Auburn University

Administrative and Professional Assembly

A & P Assembly Meeting

Wednesday November 19, 2008

1:00 p.m.

AU Student Center

Room 2223

 

Minutes

(Approved)

 

 

I.                    Call to Order: Todd Storey called us to order at 1:04

II.                  Roll Call

Present: David Hennessey, Seth Humphrey, Mark Wilson, Julie Nolen, Katie Mantooth, Phillip Coxwell, Wiebke Kuhn, R. Greg Ruff, Regina Williams, Tammy Hollis, , John Owen (also representing Jane Hoehaver), John Folmar, David Hennessey, Kathy Harmon, Todd Storey, April Staton, Maria Folmar, Susan Canaan, Lisa Powell-Brantly, David Hennessey, Barnese Adair-Wallace, Christopher O'Gwynn

Absent: Jane Hoehaver, Elizabeth Bowersock, John Folmar

Estimated attendance in audience: ~14

III.                Approval of Minutes October 1, 2008

Minutes approved as written.

IV.                Comments from the Chair - Todd Storey

Todd asked for approval for the slate of committee members as listed in to be accepted as listed in the October 1, 2008 minutes. April Staton seconded the motion. There was no discussion, and the list was accepted unanimously, and Todd declared them approved.

Todd then introduced Teresa Coker from Payroll and Benefits with a reminder that November is open enrollment month. He then shared that a second presentation will follow by Lindy Biggs and the last will be by Steve Nelson regarding handling hazardous materials and related issues.

V.                  Information Items and Updates

a.      Payroll and Benefits: Teresa Coker

Teresa reminded everyone that it is open enrollment month with BlueCross BlueShield with traditional and personalized. This month is the only month you can make changes unless there is a qualifying change like marriage, divorce, etc. The dental plan must also be changed this month if you wish it to be changed. She summarized the difference between the basic and expanded plans. She also gave some examples of the types of things that would be covered at 80% rate on the expanded plan. You have to be in the dental plan; you have to stay in it for two years before it cancelled. You can upgrade before the two years are up, but you cannot go back to basic within that two year period. The presentation is below:

 

Eligibility

·          Appointed 100% for 12 months or more (full academic year for 9-month faculty)

·          Must enroll within 30 days of eligibility

·          Plan year is January – December.  Annual open enrollment each November for insurances that are pre-taxed.

·          Health

·          Dental

·          Cancer

·          Vision

·          Enroll or make a change within 30 days of qualifying event (birth, death, marriage, etc.)

 

Mandatory Retirement Plans: Retirement Systems of Alabama        

·          Required for all eligible employees appointed for 50% time or more

·          Monthly Benefit Formula[IRS Section 401(a)]

·          Death Benefit

o         Ineligible to Retire

§          Member contributions, total interest earned, plus an amount equal to the member’s salary for the prior fiscal year (July 1 – June 30)

o         Eligible to Retire

§          Option 3 monthly benefit (50% of member’s retirement benefit) or

§          Member contributions, total interest earned, plus an amount equal to the member’s salary for the prior fiscal year

·          Term Life Insurance Benefits

o         $15,000 if member dies within 90 days of being in active pay status         

·          Vested after 10 years of service

·          Deferred Retirement Option Plan (DROP)

·          Telephone 1-800-214-2158

 

Retirement Benefits

·          Eligibility

o         10 years of service credit and age 60

o         25 years of service credit at any age

·          Formula for Maximum Monthly Benefit

o         Average Final Salary x Years & Months Service x Benefit Factor / 12 = Maximum Monthly Benefit

§          Average of highest 3 years (July-June) out of last 10 years

§          Years & months service include sick leave conversion

§          Current Benefit Factor =2.0125%

·          Monthly Benefit

o         Maximum – at death all monthly benefits cease

o         Option 1 – beneficiary receives remaining balance in account (if any) at death

o         Option 2 – beneficiary receives same lifetime benefit as retiree

o         Option 3 – beneficiary receives ˝ retiree benefit over beneficiary’s lifetime

·          Application must be to (via Payroll & Benefits Office) TRS at least 30 days but not more than 90 days before effective date

 

Deferred Retirement Option Plan (DROP)

·          Requirements

o         Have at least 25 years creditable service

o         Be at least 55 years of age

o         Be an active contributing member

·          Participation

o         Minimum 3 years/ Maximum 5 years

o         Member selects monthly benefit amount

o         Application must be to TRS (via Payroll & Benefits Office) at least 30 days but not more than 90 days before effective date

·          The DROP Account

o         Monthly Retirement Allowance

o         Member Contributions

o         Interest (currently 4%)

·          Withdrawal from DROP

o         Completion of Contractual Obligation

o         Involuntary Termination in First 3 Years

o         Voluntary Termination in First 3 Years

o         Death during DROP Participation

·          Continued Service after DROP

o         Complete Form RSA 10 D-CCE

o         Additional period of creditable service

·          Distribution of DROP Account

o         Lump-sum payment

o         Rollover

 

Additional Retirement Information

·          Annual Seminars

o         Retirement Systems of AL and Social Security

o         DROP

o         Tax-deferred Annuities

·          Websites

o         Retirement Systems of AL: www.rsa-al.gov

o         Social Security: www.ssa.gov

o         TDA:www.auburn.edu/administration/business_office/payroll/vretirem.html

 

Mandatory Retirement Plans

·          Federal Insurance Contributions Act (FICA)

o         Monthly Benefits

o         Medicare

 

Voluntary Retirement Plans

·          Tax Deferred Annuities – Section 403(b)

o         University matches 5% of gross salary up to $33,000 ($1650.00)

§          $  63.47 biweekly

§          $  91.67 semimonthly

§          $137.50 monthly

o         Vested after 5 years of eligible service

o         Employee may contribute additional amount

·          Deferred Compensation Plan – 457(b)            

o         No University match                  

 

Pay Check Example 1

 

Annual Salary $25,000; Biweekly Employee

 

No TDA

5% TDA

Difference

Gross Salary

$ 962.00

$ 962.00

 $    0.00

TDA

$     0.00

$   48.00

 $  48.00

Federal Tax

$   94.00

$   87.00

-$   7.00

State Tax

$   35.00

$   32.00

-$   3.00

Net Pay

$ 833.00

$ 795.00

 $  38.00

Cost to employee is $38.00.  $96.00 will be invested.

Hypothetical example based on estimates and rounded for ease of explanation

 

Pay Check Example 2

 

Annual Salary $48,000; Monthly Employee

 

No TDA

5% TDA

Difference

Gross Salary

$  4000.00

$ 4000.00

 $      0.00

TDA

$       0.00

$   137.50

 $  137.50

Federal Tax

$   348.00

$   327.00

-$   21.00

State Tax

$   147.00

$   141.00

-$     6.00

Net Pay

$ 3505.00

$ 3394.50

 $  110.50

Cost to employee is $110.50.  $275.00 will be invested.

Hypothetical example based on estimates and rounded for ease of explanation

 

Life Insurance

·          One Times Annual Base Salary (up to $35,000) provided free of charge

·          Additional Coverage – 1, 2, 3, 4 or 5 times Annual Base Salary ($450,000 maximum)

·          Coverage available for spouse and/or dependent children

·          Supplementary Life Ins. – Universal Life

 

Health Insurance

·          Self-insured

·          Blue Cross and Blue Shield of Alabama acts as administrator for the processing of medical claims

·          No waiting period for preexisting conditions

 

Dental Insurance

·          Self Insured

·          Administered by Blue Cross Blue Shield of Alabama

·          Two Options:

o         Basic Plan

o         Expanded Plan

 

Cancer Insurance

·          Colonial Life & Accident Insurance Company

·          Two Options:

o         Value Plan - Level I

o         Expanded Plan – Level II

 

Vision Care

·          Benefits provided by UnitedHealthcare Vision

·          Network Providers

·          Banner ID number is unique identifier

 

Disability Insurance

·          Group Plan – Prudential Life Insurance Co.

o         No Cost to Employee

o         Coverage up to 60% of pre-disability rate ($7,000/mon   maximum)

§          Salary Continuation

§          Long Term Disability

o         Coverage begins one year after full-time employment begins

·          Individual Plan

o         Supplemental Coverage

o         Paid by Employee

o         Voluntary

o         Administered by Johnson Sterling, Inc.

 

Flexible Spending Account Plan

·          Types of Accounts

o         Unreimbursed Medical Expenses

o         Dependent Child Care

o         Outside Medical Premiums

·          Open Enrollment

o         Must re-enroll every year to continue participation

o         Must enroll between November 1 and November 30 with effective date of the following January 1

o         Plan Year – January through December

 

Long Term Care Insurance: Met-Life

 

Miscellaneous

·          Auburn University Federal Credit Union

o         Payroll deduction is permitted

o         All arrangements made through the Credit Union office

·          Educational Opportunities

o         Employee – 5 Credit Hours

o         Dependents – 50% Remission of Tuition

o         Contact Human Resources

·          Bookstore Discounts

o         10% discount (certain items excluded)

o         Contact the University Bookstore

·          Leave Plan

o         Administered by Human Resources

 

Payroll & Employee Benefits

212 Ingram Hall, Auburn University, AL  36849

334-844-4183 Telephone

334-844-1799 Fax

www.auburn.edu/payroll

 

 

Teresa encouraged anyone with questions regarding Cancer Insurance to contact Kathy Colquit at  887.5533. Cancer insurance will offset costs incurred that are not covered by health insurance.

 

She noted that Spectera, the vision insurance company, changed their name to United Healthcare Vision, and she summarized their services. There is a $20 payment required for contact lenses and glasses, and there are several local providers that fall under the plan. You give the provider your banner ID to make your appointment as there is no card for this program.

Disability Insurance is also another plan available during the open enrollment month. This is also available through Kathy Colquit during the month of November.

The Flexible Spending Account plan is a deduction to set aside a portion of one’s salary to pay for daycare or medical expenses. There are three programs: unreimbursed medical expenses, dependent care and outside medical premium. She went on to explain the difference between the two medical programs.

You can sign up for fixed expense or non-fixed expense for dependent care. She also talked about all of the different things that are covered by the medical premiums program and gave an example about how to determine how much to take out for the medical expenses flex plan determined on the prior year’s medical expenses. Jan 1, you have access to the full amount. She did note that the use of the debit card is changing in that the pharmacy or super store must be on IIAS system, to use the program. These get automatically approved. We must keep up with ALL of our original receipts. There is a grace period until March 15 to spend any left over money, but the debit card only pulls from the current year. You have to pay out of pocket and submit a receipt to be reimbursed.

For the Flex Plan, you can complete the forms distributed or you can go to AU Access and the Self Service Tab to sign up for the Flex Plan. You can tell them to utilize current information like your current direct deposit. The form also gives you all the information about the program. You are directed to hit the Submit button to move through the forms.

Regarding Long Term Care Insurance, she said that you must contact Met-Life to participate, and it may be done at any time throughout the year.

All forms are due Monday, Dec 1 before 4:45 and must be postmarked prior to Dec. 1. Dec 2 is too late.

Miscellaneous benefits are listed in the presentation notes listed above.

David Hennessey asked that she explain the crown and root canal. She thinks that both are covered at 80% with the $25 deductable. Sylvia Holman is the person who can be contacted in the office for more specific information about that.

She also added that neither of the dental plans covered periodontal or orthodontics.

b.      Sustainability: Lindy Biggs

Lindy first asked how many people have heard about sustainability and asked who has seen the President’s Climate Commitment. Sustainability is about greening the campus as we have seen across national news. The President’s Climate Commitment is the president’s program to try to help college campuses to be leaders of making this movement towards sustainability. One goal is to reduce carbon emissions that she believes is causing climate change. 

Dr. Gogue has committed to the following after signing the American College and University Presidents Climate Commitment (ACUPCC) in September yet he wanted to make sure it was going to be supported. The Senate and SGA agreed that it was important so Dr. Gogue signed it. By signing it he committed Auburn to set up an institutional body to set-up a plan which will operate out of the Sustainability Office which is no longer run on soft money. Lindy has a task force representing different bodies of the University, Kathy Love from facilities, Jennie Swaim from Staff Council, people from different colleges, etc. This task force looks at the best way to proceed. The big job is to create a plan for the University to be climate neutral, and they do not have a timeline goal at this time. Eventually, there will be a steering committee and working committees to see how we proceed with this. They will want people from A&P or the employees we represent to participate. She shared that she wants there to be a campus conversation too. One goal is to reduce carbon emissions through the more efficient use of energy, especially in the old buildings on campus. There is one building that is doing a good job of that, the Gorrie building. They can achieve this goal by building new buildings and renovating old buildings to make them LEAD qualified.

This qualification doesn’t make the buildings cost more to build and renovate at this point. That means that over time we are saving 50% on the energy used to run that building.

The other issue is transportation, and that is harder than the buildings. She said that we have made huge advancements with Tiger Transit with limiting student traffic. They don’t know how to address the other cars that come to campus. Some campuses are encouraging carpooling, vans or expanding Tiger Transit. The plan will take two years to figure out and longer to implement it.

They will also look at the food system on campus and determining where the food offered is coming from.  They are currently working on creating the carbon footprint that Auburn is making. They will also look at vehicles used by facilities.

Sue Ann Balch asked about the potential to telecommuting as a way to help and that it is a topic that should be on the table. She also mentioned that people at other institutions are working flex time as well, 40 hours in 4 days, for example.

Lindy encouraged people to go to auburn.edu/sustainability for more information.

c.      Environmental Compliance Audit: Steve Nelson

Todd introduced Steve Nelson regarding the AU Environmental Audit. Steve wants to get the word out that there are auditors coming on campus on Dec 1 – 5 to audit. Only those departments who have environmental requirements will be effected. He encouraged people to visit the website for more information while he discussed how this process evolved as a proactive means of being in compliance with the EPA and avoiding fines.

Steve asked that people not change how they are doing things prior to Dec 1 so they can assess how we are truly doing things. The slide show shared the scope of the audit with the following areas:

·         Regulatory Programs (RCRA, CERCLA, TSCA, EPCRA, FIFRA, CWA, CAA, SDWA)

·         Labs and Stock Room

·         Food Services

·         Arts (sculpture, ceramics, painting)

·         Photography

·         Fine Arts and Theater

·         Athletic Facilities (training room, pool, laundry)

·         Clinics, treatment facilities

·         Nursing

·         Agricultural

·         Shops (carpentry, electrical, plumbing, painting)

·         Mechanical Rooms, Elevators, Generators, and Transformers

·         Central Supply, Receiving, Warehousing

·         Boneyard and Solid Waste Management area

They will be checking for asbestos and lead paint use on campus, chemical storage and handling for proper storage and labels, waste management.

There are guidelines for all of these areas on their website. He also shared the audit schedule. AUM was audited in September and in spring, the outlying units will be audited.

There is also a list of departments (about 50) who will be covered. This list is on the website.

Peer auditors will be conducting the audit, 8 teams from other schools.

·         Sept. 23 – 25, 2008 Auburn University at Montgomery

·         December 1 – 5, 2008 Auburn University main campus

·         Spring 2008 – Auburn University Outlying Units (AAES, NCAT, Airport, Solon Dixon, etc)

They have 60 days to correct things after they receive the report of the audit results.

More information is available at www.auburn.edu/administration/rms/envaudit.html.

Regina Williams shared that they have actually been trying to prepare for the audit, so she asked about finding MSDS sheets and asked if they were available through the University. He said no. She also asked about the photos that were included that she didn’t understand what the issue was in the picture. He offered to answer more questions later and referred her to the website.

VI.                Executive Committee – April Staton

April shared that name tags were obtained for the Executive Committee and she has now ordered one for all of the Assembly members. She asks that if you are at an event representing the A&P Assembly that you wear your nametag.

The Professional Development Committee will be able to provide an orientation as new people come onto committees, and she hopes for more uniformity and more information from that committee soon.

Todd has worked with Dr. Loce about the Childhood Initiative and she (April) and David Hennessey are serving on that committee.

After noting that the A&P assembly is not in the phone book, they will working on a solution to that for future books.

April noted that Maria’s presence on the Provost search committee resulted in their being time for the A&P Exec and Staff Council members to meet each candidate.

Todd also went on to say that the Vice President for Student Affairs and Provost position searches are being conducted at a national level, and the Provost process is wrapping up as they are on campus this week. He hopes to have someone from the Provost office attend our meetings in the future. The new search that has just started is the VP of Student Activities and Jamie Mantooth is serving on the search committee for A&P representation. We hope to get something in front of Dr. Gogue regarding the childcare initiative and the shared governances are working together.

The open forum for the last Provost candidate is tomorrow, and he encouraged folks to attend. That information is available on the AU website.

VII.              Unfinished Business

Todd asked for any unfinished business and there was none.

Regina did however share the status of the Vet School issue, and she shared that she met with the Dean of the Vet School on Oct 29 where she learned there would be a 2.5% supplement to those who would have to work over the break through his office. This doesn’t resolve the childcare issues. The pay would come in the January paycheck. For someone who makes $40,000 they would get around an extra $1000. Someone was concerned about the change in pay affecting their tax burden. It was suggested by someone that people might adjust their forms through Payroll for that one month.

VIII.            New Business

Officer elections will be in February and Todd encouraged people to consider if they want a role in the election. There will need to be two names for 3 members at large, secretary and Chair-Elect. He shared that the role of Chair is time consuming but a good thing. He just asked for people to watch for an email. February 4 is when the elections will take place. April 1 is when the officers take over.

IX.                Next Meeting: Feb 4, 2009

X.                  Adjourn: 2:16 p.m.