Agenda

Thursday, March 1, 2012

10:30 – 12:00 ADM 204

Access Number: 1-800-893-8850

Passcode: 7730925

I. Call to Order II. Introduction of Members, New Members and Guests

III. 2011-2012 APT Council Membership

Melodee Monson, President * 10-12 Michael Smith 10-12 Brian Brubaker, Vice President 10-12 Dayna DeFeo* 10-12 Jessica Dyrdahl* 11-13 Pamela Doerner 10-12 Betty Hernandez* 11-13 Russell Pressley 10-12 Julia Martinez* 11-13 Dana Sample** 11-12 Dawson Moore 11-13 Vacant 10-12 Courtney Smith 11-13 10-12 Carol Swartz 11-13

* University Assembly Rep ** University Assembly Rep Alternate IV. Approval of Agenda (pg. 1-2)

Approval of Summary (pg. 3-6)

V. Reports A. President – Melodee Monson (pg. 7-8) B. Staff Alliance – Melodee Monson C. University Assembly - Dana Sample D. Staff Health Care Committee – Melodee Monson, attachment E. Academic and Research Managers – Melodee Monson F. UAA Faculty and Staff Association – Melodee Monson G. Safety Committee – Dana Sample H. Diversity Action Council – Courtney Smith I. Classified Council Liaison

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J. Retreat Committees (a) Logo – (members – Betty Hernandez, Courtney Smith, Mikayla Savikko, Patrick

Sullivan) (b) Social Media/Facebook – (members – Brian Brubaker, Betty Hernandez, Dave

Robinson, Lisa Thomsen, Jamie Silas, Jamey Cordery – ex-officio) (c) Social Events – (members – Jessica Drydahl, Dana Sample, Kathy Smith, Kim

Heidemann, Fannie Slaten, Connie Dennis) (d) HRS packet – (members – Melodee Monson, Craig Mead)

VI. Old Business A. Bylaw update – first reading, attachment (pg. 9-11)

VII. New Business

A. Possible joint meeting with Classified Council – April – Erika Van Flein, Director of Benefits as guest

B. Staff Makes Students Count , attachment (pg. 12-13)

VIII. Information Items A. Listening sessions, attachment (pg. 14)

IX. Adjourn

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Summary

Thursday, February 2, 2012

10:30 – 12:00 ADM 204

I. Call to Order II. Introduction of Members, New Members and Guests

III. 2011-2012 APT Council Membership

P Melodee Monson, President * 10-12 Michael Smith 10-12 P Brian Brubaker, Vice President 10-12 P Dayna DeFeo* 10-12 P Jessica Dyrdahl* 11-13 Pamela Doerner 10-12 Late

Betty Hernandez* 11-13 E Russell Pressley 10-12

Julia Martinez* 11-13 P Dana Sample** 11-12 P Dawson Moore 11-13 Vacant 10-12 P Courtney Smith 11-13 10-12 P Carol Swartz 11-13

* University Assembly Rep ** University Assembly Rep Alternate IV. Approval of Agenda (pg. 1-2)

Information Item addition: Governance e-mail has changed to UAA_gov@uaa.alaska.edu Approved Approval of Summary (pg. 3-4) Approved

V. Reports A. President – Melodee Monson (pg. 5-6)

B. Staff Alliance – Melodee Monson

There have been two meetings since last report. Resolution opposing changes to tuition waiver was rejected by President Gamble

rejected and sent to System Governance Council. Listening sessions are in progress. The internal ones are coming up.

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Who owns the tuition waiver question? The legislature is questioning the use of the benefit. People who use the tuition waiver and do not succeed in the classes they take are a very small number.

C. University Assembly – Melodee Monson

President Gamble was at the last meeting and spoke about a tobacco free campus and Stay on Track.

D. Staff Health Care Committee – Melodee Monson

Tobacco surcharge will not be going forward. However, the University will be moving to not hire tobacco users.

Employees who use tobacco are grandfathered in. When applying for another position within the system, the employee would not be disqualified.

The Joint Health Care Committee asked to factor in employee deductibles and insurance premiums.

Erika Van Flein is the director of Benefits. They are working on wellness benefits, $300,000 has been set aside for that. There is reimbursement for group activities and they are working on a $50 individual reimbursement. These will probably be announced in April.

E. Academic and Research Managers – Melodee Monson

F. UAA Faculty and Staff Association – Melodee Monson

Met with Gruenberg and Wisnieski. G.PBAC has hired a consulting group who will be doing a space use utilization

survey. Will probably start with classrooms. Will be looking at program costs, also. Probably will start with academic, general use, but will eventually be all over campus. Bill Spindle will probably be taking the lead on the utilization survey.

G. Safety Committee – Dana Sample (pg. 7-21)

If you are in the building during a time when the campus is closed, let Facilities and Campus Services know.

Using a new product for breaking down the snow and ice. It is copper in color and very expensive, better for cleanup, better for the environment.

No discussion about the student deaths, short discussion about the Kenyan Runner.

H. Diversity Action Council – Courtney Smith Moving forward in the subgroups that were discussed at the December meeting. Courtney is working on tracking and keeping a diverse faculty. Hoping for an outcome by May from the various groups.

I. Classified Council Liaison

No liaison. However, there was discussion from a staff member about problems with Premera.

J. Retreat Committees

(a) Logo – Agenda is on stationary that was being worked on. (b) HRS packet – Craig and Melodee is working on this. (c) Social Media/Facebook – nothing available.

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K. Bylaw Committee

L. APT/CC Social Committee

High tea was a success.

VI. Old Business A. Constitution and By Laws

Brian, Mike, Dana DeFeo and Dawson are on the committee. The committee met and came up with a list of the recommendations. APT briefly reviewed the recommendations. 1st reading will be at the next meeting. The committee looked at other groups’ policies, the regents’ policies among other

documents. Recommended a name change for the council - Exempt Employee Council. Recommended CC and APT council should be aligned. Melodee is concerned that

this would cause dissention between groups. Ratio of constituents to member is smaller than CC’s. The President of the Council can appoint a qualified person to a vacancy if there is

no one to fill it. Melodee would like to see a biography for anyone who would like to fill the position. Jamey will distribute the recommendations, after Melodee attaches a memo. There is a time limit for finishing the changes.

VII. New Business

A. Listening sessions http://www.alaska.edu/shapingalaskasfuture/listening-sessions/ Moving to the internal audiences. In April, they will have the listening session for staff at UAA. Check the website often as dates/places do change often. Staff Alliance is creating questions that will be presented at the next Strategic

Listening Sessions. Mat-Su has already had their internal session. There were a large number of people

that attended from one department. The Mat-Su faculty session was well attended also. There was zero attendance from the Mat-Su students. Chas is going to try to set up a focus group or other method for talking with the Mat-

Su students. The Mat-Su student listening session was advertised in the usual way. There are a lot of discrepancies between the main campus and the community

campuses. There is a 30% differential that is not necessarily an accurate reflection of reality.

B. Branding sessions

There was one yesterday that was well attended. There are a couple of more sessions coming up.

o UAA Alumni - February 2nd, 4:00 p.m., UAA Student Union, 2nd floor lounge o UAA Faculty and Staff – February 2nd, 6:00 p.m., UAA Student Union, 2nd

floor lounge

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o General Public - February 15th, 8:00 a.m., UAA/APU Consortium Library, Room 307

o UAA Faculty and Staff – February 14th, 11:00 a.m., UAA/APU Consortium Library, Room 307

o Current UAA Students – February 15th, 4:00 p.m., UAA/APU Consortium Library, Room 307

o UAA Alumni – February 15th, 6:00 p.m., UAA/APU Consortium Library, Room 307

Everyone is encouraged to attend. Student sessions at the Student Union had good discussions.

If you can’t make the one for your specific group, you can go to any.

C. Tuition waiver discussion Does the council want to make a comment/resolution that Melodee should take back

to the Staff Alliance from the council? President Gamble sent the issue to the System Government Council. President Gamble thinks it is a system wide issue, when in reality it is an employee

issue. The main issue is paying it back if the employee/student doesn’t pass the class. Staff Alliance would like it left alone until they can come up with a better plan. The current recommendations will be sent out to the Council members via e-mail.

D. Tobacco free hire

Question of legality and how that would lead to other similar actions for other behaviors.

Is there an example of a public institution that has a similar policy?

E. Elections Look at what your term is and think about if you want to run for next year. Elections are in April. The Council will be down two members. Officers will be elected at the May meeting. Short bios will be required for those running for membership.

VIII. Information Items

A. Revision to APT Council letterhead Agenda is on the new letterhead. There is another that includes the addresses.

B. University of Alaska Salary Database http://www.uafsunstar.com/salary/index.php

C. New Governance e-mail UAA_gov@uaa.alaska.edu

D. Add under new business for next meeting: Possible name change

IX. Adjourn Adjourned

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PRESIDENT’S REPORT I will not be attending this month’s meeting (March). I will be at the Numbers Meeting of the Joint Health Care Committee in Fairbanks (where contribution rates for the next year will be determined), and will report on that meeting in April. As you can see from the agenda Craig and I are recommending a joint meeting in April with Erika Van Flein as guest to discuss the FY13 employee contribution rates and health plan. As always, I am available at any time to discuss issues or concerns with you. Please just let me know. STAFF ALLIANCE The Staff Alliance congratulated Pat Ivey on her retirement, wished her well and told her she would be missed. The Alliance discussed the Statewide Governance office budget and how to advocate for funds needed in the upcoming fiscal year. The level of staffing of the Statewide Governance office was also discussed and it was recommended the office needs to be staffed with 3 positions. The internal listening sessions were discussed and the list of suggested questions was attached to the agenda. Staff Makes Student’s Count award and criteria were discussed. Geographic differentials in pay scales were discussed and are assigned to the Staff Compensation Working group to come up with suggestions. There is also a motion from the Fairbanks Staff Council which will be coming to Staff Alliance in the near future. The tobacco free hiring proposal is looking at an implementation date of July 1, although it is still being discussed. UNIVERSITY ASSEMBLY I was unable to attend the Assembly meeting the report will be given by Dana Sample STAFF HEALTH CARE COMMITTEE/JOINT HEALTH CARE COMMITTEE The Joint Health Care Committee held a vendor summit where presentations were made by Premera, Caremark, VSP, Compsych, WIN and Alere discussing usages and services they provide. The JHCC meeting did not have a quorum, but discussed the 300K subcommittee, branding, the 50/50 reimbursement for individuals, Weight Watchers on line and spouse/dependent charges. The Staff Health Care Committee had a presentation from Tim Adamczak of Alyeska on the PatientCare service. The committee will forward to Staff Alliance a resolution requesting a patient advocacy and cost transparency service be added to the UA health care package. UAA FACULTY AND STAFF ASSOCIATION The Faculty and Staff Association met with Chancellor Case, Orson Smith and Provost Driscoll. PBAC The PBAC committee went over criteria for this year’s submissions, and the scheduling of unit presentations. The criteria will also be presented to Dean’s and Directors before being finalized. Unit presentations will take place in April. FACULTY SENATE The Faculty Senate will be discussing concerns regarding the Strategic Direction Listening Sessions on Friday 3/2/12 at 2:30pm. Staff are invited to attend, and as I am out of town I would encourage a member of this Council to attend for informational purposes.

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HRS Packet Committee Craig and I met to discuss the handouts HRS gives to new employees. We have come up with some ideas and I will be presenting them to the Council for approval at the April meeting. APT COUNCIL ELECTIONS Please remember to let Jamey know if you plan to run again for another term if yours is up this year. Also remember to send Jamey a short biography.

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UAA APT Council Bylaws Revision Committee The committee met via eLive on Tuesday, November 22, 2011. The members of the committee were Brian Brubaker, Mike Smith, Dayna Defeo, and Dawson Moore. The following references were reviewed by the committee. • UAA APT Council Constitution and Bylaws • UAA Classified Council Constitution and Bylaws • UAA Faculty Senate Constitution and Bylaws • UAA Assembly Constitution and Bylaws • UAA Alumni Association Bylaws • Union of Students of UAA Constitution and Bylaws • UAA Governance Organizational Chart • UAA APT/Classified Employee Division Chart as of September 2011 • Regents Policy 03.01: Faculty, Staff and Student Governance • UA Staff Alliance Constitution & Bylaws • Memoranda from President Hamilton to Chancellors Regarding Participation in

Governance, November 11, 1998 • UAF Staff Council Constitution and Bylaws • UAS Staff Council Association Constitution and Bylaws • Statewide Administration Assembly Constitution and Bylaws • Staff Governance Organizations at US Public Universities

The committee considered six items that UAA APT Council President Melodee Monson requested be reviewed at the September 2011 meeting. MM point #1: officers in the constitution, article 4, section 1 – no secretary/treasurer exists or has existed in some time. The committee recommends that Article IV, Section 1 of the UAA APT Council Constitution be amended to read, “Officers of the Council will be a president and vice president.” The committee recommends that Article III, Section 2 of the UAA APT Council Bylaws be amended to delete the phrase “and Secretary/Treasurer” from the first sentence, and that the third sentence of this section be deleted. MM point #2: Joint Meetings (once in the fall and once in the spring). It was mentioned that the UAA Classified Council Constitution and Bylaws were revised in 2010 to reflect the joint meetings. But the version on the governance website is dated from 1999. Jamey Cordery from the UAA Governance Office emailed us a copy of draft UAA Classified Council

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Bylaws from their February and March 2011 agendas that included language about the joint meetings, but we were uncertain if these drafts were adopted by that council or not. The committee consensus was that adding language to the UAA APT Council constitution and/or bylaws regarding joint meetings with the UAA Classified Council was an unnecessary step and that joint meetings can occur without being mandated by the bylaws. MM point #3: (Liaison with Classified Council) The committee consensus was that adding language to the UAA APT Council constitution and/or bylaws regarding liaisons with the UAA Classified Council was an unnecessary step and that liaisons can exist and do their work without being mandated by the bylaws. MM point #4: The last revision of the UAA Classified Council Constitution and Bylaws occurred in 1999. MM point #5: Number of members (Constitution Article III, Section 2 & Bylaws Article I, Section 1) MM point #6: Community campus involvement (Bylaws Article I, Section 1) It was pointed out that according to the information presented in the October 2011 UAA APT Council meeting agenda attachments, the ratio of APT (Exempt) employees to UAA APT Council Representatives is approximately 23:1. By comparison, according to the FY2010 information from the Governance Review Committee (reported in February 2010), the ratio of Classified (Non-Exempt) employees to UAA Classified Council Representatives is approximately 38:1. Apparently there is a discrepancy about the number of non-exempt employees between what was reported by the 2009-2010 Governance Review Committee and what was reported from sources unknown in the October 2011 agenda. The difference, 913 non-exempt employees in November 2009 versus 609 non-exempt employees in October 2011, is of such a magnitude that the fact the figures come from two years apart does not explain the discrepancy. There are 24 seats on the UAA Classified Council, so if there are 913 non-exempt employees then the ratio of employees to representatives is 38:1; but if there are 609 non-exempt employees then the ratio is 25:1. It was pointed out that according to the information presented in the October 2011 UAA APT Council meeting agenda attachments, 27/341 – 7.9% - of UAA exempt employees work at extended campuses but 4/15 – 26.7% - of UAA APT Council seats are reserved for extended campus employees. Increasing the number of seats on the UAA APT Council would make the ratio of employees to representatives grow smaller. This ratio for APT is already less than the Classified Council’s ratio and increasing the number of APT seats would further increase the distance between those ratios. Decreasing the number of seats on the UAA APT Council while simultaneously leaving unchanged the dedication of four seats to community campuses would make the representation ratio much worse for the main campus.

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The committee consensus was that there should be no change to the number of members or the current provisions for community campus involvement. Recommendation: Constitution, Article V, Section 3. Amend to read: “Meetings of the general membership may be called as needed.” Recommendation: Constitution, Article II, last sentence of second paragraph Amend to read: "... to the appropriate audiences as necessary." Recommendation: Article V, Section 3.c. Amend to read: "Members will be asked to submit secret ballots." (Delete the second sentence) Recommendation: Bylaws, Article VI, section 1. Amend to read: "There are no standing committees of the APT Council." Add: Section 5. "Council members who serve on other institutional, advisory, or governance committees may make reports at regular council meetings." Recommendation: There should be a PBAC representative report at least annually. Recommendation: Bylaws, Article I, Section 1. Change “Kenai College” to “Kenai Peninsula College”. Change “Prince William Sound College” to “Prince William Sound Community College”. Recommendation: Bylaws (Wherever occurs) Bylaws need to be spelled consistently. References to "President" need to be consistent.

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2012 Staff Make Students Count Award

FACT SHEET

What is the purpose of this award? To recognize staff who have provided outstanding service to students anywhere in the UA system.. Each recipient receives an award plaque, $1,000 and two domestic airline vouchers. All nominees receive a certificate of nomination. The university president will present the awards at a Board of Regents meeting. Who is eligible and how do I apply? All regular full-time permanent and part-time permanent exempt and non-exempt staff employed by the University of Alaska are eligible to apply. Service to students may include service as part of the job or as volunteer service, either directly or indirectly to current or prospective students. Please complete the nomination form and submit it with a letter of nomination containing an explanation of the service provided to students and three letters of endorsement from those knowledgeable of the contribution made by the applicant/nominee. How many awards will there be? Up to four individuals can be awarded; one each for the University of Alaska Fairbanks, the University of Alaska Anchorage, the University of Alaska Southeast, and Statewide Programs and Services, provided there are nominations from each one, and the nominations meet the criteria and deadlines. Applications for award must include: * Letter of nomination and rationale for nomination * Completed nomination form. * At least three letters of endorsement from those knowledgeable of the contribution made by the applicant/nominee. * Letters from students are encouraged. Where can we get the nomination form and where do we submit it? Copies will be sent to all units through the local staff governance office. The form is also located on line at http://gov.alaska.edu/staff/studentscount/2012/nomform.pdf. Nomination packets, once submitted, are the sole basis for award consideration. Forms must be submitted to the local staff governance office at each MAU as listed on the nomination form. Timelines: March 22, 2012 Deadline for submitting nominations to local governance groups. March 25-April 12 Local staff governance groups meet with student leaders and together, make recommendations and send all nominations to System Governance Office. April 16 Recommendations are forwarded by System Governance Office to the UA President. May 6 President sends notice to award recipient(s). TBA President presents awards to recipient(s) at a Board of Regents’ meeting.

Nominate today!

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2012 Awards

This is the 14th annual UA President’s “Staff Make Students Count” awards for outstanding service to University of Alaska students. The purpose of this award is to recognize staff who have provided outstanding service to students anywhere in the UA system. Service to students may include service as part of the job or as volunteer service, either directly or indirectly to current or prospective students. Letters from students are encouraged.

All regular full-time permanent and part-time permanent exempt and non-exempt staff employed by the University of Alaska are eligible to be nominated. Nomination packets, once submitted, are the sole basis for award consideration. Award recipients receive an award plaque presented at a Board of Regents’ meeting, $1,000 and two domestic airline vouchers. All nominees receive a certificate of nomination. The UA President will present the awards at a Board of Regents’ meeting.

Deadline for submitting nominations: March 22, 2012

UAA nominations should be sent to “Staff Make Students Count Awards” UAA Governance Office 3211 Providence Drive, ADM 214 Anchorage, AK 99508 UAF nominations should be sent to “Staff Make Students Count Awards” UAF Governance Office 312H Signers’ Hall, P.O. Box 757500 Fairbanks, AK 99775-7500

UAS nominations should be sent to “Staff Make Students Count Awards” UAS Staff Council Attention: Gwenna Richardson 2600 Seventh Avenue Ketchikan, AK 99901 Statewide Administration nominations

should be sent to “Staff Make Students Count Awards” Statewide Administration Assembly 105H BUTRO P.O. Box 757780 Fairbanks, AK 99775-7780

Please complete this form and submit it together with a letter of nomination containing a description of the service provided to students, and at least three letters of endorsement from those knowledgeable of the contribution made by

the nominee. Nomination packets, once submitted, are the sole basis for award consideration. Failure to follow instructions exactly may mean rejection of the nomination.

Name of Nominee____________________________________________________________________ Position:_______________________________________Campus:_____________________________ Address____________________________________________________________________________ ____________________________________________________________________________________ Telephone: _____________________________________Fax:_________________________________ E-mail:______________________________________________________________________________ For administrative use by local staff governance offices only:

Nominee’s Length of Service as verified by Human Resources through Banner HR:__________________

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Staff Questions: Internal Listening Session

1. What is the University doing well to hire and retain staff who are dedicated to support students and

university stakeholders? What could it do better?

2. What could be done internally to assist the staff in providing better service to all of its

stakeholders?

3. Are you an alum of the university; if not, have you taken classes at the University? This

question is related to the administration's recent proposed changes to the tuition benefit and

demonstrating the importance of this benefit to staff.

4. What factors (resources, limitations, etc.) influence your ability to support student success

[or, possibly "more students completing faster"] in your job?

5. How do you think the University can better meet the needs of students?

6. Have we missed anything pertinent to our efforts in setting strategic directions for this

university?

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