Administrative and Professional Assembly

Administrative and Professional Assembly

Mar. 22, 2006

2:30 – 4:00 pm in 213 Foy Union
Approved May 16, 2006

The meeting was called to order at 2:35 PM by Chairperson Harriette Huggins.

The Assembly roll was called by the Secretary.

Assembly member who were present: Barnese Adair-Wallace, Drew Burgering, Pat Deery, Amy Douglas, Maria Folmar, Harriette Huggins, Teresa Logiotatos, Missy Long, Ellen McManus, Melissa Morris, Julie Nolen, John Owen, Kirsten Perkins, Cathy Ramey, Melvin Smith, April Staton, Todd Storey, Martha Taylor, and Tony Ventimiglia.

Assembly members who were not in attendance: Keith Camp, Lisa Fleming, and Vivian Miller.

The minutes from the 02/09/06 A&P Assembly meeting were approved.

No special guests were present.

Action Items

Fisher Resolution
The Executive Committee offered a resolution commending the University administration on conducting the Fisher Report. On behalf of the Executive Committee, Maria Folmar made a motion that the Assembly accept this resolution. John Owen offered a friendly amendment, seconded by Tony Ventimiglia and approved by the Assembly. The resolution as amended is:

Whereas, Auburn University’s Board of Trustees commissioned an institutional evaluation preparatory to initiating a search for a new President; and

Whereas, the report prepared by a team led by Dr. James Fisher was based on interviews with trustees, alumni, and members of all the campus constituencies including undergraduate and graduate students, faculty, staff, administrative and professional employees, as well as deans and other senior administrators; and

Whereas, in commissioning the Fisher report, the Board of Trustees demonstrated a willingness to discuss openly problems that impede Auburn University from achieving its full potential as a leading institution in research, instruction, and extension;

Therefore, be it resolved that the Administrative and Professional Assembly commends the members of the Board of Trustees for their leadership in promoting the greater good of Auburn University; and

Therefore, be it also resolved that the Administrative and Professional Assembly stands ready to work with the Board of Trustees in an open and constructive manner to achieve this goal.

The motion was approved and will be sent to the Administration.

Election Results

Karen Rankin, Chair of the Nominations & Elections committee, announced the results of the A&P Assembly member election. These terms expire in 2009 with the exception of the 2 unexpired terms being filled in Place 15. Place 8 and Place 4 have been combined to reflect recent organizational changes. Place 8 now represents Alumni, Student Affairs, Provost Office, and the Library. The newly elected representatives are:

Place 3: Facilities - Barnese Adair-Wallace
Place 5: Outreach & ACES - Latresha Brand-Pinkston
Place 6: Information Technology - Mark Wilson
Place 8: Alumni, Library, Provost Office & Student Affairs - Katie Mantooth
Place 11: College of Engineering - Richard (Greg) Ruff
Place 15: College of Agriculture & AAES - Jane Hoehaver & John Owen
Place 17: Business & Finance - David Hennessey

Karen thanked to the committee for their hard work in providing a strong slate from a broad base and to those who offered nominations. Online voting was used for the first time in this election.

Those Assembly members whose terms have ended and will be rolling off of the Assembly were recognized: Amy Douglas, Melissa Morris, Cathy Ramey, and Melvin Smith.

Committee Reports

Reports were submitted to the membership by each A&P Committee.

Nominations & Elections report (see Appendix 1) was submitted by Chair Karen Rankin.
Calendar & Schedules report (see Appendix 2) was submitted by Chair Cathy Ramey.
Grievance report (see Appendix 3) was submitted by Chair Ben Shell.
Professional Development report (see Appendix 4) was submitted by Betsy Terry.
Welfare report (see Appendix 5) was submitted by Henry Cobb.

Chairperson Harriette Huggins noted that all work that has been done by these committees is much appreciated.

Public Forum

The floor was opened for discussion on any topic in accordance with procedures previously outlined for the Public Forum. The following issue was raised:

Karen Rankin noted the work Harriette Huggins has done this year on behalf of the A&P Assembly is much appreciated. She has done a great job as Chairperson and has set the bar high for all of those who will follow her in that role.

Comments from the Chair

Harriette reflected on what the Assembly has done in this past year.

Assembly members participated in a retreat and developed a list of issues on which the Assembly might work. The list became the basis for an online survey posted during the summer. Progress has been made this year in addressing the five issues identified as most important:

Concerns about the tobacco surcharge were brought forward and addressed in a presentation by Don Large. Equitable pay issues are being addressed through to the Classification and Compensation project that is still in progress. Consistent evaluations for employees are being addressed in the new performance management process. New courses have been added including some online courses to provide more offerings of training and professional development for A&P employees. A final draft of an Electronic privacy policy has been approved (see policy at http://www.auburn.edu/administration/governance/senate/privacy-policy-2006.htm)

Harriette commented that the University community recognizes the A&P Assembly contributes valuable advice to the Administration on issues affecting A&P employees and appreciates the contributions of A&P employees to the University. This has been a productive year.

Our constitution has been revised so our election dates coincide with those of the Senate and Staff Council.
We completed work on an improved Grievance Policy and Procedure, approved by the President, effective March 1.
A&P employees participated in the Strategic Planning process with Bill Sauser.
A&P will be preparing a response to the Fisher report.
A&P worked with Staff Council and Senate to put an Intimate Relations policy in place.
A&P participated in selection of Assistant Provost for Multicultural Affairs and Diversity
A&P worked with the Budget advisory committee FY06, currently working on FY07
A&P was represented at the President's cabinet, Senate meetings, Staff Council meetings, Board of Trustees meetings, and Executive committee meetings.

Special thank-yous were extended to A&P employees who have worked on the committees, the representatives who have attended and participated in Assembly meetings, the Executive Committee, and Dr. Susan Bannon, Director, Learning Resources Center for her support.

Harriette turned leadership of the A&P Assembly over to the newly elected Chairperson, Drew Burgering.

Drew urged members to stay involved because now is the time for A&P to be heard. The Administration is receptive. Drew plans to be responsive to the membership and hopes the A&P Assembly will focus on: A&P employee pay scales, constitutional reform to redress the Grievance policy inconsistency, the Fisher Report, and increasing involvement with constituents.

Drew plans one-on-on meetings with each Place, their representative and constituents.
A year-long calendar of A&P meetings will be provided in advance.
An ad hoc committee will be named by the Executive Committee to prioritize recommendations made in the Fisher Report.
April 11 at 8:30 - an orientation for new Assembly members. Location TBA.
Retreat for all assembly members was well received last year and the Executive Committee will discuss for this year.

Special thanks to 2 members rolling off the Executive Committee: Martha Taylor and Cathy Ramey.

In appreciate for her leadership over the past year, on behalf of the Assembly, Drew presented Harriette with a commemorative plaque.

The meeting was adjourned by Chairperson Drew Burgering at 3:35 pm.

Respectfully submitted,

Cathy Ramey

Secretary, A&P Assembly

Appendix 1

Auburn University

Administrative and Professional Assembly

Nominations & Elections Committee

Auburn University, Alabama 36849

March 22, 2006

MEMORANDUM

TO: Harriette Huggins

Administrative & Professional Assembly Chair

FROM: Karen Rankin

Chair, Nominations & Elections Committee, Academic Year 2005 - 2006

SUBJECT: Annual Report – Nominations & Elections Committee

Current committee members:

John Asmuth, 2006

Leon Bowman, 2007

Jacqui Dozier, 2008

Rob Kulick, 2008

Kevin Mullins, 2008

Karen Rankin, 2006

Jessie Shealey, 2007

Altamese Stroud-Hill, 2006

Victoria Tate, 2007

Report of committee activities:

1. Meetings were held on February 15 and March 21. E-mail has been the primary form of communication.

2. Projects - Filling vacancies on committees; Organizing and conducting elections for Executive Council and Assembly Representatives; Appointment of Committee members for terms ending in 2006

3. Status of Projects - Completed elections for Executive Council and Assembly Representatives; Appointment of Committee members should be completed by the end of June.

4. Plans and Recommendations - Committee to provide to Executive Council recommendations for refining the election processes.

Appendix 2

Auburn University

Administrative and Professional Assembly
Calendar & Schedules Committee

Auburn University, Alabama 36849

Date 03/21/2006

MEMORANDUM

TO: Harriette Huggins

Administrative & Professional Assembly Chair

FROM: Cathy Ramey

Chair, Calendar & Schedules Committee, 2006

SUBJECT: Annual Report – Calendar & Schedules Committee

Current committee members are:
Cathy Ramey, Chair, 2006
Janie Echols-Brown, 2008

Ben Thomas, 2006
David Vedder, 2006

Thank you to each committee member for your willingness to serve.

The following Constitutional reform approved by the membership of the A&P Assembly in 2005 resulted in some changes to this committee:

ARTICLE V – Section 1.E. (Calendar and Schedule Committee)

Ø Change the membership of this Committee from the secretary and eight members to the secretary and three members.

Ø REASON(S): Based on comments received from Committee members, nine people are not necessary to carry out the functions of this Committee.

The A&P Calendar & Schedules committee meets on an as-needed basis and there have been no meetings called during this reporting period.

The University Senate Calendar & Schedule committee is currently developing a calendar proposal for the traditional calendar and finals schedule for 2007 – 2009. The current members of the A&P Calendar & Schedule committee have provided feedback that was shared with the University Senate committee. The final proposals will be submitted to the Senate for their approval.

Appendix 3

Auburn University

Administrative and Professional Assembly
Grievance Committee

Auburn University, Alabama 36849

March 2006

MEMORANDUM

TO: Harriette Huggins

Administrative & Professional Assembly Chair

FROM: Ben Shell

Chair, Grievance Committee, 2006

SUBJECT: Annual Report – Grievance Committee

Current committee members:

Kathryn Harmon, 2006; Ben Shell (Chair), 2006; Melvin Smith, 2006; Hayle Kelley. 2006; Kelly Birchfield, 2006; Jennifer Barlow, 2007; Kerry Ransel, 2007; Christine Smith, 2007; Barnese Adair Wallace, 2007; Brinda Lisano, 2008; Jennifer Eller, 2008; Wiebke Kuhn, 2008; Juanita Syljuberget, 2008; Trish Dingman, 2008; Lisa Powell, 2007.

Report on Activities: An organizational meeting was held November 4, 2005 in which a new Chair, Ben Shell, was elected. Two pending potential grievances carried over into the new term. One was dropped and one was settled thorough mediation provided by the Department of Human Resources. Currently there are no potential or pending grievances. Meetings are held only when there is a pending grievance.

A new Grievance Policy was approved by the Administration and became effective March 1, 2006. The A&P Assembly, along with the University Staff Council and the Department of Human Resources, was instrumental in this revising the Grievance Policy. The new Policy is now used by both the A&P Assembly and the University Staff Council reflecting the need to have a common policy used by both organizations. The new policy simplifies the Grievance process, executes the process in a more timely and efficient manner, and more clearly defines exactly what a “grievable” offence is.

Currently the A&P Constitution does not reflect this new policy. For those wishing to see the revised, approved procedure it may be found in the AU Personnel Policies and Procedures Manual, Section 8.6 on the Auburn University Human Resources website.

Appendix 4

Auburn University

Administrative and Professional Assembly
Grievance Committee

Auburn University, Alabama 36849

March 2006

MEMORANDUM

TO: Harriette Huggins

Administrative & Professional Assembly Chair

FROM: Talitha Norris

Chair, Professional Development Committee, 2006

SUBJECT: Annual report - Professional Development Committee

Current committee members: