CLASSIFIED EMPLOYEE PERSONNEL ADVISORY COMMITTEE

MINUTES
November 10, 2004 completed on November 12, 2004

Roll Call - November 10

• Matt Blazicevich
• Susan Alt
• Jo Oudshoorn
• Dawn Watkins
• Kerry Evans
• Kala French
• Bob O'Driscoll
• Eileen Baker
• Ray Byerly
• Genevieve Burmeister
• Mark Reinholz
• Dan McGuire
• Bonnie White
• Sara France
• Sue Martin

Craig was accompanied by Jo Oudshoorn, Director of Division Planning and Coordination. Together, they reviewed and explained the draft Division of Administration and Finance 5-year Strategic Plan, how it was derived and the process by which it will be refined and implemented. Due to the abstract nature of many of the strategies, it is not possible to define a schedule for implementation. However, Jo described an anticipated system of timely review and refinement for each item within the plan.

The meeting noted that the newly-created CEPAC office is contained within the Division of Administration and Finance, although not at a departmental level. Craig felt that CEPAC should now be involved in appropriate divisional retreats to offer another point of view. He said it was logical to have CEPAC involved in specific strategies. CEPAC recognized areas within the draft document in which the committee might play a useful role and offered its assistance wherever that might aid the refinement and implementation of the plan. Craig and Jo asked for feedback and input on the plan from the classified staff. Jo, having to leave the meeting at this point, was thanked for her presentation and explanation of the plan.

Next, Craig, Susan Alt and Dawn Watkins spoke about the Payroll Frequency Task Force Report, June 2004 (to be on-line via the Personnel and Payroll Services' web site in about a week). Craig gave an overview of the history of the report and how it addresses the perceived benefit to employees, of twice monthly checks, as well as the perceived administrative costs and logistical complications imposed by the current configuration of the Banner system. Pending any progress of the recommendations of the report, Personnel and Payroll Services has already begun work enhancing PPS systems to provide a more efficient payroll. Again, Craig asked for feedback and input from the classified staff.

At this point, President Gamble joined the meeting and discussion of various topics raised by CEPAC:

• Creation of the CEPAC office.
  1. Sara France gave a brief overview of the current status of the office setup. She reminded the meeting that a brief announcement of the location and hours had been circulated via the classified listserv and also in hardcopy flyers to areas where employees didn't typically use email. President Gamble remarked on the value of CEPAC to the institution, and of the benefit of its elevation to this level from where the committee can make a full partnership contribution to shared governance. The President acknowledged Craig Roloff's role in providing temporary financing of the CEPAC budget, and committee members thanked both Craig, and the President for their support and encouragement for the venture. It was noted that CEPAC-equivalent organizations (Staff Senates) with the Montana University System (MUS) were taking an interest in the advent of the CEPAC office and had requested further information in this regard.
  2. President Gamble suggested that CEPAC officers meet with Cathy Conover to work on a general announcement of CEPAC and it's shared governance role. The meeting spoke of perhaps having an "open house" type celebration.
  3. Craig Roloff, as Vice President of Administration and Finance, the division under which the CEPAC office falls, will take the lead in a budget amendment proposal to UPBAC for future funding.
• President Gamble recommended that CEPAC's goal setting for FY05 accommodate time for the committee to mature into its new professional role. He spoke of CEPAC playing a stronger role with a more active voice in shared governance, and enhancing the campus community's appreciation of the role and importance of classified personnel.
• A discussion was held on the pros, cons and feasibility of centralized funding of MAP program benefits. The FY04 pool of funds for lump sum bonuses was recalled. The review included: equity issues for all employee categories (as per the Office of the Commissioner of Higher Education); differing financial status of departments across campus; supervisor role and commitment to both the principal of rewards and also to the relevant component of the MAP program. Further discussion of the funding problems of salary increases took place (ie the State provides MUS with only about half the money needed to meet any negotiated increase) including a focus on the difficulties faced by AES/Extension departments who have no tuition income on which to draw. President Gamble and Vice President Roloff referred to the widespread acknowledgement that employees of the university system are underpaid, the ideal vision of rewarding for merit and the importance of treating every employee fairly and equitably. They spoke of the difficult decisions to be made with the limits of policy, such as the State pay plan, and funds available.
• Sara France gave a brief overview of the theme of the MUS CEPAC/Staff Senate presentation to the Board of Regents slated for November 18th in Missoula, and invited input and comment. The group aims to stress that the classified workforce is not overstaffed, to recognize the importance of retention, refer to the Regents' recent compensation study as it pertains to classified employees, and to describe the role of shared governance in this particular arena. President Gamble and Vice President Roloff offered several very useful suggestions for the enhancement of our presentation particularly in the area of strengthening the argument for stronger State support, not least in the area of cost of living relief. The meeting noted that about two-thirds of MUS employees live in Gallatin or Missoula counties where the cost of housing is 146% and 134% of the Montana median respectively. Efforts across the MUS in working towards fair and equitable compensation for all employees, regardless of location, were recognized and encouraged. However, it was noted that achievement of fair and equitable compensation for all campus locations need not be compromised by relief for counties experiencing extraordinary cost of living conditions. President Gamble suggested that a CEPAC member might like to observe the Compensation Committee portion of the Regents' agenda (11/17/04). Kala French referred to the Regents' on-going consideration of discretionary and mandatory fee waiver issues, and the meeting recognized this to be a system level concern. A need for equitable funding arrangements for mandatory fee waivers (such as the current dependent fee waiver pilot scheme) was discussed. Students using a mandatory waiver may attend any campus. Currently, campuses hosting disproportionate numbers of such students (eg Bozeman) suffer, financially, more than any other campuses in this regard.

Roll Call - November 12

• Matt Blazicevich
• Bob O'Driscoll
• Eileen Baker
• Ray Byerly
• Genevieve Burmeister
• Mark Reinholz
• Bonnie White
• Sara France
• Clara Sprague
• Sue Martin
• Jodie DeLay

MINUTES OF THE LAST MEETING

OLD BUSINESS

• CEPAC office and budget update Sara France referred to the discussion of this issue held on November 10. Sara spoke again of CEPAC's budget limits, having little money for copies and phone calls. CEPAC members will take responsibility for their own copies of minutes etc, and thus distribute costs. Sara stated that a meeting will be held on November 15 with Cathy Conover and Jodie DeLay regarding a more widespread announcement of CEPAC. An open house, and starting work with Craig Roloff on a budget amendment are items for CEPAC's future attention.
• Board of Regents meeting November 18, 2004 Further to the discussion on November 10, Bob O'Driscoll is available to attend the Regents meeting on the 17th for the Compensation Committee report and is investigating the logistics of this. The meeting was asked whether anyone in addition to Bob, Genevieve and Sara has interest in attending the meeting in Missoula, and all were welcomed (within CEPAC budgetary limits). Sara France reported that MUS Labor Management Committee takes the last five minutes of Staff Senate/CEPAC agenda time to update the Regents on their work (see Committee Reports below). A discussion took place on the value of classified staff agenda time and Jodie DeLay, Bonnie White and Sara France all suggested that CEPAC stress this to the Regents, the Commissioner of Higher Education and the MSU administration. It was noted that letters of thanks for everyone's participation in CEPAC's work are important. The meeting discussed the possibility of inviting the Regents and Commissioner to visit campus again.
• Goals for FY05 Draft goals had been circulated to CEPAC members, and a general discussion took place (incorporating input from November 10). Goals for FY05 were established as being:
  1. Review and Amendment of CEPAC Bylaws
     • Bonnie White volunteered to chair a subcommittee (Eileen Baker and Genevieve Burmeister. Kerry Evans will be asked to join and Sara France will provide administrative support) with a view to adopting revised Bylaws early in the New Year.
  2. Establishment of an electronic system of electing members to CEPAC
     • Sara France was asked, with Kerry Evans, to continue the work they commenced in August in this regard
  3. Expand CEPAC's visibility to other organizations and groups and tie this in to shared governance. Organizations to include:
     • Faculty Council, Professional Council, ASMSU
     • MSU administration
     • MUS Staff Senates and Labor Management Committees
     • Commissioner of Higher Education and Board of Regents
  4. Expand CEPAC's visibility among its own constituents
  5. Progress on-going projects such as
     1. MAP flexible pay options
     2. Staff recognition
     3. supervisor training funding
     4. Payroll frequency
     5. Recommendations passed to MAP Advisory Committee
     6. Suggestions for modification of Board of Regents Fee Waiver Policy

COMMITTEE REPORTS

Other updates:

Sara France reported on the new system of electronic committee reporting submissions. It has proven difficult to obtain committee reports one week in advance of each CEPAC meeting because committees' meeting schedules don't coincide. CEPAC agreed that Sara would upload committee reports and CEPAC members would access them via the web. The CEPAC-nominated representative on each committee will still be encouraged to attend CEPAC meetings to answer questions about their report, to convey other important information and to generally participate in CEPAC business and communication.

Submitted reports can be accessed below but specific discussion was held in four areas: