May 7, 2001

Draft Minutes

Wednesday, September 13, 2006

10:00 am – 12:00 noon

Fairbanks location: Butrovich Building – Sherman Carter Conference Room

Audioconference

· Public participation is welcome.

· Please do not disrupt proceedings when the meeting is in progress

1. Call to order and roll call

Members Present:

Barb Rusher, President

Vince Yelmene, Vice President

Mike Molnia, Secretary

Betty Dupee

Dana Platta

Amaya Spencer

Nichole Merriman

Paloma Harbour, Alternate

Lisa Sporleder, Alternate

Others Present:

Debra Carter, Employee Communications Specialist

Jodi Bailey, Administrative Coordinator

Pat Ivey, Executive Director

Martin Klein, Associate Director of Transportation and Parking

Gwen White, Director of Institutional Research

Kate Wattum, Web Information Officer

Ann Sakemoto, Director of Training & Development

2. Adopt agenda

http://gov.alaska.edu/saa/agendas/2006/09-13.html

http://gov.alaska.edu/saa/agendas/2006/09-13.pdf

MOTION: Moved by Lisa Sporleder, seconded by Betty Dupee, passed without objection.

“The Statewide Administrative Assembly moves to adopt the agenda for September 13, 2006 meeting. This action is effective September 13, 2006.”

3. Approve minutes of August 8, 2006 meeting

http://gov.alaska.edu/saa/minutes/2006/08-08.html

http://gov.alaska.edu/saa/minutes/2006/08-08.pdf

MOTION: Moved by Betty Dupee, seconded by Lisa Sporleder, passed without objection.

“The Statewide Administrative Assembly moves to adopt the minutes from the August 8, 2006 meeting as amended. This action is effective September 13, 2006.”

4. Chair’s Report

http://gov.alaska.edu/saa/reg04.05.040D.pdf

Barb Rusher informed the group that she had a day of introduction meetings with various members of the administration. She stated that they were all very positive and informative and when she met with President Hamilton he stressed the desire for communication to flow both directions between the administration and staff. Barb also stated that she met with Wendy Redman who was enthusiastic about possible changes to the Wellness Program and Jim Johnsen spoke of the the new Training and Development Coordinator. Barb also informed the group that at her meeting with Jeanine Senechal, she stated that the job family classification program should end this fiscal year but is aiming for the sub steps to disappear at a faster rate than at the one-pear year after the end of the family project that they are now..

5. Staff Alliance Update

Barb Rusher spoke of the recent Staff Alliance President retreat which took place in August. She stated that there should be volunteer opportunities available for the upcoming International Polar Year events which will take place in March.

Barb informed the group that Public Affairs and the Human Resources department is working together on creating a second employee communication specialist position to the FY 2008 budget because they have seen a need due to the volume of tasks.

She reported that Jeff Stepp was elected as the new President of Staff Alliance and he spoke of his meeting with President Hamilton and how he expressed the desire for staff to become more involved with the legislature and using the support UA website.

Barb also stated that the health assessment review will begin in October 9^,2006 and will end on October 21^,2006 and due to individuals having technical difficulties last year, they will mail out the paper version earlier than last year. Human Resources will still offer the $100 rebate on the health care premiums for indivuals who complete the form. She also stated that Summex will be having a meeting regarding the Wellness Program on September 26, 2006 at 1 pm if anyone is interested in attending. It is a video conference & will be in Sherman Carter. Lisa Sporleder reported on a presentation she attended from a company called WIN for Alaska. The company is led by two women in Alaska who focus on various wellness plans and incentive programs. She stated that they are very creative with their approach and the fact that they’re from Alaska speaks high volumes and could save the University money. If chosen in the bid process, they will coordinate between the health-oriented individuals (nursing departments, clinics, etc) on each campus, local groups and Summex to better assist the University with it’s Wellness goals.

She also reported that UAS is currently celebrating their 50^th year anniversary as being apart of the University system.

Barb also reported that UAA is having a campus wide registrar drive and has a goal to have a registrar in each building on campus.

6. Transportation – Martin Klein

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

Martin Klein informed the group that he modified the route that was created during last spring. They converted the gold route to a red route which used to be known as the west ridge shuttle. On request it will stop at Butrovich but employees can not call the red route for pickups because the blue route does it automatically. The gold route will take staff to the Student Recreational Center but only has two pickup times which are 11:50 and 12:10 during lunch.

He also informed the group that there are no longer gold spaces on lower campus because they were converted to gold lots as of September 1, 2006. He has seen success so far because last year he averaged one or two calls a day of complaints of someone being in their spot and he would have to have that vehicle towed, but they have not had to tow anyone yet this year.

Martin also informed the group that they have created new signs to inform individuals of what parking lot they are in and would like feedback of what they think about the signage.

He also stated that his department just received two new hybrid Honda civics for departmental usage.

He also informed the group that he would like comments and concerns regarding the shuttle system when they happen. In cases that meritit, he is able to research the issue using the two GPS systems that are in place on two of the shuttles.

Dana Platta requested to know what the parking fees actually cover and Martin replied saying that they fund the parking staff, head bolt electricity, the shuttle system and snow removal.

Dana suggested to Martin to consider having bike lanes due to the excessive usage of bikes on the road.

7. Retiree tuition waivers

. Lisa suggested putting together a work session where Staff Alliance members can attend as well to help formulate ideas for defining/creating the parameters of the benefit. Barb stated that she will send an email to the list serve requesting times for a work session to take place for both groups.

8. Budget Update

Was not discussed.

9. Institutional Research – Gwen White

Gwen was asked to research the numbers of employees who will have worked here more than 20 years but still be younger than 65 when they retire so that we could calculate a potential cost to the University for providing tuition benefits to those people. Gwen replied that overall, there were 45 employees last fall who would qualify and if they were to be full time students it would cost the University around $50, 000 dollars in tuition costs. Gwen will widen her search to include employees over the age of 50 who would be in this same category, as her original search limited the age of the current employee to >60.

She also changed a previous request that someone in the group to be apart of a group she is creating that will focus on creating performance based measures. She still welcomes staff input, but thinks it is more likely an issue in which faculty will be interested.

Gwen stated that on a system level, enrollment is the same as last year but UAA is up by a few.

Betty requested Gwen to research how many employees are over 50, with their years of service, their retirement of choice and what the University contribution is to see how many people would be eligible for a different retirement system. She wants to focus on employees who could retire in the old system and switch over to the new ORP 3. Betty stated that she wants to know what the potential cost savings could be for the University if employees could retire under their current retirement and enter the new ORP. Gwen stated that she would work on it and try to have it available by the October meeting.

Gwen also informed the group that at the September meeting the regents are going to discuss the usage rate of the senior tuition waivers since they changed it.

10. Human Resources/Employee Relations – Beth Behner

Was not discussed.

11. Training and Development – Ann Sakumoto

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

Ann introduced herself to the group and informed them that she’s busy meeting individuals and researching the university and what training is already in place.

Lisa informed the group that the need for a system wide training assessment to be done was how the position began and how she hopes that once Ann gets acclimated that she will perform such an assessment. Barb informed the group that UAA classified staff council had done one in December 2004.

Ann also stated that she will help identify the model or approach of what training is needed in regards to professional development, new employee orientation and workgroup information. Project management has been shown as an immediate need for her to work on right now. The group expressed the need and desire for supervisory training and a new-hire orientation system.

12. Building issues

Barb spoke of her meeting with Richard Schointuch and that he agreed to be more vocal with UAF facilities next spring about the landscaping. She also stated that he is still looking into the shading that is needed above the windows to eliminate glares during the fall and spring. Also, regarding the broken curb sides Richard stated that the funds to repair them is R and R and to speed the process Risk Management would need to write a memo requesting facilities to fast track the repairs. Richard also asked SAA to disseminate the information that staring immediately, OIT members should fill out their own work orders wthi Facilities, instead of using the sybutrofacilities email.

She also informed the group that it was suggested to her from a staff member to have the group sponsor a welcome home banner for the 172^nd Stryker brigade and when she met with President Hamilton he enthusiastically offered to fund it himself.

MOTION: Passed without objection.

“The Statewide Administrative Assembly moves to support the idea of creating a welcome home troops banner when they return home. This action is effective September 13, 2006.”

13. Thanksgiving/Christmas Potlucks (Dates and Committee)

Bess agreed to chair both potlucks, like in the past, and the committee members will be chosen during the October meeting as well as the theme for the Christmas potluck.

The date for the Thanksgiving Potluck will be November 17, 2006 and the Christmas Potluck will be December 15, 2006. Jodi said she will secure the BOR conference room.

14. Canned Food Drive (Dates and Committee)

The group decided to begin the drive on November 17, 2006 and have it end on December 15, 2006. The group will nominate the chair and committee during the October meeting.

15. Love Inc. (Chair and Committee)

The Love Inc. drive will begin November 21, 2006 and end December 13, 2005. Betty Dupee and Paloma Harbour offered to co-chair the coordination of the project.

16. Covered Pavilion Account

http://gov.alaska.edu/saa/minutes/2006/07-12.pdf

There was not an update, as the next step is for an email survey to be sent out to staff requesting input on the projected proejct. Bess had agreed to send out that email. Barb reported that the group needs to collect $500 before an account can be created at the Foundation of which will fund the construction costs of the project.

17. Walking Program – Kate Wattum

Kate stated that they are going to begin a winter version of the Start Walking program. It is going to be called the Denali Challenge and it will again be a progressive program with achieving 10,000 steps per day. This program will create the idea of an individual walking climbing Denali which takes into account the altitude and the clothing you’d wear. At each camp the individual will receive a certificate and once they reach the top of the trail and make it back down, the grand prize will be the jacket or another item which has not been decided on.

The official start date of the program is October 16, 2006 and will hopefully last until the end of March.

18. Newsletter/communications – Mike Molnia

http://gov.alaska.edu/saa/minutes/2006/07-12.pdf

The group expressed their appreciation to Mike Molnia for his efforts with giving the information to staff through the newsletter.

19. Agenda Items for the Next Meeting – Wednesday, September 13, 2006

Retiree tuition waivers, budget update, institutional research, Human Resources/Employee Relations, building issues, Thanksgiving/Christmas potlucks, Canned Food Drive, Love Inc., and Covered Pavilion Account