Northern Illinois University
Supportive Professional Staff Council Meeting
MINUTES
Thursday, May 8, 2008
Illinois Room, 10:00 A.M.
Present
Nancy Apperson, Sam Baker, Frankie Benson, Bobbie Cesarek, Kay Chapman, Abby Chemers,
Andre Crittenden, Dana Gautcher, Norden Gilbert, Missy Gillis, Deborah Haliczer, Sabrina
Hammond, Gail Jacky, Jack King, Todd Latham, Steve Lux, Grant Olson, Jonathon Ostenburg,
Lyndon Perkins, Michelle Pickett, Donna Prain, Lynn Richards, Donna Smith, Michael Spires,
Michael Stang, Rachel Turner, Connie Uhlken
Guests
Tim Griffin, Joshua Johnson
Absent
Dan House, Al Mueller, Derrick Smith, Christine Stakal
I.
Call to Order
SPS Council President Cesarek called the meeting to order at 10:05 AM.
Guest speaker, Joshua Johnson, Housing and Dining, made a presentation about moveout. Stang introduced Johnson and reminded the Council that a small group met last fall
to discuss making moving out of the residence halls easier. Johnson met with Campus
Safety and Parking and developed informational materials, most of which are on the
Housing and Dining webpage. He noted that the difference between move-in days,
which volunteers help with, and move-out is that move-in take place on one day. Moveout takes place over the course of about two weeks. Housing and Dining has prepared
a publication that is online that explains the dates for move-out, how to check out
belongings, where to park, etc. An e-mail with a link to this publication was sent to
students last week. The goal is also to send the information to family members.
Cesarek asked if Johnson could provide a synopsis as to how they worked with Campus
Security and Parking. Johnson replied that Parking does relax regulations and those are
listed in the online publication. However, he clarified that family members still need to
buy a temporary pass for $5. Cesarek asked if a drop-off/pick-up spot has been
designated. Jackey noted that students tend to take home their belongings gradually
towards the end of the semester, so that they don’t have as much to move out as they
do to move in. She added that the move-out process is not really that chaotic. The
issue of daily passes was discussed and Prain, who sits on the Parking Appeals
Committee, said that committee is already seeing appeals related to move-out. Pickett
asked where the appeals are coming from. Prain responded right now they are from
students. But in June, the committee will see an increase in appeals from parents.
Johnson noted that for the Housing and Dining publication, he obtained the parking
regulations from Parking that must be adhered to. Apperson suggested that additional
efforts be made to further ease the move-out process so that the last impression
students and/or their families have of NIU is not a parking ticket. Gilbert added that one
of the concerns expressed last fall was to make moving out easier for parents. But if
family members are still being told they cannot park in certain areas, that concern has
yet to be addressed. Baker suggested that in the future the Council could work with the
Campus Parking Committee to forward suggestions to the Parking Office. Hammond
noted that the new information from Housing and Dining is progress since there was
very little, if any, information presented to students and their families about moving out.
A. The agenda was approved with an addition to the following:
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Announcements:
c) Community Thank You.
B. A motion was made and seconded to approve the minutes of the April 10, 2008,
meeting. Motion carried.
C. Guest Christine Stakal, Department of Marketing, was introduced.
Attendance was taken and a quorum was confirmed.
II. Announcements
A. Benefits Choice. Haliczer reported that employees should have received an e-mail
from Steve Cunningham regarding the first benefits choice period. Council members
were asked to let her know if they did not receive the e-mail. Some of the benefits
employees must enroll in during the first period are MCAP/DCAP and sick leave
bank. Employees will get another e-mail when the second period is nearing.
B. Sabbatical Workshop. Haliczer reported that she is working with King and Lux and a
date has been set for June 24. The workshop will be advertising through the SPS list
serve. Cesarek reported that when she mentioned part-time sabbaticals to Provost
Alden, he expressed his support. Haliczer made a motion, seconded by Crittenden,
to form an ad hoc committee that will work on a proposal for part-time sabbaticals for
SPS, which will be sent to Alden. Motion passed unanimously. Members of that
committee will be Haliczer, King, and Stang. Haliczer added that allowing for parttime sabbaticals should expand the number of SPS who might apply for one.
C. Community Thank You. Cesarek reported that there will be an appreciation
reception for the NIU community to thank everyone who showed any kind of support
to NIU following the February 14 shootings. It will be on May 13, from 3-5 at the
Convocation Center, and RSVPs are due on May 12. Cesarek encouraged as many
folks to attend as possible and she noted that there will be giveaways.
III. Committees of the Council
A. Awards: Haliczer reported that the Faculty Development Grants had been awarded.
The recipients are Deborah Booth, College of Visual and Performing Arts; Gail
Jacky, Writing Center; Karen Schnite, Public Opinion Lab. She added that they were
all good proposals. Cesarek thanked the committee for their work and noted that it’s
important for SPS to have this opportunity. Haliczer made a motion, seconded by
Baker, that a letter be sent to President Peters, Provost Alden, Cunningham, Murali
Krishnamurthi, and Eddie Williams and thanking them for this opportunity. Motion
passed unanimously.
B. Communications: No report.
C. Constitution and Elections: Gilbert distributed the results from the SPSC elections.
He asked if the Council should look at assigning alternates to a specific
representative, or adding the option of alternates voting for other representatives in
the division. Spires confirmed that the latter option is stipulated in the SPSC
constitution. Cesarek added that representatives should be aware that alternates
may serve for anyone and should seek out any other alternate to serve in their place
should their immediate alternate be unable to do so. Gilbert presented the list of
university committees that need SPS appointments as well as the individuals who
self-nominated to those positions. Nominees for each committee were discussed
and the following appointments were made:
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Campus Parking Committee: Jill Zambito
Campus Security and Environmental Quality Committee: Mary Crocker
Parking Appeals Committee: No nominees.
Unity in Diversity Steering Committee: Mark Pietrowski
University Benefits Committee: Abby Chemers
Second Representative to the University Council: Debbie Haliczer
The names for the grievance committee and hearing board were discussed. Spires
noted that in the past a request for volunteers was put out to the constituents as a
whole, then specific individuals were directly asked to include their names. He
added that serving on the panel does not mean an individual would ever get called to
serve on a grievance committee or hearing board. Cesarek suggested that the
committee consult the old list and eliminate anyone who is no longer at NIU and
move from there.
D. Finance: Chemers reported that there is about $430 available in the general
revenue account and about $290 in the Credit Union account. She asked committee
chairs to let her know if they anticipated any expenses before the end of the fiscal
year. Cesarek asked when was the last time a brochure was done and Stang was
able to find a copy and reported that it was last done in August, 2006. Cesarek
noted that she could use some large envelopes with an SPSC return address for
delivery of certificates. Perkins suggested a retreat to discuss at length any issues
before the Council. Spires noted that they did a retreat in the Office of Sponsored
Projects and it was productive with a lot of informal conversations and the chance to
get to know colleagues better without the interruptions that come with a normal work
day. Pickett stated that it is a good idea and newly elected members could be
included. Discussion followed regarding the timing and issues to be discussed.
Perkins said that the Council could look at why some issues are not getting resolved
in a timely matter and better ways to communicate. Ostenburg suggested that there
could be break-out sessions for the committees. Perkins made a motion, seconded
by Spires, that the SPSC plan a retreat to be held before July 1, 2008, and to use the
remainder of the funds from the general revenue account. Suggested days included
the Friday during summer hours. Lux noted that Bob Gleeson and Diana Robinson,
who facilitated the memorial committee, might be good contacts for the SPSC
retreat. After discussion, Perkins and Spires accepted an amendment to the motion
to stipulate that current and new members be included and that the date, location,
and agenda will be determined by an ad hoc committee. Motion passed
unanimously. Ad hoc committee members are Benson, Cesarek, Chapman,
Ostenburg, Perkins, and Pickett. It was clarified that e-mail would be the best way to
communicate the status of the retreat and Cesarek asked if Council members could
be sure that their groupwise calendars were as up to date as possible in case she
wanted to do a busy search.
E. Legislative: Chemers reported that the State Universities Annuitants Association
posted a briefing. Issues of note are the fact that the recall legislation did not pass
and that a constitutional convention may be put to voters in November. The Cole
Hall proposal has gone to Springfield. Spires asked what role the Council could play
with regards to a possible constitutional convention. It was noted that there is no
organized opposition to the constitutional convention and if it goes forward,
employee benefits could be at risk. The e-mail from the NIU Annuitants Association
in which they ask for feedback on the constitutional convention was discussed.
Cesarek added that Peters is well aware that the benefits at NIU are a big part of
why people work here.
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F. Technology Resources: Ostenburg passed around a list of committee membership
and asked chairs to let him know if they have any changes. He also reported that
there are about 890 SPS and passed around the divisional breakdowns. He noted
that about 10% of SPSC representatives were not employed in the division that they
were representing, but that the recent election took care of a couple of those cases.
He suggested that the constitution be changed to accommodate representatives who
move to another division. Cesarek asked that he work with Gilbert and Spires on
that issue.
G. Workplace Issues: Perkins reported that the committee has gone through the survey
and developed a list of issues of major concern.
1. Evaluations. Evaluations are at about 60% compliance, but the committee
would like that to be 100%. He noted that there is higher compliance for
Operating Staff because their supervisors get more reminders. He asked if
there was someone in HR who monitors SPS evaluations. Cesarek reported
that compliance is up to 80% and was told by Cunningham that it includes
temporary SPS. Human Resources has also added language to the
notifications that go to supervisors that vice-presidents will be receiving a report
of supervisors who do not complete evaluations. Cesarek noted that the SPSC
was going to work on providing a variety of evaluation templates for
supervisors. Haliczer reported that she has revisited the memo she was
planning to send to departments asking them for samples of their SPS
evaluations.
2. Better communication and respect from supervisors. Perkins noted that there
were a lot of respondents who mentioned these issues. He added that in the
president’s state of the university address he mentioned faculty promotions and
external funding, but there don’t seem to be similar incentives for staff.
3. Lack of advancement opportunities and salary issues. Perkins noted that he
has started to survey institutions similar to NIU regarding their salaries and
advancement opportunities and would like to continue gathering those data.
Perkins also reported that the committee continues to look at tuition waivers and
the disparity between employment classifications.
H. Vice President’s Report
Latham pointed out the report from the APPM Advisory Committee and class-related
fees. With the new student information system, there is no provision for a
department to charge anything but the maximum authorized fee. However, there are
forms a department may submit to reduce the fee as was the practice with the old
student information system and Latham has copies of the new forms. The Campus
Parking Committee discussed changing the configuration of the Field House and
Campus Child Care lots. Currently they are both split between blue and yellow
spots. The proposal is to make one lot all yellow and the other lot all blue. However,
the committee decided that this would not be done without a survey of users and
would not take place until July, 2009, at the earliest. It was also reported at that
meeting that the parking deck will undergo maintenance this summer with no more
than two levels being closed at one time, and the bike rental program is doing well
with about 30 bikes being rented on a daily basis. Latham pointed out that the
Computing Facilities Advisory Committee evaluated proposals from Information
Technology and identified four that met the goals of the strategic plan. The Faculty
Development and Instructional Design Advisory Committee’s report included
programs that will be available this summer. Spires reported on the Libraries
Advisory Committee. The new Founders Café is open in the lower level of the
Founders Library. It is being run by the same people who run the Corner Café in the
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Student Center. Among the items available are coffee, sandwiches, and fruit. Spires
also reported that the new dean will start on July 1, 2008.
IV. Old Business
A. SPS Awards
Cesarek thanked the committee for their hard work. She added that she liked the
new location of the ballroom and that it gave everyone more room. It was suggested
that Peters receive a list of the recipients since he was unable to attend. Cesarek
will send that to Peters.
B. SPS After-Hours.
Cesarek thanked all those who worked on the event, even though the numbers were
down considerably. This took place at the same time as the bomb threat to the
Health Center. There was discussion about moving the event to an earlier, less
hectic time in the semester, such as right before or during spring break. Stang
agreed that spring break may be a good time, since many SPS are working, but may
not be as busy during that week.
C. SPS Survey.
Spires reported that he and Cesarek met with Alden, Cunnigham, and Peters, who
had received the survey results prior to the meeting. He noted that all three asked
pertinent, searching questions. The survey results may be used in the campus
climate survey. Alden also suggested that another survey of a smaller sample be
conducted to evaluate how employees have processed things since the events of
February 14. Spires also noted that the three administrators asked what they could
do and Cesarek asked for support with regards to evaluations, up-dated job
descriptions, and a salary survey.
D. Cole Hall update.
Cesarek pointed out the e-mail from Peters that outlines the latest proposal. She
added that Peters was dedicated to ensuring that shared governance was part of the
decision process.
V. New Business
A. Summer Hours
Cesarek stated that employees should have received notice about summer hours.
She expressed her hope that supervisors will be flexible with employees’ schedules.
Ostenburg suggested that the administration considering issuing a statement that if
they go with a four-day work week in the future, it would be done in conjunction with
the academic schedule. This would help with planning purposes.
B. SPSC Orientation for New Members
Cesarek asked for volunteers for an ad hoc committee. She noted that in the past,
the new member orientation has consisted of a PowerPoint presentation highlighting
the SPSC structure, role in shared governance, purpose of committees, etc. Chairs
of each committee are also part of the presentation. Gillis agreed to chair the
committee and Spires will also be on the committee. Chemers asked if the
PowerPoint presentation could be posted to the web page and Haliczer said that
Turner has already posted most if not all of the information that gets presented.
Discussion followed as to the timing of the orientation and the retreat and would one
event be affected by the other event.
VI. University Committee Reports
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A. Board of Trustees. No report.
B. Faculty Senate. No report.
C. University Council. Cesarek reported that Paul Stoddard was reelected as president
of the Faculty Senate/Executive Secretary of the University Council. See also her ereport.
VII. Adjournment
The meeting was adjourned at 12:00 noon.
Minutes submitted by Donna Smith, SPSC secretary.
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