1. Commissioner of Higher Education visit - Sara France had previously circulated a draft report of the Commissioner's April 26 visit and a draft letter of thanks for CEPAC members' approval. Members offered no amendments to the report, and sanctioned the mailing of the letter.
2. Professionals Draft Compensation and Philosophy Objectives for Board of Regents Contracts - CEPAC sent the following email on the msu-classified-listserv on May 10:

   At the March Board of Regents meeting, classified staff organizations across the state were invited to give input into three draft proposals affecting philosophies and objectives for compensation, generally, and Board of Regents professional contracts, specifically. At that time, drafting was still under way, and CEPAC has recently received the documents now published on the Regents' web site (http://www.montana.edu/wwwbor/CompPhilosophyFNLDraft04-05.htm; http://www.montana.edu/wwwbor/ITEM126-109-R0305FNL.pdf; and http://www.montana.edu/wwwbor/ITEM126-108-R0305FNL.pdf).

   During last month's visit to campus, Commissioner Stearns gave CEPAC some background on the creation of these draft documents. From this, we understand that there are no current guidelines providing equity in granting Board of Regents contracts, or handling requests for pay raises etc for professional staff and so, without guidelines at any stage of the process, campus CEOs submit requests of this type, the Commissioner makes recommendations, and the Regents grant or reject the proposals. You will see that these draft documents stress the importance of equity in rewarding like jobs and duties.

   CEPAC is most grateful to the Commissioner's Office and President Gamble for drawing these drafts to our attention, and for the efforts already made to incorporate employee and administration feedback and concerns. CEPAC considers classified input to be extremely important and appropriate as classified positions may be impacted in a variety of ways. CEPAC has consulted briefly with Professional Council, and President Gamble, and will be providing formal input on Monday. This matter is on the agenda for the Board of Regents' Staff and Compensation Committee meeting on May 18. If you have any comment for CEPAC in this regard, please let us know by Friday, May 13.

   CEPAC members discussed the documents, and the principles of the policies, in some detail. It was agreed that policy creation is necessary, and CEPAC members supported the philosophy behind the drafts. However, the members felt they had not had time to adequately conclude what impact these policies, as written, would have on existing and/or future Board of Regents contract or classified positions. The issue was deemed important, and CEPAC input appropriate. Sara France was asked to draft a response to the Commissioner's Office, bearing in mind any constituent feedback which might be offered, for transmission on Monday.

3. Shared Governance (University Governance Council) - Bob O'Driscoll circulated a preliminary draft document, produced by Warren Jones for University Governance Council Steering Committee (see CEPAC brief reports of this committee's activities) and informed CEPAC members that further development of a proposal to reorganize University Governance Council may take place over the summer.
4. VEBA (Voluntary Employee Benefits Account) - Susan Alt recapped information offered by Dawn Watkins, last month. Sara France reported having published Frequently Asked Questions about VEBA (supplied by Dawn) on the CEPAC web site. Dawn has also confirmed that union-covered classified staff will be eligible for VEBA once Personnel and Payroll Services have integrated them into the system. CEPAC members discussed some of the pros and cons of this fledgling policy. It was generally agreed that employees would benefit from more information about the processes as soon as it is available.

NEW BUSINESS

1. President's visit to CEPAC (June 8) - agenda items were suggested: progress of the Professionals Draft Compensation and Philosophy Objectives for Board of Regents Contracts; shared governance (university governance council) status; CEPAC presentation at July Board of Regents meeting; employee recognition (following-up on discussions with the President, April 2004), CEPAC FY05 goals and 360 review.
2. "Vision" for future MSU-Bozeman staff performance evaluation procedures - Susan Alt confirmed that the current performance evaluation cycle (under the MAP program) will be completed, and achievement pay awarded as appropriate. Starting July 1, 2005, per union-negotiated agreement, the evaluation procedure will alter, and achievement pay will no longer be available or applied to performance evaluation. Other components of the MAP program (MUS pay plan - as opposed to the State pay plan, flexible pay options, classification, progression plans, etc) remain and will be collectively referred to as the MUS Staff Compensation Program.

   Paperwork, policy and procedure etc, for the new performance evaluation system is being created, and will likely be available in the Fall. CEPAC members wishing to offer input into the process should do so via Susan or Sara France. Once crated, appropriate guidance for use of the new policy will be provided, and first year, short-notice deadlines for paperwork submission will be avoided. Meanwhile, employees and supervisors should being to open discussion for the FY06 evaluation year, and document the outcome when the system is established. In keeping with pre-existing campus policy and negotiated contracts, all classified staff (whether or not previously MAP-covered) will be included in performance evaluation procedures. Performance evaluation will play a part in establishing eligibility for flexible pay options, etc for employees covered by the MUS Staff Compensation Program.

   With the advent of these negotiated amendments in performance evaluation, and the MUS Staff Compensation Program, the future of the MAP Advisory Committee is being reviewed. MPEA negotiations also call for reorganization of the charge and purpose of Labor Management Committees within the Montana University System, and this is under way.

   A lengthy discussion was held, with emphasis on the eradication of achievement pay - including the "surprise" (CEPAC wasn't aware of the possibility until it happened); its former relationship to the performance evaluation process; the absence of achievement pay in the new process; recognition that some employees valued even .5%; and acknowledgement that funding of achievement pay was unstable and, at best, inadequate. Carol Shannon asked whether union exempt staff could retain the MAP program system of performance evaluation and achievement pay. Susan thought it unlikely in the coming biennium but that it could possibly be revisited in the future.

3. CEPAC "bulletin" for circulation in June - Sara France reported that a preliminary finding of the CEPAC 360 review is the strongly expressed request for regular information about CEPAC's on-going work. CEPAC officers have been considering something of the kind for several months. Unfortunately, time did not allow discussion at today's meeting. Sara will circulate more information to members electronically.
4. Supervisor Training - Bob O'Driscoll reported that, subsequent to conversation with the Commissioner of Higher Education during her visit last month, Susan Alt had invited CEPAC officers had been invited to meet with her to discuss how CEPAC might advance supervisor training. The meeting was scheduled immediately following CEPAC's adjournment today. A short conversation was held on how to implement effective training and meaningful supervisor evaluation.

GENERAL BUSINESS

1. Concerns Raised via the Comments Box - no new concerns received
2. Board of Regents Faculty/Staff Fee Waiver Policy - Sara France had gathered the information requested in April. Unfortunately, time did not allow discussion at today's meeting and the matter was deferred.
3. Venue for FY06 CEPAC meetings - The Bradley Conference room is unavailable from 10-11 am on Wednesdays, starting in September. Unfortunately, time did not allow discussion of this issue at today's meeting. Sara will communicate with members electronically.

CEPAC BUDGET AND ACCOUNTING

COMMITTEE REPORTS

Benefits Committee - Carol Shannon drew attention to her recent report.

Committee Rep term ends - Sara France reminded CEPAC that several committee reps' terms are ending and that she has commenced the process for their replacement. She suggested that the "bulletin" distribution might be a good vehicle through which to recruit.

ITEMS TO PROGRESS

At 11.10 am, there being no further available time, the meeting adjourned.