ADMINISTRATIVE COUNCIL MEETING

Friday, April 3, 2009

10:00 a.m., ACR

 

PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, Ike Ledesma, John Walker, Fred Lillibridge, Mike Adams, Lori Allen, Lydia Bagwell, Kelly Brooks, Kristian Chervenock, Doris Gleason, Mozella Garcia, Bill Glenn, Meg Haines, Brad Mazdra, Sylvia Nickerson, Fred Owensby, John Paulman, David Pearse, Bernie Piña, Kathy Reddington, Susan Roberts, Susana Rodriguez, Larry Sharp, Ken Tellez, Luly Valencia Glenn, Tammy Welch, and Denise Lilley (recorder).

ABSENT: Ben Altamirano, Gladys Chairez, Rey Diaz, Becky Orduñez, Irene Montoya, Jerry Welch.

GUESTS: Chief Jaime Chavez

 

Agenda Item

Discussion

Action/Disposition

Meeting Start Time

10:05 a.m.

 

Dr. Huerta noted a good morning to all.  It is good to see everyone.

Informational Item

1 – Introduction of New Security Workstudy- Mr. Kerry McLimmons- Ms. Reddington

Ms. Reddington introduced Mr. Kerry McLimmons, the new security workstudy.  He will be working during the day to assist with security issues on campus. His hours are Monday and Wednesday 8 to 11, Tuesday and Thursday 8-12, Friday- 8:30 to 5:30. He will be using the security cell number (the same as Luis, our night security guard) 202-8692.  Mr. Ledesma made the comment that he has known Kerry for about a year now and he is a crimson scholar and a “good guy.”  Dr. Huerta welcomed him onboard.

Informational Item

2 – Safety and Security Procedures- Chief Jaime Chavez

Dr. Huerta introduced Chief Jaime Chavez from the NMSU police department. She invited him to speak due to the recent DACC bomb threat to review process and procedures.  Dr. Huerta indicated she has been in discussions with Mr. Ledesma regarding the need to establish an emergency response team. Everyone welcomed Chief Chavez.

 

Chief Chavez asked if anyone had watched KRWG-TV last night regarding the special that was on giving the history of the NMSU police department. It was a really good presentation that gave a lot of the history of NMSU’s police department. Chief Chavez gave a brief history of how 7 years ago NMSU contracted with a company called First call to handle get the word out when there was an emergency. This system used the hard-wired office phones to contact people in the event of an emergency. Due to the volume of phones that are located on campus this took 1 ½ hours to complete, so the NMSU police department decided to cut down the number of people being called so that each division had at least one person contacted for the emergency, they soon realized that this didn’t work very well either since one person would call another, tying up additional phone lines.

 

NMSU has currently contracted with 3N, to handle emergency calls. This company will take the message that is entered in an online text box and convert it to text, email and voice to notify everyone of the emergency. It has been a very effective system so far and was first used during the recent DACC bomb threat.  Chief Chavez indicated that to his knowledge no one’s life has been saved by a text message as in an emergency situation things happen faster than you can receive the text. He pointed out that most active shooter situations are over in less than 35 seconds.  This system is better for things that take a longer to resolve such as a gas leak, bomb threat, etc. 

Chief Chavez provided handouts diagramming the operation of the emergency call system, outlining the key players to be notified in an emergency.  He also pointed out that this system could can isolate and contact specific buildings or groups.  When called, the text messaged will read 1-911-911 followed by the emergency message. This message will be sent twice to the cell phones. 

 

In Fall 09, all employees will receive emergency messages via email - even if they did not sign up for system. Currently, you can sign up to receive emergency messages at the NMSU website. Messages can be delivered to home, office, or cell (voice or text) phone.  In Fall 09, all students will be required to submit a contact number in order to complete their registration process. The system is not without its bugs which are still being worked out.

 

Chief Chavez indicated that campus sirens are slowly being removed.  When a siren goes off, no one knows why, so a text message must be sent before the siren is sounded – this takes additional time.  Blue lights are also being removed from campus as these have never been used for emergency calls and they generate huge volume of nonemergency calls.  

 

Chief Chavez indicated that all dispatchers are able to use the new emergency message system and can instantly dispatch a message the minute they receive an emergency call.  The messages can be updated by the officers as they arrive on the scene as every police officer can generate messages from their squad car.

 

Regarding an actual emergency, Chief Chavez reminded everyone that the Central Administration Response Team (CART) was not needed to respond to the actual scene but more to handle the consequences from the emergency. The incident commander (himself or his staff) make the decision to activate the county office of emergency response if additional help is needed.

 

Chief Chavez distributed a handout reviewing tips on what to do in the event of a bomb threat. Regarding the recent DACC bomb threat, the decision was made not to activate since no specific details were given.  This threat was considered a cursory threat. However if the caller had given actual details, the building would have been evacuated by officers and appropriate messages sent through the emergency message system.  If necessary NMSU Police would use the local fire department to assist with the evacuation.  

 

Chief Chavez cited several examples of campus building evacuations. Dr. Chieffo and Mr. Burke both discussed the emergency message sent during the recent DACC bomb threat, and indicated they made the decision (with assistance from NMSU Police) not to evacuate and to continue classes. 

 

Division Dean Nickerson asked about safety training especially for employees, including work studies, in high traffic areas (ABE, Student Success Center) who may not know how to handle an emergency.  Dr. Huerta responded that she is putting together an emergency response team to handle these issues.  Chief Chavez indicated that NMSU does offer several types of training classes including the Pepper Spray, Fight Like a Woman (a new class that is being offered), and Verbal Judo.  These classes are open to everyone. 

 

Chief Chavez also indicated that he had established an “Administrative Day at the Range” for the administrators which exposes attendees to deadly force (how, when, and why to shoot a gun at a person and legal reasons for shooting someone). Dr. Huerta told the group that she would provide information it to everyone who was interested in the trainings. 

 

Chief Chavez also displayed a portable shield that all NMSU police officers are equipped with.  The shield looks like a brief case and assembles in 20 seconds and can be used to protect officers’ heads allowing them to go into a situation much more quickly.  NMSU is the only police force in the state using these shields. 

 

Chief Chavez then introduced Mickey, one of the two police dogs that are owned by NMSU. Mickey is the bomb dog, she can find a variety of different types of explosives including nitrates, TNT and dynamite.  Rio is the narcotics dog.  He introduced the officer that handles the dogs who discussed dog officer training and building sweeps.

 

Division Dean Bill Glenn asked if the person who had called in the DACC bomb threat had been caught.  Chief Chavez told him no.  Mr. Ledesma asked if a random search with the narcotics dog could be done or was it illegal.  Chief Chavez responded that it was illegal in dorm rooms since the students paid money to live there.  However it was not illegal in public buildings, but they did have to have reason in which to search.   

 

Chief Chaves indicated if there is suspicion of drugs on campus to please contact the NMSU Police as they can network with the local and state authorities to bring in undercover officers.  Their officers can also liaison with DACC Campus Security to walk the campus and issue drug violation citations.

 

Division Dean Nickerson inquired regarding policy on situations that a student tells you but you can’t substantiate. She cited an example where a student told her another student had held a gun to his head. She tried to get the student to report it, but he refused and she reported it to her supervisor and security. Chief Chavez stated that it is still best to pass on that information to the NMSU Police as they need to be aware even if the incident cannot be substantiated.  They may also be able to get the person on another situation (i.e. traffic violation, outstanding warrants). 

 

Ms. Brooks asked who had jurisdiction at the satellite campuses.  Chief Chavez responded that for emergency matters the local area police or sheriffs have jurisdiction but for internal issues (like theft) NMSU Police would still conduct the investigation.

 

The question was also raised about the text messages being specific to location. Chief Chavez and Dr. Chieffo both stated that emergency messages would be specific and include campus location as well as other important information. Dr. Huerta asked if the bomb threat call checklist should be distributed.  Chief Chavez stated that it would be good for those answering phones to be aware of what to do, since it will always catch you off guard when the phone call comes and you never know who you are dealing with or how much information that they will give you. 

Chief Chavez also stated that NMSU Police has a training coordinator, Amanda Bowen (646-3424) who can set up whatever kind of training we need. Dr. Huerta also let everyone know that she would be looking into getting student trainings Student Government and staff trainings possibly on some Friday afternoons.  

 

Dr. Huerta thanked Chief Chavez for coming.  She also let everyone know how impressed she was by how well the recent bomb threat was handled. 

 

Ms. Reddington reminded everyone that at GEC, EMC and SPEC we have the capability to call the classrooms, buildings, etc through the intercom system. Ms. Allen is working on with the new voice IP phone system which will provide the same capability on central campus.

 

Dr. Huerta also reminded everyone that she needs to be informed of every emergency situation that occurs on campus, even if it is just the fire truck responding because someone is sick.  Ms. Reddington suggested DACC establish procedures for handling emergency situations.  Dr. Huerta indicated that and that the emergency response team is to help with the procedures for emergencies.  Ms. Reddington also reminded everyone that you are to call 911 first, then notify her of emergency. Also if you call 911 from office phone it will go to NMSU Police; however a cell phone will not.

Dr. Huerta working on the development of an Emergency Response Team. 

Send out list of safety training that NMSU offers. Dr. Huerta to assist in setting up training for both employees and students.

3 – Proposed Catalog Timeline-Dr. Walker, Mr. Paulman, Mr. Mazdra

Dr. Walker pointed out that under the current catalog timeline, the new catalog is available in late April or May which is too late for the new student advising.  A new proposed timeline was developed (see handout) which makes the new catalog available in early April.  However, as Mr. Paulman points out, printing the catalog this early would not allow for the incorporation of the spring course action forms (CAFs) – which comes from the NMSU download - as well as new fee schedules.  Mr. Burke indicated the catalog was a contract and should contain the most recent information. 

 

Dr. Chieffo questioned NMSU catalog print schedule, indicating that they have the same problem. She pointed out that DACC has many course changes.  Mr. Mazdra stated that he would like to have the new catalog to give to new students by the time they are being advised and registered for classes. 

 

Dr. Huerta requested that Dr. Chieffo take this to the next ALT meeting and discuss with the deans to develop recommendations.  Dr. Huerta is very aware of the need to have a new catalog to give to the new students.

 

Mr. Paulman suggested that we not wait for the NMSU download, but that we do our own edits.  Mr. Ledesma he questioned the number of DACC changes.  Drs. Huerta and Chieffo both pointed out that the numerous changes are necessary and could be major or minor (descriptions changes, number changes, prefix changes, etc.). Dr. Lillibridge asked if it was possible for his office to have a list of who had what changes, especially those with prefix changes receiving an affirmative answer. 

 

Dr. Huerta requested that Dr. Chieffo bring a CAF summary to the next meeting.  Dr. Chieffo stated that she would have Vicki send the summary electronically to Administrative Council and Academic Leadership Team. Ms. Roberts asked if she could have sooner so that they could update Go Army information. Mr. Paulman suggested that maybe Jacobo Varela (NMSU) may be able to assist in getting the spring CAF timeline moved up.

Dr. Chieffo to instruct Vicki to send CAF summary electronically to Admin Council and Academic Leadership Team.

4 – Announcements/Other

 

Board Meeting

Dr. Huerta announced that the DACC Advisory Board meeting took place on Thursday April 2, 2009. She reminded everyone that these meetings are open to everyone and that DACC does have the full support of all three school districts including two members from each school district.  All six members attended and are very happy with what DACC is doing and fully support us. Dr. Huerta indicated how pleased she is to work with the DACC Advisory Board. The next meeting will be on is May 7th and everyone is welcome to attend.

 

Dr. Reed Dasenbrock’s Resignation/Sierra County

Dr. Huerta announced that today is Dr. Reed Dasenbrock last day as Secretary of Higher Education. He will be taking a position in Hawaii.  Dr. Bill Flores is to be named as interim.

 

One of the last decisions that Dr. Dasenbrock made is to assign DACC a shared area of responsibility with Western for Sierra County.  This decision was prompted from a petition from Sierra County requesting DACC services.  Nursing, Workforce and Aerospace are areas of interest.  Dr. Huerta reassured everyone that she did not solicit this, and that Sierra County came to her asking for this. After reviewing the situation, Dr. Dasenbrock granted DACC a shared responsibility in Sierra County.

 

DACC will start off very carefully in what we offer, but potentially could offer anything in our catalog.  Sierra County is very aware of our need to go slowly. Dr. Huerta is asking for the department chairs to reallocate sections of certain classes out in Sierra County and to utilize those recourses of teachers, etc we have in the area to do this.

 

Ms. Brooks asked when this would begin. Dr. Huerta answered that it would be for the Fall 2009 semester.  Dr. Sharp inquired where the funds would be coming from. Dr. Huerta indicated from formula funding. 

 

Dr. Chieffo also announced that the counselor from Hot Springs High School had requested DACC as their Carl Perkins partner.  Dr. Chieffo agreed.  Dr. Chieffo also suggested that everyone keep their eyes open for grants that would help us to with this Sierra County partnership.

 

1st Annual Liette Martinez Memorial Golf Tournament on April 24th, 2009. 

Mr. Ledesma provided a handout describing Liette Martinez who was a DACC/NMSU student at Purdue University killed by her roommate’s mother with the story making national headlines.  Geri Martinez works for Student Services is establishing a scholarship in her daughter’s name. The scholarship will be for both DACC and NMSU students. Anyone that is available to help or would like to sponsor a hole should let them know. Even though this event conflicts with other activities that day, you could sponsor a hole.

 

Annual Evaluations

Ms. Gleason announced that 31 non-exempt evaluations and 44 exempt evaluations remain outstanding.  She thanked everyone who has already turned in evaluations.

 

ABE Transitions Coach

Division Dean Nickerson announced how well their new transitions coach was doing in getting everyone advised. She also indicated that students that have the ability to benefit can apply for financial aid.

 

Next Meeting

Not announced

 

Meeting End Time

11:40 a.m.