CLASSIFIED EMPLOYEE PERSONNEL ADVISORY COMMITTEE

Roll Call

• Voting Members:
• Michelle Larsen, Chair-elect
• Mary Engel
• Sheron McIlhattan
• Steve Burk
• Dan McGuire
• Ray Byerly
• Kristine Mashaw
• Non-voting Members:
• Susan Alt
• Mark Reinholz
  joining the meeting at 10am for committee reports:
• Carol Shannon
• Bob Friedrich
• Others Present:
• Ron Ramsfield
• Beth Littlefield
• Renee Arens
• Sara France, CEPAC Administrative Associate
  joining the meting at 10.30am for a special presentation:
• Walt Benzinger, "MSU Tomorrow" project

In the absence of Genevieve Burmeister, CEPAC Chair, Michelle Larsen, Chair-elect, conducted the meeting.

Minutes of the Last Meeting

Apologies for Absence

Old Business

1. Regent Visits - CEPAC officers consulted President Gamble and Commissioner Stearns about CEPAC's wish to invite one or more Regents to campus (perhaps the more local, or Regents new to the Board) for an orientation in our shared governance practices. CEPAC is currently making arrangements for the first such visit on February 1st.
2. Shared Governance - CEPAC officers, meeting with President Gamble as described above, mentioned Faculty Council's plans to incorporate ASMSU and CEPAC as voting members into UGC Steering Committee. Steering Committee did not meet over the break so no progress has recently been made.
3. Spring Speakers - today's meeting ran over time but, before CEPAC voting members left, they concurred that with the exception of the standing invitation to President Gamble, this spring's efforts would focus on the Regent visit(s). As issues arise over the coming months which require more formal presentations/speakers, these can be arranged on a needs basis, so as not to take time away from CEPAC's busy outreach schedule.

CEPAC Administration, Budget and Accounting

1. FY06 Goals Update - Last September, CEPAC set two goals for FY06:
   1. to implement the outcomes of its 2005 "360 Review", and
   2. to participate in refining and publicizing all elements of the MUS Staff Compensation Plan.
   Today's meeting was spent in discussion of the second goal and the update of Projects and progress on Goal 1 was therefore not presented at the meeting, but sent to CEPAC members afterwards.

   CEPAC's aim with Goal 2 is to enhance the exchange of information between the staff and Personnel and Payroll Services (and any other appropriate parties) to aid improved understanding of the opportunities and procedures associated with the MUS Staff Compensation Program. CEPAC regularly receives feedback indicating that staff and supervisors remain unsure in this regard. Susan Alt, Director of Personnel and Payroll Services, attended the meeting to participate in the discussion of Goal 2. Over time, the Montana Achievement Project "MAP" underwent various adaptations, omissions and additions the results of which have evolved from a "project" into what is now called The Montana University System (MUS) Staff Compensation Program. The MUS, under Board of Regents' policy, operates this - our own pay plan and pay rules (separate from the State pay plan). The MUS Staff Compensation Program comprises the Flexible Pay Options (lump sum bonus, strategic pay, and pogression pay including career ladders - with lump sum bonus and strategic within the Trades), Classification (job titles, etc) and Recruitment components introduced by MAP. Performance Evaluation is still expected across campus. What's different is:

   • our pay plan and rules are no longer called "MAP" (rather, the MUS Staff Compensation Program)
   • structured goal setting is no longer required as part of performance evaluation (although performance evaluation is still expected on campus and remains an element of Flexibile Pay Option eligibility)
   • achievement pay is no longer linked to performance evaluation.
   Personnel and Payroll Services' (PPS) web site now offers three performance evaluation forms for staff and supervisors to choose from. Completed forms should be sent to PPS by the end of May.

   PPS has a plan for enhancing campus awareness of the various components of the MUS Staff Compensation Program and Susan invited CEPAC to share in PPS communications with Deans, Directors and Department Heads with a view to updating the staff.

   A lengthy discussion took place. It highlighted the confusion and misunderstandings being seen by CEPAC. Some personal experiences were also related. It was generally agreed that the more information that can be imparted the better, and to build on the positive aspects of the Program. News of negative experiences with, say, bonus applications spreads quickly but campus does not celebrate positive outcomes as loudly. Reasons and remedies were discussed and suggested.

   Susan also circulated PPS Goals (develop T and D committee and program; implement: Banner salary planner, online remote time entry, online remote PAFs, online choices enrollment, online job applications, tax navigator, electronic W2s, electronic payroll deposits, electronic paycheck stubs; improve classified staff recruitment and retention), and details of the Administration and Finance business procedures review.

2. Cost of Living Survey - Sara France reported that the 2006 cost of living survey will be distributed this week. Sara thanked Chris Fastnow for her advice and assistance, and described how these questions will update similar data gathered two years ago. Classified staff have been randomly selected to participate and CEPAC hopes to learn more about how staff makes ends meet on an MSU salary. The results will be used for several purposes including reporting to MSU Administration, Board of Regents, and our Shared Governance partners, in an effort to address the high cost of living in the Bozeman area and strengthening employment market off-campus.

Committee Reports

• Space Management Committee Bob Friedrich gave an update on the last meeting and will forward minutes for publication as soon as he receives them. The Space Management Committee is responsible for large scale space allocation and its main focus recently has been considering the renovation, repurposing and reutilization of the Gaines Hall space vacated upon completion of the new chemistry building. Legislature-appoved money is available for the renovation of the 300-seat class room in Gaines but there has been some discussion that it may be better to rebuild.
• University Facilities Planning Board - Sheron McIlhattan reported that notes from yesterday's meeting are now available (via the preceeding link), and that Walt Banziger from the Long Range Campus Development Plan (LRCDP) Oversight Committee would make a presentation at today's meeting:
  • "MSU Tomorrow" - out of the University Facilities Planning Board comes the LRCDP Oversight Committee, and Walt Banziger addressed the CEPAC meeting today with a summary of its work. A campus planning consulting group has been hired to produce planning guidelines and principles for everything from the placement of dumpsters to buildings, landscaping and decorative art on campus for the next 25-50 years. Students of the School of Architecture will also be heavily invovled in the fulfilment of the project - known as "MSU Tomorrow".

    MSU Tomorrow is expected to be complete by summer 2007. It is currently in its earliest stage. The consulting group will be in Bozeman starting January 23. They will undergo a two-day orientation to campus followed by two days of two-hour meetings with each of eight stakeholder groups:

    • Wednesday January 25, SUB Ballroom B
      9-11 am Sports and Extra Curricular
      noon-2 pm Staff
      3-5 pm Administration
      6-8 pm Students
    • Thursday, January 26, SUB Ballroom C
      9-11 am Agriculture noon-2 pm Faculty 3-5 pm Local Community 6-8 pm Alumni, Parents and Friends of the University
    The LRCDP Oversight Committee will utilize various media to notify the campus and local communities of public meetings and the progress of the project. Next week, the beginnings of a comprehensive web site will be launched under the link "MSU Tomorrow" on the MSU Bozeman home page. Walt asked CEPAC to help get the word out to our constituents that the January meetings offer the opportunity for everyone to give input before the planning project truly gets underway. CEPAC will utilize its communications facilities, and invite Walt to return to keep us updated.

At 11:10 am, time having run out, the meeting adjourned.