Administrative and Professional Assembly

Administrative and Professional Assembly

November 14, 2006

2:30 p.m.

Room 213 Foy

Meeting Minutes

Approved February 20,2007

Call to Order

Drew Burgering, Chair of the Assembly, called the meeting to order at 2:35 p.m.

Roll Call

Representatives Present: Pat Deery, Kirsten Perkins, Barnese Adair-Wallace, Gary Wittekind, Julie Nolen, Vivian Miller, Lisa Fleming, R. Greg Ruff, Teresa Logiotatos, April Staton, John Owen, Jane Hoehaver, Tony Ventimiglia, David Hennessey, Drew Burgering, Harriette Huggins, and Maria Folmar (17)

Representatives Absent: Latresha Brady-Pinkston, Mark Wilson, Katie Mantooth, Ellen McManus, and Todd Storey

Substitute Present: Nancy Bernard for Katie Mantooth

Number of Assembly Members Present: 18

Approval of minutes of October 17 meeting

The minutes were approved as posted.

Update on the Services Available through the AUPCC

Emily Mann, R.N., Director of the AU Pharmacy Care Center spoke regarding services available through the AUPCC, noting that students, faculty, staff, and the community have access to the services. Ms. Mann provided hand-outs (see attached) and noted the following items:

· The AUPCC was started in 2000 and has been recently expanded.

· There are two locations of the dispensing pharmacy.

· The AUPCC provides a variety of wellness, health, and disease prevention programs such as Healthy Habits.

· Medication therapy management is available.

· The convenience of have medications delivered to you on campus is provided.

· Costs for services are discounted and are based on services provided and are in accordance with the AU/BC/BS insurance and salary ranges.

· Costs for prescriptions are the same as are found through a commercial pharmacy, also based on health insurance coverage.

Ms. Mann asked that several of the handouts be posted in work areas and that Assembly members help to spread information regarding the AUPCC services.

Update on the Presidential Search Advisory Committee

Dr. Connor Bailey, past chair of the University Senate and member of the Presidential Search Advisory Committee provided an update regarding the presidential search. Dr. Bailey made the following points:

· He noted “regret” that there was not representation of A & P or Staff on the Committee.

· There have been approximately 60 applicants from broad backgrounds.

· The search has been narrowed down to include 16 applicants.

· A small number of Committee members are now meeting with each of the applicants.

· Dr. Bailey commented on the necessity for adherence to the “open meeting law”, so that no more than four Committee members were meeting with a candidate at a time.

· A small number of candidates will be identified for on-campus visits and interviews after the first of the year.

· The Committee remains sensitive to the confidentiality needs of the applicants.

· Dr. Richardson will stay on as President until a new president is selected.

· Dr. Richardson is not a candidate for the position of president.

· This is a genuine search that is being undertaken with no pre-conceived outcomes.

· Representatives of all governance groups will be involved in the on-campus visits of the applicants.

Chair’s Remarks

Drew Burgering provided updates and information on the following:

Representative Resignation

Missy Long has resigned from the Assembly, leaving both a Representative position in Place 6 as well as the Secretary position vacant. Drew read the letter of resignation from Missy which cited increased work responsibilities. A letter of thanks and certificates of recognition are being sent to Missy.

Filling of Vacancies

Gary Wittikind has been appointed to fill that unexpired Representative term. An election for Secretary will take place during a called meeting at 3:30 on November 28. The two Representatives who will be on that ballot are John Owens and Julie Nolen.

Drew reviewed requirements for filling vacancies as stated in the Constitution.

Proposed Consulting Policy

John Green, new chair of the Professional Development Committee, along with Drew, will meet with Lynne Hammond to discuss the proposed Consulting Policy. Comments made by Dr. Don Large will be considered. Drew noted that the information compiled regarding similar policies at peer institutions has been reviewed.

e. Day Care Survey

Drew Burgering and Ginny Swaim, co-chair of the Staff Council, discussed the Day Care Survey currently being conducted on-line. Members are encouraged to complete the survey regardless of their need for day care. It was noted that other issues were included in the survey. Reminders regarding completion of the survey will be sent out.

Action Items

a. Grievance Committee Vacancy

Drew Burgering brought forward a recommendation from the Nominations and Elections Committee that Cathy Ramey be appointed a member of the A & P Grievance Committee. Tony Ventimiglia moved that C. Ramey be appointed; T. Logiotatos seconded the motion. There was no discussion. The motion passed unanimously.

b. Absences of Representatives at Assembly Meetings

A proposal to revise the Constitution by increasing the number of absences that Representatives can take before facing dismissal from the Assembly was presented by Vivian Miller, representing the Executive Committee. Vivian provided hard copies and read the proposed changes.

ASSEMBLY MEETING ATTENDANCE

A & P Executive Committee – Ad Hoc Committee

November 2006

Recommended Changes to the Administrative and Professional Assembly Constitution

(References copied from the A & P Assembly Constitution)

ABSENCES – Attendance of Representatives at Assembly meetings

Current:

Article 4 Section 1F. ABSENCES

"An Assembly member who misses more than one quarterly meeting per year will be removed from the Assembly and replaced in accordance with Article II Section 3e."

Suggested Change:

Article 4 Section 1F. ABSENCES –

An Assembly member who misses more than two of the six scheduled meetings per year will be removed from the Assembly and replaced in accordance with Article II Section 3e.

Representatives are encouraged to enlist a substitute to attend any meetings missed in order to provide for continuity of communications.”

Several questions were posed and discussed:

· The role of substitutes:

o serve in the capacity for continuity of communication only,

o won’t allow for an “excused” absence of the Representative.

· Increase allowable absences from 1 to 2 due to increased number of required meetings.

· There is no provision for “excused” absences.

· The difference between the academic and administrative calendars, regarding planning purposes, was noted.

· A need for a quorum at meetings was noted.

· It was noted that increased information regarding commitment and projected time involvement should be provided prior to election to the role of Representative. The Executive Committee has discussed working with the Nominations and Election Committee to provide for this.

With no further discussion, Drew called for a vote.

The motion carried unanimously.

There will be a vote regarding this change being made to the Constitution on January 23 at 2:30 p.m. This vote is noted to be announced at least 30 days prior to the vote, with this motion and provision of information being made to the A & P constituency as is required by the Constitution. All A & P members present at the meeting may vote.

The proposed changes, as announced and presented, are attached.

c. Resolution of Discrepancies in the Constitution Regarding the

Grievance Policy

A resolution was brought forward by the Executive Committee as was requested by the Assembly during the October Assembly meeting. The resolution was read by Maria Folmar.

Resolution on Resolving Inconsistencies between the Administrative and Professional Assembly (A&P) Constitution and the Grievance Policy and Procedure Approved by the AU Administration on March 1, 2006

November 14, 2006

Whereas, the current Grievance policy was approved by the University Administration and became effective, March 1, 2006, resulting in inconsistencies between the A&P Constitution and established policy,

Whereas, an Ad hoc Committee to the A & P Assembly was formed to review the inconsistencies in the Constitution and make recommendations to the Assembly,

Whereas, the Ad hoc Committee reported to the A & P Assembly on October 17, 2006 with recommendations and options for correcting the inconsistencies,

Whereas, the A & P Assembly requested that the Executive Committee review the Ad hoc Committee's report and recommend a solution to these inconsistencies,

Therefore, be it resolved, on recommendation of the Executive Committee, the representatives of the Administrative and Professional assembly recommend removing the current Article VI – Grievance Policy from the Constitution, and replacing it with the following:

"Article VI -- Grievance Policy

The Administrative and Professional Grievance Procedures can be found in the Auburn University Personnel Policy and Procedures Manual, Section 8.6, March, 2006, or in such location as deemed appropriate by University Administration. It is understood that Administrative and Professional employees will be afforded the opportunity to review, comment, and endorse proposed changes to the Grievance Policy and Procedures prior to such changes taking effect.”

And be it further resolved, this recommendation becomes effective on approval by the Administrative & Professional membership and the President of Auburn University.

The purpose of the resolution is to revise the Constitution as it deals with and includes the Grievance Policy, addressing the issues of discrepancies between the Grievance Policy as contained in the A & P Constitution and the current AU Grievance Policy and Procedure. The following were commented upon:

· Pat Deery questioned the recommendation of the resolution brought forward and as presented by the ad hoc committee rather than the option suggested as being preferred by the ad hoc committee (which is to keep the Grievance Policy in the Constitution and replace it with the current AU Grievance Policy).

· Both Harriette Huggins and Drew Burgering responded. Drew reviewed the options presented by the ad hoc committee; Harriette discussed issues of expediency and purposes of constitutions.

With no further discussion, Drew called for a vote.

The motion carried. There was one abstention noted.

The proposed changes, as announced and presented, are attached.

Unfinished Business

There was none noted.

New Business

There was none noted.

Open Forum

Sandy Pouncy, College of Agriculture, noted discussions regarding a possible increase in parking fees to $500. Ginny Swaim responded that the results from the parking forum processes had recently been completed and received and are being reviewed. Options are being considered. Issues associated with having a “pedestrian campus” are being dealt with. Rumors surrounding that significant an increase are prevalent, but they are just rumors. It was noted that the average parking fees at peer institutions are higher than those at AU, and that there will likely be an increase in the future. Plans for an additional deck are being discussed. Questions and concerns regarding parking can be addressed with Dorothy Cordele, the A & P member on the Traffic and Parking Committee.

Assembly Meeting Dates

Drew reminded members of upcoming meetings:

a. November 28 at 3:30 – Called meeting to elect a Secretary of the Assembly.

b. January 23 at 2:30 – Called meeting to vote on recommended revisions to the Constitution.

c. Regular meeting – February 20 - Election of Assembly officers.

Adjournment

With no further business the Assembly meeting was adjourned by the Chair at 4:13 p.m.

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Maria T. Folmar, acting secretary