EXECUTIVE CABINET MINUTES
Tuesday, January 13, 2014
In Attendance: Quint Thurman, Jim Case, Cesar Valenzuela, Denise Groves, David Gibson, Paul Sorrels via ITV, Yvonne Realivasquez – recording.
I. Announcements and Development
A. The University will be closed in observance of MLK Holiday next Monday.
B. Dr. Perry Moore is on campus to conduct meetings with interested persons about the presidential search.
II. Approval of Minutes
A. 12-17-2013 EC Approved
III. Old/Unfinished Business
A. Signature Authority Policy – tabled pending information from Finance Department.
B. Transportation Alternatives for Athletics – Valenzuela reported that he has asked Clouse to gather estimates for Blue Bird Buses, but he is concerned about comfort for the long trips. He may need to look into two smaller buses and will have that information soon. Clouse and Mesker will be meeting to nail down a recommendation for the EC. Thurman announced that he has spoken to Rick Kelly about using our buses for advertising for Alpine and the Big Bend. This would market the university as home of the Lobos and the University of the Big Bend. A 55 passenger, greyhound type of bus would cost approximately $300,000 and would require specialized maintenance and drivers. A blue bird are much less. We will look into the smaller buses as an alternative. EC tabled pending additional information.
C. Natural Gas consumption costs will continue to be reviewed. – tabled pending additional information.
D. E-Classifieds for students, faculty, and staff is currently being tested by OIT and should be implemented very soon. A disclaimer will be included about the appropriate use of the system and potential consequence.
A. Interim President’s Report
1. Lawrence Sullivan Ross statue location has been identified. We are hoping to unveil this in May 2014. The statue will resemble LSR as a governor and president of A&M.
B. Interim Provost’s Report
1. THECB did not accept our CORE curriculum changes. Case will contact them for more information and follow up action.
2. Several of our programs that were scheduled to be closed are still identified to be closed and Case has asked for assistance from Dr. Moore.
3. Strategic plan has been forwarded to Beverly Six for review. The copies have also been disseminated to EC members for distribution to their divisions.
4. Audit of radioactive materials has been completed and is ready to be closed.
C. CFO’s Report
1. Memo for approval from HR that discusses the need for student timesheets to be entered in a timely manner was approved. The supervisors and students need to understand that it is imperative to get them turned in on time in order for payroll to be processed on a timely basis. EC supports this memo and requested that we provide training for everyone who might need it and to also specifically address any departments that are routinely late in their submissions.
2. Vacancy Report was distributed.
D. Associate Provost’s Report
1. Sorrels reported that enrollment is higher than this same time last year.
2. Last week Dr. Moore was at the RGC campuses. The meetings went well.
3. BECAS-IME Scholarship award will be given in the Spring with some publicity.
E. CIO’s Report
1. Visionality update – there is a hold up on the quote for the equipment. Gibson has requested that they fix the broken equipment so that we can get back to using the classroom and will discuss the contract for future needs.
2. Time Warner quote for the RGC campuses is $10,000 per month for the services. Gibson will give this to Thurman for review.
3. We have been contacted by a company offering to remove our salvage computer equipment in Mountainside for free. Charles Gregory, System IT Auditor had indicated that we should get rid of all of our outdated equipment if we got an opportunity. The company that is interested is from Minnesota and will also shred the hard drive at a minimal cost. They will bring three trailers at no cost and destroy the hard drives at $1.50 each. EC tabled pending additional information.
4. Gibson will be out next week to travel to several different campuses to learn additional information.
5. During the second week of February, OIT directors will be at RGC.
F. VPEM’s Report
1. Fall freshmen apps show an increase of 45%. We are still showing a deficit in senior students and we expect that it will continue to be a trend due to the new rules about 120 SCH.
2. Groves will work with deans to plan for college call centers.
3. Thurman requested information about the students coming from China. We have a couple of students that are seriously interested and he would like them to follow up with this.
4. Groves will work with Yvonne for luncheon for mentoring as announced today in the Faculty Staff meeting.
5. There appears to be a disconnect with the software from housing and the accounting software. A meeting will be set to discuss what needs to be done to the appropriate office staff.
6. Mandatory Advising has gone well. Gibson will discuss how to manage the advising without putting holds on the accounts with the appropriate staff. Sorrels questioned whether we could work out a system to handle mandatory advising for those students that have not completed core curriculum. Groves explained that all undergraduate students are required to have mandatory advising. Additional information will be given later.
7. Groves also suggested that we begin semesters on Mondays which would allow for Alpine to also line up with the start date for RGC.
V. New Business
A. Personnel Items
1. Assistant Head Football Coach/Lecturer - $55,000 for 10.5 months. Approved to post via email 1-10-2014.
2. OIT Enterprise Architect request to post- tabled pending information.
3. OIT Temporary Employee request to approve – tabled pending information.
4. Request to advertise for faculty/site secretary – formerly Mary Lou Williamson. Approved via email.
5. Request to approve dependent tuition waiver for Ken Smith – EC approved.
6. Request to transition Dr. Rosemary Briseno from Visiting Assistant Professor of English to Tenure Track Assistant Professor of English Fall 2014. EC approved via email 1-8-2014.
7. Request to transition Dr. Theron Francis from Visiting Assistant Professor of English to Tenure Track Assistant Professor of English Fall 2014. EC approved via email 1-8-2014.
8. Request to transition Susan Spring to full time lecturer effective Fall 2014. EC approved via email 1-8-2014.
9. Request to approve faculty development leave for Mark Emerson for 2014-2015 and will be paid half of the salary. EC approved.
10. Retention Specialist – formerly Frank Durant. EC approved to be re-posted at starting salary.
11. Request to re-advertise for Mechanic and Motor Pool Maintenance. EC approved.
12. RGC Assistant Financial Aid Director and FA specialist to be offered to Monica Sandoval and former position – FA counselor to be posted. EC approved via email 1-13-2014
B. Distance Education Syllabus Statement – to be included in syllabi per SACS requirements. Approved via email 1-8-2014.
C. APM Change request – University Vehicle Rental Policy. Modifying the policy to show that you can only rent the vehicle for the time required for the trip indicated and not for extended periods. This is a procedural adjustment to the policy and will not require legal review. EC approved.
D. Strategic Plan was distributed for discussion and will be sent to each division for comments.
E. Room and Board Rates for BOR approval. In the upcoming board meeting, we will request a 3% increase in room rates for next fall. Valenzuela explained that ARAMARK has the right to ask for increase, they have requested 3% increase in board rates also effective Fall 2014. EC approved.
VI. Next meeting date
A. January 28, 2014
B. Adjourn at 12:04 pm