Approved Minutes For Meeting On July 21, 2010

Date: July 21, 2010

Program:

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

2. Roll Call

Members Present: Tuesday Ashner, Natalie Branca, Janet Douglas, JP Dunn, Pat Eckert, Jon Geiger, Alfred Jackson, Layla Murphy, Sarah Olson, Amy Rose, Charlotte Sarao, Rod Sievers, Lori Stettler, Gloria Yuncker.

Members Absent: Barbara Lokaitis, Meredith Rhoads, Sue Tin.

Proxies: Janet Douglas for Steve Buhman, Rod Sievers for Mike Reiman.

Visitors and Guests: Jake Baggott, Tracy Bennett.

3. Minutes

The minutes of the meeting on June 19, 2010, were approved as presented.

4. Adoption of Meeting Agenda: JP Dunn noted that the Graduate Council Representative report (item 5.4a) will be rescheduled. C. Sarao moved to adopt the agenda as amended; seconded by A. Jackson. Motion carried.

5. Reports

5.1 Chair 
JP Dunn reported that the Chancellor called an impromptu constituency heads meeting on July 14 to discuss the FY11 budget. All colleges/units have been requested to plan for a 4% reduction; those plans must be received by July 23. There will be limited layoffs, less than 20 people (approximately 6 civil service; 6 non-tenure track faculty and some non-renewal of contracts). There was discussion about the headline in the Southern Illinoisan that the University was planning for furloughs. In actuality, at the September 16 the Board of Trustees meeting, the Board will be asked to approve for the chancellors to call for non-paid administrative closure days (possibly four). The days will be planned around the times when there are no classes. Suggestions offered were the days immediately preceding or following the fall holiday closures and the Monday of spring break. JP Dunn reported he asked if this would affect only employees paid by state dollars. Chancellor Cheng responded that all employees would take the non-paid days, regardless of whether they are paid by state or local dollars. JP Dunn also had expressed the need to work around days on which [prospective] students make campus visits. It was reported that each day of administrative closure saves the University approximately $550,000 in payroll, plus some small savings in utility costs. It was also reported that freshman enrollment for fall is "soft," though it is still a little early to look at that number. Transfer numbers are up. JP Dunn asked the Chancellor when employees would be notified of the non-paid days and was told it should occur after the September Board meeting. Chancellor Cheng indicated she spoke with the union stewards at Plant and Service Operations, and they are agreeable to accepting the non-paid days when tied into those other periods. Essential personnel (police, power plant employees) will still be required to work. Although she is aware that there are people such as researchers who will need to come in and check on their projects [during the closure days], the Chancellor noted that those would still be unpaid days. It was reported that employees will be allowed the opportunity to buy back their service credit [for retirement purposes]. JP Dunn indicated that the Chancellors' authority to call an administrative closure is temporary; they are currently only looking at FY11 and FY12; beyond that would again require Board approval. The borrowing bill was approved, and the University is looking at establishing a line of credit, which would be different from borrowing a lump sum. The funds would have to be repaid within 10 days of receiving the reimbursement from the state. Other money-saving measures include requiring vice chancellor signatures on all purchase requisitions.

5.2 Board of Trustees 
R. Sievers, who attended the July 8 Board meeting for JP Dunn, reported that the main topics of discussion were furloughs; tearing down the parking garage and possibly constructing a student services building; and SIU borrowing [to meet its budget].

5.3 Human Resources (HR) - None.

JP Dunn welcomed S. Olson, who is replacing Vern Goode as one of the Academic Affairs representatives on the Council. Introductions were then made around the table.

5.4 Representatives to University Committees

Graduate Council Representative - To be rescheduled.

5.5 Standing Committees

5.5a Executive Committee 
T. Ashner reported the Expanded Executive Committee met for the first time on July 13. Aside from discussion on the issues JP Dunn raised in his report, they reviewed the minutes from the June Council meeting and briefly discussed the Board of Trustees meeting.

5.5b Committee on Committees 
A. Rose distributed and presented for approval the FY11 University Committee Recommendations (included as an appendix to the minutes). Of the 16 vacancies, 12 individuals were placed on a committee that was either their first or second choice. J. Geiger noted that the other four vacancies (for which no one volunteered) were filled by those people who had indicated a willingness to serve on any committee. FY11 University Committee Recommendations were approved.

5.5c Constituency Relations - No report

.5.5d Operating Paper - No report.

5.5e Staff Benefits - No report.

5.5f Staff Welfare - No report.

6. Old Business

JP Dunn welcomed J. Baggott, who was in attendance to answer questions regarding the two documents the Council received last month, the University Code of Conduct and the University Code of Ethics. J. Baggott reported he was sent some questions by JP Dunn and also noted the comments in last month's minutes, all of which he would like to address. He provided some background on the policies, stating their origins are a result of a report that the President's office received from a consultant in 2008. The Audit Compliance and [Risk?] Committee was then formed to deal with compliance kinds of issues. It was co-chaired by Vice President Duane Stucky and General Counsel Jerry Blakemore, and membership included staff from Carbondale, Edwardsville, Springfield and representatives from the President's office; so, it was basically a system-wide group. What the committee did was identify issues that needed work, and one of those issues was to develop a system-wide code of ethics and code of conduct. Their intent is not to replace or supercede any existing policies. J. Baggott explained that there was no formal constituency involvement in the development of the drafts; however, he was asked to distribute the documents to the constituencies and solicit comments (they were sent to vice chancellors and those people who report directly to the Chancellor's office as well). SIUE and the School of Medicine have already submitted their feedback. J. Baggott indicated that what was not clear to him when he examined the drafts was whether they applied to students in general or students as employees. In going back through the minutes of the audit committee, it appeared to him that the intent was to address students in their roles as employees. There were observations made regarding section four in the Code of Conduct where it appears to deal more with diversity rather than human resources and also about the fact that the documents do not offer any comment or clarity on the campus Sexual Harassment Policy. J. Baggott was unsure whether that was intentional or not; there is a separate Board policy on sexual harassment, and the campus is still working on the University-wide policy. He pointed out that the two documents were designed to provide an over-riding code for employees to use in the conduct of their business.A. Jackson asked if the documents are intended to replace the ethics test on which employees have to sign off every year. J. Baggott responded that they do not; the ethics test is required by state law. T. Ashner questioned whether there would be ramifications for employees who did not fulfill [the expectations of the codes]. J. Baggott responded that it would depend on whether there was a violation of University policy. He pointed out, however, that the documents are not meant to be used for disciplinary purposes. T. Ashner indicated that the Student Conduct Code pertains to students both on and off campus. If, for example, they are caught with drugs off campus, they can go before their judicial board on campus. How would the policies affect an employee who might receive a ticket or DUI off campus? Would the system then say the employee did not hold up the utmost standard of SIUC? J. Baggott did not believe that to be the intent of the policies; however, if an employee is off campus in her/his professional role representing the University, and something like that were to occur, then that would be a concern. But, if an employee in her/his own private life runs into some difficulty, that is hers/his to deal with as long as it does not reflect upon her/his role at the University.A. Jackson asked if employees are being held to [a certain standard]; for example, if someone is off campus and on her/his own time and speaks derogatorily about the University. J. Baggott responded that, as an institution of higher education, the University prides itself on freedom of speech, freedom of expression, etc. Certainly, if someone were to ask him where he worked and asked him about an issue, he would be clear that he is representing his own view. He does not believe anyone is looking to trip up someone based upon the opinion s/he expresses.T. Ashner questioned how the University could, [because of their civil rights, hold students accountable] for what they do in their own private lives, yet say it is not the intent to do the same for employees. C. Sarao added that it is no stretch of the imagination to believe that something like that could happen once the policies are in place. T. Ashner pointed out that administrations change, and the intentions of one may be different than the intentions of the ones to follow. R. Sievers commented that [the University] would not want someone [on this campus] who, for example, on his own time killed someone in Marion; he believes the policies were designed to catch [something like that], whether it is a student or a staff person. A. Rose pointed out that there is a difference between a person's civil rights and a person's criminal behavior. T. Ashner asked that J. Baggott raise the question as to whether the private lives of employees, like students, would be affected by their code of conduct. J. Baggott indicated he would ask that question and share the response with JP Dunn.L. Murphy asked for clarification that the policies, then, have no teeth and no expectations and that there is nothing that can be done if an employee is not [complying with the documents]; they are essentially a repeat of the ethics training that employees receive every year. J. Baggott responded that [the documents would encompass some of the ethics training]; but state law stands on its own and has its own consequences, just like University policies stand on their own and have [their own] consequences. He reiterated that the policies are a kind of over-riding guide for employees to use as a way to determine whether they are, in their professional roles, conducting themselves in a way that is consistent with the values of the University. If an employee's personal life affects her/his professional role, then that is something about which s/he would need to be concerned. JP Dunn pointed out that in the Code of Conduct (1.d Violations), it states that "Confirmed violations will result in appropriate disciplinary action up to and including termination from employment...." J. Baggott believes the document is referring back to University policies that would be enforced and not this as a policy; however, he will raise the issue.P. Eckert commented that at the last Council meeting, it was mentioned that the proposed policies are somewhat summarizing and drawing attention to the different [policies] that are already in place and which employees are to abide. J. Baggott noted that he did look at some of the existing policies; for example, there is a code of ethics for faculty that deals primarily with academic activity and teaching conduct. He did not see anything that would conflict with the proposed policies. He also read the Student Conduct Code, and it is very specific. The only other current policy he found was the policy on consenting relationships. He thought it somewhat vague, but that it probably would not be in conflict with these documents. J. Baggott asked Council members to send him any further comments they may have on the proposed policies. The hope was to get them to the Board for adoption in September; however, given that the Faculty Senate and Graduate Council are less active over the summer, that may not be achievable.

7. New Business

7.1 JP Dunn charged the standing committees with developing their goals and objectives for approval at the August 18 meeting. He indicated the goals developed by last year's committees, as well as the final reports, are online. The final reports would be a good way to see if there is any unfinished business that needs to be continued this year.

7.2 The A/P Staff Council Year End Budget Report for FY10 was distributed as an informational item.

8. Announcements

JP Dunn reported he recently attended an Emeritus and Annuitants Association (EAA) meeting. The EAA are the ones protecting the pension and retirement benefits of both current and retired employees. There are only a small number of active employees who are members, and they are encouraging all current employees to join. JP Dunn reported that in September, the EAA will be hosting the State Universities Annuitant Association meeting to be held at Giant City Lodge. There will be a guest speaker who will discuss the state of the Illinois budget, pensions and pension reform. JP Dunn noted that new employees are now being hired under different benefits packages than what was offered to current employees. Most, but not all, of the benefits that current employees have are protected by the Illinois constitution. T. Ashner added that active employees can join the EAA through payroll deduction; dues are only $31 a year. [The authorization form to join through payroll deduction can be found on the Council's website under "Additional Resources" (http://apstaff.siuc.edu/09addition_reso.html) or on the Human Resources website under "Forms" (https://www.siuc.edu/~humres/html/forms.html).] JP Dunn commented that he is currently the only person serving on the Association Board that is not retired.

9. Adjournment