ADMINISTRATIVE COUNCIL MEETING

Wednesday, March 2, 2011

Administrative Conference Room

 

PRESENT: Margie Huerta, Margaret Lovelace, Andy Burke, Ike Ledesma, Fred Lillibridge, Ken Tellez, Bernie Pia, Lydia Bagwell, Evelyn Hobbs, Rebecca Kongs, Sylvia Nickerson, Tammy Welch, Susan Roberts, Bill Glenn, Meg Haines, Susana Rodriguez, Luly Valencia-Glenn, Lori Allen, Doris Gleason, Kathy Reddington, Nancy Ritter, Ben Altamirano, Gladys Chairez, Amanda Madrid, Brad Mazdra, Becky Ordunez, Rosa DeLaTorre-Burmeister, Rosalina Contreras, Richard Derouen, and Irene Montoya (recorder)

ABSENT: John Paulman, John Walker, Carmen Aguilera-Goerner, Mozella Garcia, Fred Owensby, and Kurt Depner

GUESTS: Rosemary Flores for Mozella Garcia and Richard Derouen for Kurt Depner, Mack Adams, Sally Rel, and Greg Smart

 

Agenda Item

Discussion

Action/Disposition

Meeting Start Time

10:09 a.m.

 

Dr. Huerta noted a good morning to the group. Good to see everyone. She noted Mr. Derouen attending for Mr. Depner. Ms. Flores is attending for Dr. Garcia whose Mother passed away. Our condolences go to Dr. Garcia. Dr. Lovelace noted our faculty member Mr. Taylor also lost his Mother.

Informational Item

 

Dr. Huerta noted two new employees. Ms. Chairez introduced Ms. Olga Pacheco and Ms. Noehmi Moya. Ms. Moya will be working in the Southern centers (Gadsden and Sunland Park). She is a BOT graduate and comes to us from UTEP. Ms. Moya grew up in the Southern county. Ms. Pacheco worked at B&I and is a 2010 DACC graduate. Dr. Huerta welcomed both to DACC. She noted it was great to hire our own graduates.

Informational Item

1 Approval of the Minutes of February 9, 2011 Dr. Huerta

Dr. Huerta entertained a motion to approve the minutes. Mr. Ledesma motioned to approve the minutes of February 9, 2011. Dr. Lovelace seconded the motion. All were in favor, the motion carried. Irene will post on the web.

The minutes of February 9, 2011, were approved. Irene will post.

2 Higher Learning Commission Additional Site Visit (March 30-31, 2011 Dr. Huerta

Dr. Huerta noted Mr. Mack Adams will join the group at 11:15 a.m. Dr. Huerta noted the Higher Learning Commission additional site visit was discussed at the Strategic Plan Implementation Team meeting before Admin Council. The official report was completed and sent. Dr. Lillibridge asked that if anyone wanted a hard copy please let him know. Dr. Huerta noted the report was given to the Implementation Team. On Wednesday, March 30 (all day) will be at the Gadsden Center and on March 31 (1/2 day) at the Workforce Center. Dr. Lillibridge has pulled information on who teaches at these centers to get faculty prepared. ABE and support services will be included. They will be most interested in student support services. Dr. Huerta would like Ms. Chairez to be available with Ms. Moya at Gadsden. Also, Mr. Diaz. We are waiting on what they would like to see. Dr. Huerta noted some things they will want include syllabus and assessment plans. The conference room at each center will be used to set up shop for the site visitor. Dr. Huerta asked that Ms. Allens team be available also. The site visitor has a community college background in Chicago, Illinois. He is retired. Dr. Huerta noted Ms. Reddington and crew will make sure the campuses are nice and clean. The site visitor wants to make sure that students at both Gadsden and Workforce Centers have the same support services as the students at central campus. Dr. Huerta noted at DACC, administration is centralized as well as both non-credit and credit units. She noted she was happy that the college made the decision to offer degrees and certificates at our Southern campuses. Dr. Huerta would like everyone to prepare. The Executive Team will be available during the site visit as well as Dr. Walker who is helping Dr. Huerta look over Gadsden and Sunland Park in the absence of Dr. Aguilera-Goerner. Dr. Huerta noted Dr. Lillibridge, who is the co-chair of the Higher Learning Commission Steering Committee, is the contact person for this site visit. He is working with Mr. David McShane, the site visitor. Dr. Lillibridge noted we were the first in the country to have this kind of site visit. He asked that we provide cell phone numbers to Dr. Lovelace for academics, Mr. Ledesma for student services, and Mr. Burke for business. This will make it easier for those Mr. McShane would like to talk to once he is here. Dr. Lillibridge noted that we had to make sure everything was stocked at the centers with brochures. Dr. Lillibridge will send the protocol list to Irene who will forward to Admin Council. Dr. Huerta noted we will get information to you as we know more.

Informational Item

 

3 Legislative Updates Dr. Huerta

Mr. Burke noted HB2 is at a standstill. The Governor would like a 17% cut which is an additional $3 million for DACC. The Legislative Finance Committee (LFC) is recommending a reduction of $1 million for DACC. This is what the two-year schools are supporting. A compromise to the bill from the Senate has not happened. The film tax is whats holding things up. Ms. Kongs noted her position is that she does not want to see fewer films. The Southern part does not rely so much with films; they rely on education and military. Mr. Burke noted as far as facilities, relative to elimination or reduction, what DACC has already gotten approved will move forward. He noted the out of state waiver which is out of state students taking six or less credits pay in state tuition will impact DACC for about $300,000. Four year institutions will see an impact well over $1 million especially those taking graduate courses. Dr. Huerta noted there may be a special session but we dont know. The Legislative session ends March 19.

Informational Item

4 Budget Open Forum Dr. Huerta

Dr. Huerta noted her and the Executive Team will be holding a Budget Open Forum on March 17 at 4:00 p.m. in the Auditorium at East Mesa. Everyone is welcomed to attend. We are still in waiting mode but hope to have more information to share at the Forum. Dr. Huerta, Mr. Burke and Ms. Reddington attended a meeting to review construction proposals for Hatch. Dr. Huerta noted there is still talk about holding capital outlay hearings. Because the bond did not pass in November, we will still go forward with Gadsden but in a different year. Mr. Burke noted he and Mr. Ledesma spoke to NMSU about a general fee pool to give DACC students a reduced price for the activity center and the health center. Also about adding the allied health student insurance. Mr. Burke noted that the fee structure for DACC and NMSU is off and it needs to be fixed. This will be looked into as well. Dr. Huerta noted DACC is being forced to increase tuition. Mr. Burke noted we either have to increase tuition or cut classes. Dr. Huerta noted she would like the Legislators or the Governor to not do this on the back of our students. She will communicate any increase to student government. Dr. Huerta noted the Budget Committee had requested an extension from March 4 to March 10. She told the chair, Ms. Cox, that she wanted them to look at cuts. The recommendations from the Budget Committee are taken seriously. The Executive Team does not always do what is recommended but it takes those recommendations seriously. Dr. Huerta noted the budget is tied to planning and we work hard to make sure this happens. Dr. Huerta also noted that no positions will be cut.

Informational Item

5 Vacancies & Search Committee Updates Dr. Huerta

Dr. Huerta noted there are currently searches underway. There will be two cycles: one with a review date starting February 14 and one with a review date starting March 30. The February 14 committees have already been set. Orientation is mandatory for committee members. We hope to hire by May 1. Dr. Huerta noted these positions are all vacancies. For the February 14 date, the admin interviews will take place April 11-22 and for the March 30 date, the admin interviews will be April 25-May 6. Please take the time to participate; go to the presentations. Hiring is so important. Dr. Lovelace noted we will try to fill positions before the semester ends.

Informational Item

Dr. Huerta noted promotion and tenure notebooks will be sent to the Executive VP/Provost on March 22. There were 27 promotion and tenure notebooks. There are about 140 notebooks for annual evaluations. Dr. Huerta and Dr. Lovelace read all notebooks and talk about each one.

Informational Item

7 Announcements

Ms. Chairez noted the scholarship deadline has been extended to March 15. She noted the Pell Grant may hold at $5,500 but the summer Pell may be lost.

Informational Item

Ms. Haines noted they would be having a conference for administrative professionals on March 16 (all day). This is a great way to reward your assistant. Mr. Kurt Miller from Skills Path will be the keynote Managing your Boss. The conference is $199 and will be held at the Workforce Center. They will also hold a class on mediation. Please see the web site as it is up-to-date.

Informational Item

Ms. Nickerson noted the Legislature had ABE Day on February 15. She was personally invited by the Governor to meet with her. She had 45 minutes with the Governor.

Informational Item

Ms. Kongs noted she, along with Dr. Lovelace, attended a meeting with Spaceport America. The meeting concentrated on the need for technicians and health workers. On April 1, there will be student launch with a rocket shoot in the morning and an energy fair in the afternoon.

Informational Item

Ms. Orduez wanted to remind the division deans that mid-term grades for dual credit students are due Friday.

Informational Item

Ms. DeLaTorre-Burmeister noted March 30 they will hold a workshop on social media etiquette from 11:30 a.m. to 12:45 p.m. at East Mesa. On April 6, it will be held at the central campus. The Career Expo will be held on April 7 at the central campus.

Informational Item

Dr. Huerta noted Union Pacific will be coming to the Southern part of the county.

Informational Item

6 Exempt Staff Performance Appraisals Presentation Mr. Mack Adams (11:15 a.m.)

Mr. Mack Adams introduced Ms. Sally Rel and Mr. Greg Smart who will be helping him today. They also provide training. Mr. Adams noted they were learning as they go for this presentation. This year all exempt performance appraisals will be submitted electronically. This will be for the annual evaluation only. A user manual will be available soon. The actual form will also be available soon. The process is very user friendly and you can go to https://evaluation.nmsu.edu/. The evaluation process flow is: supervisor completes and sends to next level, next level provides signature and sends back to supervisor, supervisor meets with employee to review, supervisor signs off and sends to employee, and employee signs off and submits to HR. Mr. Adams noted your user name and password used at mynmsu will be used. Mr. Adams went through a practice round which included:

  Home Page this is the welcome screen and where you can get your evaluation or get ones you do

  Assigned Employees shows those who report to you, if not correct, do not panic

  Evaluations in Progress give status of evaluation

  Getting Started you will need to add evaluation period

  Section 1 Scoring there is room for comments, if you assign fails or needs you will have to provide comment. Mr. Adams encourages comments for exemplary and exceeds also; its not required but will help next level supervisor and employee.

  Goals from Previous Year this is where last years goals are assessed; this will populate automatically next year

  Total Score tabulates per section

  Goals for the Coming Year you can have up to five goals and you have to have at least one goal

  Professional Development Plan this is used for the performance improvement plan; section 2b can be used for any needs improvement even if overall score meets expectation

  Comments Section use for follow up and/or comments

  Route for Approval will go to next level approver

  Routing Confirmation you will get confirmation

Dr. Huerta noted talks should happen before sending to next level supervisor. Communicate more to avoid back and forth. Mr. Adams noted the Home Page will have evaluation status.

  Approver Screen where next level supervisor approves

  Post Approval allows you to retrieve if you forgot something

  Sent to Employee Confirmation employee is sent confirmation

  Evaluation Help Irene will send the group the presentation

Mr. Adams noted additional training includes Performance Management (which is a powerful management tool and he recommends) and Evaluating Employee Performance. There is also Managing Your Performance Evaluation to get employees more involved in the process and the Just-in-Time Workshop. Mr. Adams noted you can also contact the Center for Learning and Professional Development at 646-7444. They also have an open lab at the Center if you need help. You can walk in. Ms. Gleason noted the performance appraisals are now due on April 29. Non-exempt, which is still done on paper, will be due to her by April 15. Mr. Adams noted he had gone quickly, but please call the Center if you have any questions. The self-assessment forms are on the web. Dr. Huerta thanked Mr. Adams, Ms. Rel, and Mr. Smart and noted they were a tremendous resource. She reminded everyone to talk to their employees.

Informational Item

Meeting End Time

11:55 a.m.