Administrative and Professional Assembly

Tuesday, February 15, 2005

246 Foy Union

Approved as Corrected 03/17/2005

 

The meeting was called to order at 2:05 PM by the Chair Harriette Huggins who recognized Conner Bailey, Chair-Elect of University Senate. She called the roll of the Assembly.

 

The following members were present:  Joan Aston; Drew Burgering; Pat Deery; Amy Douglas; Lisa Fleming; Maria Folmar; Kale Hill; Teresa Logiotatos; Ellen McManus; Vivian Miller; Jennifer Nabors; Julie Nolen; Kirsten Perkins; Melvin Smith; April Staton; Martha Taylor; Todd Storey; Liz Teel; Tony Ventimiglia;

 

The following were absent: Michael Harris; Melissa Morris, Melissa Long (excused); Cathy Ramey (excused).

 

Newly elected members of the Assembly were introduced:

  • April Station – representing School of Architecture, Design & Construction; School of Nursing; School of Pharmacy. She works in School of Pharmacy.
  • Lisa Fleming – representing College of Education and College of Liberal Arts. She is an academic advisor in Liberal Arts.
  • Joan Aston – representing College of Engineering, filling the unexpired term of Betty Reese who retired from the University in December.
  • Teresa Logiotatos – representing the College of Veterinary Medicine.
  • Jennifer Nabors – representing the College of Agriculture, Alabama Agricultural Experiment Stations.
  • Todd Story – representing Auxiliary Services. He is employed at the Airport.
  • Ellen McManus – representing School of Forestry-Wildlife Sciences and the College of Human Sciences. She works in the College of Human Sciences Administration.
  • Kirsten Perkins – representing Athletic Department. She works in Academic support.

 

The minutes of the November 10, 2004 meeting were approved as printed.

 

The chair presented Certificates of Appreciation to the following for their years of service as members of the Assembly:

           

  • Cara Mia Braswell, 2001-2004
  • Karen Rankin, 2001-2004
  • Anna Reynolds 2001-2004
  • Tom Stofer, 2001-2004
  • Mary Ann Taylor-Sims, 2001-2004

 

Certificates of Appreciation were also presented to members at large of the Executive Committee, 2003-04:

 

  • Melissa Morris
  • Cathy Ramey
  • Betty Reese
  • Phyllis Harris, Secretary
  • Kathy Harmon, Past-chair
  • Martha Taylor, Chair

 

Committee Reports

 

  1. Drew Burgering, Chair Elect, reported to the Assembly about the activities of the Executive Committee.
    1. He called attention to the work of Cathy Ramey who has updated the A&P Assembly Website. An important part of the web site is the development of the Discussion Board. He reviewed login procedure (AUBURN\username + password) or whole e-mail address. This is a tool for communicating with members of the assembly.
    2. He reviewed the questions arising from the steps taken by the Executive Committee to have an election of representatives that would provide proportional representation of A&P employees across campus. There had been considerable support for finding a method of representation that would be more stable that the ever changing structure of vice-presidents. It was determined that administrative units did not change even if moved to another VP. Because of the controversy raised, the Executive Committee appointed an Ad Hoc Committee to develop guidelines for the Executive Committee and Nominations and Elections committees to ensure proportional representation in future elections. He called on Karen Rankin, Chair of the Ad Hoc Committee to present the preliminary report.

 

 

The Ad Hoc Committee on Nominations and Elections submitted their findings to the Assembly:

 

February 4, 2005

Members of committee present were Karen Rankin, John Asmuth, Pat Deery, Maria Folmar, and Dianne Jay.

 

Purpose and Charge:

 

            To develop guidelines for the Executive Committee and Nominations & Election committee for determining proportional representation on a consistent basis in future elections. (Article II, Section 3, Part B)

 

To develop the “general guidelines” for the N&E committee in the actual election process to include generating list of A&P employees, printing and distributing ballots, and receiving/counting ballots.  (Article II, Section 3, Part D)

 

The Committee proposes the following procedures to be read into the minutes.

 

Prior to Assembly elections, the Executive Committee would:

1. re-examine population of A&P from last election, 

2. determine redistribution of representation,

3. recommend elections in vacant places by the A&P employees within the organizational unit,

4. post simple version of breakdown on web.

Reference: Addendum 1

 

Facilitation of elections would involve both the Executive Committee and the Nominations & Elections Committee.

 

1. Chair of N&E Committee solicits nominations from Assembly members for vacant seats as determined by the Executive Committee. All A&P employees receive notification of vacancies in all positions, but only A&P employees within the organizational units with the vacancies will receive and cast ballots for the vacancies in their units.

2. Nominations are sent to the N&E Committee chair.

3. The N&E Committee compiles nominations by division and are responsible for the assembly, distribution and receipt of ballots.

4. The N&E Committee counts ballots and reports to the Executive Committee the election results.

 

                       

Following guidelines would ensure that election procedures are uniformly and consistently applied and implemented. 


ADDENDUM 1

Administrative and Professional Assembly

The A&P Constitution calls for 19 elected representatives. Representation on the Assembly shall be proportional and distributed among the organizational units according to the actual A&P population of that unit as determined by the Executive Committee prior to the annual elections. The Chair and Chair-elect are not counted in the representation proportion of elected representatives. 

The following table illustrates the 2003-04 representation on the Assembly by units and the recommended representation scheme determined by the Executive Committee for the election of 2004-05 representatives to the assembly.

Rationale for the recommended scheme:

  The approach allows some flexibility for handling organizational changes;

1.       Organizational changes are not likely for most of the elements of this scheme;

2.       This borrows from the University Senate's scheme in that traditional parts of the University have their own representatives;

3.       Those units that are combined have some reason behind their combination: (a) ACES and Outreach have some tradition of working together; (b) Education and Liberal Arts are close together in Hale Center; (c) Business and COSAM are part of the "traditional" elements of the University; (d) CADC, Nursing, and Pharmacy are smaller professional programs, Nursing and Pharmacy are located close together; (e) Forestry and Human Sciences are located close to each other; and (f) Ag and AAES are part of the same organization; (g) only the addition of Alumni to the Library and the Office of the Provost doesn't have any solid connection; and

4.       If organizational changes occur after and election, then the representative scheme can be adjusted before the next election.

5.      This scheme allows representatives to represent a fixed, known group, and provides some flexibility.



 

Representation area by Organizational Unit

 No. employees in area

Current Rep., Term End

No. Reps Currently Serving ‘04

No. Reps Recommended**

Need to Elect

Place 1. Office of the President (AA/EEO, HR, Comm & Mktg, Gen Coun, Govt Affairs, Internal Auditing, Multicultural Affairs, Planning & Analysis, President's Office, Sec. to Board of Trustees

56

Pat Deery, 2006

Amy Douglas, 2006

Kale Hill, 2006

3*

1

 

Place 2. Athletics

123

 

 

1

1

Place 3. Facilities

74

Michael Harris, 2006

1

1

 

Place 4. Division of Student Affairs

77

Melvin Smith, 2006

1

1

 

Place 5. Alabama Cooperative Extension System & Outreach

41

Maria Folmar, 2006

1

1

 

Place 6. Office of Information Technology 

107

Missy Long, 2006

Cathy Ramey, 2005

2

2

 

Place 7. Development

67

Julie Nolen, 2006

1

1

 

Place 8. Provost Office(16), Library (16), Alumni (18)

50

Liz Peel, 2006

1

1

 

Place 9. College of Business (15), College of Science and Math (32)

47

Vivian Miller, 2006

1

1

 

Place 10. College of Education (19), College of Liberal Arts (34)

53

 

 

1

1

Place 11. College of Engineering

87

(Unexpired term, 2005)

 

1

1

Place 12. College of Veterinary Medicine

76

 

 

1

1

Place 13. College of Architecture Design & Construction (9); School of Nursing (2); School of Pharmacy (12)

23

 

 

1

1

Place 14. School of Forestry-Wildlife Sciences;  College of Human Sciences

53

 

 

1

1

Place 15. College of Agriculture & Alabama Agricultural Experiment Stations

165

 

 

3*

1

Place 16. Research

38

Tony Ventimiglia, 2006

1

1

 

Place 17. Business & Finance

79

Melissa Morris, 2005

1

1

 

Place 18. Admin Services/ Auxiliary Enterprises

39

 

1

1

1

 

1255

 

13

21

8

* In order to allow for transition, the Executive Committee is recommending that the three representatives currently serving Place 1 draw lots to determine who will represent Place 1. The other two will represent Place 15 with the elected rep from that area until current terms expire.

 

Introduction of Executive Committee Drew Burgering, Chair-elect; Martha Taylor, Past-Chair; Cathy Ramey, Secretary; and members at large Maria Folmar, Missy Long, and Tony Ventimiglia.

 

Maria Folmar, Chair of Professional Development committee presented the year-end report.

 

  • Thanks to members: Lona Childers, Wiebke Kuhn, Tai Isaacs-Smith, Victoria Tate, and Betsy Terry. (Committee member Anna Reynolds retired in May 2004, and Melvin Owens was a member of AUPD.
  • The committee met five times during 2004. Sub/joint committees met three additional times.
  • In review: The Professional Development Committee, through the A&P Constitution is charged with “aiding and encouraging the professional growth and development of the Administrative and Professional members. It shall study and recommend action on professional leave, continuing education, and recognition of professional achievement.”
  • Activities of this committee:
    1. Conducted an on-line survey of professional development needs in November 2003, which, in combination with additional interviews, study and consideration, resulted in development of a document with 8 recommendations. This was presented to the Assembly in April 2004 – to be considered and addressed by the Executive Committee. This draft is intact and on the table. We ask that the Executive Committee consider and respond to the items included and to the original request.
    2. Development and adoption of a consulting policy for A&P Employees. A document previously drafted is being considered for modification. This will be presented to the Assembly when complete.
    3. A joint effort of this committee, The Welfare Committee and Staff Council examining the provision of expanded opportunities for access to academic courses, including:
      • Building use and capacity,
      • Distance learning opportunities and fees,
      • Night/after regular business hours class schedules,
      • Registration census and course need and demands,
      • Dedicated “slots” for A&P in designated courses,
      • Survey of other universities in the SE.

This project is on-going and extensive with a variety of avenues being explored, resources accessed, and people contacted.

 

Report of the Professional Development Committee, April 2004 – Draft

 

INTRODUCTION

 

As a standing committee of the Auburn University Administrative and Professional Assembly, the Professional Development Committee is charged with “aiding and encouraging the professional growth and development of the Administrative and Professional members. It shall study and recommend action on professional leave, continuing education, and recognition of professional achievement.” To follow this charge, the committee has focused on reviewing the opportunities for professional development at AU, including a survey to find out how the A&P group on campus views professional development. The following shows both survey results and the Committee’s recommendations based on its findings.

 

PROCESS and OPPORTUNITIES

 

These recommendations are being made as a result of the evaluative endeavors of the A&P Professional Development Committee, beginning in March 2003, and culminated in meetings held in association with the Committee that developed and implemented an on-line survey designed to solicit input from A&P staff regarding training and development needs in November 2003. In addition to review of survey results by the Committee, the Committee met with Pat Deery, Director of Training in the AU Human Resource department. The following represent needs and issues discussed as a result of the survey responses, Committee meetings and during the meeting with Mr. Deery:

  • There were 106 completed responses to the survey.
  • Responses represent 13 of 15 AU administrative divisions
  • 97% of the respondents were employed in job grade 10 or higher,
  • 59% have been employed by AU for over 5 years,
  • 76% of the respondents are in supervisory positions,
  • 69 % of the respondents have attended either “none” or fewer that 3 HRD courses during the previous two years,
  • “Intense work schedules and deadlines don’t permit my leaving the office” accounts for 26.42% of those who don’t participate in HRD courses,
  • Regarding factors that would increase the likelihood of participation respondents report:

25.47%            More classes available

52.83%            More and different topics available

44.34%            More challenging or advanced concepts or topics

38.68%            Formats

22.64%            Clarity in requirements for participation

12.26%            Other

  • Topical areas that best meet professional development needs of respondents include:

64.15%            Management skills

45.28%            Supervisory skills

34.91%            Technical skills

35.85%            Financial and budgetary skills

55.66%            Computer skills and applications

40.57%            University-specific updates and status information

  8.49%            Other

  • According to the Southern Regional Education Board (data provided by P. Deery):

1.      Annual budget HRD from comparable/member institutions:

a.       SREB average       $58,880

b.      AU                         $21,000

2.      Number of programs presented per annual year:           

a.       SREB average -           181

b.      AU                               165

3.      Size of training staff (FTE’s):

a.       SREB average              5.5

b.      AU                               2

  • A general lack of awareness of training and development opportunities available for AU employees was noted. Dissemination of information about existing resources and opportunities, and support for participating in HRD training and development were inconsistent and not reliable throughout the university.
  • Performance management tools and career ladders within the University are inconsistently available and/or used.
  • Employees do not have access to a centralized training record

 

Recommendations        

 

The following recommendations are made by the Professional Development Committee of the Administrative and Professional Assembly. On behalf of the membership of AU A & P employees, these recommendations are submitted to the Assembly for discussion and for consideration regarding action to be taken.

 

 The committee recommends that:

  1. The University investigates options for the purpose of implementation of system wide methods, programs, and structures that would emphasize and support a development culture and approach to performance management and training. This would include a foundational component that recognizes and incorporates a fundamental link of performance management with development,
  2. In working with employees, supervisors place an emphasis on creating and utilizing performance management processes and development plans,
  3. A system supporting a single, centralized training record for each employee should be implemented and maintained.
  4. Training and development courses offered to AU staff should be scheduled in a logical, sequential progression for ease and predictability in scheduling and for ready application by the user audience.
  5. There should be space and equipment resources devoted to the establishment of a dedicated on-line training lab for individual use by AU employees.
  6. All AU departments, colleges, and schools should develop and implement progressive career ladders, to include training and development activities, for each position and each employee.
  7. Management staff, supervisors, and leaders should be encouraged to disseminate information regularly regarding opportunities for AU staff training and development and should support and encourage participation.
  8. Clear guidelines need to be established regarding AU support for individual AP staff participating in development endeavors specific to their career ladder with promotion opportunities clearly identifies (i.e. consistency in the provision of funding for membership in state and national organizations, and attendance at conferences and employee’s total career development process, higher education (Master’s degree and higher), and work experience,

 

Unfinished business

Tony Ventimiglia reviewed the proposed constitutional amendments which were presented at the July 2004 meeting. The revisions were posted on the Discussion Board in November so A&P employees have had more than thirty days to review the amendments and respond on the Discussion Board. The amendments are now ready to be voted on by the Assembly. If passed the members currently serving will serve until March of 2006, 2007, 2008, depending on the year of election. The following revisions were approved:     

 

ARTICLE II – Section 3: Representation.

  • Change dates of elections to first week of February (for Assembly members), first week of March (for Executive Committee) and April 1 for the date to take office). REASON(S): The A&P Assembly is the only employee group on campus that takes office on October 1. Both the University Senate and Staff Council hold elections and take office in Winter/Spring. The change would allow us to be consistent with the other employee groups (allowing our officers to work in conjunction with the same officers for a full year) as well as move the dates from the end of the fiscal year/beginning of semester when many individuals in the A&P employee group face greater commitment and time constraints. (Also affects Article III – Section 4: Elections of the Executive Committee.

 

Insert new text of these sections here.

 

ARTICLE III – Section 2.B. (Chair-Elect)

  • Insert language to have the Chair-elect also serve as the Assembly’s Parliamentarian.

REASON(S): A Parliamentarian is needed to maintain consistency in the application of Robert’s Rules of Order. Having the Chair-elect serve in this capacity is suggested for two reasons: (1) it will give that individual time to become familiar with Robert’s Rules of Order prior to becoming the Chair; and (2) once this individual is Past-Chair they can serve in an advisory capacity to the incoming Chair-elect on parliamentary issues.

           

            Insert new text of these sections here

 

ARTICLE IV – Section 1: Assembly meetings

  • Change to “six meetings per year, to be held not less frequently than once per calendar quarter.”

REASON(S): In order to ensure better communication within the A&P employee group, as well as to encourage greater participation within the membership, this change has been requested by the Assembly members.

 

Insert new text of these sections here

 

ARTICLE V – Section 1.E (Calendar and Schedules Committee)

  • Change the membership of this Committee from the secretary and eight members to the secretary and three members.

REASON(S): Based on comments received from Committee members, nine people are not necessary to carry out the function of this Committee.

 

Insert new text of these sections here

 

The revisions were passed by the voice vote of the Assebly. The Chair announced the revisions will be forwarded to the President’s office for review.

 

Drew Burgering reported on the recommendations of the Executive Committee regarding the process of Presidential search. He highlighted segments of the University Senate Report which is available for at the following URL:

He presented the following recommendation from the Executive Committee on the Process and Timing of the Presidential Search and moved adoption.

 

“The Executive Committee of the Administration and Professional Assembly, representing 1242 university employees, recognizes the importance of selecting the new president of Auburn University. We respectfully submit this report to the Board of Trustees in order to share with the Board our thoughts and hopes concerning the process and timing of the presidential search.

 

It is of the utmost importance that input be gathered from all segments of the University. A search process that welcomes and embraces meaningful input from all areas, including faculty, students, administrative and professional personnel, staff, and alumni will strengthen the institution and empower the new president in ways that will only be beneficial to Auburn University.

 

We have reviewed the document presented by the University Senate. It correctly recognizes there is no one model accepted throughout higher education regarding the precise procedures to follow for a presidential search. We support the Senate document, and wish to add to it the following recommendations:

 

1.      We recommend that one representative from the staff/AP employee group from AUM be added to the Presidential Search Committee as described in the Senate document. Adding a representative from AUM would provide representation from all groups on the main campus and AUM.

2.      We support the Senate suggestion that a search process begin expeditiously, and recommend the goal of having a new president in place no later than July of 2006, as suggested in the SACS report.

We have attached a compilation of responses generated from A&P employees regarding criteria to use for selecting the next president.

 

Thank you for considering these recommendations.

 

Survey results follow:

 

 

Results of A& P Survey (as of 12/10/04)

Desired Characteristics of University President

Fall 2004 - 126 Respondents

 

Scale of 1 (Absolute Requirement) to 6 (Unnecessary)

 

1

2

3

4

5

6

Blank