IUB Professional Council

Business Meeting Minutes

Kelley School of Business, Room 3055

June 15, 2011

Council Members in Attendance:  Tracy Bee, Jennifer Chaffin, Cindy Curvin, Rosanne Dye, Maryanne McDonnell, Rich Nourie, Suzanne Ryan (UHRS ex-officio), Grant Simpson, Patrick Smith, Mark Trotter.

Proxies: Cindy Curvin for Margaret Baechtold, Rich Nourie for Tiana Iruoje, Graham McKeen for Patricia Moser, Rich Nourie for Doris Wittenburg.

Members not in Attendance:  Jennifer Brooks, Greg Buse, Craig Dethloff (BFC ex-officio), Kimberly Goy (CWA ex-officio), Eric Love, Liz Peck, Kelly Thacker, Dee Verostko.

Guests:  Lisa Cooper, Environmental Health & Safety.

Meeting Minutes

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

Old Business

Bylaws Review/Rewrite

Following the May business meeting, the Executive Committee began examining the possibility of making changes to department names as referred to in Section 4.A. of the BPC Bylaws.  It was apparent that there was no quick and easy way to make these changes.  Therefore, the Executive Committee proposed that a committee, comprised of BPC members (Patrick Smith, Grant Simpson and Greg Buse) and UHRS representatives (Suzanne Ryan and Cindy Parker), be charged with the task of making these changes.  A deadline of December, 2011 was also proposed.  A motion to approve changes to the Bylaws as outlined at the May meeting was made, seconded and approved, with the understanding that the changes to Section 4.A. will be forthcoming.  Changes to the Bylaws are as follows: 

• Section 4.A.         The listing of departments within the seven units is in need of an update.  Changes to department  names/structure must be provided by UHRS.  The BPC office will attempt to obtain this information and make the appropriate changes to this section.
• Section 4.B.1b.    Add wording to include BPC members who move to another unit due to a change in position with the university.
• Section 6.F.         Change “12 month period” to “fiscal year.”
• Section 6.G.        Change “12 month period” to “fiscal year.”
• Section 8.A.1a.    Remove the example listed.
• Section 10.          Change the wording to shift the responsibility to initiate any future departmental changes to the BPC.

Orientation Survey

Jennifer Chaffin is currently working on a draft of the orientation survey.  UHRS has expressed an interest in looking at the results of the survey when they become available.

Retreat

This year’s retreat will be held Wednesday, July 20, at Union Street Center (the auditorium in Cedar Hall).  New members will be asked to arrive by 8:00 a.m. for a period of orientation.  All others should arrive by 9:00 a.m.  The format will be similar to last year’s retreat.  Dress is casual, and lunch will be provided.

Vacancies in Unit 2

Due to an upcoming retirement, the BPC is faced with two vacant seats in Unit 2.  The Executive Committee is looking at options, which could include holding a special election for Unit 2, opening seats up to former candidates, or appointments.

New Business

9/11 Committee

Patty Moser represents the BPC on this committee.  One meeting has been held thus far.  Activities are being planned for the week before, during and after 9/11 and will be held in conjunction with this year’s Themester.

Officer Elections for 2011-2012

At the July business meeting, an election will be held for the upcoming year’s Executive Committee.  Offices include:  President, Vice President, Secretary, Treasurer and Parliamentarian.  According to BPC Bylaws, anyone who wishes to run for President must have served on the Council for at least one year.  In addition, the BPC Bylaws offer the following requirements for each office: 

A. President

1. Chairs the Council meetings and abide by Robert's Rules of Order.

2. Refers all matters submitted for the Council's attention to the appropriate committee(s) or person(s).

3. Serves by appointment on University committees.

4. Prepares a written annual report of the past year's activities and makes it available to all Council members prior to the August meeting.

5. Represents the Council at Bloomington Faculty Council meetings in concert with the Vice President.

6. Selects the chairs of Standing Committees and Ad Hoc Task Forces.

7. Calls a meeting of any committee that is not fulfilling its responsibilities and establishes organization by dictum.

8. Distributes a brief summary of each committee’s activities and its annual report to Council members at the first meeting after the election.

9. Is an ex-officio member of all committees.

10. Makes appointments to University and Campus committees after consultation with the Executive Committee.

B. Vice President

1. Presides in the absence of the President.

2. Serves as the Council's initial contact with any other employee organization (except Faculty Council) on any IU campus.

3. Chairs a committee for preparation of presentations to Board of Trustees and its committees.

4. Serves as the Council's initial contact with any campus group, as requested.

5. Shares representation to the Faculty Council.

6. Makes arrangements for annual Council retreat in the early fall of each year.

C. Secretary

1. Supervises and prioritizes assignments for IUBPC office staff.

2. Coordinates, with IUBPC office staff, the recording of minutes for each Council meeting and any special meetings of the Staff.

3. Oversees, with IUBPC office staff, the distribution of the minutes of the previous Council meeting to members prior to the next Council meeting.

4. Ensures, with IUBPC office staff, the collection receipt and maintenance at the IUBPC office of the minutes of University and Council appointed committees and their annual reports.

5. Oversees, with IUBPC office staff, the maintenance of the Council's current files and records, as well as the gathering and distribution of information requested by Council committees.

6. Maintains and updates a calendar of events relevant to the Council for the coming year.

7. Accepts names of persons interested in serving on Council committees and makes appointments on the basis of said persons' preferences and year of current term on Council (by seniority in current term) or in the absence of volunteers make such appointments.

8. Hires, fires and initiates salary increases for IUBPC office staff, after consultation with the Executive Committee.

9. In connection with the election of Council representatives (see Section 4, D, items 10, 11 and 12), the Secretary notifies newly elected representatives of the results; in the event of a vacancy in the elected membership of the Council, notifies the nominee in that unit who received the next highest number of votes in the last election to fill the unexpired term; and maintains a master list of votes cast in each election.

10. In connection with the conduct of meetings (see Section 6, F and G), the Secretary provides an attendance log for each Council meeting, maintain a master attendance list, and notifies any Council member who has four absences from regularly scheduled meetings in any twelve-month period of his/her removal from the Council.

D. Treasurer

1. Acts as account manager for all Council funds and makes monthly status reports to the IUBPC.

2. Provides the Executive Committee with relevant information needed for responsible financial management.

3. Serves as liaison with campus’s budgetary officers, and represents the Council on the Budgetary Affairs Committee of the Bloomington Faculty Council.

E. Parliamentarian

1. Ensures that Council meetings are conducted in accordance with Robert's Rules of Order.

2. Reviews annually the Constitution and Bylaws and submits recommendations for changes to the Executive Committee.

3. Oversees the IUBPC nominations and election process.

4. Provides nomination and election data to the Council Secretary for archiving purposes. 

Committee Preferences for 2011-2012

Any BPC member not running for a seat on the Executive Committee will be asked to select a standing committee on which to serve for the upcoming year.  Information on each committee, as well as a committee preference sheet, will be sent to each member prior to the July 20 business meeting.

Year-end Reports

Communications and Marketing Committee

The Communications and Marketing Committee submitted monthly newsletters September – May and will continue to do so over the summer.

Calendar Committee – Cindy Curvin

The Calendar Committee I served on was successful in revising the Academic Calendar.  Starting in Fall 2011 and each year thereafter, there will be no classes on Labor Day.   Starting in 2012 classes will start one week earlier than the present calendar and provide a fall break day in October and the Thanksgiving recess will run the entire week. 

Announcements

Effective July 1, IU will begin using “e-verify,” a system that helps determine whether or not new hires are legally eligible to work.  This is being done to comply with a mandate from the State of Indiana.  E-verify will be applicable to all new hires.

Our July business meeting will be held in conjunction with our annual retreat.  We will meet on July 20, from 8:00 a.m. to 4:00 p.m. in Union Street Center.

The meeting was adjourned at 4:00 p.m.

Meeting minutes respectfully submitted by Teresa Spiegel.