Minutes

May 5, 1999

Delagates Present Forrest Aiken Brenda Ambrose-Fortune Betty Averette
Martha Barbour Peggy Berryhill Mary Braxton Linwood Blalock
Connie Boyce Jean Coble Linda Drake Kathy Dutton
James Evans Monisia Farrington Linda Ford Linwood Futrelle
Kim Gardner Karen Geer Sherry Graham Dorothy Grant
LaEula Joyner Charlotte Kilpatrick Joanne Kucharski Ruthie Lawson
Ken Litowsky Bobbie Lesane Denise Mabe Jill Mayer
Vicki Pineles Lynn Ray Rickey Robinson Jane Stine
Cindy Stone Diane Strong Robert Thoma Verdell Williams
Carol Worrell = Ex-Officio

Delagates Absent Terry Barker Maxcine Barnes Denise Childress
Lorrie Hall Michael Hawkins Janice Lee Dee Dee Massey
Eileen McGrath Ken Perry Terry Teer Laurie Charest

Alternates Present
Mary Fedash
Peter Landstrom
Joe Wall

Guests Pete Andrews James Brooks P.J. Disclafani
Eric Ferreri William McCoy Scott Ragland Nora Robbins
Jim Ramsey Mike Smith P.J. Tipten Susan Warren
Heather Yandow

 

Call to Order, Welcome to Guests

Chair Jane Stine introduced interim Chancellor William McCoy to the Forum, along with interim Provost Ned Brooks and Vice Chancellor for Administration Jim Ramsey. She thanked these gentlemen and the Forum’s other distinguished guests for their appearance that morning.

Opening Remarks

McCoy was grateful for the opportunity to meet with the Forum and thanked the Forum’s leadership for their sacrifices. He acknowledged a long-time awareness of the Forum’s work and importance, particularly in communicating with various groups throughout the University. He felt that two-way communication is an important thing that lies at the essence of a strong organization.

McCoy very much regretted the reason for his appearance in an acting role, Michael Hooker’s illness. He had spoken with Hooker and his wife, Carmen, very recently, and reported that Hooker sounded strong and positive. Plans are for Hooker to return to duty on or around June 1, after his second round of treatments at the Bethesda Medical Complex.

Following news of Hooker’s illness, President Broad had asked McCoy to assume an interim role and McCoy had instantly agreed to serve. McCoy has always been aware of how important the institution is and has been pleased to make a contribution to the University through the Bicentennial Campaign and the Chair of the National Development Council, among many other services. Most recently, McCoy has served as Financial Officer for the UNC System.

In his current role, McCoy emphasized that he is trying to facilitate the continued movement of the University upon its current trajectory. He praised the good planning in place for all of the University’s essential components, and noted that clarity of goals and objectives already in place. He pledged to continue on course with these objectives. McCoy also noted that a key part of the University is the strength and leadership of its staff and faculty. He noted that Forum members work as Delegates and leaders of staff Employees, who serve to move the campus forward in an open and constructive way. McCoy looked forward to working with the Forum in the short period of his tenure.

Concerning current events, McCoy noted that he had approved the recommendations of the outsourcing steering team to keep in-house housekeeping and printing services. He had been present when the outsourcing study arose at General Administration at the direction of the Legislature. McCoy noted the duty of the University to be as efficient as possible in its operations, to reserve dollars for teaching students. He noted that the study had intended for each campus to research various operations to insure the most efficient operation possible in providing service to customers. McCoy understood that good work is increasingly being done in these two areas, and noted the quality of the people involved who have produced this good news.

McCoy recalled the recent appointment of Archie Ervin as Assistant to the Chancellor and Director of Minority Affairs. Ervin’s predecessor, Harold Wallace, is due to retire at the end of June to take another position. Ervin comes to his position with a great deal of strength as the director of on-campus minority recruitment, and is highly regarded and supported. Ervin is scheduled to take office July 1.

Regarding the legislative situation, McCoy noted the very tight budgetary situation, which is the result of a combination of recent court decisions, tax cuts, and gubernatorial focus on Smart Start and teachers’ salaries. All of these factors may lead the University to expect cuts in base and continuation budgets in the next year. McCoy had spoken with some legislators, but much remains in the air as the State’s budget enters its committee phase.

McCoy recalled statements that up to $125 million might be cut from the continuation budget as a whole. It is not known how much of this will be cut from the University System, but estimates range anywhere from $40-60 million. Budget reductions will of course be distributed among other State agencies, as well.

President Broad has met with several key committees to discuss ideas for financing capital projects on a pay as you go basis. She has consulted with Clifton Metcalf and consultant J.B. Millikan, among others. These discussions have emerged from the Eva Klein study commissioned by the Legislature to determine the capital needs of System campuses. Klein arrived at a figure of between $6-7 billion to meet increasing capacity and quality needs over the next ten years. Many of those needs are here at UNC-Chapel Hill, with research and lab space improvements desperately required. Broad has thus spoken with legislators and State Treasurer Harlan Boyles towards finding different approaches to this problem.

McCoy hoped that the campus would be able to find similarly successful ways to deal with its own financial situation, given a projected $9-15 million campus shortfall. Given this best estimate, the University will face a reduction in its continuation budget and in its ongoing commitments, in order to meet the financial demands of its top quality areas. McCoy said there would be more to report at the Forum’s next meeting, once the University has had a chance to analyze its budget in specific detail.

McCoy noted the amount of media attention paid to the labor code issue. The Licensing Labor Code committee had worked on this subject for a long while, and had done good work in coming to a conclusion before the end of the semester. Recommendations related to the labor code had already been completed back in February concerning public disclosure, living wage for workers, and independent monitoring. McCoy praised the Chair of the Faculty Pete Andrews and Rut Tufts for their work as co-chairs of this important committee. The committee’s recommendations have been supported by students and accepted by the Chancellor as principles governing the way Carolina wants to operate. He praised the committee for its good work.

Finally, McCoy looked forward to the upcoming commencement, and praised the staff members busy at work on various aspects related to the event. He reiterated the importance of staff members and Forum Delegates who represent their colleagues in all aspects of the non-teaching part of University operations.

McCoy offered to take questions from the Forum. Vicki Pineles asked what McCoy saw as the University’s top priorities, given the potentially serious budget cuts on the horizon. McCoy said that among the top priorities is meeting the campus’ expected enrollment growth, and achieving adequate campus facilities to meet the needs of the research institution. He also noted the need for increased faculty and staff salaries.

McCoy thanked the Forum for its support.

Employee Presentations

There were no Employee presentations.

Special Presentations

Jean Coble introduced the head of the Institute of Government, Mike Smith, and Donna Warner to make a special presentation on the Carolina Center for Public Service. Smith has been the director of the Institute since 1992. He has worked to expand the public finance, administration, and civic participation aspects of the Institute, not at the expense of the body’s traditional strengths in State law. He has also improved faculty diversity, broadened the financial base, and expanded and renovated the Knapp Building. Smith has served as co-chair of the public service round table and has received the C. Knox Massey Distinguished Service Award.

Smith noted that his presentation would be an unveiling of sorts for the Center. He recalled that the University had made the phrase “write to the University when you need help” its official motto around 1916. Louis Brown Wilson noted that the University thought of itself as a connecting point between those needing service and faculty and government. As the state was still recovering from the Civil War, the University considered the state and all of its practical problems as worthy of study. The campus still faces this challenge today.

Today, the University looks to build on this early tradition of public service. To begin, the University does not convey well enough the richness of its service to the entire state, through the AHEC program, the School of Public Health, the Morehead Planetarium and Ackland Museum, among a myriad of examples. The University also serves through the academic preparation of its students into roles as productive citizens. Carolina has a proud tradition of graduates working in public service, a tradition exemplified by the APPLES program, which develops social commitment in connection with coursework.

However, there are still gaps in the University’s public service mission. The Carolina Center for Public Service will work to bridge these gaps. Currently, the campus devotes 7% of its budget to public service activities, more than at any other time in its history but still below what some its peers offer. Increasingly, the University is under pressure to demonstrate its relevance to the Legislature and the general public. This situation is somewhat ironic given that the University does more than ever before but is of course much larger and has much more to offer than before.

The Carolina Center will work to tell the story of UNC-Chapel Hill’s story of service, so that constituents can clearly understand the commitment to clearly improve citizens’ lives. Smith noted that a perception gap exists in which citizens think that the University is doing much less than what it actually does. The University can do more, but can also tell better the story of what it is doing. The Center will build on the University’s current service throughout the region, state, country and world.

Secondly, Carolina’s public service activities are highly decentralized. This arrangement is a strength, but these activities are uncoordinated far too often so that it is difficult for the University to know what is going on. Constituents and community agencies need conveniently reliable information about campus activities, so that they can know whom to call for assistance. This situation makes it difficult to create collaborations among current activities. In addition, students find it difficult to find courses with experiential components or available internships. The Center will be a place to provide this information, through a telephone number and website database.

Another gap the Center wants to close is the coordination of faculty, staff, and student expertise into a comprehensive view of Carolina service. The Center will bridge the coordination gap among decentralized groups to better address problems.

Smith noted that coordination among groups does occur, such as in discussions of the sustainable growth issue for the Triangle. The Center has taken a role to focus campus expertise on sprawl and sustainable growth, bringing together academics from City and Regional Planning, Public Health, the Institute of Government, and the Population Center to coordinate their efforts in strategic ways.

Smith said it is important for the University to find ways to accommodate and reward faculty members interested in public service. He noted there is now a gap between faculty interests and perceived rewards for involvement in public service activities. The Center hopes to provide grants to faculty and students interested in combining practical experience with coursework. In addition, the Center will create public service awards for suitable contributions. The Center needs to be a public service recognition tool that honors public service in faculty promotion and tenure.

The Center has had its agenda of responsiveness, respect for community partners, accessibility, academic neutrality, integration, coordination, and creation of resource partnerships confirmed by another national organization investigating public service partnerships, the Kellogg Institute for Land Grant Universities. Smith was encouraged that the Center had independently developed these criteria.

The Center has launched its transition team and plans to hire its recruiting director on board this summer. The Center has also received a $1 million gift, which will fund the first three-year of its operating budget.

Smith offered to take questions. Linwood Futrelle commented that the Center would serve to help the University with State legislators who see the campus as an elitist institution. Ken Litowsky confirmed that the Center’s current phone number is 962-1575.

Smith asked staff to join the Center as partners in service. He planned to ask the first director of the Center to fit the needs and capabilities of staff into his plans for the organization. The Chair said that the Forum would be delighted to serve in this part of University history. She thanked Smith for his comments.

The Forum took a moment for stretch time.

The Chair introduced James Brooks of the Students for an Environmentally Sustainable Campus (SESC), who in turn introduced Heather Yandow, P.J. Disclafani, and B.J. Tipten, the Campus Recycling Coordinator The SESC is devoted to creating environmental sustainability in State institutions, with campus chapters in existence at Appalachian State, UNC-Asheville, UNC-Wilmington, UNC-Greensboro, North Carolina State, and North Carolina A&T.

Brooks noted that each American uses approximately 700 pounds of paper each year, and that UNC-Chapel Hill materials management estimates campus consumption to be 8,051 trees annually, plus those of the Business School. Only twenty percent of all paper pulp originates from tree plantations, with the rest coming from natural forests. A current softwood shortage has meant that producers have moved back to the Southeast for softwood production, with a correspondent effect on local forests. The pulp and paper industry is the largest water user in the United States, which rebounds on the taxpayer to clean plant wastewater. Additionally, 40% of all garbage is paper, which creates unnecessary trash volume and landfill fees. Virgin paper mills are a source of air and water pollutants, dioxin, odors, solid wastes, and contaminated sludge.

In comparison, use of recycled paper decreases water use and pollution, while saving 80% of the energy needed to create virgin paper. Brooks differentiated among the types of recycled paper, stating that post-consumer recycled paper is the best kind.

The SESC has pressed the University to adopt post-consumer recycled paper as its standard for printing jobs. It has collected 2,200 signatures from the campus to convince the head of State purchasing, John Neeson, to place bids on 50% and 100% post-consumer recycled paper to apply for bids to sell to the University. If the University finds this paper to be of high quality, these companies will go on the State contract. Next year, a 30% post-consumer paper will be on State contracts. The SESC will soon form an environmental advisory council to monitor post-consumer advisory practices.

As comparison, the Citgo Corporation has enacted a paper reduction campaign, which with the increased use of electronic media have saved the company $2.8 million last year. The University of Virginia now uses a 100% post-consumer content paper in all of its operations.

The SESC urges University Employees to print on both sides of documents. Soon, all campus printers will be able to print on both sides of a piece of paper, which will reduce usage and save money. Employees should use more e-mail to transmit messages and electronic media to transmit documents.

SESC members will have samples of 100% post-consumer paper available to Forum members following exams. Employees can contact or access for more information. The SESC hopes that the University will use its position as a respected academic institution to influence the State and nation.

Peggy Berryhill noted that much of the equipment that consumes the most paper is prohibited from using recycled paper in its operations. Linwood Futrelle said that most early laser printers could not use recycled paper, but most new ones can. Also, the Governor has issued an executive order that all photocopiers and printers must be able to use recycled paper. Finally, the EPA has tested 2 million sheets of all grades of paper and found that 30% post-consumer recycled content paper performs at least as well as virgin paper.

Sherry Graham asked what paper is offered Employees who purchase from the supply warehouse. She asked why the warehouse could not always provide recycled paper for departmental copiers. Brooks said that the question is a matter of which brands of paper are on the State term contracts. He noted that the State has recently moved from 20% to 30% post-consumer content following the federal government’s shift in this direction. Materials Management is supposed to offer recycled paper, but Employees unknowingly offer virgin paper following what they have done before. Perhaps warehouse personnel could encourage Employees to order the recycled paper.

Graham noted disincentives to recycling, such as a lack of bins for recycling across campus. She asked if the campus could find out who is doing the recycling. Brooks said that the SESC has sought a partnership with housekeeping to make it simpler for them to participate in the process. Tipten thanked Graham for her comments and sensed the need for a comprehensive program across campus. She would gather more data on this area before proceeding, perhaps through a formal survey of recycling practices.

Jean Coble noted that the Institute of Government has a volunteer student in charge of recycling paper in its computer lab. She advised asking for volunteers to handle departmental recycling tours. The Chair noted that her department has a coordinated recycling team to handle bins on every floor, with a different volunteer working through each semester. She thanked the SESC group for coming.

Human Resources Update

The Chair introduced Laurie Charest, Associate Vice Chancellor for Human Resources, to give the customary Human Resources update. Charest said that it is WPPR time again. Departments will soon receive instructions on completing their WPPRs. Charest had no idea if the WPPRs will be used in determining salary increases, in the case that Employees receive salary increases this year. EPA non-faculty will also soon receive their evaluations.

The University recently held its 20-year Society banquet, at which it welcomed Employees serving 20, 25, 30, 35, and 40 years for the State. Jeffery Beam read his poem the “Song of the University Worker.” The banquet filled to capacity the room at the Alumni Center.

Excellence in Management award nominations are due May 7.

National Employee Fitness Day will take place May 18, with an aerobics class among the activities.

The recommended increase in State health insurance costs has been reduced slightly from 32% to 28%. The Health Plan board met to discuss recommendations to the University, with the State asked to continue to pay the full cost of Employee coverage. The State also will be asked to contribute $25/month for dependent coverage and limited dental and visual coverage for all participants. However, large price tags are associated with each of these items, which makes it likely some proposals will be cut.

Employees now have the choice of the HMO Generations from the UNC HealthCare System.

The Prudential Life Insurance program has tracked backed through its proposed rate increase for the term life insurance program for possible errors in calculations. The University Insurance Committee has prepared a request for proposals (RFP) on term life, which will lead to a decision by next fall.

The State Personnel Commission has approved the University’s new grievance procedures, effective June 1, 1999. Scott Ragland has agreed to have an article on the new procedures in the University Gazette, and Human Resources will send a mailing to Employees and conduct open information sessions on the procedures. Details are also available on the Human Resources website.

Charest encouraged Employees to take time to recognize an outstanding Human Resources facilitator by nominating them for a University award. Applications were placed on the back table and are due by May 24.

Sherry Graham suggested that the Human Resources web site link to State information, which includes an actuarial calculator. She noted that the Human Resources site already links to the State retirement system information.

Approval of the Minutes

The Chair called for a motion to approve the minutes. Matt Banks noted that Nora Robbins’ title had been incorrectly stated on page 4; she is the Senior Director for Human Resources Services. Linda Drake moved to approve the minutes with these corrections, seconded by Linwood Futrelle. The minutes were approved as amended.

Continuing Business

The Chair said that the Forum Executive Committee would secure a signed soccer ball, basketball and football from the Athletics Department for the Employee Appreciation Fair Booth. The committee will provide other prize as well to induce Employees to fill out surveys stating their satisfaction with the Forum and with University work life. She looked forward to the chance to see old acquaintances at the Fair.

New Business

The Chair noted a resolution introduced to support permanent funding for the HEELS for Health program. She noted that the Forum had put forward a similar resolution last year but had been unable to achieve permanent funding. However, this program is not something that she wanted to see cut. Linwood Futrelle said the resolution would be useful to keep the issue of funding before decision-makers Jim Ramsey and Roger Patterson. Ken Litowsky asked whether the resolution covered health screenings for Employees, and the Chair responded that “wellness assessments” was meant to cover this function.

Futrelle moved that the Forum suspend the rules and waive first reading of the resolution. Vicki Pineles seconded this motion. There was no discussion, and the motion was approved. Futrelle moved that the Forum adopt the HEELS for Health resolution, seconded by Pineles. There was no discussion, and the motion was approved unanimously. The Chair said that the Forum Office would forward the resolution to William McCoy, Jim Ramsey, Laurie Charest, and Lindsey Reeves.

Nora Robbins recalled that she had given a presentation to the Forum in April on State health insurance premium increases. She had yet to receive from the State office an outline of choices among reductions in benefits and increases in premiums. She would forward a copy to the Forum Office for inclusion in the June agenda packet. The Chair suggested that the Forum suspend debate on this subject until June, and the Forum agreed.

Chair’s Report

The Chair reported that the Executive Committee had met with the Executive Committee of North Carolina State University to discuss governance structures and means of informal cooperation.

The Chair and Peter Schledorn met with the University Insurance Committee to discuss a letter on the domestic partner benefits issue that had been sent by the Forum in 1995 to encourage the State to change its rules on benefits. She noted that this issue affects campus recruitment, particularly among faculty, in comparison with peer institutions that extend domestic partner benefits.

The Chair noted an exchange concerning attendance space at the Carolina Summer Camp. She noted that the parents advisory board had moved to implement a lottery for spaces without regard for campus service or status, in order to equalize opportunity for spaces as much as possible.

Claire Miller, Director of Training and Development, has met with the Forum Executive Committee to discuss ways forward to implement faculty and high-level supervisory training. [More coverage of this discussion in the April 19 Executive Committee minutes]

The Forum Office directed a question on denial of Point to Point service for Employees within range of the ‘U’ and ‘Reverse U’ routes to Ray Magyar. Magyar said that Point to Point dispatchers would now inform Employees denied service for this reason of the free bus option.

The Forum Office has received further questions about the direct deposit issue. It has consulted with the Forum Executive Committee concerning situations in which Employees with bankruptcy questions or abusive partners might not want direct deposit of their paychecks. The Chair will suggest to Dennis Press and Roger Patterson that Payroll offer a counseling option to Employees in these situations.

The Chair has requested more information from Chief Derek Poarch about overhead costs associated with a sliding scale for campus parking fees.

The Executive Committee has tentative plans to hold a mid-year retreat, possibly in May or June.

The Chair has been appointed to serve on the Provost Search Committee. She welcomed all comments from Employees on criteria for candidates, and noted that Provost Dick Richardson, who is due to return June 1, has announced he will retire on June 1, 2000.

Committee and Task Force Reports

Bobbie Lesane, Chair of the Career Development Committee, reported that the committee has been looking into ways to encourage Employees to get their high school and college degrees. The committee has also been discussing ways to implement a draft detailing Employee and manager responsibilities in areas of Employee training. The committee will meet again on May 27 in 202 Carr.

The Communications Committee included its monthly minutes in the Forum agenda packet.

Vicki Pineles, Chair of the Employee Presentations Committee, said that the group has been busy on the Spring Community meeting. The meeting will take place June 23 in the Hanes Art Center auditorium from 10-11:30 a.m. Tentatively, Ned Brooks and Jim Ramsey will headline the meeting, followed by representatives from Benefits, Public Safety, the Controllers’ Office, and Human Resources. She said that the committee will have fliers for members to distribute at their next meeting and will distribute a ‘hot memo’ to Employees across campus.

Lynn Ray, Chair of the Nominating Committee, said that the group had met at the end of March to set its calendar for the remainder of the year. Chances are that the committee will need to hold a special election to fill vacant seats in Division 2 and possibly Division 3. The solicitation letter for the general election will be distributed around July 15.

The Orientation Committee will meet May 28 at 10:30 a.m. in 202 Carr Building.

Martha Barbour, Chair of the Personnel Issues Committee, said that the group had established a study committee of parking issues chaired by Mary Braxton. In addition, Charlotte Kilpatrick, Kevin Moss, and Peter Schledorn, among others have entered the data from the non-exempt compensatory time survey and hope to report results at the next Forum meeting. The group’s next meeting will be May 20.

Betty Averette, Chair of the Recognition and Awards Committee, said that group will now meet the second Thursday of each month. At its last meeting, Ann Aldridge addressed the group on the subject of Human Resources certificates for retired University Employees. This certificate is available for departments to distribute subject to a charge. In addition, Human Resources will conduct a class on Employee recognition programs this spring. Aldridge will attend the committee’s monthly meetings. Averette reiterated the committee’s goal that every department on campus establish an Employee recognition program. Gwen Burston noted that the retired Employee certificates are similar to those given at the 20-year banquets, and are available when departments process out their Employees for retirement.

The University Committee Assignments Committee did not meet that month.

The Chair noted that the Master Plan Steering Team did not meet but said that the Adams Saint Gross planning group will consult with the Horace Williams planning committee. Karen Geer noted that the Master Plan Steering Team planned to have a booth at the Employee Appreciation Fair.

Betty Averette reported that the Transportation and Parking Advisory Committee did not plan to meet until the fall.

The Chair referred members to a copy of the University Priorities and Budget Committee annual report. She noted questions about the campus budget shortfall. She recalled also that the Faculty Council had met for the last time before the summer break.

The Chair reminded members that the Employee Appreciation Fair will take place Friday, May 21 from 10:30-1:30 p.m. in the Dean Smith Center.

In the absence of further discussion, the meeting adjourned at 11:20 a.m.

Respectfully submitted,

 

 

Matt Banks, Recording Secretary

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