ADMINISTRATIVE COUNCIL MEETING

Wednesday, November 12, 2008

10:00 a.m., ACR

 

PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, Fred Lillibridge, John Paulman, Ken Tellez, John Walker, Bernie Piña, Lydia Bagwell, David Pearse, Jerry Welch, Sylvia Nickerson, Tammy Welch, Bill Glenn, Rey Diaz, Susan Roberts, Fred Owensby, Mozella Garcia, Lori Allen, Kelly Brooks, Doris Gleason, Kathy Reddington, Ben Altamirano, Brad Mazdra, Becky Orduñez, Larry Sharp, and Irene Montoya (recorder)

ABSENT: Meg Haines, Susana Rodriguez, Gladys Chairez, Mike Adams

GUESTS: Martha McCaslin, Rod Santos

 

Agenda Item

Discussion

Action/Disposition

Meeting Start Time

10:10 a.m.

 

Dr. Huerta noted a good morning to everyone.  She noted that the hour before Admin Council, the Strategic Plan Implementation Team met.  This group, made of up of the Exec Team, the divisions deans, and Drs. Lillibridge and Walker, will be implementing the college’s Strategic Plan.  This group will be updated in the next couple of months

Informational Item

Dr. Huerta noted the goods news of the statewide GOB passing.  This will provide $6.5 million for DACC.  Thank you to everyone who voted and to those who voted yes.  This is really good news for higher education in the state.  The bond included bond B for libraries, bond C for health (including NMSU Carlsbad), and bond D for higher education.

Informational Item

Dr. Huerta noted congratulations to Ms. Bagwell.  Ms. Bagwell was named Executive of the Year by the International Association of Administrative Professionals.  There was group applause for Ms. Bagwell.

Informational Item

 

1 – Distribution of the Minutes of October 7, 2008 – Dr. Huerta

Dr. Huerta noted the group had until the end of next week to get changes to the October 7, 2008, minutes to Irene.  Next meeting we will bring forward to approve.  They will be posted on web after they are approved.

Please give Irene changes by the end of next week.

2 – Advisory Board / Local GOB Election – Dr. Huerta

Dr. Huerta noted the DACC Advisory Board met as the Single Board to approve the resolution for the bond election.  It was approved and the bond election will be held on February 3, 2009.  A handout was provided.  The voters will be asked to approve $20 million with bond sales of $10 million in 2009 and 2011.  The tax rate will remain the same.  Of the $20 million, East Mesa Phase 7 will receive $12 million, Sunland Park Phase 3 will receive $4 million, facilities renewal and site development will receive $3 million, and technology and equipment will receive $1 million.   Mr. Burke noted the $3 million would be distributed throughout the county and used to renovate the parking lot at the Workforce Center.  The technology and equipment will be set aside for dual credit with $50,000 for Hatch, $100,000 for Gadsden and $150,000 for Las Cruces.  The next major request from the State will be $7 million for phase 3 at Gadsden.  He noted the bond brochure will have more details.  Dr. Huerta noted the bond election was proposed to the Regents and the DACC Single Board called the election.  No I&G monies can be used to campaign; therefore, money will need to be raised.  We will be asking for donations.  The Citizens for the Community College group has been put together to help raise funds.  They will meet next week.  Ms. Karen Bailey will chair and Dr. Gerald Burke, who led the Statewide GOB, will be on the committee.  There will be NO tax rate increase.  Dr. Huerta showed the video that will be used at presentations.  Dr. Huerta noted there will be some changes to the video.  Mr. Burke noted the video, at this time, would be used only for the bond issue.  Dr. Huerta added the video was done by our own Mr. Mark Vasconcellos.  She will not be the talking head at the bond presentation, but would like to show our students and faculty and hand out the brochure.  Most civic organizations allow 15-20 minutes.  Ms. Nickerson asked if we could add a slide for non-credit.  Ms. Bagwell noted B&I was not in the video.  Mr. Burke would like by-lines to be clarified and for the video to have a county-wide flavor, more locations.  Dr. Lillibridge thought showing a school bus coming onto to campus to show the dual credit side.  Ms. Roberts would like pictures of White Sands added.  Mr. Pearse noted Health was okay with video.  Dr. Huerta will work on the changes with Mr. Vasconcellos.  Dr. Huerta also had the group listen to the jingle for radio spots.  The jingle will be used for our marketing efforts.  Dr. Piña asked if the phone number could be sung.  Dr. Huerta thanked everyone for their input.

Dr. Huerta received input on the bond video.  She will work with Mr. Vasconcellos on the changes.

3 – Filling Vacant Positions Time Lines – Dr. Huerta & Ms. Gleason

Dr. Huerta asked Ms. Gleason to talk to the group about the vacant positions and the time lines to get these positions posted.  Ms. Gleason noted the college will attempt to start having a more structured way to advertise open positions.  Ms. Gleason provided a handout of the current list of vacant positions.  The plan will be to post in January 2009.  The announcements will need to be turned in before the end of this semester.  On December 15 a draft announcement will be sent to you to review.  By January 9, the announcement will need to be returned to HR with all edits and approval signatures.  Also, at that time any other post publications will need to be submitted.  The positions will be advertised with a February 27 deadline.  The committees can begin their work at that time.  For newly budgeted positions, the advertisements will begin end of March with a mid May deadline.  Dr. Chieffo asked if the deadline could be earlier.  Dr. Huerta noted we would try to achieve the hiring sooner.  We will look at and talk about it.  Ms. Gleason noted this will be based on the budget process.  She added that if you will asking for new positions(s) through the budget process, please include an announcement for each position (the correct one).  Dr. Huerta noted that NMSU has contacted her about one of our vacant positions and it being filled by one of the displaced bookstore employees.  We have no option; we may have to remove the posting.  NMSU is looking at open positions and putting persons into those positions.  No interview, no nothing.  Dr. Huerta did challenge, but lost.  Dr. Huerta asked that paperwork be turned in as soon as possible.  Dr. Chieffo noted advertising would be done on a quarterly basis.  Ms. Gleason added it was more cost efficient.  It will be done case by case when someone leaves.  Dr. Chieffo noted she likes when the college has flexibility.  Mr. Burke added this would be more organized and more institutionalized.  Ms. Allen asked if we could advertise before someone left.  Ms. Gleason noted as soon as we received letter, we can post.

Informational Item

4 – Overtime for Non-Exempt Report – Mr. Burke

Mr. Burke noted the university, through Banner, receives a monthly report that lists all employees working 10% over hours per pay period.  Ms. Gleason receives a copy of this report.  Mr. Burke noted the report was distributed to the Exec Team for follow up.  The college does not budget for overtime.  Unless there is salary savings, we have no money.  Mr. Burke noted the college was looking at developing guidelines or a policy and also when overtime should be paid.  The dollars are hitting the college budget and excesses will be brought to the appropriate administrator.  Dr. Lillibridge noted the pay period may have more work hours.  Ms. Gleason noted there was still 40 hours in a week.  Dr. Glenn asked if approval was needed.  Mr. Burke noted the only approval by the supervisor is the time sheet.  The policy does state prior approval needed for overtime.  Dr. Glenn asked how you stop employees from working overtime.  Mr. Burke noted advance approval is needed and if not approved, it become a disciplinary problem.  The college is still obligated to pay if they have added it to their time sheet.  Dr. Huerta noted a policy would be worked on and shared.

Informational Item

5 – December 5 Administrative Council is Preliminary Budget Hearings  – Dr. Huerta

Mr. Burke noted at this particular point, there is a shortfall and the State has asked agencies to reduce their budgets by 5%.  That would be 3% of I&G budget.  So far, higher education has been excluded.  There is the potential of them taking appropriations.  Mr. Burke noted the price for natural gas the State usually gets is $6-$7.  One dollar amounts to $100 million to the State.  The price now for natural gas is below $7.  It may go up.  The current forecast is a flat revenue projection between this year and next.  Mr. Burke noted the college will have $1.5 million in workload but does not know if we will get it.  As Mr. Burke looks at the budget more closely, it’s not real rosy.  Please do not get overly ambitious.  Where there are real department expenditures, consider if this should be your highest priority request.  Please pay more attention.  We will come down on department expenditures, which we have not done in the past.  Dr. Huerta asked that you really look at your priorities.  She provided the group with the schedule for the December preliminary hearings which will start at 9:00 a.m. and B&I starting at 9:10 a.m.  Mr. Burke asked that the small stuff be left out.  A college-wide evaluation will be done for that.  Dr. Huerta noted the budget hearings will be held on February 13.  This group is welcome to come and hear everyone’s request.  This is open to all.  A small discussion followed on money available and the long Legislative session.  Mr. Burke asked that faculty requests be based on needs.

Informational Item

6 – Inventory – Dr. Huerta

Dr. Huerta noted the deadline for inventory is January 26, 2009.  Last year was better organized and she would like to keep it that way.  If your contact is different, please let Ms. Connie Melendez know.  A small discussion followed.

Informational Item

7 – DACC’s Graphic Standards – Dr. Huerta & Mr. Paulman

Dr. Huerta noted a concern on graphic standards.  There are departments making their own materials.  Mr. Paulman provided a copy of the standards for show and tell.  It is currently being developed.  It will be helpful for departments and it will be consistent.  Vendors will also be able to use.  Mr. Paulman noted templates will be developed.  Dr. Huerta noted she wanted an official graphics standard so that everyone knows what is acceptable and what is not.  Dr. Chieffo added consistency is needed.  Mr. Burke asked that Mr. Omar Carrillo be included.

Informational Item

8 – December 5 Appreciation Reception – Dr. Huerta

Dr. Huerta noted on behalf of her and the Exec Team, she would like to invite everyone to an Appreciation Reception for Administrative Council.  This will be held on Friday, December 5 at her home.  There is not enough parking, car pooling is recommended.  Dr. Huerta asked everyone to practice their singing as there will be karaoke.  Come have some fun and holiday cheer.  Dr. Huerta noted this was a thank you for all your hard work.  Spouses are also invited.  Dr. Piña noted we would be singing the blues after the budget meeting.  Dr. Huerta asked everyone to please come, nothing formal.

 

9 – Announcements / Other

Ms. Nickerson noted Ms. Olga Hernandez was named the Employee of the Year by the New Mexico Adult Education Association.

Informational Item

Dr. Glenn asked about bond materials to disseminate.  Dr. Huerta noted the campaign will kick off in January.  You may be asked to help or to schedule meetings.

Informational Item

Dr. Piña noted General Studies hosted the SWADE conference.  Amy Schwebke, Victoria Gonzales, and Lucy Gurrola helped in the planning.  All went well, well organized.

Informational Item

Dr. Chieffo noted the Celebration of Student Excellence ceremony was very nice.  She thanked Mr. Ledesma, Beckie Taulbee, and staff.

Informational Item

Dr. Walker noted the Community College Round Up went very well.  There were 256 participants.

Informational Item

Mr. Paulman noted Dr. Huerta received the New Mexico Distinguished Public Service Award last week.  There was group applause.

Informational Item

 

Next Meeting

Friday, December 5, 2008, 10:00 a.m., ACR

Preliminary Budget Hearings

 

Meeting End Time

11:30 a.m.