Agenda Statewide Administration Assembly Thursday, May 19, :00 a.m. 12:00 p.m.

Transcription

1 1. Call to Order and Roll Call Agenda Statewide Administration Assembly Thursday, May 19, :00 a.m. 12:00 p.m. Via Google Hangout Audio only call-in: Fairbanks Butrovich 212A Members: Tom Langdon, President ( ) Monique Musick, Vice President ( ) Britton Anderson ( ) Dale Denny ( ) Linda Hall ( ) Arthur Hussey ( ) Alesia Kruckenberg ( ) Buffy Kuiper ( ) Danielle Nelson ( ) Lisa Sporleder ( ) Chrystal Warmoth ( ) Dana Platta, First Alternate ( ) Tina Holland, Second Alternate ( ) Staff: Morgan Dufseth, Executive Officer, System Governance 2. Safety Minute 3. Adopt Agenda 4. Approve Minutes 4.1. April 21 Minutes Attachment 1 5. President s Report 10:05 a.m. 10:15 a.m. 6. Staff Alliance Update Monique and Tom 10:15 a.m. 10:25 a.m. Page 1 of 2

2 7. Public and Guest Comments 10:25 a.m. 10:35 a.m. 8. Human Resources Issues 10:35 a.m. 10:55 a.m Staff Health Care Committee Website 8.2. Joint Health Care Committee Website 9. Committee Updates 10:55 a.m. 11:05 a.m Nominations Committee Tina 10. Budget Update Alesia 11:05 a.m. 11:15 a.m. 11. New Business 11:15 a.m. 11:40 a.m Bylaw revisions Article 1. Membership (up for consideration) Attachment Bylaw revisions Article 4. Committees (discussion only) Attachment Resolution In Appreciation of Tom Langdon Attachment Continuing Business 11:40 a.m. 11:45 a.m Retreat Date Decide using feedback from the poll 13. Anchorage Issues 11:45 a.m. 11:50 a.m. 14. Fairbanks Issues 11:50 a.m. 11:55 a.m. 15. Agenda items for next meeting 11:55 a.m. 1:00 p.m. 16. Closing Comments 17. Adjourn OTHER RESOURCES SAA Constitution and Bylaws SAA Annual Events Calendar System Governance Calendar Page 2 of 2

3 Attachment 1 1. Call to Order and Roll Call Minutes Statewide Administration Assembly Thursday, April 21, :00 a.m. 12:00 p.m. The meeting came to order at 10:00 a.m. Via Google Hangout Audio only call-in: Fairbanks Butrovich 212A Members: Tom Langdon, President ( ) Monique Musick, Vice President ( ) Britton Anderson ( ) Derek Ward as proxy for Dale Denny ( ) Linda Hall ( ) Arthur Hussey ( ) Alesia Kruckenberg ( ) Buffy Kuiper ( ) Danielle Nelson ( ) Lisa Sporleder ( ) Chrystal Warmoth ( ) Tina Holland, Second Alternate ( ) Staff: Morgan Dufseth, Executive Officer, System Governance Guests: Ardith Lynch, Interim Chief Human Resource Officer Members Absent: Dale Denny ( ) Dana Platta, First Alternate ( ) 2. Safety Minute Page 1 of 5

4 3. Adopt Agenda Before the meeting, Morgan noted that Ardith would join the group at 10:10 and, as such, would likely speak before the Staff Alliance update. Britton moved to adopt with the change in order, Lisa seconded. There were no objections. The agenda was adopted. 4. Approve Minutes 4.1. March 10 and April 4 Minutes Monique moved to approve March 10 minutes, and Linda seconded. There were none opposed. The minutes were approved as presented. Monique moved to approve the April 4 minutes, and Arthur seconded. There were none opposed. The minutes were approved as presented. 5. President s Report Tom reported that during his conversation with President Johnsen, he asked whether the new CHRO was public yet. The president responded that it is public that Keli Hite-McGee has accepted the position, however, the official announcement won t go out until closer to her start date in June. Tom also discussed the Transformation feedback and the president s announcement on April 14. As a follow up to the Transformation decisions the president will hold a Q&A session on Monday, April Public and Guest Comments 6.1. Leadership Development Ardith reviewed the leadership development program President Johnsen has created. There will be two groups selected to participate in Fairbanks. A link for applying will be made available shortly and in the April Statewide Voice. Application deadline will be May 30 th. Employees will need to get their supervisor s approval because it will require nine days to complete (three different 3-day modules). The leadership program is not tied to supervisory training but focuses more on how to be a good leader. See attached information sheet. 7. Staff Alliance Update Monique and Tom Compensation committee discussion about requesting step(s) be implemented as part of any pay increase. Revisions to furlough regulation will request notification when plans are released Revisions to extended temp sick leave will be discussed at May Alliance meeting Page 2 of 5

5 8. Human Resources Issues 8.1. CHRO Recruitment Update Tom mentioned the new CHRO Keli Hite-McGee during his remarks at the start of the meeting Staff Health Care Committee out-of-network allowable changes will increase from 125% to 200% of Medicare effect July 1. Tom attended a Faculty governance meeting and the UAF chancellor noted there are discussions taking place to persuade the Cancer Center to go back in-network Joint Health Care Committee Nothing to report 9. Committee Updates 9.1. Employee Awards Committee Lisa Volunteers needed for set-up and break-down Awards and programs have been received, working on the schedule of events Door prizes will be set up at the back Will have a dress rehearsal from 1-1:30 on Monday 9.2. Nominations Committee Tina On track for the revised timeline. Website will be up with candidates by April 29. Voting will start on May 9, close on May 23. Results posted the week of May Budget Update Alesia The university is still waiting to hear more from the Conference Committee who last week selected the House budget of $300M a $50.8M cut from last year s UA budget. There is still a chance the budget might increase some but then again there is also still a shared cut that the university may have to take part in. Alesia also mentioned HB 379 a bill to restrict State employee pay increases (noted as merit increases in the bill). How this bill may affect UA employees is still be investigated by GC & HR. However, if the university chooses to continue with compensation increase and this bill passes, it may create negative perceptions of UA in the community at large. 11. New Business Bylaw revision Discussion/No Action Attachment 3 Alesia led a discussion on the pros and cons to: extending the term from two years to three; institute a break in service; reduce membership from 9 to 11; more robust member orientation; planning calendar; guidelines for SAA events/activities. Some ideas discussion: - Mandatory service? - As part of Page Up orientation? Page 3 of 5

6 - Succession planning Alesia agreed to draft proposed changes to share with the group in advance of their next meeting. SAA Bylaws state revisions must be distributed two weeks in advance of the meeting at which they will considered Annual Events Planning Retreat Date Morgan will send a poll to SAA members and nominees next week for June 15, 16, 22, and Continuing Business Fringe Benefits (Perks) Central Site Members discussed having an SW perks and agreed to use the CMU site as a template/starting point. How best to advertise it include a link in SW Voice? Link on HR Benefits page? Send suggestions to Morgan and Tom Formal Request Regarding Step Increases SAA will send the final motion with narrative and justification to Staff Alliance. 13. Anchorage Issues Cathy Earp There was some confusion at the Anchorage office about when employees are eligible for longevity awards they would appreciate clarification. Buffy noted that Dana Platta had developed a Q&A on that she said she would see if she can distribute it. 14. Fairbanks Issues Monique noted that President Johnsen sent a memo to the UA community and the System Governance Council that mid-year FY17 tuition increases are being considered, as well as an FY18 tuition increase. VP White also recently distributed a letter to the president of NWCCU regarding UA pursuing single accreditation. Tom gave his congratulations to Buffy Kuiper for winning the SW Staff Make Students Count award. Tina noted there were a couple construction projects coming up at the Butrovich Building this summer the first is the roof replacement (watch out it will smell) and then a valve replacement project (mostly done in the evenings). Lisa noted she remembered Bear Edson giving an update at the annual retreat and that would be nice to continue. Tina noted she will be rolling out new Butrovich Building Emergency Action plan without having to meet with their supervisors to complete the training. Page 4 of 5

7 15. Agenda items for next meeting Alesia will work on the bylaws revision. 16. Closing Comments None given. 17. Adjourn Britton moved to adjourn. The meeting adjourned at 11:45 a.m. OTHER RESOURCES SAA Constitution and Bylaws SAA Annual Events Calendar System Governance Calendar Page 5 of 5

8 Attachment 2 PROPOSED REVISION with TRACK CHANGES Article 1. Membership Section 1. Voting Membership The SAA voting membership shall consist of nine (9)eleven (11) representatives elected by the eligible voters. Eligible voters shall consist of all employees whose personnel record resides with the statewide Office of Human Resources. These include regular and temporary employees, full-time and part-time and all employee classifications. This does not include student employees who are governed by a separate group. Representatives shall be elected from geographic regions where statewide employees are located. Only elected SAA representatives shall be voting members of the SAA. An elected representative may provide, by written proxy, voting privileges to another eligible voter for a specified meeting. Alternates may vote in an elected representative's absence. Section 2. Elections The number of representatives shall be apportioned to each region on the basis of the proportion of total statewide administration employees contained within each region, except that each region with at least five percent of all statewide employees shall be eligible for at least one representative. The term of office for representatives shall be twothree- years. A member may serve a maximum of two consecutive full terms, after which the member shall be ineligible to serve for two (2) years. A member who has served for more than eighteen (18) months of a three (3) year term is considered to have served a full term. The SAA calendar year will coincide with the UA fiscal calendar year. Terms of office shall be staggered so that five are elected in odd-numbered years and six are elected in even numbered years. Elections to fill vacant seats shall be concluded at least one month prior to the annual on-site meeting in June to allow for attendance and orientation of newly elected SAA members. Any eligible voter who is a regular Classified or APT employee may be a candidate for a seat on the SAA. Regular employee is defined in the university regulation Section 3. Alternates In the event an SAA seat is vacated, the alternate from that region with the most votes in the most recent election shall fill the seat. In the event no alternate is available, a special election may be held for that geographic region, or the SAA president may appoint someone to complete the current year. If the vacancy was in the first year of the positions

9 term, the position will be added to the number of vacancies at the next election, and filled for a full three-year termonly one year. Alternates shall consist of the two non-elected candidates with the most votes in the most recent election. In the event an alternate fills a voting seat on SAA, the nominee with the next highest number of votes in the most recent election will fill the alternate seat. Should this pool of alternates be exhausted, a representative is free to select any eligible voter, per Article 1 Section 2 of these bylaws. Section 4. Attendance, Absences, and Recall Roll will be taken at each SAA meeting. In the event an SAA member must miss a meeting for medical or business reasons, the absence will be excused if he/she notifies the SAA president or the System Governance Office prior to the meeting. The SAA member may designate a proxy as outlined in Article 1 Section 1. If an elected representative has two unexcused absences within a fiscal year, and does not send an alternate, the representative's seat may be declared vacant by a majority of the SAA. In the event that position is declared vacant, that position will be filled per Article 1 Section 3 of these bylaws. Any representative may be subject to a recall if 25 percent of the SAA voting membership signs a petition to have that representative recalled, and forwards it to the SAA president. A referendum vote of the representative s geographic region will be conducted. A recall decision will be determined by the majority of the votes cast. RATIONALE The proposed changes are expected to create wider participation among Statewide staff, lessen the burden on individual departments and members, make member transition easier and less disruptive, and allow for more meaningful on-boarding and orientation over the course of a threeyear term.

10 Attachment 4 SAA Bylaw Revision Discussion Article 4. Committees Consider the following structure changes: Document the process and create rubric; Set clear expectations of committee members and SAA members; Seek clarity on the Employee Awards Committee: should it include the longevity awards and/or SMSC? Make the Outstanding employee and department awards more of a peer selection Pros: The process is transparent and documented, creates a guide and reduces ambiguity; Collaboration voting to include 5 non-saa members; Objective by utilizing a rubric; Separation of the committee and the selection process, beneficial for potential conflicts of interest; The vote encompasses a broader group Cons: Increases workload of SAA members; Review of other committee sections; May need additional Section(s) under Article 4, and possible reorganization of sections; Timing issue with elections and outgoing members Other things to consider: Timelines-could seek nominations as early as January since the nominations are for the outstanding service/work from the previous year; Create an electronic voting method so all members can vote (SAA and 5 non-saa); Guidelines for reoccurring SAA sponsored events/activities

11 Attachment 4 Staff Alliance Resolution In Appreciation of Tom Langdon Whereas, Tom Langdon has provided exemplary service to staff at the University of Alaska Fairbanks (UAF) and the University of Alaska (UA) as a manager in the Office of Information Technology Customer Support Services; and Whereas, Tom served as a representative on the UA Staff Alliance for Fiscal Year 2016; and Whereas, Tom proved to be a valuable asset to the Assembly as a thoughtful, dedicated, and conscientious president; and Whereas, Tom worked tirelessly as a representative on the Statewide Transformation Team for information technology; Whereas, Tom advocated for staff at Statewide by organizing forums to gather feedback on Transformation Team recommendations; and Whereas, Tom was diligent in his review of policies and regulations with the potential to affect UA staff ; and Now therefore be it resolved, that the Statewide Administration Assembly gives its utmost appreciation to Tom Langdon for his service to staff at the University of Alaska; and Therefore be it further resolved, that over the course of Fiscal Year 2016, Tom Langdon distinguished himself as a manager and as a leader; and Therefore be it further resolved, that the Statewide Administration Assembly wishes Tom the absolute best in wherever his goals and ambitions take him. Therefore be it further resolved, that a copy of this resolution will be sent to Tom Langdon and will be entered in to the official minutes of the Statewide Administration Assembly. Adopted by the Staff Alliance the 19th DAY OF MAY Monique Musick, Vice President Voting members results as attested by Morgan Dufseth, Executive Officer: Yes: No: Abstained: Absent: