Auburn University

Administrative & Professional Assembly

April 19, 1999 - 2:00 P. M. (Approved)

Ballroom B, AU Hotel & Conference Center

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Call to Order: Michael Miller, Chair, called the meeting to order at 2:06 P. M. For those attending, Miller stated that the AP Assembly follows Robert's Rules of Order and that as Assembly Chair, he would open the floor for audience participation or recognize a specific individual after discussion from the Assembly.

Representatives Present: Judy Allen, John Asmuth, Tommy Bartlett, Jane Goff, Robert Gottesman, Ellyn Hix, Mickie Jacob, Scott Kaak, Jack Lawton, Michael Miller, Donna Mitcham, Larry Moore, Ed People, Kevin Robinson, Janine Slick, Mary Lou Smith, Tom Sparrow, Burnette Tolbert, Teresa Vest.

Prior Minutes: The minutes from the January 26, 1999 meeting were reviewed. Lawton motioned that the minutes be accepted. People seconded the motion and it carried.

Comments from President William V. Muse: Miller welcomed President Muse. Dr. Muse stated that he was pleased to address the AP Assembly, and that he appreciated the contributions that the AP employees make to the University. The AP employee group is often under appreciated and often is targeted for a higher percentage of budget cuts. Over the previous four years of Ex-governor James's administration, AU was often under attack as being a university that was "administratively fat". Dr. Muse and AU Administration spent a great deal of effort providing data that refuted these claims, stating that a research university the size and complexity of AU can not function as effectively as needed without strong administrative support.

The outlook for funding is the best that we have seen in awhile as evidenced by the proposed 6.78% increase in funding for higher education. However, the proposed higher education budget still has to pass in the Senate which ends in June 1999. Dr. Muse speculates that it will be reduced.

Over the last year, the Commission focused its review on AU's role in the Twenty-first Century. Based on the premise that AU does not have adequate funding, AU had to narrow its focus. AU had to prioritize and redirect its funding toward the most important goals. The results of setting these goals will enable us to deal with our chronic problems. AU has identified and established a mechanism for programs to come to a national competitive stature.

• •Increase all salaries, not just faculty salaries, to a competitive level. (Faculty salaries are below the regional average.) Human Resources is charged with researching and obtaining adequate and pertinent salary information to accomplish this goal.
• •Increase deferred maintenance expenditures to an adequate level, approximately ten million. The increase is approximately 2 percent of investment of physical plant per year over the next five years.
• •Increase operating budgets over next five years for each operating unit.
• •Provide additional funds for selected academic programs recognized as high priority. Currently, seven academic areas are eligible for additional funds over the next five years.

Miller opened the floor for questions/comments. Dr. Muse responded on the following issues:

"Wallace-Mandell" Bill: Dr. Muse does not have a stance. The Board is studying the issue but has not made a decision. One bill introduced would merge AU and Wallace State. The other would allow Wallace State to become a four-year institution.

AU's stance on a state lottery: The lottery has been passed by the House and the Senate. Next, it will appear on the ballot. The intended use of the lottery will fund tuition scholarships for high school graduates in the state, will provide funding for a pre-kindergarten program, and will provide for computer technology in the K-12 educational system. Those three purposes are good for the state, but AU would not receive any additional funds over what it already receives. The result of the Hope scholarship in Georgia was an increase in higher education enrollment. Therefore, as a result of the Alabama lottery scholarships, AU would be asked to admit additional students but would not receive any additional appropriations to fund those students. Georgia's institutions received an additional 6 percent each year to fund the increase in capacity of students. Dr. Muse hopes that the Governor and the Legislature will understand this problem and provide an increase in appropriations.

AU AP Assembly

April 19, 1999 - 2:00 P. M. (Approved)

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Status of a tuition waiver for employees dependents: Dr. Muse stated that the tuition waiver is now a 100% waiver for all employees. There is not a tuition waiver for dependents. However, the Faculty Welfare Committee has expressed an interest in this benefit and he anticipates such a proposal.

Proposed state constitutional amendment altering the Board of Trustees selection and composition: Dr. Muse supports the amendment. There will not be an immediate impact on the Board because the amendment grandfathers the existing Board members. Vacant and new positions would be filled based on the new stipulations.

Old Business

AP Consulting Policy: Prior to the AP classification, employees consulted under the faculty consulting policy. This policy was an attempt to recapture a benefit. Although the diversity of the AP group made it difficult to develop a policy, the AP Professional Development Committee drafted the proposed policy which has been reviewed and edited by the AP Assembly's Executive Committee. Miller has been working on gaining acceptance from Administration. This policy is a controversial issue. The desired support from upper Administration has not materialized. Since this is a benefit issue, it has to go before the Board. It would be difficult to get this item on the agenda. Furthermore, given the current Board, it would be difficult to get the Board to approve the policy. Therefore, the Executive Committee concurs that the policy should not be pursued any further at this time.

Miller opened the floor for questions/comments. Susan Noble, Extension, asked what policy will we be under? Miller responded that some employees are granted administrative leave which invokes legal and ethical issues. Internal consulting can be done via HR-12 policy for multiple jobs but there is no mechanism for external consulting. External consulting seems to be a departmental issue (i.e., between the supervisor and the employee).

Employee Background Checks: At the January, 1999 Assembly meeting, Darwin Liverance, Assistant Vice-president of Human Resources, presented the new policy to the Assembly. As of January 05, 1999, the new policy regarding new hires in the AP and Staff groups are subject to background checks. Pursuant to a number of phone calls, Miller revisited the issues. Both the old and current policies were provided to the Assembly for review. He stated that the following issues are concerns and opened the floor for discussion:

• •The policy is beneficial but the AP constituency was not consulted. Hix asked if the background check was approved by the Board. Dr. Jim Ferguson, Vice-president for Administrative Services, stated that the Board approved it in 10/98.
• •There is a slow down of an already slow hiring process. Vest commented that three individuals have said that it took a week to two weeks. Angela Erlandson, Human Resources, clarified that those situations which involve multiple data banks over several states and involve a physical data search may require more than five days. The cost is paid by the hiring department. Smith stated that the cost is a potential problem with some extramurally funded accounts such as contracts and grants.
• •The policy applies to AP and staff employees. Lawton asked why was the faculty excluded. Miller stated that faculty fall under the Provost. Drs. Muse, Large and Ferguson wanted the faculty included but Provost Walker wanted to first consult with the University Senate. Gottesman offered that since K-12 employees go through a check, some professors would be checked because of the overlap. Vest reiterated the concern that as the AP group, we weren't given a choice but the faculty is being given the option. Hix questioned if this was a result of AP being under the direction of the HR Policies and Procedures manual. She argued that our representations are respective of our vice-presidents rather than under Human Resources. Miller stated that it is a point to pursue.

Miller presented a draft resolution regarding the policy. Miller read the draft and it was edited/amended. Dr. Ferguson applauds the resolution. Smith suggested that the Staff Council support the same resolution Robinson moved that the resolution be accepted as amended. Allen seconded the motion and it carried by a vote of 18-1. Tolbert objected because she felt that the issues needed more research.

Other Old Business: Mark Aderholdt accepted the vacant Grievance Committee position. This seat becomes vacant in October 1999.

AU AP Assembly

April 19, 1999 - 2:00 P. M. (Approved)

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New Business

AP Committee Reports

• •Grievance Committee: No report.
• •Professional Development Committee: No report.
• •Welfare Committee: Julia Freeman, Chair, reported that the committee is currently gathering information regarding benefits by other institutions as part of long-range planning. Top priority is the obtaining "real" dental insurance and a family tuition benefit. As a member of the Insurance and Benefits Committee, she looked at the current tuition benefit in its final form. She feels that it was not perfect but was an improvement. Questions/concerns can be e-mailed to her at JULIAFC@ENG.AUBURN.EDU or at WELFARE@MAIL.AUBURN.EDU.

Nominations and Elections Committee: According to Miller, the Committee will begin working on the annual nominations and elections process. The first step will be a survey to solicit interest in serving. He encourages everyone to respond to this survey because involvement is important to the employee, the AP group, and AU.

Update from April 09, 1999, Board of Trustees Meeting

• •Employee Tuition Waiver: Effective summer quarter, the salary cap is removed/lifted.
• •Outsourcing : The Board decided to out source Dining and Food Services with Sodexho Marriott. The completion date targeted for renovations is by Fall quarter. Employees will remain on AU payroll for two years in order to allow them to qualify either for vesting or for retirement at a full 25 years.

Budget Advisory Committee: This committee advises the President on budget allocations. The goals for new funding are salary enhancement (71.4% over the next five years) for all employees, operating maintenance, and deferred maintenance. Last year, the increase was 4.79%; the prior year, the increase was .5%. This year is approximately 5-6%.

Other New Business:

• •Provost Search: Robinson reported the position is being advertised. Applications will be reviewed in about a month.
• •Board of Communications: Dr. Muse appointed Roy Summerford to an Ad-hoc Committee to review the Board of Communications for the purpose of reviewing the rules of duties and editorial policy for appropriateness. Miller thanked Summerford for his desire and willingness to serve.
• •AP Assembly Quarterly Meetings: Allen recommended that the Calendar Committee consult with the academic advisors, who have not been able to attend Assembly meetings before setting quarterly dates. The next scheduled meeting of the Assembly is August 04, 1999 at 214 Foy Student Union.

Adjournment

Bartlett moved for the meeting to adjourn. Allen seconded the motion. The motion carried and the meeting was adjourned at approximately 3:50 P.M.

Respectfully submitted,

Donna D. Mitcham

Secretary