IUB Professional Council

Business Meeting Minutes

Poplars 181

August 18, 2010

Council Members in Attendance:  Margaret Baechtold, Cindy Boyd, Jennifer Brooks, Greg Buse, Jennifer Chaffin, Craig Dethloff (BFC Ex-officio), Susan Fleener, Terry Lenn, Christina Lirot, Eric Love, Patricia Moser, Rich Nourie, Suzanne Ryan (UHRS Ex-officio), Patrick Smith, Peter Kaczmarczyk (CWA Ex-officio), Liz Peck, Grant Simpson, Michael Thompson, Dee Verostko, Doris Wittenburg.

Proxies: Susan Fleener for Tiana Iruoje, Jennifer Chaffin for Maryanne McDonnell, Susan Fleener for Kelly Thacker.

Members Not in Attendance:  Tracy Bee.

Meeting Minutes

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

Old Business

New PA Employee Orientation

New employee orientation with UHRS has been discontinued.  Beginning in August all new PA employees will complete enrollment forms online.  UHRS will provide each new employee with instructions and deadlines on when items must be completed.  A couple of discussions arose from this change in procedure:

• It is possible that some departments might have to hire an additional employee to oversee orientation for new employees since not all employees have equal access to a computer terminal (i.e. some RPS staff, service maintenance, etc.).  It was suggested that those individuals working “in the field” be allowed extra time, while on the job, to access the online information and complete their enrollment forms so that they don’t have to do it outside of regular work hours.
• A suggestion was made to survey new employees after their one-year anniversary in order to get a sense of how successful the program has been and to see how it might be improved for future users.

When asked the reason for making the change, UHRS Ex-officio representative Suzanne Ryan offered two reasons:

• Since orientation was offered typically twice a month, there was a “lag” time for some new employees.  This resulted in too many employees signing up late for their benefits.  (There are laws regulating the length of time employees have to enroll in certain benefit programs.)
• IU is in the process of going paperless, and online enrollment will help facilitate this.

Health Engagement Plan

Some BPC members have been approached by staff with questions and concerns regarding the new health engagement plan that will roll out next year.  There is some concern that the new program will lead to discrimination among certain employee groups.  Others cited the potential for fragmenting and dividing employees.

Any BPC member or other professional staff with specific questions should forward them to Jennifer at jlchaffi@indiana.edu.  Jennifer will present these questions to Dan Rives for comment.  In addition, all BPC members must work to stay in tune and involved.  Even if the program is a “done deal,” the Council should continue to pass on concerns and comments to UHRs for future reference.

There is a page on the UHRS website that contains frequently asked questions.  Here is the link to that page:  http://www.indiana.edu/~uhrs/benefits/hep/resources-faq.html.

New Business

Attendance Policy – Patrick Smith, Parliamentarian

In the past, there has been some discussion over the BPC attendance policy and its clarity.  In the current Bylaws Section 6: Conduct of Meetings, Item G states:  “A member who has four absences from regularly scheduled meetings in any twelve-month period shall be removed from the Council.  At the time of notification of removal by the Secretary, the member shall be provided with the opportunity to appeal this removal in writing to the Executive Committee.  The Executive Committee shall have the power of reinstatement.”

A proposal was made to change the wording of Item G to:  “A member who has four absences from regularly scheduled meetings in a fiscal year shall be removed from the Council.  Upon the third occurrence a member shall receive written notification from the IUBPC Secretary warning of impending dismissal from the Council upon their next absence.  At the time of notification of removal by the Secretary, the member shall be provided with the opportunity to appeal this removal in writing to the Executive Committee.  The Executive Committee shall have the power of reinstatement.”

The proposed change would provide a more definite timeline and be easier to track.  If approved, this change would be effective with fiscal year 2010-2011.  All BPC members are asked to consider this change to the Bylaws between now and next month’s meeting.  The proposed change will be voted on at the September business meeting.  Anyone with comments or concerns can send them to Patrick at smithpd@indiana.edu.

Bylaws Update – Patrick Smith, Parliamentarian

It has been several years since any changes have been made to the BPC Bylaws.  In view of the changes at IU within the past few years, Patrick asked that a task force be assembled to review current Bylaws and make recommendations for changes.  The following BPC members have volunteered to serve in this capacity:  Margaret Baechtold, Terry Lenn, Liz Peck, and BFC Ex-officio Craig Dethloff.  Patrick will facilitate.

Changes to the Outreach & Advocacy Committee

BPC member Christina Lirot has informed the Executive Committee that she has changed jobs and is now a member of Unit 7.  Since Christina was a member of Unit 6, she will have to step down as BPC member.  Patrick is in the process of contacting the Unit 6 runner up in our last election to fill the vacant position. 

Christina will continue to work with the BPC in a volunteer capacity.  She will remain on the Staff Merit Awards Committee and will work as a volunteer with the Outreach & Advocacy Committee.  A new chair for the Outreach & Advocacy Committee must be selected.  Tiana Iruoje will replace Christina on the Childcare Coalition.

Video Surveillance – Policy Draft

The BPC office recently received a draft for a new Video Surveillance policy for IU.  The draft has been reviewed by the Executive Committee.  One comment that we heard is that there is no exception made for cameras that are placed not for security reasons (i.e. cameras that show how long the line in the Registrar’s Office is).

Teresa will forward a copy of the draft to all BPC members for further review and comment.  All suggestions and/or comments must be made no later than October 2.

Standing Committee Reports

Executive Committee – 8/09/10

The Executive Committee met in RPS second floor small conference room.  In attendance were:  Jennifer Chaffin, Susan Fleener, Grant Simpson, Patrick Smith, and Teresa Spiegel.  The following items were discussed:

• Attendance policy for BPC monthly meetings and committee meetings.  Patrick will propose a change to the wording of the attendance policy in the BPC Bylaws.  This will include wording to allow the BPC Secretary to formulate a letter to be sent to members after the third absence has occurred.  After the fourth absence, another letter will be sent, removing the member from the Council.

• Green Team – Grant spoke with Bill Brown and learned that it really would not make sense for the BPC to form its own Green Team.  It would be better if BPC members supported and advocated other Green Teams across campus.  *At today’s business meeting (August 18), Patty Moser volunteered to check into which groups on campus are either unrepresented or under-represented.

• Advising Task Force – A report has been prepared, but the BPC is unsure of any impending action at this time.

• Representation on Unit 6.  A change in position for one BPC member has moved her to another unit.  Patrick will look into this further.

• Jennifer and Grant have a meeting scheduled with Dan Rives on Tuesday, August 17. 

• Susan will look into the possibility of setting up a tailgate event for professional staff at an upcoming football game.

• The agenda for the August business meeting was set.

• At today’s business meeting, a suggestion was made to get the BPC a spot on the agenda at an upcoming Trustees meeting.  The Executive Committee will look into this.

Communications and Marketing Committee

This committee will meet during the week of August 23.

Outreach and Advocacy Committee

A date has been set for two Know Your Campus tours at the Art Museum.  These “sustainability” tours will be offered Wednesday, October 6 and Thursday, October 7.  Christina is working on a tour for the Kirkwood Observatory sometime in September, and a tour of the Jordan Greenhouse is planned for November.

Professional Interests Committee

The following individuals were awarded professional development grants following the August 2 application deadline:

• Jennifer Brown Hertel, UITS, $400

• Theresa Hitchcock, Office of Mentoring Services & Leadership Development, $400

• Lisa Kurz, Campus Instructional Consulting, $400

• Laura Plummer, Campus Writing Program, $400

The committee is looking into the possibility of organizing a “non-printing” day at IUB.

Ad-hoc and Campus Committees

Calendar Committee – Cindy Boyd

The committee continues to meet and develop its recommendation, which should be delivered to the Provost shortly.

Search and Screen/Review Committees

Dean, School of Education Review – Eric Love

The review of Dean Gerardo Gonzalez has been completed.

Announcements

Our September business meeting will be held in Kelley School of Business, Room 3055, on September 15, from 3:00-5:00 pm.

Meeting minutes respectfully submitted by Teresa Spiegel.