THE ADVISORY COUNCIL ON ADMINISTRATIVE POLICY

MINUTES OF THE REGULAR MEETING

May 11, 2006

MEMBERS PRESENT: Kurt Anderson, Tammy Anthony, Jane Boykin, Maureen Camunez, Linda Beavers (rep. Ida Chavez), Reina Clark (rep. Terri Giron), Bill Glenn, Russell Hardy, Mary Hoke, Tina Byford (rep. Norma Ledesma), Bernhard Leinauer, Sandra Moreno, Tim Nesbitt, Paul Ponce, Bobbi Raub, Nellie Rosales, Tom Rubadeau, and Lori McKee (rep. Dario Silva)

ALTERNATES PRESENT: Genevieve Bauer, Linda Beavers, Reina Clark, and Janet May

VISITORS: Cathy Thomas, Bea Pacheco

CALL TO ORDER AND MINUTES:

Tammy Anthony called the regular monthly meeting of the Advisory Council on Administrative Policy (ACAP) to order at 3:05 pm. The meeting was held in room 333 of Breland Hall.

The meeting minutes from April 13, 2006 were presented and approved with some minor spelling changes to two attendee names.

-Motion to accept the minutes was made by Mary Hoke

-Seconded by Tim Nesbitt.

-Unanimous

OLD BUSINESS

Committee Reports

Insurance Committee:

Tina Byford presented concerns of the Insurance Committee from their meeting May 17, 2006. “On April 17, 2006 the Insurance Committee held its regularly scheduled monthly meeting… After much discussion, the Insurance Committee passed unanimously a motion to recommend the following change: The Insurance Committee membership should change to 4 or 5 retiree members and 2 active employee members. The ex-officio members will remain unchanged with the exception of the addition of the Pioneer President as an ex-officio member. This committee should meet at least 3 times each year. The committee will be charged with oversight of the Retiree Health Plan and make appropriate recommendations to ACAP”. The changes to our current insurance plans explained by Janet May. She indicated that the insurance program is moving to the state and we do not have any decision making power yet she is willing to be the liaison between ACAP and the State Insurance Board that she will sit on. They meet quarterly and she will report back to ACAP as needed. Janet clarified that the life insurance and liability plans will remain the same. Mary Hoke suggests keeping the insurance committee as an ADHOC committee and they can convene when appropriately related to other policies. It was recommended also that it be more of a 50/50 split of retirees and active members. We would add two more ex-officio members: 1) the Pioneer Representative from ACAP and 2) the Controller Position from Business and Finance.

-Motion to accept recommendations: Russell Hardy

-Seconded by: Maureen Camunez

-Unanimous

-Action Needed: By-Laws need to be changed

Open Enrollment:

Begins May 5^th and Janet encourages NMSU staff to use the web-enrollment. June 30 is the deadline. Re-enrollment is required if you already have coverage and still will need it. New insurance will go into effect September 1, 2006.

Fringe Benefits: Presented by Cathy Thomas.

No recommendation has been made so far on sabbatical leave for exempt employees due to lack of data collected.

In January 2006, Senior Vice President Jim McDonough requested that ACAP review proposed changes to the Retiree Golf Course Fee Discounts and make a recommendation to President Martin on our position. There have been several meetings of the Fringe Benefits committee to discuss this issue. The latest meeting included Dan Koesters from the Golf Course. After this meeting, the Fringe Benefits felt that the “ill will” from this change by the retirees was not worth the minimal amount the golf course generating. They voted that no change be made at that time and recommend to ACAP not to accept the proposal. Currently golfers pay $385 for weekend golf and nothing during the week. Janet clarified that the proposal was not intended to affect current retires only the ones that retire after July 1, 2006. They’d proposed to raise the rate to $485 for weekdays or weekends.

-Motion to accept recommendation by Maureen Camunez

-Seconded by Kurt Anderson

-1 against: Bernhard Leinauer

Wellness program: Presented by Cathy Thomas

The Fringe Benefits Committee supports the universities continued support of current wellness program. (this was covered last meeting by ACAP and needs no further discussion)

Athletics council :Presented by Bernhard Leinauer

Will be presenting outstanding scholar awards. The two nominees are Kasey Sandlin for softball who holds a 4.0 GPA and has impressive stats and Matt Griebel a football player with 3.0 GPA. Bernhard informed the council on his thoughts that the 3.0 was not a good standard for NMSU to set for an athlete and this award should mean more.

New Program to be launched by Athletics Council: New Mexico State University Guest Coach Program. With this program anyone can nominate an NMSU staff person through the athletics council and the person chosen will get to be a guest coach for a day or two. They will get to travel with the team and participate in all their activities. The budget is set to include 1 to 2 guest coaches for road games and up to 5 coaches for home games. It will be free of charge to the person chosen. The proposed start date is this fall beginning with the Football team. ACAP may keep in mind that they may want to nominate someone at a later date.

Energy Task Force: Presented by Tom Rubadeau

He was informed by another member that attended the meeting that the University has a deficit of $350,000 (still less than last years) in utilities that will be paid for by department. The memos have been sent out to all department heads. Also, a four-day holiday for Fourth of July weekend has been approved. The holiday time off will now include Monday and Tuesday. There was concerned raised by Dr. Mary Hoke that Monday July 3 is scheduled to be the last day of the summer session.

Bylaw Committee: Tammy is still in the process of trying to get everyone together for a meeting.

Fact Sheet on Unionization:

The Fact Sheet has been mailed to home addresses as listed in Banner by the Administration and has appeared in the Sun News and Round up. It should also circulate by email. The table was open for anyone with concerns to voice them today regarding the role that ACAP played in circulating information regarding unionization. It is critical that ACAP as a group stands behind the role we have played and takes the position of providing neutral information to all faculty and staff at NMSU as needed.

NEW BUSINESS

Openings: The “Phil Wright Secretary Position issue” will be done by email over the next week.

Procurement Card Issues: Presented by Bernhard Leinauer

Tina explained that her first email was to capsulize the services issue and she indicated that the rules are mostly the same as before they just clarified them better to get peoples attention. Tina said “We are not going there anymore” referring to constantly sorting through the misuse of the P-Card system. Tim’s concern was that other universities have one card that they use for everything including travel and gas. Tina stated that travel is un-audited so we can’t track purchases clearly. She also indicates that over the next year we may be able to switch to the Banner P-Card System once a full evaluation has been done to ensure proficiency. Tax exempt forms were briefly brought up as a way to help save money and processing time. The forms are in the BPM and may be used for goods. Tax is of course paid on services.

Items from Administrative Council: Presented by Tammy Anthony

Regents meeting - May 12, 2006

Admin Council Meeting- May 9, 2006 Discussed smoking policy, non disclosure agreement, benefits, and worker’s injury illness report. *Members can ask Tammy if they have any questions or interests on any of the topics listed in this section.

-Motion to adjourn by Tim Nesbit

-Seconded by Tina Byford

Meeting adjourned at 4:33pm.