APT and Classified Council Agenda

Monday, April 4, 2011 9:30 – 11:30

LIB 307 Access Number: 1-800-893-8850

Meeting Number: 7730925

I. Call to Order

II. Introduction of Members and Guests

2010-2011 APT Council Membership Russell Pressley, President * 10-12 Michael Smith 10-12 Vince Yelmene, Vice President * 09-11 Bob Kizer ** 09-11 Carey Brown 10-12 Julia Martinez * 09-11 Suzanne Browner * 10-12 Suzanne McCarthy 09-11 Brian Brubaker * 10-12 Carol Swartz 09-11 Pamela Doerner 10-12 Alessandra Vanover 09-11 Bob McDonnell 10-12 (Vacant) Melodee Monson 10-12 (Vacant) * University Assembly Rep ** University Assembly Rep Alternate

2010-2011 Classified Council Membership

Megan Carlson, President 09-11 Judi Spry * 10-12 Craig Mead, Vice President * 10-12 Fannie Slaten 10-12 Connie Dennis, Secretary 09-11 Sandra Barclay 09-11 Gary Foster * 10-12 Cedar Cussins 09-11 Nancy Hall 10-12 Gwen Gere 09-11 Kim Heidemann ** 10-12 Debra Gritman 09-11 Ana Hinkle 10-12 Tina Hudspeth ** 09-11 Lara Madden ** 10-12 Natalie Kowal 09-11

Audrey Jo Malone * 10-12 Gianna Ridgeway ** 09-11 Sarah Pace 10-12 Kathy Smith * 09-11 Mikayla Savikko 10-12 Heather Swanson 09-11

Jennifer Schultz 10-12 Timea Webster 09-11

* Assembly Reps ** Alternate Assembly Reps

III. Approval of Agenda

IV. Approval of March Meeting Summaries Postponed to May Council Meetings

V. Reports – Due to time constraints, committee reports at this meeting will be submitted in writing and will not be addressed verbally.

1

A. Classified Council President – Megan Carlson (pg. 3-5) i. Staff Health Care Committee

ii. Staff Alliance iii. University Assembly

B. Safety Committee – Kim Heidemann (pg. 6)

VI. Business A. Staff Governance (9:30 – 10:15)

i. Relevance and Purpose ii. Comparison of how we are doing in relation to relevance and purpose

iii. Ways to improve councils effectiveness iv. Evaluate collaboration and revisit proposal to combine councils

B. Healthcare Decision Process Improvement - Mike Humphrey (10:15-10:45)

Note: there will be health care forums on April 4th from 12-1:30 (LIB 307) and April 5th from 1-2:30 (UC 143) to discuss the content of the health care changes. This topic is focused on governance’s contributions to these decisions, and how we can improve the process to support more involvement by governance members and the constituents we represent.

i. Current processes and governance contributions ii. Recommendations for process improvement

iii. Governance and Human Resources responsibilities

C. Conversation with incoming Chancellor Tom Case (10:45 – 11:30) i. Breakdown of staff council representation by major budget unit

a. APT Council (pg. 7) b. Classified Council (pg. 8)

VII. Information Items

A. Elections Note: Members can identify whether their term ends in 2011 by consulting the roster on the first page of the agenda.

i. APT Council Timeline (pg. 9) ii. Classified Council Timeline (p. 10)

a. Classified Council Officer & Committee Responsibilities (pg. 11-13)

VIII. Adjourn

2

Classified Council President’s Report, April 2011 Governance Elections Classified Council elections will take place in April. The call for nominations will go out after our April meeting. The roster at the start of the agenda lists each member’s term. If your term is ending in 2011 and you want to continue, you will need to submit your name during the nominations period. If you have a term ending in 2012 but do not intend to serve next year, please let Governance know so that we have an accurate list of the seats that need to be filled. Assembly We heard reports about the Chancellor’s Awards and the progress in the Health College Reorganization effort. We also considered a conflict in the constitution and bylaws that currently allows the officer elections to occur in May or September in one location, and only in May in another. Since the change to allow elections in September has not borne out having greater student participation in the process, the Assembly intends to correct the conflict and return to having officer elections in May. We finalized a letter to President Gamble regarding the Chancellor search and the need for greater engagement with shared governance groups. The Assembly officers will be meeting with President Gamble on April 14th and will present this letter to guide our conversation. Once President Gamble has received the letter, I’ll be happy to share it with the Council. I’m serving on an Assembly subcommittee evaluating the Staff Make Students Count award nominations. We have a really great pool of nominees, and it will be very challenging to make our recommendations!

Staff Health Care Committee The Staff Health Care Committee will meet on March 31st to discuss process issues for improving the committee’s effectiveness, and to consider recommendations to increase opportunities for staff to be involved in decision making about the health care plan early enough that decisions can be affected by that input. I’ve attached the health care I sent out to UAA Classified staff in late March. Staff Alliance While in Juneau for the spring retreat last month, Staff Alliance members met with our legislators. We also had significant time for business, and passed motions on the following topics: • Recommending two voting members representing non-unionized staff on the Joint Health Care Committee • Recommending that non-represented staff be allowed two opportunities per fiscal year to cash in annual leave • Recommending the inclusion of staff governance representation in developing the UA Strategic Plan • Requesting greater clarity in BOR Policy and Regulation regarding the designation of “staff emeritus,” a way to

recognize staff with significant service to the university similar to the faculty emeritus designation • Supporting the change to the non-discrimination policy (now approved)

Staff Governance Officers Meeting with Vice Chancellor Spindle In our monthly meeting with Vice Chancellor Spindle, we discussed the potential impacts of e-learning expansion on the community campuses (who often see e-learning students using their campus resources for their classes); the status of the UA budget; concerns about health care; and the recommendations made by APT Council and the Staff Alliance that might impact UAA administrators. We also passed on our thanks for the shifts to the Chancellor’s Awards that allow more opportunities for staff to be recognized for their service. Planning and Budget Advisory Council Our annual hearings are scheduled April 21st and 22nd. This will be an opportunity for administrative and academic unit leads to present their requests for funding in the coming fiscal year, as well as to report on what they have done with previous allocations.

3

Health Care Update for Classified Staff, March 2011 Distributed by email to Classified staff list serve 3/28/11

Health Care Forums Your governance groups are partnering with Statewide and UAA Human Resource Services to host two health care forums in April. We hope you’ll come to hear more information about the health care plan design changes. There will be plenty of time for questions, and we’re currently working on setting up locations for community campuses to participate.

Forum Details 1. Monday, April 4th 12:00-1:30* LIB 307 2. Tuesday, April 5th 1:00-2:30* UC 143 (room capacity of 45, first come first served)

*The forum agenda is designed to devote time specifically to questions and answers starting 30 minutes in. If you’re only able to stay for an hour, you’re still encouraged to join us! Presenters will be available for the full 90 minutes if there are still questions. UAA’s Human Resource Services department is also planning future opportunities for employees to ask questions about the health care plan. Stay tuned for more information! Dependent Audit The deadline for completing the dependent audit has been extended to March 31st. I strongly encourage you to complete the audit by the deadline, or to at least make contact with the vendor and let them know you are trying to gather the appropriate documents. Regardless of the deadline, if you still haven’t contacted ConSova regarding your covered dependents, please do it immediately so that you can demonstrate you are trying to comply with the audit. For more information about the Dependent Audit, visit the Statewide HR site here: http://www.alaska.edu/benefits/health-plan-dependent-aud/. Health Care Plan Design Changes I hope you’ll be able to attend one of the open forums on health care. In case you’re unable to, I wanted to provide this summary of the health care plan design changes and how staff governance contributed to the decisions. There are two committees charged with representing employees in making these decisions: the Joint Health Care Committee (with unions, management, and non-unionized staff governance representatives), and the Staff Health Care Committee (with representation from staff councils at UAA, UAF, UAS, and Statewide). The health care committees were faced with very challenging decisions in closing the projected cost increase to our health care plan of approximately $10 million. This number was based on our usual trend of increased health care claims, combined with health care reform mandates. The mandates that go into effect in the fiscal year starting in July include removing lifetime maximums, changing the cap on the preventive benefit for things like mammograms and colonoscopies, and allowing adult children to be covered by the plan until age 26 regardless of educational status. Reference Links: • Staff Health Care Committee recommendations: http://gov.alaska.edu/staff/2011-01-05.shcc-finalrecs.pdf • Final approved benefits changes: http://www.alaska.edu/benefits/ In the Staff Health Care Committee memo linked above, you’ll find that we focused on identifying compromises within the suite of proposed recommendations, putting the priority on changes that would allow staff to have options. For instance, we were willing to support an increase to the highest prescription copay, but we strongly opposed excluding medications like Nexium from being covered by the plan. We also fought against a number of proposed surcharges, including one for part-time employees and one for having spouses on the plan who have coverage available through their own employers. The Staff Health Care Committee considered at least seven scenarios for changing the deductibles and out of pockets. The table below shows the scenario reluctantly supported by the SHCC, which included much smaller increases to the

4

standard and deluxe plans than the ones finally approved by university administration. We also recommended seed money for those who chose the economy plan. That seed money would have helped members who chose that option to bridge the gap while working up to the higher deductible. It is likely this seed money will be added in the fiscal year starting in July 2012, once there has been time to implement the administrative changes required to offer it.

Comparison of SHCC Recommended Plan Changes vs. Final Accepted Plan Changes

Economy Standard Deluxe Economy Standard Deluxe

High Deductible Health Plan

(Former Economy)

750 Plan(Former

Standard)

500 Plan(Former Deluxe)

Individual Deductible 500$ 250$ 100$ $2,000* 450$ 250$ 1,250$ 750$ 500$ Family Deductible 1,500$ 600$ 300$ $6,000* 1,350$ 750$ 3,000$ 2,250$ 1,500$ OOP Max (Individual) 3,000$ 750$ 500$ $5,000* 2,000$ 1,500$ 3,750$ 3,500$ 3,000$ OOP Max (Family) 6,000$ 1,500$ 1,000$ $10,000* 4,000$ 3,000$ 8,000$ 7,000$ 6,000$ Coinsurance 20% 20% 20% 20% 20% 20% 20% 20% 20%

Physician Visit Deductible/Coinsurance

Deductible/Coinsurance

Deductible/Coinsurance

Deductible/Coinsurance

Deductible/Coinsurance

Deductible/Coinsurance

Deductible/Coinsurance

Deductible/Coinsurance

Deductible/Coinsurance

Pharmacy CopayTier 1 5$ 5$ 5$ 5$ 5$ 5$ 5$ 5$ 5$ Tier 2 25$ 25$ 25$ 25$ 25$ 25$ 25$ 25$ 25$ Tier 3 40$ 40$ 40$ 50$ 50$ 50$ 50$ 50$ 50$

Current Plan Tiers in UA Choice SHCC Recommended Plan Tiers UA Administration Plan Tiers in UA Choice

*Note: Economy plan included seed money of $1K/$2K for individuals and families to cushion

the higher deductible and OOP.

*Note: Economy plan seed money not offered this year, but likely to be considered for

following year. It is only fair to note that if the deductibles and out of pockets had been set where the SHCC recommended, a projected shortfall would have remained, requiring higher payroll deductions. By increasing the deductibles and out of pocket levels, the payroll deductions will be able to remain at the same levels in the fiscal year starting in July as they are now. Keep in mind that not all employees reached their deductibles at the current year’s levels, and an even smaller number reached their out of pocket maximums. I want to emphasize how difficult these decisions were, and how much your staff governance representatives struggled with identifying the best ways to deal with the projected cost increases. I hope you’ll view these changes in the context of national health care trends, and know that we rejected some pretty scary options to arrive at the ones we did support. Finally, it’s important to remember that the UA health care plan is self-insured, so the money employees and the university pays goes to actual costs to the plan, not CEO bonuses. The three ways we can control the rising health care costs to our plan are A) reduce the benefits, B) charge more for the same benefits, and C) reduce the amount of usage on the plan. With open communication with your doctor and pharmacist to consider your options when making health care decisions, and active use of the wellness program and preventive benefit, we can focus more on that last and best option and improve our health while we’re at it.

5

Campus Safety Committee

March 18, 2011

Rep: Kim Heidemann

*Future Events: Spring Clean Up (Apr 28th), #Heart Run (Apr 30th), #Finals (Apr 30th), # Hooding (Apr 30th), Commencement (May 1st), and UAA Development Day (May 12th). #parking is being addressed

*GSS: Continue to assist with jump starting vehicles. Slips & falls still a concern – 800 pairs of Spikies were distributed this year.

*Emergency Management: UP continues to work with vendors to find better service for notification system. A new vendor will be selected within the month. Police Auxiliary volunteers continue monthly training. There will be an earthquake scenario on Mar 31st for CRT. Aug 11th there will be an Anchorage city-wide exercise (bombing and chemical contamination). Feb 2012 AK Shield – is a Statewide exercise to simulate utility outages. LT Swartz and Officer Bozeman are the new certified Red Cross 1st aid instructors.

*Japan’s Earthquake & Tsunami: No calls on radiation fallout or added safety procedures. Discussion on UAA’s and UA’s plans in the event of a major earthquake; general plan in place, but working to include better detail.

*Auto Insurance: Discussed expanding the definition and certification of class 1 drivers. (Policy last updated in 2008). Suggestion made to include outlying UAA campus areas as class 1 drivers so employees are insured when running business errands to the main campus. Annual driving records should be checked from DMV for employees who drive university vehicles. (A driving safety course is provided for those who drive university vehicles). Departments can request a department owned vehicle if driving is required daily. Campus rental car program will be operating soon.

*Facilities & Campus Services: Introduced Nick Dighiera, new Safety Officer 6-1178

*University Police: Three officers have taken spice education classes (spice is illegal in the Municipality, but not throughout the state yet)

*Emergency Management: Follow-up on question regarding which buildings will be used at UAA during an emergency are as follows: Red Cross (will coordinate) – PSB (registration), RH (shelter & registration), Wells Fargo Sports Complex (shelter).

6

Academic Affairs

0

Student Affairs

4

Administrative Services

3

Advancement

1

APT Council representation breakdown by major budget unit April 4, 2010

Community Campuses

KPC/KBC - 1 Kodiak - 0 Mat-Su - 2 PWSCC - 1

Anchorage Schools and Colleges

CAS - 0 CBPP - 0 CHSW - 2 COE - 1 CTC - 0 SOE - 0 LIB - 0 Honors - 0

Chancellor

7

Academic Affairs

1

Student Affairs

7

Administrative Services

0

Advancement

1

Classified Council representation breakdown by major budget unit April 4, 2010

Community Campuses

KPC/KBC -1 Kodiak - 1 Mat-Su - 1 PWSCC - 1

Anchorage Schools and Colleges

CAS - 3 CBPP - 1 CHSW - 4 COE - 2 CTC - 0 SOE - 1 LIB - 0 Honors - 0

Chancellor

8

2011 APT Council Elections Timeline April 4th: Nomination email sent out by Governance Office to all APT staff.

Any member whose term ends in 2011 (see the roster below for your term) and wants to run for another term will need to follow instructions in the nomination email. IMPORTANT: Any member whose term does not end until 2012, but does not intend to serve on the APT Council next year, should notify the Governance Office by April 1st so that we can include these seats in our election.

April 15th: Nomination period ends April 19th: Open Ballots April 27th: Close Ballots April 28th-29th: Letters sent to new members (with email copy), including an invitation to attend the May 5th meeting. May 5th: APT Council meeting

This meeting will include members from both the current academic year and next year’s. Officer and Committee Elections will also take place during this meeting.

2010-2011 APT Council Membership

Name Location Phone Fax Email Term

President * Russell Pressley CHSW Advising 786-4405 786-4440

afrhp1@uaa.alaska.edu

10-12

Vice-President Vince Yelmene * Mat – Su 745-9765 761-3451 vince@matsu.alaska.edu 09-11

Carey Brown Student Programs 786-4082 786-4079 ancdb@uaa.alaska.edu 10-12

Suzanne Browner * Enrollment Services 786-4744 786-1581 anskb@uaa.alaska.edu 10-12

Brian Brubaker * College of Education 786-4875 786-4445 brian.brubaker@uaa.alaska.edu 10-12

Dayna Defeo Learning Resources Center 786-6833 786-6835 djdefeo@uaa.alaska.edu 10-12

Bob McDonnell GSS 786-4668 786-6099 anrcm1@uaa.alaska.edu 10-12

Melodee Monson Human Services Dept 786-6453 786-6436 melodee@uaa.alaska.edu 10-12

Michael Smith Enrollment Management 786-6113 786-6122 anmbs1@uaa.alaska.edu 10-12

Pamela Doerner Financial Assistance 786-6173 786-6122 anphd@uaa.alaska.edu 10-12

Bob Kizer ** Procurement Services 786-6508 786-6519 kizer@uaa.alaska.edu 09-11

Julia Martinez * Advancement 786-1278 786-1957 anjm5@uaa.alaska.edu 09-11

Suzanne McCarthy PWSCC 822-3673 822-5574 smccarthy@pwscc.edu 09-11

Carol Swartz KPC 235-1656 235-1689 incis@uaa.alaska.edu 09-11

Alessandra Vanover Bookstore 786-4749 786-4790 anama1@uaa.alaska.edu 09-11

9

2011 Classified Council Elections Timeline April 7th: Nomination email sent out by Governance Office to all classified staff.

Any member whose term ends in 2011 (see the roster below for your term) and wants to run for another term will need to follow instructions in the nomination email.

IMPORTANT: Any member whose term does not end until 2012, but does not intend to serve on the Classified Council next year, should notify the Governance Office by April 1st so that we can include these seats in our election.

April 15th: Nomination period ends April 19th: Open Ballots April 27th: Close Ballots April 28th-29th: Letters sent to new members (with email copy), including an invitation to attend the May 5th meeting. May 5th: Classified Council meeting

This meeting will include members from both the current academic year and next year’s.

Officer and Committee Elections will also take place during this meeting. 2010-2011 Classified Council Membership

Megan Carlson, President 09-11 Judi Spry * 10-12 Craig Mead, Vice President * 10-12 Fannie Slaten 10-12 Connie Dennis, Secretary 09-11 Sandra Barclay 09-11 Gary Foster * 10-12 Cedar Cussins 09-11 Nancy Hall 10-12 Gwen Gere 09-11 Kim Heidemann ** 10-12 Debra Gritman 09-11 Ana Hinkle 10-12 Tina Hudspeth ** 09-11 Lara Madden ** 10-12 Natalie Kowal 09-11 Audrey Jo Malone * 10-12 Gianna Ridgeway ** 09-11 Sarah Pace 10-12 Kathy Smith * 09-11 Mikayla Savikko 10-12 Heather Swanson 09-11 Jennifer Schultz 10-12 Timea Webster 09-11

10

Summary of Classified Council Officer Responsibilities

The Classified Council officers serve as the main point of contact and outreach between the council and all other units of the university. It is important that the officers have a broad view of the interests & concerns of staff and the issues facing UAA and the University system as a whole.

Please note that many of the President’s responsibilities also apply to other officers. For brevity, these responsibilities are only detailed the first time they are mentioned.

President • Preside at meetings and develop meeting agendas with the Governance Office • Appoint ad hoc committees and their officers as needed • Act as a spokesperson for Council

The Classified Council President position not only serves as the organizer of Classified Council, but represents UAA staff to various groups within UAA and within the UA system. The President is asked to weigh in on time-sensitive issues facing administrators and other matters requiring input with confidentiality. The Classified Council President is often the voice and face of Classified Council to the Chancellor, University President and Board of Regents. The President is responsible for facilitating meetings, remaining impartial during Council discussions, and ensuring that all members have the opportunity to be heard.

• Represent the UAA Classified Council on the University Assembly In addition to the University Assembly Representatives duties detailed later. The President of Classified Council gives a brief report to the assembly outlining previous meetings or larger discussions taking place within Classified Council. Classified Council is required to report any actions (motions, referendums, memos, etc.) approved or taken by Classified Council to the University Assembly, which is usually handled by the Classified Council President.

• Represent the UAA Classified Council on the UA Staff Alliance

UA Staff Alliance is made up of staff leaders from each MAU. They propose legislation concerning staff, which is send directly to the UA President for review and approval/rejection. Staff Alliance serves as a key group for staff views which the Board of Regents, UA President, and other Statewide administrators can turn to for consultation and insight.

• Represent the UAA Classified Council on the Planning and Budget Advisory Council (PBAC)

PBAC hears budget proposals regarding all units within UAA. They make difficult recommendations to ensure mission critical projects and objectives remain funded and supported. They also work on developing the criteria that will be used when the university is faced with budget reductions requiring cuts. This effort is being made now while UAA has time for robust discussion and consideration.

• Serve as a member of Governance Leaders

Governance Leaders act as an advisory group for the UAA chancellor and cabinet on issues affecting the entire UAA community. They are often called upon to discretely hear and consult early in discussions on a myriad of events and policy decisions. This group sets the agendas for Assembly

11

meetings, and ensures that topics that affect multiple groups are scheduled on their constituent bodies’ agendas.

• Meet monthly with the Vice Chancellor for Administrative Services to discuss classified staff issues

Classified Council & APT officers meet with the Vice Chancellor once a month to pass along recent actions taken by the governance group(s) and keep the Chancellor’s Cabinet informed regarding staff concerns. Common topics include compensation, health care, and food services. Along with these internal topics, there are also regular updates on the current budget discussions within the UA system and Juneau.

• Collaborate with other officers in making recommendations involving Council business • Report periodically to Classified employees about the Council’s work and issues of interest to staff Vice President • Preside and perform the duties of the president in his/her absence • Be responsible for the organization of the annual meeting, if held (Currently handled by Ad Hoc Committee) • Notify members of all meetings (currently handled through the Governance Office) • Contact absent members who have missed two consecutive meetings to verify their status on the Council • Meet monthly with the Vice Chancellor for Administrative Services to discuss classified staff issues • Collaborate with other officers in making recommendations involving Council business Secretary • Maintain and disseminate minutes of the meetings (currently handled through the Governance Office) • Maintain the correspondence and records for the organization (currently handled through the Governance Office) • Assist in elections for the Council during meetings, for the purposes of electing officers and representatives on other campus committees • Meet monthly with the Vice Chancellor for Administrative Services to discuss classified staff issues • Collaborate with other officers in making recommendations involving Council business

12

Summary of Classified Council Committee Representative Responsibilities

University Assembly (5 members, one of which is a community campus representative and one of which is the Classified Council President; alternates attend the meetings in the place of representatives who are unable to attend) • The University Assembly is a governance group consisting of representatives from UAA staff, faculty, and student governance groups. The Assembly discusses issues that are relevant to two or more constituent bodies, including legislative advocacy, facilities updates, and planning campus-wide events like the UAA Day of Service. The Assembly also hears reports from members of the Chancellor’s Cabinet each month. • University Assembly meets on the second Thursday of each month from 1:00-3:30. If unable to attend a meeting, it is the member’s responsibility to identify an alternate to attend in his/her place. Diversity Action Council (Classified Council nominees are submitted to the Chancellor’s Office to select a member and alternate for this council) • Advise and recommend courses of action that address campus-wide diversity issues and that create an inclusive and respectful campus environment • Promote activities and programs throughout campus related to diversity • Provide funding for the annual Student Diversity Award and other special projects related to diversity • If unable to attend a meeting, it is the member’s responsibility to identify an alternate to attend in his/her place. Campus Safety Committee (only alternate needs to be elected; primary representative in middle of a two-year term) • Advisory body to Chancellor and University Police Department regarding issues pertaining to institutional and personal safety • Periodic reports to the campuses on safety awareness, and recommendations for improving campus safety • Organizes yearly campus safety walks to evaluate the safety of campus • If unable to attend a meeting, it is the member’s responsibility to identify an alternate to attend in his/her place.

13