Administrative and Professional Assembly
Oct. 20, 2005
3 – 5:10 pm in 213 Foy Union
Approved 12/01/05
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 not in attendance were Joan Aston (work conflict), Drew Burgering (previous commitment), Pat Deery, Amy Douglas, Kale Hill (work conflict), Julie Nolan, Kirsten Perkins (work conflict), April Staton, Todd Storey (work conflict), and Tony Ventimiglia (work conflict).
The minutes from the 08/11/05 A&P Assembly meeting were approved.
Comments from the Chair
Special guests were recognized: Jenny Swaim, Staff Chair; Lynne Hammond, Assistant VP for Human Resources; and past Chairs of the A&P Assembly. Don Large and Lee Armstrong were invited to this meeting but were unable to attend due to previous commitments.
New Assembly members were introduced:
Keith Camp, representing Place 8 (Alumni, Library, and Provost Office) replaces Liz Peel, 2006 who has retired from the University.
John Owen, representing Place 15 (College of Agriculture), replaces Jennifer Nabors, 2007, who resigned from the Assembly on accepting a new position in the College of Engineering.
Keith and John will serve by appointment until the next election which will be February. They can be candidates to fill the remainder of the unexpired terms.
Since our last meeting, August 11, the leadership of A&P Assembly has represented you at the following meetings:
September 6 – University Senate – Harriette and Drew spoke in favor of the Senate’s revised Intimate Relations policy reflecting changes requested on behalf of the A&P Assembly. The motion did pass. We will be working with HR to tweak our sexual harassment and nepotism policies to address the issue of relations among supervisors and subordinates. Lynne Hammond reported that she has a draft of these changes reflected in the sexual harassment policy and will share those with the Assembly. University Senate minutes are posted online at http://www.auburn.edu/administration/governance/senate/senate-minutes-september6-2005.htm.
September 15-16 –Board of Trustees Committee meetings.
September 19 – Harriette meet with the Special Committee empanelled by the Southern Association of Colleges in Schools (SACS) to assess progress at AU with regard to:
September 27 – Harriette, Martha Taylor, A&P Past-chair; Drew Burgering, Chair-elect met with Provost John Heilman to review the candidates for the position of Associate Provost for Multicultural Affairs and Diversity. The candidates’ presentations are available online and feedback is solicited.
October 4 – University Senate meeting.
October 5 – Drew and Harriette met with consultants enlisted for the Presidential Search and provided copies of the A&P Survey results of desired characteristics for a new president (Appendix 1) with comments (Appendix 2). We expressed the continued fears that the board will guide this more for its benefit than the benefit of all. Drew asked if the strategic plan was a necessity to attract the best possible candidates and they indicated the plan should emphasize the strengths of the university but should not be too rigid so a new President could create direction of his/her own.
October 13 –President’s Cabinet – review the agenda for the October 28 Board meeting.
October 17 – Harriette attended the SGA Senate meeting to present our proposal of adding A&P representation to the Student Academic Grievance Committee. The SGA Senators will vote on the proposal next week, and then the proposal then goes before the University Senate for approval and on to the President for final approval. Our A&P representative can’t serve on this committee until the change is approved.
Dates to remember:
October 24 – SGA Senate – voting on addition of A&P employee to Student Academic Grievance committee
October 25 – Staff council – 9:30 Foy Union
October 28 – Special called meeting of Board of Trustees
November 3 – President’s Cabinet
November 17 – Board of Trustees
December 1 – A&P Assembly – 246 Foy Union
Harriette noted that the real work of A&P takes place in committees and represents an opportunity for our voices to be heard. A&P employees who have served on A&P committees, University committees, and Senate Committees and whose terms of service ended September 30 were recognized. Their service to our organization is greatly appreciated:
Nominations and Elections committee: Dianne Jay, Diane Anderson, Mary Ann MacKenzie
Professional Development committee: Lona Childers, Maria Folmar, Wiebke Kuhn
Welfare committee: Giovanna Brannon, Nancy Bernard, Michael Tullier
Calendar and Schedules committee: Julia Heflin, Katie Lee
Grievance committee: Cindy Selman, Jessie Shealey, Marilyn Johnson, Scott Snyder
University Insurance and Benefits committee: Abby Coan
Faculty Welfare committee: Dorothy Cordell
A&P employees are encouraged to contact any member of the Assembly or Executive Committee if they have an issue that needs to be addressed. There are several other means to communicate that as well such as the A&P Discussion Board and the Public Forum following each A&P Assembly meeting.
Presentation – Strategic Planning Initiative
Dr. Bill Sauser provided us with an update on the Strategic Planning Initiative. A&P employees have been involved in the process in various stages. The first stages are complete and a summary is ready for the President. The Board of Trustees has put this project on hold pending the hiring of outside consultants to lead the process from this point forward. The BoT expressed concerned that they did not have sufficient involvement in the process and that it may not adequately address national issues external to campus. Dr. Sauser may be involved in the process again at a later date as the BoT deems appropriate. The President has indicated that the work done up to this point may be used in the continuation of the Strategic Planning process.
Unfinished Business
Grievance Procedure Removal from the Constitution
To allow ample opportunity for A&P employees to voice any issues related to the pending vote on removing the Grievance Policy from the A&P Constitution a public forum devoted to this issue was provided.
The Chairperson clarified the issue on the table. It was noted that an A&P Grievance Policy is granted to us by the President and he/she allows us input and participation. Any changes we propose to that policy can only be presented to the University President as a recommendation. At the President’s request a new policy has been developed that provided one consistent policy for both A&P and staff employees. Because eh Grievance Policy is included in the A&P Constitution, if the President approves this policy then A&P will have to change it in out Constitution. Because we need to make the requested changes in a timely manner and because the policy is not defined by the A&P Assembly regardless of its inclusion in our Constitution, a motion was made for its removal. The floor was opened for comments.
Fred Bobo spoke in favor of leaving the Grievance Policy in the Constitution from an historical perspective. He was involved in the creation of the A&P Constitution and noted that the goal of was autonomy of the group. Including the Grievance Policy in the Constitution was so that Human Resources would not have control of this policy, A&P would. At that time the President and the campus attorney approved including the Grievance Policy in the Constitution. Fred noted that guidelines may need to be developed to administer the policy (like a statue) but that the policy itself should remain in the Constitution because removing of it would weaken the Assembly and the autonomy of the group.
Cara Mia Pugh asked if the Grievance Policy is removed from the Constitution, who could make changes to it? As with all other A&P policy changes, recommendations for changes could come from the Assembly to the University President for approval.
Cara Mia also asked in the proposed policy if there is a joint A&P and Staff committee or are there two. Cindy Selman responded that there are two separate committees guided by one consistent policy. Grievance initiated by an A&P employee would be processed according to this policy with A&P representatives on their grievance committee. Staff grievances have staff representation on their grievance committee.
Robert Gottesman commented that the membership should watch what this Assembly does. The Constitution requires that changes to it be approved by the Board of Trustees and asked why the Assembly changed it so that the President alone can approve changes now? Harriette responded that the board of Trustees empowered the president to act on their behalf in these matters. The Assembly had nothing to do with it.
Maria Folmar asked if a Grievance policy is more actionable in the Constitution or in the Policy handbook. Lynne Hammond responded that the official policy is that which is published in the handbook. It is more actionable in the handbook than in the Constitution because that one is the policy by which the University is bound.
Maria followed up by asking if we had one policy in the Constitution and a different policy approved by the President which one would take precedence. Lynne and Harriette confirmed that the President’s policy overrides any policy included in the A&P Constitution if the two are not the same. A&P serves in an advisory capacity but the President sets the policy.
Cara Mia asked why the faculty has a separate grievance policy. Lynne Hammond responded that the faculty employment procedures are not bound by the same policies as those of A&P and staff employees. She noted that ½ of all supervisors are faculty.
Ellyn Hix and Shawn Asmuth asked by the proposed changes to the Grievance Policy and the removal of the policy from the Constitution are being presented together?
Cindy Selman and several Assembly members clarified that it was coincidental. During discussions of the proposed changes to the Grievance Policy it was notes that such changes would necessitate an amendment to our Constitution. The question was raised as to why the Grievance Policy is in the A&P Constitution. Since the University President defines this policy and not A&P regardless, including it in our Constitution and the resulting bureaucracy seemed inappropriate. Since previous changes to the Constitution have taken a long time to be approved and because the existence of the policy in the Constitution is not binding, the motion was made to remove it from the Constitution so we can respond to needed changes in the policy more quickly. As a result, both issues are on the table at the same time. They remain two separate issues. Harriette remind everyone that all of this history is documented on the Web site.
Martha Taylor remarked that the A&P Assembly is not a policy maker. T he President has asked for our input/approval of these policy changes but we are unable to provide it because any changes to our Grievance Policy are wrapped up in the bureaucracy of being in the Constitution. This issue is irrelevant because the President is going to change the policy as he desired regardless of what we have in our Constitution.
Bill Kelly and Don Hudson asked why we can’t vote on both the removal issue and the changes to the policy at the same time.
If we vote to remove the Grievance Policy from the Constitution we can vote on the changes now. If it remains in the Constitution we are bound by the Constitution to advertise the proposed changes to the entire membership for one month prior to a vote so all A&P employees can familiarize themselves with the changes before the vote. Most of the A&P employees present today appeared to be unfamiliar with the proposed changes. Teresa vest noted that the process is working the was the framers intended: changes to the Constitution require deliberate steps so the Assembly alone cannot make changes to this policy. Martha Taylor reminded the membership that they elected their Assembly members to make such decision on their health. No other policies are included in the Constitution.
Following these discussions all A&P employees present voted by ballot on the motion:
That the Grievance Policy be removed from the A&P Constitution.
This motion did not pass. 50 – not, 17 – yes, and 1 – abstained. The Grievance Policy remains in the A&P Constitution.
Grievance Procedure Policy Changes
The second motion on the floor was for the Assembly to vote on the proposed changes to the Grievance Policy. This vote was tabled until the next A&P Assembly meeting in accordance with Constitutional requirements. Because this policy remained in the Constitution the proposed changes must be published for one month as proposed Constitutional reforms and then voted on by the membership as a whole. The changes will be displayed on the A&P web site (see Appendix 4 and 5). The vote will be taken at our next meeting. Any changes we make to the policy in our Constitution are not binding if not also approved by the University President.
Committee Reports
Nominations & Elections Committee Report
Karen Rankin presented a report from the N&E committee – see Appendix 3.
Calendar & Scheduling Committee Report
Cathy Ramey reported that there has been no business before the Calendar & Scheduling committee. The next meeting will be called as the need arises.
Professional Development Committee Report
A report from the Professional Development Committee was presented by Maria Folmar. At the Assembly meeting on August 11 the Professional Development Committee reported on an action plan regarding implementation of recommendations previously submitted to the Assembly. The Committee recognizes the need for commitment to the proposed plan throughout the university and at all levels. The Committee suggests that elements of the proposed plan, which incorporates a key component in the form of enhancing and more clearly specifying the role of the supervisor in AU training and professional development processes, be incorporated into developing core processes and into the new performance management system. The Committee has continued to refine the recommendations and action plan. We submit the plan to the A & P Executive Committee and ask that these items be reviewed by the Committee with a request that they then be considered for presentation to the Assembly and the AU Administration.
Public Forum
There were no additional comments.
This meeting was adjourned by the Chair at 5:15 pm.
Respectfully submitted by
Cathy Ramey, Secretary, A&P Assembly
Appendix 1 - A&P Survey Results
Appendix 2 - Survey Results Comments
Appendix 3
Administration and Professional Assembly
October 20, 2005
Nominations & Elections Committee Report
Presented by Karen Rankin
Nominations for A&P Committee Vacancies
If approved, terms begin October 1, 2005.
Nominations & Elections - 3 positions rolling off 2008
Professional Development - 1 position rolling off 2006 & 3 positions rolling off 2008
Welfare Committee - 1 position rolling off 2006 & 3 positions rolling off 2008
Calendar and Schedules - 1 position rolling off 2008
Grievance - 1 position rolling off 2007 & 5 positions rolling off 2008
Appendix 4 - Final Draft of Proposed Grievance Policy
Appendix 5 - Final Draft of Proposed Grievance Policy Form
Return to A&P home page