IUB Professional Council
Business Meeting Minutes
Kelley School of Business, Room 3055
October 15, 2008
Council Members in Attendance: Rob Aspy, Margaret Baechtold, Tracy Bee, Jonathan Bolte, Jennifer Chaffin, Susan Johnson, Christina Kuzmych, Michele Neary, Dan Ondrik, Liz Peck, Paula Phillips, Claudia Polley, Suzanne Ryan (Ex-officio), Patrick Smith, Tracy Smith, Kelly Thacker, Ed Vasquez (Ex-officio), Beverly Vicker.
Proxies: Jim Brown for Tracy Bee, Jim Brown for Mark Goodner, Susan Johnson for Eric Love.
Members Not in Attendance: Greg Travis, Dee Verostko.
Meeting Minutes
A motion to approve the September, 2008 minutes as written was made, seconded and passed.
Annual Auction
Thus far a total of eight items have been received in the BPC office for this year’s auction. Since the auction has an earlier start date this year (November 10), it is imperative that everyone get their items in as soon as possible.
Professional Staff Survey
Results from the recent staff survey have been posted to the BPC website (thanks to Jonathan Bolte). Comments made on the survey may be viewed as well.
Retreat Summary
This year’s retreat at McCormick’s Creek went very well. Please refer to committee notes from the retreat. These notes are a part of the September business meeting minutes.
Retirement Planning Seminar
On November 7 at 12:00 noon, UHRS will host a retirement planning luncheon for BPC members. The meeting will take approximately two hours, and lunch will be provided. Teresa will send an email to all BPC members to get a final count a week or so prior to the luncheon.
Financial Issues Poll
The BPC is preparing to use its “poll” feature on the website to start a poll based on financial issues. We will begin with a general topic and narrow the focus from there, based on responses received. The Communications and Marketing Committee will develop a template and present it to the Executive Committee for approval. Any BPC members with ideas for the poll should send them to Jonathan Bolte at bolte@indiana.edu.
Upcoming BPC Guests
Today’s guest is Marilyn Mundy, with Risk Management. In November a representative of the Office of Vice President for Information Technologies will give a short report on the ITSP2 (Information Technology Strategic Plan). In December, Provost Karen Hanson will be our guest. (Please note that this was originally scheduled for November, but due to a conflict with the Board of Trustees meeting, it was moved to December.) In January, Ed Marshall, Vice President for the Office of Diversity, Equity and Multicultural Affairs, will be our guest. We hope to schedule Neal Theobald for sometime in the early spring.
Wellness Initiatives
Several ideas were discussed at the retreat in September, ranging from health fairs to blood pressure screenings and SRSC free or reduced price passes for staff. These ideas are still in development stage. Please note that the IU Health Center is holding a health fair next week at IMU. The fair is open to anyone.
Executive Committee – 9/29/08 – Dan Ondrik
- Discussed the survey. We will post survey results on the BPC website. Then we will send an email to professional staff, directing them to the website to view the results.
- Dan will formulate an email to administration, including the board of trustees, informing them of the survey and its results. Dan will send the letter to the Executive Committee for final approval.
- Jonathan Bolte will change the poll question on the website to relate back to the top response on the survey – salary/equity (financial) issues.
- Discussed the retreat. Next year we would like to begin at 8:30 instead of 8:00. The location and format seemed to work for everyone. A little more committee time might be helpful.
- Funding proposal – The grant program and its potential growth was discussed. We would like to have a rough draft ready by sometime in November.
- Financial issues – the top issue on the survey. We will try to get Neal Theobald to speak at one of the BPC meetings early in 2009.
- The retirement planning seminar with UHRS will be held at noon on November 7.
- Discussed wellness initiatives. We would like to coordinate efforts with what the other committees are planning, to avoid duplication.
- Prepared the October agenda.
Communications and Marketing Committee – Jonathan Bolte
- We are currently developing articles for our newsletter. The newsletter should be ready to go out sometime within the next week or so.
- The BPC website continues to be a work in progress.
Outreach and Advocacy Committee – 10/07/08 – Beverly Vicker
- Plans still in preliminary stages for next after hours events – At today’s meeting, two ideas were discussed – the Wells Library and the football stadium.
- Continuing to gather information about free meeting space- MCPL seems good off-campus option
- Beginning to check on co-sponsorship activities- need BPC discussion about what can be offered in exchange. The BPC listservs may be used as long as the event is related in some way to the BPC.
- BPC discussion needed about concept of volunteer groups to assist with activities
- Stockpile of interviews to draw upon for focus on staff feature in newsletter
- Budget was not discussed
At today’s meeting Beverly distributed a proposed survey to get ideas about what kinds of events professional staff might be interested in, as well as what time of day works best.
Professional Interests Committee
No report.
IUB Child Care Coalition – 10/02/08 – Jonathan Bolte
Members present: Tim Dunnuck (chair), Lee Ahn Long (for OWA), Jonathan Bolte, Siobhan Carter-David (for Knee High), Judith Chafel, Amelia Galloway, Christy Smith, Carol Spencer, Erna Rosenfeld
IUB Program Updates:
Campus Children’s Center:
- Christy reported that CCC celebrated its 25th anniversary in August. She estimated that about 300 people attended.
- CCC is currently fully enrolled.
Campus View Child Care Center
- Campus View is currently fully enrolled
- New swings are being installed on the toddler playground
- Self study materials for NAEYC re-accreditation have been ordered. CVCCC current accreditation expires in 2010.
- CVCCC is looking to add some kind of shade shelter to their playground. Amelia is working with the IU landscape architect on options.
Hoosier Courts Nursery School
- Hoosier Courts is celebrating their 60th anniversary on Saturday, October 11th with two events. There will be a family picnic at 2:00 p.m. at Hoosier Courts and a reception at 7:00 p.m. at the Neal Marshal Center. Coalition members are invited to attend. Call Hoosier Courts at 855-1091 for more information.
- Carol reported that enrollment at HC is still not at capacity. Much of it is a direct result of the glut of care available for 3-5 year olds in the community, particularly since MCCSC opened its own full day preschool program.
- Self study materials for NAEYC re-accreditation have been ordered. Like CVCCC, the current HC accreditation expires in 2010
Knee High Day Care Cooperative
- Knee High is fully enrolled
- Using funds from the Day Care Support Account, KH has purchased a laptop computer that will be used for the TIME timekeeping system.
Sunflower Day Care Cooperative
- Sunflower has experienced a great deal of family turnover over the summer, getting down to 3 families at one point. They recently added 3 families bringing their current enrollment to 6 families. More families will be enrolled.
- Using funds from the Day Care Support Account, SF has purchased a laptop computer that will be used for the TIME timekeeping system.
Campus Child Care Services office:
- Salary Increase Request - Tim reported that his request for $4,000 salary increases for center directors and co-teachers was not funded. The request was made in an attempt to make up for the loss of the child care fee discount that directors and co-teachers use to get for their own children. The discount was discontinued by the university in January 2007.
- Strategic Planning – Child Care Services is currently engaged in strategic planning as part of the overall strategic planning process for Auxiliary Services and Programs (ASaP), the unit to which child care services reports. Input from parents and child care center staff members has been solicited and five critical issues have been identified:
- Quality – enrollment, continuous improvement, formal complaint system
- Financial – predicting future enrollment and financial issues
- Marketing – new creative marketing strategies
- Facilities – master plan for facilities
- IUB Child Care Consortium strategies – IUB centers working together and sharing training
The steering committee is currently working on finalizing the strategic plan by composing goals and objectives as well as a timeline.
- Partnering with Kelley School of Business – as part of the strategic planning process, Child Care Services is working with two classes from the Kelley School this semester. One is a graduate level accounting class that will be working on financial issues and pricing as well as a system to predict future enrollment. The other class is an undergraduate creative marketing class that will assist in developing creative marketing strategies, including direct and multi-media marketing for the centers.
- New Family Leave Policy for Academics – the Office of Academic Affairs and Dean of faculties has announced a new, more comprehensive medical leave policy that will apply to center directors and co-teachers who hold an academic appointment. The new policy provides more paid time off for medical and family leave. For example, under the new policy a fully paid maternity leave could last up to 18 weeks. This will be great for them but will have a financial impact on the centers.
- New Termination of Services Policy is being developed - at the suggestion of legal counsel, Child Care Services is in the process of developing a policy that documents when an IUB child care center will terminate child care services to a family. Potential causes of terminating services will include:
- Non-payment for child care services and/or lack of adherence to tuition payment polices (after the Outstanding Fee Payment policy has been followed).
- Failure of the parents to follow and comply with all IU child care center policies.
- Lack of parental cooperation with the program’s efforts to resolve differences and/or to meet the child’s needs through parent/staff meetings or conferences.
- Abusive behaviors and/or verbal threats by parents, relatives or guardians toward the program staff or other parents (immediate termination).
- The continued enrollment of the child poses a risk to the health and/or safety of other children, parents or center staff members (after the Severe Behavior policy has been followed)
- TIME – all of the IUB centers, including the two coops are being required to go to the TIME system of time keeping which requires employees to log in and log out of a web based timekeeping system. The centers have several options in order to comply.
- Use a dedicated computer on-site. This requires both a computer and internet access through a data jack. The coops currently do not have data jacks which can be quite expensive to have installed. Each coop has purchased a computer using funding from the Day Care Support Account.
- Use a wireless signal from another IU building. FMS is currently assessing whether this would be possible for Knee High and Sunflower.
- Use a computer in a remote location.
Next Meeting:
An email will be distributed to announce the next meeting. Please note that, because of varying schedules, meetings will be scheduled that do not meet every Coalition member’s schedule. We will try to rotate meetings in order to maximize attendance.
Special Guest – Marilyn Mundy, Risk Management
At 4:00 we were joined by Marilyn Mundy. Marilyn was asked to respond to several questions raised concerning IU’s recently-implemented emergency notification system.
q) What are the criteria for sending an all-points alarm? Who decides the criteria?
r) An all-points alarm is generated any time there is a “direct threat to the campus.” There is a campus committee assigned with the task of identifying these situations.
q) Recently, there was an alarm sent only to email but not using the full range of contact possibilities – was there a different set of criteria involved?
r) Yes, there are different criteria depending on the type of emergency involved.
q) What were the results of the recent tests of the all-point alarm?
r) Text and cell phone calls went pretty well, although there was some cell tower overload. Emails were slow, as were calls placed through the switchboard, due to sheer volume.
q) What is working with the system and what still needs to be addressed?
r) It is helpful to know that emails and land-line phone calls were slow. They will probably continue to be slow, due to high volume. It is also helpful to remember that personal responsibility is important in emergency situations. In addition to the emergency notification system, staff and students should use other methods of staying in touch with developing situations. Each building on campus should have a manager to notify occupants of emergency situations in the area. In addition, local radio stations will broadcast emergencies.
q) Are there emergency plans for each building? If so, who is responsible for ensuring that all employees are aware of them?
r) Every building on campus has an emergency plan. These plans are posted throughout the buildings. The Office of Risk Management does a “walk-through” periodically to ensure these are in place. Each department should have an emergency contingent plan to make sure that employees know what to do in case of an emergency.
q) What, if any training is provided to faculty or staff in dealing with troubled individuals?
r) This type of situation is not handled by the Office of Risk Management. The IU Police Department would be the office to contact for this type of training. As always, when in imminent danger, call 911.
q) Please address the topic of the lack of notification to employees when asbestos abatement, or other such environmental cleanup, is occurring in their building. While it may be true that the scheduled removal procedure is considered relatively safe and simple, accidents and unintentional mishandling of dangerous materials is always possible. I would think it would be a prudent business practice, especially from the perspective of risk management, to provide employees, in advance, with information regarding the abatement plan and schedule to individual employees can make a determination whether they want to risk potential exposure and/or find ways to mitigate their exposure.
r) The building manager is responsible to notify building occupants, and signs are to be posted in the building. This concern will be forwarded to Mike Jensen, with Environmental Health and Safety.
The Office of Risk Management periodically holds emergency preparedness training through UHRS Training and Development. The next session will be November 11, from 1:30-4:30 p.m., in Poplars 181.
Meeting was adjourned at 5:00 p.m.
Meeting minutes respectfully submitted by Teresa Spiegel
