Category Archives: Meeting Minutes

June 2016 Minutes

Council of Academic Professionals
Thursday, June 2, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Kristina Miller (1), Mike Garvey (2), Amy Hovious (2), Andrew Reynolds (4), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Elizabeth Wahle (6), Teresa Steckler (6), Tanisha King-Taylor (7), Mindy Spencer (8), Mike Bohlmann (9), Melissa Madsen (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Deb Stone (ex-officio)

  1. Call to Order – Chair Mike Bohlmann called the meeting to order at 1:15 p.m.
  1. Public Comment – None.
  1. Chair’s Remarks – Mike Bohlmann noted there was still no state budget, and that the Senate Executive Committee was discussing the Governor’s appointment of John Bambenek (Adjunct Instructor at UIUC) as the faculty member to the Illinois Board of Higher Education, and other universities were also very upset.
  1. Review and Approval Previous Month’s Minutes – Jeff Stein made a motion to approve, and Wendy White seconded; motion passed.
  1. Procedures and Elections Committee – Annual CAP election: The nominations process was overseen by Melissa Madsen, Tracy Parish, and Elizabeth Rockman.  The following offices for ballot were uncontested, and the results were as follows:
  • Chair:  Jeffrey Stein
  • Vice Chair:  Tracy Parish
  • Secretary:  Elizabeth Rockman
  • Grievance Officer:  Tanisha King Taylor
  • Assistant Grievance Officer:  Wendy White
  • At-large Member:  Rick Atterberry

Elizabeth Wahle made a motion to accept these uncontested nominees, and Ravi Ramrattan seconded; motioned passed.

The following offices were put to a vote, and the results were as follows:

  • CAPE Awards Vice Chair:  Ravi Ramrattan
  • Communications Officer:  Mindy Spencer
  • Communications Committee:  Beth Hall (more members may be needed)
  • Procedures and Elections Committee:  Betoel Escobar and Richard Gegg (more members may be needed)
  1. Announcements:

Kristina Miller announced that next year’s CAPE Awards Reception is scheduled as Thursday, April 6, 2017, though in past years has been subject to change based on the Chancellor’s schedule.

  1. Communications Committee – Nothing to report beyond the fact that Melissa Madsen said she has many CAP brochures to hand off to the new Communications Officer.
  1. Grievance Officer Update – Beth Hall noted there were no new grievances this month; one was heard last month in closed session, for which a report will be amended for some factual corrections before sending to the Chancellor.
  1. Academic Human Resources Report by the Associate Provost for Human Resources

Budget Update – Deb Stone said another legislative session had passed with no state budget.

Other Updates – Deb gave more clarity on the new Fair Labor Standards Act changes effective January 2017 related to the exemption of overtime pay and reporting for individuals, as the salary threshold will be changing to $47,476.  There will be exclusions to the new ruling, which is being worked out now.  The regulations are clear what duties do and do not fall under this threshold for removing the exemption.  A detailed DDDH communication will go out when more is known, and there will be information sessions for Deans and Department Heads.  For this ruling, overtime funds would only be disbursed at half-time for these salaried employees.  The rules impact some Civil Service Exempt employees as well as Academic Professionals.  For AP’s this accounting would be based on a 40 hours week.

Beth Hall asked if comp time would be allowed.  Deb noted that comp time would likely not be allowable, and that the UI has pretty generous leave benefits.  Rich Atterberry noted that Business Managers would likely lobby for comp time to be applied.  Deb noted that if it were to impact a day in the week, that could constitute a change in work schedule, and also that this timeframe is a longer implementation window than the anticipated December 1 deadline.  Beth asked for more clarification about the difference in flex v. comp time.  Deb noted that HR Working Groups would be working on many issues, including communications and training.  Jeff asked who could provide expertise on this, and Deb said either herself or Jami Painter in University Administration.

  1. Report from Academic Professional Senators; and Senate, Campus, and University Committees

Melissa reported that the 7th Senate Review had met three weeks prior, and would meet again next week.  They have been working on this for three years, and seem receptive about three additional campus districts receiving representation.

Rick Atterberry note that the Senate is concerned about the number of open Dean positions.

Kristin asked about the Chancellor Search, and it was noted to have Tracy ask Darcy to attend a CAP meeting to update on the process.

  1. Orientation for New CAP Members and AP Senate Representatives – The PowerPoint presentation will be shown next month by Rich Gegg. Otherwise, information was provided related to expectations:
  • If CAP members cannot attend a CAP meeting, notify Jeff Stein and Elizabeth Rockman
  • CAP members are encouraged to join CAP Committees, Ad Hoc Committees, and other CAP efforts
  1. Unfinished Business – Kristina noted that CAP helps with the All Employee Expo, and Amy Hovious volunteered to help with that effort.
  1. Orientation planning for new CAP members and AP Senator representatives – Orientation is in June.
  1. Unfinished Business – Tracy Parish noted that he talked with Katie Ross of Benefits, and that she clarified the status of the in-network payments issue. Individuals are encouraged to call their benefits provider.
  1. New Business

Rick Atterberry pointed out that the pay by phone parking option can allow for 15 minute increments rather than two hours, but our campus does not yet allow for that.  Beth Hall said that Parking is thinking of changing companies.  Parking may be asked to provide updates at a future meeting.

Jeff Stein discussed the Open Source Policy, and how that may impact research roles, including for AP’s who are evaluated on publications.  Journals may all have different requirements for their work, and they have copyrights.

  1. Closed Session for Privileged Information/Grievances – No closed session was held.
  1. Adjournment – Ravi Ramrattan made the motion to adjourn, and Tanisha King-Taylor seconded; motion passed.  Meeting was adjourned at 3:05 p.m.

May 2016 Minutes

Council of Academic Professionals
Thursday, May 5, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Shawna Naidu (3), Todd Spinner (3), Maeve Reilly (4), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Mike Bohlmann (9), Melissa Madsen (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Elyne Cole (ex-officio)

  1. Call to Order – Chair Mike Bohlmann called the meeting to order at 1:20 p.m.
  1. Public Comment – None.
  1. Chair’s Remarks – Mike Bohlmann welcomed new/incoming members Amy Hovious and Andrew Reynolds, and recognized Kathleen Booth and Maeve Reilly, who were leaving CAP. He thanked CAP members who served in leadership positions, including Rich Gegg as Vice Chair, Elizabeth Rockman as Secretary, and Melissa Madsen as At-Large Member; Beth Hall as Grievance Officer and Jeff Stein as Assistant Grievance Officer; Maeve Reilly as Communications Chair and Mindy Spencer as Communications Vice Chair; and Tim Flanagin as CAPE Chair and Kristina Miller as CAPE Vice Chair.

Mike noted that the CAPE reception was very successful.  He discussed the last Senate meeting of the 2015-2016 Academic Year, and that there was a heavy agenda.  He looked back at a productive year, with little time on the CS issue, good inroads on strategic planning, work on Provost Communications, and background checks.

  1. Review and Approval Previous Month’s Minutes – Jeff Stein made the motion to approve, and Ravi Ramrattan seconded; motion passed.
  1. Announcements:

Report from Academic Professional Senators; and Senate, Campus, and University Committee Reports – Rich Gegg noted that General University Policy wrapped up and finished resolutions on licensing, IT accessibility; he also noted on the background check policy that 303 had been completed, and no one was denied employment, and that next year there would be a policy introduced on multi-year contracts.  Elizabeth Rockman discussed the drafting of the Faculty Staff Assistance Program’s UPLIFT effort.  Rick Atterberry talked about Diversity and Inclusion efforts, and that the Athletic Board needs to report.  Jeff Stein talked about the Admission Committee and President Killeen’s targeted admissions goal; Provost Feser has appointed an Enrollment Strategy Committee, and the Chair of the Admissions Committee will contact him to ensure there is broader representation.

  1. Communications Committee – Nothing to report beyond the fact many e-mails have been sent.
  1. Procedures and Elections Committee – Rich thanked Maeve Reilly and Amanda Tucker for their help with elections. There will be a special election for a 2-year spot in District 2 and an AP Senator seat in District 6.

For the CAP Elections Committee, Tracy Parish is the lead person, and Melissa Madsen and Elizabeth Rockman are helping as well.

  1. Grievance Officer Update – There will be a closed session at the end of the meeting.
  1. Academic Human Resources Report by the Associate Provost for Human Resources

Budget Update – Still no state budget, and clarification was given about the information request for Civil Service layoffs (there was inaccurate information in local and state newspapers); the announcement was not meant to inspire anxiety or tell departments to eliminate positions, but it was meant to reduce the numbers of individuals who would be bumped.  So far the numbers of AP’s receiving notice have been the same as in the past.  Mike asked about the stop-gap funding, and Elyne said there was no further update.

Academic Professional Development Fund – The program has been suspended, and to date the fund has paid for 103 requests, for a total of $53,019.50 (total declined 5, none pending).  Rick asked if the Business Managers Group was notified, and Elyne noted that they were on the list to tell.

Otherwise, Elyne also explained the role of benefits being determined by AFSCME negotiation happening at the state level, which is currently being mediated with the Labor Board.  Deb Stone added that there should be a decision from the Labor Board.  Elyne noted the rates could be much higher, and Deb clarified that would be according to which level individuals choose.  Kathleen Booth noted the difficulty of choosing plans for which costs are not finalized, and Rick touched on faculty retention.

Elyne reiterated that due to the SURS changes, individuals cannot commit to future employment after notice is given of retirement.

  1. Ad hoc committee on CAP role in budget crisis – No update.
  1. Ad hoc committee on by-laws update – Maeve made a motion for Mike to work with Elyne on language within the statute, and Kristina seconded; motion passed.
  1. Orientation planning for new CAP members and AP Senator representatives – Orientation is in June.
  1. Unfinished Business – Tracy Parish noted that he talked with Katie Ross of Benefits, and that she clarified the status of the in-network payments issue. Individuals are encouraged to call their benefits provider.
  1. New Business – A guest brought up the non-tenure track faculty issue relating to CAP.
  1. Closed Session for Privileged Information/Grievances – Closed Session was held to discuss a grievance.
  2. Adjournment – Kristina Miller made the motion to adjourn, and Ravi Ramrattan seconded; motion passed.

Meeting was adjourned at 3:35 p.m.

April 2016 Minutes

Council of Academic Professionals
Tuesday, April 12, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Richard Gegg (1), Kristina Miller (1), Shawna Naidu (3), Todd Spinner (3), Maeve Reilly (4), Rick Atterberry (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Mindy Spencer (8), Mike Bohlmann (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Elyne Cole (ex-officio)

1.    Call to Order – Chair Mike Bohlmann called the meeting to order at 2:05 p.m.

2.    Public Comment – None.

3.    Chair’s Remarks – Mike Bohlmann noted state budget is still in flux, and that there was a budget resolution at Senate.  Elections are winding down, and the June meeting will be when new members come in.  Mike didn’t run, but might volunteer for Senate Committees; he will remain Chair one more full meeting and the start of the following meeting.

4.    Review and Approval Previous Month’s Minutes – Jeff Stein made the motion to approve, and Ravi Ramrattan seconded; motion passed.

5.    Announcements:

Report from Academic Professional Senators – Rick noted that in the last Senate meeting the motion was to divest from coal-related energy, which is minimal, which passed.  Senate also adopted a climate action plan, and the afore-mentioned budget resolution.  Senate Chair Gay Miller was supporting of continuing to find real-world examples of when health-care bills are not being paid/honored.  There is one Senate meeting (5/2/16) left in the Academic Year.

Senate, Campus and University Committee Reports – Jeff Stein noted that the Committee on Admissions was going to have their first of the year.  Rich Gegg discussed a 24 notice rule related to e-mail release, and that there will be a licensing committee (no one unit can determine that issue).

Senate asks for names for faculty positions for Senate Committees by May, and usually CAP submits in the summer, which is not as timely.  Mike will work with Tim Flanagin and Rich Gegg about which committees will have AP vacancies, and announce those to all APs.

6.    Communications Committee – Nothing to report.

7.    Procedures and Elections Committee – Rich Gegg discussed that elections just finished, that they were challenging, and that voter turnout was low.  The following seats were filled:  District 2 – Amy Hovious, District 3 – Todd Spinner, District 4 – Andrew Reynolds, District 5 – Rick Atterberry, District 9 – Richard Stokes.  Discussion followed about how to get more to run for CAP, and while participation is encouraged, it is not required for all supervisors to support individuals to be in CAP, and that higher-level administration can support CAP but not require that of units.  It was also noted that it’s CAP members’ responsibility to talk up what CAP does.

8.    CAPE Awards – CAPE Awards ceremony follows CAP meeting.

9.    Grievance Officer Update – Beth Hall had met with one individual, and Jeffrey Stein reported being in the middle of one report.

10.    Academic Human Resources Report by the Associate Provost for Human Resources

Budget Update – No official plans regarding eliminations have been released.  Mike clarified that while the Provost said payroll could be covered through FY17, that reassurance did not guarantee positions.  Elyne clarified that nothing has been imposed regarding Civil Service, but that HR is trying to minimize the impact (ie., of one elimination causing 8-10 bumps).  Duties cannot just be given to APs as whole jobs, and AHR may be contacted about when that balance becomes a tipping point.

Academic Professional Development Fund – The APDF has had 96 applications for a total of $50,019.50; 5 were declined and 1 was pending.  Unfortunately the program has been suspended (and applications received by the end of April 12 would be reviewed), and CAP would notify members.

Elyne also noted that there has been SURS communications about tax issues individuals and units not being allowed to agree on a future work plan once retirement plan is submitted, nor may an individual volunteer to help after the service date and before an agreement is made.  If this is violated, SURS may lose their tax exempt status.  This is particularly problematic for faculty, as they advise graduate students, supervise research, etc.  This does not mean individuals cannot come back to work after the transition, but that the agreement cannot be made ahead of time.  There will be retirement seminars to clarify this issue.

11.    Information from OBFS on employee reimbursements – Kristina noted there had been two articles in the News-Gazette about the communication regarding 30+ days before payments, and that there are 8 openings in UPAY and 18% of the employees are Civil Service; the manpower is lacking, and they have one-third of their positions vacant.  There is a process for individuals to apply to get their funds faster if they have dire circumstances, but few cases are accepted and that only reduces the time to 15 days.  It’s advised to use TEM/Pcard whenever possible to avoid going out-of-pocket on expenses.  Beth Hall noted that some units don’t allow that mode of payment, and Elizabeth Rockman added that not all charges are accepted.

12.    Ad hoc committee on health insurance issues for APs – There was discussion regarding whether CAP should make a resolution.  Tracy Parish said that directly state-funded plans are paying claims, but payment plans are out of pocket.  Dental payments are 9-10 months behind.  CMS will add interest to old payments.  Deb Stone noted that using in-network providers will ensure that individuals will not have to pay up-front.  Tracy plans to follow up with Candace Shimkus at CMS, and Deb Stone recommended contacting Katie Ross of UHR, as she works with CMS.  Mike continues to accept and pass along stories about these issues.  Related to the resolution, Jeff made the motion, and Rich seconded; it passed.

13.    Ad hoc committee on CAP role in budget crisis – Mindy and Maeve will meet with Amanda soon.

14.    Ad hoc committee on by-laws update – No update.

15.    Unfinished Business – Ravi discussed Eastern Illinois University situation.

16.    New Business – A guest brought up the non-tenure track faculty issue relating to CAP.

19.    Closed Session for Privileged Information/Grievances – None.

16.    Adjournment – Kristina Miller made the motion to adjourn, and Ravi Ramrattan seconded; motion passed.
Meeting was adjourned at 3:45 p.m.

March 2016 Minutes

Council of Academic Professionals
Thursday, March 3, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Todd Spinner (3), Maeve Reilly (4), Dustin Yocum (4), Rick Atterberry (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tracy Parish (8), Mindy Spencer (8), Mike Bohlmann (9), Melissa Madsen (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Jeffrey Stein (11), Elyne Cole (ex-officio)

  1. Call to Order – Chair Mike Bohlmann called the meeting to order at 1:20 p.m.
  2. Public Comment – None.
  3. Chair’s Remarks – Mike Bohlmann noted there is still no state budget, and that the general consensus among the President, Chancellor, and Provost is that there may not be one until after the November 2016 elections.  UI does not seem to be in the same straits as Chicago State University, EIU, or WIU.President is still moving forward on UI Strategic Planning, and Mike reminded all to go to the March 14 session.  For the SURS Advisory Committee, there were 8-10 volunteers.
  4. Review and Approval Previous Month’s Minutes – Jeff Stein made the motion to approve, and Ravi Ramrattan seconded; motion passed.
  5. Announcements:
    Report from Academic Professional Senators – Rick Atterberry noted the last Senate meeting was very short.Senate, Campus and University Committee Reports – Darcy Sementi, who is serving on the Chancellor Search Committee, discussed the Town Hall Meeting on March 11.  CAP members discussed various ways to engage APs in this discussion, including official statements, brown bag meetings, and other venues.  Darcy clarified the anticipated timeline.
  6. Communications Committee – Mindy Spencer updated on the CAP brown bag info session on South Campus, which Rick Atterberry organized and Mike, Elizabeth, Rich, Rick and Mindy helped facilitate approximately 15 individuals.  Also planned was a north campus brown bag info session, and other districts have held them as well.  Ideas promoted were “bring a friend” and to encourage feedback on the Chancellor position at meetings.
  7. Procedures and Elections Committee – Rich Gegg noted there were two candidates each for the three Senate district, and those elections would kick-off the following Monday (for a week), and that CAP elections would be held (there had been special elections for Districts 8 and 9 previously).
  8. CAPE Awards – The April CAP meeting was suggested to be moved to April 12 to accommodate the changed date for the CAPE Awards.  Jeff Stein made the motion to approve, and Elizabeth Wahle seconded; motion passed.
  9. Grievance Officer Update – Jeffrey Stein and Beth Hall had been informed of urgent matters to be discussed in closed session.
  10. Academic Human Resources Report by the Associate Provost for Human Resources
    Budget Update – None.Academic Professional Development Fund – The APDF has had 89 applications (3 denied for time submitted) for a total of $44,669.50; 3 were declined and $43,819.50 have been funded.Discussion followed on proactive measures APs could work out with departments in the case of extreme budget cuts, such as: offer to leave earlier with a cash payment, offer to reduce appointment from 100%, and reduce from 12 month employment.  Elyne noted there could be possible personal consequences.  At this time there cannot be more than 25% lump sum except in extenuating circumstances and in the case of a separation agreement.  Individuals and departments could have difficulty with the full amount of T-contract.  Sandy Jones and Deb Stone noted various issues related to creative suggestions, such as 9 month employees retaining notice but not health care costs over months not worked.  In cases where employees change percentages or months, there is no promise of returning once/if budget improves.  Furloughs are not on the table.
  11. SURS MAC AP Representative Appointment – A vote was taken for two candidates, and Tracy Parish will serve in this role.
  12. APDF and District 1 discussion – District 1 still has interest in having funds be administered under the APDF protocols.
  13. Senate proposal to change Senate electorate and representation – Mike asked all CAP members to encourage AP Senators to go to the vote on this, in case the proposal could lead to less AP representation.
  14. Ad hoc committee on CAP role in budget crisis – No update.
  15. Ad hoc committee on by-laws update – The committee has not met with AHR yet.
  16. Unfinished Business – None.
  17. New Business – Discussions were held regarding budget hearings and state insurance issues, and how CAP members’ roles intersect.  Mike, Tracy, and Kristina volunteered to organize personal stories regarding impact of late/no health payments to disseminate to public officials.
  18. Closed Session for Privileged Information/Grievances – Closed Session was held.
  19. Adjournment – Meeting was adjourned at 3:45 p.m.

February 2016 Minutes

Council of Academic Professionals
Thursday, February 4, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees: Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Todd Spinner (3), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Shawna Naidu (3), Tracy Parish (8), Mindy Spencer (8), Mike Bohlmann (9), Melissa Madsen (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Elyne Cole (ex-officio)

  1. Call to Order – Chair Mike Bohlmann called the meeting to order at 1:15 p.m.
  1. Interim Chancellor Barbara Wilson – Chancellor Barbara Wilson noted that she is not involved in the Search for the new Chancellor, but updated on her top priorities:
  • Athletics, as the front porch of the University, is taking a good deal of time, specifically relating to the new Athletic Director Search, which has garnered a lot of attention around the state (even more than the Chancellor Search).
  • Budget is clearly a crucial issue, with the UI in the middle of a conflict between two political parties and an ongoing struggle related to unions; UI administrators are in Springfield quite a bit, with the President working along bipartisan lines, and trying to get a bi-yearly budget. UI is not in the same situation as EIU or Chicago State. The predominant argument is that UI graduates students and has an important impact on the state’s economy.
  • Diversity remains a national issue, with the Provost calculating diversity support (including the TOP, scholarship, programming, etc.) at $40 million. There will be a new Associate Vice Chancellor for Diversity (to replace Menah Pratt-Clarke’s former position), and will be drawn internally from UI faculty. There is mandatory training on implicit bias for all involved in Search Committees.
  • Communications are crucial, and we all need to do a better job with letting everyone know what we’re doing. Chancellor Wilson has “Chats with the Chancellor” with students (most of whom do not read e-mails).

    Thoughts and suggestions from CAP attendees and members were as follows:

  • Mike Bohlmann noted that he thinks it would be good to have an “elevator pitch” ready to help with the communication issue. Chancellor Wilson noted that we should communicate our graduation rates and work to create citizens of the future, and to talk about how 1 in every $17 in the state is generated by UI.
  • Rick Atterberry asked how the UI is engaging local businesses and politicians to advocate for us, and the Chancellor replied that there would be talking points system-wide on the UI website.
  • Teresa Steckler asked about rationale for the Associate Vice Chancellor for Diversity being internal, and Chancellor Wilson cited a need for the individual to be knowledgeable about the UI as soon as undertaking the position, as well as have already built relationships and be ready and able to impact change.
  • Elizabeth Wahle asked about the UI’s need to reduce administrative overhead, and Chancellor Wilson responded that there are already a number of exercise being implemented to reduce administrative cost; she referred to past efforts such as Stewarding Excellence, and past years’ cuts and collapsing offices. One example cited was that of 37 LAS departments, there are 26 shared services; otherwise, many support systems, such as IT and student services, contribute to our campus’s first year retention rate being 93%.
  • Jeff Stein commented that most of that support comes from Academic Professionals, but when there are difficult budget times, APs are the easiest to cut; Chancellor Wilson noted that APS are the backbone to the institution, and everyone plays a role. Mike Bohlmann said that CAP would like to be proactive, and help to be creative about alternate revenue streams and strategic planning about resources, and the Chancellor noted that all suggestions are welcome. Mike also offered that CAP can be a conduit to help with strategies for creative repurposing, rather than elimination of AP positions.
  1. Public Comment – None.
  1. Chair’s Remarks – Mike Bohlmann discussed the UI Strategic Planning process, with the draft version being shared with the entire UI community; he noted that the town hall meeting was productive. Elizabeth Rockman asked if APs could be included in the Strategic Planning process (since they were not included in the focus groups that UIC and UIS were), and Mike responded that they could comment on the plan. Jeff Stein asked if CAP should comment as a body, and Mike thought that individual responses were helpful. Kristina Smith asked about the timeline, and Mike said that that would be 2-4 weeks rather than months, and that there was another Steering Committee meeting in 2 weeks.

    The President made his annual visit to SEC, and discussed what happens if a budget is not passed; thankfully we do have some cash reserves so are not in the EIU situation, but the situation grows worse.

  1. Review and Approval Previous Month’s Minutes – Once change was made; that Teresa Steckler was at the meeting remotely. Jeff Stein made the motion to approve, and Ravi Ramrattan seconded; motion passed. Elizabeth Rockman reiterated that everyone should sign-in at the meeting, particularly in light of a new attendance policy being introduced into CAP Bylaws (for those who call in, they’ll need to let Elizabeth know they are on the line).
  1. Announcements:
    Report from Academic Professional Senators – Rick Atterberry noted there was some additional discussion on background checks.

    Senate, Campus and University Committee Reports – None.

  1. Communications Committee – Mindy Spencer updated information related to the Chancellor visit. Discussion was centered around communications about CAP. Others discussed doing brown bag lunches, tweeting info about CAP, and other social media. It was agreed to have two brown bag lunches, one north campus and the other south campus, in order to help provide a forum to discuss opportunities to get involved in CAP, as an AP Senator, with CAPE, and/or with campus/senate committees.
  1. Procedures and Elections Committee – Districts 2 and 9 need an extension for the self-nomination process for Senate, since there were some issues with lists; there will be an extension to all to be consistent. For CAP elections, self-nominations must be done by mid-March. Otherwise, for the brown bag lunches, Mindy volunteered to organize the one for south campus, and Kathleen Booth and Dana Tempel volunteered to help with the north campus program.
  1. CAPE Awards – Kristina Miller said that finalists would be selected by the committee by the following Monday.
  1. Grievance Officer Update – Jeffrey Stein and Beth Hall received one contact, and they met with AHR.
  1. Academic Human Resources Report by the Associate Provost for Human Resources
    Budget Update – Elyne Cole said she had no further budget update than what Chancellor Wilson provided.

    Academic Professional Development Fund – The APDF has had 73 applications (3 denied for time submitted) for a total of $36,867.50; 3 were declined and $36,017.50 have been funded.

    Elyne followed up on the question asked last CAP meeting about terminal contract numbers, and noted that so far there are 34 this year for programmatic or budgetary reasons, with older numbers as follows: 120 for AY15, 64 for AY14, and 75 for AY13. The question was asked how many are currently on notice, as the three possibilities are that the contract ends when employment ends, that the contract may end early if the employee takes another job, and there can be an extension of the notice of non-reappointment. Elyne said we may be entering a period where there may be more issuing the notices, and that CAP may help advocate for employees. Jeff Stein said that it would be helpful to add to the question: ie., how many people are currently on a notice of non-reappointment; Elyne asked what would the information be used for, and he responded that a sense of what’s going on would help with awareness of how CAP can help. Rick acknowledged this may be a different conversation since there is not yet an indication that more are being laid off, and asked if there were more retirements at this point; Elyne responded that the numbers do not show that. Mike noted that there was a concern that CAP be part of the conversation while people are being impacted. Elizabeth Wahle referenced when all Extension employees got a terminal contract notice. Mindy Spencer noted it was a morale issue, since APs are easiest to cut; Kathleen Booth clarified that APs are also the easier group to get to do much more work. Elyne asked for more clarification of information needs, and Sandy Jones also asked if CAP wanted info on how many are still on a terminal contract and if they’d been extended or not. Kathleen asked if there could be more information on how many programs were being cut completely, and Elyne noted that information was not available. Theresa Steckler said it would be useful to know how many APs there are on a yearly basis, and Elyne and others referred to DMI campus profile data. Jeff Stein said it would help to get numbers of APs and #’s of notice of non-reappointment per month, so as to ease tensions by being aware and available. Mindy said that the concerns were based around those terminal contracts issued for programmatic and budget, not performance. Elyne reiterated that HR doesn’t know about entire units being eliminated in advance. Tracy Parish said that Campus HR finds out about the notice within 7 days of its being issued, and that it would be helpful to get ahead of the curve if possible. Deb Stone said that it might be helpful to have a fuller discussion of the policies with the Ad hoc Committee on CAP Role in Budget Crisis, and to find a balance of information without going directly to unit heads with questions/concerns.

  1. Ad Hoc Committee on CAP Role in Budget Crisis – This committee will meet with Sandy Jones in order to clarify what the actual process is before re-submitting a draft report.
  2. Ad Hoc Committee on Bylaws update – None. Mike indicated this might be ready by the March 2016 meeting.
  1. Unfinished Business – None.
  2. New Business – None.
  3. Closed Session for Privileged Information/Grievances – None.
  4. Adjournment – Ravi Ramrattan made a motion to adjourn, and Dustin Yocum seconded; meeting was adjourned at 3:35 p.m.