PRINTED ON CEPAC LETTERHEAD

 

 

 

 

 

M E M O R A N D U M

 

TO                   President Gamble

FROM             CEPAC Sub-Committee: Bonnie White, Genevieve Burmeister, Kerry Evans, Sara France

on behalf of the Committee:

Eileen Baker                             Matthew Blazicevich

Genevieve Burmeister               Ray Byerly

Sara France, Secretary             Rick Holland

Robert Lack                             Daniel McGuire

Sheron McIlhattan                    Robert O’Driscoll, Vice Chair  

Clara Sprague

DATE              July 1, 2004

RE                   Proposal for Paid Administrative Support for CEPAC

 

History

This year, as you know, CEPAC has truly fulfilled its presidential charge. Collaboration with the campus administration has enabled the voice of the employee to be carried to the State, and for MSU-Bozeman protocols to be promoted.  Classified employees have witnessed their issues being addressed, and are demonstrating new enthusiasm. CEPAC’s gratification has been the acknowledgement of staff, faculty, and administrators at all levels.    As you have proudly commented, CEPAC has powerfully demonstrated shared governance in action to the Regents and the other campuses.

            Despite all of this, CEPAC is anxious that sight is not lost of the depth of classified staff concerns.  The staff has begun to have confidence in CEPAC’s capabilities, and we have gained enormous, wide-reaching momentum.  However, the committee’s work is precariously reliant upon volunteer commitment to an enormous workload. 

            Not wishing to diminish the value of the voluntary contribution, Sara France approached you in April, explaining the role of the Secretary in accomplishing these things, and the conflict of balancing the time commitment with her “real” job.  She described the potential for the committee to further enhance MSU-Bozeman’s standing within the MUS - and to improve staff morale and wellbeing - attainable through paid administrative support.  CEPAC recognizes the creation of such a position as helpful in fulfilling this potential in a number of ways, including:

  • demonstrating the Administration’s recognition of classified staff needs on a par with those of faculty and professionals. 
  • providing for continuity essential to maintaining momentum around projects in progress
  • insuring skilled support necessary to establishing new ventures.  For example, CEPAC has recommended vast projects in revitalizing campus enthusiasm for MAP; and training and educational opportunities.  We are also undertaking implementation of electronic election systems, and coordination of CEPAC-nominated committee representation.
  • guaranteeing continued peer communication between the MUS campuses, and the promotion of shared governance.
  • improving and maintaining communication with other units in shared governance – Faculty Council, Professional Council and ASMSU.

 

 

Pursuing a Proposal

As a result of your support for the preliminary idea, and the consequent discussions among appropriate parties in this regard, Craig Roloff convened a meeting on June 21, 2004 to further pursue the idea. The meeting comprised the sub-committee created by CEPAC for this purpose (Bonnie White, Genevieve Burmeister, Kerry Evans, and Sara France [Bob O’Driscoll was absent]), Warren Jones, Faculty Council Chair, Glenn Puffer, Professional Council Chair, and Craig Roloff, Vice President for Administration & Finance.

 

Craig described the Administration’s favored concept in which the proposed CEPAC position would dovetail with its counterpart supporting Faculty/Professional Councils.  Thus a center for shared governance would be created with mutual cooperation and a permanent administrative presence to everyone’s benefit.  Craig offered to fund 0.5 FTE for FY05, and support a proposal to UPBAC for permanent financing thereafter.  A discussion took place regarding the principles of the concept, and we have pleasure in now submitting to you a formal proposal.

 

Proposal

  1. Job Duties  - it was agreed that the primary purpose for the creation of this position is the service of CEPAC and the classified staff.  Maintenance of the autonomy of each council/committee is essential and the support personnel will preside fully over their respective area of responsibility.  A further meeting to delineate the overlap of duties (for continuity and enhanced communications) will be held on July 14th .   Meanwhile, everyone is confident that agreement can be reached.
  2. Job Title and Salary – Administrative Associate III was deemed the likely title for the new position (matching that of the existing Faculty Council post) the entry rate of which is $10.46/hr.  It was noted, however, that actual salary is dependent upon the knowledge, skills and abilities of the chosen candidate, and a job description must be written and approved for title.
  3. Funding and Recruitment – the position could be advertised in one of three ways.  As:
    1. permanently funded, if you were to give written approval and financial support for same prior to recruitment;
    2. the position’s continued funding beyond FY05 being dependent upon UPBAC approval.  This would provide MPEA layoff pool rights and six months’ employer-financed insurance should funding not be approved;
    3. a temporary, fixed term position.  The incumbent would be terminated at the end of FY05 without the rights of “b” above.  Re-recruitment would be required as/when funding was approved.

The June 21st meeting agreed that permanent funding would attract the most satisfactory pool of applicants and provide for meeting the goals of the position more immediately.   It was further agreed that open recruitment (rather than campus only) would be the method of choice.

  1. FTE – 0.5 FTE would provide the full time office coverage, and some projects such as enhancing University Governance Council, which Faculty Council has in mind.  However, CEPAC reported the secretary’s current duties as easily requiring 0.75 FTE and Sara spoke of other, preliminary considerations incorporating additional classified-related committee work, which could increase the FTE further.
  2. Reporting – it was agreed that the CEPAC position would be responsible to the CEPAC Chair.
  3. Office Space – the June 21st meeting was unable to immediately identify suitable office space in which to combine the two employees.  It was agreed that accommodation in close proximity to each other, but with provision for confidentiality, was ideal.  Warren undertook to pursue the possibility of a second small office within Hamilton Hall.  Eventually, were the two jobs to be accommodated in a “suite” of offices, the potential for resource sharing (photocopier and other equipment) might be feasible and, therefore, cost saving.
  4. Start Date – respecting the logistics of working out the job description, the dovetailing of the two positions, office space, etc., the meeting considered October 1, 2004 to be a realistic start date.
  5. Budget – CEPAC would have its own budget/payroll, administered by this position.  Depending upon the office accommodations decided upon, the meeting envisaged some set-up costs in terms of furniture, computer and telephone equipment – about $2,000 should be adequate.  It was noted that these would largely be one-time expenditures, but that the CEPAC budget would need to expand to incorporate maintenance and replacement of communications equipment in due course.

 

 

Conclusions and Recommendations

CEPAC thanks Craig Roloff, yourself, and all the other parties involved in bringing the concept to this stage of its development.  We are very grateful for your recognition of our work, and continued support of the classified staff.  At the same time, CEPAC is deeply committed to shared governance, and to the principles of combining the two support positions so as to provide mutual cooperation and benefit for all.

            As such, CEPAC respectfully asks you to consider approving permanent funding for a minimum 0.5 FTE, although we strongly recommend 0.75 FTE, for the open recruitment of an Administrative Associate III position, under the supervision of the incumbent CEPAC Chair, and set-up costs; job description, including dovetailing with Faculty/Professional Councils to be finalized in due course, but not later than July 31, 2004; other details as described in the numerical list above.

 

            We look forward to discussing the proposal further with you and, in the meantime, should you have any questions we can be reached via email: Bonnie White bwhite@montana.edu; Genevieve Burmeister gburmeister@montana.edu; Kerry Evans kevans@montana.edu; Sara France sfrance@montana.edu.