Business Meeting Minutes
Kelley School of Business, Room 3055
February 19, 2014
Council Members in Attendance: Rob Aspy (Affirmative Action Ex-officio), Mike Baker (AFSCME Ex-officio), Rhonda Deckard, Rosanne Dye, Tony Emmons, Linda Gales (CWA Ex-officio), Karen Garrett, Gillian Johnston, Michele Kelmer, Rachel Lawmaster, Eric Love, Gwen McCay, Maryanne McDonnell, Lauren McHugh, Sarah Myers, Kyle Newnum, Jennifer Pearl, Amanda Peterson, Suzanne Ryan (UHRS Ex-officio), Kelly Thacker, Babita Upadhyay, Tony Walker.
Proxies: Rachel Lawmaster for Lisa Cooper, Maryanne McDonnell for Emily Liverman, Kelly Thacker for Jon Riveire.
A motion to approve the January, 2014 minutes as written was made, seconded and passed, with one correction to the Outreach and Advocacy Committee Meeting minutes from January 14:
Under “Get to Know Your Campus” Events for April – Change “Musical School” to “Jacobs School of Music.”
Service Project Update – Outreach and Advocacy Committee
The committee has been in contact with Sandy Keller, Director for My Sister’s Closet. On April 10, My Sister’s Closet will host an event entitled, “What Women Ought to Know.” The BPC will help promote this event. In addition, clothing donations are always accepted.
BFC Meeting Update – Emily Liverman
Maryanne, as Emily’s proxy, delivered a brief update of the BFC meeting held January 21. Two items discussed were:
- Priority registration for ROTC students
- IU Notify System and its effectiveness
Note: The discussion surrounding the IU Notify System was prompted by the recent shooting on the Purdue campus. The BPC will attempt to get someone from IU Emergency Management to speak to the council in an upcoming BPC business meeting.
The BPC nomination period will open March 6 and will run through March 14. The election will begin April 7 and will close April 15.
BPC Survey Review
A draft of the BPC survey was sent out to BPC members prior to today’s meeting. A suggestion was made to add a comment box on question 4 of the survey. The Communications and Marketing Committee hopes to send the survey out to all professional staff by the end of March.
Professional Grant Deadline (April 1)
A previous grant recipient was recently contacted by the Communications and Marketing Committee and was asked to provide an article that will be published in “Inside IU.” In addition, early next month a reminder notice of the April 1 deadline will appear in “Inside IU.”
New Professional Staff Orientation Document – Maryanne McDonnell
The BPC would like to put together an orientation document that would help direct new employees to useful information via the BPC website. Suzanne Ryan will work with the Communications and Marketing Committee to put together a document that will include links to benefits, as well as the new university-wide policy site. Suggestions were also made to include information such as tuition waiver, as well as SRSC and HPER benefits.
Communications and Marketing Committee – 2/11/14 – Rachel Lawmaster
Jen created a draft of the questions, and those will be sent to the Council for review, editing, etc. Rachel is contacting the IMU for an incentive for those who complete the survey.
Rachel is working on creating an email template to be used for all BPC emails. Does the Council want our committee to vet all BPC event emails that get sent to the listserv, as there might be other items that can be sent at the same time? Or, does the Council want each committee to be responsible for providing Teresa with information to be sent to the listserv; although, a standard email template will be used?
Rachel will send a calendar to the Council for Inside IUB submissions. Please let her know if any edits, additions, etc. need to be made.
Amanda has been working with Teresa on the website. The staff spotlight has now been removed and news items are on the front page.
Kyle is continuing to update our social media outlets. He has been researching the Group function of Linked In, and we will be creating a group in the next few weeks.
Lisa has sent out welcome emails to 57 new and transferred employees for December and January.
Note: At today’s business meeting, the Executive Committee agreed to review the handling of emails over the BPC listserv account.
Outreach and Advocacy Committee Meeting – 2/04/14 – Sarah Myers
Committee Members in Attendance: Tony Emmons, Gwen McCay (Chair), Sarah Myers, Lauren McHugh
Executive Council Liaisons in Attendance: Rhonda Deckard and Maryanne McDonnell
Committee Members and Liaisons not in Attendance: Michele Kelmer and Rhonda Deckard
Items Discussed During Meeting:
“Get to Know Your Campus” Events
- February Event – RPS Tour
- Tony is taking the lead on this tour. Date: Feb 18th – The Director of RPS, Pat Connor, will be a part of the tour of Rose Ave Residence Center.
- Action Item: Tony will set up the marketing materials and share information with the Communications committee.
- March Event – Cyclotron
- Action Item: Lauren has set a date of March 28th and is organizing additional elements of the tour (marketing e-mail, times, etc.)
- April Event – Musical School
- May Event: Admissions Office Campus Tour
- Summer Events:
- Committee decided to hold off on planning further events to see the results of the BPC survey.
Forums by Topic
IUBPC Educational Forum: Indiana University Inclusion and Diversity Presentation/Panel Discussion
Wednesday, April 23, 2014, IMU Oak Room Noon – 1:30 pm
- Lauren Robel, IU Bloomington Provost and IU Executive VP
- James Wimbush, IU VP for Diversity, Equity, and Multicultural Affairs and Dean of the Graduate School
- Martin McCrory, Associate Director for Diversity, Equity, and Multicultural Affairs and IU VP for Educational Inclusion and Diversity
- Joyce Rogers, IU Foundation VP for Development and External Relations for Diversity, Equity, and Multicultural Affairs
- Action Item: Gwen will put together a refreshment proposal to be presented to the Executive Committee for budget approval for the event.
- Action Item: Sarah will put together a save the date and other marketing materials to be shared with Communications Committee
- Save the Date – end of Feb
- Official Invite and RSVP with Questions – last week of March (RSVP going to official BPC e-mail)
Hoosiers for Higher Education
- Sarah has e-mailed the organization again and is waiting for a response on how BPC can be involved or at least get information about upcoming events to share with its members
- Lauren is set to discuss our service project with Mary Smith at My Sister’s Closet
- Action Item: Lauren will determine the needs of the organization and spearhead the BPC’s service involvement
Note: At today’s business meeting, funding for the April 24 forum was discussed. The Executive Committee asked that we defer a decision on funding refreshments until after April 1.
In addition, at today’s business meeting, Tony Emmons gave a brief report on the Know Your Campus event, the Rose Avenue residence tour. Two tours were given, with a total of about 32 people in attendance. Feedback was positive.
Professional Interests Committee – Tony Walker
The committee continues to work on the “Dine to Donate” program for fundraising. Tony estimates the timeframe for approval to be 1-2 months, after paperwork has been reviewed and signed. Rosanne and Babita have put together a list of potential participating restaurants. The document is in the BPC BOX account. Karen is working on a script that members could use when asking restaurants to participate in the program.
Rosanne is working on some proposed changes to the professional development grant program.
Ad-hoc and Campus Committees
Bylaws Review Committee – 2/18/14 – Emily Liverman
In attendance: Emily Liverman (Chair), Jen Pearl, Lauren McHugh
Absent: Kyle Newnum
Committee met and went through the bylaws for language discrepancies and made adjustments. These were largely editorial in nature, and related to the deletion of unit structure from the representation model. Also, the committee clarified that any Professional Staff member may serve as a proxy. Additional areas for exploration, discussion, and research were noted.
Research: if a non-Council member is serving as a proxy, and the Council moves to Executive Session (which is closed to non-members), does the proxy remain in the Executive Session or is s/he excluded?
Constituency: w/o unit structures, who do individual members represent? What information are we currently getting from Professional Staff and how are we getting it? What information do we want to get from Professional Staff in the future, and how do we want to collect it? What HR designations do we represent?
Add: a definitions section, for clarity’s sake.
Check: President is listed as Ex-officio member of all committees. Whose committees? Does this mean all BPC standing and ad-hoc committees? Clarification requested.
Request of Council: Standing Committees - please review your section of the bylaws for your responsibilities, and suggest amendments, if needed. Keep in mind that language should be both specific in process and broad to allow for growth and changing circumstances.
Committee for IUB Accessibility – 1/31/14 – Gwen McCay
Bathrooms – Memorial Stadium
- Hank Hewetson, BL-PHYP reported water pressure corrected and all faucet handles have been replaced.
Elevators in Ballantine Hall
- Hank Hewetson, BL-PHYP reported key issue solved. Signage installed directing to key location. For spontaneous/visitors/after-hours use PHYP elevator dispatch 24 hour service. Will redo the elevator controls at some point next year.
- Facilities: Map identifying accessible routes
Mia Williams has filled her GIS position. This person will be the keeper of the data. Map identifying routes is on the list.
- Education and Training -University ADA Coordinator Update
Julie Knost, University Director Affirmative Action and Equal Employment Opportunity and Rob Asp, Affirmative Action and EEO Specialist provided information regarding Affirmative Action Office services and Julie’s university wide responsibility as “University ADA Coordinator”.
- Duties as University ADA Coordinator campus wide, primarily Bloomington campus
- Students disability, coordinates with Dean of Students, includes accommodation and accessibility
- Faculty disability, coordinates with Tom Gieryn; includes accommodation, work load & accessibility
- Staff disability, coordinates with UHRS, policy. Frank Epperson contact for staff, student temporary and temporary
- Hears appeals regarding disability accommodations for staff, faculty, and students. Processes requests received from individuals and/or departments
- Assists with project work with focus on public buildings, parking lots, Halls of Residence, necessary signage. Julie works with Mia Williams, university architects, Tom Simmons, Bruce Jacobs, Hank Hewetson, etc.
- Compliance Reviews
- Reporting for state and federal regulations
- Files for grant and grant reporting. Works with grant agency
- Works with hazardous areas
- Provides training of all kinds related to ADA
- Provides education material of all kinds
- Legal Compliance Series, university required training for supervisors includes 3 hours on disability and university expectations along with federal and state regulations.
Work-Life Advisory Committee – 1/27/14 – Amanda Peterson
Review of 2013 program development, outreach, workshops
Programming will continue to focus on the top three interest areas indicated by survey- children/parenting, eldercare, personal safety
Privacy room for nursing mothers- three new rooms will be opening/available soon (Chemistry A702, Hodge Hall, 408 N. Union- Student Central building), and they’re looking into replacing current room locks with “occupied/available” indicator
- Scheduled work-life balance workshops for Healthy IU “Learn over Lunch” series
- Work-life balance events
- Parenting sessions with local parent expert (1 per month Feb-May)
- Safety and self-defense (Feb and May)
- BABS- “new parent to working parent” (April)
- Local eldercare resources with Area 10 Agency on Aging (March)
New working parents website coming soon- pulling together all information related to “having a baby” while an IU employee
Search and Screen/Review Committees
Search: Office of Vice Provost for Undergraduate Education
Kelly was notified that a search committee for Vice Provost for Undergraduate Education is being formed, and the BPC was asked to forward up to 3 names of BPC members who were interested in serving. The names of the first three BPC members who expressed interest were forwarded to the Provost’s office. No word has been received on which member was chosen to serve.
The March BPC business meeting will be held Wednesday, March 12, from 3:00-5:00 pm, in Kelley School of Business, Room 3055. Please note that this is one week earlier than normal, due to spring break.
The business meeting was adjourned at 4:00 p.m., and the BPC welcomed Provost Lauren Robel and Catherine Dyar.
Provost Robel began by thanking BPC members for taking time to serve their constituents. She then gave a brief history of work leading up to the new campus strategic plan. A draft of the plan was posted today. Go to http://indiana.edu/~provost/plan/ to view the draft. There is also space to submit questions or comments.
A town hall is scheduled for March 4, from 12:00-2:00 pm in the IU Auditorium. Provost Robel is urging all IU staff to thoughtfully consider the draft. The period for open comment will be approximately one month.