Staff Council
minutes - february 2, 1999
Sampson-Livermore Library, Room 212
Members Present: Foncell Baker, Sharon Bien, Lois Bullard, Ronald Bullard, Andy Callihan, Tony Chavis, Jeannie Davis, Adbul Ghaffar, Wanda Hammonds, Brenda Jacobs, Tonya Locklear, Angie Revels, Nancy Starnes and Gary Strickland, 1st Alternate
Members Absent: Scott Bigelow and Donald Williams, 2nd Alternate
Staff Member: Sally Ann Clark
Call to Order: Andy Callihan called the meeting to order at 2:30 PM
Recognize Old Business: N/A
Agenda Item: Constitution Draft - Constitution Committee
Discussion: Ms. Starnes, Constitution Committee Chair, presented suggested revisions/changes to the Staff Council, however there were several items that the Committee wanted to bring before the Staff Council for consideration and input. Adoption of the Constitution was again deferred until the next regular meeting of the Staff Council at which time all discussed changes/revisions will be considered for adoption.
There was discussion regarding placement of the Constitution for staff review University-wide. Mr. Callihan suggested that a Web Page be constructed for dissemination of Staff Council news and housing of the Constitution with a hard copy to be housed in the Sampson-Livermore Library.
Agenda Item: Election of Delegates to represent Student Affairs, Chancellor & University Relations Divisions
Action: Ms. Nancy Starnes was unanimously elected to represent Student Affairs Division and Ms. Jeannie Davis, by unanimous vote, to represent Chancellor/Development and Relations Division.
The Council further discussed and agreed that a Parliamentarian be nominated and elected. Mr. Tony Chavis, by unanimous vote, was elected as Parliamentarian of the Staff Council.
New Business
Agenda Item: Salary Reserves - Mr. Roger Killian, Budget Director
Discussion:
UNCP's In-Range Salary Adjustment Policy was passed in September 1998. This policy was developed to address mandated requirements of the Office of State Personnel (OSP) and is under the supervision of the Human Resources to ensure that in-range salary adjustments follow procedure and process or be implemented.
Mr. Killian was invited to respond to questions the Staff Council had concerning Salary Reserves and In-Range Adjustments. Mr. Killian began the discussion with the definition of Salary Reserves as defined by the State (copy attached). Mr. Killian emphasized to the Council not to confuse in-range adjustments with reclassifications. He went on to say that there is a very small amount of monies at any given time in salary reserves because of the constant changes in personnel-at most, a maximum of $6,000.00 University-wide per year. The Council expressed its concern to Mr. Killian regarding new-hires coming in at the same, or in many cases, at more salary than some career employees. Mr. Killian's recommendation to the Council and staff is to "keep informed" and to make certain that all deliberations that the Staff Council makes are communicated to everyone on campus, make sure that everyone "knows what policy is and knows what is suppose to happen." Mr. Killian further stated that UNCP's policy is a sound one under Human Resources and staff should feel comfortable that there is a process in place to ensure that persons' rights are maintained.
Mr. Killian was asked if the In-Range Adjustment Policy had been used to make any salary adjustments since its approval in September, '98. He responded that the In-Range Adjustment instrument has not, at this point, been used because it was just approved in September 1998. Mr. Killian was asked if the Staff Council could see statistics and/or reports as filed to OSP. He stated that "Human Resources was the only official place that this information should come from. The Council asked Mr. Killian if the Business Affairs Division had abused reserve monies as is indicated by UNCP publication "AWARE" wherein promotion's University-wide appear to be more concentrated in the Business Affairs Division. When asked about statistics regarding promotions University-wide, Mr. Killian again referred the Council to Human Resources, at which time Mr. Callihan interjected that staff realize that policy is housed in the Human Resources Office but staff are also aware that Human Resources reports directly to the Business Affairs Office and therefore perception is that the Business Affairs Office has ultimate control and ultimately makes decisions regarding use of Salary Reserve monies. It is the contention of the Staff Council that Human Resources have been given the pressure and responsibility for policy but not any control of policy. It was further stated that Human Resources is doing its job but in certain instances Human Resources is doing the job it is being told to do. The Staff Council noted that the Human Resources Office and its personnel are evaluated by the Business Affairs Office. Thus, the Council feels that efforts to arrive at information requests such as handling of funds, statistics, etc. will have to come from individuals with authority to provide them-that authority being the Business Affairs Office and Budgeting. Mr. Killian's response was "a longer term solution that will benefit everybody," he stated that we (the staff) may want to have more accountability, e.g., if specific areas/Divisions generate savings from their management of budget, the dollar amount generated should be retained for that area. Top/down management results in autocracy/autonomy when one person controls everything.
Mr. Killian was asked if, at any time, monies been taken from one budget line and put into salary reserves. He states that has not happened since his appointment as Budget Director. However, Council notes, in-range adjustments are not restricted to funding from Salary Reserves only. According to Mr. Killian, funds can be allocated from any budget to create a new position or to supplement existing positions as long as established policy is followed for salary in-range adjustments on the SPA side and that UNCP's Policy was approved by the State to make certain that there was a policy of procedure in place so it could not be abused.
The Council asked, what is the largest sum of money that Mr. Killian was aware of that had been used for salary in-range adjustments and how it was justified. Mr. Killian stated that less than $2,000.00 had been used and that amount was used in cases of promotion for existing employees.
Mr. Killian responded to questions about new positions-how they were created and funded and that researching for more information about new positions would have to be on a case by case basis as there is no simple rule. Also Mr. Killian noted for Council that In-range Adjustment was #5 in priority order of the Policy and that by the time you arrive at #5 the other priorities have "eaten up whatever there is"and that if there is going to be an increase in the pot to address the questions that need to be addressed it has to come through the issue of reallocating. Lap salaries are not a consideration for augmenting In-range adjustments or ongoing continuing cost as it is a one time savings.
Mr. Killian directed the Council to Human Resources when asked if reserve money could be used to promote a position that could show no change or substantial increase in responsibility. According to Human Resources, "we are not supposed too-in the classification process there is no way that is suppose to happen"; although it is not suppose to happen, Human Resources stated that they could not tell the Council that it had not happened. Council noted that there had been instances of promotion without increased changes in responsibility.
Council wanted to know if Salary Reserves could be audited. Mr. Killian states, absolutely. However Council was concerned about relying on an Audit performed by our internal auditor, as that position reports to the Business Affairs Division.
Council would like to see salary reserves made public with a report going to each Vice Chancellor and Council showing the percentage of salary reserves to each division to ensure that there is equitable distribution between divisions. Council agreed that it would like to see all the Vice Chancellors and Human Resources meet on the issue of salary reserves and come to a mutual understanding and agreement between divisions instead of salary reserves being handled solely by one division. It was noted that there have been instances of people being reclassified and not receiving monetary benefit because the Business Affairs division ultimately prevented/disallowed a monetary increase. Council was concerned that the Vice Chancellor's in other divisions have allowed decisions regarding the immediate well being of staff reporting to them to be unilaterally decided by a division other than their own.
The Council discussed and agreed that Work Plans and Job Descriptions need to be addressed.
Abdul Charged the committee to make contact with as many staff members as possible and invite suggestions and concerns to be presented at the next regularly scheduled meeting in March. He also presented suggestions regarding categorizing what the Staff Council's mission is and how to appropriately address these concerns.
Staff Council Budget:
Mr. Callihan will request a meeting with Chancellor Oxendine to discuss budget.
Staff Tuition Waiver:
Action: Tabled until next meeting.
Other:
Staff member, Sally Ann Clark attended the Staff Council meeting and expressed her support of the Council and her agreement with issues presented and discussed. Ms. Clark stated "things will not happen if you don't get involved."
Called Meeting of Staff Council: February 18, 1999 t 2:30 PM, Room 212, Sampson-Livermore Library
Next Meeting of the Staff Council: March 2, 1999 at 2:30 PM, Chavis University Center, Room 233.
Adjournment: Council adjourned at 4:20 PM
Respectfully submitted,
Sharon Bien, Secretary/Treasurer
Updated: Monday, October 8, 2007
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