ADMINISTRATIVE COUNCIL MEETING
Friday, December 3, 2004
10:00 a.m., ACR

PRESENT: Margie Huerta, Andy Burke, Bernadette Montoya, Fred Lillibridge, Carmen Aguilera-Goerner, Mary Sletten, John Walker, Jerry Welch, J.B. Carrica, Susan Roberts, Rebecca Kongs, Anna Dyson, Molly McGetrick, Irene Montoya (recorder)

ABSENT: Anna Chieffo, Mike Elrod, Sylvia Nickerson

GUESTS: Carolyn VanderGiesen, Fred Owensby, and Bill Glenn (for Mike Elrod); Abel Chavarria (for Sylvia Nickerson); and Kelly Brooks

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Discussion

Action/Disposition

Meeting Start Time 10:10 a.m.

Dr. Huerta welcomed everyone and shared the good news that the Library hired a new support analyst. Dr. Huerta asked Ms. McGetrick to introduce. Ms. McGetrick introduced Mr. Oscar Quintela. He will assist Richard Derouen with instructional media, webCT, and distance education on-line. Dr. Huerta noted one of Mr. Quintela's degree was taken totally on-line.

Dr. Huerta noted she was in Santa Fe attending a Legislative Finance Committee (LFC) hearing.



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1 - Approval of November 5, 2004 Minutes - Dr. Huerta Dr. Huerta noted if there were any changes to the minutes to please let Irene know. Otherwise, minutes will be approved. No changes, minutes approved.
2 - CEO Report - Dr. Huerta a) Response to Governor's Task Force on Higher Education Report.
Dr. Huerta referred to handout on the Governor's Task Force on Higher Education Report. It's good, important reading. Several key issues in the report include developing a responsive system, accessible education, accountability, new governing structure, and increasing performance standards (graduation rates) for funding. Please look over and if you care to give feedback, please let Dr. Huerta know. She will be providing imput to New Mexico Association of Community Colleges (NMACC).

b) Employee Climate Survey - Due December 15
Dr. Huerta noted everyone should have received an Employee Climate Survey from the President. It's a very important survey and Dr. Huerta encouraged everyone to complete and return by December 15.

c) Dr. Flores' Memo Dated November 18 re: University Policy on Faculty Being Available the Entire Dates of Academic Semester.
Dr. Huerta referred to the memo from Dr. Flores and reminded everyone that faculty need to be here and available through December 14. A short discussion followed regarding part-time faculty and this policy.

d) Searches / Hiring
Dr. Huerta noted Dr. Chieffo has been appointed Interim Campus Academic Officer effective immediately. We are completing the search for the Literacy Coordinator position. Mr. Chavarria noted seven applications were received. Dr. Montoya noted they were wrapping up the Student Activities position and hopes to get permission to offer today. Mr. Burke noted they were getting ready to do interviews for the Human Resources position. Dr. Huerta noted Dr. Elrod accepted the position of Dean at Eastern New Mexico University Instructional Center in Ruidoso. We will hold a reception on December 8. Dr. Montoya noted a search for the front desk position in Financial Aid was beginning. Dr. Huerta noted the committee for the Campus Academic Officer has been formed and the first meeting will be December 14.

e) Accreditation - Formal Request for Independent Accreditation
Dr. Huerta has been told by NMSU Administration that they support our request to seek independent accreditation. Drs. Flores and Huerta sent a letter to the Higher Learning Commission seeking separate accreditation. Drs. Chieffo and Lillibridge met with the entire Accreditation Committee. Dr. Lillibridge noted they were looking for more volunteers, especially classified staff.

f) Development Efforts
Dr. Huerta noted a donor was interested in donating for Cynthia Hiers-Robinson. Ms. Portillo added Ms. Hiers-Robinson mother was making endowment and that Ms. Hiers-Robinson's brother would administer. Ms. Portillo is working with main campus on the $15,000 endowment. They will make the presentation to DABCC at the donor luncheon appreciation being planned for January. Dr. Montoya noted the Philandropic Education Organization (PEO) gave the college $700 to use towards scholarships for textbooks. The PEO has given the college money for the past few years. Ms. Portillo noted three different letters of intent will go to the Wolslager Foundation to solicit money - health, library, and technical. The letters of intent are due February 1 and the grant will be due sometime in May. Mr. Paul Dulin of Hatch has solicited businesses and raised $1,100 for current use scholarships. Dr. Huerta noted that Hatch has been holding community fund raisers for scholarships. On December 16, Dr. Huerta and the Deans have been invited by the NMSU Foundation Office to attend a luncheon to discuss scholarship issues and see how we can help solicit. Ms. Portillo will email everyone with the information. The Ad-Hoc Committee is currently trying to set the criteria for the $15,000 scholarship money the college has. Dr. Huerta asked Ms. Brooks about the buttons. Ms. Brooks noted the buttons will be sold at $1.00 a button to raise awareness and funds for the bond campaign. Dr. Huerta noted both Ms. Brooks and Mr. Walker were the task force chairs for fund raising. Mr. Walker noted a screen saver is being developed and would sell for $5.00. Dr. Huerta noted a Citizens for the Community College Committee was being put together with the first meeting to be held December 9 at 3:30 p.m. Dr. Huerta and Mr. Burke visited Mr. Gary Lenzo and Ms. Karen Bailey at A
CCESSBANK and they graciously agreed to help. Ms. Karen Bailey along with Dr. Patricio Quintana will co-chair the Citizens for the Community College. Mr. Burke noted anyone who wanted to get more involved with campaign are welcomed to attend the meeting. Dr. Huerta noted the internal Steering Committee meets every Friday at 3:30 p.m. There is a lot of opportunity to volunteer.


Please look over and if you care to give feedback, please let Dr. Huerta know.


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3 - Planning & Fall 2005 Schedule (Budget / Facilities Projections Mr. Burke noted this would be a discussion on this year's budget which will lead to next year's budget. This will allow communication in a more broad way. Our intent is not to scold but rather to inform and point to areas we need to work on. Mr. Burke asked Ms. Brooks to join us. She worked on the details. Mr. Burke referred to the handouts - 2004-2005 Budget Review Summary I&G - which compares expenditures versus actuals. Mr. Burke summarized the projected variances by account of $10,000.00 or more which included overall instruction savings, net academic support savings, net student services savings, total institutional support savings and total PPD savings. Dr. Huerta noted all divisions needed to keep to the 10% increase. Mr. Burke noted Dr. Chieffo and Ms. Brooks would be happy to help. A discussion followed on the 10% limit. Mr. Burke noted a few salary savings monies would be used to add to the pool of money for furniture. He noted a lot of the BRR requests were for furniture. Mr. Burke would like to recommend using some money to cover BRR furniture requests. Also, he would like to move $75,000 to the CEO Office to handle the bond election. Mr. Burke noted Dr. Huerta approved reallocating Ann Morgan's salary saving for the ABC Dean and for customized training. Mr. Burke noted the price of the portables has dropped enough that the college is looking to purchase eight portables. It will save $22,000. Mr. Burke continued with building renewal and replacement requests. He referred to handout which he noted was not in priority order. He recommends those who have "furniture" in the last column work with Larry Cammack's office to get ordered. These will be covered with savings. Those with "work order" should put in a work order with facilities support. Those with "BRR" will be referred to NMSU for project estimations. Those with "major" are projects that would require significant relocation of staff and will need to be looked at. Work in Technical Studies and the Workforce Center will likely be handled as a separate major renovation projects.

Dr. Huerta asked each division and unit to briefly state what budget requests would be made for 2005-2006:

Health/Public Services:
- working on legislative bill for dental hygiene program for start up cost; will not impact budget this time
- money to cover sabbatical for full-time faculty (one semester)
- critical need for more sections in Chemistry, Micro, and AMP
- lab technician or work-study for Gadsden Center
- medical imaging sonography coordinator
- will move faculty line from respiratory to CNA, no new $
- move advising position to I&G

Business/Information Systems:
- move advising position to I&G - upgrade hardware routers for CT, CISCO
- faculty (one BOT, one Hospitality, one Business)
- a teaching tech for Business and one for Computer Tech
- increase operating fund in Hospitality for lab supplies
- credit hour increase for general education
- East Mesa operating budget for security

General Studies:
- move advising position to I&G
- one general education faculty - one English or math faculty
- full-time secretary - furniture for adjunct
- furniture for full-time faculty office at East Mesa
- more than 10% (not meeting needs now)

Technical:
- lab for machining course - instructor for Sunland Park
- space for construction, commercial (HVAC), and Welding
- AVS automotive (body/paint)
- move advising position to I&G

Library:
- new position - Satellite Librarian

Student Services:
- position for advising center - space for testing center
- if division advisors not moved to I&G, it will impact advising center
- financial aid person for satellites

ABE:
- I&G cover 100% division dean and 50% administrative secretary
- maintenance agreement for Chaparral
- more portables and space

Customized Training:
- keep Dee Dee

Institutional Effectiveness/Planning:
- Title V operating expenses to cover expenses (webCT licsensure, etc)
- one staff person to take over Sherilyn duties

Computer Support
- more staff

Business Office
- position for internal services
- custodial staff for Sunland Park
- new buildings, new staff

SBDC:
- two additional staff (funded differently)

Community Education:
- support staff for Deming if we keep
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4 - Announcements Dr. Huerta announced Opening Programs will be January 10. Informational Item
Next Meeting Friday, January 7, 2005, 10:00 a.m., ACR
Meeting Ended 12:05 a.m.