IUB Professional Council
Business Meeting Minutes
Kelley School of Business, Room 3055
May 19, 2010
Council Members in Attendance: Rob Aspy, Margaret Baechtold, Jennifer Chaffin, Tiana Iruoje, Christina Kuzmych, Terry Lenn, Christina Lirot, Maryanne McDonnell, Suzanne Ryan (UHRS Ex-officio), Patrick Smith, Kelly Thacker, Ed Vasquez (CWA Ex-officio), Dee Verostko, Beverly Vicker.
Proxies: Kelly Thacker for Cindy Boyd, Christina Kuzmych for Eric Love, Beverly Vicker for Michael Thompson, Rich Nourie for Greg Travis, Rich Nourie for Doris Wittenburg.
Guests: Susan Fleener, RPS.
Members Not in Attendance: Tracy Bee, Craig Dethloff (Faculty Council Ex-officio), Patricia Moser, Liz Peck, Paula Phillips.
Meeting Minutes
A motion to approve the April, 2010 minutes as written was made, seconded and passed.
Old Business
Paid Time off Benefits (Draft)
Last week, the Vice President and Chief Financial Officer approved the following six new or revised personnel policies:
Family and Medical Leave Act (FMLA) Rights - http://hr.iu.edu/policies/uwide/fmla.html
Overtime Pay for Staff and Hourly Employees - http://hr.iu.edu/policies/uwide/overtime.html
IU Service Credit from Affiliate Entities - http://hr.iu.edu/policies/uwide/servicecredit.html
Hourly Positions - http://hr.iu.edu/policies/hourly/positions.html
Filling Hourly Positions - http://hr.iu.edu/policies/hourly/filling.html
Establishing A Staff Position - http://hr.iu.edu/policies/uwide/establishing.html
At this time revisions to the paid time off benefits policy remain in the evaluation and vetting phase. It appears that no decisions will be made in the very near future.
Employee Resources – Jennifer Chaffin
Jennifer has completed a resource guide for professional staff employees who have been RIF’d. This list of resources is now accessible on the BPC website at http://www.iubpc.indiana.edu/documents/State-CommunityResources.pdf. Anyone with additional input for the resource guide should contact Jennifer.
Treasurer’s Report – Margaret Baechtold
Margaret provided a copy of the current status of the BPC account to all council members. It may be necessary to transfer around $1,000 from the IU Foundation account at the end of the year to cover any budget shortfalls.
Margaret also put forth a recommendation that the BPC continue to seek transfer of the budget function to the BPC office.
New Business
FMCCS (Foundation for Monroe County Community Schools) Request
Chancellor Gros Louis recently approached the BPC for feedback on a fundraiser proposal.
All-around appreciation was sincerely expressed to Chancellor Gros Louis for the sensitivity demonstrated through an advance inquiry on this topic given the current economic climate. Discussion followed to identify concerns.
Academic Advising – Potential Classification Change
An academic advising task force has been looking into the feasibility of changing the way academic advisors are classified. One of the options would have academic advisors moving from a professional staff position into the academic structure. The BPC will examine the impact of this potential change on professional staff more closely at the July retreat.
Speakers for 2010-2011
Dan Rives will be the speaker at the June business meeting. July’s meeting will be held in conjunction with our annual retreat. Please forward suggestions for speakers in 2010-11 to Teresa at iubpc@indiana.edu.
Officer Nominations for 2010-2011
Officers for the upcoming year will be elected at our July business meeting. Any returning or incoming BPC member who is interested in running for an officer position should send a statement of interest to the BPC office no later than June 30.
Preparing for Next Year
BPC members are encouraged to be thinking about what the group’s focus should be for the upcoming year. This will be discussed in detail at the July retreat.
The Know Your Campus events have been a real asset in increasing visibility for the council. This program will continue to expand.
Terry Lenn has expressed an interest in project management training as a way to manage both monetary and non-monetary resources. The council will examine the possibility of carrying this forward, possibly in partnership with UHRS Training and Development.
Standing Committee Reports
Executive Committee – 5/10/10
The Executive Committee met on Monday, May 10. In attendance were: Rob Aspy, Margaret Baechtold, Jennifer Chaffin, Patrick Smith and Teresa Spiegel. The following items were discussed:
The annual reception to recognize outgoing council members and volunteers. Gifts for outgoing members will be ordered from the Engraving and Stamp Center. Food will be provided by Traditions Catering.
Budget for the July retreat at IMU.
Upcoming Search and Screen opportunities.
The agenda for the May business meeting was set.
Communications and Marketing Committee
The newsletter will be coming out within the next two weeks. This will be the last newsletter for the summer.
Outreach and Advocacy Committee
A Know Your Campus event was held at Collins Living Learning Center. There were about 20 people in attendance. Beverly Vicker, who has served as Chair of the Outreach and Advocacy Committee, will be leaving IU in June. The BPC wishes to thank her for all her hard work. Best wishes to Beverly in her retirement.
Professional Interests Committee
The following individuals were awarded professional development grants in April:
Laura Guthrie Eads, Office of Student Ethics & Residential Programs and Services
W. David Halloran, College of Arts and Sciences
Joan Middendorf, Campus Instructional Consulting
Rick Morron, Health, Physical Education and Recreation
Shameka Neely, Radio-Television Services
Carrie Schwier, Archives and Record Management
Ad-hoc and Campus Committee Reports
Calendar Committee – Cindy Boyd
At the Bloomington Faculty Council meeting in April they voted to make Labor Day an official university holiday with no instructional activities. This will go into effect in September, 2011. The additional changes recommended by the committee were supported in principle. Thus, the committee intends to meet the latter part of May and throughout the summer as needed.
Official Minutes of Campus Child Care Coalition, 4/29/10, as Delivered to BPC
Members Present: Katrina Reynolds (Office for Women’s Affairs), Judith Chafel (School of Education), Chuck Andrews (Auxiliary Services and Programs), Dina Kellams (Archives), Linda Pisano (Theater), Erna Rosenfeld (RPS), Virginia Woodward (School of Education Emeriti), Aleks Snowden (Sunflower Coop), Carol Spencer (Hoosier Courts), Christy Smith (Campus Children’s Center), Linda Fields (Campus View Child Care Center), Tim Dunnuck (Campus Child Care Services/Chair).
IUB Updates
Financial – child care services continues to increase its cash surplus. Our current balance is $372,089. We ended FY2009 with a $159,000 surplus. Our balance at the end of FY2008 was a deficit of $89,000. At this time last year, our cash balance was $16,321. Each center is placing a minimum of $25,000 per year into a reserve account for future repairs, expansion and construction.
Enrollment – all of the IUB centers are currently full and are expected to be full for the fall. Our longest waiting list continues to be for toddlers.
Security Systems - this last summer, we received a grant of $35,000 from the IU Parent Fund to install security systems at all five child care centers on campus. The systems will be access control systems that will utilize a keypad or card swipe to gain entrance to the centers. There will also be a video camera at the entrance of each site with monitors inside so that individuals without access can be allowed in. We will also be installing panic buttons in the office at each center and potentially in each classroom. Tim is working on this with Mike Edwards, manager of electronics in the physical plant. Mike has presented us with final quotes for the systems with each quote being about $4,000 more than was funded by the Parent Fund. CCC, CVCCC and HC will use their own funds to make up the difference and Suzanne Phillips has agreed to fund the difference for KH and SF through the Daycare Support Account. The systems should be installed by the end of this summer.
Strategic Planning – the centers continue to work on strategic planning with Chuck Andrews, ASAP strategic planning specialist. We are now meeting every other week to complete the action items for each goal. We have completed about 50% so far.
Monroe County Smart Start Coalition – Tim and the 3 directors are participating in this new education and advocacy group whose task it is to discuss issues for families with young children in Monroe County as well as making recommendations for improving services for families with children, ages birth to five. Carol, Linda and Tim are participating on the Early Education and Care committee and, because of her work on the MCCSC School Readiness Committee, Christy is on the K-12 committee. Tim has been appointed chair of the Early Education committee and also serves on the Smart Start Steering Committee.
Budget Construction – budgets have been submitted for fiscal year 2011. Because of the current economy, the centers have once again this year budgeted conservatively regarding enrollment. Weekly fees for infants were increased by $2.00 per week making them now $235 per week.
Meeting with Dean of OWA– Tim and Chuck Andrews met with Yvette Alex-Assensoh on March 8th to review the recommendations of the OWA child care survey and to discuss how to collaborate in the future. Dean Assensoh voiced her strong support for campus child care and agreed to partner with Campus Child Care Services on a number of recommendations including:
An annual campus child care survey – CCCS will work more closely with OWA in developing and distributing this annual survey on the IUB campus.
Annual Child Care Forum - The annual OWAfest held each fall will also now include a child care forum that will include a report on the status of child care at IUB and activities for children and families provided by the IUB child care centers.
Fee assistance for low income academic and staff families – using funding from the Daycare Support Account and the IU Parent Fund, the 3 licensed centers are now offering fee discounts for income eligible student families. Currently, there is no funding available to offer fee discounts for lower paid staff and academic families, including our own child care center teachers. Up until a few years ago, the centers offered discounts of up to 50% for their own staff but this was discontinued at the direction of University Human Resources. Many of our own teachers cannot afford to enroll their own children in the program in which they offer such excellent care and education. We will be exploring ways to offer fee assistance to income eligible academic and staff appointments.
OWA Award – OWA recently announced the winner of their Woman of Vision Award for the 2009-10 academic year. One of the winners of the award is Nicole Griffin, a teacher at Campus Children’s Center. Nicole will receive her award at the OWA Awards Banquet on May 10th.
Meeting with BFC Fringe Benefits Committee – Tim was invited to meet with the Fringe Benefits Committee of the Bloomington Faculty Council on April 12th where he provided information about IUB child care and discussed some major issues in regard to the OWA child care survey and the recent article in the IDS. The committee was particularly interested in how we are addressing the issues of affordability and availability. Tim reviewed the current fee discounts available to student families and noted that we need to be doing something for academic and staff families as well. The committee seemed particularly concerned with the fact that our own teachers cannot afford to have their children in their own centers. Our plan to expand infant and toddler services in the future was also discussed. Tim aged to keep the committee updated as we work to address these issues.
Mills Consulting Report – much of the meeting was a discussion of the Mills Consulting Report and its recommendations.
Some inaccuracies in the report – Tim distributed a sheet that listed the inaccuracies contained in the report.
Major recommendations – members discussed the recommendations contained in the report. Tim shared that he thought the report validated much of what we are doing at IUB as well as including some excellent recommendations for us to investigate.
Action plan grid – Tim distributed copies of the CCCS Action Plan grid that is being used to address the Mills Report recommendations. A draft of the plan was given to the ASAP officers and Doug Priest when Tim met with them to review the report on March 31st. The action plan will provide the framework for CCCS in addressing the recommendations and will be updated each month when Tim meets with Bruce Jacobs.
Next meeting - the Coalition normally does not meet during the summer months so our next meeting would be in the fall. The meeting location was discussed by the members and it was decided to hold the next meeting at Campus View which has more available parking.
Search and Screen/Review Committees
Review: School of Journalism Dean – Maryanne McDonnell
The review has been conducted, and the committee is preparing to draft the report.
Review: School of Library Science Dean – Rob Aspy
This review is anticipated to be forwarded to Provost Hanson in June.
Special Guest: Roger Thompson, Vice Provost for Enrollment Management
At 4:00, Roger began with an overview of the student lifecycle:
Prospective Student
Admitted to IU
Enrolled Student
Graduate of IU
IU Alumni
Donor to IU
Applications in 2010 are currently over 36,000. They were slightly over 33,000 in 2009. Next year’s freshman class is estimated to be around 7,100.
In addition to the increase in applications, the academic quality of the individual student has greatly improved. The average GPA for a high school senior entering IU has increased from 3.4 to 3.7. The vast majority of Indiana resident freshman students graduated in the top 25% of his/her class.
In 2007, IU began to supplement the 21st Century Scholars Covenant program by funding room, board and book fees not covered by the state. Under this program, it is possible for students from low income families to graduate from IU debt free.
Nearly 25% of all IU students are minority or international. In the last two years, IU enrolled its largest numbers of first-generation college students.
From 2007 to 2009, IU has seen record total enrollments – this includes a combination of undergraduate and graduate students.
q. In regard to the increased enrollment of first-generation students, what type of support is available to them?
a. There is a lot of support, coming from various departments on campus outside of Enrollment Management. In 2009, IU’s retention rate topped 90%, which should, over time, translate to higher graduation rates. The connection that staff members have with our students is invaluable.
q. What are current graduation rates?
a. IU has a six-year rate of 72%.
q. What is the strength of the 21st Century Scholar Covenant, given the current state of our economy?
a. Although we are somewhat concerned about the state’s portion, IU has not backed away from its commitment to this program.
q. Has the increased aid that has become available within the past few years affected the number of applications to IU?
a. This has had an effect. In addition, IU has become better at “telling our story.” We have been able to get the IU name through well-placed advertising, and we have been able to provide more personalized communication.
q. How is IU doing when it comes to meeting the needs of incoming, higher-achieving students?
a. This is an issue that needs to be addressed better. The investment we make now in student services must increase in order to continue the upward trend.
q. Is there a certain point (in enrollments) that we cannot exceed before our infrastructure is compromised?
a. We need to do a new capacity study. The last time a study was done was in the mid 1990’s. The number is probably around 41,000.
Announcements
Our June business meeting will be held in Kelley School of Business, Room 3055. The annual reception for volunteers and outgoing BPC members will be held immediately following the business meeting.
Today’s meeting was adjourned at 5:00 p.m.
Meeting minutes respectfully submitted by Teresa Spiegel.