December Meeting Minutes

December 2019 Monthly CAP Meeting 
Date: Thursday, December 5, 2019 
Time: 1:15 PM 
Location: Illini Union – 314B 

Attendees: Rich Gegg (1), Brent West (1),  Allie Arp (2), Maggie Jarvis (3),  Brandi Barnes (4), Ann Jones (5),  Suzana Palaska-Nicholson (5), Lisa Merrifield (6), William Schlaack (9), Grant Brewer (9), Lisa Bievenue (10),  Nancy Walsh (10), John Scott (11)

Absent: Mindy Spencer (3), Dustin Yocum (4), Carl Baker (6), Betoel Escobar (7), Chantelle Thompson (7), Crystal Zulauf (8), Brian Brauer (8), Jeff Stein (11),

Absences without contact: Randal Sandone (2)

  1. Call to Order
    Brent called the meeting to order at 1:20
  2. Presentation – Eric Minor, Chief Marketing Officer
    University branding campaign to kick of January 2. Tag line: The Power of I. Watch for Illini Wear Fridays. Encouraging movement back to calling us University of Illinois to avoid confusion and want to build a more cohesive brand across departments.
  3. Public Comment
    No public comment
  4. Review and Approval Previous Month’s Minutes
    No corrections
    Rich motioned, seconded. Unanimously approved.
  5. Chair’s Remarks
    Professional development opportunity – 5 days for change. OIIR website has more information.

    Chantelle will be resigning due to work obligations. Elections will be held.

  6. Announcements
  7. Committee Reports
    1. Academic Professional Senators (Lisa B., et al)
      Lisa shared her report via email
    2. Senate, Campus, and University Committees
      1. Faculty and Academic Staff Benefits (Brent)
        -SURS self-managed plan will have a vendor change that will allow for a partial annuity. That might need to be designated years in advance. More information will be coming.
        -457 plans enrollment will go electronic.
        For tier 2 members, considering making self-managed plan the default rather than the traditional plan. More discussion in the future.
        -403 discussion about matching contributions.
        For tier 2 employees, earning limits subject to SURS. Discussing default options for those making more than maximum. Logistical discussions.  HR provides some information about the plans that can help people decide.
      2. Public Engagement and Outreach (Lisa B)
        Not able to attend.
      3. Senate Executive Committee (Brian)
        -Brian sent summary via email.
        -Discussing mental health resources for end of semester stress. Resources are finite, but demand is variable.
      4. University Statutes & Senate Procedures (Jeff/Brent)
        -New provost communication will come in the next year to implement recommendations of consensual relationship report.
        -Update to elections and credentials by-laws to reference APs and how the process occurs.
        -CAP may have ex officio representative on elections committee.
      5. Special Events Advisory Committee
        -Drafting guidance and training for units for permits and safety.
      6. Public Safety Advisory Committee
        -Crime reports are being sent to social media before the police department sees them. Discussion is happening about how to respond when reports go out before the authorities are aware of the event.
      7. University Professional Personnel Advisory Committee (Brian)
        -Revised on boarding training.  Will roll out next semester.
        Recommendations regarding leave policy discrepancies for APs and Civil Service. Will be considered after the holidays.
        AP Leadership program – considering expanding it to cover Civil Service
        -Grievances – Springfield and Chicago indicated that they don’t get any grievances and they aren’t sure how they would handle them. They have policies, but it isn’t used.
    3. CAPE Awards Committee (Carl)
      -37 people nominated.
      -Under review right now.
      -Good, diverse group of reviewers.
    4. Procedures and Elections Committee (Brent)
      -No updates.
    5. Communications Committee (Maggie)
      -File in box with a template on how to send an email with webtools.
    6. Grievance Officer (Ann)
      -No closed session.
    7. Outreach Committee (Lisa)
      -Committee meet
      -Recognition letters thanking for service – consider having it come from the Chancellor?
      -All Employee Expo – recommendations for next year have been distributed. Documents are in a box folder.
      -Speaker suggestions
      -Vice chancellor for advancement
      -James – know your university information
    8. Ad Hoc Committee on Harassment (Mindy)
      -Mindy sent an update via email. Asked for feedback on sexual misconduct report.
    9. Ad Hoc Committee on Bylaws (Mindy)
      -Reviewing and planning to meet in January.
  8. Academic Human Resources Report     Senior Associate Chancellor for Human Resources
    -Nominations for Distinguished Staff awards are now opened. Please share the information with people in our units.

    -The Provost is coming to the February CAP meeting. We solicit questions in advance. Start to collect those questions in advance.

    -APDF: We have 88 requests totaling $62,131.

    -Work going on to standardize benefits between civil service exempt and APs.

    -Know Your University – Usage – Sent out a message with the tool to track usage. Disappointed with the number of people who have logged usage. It is hard to get a good estimate. Request to spread the word. Up to 64 activities on the website. Supervisor can approve activities that aren’t officially listed.

  9. Unfinished Business
    -All Employee Expo – discussed above
    -CAP budget – Not a standalone budget, but needs can be requested from Elyne.
  10. New Business
    District profiles – profiles to learn more about our districts. Highlight activities. We will consider doing this. Perhaps starting in the summer.
  11. Closed Session as needed
  12. Adjournment
    Adjourned at 2:51