Administrative and Professional Assembly
Jan. 12, 2006
3:00 - 4:00 pm in 213 Foy Union
Approved as amended 02/09/06
The meeting was called to order at 3:05 PM by Chairperson Harriette Huggins.
The Assembly roll was called by the Secretary.
Assembly members who were in attendance: Barnese Adair-Wallace, Drew Burgering, Pat Deery, Amy Douglas, Lisa Fleming, Maria Folmar, Harriette Huggins, Teresa Logiotatos, Missy Long, Ellen McManus, Melissa Morris, Julie Nolen, John Owen, Cathy Ramey, Melvin Smith, April Staton, Todd Storey, Tony Ventimiglia
Assembly members who were not in attendance: Keith Camp, Amy Douglas, Kale Hill, Missy Long, Melissa Morris, John Owen, Kirsten Perkins, and Melvin Smith.
The minutes from the 12/01/05 A&P Assembly meeting were approved as amended.
Comments from the Chair
The purpose of today’s “called meeting” of the A&P Assembly is to outline the procedure that will be used for our upcoming elections. The A&P Assembly Constitution in Article II, Section 3 B states:
“A&P Assembly Meeting Representation on the Assembly shall be proportional and distributed among the vice-presidential and presidential categories as determined by the Executive Committee prior to the annual elections.”
The Executive Committee members have discussed how best to ensure proportional representation for upcoming elections. The general guidelines for the Executive Committee to use with regard to Nominations & Elections outlined in the Ad Hoc committee report (Appendix 1) Feb. 05 were applied. Those guidelines are:
Because the Vice Presidential (VP) reporting lines on campus have changed through administrative reorganizations, A&P Places 1, 5, and 16 currently have representatives who cross over VP reporting lines. Harriette provided a presentation illustrating the concept behind the Proportional Representation guidelines (Appendix 2) the Nominating Committee will be using in the upcoming elections, March 2006.
In March 2006, the Office of Information Technology will be asked to update our e-mailing lists to reflect this re-organization of Places.
Comments/Questions:
Martha Taylor: What will happen if areas are administratively re-organized after our election? Administrative reorganization of Vice Presidential reporting lines can be expected to change on a fairly regular basis. As a result, representatives may change Places from one year to the next to maintain proportional representation but minimizing the disruption is a priority. Each Executive Committee will address proportional representation prior to elections, using the Ad Hoc committee’s recommendations to guide them. These guidelines will provide some consistency from year to year in effort to decrease the number of crossed VP reporting lines by Place and to keep the Assembly representation proportional.
Lisa Fleming: This is not a new issue. The A&P Assembly has been trying to ensure consistently applied guidelines for determining proportionality for years.
Drew Burgering: The definition of representation is purposefully vague in the A&P Constitution to give us the ability to make changes as needed to address administrative redistricting. Members will be voting for their representative (by Place) and not for every candidate from their VP area.
Pat Deery: Academic areas won’t change much. For the administrative areas, the system of determining representation by numbers provides better representation without tremendous changes when VP areas are reorganized.
Henry Cobb: Having a specific point of contact like representation by Place provides is very important to the membership. Through it, we have had better representation and know more clearly who our representative is. Change is inevitable and this minimizes the impact of those changes.
Drew Burgering: Constitutional change is an option the Assembly may want to consider in the future, removing the stipulation that representation be guided by VP unit.
Tony Ventimiglia: It should be noted that the Constitution doesn’t talk about “units” but about “categories” as defined at the Executive Committee’s discretion.
Action Items
Call for nominations of officers for the 2006-07 term (Chair-elect, Secretary, Executive committee-at-large (3) members). The election will take place on Feb. 9, 2006. The membership will be notified of the slate by 01/17/2006. Bios for each candidate will be posted on the A&P web site prior to the election. Members should provide updated Bios to Cathy Ramey as soon as possible.
Karen Rankin, Chair of the Nominations & Elections committee, asked that nominations for officers and for Assembly representatives be sent to her at rankikm@auburn.edu . She reported
Public Forum
The floor was opened for discussion on any topic in accordance with procedures previously outlined for the Public Forum. There were no issues raised.
The meeting was adjourned by the Chair at 3:55 pm.
Respectfully submitted,
Cathy Ramey
Secretary, A&P Assembly
FROM:Ad Hoc Committee on Nominations and Elections
February 4, 2005
Members of committee present were Karen Rankin, John Asmuth, Pat Deery, Maria Folmar, and Dianne Jay.
Purpose and Charge:
To develop guidelines for the Executive Committee and Nominations & Election committee for determining proportional representation on a consistent basis in future elections. (Article II, Section 3, Part B)
To develop the “general guidelines” for the N&E committee in the actual election process to include generating list of A&P employees, printing and distributing ballots, and receiving/counting ballots. (Article II, Section 3, Part D)
The Committee proposes the following procedures to be read into the minutes:
Prior to Assembly elections, the Executive Committee would:
Reference: Addendum 1
Facilitation of elections would involve both the Executive Committee and the Nominations & Elections Committee.
Following guidelines would ensure that election procedures are uniformly and consistently applied and implemented.
ADDENDUM 1
Administrative and Professional Assembly
The A&P Constitution calls for 19 elected representatives. Representation on the Assembly shall be proportional and distributed among the organizational units according to the actual A&P population of that unit as determined by the Executive Committee prior to the annual elections. The Chair and Chair-elect are not counted in the representation proportion of elected representatives.
The following table illustrates the 2003-04 representation on the Assembly by units and the recommended representation scheme determined by the Executive Committee for the election of 2004-05 representatives to the assembly.
Rationale for the recommended scheme:
Representation area by Organizational Unit |
No. employees in area | Current Rep., Term End | No. Reps Currently Serving ‘04 | No. Reps Recommended** | Need to Elect |
Place 1. Office of the President (AA/EEO, HR, Comm & Mktg, Gen Coun, Govt Affairs, Internal Auditing, Multicultural Affairs, Planning & Analysis, President's Office, Sec. to Board of Trustees | 56 |
Pat Deery, 2006 Amy Douglas, 2006 |
3* |
1 |
|
Place 2. Athletics |
123 |
1 |
1 |
||
Place 3. Facilities | 74 |
Michael Harris, 2006 | 1 |
1 |
|
Place 4. Division of Student Affairs | 77 |
Melvin Smith, 2006 | 1 |
1 |
|
Place 5. Alabama Cooperative Extension System & Outreach | 41 |
Maria Folmar, 2006 | 1 |
1 |
|
Place 6. Office of Information Technology | 107 |
Missy Long, 2006 Cathy Ramey, 2005 |
2 |
2 |
|
Place 7. Development | 67 |
Julie Nolen, 2006 | 1 |
1 |
|
Place 8. Provost Office(16), Library (16), Alumni (18) | 50 |
Liz Peel, 2006 | 1 |
1 |
|
Place 9. College of Business (15), College of Science and Math (32) | 47 |
Vivian Miller, 2006 | 1 |
1 |
|
Place 10. College of Education (19), College of Liberal Arts (34) | 53 |
1 |
1 |
||
Place 11. College of Engineering | 87 |
(Unexpired term, 2005) | 1 |
1 |
|
Place 12. College of Veterinary Medicine | 76 |
1 |
1 |
||
Place 13. College of Architecture Design & Construction (9); School of Nursing (2); School of Pharmacy (12) | 23 |
1 |
1 |
||
Place 14. School of Forestry-Wildlife Sciences; College of Human Sciences | 53 |
1 |
1 |
||
Place 15. College of Agriculture & Alabama Agricultural Experiment Stations | 165 |
3* |
1 |
||
Place 16. Research | 38 |
Tony Ventimiglia, 2006 | 1 |
1 |
|
Place 17. Business & Finance | 79 |
Melissa Morris, 2005 | 1 |
1 |
|
Place 18. Admin Services/ Auxiliary Enterprises | 39 |
1 |
1 |
1 |
|
1255 |
13 |
21 |
8 |
* In order to allow for transition, the Executive Committee is recommending that the three representatives currently serving Place 1 draw lots to determine who will represent Place 1. The other two will represent Place 15 with the elected rep from that area until current terms expire.
Administrative and Professional (A&P) Assembly
Proportional Representation
The A&P Assembly Constitution in Article II, Section 3 B states:
“Representation on the Assembly shall be proportional and distributed among the vice-presidential and presidential categories as determined by the Executive Committee prior to the annual elections.”
Proportional representation is an important concept for governance within the A&P Assembly, and for most of us demonstrated by the US Congress and the State legislature. You all know districts get reapportioned on a regular basis based on population shifts. There are some states that lose representatives and others that gain representatives. A&P employees also experience population shifts. These shifts are not always those initiated by the employee’s desire to move to another department. More frequently, the shift comes from a reorganization of administrative units by the administration. Here are just a few examples.
In preparation for the last election of representatives to the A&P Assembly, the Executive Committee determined it was important for representation to be easily identifiable for an employee in a particular unit. The decision was made to create places representing particular units. At the time of that election there were 1255 A&P employees at the University distributed among vice-presidential categories noted in the table 1 and represented graphically in Figure 1:
President | 251 | 22% | 14 |
---|---|---|---|
Exec | 143 | 12% | 8 |
Provost | 643 | 46% | 36 |
Outreach | 17 | 2% | 1 |
Research | 38 | 3% | 2 |
Alumni | 18 | 2% | 1 |
Developmt | 67 | 6% | 4 |
Stud Affrs | 77 | 7% | 4 |
1255 | 199% | 70** |
**If every VP is required to have a rep there and maintain proportional representation then there would need to be 70 representatives on the Assembly.
For the Fall 2004 election of Representatives, the Executive committee determined a scheme with 18 places with units assigned according to the following table:
Representative Area |
No. employees |
No. Reps |
Representatives, Term End (March) |
Place 1. Office of the President, AA/EEO, HR, Comm & Mktg., Gen Coun., Gov’t Affairs, Internal Audit., Multicultural Affairs, Planning & Analysis, Sec. to Board of Trustees |
56 |
1 |
Pat Deery, 2006 |
Place 2, Athletics |
123 |
1 |
Kirsten Perkins, 2008 |
Place 3 Facilities |
74 |
1 |
Barnese Adair-Wallace 2006 |
Place 4 Division of Student Affairs |
77 |
1 |
Melvin Smith, 2006 |
Place 5 Alabama Cooperative Extension Service, & Outreach (CGS, EDI, OPO, Distance Learning, Outreach Information) |
41 |
1 |
Maria Folmar, 2006 |
Place 6 Office of Information Technology |
107 |
2 |
Missy Long, 2007 |
Place 7 Development |
67 |
1 |
Julie Nolen, 2007 |
Place 8 Provost Office (16), Library (16), Alumni (18) |
50 |
1 |
Liz Peel 2007 |
Place 9 College of Business (15), College of Science and Math (32) |
47 |
1 |
Vivian Miller, 2007 |
Place 10 College of Education (19), College of Liberal Arts (34) |
53 |
1 |
Lisa Fleming, 2008 |
Place 11 College of Engineering |
87 |
1 |
Joan Aston, 2006 |
Place 12 College of Veterinary Medicine |
76 |
1 |
Teresa Logiotatos, 2008 |
Place 13 College of Architecture, Design & Construction (9), School of Nursing (2), School of Pharmacy |
23 |
1 |
April Staton, 2008 |
Place 14 School of Forestry & Wildlife Sciences; College of Human Sciences |
53 |
1 |
Ellen McManus, 2008 |
Place 15 College of Agriculture & Alabama Agricultural Experiment Stations |
165 |
3 |
John Owen* |
Place 16 Research |
38 |
1 |
Tony Ventimiglia, 2007 |
Place 17 Business & Finance |
79 |
1 |
Melissa Morris, 2006 |
Place 18 Admin Services/ Auxiliary Enterprises |
39 |
1 |
Todd Storey, 2008 |
*Appointed in Oct 05 until election in March 06. (Term for place will end in 2008)
Based on the units each place represents when assigned to the appropriate Presidential and Vice-presidential categories the proportional distribution of representatives is illustrated by Fig. 2:
There are currently 1279 A&P employees at Auburn University distributed by vice-presidential and presidential categories as follows and illustrated graphically in Figure 3 below.
President |
249 |
19% |
Exec.V_P |
141 |
11% |
Provost |
688 |
54% |
Outreach |
18 |
1% |
Research |
44 |
3% |
Alumni |
9 |
1% |
Development |
71 |
6% |
Student Affairs |
59 |
5% |
|
1279 |
100% |
If every VP is required to have a representative there would be the following number on the Assembly: President 28
Exec VP 16
Provost 76
Outreach 2
Research 5
Alumni 1
Development 8
142
In preparation for the March 2006 election, the Executive Committee has examined the numbers again. It is the desire of the Executive Committee to keep the membership of the Assembly within the Constitutional limits (19 representatives + the Chair and Chair-elect). The Executive Committee has determined the following changes are necessary.
The results of these changes can be seen in the following table:
Place Description |
No. of employees |
No. of Reps |
Names of Rep |
Term ends |
Place 1 Office of the President, AA/EEO (2), HR (13), TES (1); Comm& Mktg (17), Gen Coun (2)., Gov’t Affairs (1), Internal Audit (6)., Sec. to Board of Trustees (2) |
51 |
1 |
Pat Deery |
Mar, 2007 |
Place 2 Athletics |
130 |
1 |
Kirsten Perkins |
Mar, 2008 |
Place 3 Facilities |
64 |
1 |
Barnese Adair-Wallace |
Mar 2006 |
Place 4 is eliminated |
|
|
|
|
Place 5 Alabama Cooperative Extension Service,(21) & Outreach ((CGS, EDI, OPO, Distance Learning, Outreach Information) (18) |
39 |
1 |
Maria Folmar |
Mar,2007 |
Place 6 Office of Information Technology |
127 |
2 |
Missy Long |
Mar 2007 |
Place 7 Development |
71 |
1 |
Julie Nolen |
Mar 2007 |
Place 8 Alumni (9), Student Affairs (59) |
68 |
1 |
Keith Camp |
March 2006 |
Place 9 College of Business (14), College of Science and Math (37) |
51 |
1 |
Vivian Miller |
Mar 2007 |
Place 10 College of Education (23), College of Liberal Arts (34) |
57 |
1 |
Lisa Fleming |
Mar 2008 |
Place 11 College of Engineering |
85 |
1 |
Joan Aston |
Mar 2006 |
Place 12 College of Veterinary Medicine |
87 |
1 |
Teresa Logiotatos |
March 2008 |
Place 13 College of Architecture, Design & Construction (14), School of Nursing (2), School of Pharmacy (13); Inst Res & Assess (5); Academic Support (3); Enrollment Management (2); Multicultural Affairs (1) |
40 |
1 |
April Staton |
March 2008 |
Place 14 School of Forestry & Wildlife Sciences (27); College of Human Sciences (32) |
59 |
1 |
Ellen McManus |
Mar 2008 |
Place 15 College of Agriculture (131)& AL Agricultural Experiment Stations (32) |
143 |
3 |
John Owen |
Mar 2006* |
Place 16 Research |
44 |
1 |
Tony Ventimiglia |
Mar 2007 |
Place 17 Business & Finance |
85 |
1 |
Melissa Morris |
Mar 2006 |
Place 18 Admin. Services/ Auxiliary Enterprises, Dev. Acctg, Airport, Tiger Transit |
40 |
1 |
Todd Storey |
Mar 2008 |
*John Owen was appointed to fill a place until the next election. (Term of place ends Mar 2008)
This scheme produces representation graphically represented in the following:
This chart is remarkably similar to Figure 3. If the goal is to have proportional representation I do believe this is pretty close!
The places served by representatives whose terms end in March 2006 will be open for election. Term of service for replacements will be until March 2009.