MINUTES OF
MEETING
November 18,
2010
Morrill Hall,
Room 300
[In these
minutes: committee business; CS Rules Amendments; CS transition to CS Senate;
CS Senate Bylaws, OHR update]
PRESENT: Frank
Strahan (chair), Don
Cavalier (chair elect), Carolyn Davidson (treasurer), Karen Lovro,
Josette Barsness, Nancy Fulton, Susan Rafferty, Rick Densmore, Blake Downes,
Amy Olson, Susan Cable Morrison, Pat Roth
REGRETS: None
ABSENT: Sandeep
Kataria
GUESTS: None
OTHERS in
ATTENDANCE: Amy Lewis, Library
Manager
Frank Frank
Strahan called the meeting to order and welcomed those
present.
Chairs Report – Frank Strahan
á
Mr. Strahan reported that about 25 new Civil Service
employees were at the New Employee Orientation (NEO) and that the NEO has
returned to its format for larger groups.
á
At
the human resources prep meeting, Mr. Strahan met briefly with Patti Dion,
Director Twin Cities Office of Human Resources (OHR). Ms. Dion expressed concern about the Òunintended
consequencesÓ of the Civil Service CommitteeÕs (CSC) transition to a Civil
Service Senate. In particular, she
expressed concern about how the transition would impact the CSCÕs relationship
with OHR. Ms. Dion also provided
information about the extended JEQ process impacting three individuals. Additionally, she stated that OHR is
working on changes to job families and she would provide more information to
the CSC on this topic in January. Mr.
Strahan again conveyed the committeeÕs request for a centralized Civil Service
seniority list, but stated he did not expect any action on this by OHR.
á
The
Office of Conflict Resolution (OCR) is seeking two hearing officers, two panel
members, and one conflict resolution advisory committee member from the Civil
Service. The request for
interested individuals was place in the e-InTouch Newsletter, and Mr. Strahan
personally contacted individuals who previously expressed interest in these
positions.
á
The
CSC transition workgroup met to finalize the Senate Bylaw language.
á
Finding
individuals to serve on the CSC continues to be problematic. The membership subcommittee is actively
working to recruit members from Duluth, Rochester, and Morris. Susan Cable Morrison indicated she
would follow-up with the Vice Chancellor and Human Resources Director in
Rochester about a lead on a possible committee member. Sandeep Kataria will likely be
resigning from the CSC due to an increased workload and inadequate time for
committee service.
á
Mr.
Strahan contacted the Board of Regents Secretary to see if presidential
finalist, Eric Kaler, could meet with the CSC, but was informed that there was
not time in Mr. KalerÕs schedule.
á
Mr.
Strahan attended a public meeting with Mr. Kaler and submitted two questions
one about shared governance and the role of staff in decision making and the
other about Mr. KalerÕs comment regarding cutting business costs. Neither question was selected. Mr. StrahanÕs overall impression was
that Mr. Kaler is competent and straightforward.
Vice Chairs Report – Don Cavalier
á
Mr.
Cavalier reported that he is concerned about the impending changes to U Plan
and their impact on CS employees.
á
Mr.
Cavalier also expressed concern about the transition from a CS Committee to a CS
Senate, and indicated the Committee would need to make a decision about how to
move forward.
Treasurer – Carolyn Davidson
Carolyn Davidson
reported that the Committee had spent $758.00 in professional development funds
and there are $1,242.00 left to spend.
Mr. Strahan stated that he had spoken with Vickie Courtney,
Director of the University Senate Office, about the stipend for the Civil
Service Treasurer, and she indicated that there is not funding for the stipend,
and that the bulk of the TreasurerÕs duties are handled by the Senate Office. He stated he had also discussed this
with Ms. Davidson and she understood the situation. Mr. Downes asked if the TreasurerÕs stipend was a Òline
itemÓ removed from this yearÕs CSC budget and not reallocated. Mr. Strahan responded that this was
correct. Mr. Downes moved to drop
the TreasurerÕs stipend, but wanted to insure that there would be adequate
funds for committee costs. Discussion followed. Ms Cable-Morrison commented that it was
her understanding that the Senate Office had encouraged use of the CSC funds
for governance leadership. Mr.
Strahan clarified that this was correct, but leadership referred to the Chair
and Vice-chair positions, not the Treasurer. The reason for this was that the Senate Office has
progressively done the work of the Treasurer. Ms. Davidson agreed that the Senate Office provides greater
management of the CSC budget then it has in the past, and noted that there are
now line items in the budget to which she does not have access. Josette Barsness asked how the
budget has changed. Mr. Strahan indicated
that the CSC budget has declined over the last three years. A committee member asked if that meant
that professional development funds would be eliminated. Mr. Strahan stated that if the CSC
became a Senate the professional development funds would need to be approved by
the University Senate Budget Committee, and he expressed skepticism that the
funds would be approved. Mr.
Downes suggested that it might be appropriate to consider compensation for committee
or subcommittee work requiring extensive time. Mr. Strahan stated that he agreed with this and that Ms.
Courtney had encouraged the CSC to consider at what level of time commitment
compensation would be appropriate.
The CSC approved the motion to eliminate the TreasurerÕs stipend and to
insure proper funding for CSC costs.
Mr. Strahan noted that the CSC would continue to manage its budget and
to negotiate with the Senate Office.
Subcommittee Updates
Advocacy
Subcommittee Report
–Susan Cable-Morrison
Ms.
Cable-Morrison reported that she met with a constituent that had received a
written warning subsequent to another written warning within a year. She explained CS Rule 13 to the
constituent, and suggested methods for improving communication with her
supervisor. The constituent
scheduled a meeting with the Office of Conflict Resolution in order to meet
with her supervisor in a neutral environment. Ms. Cable-Morrison asked the constituent to follow-up with
her, but she has not yet heard back from her.
Compensation
Benefits – Karen
Lovro
Ms. Lovro stated
that there are three ongoing JEQs.
They are waiting on OHRÕs decision regarding the job classifications. These decisions have gone far beyond the
five-day period provided to OHR under the appeals process. Ms. Dion apologized for the delay, and
stated that there would be a decision by early next week. One of the individuals involved in the
JEQ appeal contacted Carolyn Chalmers, Director Office of Conflict Resolution,
due to frustration with the length of the process, and the lack of
communication from OHR. Ms.
Cable-Morrison stated it would be helpful to have a discussion about the JEQ
appeals process during the monthly OHR prep meetings in order to insure
continuity in the JEQ appeals process.
Mr. Strahan stated he would speak with Ms. Dion about the training of
the OHR staff handling the JEQs because it appears timelines are not being met
and documentation is not being appropriately distributed.
Rules
Subcommittee –
Blake Downes
Mr. Downes
provided the committee with several motions to approve pending changes to the
Civil Service Rules. He noted that
the motions in the white packet had been approved by the OHR, and needed
approval by the CSC.
á
Motion
1 To approve changes to CS Rule 11.5
o
11.5.10 Approved sick leave may be used to care for or arrange care for
an employeeÕs child, including medical and dental appointments. Approved sick
leave to care for an employee's sick child is not limited. EmployeeÕs child as
used in this portion includes adoptive, biological, step-child, or foster child
of the employee or of the employeeÕs registered same sex domestic partner.
o
11.5.11 Up to five days per incident 10 days per fiscal year may
also be used by an employee to care for or make arrangements for the care of an
ill member of the employee's immediate family. Immediate family as used in this
portion of the Rule shall mean spouse, registered same sex domestic partner;
and siblings, parents, grandchildren and wards of the employee, spouse, or
registered same sex domestic partner.
Discussion followed regarding the interpretation of the phrase Òper
incident.Ó Rick Densmore noted
that the change seemed to shorten the amount of time an employee could take
leave to care for an ill family member.
Mr. Strahan explained that Òper incidentÓ had been interpreted to mean a
single diagnosis. For example, if
an employee were caring for a family member with cancer, they would only be
allowed a total of five days to care for the individual. Mr. Downes acknowledged that the new
language might be detrimental to some individuals who had received a more
generous interpretation of the original rule. Susan Rafferty, OHR Assistant Director, noted that the rule likely
benefits more people than it would disadvantage. The motion was approved.
á
Motion 2: to approve OHR
requested changes to Rule 11 clarifying parental leave language from ten workdays
to two weeks.
o
11.7.2 Paid and Unpaid Leaves
o 11.7.2.1 A civil service employee, on the
occasion of the birth or adoption of the employeeÕs child may, upon request,
take up to a 10-workday
two week paid parental leave of absence. The definition of
employee child in this portion includes the adoptive or biological child of the
employee or of the employeeÕs registered same sex domestic partner. This
parental leave shall not be charged against the employee's accumulated vacation
or sick leave. The parental leave shall begin at a time requested by the employee,
although the leave may not begin more than six weeks after the birth or
adoption. In the case where the child must remain in the hospital longer than
the birth mother, the leave must begin no later than six (6) weeks after the
child leaves the hospital. This leave must be consecutive and without
interruption and must be taken during the term of appointment.
o 11.7.2.2 A birth mother may use the 10
workdays two weeks of parental leave and up to 20 workdays four weeks of accumulated sick
leave immediately following the parental leave, which must commence no sooner
than two weeks prior to the anticipated delivery date and no later than six (6)
weeks after delivery. The birth mother may use accumulated vacation leave
immediately following the sick leave. These leaves must be consecutive and
without interruption and must be taken during the term of appointment. An
unpaid leave of absence for maternity shall be granted to an employee for a
period of up to six months, when requested in conjunction with the birth of the
employee's child. This leave of absence without pay may be extended up to an
additional six months upon the employee's request and with responsible
administrator approval.
o
11.7.2.3 A birth
father or adoptive parent may use the 10 workdays two weeks of
parental leave, immediately followed by accumulated vacation which must
commence no sooner than two weeks prior to the anticipated delivery date and no
later than six (6) weeks after the birth or adoption. These leaves must be
consecutive and without interruption and must be taken during the term of
appointment. An unpaid leave of absence shall be granted to an employee for a
period of up to six months, when requested in conjunction with the birth or
adoption of the employeeÕs child. This leave of absence without pay may be
extended up to an additional six months upon the employeeÕs request and with
responsible administrator approval.
The motion was approved.
á
Motion 3: Mr. Downes
reported that Ms. Dion requested the CSC not proceed to hearings with the CS
Rule 3 changes regarding hearing panels (approved by the CSC on October
28). This request was primarily
due to planned OHR changes in the job reclassification/JEQ process. Because CS Rule changes cannot be made
without OHR approval, Mr. Downes recommended that the CSC amend Rule 3 omitting
these revisions. He moved to replace
rules 3.1 and 3.2 with the following:
o 3.1 Structure and Governance of the Civil Service Committee
o 3.1.1 There shall be a Civil
Service Committee of fifteen sixteen
members and a minimum of three alternates
appointed by the President with the approval of the Board of Regents. Members
shall be appointed to represent all areas, campuses, and central administration
to include a representative balance from all civil service classifications. A
current list of Civil Service Committee members is available on the worldwide
web at http://www.umn.edu/csc or through the Office of Human Resources.
o 3.1.2 Terms of appointment
shall be staggered to ensure that less than half of the terms expire in any
calendar year. All appointments shall be for three-year terms unless a longer
or shorter term is necessary to preserve the staggered term schedule.
o 3.1.3 The President will
appoint a search committee to solicit nominations from the University community
to fill Committee vacancies. The civil service search committee will solicit,
interview and refer a slate of candidates to the President to appoint Committee
members and alternates on an annual basis. The President will fill mid-year vacancies
on the Committee from the pool of alternates in consultation with the search
committee.
o 3.1.4 Members appointed to
the Civil Service Committee shall be persons who have an understanding of
University policies and personnel administration, and who are able to adjust
their schedules to devote adequate time to Committee work. All Committee
members must be Civil Service employees covered under these Rules. Full
committee members may serve for a maximum of six consecutive years, except for under extenuating circumstances.
o 3.1.5 Vacancies created by
resignation, leave of absence for more than three months, termination of
University civil service employment, or failure to attend three consecutive
regular meetings unless on approved leave shall be filled by an alternate
appointed by the President for the unexpired portion of the term.
o 3.1.6 the alternates will be
appointed to serve one-year terms. Alternates will serve without vote except as
a member of an appeals panel and when attending a meeting of the Committee in
place of a Committee member as their designee.
o 3.1.7 a quorum shall consist
of a simple majority (one-half plus one) of the Committee membership. Appeals shall be handled by three-member
panels.
o 3.1.8 Aspects of Committee
structure and governance not addressed by these Rules shall be covered by
the Committee's Bylaws, or by the
current revision of Robert's Rules of Order.
o 3.1.9 Secretarial services
and funds for Committee use (including, but not limited to meeting expenses,
travel, publication of Rules or amendments, photocopying, and postage) shall be
supplied as necessary by the PresidentÕs Office.
á
3.2 Powers and Duties of the
Civil Service Committee
o The Civil Service Committee
Shall:
o 3.2.1 review, conduct public
hearings, and present recommendations to the President regarding Civil Service
Rules;
o 3.2.2 act as an appeals board
in all cases involving supervisors or employees appealing decisions made by the
Vice President in accordance with Rules 4, Position Classification Plan; and 5,
Compensation System;
o 3.2.3 make investigations at
the request of the Board of Regents, the President, the Vice President, Civil
Service staff, or on its own initiative concerning personnel administration in
University Civil Service;
o 3.2.4 interpret the intent or
meaning of the Rules in cases of questions or disputes
o 3.2.5 act as consultants to
the Vice President in developing performance appraisal plans (Rule 9, Section
1);
o 3.2.6 review the creation of
new and elimination of obsolete job classifications (Rule 4, Section 4);
o 3.2.7 review and approve
proposed changes to the compensation plan (Rule 5, Section 1); (Rule 5, Section
2;
o 3.2.8 review any proposed
changes in salary range that are requested by the Vice President
o 3.2.9 appoint civil service
representatives to the University Grievance Board and the Conflict Resolution
Advisory Committee, and nominate civil service employees for selection to serve
on the Hearing Officers Panel (Rule 14);
o 3.2.10 appoint civil service
representatives to other University committees and task forces as requested by
the President;
o 3.2.11 establish and maintain Civil
Service Committee Bylaws; [LJN1]
o 3.2.112 coordinate the membership
and election of Civil Service members to the University Senate including
eligibility requirements, areas of representation, slate of candidates, and the
filling of vacancies as per the Civil Service Committee Bylaws; and
o
3.2.132 perform such other duties as may be assigned to it by the
President or these Rules.
The motion carried.
Ms. Lovro and Nancy Fulton left to attend the Benefits Advisory
Committee meeting.
Communications – Amy
Olson
Ms. Olson explained that she had completed the content in
the e-InTouch newsletter and had been working with the Senate Office and in
turn the Internal Communications Office to update the newsletterÕs format. She sent the newsletter to Dawn Zugay
in the Senate Office and Ms. Zugay incorporated the information regarding the
openings on the Conflict Resolution Panels. Ms. Zugay noted that the newsletter was ready to go out on
November 17, but was held in case Mr. Strahan wanted to update the chairÕs
report to reflect the pending decision to slow down the CS transition
process.
Legislative Subcommittee-
Mr. Strahan noted that with Mr. KatariaÕs likely departure
from the CSC. The CSC needed to
select a new Legislative Subcommittee chair. Ms. Olson volunteered to take this position.
Senate Delegation –
Mr. Strahan noted that Ms. Zugay is assisting with the
procedural process and will forward applications she receives to Ms. Davidson.
Professional Development - Carolyn Davidson
Ms. Davidson stated she received one request for
professional development funds.
The individual is an Information Technology Professional who requested $202.95 for the
purchase of books to enhance her professional skills. Ms. Davidson made a motion to provide the individual with
$40.00 toward the purchase of one manual.
The motion carried. Ms.
Davidson updated the committee regarding the on-line votes that took place
following the October meeting. She
stated that all three professional development requests were denied. Mr. Strahan reminded CSC members
that all on-line votes should be made to the list serve.
Discussion of CS
Senate Transition
Mr. Strahan stated that he met with Ms. Dion about the CSCÕs pending
transition to a CS Senate. He
relayed that Ms. Dion and OHR had concerns about the transition, and that Ms.
Dion would not sign-off on the proposed changes to the CS Rules at this
time. Ms. Olson asked why they
were unwilling to sign-off on the CS Rules changes. Mr. Strahan responded that OHR is concerned about
Òunintended consequencesÓ of the changes.
He further noted that the timeline for the transition had been
aggressive, and he was comfortable with allowing the conversion process to last
two more months. Ms. Cable-Morrison
made a motion to table the timeline and final decision regarding transition to a
CS Senate because colleagues in OHR expressed concern regarding the complex
decisions under discussion and would like to work with CSC to sort out the
implications and unintended consequences of the changes to a CS Senate. Mr. Strahan noted that there is
currently a motion before the Senate Rules and Business Committee to change the
University Senate Rules to include the CS Senate Bylaws, and that he would
withdraw that motion when he attended the meeting. He also clarified the motion made by Ms. Cable
Morrison. He stated, ÒThe CSC has
decided to slow down the process of converting to a CS Senate until issues with
OHR have been resolved. The CSC
will continue to work on the transition to answer any outstanding questions,
and if those cannot be answered satisfactorily the transition will come up for
further discussion.Ó Ms. Olson
asked if an OHR representative would be working with the CSC. Mr. Strahan stated a representative
would be at the rules committee meetings, and would be invited to join the
transition committee meetings. He
also noted the Ms. Rafferty is a liaison between the CSC and the OHR. The motion carried.
Next, Mr. Downes provided the committee with the proposed changes to CS
Rules 1 and 3 and rules 4, 5, 9, and 14.
He noted that the changes to Rules 1 and 3 were substantive changes relating
to the transition process and the changes to rules 4,5, 9, and 14 were all
nominative - changing CS Committee to CS Consultative Committee.
1.1.1 These
rules, for many years prepared and recommended by the Vice President for
the Office of Human Resources (The words Vice President as used in these
Rules shall refer to the administrative head or designee of the Office of Human
Resources) and the duly appointed Civil Service Committee in
accordance with the authority vested in them by the Basic Law for Civil Service
of the University of Minnesota, as approved by the Board of Regents on November
24, 1945, shall be were until the adoption of the Civil Service
Senate Constitution known as the Civil Service Rules, or Rules. They
shall govern the operation of the University of Minnesota Civil Service
personnel system.
1.1.2 Now prepared and recommended
by the Vice President for the Office of Human Resources and the Civil Service
Consultative Committee under the authority vested in them by the Board of
Regents and the Civil Service Senate Constitution, they shall be known as the
Civil Service Employment Rules, or Rules, and shall govern the operation of the
University of Minnesota Civil Service personnel system.
1.1.3 The words "Vice
President" as used in these Rules shall refer to the administrative head
or designee of the Office of Human Resources. The words "the
President" shall refer to the President of the University of Minnesota.
The words "Consultative Committee" or "the Committee" as
used in these Rules shall refer to the Civil Service Consultative Committee,
with powers and duties designated by the governing documents of the Civil
Service Senate and by these Rules.
The Civil Service Employment Rules and
ÒDefinitionsÓ shall cover all full-time, part-time, continuing, probationary,
and temporary employees paid from University-administered funds except those
holding academic appointments, student appointments, those covered under
collective bargaining agreements, and temporary no-post and non-public
employees (see ÒDefinitions).
1.3.1 Any University civil service employee may
propose an amendment to the Civil Service Consultative Committee
at any time. A complete Rules review will be conducted once every two to three
years.
1.3.2 The Consultative Committee
will solicit and review additional proposals, conduct public hearings, and
recommend amendments to the Civil Service Senate and the President as deemed
appropriate.
1.3.3 Other governing documents
notwithstanding, any amendment must be approved by a 60% vote of the
Consultative Committee and a 60% vote of the Civil Service Senate in order to
be recommended to the President.
1.3.2 1.3.4 Public hearings are required before Rules amendments are voted
upon by the Consultative Committee and the Civil Service Senate and
proposed to the President. Notice of intention to amend the Rules specifying
the date, hour, and place of the hearings shall be announced published
in campus publications not less than 14 days before said hearing
1.3.3 1.3.5 Proposed revisions will be made available at least seven
days before the public hearings on the Office of Human Resources worldwide web
home page currently at http://www.umn.edu/ohr/ or
through the Office of Human Resources.
1.3.4 1.3.6 The Vice President and Civil Service Consultative
Committee shall recommend to the President all proposed amendments that are
voted upon by the Consultative Committee and the Civil Service Senate. After consultation with the Vice
President and the Civil Service Consultative Committee, the
President shall make recommendations to the Board of Regents for their
consideration. The members of the Board of Regents shall be provided with
copies of the proposed amendments.
1.3.5 1.3.7 Amendments shall become effective upon adoption by the Board
of Regents except as otherwise specifically provided in the text of the
amendment. The Vice President shall promptly transmit notification to
administrators and shall make the Rules and amendments available to employees.
[Subsequent
sections will be renumbered.]
All employees shall have access to the Rules on
the Civil Service website at: http://www.umn.edu/csc/ or from
the Office of Human Resources, http://www.umn.edu/ohr/.
3.1.1 In
accordance with the governing documents of the Civil Service Senate, Tthere
shall be a Civil Service Consultative Committee. Both the
Civil Service Senate and the Consultative Committee shall have specific powers
and duties with respect to these Rules. of fifteen
members and a minimum of three alternates appointed by the President with the
approval of the Board of Regents. Members shall be appointed to
represent all areas, campuses, and central administration to include a
representative balance from all civil service classifications. A current
list of Civil Service Committee members is available on the worldwide web at
http://www.umn.edu/csc or through the Office of Human Resources.
3.1.2
Terms of appointment shall be staggered to ensure that less than half of
the terms expire in any calendar year. All appointments shall be for three-year
terms unless a longer or shorter term is necessary to preserve the staggered
term schedule.
3.1.3
The President will appoint a search committee to solicit nominations
from the University community to fill Committee vacancies. The civil service
search committee will solicit, interview and refer a slate of candidates to the
President to appoint Committee members and alternates on an annual basis. The
President will fill mid-year vacancies on the Committee from the pool of
alternates in consultation with the search committee.
3.1.4
Members appointed to the Civil Service Committee shall be persons who
have an understanding of University policies and personnel administration, and
who are able to adjust their schedules to devote adequate time to Committee
work. All Committee members must be Civil Service employees covered under these
Rules. Full committee members may serve for a maximum of six consecutive years,
except for under extenuating circumstances.
3.1.5
Vacancies created by resignation, leave of absence for more than three
months, termination of University civil service employment, or failure to
attend three consecutive regular meetings unless on approved leave shall be
filled by an alternate appointed by the President for the unexpired portion of
the term.
3.1.6
The alternates will be appointed to serve one-year terms. Alternates
will serve without vote except as a member of an appeals panel and when
attending a meeting of the Committee in place of a Committee member as their
designee.
3.1.7 A
quorum shall consist of a simple majority (one-half plus one) of the Committee
membership. Appeals shall be handled by three-member panels.
3.1.8
Aspects of Committee structure and governance not addressed by these
Rules shall be covered by the
Committee's Bylaws, or by the current revision of Robert's Rules of
Order.
3.1.9
Secretarial services and funds for Committee use (including, but not
limited to meeting expenses, travel, publication of Rules or amendments,
photocopying, and postage) shall be supplied as necessary by the PresidentÕs
Office.
The Civil
Service Consultative Committee Shall:
3.2.1 review, conduct public hearings, and
present recommendations to the President regarding Civil Service Rules, in
accordance with Rule 1.3;
3.2.2
act as an appeals board in all cases involving supervisors or employees
appealing decisions made by the Vice President in accordance with Rules 4,
Position Classification Plan; and 5, Compensation System; Appeals shall be
handled by panels consisting of at least three Consultative Committee members
and/or alternates.
3.2.3
make investigations at the request of the Board of Regents, the
President, the Vice President, Civil Service staff, or on its own initiative
concerning personnel administration in University Civil Service;
3.2.4 interpret the intent or meaning of the
Rules in cases of questions or disputes
3.2.5 act as consultants to the Vice
President in developing performance appraisal plans (Rule 9, Section 1);
3.2.6 review the creation of new and
elimination of obsolete job classifications (Rule 4, Section 4);
3.2.7 review and approve proposed changes to
the compensation plan (Rule 5, Section 1); (Rule 5, Section 2;
3.2.8 review any proposed changes in salary
range that are requested by the Vice President
3.2.9 appoint civil service representatives
to the University Grievance Board and the Conflict Resolution Advisory
Committee, and nominate civil service employees for selection to serve on the
Hearing Officers Panel (Rule 14);
3.2.10 appoint civil service representatives
to other University committees and task forces as requested by the President;
3.2.11
coordinate the membership and election of Civil Service members to the
University Senate including eligibility requirements, areas of representation,
slate of candidates, and the filling of vacancies as per the Civil Service
Committee Bylaws; and
3.2.11 perform such other duties as may be
assigned to it by the President or these Rules.
In
accordance with Rule 1.3, the Civil Service Senate shall ratify amendments to
these Rules.
No administrative action affecting the status, rate
of pay, or classification of an employee or position in University Civil
Service shall become final until approved by the Vice President or designee as
being in conformance with these Rules.
Mr. Downes walked the CSC through the proposed changes and highlighted
the proposed changes to the amendment process. He asked for CSC discussion regarding the proposed amendment
process. Ms. Roth asked if Òthe
RulesÓ refers to the CS Rules. Mr. Downes stated that it did and noted the
confusion between the CS Rules relating to governance and the CS Rules relating
to employment. He also pointed out
that to eliminate confusion the proposed rules would refer to the ÒCivil
Service Employment Rules.Ó
Mr. Strahan suggested that Rule 1.3.1 be amended to state, ÒA complete
rules review will be conducted at an interval no greater then every three years.Ó Josette Barsness asked how long it
takes to review all of the Rules.
Mr. Downes responded that it takes two to three years to complete the
rules review process. Rules
amendments typically come from the constituents, the CS Rules Subcommittee, and
OHR.
Mr. Strahan suggested delaying the planned January hearing on the CS
Rules changes because the CSC was slowing down the transition process. This would allow the changes
including those required by the transition to go through at the same time. But, he left this decision to the Rules
Subcommittee. Mr. Downes asked for
CSC feedback on the proposed rules changes.
CS Senate Bylaws
Mr. Strahan diagramed the CSC progress toward becoming a Senate and the
governing documents involved with the process.
University Senate
- University Senate Constitution
Must
be amended to create a place for the CS Senate Rules
Civil Service Senate - CS
Senate Constitution
CS Senate Rules
CS Senate Bylaws
Civil Service Consultative Committee - CSCC Charge
Mr. Strahan then discussed the status of each of the documents. He noted that at the upcoming Rules and
Business Committee meeting he would be withdrawing the motion requesting the
University Senate Constitution to incorporate the CS Senate Rules.
|
University Senate Constitution |
Not amended |
|
CS Senate Constitution |
Approved by CSC 09/23/10 |
|
CS Senate Rules |
Approved by CSC 09/23/1010 |
|
CS Senate Bylaws |
Partially approved 09/23/2010 |
|
CS Senate Consultative Committee Charge (part of
the CS Senate Bylaws) |
Not yet approved |
Ms. Olson asked if CAPA was also withdrawing its motion to incorporate
its rules into the University Senate Constitution. Mr. Strahan responded that it was not because it did not
have the same relationship with the OHR as the CSC. He also noted that CAPA already functions as a Senate in its
size and membership selection. Mr.
Strahan then left to attend the Rules and Business Committee meeting.
Mr. Cavalier continued the CSCÕs review and discussion of the CS Senate
Bylaws. The CSC reviewed the
following Bylaws and recommendations of the Rules Subcommittee.
1. Bylaws Article IX Section 2 (d) - Election of Members
d. All members elected to the Civil
Service Senate shall begin service on July 1 and shall serve for three years.
Elected members of the Civil Service Senate shall not serve more than two
consecutive terms, and shall be eligible for re-election only after a one-year
interval of non-membership in the Civil Service Senate.
ISSUE: The CSC
should determine term length and whether or not to have consecutive terms.
RECCOMENDATION: Leave unchanged
2. Bylaws Article IX Section 2 (g) - Election of Members
g. The pool of Civil Service Senate alternates shall consist of
past Civil Service Senate members, and civil service not elected to the Civil
Service Senate.
ISSUE: The CSC should decide how it wants to define the alternate
pool.
RECCOMENDATION: Recommendation is stated
above.
3. Bylaws Article IX Section 4 (b) - Removal for Neglect of
Meetings
A member of the Civil Service Senate shall forfeit membership by
neglecting three consecutive meetings of either the University or Civil
Service Senate.
ISSUE: The CSC should consider
whether the University Senate the CSC Senate attendance should be counted
together or separately.
RECOMMENDATION: Recommended
addition is indicated by underline.
4. Bylaws Article IX Section 5 (a) - Election and Duties of
Officers
a.
Election
The chair-elect shall be elected at a
spring semester session of the Civil Service Senate Consultative
Committee. The chair shall preside over the election. Outgoing civil
service senators and outgoing Civil Service Consultative Committee members may
be candidates for this these positions. Terms of office
shall be July 1 to June 30.
ISSUE: Who may be a candidate for the
chair-elect position?
RECOMMENDATION: Recommended changes are indicated
by strikethroughs and underlines.
5. Bylaws Article X Section 2. (a) and (d) - Eligibility for
Membership
a. Civil Service staff who serve on
Civil Service Senate standing committees must be eligible to serve in the Civil
Service Senate.
ISSUE: The CSC should determine who is
eligible to serve on the CS Senate standing committees.
RECCOMMENDATION: Leave unchanged
d. Only individuals eligible to serve
in the Civil Service Senate may serve as the chair of a committee of the Civil
Service Senate.
ISSUE: The CSC should
determine who may serve as chair.
RECCOMMENDATION: Leave unchanged.
6. Bylaws Article X Section 3 (a) - Committee Procedures
Alternates or proxy voting are not permitted on CS Senate
committees.
ISSUE: The CSC should determine whether to allow alternates. The CSC currently allows for this.
RECOMMENDATION:
7. Bylaws Article X Section 3 (g) Committee Procedures
g. Committees of the Civil Service
Senate shall have the authority to take up matters of concern only to the Twin
Cities campus, including the appointment of subcommittees to take up Twin
Cities campus matters. When they do so, only the Twin Cities campus members of
the committees may vote on any actions to be taken with respect to such
matters. The chair of the committee shall rule on which matters are of concern
only to the Twin Cities campus.
ISSUE: The CSC should consider whether
it wants to limit its authority to matters of concern only to the Twin Cities
campus.
RECOMMENDATION: Eliminate this section.
á
The CSC approved Bylaws Article IX Section 2(d), Bylaws Article IX
Section 2(g), and Bylaws Article X Section 2 (a) and (d).
á
The CSC recommended changing Article IX Section 4(b) to state: Ò A
member of the Civil Service Senate shall forfeit membership by neglecting three
consecutive meetings of the University Senate, the Civil Service Senate, or any
combination there of.Ó
á
The CSC tabled Article IX Section 5(a) because of because the language
is not clear about whether the chair-elect is a member of CSCC.
á
The CSC tabled Bylaws Article X Section 3(a) in order to have input
from the Mr. Strahan.
á
The CSC approved the elimination of Bylaws Article X Section 3(g)
Human Resources Update – Susan Rafferty
Ms. Rafferty announced that Vice President Kathryn Brown was selected
by President Bruininks and approved by the Board of Regents as the new Vice
President of Human Resources. Vice
President of Human Resources, Carol Carrier, will be returning to her faculty
position in June 2011. Vice
President Carrier and Vice President Brown are working together on the
transition.
Ms. Rafferty reminded the CSC to complete their open enrollment
processes. She also noted that the
unit results from the Pulse Survey would be out in December.
She stated that Ms. Dion had spoken with the Human Resources DirectorÕs
Group and the coordinate campusÕ Human Resources leaders and raised the CSCÕs
concerns regarding the seniority lists and lack of transparency issues. Employee Relations is doing a review of
the listings of CS seniority units within the campus, colleges, and
administrative units to insure clarity and accuracy of the seniority units. Ms. Dion indicated the campuses,
colleges, and administrative units could communicate what the CS seniority
units are to the CS employees.
Old Business:
Ms. Roth reported that the Community Fund Drive had concluded. The total amount raised was slightly
higher then last year but the number of actual participants was less.
Ms. Cable-Morrison expressed concern that a plan had not yet been
developed for communicating information about the CSC transition to the CS
constituents. Ms. Olson noted she
thought Mr. Strahan would communicate the information in the e-InTouch chairÕs report, and that it was also
available in the CSC minutes.
However, she expressed doubt that many constituents were reading this
information. Mr. Downes commented
that the CSC and OHR first needed to understand the implications of the
transition before the information could be communicated to the constituents.
Hearing no further business Mr. Cavalier adjourned the meeting.
Dawn Zugay
University Senate Office
[LJN1]This is the correction I found in a different draft.