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CEPAC MINUTES: 5/5/04

CLASSIFIED EMPLOYEE PERSONNEL ADVISORY COMMITTEE


MINUTES
May 5, 2004 continued May 12, 2004


Roll Call - May 5

APPROVAL OF MINUTES

Bob O'Driscoll moved that the minutes of the April 14, 2004 meeting be approved. Eileen Baker seconded and the motion passed.

TERMS ENDING AND ELECTION OF NEW MEMBERS

Bonnie White acknowledged the contributions of Ellen Huber and Sharon Pielaet during their terms, now ending. She thanked them for their hard work and valued input. Ellen remarked on the interesting year she had spent on the committee and urged CEPAC to make sure all classified staff keep in touch with what the committee is doing.

Bonnie noted the re-election of Ray Byerly and Sara France. However, having served a full term, Ray announced his decision to stand down in favor of Rick Holland.

Bonnie then welcomed CEPAC's new members Genevieve Burmeister, Robert Lack and Sheron McIlhattan.

OLD BUSINESS

Twice-monthly checks issue: Susan Alt reported that the necessary data had been collected and is being compiled for consideration by the Vice Presidents. A public announcement will come once a decision is reached. Susan confirmed that, if the campus moves to a twice-monthly pay check system, there will be no option to be paid monthly.

Update following April 15 memo to UPBAC: Sara France had received an email from David Dooley, UPBAC Chair explaining that he is awaiting the naming of the VP for Admin and Finance, since that person should be involved in the planning. The issue will be worked on over the summer.

Professional Council's survey of MAP supervisors: work continues on this project. Definite plans for a time frame have yet to be announced, but CEPAC will be asked for input to the final draft. CEPAC discussed the potential for amendments to the MAP Program being delayed pending administration of the survey. The meeting was hopeful that the MAP Advisory Committee might encourage PC in their efforts to ensure prompt action.

MAP survey outcomes to the MAP Advisory Committee: MAP-AC met 3/31/04 to review CEPAC's list of MAP Survey outcomes, which included those items referred back to MAP-AC from Personnel and Payroll Services. Susan Alt and Sara France reported on the enthusiasm of the MAP-AC membership for the tasks at hand, but described how the committee has realized the immensity of the project ahead. Susan and Sara spoke of members' wide ranging experience of MAP processes, but acknowledged that CEPAC's grasp of the current issues is far more advanced (having worked on the project for several months recently) than that of MAP-AC. The members are, however, very serious and committed to their work. Due to the volume of issues presented to MAP-AC by CEPAC, the 3/31 meeting identified four priorities on which to commence immediate work: (1) goal setting; (2) training, information and motivation of employees and supervisors; (3) supervisor evaluation process; (4) centralized funding of MAP bonuses. These will be discussed in detail by CEPAC at its May 12 meeting.

At the MAP-AC March 31 meeting, an issue arose which appeared to surprise most members (as well as CEPAC). That is, that the performance evaluation form is subject to union negotiation and, hence, MSU-Bozeman's ability to amend it locally is in doubt. Susan suggested to CEPAC that the unions would likely argue that the form is directly tied to pay and is therefore subject to negotiation. She did not feel the process for change would be cumbersome, however. It was recognized that the MAP Advisory Committee could identify the required amendments, and present them as a recommendation for adoption.

MAP survey outcomes to Personnel and Payroll Services - update: Susan Alt reminded the meeting that the new MAP cycle begins on July 1 but said that Personnel and Payroll Services are not planning to instigate any changes, pending recommendations from the MAP Advisory Committee. Bob O'Driscoll asked whether that meant there would be no amendments in time for the next goal-setting period. Susan replied that this would be the case only if the MAP Advisory Committee recommended changes for the upcoming cycle. Susan wondered whether one cycle without change might be beneficial, bearing in mind the volume of complaints regarding the frequency of policy amendment in the past. Sara France acknowledged the danger of hastily issuing new instructions which might afterwards be rescinded. However, while reiterating CEPAC's awareness that the entire list of recommendations forthcoming from the MAP Survey could not possibly be achieved in a short time, Sara spoke to CEPAC's disappointment at the possibility that the staff would see no outcome at all on July 1. Bob O'Driscoll asked whether MAP Advisory Committee was under any time constraint to complete their work, and Susan confirmed that its charge comes from the President, but he had not set a deadline. Bob suggested that a time frame be applied.

Update regarding upper administration's communication with campus regarding CEPAC's MAP Survey project: Susan Alt confirmed that, as per President Gamble's request at CEPAC's April 14th meeting, an appointment has been set up, towards the end of May, to discuss this communique. Bonnie White reiterated CEPAC's excitement at the President's suggestion of such a message. She described the importance to CEPAC's credibility of upper administration acknowledgement of the MAP survey, of CEPAC's work with the Board of Regents, of explaining that MAP is 'a work in progress', etc. Sara France stressed the significance of such an announcement as a means of preserving the strength in shared governance already attained by CEPAC should MAP protocol amendments be impossible for July 1. Susan understood the issues and concerns and will convey them at the meeting.

SPECIAL BUSINESS

CEPAC's guest speakers arrived at 9:30 am, and the meeting moved to welcoming, first, Robert Putzke and Paul Burns from the University Police. A lively discussion took place of parking fee increases, parking space availability, parking policy between semesters, handicapped parking regulations, violation enforcement, and carpooling (only 43 people currently carpool).

It was noted that parking fees will increase most in lots of highest demand (by about $15 in R lots), and scaling down through from $123 to $126 in S and B, to no increase in the F lot. The raises are a reflection of increased associated costs incurred by the Police Department. Passing on these expenses had been kept to a minimum bearing in mind the lack of pay raises for staff this year. It was noted that vehicles carrying F lot permits may park in S and B lots after 4 pm, and that S and B parking is free after 6 pm. Fines have increased from $10 to $15 with the late payment fee rising to $30. Paul said that collection of parking fines was generally successful particularly since recourse is available through holds on registration, etc. Robert explained that monies from permit purchase were considered revenue building and that ticket revenues represent no more than 15% of the Police budget.

Paul acknowledged the lack of adequate advertising regarding policy enforcement around parking between semesters and hoped that recent announcements in the Staff Bulletin and by email had been more appropriate. The University Police want to offer flexibility in parking but Robert acknowledged that employees and students must be clearly informed when ticketing will be enforced and when not. He anticipates ticketing whenever the students are on campus but that permitted vehicles might park in any lot outside of those periods.

The expense and difficulty of snow removal was addressed and the economic inefficiency of plowing the F lot during winter break was acknowledged. Paul stated that driving lanes are plowed even when parked cars prohibits broad scale snow removal.

Robert and Paul acknowledged the problem of insufficient staffing to allow absolute violation enforcement but invited employees to identify areas in which police officers need to be more vigilant. A lack of consistent patrolling of the "24 hour enforcement" areas was raised as an example. CEPAC members offered suggestions based on personal experience. The contradiction of traditional unwritten policy and the recent enforcement of written protocol was noted. Parking space availability to permit holders during campus events (such as Department of Transportation and Board of Regents meetings) was addressed. Robert and Paul explained that using portions of the S and B lot close to the Strand Union is the most efficient provision of guest parking despite the inconvenience to permit holders. Delayed access (long lines of vehicles waiting to enter) renders the use of the pay-per-hour lot infeasible.

The meeting then welcomed Kirk Keller who spoke about the Wellness Program. He explained the Program's two major changes of the year: the expansion of the mammogram benefit to include second review, and the implementation of new software to enhance service provision. Kirk said that MSU Wellness enjoys a far higher participation (some years as many as 58%) than is usual in the industry (30% average). Kirk looks forward, among other things, to using the software to identify pockets of employees who are underutilizing benefits. He described how Wellness has partnered with selected sources to enhance preventative resources and encouraged everyone to take the health survey and learn more about available services at www.montana.edu/wwwwell. Kirk is concerned by the impact of an ageing population on dwindling resources. He sees the industry moving to higher deductibles and hopes this will result in people becoming more aware of their health needs and issues in a preventative way. Kirk sees the potential for eligible people to use the benefits offered through Wellness more frequently as a result.

Kirk stipulated that he takes pains to protect eligible participants' interests in the Program by excluding ineligible users and by screening potential vendors at Health Fairs. The Wellness Program is about 90% funded by health benefits. The money is distributed among the campuses depending on employee/retiree headcount. As such, the MSU umbrella accounts for about three quarters of the total. Other income comes to the Program from discounted ski ticket sales, etc.

CEPAC members asked various questions. Program availability (both Wellness and Intramural) compatible with employee schedules was recognized as a key issue. Kirk agreed to explore the possibility (bearing in mind potential "bid" process limitations) of establishing discounted membership agreements. Some questions related to Intramurals were asked and it was suggested that these be addressed to Larry Martin, perhaps by e-mail.

Kirk regretted that sports facilities can't be offered as part of our employment packages but reminded the meeting of the need to observe equity with students, who sponsor the facilities. Kirk said he would be happy to take any feasible role within Wellness to reactivate staff participation in any activity employees might suggest. He reiterated what a privilege it is for him to serve the MSU employees and associated campus community.

Bonnie White thanked Robert, Paul and Kirk for coming to the meeting, and each participant expressed interest in returning in the future.

At this point, the scheduled time for the meeting had expired. Ray Byerly moved that the current meeting be suspended until May 12. Bob O'Driscoll seconded and the motion passed.

ROLL CALL MAY 12

Bob O'Driscoll reconvened the meeting. He reminded members of Bonnie White's absence today. Bob introduced Ricky Holland (new member taking Ray Byerly's place) and welcomed him to CEPAC.

OLD BUSINESS contd.

Update following submission of MAP Survey outcomes to the MAP Advisory Committee: Sara France (as a member of the MAP Advisory Committee) asked CEPAC to consider the four priorities MAP-AC had drawn from CEPAC's submission of outcomes. She wanted to ensure that she was properly prepared to convey CEPAC's concerns in these areas to MAP-AC at the next meeting, May 21. The priorities are: (1) goal setting; (2) training, information and motivation of employees and supervisors; (3) supervisor evaluation process; (4) centralized funding of MAP bonuses. CEPAC took almost an hour discussing the first priority. It was agreed that members' input had not altered, reamined allied to the findings of the survey and, as such, the Committee required nothing that had not been raised before to be conveyed to MAP-AC. This same confirmation was applied to the other priorities also.

Review of classified staff standing within the university: themes for discussion in this regard originated from CEPAC's April 14 meeting. Today, Sheron McIlhattan suggested that CEPAC spend time ensuring that classified staff interests are adequately addressed in the university's Vision Plan. Carol Shannon further suggested that CEPAC review classified representation on university committees. It was agreed that these were both important matters and should be considered as goals for next fiscal year.

COMMITTEE REPORTS

MUS Systemwide Labor Management Committee - Susan Alt reported the next scheduled meeting to be on May 26.

Personnel Advisory Board - Sharon Pielaet reported a grievance had been heard and recommendations had been forwarded to the President. It was noted that the PAB meets to hear grievances of union exempt and professional employees (others being represented in a similar way by their respective unions). This latest hearing was thought to be the third in five years.

International Programs Committee - Ray Byerly reported that this committee had met and discussed issues relevant to international students at MSU, and MSU students studying abroad. It had examined travel insurance details, and was also promoting the creation of a Global Studies minor for the Fall.

Benefits Committee -

TIP Incentive Award Program Committee - Sara France reported that the committee meets again on May 17. This will be its second meeting and, hopefully, all members will be present. The committee is in the process of determining how the policy is to be implemented.

MAP Advisory Committee - Sara France reported that the committee's next meeting is scheduled for May 21.

GENERAL BUSINESS

Comments Box - no communications had been received via the web site comments box.

CEPAC Membership and Terms - it was noted that new members had been welcomed, and ending terms acknowledged. Bonnie White had circulated some information relevant to Faculty Council wherein FC was considering expanding the term of Chair to two years. Bonnie wondered whether CEPAC would like to consider doing the same, to enhance consistency. Bob O'Driscoll had recently requested that CEPAC's bylaws be published on the web and acknowledged that most members were seeing them for the first time. He suggested that a review of the bylaws and the officers' terms take place next month.

CEPAC Meetings During Summer - to accommodate the volume of CEPAC's work, and Board of Regents' July meetings, Eileen Baker moved that CEPAC continue to meet on the second Wednesday of the month from 9-11 am in the Bradley Conference Room, during June, July and August. Matt Blazicevich seconded and the motion passed.

Electronic Nomination/Voting - Susan Alt and Kerry Evans reported on the labor intensive and expensive methods by which CEPAC members are currently nominated and elected. Sara France suggested that this be transformed into an electronic method, bearing in mind necessary accommodations for those employees who don't use computers. Carol Shannon reported that ASMSU elections are handled electronically and suggested that we speak to Allen Porter who coordinated their system. Matt Blazkevich suggested taking a lap top computer to custodial, foodservice and other employees not actively online for this purpose. It was agreed that this issue should be further investigated.

Formation of a Nominating/Goal-setting Committee - Bob O'Driscoll suggested forming a committee to come up with nominations for next year's officers, and for ideas for next year's goals. Sharon Pielaet, Eileen Baker and Matt Blazicevich volunteered for the committee and hoped to have the task completed in time for election of officers at the August meeting.

Budget Review - Sara France had circulated a budget statement for submission to the President's Office as requested by President Gamble when he granted the budget, in December 2003. It was noted that expenditure had been low, mainly due to carpooling to remote meetings and no overnight stay requirements at Board of Regents meetings.

Web Site for Documentation of Shared Governance - Faculty Council had asked CEPAC to provide a report of its role in shared governance this year and to give input into ways to promote the protocol using such documentation. Sara France and Gale Gough (Faculty Council) are working together to establish links to appropriate web sites, including Faculty Council, Professional Council, CEPAC and ASMSU. Sara will circulate the proposed CEPAC report to the CEPAC membership later today.

Review of New and Updated Personnel Policies and Procedures - this was deferred to the June meeting.

There being no other business, the meeting was adjourned at eleven o'clock.


CONTINUATION OF THIS MEETING: JUNE 9, 2004 IN THE BRADLEY CONFERENCE ROOM, WILSON HALL AT 9:00AM


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