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••• ADMINISTRATIVE COUNCIL, ," • • . TING Friday, January 12, 2~f)7 , i" 10:00 a.m., ACR .- :1f:iv -* AGE N D A • N, •• .'r'. -. • 1. Distribution of the Minutes of December 1, 2006 (handout) Dr. Huerta 2. 2007-08 Budget Request Process (handouts) Dr. Huerta 3. Exempt & Non Exempt Staff Evaluation Process Dr. Huerta & Ms. Gleason 4. The Migration Strategy to Blackboard CE6 Ms. Oscar Quintela Next Meeting Friday, February 2, 2007,10:00 a.m., ACR Calendar: Jan 15 Martin Luther King, Jr. Holiday Jan 16 NMSU Spring Convocation, 9:00 a.m., Music Recital Hall Legislative Session Begins (12 noon) (Jan 16 - Mar 17) Jan 19 Preliminary Budget Meetings (by Admin Unit or Division), 1:30 p.m., ACR Jan 25 DACC Donor Appreciation Dinner, 6:00 p.m., Commons Area Feb 2 Submit Completed Budget Requests to the Finance Office (Mr. Burke) Administrative Council, 10:00 a.m., ACR Feb 14 Budget Hearings wlBudget Committee & Executive Team (by Admin Unit or Division), All Day, ACR Feb 15-16 Border Learning Conference, EI Paso Marriott Hotel Feb 22-23 NM HEAR Conference, Old Town Albuquerque March 2 Budget Recommendations (feedback) Meeting w/Budget Committee & Administrative Council, 9:00 a.m., ACR ADMINISTRATIVE COUNCIL MEETING Friday, January 12,2007 10:00 a.m., ACR PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, John Walker, Carmen Aguilera-Goerner, Lydia Bagwell, David Pearse, Jerry Welch, Sylvia Nickerson, J.B. Carrica, Rosa Lopez, Fred Owensby, Susana Rodriguez, Fred Lillibridge, John Paulman, Lori Allen, Kelly Brooks, Doris Gleason, Kathy Reddington, Ben Altamirano, Brad Mazdra, Tim Chappell, Irene Montoya (recorder) ABSENT: Ike Ledesma, Molly Morris, Bill Glenn, Susan Roberts, Gladys Chairez, Larry Sharp GUESTS: Oscar Quintela for Molly Morris Agenda Item Discussion ActionJDisposition Meeting Start 10:06 a.m. Time Dr. Huerta welcomed everyone. She hopes everyone is looking Informational forward to a three day weekend. Dr. Huerta thanked everyone for their attendance and participation at Convocation yesterday. Dr. Huerta welcomed Ms. Bagwell to her first day with the group Informational as Interim Division Dean. We are glad to have her. Mr. Quintela is here for Ms. Morris who will be out the next two weeks. 1 - Distribution of Dr. Huerta noted the minutes of December 1, 2006, were distributed Please let Irene know the Minutes of with the agenda. Please look over and let Irene know changes. Dr. any changes to Dec. 1 December 1,2006 Huerta asked Ms. Allen for help in getting the minutes posted on the 2006, minutes. -Dr. Huerta web. It has been Dr. Huerta's commitment to have them posed. 2 - 2007 - 2008 Dr. Huerta referred to the memo from Mr. Burke on the budget Please come to Budget Request process. This year, for the first time, there will be a preliminary preliminary budget Process - Dr. budget meeting. Also attached is the time line given for each unit for meeting prepared to Huerta the preliminary meeting. The Exec Team would like, at this present your staffing preliminary meeting, each unit to give the unit's staffing needs (full needs including time faculty and staft) for the upcoming budget process. We would justification. Also, like to get a sense of the needs. Please come with justification for any include if this will full time position request. Mr. Burke noted we are going to have to impact the schedule. bear down. We will really need to focus on Nursing. Mr. Chappell Draft position asked who would present for Faculty Council. Dr. Huerta noted this announcements for meeting would be for staffing needs only so Faculty Council will not new faculty/staff can need to present. Ms. Aguilera-Goerner noted if it was the intent to also be started. move up the search process. Dr. Huerta noted no, but that we could possibly advertise early. Mr. Burke suggested starting early with draft position announcements. Dr. Huerta added that several positions that were not filled will be advertised this month. We want to eliminate late offers. She asked division deans to start developing announcements. Dr. Huerta suggested getting with Ms. Gleason on the common information on the announcements. Mr. Burke noted the requests should follow what was submitted in your operating plans. Dr. Chieffo asked for clarification on who should attend; department chairs, program directors. Mr. Burke noted it was up to Administrative Council Minutes January 12,2007 Page 1 Agenda Item Discussion Action/Disposition each unit. This will not be a decision making meeting. We would like to identify issues sooner.. Dr. Huerta asked that the division dean be the speakers, but that department chairs and program directors can come. Ms. Brooks asked if this would impact schedules. Mr. Burke noted that they are related. Dr. Chieffo asked the division deans to let us know the impact to the schedule. 3 - Exempt and Dr. Huerta noted the exempt and non exempt evaluations were Please rethink how Non Exempt Staff around the corner. She has asked Ms. Gleason to let us know the you evaluate your Evaluation deadline dates when she knows. Dr. Huerta has been informed that staff. Also, policy Process - Dr. in the past, DACC was not in synch with main campus. Evaluations will be followed: you Huerta & Ms. should be reviewed by the reviewer (and supervisor) before it is given will review evaluation Gleason to the employee. DACC did not do this. We will be complying with with the reviewer the policy starting this year. Dr. Lillibridge asked if the same forms prior to reviewing would be used. Ms. Gleason noted yes. Ms. Nickerson asked if the with employee. non exempt form has been changed or improved. Ms. Gleason noted no. This had been tied to broadbanding and broadbanding is on hold. Mr. Paulman asked if broadbanding had been set. Mr. Burke noted the set time has changed several times. A new date has not been set. Human Resources is working on a contract with the union. Dr. Huerta noted that as we get information on the evaluations from main campus, we will send out. Dr. Huerta also noted a concern from main campus on using all lOs. Please think about what you give your employees. We could possibly provide training or discussions on evaluations if needed. Ms. Gleason noted that if you give all lOs, maybe we need to check the duties. Mr. Paulman noted it was culture and if reset the morale will be affected. Mr. Burke noted this was a preliminary discussion for you to rethink evaluations and is something that needs to be fixed over time. Please discuss with employees when evaluating. Change is coming and nobody is perfect. Dr. Huerta asked everyone to start thinking about this and Ms. Gleason will send information as she gets it. Dr. Chieffo asked if training can be done for supervisors. Dr. Huerta noted that it can be worked on. We do not want to be caught off guard. 4 - The Migration Dr. Huerta asked Mr. Quintela to give the group an update on the Dr. Huerta would like Strategy to migration to Blackboard CE6 and perhaps, for faculty, more Mr. Quintela to work Blackboard CE6 - extensive training. Mr. Quintela noted the new system is very with Dr. Chieffo on Mr. Quintela different and will require retraining. Because DACC will not be able scheduling training. to handle all the training, some faculty will need to go to NMSU for training. Mr. Chappell asked if they had thought of training for part-time faculty. Mr. Quintela noted it was being worked on. The new system will be going live summer session II. The old system will be shut down. The course migration has not all been worked out. We will need to make sure and migrate back ups. Mr. Quintela suggested looking at this as an opportunity for DACC to clean up courses. Dr. Huerta added that this was a lot of work and we need to do a better job of doing tagging and identifying these courses. Mr. Administrative Council Minutes January 12, 2007 Page 2 Agenda Item Discussion ActionlDisposition Quintela noted that we would like to hire part-time people to help with migrating. Mr. Chappell asked if this would make things more consistent. Mr. Quintela noted yes we can with the new system. Dr. Huerta asked Ms. Rodriguez if any of their courses were webCT. Ms. Rodriguez noted no, but they would like to. Most students do not have access to computers. They would like to apply for grant to purchase laptops and be able to have students check them out. Dr. Huerta asked Mr. Quintela to get with Dr. Chieffo on scheduling training, etc. Mr. Quintela noted that we needed to come up with a strategy. This is a new staff challenge. Ms. Allen added there would be a new version in fall 2008. Dr. Huerta asked how many courses this impacted. Mr. Quintela noted 100 courses which are fully on line and 300 augmented through webCT enhanced. Ms. Aguilera- Goerner noted she has already began talks with Mr. Quintela on starting with the General Studies Division. Dr. Huerta noted we also needed to train students. Mr. Quintela added we need to inform students of the change. Tutorials will be available for faculty and students. He will visit departments soon. Mr. Chappell asked what the status of my.urnsu e-mail was. Ms. Allen noted it was there but there are still questions. Mr. Burke added it was in place to function but needed academic input. It will be coordinated with Dr. Chieffo's office. Dr. Huerta asked for any announcements: Mr. Chappell noted he has had a good overall response by full time Informational and part time faculty on entering grades. Dr. Lillibridge noted there was a significant planning meeting on Please give important January 26. Please send important ideas to him. Dr. Huerta added ideas to Dr. that of the five institutional priorities, she needed information on Lillibridge for the Criterion 1 from Mr. Walker so that we can wrap up. Dr. Lillibridge Jan. 26 planning noted they are working their way through Banner and AtD is coming meeting. up. If you need something bad, please have a good reason. Ms. Lopez noted she would be representing the college at Las Cruces Please give Ms. Lopez Day in Santa Fe and would have a booth set up. Please give her any program brochures information on programs you would like set up at the booth by for Las Cruces Day in January 25. Santa Fe. Ms. Aguilera-Goerner reminded everyone about the Border Learning Informational Conference. Look at brochure and sign up. Dr. Huerta also reminded everyone of the NM HEAR conference. Informational Next Meeting Friday, February 2, 2007,10:00 a.m., ACR Meeting Ended 11:00 a.m. Administrative Council Minutes January 12, 2007 Page 3 ••• •• • •• ADMINISTRATIVE COUNCI~MEETING Friday, February 2, 2«'] ••• 10:00 a.m., ACR :*" .:,. *. • i *3 ?:' .... AGENDA 1. Approval ofthe Minutes of January 12, 2007 (handout) Dr. Huerta 2. Performance Management Training Dr. Huerta & Ms. Gleason 3. Freshman Year Experience Dr. Huerta & Mr. Ledesma 4. Facilities Update Mr. Burke 5. New Mexico Higher Education Department Task Forces Dr. Chieffo 6. Annoucements / Other Next Meeting Friday, March 2, 2007, 9:00 a.m., ACR (Please note: this meeting will start at 9:00 a.m. with the final budget recommendations) Calendar: Feb 2 Submit Completed Budget Requests to the Finance Office (Mr. Burke) Administrative Council, 10:00 a.m., ACR Feb 14 Budget Hearings w/Budget Committee & Executive Team (by Admin Unit or Division), All Day, ACR Feb 15-16 Border Learning Conference, EI Paso Marriott Hotel Feb 22-23 NM HEAR Conference, Old Town Albuquerque March 2 Budget Recommendations (feedback) Meeting w/Budget Committee & Administrative Council, 9:00 a.m., ACR March 19-23 Spring Break March 28 DACC Career Fair, 9:00 a.m., ACR March 29 DACC Academic Scholars Reception, 6:00 p.m., Corbett Center Ballrooms ADMINISTRATIVE COUNCIL MEETING Friday, February 2, 2007 10:00 a.m., ACR PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, Ike Ledesma, John Walker, Lydia Bagwell, David Pearse, Sylvia Nickerson, Bill Glenn, J.B. Carrica, Susan Roberts, Fred Owensby, Fred Lillibridge, John Paulman, Lori Allen, Kelly Brooks, Doris Gleason, Kathy Reddington, Ben Altamirano, Gladys Chairez, Brad Mazdra, Larry Sharp, Tim Chappell, Irene Montoya (recorder) ABSENT: Carmen Aguilera-Goerner, Jerry Welch, Molly Morris, Rosa Lopez, Susana Rodriguez GUESTS: Bernie Piiia for Carmen Aguilera-Goerner, Terry Mount for Jerry Welch, Tammy Welch for Molly Morris A2enda Item Discussion ActionlDisposition Meeting Start 10:05 a.m. Time Dr. Huerta welcomed everyone. Also, a welcome to those Informational Item who are here for the first time: Ms. Terry Mount for Mr. Welch; Ms. Tammy Welch for Ms. Morris; and Dr. Bernie Piiia for Ms. A2uilera-Goerner. 1 - Approval of Dr. Huerta asked for a motion to approve the January 12, The January 12, the Minutes of 2007, minutes. Mr. Ledesma moved to approve the minutes 2007, minutes were January 12, 2007 of January 12. Mr. Walker seconded the motion. All were approved. - Dr. Huerta in favor, motion passed. 2 - Performance Dr. Huerta noted there was information to share on Irene will send out Management performance evaluations and training required. Ms. e-mail to group on Training - Dr. Gleason noted she was in contact with main campus and the performance Huerta & Ms. they are moving toward aligning performance management management and Gleason with broad banding. The evaluation forms mayor may not evaluation training change. Ms. Gleason is working on getting training here at on March 2, 2007, DACC instead of employees going to Corbett Center. Dr. 9:00 a.m. to 12 Huerta noted the training is three hours and she would like noon. Evaluation the training provided at the March 2 Administration will be reviewed by Council meeting from 9:00 a.m. to 12 noon. Irene will send reviewer prior to out an e-mail to the group on the training. Ms. Mount conference with asked if department chairs and program directors be employee. invited. Dr. Huerta noted yes, we can invite them. Ms. Nickerson asked if training would be done before evaluations. Ms. Gleason answered yes, this is the plan. Mr. Paulman asked when the evaluations were due. Ms. Gleason noted possibly mid April. Dr. Huerta added the community college would follow procedures where there is no conference with the employee until the evaluation is reviewed by reviewer. We will get out information as soon as possible. Dr. Huerta asked Mr. Altamirano to find us a larger room for the training. Dr. Carrica asked for an explanation of how raises are related to the evaluation. Ms. Gleason noted it had not been shared. Mr. Burke added we were just going with the flow and if we don't like something, we can step in. The notion and idea are good. The training will give us opportunity to find out more and ask questions. Dr. Huerta sU22ested the final bud2et recommendations Irene will send out meeting originally scheduled for March 2 be held on March e-mail to group on 9. Mr. Burke agreed. Irene will send out e-mail confirming March 9, 2007, change. Ms. Mount asked if we could ghost classes. Mr. 9:00 a.m. final Burke would prefer we did not ghost classes. Dr. Chieffo, budget based on past experience, would also prefer no ghosting. recommendation meeting. 3-Freshman Dr. Huerta noted she and Mr. Ledesma have been talking Informational Item Year Experience about a shift in focus in student services. One focus is for - Dr. Huerta & students to declare a major when they are admitted. Mr. Mr. Ledesma Ledesma will work on starting a "Freshman Year Experience" where we may want to consider how to coordinate, who to target. Elements we want to incorporate include: -- Curriculum: developmental, college success, and distance Informational Item learning -- Advising: comprehensive orientation, professional advising, peer advising (get more successful students involved) -- Mentoring: faculty, staff, peers -- Academic Support: tutoring, technical support (labs, library), training for faculty (how to provide academic support) -- Counseling: career, academic, personal -- Seminars: alcohol and drug abuse, cultural, educational psychology (emotional development, base line theory), ethics, life skills -- Case Management: oversight of all activities, personal contact (another connection), feedback (from students about services), referrals (help student with process) -- Research: peer institutions, academic research, training (keep student motivated) -- Evaluation: activities, grades, persistence, graduation Dr. Huerta added the college needed to look at the students Informational Item we are losing, especially first time, full time students. Mr. Ledesma along with Mr. Mazdra and the department chairs and program directors will be involved. Dr. Huerta noted students who declare a major are more likely to complete studies. Ms. Chairez added that many students end up not making academic progress and not meeting the lottery scholarship requirement. Of the 240 students evaluated, only 11 were eligible for the Academic Competitive Grant which is a federal grant. Mr. Pifia noted the initiative would cost money. Mr. Ledesma noted a committee would be formed to look at what we can and can't do. A lot of people will need to be involved. Dr. Huerta noted this go around, the college would not be submitting a Title V grant. Next year, based on strategic plans, we could possibly apply and be funded by Title V. Mr. Owensby noted historically, SBDC has been detached, but they would love to get involved. SBDC would be happy to be guest speakers in classes. Mr. Chappell added that it could be more formalized if it goes to Faculty Council. Ms. Nickerson noted she and Ms. Rodriguez have met with Mr. Ledesma and feel ABE fits perfectly with this idea. Mr. Ledesma noted he would include everyone. Dr. Huerta added reporting impacts us and student success is very important Dr. Huerta noted she met with Dr. Lillibridge on the Informational Item recommended strategic priorities. Dr. Lillibridge noted the 08-12 strategic priorities were: 1) graduate more students (credit and ABE); 2) culture of evidence (for budgets, standardize); 3) communication (internal and external, focus on web, communication with part time faculty); 4) partnerships (all kinds, k-12, four year, industry, business); 5) facilities (related to growth); and 6) technology (are we able to keep up). Dr. Chieffo concurred with waiting a year, piloting through AtD, and then the writing of the Title V proposal should begin December 2007 with submission March 2008. This will give us time to research, visit places. Ms. Nickerson asked who she could meet with regarding ideas to transition ABE students to college. Mr. Ledesma noted it would be him and to please submit ideas. Dr. Huerta noted she would form task forces for each strategic priority and have them submit reports. Dr. Lillibridge noted the strategic plan was due in December. 4 - Facilities Mr. Burke noted progress had been made on the Workforce Informational Item Update-Mr. Center. The bids were opened this week. It's a $4 million Burke budget, $3 million construction bid, and it has three alternatives (new, ole, renovation). We were able to get all within budget. Ray Ward & Sons were awarded the bid. They have worked with Rem Alley (architect) before and there is a good connection. The contract will be established in the next few weeks. Pre-construction meetings are scheduled of the end of next month. Ms. Reddington is the point person. We do not anticipate any problems. Ms. Reddington added we need to work on getting everything out of the back area. Mr. Burke noted he was working with Gary Williams on Informational Item the East Mesa Center design. The bids will be sent out with alternatives. There is the potential that we may not get all we want in the $10.5 million project. The bids will go out this summer. On this location, room 80 and 82 will be worked on for the Informational Item Dental Hygiene Program. Work will start at the end of the semester. Room 78 will become an operating clinic. The biggest need for the Dental Hygiene Program is classroom space. There will be a temporary disruption. The clinic will be done at the end of the year and be ready for Sprin2 2008. Dr. Huerta added there will be plans to meet with folks in Budget requests Hatch and possibly Chaparral. Mr. Burke noted we were are due TODAY to looking at BLM land next to the high school in Chaparral. Mr. Burke through We would utilize the high school for dual credit. Hatch is appropriate officer. little different. We will either work with private citizens or the school district depending on where we decide. We may end up undersized. We are working on getting architects for Hatch, Chaparral, and Phase II of Gadsden. Mr. Owensby asked that SBDC be given times when classes are not meeting here at the Las Cruces campus. The Workforce Center construction is expected to last nine months and he would like alternative class space to hold classes, training, etc. Mr. Burke noted operations would not be shut down. This will be addressed at the pre- construction meeting. The work will be done in three pieces. Dr. Glenn noted the problem in his area would be front office space and staff being displaced. Dr. Huerta asked everyone to bear with us and that there would be sacrifices and inconveniencies. Dr. Huerta reminded everyone budget requests are due today to Mr. Burke throu2h appropriate officer. 5 - New Mexico Dr. Chieffo noted work has been going on at the New Informational Item Higher Mexico Higher Education Department. There is a Education HEDIPED Alignment Task Force to look at college entrance Department exams and high school exit exams. The cut off scores in Task Forces - math, English, and reading will need to be the same. DACC Dr. Chieffo representatives on behalf of NMACC on this Task Force include: Dr. Bernie Pifia, Mr. Gregg Hammond, Mr. Brad Mazdra, and Dr. Fred Lillibridge or Ms. Mary Beth Worley. Please visit HED's web site for the list of other (7 or 8) task forces. The Articulation Task Force is looking at the general education common core courses. Dr. Huerta noted we also were involved in dual credit. Dr. Chieffo added there was a subcommittee of alignment changes to dual credit. 6- Dr. Huerta noted the Las Cruces Sun News had called Informational Item Announcements yesterday regarding the Nursing Program. Dr. Huerta / Other referred them to Mr. Pearse and Dr. Whitaker. Good things have happened like the monitoring reports have been lifted. We have also been working with NMSU's College of Nursing. One of the students interviewed the last time who gave an unfavorable review, was interviewed again and this time had good things to say about the program. Dr. Huerta reminded everyone to work on the five faculty Informational Item positions, the ACAO, the Division Dean for Continuing Education, and the TRC Coordinator positions. Those should be posted ASAP. Everyone will be involved with screening committees or strategic plan task forces. Mr. Ledesma noted a few events: Informational Item March 28 - Career Fair March 29 - Academic Scholars Reception May 11 - Commencement, 7:00 p.m., Pan Am Center (volunteers will be needed) Mr. Chappell noted there would be another election for Informational Item president-elect. Ms. Kristina Gordon resigned. Dr. Huerta reminded everyone to attend: Informational Item Border Learning Conference (next year here in Las Cruces) NM HEAR Conference (Dr. Lillibridge noted close to 400 had registered) Next Meeting Friday, March 2, 2007, 9:00 a.m., Room 96 Performance Management & Evaluation Training Friday, March 9, 2007, 9:00 a.m., ACR Final Budget Recommendations Meeting Meeting End 11:45 a.m. Time •• n~*• •• • ADMINISTRATIVE COUNCIL AND BUVGET COMMITTEE • FINAL BUDGET RECOMMENDA~toNS(2007-2008) Friday, March 9, 20ot" 9:00 a.m., ACR :~" AGENDA ." . * 1. Welcome Dr. Huerta 2. 2007-2008 Budget Overview Mr. Burke 3. Budget Committee Recommendations Mr. Seifert 4. Discussion Next Administrative Council Meeting Friday, April 13, 2007,10:00 a.m., ACR (April 6 is Spring Holiday) *!! • ",,,~*. !! !"*"* ** '" *'1!(r ADMINISTRATIVE COUNCIL l\1EETING Friday, April 13, 2007 ;~ 3:00 p.m., ACR "':.!f :*:;, ,. AGENDA '" P!,. •.f: 2' .,11,* •• I. Approval of the Minutes of February 2, 2007 (handout) Mr. Burke II. Annual Inventory (handouts) Mr. Burke III. Merit Pay Mr. Burke IV. Budget Update Mr. Burke V. Information Technology Audit Approach (handout) Ms. Diana Hidalgo NMSU Office of Audit Services VI. Announcements/Other Next Meeting: Friday, May 4, 2007, 10:00 a.m., ACR PLEASE NOTE: June meeting has been changed from June 1 to JUNE 6 (Wednesday), 10:00 a.m., ACR. Calendar: April 13 Opening Night of Selfish Giant, Holy Cross School (Pete Medina) April 14 NMSU Aggie Day, 1:00 -10:00 p.m., East Side of Corbett Center April 17 Parent Night at Chaparral High School, 6:00 p.m., Chaparral HS April 20-24 HLC Annual Meeting, Chicago April 26 Employee Capital Campaign Kick Off, 3:00 p.m., Commons Area April 26-27 Dental Hygiene Program Initial Accreditation Site Visit May 1 GISD Student Recognition Ceremony, 6:00 p.m., Gadsden Center May 2 LCPS Principals w/DACC Meeting, 3:00 p.m., ACR May 3 DACC Advisory Board Meeting, 6:00 p.m., ACR May 10 White Sands Graduation, 10:00 a.m., White Sands Center Outstanding Graduate Luncheon, 12 noon, Corbett Center Stars of Excellence Awards Ceremony, 3:30 p.m., Commons Area May 11 DACC Commencement, 7:00 p.m., Pan Am Center May 12 NMSU Commencement, Pan Am Center May 20-23 NISOD Conference, Austin, TX May 28 Memorial Day Holiday ADMINISTRATIVE COUNCIL MEETING Friday, April 13, 2007 3:00 p.m., ACR PRESENT: Andy Burke, Ike Ledesma, Lydia Bagwell, David Pearse, Jerry Welch, Sylvia Nickerson, Bill Glenn, J.B. Carrica, Susan Roberts, Rosa Lopez, Fred Lillibridge, John Paulman, Lori Allen, Kelly Brooks, Doris Gleason, Kathy Reddington, Ben Altamirano, Brad Mazdra, Larry Sharp, Ken Tellez, Tim Chappell, Irene Montoya (recorder) ABSENT: Margie Huerta, Anna Chieffo, John Walker, Carmen Aguilera-Goerner, Molly Morris, Fred Owensby, Susana Rodriguez GUESTS: Bernie Pilla for Carmen Aguilera-Goerner, Oscar Quintela, for Molly Morris, Tony Fierro A~enda Item Discussion ActionlDisposition Meeting Start 3:02p.m. Time Mr. Burke welcomed everyone and noted the group was Informational Item stuck with him. Drs. Huerta, Chieffo, and Mr. Walker are in Albuquerque attendin~ an HED statewide AtD meeting. 1 - Approval of Mr. Burke asked for a motion to approve the February 2, The February 2, the Minutes of 2007, minutes. Dr. Sharp motioned for approval of the 2007, minutes were February 2, 2007 February 2, 2007, minutes. Mr. Chappell seconded the approved. -Dr. Huerta motion. All were in favor and the motion passed. 2-Annual Mr. Burke noted this year's inventory was challenging (bar The college needs Inventory - Mr. codes for rooms, etc.). Ms. Connie Melendrez did a good to do a better job Burke job and next year will be better organized. The handout with inventory and shows the 31 items DACC is missing. It's not worse, but not minimize the close. Dr. Huerta would like inventory to be more importance. Next successful. All missing items should have documentation - year will be better police report, cannibalized, disposed, etc. Items should not organized with be hanging year to year. It reflects poorly on the college. earlier meetings Please don't minimize the importance. If you have the and assigning staff documentation now, please get it to Connie. Next year we to do inventory. will get people together sooner and assign people. Mr. Burke added that there has been new facilities built and items moved and in some cases property is behind scanning. The college will be organized up front for next year. Irene added those items on the list Connie provided may have documentation but until Regents approve, they are still listed on the inventory. 3 - Merit Pay - Mr. Burke noted documentation from the Provost had come Mr. Burke asked Mr. Burke forward on merit pay. For faculty, main campus is looking the division deans, at giving 2% across the board automatically and using the dept. chairs, 3% for colleges to fluctuate for merit with the overall program directors average for the college staying at 5%. This was approved to get by the Regents today. It will be similar for exempt and non documentation on exempt staff. Mr. Burke noted salary information had not evaluations and been sent by main campus HR office. Mr. Chappell noted make this had been debated by Faculty Council. They would recommendations prefer it be driven by and not handed down. Mr. Burke on merit. He asked noted this process was dictated by the ~overnin~ board Mr. Welch to take Administrative Council Meeting April 13, 2007 Page 1 of 5 through NMSU. We should expect 40% of raise automatic this to the other and 60 % fluctuated by merit. Colleges and departments division deans. are able to develop their own process to distribute merit. DACC has chosen to deviate %% amounts based on evaluations and recommendations. Mr. Burke added the process will require us to submit to the percent. Raises will not be as low as 2 % except in very unsatisfactory performance. Dr. Pifia asked if promotion and tenure was considered. Mr. Burke noted promotion and tenure was given outside of this process and is roughly 6 %. Mr. Burke also noted the college was asking for a faculty equity adjustment and we have asked for a flat, across the board amount for all faculty. Mr. Altamirano asked about the 2% or 3% to ERB. Mr. Burke noted the employer has given .75% more the last two years. The Legislature is providing funding for this and does not impact raises. Mr. Burke asked that the division deans and dept. chair/program directors get documentation on evaluations ready and to make recommendations. Mr. Burke asked Mr. Welch to take back to the division deans. 4 - Budget Mr. Burke referred to the handout of the 2007-2008 budget. Informational Item Update-Mr. This is basic budget information which will go forward to Burke our Advisory Board for approval. This is required before going to the Regents for their approval. Mr. Burke noted the college was taking less of an enrollment increase. The college will increase tuition and fees from $47 to $48 for in district. Tuition for concurrent enrollment will remain the same -- $24. Out of district was also increased by $1.00 -- $57 to $58. New faculty and staff positions approved are listed on the last page. The exempt positions funded by restricted funds will not be supported by I&G this year. We are hoping to fund those with a HUD grant. Mr. Burke sent the budget to the Budget Committee for input. There was isolated feedback. This is what the college will be sending forward. The Exec Team focused more on funding streams for faculty positions. This year we will start dialogue on those we did not fund or why decisions were made. Ms. Nickerson asked if these were full time positions. Mr. Burke answered yes. Mr. Chappell asked about pay raises for part time faculty. Mr. Burke noted a request which has not been made yet will ask for a 5 % raise for part time faculty. Mr. Burke noted he was still finalizing the budget and he will soon have the expenditures and revenues done. The budget worksheets will be sent out soon, hopefully by finals week. 6- Mr. Burke asked that we move on to announcements while Announcements the group waits for Ms. Diana Hidalgo from NMSU. /Other Dr. Lillibridge noted two announcements: 1. The accreditation process is close to completin~ the Informational Item Administrative Council Meeting April 13, 2007 Page 2 of 5 initial self study. There have been a few gaps identified which were given to the Exec Team. The Team responded. At the end of the month information will be put out to everyone to get input. There has been nothing terribly huge was found. We are one year and two weeks out until our site visit. 2. There were six strategic priorities developed and are Informational Item on the IE web site. Six task forces will be developed to create action plans for each priority. You may be asked to help provide input. Mr. Quintela reminded the group about the Great Book If you have books Giveaway next week on April 19 from 11:00 a.m. to 1:00 to donate, please do p.m. in the Courtyard. If you books to donate, please do so. so. Mr. Paulman asked Mr. Burke's perspective on the 2% Informational Item drop in enrollment. Mr. Burke noted these were only projections and were very conservative. Mr. Burke expects enrollment to be down. The college is reaching critical mass, especially in General Studies. We made appropriate decision of the number of students accepted in the Nursing Program. Historically, our growth is equal to the county's growth. Mr. Burke noted for funding purposes this is considered zero. Mr. Pearse noted that the April 17 event at Chaparral High Informational Item School be changed to Chaparral Middle School in the calendar section of the agenda. Dr. Sharp noted they were looking for volunteers to work If interested in on Disability Day which will be sometime in October. volunteering, Please get in touch with Rhonda at ext. 7548 if you are please call Rhonda interested. at ext. 7548. Ms. Hidah!O joined the meeting. 5 - Information Mr. Burke introduced Ms. Diana Hidalgo who is with Technology NMSU Audit Services. Mr. Burke asked the group to go Audit Approach around and introduce themselves. Each person introduced -Ms. Diana themselves. Hidalgo Ms. Hidalgo noted she was the Senior IT Auditor at NMSU Informationalltem and has been with NMSU for two months. She will be auditing technology on campus including the community colleges. The project will be to gather information and to focus on what people think most of and care about. Ms. Brenda Shannon who is Ms. Hidalgo's boss would like to do an IT risk assessment to see what technologies NMSU has, what sensitive information is gathered, and how information is used. Ms. Hidah~o noted this was not an Administrative Council Meeting April 13, 2007 Page 3 of 5 audit but a gathering of information which is not specific to anyone. Ms. Hidalgo noted they would like a department level Informational Item summary of what are the key applications used. The form needed will include: l. application name 2. primary purpose 3. application developed in house or purchased 4. application used today supported by who (IT, yourself or 3rd party) For specific purpose of teaching, please give a one line summary. No licenses for now 5. identified data categories which is considered sensitive information Mr. Burke noted the community college will come up with a The college will come coordinated response though Ms. Lori Allen. We will up w/a coordinated response. evaluate best way to gather information. Ms. Hidalgo added that sensitive information to them may Informational Item not fall in the categories listed. Please use the Other category and describe. If we deem it sensitive, please list it. Mr. Burke noted that stand alone databases you develop should be included. Ms. Hidalgo noted page two of the handout was to pick our Informational Item brains. This will give us a baseline. They are requesting this information be returned to them by the end of May. The June time line will include NMSU consolidating to find common themes and common concerns. The information will be presented back to the NMSU community and then prioritized. Mr. Burke noted we understood what was being asked of us and we will need to make a decision internally on how we will coordinate. Ms. Hidalgo noted she would be happy to come back and Informational Item meet with others. She is available for us. A notice, through There was a short discussion by the group on concerns, Dr. Huerta, on the policies, and support. Dr. Lillibridge noted they really deadline, etc. will wanted things that we do that have sensitive data. Mr. be sent out. Burke noted a notice through Dr. Huerta on the deadline, etc. will be sent out. Mr. Burke reminded the group on some of the events on the Informational Item calendar including: April 17 Parent Night at Chaparral, 6:00 p.m. April 27 Employee Capital Campaign Kick Off, 3:00 p.m. May 10 Stars of Excellence Awards Ceremonv, 3:30 D.m. Administrative Council Meeting April 13, 2007 Page 4 of 5 May 11 Commencement, 7:00 p.m. Mr. Chappell asked about the eye care insurance. Irene Informational Item noted Ms. Vicki Haggard had called NMSU Employee Benefits Office to inquire. They told her that they are no longer looking at the state plan and originally they were looking at starting it July 2007. They are now looking at offering the insurance in January 2008. Mr. Burke noted enrollment changes can be made starting next week for health and dental insurance. Do nothing if no change. Ms. Gleason noted this was to change providers only. Mr. Paulman noted the 07-08 catalog was going to be Any ideas on updating revised. Please think of updates and let him know. catalog let Mr. Paulman know. Irene noted the June meeting would be held on Wednesday, June 6. Same time and place. Dr. Huerta and Mr. Burke Informational Item will be attending architect interviews for East Mesa Phase 5 on June 1. Next Meeting Friday, May 4, 2007, 10:00 a.m., ACR Meeting End 4:25p.m. Time Administrative Council Meeting April 13, 2007 Page 5 of 5 JlfAi . . . iVJIf*. 'i JIf* *"~fr Ai"1f..JIf • ADMINISTRATIVE COUNCIL l\JEETING Friday, May 4, 2007 .:. 9:00 a.m., ACR ·j~rr,;} AGENDA .. ~ . *.. I. Approval of the Minutes of April 13, 2007 (handout) Dr. Huerta II. Safety Campaign (handout) Dr. Huerta III. Protocol on Dissemination of Information Dr. Huerta IV. Strategic Priorities Task Force Updates Dr. Huerta A. SP#1 - Improve Graduation Rates Mr. Ledesma B. SP#2 - Nurture a Culture of Evidence Mr. Juarez C. SP#3 - Enhance Internal/External Communication Dr. Lillibridge D. SP#4 - Increase/Strengthen Ed, Com, Industry Partnerships Mr. Welch E. SP#5 - Continue to Develop Facilities Mr. Burke F. SP#6 - Provide State-of-the-Art Technology Ms. Allen V. 2007 Medical Switch Enrollment/Dental Open Enrollment (handout) Dr. Huerta VI. Announcements/Other Next Meeting: Wednesday, June 6, 2007,10:00 a.m., ACR PLEASE NOTE: June meeting has been changed from June 1 to JUNE 6 (Wednesday), 10:00 a.m., ACR. Calendar: May 9 Stars of Excellence Awards Ceremony, 3:30 p.m., Commons Area May 10 White Sands Graduation, 10:00 a.m., White Sands Center Outstanding Graduate Luncheon, 12 noon, Corbett Center May 11 DACC Commencement, 7:00 p.m., Pan Am Center May 12 NMSU Commencements, Pan Am Center, 10:00 a.m. and 2:00 p.m. May 15 Final Grades Due, Last Day of Faculty Contracts (9 month) May 20-23 NISOD Conference, Austin, TX May 28 Memorial Day Holiday ADMINISTRATIVE COUNCIL MEETING Friday, May 4, 2007 9:00 a.m., ACR PRESENT: Margie Huerta, Andy Burke, Ike Ledesma, Carmen Aguilera-Goerner, David Pearse, Sylvia Nickerson, Bill Glenn, J.B. Carrica, Susan Roberts, Rosa Lopez, Susana Rodriguez, Fred Lillibridge, John Paulman, Lori Allen, Kelly Brooks, Doris Gleason, Ben Altamirano, Brad Mazdra, Larry Sharp, Ken Tellez, Irene Montoya (recorder) ABSENT: Anna Chieffo, John Walker, Lydia Bagwell, Jerry Welch, Molly Morris, Fred Owensby, Kathy Reddington, Gladys Chairez, Becky Ordunez, Tim Chappell GUESTS: Jon Juarez for Lydia Bagwell, Terry Mount for Jerry Welch, Oscar Quintela for Molly Morris Agenda Item Discussion ActionJDisposition Meeting Start 9:03 a.m. Time Dr. Huerta wished a good Friday to everyone. She thanked Informational Item the group for adjusting schedules to come in earlier. We have a full agenda. Dr. Huerta reminded everyone we were still working on strategic priorities. Action plans are due end of June. In July, they will be bought back to this group. The Executive Team will finalize and submit to NMSU Board of Regents. Dr. Huerta noted there was still room for input and sub-groups may be a possibility. They were presented to our Advisory Board last night. Also, the budget was approved by our Board. We did get a new board member, Dr. Connie Phillips. Dr. Phillips has a Ph.D. with a math background. Dr. Huerta noted a lot will need to be done in preparation of our accreditation site visit next year. 1 - Approval of Dr. Huerta asked for a motion to approve the April 13, The April 13, 2007, the Minutes of 2007, minutes. Ms. Aguilera-Goerner motioned to approve minutes were April 13, 2007 - the April 13, 2007, minutes. Mr. Ledesma seconded the approved. Irene Dr. Huerta motion. All were in favor, the motion carried. Irene will will post on the post on the web. web. 2 - Safety Dr. Huerta noted there had been a lot of talk on safety on Dr. Huerta is Campaign - Dr. campus. Dr. Huerta and Mr. Burke recently met with requesting faculty Huerta NMSU Police Chief Jaime Chavez and Deputy Chief put a statement on Stephen Lopez. The meeting was to discuss security needs safety in their and who does what. It was prompted by the East Mesa syllabus. incident where it was contained by the Las Cruces Police Department. In June or July, there will be a meeting of all of our folks with NMSU. In addition, we would like faculty to put a statement on safety in their syllabus. This will be the start of a safety campaign. We will also get student government involved. Dr. Carrica asked to be included in this meeting. Ms. Mount asked about safety in the student handbook. Mr. Ledesma noted only policies were included in the handbook, but would like to add something on safety. Dr. Huerta noted there would be more to come. Please see Administrative Council Meeting May 4, 2007 Page 1 of 6 the attached handout from Stephen Lopez. 3 - Protocol on Dr. Huerta would like to establish the CEO Office as the CEO Office will Dissemination of office to disseminate information from NMSU. The disseminate Information - Dr. incident of the recent missing student had Dr. Huerta and information from Huerta Mr. Ledesma meeting with CART (Central Administration NMSU to DACC. Response Team) on main campus. This group decided how to manage all information sent out after talking to the student's parents. It was agreed that University Communications would send out information and our CEO Office would get out to DACC. 4 - Strategic Dr. Huerta asked the chairs of the Strategic Priorities Task Priorities Task Forces to give a brief overview of their activities. Force Updates - Dr. Huerta Mr. Ike Ledesma, Chair - SP#1 - Improve Graduation Informational Item Rates Committee: Rosa Lopez, David Twitty, Nina Javaher, John Pallares, Lucy Gurrola, Brad Mazdra, Stacy Cotton, Mary Beth Worley Mr. Ledesma noted the committee had met three times. They were focusing on increasing technology; holding one week orientation for students to include time management, financial aid; and strategies to help the freshman year experience. The committee is getting information from other colleges who have successful freshman year experience programs. Other things being looked at include advising, mentorship, and college success. They would like to engage students at the beginning. Also, they will look at strategies to use WorkKeys and the Associate of General Studies degree. The committee meets every Thursday at noon. The graduation rate for 2006 was 9.7% per Dr. Lillibridge. We want to make it better. The definition of a graduate is first time full-time degree (or certificate) seeking who graduates within three years. Not all programs require same time. The committee will develop strategies to improve graduation rates. Ms. Nickerson asked if GED transition will be part of this plan. Mr. Ledesma noted yes, it would be and that Ms. Cotton has started making good contributions. Mr. Pearse noted there were over 1000 pre- health students which include 600 pre-nursing students. Dr. Huerta noted we should look at offering different levels of certificates. Currently, the requirement range from 20 hours to 39 hours. For a point of comparison, Dr. Huerta added that the graduation rate for EI Paso Community College was 4% and Central New Mexico Community College was 7%. Dr. Lillibridge noted this was the first time in five years ours had gone up. Dr. Huerta noted we also needed to look at the CNA certificate. In 04-05 there were 30, in 05-06 there was 1, and in 06-07 there were 5. Ms. Mount added we needed to encourage student to get their certificate and ~o on to ~et an associate. Mr. Ledesma Administrative Council Meeting May 4, 2007 Page 2 of 6 noted we need an institutional policy to promote from the Informational Item Informational Item very beginning when students decide to come to DACC. Ms. Aguilera-Goerner noted she agreed with the ladder approach. Dr. Huerta noted we don't want to just fluff the numbers. We need to look at what the workforce requires and design by that. Mr. Jon Juarez, Chair - SP#2 - Nurture a Culture of Informational Item Evidence Committee: Terry Mount, David Twitty, Greg Hammond, Kim Seifert Mr. Juarez noted this was about what information is really being used. Using the nurturing concept (quality center) to use information to change method of doing things. Colleges should do things differently every year. We need to identity constituents who need information like the general public and students. Also, identify internal constituents including those who make strategic decisions and managers. We need to find out what information is needed by our internal and external constituents. Mr. Juarez noted that SP#3 will be instrumental in SP#2. The committee will look at what are the processes, what is being developed (information), what is useful and meaningful, and what is the process to evaluate its usefulness. Mr. Juarez noted they will look at changing how we deliver information. They will have a three step action plan, which will be ongoing. Dr. Fred Lillibridge, Chair - SP#3 - Enhance Internal and Informational Item External Communication Committee: Omar Carrillo, Molly Morris, Becky Orduiiez, John Paulman Dr. Lillibridge commended Ms. Allen for the suggestions as they will impact her area. They committee has spent time finding indicators to measure. This is everybody's plan. Please look over. Suggestions and comments are welcomed. The committee will have a public meeting. Activity 1- Website Activity 2 - Intranet - public site for students, less internal Activity 3 - Part-Time Faculty - huge part of our enterprise and Faculty Council has made good inroads Activity 4 - Unified E-Mail System - we have two e-mail systems Activity 5 - Communication across Curriculum - how we teach our students to communicate Activity 6 - Improve Communication NMSU & DACC - improve that communication Dr. Huerta has requested Dr. Chieffo to work with Dr. Cynda Clary who is the NMSU HLC Chair on this very critical activity. Activity 7 - Plan in Place to 2et Information out Administrative Council Meeting May 4,2007 Page 3 of 6 Immediately Activity 8 - Unified Phone System Mr. Paulman asked about sensitive communication. Dr. Lillibridge noted we need to control what we put out there. Mr. Burke noted on Activity 7, we are part of the NMSU system and there is a plan. We can always improve, but there is a plan. A small discussion followed on NMSU and disseminating information to DACC. Mr. Burke suggested maybe DACC have a member on the CART team. Mr. Ledesma asked about the marketing, recruitment initiative. Dr. Lillibridge noted they were waiting for input. Ms. Carmen Aguilera-Goerner, Co-Chair - SP#4 - Increase Informationalltem and Strengthen Educational, Community, and Industry Partnerships Committee: Jerry Welch (Co-Chair), Rosa Lopez, Sylvia Nickerson, Ken Tellez, Lydia Bagwell, David Pearse, Molly Morris Ms. Aguilera-Goerner noted the committee had their first work session this week. The biggest thing would be the community on our advisory committees. Also, continue to have community forums like the recent business forum and government forum. The committee will also look at economic and workforce partnerships, local independent school districts and dual credit, outreach to highs schools. The committee came up with four goals: 1. Develop shared goods and processes to improve communication with educational, community, business, industry, and governmental partners, both internally and externally. This goal has seven activities. 2. Develop partnerships that promote economic and workforce development within our community. This goal has three activities. 3. Proactively seek representation on local, regional, and state organizations that enhance DACC partnerships. This goal has three activities. 4. Promote other related partnerships that support academic excellence, student referrals and support services, professional growth, diversity, scholarship opportunities, and civic engagement. If you have any ideas, please send an e-mail. Ms. Nickerson suggested an assessment be conducted to identify gaps. Mr. Mazdra added the service learning movement is a wonderful way to create partnerships. Mr. Andy Burke, Chair - SP#5 - Continue to Develop Informational Item Facilities Committee: Ben Altamirano, Bill Glenn, Bryan Koller, J.B. Carrica, Jose Retana, Joyce Bradley, Kathy Reddington, Administrative Council Meeting May 4, 2007 Page 4 of 6 Virginia Durant, Kim Seifert, Pete Medina Mr. Burke noted the committee would meet for the first time this afternoon at 2:00 p.m. He reviewed the 2003 master facilities plan. Work is now being done on the master facilities plan which will be for the next four years. The survey done was looked at. The goal and action plan with the most responses from 2003 was looked at. What stuck out includes: 1. There is still the perception that we don't plan new space for new programs. As a college, disseminate information. 2. Eighty percent think facilities development is important or very important The college needs to validate: 1. rate of taxation -- $1 mill 2. update master facilities plan maybe to 2016, document refreshed 3. renovation (not specific yet) for HLC document- what we have accomplished Mr. Burke noted this was an on-going strategic process. The college has nice facilities with some climate control problems. Ms. Lori Allen, Chair - SP#6 - Provide State-of-the-Art Informational Item Technology Committee: David Pearse, Oscar Quintela, Susan Wood, Chip Moore, Tim Chappell Ms. Allen noted technology was rated very important. The committee came up with three major areas to address the need for state-of-the-art technology: 1. Information Technology - infrastructure, management & support, distance learning 2. Equipment - infrastructure, management & support 3. Acquisition - external funding, internal funding Mr. Pearse noted the dental lab was a good example of resources that needed to be a top priority. Dr. Huerta noted Dr. Lillibridge is taking the lead and appreciates everyone's hard work. There is time and space for input. S - 2007 Medical Dr. Huerta reminded everyone of the medical and dental Informational Item Switch open enrollment. Ms. Gleason reminded employees that are EnrollmentlDental currently enrolled as employee and one will need to change Open Enrollment to employee and child or employee and spouse. -Dr. Huerta 6- Dr. Huerta reminded everyone that the June 1 meeting has Informational Item Announcements / been changed to June 6. Other reminders: May 9 - Stars Other of Excellence; May 10 - White Sand Graduation; May 11 - DACC Commencement, 7:00 p.m., Pan Am Center. Administrative Council Meeting May 4, 2007 Page 5 of 6 Dr. Huerta noted our love and thoughts to Ms. Morris. No other announcements were ~iven. Next Meetin~ Wednesday, June 6, 2007,10:00 a.m., ACR Meetin~ End Time 10:15 a.m. Administrative Council Meeting May 4, 2007 Page 6 of 6 ·*• AGENDA *',* *. I. Approval of the Minutes of May 4, 2007 (handout) Dr. Huerta II. DACC Web Page Ms. Allen & Mr. Carrillo III. Status of Faculty Hiring - New and Vacant Dr. Chieffo IV. Facilities Dr. Huerta & Mr. Burke V. ITAC (Equipment Requests) Mr. Burke VI. Office Space Mr. Burke VII. Annual and Sick Leave Ms. Gleason VIII. Announcements/Other Next Meeting: Friday, July 6, 2007, 10:00 a.m., ACR Calendar: June 8 Independent Electrical ContractorslDACC Apprenticeship Graduation (Terry Mount) June 22 Academic Leadership Team Retreat, Time & Place TBA (Dr. Chieffo) July 4 July 4th Holiday July 6 Administrative Council Meeting, 10:00 a.m., ACR July 16 NMSU Board of Regents Retreat July 17 NMSU Board of Regents Meeting Aug 3 Administrative Council Meeting, 10:00 a.m., ACR Aug 16 DACC Convocation Aug 21 NMSU Convocation Aug 22 Fall 2007 Begins ADMINISTRATIVE COUNCIL MEETING Wednesday, June 6, 2007 10:00 a.m., ACR PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, Ike Ledesma, John Walker, Carmen Aguilera- Goerner, Lydia Bagwell, David Pearse, Jerry Welch, Sylvia Nickerson, Molly Morris, J.B. Carrica, Susan Roberts, Rosa Lopez, Susana Rodriguez, John Paulman, Lori Allen, Kelly Brooks, Doris Gleason, Kathy Reddington, Ben Altamirano, Gladys Chairez, Brad Mazdra, Becky Ordunez, Larry Sharp, Ken Tellez, Irene Montoya (recorder) ABSENT: Bill Glenn, Fred Owensby, Fred Lillibridge, David Twitty GUESTS: Tim Chappell for David Twitty, Omar Carrillo Agenda Item Discussion Action/Disposition Meeting Start Time 10:04 a.m. Dr. Huerta noted a good morning to everyone. She Informational Item thanked everyone for adjusting their schedules to attend this Wednesday meeting. Dr. Huerta and Mr. Burke attended architect interviews for Phase 5 of East Mesa on Friday. 1 - Approval of the Dr. Huerta asked for a motion to approve the May 4, Minutes of May 4, Minutes of May 4, 2007, minutes. Ms. Aguilera-Goerner motioned to 2007, were 2007 - Dr. Huerta approve the May 4, 2007, minutes. Mr. Walker seconded approved. Irene the motion. All were in favor, the motion carried. Irene will post on the will post on the web. web. (After the meeting, Mr. Burke noted an error. Irene will correct before posting on the web.) 3 - Status of Faculty Due to a glitch in the equipment, Dr. Huerta asked Dr. Informational Item Hiring (new and Chieffo to continue with Item 3 to allow time to switch vacant) - Dr. Chieffo out equipment. Dr. Chieffo noted she was asked to give a status report Informational Item on the faculty hiring. Dr. Chieffo included other positions as well. Round 1: Informational Item Coordinator, Technology Resource Center - hired Oscar Quintela Fill Mr. Quintela's position - committee formed Director, Customized Training - interviews completed Associate Campus Academic Officer - interviews in progress Division Dean, Continuing Education - committee currently screening applications Building Construction, faculty - interviews completed BOT, faculty - interviews this week Communication, faculty - interviews this week Dental Hygiene, faculty - submitted name to HR for permission to offer Developmental English, faculty - submitted name to HR for permission to offer Administrative Council Meeting June 6,2007 Page 1 of 5 Nursing - submitted name to HR for permission to offer Radiologic Technology, program director - interviews completed Water Technology, faculty - interviews scheduled Welding Technology, faculty - committee currently screening applications Round II: Informational Item There are 9-10 openings for faculty. Review of applications begins Friday, June 8. The division deans are currently working on the committees and they will be finalized today. These are positions that were recently approved in the bud~et. 2 - DACC Web Page- Mr. Carrillo noted he was hired as our web developer Informational Item Ms. Allen & Mr. two months ago. He will make sure our web page Carrillo complies with standards, is user centered, and helps our students. With the help of Mr. Paulman and Dr. Sharp, Mr. Carrillo has worked on our web page. He has had a few people look at it and most like it. He is looking for a student to test it on. Mr. Carrillo presented the web page to the group. It's simple, can be seen by any browser, and the graphics are minimum. Mr. Carrillo browsed through some pages including a message from our CEO. He noted the college needed to agree on the main format which will not change. The new web page will allow users to provide their own content. There will be a form you can down load, fill out, and send to computer support to be placed on-line. Mr. Carrillo noted a few rules will need to be enforced in order to stay in compliance. Users can use Front Page or even better Dream Weaver to add or edit. Computer Support, by request, will be available to help develop pages if material is too complex, the person does not know html, or in special cases. Mr. Carrillo noted, in the future, we might me able to have faculty lectures and publications on-line. At the moment, the college is limited on space. Ms. Allen is working hard on getting us more space. Mr. Chappell asked if faculty would be allowed to modify, possibly be given a password. Mr. Carrillo noted a content management system would be working on allowing people to have access. We need to know how to control and ensure safety. Mr. Chappell asked about part-time faculty who we have a lot of. Mr. Carrillo noted this was something they needed to work on. Dr. Huerta noted those were decisions that needed to be made. Mr. Carrillo also noted they were working on intranet which is a web site that works inside and is private within an organization. This is not a priority right now. Students and accreditation come first. Dr. Please have dept. Huerta noted once the accreditation site team is selected, chairs and pro~. Administrative Council Meeting June 6, 2007 Page 2 of 5 the team will start looking at the college including the Directors to sit web. Our web page will need to be functional. Please get with Mr. Carrillo your department chairs and program directors to sit and and Ms. Allen. chat with Mr. Carrillo and Ms. Allen. Dr. Huerta noted she would like the group to close on the "the look." Mr. Carrillo noted they would provide full instructions and will schedule training. Mr. Paulman asked Mr. Carrillo to explain the three clicks. Mr. Carrillo noted you can get anywhere in three clicks. A discussion followed on my.nmsu site and other links. Mr. Carrillo noted he was here to help and is available. Mr. Paulman noted Mr. Carrillo has done much work and there was a lot of complexity behind the scenes. Dr. Huerta noted her appreciation to Mr. Carrillo and Ms. Allen. 4 - Facilities - Dr. Mr. Burke noted he would combine Items 4 and 6. The Mr. Burke asked Huerta & Mr. Burke Executive Team met with Mr. John Petronis. They the academic team and looked at phase 7 and 8 at East Mesa. The college needs to start identifying 6 - Office Space - Mr. to look at beyond 2013. We need input for the future. new program Burke Mr. Burke provided handouts that Mr. Petronis initiatives to give to provided on the Master Facilities Plan. Mr. Burke noted facilities planner. the document is being finalized for submission to NM HED. They are asking for a five year plan. We will cycle with bond issue which the next one is scheduled for 2009 and again in 2013. Mr. Burke noted on page 3 the projects that are underway: renovation to the Workforce Center and design of the Trades Building. Bids opened yesterday for phase 3 and 4 at East Mesa. It will be a complete facility with a tight construction schedule. We may not meet the Fall 2008 opening. Phase 5 at East Mesa is funded and an architect has been chosen. It will include an auditorium and classrooms. The design architect for phase 2 at Gadsden will be selected this month. The Chaparral site is located adjacent to the high school and is BLM owned. We have an open ended contract with an architect for Hatch. We are also looking at a site adjacent to their high school. Mr. Burke noted enrollment was also being looked at. We had an actual increase of 6% this year and we are planning a growth increase of 3 % in the future. We will see leveling off. The college will be realistic. Mr. Burke noted on page 11 the various location enrollments. Here at LCC it has stabilized at 2,500 FTE and we expect East Mesa to be the same size in the future. On page 13 it shows the projects we are looking at for the 2009-2012 bond cycles. The college has a request in to the Legislature for phase 6 at East Mesa. Phase 3 at Sunland Park will be requested in the next cycle. Mr. Burke asked the academic team to start identifying new program initiatives. He would like the academic Dr. Huerta asked administration to meet next month and start to brain for everyone's Administrative Council Meeting June 6,2007 Page 3 of 5 storm (program initiatives, space sensitive, etc.). We cooperation as we need to give guidance to our facilities planner. Dr. renovate and build. Huerta asked the group to look at the transitional plan on page 22. She needs everyone's cooperation as we renovate and build. We need to work together. Mr. Burke noted we are out of space. There will be some Mr. Burke noted it relief with East Mesa phase 3 and 4, but will not help for would be helpful to fall. We do have some moves planned from here to East making facilities Mesa. We will have bumps in the road. Ms. Reddington decisions if he will evaluate space. Mr. Burke noted every program in knew how soon you technical studies is capped out and East Mesa is pretty anticipate things full. It is not too soon to worry about where to put happening: in people. Ms. Nickerson asked if there would be ABE 2009-2013, 2013- space for the short term at East Mesa in the new phases. 1016, or beyond. Mr. Burke noted that would be a new program initiative. Dr. Huerta would Ms. Nickerson noted she would continue to advocate for like everyone to a center at East Mesa. Mr. Burke noted it would be start thinking helpful to making facilities decisions if he knew how soon about this and you anticipate things happening: in 2009-2013, 2013- work with Dr. 2016, or beyond. Dr. Huerta would like everyone to start Chieffo. thinkin~ about this and work with Dr. Chieffo. 5 - ITAC (Equipment Dr. Huerta noted Ms. Allen had submitted ITAC's Reviews will Request) - Mr. Burke recommendations to the Executive Team. Mr. Burke continue and Mr. noted ITAC had reviewed all requests which totaled Burke will let $500,000. Mr. Burke needs to look at shuffling which everyone know Perkins complicates. He provided the group a handout what has been of the high priority list relative to classrooms and approved by the laboratories. Ms. Allen and Computer Support noted end of next week. labs assigned to General Studies with older computers did not put a request forward. Ms. Allen noted Dr. Carrica did put in a request for those labs at Gadsden and Sunland Park. Mr. Burke noted the college will try to fund high priority requests. He has given a draft of approvals for academic space to Dr. Chieffo for her to share with the academic team. This was all that was reviewed. Reviews will continue and he will let everyone know what has been approved by the end of next week. Dr. Huerta noted her appreciation to ITAC for their hard work. 6 - Annual and Sick Ms. Gleason noted she had attended a Human Resources Ms. Gleason will Leave - Ms. Gleason Liaison meeting last month which payroll attended. Ms. send something out Gleason provided the group a handout of the annual and on what is to be sick leave reporting process. There has been concern on submitted by who is responsible for doing what. The process includes supervisors. employee's responsibility, supervisor's responsibility, payroll's responsibility, and annual leave payoff. Ms. Gleason noted that banner leave balances are not accurate and she would like to conduct a leave balances audit at DACC. We still need checks and balances and Administrative Council Meeting June 6, 2007 Page 4 of 5 she proposed we do this. Mr. Burke noted prior to banner, this was done by Ms. Gleason's office. Ms. Gleason noted checks and balances for exempt staff. Non-exempt employees need to enter hours (including leave) to get paid. Ms. Nickerson asked about the risk of using sick leave when employee is out of leave. Ms. Gleason noted the leave should not be an approved if there is not enough leave. An employee would need to go on leave without pay and a PAF would need to be done. Ms. Gleason noted June 30 is the cutoff date and employees have until October 1 to use or lose annual leave. Please have leave balances to her area by the end of July. Mr. Burke noted guidance would be provided. He also noted it was the supervisor's responsibility for ensuring employee submits. Ms. Gleason noted something would be sent out. Please call her with any questions. 7- Dr. Huerta asked for any announcements. Announcements/Other Mr. Walker noted the 07-08 Carl Perkins was submitted Informational Item to the State yesterday. The HUD Grant was successfully submitted. Dr. Huerta asked who of the group would not be here on Dr. Huerta will July 6. She would like to plan an all day retreat for the look at calendar group. Several members will not be here. Dr. Huerta for a date to hold noted she would look at the calendar for a date to meet. an all day retreat. Ms. Brooks noted the year end deadlines were sent. Informational Item Dr. Huerta noted the college would be celebrating its 35th Informational Item Anniversary in August 2008. Ms. Rodriguez noted ABE is expecting program Informational Item directors from around the state to be on campus June 7- 8 in Rooms 75-77. There will be 60 instructors and 32 technicians. Next Meeting Friday, July 6, 2007, 10:00 a.m., ACR Meeting End Time 11:28 a.m. Administrative Council Meeting June 6, 2007 Page 5 of 5 ;;~*. p, ':; il'ff..*" •• .*• *'1Jr ADMINISTRATIVE COUNCIL NJEl:TING Friday, July 13, 2007 ~; 10:00 a.m., ACR A:;; :~P'<. AGENDA • .-¥ \J .yo* •• 1. Thank You to Tony Sanchez Dr. Huerta 2. Approval of the Minutes of June 6, 2007 (handout) Dr. Huerta 3. Title V RFP - Due August 10, 2007 Dr. Huerta Grant Writer - Dr. Marcy Oxford 4. HLC Update Drs. Chieffo & Lillibridge 5. Office Assignments Dr. Huerta 6. Enrollment Trends Dr. Huerta 7. Strategic Priorities Dr. Huerta 8. Announcements/Other Next Meeting: Friday, August 3,2007, 10:00 a.m., ACR Calendar: July 16 NMSU Board of Regents Retreat DACC Bowling Night, 7:00 p.m., Las Cruces Sun Lanes July 17 NMSU Board of Regents Meeting Aug 3 Administrative Council Meeting, 10:00 a.m., ACR Aug 16 DACC Convocation Aug 21 NMSU Convocation Aug 22 Fall 2007 Begins Sept 3 Labor Day Holiday Oct 12-13 Branch Community College Round Up, NMSU Grants ADMINISTRATIVE COUNCIL MEETING Friday, July 13, 2007 10:00 a.m., ACR PRESENT: Margie Huerta, Anna Chieffo, Ike Ledesma, John Walker, Carmen Aguilera-Goerner, David Pearse, Jerry Welch, Bill Glenn, J.B. Carrica, Susan Roberts, Rosa Lopez, John Paulman, Kelly Brooks, Doris Gleason, Kathy Reddington, Ben Altamirano, Brad Mazdra, Becky Orduiiez, Ken Tellez, David Twitty, Irene Montoya (recorder) ABSENT: Andy Burke, Lydia Bagwell, Sylvia Nickerson, Molly Morris, Fred Owensby, Susana Rodriguez, Lori Allen, Gladys Chairez, Larry Sharp GUESTS: Jon Juarez for Lydia Bagwell, Oscar Quintela for Molly Morris, Tony Sanchez, Marcy Oxford A~enda Item Discussion ActionlDisposition Meeting Start Time 10:03 a.m. Dr. Huerta noted good morning to the group. She just Informational Item came from main campus where she attended President's Cabinet. Dr. Huerta noted new to the table Mr. David Twitty. He is the incoming Faculty Council president and will be attending Administrative Council meetings. She also noted Mr. Jon Juarez attending for Ms. Bagwell and Mr. Oscar Quintela attending for Ms. Morris. Dr. Huerta also introduced Dr. Marcy Oxford and will Informational Item let the ~roup know more as the meetin~ ~oes on. 1- Thank You to Dr. Huerta invited Mr. Tony Sanchez who is retiring Informational Item Tony Sanchez - Dr. after 34 years of service. Mr. Sanchez did not want Huerta accolades, but Dr. Huerta wanted to thank him for his hard work, service, dedication, and loyalty to the college. The group gave Mr. Sanchez a standin~ ovation. 2 - Approval of the Dr. Huerta asked for a motion to approve the minutes of Minutes of June 6, Minutes of June 6, June 6,2007. Mr. Walker moved to approve the minutes 2007, were 2007 - Dr. Huerta of June 6, 2007. Mr. Tellez seconded motion with approved with changes to page 1 (change director to coordinator under changes. Irene will Item 3 Oscar Quintela) and page 4 (change 1016 to 2016) make changes and under Item 6 last paragraph). All were in favor with poston web. changes, motion carried. Irene will make the changes and post on the web. 3 - Title V RFP - Dr. Dr. Huerta introduced Dr. Marcy Oxford. Dr. Oxford Informational Item Huerta will be writing our Title V Grant. She currently works for the Las Cruces Public Schools and has written three grants for them. Dr. Oxford received her doctorate from NMSU in curriculum and instruction. Also from NMSU, she received her Master of Arts Degree in Education and her Bachelor of Science in Agriculture. The Title V RFP is due on August 10, 2007. We will put A team will be put together a team to work with Dr. Oxford. Dr. Oxford together to work noted she was excited to be working with the colle2;e. with Dr. Oxford. If . . AdIll1ll1stratIve CouncIl Meetmg July 13,2007 Page 1 of 4 She also noted the best grant writing was done at the 11 th called upon, please hour. When she calls, please call back. Ms. Brooks respond. Tight noted we need 5-8 days before due date to get it through deadline. the NMSU system. Dr. Oxford noted August 3 is the drop dead deadline. Dr. Huerta noted the strategic priorities would be folded into the grant. Priority #1 graduation rates and priority #6 state-of-the-are technology will be the main focus. Mr. Ledesma will provide Dr. Oxford with strategic priority #1 and Irene will provide her with #6. Dr. Huerta asked that if you are called upon, we do need your help. We will be working fast and furious. Dr. Huerta appreciates everyone's input. NMSU will also be submitting a grant. They will decide which one of two grants will be submitted - College of Engineering or College of Extended Learning. Dr. Lillibridge noted there would be more competition. Dr. Huerta thanked everyone in advance. 4 - HLC Update - Dr. Chieffo noted all the sub-committees had submitted Divisions please get Drs. Chieffo & their reports. Ms. Susan Wood created five chapters your assessment Lillibridge with these reports and has completed nine chapters to plans to Ms. Wood date. The site visit is scheduled for April 28-30, 2008. To ASAP. This is get student input, a questionnaire was given at our mandatory. various spring flings. We received 500 responses which showed students were happy. Dr. Lillibridge noted his unit has been providing most of the administrative support - staging, collecting things, etc. - and Ms. Wood has it well in hand. We will need fresh eyes early and not later. Your input is really needed. Dr. Huerta noted we plan to set up a link to announce at convocation. Staff can start looking at the progress. Dr. Huerta also noted the assessment plans still needed. Plans due in February and not received: B&I -- BOT, Library Science, Paralegal, and Computer Tech Health -- Fire Science and Law Enforcement Technical-- CMT, DraftinglDesign, Electrical Apprenticeship, Building Construction Trades, HVAC, and Welding General Studies -- all were received Plans due in July and not received: B&I -- BOT, Paralegal, Computer Technology, and Library Science Technical and General Studies: need all. Dr. Huerta asked the Divisions to please get these submitted ASAP. If you need Ms. Wood to attend your division meetings, please let her know. Dr. Lillibridge noted these were critical to our accreditation. We need If asked for to show. Dr. Huerta added that the response to our PIP information or Administrative Council Meeting July 13, 2007 Page 2 of 4 requested we show a comprehensive assessment plan. documentation, Dr. Chieffo noted Ms. Wood is out summer session II, please provide. but she is available to help. This is a cycle: plan, report, Very important. and improve. Dr. Huerta noted this was mandatory, not optional. Dr. Huerta noted what HLC reported on our assessment plan: The assessment program is in its planning and early implementation stages. While the stated learning outcomes are clear, the College will need to progress into full implementation, analysis ofdata and program improvement to meet Criterion 3. There was a discussion on coding courses for distance education, Library, and banner. Dr. Huerta asked Dr. Chieffo, Mr. Ledesma, Dr. Lillibridge, Dr. Walker, and Mr. Quintela to work on this and let Ms. Wood know the correct information. Dr. Huerta noted another concern was our relationship with NMSU. She and Dr. Chieffo met with Dr. Jozi De Leon and Dr. Cynda Clary regarding this issue. Dr. De Leon has agreed to write the first draft to this issue. The college is very much on target. Dr. Lillibridge noted it would be useful if HLC was reflected in the minutes of division and department meetings. Dr. Lillibridge added that when Ms. Wood asks for something, we need it. Dr. Huerta noted this has major implications. Dr. Chieffo added the resource room will reQuire lots of documentation that proves what we do. 5 - Office Dr. Huerta noted Ms. Reddington has been working with Informational Item Assignments - Dr. Mr. Burke on looking at our office space and assigning Huerta offices to new hires. There is limited space. Dr. Huerta noted as we relocate people, please bear with us. 6 - Enrollment Trends Dr. Lillibridge noted we were down 3.7% for fall 07. We Informational Item -Dr. Huerta were up 9.7% last year at this same time. Mr. Ledesma noted 15 more orientations are scheduled before fall and they are all full. Mr. Paulman suggested a more personal touch by getting high school lists, dividing list, and calling students. Mr. Ledesma noted they call all students who have been disenrolled and those who have been admitted but have not enrolled. Ms. Ordunez noted admission applications are up. Dr. Huerta noted we were looking at doing a media blitz starting next week. 7 - Strategic Priorities Dr. Huerta noted as soon as she gets a final copy of the Strategic Priority -Dr. Huerta strategic priorities from the chairs, she will distribute to chairs to send final this group for feedback. They will then go to the copy to Irene. Irene Executive Team. Chairs please send the final to Dr. will distribute to Lillibridge and Irene. Irene will distribute to this group. this group for Mr. Welch wanted to thank his group. It was a great feedback. joint effort. S - Announcements I Dr. Huerta asked for any announcements: Other Ms. Gleason noted salary letters were attached to today's Informational Item pay checks. If you did not ~et a letter, please see her. Administrative Council Meeting July 13,2007 Page 3 of 4 Please remind non exempt staff that raises will not be reflected until their July 31 check. There is also mandatory training on the bargaining agreement for supervisors. There will be one here at DACC on July 19 from 8:30 a.m. to 11:30 a.m. Ms. Gleason recommends you read the contract before attending the training. Dr. Chieffo noted there is a draft master calendar (Aug Please send Vicki 07 - July 08). Please e-mail Ms. Vicki Haggard anything Haggard master that is good for all the college you would like included in calendar items by the calendar by August 1. August 1. Dr. Walker noted they would be piloting student Informational Item evaluations on-line. Dr. Huerta noted Mr. Walker is now Dr. Walker. Informational Item Congratulations. The group applauded. Next Meeting Friday, August 3, 2007,10:00 a.m., ACR Meeting End Time 11:04 a.m. Administrative Council Meeting July 13, 2007 Page 4 of 4 <'!' A;~·· • .<' •• i!!~* •* *!'X ADMINISTRATIVE COUNCIL l\fEkTING ii ' * Friday, August 3, 2007~: 10:00 a.m., ACR )':-4i AGENDA :*• !J!!. .... . *.. Gi l. Approval of the Minutes of July 13, 2007 (handout) Dr. Huerta 2. IT Audit Questionnaire Diana Hidalgo 3. Radio Ads Mr. Paulman 4. Publication Schedules (handouts) Dr. Chieffo & Mr. Paulman 5. Strategic Priorities - Feedback (handout) Drs. Huerta & Lillibridge 6. Announcements / Other Next Meeting: Wednesday, September 5, 2007,10:00 a.m., ACR (Dr. Huerta at Regents Meeting at UNM on Friday, September 7, 2007) Calendar: Aug 3 Administrative Council Meeting, 10:00 a.m., ACR Aug 3-4 Recruitment at Mesilla Valley Mall (Aug 3 - 12 noon to 3:00 p.m. and Aug 4 - 11:00 a.m. to 2:00 p.m.) Aug 16 DACC Convocation, 8:30 a.m., Room 75, 77, 79 Aug 21 NMSU Convocation Aug 22 Fall 2007 Begins Sept 3 Labor Day Holiday Oct 11 DACC's Workforce Summit, 8:30-1:30, Hotel Encanto Oct 12-13 Branch Community College Round Up, NMSU Grants K""ii/I·· "•*k~*. ••• *6""\'·· ADMINISTRATIVE COUNCIL l\J~TING Wednesday, September 5, Jf'107 10:00 a.m., ACRE:.,,, AGENDA . *.. 1. Approval of the Minutes of August 3,2007 (handout) Dr. Huerta 2. Fund Raising Events (handout) Dr. Huerta & Ms. Portillo Amado Pefia, September 21, 2007, Hotel Encanto Golf Tournament, November 9, 2007, Sonoma Ranch Golf Course 3. Gear Up Initiative Dr. Huerta 4. Signature on Forms (handout) Dr. Huerta 5. Carl Perkins Supplemental Funding Mr. Burke 6. Workforce Summit (handout) Ms. Haines Business Needs - Workforce Solutions, October 11, 2007, Hotel Encanto 7. ASDACC Inauguration of Officers Mr. Ledesma September 5, 2007, 2:00 p.m., Commons Area 8. Announcements / Other Next Meeting: Friday, October 5, 2007,10:00 a.m., ACR Calendar: Sept 5 ASDACC Inauguration of Officers, 2:00 p.m., Commons Area Sept 6 DACC Advisory Board Meeting, 6:00 p.m., Room 205 East Mesa Sept 7 NMSU Board of Regents Meeting, Albuquerque Sept 8 NMSU Regents & UNM Regents Joint Meeting, Albuquerque Sept 10-11 NM HED Capital Projects & Budget Hearings, DACC & NMSU Sept 21 Amado Pefia Fund Raiser, Hotel Encanto Oct 5 Administrative Council, 10:00 a.m., ACR DACC Professional Development Day, No Credit Classes Held Oct 11 DACC's Workforce Summit, 8:30-1:30, Hotel Encanto Oct 12-13 Branch Community College Round Up, NMSU Grants MISSION STATEMENT DACC is a responsive and accessible learning-centered community college that provides educational opportunities to a diverse community of learners in support of workforce and economic development.
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