THE ADVISORY COUNCIL ON
ADMINISTRATIVE POLICY
MINUTES OF THE REGULAR MEETING
JANUARY 12, 2005
MEMBERS PRESENT: Cathy Thomas (C), Bobbi Raub (F), Elliott Willman (F), Tim Nesbitt (P), Roger Hartley (F), Phil Wright (OLC), Bernd Leinauer (F), Tina Byford (P), Norma Ledesma (P), Maureen Camunez (P), Viola McCormick (C), Carla Casas (C), Christie Padilla (C), Linda Beavers (OLC).
NEW MEMBERS/ALTERNATES PRESENT: Genevieve Bauer (CA), Valerie Pickett (PA), Kurt Anderson (F), Karla Thompson (PA), Russell Hardy (OLC), Ida Chavez (C), Linda Beavers (OLC), Dario Silva (P), Yolanda Baca (PA), Steve Hussman (FA), Roseanne Bensley (PA)
VISITORS: Janet May (HR)
Norma Ledesma called the regular monthly meeting of the Advisory Council on Administrative Policy (ACAP) to order at 3:05 p.m. in room 297 of Gerald Thomas Hall.
Norma called for additions or corrections to the minutes of the December meeting. A correction was submitted (under New Business/Insurance and Fringe Benefits Committees Vacancy Replacements the first line should read “It was reported that because we were late..........”. A motion was made and seconded to accept the minutes of the December meeting with the correction.
REPORT OF THE CHAIR: Norma thanked the outgoing members for their service and introduced the new members. Current members introduced themselves. The terms for the new members begin February 1, 2005.
Norma provided reports from the Board of Regents Meeting and the Administrative Council Meeting (see attached).
NAMING COMMITTEE: Bobbi Raub submitted the following report.
The meeting was held in the Faculty Senate Chambers and was called to order at 7:50 a.m. The minutes from the August 10, 2004, meeting were approved; six items were addressed:
1. The motion was made to name the farming and ranching collections at the library the Abe M. and Viola R. Peña Endowment. This motion passed unanimously.
2. Approval was requested to rename five existing buildings:
a. The motion was made to change the name of the current Agriculture Institute building to Campus Police to reflect the building’s true usage. The motion passed unanimously after discussion.
b. The motion was made to change the name of the current Police Department building to Alumni & Visitors Center to identify the building’s true usage. Discussion concerned which name to place first, whether it is a true visitors center, and the need for signage. The motion passed unanimously.
c. The motion was made to rename the English Building the Clara Bell Williams Academic Hall. This name change would honor the first African-American graduate, Mrs. Williams, who was a strong proponent of higher education. During discussion it was decided to strike the word Academic. The amended motion passed unanimously; the new building name will be the Clara Bell Williams Hall.
d. The motion was made to rename the current Williams Hall to the Dan W. Williams Art Center. Discussion ensued. There was a concern if the name was correct or if was it really Daniel. This will be researched and the correct name will be used. The motion was amended to read "rename Williams Hall to Dan (or corrected name) W. Williams Hall." The motion passed unanimously.
e. The motion was made to rename the Williams Hall Annex the Dan W. Williams Art Center Annex. During discussion the motion was amended to read "change the name to the Dan W. Williams Annex." The given name needs to be researched to be sure the correct name is used. The motion passed unanimously.
The meeting adjourned at 8:22 a.m.
BUDGET COMMITTEE: Tim Nesbitt distributed copies of the FY2005-06 Instruction and General Funding Requests Detail Report.
INSURANCE COMMITTEE: Tina Byford reported that the Insurance Committee will meet on January 26th to consider bids.
FRINGE BENEFITS COMMITTEE: Cathy Thomas submitted the following report with action required by ACAP on Item C.
The Fringe Benefits Committee met on Monday, December 20, 2004 at 2:00 p.m.
A. A recommendation was made by one of the members that someone review why retirees get a discount for all sporting events except women’s basketball. It was stated that the senior rate is actually cheaper than the rate given to retirees. Jacki Griffin, who was attending the meeting on Janet May’s behalf, will ask Janet review this situation and bring back information to the committee at the January meeting.
B. An issue regarding the employee sick leave bank was brought to the committee by an employee who was concerned that in the case where an employee who had exhausted all annual and sick leave, and upon returning to work, had follow-up doctor’s appointments or physical therapy scheduled; with no leave to cover those visits, this employee would be forced to take leave without pay The committee was asked to consider two options:
1. Alter the current policy to assist the employee in covering the first 30 days rather than the employee having to utilize “Leave without Pay” for that period of time; and/or,
2. Consider some means of donating additional sick leave to the employee who has exhausted all annual and sick leave, but needs incremental time off after returning to work for follow-up doctor’s visits, physical therapy, etc.
It was agreed that it would probably be easier to revise the current Sick Leave Policy than to create an additional policy. A subcommittee was formed to meet with Janet May and Tina Byford to explore the possibilities and ramifications of such a change and report back to the committee.
C. One of the Deans asked the Fringe Benefits Committee to consider a “Time-Release Award Program” whereby employees would be given 8 hours release time on each anniversary of regular consecutive service, to be used sometime before the next anniversary. Tammy Anthony from the Budget Office provided figures regarding financial costs associated with this:
1. Salary for the total number of classified and professional employees = ~$142 million;
2. Divide that by 260 work days per year = ~$480,000 to $500,000 per year cost to the university should this be implemented.
Following discussion, a motion was made, seconded, and unanimously passed that, considering liberal leave policies already in place, it is the Fringe Benefits Committee’s recommendation to ACAP that this request not be considered for approval.
D. The issue of the employee tuition waiver was brought to the committee for informational purposes only. The question concerns the fact that in the situation of someone taking more than 12 hours of class credit, there is no real cost break. The real benefit is to those who are part time students taking less than 12 hours credit. This policy was originally set up to benefit an employee who wants to take a class or two, rather than to decrease the spouse’s tuition or assist with full-time student tuition. It was suggested that the policy be clarified, stating that 12 or more credit hours will not lower the tuition. Janet May will be asked to address clarifying the policy statement.
The next meeting is scheduled for January 25, 2005, at 2:00 p.m. in Breland Hall, Room 333.
After some discussion, the members of ACAP felt that with the generous leave policies of the university Dean Titus’ proposal not be recommended to the administration and that Norma draft a letter to Dean Titus to that effect.
OLD BUSINESS: COMMITTEE APPOINTMENTS. The following committee appointments were made:
Alcohol Use Committee: Bernhard Leinauer will serve another 1 year term.
Citation Appeals Committee: Bobbi Raub, Viola McCormick and Valerie Pickett will serve.
Professional Grievance Board: Russell Hardy, Carlsbad will serve a 3 year term.
Classified Grievance Board: Cathy Thomas will serve another 3 year term.
University Budget Committee: Maureen Camunez will serve.
ELECTION OF FRINGE BENEFITS AND INSURANCE COMMITTEE MEMBERS. The following individuals were elected.
Fringe Benefits Committee;
Kari Bachman, term to expire in 2007
Cherri Lambeth, term to expire in 2007
Jim Anthony, term to expire in 2007
Insurance Committee:
Greg Bloom, term to expire in 2007
James Botsford, term to expire in 2007
Joylynn Watkins, term to expire in 2007
NEW BUSINESS: NOMINATIONS FOR OFFICERS TO ACAP. Officer elections will be held at the February meeting. Norma encouraged members (both old and new) to consider running for either chair elect or secretary. Those interested should contact either Norma or Tim.
ANNOUNCEMENTS:
Bobbi Raub had three items to share: 1) she had a question regarding the banner escorts for the Presidential Inauguration and why the Branches weren’t represented. It was suggested that she contact Christina Chavez-Kelley’s office; 2) she distributed brochures on free tax preparation assistance; and 3) she asked if it would be OK for someone from her Office Practice class to take minutes at the February meeting for experience - the committee agreed.
Norma Ledesma announced that the ACAP meetings will be moving around during the semester and to watch your emails for information. They hope to have tentative schedule to hand out at the next meeting.
Tim Nesbitt reported that ACAP had been invited to a meeting on Broadbanding and that he had attended. Gerald Burke was there and provided some interesting history on personnel issues. Tim also stated that the executive committee is working on putting some statements together about Who and What ACAP is and does. This will all be on the website being developed and ACAP members were urged to review the site, read the bylaws and let either Norma or Tim know if they have suggestions on improving the website.
Norma passed the gavel to the new chair, Tim Nesbitt and the meeting adjourned at 3:55 p.m.
__________________________ ______________________________
Cathy Thomas, Acting Secretary Norma Ledesma, Chairperson
The Council has approved these minutes.
Board of Regents of New Mexico State University - December 10, 2004 .
Wayne Bridgeman joined NMSU as Director of Athletics Compliance and Eligibility. He will undertake the responsibility for ensuring that the Department of Athletics operates in accordance with all NCAA conference rules and regulations
Approval of Financial Report for Fiscal Year Ended June 30, 2004
The research and development Vice Provost position has been made into two positions. NMSU has a research management function and an economic development management function. NMSU has discussed in the past reallocating at least a portion of the indirects in the research and development contracts. The President and Provost are having a meeting with the deans in early January to talk about that process. An analysis is being put together of the funds that are being generated by the colleges versus what they are being budgeted.
Approved Consent Calender
• Confirm Approval of Candidates for Degrees (President Martin)
• Approval of ADA Improvements to Astronomy Building Project
(Mr. Michael Rickenbaker/Mr. Richard Kaselow)
• Approval of ADA Improvements to Regents Row 600 Building Project
(Mr. Michael Rickenbaker/Mr. Richard Kaselow)
• Approval of Purchase of Modular Office Building for the Agricultural Science Center in Clovis, New Mexico (Mr. Michael Rickenbaker/Mr. Richard Kaselow)
• Approval of Budget/Scope Increase for the Project to Renovate a Portion of Gerald Thomas Hall for the Hospitality, Restaurant and Tourism Management Department Demonstration Lab Kitchen
(Mr. Michael Rickenbaker/Mr. Richard Kaselow)
• Approval of El Paso Electric Company Easement Revision at Magdalena Peak (Mr. Fred Ayers)
• Approval of New Lease Agreement Between Do a Ana County (Lessor), and Regents of New Mexico State University (Lessee), 625 El Paseo Real Road, Chaparral, NM (Mr. Fred Ayers)
• Approval of Valencia County Extension “Space Assignment Understanding” (Mr. Fred Ayers)
• Approval of Revised Lease for Office and Classroom Space for College of Extended Learning, at Compass Bank Building , 2444 Louisiana Blvd., NE , Albuquerque , NM 87110 (Mr. Fred Ayers)
• Approval of Property Disposition/Deletions (Vice President Woods)
• Approval of the Posthumous Conferral of a Doctoral Degree for Fall 2004 (Vice President De Necochea)
• Omitted agenda item
• Approval of Financial Status Report as of September 30, 2004
(Vice President McDonough)
• Ratification of Amendments to the Employee Agreements for Michael Jordan, Head Coach, Volleyball; Deborah A. Baker, 1st Assistant Coach, Volleyball; and William A. Hardee, 2 nd Assistant Coach, Volleyball
(Mr. Bruce Kite)
• Approval of Modification to the New Mexico State University Labor Management Relations Resolution Approved by the Board of Regents on October 25, 2004 (Mr. Bruce Kite)
• Approval of Budget/Scope Increase on the Do a Ana Branch Community College-Sunland Park , Phase II, Project
(Mr. Michael Rickenbaker/Mr. Richard Kaselow)
Administrative Council - Tuesday, December 14, 2004
New Business :
• Ethics/Conflict of Interest Policy ; Brenda Shannon reported that there was not much feed back from any source. The council was reminded that the policy was fashioned after other university's policies and that University council Bruce Kite served in the committee that drafted the policy. Disclosure forms and other documents related to the policy will be available on NMSU website soon.
• Virus Protection : Michael Hites reported that the university has purchased a virus protection software package called SOPHOS. The cost of the software is being distributed to users based on the numbers of protected machines within operating units. SOPHOS will be utilized on all machines hooked up to the NMSU network.
Pending Decisions :
• Home Internet Service : Michael Hites reported that there are several universities across the country that offer access to institution provided internet service. Some consider the access a taxable benefit some do not. Brenda Shannon reported that it is her opinion the access to internet would constitute a taxable benefit (in most cases) and should be included in an employees gross income on the annual form W-2. If a supervisor and dean or director approve a legitimate business need for an employee to have access to NMSU internet the access will be allowed and will not be considered a taxable benefit. Hites agreed to revise a current policy to allow employees access to NMSU internet and pay for the service personally.
• Broadbanding : Diana Quintana briefed the administrative council on the broadbanding policy, pointed out the fact that the policy was posted on the NMSU website, and reminded the council that while broadbanding was in place no additional funds administered centrally were available to achieve adjustments in salary.
Announcements of Decisions :
• President Martin announced that Bea Pacheco was appointed as the staff representative appointed to the Intramural Policy Board by Administrative Council.
University-wide Information/Announcements :
• Albuquerque office open house is scheduled fore Saturday, January 29
• President Martin notified the administrative council that his office had received requests for office to close for inauguration activities. President Martin reported that all offices would need to remain open to serve the public in keeping with the Land Grant mission that governs our existence. President Martin has asked university communications to explore a mechanism that could be used to broadcast the ceremonies. Details will be announced when available.
• Brenda Shannon announced that the fraud notification and handling policy has been revised and is available on the NMSU web site.
• Michael Hites reviewed the time table for installation of Banner.