Auburn University

Administrative & Professional Assembly

August 04, 1999 - 2:00 P.M. (Unapproved)

213 Foy Student Union

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Call to Order: Michael Miller, Chair, called the meeting to order at 2:11 P. M. Miller opened by thanking the audience for their attendance. Miller stated that the AP Assembly follows Robert's Rules of Order. Therefore, he would open the floor for audience participation after the Assembly's discussion.

Representatives Present: Joe Aderholdt, Judy Allen, John Asmuth, Tommy Bartlett, Jane Goff, Robert Gottesman, Ellyn Hix, Mickie Jacob, Jack Lawton, Michael Miller, Donna Mitcham, Buddy Mitchell, Larry Moore, Kevin Robinson, Janine Slick, Tom Sparrow, Teresa Vest.

Prior Minutes: The minutes from the April 19,1999 meeting were reviewed. Hix motioned that the minutes be accepted as amended. Allen seconded the motion and it carried.

Elections of 1999/2000 Executive Committee: Miller explained to the audience that the Assembly operates on the University's fiscal year. The AP Constitution stipulates that Assembly members must be present to vote. The Assembly members for the Executive Committee are nominated by the AP Nominations and Elections Committee, and have agreed to serve if elected. Additional nominations from the Assembly are allowed. The new term is effective October 01, 1999.

• •Chair-elect nominees were Allen, Hix, Slick, Tolbert. The 1999-2000 Chair-elect is Ellyn Hix.
• •Secretary nominees were Biblis and Jacob. The 1999-2000 Secretary is Mickie Jacob.
• •At-large nominees were Aderholdt, Allen, Asmuth, and Moore. The 1999-2000 At-large members are Joe Aderholdt, John Asmuth, and Larry Moore.

Comments from Gordon Stone, Executive Director of the Higher Education Partnership: Miller introduced Gordon Stone, Executive Director of the Higher Education Partnership (HEP). Mr. Stone said that the purpose of the organization was to create another advocacy resource in the public arena in the Capitol for four-year institutions. In Mr. Stone's opinion, the political leadership ignores you unless you can bring either a grass-roots constituency of voters, and/or large financial resources. Elementary and secondary educational institutions have the ability to provide both. Additionally, each university has a strong support mechanism on an individual basis. HEP strengthens those goals by being a resource to put grass-root communications together, and by being a common voice for all universities. Mr. Stone explained that HEP does not take a position on the internal issues of a university, but works on the global issues of all public universities. Currently, HEP calls the political leadership. When the political leadership calls HEP, Mr. Stone feels a level of success will have been achieved. It is important to realize that Alabama's public four-year institutions change lives. Mr. Stone encouraged all AP employees to join.

Miller opened the floor for questions from the Assembly.

• •Miller asked if HEP has received significant membership numbers/interest at AU. Stone replied that AU membership has primarily developed through a core group of employees recruiting new members. The highest membership numbers at AU are faculty.
• •Miller inquired about student membership and participation. Stone commented that students make up the majority of the approximately 4,000 members statewide.
• •Hix asked if UA and AU memberships were comparable. Stone replied, "neck and neck."
• •Gottesman asked if HEP supports the position of any one institution's needs over the needs of other institutions. Stone reiterated that HEP focuses on the common ground issues. In followup, Gottesman asked if HEP has a position on "quasi-issues" as they pertain to University budgeting. Stone indicated that HEP prefers to not take a direct stand.

Mr. Stone concluded that you may call him at 334-832-9911 or check the web (www.highered.org ) for information.

AU AP Assembly

August 04, 1999 - 2:00 P.M. (Unapproved)

Page 2 of 3

Old Business

Employee Background Checks Update: In January, Administration approved a Human Resources policy calling for background checks for new hires into the Staff and AP employee groups. In April, the Assembly passed a resolution supporting the policy, but calling for the policy to also extend to faculty. Staff Council passed a very similar resolution with one major addition. The Staff Council advised that the policy should be rescinded if it were not extended to include faculty. Although the University Senate discussed the policy on July 13^th, no action was taken. The state legislature recently passed House Bill 402, extending background checks at the K-12 level to the states two and four-year schools. This piece of legislation is very ambiguous.

Miller opened the floor for comments/questions from the Assembly. Since neither Dr. Muse nor Provost Walker formally responded to the AP resolution of April 1999, what is Administration's response? Why did the University Senate table the issue? What is/will be the effect of House Bill 402? Why aren't the opinion(s) of AP employees asked and valued just as those of the faculty? Is the Board of Trustees (BOT) aware of this issue? Dr. Jim Ferguson, VP for Administrative Services will be leading a meeting of all involved AU parties to further discuss the current policy and surrounding issues.

Miller opened the floor for comments/question from the audience.

• •What was the rational in having this policy exclude faculty? Miller replied that Dr. Walker commented that faculty are throughly checked in the hiring process, and therefore a formal background check is not necessary. Staff and AP are governed by policies and procedures from the Office of Human Resources, while faculty are governed by the Faculty Handbook.
• •Dr. Jim Ferguson commented that the faculty were "cool" to the idea of the policy applying to them. A majority of the AU Administrators recommended that the policy apply to all employees. However, Dr. Parks and Dr. Walker were reluctant to include the faculty without their input. Vest asked if the group in this meeting decided not to include faculty. Robinson responded the President made that decision.
• •It was stated that the faculty were given a choice in this matter, while AP were simply informed that they will comply with this policy.

Other Old Business: None.

New Business:

The Nominations and Elections Committee surveyed current full-time AP employees to determine interest in serving on the AP Assembly, AP committees, and University committees. Survey results and recommendations were passed to Miller. Although the Constitution stipulates a proportional representation to the Assembly, this proportional makeup is becoming problematic because of the small size of the AP employee group and the regular reorganization(s) within the University. Alternative methodologies for Assembly representation will be looked into for the future years. Elections will be held the 1^st week in September. Miller encouraged employees to participate.

• •AP Assembly will have 7 members rotate off, and 7 new members elected.
• •The Nominations and Elections Committee, Welfare Committee, Professional Development Committee, and Calendar and Schedules Committee will have 3 members rotate off, and three new members appointed.
• •The Grievance Committee will have 5 members rotate off, and 5 new members appointed.
• •The Assembly will approve appointments at their October 1999 meeting.

AP Committee Reports

• •The Grievance Committee reports that a few AP employees initiated grievance, with only one still pursuing.
• •The Professional Development Committee is reviewing the consulting policy. Specifically, detailed data is being collected as it pertains to this issue at other Universities. The next meeting is scheduled for August 19, 1999.

AU AP Assembly

August 04, 1999 - 2:00 P.M. (Unapproved)

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New Business continued

July 30^th President's Cabinet Meeting Highlights: The Cabinet establishes the BOT agenda. Dr. Muse will recommend Dr. Walker for the Provost position. AU is considering the purchase of the vacant Delta Tau Delta house. The Conference Center's Director, Bill Compton, is retiring; the Interim Director is Jack Lawton.

Other New Business:

• •Miller will be establishing an Ad Hoc Committee to investigate the promotion of the AP Assembly and the AP employee group.
• •Since this is the last regularly scheduled meeting for 1998/1999, Miller thanked the Assembly members rotating off for their service. Executive Committee members rotating off are Goff, Gottesman, and Mitcham. Assembly members rotating off are Goff, Gottesman, Hix, Lawton, Mitcham, Smith, and Vest.
• •Friday, August 20, the BOT meets at the Conference Center.
• •Tuesday, October 19, AP Assembly meets in Foy Student Union.

Adjournment

Allen moved for the meeting to adjourn. Slick seconded the motion. The motion carried and the meeting was adjourned at 4:05 P. M.

Respectfully submitted,

Donna D. Mitcham

Secretary