Approved Minutes For Meeting On June 20, 2007 | Administrative Professional Staff Council | SIU

Date: June 20, 2007

Program:

1. The meeting was called to order by the Chair, Tuesday Ashner. Visitors and guests were welcomed and introduced.

2. Roll Call

Members Present: Tuesday Ashner, Phil Bankester, Don Castle, Carla Coppi, Patty Cosgrove, Mike Cubley, Paulette Curkin, Brad Dillard, JP Dunn, Dave Hahn, Gabriele Hoffmann, Heidi Jung, Cordy Love, Lisa McKennedy, Dana McKenzie, Sandra Rhoads, Mary Stammer, Allison Sutphin, Sharon Walters.

Members Absent: Barbara Nowack.

Visitors and Guests: Jake Baggott, Kathy Blackwell, Michael Ellis, Jon Geiger, Terri Harfst, Brent Patton.

3. Minutes

The minutes of the 2006-2007 meeting on May 16, 2007, were approved as presented. The minutes of the 2007- 2008 meeting were approved as presented.

4. Adoption of Meeting Agenda: P. Cosgrove moved to amend the agenda to allow a report from B. Patton and K. Blackwell on the issue of time reporting. T. Ashner also requested the agenda be amended to allow a report from J. Baggott on changes to the A/P compensation plan; seconded by D. Castle. Motion to amend the agenda was approved.

5. Reports

5.1 T. Ashner provided some background on the issue of time reporting, explaining that a law was passed three years ago by the Illinois legislature that all state employees begin reporting their time. The auditors for SIU have found the University noncompliant with the legislation. A specific start date has not been determined, but it is a directive from President Poshard that A/P staff and exempt civil service must report their time. A sample time sheet has been developed, which will be available electronically and is to be completed monthly. Faculty as yet are not required to report their time. H. Jung asked if A/P will be reporting the hours worked that day as opposed to every 15 minutes, as has been rumored. B. Patton responded that time will be reported to the nearest quarter hour. He noted there are simple instructions on the form as to how it should be completed. There are provisions for other absences with pay, as well as for University business (e.g., employees who are on the road on University business during normal work hours). Only the actual hours worked are recorded. P. Cosgrove asked if staff have to have backup documentation for the times they are not at work. B. Patton responded that if they are asked, documentation should be provided. B. Dillard noted that if staff are complying with the current University regulations, then that data is already being collected. B. Patton agreed, indicating the only difference is that staff are putting in the actual hours they worked on a particular day.

D. Hahn asked if comp time is allowed if, for example, he puts in three twelve-hour days. Since he went beyond the normal eight hours he would have worked if he was away from home on University business, should the department allow him to take a day off? T. Ashner responded that civil service, not A/P, are allowed compensatory time off. She pointed out that the form will be completed and then submitted electronically to the staff member's immediate supervisor, who will keep them as long as required by law. There is no office that will monitor the time sheets. L. McKennedy asked if the policy will go into effect for the School of Medicine in Springfield. B. Patton responded that Cory Bradford (Vice President for Financial Administrative Affairs) will be in contact with Kay Tichenor (Human Resources/Springfield) about this, so questions can be directed to her.

T. Ashner commented on the positive aspects of the form, such as that they will be kept at the departmental level. Also, the time sheet will reflect the amount of [overtime] hours A/P actually put into their jobs. D. Castle pointed out that time reporting is also a liability because if the state comes up with proof that a person did not actually work the hours they reported, that person's job would be at risk. He believes staff need to be aware that there is a liability to filling out the form. T. Ashner reiterated that time reporting is state mandated, and the University can no longer remain non-compliant. B. Dillard asked if faculty will eventually be required to report their time. B. Patton responded that there is ongoing discussion regarding how faculty should comply. It is possible there will be a different type of form. The way the legislation is written, it encompasses all state employees. K. Blackwell indicated the form is on the e-forms page. There will be a memo going to all A/P and exempt civil service staff [that the form is available]. B. Patton indicated that staff can begin filling out the form now. C. Coppi asked how the signature required on the form will be handled. B. Patton responded that the University will be using electronic signatures. P. Cosgrove noted that employees can sign up to do e-forms with a digital signature, which goes to the state of Illinois for verification. B. Dillard asked if SIU is the only university that will be instituting the time sheets. B. Patton responded that virtually every university in the state has been found non-compliant during the last two years. The auditor general has indicated that a third year in a row finding of non-compliance will have dire consequences.

5.2 Chair 
T. Ashner welcomed C. Coppi who, as a result of the recent Operating Change, is the newest Council member in Student Affairs. T. Ashner then reported: i) the Council has again been invited to co-host with the Civil Service Council (CSC) a luncheon for the Board of Trustees, which is tentatively scheduled for November 8. The Executive Committee approved participation in the luncheon; however, any objections can be discussed at this time. It was noted that previously, the CSC has invited guests to attend the luncheon as well. There was agreement among members of the A/P Staff Council that this changes the dynamic of the occasion. T. Ashner indicated she would pass this concern on to the CSC President; ii) she received a memo from Interim Provost Rice regarding FY08 raises for A/P staff. His memo states that, "There is nothing concrete at this point for any raises other than contractual....Nothing will be known for sure until the FY08 budget has been approved."; iii) minimum wage has increased to $7.50; iv) the Non-Traditional Student Services Advisory Council is being disbanded. P. Curkin explained that the committee has no budget, and the only function it was performing was assisting in the selection of the scholarship recipients; v) the current Illinois budget has allotted 0% for pension payments. This will be the third year the pension plans have gone unfunded. There is a law that states if the pension plans go unfunded for three years, in the fourth year $800 million will come off the top of the state budget and go directly to bringing the pension plans up to date. B. Dillard noted that $800 million would not bring pensions up to date. J. Baggott indicated there is a provision, but if the state has to put in that kind of money, it would have a huge overall impact. P. Curkin indicated that retirees will also be impacted because unlike pensions, health benefits are not protected. It is possible the state will take those benefits away or begin charging for them. J. Baggott noted the state is already dipping into the capital to pay current pension obligations.

5.3 Board of Trustees 
T. Ashner reported the Board met on June 14. Under his report, President Poshard announced: i) there is bipartisan support on the federal level for an increase in financial aid; ii) if the state budget is not passed by July 1, plans are in place to allow universities to continue to operate and for employees to get paid; iii) the legislature is proposing an extension to the gaming bill that will allow casinos to increase the number of slot machines in order to generate more revenue for the state. The added revenue would go toward capital projects at universities; iv) he is confident that the James Walker Scholarship will be renewed. In other announcements: i) there is no policy that would allow the University to make changes to the student groups Undergraduate Student Government and Graduate and Professional Student Council. Both are official constituency groups; ii) the student athletic scholarship fund has raised $613,000 so far this year. There is $700,000 in cash and pledges for Saluki Way; iii) the Paul Simon Study Abroad Program was approved by the Senate and is now in the House, where it still needs more signatures before a vote can be taken. T. Ashner also reported that Fernando Trevi¤o was welcomed and approved as the new chancellor. Appreciation was expressed to Interim Chancellor Dunn for his service to the University. The Board also heard a presentation from the University Honors Program.

5.4 Human Resources (HR) - None.

5.5 Representatives to University Committees

5.5a Ombudsman Advisory Panel - Michael Ellis 
M. Ellis reported the Panel met on February 23, 2007, at which time members received copies of the panel's operating paper and copies of the document, University Ombudsman Office/ Quarterly Activity Report for October December, 2006, which was prepared for Interim Chancellor Dunn by Lynn Connley, director of the University Ombudsman Office. The report cited demographics for the 58 new cases received during the quarter: 2 American Indian; 1 Asian; 2 Hispanic; 11 Black; 42 White. The most frequent types of problems presented were student disciplinary concerns (36.2%), academic matters (27.6%) and employment issues (17.2%). A significant upswing in the student social misconduct category was noted.

5.5b Recreational Sports and Services Advisory - Terri Harfst 
T. Harfst reported on the activities of the committee (see (see appendix 1). She thanked the Council for allowing her the opportunity to serve on the committee.

5.5c University Professional Advancement - To be rescheduled.

There was brief discussion concerning what action the Council should take when committee representatives do not live up to their obligation to report back to the Council. P. Curkin suggested that representatives who do not fulfill their obligations be replaced. The Committee on Committees could draft a policy to address when such actions should be taken. It was noted that while attendance is preferred, written reports are accepted if committee representatives are unable to attend.

5.5d Search Committee, Dean of Education and Human Services- Tuesday Ashner 
T. Ashner reported there will be an announcement this week or next regarding the selection of the dean candidate.

5.5e Search Committee, Dean of Liberal Arts- Patty Cosgrove 
P. Cosgrove reported the Search Committee members were charged in the fall by Interim Chancellor Dunn to perform a search for a new dean of CoLA. Co-chairs of the committee were Dr. Dennis Cradit, Dean of the College of Business and Administration and Dr. Subhash Sharma, Professor of Economics. During April and May, three final candidates were brought to campus and interviewed, and each made campus-wide presentations. The committee, as well as participants from the campus, delivered assessments of the final three candidates to Interim Provost Rice. At this time, he has not announced the new dean.

5.6 Standing Committees

5.6a Approval of Standing Committee Assignments 
T. Ashner presented the standing committee assignments for approval (included as an attachment to the agenda). She amended the assignments to accommodate P. Cosgrove's request to serve on the Operating Paper Committee; she will move to Constituency Relations. P. Curkin also noted that C. Coppi will be serving on the Committee on Committees. B. Dillard moved to approve the standing committee assignments as amended; seconded by JP Dunn. Motion carried. [See appendix 2 for revised assignments]

5.6b Recess to Elect Standing Committee Chairs 
T. Ashner recessed to allow committees to meet and elect their chairs.

5.6c Executive Committee 
A. Sutphin reported the committee met and reviewed members' duties and responsibilities. There was discussion on inviting the chairs of the standing committees to the Executive Committee meetings beginning in August. There was also discussion on the orientation packets that will be presented under New Business.

5.6d Committee on Committees 
S. Rhoads was elected to chair the committee.

5.6e Constituency Relations 
P. Curkin reported she was elected to chair the committee. She noted that the first order of business will be scheduling the fall luncheon. She suggested asking Chancellor Trevi¤o to be the guest speaker.

5.6f Operating Paper 
C. Love reported he was elected to chair the committee.

5.6g Staff Benefits 
D. Hahn was elected to chair the committee.

5.6h Staff Welfare 
JP Dunn reported he was elected to chair the committee.

6. Old Business

J. Baggott distributed copies of two revisions to the Compensation Plan for Administrative/Professional Staff. One is a revision from June 2006, which was drafted by the A/P Excellence Concept Team and presented to then Chancellor Wendler in July 2006. The second, dated January 2007, is a revision to that document as suggested by Kathy Blackwell (Human Resources) and Kevin Bame (Executive Director for Finance). J. Baggott indicated he would like to go over the changes with the Council and seek acceptance of the changes so Interim Chancellor Dunn can sign off on them before he leaves. Once they are approved, the document will replace the Compensation Plan currently in the Employee Handbook, which is available on the web.

J. Baggott reviewed the changes, noting most are organizational. The more substantive changes include: i) clarifying that hiring officials can make the decision to offer an entrance salary within the salary range without having to be tied to the midpoint. The change allows the department more flexibility. B. Dillard, who was a member of the Concept Team, explained that if the funding is available and the department supports it, the staff member is able to accomplish what they want to accomplish; ii) addition of the phrase "increased job responsibilities" to the Within Range Salary Adjustment section. J. Baggott explained that this would allow people who are given new duties, but possibly not a change in title, to stay within their salary range. This would be at the discretion of the departments. B. Dillard noted there were several staff who complained that their job had changed and had not actually been submitted for review, so the Concept Team made some structural changes to the plan so that it is highlighted (under Verification of Position Description) that every three years the position description can be updated and verified; iii) removing the issue of tying merit raises to the Consumer Price Index (CPI). This was in the June 2006 draft but was not in the original document. At that time, Chancellor Wendler was very interested in preserving some minium amount of the salary pool that could be used for merit distribution. The Concept Team struggled with that a great deal, but ultimately that language was removed and replaced with, "In the event that merit is a component in the distribution of salary increases..." so that if merit is going to be an option, this is how it will be handled; iv) the language referring to cost of living increases has been replaced by the phrase, "across the board" increases. J. Baggott indicated that everything else in the second draft is essentially the same as the first; it was just reorganized to make it more readable from HR's perspective. He has read through the document and is comfortable with the changes that are being recommended.

T. Ashner asked J. Baggott if he was asking the Council to vote that Interim Chancellor Dunn enact the January 2007 document prior to his departure. J. Baggott responded that, ideally, the Council would accept the changes; that would then be communicated to K. Blackwell, and she and K. Bame would take it to the Chancellor and ask him to sign off on the revised document. Alternatively, if it is not approved, it would have to go to the new chancellor, who may have a different view. J. Baggott indicated that a tremendous amount of work by the Concept Team has gone into the revised Compensation Plan. He feels good about the outcome. B. Dillard commented that [Interim Chancellor Dunn] had indicated early on he wanted to get out of the middle of approving out of season raises; did that occur? J. Baggott responded that the within range salary adjustment was how that issue was addressed. D. Castle indicated that in the discussion of out of season raises, the University arbitrarily enacted a policy that those who receive raises within 90 days of a fiscal year would not be eligible for any annual adjustment. He asked if the thought was that A/P could get a market adjustment or an out of season raise and still be eligible on July 1 for a raise [or promotion]. His concern is that the only time A/P staff, and even civil service staff, can get an out of season raise is in the middle six months. B. Dillard believes the time line is April 1 to June 30, although there is nothing in the policy previously that was post July 1. J. Baggott indicated it was an arbitrary practice. This issue was discussed with K. Blackwell, and the intent is that [staff who receive within range salary adjustments would still be eligible for an annual adjustment.

T. Ashner indicated that J. Baggott would like the Council's acceptance of the revised compensation plan. H. Jung asked whether the Council would have the opportunity to read the document before voting to approve. It was noted that the Council was provided with a copy previously, although it was of the June 2006 draft. B. Dillard added that the document has been public for over a year. T. Ashner indicated that, in accordance with the Council's Operating Paper, there must be a motion and a second to allow the Council to consider and vote on a substantive item not previously announced on the agenda. P. Curkin so moved; seconded by P. Bankester. D. Hahn asked if changes could be made to the document prior to a vote. The response was that the document is in its final form, and no changes will be made prior to submission to the Chancellor. B. Dillard noted that if there is something in the document that someone does not like, then changes can always be made in the future. P. Curkin indicated the point is to have Interim Chancellor Dunn sign off on the plan before his departure. Motion to consider and vote on the revised Compensation Plan carried unanimously on a voice vote. JP Dunn moved to approve the January 2007 revisions to the Compensation Plan for Administrative/Professional Staff and to pass the document on to Interim Chancellor Dunn for final approval; seconded by B. Dillard. Motion carried unanimously on a voice vote.

7. New Business

T. Ashner distributed and reviewed the A/P Staff Council Orientation Reference Packet. At the last Council meeting, there was a comment that new members spend half of their first year on the Council playing catch-up. She has provided some information to help orient new members, but also noted that much information can be obtained by visiting the Council's website. T. Ashner also pointed out that the proper way to identify A/P is by using the slash (A/P staff) or the word "and" (Administrative and Professional staff). She reviewed for Council members the procedure for submitting a proxy.

8. Announcements

C. Love announced that ads will be available through July 9 for the new welcome book for new students.

9. Adjournment