ࡱ>  2VbjbjVV D<<,N3-3-------8-. -k//^///111111=k?k?k?k?k?k?kmXp?k-11-1-11111?k3-3-//4Tk444113-/_-8/=k411=k44BgQ--5j/!txl-1i6)kjk0ki6Bqq2Bql5jBq-5j111141111111111?k?k4111111k11111111Bq111111111111111111 +:  Audio Conferencing: Toll-free #: 1-800-893-8850 Participant PIN: 8244236 MINUTES UAF STAFF COUNCIL MEETING #211 Friday, November 12, 2010 8:45-11:00 a.m. Wood Center Carol Brown Ballroom CALL TO ORDER AND ROLL CALL PRESENTABSENTForrest KuiperChris Van DyckKathy PetersenPips VeazeyRobert MackeyJennifer StutesmanSharon CorbettNicole Carvajal, ASUAF PresidentBen TuckerJon Dehn, President, Faculty SenateBryan UherGary NewmanEXCUSED ABSENCEAmy BristorJennifer ElhardElizabeth GuthierRichard MachidaAshley MunroBrad HavelJodi BaxterHeather LeavengoodTravis BrinzowWalker WheelerKatrina PaulKayt SunwoodJuella SparksMary Sue DatesDawn DearingerGUEST(S)Sara SpurlinDeb HaoBrian Rogers, ķƵ ChancellorCarol ShaffordMichele Hebert, Director of UAF SustainabilitySusan BairdBritton AndersonOFFICERS PRESENTSara BattiestMargo Griffith, Vice President, Staff CouncilMaria Russell, President, Staff CouncilMartin Klein, Past President, Staff Council Adopt Staff Council Agenda #211, Friday, November 12, 2010 Agenda approved as amended. Approve Staff Council Minutes #210, Wednesday, October 20, 2010 Minutes approved as amended. PUBLIC COMMENT No comment at this time. OFFICER REPORTS (attachment 211/1) Maria Russell, President, Staff Council The BOR approved FY12 operating and capital budgets, 2 percent of it goes to salary increases for non-unionized staff to take effect July 1, 2011. This is followed by an additional 1 percent increase January 2012. The budgets will be submitted to the Governor. The Regents challenged administration to look at health care costs. Maria recommends that Council looks at staff healthcare minutes. Staff Alliance has not met and will meet next week. The Tuition Task Force is currently looking at the impacts of different tuition increase rates for the next academic year. The students support a 7% tuition increase. This will only fill half of the 16 million dollar hole in the budget. Initially, they were just looking at undergraduate increase, but this group is now considering an increase in graduate rates. Generally, this is supported by UAA and UAS as it could increase revenue, but there are concerns among UAF faculty, students and administration. Graduate tuition at UA is higher than comparable schools, and previously there was an understanding that it wouldnt be increasing in AY12/13. In the minutes rather than stating no report available in all cases it will be recorded as to why there was no report. This is due to concerns raised by the Chancellor during pre-staff that it appeared that committee members werent reporting back to Council. The Chancellor feels that staff communication is a vital component to these appointments, and we are not effectively doing our job if we do not report back. In future minutes we will denote whether or not a committee has convened within that reporting period. We reviewed the minutes with the Chancellor and it was determined that in most of the cases of concern, those committee had not actually met during that particular reporting period. Please get your reports in. Administrative Review committee was cancelled due to scheduling conflicts. System Governance Council met. This council expressed concerns about the UAF soft closure and are afraid of system creep. Copies of the memo was distributed among this group, they had questions about cost savings vs. service. Margo Griffith, Vice President, Staff Council Margo reminded Council that there is a Staff Council Face Book page. If your not a friend please make a point to check it out. The page is utilized to communicate meetings, events and other Staff Council related issues. The Chancellors Cornerstone award is in progress. Please submit your nominations today. The deadline for submissions is Feb. 15, 2011. Effective January 1, 2011, medical flexible spending account will no longer be permitted to reimburse expenses for over the counter medicines or drugs unless you have a prescription from your health care provider. Exceptions include insulin and medical items (first aid magnifying readers, incontinence items, canes, etc). The changes are all federally mandated the university has no control over there changes. Please see the Presidents report for details. The Governance Coordinating committee elected a new chair. Nichole Carvajal, ASUAF President was elected chair of this group. Although this group met it did not have a quorum so nothing formally was passed. Executive leadership motion was denied by the chancellor, John Dehn and Nichole Carvajal will meet with the Chancellor to express concerns about governance representation on the Administrative review committee and the academic/research committee. The GCC recommendation representation from each governance group, currently there is no student representation on either group, or staff representation on the academic/research group. The general obligation bond passed. Thanks to everyone who put effort into getting the word out. UAF expects steel to be in the ground next spring. The BOR approved schematic design for the Life Sciences Classroom and Lab facility at the November meeting. UAF expects to have the RPF out next week. The Life Sciences building process is expected to take 27-36 months, which puts the opening date sometime in fall 2013 to spring 2014. A new parking lot will be constructed next summer in front of IARC. There will also be work on the utilidor, although the timeline may lag a bit. The green house will be moved from the new Life Science building and should be ready next winter. GOVERNANCE REPORTS Jon Dehn, President, Faculty Senate Jon was unavailable for todays meeting. His report is attached. Nicole Carvajal, President, ASUAF No report at this time. 6. GUEST(S) Brian Rogers, ķƵ Chancellor Thanks you for everyone support in passing of Proposition B. Its really exciting to have the ability to move forward. We are looking forward to ground being broke in the spring. SNRAS will be getting a new green house, which will also be included in the RFP. There will be a significant transformation of the campus. The passing of Proposition B shows the legislature that there is a strong support of higher education. The FY12 budget was approving this last week by the BOR. The Board adopted a compensation plan for non-represented employees. The board chose to go forward with the funds going in although union contracts have not been settled. The compensation plan provides a 2% and a grid/step adjustment of 1%. The board was very concerned about the rising cost of benefits. This fiscal year there has been a total 19 layoffs at UAF. Of the 19, 9 have found other work, 4 at the bookstore accepted contracted positions with Follette. Five others accepted positions within the statewide system or within the state. In addition, there were 3 layoffs at the statewide level in OIT. There were 22 contract reductions, in lieu of layoffs; a majority of them were in SNRAS. There is a statewide report that is available to Staff Council on a semi-regular basis. The Chancellors Cornerstone Award has been recreated. There is great advertising to help better publicize the awards. The departments who have the most nominations have a chance to win and ice cream party for their department. Chancellor Rogers highly encourages staff to nominate. This came out of discussions from last year. There were concerns about low nominations and so this new process is how it came out. Chancellor Rogers is pleased with the new process. Kayt is excited about the Cornerstone awards and that there might be a revaluation at the CDAC award. Chancellor Rogers will find out if the process can be duplicated. Wednesday, December 8, 2010 the Chancellors holiday gathering will be at the Wood Center. At the Dec 15 Staff Council meeting Bob Shefchik will be attending the meeting in the Chancellors place and answering any questions that Council might have. Robert Mackey asked after speaking with people at UAF about fiscal restraints, UAS feels they are not having the same problems. Chancellor Rogers does feel that the level of fiscal stress is higher at UAF than the two sister institutions. UAA has higher student numbers which gives them a tuition advantages. UAS has a higher rate of enrollment growth. We are more dependent on federal funds then the sister institutions. Federal grants and contracts are not growing like tuition and students rates. A second challenge is that there is a series of structural budget issues that carried forward. President Hamilton asked to step the carry forward down. An example of this is Athletics every year they had a deficit every year and the carry forward would cover the costs. We are now fully funding our departments with no deficit. This gives us enough reserve so if we had a bad year we know we can cover some extra fuel costs. Its a combination then of revenue shortfalls relative to cost increases and allow us to address longer term structural budget issues. Robert Mackey is concerned that benefits and pay systems are maintained differently and as a result is a 4% increase and a raise in health care cost. Some people last fiscal year even lost pay. Robert asks how we can look at total compensation, as total compensation and not two systems. Chancellor Rogers notes that if one looks that total compensation from the employers side the total cost of compensation is going up. The University as an employer is paying 83% which is quite significant. The issue on how to get a handle on the issues will determine how we get through compensation changes over the next few years. The challenge will be to find solutions to compensation that are not just cost shifting. To the extents that as an employer we say were going to go from 83precent to 80 percent is a cost shift. What needs to be looked at is reducing the overall health costs to the employer and the employee. What attracts Chancellor Rogers the most is what affects the cost not the allocation of the cost. An example of one is making the campus completely tobacco free that would have an impact over time. Completely using mail order prescriptions is also another route that can be recommended. Pay equity is a sore thorn in staff members side. Chancellor Rogers experience with staff and compensation there are ideally four elements on how we work with employees. Those four elements are longevity, cost of living, marketing and a merit element. There elements rotate depending on what is having the problem over the years. The last couple years have been COLA increases. In this case, the Chancellors were willing to self fund the 1% through internal reallocations. The other 2% would be coming from the legislature. Michele Hebert, Director of UAF Sustainability Update on the recycling effort and other sustainability changes Michele passed out a hand out with the UAF sustainability updates, the handout will be available online for those to view at a later date. There is a campus wide recycling effort starting with paper. There are intentions of expanding the effort. Facilities Services is the hub for the recycling effort. Right now there is not a contract with the custodians to pick up the paper bins, but they have been generously doing so. Gary asked if Michele can talk about other UAF sustainable efforts. There is a theme contest which closes November 15, 2010. There is monthly newsletter and a grant program where students can request funds for sustainability projects. There are currently 7 student positions at this time; she hopes to get it up to 12. They are doing everything from replacing LED lights to power saving cords in the student cars. The students proposed a solar panel project on the SRC building and Michele would like feedback on it. There is a survey on the sustainability page. There was an eco art show at the Wood Center last week. If you missed the eco art show you can find it online at the Sustainability websites. If there are staff that are technology focused there is now a contract with green star to evaluate the e-waste on campus. Michele would like everyones support in letting units and other staff know they can recycle and they can have those blue bins next to their trash cans. At many universities now the mantra is you must give people a choice. There should be recycling bins next to trash receptacles. The future of recycling will hopefully be aluminum, plastic and paper. Michele has started to do some meet and greets, and can come to any department or building. Michele would love to have some feedback. Please email Michele if you are interested in getting a blue bin for your department or an area near you. COMMITTEE REPORTS (attachment 211/2) Staff Affairs, Mary Sue and Brad Havel Please see the attached report. Rural Affairs, Susan Baird Please see the attached report. Some concerns about the Administrative forum not being available to online folks. Maria will follow up with Pat Pitneys people about the Administrative forums. Elections, Membership, and Rules, Katrina Paul Please see the attached report. Odd unit elections are now open until Dec 13, 2010. Advocacy Committee, Jodi Baxter Please see the attached report. Staff Appreciation Day Committee, VACANT Please see the attached report. We are still in need of a chair for this committee. If anyone is interested please contact fystaff@uaf.edu. BREAK EXTERNAL COMMITTEE REPORTS (attachment 211/3) Master Planning Committee (MPC), Gary Newman Please see the attached report. Gary reported the notes are online. The current projects for the MPC are the Life Sciences building and Tanana Loop. There is an NIH atrium that is in the works. The West end of U-Park has mechanically failed so there is some shifting in staff offices. There has also been a great deal of discussion on an invasive plant plan. In the rifle range areas there is interest in an archery range proposal through the department of Fish and Game. Fish and Game will maintain and run a program out there with the help of the university. There is of course consideration for safety. Subcommittee on Parking and Circulation Committee (SCP), Katrina Paul This committee has not met. The new committee will be called the Parking Advisory Committee and will request new representation soon. Chancellors Diversity Action Committee (CDAC), Juella Sparks This committee has not met since last Council meeting. The next meeting is November 17, 2010. Governance Coordinating Committee (GCC), Maria Russell This committee did not have a quorum, however some items were discussed. See the Presidents notes for further details. Technology Advisory Board Committee (TAB), Brad Havel Please see the attached report. Brad noted that there was a meeting last Saturday. The TAB committee gave out $105,000 of the $250,000 in awards. The funding was reported on the higher side than in the past. There will be more detail next meeting. Chancellors Planning and Budget Committee, Chris Van Dyck This committee has not met. Typically, they meet in the spring. Student Recreation Center Board (SRCB), Carol Shafford This committee has not met. Bunnell House Advisory Committee, Walker Wheeler and Heather Leavengood This committee has not met. Work, Life, Balance Committee, Walker Wheeler and Heather Leavengood The committee did meet but there was nothing significant to report. They will be meeting again in December. Staff Health Care Committee, Carol Shafford and Richard Machida Carol attended her first meeting and there are going to be significant increases in the future. The future costs of health care are scary. With the federal insurance additions of coverage for dependents up to 26 costs will significantly increase. Options the committee is looking at are increasing out of pocket expenses, standard care up to 3,500 out of pocket which was not favored. Increasing the number of benefit tiers an employee, to an employee and spouse, to an employee with a spouse and dependents. The university does not have the money to continue to fund health care like its changing. There were discussions of drug type removal. The committee was not in favor of the possible changes. There was also a discussion of possible increase in co pays and purchasing drugs exclusively through the mail. Britton mentioned that Mike Humphrey suggested the insurance plans have medical tourism added which would be beneficial and cost effective. There also was discussion suggesting cutting costs by opening a clinic on campus for staff. The Staff Health Care committee meeting minutes are attached to the Presidents report. Please take the time to read about the changes. Intercollegiate Athletic Council, Pips Veazey and Heather Leavengood This committee has not met. Chancellors Advisory Committee for the Naming of Campus Facilities, Maria Russell This committee met last Friday. They are in the process of creating policy and procedures for the naming facilities committee. The next meeting is November 30. Accreditation Steering Committee, Kayt Sunwood This committee has not met. The next meeting is on Monday, November 22, 2010 at 8:30 a.m. Meritorious Award Committee, Maria Russell This committee has not met. According to Maria this committee will not meet until the spring. DISCUSSION ITEMS Performance Evaluations Brad Lobland would like to come to Council for 30 minutes and discuss performance evaluations. Maria recommends that he appears at the Staff Affairs committee. There was some disagreement on what and where Brad should speak. Since August Staff Alliance has been reshaping the performance evaluation. Since the form will be used at a multi MAU level it is in the process of being evaluated at the other campuses. Much of the wording has been changed. On the form there is a signature line for both the supervisor and subordinate. There is a clause on the form that says they did review the evaluation together but the subordinate has the right within 60 days to submit a written rebuttal or addition to the evaluation. All evaluation will be held in the employees personnel file and can be accessed by the employee through Human Resources. The rough draft of the performance review will go out to Council. The evaluation itself changed the rating system. Council has agreed that Brad should come to Council for the designated 5-10 minutes as a guest in January, as well as, attends the next Staff Affairs committee meeting to answer the more in depth questions that might arise while evaluating the form. For more details on this subject please listen to the recording. ACTION NEW BUSINESS No new business at this time. However there was brief discussion on the following. Gary had a comment for the Administrative Review Open Forum. Maria will talk to Pat about setting up a forum for offsite campuses. Gary commented that Pat Pitney felt the audio conference capacities in the BOR conference room were ideal for the type of presentation begin held. There was a general consensus that Council recommends a separate forum for offsite campus staff. Martin had a few comments on the construction of the new Life Sciences building and other projects such as sewer line replacement and the Akasofu parking lot redesign. He wants Council and other staff to be aware that there will be a good deal of disruption in parking and other conveniences on West ridge. Announcements will come out of Facilities as the project dates get closer to remind staff of where they can and cannot park. For further details please listen to the recording. ROUND TABLE DISCUSSION Round table discussion is off the record. 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