Administrative and Professional Assembly

Tuesday, April 6, 2004

217 Foy Union

Martha Taylor, Chair, called the meeting to order at 1:05 p.m.

The following members were present: Cara Mia Braswell, Drew Burgering, Pat Deery, Lisa Fleming, Maria Folmar, Kathy Harmon, Michael Harris, Kale Hill, Harriette Huggins, Missy Long, Melissa Morris, Julie Nolen, Liz Peel, Cathy Ramey, Betty Reese, Melvin Smith, Mary Ann Taylor-Sims, Martha Taylor, and Tony Ventimiglia.

Absent: Amy Douglas, Phyllis Harris, Vivian Miller, Anna Reynolds, and Thomas Stofer.

Minutes from the prior meeting were reviewed. One omission: Maria Folmar had reported for the Professional Development Committee concerning the on-line survey of the A&P employees regarding training and development. Betty Reese moved that the September 30, 2003 minutes with the one correction be approved. Cathy Ramey seconded the motion. The motion was approved.

Martha Taylor thanked Kathy Harmon for her service as Chair last year, and also the committee members of the various A & P Committees for the work they have done.

Martha Taylor made comments concerning some of the things that are happening on campus. Dr. Richardson is working on SACS review, NCAA issues, the budget issues, and working with the Board of Trustees, which has five member members. He will be addressing the Faculty Senate today at 3:00 p.m. on the State of the University.

Another activity that is starting to take place on campus, Human Resources is working with a consulting firm to review the compensation packages on campus. The first step will be a detailed job study of each position on campus. This should begin in May 2004 with questionnaires being sent out concerning each person’s job.

The Budget Advisory Committee has met three times this year. Dr. Large was not prepared to provide details on the 2005 budget, due to the lack of information in relation to State funding. However, Auburn University is financially strong at this time, Martha Taylor did note that there are several issues that will effect the University: teachers retirement and PEHIP insurance that is being charged back to the University for it’s retirees, number of building projects coming on line, and faculty promotions that are already in play.

Martha Taylor also stated that there is a problem with the email to the A&P group. The emails are not going anywhere. She is having Information Technology work on this problem.

Campus Parking: Baker Melson, Assistant Vice-President for Facilities and Cathy Love, Executive Director of Facilities, provide on overview of the parking and road closures that are currently planned through the summer of 2005, as the campus is pedestrianized and new buildings are built.

Question: Has there been any consideration as to how people are going to get on and off campus and what that will mean for the various intersections on the edge of campus?

Baker: One of the things that will be done with the pedestrianization will be welcome huts on Samford and Thatch and only persons with permits will be allowed on campus. Also traffic circle will be devised to handle the flow. Deliveries will be restricted to given times. As far as how we get around campus, we are trying to get cars to go around the outside of campus.

Question: If you work in one of the buildings in this core area, how do you get heavy equipment to campus?

Baker: Each building will have a service access. However, you will need a loading permit to access them.

Question: Are we working toward a time when there will be no parking on campus at all?

Baker: Every parking place that is removed will be replaced, some a little future out. But there are still many unused parking places on campus every day. In many areas the “A” and “B” zone parking has been retained the “C” zone, student parking, has been moved out. Although we have lost some parking around Ross and Samford, we do have additional parking within ten minutes walking.

Question: Can you say something about the disability parking?

Baker: There are no disability parking spaces done away with.

Question: What about parking decks?

Baker: We are looking at several places, but there is currently no place approved.

Question: If and when parking decks are built, will our fee allow us to park in a parking garage or will we have to pay additional to park in the decks?

Baker: The University will be like any place else. If you park in a surface parking place you will pay one fee. If you go into a parking deck, you can expect to pay more.

Question: A lot of things have been done to prevent us from parking on campus for 250 days out of a year and allowing parking for seven days out of the year. We are opening Duncan Drive for football. Are we going to allow parking on Thatch?

Baker: There will not be parking on Thatch. We have made efforts to move people out.

Question: What is the purpose of hindering our getting on and off campus, when we are the ones who park and not dare move our car? I don’t see that we are causing a problem. So why are we being inconvenienced?

Baker: How are you inconvenienced?

Question: If I understand you correctly, you want us to park out at the drill field or somewhere like that or take the bus. When it’s hot and I have to walk, I will be hot and sweaty by the time I get to work. That is inconvenient. Why can’t the few remaining parking spaces be left alone?

Baker: We have not removed that many places. And there are places within ten minutes of any building at a reasonable slow walk.

Question: How difficult would it be to add levels to the parking deck at the Library or in the parking lot near Comer? I would be willing to pay additional to have a parking place that is close to the building I work in.

Baker: The parking lot at Comer Hall is the site of a future building. To add to an existing deck is not economically feasible or structurally sound.

Comment: I have taken the bus and parked out near facilities. I have been at the front door of my building within ten minutes. I have found that the buses are on time.

Baker: We are scheduling more buses to be put on as the number of riders increase. You have representatives on the Parking Committee and the Campus Planning Committee. They have reviewed these plans many times. You can address your concerns through them.

Committee Reports:

Grievance Ad Hoc Committee: There is an ad hoc committee that is looking at our grievance procedures. The procedures are not clear and persons are not sure what to do. Albert Snipes is the chair. There is staff representation and Kathy Harmon and Jan Thornton are the A & P employee group. They have just begun to meet and should have a report by the June meeting.

University Insurance and Benefit Committee: From the University Insurance and Benefit Committee, Pat Deery provided the proposed five years plan. They have four priorities:

The health insurance premiums brackets increase by $3,000 each year over five years with the goal of changing the employer/employee split from 60%40% to 80%20% for all employees.
For the tax deferred annuity, the salary level matching cap be increased from $24,000 to $27,000 this year with the ultimate goal of increasing the salary level cap to the University’s median salary (approximately $37,000).
Afford University employees the opportunity to enroll in University distance education programs and receive a tuition waiver in an amount equivalent to that received for attendance at resident courses.
Examine the feasibility of funding health coverage for all part-time, regular employees.

During the last year the University Insurance and Benefit Committee has been able to expand the dental coverage, offer cancer insurance and provide some movement in the employer/employee split in paying health premiums. Other issues the committee is considering are going back over the A & P and University Staff benefits surveys, and whether or not to continue with Met Life’s Long-Term Care Insurance.

Question: How likely will it be that the tuition waiver (item 3) and health coverage for part-time employees (item 4) being approved?

Pat Deery: We give a recommendation based on the priorities. In the past they have been known to go down and pick items lower on the list. But usually they stick with the number one priority. I do not know how likely the tuition waiver is. The problem with the distance leaning classes is that 95% to 98% of the tuition paid goes to the school or college that developed the class. But when you pay for a regular course the tuition goes into the general fund. The Board has generally been okay with approving funds not coming into the general fund. But there has been an unwillingness to go the schools or colleges and say you need to give up some money. So what we would actually be asking is that funds be moved from the general fund and paid to the school or college for the distant education classes.

The committee is divided on the benefits for part-time employees. One of the reasons for part-time employees is so that you don’t have to pay benefits. So I would be pessimistic about these two.

University Committee for Persons with Disabilities: Dianne Glanzer reported that the purpose of this committee is to promote a positive University policy in regard to program accessibility for people with disabilities, educate the campus community as to the needs of individuals with disabilities, and promote the removal of architectural barriers on campus. To fulfill this mission the committee hosted a conference on disability awareness called “Inclusive U” on October 24, 2003. More than sixty campus organizations, departments, offices and work groups were represented. The seminars covered legal and discriminations issues; electronic accessibility regulations, and how the American “Disabilities Act” relates to the architectural and landscape planning, design, and construction of public institutions. As part the conference preparation, the committee also developed a permanent website at http://frontpage.auburn.edu/pdc/CDA.htm.

University Campus Planning Committee: Janine Slick reported that this committee meets every two weeks to review project production, schematic drawings and construction drawings. Any given project may be seen by the committee four or five times. Janine gave a listing of the projects that they had reviewed since October 2003. She stated that anyone who had questions should feel free to email her.

University Bio-Safety Committee: Kathryn Milly West reported that this committee looks into any activity that relates to the use of biohazardous agents, including: human, animal, and plant pathogens, other infectious agents, toxins, and rDNA. The committee reviews surveys that are completed by each research area to determine that all protocols follow the guidelines. Currently there are no BL3 projects on campus, but one is getting ready to begin.

University Intercollegiate Athletics Committee: Fred Bobo reported that although the committee is not required by the NCAA, if a university chooses to have such a committee there are strict guidelines. This committee recommends to the President the policies for the operation of the intercollegiate athletics program, monitors for the President all aspects of the program for compliance with University policies, SACS guidelines, and with NCAA and SEC legislation, and assist the President and the Director of Athletics on any aspect of the intercollegiate athletics program for which advice and assistance is required. The committee monitors everything from drug testing of athletes up to their academic success. Marcia Boosinger is the Chair for this committee.

Shawn Asmuth, Director of Accounts Payable, heads the group that oversees campus sports to ensure there is compliance to the University policies and IRS guidelines. Randall Clark of the Pharmacy School heads the athlete drug-testing program. Virgil Starks heads activities to help graduation rates improve. Currently Auburn’s graduation rate of athletes is 64%, which is good. (For all students on campus, the graduation rate is 68%.)

(A listing of all University Committees and the names of who is serving on them go to http://www.auburn.edu/administration/governace/senate/cmtedesc.htm.)

Report of Meeting Attendance: As part of the discussion of the compensation for the Chair, Chair-elect, and Past-chair of the A & P Assembly, it was mentioned that a considerable amount of time was given by these persons to attend and represent the A & P employees group at numerous meetings. Harriette Huggins gave a report on the meeting attended by each of these three persons since October 1, 2003. Kathy Harmon, Past-Chair, had attended the President’s Cabinet meeting in October, two Board of Trustees meeting (November and February), and two I-85 Corridor Task Force meetings. Harriette Huggins, Chair-Elect, had attended two compensation meeting with the consultant, three Faculty Senate meetings, two Board of Trustees meetings, and has begun attending the Budget Advisory meetings. Martha Taylor, Chair, had attended two Budget Advisory meetings, five Faculty Senate meetings, three Board of Trustees meetings, two Human Resource Compensation meetings, and the President’s Cabinet meetings. Harriette encouraged anyone who had items that need to go before one of these committees to contact one of these persons.

A & P Grievance Committee: The Chair for the Grievance Committee is Christine Eick. They are currently working on two cases.

A & P Professional Development Committee: Maria Folmar reported that this committee did implement to survey as reported at the last meeting. They received 106 complete surveys back. The complete results of the survey are available as a link from the A & P Assembly’s web page at http://web6.duc.auburn.edu/administration/governance/ap/nov_2003.pdf. Maria distributed a draft copy of the committee’s report. However, the Executive Committee has not reviewed the report. They will review and bring this back to the Assembly in June. The committee had eight recommends:

That the University investigate options for the purpose of the implementation of system-wide methods, programs and structures that would emphasize and support a developmental culture and approach to performance management and training. This would include a foundational component that recognizes and incorporates a fundamental link to performance management with development,
In working with employees, supervisors place an emphasis on creating and utilizing performance management processes and developmental plans,
A system supporting a single, centralized training record for each employee should be implemented and maintained,
Training and development courses offered to AU employees should be scheduled in a logical, sequential progression for ease and predictability in scheduling and for ready application by the user audience,
There should be space and equipment resources devoted to the establishment of a dedicated on-line training lab for individual use by AU employees,
All AU departments, colleges, and schools should develop and implement progressive career ladders, to include training and development activities, for each position and each employee,
Management staff, supervisors, and leaders should be encouraged to disseminate information regularly regarding opportunities for AU employee training and development and should support and encourage participation,
Clear guidelines need to be established regarding AU support for individual AP employees participating in development endeavors specific to their career ladder with promotion opportunities clearly identified.

Martha asked that the members of the Assembly talk with the people they represent and let the Executive Committee know of their concerns and comments. If any action were taken, then an official recommendation would be made to the University’s Professional Development Committee.

A & P Welfare Committee: Dorothy Cordell, Chair, reported that this committee represents the A & P employees’ interests in trying to obtain better benefits each year. They report to the Insurance and Benefits Committee the type of changes in benefits that you would like to see. To assist in this endeavor, the committee conducted a paper survey. They had mailed 1200 surveys out and received 451 back. The results of the survey are:

1. Are you interested in restoring the accident coverage to our medical insurance coverage? (Waives deductible and co-pay for accidents) 57% yes, 24% no, 19% no opinion

2. Are you interested in additional dental coverage, such as crowns and oral surgery? (Additional cost is employee’s only) 74% yes, 15% no, 11% no opinion

3. Would you be interested if you had to participate in the dental plan for at least two years to obtain this level of coverage? 52% yes, 31% no, 17% no opinion

4. Are you interested in employee-funded vision insurance? 65% yes, 25% no, 10% no opinion

5. Are you interested in a flex schedule if possible in your department? 73%, 20% no, 7% no opinion

6. What core classes would you like offered at Auburn University in the evenings? All core classes, graduate level classes, computer classes, language classes, business classes

7. Are you interested in prorated family premiums for medical insurance based on number of dependents? (More levels of premiums based on number of dependents than are currently available) 60% yes, 22% no, 18% no opinion

Additional comments from the survey were concerns about the medical insurance premium cost, improvement in the tuition waiver, availability of telework, parking concerns, improvement in the contribution to the tax deferred annuity, and providing a campus day-care.

A & P Calendar and Schedule Committee: This committee has worked in assisting in scheduling dates for the meetings and locating meeting rooms.

A & P Nominations Committee: This year’s Chair is Dianne Jay. In her absence, Karen Rankin reported on the activity of the committee. They are conducting elections for the Assembly Members and ensured that each vice-presidential area is represented on the Assembly. They check to be sure all University Committees have A & P representation. Also, the committee had prepared ballots for today’s elections to fill the A & P Committees.

On the A & P Professional Development Committee there was a vacant seat for the term ending 2006. For the A & P Calendar and Schedules Committee, Ted Trupp, whose term ends in 2004, has asked to be replaced. For the A & P Grievance Committee, Bill Jackson and Gwen Reid have asked to be replaced. Vivian Larkin has been reclassified to a faculty position. All three of these term end in 2004. There was a vacant seat for the term ending 2006. For the A & P Welfare Committee, Shawn Asmuth had asked to be replaced. Her term ends in 2005.

Ballots were distributed to the A & P Assembly.

For the Calendar & Schedules Committee nominations were: Carol Icenogle (RBD Library), Pam Lindsay (Treasury Services) and Tammy Morgan (Payroll & Employee Benefits). There were no nominations from the floor. Tammy Morgan was elected.

For the Grievance Committee nominations were: Jennifer Barlow (Office of Information Technology), Cathy Burdette-Pate (Financial Reporting Accounting), Judy Mask (Memorial Coliseum), Kerry Ransel (RBD Library), Ben Shell (Office of Development), and Christine Smith (Student Counseling Services). Hayle Kelley (Housing & Resident Life) nominated himself from the floor. The Assembly was instructed to vote for four. Jennifer Barlow, Kerry Ransel, Ben Shell, and Christine Smith were elected. When the committee meets again they will draw from lots to see who will take the three 2004 slots and who will take the 2006 slot.

For the A & P Professional Development Committee nominations were: Billy Earle (Office of International Aquaculture, ICAAE), Melissa Mapp (Contracts & Grants Accounting), and Beth Morgan (Contracts & Grants Accounting). No nominations were made from the floor until part of the ballots had been turned in. However, some felt that this name should have been on the ballot. Maria Folmar moved that the results of the ballots be withheld and the Assembly be allowed to vote again at the June meeting. Pat Deery seconded the motion. It was approved fifteen to one.

For the A & P Welfare Committee nominations were: Giovana Brannan (Vice-President for Research Office), David Hennessey (Contracts & Grants Accounting), and Melissa Mapp (Contracts & Grants Accounting). There were no nominations from the floor. Giovana Brannan was elected to serve.

Melvin Smith moved that in the future that information about the nominations be sent out to each Assembly member prior to the meeting when the voting will take place. Maria Folmar seconded the motion. Following discussion, the motion was approved twelve to one. The Nominations Committee will work on this. The person being nominated could provide their information to the Nominations Committee.

NEW BUSINESS:

Martha Taylor reported that there has been some concern about the A & P Constitution which needs clarification. An Ad Hoc committee was appointed and charged to review the Constitution and make recommendations for changes to the A & P Assembly. The Ad Hoc committee will be: Tony Ventimiglia (Chair), Fred Bobo, Lisa Fleming, Miriam Pepinsky, and Larry Hankins.

Tony Ventimiglia asked that the Assembly readdress the issue of background checks for A & P and Staff employees, but not being required for faculty. Following some discussion, Cathy Ramey moved that this be tabled until the June meeting to allow time for each representative to prepare and gather opinions from the persons they represent. Missy Long seconded the motion. The motion was approved.

Being that there was no additional business, the meeting was adjourned.