THE ADVISORY COUNCIL ON ADMINISTRATIVE
POLICYMINUTES OF THE REGULAR MEETING
February 9, 2006
MEMBERS PRESENT: Cherri Lambeth, Steve Hussman (alternate for
Bernd Leinauer), Genevieve Bauer, Russsell Hardy, Phil Wright, Tom Rubadeau,
Ida Chavez, Bill Glenn, Tina Byford (alternate for Norma Ledesma), Elliott
Willman (alternate for Kurt Anderson), Jane Boykin, Nellie Rosales, Dario
Silva, Tim Nesbitt, Yolanda Baca (alternated for Maureen Camunez), Mary Hoke,
Paul Ponce, Diana Quintana, Sandra Moreno, Terri Giron
CALL TO ORDER AND REVIEW OF MINUTES
Tammy Anthony called the
regular monthly meeting of the Advisory Council on Administrative Policy (ACAP)
to order at 3:09 pm. The meeting was
held at Wooten Hall room 105.
The minutes of the January
19, 2006 meeting were presented and approved without modification.
Tammy Anthony provided a list
of new members elected into ACAP at the most recent election. Details of the election results are included
in the minutes of the January 19, 2006 meeting.
OLD BUSINESS:
Committee Reports:(written
summary of all committee reports was distributed)
Ø
Contained within
the written summary of the committee reports under the Faculty Senate Liason
section a question was raised about the statement about concerns. The first concern listed is “Separation of
Religion”. The question is “separation”
from what? The item was tabled for
discussion with Mary Hoke as she was not present at the time this discussion
occurred.
Ø
By-Laws Committee
Report: A detailed edit and review of
the by-laws of ACAP was provided to the membership. Regarding the appropriate level of
representation on ACAP, the current membership recommends that Diana Quintana
bring back to ACAP a suggestion as to how to ensure that a proper level of
representation could be achieved.
Specifically Diana Quintana will address the question: Is the membership definition of what
constitutes a department providing the appropriate level of representation?
The
description of the role of the recording secretary will be changed to read.”
The Recording Secretary will prepare accurate records of all business meetings
and will transmit those records on a timely basis to ACAP membership.”
Other
edits indicated on the provided working copy will be incorporated into the
by-laws and the document will be brought back to ACAP at the March meeting for
further discussion and possible approval.
Ø
Hired ACAP
Secretary: Only one applicant was
available for consideration for the paid secretary position for ACAP. The membership was reminded that President
Martin had approved a provision of $10 per hour for up to ten hours per month
for a paid secretary for ACAP. A motion
was seconded to offer the position to the applicant as soon as possible.
Ø
Background Review
Policy: A few groups on campus have
requested more time to provide feed back to the administration regarding the
Background Review Policy. Diana Quintana
reported that she intended to extend the feed back period. Issues of concern discussed included the cost
of background checks on students, the effect on hiring timeliness,
applicability to foreign nationals being hired, and redundancy of the
background check when current employees experience a promotion. Diana Quintana advised the membership that the
background review policy would not be applicable to independent
contractors. Diana Quintana commented
that it is impossible to address every scenario in the policy. The membership was reminded that they were welcome
to provide their input to Diana Quintana via email. Diana provided her email address.
Ø
Policy Manual
Review : The policy manual review
process is on-going. ACAP’s
representatives are Yolanda Baca and Dario Silva.
NEW BUSINESS:
Ø
Nominate and Vote
for “Chair Elect” and “Secretary”
o
Tim Nesbitt was
nominated and elected Chair Elect by acclamation
o
Phil Wright was
nominated and elected Secretary by acclamation
Ø
Alternate ACAP
Positions
o
Faculty Alternate-Kathleen
Chinn
o
Non-Exempt
Alternate-Cindy Bullard
Ø
Fill Committee
Openings
o
Building Naming
Committee-Genevieve Bauer volunteered to fill the position which has an open
term
o
Personnel
Grievance Board (Exempt) Bill Glenn volunteered to fill the position with a
termination date of January 2009
o
Personnel
Grievance Board (Non-exempt) Sandra Moreno volunteered to fill the position with
a termination date of January 2009
Ø
New Business from
membership
o
Genieve Bauer
requested that the six answers to the twenty-one questions addressed in meeting
with Bishop Ramirez be posted on the ACAP website.
o
Mary Hoke reports
that it appears that many community events are taking scheduling priority over
NMSU activities. Tammy Anthony will
invite a representative of
o
Bill Glenn
requested that ACAP recommend that the campus community be given an opportunity
to be involved in discussions regarding the naming of the Dona Ana Branch. Tammy Anthony will invite Maureen Howard to
the next ACAP meeting to discuss the issue.
Ø
Report from the
Chair and Past Chair
o
Tim Nesbitt
reported that he attended the Board of Regents meeting in
o
Tim Nesbitt
reported that the minutes from the January 10 Administrative Council meeting
were not yet available.
o
Regarding the
employee open forum, some ACAP members reported that the quality of the web
broadcast was poor and needed to be improved before the next open forum. Tim Nesbitt agreed to notify Michael Hites
and Maureen Howard of the situation and ask for their help to improve the
situation for the next forum.
o
Tammy Anthony
commends Gloria Ferrales in Norma Ledesma’s office for doing a good job on
maintaining the ACAP website. Bill Glenn
congratulated ACAP for doing a good job of getting information posted on the
website. Bill Glenn recommends that the
drafts of the minutes be posted on the website ten day prior to the next
meeting. Other members expressed
concerns about the fact that the minutes are not approved and should not be
posted until approved. This item will be
discussed further at a future meeting.
Ø
The meeting
adjourned at 4:23 pm
___________________________ ________________________
Tim Nesbitt, acting recording secretary Tammy Anthony, Chair