October 13, 2009 Meeting Summary

Members Present: Tammy Anthony , Minerva Baumann, Teresa Burgin, Amy Collins, Pamela Schultz, Darrell Smith, Randey Bamford, Mike O’Larey, Katrina Doolittle, Joe Palmer, Lorin Gobble, John Balog, Sidney Webb, Nancy Baptiste,  Connie DeBlieck, Cathy Fleischacker, Rene Yoder

Guests: Marianne Panzini-Rosenthal, Virginia Durant, Jaime Fisher, Brian Lara, Luanne Greene, Lori Tompkins, Kevin Gutierez 

Members Absent: Jeff Witte, Julie Weber, Michael Abernethy, Angela Arvizo, Timothy Dobson,  Billy Dictson, Stephen Lopez, Lori McKee, Benjamin Diven, Sara Miller, Albert Parra, Ida Baca, Carmen Gonzales, Marry Simmons,  Alfred Valdez, Manuela Quezada-Aragon

The meeting began at 3:08 PM.

I.    K. Doolittle invited attendees to introduce themselves.

II.   The meeting summary of September 8, 2009 was accepted without comment or revision.

III.  Old Business

a.  Continuity of Operation Plan was submitted by University Communications News Group.

 IV.  New Business

1. Update on Influenza at NMSU – Dr. Sidney Webb summarized a recent NM Dept of Health conference on influenza.  He said the current flu pandemic is wide-spread but mild in New Mexico and that the A/H1N1 2009 vaccine has not yet been delivered to the NM DOH.  He noted there were 800 applications submitted to receive the vaccine, including NMSU and that New Mexico is home to 0.06% of the total US population.  He stated that Health Centers have presumptively diagnosed 100 cases of influenza at NMSU.   The A/H1N1 2009 influenza vaccine is slated to be delivered in multiple shipments over a period of time. He said that NMSU will utilize a team concept to deliver vaccines, administer the vaccine, and vaccinate persons in the CDC-prioritized groups (healthcare workers, pregnant women, persons caring for children under the age of 6 months, emergency responders and persons aged 16 – 59).  Vaccinations will be held at locations proximate to the prioritized populations.  He said that seasonal influenza vaccine will be unavailable for the vaccine clinic scheduled for the week of October 19.    He then said that “our planning is worthwhile”.
2. Hand Sanitizer stations: K. Doolittle stated the subcommittee met and identified sanitizer options and pricing which was done through NMSU procurement process, this was in response to President Pacheco’s directive.  Briefly, she reviewed the products and cost quotations for various hand sanitizers, stating that Sam’s Club was the most cost effective supplier for hand gel and the wall mounted foam sanitizer option was three times the expense.  She distributed a summary of cost with an outline of the assumptions which estimated 56,000 uses per day campus wide.  She asked for comment on the sub-committee assumed use rate and there were no concerns.  One person commented that appropriate signage and education would enhance use of hand sanitizer at NMSU.  C. Fleischacker said she noticed that folks use hand sanitizer gel more frequently than wipes. T. Anthony suggested that the display screens in Corbett Center could be used for public service messages on use of hand sanitizer.  M. Baumann said she would ask University Communications staff for ideas on getting the message on proper use of hand sanitizers out to the community.  Others remarked that signage at the point of use would be helpful.  K. Gutierez said that Aramark is supplied with a foaming hand sanitizer by ECOLAB.  K. Doolittle noted that DACC custodial personnel maintain public hand sanitizer stations. T. Anthony asked about distributing personal size hand sanitizers to students as another method.  The cost per fluid ounce being so much higher was the reason the subcommittee did not consider that option.
   
   K. Doolittle called for a vote on the recommendation to move forward with request for funding to purchase hand sanitizers in 1200ml pump bottles and wipes for computer labs.  The vote was unanimous to move forward with the recommendation which she will send to Sr. VP Woods.
3. Education:  K. Doolittle stated that B. Diven had sent out two email updates on influenza activity as diagnosed and reported through both the Student and University Health Centers.  S. Webb said that updates on vaccine availability might be issued weekly or every other week as the flu season progresses.     K. Doolittle said that the University Health Center is sending flu vaccine information letters to persons known to be in the high-risk groups.  A. Collins noted that pregnant students don’t always use University Health Centers and that the DACC has a relatively high number of pregnant and new mothers among their student population.  There was discussion on how the information should be communicated to reach this high risk group.  S. Webb stated he did not know that communications are reaching non-traditional students and commuter students.  N. Baptiste suggested faculty might be able to fill the void in communicating to these students.  A. Collins noted that vaccine is available at off-campus locations.  The NMSU Nursing students have generated a MS Powerpoint training presentation on influenza that is given in nursing classes.  A. Collins suggested faculty inform students about the vaccine and P. Shultz pledged the support of the Academic Senate of this suggestion.   M. Panzini-Rosenthal suggested identifying high-risk groups and providing information to help persons self-identify.  She noted that physicians (OB-Gyn and pediatric) are likely to provide this information as part of prenatal/post-natal care.   She said children over the age of 6 and particularly the 17 -24 year old group are somewhat reluctant to heed advice on getting vaccinated.   
4. Leave guidelines:  R. Yoder reviewed the revised leave guidelines to be distributed by HRS on October 20, 2009.  She covered the main points and FAQ handout.   The policy allows supervisors to send home persons with flu symptoms or ILI.  She said that provisions of the federal Family and Medical Leave Act (FMLA) are available to employees, but not required.  She also said that until 2/28/09, employees without any available leave may be granted three days of sick leave at their supervisor’s discretion.  The granted leave must be repaid through routine accrual.  K. Doolittle noted that temporary employees do not have annual or sick leave benefits and if they are ill they would need to take leave without pay.   In response to T. Anthony’s question on telework options, R. Yoder said that the supervisor determines the need and duration for telework.  She indicated it might be better to re-arrange the office workload to make do without the ill person until they recover and return to work.  She said specific questions should be addressed to HR.
5. Tracking illnesses:  R. Bamford said workgroup tried to identify data point and there is no existing electronic system to track absenteeism accurately.    R. Yoder said that the President informed HR that there was no need to track absenteeism at this point.   K. Doolittle said Departments need to identify the point of diminishing returns on efforts to maintain operations during times of high absenteeism.  She said that having a CoOP is essential and should identify when the status is critical and must be reported to their upper Administration.   K. Doolittle distributed and reviewed the chart of influenza cases being tracked by University Health Centers.
6. Implemented protection strategies:  M. O’Larey reviewed NMSU Athletic Department policy, noting that 2/3 of the student-athletes are vaccinated and trained to self-monitor for symptoms.  There are travel and participation restrictions in effect prohibiting sick athletes, coaches, and support staff from competition until they are recovered.  He said athletes will be offered the A/H1N1 2009 vaccine when it becomes available.
   
   N. Baptiste said she had 5 programs and is monitoring illness/absenteeism among staff and students class by class.  She said temporary personnel have been hired, and if there is high rates of absenteeism among staff, programs will be suspended.  She said there are instances of absenteeism for unknown reasons.
   
   The Nursing Department will have trained all nursing students on A/H1N1 2009 by Friday October 16.  Students were surveyed on their influenza knowledge on-line using “Blackboard” and 90% have expressed interest in assisting with vaccination clinics.  
7. Next monthly meeting – November 10 at 3:00pm 
   The meeting adjourned at 3:55PM.