2. Roll call:

Present:	
     Ann Secrest	            Vi Mullen
     Pat Bishop			    Gene Kuhn			
     Dorothy Parkerson
     Juneau:Carolyn Reddekopp
     Anchorage:Sharon Hoffbeck

Absent, excused:	
     Sandi Davison --proxy given to Bishop
     Beth Wilkey --in class
     Paulette Wille --on vacation

Absent:		
     Bonnie Williams
     Others present:	
     Patty Kastelic, Exec. Director, SWHRD
     Wendy Tisland, SWHRD
     Tim Adamczak, SWHRD
     Paul Tengan, SAA Staff

3. The agenda was adopted as presented:

1. Call to order
2. Roll call
3. Adopt agenda
4. Approve minutes for November 5 and December 10 meetings Attachments A, B
5. Items from President Komisar / Vice Presidents / Executive Directors
a. Exec. Director Kastelic:
i. Hay & Associates -- update
ii. Sick Leave Policy amendments Attachment C 6. Report from SAA President Secrest
a. General Assembly update
i. BOR Policies on student housing
ii. Intellectual property policy & regulations Attachment D
iii. UAF Staff Council motion: paid holiday in honor of Dr. Martin Luther King, Jr. Attachment E
iv. motion to establish a consistent date for implementation of satisfactory performance Attachment F
v. salary increases
b. Grievance Policy --
i. discussion on proposed modifications/motion Attachment G
7. Employee Benefit Program changes -- Tisland Attachment H
8. Set date for Spring Meeting
9. Other business
10. Adjournment

4. Minutes for the November 5 and December 10 meetings were approved.

5. Items from President Komisar / Vice Presidents / Executive Directors

a. Exec. Director Kastelic:
i. Hay & Associates -- update
ii. Sick Leave Policy amendments Attachment C
Kastelic reported that it was necessary to back up on implementation of the new classification system. There was insufficient data on hand, impeding analysis of the full extent of the problems which need to be resolved. In short, we "don't even know how broken the system is."
She will meet on January 27 with the current appropriate committees to discuss present classification practices. It is expected that the problem will then become more defined; the goals of the meeting are:
1) clarify current position classification practices at each of the MAUs
2) discuss the perceived shortcomings of current systems, modified Colgate and Hays
3) have a brief overview of the two tools and systems
4) discuss sample position descriptions, identify possible discrepancies in interpretation at different MAUs
5) adopt a plan for training which will provide for scheduled training of the UAF and Statewide evaluation committees, as well as updating those of UAA and UAS. Ultimately there should be consistency throughout the system.
On February 7, working from information developed from the Jan.27 meeting, a working group will refine current practices and make recommendations on how many and which positions will be audited and how this will be done--whether by internal staff or an external consultant.
Kastelic would like to see SAA and the other governance groups respond with their feelings and input in this matter, preferably before the end of the fiscal year, before summer begins.
She pointed out that the present modified Colgate system was adopted in the mid-1980's; normally once an organization adopts a personnel classification system, it would not be changed for many decades. The perceived need for a new system so soon is unusual; it may be that this was a poor choice to begin with. Or the situation here may be unique. One of the original Colgate consultants had been here when the university adopted the system, and it was found necessary to adapt the system for Alaska, resulting in today's "modified Colgate" for the university.
Kastelic went on to point out the problem of funding adequate compensation. The Statewide administrative and personnel stucture only gained ascendency in the early to mid-1980's. In 1986, State oil revenues dropped drastically, causing budget problems for the university (and which have continued since). She re-iterated a point made by Vice President Redman on several previous occasions, that along with the positions being re-evaluated and appropriate salary schedules established, there must be a commitment to funding revised salaries.
ii. Sick Leave Policy amendments Attachment 1/C

This was the final form of the Leave Share Program discussed on numerous previous occasions as proposed for adoption in the university's Board of Regents' Policy and Regulations. Kastelic reported this was the culmination of many years' planning.
The proposed changes consist of an amendment by appending one sentence to Policy in Section 04.07.03.C, authorizing the President to establish procedures by Regulation for sharing of temporary disability leave; and the addition in whole of a new section to Regulations as 04.07.03.G.16, which details and defines the provisions of this new leave sharing program.
If approved by SAA and the other governance bodies at the General Assembly, these proposed changes will be forwarded to President Komisar for submission to the Board of Regents for final approval and adoption.
Mullen moved to have the Sick Leave Policy amendments approved by Statewide Administration Assembly. Motion was seconded by Parkerson, and passed unanimously by the members. These Amendments, Attachment C in the Agenda, are appended to these Minutes as Attachment 1/C.

6. Report from SAA President Secrest

a. General Assembly update
i. BOR Policies on student housing

Secrest said this issue was brought to her attention by a memo from GA President Ray Highsmith, which referred to a December memo from VP for Finance Brian Rogers. The relevent phrase was the university's intention to start operating student housing units on a "cost recovery basis to the maximum extent possible while maintaining a competitive position with state, local, and national markets..." Basically, it seemed the university desired to reduce or cut subsidies for student housing, increasing rents closer to market levels.
It was felt that this was largely an issue between students and the university administration. It was decided that when the issue is raised at the GA Executive Committee meeting, SAA's position will be to "abstain".

ii. Intellectual property policy & regulations Attachment 2/D

The effect of these regulations will be to define ownership and renumeration for intellectual properties developed by university employees on university time, or using university resources. The impression was that this was applicable primarily to faculty and/or researchers; few if any Statewide employees would be affected. Mullen pointed out that there was the possibility of programmers at UACN being affected, were they to create original, marketable programs. Kuhn said it was his understanding that any programs developed by programmers, and any profits therefrom, all belonged to the university.
The proposed regulations would therefore be more liberal, as all of the first $10,000 earned by intellectual properties would go to the developer; only amounts above that would be split between the developer and university.
Mullen moved that SAA approve these proposed policy and regulations. Seconded by Kuhn. Motion passed unanimously. Appended to these Minutes as Attachment 2/D.

iii. UAF Staff Council motion: paid holiday in honor of Dr. Martin Luther King, Jr. Attachment E

The opinion was forwarded that Dr. King could be honored by various activities on campus which students and staff could attend; the need of an actual university holiday was questioned. It was pointed out that this was well and good in theory, but staff could not always get the cooperation of supervisors on time off to attend observances, nor students time off from class without exception. It was decided that further discussion on this would be held at the next SAA meeting.

iv. motion to establish a consistent date for implementation of satisfactory performance Attachment F

Secrest referred the group to a motion passed by Staff Council. Following discussion, with clarifications by Adamczak, it was determined that the Staff Council motion did not address the problem accurately. However, there was a valid concern that they were trying to address.
In summary, determination of satisfactory performance and salary increases are consistent; they are established in policy. But there has been variability in eligibility dates for the distributions of bonuses.
Secrest and Tengan will re-draft a motion for SAA properly addressing the Staff Council's concerns, and bring this to the next meeting.

v. salary increases

This issue is related to and was covered in the above item.

b. Grievance Policy --
i. discussion on proposed modifications/motion Attachments G

Mullen brought up the point that the grievance policy as a whole should be discussed, rather than just this one modification. This should be done section by section, to correct other faults or deficiencies perceived in the policy. At Secrest's request, Mullen will mark these specific areas and these will be discussed at the next meeting.

7. Employee Benefit Program changes -- Tisland Attachment H

The major change has been an increase in the rate of contribution by the university to employees' pension plans. Other changes were made to medical and health benefis in recognition of the fact that preventive care is more cost effective than remedial care, so more coverage is being provided for preventative care and examinations. These changes are noted in the attachment, appended to these Minutes as Attachment 3/H
Tisland went on to report on changes in the pension plan and the forthcoming wider choices to be offered. Some employees have been skeptical and conditioned to think that most changes to the pension plan have been in favor of the university to the detriment of employees. In fact, the opposite is true with these changes: the contribution rate by the university is being increased. Still, some people are always wary of changes, and some may feel threatened by the fact that they will have to make personal choices with the upcoming range of options. She has had a few "focus group" meetings to address these concerns and to also get feedback on any other employees' concerns.
The forthcoming changes have been implemented to address past complaints, reduce administrative costs, and improve rates of return. Choices in investment modes will also increase drastically, from a mere two to over a hundred. Instead of just one, four companies will be involved, each having whole arrays of funds to choose from. The transition will start on July 1, 1992, and 18 months is being allowed for it, completion being anticipated by the end of December, 1993. The SWOHR office will try to prepare a handbook to assist employees in making appropriate choices for their individual situations.
It's anticipated that confusion may arise from complex situations where employees are involved in both the regular pension plan and the Optional Retirement Plan, both considered "Defined Contribution Plans". The majority of individuals, in the Public Employees Retirement System which is not a Defined Contribution Plan, will be not be affected as drastically from the changes. Choices will still have to be made however, in the transition period. Fund providers will be on campus later in the term to more fully explain the changes, various options, and their ramifications. Tisland expected the changes to the plan will be adopted in March, and employees will be notified and provided as much information as possible. Fund providers hopefully will be available in April or May to answer any unanswered questions employees may still have. Her office in the meantime will continue to gather employee input and answer what questions they can. They are also continuing work on developing general information packets. Secrest invited Tisland to present the SWOHR information packets in March, so SAA could help distribute it among its constituents.
Kastelic clarified the responsibilities of the university versus those of the employees. While some fees involved in the maintainance and shifting of funds will be shifted from the university to the employee, these are more than offset by the increased rate of university contributions. The employees will additionally benefit from more timely statements, wider choices, and the possibility of better rates of return. Kastelic recognized that some employees may feel intimidated by having to make their own "investment choices". Her office will try to be as helpful as possible, while emphasizing that they are not financial advisors. At the same time, the necessary choices would not be like "playing the stock market." Many conservative options will be available, which would not be demanding of close monitoring.
She also mentioned that the changes will allow for an unprecedented level of employee control over their own individual funds. This is in sharp contrast to the paternalistic pattern of the past, where employers had sole control of pension monies and in more than a few cases sustained losses leaving employees high and dry. With the new plan, employees will be enabled to choose their own levels of risk or safety, and not be as vulnerable to others' shortcomings.

8. Set date for Spring Meeting

It was determined that the SAA Spring Meeting will be on May 15, 1992.

9. Other business

Secrest forwarded a request from Wilkey to change the meeting times, as she has signed up for a class resulting a scheduling conflict. It was decided to change the regular meetings from the 2nd Tuesday of each month to the 2nd Thursday, starting at 1:30 pm.

Adamczak reminded the membership of the Annual Employee Service Awards and Recognition Luncheon, which will be held on Friday, March 13 this year for Fairbanks. Entertainment will be in the hands of the 8th Floor Gruening group. Adamczak also invited suggestions from everyone regarding the program.

A brief discussion was held regarding possible changes in the next SAA election, if the Governance Task Force recommendations are accepted and the governance structure is changed. It was decided to proceed as normal, and make any adaptations if required, if and when the recommendations are adopted and implemented.

10. Adjournment

The meeting was adjourned at 11:19 am.

SUMMARY of actions to be done before or at the next meeting on February 13:

1. Secrest will work on modifying the motion to have a university holiday established commemorating Dr. Martin Luther King's birthday.
2. Secrest will report on the January 27 meeting to which Kastelic invited her.
3. Secrest and Tengan will rewrite the motion advanced by Staff Council for SAA consideration
4. Mullen will bring forward her suggestions for modifying the Grievance Policy.
5. Tisland will be invited to the March meeting to present SWOHR's information packet regarding pension plan changes.
6. May 15 is tentatively set as the date for the Spring Meeting.