, educational and community development in New Mexico.
6. To be an excellent steward of all resources dedicated to achieving the vision of the University.
Dean Carruthers stated that NMSU is already at or exceeding the 80% measures
on many areas but we have some areas that need work. Our graduate programs need to be 20% of our enrollment.
Dean Carruthers asked that Council members review the plan and to get in touch with him on line with any comments.
Tim thanked Dean Carruthers for his presentation.
Tim next introduced Michael Rickenbaker, University Architect. Mr. Rickenbaker had requested time at our meeting to present a brief outline of the Master Plan for New Mexico State University. The proposed plan has been outlined and a copy was given to each member of ACAP for review. The proposed plan is being shown to many campus Councils, Committees, the Board of Regents, Faculty Senate, etc. for input before its final approval. Discussion followed on the outline. Tim thanked Mr. Rickenbaker for bringing the plan to ACAP for review.
Tim next called on Janet May to talk to us about our Long-Term Disability and Life Insurance plans. Janet said that bids had been sent out for coverage for our Long-Term Disability insurance and our Life Insurance plans.
Nine companies responded for our Life Insurance plan and three proposals were considered. The Insurance Committee has reviewed the proposals and recommends Ft. Dearborne Life as the carrier for our Life Insurance. There would be no increases in the premiums. The plans are the same as what we have now. The only change would be the vendor.
For our Long-Term Disability plan, seven companies responded. The Insurance Committee reviewed the proposals and recommends Ft. Dearborne as our new carrier. With the Ft. Dearborne plan, our rates will decrease by five cents.
The Insurance Committee recommends that the University change its vendors for these two insurance plans and award them both to Ft. Dearborne Life. A motion was made and seconded accepting the recommendation of the Insurance Committee. Motion passed.
Tim thanked Janet for her report.
Tim called for additions or corrections to the minutes of the March 10th meeting and the special meeting called for on March 17th to review the returned bids for our health insurance coverage for the next four years. One change was requested in the March 10th minutes. A motion was made and seconded to accept the minutes from the March 10th meeting with the change. Motion carried. A motion was also made and seconded to accept the minutes of the March 17th meeting. Motion carried.
The following
reports from our standing committees were either submitted in writing or
presented at the meeting.
FRINGE BENEFITS COMMITTEE: No report.
INSURANCE COMMITTEE: The Insurance Committee met with the vendors for life, long-term disability and AD&D to make a selection for NMSU. The decision was made and it will be presented to ACAP on April 14, 2005.
COMPENSATION COMMITTEE: Kelly Brooks reported that the Compensation Committee had not met.
FACULTY SENATE: No report.
ATHLETIC
COUNCIL: Phil Wright reported
that Athletic Council met on Thursday, April 7, 2005 at 5:30 p.m. in the Aggie
Scholarship Room of the
The Athletic Council approved a written proxy form for use in athletic council meetings. Members unable to attend may proxy their vote in writing to another member of the council to aid in the continuous issue of establishing a quorum. By rule no more than two written proxies may be used to establish a quorum.
The council appointed a sub-committee consisting of Joe Creed and David Rockstraw to draft a plan to restructure the council to place it under the direction of the NCAA Faculty Representative. The plan will develop a stronger sub-committee set that will change the focus of the council to be more of a working group. The committee will report with a recommendation at the next council meeting.
Athletic Directors Report: Dr. Boston reported on changes in the organizational structure of the Athletic Department. The main changes were the merging of the media relations and marketing departments and the addition of an Assistant Athletic Director for Student Development. He also reported that there will be meetings of the WAC schools the first week of May and will report at the next council meeting.
The council heard recommendations from Associate Athletic Director/Senior Women’s Administrator Maria Roth on the Male and Female Scholar Athletes for the Spring Commencement. The council voted to accept her recommendations.
The next meeting of the Athletic Council will be May 12, 2005 at 5:30 p.m. in the Aggie Scholarship Room.
CAMPUS PLANNING: Mark Medina submitted the following report.
The Campus Planning Committee Meeting took place on April 6, 2005 at 3:00 p.m. It was held at the OFS conference room.
The first item on the agenda was the approval of last month’s meeting held on March 2, 2005.
The second item on the agenda was for a door to be installed at the Policy Department’s training room facility. This is the AXED building behind the Police Department. The request was accepted and the motion to pass was approved by the committee.
The third item on the agenda was a presentation by Michael Rickenbaker, the University Architect. It was on the Master Plan for the University. The main emphasis was for the campus community to utilize (masterplan@nmsu.edu). He stressed to everyone what areas will need to be focused upon by the various entities and committees submitting their suggestions and/or requests to the Master Plan Team. The presentation of this plan is scheduled for Spring of 2006. Ben Woods also instructed Chuck McMann, a Dona Ana Planning representative attending the meeting.
The fourth item on the agenda was a presentation by Michael Rickenbaker. It covered the ADA survey. There are nineteen project types that were investigated and three levels of difficulty to achieve. All this information was compiled through studies and is available at the Architects office and most likely the library. The cost at this time is estimated at 7.6 million for the primary work to be done.
The last item on the agenda was a presentation by Steven Lopez. It was in reference to the much requested relocation of the access walkways and basically redoing lot 41. There are drainage problems and logistic failures due to improper design. These renovations would change the drainage to Locust street, create more handicap accesses, would increase the parking spaces from 172 to 236 available parking spaces. The surface would be rebuilt and last twenty years instead of five years and more lighting would be available for security. The completion of the major phases would be planned for Fall 2005. There was no cost estimate(s) given. The committee moved to pass the request. It was seconded and all were in favor.
No more items were on the agenda. Ken White adjourned the meeting until next month. There was no date scheduled for the meeting.
ALCOHOL USE COMMITTEE: Bernhard Leinauer reported that there was no activity to report from the Alcohol Use Committee.
NAMING COMMITTEE: No report.
PARKING CITATION HEARING PANEL. No report.
ENERGY TASK FORCE: Bernhard Leinauer reported that the Energy Task Force Committee met on Wednesday, April 13 at 7:30 a.m. but he was not able to attend and minutes have not yet been provided.
CHILD CARE COMMITTEE: No report.
ADMINISTRATIVE COUNCIL: Tim Nesbitt provided the following report:
The minutes of February 8, 2005, were approved as distributed.
No items.
Compensation Policy
– Distance Education (Gonzales)
Carmen reported that the current policy no longer fits the way we do business. The proposed wording revisions (distributed in advance to the Council members) do not change current practice related to compensation for faculty but rather are more general to reflect the varied distance education modalities now in use. Christina asked that all references to the AP&P be changed to Policy Manual.
The proposed revisions clarify that the responsibility for compensation of faculty offering distance education courses remains with the Dean/CEO of the college/community college in which the faculty member is appointed. The existing compensation practice among the various colleges remains the same. The revised policy has already been approved by the Associate Deans Advisory Council and the Academic Deans Council.
For clarification purposes, Dr. Flores asked that the proposed wording be redone indicating strikeouts for old wording and bold or italics for the new wording. Dean Brandon recommended listing the old wording in one column and the proposed new wording in another column, as preferred by the Faculty Senate.
Dr. Flores also asked that the reference to “summer” compensation be deleted. Community colleges will be treated the same as the on-campus colleges.
In response to a question from Brenda Shannon, Dr. Flores asked Carmen and Brenda to meet to discuss concerns regarding contract courses.
The proposed policy revisions, with the above changes, will now go to Faculty Senate and then return to this Council.
No items.
No items.
Aggie Day Update (Deb Widger)
Debbie reminded the Council that Aggie Day is scheduled for Saturday, April 9. To save money and ease traffic congestion, the location has been moved from University Avenue to Espina, the Horseshoe and the “Y” on College Avenue. There will be lots of events scheduled, including some that will have more learning/educational components. Christina encouraged everyone to get involved and to coordinate their activities with Debbie.
Addressing NMSU Buildings East of I-25
(Steve McCarty)
Steve McCarty distributed a draft map of a section of the campus east of I-25. The draft map has been presented to Campus Planning Committee. Street names and addresses need to be formalized so they can be entered into GIS and GPS coordinates for emergency response efforts. The addresses indicated are based on the county’s current grid. Steve asked that any concerns or comments be e-mailed to Ron Washburn at fnm@nmsu.edu.
Update on Equipment Inventory (Steve McCarty)
Steve McCarty distributed the latest report of scanned and unscanned inventory as of March 4, 2005. Eight-six percent of the tagged inventory has been scanned. Some departments have scanned their equipment but still need to turn in the signed certification sheet. All of the inventory needs to be accounted for by March 28 in order to be ready for the Board of Regents meeting on April 8. The missing inventory report will be brought to the Council’s April 12 meeting.
Dr. Flores asked managers to take immediate action to complete their inventory. Steve will e-mail the report to the various property coordinators who have not completed their inventory so they can see what is needed.
Update on Confidential Reporting
Mechanism (
Brenda reported that they have chosen an outside vendor for the confidential reporting line, which they are hoping to have established by May 1. The purpose of the line is to report suspected violations of policy, laws, regulations, etc. Additional information, as well as brochures and wallet cards, will be prepared and distributed to the NMSU community.
Broadbanding Sessions (Mack Adams)
Mack Adams reported that approximately 300 employees attended the recent broadbanding informational sessions. Two Spanish sessions will be held in Corbett Center on March 16. Additional sessions will also be held at our Community Colleges and some of the County Extension Offices.
Living the Vision – A Performance Plan for Excellence Update
(Carruthers)
Garry Carruthers distributed a copy of a powerpoint presentation of Living the Vision document and a timetable for its review. The document includes our mission statement and a vision statement indicating that by 2020, NMSU will be a premier university as evidenced by demonstrated and quantifiable excellence in teaching, research and service relative to its peer institutions. To be “premier” NMSU will need to be among the top quartile of defined peer institutions on 80 percent of identified measures of academic program and teaching quality, faculty quality and research productivity, and economic benefit to New Mexico. The vision will contain only six goals. Each goal will have five or less objectives. Each objective will have at least one quantifiable measure. The vision requires an annual review of the Living the Vision performance plan. Achievement strategies are developed by faculty and staff in each college, division, and department.
The key point is that the document will define the foals and objectives, but how we reach those will depend on where your college, division and/or department is currently. Colleges along with their faculty and staff are encouraged to pick five or six goals that are the drivers of their programs and that really make a difference in their college. The powerpoint presentation as well as a comment form are available on the web, either from our home page or at http://ltv.nmsu.edu. Dr. Carruthers encouraged members to review the document and provide their comments.
Update on Hotel/Conference Center
(Rickenbaker and Ayers)
Michael Rickenbaker explained that the university is pursuing interests of potential third parties who would provide monetary resources as well as experience in running a hotel/conference center. The golf course clubhouse area is a possible site because of the view. Fred Ayers distributed a survey about potential use of a hotel/conference center. He asked anyone who might have a need for such a facility to complete the survey. Survey responses are due to Fred by March 31.
The hotel/conference center is intended to be complimentary and not competitive with the city’s plan for a convention center. We also expect that the hotel/conference center will provide opportunities for our students, faculty, and staff in the department of Hotel/Restaurant/Tourism Management.
Master Plan Presentation (Michael
Rickenbaker)
Michael explained the elements of the master plan roll out. The initial element is to notify the campus community this semester that we will be preparing a master plan and requesting feedback on the master planning process issues, strengths, and weaknesses. The next step will be to select a master planning team that will guide us through the process and to negotiate the contract. In the summer data collection will be taking place, as well as an analysis of existing campus conditions by the design team. In the fall there will be a series of design workshops with intense planning sessions. The existing master plan will be used only as a reference point. Dr. Flores encourage members to provide their input on this process.
Fred Ayers
distributed a handout describing some of the classrooms, conference rooms, and
video conferencing fees at our new
Energy Conservation Posters (Rich
MacRorie)
Rich MacRorie distributed postcards reminding everyone to help save energy. Posters and stickers are also available. Please e-mail any suggestions or report energy waste to energy@nmsu.edu.
Other Announcements
Christina distributed a nomination form for the 2005 YWCA Recognized Achievement Award. The awardees luncheon will be held on Thursday, April 14 at the Las Cruces Hilton.
Christina also announced that NMSU has been asked to participate in the March of Dimes WalkAmerica on Saturday, April 30 at Young Park.
Miriam reported that they had received over 2,500 responses to the Employee Climate Survey and are compiling over 9,000 comments in a data base. Additional information will be provided soon.
Next Meeting: Tuesday, April 12, 2005, 8:30 a.m., Corbett Center, Room 210.
Tim attended the Board of Regents Meeting on April 8. At the meeting he talked to the Regents about what ACAP has been doing.
President Martin talked about our compensation package for the next fiscal year. The legislature approved a 2% salary increase but .75% must go to help strengthen our retirement fund. That leaves 1.25 available for raises. The University will give us each a 2.25% salary increase across the board. People who make less than $30,000 will receive an additional break because their health insurance premium will not be increased.
OLD BUSINESS: None.
NEW BUSINESS: Communication. Tim distributed a handout discussing some thoughts that he and the Executive Committee (Tim, Tammy Anthony, Norma Ledesma and Paula Ross) had at their last Executive Committee Meeting. Included in the handout was a statement to reaffirm and clearly communicate ACAP’s role in representing the staff at NMSU.
The Executive Committee would like for Council members to read and reread it again before our next meeting and we will discuss this statement, make any suggested changes and add it to our web page.
Election for a Replacement from the Classified (Non-Exempt) Staff. ACAP recently had one of its Non-Exempt (Classified) members resign. All of the alternate Classified members agreed that if elected, they would fill the vacancy. An election was held and Beatrice Pacheco was selected to fill the vacancy.
ACAP expresses their sincere sympathy to Tammy Anthony on the recent deaths of both her Grandfather and Father within a week or so of each other.
With no further business to discuss, the meeting was adjourned.
___________________________ ________________________
Paula Ross, Secretary Tim Nesbitt, Chairperson
The Council has not approved these minutes.
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NOTICE OF NEXT MEETING
THURSDAY, MAY 12, 2005
CORBETT
CENTER
3:00 P.M.
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