Civil Service Council Meeting Minutes

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January 11, 2012

The January meeting of the Civil Service Council was called to order by Carolin Harvey, President.

Roll call of the members was taken by Elizabeth Cheek.

Members Present: Patrick Brumleve, Elizabeth Cheek, Mickel Cordes, Anita Eckhardt, Joyce Davis, Diane Frew, Shari Garnett, Tina Gerecke, Vera Gibbs, Carolin Harvey, Susan Howell, Karin McClure, Jason Phillips, Karen Waldron. Members Absent: Randy Lowe, Anthony Travelstead, Jesus Rosado. Members Not Present Due to Other Council Business: Vicki Nelson.

Others present: Sheryl Lloyd, Jennifer Watson.


The minutes for the meeting on December 7, 2011, were approved as presented.


Council President 
Carolin Harvey reported the constituency heads met, at which time the Chancellor announced the return of the excellence awards. She indicated there will be a monetary component attached.

Board of Trustees 
Carolin Harvey reported she attended the December 8 meeting. There was discussion on the new housing plan. It is a long range plan that will include tearing down the towers. Carolin indicated the next Board meeting is scheduled for March 22.

Human Resources (HR) 
Jennifer Watson reported that HR will have its bi-annual audit from January 23-26. As in the past, a designated time has been set aside for Council members to meet with the auditors. Jennifer also reported that in 2009, a new rule was approved that HR can remove those candidates [from the register] who fail to be selected for employment after four referrals in that classification. The form letters that are mailed to applicants for interview now includes this language. She explained that HR has always attempted to balance the permissive rules and the mandatory rules. The three refused referrals is no longer a permissive rule HR can use. While the four referral rule has been in effect for 2-1/2 years, there have only been 10 people who have been removed as a result of that rule. HR is attempting to maintain current, active registers so that interviewing departments will have current people who are interested in the vacancies. Another option HR is not doing at this time is automatically removing every two years everyone who has tested. HR has never used this practice, though it is not to say they will not. She noted that many rules were changed in 2009; one of those was merging the learner and trainee programs.


The following Council committee reports were submitted with the January 11 agenda: Civil Service Benefits and Public Information.

Carolin Harvey reported the committee did not meet, but did set the agenda.

Karen Waldron reported that the Council and Education Assistance budget reports as of November 30, 2011, were emailed to all members prior to the meeting.

Tina Gerecke submitted a report on the December 7 meeting (included as an appendix 1 to the minutes).

The following Council committees did not meet or had no report: Bylaws, Civil Service Benefits, Education Assistance, Elections, Public Information and Outstanding Civil Service Employee.


The following constituency committee reports were submitted with the January 11 agenda:Ombudsman Advisory Panel and Recreational Sports and Services Advisory.

Affirmative Action Advisory 
Tracy Bennett submitted the following report: The Affirmative Action Advisory committee met on November 8, 2011. Dr. Cynthia Sims began the meeting by discussing the proposed changes to the operating papers regarding committee membership. Discussion was focused on whether or not committee membership should be limited or not. The meeting was shortened due to scheduling conflicts but additional discussion was took place via email. It seems the consensus is that the spirit of the committee is that of inclusiveness and as such, we should not limit membership. The next meeting is scheduled for January 31, 2012.

The following constituency committees did not meet or had no report: Advisory Committee to Director of Public Safety, Chancellor's Advisory Review Board, Computing Advisory, Dining Services Advisory, Honorary Degrees, Intercollegiate Athletics Advisory, Naming University Facilities, Parking and Traffic Appeals, Student Center Advisory, Traffic and Parking, University Joint Benefits, UWPA.


The following special/other committee report was submitted with the January 11, agenda:Search Committee for Dean of College of Applied Sciences and Arts.

Search Committee for Assistant Provost and Chief Information Officer (CIO) 
Jason Phillips reported the committee has interviewed two candidates. At this point, two have withdrawn and three more are expected to come to campus. The committee hopes to wrap up interviews in the next couple of weeks.

Search Committee for Dean of College of Agricultural Sciences 
Tina Gerecke reported the search committee met for the first time on December 12 to receive its charge from the Provost and view the Affirmative Action video. The committee is currently reviewing applications and will meet on January 13 to discuss and narrow the pool.

SURS Members Advisory 
Mary Nippe submitted and discussed her report (included as appendix 2 to the minutes). Jason Phillips asked if there has been any discussion on how SURS will be impacted by the large number of retirements that are anticipated. Mary responded that SURS believes it will be a rough year because of the number of retirees; however, they have planned for this type of contingency, and believe they will be fine, financially. They believe it will be rough administratively in terms of processing all the applications. Also, the type of legislation that is approved could have a much larger impact on SURS because those people who have between 12 and 20 years of service may bail from the System and take a cash refund. A large payout of cash refunds will have a huge financial impact on the System, especially if those employees are forced into Tier II, where they will have to work to age 65. Mary believes that is more of a concern than the number of retirees.

The following special/other committees did not meet or had no report: Academic Calendar, Employee Advisory Committee to the Merit Board, Legislative Advisory, Search Committee for Dean of College of Education and Human Resources, Search Committee for Vice Chancellor for Institutional Advancement, Strategic Planning, Signage.


Tina Gerecke reported that the officer candidacy form was re-sent to the Council on January 9 and is due back to Vicki Nelson on January 13.


Mickel Cordes distributed a brochure from the State Universities Annuitants Association that was handed out at the Council of Councils meeting in October. The brochure gives information on the new tiered benefits system.


1. Carolin Harvey reported that she is expecting that the Council will receive a request for representation on the search committee for Vice Chancellor for Development and Alumni Relations. Additionally, there will be a search for interim director for Institutional Research and Studies.

2. Carolin Harvey reported the Council has been asked to meet with the Civil Service System auditors on January 23. She needs four to five members to attend, although she does not believe there is a limit to the number of Council members who can attend. Mickel Cordes, Anita Eckhardt, Joyce Davis and Diane Frew volunteered to meet with the auditors.

3. Carolin Harvey reminded Council members that the Council's treasurer, Karen Waldron, will be retiring in the summer. Anyone who would like to run for the position and would like to work with Karen before assuming those duties should contact either Carolin or Karen.