Staff Alliance

Tuesday, June 12, 2001

Beginning at 1:30pm

Via Videoconference and audioconference

1. Call to order and roll call

Members present:

David Woodley, Chair of the Staff Alliance and Past President,

UAA Classified Employee Council

Cheryl Wright, President, UAA Classified Employee Council

Robert Sewell, President, UAS Staff Council

Scott McCrea, President, UAF Staff Council

Ella Nuss, President, UAA APT Council

Liz Downing, Past President, UAA APT Council

John Mitchell, 2001-2002 Vice President, Statewide Administration Assembly

David Rohwer, Vice President, Statewide Administration Assembly

Janine Sikkink, Secretary, Statewide Administration Assembly

for Kerry Digou, President

Others present:

Pat Ivey, Executive Officer, System Governance

Roxa Hawkins, Statewide Staff Development Coordinator

Janet Jacobs, Executive Director, Statewide Human Resources

Karen Haddock, Vice President, UAA Classified Employee Council

Dale Seay, Director, Statewide Employee Relations

Absent excused:

Kerry Digou, President, Statewide Administration Assembly

Donna Chantry, Vice President, UAS Staff Council

Larry Ledlow, Vice President, UAF Staff Council

2. Adopt agenda

MOTION: moved by Nuss, seconded by Wright

“The Staff Alliance moves to adopt the agenda for the June 12, 2001 meeting as amended to include the insertion of a new item 4 entitled ‘Regents Reports’, and item 13.1 entitled ‘FY2002 Staff Alliance Budget’. This action is effective June 12, 2001.”

3. Approve minutes

MOTION: Moved by McCrea, seconded by Wright

“The Staff Alliance moves to approve the minutes for the May 10, 2001 meeting and the May 22, 2001 meeting. This action is effective June 12, 2001.”

4. Regents Report

Cheryl Wright, Scott McCrea, and Robert Sewell were present at the Board of Regents meeting. Cheryl Wright reported this was her first BOR meeting. Scott McCrea and Robert Sewell led the discussion with a statement in support of the 1.5 percent pay increase as the beginning of a long process of catching up. Cheryl Wright followed up with what she knew from listening to her constituents. The Board of Regents continually asked Michael Hostina, the statewide labor relations director, if was true that staff haven’t had a raise since 1994.

The three staff leaders met with Kerry Digou and the four agreed that the Alliance needed to set its goals for the following year very soon. Cheryl Wright and Scott McCrea have talked together about volunteer programs at the university as an effective method of getting the word out to the Board of Regents and the community about how much staff contribute to the university and their respective communities.

Scott McCrea agreed it was very positive Board of Regents meeting; especially the comments Brian Rogers made about the need for more money for staff. The Staff Alliance has to work with administration to place into the regular budget another increment for FY03.

Robert Sewell said he talked to the President Hamilton for a while and also Jim Johnsen, the president’s chief of staff, and believes the president is sympathetic to staff concerns. Robert Sewell reported Regent Croft, on the one hand spoke to 1.5 percent increase to the grid as being paltry, and on the other hand was concerned about the impact of this on the initiative process. The Board of Regents voted for the 1.5 percent increase to the salary grid with exception of Croft.

Robert Sewell mentioned an article that came out last week in “Alaska Trends”, the report put out by the state labor department showing the cost of living in almost every category. The data in that publication demonstrates that, beginning in the baseline year of 1993 up to the last year for which there is information, the cost of living increased 14 percent in Anchorage alone. He said the task was to figure out over the next year what is reasonable for staff at the university.

The four staff leaders also visited with Dale Seay who gave generously of his time, about 3.5 hours. Jim Johnsen also met with the leaders separately. One item Jim Johnsen revealed was that there would be another employee survey soon. It will essentially be the same survey questions as the one done previously with the addition of a question about governance and another about unions.

5. Orientation

Pat Ivey gave a brief overview of how governance works. She will be giving a more thorough presentation at the president’s retreat for the Staff Alliance.

Cheryl Wright asked that the president’s retreat be moved to August in order to get the goals and objectives solidified prior to the start of the academic year and to be prepared for the year ahead. This would include gathering data about all the volunteer work staff governance groups do and soliciting support from the chancellors.

6. Elections

Robert Sewell requested postponement of elections until the UAS Staff Council completes its elections in 2.5 weeks. There has been an increased in interest in the officer positions in the UAS Staff Council but at this time the president’s slot is uncontested and two are running for vice president.

MOTION: Moved by McCrea, seconded by Nuss, passed unanimously

“The Staff Alliance moves to postpone the election of the Staff Alliance chair until the July 10, 2001 meeting. This action is effective June 12, 2001.”

MOTION: Moved by Sewell, seconded by Nuss, passed unanimously

“The Staff Alliance moves to elect Scott McCrea to serve as acting chair of the Staff Alliance until the July 10, 2001 meeting. This action is effective June 12, 2001.”

David Woodley, outgoing chair of the Staff Alliance thanked everyone for their support. A plaque recognizing him for his outstanding leadership is in process.

7. Approve calendar.

MOTION: Moved by Rohwer, seconded by McCrea, passed without objection

“The Staff Alliance moves to adopt the Staff Alliance meeting calendar for 2001-2002, as amended to request that the president’s retreat for the Staff Alliance be held in August between August 10 and August 14, and to revisit the exact date of the spring Staff Alliance retreat at a later date. This action is effective June 12, 2001.”

Amended and approved FY02 Staff Alliance meeting calendar:

* Tuesday, July 10, 2001

9:30-11:30am via audio conference

* President’s Retreat for Staff Leaders

(two days between Friday, August 10

and Tuesday, August 14, 2001 requested)

On-site, Fairbanks

* Tuesday, September 11, 2001

9:30-11:30am via audio conference

* Tuesday, October 9, 2001

9:30-11:30am via audio conference

* Tuesday, November 13, 2001

9:30-11:30am via audio conference

* Tuesday, December 11, 2001

9:30-11:30am via audio conference

* Tuesday, January 8, 2002

9:30-11:30am via audio conference

* Tuesday, February 12, 2002

9:30-11:30am via audio conference

* Tuesday, March 12, 2002

9:30-11:30am via audio conference

* Tuesday through Thursday, April 9-11, 2002

On-site retreat in Juneau (date to be revisited)

* Thursday, May 16, 2002

9:30-12:00am via video conference

* Tuesday, June 11, 2002

9:30-11:30am via videoconference

8. 2001-2002 Goals and objectives

Most of last year’s goals and objectives will probably carry forward into this year. It was suggested that the following items be added to them.

* FY03 adjustment to grid

* Job family descriptors

* Volunteerism

9. Janet Jacobs, Executive Director, Statewide Human Resources

Janet Jacobs said that procedurally the 1.5 percent increase to the APT and Classified staff salary grid will be handled from a central location, and everything will be rolled over into the new rates and published on the web with hard copies sent to those with a real need.

Regarding the employee survey, procedurally the questions are about to be finalized. The survey will go out randomly to about 800 staff. The McDowell Group will send out the survey as they did for the last survey. The survey results will be discussed with the Board of Regents in September. The salary administration regulations are just about ready to be implemented and the Board of Regents passed the policy last week.

Regarding the adjusted salary grid, Ella Nuss said her department is hiring people between now and July and need the adjusted grid information now. Janet Jacobs said that the campus human resource offices will have to handle that between now and the time the grid adjustment is officially published. She will get the raw data out to the campus human resource offices right away.

Robert Sewell said there is confusion among staff between grid adjustments and step increases. There are very clear differences. He asked how to describe the difference for advocacy purposes and to eliminate confusion.

Janet Jacobs explained that the grid is a chart with steps going across and steps going down. A grid adjustment moves the grid and every step on it. She added that there is nowhere in policy or regulation that she knows of where the purpose of the steps are described, whether for longevity or merit. Step increases are predicated on a satisfactory cost of living review.

Janet Jacobs went on to say that statewide human resources did a demographic sheet that showed the distribution of employees. The university has a relatively young workforce and not a lot of people clustered near the top of the ranges so we have a lot at the bottom of the ranges. The university took a laundry list of a half dozen reasons for this to the legislature this last time. The Board of Regents has asked for data on compensation for all groups. People don’t understand that the university pay system is not a market-based system for staff but is an internally based system.

Cheryl Wright said employees are not looking to internal; they are looking to the market. It works well for management but when dealing with classified, it will take a massive re-education effort.

Robert Sewell said his Juneau campus registration worker who is really good is quitting after one month because she is not getting enough money and is going elsewhere. That job has turned over three times in the last year.

Janet Jacobs responded that a market-based system involves surveying frequently to find out what is being paid in the market in order to adjust our system. Market comes in through the back door with recruitment and retention problems that are addressed through hiring at a step C or D. If there are market pressures, we will see it there.

Robert said the skill-set people are expected to have is much more than a few years ago and we need to determine how that skill is valued by others. We have the grid adjustment not related to merit or market but rather longevity and maybe cost of living.

Scott asked if another increase to the grid is being discussed for inclusion in the FY03 budget. Janet Jacobs said there had been no discussions prior to the Board of Regents meeting because administration was waiting for the Board to act on the FY02 1.5 percent increase to the grid. The earlier we can come back with a joint consensus the better off we can be. Janet will be doing a presentation before the Board of Regents Human Resources Committee in September, and if the Staff Alliance retreat occurs in August, maybe she will have salary data ready by then data and also the employee survey data.

Janet Jacobs also reported that a second survey will be done regarding benefits which she thought will be of great interest to employees.

10. Dale Seay, Director, Employee Relations

Dale Seay said that at the last Staff Alliance meeting, he asked the Alliance to work with him on developing an appeals process and administrative ways of implementing it. His plan is to develop the process during July and take to the business council and the president in August. He wants to have the Alliance actually develop the appeals process. Once the group is identified that will be working with him, the next step is to determine when they meet.

Ella Nuss, President of the UAA APT Council wants to work on the appeals process. She was a member of the old PEQ and JEF appeals committees and in on the development of those processes from the beginning. Dale Seay wants representation from all MAUs and at least one from a rural site. He wants to start holding meetings by end of June or as soon as possible after July 4. He anticipates having two meetings of the group to draft the appeals process and then one more to finalize the document. It will take until end of July/early August before we take it forward to the president. He wants to make sure the people elected can speak for the staff governance groups without having to take everything back to the groups for approval at each and every step.

Karen Haddock will represent the UAA Classified Council

Robert Sewell said it will take a couple of weeks for him to identify a member but wanted to make sure UAS would be assured a seat in the group.

Dale Seay said the time commitment would be about 2-3 hours for each meeting.

John Mitchell will get member from the Statewide Administration Assembly and Scott McCrea will be selecting representatives from UAF including a rural representative.

Regarding the classification process itself, Dale Seay said when the IT group is done the rest of the classifications should go by more quickly. Janet Jacobs cautioned that the ability to move forward is always subject to appropriate levels of staffing. Currently Dale Seay is the only staff on the project. The two recruitment and retention staff reporting to Dale have left the university for positions with more money.

11. Roxa Hawkins, Staff Development Coordinator

Roxa Hawkins said that since May, she has met with three focus groups in statewide, one for executive staff, one for APT staff and one for classified staff. She will expand to other MAUs beginning with UAA. She asked a series of questions, including

· What is offered for staff development now?

· What would a good professional development program look like?

· What are the barriers in implementing a professional development program?

Her staff is compiling the answers and promised copies to each of the people who participated in the focus groups. She is taking the information from the focus groups and using them to develop the program. The title has changed from the staff development program (SDI) to the Professional Development Program – Career Planning. This is because SDI is a national acronym meaning Strategic Defense Initiative and focus group folks did not want the two confused. Roxa begins training of trainers in August 13-15 in Anchorage to begin training supervisors in September.

Janet Jacobs said the Advisory committee, of which Scott McCrea and a representative of the Statewide Administration Assembly are members, starts meeting when Janet Jacobs sends out the letter which will be soon.

Robert Sewell complimented Mike Hostina on his presentation to the Board of Regents. The fact that this is occurring that is occurring is a step in the right direction. Janet said a copy of the presentation has been provided to each human resources office.

Cheryl Wright said Dale Seay's time with Staff Alliance was very beneficial.

Scott McCrea asked if unionization goes through what happens with the work so far. Janet said there is a point in time during the unionization process when items of salary and working conditions freeze. She advised that Mike Hostina should be contacted to get a precise time. It has reached a point where interest cards are going out.

12. Local governance groups

12.1 UAA – Ella Nuss spoke to the great report Cheryl Wright did for UAA classified employees. She sent the report out to the APT Council. Cheryl Wright said the UAA Classified Council may have an additional meeting in July to consider all the issues and to set up a couple of ad hoc committees, including one to allow for tuition waivers for more self support courses. She said that they will also examining the retirement program as well and set up an ad hoc committee of APT and classified.

12.2 UAF - The UAF Staff Council last meeting was on June 1. Scott McCrea presented UAF Staff Council goals and objectives that he sent to the Staff Alliance. One crossover is volunteer time off for volunteers and revision of our staff training for new employees. Once every two months the UAF Staff Council will be doing a mini convocation for new employees including a breakfast with the chancellor and a Power Point presentation on the university. The UAF Staff Council also wants to be able to respond more to our rural staff. Scott McCrea said, "A lot of times we talk about parking but in Nome it has no meaning." Scott also wants to spend time at the rural campuses seeking their input. The next issue is staff imaging, improving staff image within the university and externally that we are just as important as the faculty and students. These are in addition to continue tackling the ongoing issues. These goals were pretty well accepted by the staff council. Larry Ludlow from the Geophysical Institute is president-elect, currently in Japan and will be back for next meeting

12.3 UAS - UAS Staff Council is wrapping up elections in next two weeks. Robert Sewell reported that interest in governance has improved. Chancellor Pugh sent out a letter of support for governance to all UAS staff. He is looking forward to more support in the coming year. The function of governance must have been less well understood in previous year but this is going away over time. Employee interest centers at UAS around grid increases. Getting away from the JEF process has been well received. People are excited about the alternatives on the horizon. We did have a union meeting here recently and many people went. Many people here are of low range and step and having difficulty making it who are interested. A newcomer is more prone to being influenced than one of some duration. Governance makes a mistake in not being an integral part of the orientation process for new employees.

12.4 SW - The Statewide Administration Assembly held elections in May. Kerry Digou was re-elected president; John Mitchell is vice president. This is the last Staff Alliance meeting for David Rohwer. The Statewide Administration Assembly is meeting tomorrow to develop goals and objectives. Janene Sikkink giving Scott McCrea a list of statewide training UAF employees are invited to.

13. July 10, 2001 meeting

Agenda items will include, but may not be limited to

* Discussion of August retreat

* Elections

* Classifications appeals process – Dale

* Janet Jacobs wants to be regular part of the Staff Alliance agenda

14. Other items of concern

14.1 Budget

Pat Ivey explained that she had received a request from Robert Sewell for a budget increment of $5,000 for labor pool funds that would go to the chair’s department to hire a student assistant for the chair to free the chair up for staff governance duties. Pat Ivey is also requesting $500 for travel inflation.

David Woodley said unlike faculty, staff don’t get to put governance down as part of their workload, even though regulation provides that governance is considered a regular work duty. He believes that some sort of fiscal relief like this is really necessary given what is coming out over the next year. The president’s request is going to be $20 – 22 million over base which will require a great deal more advocacy work especially on the part of the chair.

Robert Sewell said that his chancellor is prepared to match what the president allocates for student assistance for the chair.

MOTION: Moved by Nuss, seconded by Rohwer and

Wright, passed unanimously

"The Staff Alliance moves to request increments to the Staff Alliance budget that include an additional $5,000 for student assistance for the chair at the chair's location to free the chair up for governance duties, and an additional $500 increment to offset increased costs of travel. This action is effective June 12, 2001."

15. Comments

Liz Downing said it was a wonderful experience serving on the Staff Alliance and thanked for the great year. Robert thanked her for spending the time and is heartsick that she is quitting.

16. Adjourn

The meeting was adjourned at 3:34pm.