Draft Minutes

Tuesday, December 13, 2005

10:00am – 12:00 noon

Audio bridge # 800-519-1987, pin  *1622936*

Fairbanks site:  Room 212B Butrovich Building

 

1.         Call to Order and Roll Call

            http://gov.alaska.edu/home/who/staff/                  

                       

Members Present:

            Lisa Sporleder, Statewide Administrative Assembly, Chair

            Jeri Cary, UAS Staff Council, Vice Chair

            Isabel Martinez for Lori Merdes, Statewide Administrative Assembly

            Kimberly Stanford, UAA Classified Council

            Maya Salganek, UAF Staff Council

Jeff Stepp, UAF Staff Council

Debbie Dickey for Bob Kizer, UAA APT Council

 

            Others Present:

            Pat Ivey, Executive Officer, System Governance

            Jodi Bailey, Administrative Coordinator, System Governance

            Debra Carter, Employee Communications Specialist

            Jim Johnsen, Vice President for Faculty and Staff Relations

 

2.         Adopt Agenda

 

MOTION:  Moved by Kimberly Stanford, seconded by Jeri Cary, passed without objection.

 

“The Staff Alliance moves to adopt the agenda for December 13, 2005 meeting.  This action is effective December 13, 2005.”

 

3.         Approve November 8, 2005 minutes             

http://gov.alaska.edu/Staff/minutes/2005/11-08.pdf

 

MOTION:  Moved by Kimberly Stanford, seconded by Jeff Stepp, passed without objection.

 

“The Staff Alliance moves to approve the November 8, 2005 minutes as amended.  This action is effective December 13, 2005.”             

 

 

4.         Chair’s report  

 

Retirement benefits are going to be a main topic for a couple months in staff and faculty governance.  We got our first look in a meeting last Friday at what is being proposed at the University of Alaska.  I know it was short notice, but at least we had the chance to see what was going to the Board of Regents a few days later.  I do wish more of you could have made it.  Faculty representation was good, but they did have a few more days notice.

 

One of the things discussed at the Friday meeting, changing the rate setting mechanism of the current ORP plan, was not presented to the regents.  Since current ORP participants are faculty or executives only, we do not represent any of them.  However, I think it will be important to show solidarity with faculty governance on this issue.  Another thing discussed recently with Jim Johnsen, was that of allowing current employees to drop PERS and select NORP II, and was also not presented to the Board of Regents.  Jim stated that such an option had not been effectively costed out yet, so the recommendation could not yet be made.

 

The future NORP II plan will be available to staff hired as of July 1, 2006.  It hasn’t been fully fleshed out yet, but that didn’t stop anyone from presenting it to the Board for voting!  In my three-minute testimony to the Board, I talked about being at two meetings of a “new” retirement committee last year, at which point the old retirement committee was reconvened to put together the NORP II plan and staff governance participation ended.  I explained that we waited for another opportunity to do so, but it never came.  I told them that, regardless of what was reported on NPR, staff and faculty were NOT consulted in the development of the plan.

 

I told the Board that we understand about the need to control costs, but that most staff is glad they are already hired, because what’s coming down the pike is no better a benefit package than offered by much of the private sector.  But I most emphatically told the Board that I thought it was a terrible thing to make a new employee have to choose between a health plan and a pension plan, as would be required if the current HR retirement plan suggestions come to pass.  Faculty is equally concerned with the 2-3 year vesting period that the University would like to institute into NORP II.  That would be detrimental to their recruiting options when compared with defined contribution plans at other universities.

 

The Board, realizing that much discussion needs to take place before these options can be voted upon, tabled the decision until a special HR Committee meeting can be held next month. 

 

5.         Public Comments

 

            No public comments.

 

6.         Staff Governance Reports

 

UAA

http://www.uaa.alaska.edu/governance/classified/

            http://www.uaa.alaska.edu/governance/apt/

 

Kim gave an update on the classified council meeting which took place on December 1, 2005.  They were given a report on the staff training ad hoc committee that met with the Human Resources training group.  The groups are working well together on improving the staff training for employees at UAA.

 

The University police chief gave a report on the new emergency notification system for UAA.  The system is tied to a national notification network.  There will be 300 key employees who will be broken into groups of seniority, input into the database that will be simultaneously notified when an event occurs. 

 

They a person from the general support services to discuss copier costs and why the price keeps rising. 

 

The ad hoc events committee is having their annual chili feed for all classified employees this week.

 

Classified Council had made proposal to the APT Council, to discuss the concept of combining into one Staff Council.  After discussion, the APT Council decided not to combine and to stay separate because they like being a small group and they discuss different issues.

 

Debbie discussed the last APT Council meeting where they too, discussed the new emergency notification program.

 

Steve Lindbek, Vice Chancellor for Advancement, stated that they met their goal on their $12 million campaign on December 7, 2005.

 

The APT Council discussed how they would like more local fraternities and sororities instead of only nationally recognized ones.

 

There was a faculty report given regarding the reorganization of the e-media department, which is a distance education department. 

 

UAF   

            http://www.uaf.edu/uafgov/staff/index.html

 

Maya stated that the council voted to create an ad hoc wellness committee, which will convene later today.  They will discuss all the wellness issues that have been circulated around campus.

 

The council also completed their elections for this upcoming year, and they have nine new members.  The new members will have orientation this coming January in lieu of a regular meeting.

 

There is a motion being drafted in regards to the tobacco issue (sales of tobacco products on campus).  This motion is in response to the memo that was sent out by the chancellor, which did not represent the council’s opinion correctly.  Faculty senate passed a motion yesterday with the suggestions from the council, and altered their resolution to mirror the council’s, which will be passed later this week.

 

In general, there is agreement with regards to the employee tuition waiver.  They believe that staff and faculty should be held accountable for their wavier, but they are recommending that there be no vesting period.  They would like to add a provision stating that if a student has to drop the class due to work pressure, they should not have to be held accountable.

 

The council has been working with the rural sites regarding employee training.  As of now, rural sites are receiving training via the web, but the council would like to have training done video conferencing or in person.

 

The council will be passing a motion regarding KUAC.  They would like to force the chancellor to create a publicly elected committee to try to avoid the attention they are currently receiving.

 

UAS

http://www.uas.alaska.edu/staffcouncil/

 

Jeri discussed the last UAS Staff council meeting on November 17, 2005.

 

Kurt McAllister from Human Resources discussed the wellness program and the results of the questionnaire.  Some employees thought the questionnaire was too invasive and too personal. 

 

They mentioned the employee tuition waiver program and the likelihood that it will be changed.  The council expressed a need for opinions about the program and what they would expect to have changed.

 

They also discussed advocacy and the President’s letter that was released last week.

 

SW

http://gov.alaska.edu/saa/

           

Izzy gave a brief update regarding the last SAA meeting.  She discussed the Love Inc. program and how successful it was, even though there was only a week to ask for donations.  The wrapping party is tomorrow and will follow with the delivery of the items.  The annual Christmas potluck is this Friday and the canned food drive ends Friday as well.

 

7.         Employee Relations

 

            7.1       Jim Johnsen, Vice President, Faculty and Staff Relations

 

Jim Johnsen invited Staff Alliance to a scheduled human resources strategic planning meeting which is being held on January 31 and February 1.  This meeting will be facilitated by consultants from Seagull Sibson; top human resource firm for higher education.  They are going to assist with creating a system-wide human resources strategic plan and an employee communication plan.

 

            7.2       Staff and Supervisor Training Recruitment

 

Jim Johnsen stated that the position closed yesterday and had received twelve applications.  He expects the position to be filled before the planning session begins at the end of January.

                       

            7.3       Employee Education Benefits

                        http://www.alaska.edu/bor/policy/4p/p04-06.html

                        http://www.alaska.edu/bor/regulation/4r/r04-06.html

http://gov.alaska.edu/council/2005-10-06.employee-dependenttuitionwaiverreportA.pdf

            http://gov.alaska.edu/council/2005-10-06.employee-dependenttuitionwaiverreportB.pdf

 

Jim Johnsen informed the group that he is considering putting a vesting period into the program for dependants.  He is also considering putting a clause that will state that if a student fails a class, they will be held financially responsible.  He wants to keep the changes simple but effective.

 

Maya stated that there should be a provision inserted to help with the students who have to withdrawal from classes due to work pressures.  Jim Johnsen stated that President Hamilton would like an appeals process inserted into the program, so there will be a “human element” included into the equation of determining who will be financially responsible.  Lisa did express to Jim that there needs to be an assessment done to compare the failure rate of regular students to individuals using the tuition waiver.     

           

            7.4       Legislative Update

                        http://gov.alaska.edu/Hamilton-to-advocates-final-1.pdf

 

Pat Ivey stated that the University will probably get the 40 million for the operating budget that was requested.  The Governor will probably allocate some of the money and use it towards the UA Scholars program.  The capital budget is unknown but the M and R funds are probably not going to be funded by the state.

 

Lisa informed the group that some students would like to join the Staff Alliance for their annual cookie brigade.  Maya also stated that members of the rural affairs committee would like to join them as well.  The meeting is scheduled for April 4th and 5th in Juneau.

 

Pat discussed the letter that Rep. Weyrauch received and his response.  He was displeased with the letter and was very evasive.  Because of his response, Staff Alliance will not send letters to the others representatives.

 

Erik Croft opted out of the Finance Committee because he’s planning on running for Governor.  Beth Kertula has been appointed to take his place. 

                       

            7.5       Wellness Project Update

 

Debra discussed the wellness program and the progress that it has made. 

 

Summex mailed 1200 questionnaires on November 25 to the employees who did not fill out or finalize their online version.  If employees started, but did not finish the online version they did not receive the paper format via the mail.  Summex received 3000.  That is a 52% rate of individuals who filled it out the questionnaire.  Seven hundred employees had their spouses participate, so those individuals will receive $200.

 

Life coaches have been calling individuals who have a moderate or high risk of long-term health problems. 

 

Human Resources didn’t receive all the names by the December 2nd deadline but did receive the list with all the individuals who filled it out online.  The mail-in questionnaires are still being received and are being keyed in by hand by Human Resources to try to have the rebate reflected on the December 23rd payroll.

 

Human Resources may consider changing the insurance plans that are currently offered due to the outcome of the surveys.

 

Maya informed the group that the North Slope school district has a wellness program and she would like to compare and contrast the programs.

 

            7.6       ACAS 2

                        http://www.alaska.edu/acas/

 

Jim Johnsen informed the group that ACAS 2 will be discussed tomorrow at the human resource council meeting.  It will be an expedited process where the various committees around the state will give updates and give any new items that need to be considered.  Their response is due mid-January to allow time to create a promotional piece for the legislature.  The piece will state all the tasks that have been completed and that will be completed, to assure them that the University is striving to be fiscally responsible.

                       

            7.7       University Diversity and Compliance                         

                           http://www.thenorthernlight.org/vnews/display.v/ART/2005/11/01/4368222286879?in_archive=1

           

The group informed Jim Johnsen that the grievance process is becoming an issue and is being brought to the various governance groups as a concern.  Jim stated that the University is in compliance, and that is constantly tested by individuals.

 

            7.8       NORP II – New Optional Retirement Plan

http://gov.alaska.edu/staff/2005-12-7BOR-AGENDA-ADDENDUM-NORP.pdf

                        http://www.state.ak.us/drb/news/retirement-system-funding.pdf

 

Jim Johnsen gave an update on the last regents meeting.  He informed the group that the regents tabled the proposed NORP II, the new optional retirement plan.  The retirement committee is going to be working to offer a defined contribution health benefit in the new NORP II.  They are considering opening NORP II to current staff but are having difficulties creating incentives for employee’s to switch from PERS/TRS.  To help, they are considering using a VEBA, volunteer employee benefit account, a health savings account system.  The downfall of having a VEBA as a health benefit for their retirement plan is that any money left in the account reverts to the plan after the death of the retiree.  In a Health Savings Account, the money would be part of the estate, a high deductible health plan.  They are hoping that the new NORP II will attract staff more than the new PERS/TRS plans because it will cost the University more if they choose PERS or TRS.

                       

            7.9       Human Resource Council – Staff Alliance appointment        

           

Lisa received approval from Jim Johnsen to have a person represent the Staff Alliance on the Human Resources Council.  Most of the members are going to be in the System Governance retreat for the next meeting, except for Jeff.  Jeff will check his calendar and see if he will be able to attend the meeting.

 

7.10          Retirement Committee – Staff Alliance appointment

 

Jim Johnsen also gave approval to have one representative from Staff Alliance and Faculty Alliance participates on the Retirement Committee.   The next Retirement Committee will be meeting around January 10 and January 20.  The January 10 meeting will be to discuss the costing of the possible programs.  The January 20 meeting will be to discuss and review all the information that had been gathered.  The committee will meet again on January 23 to put together a recommendation to the board of regents for their next meeting.  The agenda items for the next meeting are due January 27.

 

Maya discussed the importance of having a representative on the committee because of the current problems.  The solutions that the committee chooses will have lasting long term effects on the University.

 

7.11     Other Employee Relations Items

 

8.         Governance Regulation          

http://gov.alaska.edu/staff/2005-04-21.governancereg-final.html

           

            Kim informed the group that the governance regulation ad hoc committee will meet this Friday.

                                   

9.         Agenda items for next meeting, January 10, 2006

 

Governance Regulation, Retirement Committee, Human Resource Council, NORP II, Wellness Program, Legislative update, Employee Education Benefits and Director of Faculty Staff Development.

 

10.       Other items of interest

 

            No other items of interest.

 

11.       Comments

 

            No comments.

 

12.       Adjourn

             

            Meeting adjourned at 12:30.