IUB Professional Council

Business Meeting Minutes

Kelley School of Business, Room 3055

December 15, 2010

Council Members in Attendance: Tracy Bee, Cindy Boyd, Greg Buse, Jennifer Chaffin, Rosanne Dye, Peter Kaczmarczyk (CWA Ex-officio), Maryanne McDonnell, Patricia Moser, Rich Nourie, Liz Peck, Grant Simpson, Mark Trotter, Doris Wittenburg.

Proxies: Cindy Boyd for Margaret Baechtold, Maryanne McDonnell for Jennifer Brooks, Patricia Moser for Tiana Iruoje, Liz Peck for Terry Lenn, Greg Buse for Eric Love, Theresa Hitchcock for Patrick Smith, Grant Simpson for Kelly Thacker, Maryanne McDonnell for Michael Thompson, Tracy Bee for Dee Verostko.

Members Not in Attendance:  Craig Dethloff (BFC Ex-officio), Suzanne Ryan (UHRS Ex-officio.

Meeting Minutes

A motion to approve the November, 2010 minutes as written was made, seconded and passed.

Old Business

Auction 2010-11

At its December meeting, the Executive Committee discussed the upcoming auction.  There was agreement among the committee members that a late January/early February auction would not give the council members enough time to prepare after returning from the holidays.  After some discussion at today’s meeting, a motion was made to hold the auction March 28-April 8.  The motion was seconded and passed.

Bloomington Faculty Council Healthcare Sub-committee

BPC member Jennifer Brooks represented the council on the BFC Healthcare sub-committee.  The following resolutions were passed as a result of their work:

“Resolution #1: The BFC strongly supports the principle of equity in the progressive sharing of incremental health care costs such that high salary employees pay more and low salary employees pay less in a truly progressive way. The BFC further recommends that increased costs should be spread throughout the IU community and avoid targeting people for disproportionate increases on the basis of biometric markers or lifestyle choices.”

“Resolution #2: The BFC recommends the creation of a Joint HEPI Committee composed of faculty, staff, and administrators. The committee’s initial charge will be to recommend whether and, if so, when and under what conditions HEPI should continue. No further burdens should be imposed on employees, without open hearings to provide an opportunity to provide (1) input into the details of the plan and (2) documented evidence that the implementation of the burdens will result in significant cost containment. Should the joint committee decide to continue HEPI, the committee will oversee the implementation of HEPI and reassess the method by which HEPI outcomes can be assessed.”

“Resolution #3: If Indiana University goes forward with the HEPI program, the BFC should commission a study by Indiana University researchers to examine the design, execution, and outcomes that derive from HEPI. The study should encompass an assessment of the benefits and the costs of the program as well as an assessment of the discernable clinical results. Regardless of any peer reviewed publications that result from the study, a final report should be delivered to the BFC either at the end of phase III or at the point that HEPI is terminated before the end of phase III.”

“Resolution #4: The BFC resolves that Indiana University develops and implements positive initiatives to improve employee health. These initiative should be readily available to employees and might include, but are not limited to, the following: Job stress reduction; flex time to allow employees the opportunity to exercise or relax; healthier food and drink options on campus; free annual access to skin scans and nutritionists; free session with a physical trainer; enforcement of the campus no smoking policy; wellness programs through Recreational Sports; reduced or salary‐dependent fees for HPER and SRSC.”

The entire summary of the review done by the sub-committee may be viewed on the BFC’s website, at: http://www.indiana.edu/~bfc/docs/circulars/10-11/B24-2011.pdf.

Website Management

At the November meeting, it was reported that a 21st Century Scholar was interested in assisting the BPC with its website.  The Executive Committee will ask the student to present a portfolio of his work at an upcoming committee meeting.

Professional Staff Mentoring Program

Due to time and workload constraints, the development of a professional staff mentoring program has been tabled.

Bylaws Update

The working group met on December 14.  They plan to submit proposed changes to the Executive Committee by the February meeting.

New Business

Benchmarking Study

IU has employed the Hackett Group to examine the following areas:  HR/Payroll, Marketing/Corporation Communications, Bursar’s Office, and Student Services (comprised of Financial Aid, Admissions, Registrar, and Advising).  Employees in each area are placed in one of three groups:  Managers, Professional Employees, or Clerical Employees.  For purposes of the study, All PAO’s and PAU’s were placed into the Clerical Employee group.  There is some concern as to how this is perceived by PA staff.  Jennifer will ask Kathleen McNeely for clarification.

Several BPC members have been involved in the benchmarking study and have expressed doubt as to the validity of data being collected.  The study is collecting data from July, 2009 through June, 2010.  The nature of questions asked in the study force employees to rely on memory rather than on hard numbers.

After discussion, members agreed that the BPC should prepare a statement expressing its concerns about the study.  Jennifer will organize a draft document that will be submitted to members for revision and approval. 

Committee Calendars

In order to maintain continuity, the Executive Committee asks that the chair of each standing committee prepare a calendar of ongoing activities and responsibilities that can be passed on to members of the next year’s committee.  These calendars should be completed by June, 2011.

Nominations and Elections – Patrick Smith, Parliamentarian

Preparations for the next IUBPC nominations and elections process for the 2011-2012 term will begin in early January. Members whose terms expire in June 2011 should start thinking about whether or not they will seek re-election to the board.  Below is a list of those members whose terms will expire.  In addition is a tentative outline of the nomination and election process.  Specific dates will be provided in January. 

Unit 1 – Eric Love – eligible to run again

Unit 2 – Terry Lenn – eligible to run again

Unit 3 – Margaret Baechtold – eligible to run again

Unit 4 – Kelly Thacker – eligible to run again

Unit 5 – Jennifer Chaffin – eligible to run again

Unit 6 – Dee Verostko – eligible to run again

Unit 7 – Liz Peck – eligible to run again.

Jan         Notify HR about the election schedule and the need for data extracts for test and production.  Notify the UITS database administrator and system administrator as well.

Jan         Change the nominations and elections dates in the production system to reflect the current year’s date ranges.

Jan         Draft an article about the upcoming nominations and election.  Submit the article to the Communications committee by February for publication in the newsletter.

Feb        Review test load. 

Feb        Perform and complete production batch loading.

• Refresh data load on test tables
• Copy data from test server to production server followed by performing the verification step in the production system.

Feb                      Put link on http://www.indiana.edu/~iubpc page linking to election web page (Secretary)

Feb/Mar                            Open nominations period

• Send e-mail to Unit distribution list (Council Secretary)

Mar                       E-mail reminder for any units for which there have bee no nominees

Mar         Contact nominees to solicit candidate statements.  Obtain verification from any incumbents who decide not to run for another term.

Spring Break

Mar         Provide a list of nominees, in order of the highest frequency of nomination, to Council secretary and forward the list to all current members of the Council

Mar/Apr              Open Elections Period

• Inform Unit distribution list
• Remind current members of the Council to vote the first day if possible as a double check that all is well with the voting system and database.

Apr         Remove election links in IUBPC page.  Provide President and Secretary of the Council a listing of ballot results. 

Apr         E-mail successful candidates and provide the final announcement of results to Executive Committee.  Inform those not elected.

Apr         Announce the election results at the April Council meeting.

Standing Committee Reports

Executive Committee – 12/06/10

The Executive Committee met in Wells Library 043A.  In attendance were:  Jennifer Chaffin, Rosanne Dye, Grant Simpson, Patrick Smith, Kelly Thacker, and Teresa Spiegel.  The following items were discussed:

• There was some discussion about the benchmarking currently being done in four areas:
  • HR/Payroll
  • Marketing/Corporation Communications
  • The Bursar’s Office
  • Student Services, which is comprised of  Financial Aid, Admissions, Registrar and Advising
• Auction – Some concern was expressed about having the auction just prior to Valentine’s Day due to the fact that a lot of people will be off over the holidays.  This makes the window of opportunity for collecting auction items very small.  This will be discussed at next week’s business meeting.
• Website management – The 21st Century Scholar who has approached the BPC about working on the website will be asked to present a portfolio of work to the Executive Committee.
• Nominations and elections – Patrick has a timeline worked out for the upcoming 2011 election.  He will file a report for next week’s meeting.
• The agenda for the December business meeting was set.

Outreach and Advocacy Committee

Two Know Your Campus tours were held at IU Auditorium on December 14.  Each tour was well attended, and feedback was positive.  Anyone with ideas for upcoming events should email them to Maryanne at mmcdonn@indiana.edu.

Professional Interests Committee

The December professional development grant recipients are:

• Molly Barwick, Kelley School of Business
• Megan Bottoms, Indiana Memorial Union
• Autumn Johnson, Recreational Sports
• Cristian Medina, Indiana Geological Survey
• Maria Talbert, IU Auditorium
• Carl Weinberg, Organization of American Historians

The committee is still working with UHRS to determine a date for Professional Day.

Announcements

Congratulations to Jason Baumgartner of International Affairs and James D. Gibson of the College of Arts and Sciences.  These gentlemen are this year’s Staff Merit Award winners.

Our January business meeting will be held in Kelley School of Business, Room 3055, on January 19, from 3:00-5:00 pm.

The meeting was adjourned at 3:55 p.m. and was followed by a holiday reception.

Meeting minutes respectfully submitted by Teresa Spiegel.