February 21, 2023 Executive Committee minutes
Attending: L.E. Alexander, Randall Borror, David Bragg, Tiffany Carver, Elizabeth Dubose, Stephanie Forman, Keith Hines, James Holman, Rebecca Howell, Kira Jones, Arlene Medder, Katie Musgrove, Joe Ormond, Sara Pettaway, Laura Pratt, Charlissa Rice, Lori Shamblin, Janet Steele, Annetta Streater, Charles Streeter, Matthew Teal, Tracey Wetherby Williams, Jacob Womack
Excused Absence: Amber Meads
Vice Chair Keith Hines called the meeting to order at 11:33 a.m. He led the meeting in place of Chair Katie Musgrove, who would need to be on another call later that afternoon. Hines asked the committee to consider possible changes to the Forum’s elections process. He noted that the Forum had Chancellor Guskiewicz’ agreement to send out letters to supervisors of nominated employees, encouraging them to support their employees’ candidacy. He hoped that this innovation would limit push back from supervisors regarding their workers’ candidacy.
Katie Musgrove outlined the Forum’s current electoral process, noting that employees are nominated then Matt Banks reaches out with an email outlining requirements of service and asking them to forward a letter of endorsement from their supervisor. She hoped that the Chancellor would be involved in asking supervisors for this endorsement, removing the nominated employee from this process. She asked the committee’s advice on incorporating the Chancellor’s letter into Banks’ nomination process.
Musgrove suggested that the Chancellor’s office could do a mail merge letter for nominated employees asking their supervisors to endorse Forum service or provide a reason why not. Banks said that data have shown that supervisors opposing their employee’s nomination has not happened often, but Hines still thought this intercession would be valuable to the Forum in encouraging candidates.
Musgrove noted that the Forum office has previously relied on the Chancellor’s office or the Office of Human Resources to produce high-level letters of support for delegates, but only after they have received election or appointment. She anticipated that the Chancellor would only write one letter on this subject. Banks raised questions about the timing of the election process given these proposed changes. He noted timing questions regarding supervisor approval and employee status to run for election. He also raised the question of disciplinary actions affecting nomination of employees.
Musgrove noted the importance of building in a buffer during which Banks can collect needed information in time to create ballots for the election. Jacob Womack thought that the Forum needs to revise its Bylaws to address some of these proposed changes. He asked if these changes would be approved in time for the April delegate election.
Banks asked if the Forum wished him to confirm the absence of disciplinary actions in the background of delegate nominees before the ballots go out. Hines did not think that the Forum has the time to enter this requirement for Forum service into the elections this year. Musgrove thought that the revised process could incorporate this step in future elections. Jacob Womack asked about possibly backloading the disciplinary check process in a way similar to that of the Recognition & Awards committee. Musgrove thought that the disciplinary check question deserves its own debate in consultation with the full Forum.
Angenette McAdoo thought that any disciplinary action regarding performance should not result in removal from the candidacy for election. However, she thought that conduct- or behavior-based infractions might be factored in. Musgrove said that the Forum likely wishes to create a buffer between nominees and the Chancellor given the possibility of disciplinary actions affecting their service. Womack thought that the Chancellor’s letter should promote the value of the Forum over the value of the particular candidate.
Banks raised the possibility of installing a Qualtrics question directly in the Chancellor’s letter to supervisors, to reduce the number of clicks necessary to complete the form. Others pointed out that embedding a link would be simpler to program.
Delegates outlined a tentative timeline for elections given these new changes. Banks noted the possibility of attracting fewer nominees with a two-week nomination period. Musgrove hoped that the Forum could send out its request for nominees to campus staff the week of March 1st with a two-and-a-half-week window. Candidate biographies and ballots would go out April 13th, with work done following the March 20th end of the nomination period with the Office of the Chancellor to send letters to supervisors.
Musgrove said that the March 20th deadline for delegate nominations would be a firm one, contrary to prior practice. The Forum would need to run a good publicity program for elections and also encourage delegates to ask their coworkers about running for election as well.
Keith Hines and Tiffany Carver pledged to take this process under further consideration as co-chairs of the Membership & Assignments committee. Hines hoped to finalize the draft of the Chancellor’s letter, and then also to make edits to Matt Banks’ letter to nominees.
Katie Musgrove then took her leave from the meeting. Keith Hines called for a motion to approve the January minutes of the committee. Arlene Medder made this motion, seconded by Elizabeth Dubose. The motion was approved by acclamation.
Matt Banks provided the Forum’s customary budget update. He had updated the accounts related to professional development grant requests. He said that around $1,900 is remaining in the professional development grant budget, with all current grants accounted for as either outstanding expenditures or paid expenditures. He noted that the Forum could make additional grants this fiscal year. Laura Pratt asked if grant winners need persuasion to submit their documents this term. Banks said that of those remaining, their grants were not yet late in submission. Pratt also asked if the funds mentioned would carry over into the next fiscal year. Banks was uncertain about this. L.E. Alexander suggested that the funds be used to support another project. Banks would work to find out.
Banks reported that OHR had donated an office printer to the Forum. He noted that the Forum had approximately $10,000 in funds that it does not have concrete plans for spending before the end of the fiscal year. He thanked Bridgette Ironside and Laurie Burroughs for their work on behalf of the Chancellor’s Office in expediting payment for the Forum’s 30th anniversary event.
There was no discussion of proposed Bylaws revisions at this time. Moderated discussion sessions with Dawn Osborne-Adams have taken place in the Housekeeping area. Keith Hines thanked all who participated in the Carolina Women’s Center staff listening sessions. Hines noted that the Forum’s sexual assault and sexual harassment prevention resolution would go to the Personnel Issues committee asking that group to develop a follow-up for this April. Matthew Teal reported that the committee had already begun this process. Hines did not have updates regarding salary compression in Facilities Services.
Hines welcomed Joe Ormond to make updates from the Communications & Public Relations committee. Ormond said that group plans to publish InTouch by the end of the month. Jacob Womack reported that the Community Service committee will do a virtual March Kindness fundraiser to benefit the Interfaith Food Shuttle.
Keith Hines noted that the Carolina Blood Drive will take place on Wednesday, May 3rd of this year, the same day as the scheduled Forum meeting. He hoped that all delegates would try to give blood following the meeting. Volunteers are also welcome. There was no report from the Carolina Community Garden group. There was no report also from the Diversity, Equity, and Inclusion committee.
L.E. Alexander reported that the Education and Career Development committee is proceeding with work on professional development grants and will soon begin with Carolina Family Scholarship applications. Alexander had recently given birth to Maggie, for which attendees offered congratulations. Alexander sought volunteers to read applications for the scholarship applications, particularly faculty members. Readings will occur over the summer.
Tiffany Carver reported the Membership & Assignments committee would meet soon on the Forum election process. Matthew Teal reported that the Personnel Issues committee had discussed the sexual assault prevention resolution as mentioned previously. The committee also met with Dr. Andrew Whitmore from Urban Planning to discuss affordable housing issues and ways to approach the Town and the University to seek support for initiatives.
Stephanie Forman said that the committee has also discussed requesting regular updates or accountability about what informs campus budget decisions. Teal recalled that the committee hoped to engage Vice Chancellor Nate Knuffman or some other University leader to lead these discussions.
Tiffany Carver had no report from the Recognition & Awards committee. Jacob Womack similarly had no report from the Rules committee. Keith Hines recalled that the UNC System Staff Assembly will meet in Raleigh at the end of March. Discussions will include the location of the Chancellor’s Cup golf tournament.
Hines noted that the Governor will hold listening sessions at forums throughout the state on the governance of public universities. Durham Technical College will host one such meeting April 11th.
Matthew Teal said that the Policy Review Committee had discussed updates to the university’s travel policy and related rules regarding airfare and rental cars. The committee also heard additional updates on the SHRA signing bonuses and retention bonuses policy.
Keith Hines reported that the Advisory Committee on Transportation will meet for the first time this year tomorrow. Elizabeth Dubose reported that the Peer Support Collaborative was publicizing a funding opportunity for community members. Grants cannot exceed $5,000.
Hines moved on to discussion of upcoming meetings. Dawn Osborne-Adams will make remarks at the Forum’s March 1st meeting. Gordon Merklein, Associate Vice Chancellor for Real Estate and Campus Enterprises, and Kim Strom, Director of Ethics and Policy Management, will speak with the Forum at its April 12th meeting.
Rebecca Howell raised the issue that graduation next year will take place on a Saturday, instead of the traditional Sunday. She anticipated an absolute nightmare because of conflicts with schools’ hooding ceremonies. Much of the resultant impact will be upon staff employees who plan and implement these events.
Keith Hines thanked attendees for their time and attention. The meeting adjourned by acclamation at 12:55 p.m. on Tiffany Carver’s motion, with Arlene Medder seconding.
Respectfully submitted,
Matt Banks, Recording Secretary