IUB Professional Council

Business Meeting Minutes

Kelley School of Business, Room 3055

February 16, 2011

Council Members in Attendance: Tracy Bee, Greg Buse, Jennifer Chaffin, Cindy Curvin, Craig Dethloff (BFC Ex-officio), Rosanne Dye, Tiana Iruoje, Peter Kaczmarczyk (CWA Ex-officio), Eric Love, Maryanne McDonnell, Patricia Moser, Rich Nourie, Suzanne Ryan (UHRS ex-officio), Grant Simpson, Kelly Thacker, Michael Thompson, Mark Trotter, Dee Verostko, Doris Wittenburg.

Proxies: Cindy Curvin for Margaret Baechtold, Maryanne McDonnell for Jennifer Brooks, Cindy Curvin for Patrick Smith.

Guests:  Carey Conover, Office of Research Administration.

Members Not in Attendance:  Liz Peck.

Meeting Minutes

A motion to approve the January, 2011 minutes as written was made, seconded and passed.

Old Business

Benchmarking Study

There was some discussion at today’s meeting concerning two articles published this week in the Herald Times about the benchmarking study.  The articles stressed the relevance and importance of such a study at IU.  One BPC member pointed out that there was no mention in either of the articles about the question of reliability of the data collected for the study.  Jennifer will contact the Herald Times to offer the BPC’s perspective on the study, as outlined in last month’s statement to IU Administration.

Healthcare Advisory Committee – Jennifer Brooks

On February 7, 2011 the Employee Healthcare Advisory Committee convened for its inaugural meeting on the IUPUI campus. Committee members (listed below) represent faculty, staff and union members from each of IU’s eight campuses. The first meeting was largely devoted to discussions of meeting logistics for the future, and providing an overview of current health care plans available to IU employees and families, and outlining the fiscal burden on IU due to escalating health care costs.

Dan Rives welcomed committee members and outlined the fiscal challenge facing IU regarding escalating health care costs (estimated to reach 196 million dollars in FY 2010-2011). Susan Brewer (IUB Human Resources) spent considerable time detailing the current health plans available to IU employees, Dan Rives briefly discussed the anticipated impact of U.S. Healthcare Reform (PPACA), and Bruce Jacobs spoke at the very end about the Health Engagement Plan. Bruce is Executive Director of the IMU and is now leading administration efforts in rolling out the Plan. He informed us that there is a newly created position, Director of Health Engagement, that is being recruited for. Both Dan and Bruce had power point presentations which will be made publicly available on a designated web site (no URL to date).

Our next meeting is tentatively scheduled for March 21, with a follow up on April 18. I’m hopeful that the next meetings will contain a lot more shared conversation now that introductions are over.

Committee Members:

Dan Rives (UA)

Bruce Jacobs (IUB)

Susan Brewer (UA)

Simon Atkinson (IUPUI)

Paula Baumann (IUE)

Carla Bowen (IUE)

Jennifer Brooks (IUB)

Brenda Buck (IUSB)

Lesley Connolly (IUK)

Linda Delanus (IUN)

Diane Henshel (IUB) (Faculty Council)

Jeff King (IUB)

Beverly Lewis-Burton (IUN)

Bill McGregor (IUB) (Faculty Council)

Jay McTyler (IUS)

Darrel Marcum (IUPUI)

Maureen Muldoon (IUSB)

Beverly Ringeisen (IUK)

Colleen Rusnak (IUPUI)

Sarah Soper (IUE)

Manuel Tipgos (IUS)

Kathleen J. Weidner (IUSB)

June Wickboldt (IUB) (Union Rep, but unsure of exact     affiliation)

John Williams (IUPUI)

L. Jack Windsor (IUPUI)

Non-tobacco Use Affidavit/Quit for Life Tobacco Cessation Program

Jennifer pointed out to BPC members that those employees who have not yet signed a non-tobacco use affidavit or registered for the Quit for Life Tobacco Cessation Program have started seeing deductions in their pay.  Even though the initial sign-up deadline has passed, it is still not too late to take advantage of the reduction in premium.  Go to the UHRS website at http://www.indiana.edu/~uhrs/benefits/hep/reduce-how.html to see a list of future cut-off dates.  There are additional cut-off dates listed for biometric screenings as well.

BPC Auction

Dates for this year’s auction are drawing near.  The auction will begin on March 28.  BPC members are urged to get donated items to the BPC office as soon as possible.

Committee Calendars

Kelly Thacker recently sent out a template for each committee to complete.  These calendars will be due by the March business meeting.  Anyone with questions should contact Kelly at kelthack@indiana.edu.

Nominations and Elections – Patrick Smith

• The IUBPC database has been updated by Cindy Parker.  There are 2799 records.
• Another batch load will be performed next week prior to nominations opening. Nomination blurb has been drafted and submitted to Cindy Boyd to include in the newsletter. 
• Nominations reminder and schedule (along with the nominations link) has been drafted and submitted to Teresa to send to all eligible PA employees.

Bylaws Review

Recommendations for changes to the BPC Bylaws will be presented in March.

Website Update

Jennifer has spoken with the 21st Century Scholar who has expressed an interest in working with the BPC on its website.  She will set up a time for him to meet with member of the Communications and Marketing Committee.

New Business

Anti-Sweatshop Committee

The BPC recently received a request to designate a member to serve on the anti-sweatshop committee.  Jennifer asked BPC members to consider this opportunity.  She will contact the committee to verify meeting dates and a time commitment for committee work.

Adverse Weather Discussion

The BPC received one complaint from a professional staff employee who was disappointed that, although classes were cancelled on campus, professional staff employees were expected to report for work during the recent winter storm.  The complaint was forwarded to the Provost’s Office.

Standing Committee Reports

Executive Committee – 02/07/11

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

• Professional Development Day – If the event is held in the Poplars training room, this could be a brown bag lunch, and perhaps BPC could provide drinks and dessert.  Teresa will confirm location with the Professional Interests Committee.
• Office for Women’s Affairs – OWA has asked the BPC to co-sponsor the second annual “Celebration:  An Event Showcasing the Creative Work of IUB Staff.”  BPC co-sponsored the event last year.  The celebration is scheduled for April 21 and will be held at the Neal-Marshall Black Culture Center.
• Susan Whitt, from the Office of Research Administration, will be at the February 16 business meeting to discuss the upcoming implementation of the Kuali Coeus Research Administration System and Kuali Financial System. [Note: Carey Conover will make attend the business meeting.]
• The agenda for the February business meeting was set.

Communications and Marketing Committee

The February newsletter was distributed on February 14.  Thanks to Greg Buse for this month’s newsletter.

Outreach and Advocacy Committee

The next “Know your Campus” event is scheduled for the IU Cinema on March 9.  Another event for Lilly Library is in the planning stages.

Professional Interests Committee – 2/08/11

• Attending (5): Tiana Iruoje, Patricia Moser, Richard Nourie, Michael Thompson, Doris Wittenburg
• “No Print Day” (fall 2010)
• The Day was a success with 93 professional staff participating on November 18, 2010.
• Participants estimated they typically print 12 sheets per day but pledged to print 1.5 or less on No Print Day.
• Participants met their goal by printing only 1.4 sheets on No Print day and estimated that they consciously saved about 10.1 sheets worth of printing.
• Results will be shared in the BPC newsletter and website and there are plans for repeating this event in spring 2011.
• Professional Staff Development Event

“Professional Development on a Budget”

• Tuesday, March 8 in Poplars 181 (Large HR Training Room)
• Tentative Time: 12-1:30 (possibly 11:45 to 1:45 depending on scheduling)
• Event will include:
  • Panel of three past Professional Development Grant winners and one or two guest panelists including the Director of the Career Development Center
  • Networking and Resources fair where participants could visit tables to collect material or speak with representatives from Human Resources, BPC, UITS and other resources
• Staff will bring their own lunch
• BPC will provide snacks and drinks.
• Silent Auction

February will be key for getting a good start on donations needed for the Silent Auction scheduled for March 28 through April 8. Strategies for securing donations:

• PIC members will contact all companies on the BPC “Perks Page” for donations and attempt to secure at least three donations each
• Request that all BPC representatives attempt to secure one donation each
• All 17 recent Professional Development Grant winners will be asked to secure one donation each

At today’s business meeting, BPC members discussed co-sponsoring a talk by a recent PDG recipient.  Michael will contact the recipient to obtain more details.

Ad-hoc and Campus Committees

Bloomington Faculty Council – Jennifer Chaffin

The BFC met on Tuesday, February 15.  Two items of interest:

• A draft of an early retirement incentive plan for staff and faculty was distributed.
• State Senate Bill 475 (SSB475) – this bill could re-define who is eligible for healthcare benefits.  It could eliminate domestic partner benefit.

Campus Child Care Coalition – 2/07/11 – Tiana Iruoje

Members Present:  Suzanne Phillips (Student Affairs), Dina Kellams (Bloomington Faculty Council), Tiana Iruoje (Bloomington Professional Council), Katrina Reynolds (Office for Women’s Affairs), Chuck Andrews (Auxiliary Services and Programs), Erna Rosenfeld (Residential Programs and Services), Carol Spencer (Hoosier Courts Nursery School), Linda Fields (Campus View Child Care Center), Lois Hutter-Pishgahi (Monroe County Smart Start Coalition), Tim Dunnuck (Campus Child Care Services/Chair).

• IUB Updates
  • Enrollment – all of the IUB centers are currently full with waiting lists for all ages.  Our longest waiting list continues to be for toddlers.  Total net wait list numbers for the three centers now exceeds 400 names.  The centers will begin enrollment activities for the summer and upcoming year in early spring. Full enrollment is projected for the next year with many of the enrollment slots already filled.

• Security Systems – the installation of the security systems has been completed at only one center (CCC) so far.  The other four still have some work remaining.  Since CCC is complete, it will become the first center to go “active” within the next few weeks.  No completion date has been given for the other four centers.  In the meantime, we have been working on composing a policy for the security systems that will address who will receive the entry code, how often the code will be changed, etc.

• Strategic Planning – we continue to work on strategic planning with Chuck Andrews, ASAP strategic planning specialist, and have completed almost all of the action items for each objective.  We are working on generating facility plans for each center that will guide us on facility issues in the future.  Part of this plan is the calculation of the future costs of repairing and replacing facility items such as flooring, windows, painting, window treatments and playground costs.

• CCCS at 15 – in October 2011, the Campus Child Care Support office will celebrate its 15 year anniversary since being established.  As a result, Tim is composing a report that will document all of the progress made since 1996 and work that still remains.  The report will be distributed to the IUB administration and anyone else who is interested in campus child care issues.

• Program updates:
  • CCC – Christy reported that they have submitted an application for NAEYC accreditation which has been approved.  The center now has to submit candidacy materials by September 30th and will receive an assessor visit by March 31, 2012.  More information on NAEYC accreditation can be found here. CCC is also working on a multi-generational program with Red Bud retirement home where the children will visit Red Bud and Red Bud residents would volunteer at CCC.
  • CVCCC – it’s been a very busy 2011 so far at CVCCC.  They received word that their NAEYC accreditation has been renewed (through 2016) after working on the re-accreditation for over two years.   CVCCC has also been designated as a Level Four center in the Paths to Quality program which is Indiana’s quality rating system for early childhood education programs.  Level Four is the highest and requires national accreditation.  More information on PTQ can be found here.  In addition, CVCCC was informed that they continue to be a 5 Star center environmental program sponsored by the Indiana Department of Environmental Management.   The 5 Star rating is the highest available.  More information on this IDEM program can be found here.
  • HC – Carol reported that they have submitted the materials and have been approved for candidacy for their NAEYC re-accreditation.    They will receive an assessor visit by July 31st.   Accreditation portfolios are almost all completed.  HC has also been designated as a Level Four center in Paths to Quality.

• OWA Child Care Award – starting this year, an annual award that is co-sponsored by the Office for Women’s Affairs and IUB Early Childhood Education Services will be presented to an outstanding teacher at one of the IUB centers.  The winner will be presented the award by Provost Hanson at the annual OWA awards banquet in the spring.  Also included is a $1,000 cash award that is co-funded by OWA and ECES.  The review committee has completed its work and has decided on a winner of this year’s award.  The winner is Jasmine Zachariah from the Campus Children’s Center.
• Budget Construction – it’s expected that the state legislature will be finished by the end of April so it is expected that budgets will be submitted in mid May. In order to meet increasing expenses and also continue building reserve accounts, we expect to have a modest fee increase for each age group.  Most fees had not been increased in three years.

• Day Care Support Account – all accounts funded by student activity fees are up for review by the Committee for Fee Review (CFR) this year.  Suzanne Phillips and Tim have submitted their report and will appear before the CFR in early March.  Child care currently receives the lowest allocation.  In a response to the CFR in 2009, the account is primarily used to fund fee discounts for student families at the IUB child care centers with the rest used to fund special projects and purchases for the two parent cooperatives. We are requesting a small increase to our allocation.

• Mills Consulting Report recommendations – Tim and the directors have completed their responses to the report done in early 2010 by Linda Mills, an educational consultant hired by IU to review child care operations on the Bloomington campus.

• Centralized wait list – we investigated the advantages and disadvantages to having one wait list for all three centers.  While it may make it easier for families, for the centers in some cases, the disadvantages of loss of control and having someone administer it that was not familiar with the inner workings of enrollment at each center outweighed the advantage.  Another factor is that families who visit the center are much more likely to enroll than those who do not.  This is also the time that the center starts building a relationship with a prospective family. We have made it possible for families to now place their child on each center’s wait list online. 
• Offering sick child care on campus – we once again looked at this issue and identified other campuses who offer this (there are very few).  Because of state licensing and Board of Health regulations, it is extremely expensive to offer sick child care and would require a separate facility or extensive renovation to one of the current centers.  For those reasons, we do not see implementing sick child care as a viable option at this time.
• Financial aid model for fee assistance – this has been implemented for student families where fees can now be discounted by up to $45 per week.  Assistance for income eligible staff and faculty families is currently not available because of lack of funding.
• Market surveys – we now do an annual survey of the local child care market each summer that looks at ages served, fees, staffing and potential changes to existing programs plus the establishment of new child care programs in the Bloomington community.  In addition to surveying our local competition each summer, we plan to continue to work with OWA to distribute an annual campus survey of parents and families to assess their child care needs.
• Finishing action items in strategic plan – we have now completed almost all action items for objectives in our strategic plan.  We will continue to meet monthly to continue this work.

• Next meeting - the Coalition normally meets quarterly so our next meeting will be near the end of the spring semester. 

HR Rep Meeting – Jennifer Chaffin

Departmental HR representatives received some updates from UHRS:

• Revisions are being made to the current bonus plan policy.
• A policy is being written for special leave situations.
• Work continues on a record retention policy.  The schedule piece of the policy should be rolled out in the near future.

Search and Screen/Review Committees

Dean, College of Arts & Sciences

Larry Singell, Jr., has been named Dean of the College of Arts & Sciences.  Thanks to Dee Verostko for serving on this committee.

Vice Provost for Enrollment Management

David Johnson has been named Vice Provost for Enrollment Management.  Thanks to Eric Love for serving on this committee.

Special Guest:  Carey Conover, Office of Research Administration

At 4:00 Carey Conover gave a history and overview of two new Kuali Foundation programs.  The Kuali Foundation is a partnership of Indiana University and several higher education institutions.  These include: Colorado State University, Cornell University, Michigan State University, the University of Arizona, the University of California, Irvine, and the University of California, Berkeley, among others.

Kuali Coeus (KC) will be implemented in two phases, with the Phase 1 going live in July, 2011.  This system will be used to build simple or complex proposals for individual or aggregate submissions, create budgets, and submit proposals for both Grants.gov and non-Grants.gov.  It will replace Electronic Research Administration (ERA).  Phase 2 will be released in February, 2012.  This phase will allow users to create awards, award terms and conditions, and manage complex multi-account awards.  It will automatically link proposals to awards, replacing FIS Proposal and Awards.

In December, 2012, Kuali Financial System (KFS) will be implemented.  This system will encompass all financial and purchasing components in FIS and EPIC.  Also in December, 2012, Kuali Coeus (KC) will provide a release that will integrate financial and research administration components.

More details about the Kuali Foundation can be found at http://www.kuali.org. For more information on Kuali Coeus and Kuali Financial System, visit http://kuali.iu.edu, or to see details specific to Kuali Coeus, visit http://researchadmin.iu.edu.

Announcements

Lunch with the Staff Merit Award winners (Jason Baumgartner and Jim Gibson) is scheduled for Wednesday, February 23, at 12:00 noon in the Tudor Room.  All BPC members are welcome to attend. 

Our March business meeting will be held in Kelley School of Business, Room 3055, on March 23, from 3:00-5:00 pm.

The meeting was adjourned at 4:35 p.m.

Meeting minutes respectfully submitted by Teresa Spiegel.