Civil Service Committee

Civil Service Committee
March 19, 1998
300 Morrill Hall
12:00 pm

Introductions

Changes in Agenda

One change recommended for the agenda was for Kaye Aho, Director of Compensation, to present the library classification changes during, or directly after, the compensation subcommittee report.

Appointment of Parliamentarian

Blake Downes volunteered to be the official parliamentarian of the committee meeting.

Approval of Minutes

The minutes prepared from the February, 1998 meeting of the Civil Service Committee were approved as written.

Martha Kvanbeck, University Senate

Martha Kvanbeck introduced herself as the Administrative Director and Clerk of the Senate at the University of Minnesota. She informed members that although the Civil Service Committee (CSC) and the Academic Staff Advisory Committee (ASAC) serve advisory to the President, she has been assigned fiscal responsibility for both committees. Recently, the President asked the Senate to also provide the secretarial support for the Civil Service Committee. The CSC is further linked with the Senate in that there are a number of senate committees that have civil service representation. One member asked about the status of the Computing and Information Systems Committee, and Ms. Kvanbeck responded that its name had recently been changed to Information Technologies Committee and its charge modified to more accurately reflect the changing technology at the University. At present, it has no civil service representation; however, if the CSC desires such representation, a recommendation to that effect can be made to the Senate Committee on Committees.

Ms. Kvanbeck reported that she and Don Cavalier, Chair, have had several conversations about the committee's budget this year; Stephanie Dilworth and George Ogbonna have also been involved in some of the discussions. She distributed two handouts to committee members: 1) the current status of the committee budget; and 2) a history of the committee's allocation from 1992-98. The committee has been allocated a consistent budget of approximately $22,000 per year, and expense transfers from the President's Office were made as supplemental allocations. The report indicated that expenses increased during 1995-97 due to its professional development program. Ms. Kvanbeck said that in the spring of 1997, she asked, at the committee's request, for the following three decision items during the annual budget process:

• A permanent increase of $6,000 for professional development
• A permanent increase of $20,000 to fund one-half of the expenses associated with the employee recognition program
• A permanent increase of $2,750 to offset expenses associated with the committee's increased membership

President Hasselmo declined the request for additional professional development funds and urged the committee to work with VP Carol Carrier in this area. Moreover, the President directed VP Carrier to continue to work with the committee on the employee recognition program, but made no transfer of funding for this item. He approved the increase in the committee's budget by $2,750. In the fall of 1997, Mr. Cavalier made a similar request to President Yudof, and his January 8 letter of response reaffirms President Hasselmo's earlier decisions.

In view of the above information, Ms. Kvanbeck urged the committee to discontinue providing any further professional development awards and to work more closely with VP Carrier in this area. The committee agreed to move in this direction.

Ms. Kvanbeck turned next to the status of the committee's FY98 budget. Because of concerns with the level at which the committee is spending in comparison with its available resources, she asked Mr. Cavalier in February to provide a plan for decreasing the committee's monthly expenses such that it would not end the year with a deficit. The committee's proposal, submitted March 4, indicated that it would not be possible for the committee to continue to operate without supplemental funding for this year and requested a $5,000 supplement.

Ms. Kvanbeck shared with the committee that she had recently been advised that the Senate will be assessed an 8 percent administrative cost reduction for FY99. In view of this and conversations she has had with the President's Office, she said it was unlikely the committee will be provided additional funding for FY99 beyond its current base and that it is possible the current funding level could be reduced depending on further budgetary decisions made this spring. She emphasized the need for the committee to live within its budget and that while supplements have been forthcoming in prior years, that will not be the pattern in the future. To meet the committee's current budget shortfall, she said she will provide a $2,000 supplement and has asked the President's Office to consider a $1,000-$3,000 additional supplement, in the hope that the committee can close FY98 without a deficit.

Questions related to fundraising options were discussed. Ms. Kvanbeck recommended that members review the current University policies regarding this practice before attempting to raise money for the committee. The use of the foundation account was also discussed; in fact, it was noted that all professional development funds were taken out of the University foundation account at one time.

Although the Civil Service Committee and the Academic Staff Advisory Committee have very comparable budgets, they conduct committee business very differently. For example, ASAC has the same number of members and represents a similar number of employees as the CSC, but use most of their budget to fund 5 monetary and professional development awards each year to University employees. Although they continue to meet on a monthly basis, ASAC does not spend their money on operations as does the Civil Service Committee. On the other hand, the Civil Service Committee handles a variety of business items, such as compensation issues, changes to the civil service rules, and legislative concerns, to name a few.

Ms. Kvanbeck said that she would be interested in attending future meetings of the Civil Service Committee upon request, and that any questions about the Senate Office, representation of civil service on senate committees, or the CSC budget can be directed to her or anyone in the Senate Office. The committee agreed to review its spending plans for the remainder of the year to see whether further reductions can be made. In closing, Ms. Kvanbeck thanked the committee for the opportunity to meet with them and said she would let them know if a supplement from the President's Office will be forthcoming.

Tonya Moten Brown, Chief of Staff

• Tonya Moten Brown reported that President Mark Yudof recognizes the Civil Service Committee as serving an important function by helping the President fulfill his role of being responsive to employee concerns. She added that the status of the request for a quarterly report to the President and Board of Regents has been approved.
• The President feels very strongly about the issue of professional development. She noted that since it's a university-wide issue, and should be addressed at a much broader level through HR, the President recommends that the CSC work closely with central HR to provide this program to civil service employees.
• Although the committee's request for an increase in its budget for this year was denied, the President's Office did agree to provide staff support through the Senate Office.
• Unfortunately, a scheduling problem exists when the President wishes to attend Civil Service Committee meetings because the CSC meets at the same time as the FCC. However, President Yudof does plan to meet with the committee at its June meeting, and will continue to send Tonya Moten Brown as his replacement.
• Tonya also reported that more work needs to be done in terms of communication with employees who do not have direct access to computers, particularly since more and more University business is done via e-mail and the internet. A suggestion was made to incorporate web and e-mail training in the new employee orientation as well as continuing education for all University employees.
• She also noted that she is interested in continuing to attend future CSC meetings, and recommended that the committee also invite VP for Human Resources Carol Carrier to meetings on a regular basis, as well as one of the Regents, who can provide additional input on faculty and staff issues.
• Tonya reported that there will be $6 million dollars in administrative budget cuts, and once ICR and tuition income are taken away, all departments and committees that report to the President's Office will be impacted. In fact, the only income into the President's Office are O&M funds from the legislature, tuition income, and ICR funds, so taking away two of the three puts added pressure on everyone under central administration.
• Don Cavalier informed Tonya that he wanted the President's Office to know that the committee is making a concerted effort to save money for the remainder of the year in response to the status of the committee's budget.

Parking and Transportation Services

Bob Baker, Director of Parking and Transportation Services, attended the meeting to present the parking plan for the next two years at the University; a packet of materials was distributed to committee members describing the plan. Major changes to the parking structures at the University include the replacement of the East River Road parking facility, construction of the gateway center garage, construction of a transit way parking deck, installation of permanent pedestrian identification signs, and the construction of the St. Paul campus parking ramp. It was requested that there be a balance for ridership by extending the West Bank office building to the east bank campus.

The FY99 capital needs and rate plan considers the following three options:

• Increase hourly and daily rates with no increase in contract rates
• Moderate increase in hourly, daily, and contract rates
• No increase in hourly and daily rates with significant increase in contract spaces.

Mr. Baker asked committee members for their preference between the three options provided to them in relation to parking rate increases. The Civil Service Committee preferred the second option in order to split the burden of parking rate increases between staff and students.

Executive Committee Reports

Chair's Report: Don Cavalier

• Stephanie Dilworth was appointed by the President to replace Mike Nelson.
• Mary Yamashita has resigned from the committee.
• Tom Stark was recommended to replace Mary Yamashita's position.
• Applications to renew appointments can be obtained from John Felipe.
• Letters were sent out to employee supervisors encouraging them to allow their employees to attend Civil Service Committee meetings.
• Don Cavalier, Mary Jane Towle, and Kate Stuckert will be working on a report to the Board of Regents and the President for the Board's May meeting.
• Barbara Nesheim, Chair of the Professional Development Committee, will be meeting with Vice President Carol Carrier to discussion options related to professional development for civil service employees.
• Don Cavalier and Mary Jane Towle visited the Duluth campus recently to meet with civil service staff to discuss employee issues; Dick Haney hosted the visit. Employee concerns were addressed and issues surrounding the compensation plan, JEQs and in-range adjustments were also discussed. In fact, Duluth HR has responded to many of these concerns, but perhaps have not communicated with employees about the changes made.

Vice Chair's Report: Mary Jane Towle

Mary Jane Towle reported that Richard Straumann has reserved the Como Park Pavillion for the fall retreat scheduled for Thursday, September 17, 1998. She noted that the cost for refreshments and lunch per person would run approximately $13 and that the space is $150.

Treasurer's Report: Stephanie Dilworth and George Ogbonna

Stephanie Dilworth noted that one of the problems with the budget is that a majority of the expenses have already incurred. She recommended that the committee may want to consider canceling one of its meetings this year to save money. One committee member asked that our traditional out-state meeting be included in next year's budget. The 1997 out-state meeting was in Morris. George Ogbonna stated that he is often unaware of when or how the committee's budget is being spent, and requested that everyone notify him when charging items or services to the committee budget.

One committee member asked everyone to remember that the committee historically funded two receptions: 1) one reception for civil service staff who served on committees; and 2) one reception for achievement award winners. Carol Carrier, VP for Human Resources, is aware that Barb Nesheim will be contacting her to discuss options related to professional development.

A motion was passed, seconded, and approved to cancel the April meeting, hold the May meeting with ITV for coordinate campus members to eliminate travel expenses, and hold a final committee meeting in June with President Yudof and new members of the Civil Service Committee.

Subcommittee Reports

Professional Staff Development & Recognition

Barb Nesheim will be meeting with Carol Carrier, VP for Human Resources, to discuss options related to professional development for civil service staff. She is also working on compiling the results of the professional development survey.

Wendy Williamson reported that she met twice with the awards committee to discuss the upcoming summer recognition event, approve the new logo'd clothing items for years-of-service gifts, and to improve the overall staff recognition program at the University. She asked committee members if anyone was interested in helping to plan the recognition event, and to review the following ideas and provide comments to her:

• Program Goals: Retention, Improved Morale, Motivation
• Ideas: Employee Appreciation Day (Week), Employee of the Month, Recognition On-the-Spot for Special Achievements, University Night at Sports or Cultural Events, Sports Leagues, U Sponsored Charity Events, Special Orientation Gifts (Mugs or Business Cards), Discount Coupons, Special Career Enrichment Programs, Rent Valleyfair for U Employees, U-Wide Retirement Reception, Certificates, Personalized Recognition Event, Guidelines for Unit Recognition Events, Involve Other Campuses.

Compensation: Linda Smith and Mary Berg

The compensation subcommittee met on March 10 to follow-up on the compensation plan vote. The e-mail vote on the salary plan was 13 members plus 2 alternates who voted yes, with 0 "no" votes; the plan passed. The plan included an across-the-board salary increase of 2.75% effective 6/22/98, across-the-board salary increase of 2% effective 12/21/98 (with hire dates earlier than 1/1/98), in-range adjustments based on individual performance and market competitiveness, changes in minimums and maximums of salary ranges, adjustments to the scientist classifications, implementation of new information technology classifications, and the continuation of the market study. The information was given to HR so the plan could be considered by administration, which was approved with one change. It was recommended that the sentence reading, "Future compensation goals for fiscal year 1999-2000 and beyond cannot be established until the fiscal year biennial budget is developed and approved" be removed from the market study category. A motion was made, seconded, and approved that this plan be approved with the current revisions. The next step in this process involves Linda Smith's invitation to participate on a committee to draft the language regarding how the plan will be implemented.

The subcommittee also discussed salary principles. A draft of the salary principles was distributed to committee members at the meeting, and any additional feedback regarding the draft should be given to Mary Berg or Linda Smith. After suggested changes are incorporated into the draft, the principles should be ready for distribution to employees for their feedback.

Nancy Lamers also reported vacation payout to the subcommittee. The payout date will be March 25; Anne Beattie from the Payroll Office informed the subcommittee that 750 employees were able to receive the payout and that the average number of hours paid out per employee was 78.

Job Evaluation Subcommittee: Mary Berg

The job evaluation subcommittee met on March 11. Kaye Aho provided updates at the last few meetings re: the implementation of the new classification system for the information technology and student services classes; it is hoped that these changes be completed by July, 1998. One subcommittee member had explained her difficulty in trying to post info tech jobs and not having enough information to do so, based on the new info tech system.

Linda Debeau-Melting attended the 3/11 subcommittee meeting to provide information regarding the proposed four job class changes in the libraries. Library Assistant III (4) and III (10) classes are getting higher salary ranges to address market issues and because the ranges of supervisory classes were not as high as the Library Tech 2 and 3 AFSCME classes they supervise. Library Specialist (5) is being abolished and the people will be promoted to Senior Library Specialists since the qualifications are similar. These class changes will result in a 6% salary increase, retroactive to January 1. Recommended action is that the full committee consider the proposed new four library job classes as being reviewed by the subcommittee.

Kaye Aho also reported that Bob Kvavik is writing a memo in support of the job class system being overhauled. Perhaps this can be used as a model for other administrators. Kaye is optimistic about University employees being in a new system within one year.

Market Adjustment Subcommittee: Blake Downes

Blake Downes reported that the market adjustment subcommittee met after the compensation subcommittee and continued their discussion of competing philosophies concerning adjustments to market and how they are funded. A discussion was also initiated on how to foster discussion and solicit opinions from committee constituents given the financial constraints the committee faces. The next task for this subcommittee is to formulate an inexpensive plan to obtain constituent discussion/opinion. The chief limitation of any such plan is likely to be the overrepresentation of technology-ready employees, who may not hold the same views as those constituents without access to e-mail or web services.

Civil Service Rules: Mary Jane Towle

A motion was made, seconded, and approved to revise the civil service rules according to the following recommendations:
• Rule 8: Rather than requesting 8 hours minimum paid work time per year for professional development, include the following: "The University encourages employees to participate in professional development activities. Supervisors are encouraged to allow employees to attend seminars, workshops, and professional development activities during scheduled work hours as paid work time."
• Rule 11, Section 4: Add an asterisk (*) after "personal health maintenance" in the rule to state, "An acceptable program is one which is sponsored by, offered by, or accepted by the health, medical, and fitness/wellness professionals as a health maintenance program."
• Rule 12, Section 3: Change layoff notice (written notice) to at least 28 calendar days rather than two weeks for written notice to an employee from the unit administrator.

The final draft will now be forwarded to President Yudof via Carol Carrier.

Communications: Wendy Williamson

Wendy Williamson reported that the communications subcommittee met on March 19 to discuss possible changes in graphics and links to the CSC web page. The biographies and photos will be ready by the next meeting and everyone will have a chance to review their picture and bios before going up on the main web page. Items that are now up on the web page include the minutes of the past chair's meeting and the professional development survey. Because only one article was received for the In Touch newsletter, distribution may be postponed due to budget constraints; it was suggested that the next In Touch newsletter be prepared for distribution in the fall. Don Cavalier asked the subcommittee to make a recommendation regarding this issue at the May meeting.

Past Chair's Report: Blake Downes for Sue Carlson Weinberg

Sue Carlson Weinberg reported that the next quarterly meeting of former chairpersons of the Civil Service Committee is scheduled for May 5, 1998.

Senate/Assembly Vacancies: Dick Haney

Dick Haney noted that there is still a vacancy for a civil service representative on the Senate Student Affairs Committee. He added that he will also be seeking nominations for positions that will open in June or July, 1998.

Search Committee to Fill Civil Service Vacancies: John Felipe

John Felipe submitted a written report that indicated the search subcommittee met on March 17. There have been 5 inquiries from potential applicants, but no responses as of yet. Don Cavalier is interested in continuing his membership, and Richard Haney is undecided; if neither of these members decide to reapply, they are asked to solicit and recommend replacements. The other three outgoing members will not reapply; two in the Executive VP & Provost area and one in the Academic Health area. March 26 will be held for interviews or another meeting, and April 16 for interviews as well. John will continue to share vacancy notices with five EEO Officers and HR staff.

Public Relations: George Hoh

George Hoh reported that the following items were discussed at the subcommittee meeting:
• Who are civil servants?
• What is PR challenge?
• Events such as Saints baseball game, picnics, and brown bags.
• Talk to HR about orientation issues, such as obtaining a list of civil service new hires in order to prevent the wrong people from attending orientation and get the right people to attend if they are currently missing it.

Announcements

• The committee agreed to cancel the April meeting, hold the May meeting with ITV for coordinate campus members, and ask everyone to attend the final meeting in June where new members will be introduced and President Yudof will be in attendance.
• A motion was made, seconded, and approved that George Hoh will be the new Chair of the public relations subcommittee.
• Dick Haney and Don Cavalier will continue as members if no one else comes forward to replace them.
• Mary Yamashita was thanked by committee members and presented with a certificate of appreciation for all of her hard work and service on the Civil Service Committee.

The meeting adjourned at 4:15 PM.