January 2019 Minutes

Minutes for January 2019 Monthly CAP Meeting
Thursday, January 10, 2019, 1:15 PM | 314A Illini Union

Attendees: Brent West (1), Amy Hovious (2), Mindy Spencer (3), Maggie Jarvis (3), Micah Kenfield (4), Charlie Mitsdarfer (5), Carl Baker (6), Betoel Escobar (7), Chantelle Thompson (7), George Gottschalk (9), Nancy Walsh (10)

Excused Absences: Richard Gegg (1), Randy Sandone (2), Victoria Huart (8), Brian Brauer (8), Becky Ferrell (9), Jeff Stein (11), John Scott (11)

Absences: Ann Jones (5), Lisa Merrifield (6)


  1. Call to Order
    • Meeting called to order at 1:17 PM
  2. Guest Speaker – Dave Ivey and Marty Paulins, Parking
    • Marty Paulins and Dave Ivey provided general background on the fiscal management of the Parking Department, noting the significant expenses incurred to provide parking alongside the challenges of not receiving any state or tuition dollars to support operations.
    • As a result of needed restoration to parking garages C7 and C10, annual debt service for parking projects will exceed $5 million per year.
    • Parking rates have not increased since FY12.
    • Effective FY20, the parking permit price will raise from 0.8% of annual salary to 0.9% of annual salary.
    • A number of other modest price increases will take effect over the next several years in order to responsibly address fiscal needs for parking moving forward.
    • In addition to the cost increases, there are numerous responsible practices being taken to reduce the operating budgets for parking.
    • Q&A
      1. A renegotiation of the MTD contract saved significant funds as well by
      2. Students will continue to pay the $660 cap rate as it stands now as their annual parking permit fee.
  • This increase will allows approximately $500,000 per year to go toward debt services
  1. Public Comment
    • No public comment.
  2. Review and Approval Previous Month’s Minutes
    • Carl Baker moved to approve; Chantelle Thompson seconded. Approved with no dissent.
  3. Chair’s Remarks
    • Chair Hovious began by welcoming Charlie Mitsdarfer and Lisa Bievenue to CAP, and introducing Mindy Spencer back to CAP.
    • Several guests are pending for next month.
    • There will be an election during Closed Session later this meeting.
    • HR has a new I Am A Professional campaign launching. Pins were passed around spotlighting the new campaign.
  4. Announcements
    • Campus received the prestigious Climate Leadership Award in recognition of the tireless efforts of staff, students, faculty, and administration in contribution to campus sustainability.
    • Webcon is coming up April 3rd through 5th. Vice-Chair Ferrell was scheduled to be presenting.
    • A screening of American Tap is being hosted on January 16th. It is very good and members are encouraged to view it. The Music and Performing Arts Library was integral to securing rights to the film and District 9 specifically deserves thanks for their contribution.
    • The April meeting will be tentatively scheduled at the Alice Campbell Boardroom on Wednesday, April 10th, right before the CAPE Awards.
  5. Committee Reports
    • CAPE Awards Committee
      1. In the near future, a shortlist of 6 awardees will be identified and submitted to the Chancellor for approval.
    • University Professional Personnel Advisory Committee
      1. No meeting since last CAP meeting.
    • Academic Professional Senators
      1. No reports.
    • Senate, Campus, and University Committees
      1. No reports.
    • Procedures and Elections Committee
      1. No additional report beyond the election during closed session.
    • Communications Committee
      1. The committee met yesterday to look into ways to promote CAP further. Beginning in February, a quarterly newsletter will go out with the first one related to the Academic Professional Development Fund. The May issue will touch on CAPE awards.
      2. There are efforts underway to create a new and updated website, with special efforts from Chantelle Thompson, Maggie Jarvis, Andrew Reynolds, and Chair Hovious.
    • Grievance Officer
      1. No report.
    • Ad Hoc Committee on Harassment
      1. This update will be provided in closed session.
    • HR Committee
      1. Training and Employee Development Advisory Committee (TEDAC)
        1. No new updates. Meetings will proceed in the near future.
      2. Academic Human Resources Report Senior Associate Chancellor for Human Resources
        • No update on the budget at this time.
        • AP Development Fund
          1. The Academic Professional Development Fund has seen 32 applications for over $21,000 in funding.
          2. Staff from Extension receive funds through a separate request process in the College of ACES.
  • Departments are required to match up to the first $500 of the funds available, not the $750 cap from HR.
  1. If these funds are not fully utilized, the amount of money available may be lowered.
  • The President’s Office is preparing to implement a new program called the Staff Engagement Program.
    1. This will enable staff to take 8 hours per year away from their traditional job duties to discover activities occurring on campus to foster a deeper connection to the University of Illinois campus at which they work.
    2. In 2-hour increments, as arranged with the department, staff can engage with other units on campus to learn what other departments are doing.
  • Potential activities could include tours of campus locations like museums or new academic facilities.
  1. Tours and activities will be done in ways that do not disrupt the normal operating duties of the locations and units being toured.
  2. Travel time will probably not be additional to the 2 hour allotments allowed. An exception will be discussed for Extension given the unique challenges to them.
  3. Each campus will have some suggested activities centralized through their respective HR areas. HR is interested in knowing these opportunities in advance to promote and APs are welcome to contact them with ideas.
  • This time will not roll over, and you need permission from your department to be able to participate.
  • How this time will be tracked is still being formalized.
  1. This applies to all civil service and academics professionals who have been here for six months or more.
  • Exemption Process Update
    1. HR feels like the exemption process is going well.
    2. There were concerns about which positions will be immediately converted from AP to Civil Service. There are not positions with incumbents being converted; however, all new positions are being evaluated by the new criteria.
  • Only three reclassifications of current AP Staff to Civil Service have occurred at this time.
  1. The Civil Service System has extended the intended timeline of when the next audit will occur; no designated date for this has been identified.
  2. In this process, there have been some departments treating Civil Service and Academic Professionals differently.
  3. There is a new effort to support all Illinois Professionals as part of the “I Am A Professional” campaign. The Chancellor is very excited to see this recognition come forth.
  • Policies
    1. There have been questions about which policies for campus are dictated by the Civil Service System versus which policies are determined on the campus level.
    2. There are a number of sources for policies on campus. Some decisions are policies and rules established by the President’s office, some are Senate provisions, and some come from the Civil Service System and statutes. Each policy varies on a rule-by-rule basis and there is no easy blanket answer. HR is happy to address these questions as needed.
  1. Unfinished Business
    • No unfinished business this meeting.
  2. New Business
    • No additional unfinished business this meeting.
  3. Closed Session
    • Election for District 4
    • Update from Ad Hoc Committee on Harassment
  4. Adjournment
    • Meeting adjourned at 2:41 PM


Dates and Locations of CAP Monthly Meetings and CAP-Sponsored Events


Date Location Notes and Other Events
January 10, 2019 314A Illini Union Dave Ivey – Parking
February 7, 2019 314A Illini Union  
March 7, 2019 314A Illini Union