Approved Minutes For Meeting On September 15, 2010

Date: September 15, 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: Natalie Branca, Steve Buhman, JP Dunn, Jon Geiger, Alfred Jackson, Sarah Olson, Layla Murphy, Mike Reiman, Amy Rose, Charlotte Sarao, Rod Sievers, Lori Stettler, Meredith Thomas, Gloria Yuncker.

Members Absent: Sue Tin.

Proxies: Steve Buhman for Janet Douglas; Sandra Rhoads for Pat Eckert; Rod Sievers for Tuesday Ashner.

Visitors and Guests: Tracy Bennett; Barb Elam; Carl Ervin; Tom Harbert; Cynthia Jenkins; Yvonne Spencer; Sharon Walters.

3. Minutes

The minutes of the meeting on August 18, 2010, were approved as presented.

4. Adoption of Meeting Agenda: C. Sarao moved to adopt the agenda as presented; seconded by L. Stettler. Motion carried.

5. Reports

5.1 Chair 
JP Dunn reported that the constituency heads met earlier in the day. The main topic of discussion was the budget and the resolution before the Board of Trustees giving the chancellors authority to call for days of unpaid leave (see appendix 1). JP Dunn requested that a calculator be placed on one of the websites that will allow employees to put in their salary and see what the bottom line affect would be of losing a day's salary. He noted the sunset clause included in the original resolution which stated that it would only be valid for FY11 and FY12 has been removed. A. Jackson questioned what the time line is for delayed reimbursement. The wording is so vague. T. Bennett believes what it means is that if the state's payments have not been made and there are not enough funds to run payroll, then the chancellors have the authority to call a closure day, if that would alleviate the situation. JP Dunn believes a significant delay in reimbursement would be 30 days. A. Jackson asked if the administration plans to use its authorization to borrow funds. JP Dunn responded that the borrowing is not factored into [the closure days]. The Chancellor explained to the constituency heads that the University's shortfall is $15.3 million. The budget adjustment of 4% provided $7.3 million; there is a one-time cache of $1.6 million; and there is $4 million from tuition. All this still leaves an approximately $2.4-$2.5 million shortfall, which is what the unpaid days will hopefully make up. Each day of unpaid leave saves the University approximately $550,000 in payroll. Closure days are expected to be somewhere between four and six days. Even after approval of the closure days, there still has to be some negotiation with all of the bargaining units as to how they will be administered. Should there be problems with negotiations, there could be layoffs. JP Dunn indicated he planned to comment to the Board about having a sunset clause so the University does not get into the habit of calling closure days every year. A. Jackson asked whether the days would be tiered so those making less would not have to take as many days. JP Dunn responded that everyone will receive the same number of days regardless of salary. S. Olson asked what days are being proposed. JP Dunn responded that, from what he has heard, they would be the Wednesday before Thanksgiving; one day on either end of the Christmas holiday/break; and the Monday of spring break. He is unsure where the other days, if needed, would fall. He does not believe the Chancellor would change one of the current paid days during the holiday break to unpaid. He added that no employee benefits would be offset. There is supposedly a way for employees to buy back from SURS the missed days.JP Dunn also reported: i) the RAMP document has been scaled back this year. There are two main priorities; one is $2.7 million for faculty and staff salary increases, and the other is $2.6 million for the Simmons Cancer Institute; ii) there are approximately 200 positions open on campus. A hiring freeze is still in effect, although there are internal searches being conducted and people are being shifted around. Graduate, teaching and research assistants will not be affected by the administrative closure days, nor will student salaries purposely be reduced; iii) the University passed its 10-year accreditation by the North Central Association, but will have to submit a report in 2013 on how the budget crisis is being managed; iv) there are going to be changes in the way distance education is handled on campus. Associate Provost Logue has been asked to head a distance education council, which will look at policy, procedure, etc.

5.2 Board of Trustees 
JP Dunn reported the Board will meet in Edwardsville on September 16. Aside from the administrative closure resolution, the Board will discuss the RAMP document and the operating budget. There will be recognition of Stephen Wigginton, who is leaving the Board to take the position of U.S. Attorney.

5.3 Human Resources (HR) 
T. Bennett reported: i) SURS counselors will be on campus October 26-28. Those within four years of retirement eligibility have been contacted about making an appointment. A general retirement session is scheduled for October 26 and is open to all; ii) flu shots are scheduled for September 27 for last names beginning A-M; the second round will be on October 20 for last names N-Z; iii) employees are encouraged to check HR's announcement page, as there are several new announcements relating to benefits.

5.4 Representatives to University Committees

Computing Advisory - Tom Harbert 
T. Harbert presented his report (included as appendix 2 to the minutes).

5.5 Standing Committees

5.5a Executive Committee 
R. Sievers (for T. Ashner) reported the Expanded Executive Committee met and reviewed the minutes from the August Council meeting, as well as the agenda for September. Topics discussed included: i) the budget and the possibility of non-paid closure days; ii) the constituency luncheon; and iii) the Chancellor's inauguration in April. JP Dunn indicated the inauguration is the entire series of events that will incorporate other events the campus already does, such as Honors Day, the Excellence Through Commitment awards, etc. R. Sievers noted the installation will be the culmination of the whole affair.JP Dunn reported that one of the issues the Chancellor discussed at the constituency heads meeting was the language that is used in referring to the unpaid days (the term "furlough" implies something different). Also, they discussed using another term for "essential personnel," that would indicate those people who are responsible for campus safety and security, as well as those who run the steam plant. The language that is used to present this to the public will be important because they do not understand what the University means by "essential personnel."

5.5b Committee on Committees - No report.

5.5c Constituency Relations 
S. Buhman reported that Interim Assistant Provost John Nicklow will be the guest speaker for the fall constituency luncheon on October 19. He will map out his vision for Admissions and then take questions.

5.5d Operating Paper 
R. Sievers reported that each of the proposed changes to the Operating Paper were approved by the constituency and will now go to the Chancellor for final approval.

5.5e Staff Benefits - No report.

5.5f Staff Welfare 
A. Jackson reported the committee will be meeting shortly. A message was sent to the members of the Judicial Review Board asking for times when they can meet for training.

6. Old Business

C. Sarao commented that the Council has not had a report in a while from the Chancellor's Planning and Budget Advisory Committee. She is aware that there are issues being raised in those meetings that could potentially affect A/P staff. One issue being considered is taking a look at both faculty and staff contracts, including for those on 12 month, to see if they can be reduced. They are even discussing the possibility of reducing department chairs to 11 months. R. Sievers asked if the committee's minutes are posted online. JP Dunn noted that the Chancellor did establish a budget website; it may be a good thing to follow. C. Sarao indicated the committee is also about to finalize the formula by which units will be cut. They will not be across the board, but rather will be dependent upon performance, specifically academics. Those colleges that have not performed an increased enrollment will be affected more drastically than those colleges that have performed, and the committee is looking at a five year average. JP Dunn reported the Chancellor did mention to the constituency heads about cutting an additional 1% from the state budgets of non-academic units.

7. New Business - None.

8. Announcements - None.

9. Adjournment