September 2016 Minutes

Council of Academic Professionals
Thursday, September 1, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Rich Gegg (1), Kristina Miller (1), Amy Hovious (2), Shawna Naidu (3), Todd Spinner (3), Andrew Reynolds (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tracy Parish (8), Mindy Spencer (8), Rebecca Ferrell (9), Richard Stokes (9), Ravi Ramrattan, Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Deb Stone (ex-officio)

  1. Call to Order – Chair Jeffrey Stein called the meeting to order at 1:15 p.m.
  1. Paul Ellinger, Vice Provost for Budget and Resource Planning: Vickie Gress accompanied Vice Provost Ellinger, who discussed the following:
  • State support of each students, compared within the CIC
  • State funding trends, with context that State pays benefits
  • UIUC Budget breakouts by funding types (tuition, State, grants, etc.)
  • Budget shortfalls, permanent reductions, and budget allocations
  • Budget annual average growth (largest is financial aid)
  • Central investments in financial aid
  • Guiding principles of budgeting
  • Promoting fiscal management with strategic planning for access and diversity
  • What lies ahead related to sustained State commitment, philanthropy, tuition, barriers to funding, Budget Reform Initiative, new revenue streams (online, etc.)
  • New Budget Reform initiative to be implemented in next 2 ½ years

Questions and comments followed:

  • If we are not relying on State funding as much, should we be a public institution? Ellinger noted that benefits are covered by the State, and we do not have the endowments to support that cost.  Gress also noted that all buildings are owned by the State, and would have to be purchased.
  • Comment was made about the fact UIUC makes more money from out-state students, but that campus has pressure from politicians about in-state students.
  • How was money disbursed in FY16 that was not yet approved/received? Gress noted that there have been cash contingency plans.
  • Economic impact of UI on state was discussed, and expertise could be provided to help with budget.
  • Ellinger noted he is seeking more dialogue, and would use CAP for input.
  1. Review and Approval Previous Month’s Minutes – Elizabeth Wahle made a motion to approve, and Rich Gegg seconded; motion passed.
  1. Public Comment – None.
  1. Chair’s Comments – Jeff reported that for Fall CAP meetings, he is working to have Parking in October, Chancellor Jones in November, and Interim Provost Feser in November. For Spring CAP meetings, he will work on scheduling President Killeen, and CAPE is in April.
  1. Announcements:

Expo – Amy Hovious confirmed that Employee Expo is October 18.  There will be an ideas poster board, brochures, and some giveaways will be purchased through AHR funds.  Volunteers are asked to cover 9:30 – 2:30.  Kristina Miller has the CAP banner.

Ad Hoc Committee related to Notice Rights – Rick Atterberry noted that Gay Miller was concerned about potential reduction of notification rights for APs.  Deb Stone thought more info was needed as to whether serious consideration has been given to this issue or if benchmarking is the main goal.  Discussion focused on forming a group to address what could be done if such a possibility were sought.  Jamie Painter clarified that UA was asked to prepare benchmarking information, for purposes of presenting to the Board of Trustees.  Jeff asked if this information could be shared with CAP, and will follow-up with Jamie.

7th Senate Review – Melissa said the Senate is supportive of formal approval to add seats for Districts 4, 7, and 10.  She recommended redistricting right away to remove offices the Senate would reject, and for numbers balance.  Elizabeth noted that Betoel Escobar, Ronnie Kann, and she had suggested reasoning several years before for not doing so (as the administrative leadership is already removed through other means), and to maintain integrity of the districts that have not yet been represented yet.

  1. Committee Reports:

CAPE Awards Committee – There were 46 nominations (at least one from each district) to serve on the CAPE Awards Committee.  CAPE flyers will be made available at Expo.

University Professional Personnel Advisory Committee – No report.

Academic Professional Senators – Rick said that there was to be review of the professional and ethical responsibilities of the Division of Athletics, as campus is very supportive.

Senate, Campus, and University Committees – Jeff updated that the Chancellor has reported to the SEC about budget, and that Humanities faculty resignations are up 66% over last year; also the American Indian Studies program is being looked at for viability since there are currently no affiliated faculty.

Procedures and Elections Committee – Tracy noted there is a vacancy on the Joint Committee on Socially Responsible Licensing and Investment; of two names forwarded, the Chancellor will accept one.  There are CAP vacancies for District 2 and 4.  Tracy is working on an Ad Hoc Committee with Mindy, Elizabeth and Rick to summarize some protocols:  a philosophical statement, notes on speakers to schedule, officer transition, communications, and bylaws will all be covered.

Communications Committee – Mindy stated that CAP has a PR issue, and she would like to brand CAP.  She asked that Doug Lamb provide new AP contact info quarterly.

 

Grievance Officer – No report.

  1. Academic Human Resources Report – Deb Stone said that budget had been covered by Paul Ellinger. She pointed out that President Killeen was quoted in the News-Gazette as supporting a mid-year salary increase.  The Civil Service elimination period has passed, and vacancies are now being announced, with requests for testing; movement is not normal, but is happening.  AHR continues to work on the Civil Service Audit, and the Merit Board will institute processes to review the Director.  The Provost did release an announcement related to the new FLSA changes that post-doc’s will be raised to the minimum to align with peers; NIH will also be adjusting stipends.  The rest of the categories will continue to be addressed, and more information can be found at go.illinois.edu/flsa.  The amount of overtime that will be paid will be 1.5 times the salary rate rather than 50%.  Beth Hall asked if there were any info about the health increases, ie., when it would be decided, and if it would be retroactive, and Deb responded that there was no new info.   There is a replacement for NESSIE for certain functions that will go live at the end of the month.
  1. Unfinished Business – None.
  1. New Business – Jennifer Ehrnthaller was elected as CAP representative for District 2.
  1. Closed Session – This was held briefly for the District 2 election.
  1. Webtools Demonstration/Training – This was rescheduled until the October meeting.
  1. Adjournment – Kristina Miller made the motion to adjourn, and Richard Stokes seconded; motion passed.  Meeting was adjourned at 3:45 p.m.

August 2016 Minutes

Council of Academic Professionals

Thursday, August 4, 2016, 314A Illini Union

Meeting Minutes submitted by Andrew Reynolds

 Attendees:  Todd Spinner (3), Rick Atterberry (5), Elizabeth Wahle (6), Betoel Escobar (7), Tracy Parish (8), Tanisha King-Taylor (7), Richard Stokes (9), Jeffrey Stein (11), Richard Gegg (1), Ravi Ramrattan (10), Andrew Reynolds (4), Amy Hovious (2), Deb Stone (ex-officio), Elyne Cole (ex-officio)

  1. Call to Order –Jeffrey Stein called the meeting to order, and noted that both the discussion of candidates for district 9 and the grievance orientation would be held in closed session.
  1. Review and Approve Previous Month’s Minutes – Ravi Ramrattan made a motion to approve. Tracy Parish seconded. Motion passed.
  1. Public Comment – None
  1. Chair’s Remarks – Jeffrey Stein attended the July Board of Trustees meeting in Urbana, where the main item of note had been the hire of Robert Jones as Chancellor the day before. The CAP guest speaker schedule is full for the next few months. Campus Parking had been scheduled for this meeting but was unable to attend due to emergency. Next month’s guest will either be the Vice Provost for Budget and Resources or Campus Parking. Jeffrey has requested that Robert Jones attend, and hopes for a November appearance. Dustin Yocum (4) has taken a job off campus, so CAP will need to hold a special election to fill the vacancy. Amy Hovious will coordinate the committee to staff a table at Academic Human Resources’ All Employee Expo on October 18. Faculty Senate leaders have requested that John Bambanek’s appointment be moved to an at-large seat.
  1. Announcements – None
  1. Committee Reports:

CAPE Awards – Ravi Ramrattan stated that most districts have volunteers for the CAPE Selection Committee. Rick Atterberry will follow up with the remaining districts.

 University Professional Personnel Advisory Committee (UPAC) – None

Academic Professionals Senators (Faculty Senate) – Jeffrey Stein referenced John Bambanek’s seat in the Chair’s Remarks and the News Gazette article on AAUP censure.

 Senate, Campus, and University Committees – None

 Procedures and Elections Committee – Tracy Parish announced Dustin Yocum’s resignation and the need for a special election to fill his seat, and noted the closed session to discuss District 9 candidates. Jeffrey Stein noted that CAP had lost 14 members recently and asked whether there was interest in a group to build a procedures manual in order to prevent the loss of institutional knowledge. Tracy, Elizabeth Rockman, Mindy, and Richard Gegg will form this group. Tracy reminded everyone to fill out confidentiality agreements. Jeffrey requested that points of contact be added to the procedures manual.

 Communications Committee – Tracy Parish read a report from Mindy stating that the CAP website should be up to date except for the union center district. All interested committee members have been contacted; meetings will start at the end of August. Mindy requests that members with projects or messaging needs contact the Communications Committee. The report notes the need for additional Procedures and Elections members. Mindy will provide communications tools training next month.

 Grievance Officer – None

  1. Academic Human Resources Report by the Associate Provost for Human Resources:

 Governor’s Code of Ethics – Elyne Cole spoke with Donna McNeally regarding the Governor’s new ethics code. She believes the code was intended to fill a gap for agencies that don’t have their own codes in place, but because the code was issued at the state level, it provides blanket coverage. The question of governance will be determined by the code with the greater standard. Since the University’s code of conduct holds employees to a higher standard, we shouldn’t need to do anything different.

Budget Update – Elyne reiterated that there is no complete budget for 2016 or 2017, but otherwise had no new specifics to share. She noted that the Vice Provost for Budget and Resources is scheduled to attend CAP as a guest speaker. The provost’s office is particularly focused on frugal spending and cash savings, as cash is how we protect ourselves from the budget crisis. Jeffrey asked about the university’s decision process for percentage distribution. Elyne said that the provost wants units to make their own budget decisions, so will not specify percentages. Richard Stokes asked whether we were under a hiring freeze. Elyne responded that temporary hiring restrictions had been in place, particularly for civil service, but were not applied universally, so were not a true hiring freeze. Deb Stone clarified that UA restrictions were still in place.

APDF – No fund in place, and unclear when it will be reinstated.

 FLSA Updates – Deb Stone and Robbie Witt have been talking about FLSA changes. Units are concerned about changes being implemented in time. Employees are worried about fair treatment. Elyne reiterated that all positions and recommendations will be reviewed based on salary and duties, and that HR will be actively engaged. Betoel asked whether there is a legal provision for the exceptions. Elyne answered yes. Deb provided Elizabeth Wahle with the number of affected employees: 828 AP, 13 RA, 380 Postdoc, and 153 Civil Service at last count. Richard Gegg asked about a hotline for concerned employees. Deb and Elyne responded that there is no hotline because decisions haven’t been made, but there will be more communications when a plan is in place. Robbie Witt is the contact for Civil Service, Deb Stone for Academic Professionals, and individual departments should be the first line of communication.

 Civil Service Exemptions – AHR is reviewing a draft of the 2014/2015 civil service position audit. Civil Service is particularly interested in AP and Academic Hourly exemptions, believing that there is no provision for Academic Hourlies in the statutes. Its primary areas of focus are IT, Admissions, Advising, Fundraising, and HR.

 Labor and Relations Study – Joseph Martocchio leading an AHR-backed review of 300+ AP positions, starting with IT. The goals are to identify similar titles with mismatched duties and/or salaries, and to create templates for setting up positions with similar duties and responsibilities. Elyne expects recognizable progress by the end of next semester.

 Notice Rights (new topic) – Jeffrey stated that he has heard from APs who are concerned about possible changes in notice rights. Elyne stated that the request for input is reasonable, but that our notice rights are generous compared to our peers, and that these changes have been on the table for a long time. She asked whether CAP would field a committee to work on options. Rick Atterberry, Jeffrey Stein, Todd Spinner, Amy Hovious, Richard Gegg, and Richard Stokes will form that committee to discuss strategy and communications. Elyne reiterated that administration is looking hardest at benefits that represent a cash liability, and that many options could be substituted for notice rights, but that success would require research prior to crisis. She noted that in the past, the most successful early exit programs were those that enabled people to leave more quickly. Jeffrey asked whether there are specific actions CAP should take. Rick noted that reluctance toward unionization is falling. Elyne advised inviting HR to discuss specific examples of bumping rights, and to be aware of the possibility of giving up one right for another that can’t be used in your position. Deb clarified that bumping is a civil service provision, not specifically union.

  1. Unfinished Business – See AP notice rights, above
  1. New Business – Richard Gegg requested help planning a presentation for the All Employee Expo. Amy will coordinate and lead the effort to have a CAP table; Richard will help. Elyne stated that there is no budget for activities, but she is available to make provisioning requests.
  1. Closed Session for Privileged Information/Grievances

Special Elections for District 9 – Rebecca Ferrell was elected District 9 representative.

Grievance Orientation – Sharon Reynolds led the grievance orientation

Grievances – None

 Adjournment – Tanisha King-Taylor made the motion to adjourn. Richard Gegg seconded. Motion passed.

October 2016 Agenda

  1. Call to Order
  2. Michelle Wahl, Director of Campus Parking
  3. Review and Approval Previous Month’s Minutes
  4. Public Comment
  5. Chair’s Remarks
  6. Announcements
  7. Committee Reports
    • CAPE Awards Committee
    • University Professional Personnel Advisory Committee
    • Academic Professional Senators
    • Senate, Campus, and University Committees
    • Procedures and Elections Committee
    • Communications Committee
    • Grievance Officer
  8. Employee Expo Update
  9. Academic Human Resources Report     Associate Provost for Human Resources
  10. Unfinished Business
  11. New Business
  12. CLOSED SESSION – Privileged Information/Grievances
  13. Adjournment

September 2016 Agenda

Agenda for September 2016 Monthly CAP Meeting
Date: Thursday, September 1
Time: 1:15 PM
Location: 314A Illini Union

  1. Call to Order
  2. Paul N. Ellinger, Vice Provost for Budget and Resource Planning
  3. Review and Approval Previous Month’s Minutes
  4. Public Comment
  5. Chair’s Remarks
  6. Announcements
  7. Committee Reports
    • CAPE Awards Committee
    • University Professional Personnel Advisory Committee
    • Academic Professional Senators
    • Senate, Campus, and University Committees
    • Procedures and Elections Committee
    • Communications Committee
    • Grievance Officer
  8. Academic Human Resources Report Associate Provost for Human Resources
  9. Unfinished Business
  10. New Business
  11. CLOSED SESSION – Privileged Information/Grievances
  12. Webtools Demonstration/Training Mindy Spencer
  13. Adjournment

July 2016 Minutes

Council of Academic Professionals
Thursday, July 7, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Kristina Miller (1), Mike Garvey (2), Amy Hovious (2), Shawna Naidu (3), Todd Spinner (3), Andrew Reynolds (4), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Richard Stokes (9), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Elyne Cole (ex-officio)

  1. Call to Order – Chair Jeffrey called the meeting to order at 1:18 p.m.
  1. Review and Approval Previous Month’s Minutes – Kristina Miller made a motion to approve, and Tanisha King-Taylor seconded; motion passed. Elizabeth Rockman asked for a volunteer for August minutes, and Andrew Reynolds volunteered.
  1. Public Comment – None.
  1. Chair’s Remarks – Jeffrey Stein reiterated thanks to Mike Bohlmann for his service as Chair, as well as all departing District representatives. He provided budget news about the April and June 2016 stopgap bills providing $530 million for FY16 and a portion of FY17.  There is a vacancy in CAP District 9 due to Melissa Madsen’s resignation and a Senate Vacancy in District 6.  He will attend the July 25 SEC meeting.  Parking will not attend this month, and Jeffrey asked for ideas for future meetings.  Executive Committee agreed no representatives to the APDF fund while it’s suspended.
  1. Announcements:

                 Chancellor’s Search updates – Darcy Sementi served as the AP/CAP representative to the Chancellor Search, and she thanked CAP for the privilege of serving in this capacity.  There were two recent articles in the News-Gazette that are public information, related to the President providing the Board of Trustees the name by their 7/21/16 meeting.  The Search Committee worked with Greenwood Asher search firm, which ensures the confidentiality of the search.  Over 200 nominations were generated.  Jeffrey asked if Darcy felt the AP voice was valued, and she noted that she felt she had an equal voice.

Officers and Committee Members for 2016 – 2017 – There will be a 1 page reference sheet for who’s who on committees and AP Senators.

Bylaws revisions update – The new bylaws have been completed and approved by the Chancellor, including a note about attendance.

Meeting Dates and CAPE Awards Reception – All CAP meetings take place on the first Thursday of the month through next August.  April 6 is set for the CAPE Reception (CAP meeting precedes that program).

  1. Committee Reports:

CAPE Awards – Kristina Miller met in June about planning, and an e-mail will go out soon to recruit (with an application deadline of 8/26); all districts should have at least a couple volunteers, as then diversity and other factors determine who is selected for the CAPE Selection Committee.

University Professional Personnel Advisory Committee (UPPAC) – This group is comprised of 3 campuses, and meets quarterly, with one recent annual meeting at the President’s House; Elizabeth Rockman and Tracy Parish attended, as did outgoing members               Mike Bohlmann and Melissa Madsen.  It was announced there that Maureen Parks would be leaving UI, with Jami Painter serving in that role.  UIS had questions about the UIUC grievance process; they have an Ombuds Officer, and UIC has a grievance process that does not work through the AP group.  Hiring freezes, moving APs to Civil Service status, and FSLA changes were discussed.  Maureen Parks and President Killeen both touched on the possibility of reducing the amount of time for AP’s being notified of a T-contract; to change this would require a change in statutes, which would take some time.  However, NOA’s will not be changed this August for furlough language.

Academic Professionals Senators (Faculty Senate – No update.

Senate, Campus, and University Committees – No update.

Procedures and Elections Committee – Tracy Parish will work on the District 9 vacancy, for which self-nominations are voted on by CAP, and the individual serves one year.  He needs to access the list to send to the district members.  This is the same process for the AP Senator vacancy in District 6, for which Rick Atterberry and Teresa Steckler will discuss possibilities.  One or two more members are needed for PEC and Communications Committee; Amy Hovious volunteered for Communications.

Communications Committee – No update.

Grievance Officer – No update except for one contact made (no details at this time).

  1. Academic Human Resources Report by the Associate Provost for Human Resources:

Final APDF Update The fund was suspended earlier, but Elyne noted that at the end of June, there were 103 requests, for a total of $53,019.50.  Five were declined, and a total of $50,669.50 was awarded out of $75,000.  There is no way to know when this fund will be reinstated.

Budget Update – Elyne reported about the stop-gap funding, but is concerned that the 2nd amount is for FY17 rather than filling out FY16 to 82% from 32%, as per the legislation.  Jeffrey noted that it was said to be allowed to pay for FY16 bills even though the 50% was designated as FY17.  Kristina noted that funding seems to be pulling from reserves that aren’t there.  Elyne suggested CAP have Vickie Gress come in to speak about budget.

Employee Group Benefits Task Force – Robbie Witt and Deb Stone have served on the UA-appointed taskforce.  Katie Ross and Walter Knorr hosted the Benefits Town Hall Meeting.  Insurance may be increased by double, and employees would have that deducted from pay.  AFSCME negotiates the contract, and they and the Governor seem to be at a stalemate.

FLSA Updates – Sandy Jones discussed the University/campus working groups’ efforts on behalf of all employment categories for the new ruling changing the annual salary limit by nearly double to $47,743, in addition to duties and responsibilities.  Elyne noted that AHR and SHR are looking at 828 APs, 13 RAs, 380 Postdocs, and 153 Civil Service employees.  Robbie noted that many changes need to happen:  system changes (codes in Banner), policies and practices, and how to educate departments/supervisors, employees.  Each unit is being contacted to find out if it’s in the best interest to increase salaries, depending on how much each employee goes over 40/37.5 hour work week.  Beth Hall asked for more clarification about why half-time (rather than 1.5 time) was paid, which was explained, and has to do with a week-long total (versus non-exempt, which is on a daily total).  Elyne noted that some exemptions are designated (for those who teach, instruct, and/or some professional groups).

  1. Orientation for new CAP members and AP Senators – Jeffrey provided this orientation.
  1. Unfinished Business – None.
  1. New Business – Shawna Naidu brought up the new Governor-initiated ethical guidelines sent out a week earlier, and Elyne will seek additional feedback.
  1. Closed Session for Privileged Information/Grievances – No closed session was held.
  1. Adjournment – Tanisha King-Taylor made the motion to adjourn, and Betoel Escobar seconded; motion passed.  Meeting was adjourned at 3:45 p.m.