ADVISORY COUNCIL OF CLASSIFIED EMPLOYEES

Minutes of Meeting

July 29 - 31, 2001

Canaan Valley

Davis, West Virginia

The Advisory Council of Classified Employees met at 6:00 pm, Sunday, July 29, 2001, at the Canaan Valley Resort and Conference Center, Davis, WV.

MEMBERS IN ATTENDANCE:

Concord CollegeAmy Pitzer
Eastern WV Community & Tech CollegeLisa A. Reel
Fairmont State CollegeSandra Shriver
Glenville State CollegeLinda Carney
Higher Education Policy CommissionBetsy Crouch
Marshall UniversityStephanie A. Neal
MU Graduate CollegeJoseph R. Taylor
Shepherd CollegeDan Starliper
West Liberty State CollegePatty Hendershot
West Virginia UniversityPaul R. Martinelli
WVU -- Institute of TechnologySandy Crist
WV Network for Education TelecomputingHarper Grimm
WV Northern Community CollegeRobert A. "Zac" Wycherley
WV School of Osteopathic MedicineValeria Barfield
WV State CollegeA. Jenny Fertig

MEMBERS ABSENT

Bluefield State CollegeRon Holt
Potomac State CollegeVacant
Southern WV Community & Technical CollegeJohn C. (Chris) Gray
WVU R. C. Byrd Health Science Charleston Div.Vacant
WVU-- ParkersburgViolet G. Mosser

GUESTS

Margaret Buttrick, WV HEPC Chancellors Liaison and Terry A. Nebel, WVU.

SUNDAY, JULY 29, 2001:

The Chair, Ms. Pitzer, called the meeting to order. A brief overview of items to be covered during the retreat was given. The ACCE was then joined by the ACF (Advisory Council of Faculty). Members of the ACF attending included Nigel Clark, WVU; Jim Hoey, Potomac State College; Gerry Hough, Glenville State College; Ben Miller, Marshall University; Connie Moore, Fairmont State College; Jim Nemitz, WV School of Osteopathic Medicine; Jody Seabright, West Liberty State College; Patricia Shafer, West Virginia State College; Sylvia Shurbutt, Shepherd College; Gary Waggoner, WVU-Parkersburg; and Robert Whittinghill, Concord College.

Discussion centered on ways the two groups could work together on higher education issues. Some of the items discussed included PEIA, higher education benefits vs. benefits of other state employees, the effects of interacting with the legislature, apathy and low morale, the right to serve in the legislature, lack of unity among the various higher education institutions, how can we effectively educate our constituency groups about the issues facing higher education, and ways to work with the WV Higher Education Policy Commission. It was a consensus of the group that we should form a combined group to work on higher education issues. The ACF will appoint three people to serve on a Higher Education Awareness Committee and will forward the names to Ms. Pitzer. A motion was made by Ms. Shurbutt that the ACCE and ACF jointly recommend to the WV Higher Education Policy Commission that there be faculty, staff and student representation on the HEPC. The motion was seconded by Mr. Hough and approved.

MONDAY, JULY 30, 2001:

The Chair, Ms. Pitzer, called the meeting to order at 11:00 a.m.

Liaison Report: The Chancellors Liaison, Margaret Buttrick, distributed a number of handouts providing comments on each and allowing opportunities for discussion:

  1. Report on the Study of a 40-Hour Work Week: The West Virginia Legislatures Joint Committee on Government and Finance is currently reviewing the economic impact of allowing employees to decline to work more than forty hours in any work week with the findings of the committee to be reported during the 2002 regular legislative session (H.C.R. 24). Series 62 currently defines the workweek for classified employees as 37.5 hours but it is possible that in the re-write of Series 62 that the workweek could be changed to 40 hours.
  2. H. B. 2852: This bill established a public employee leave benefit analysis board, effective April 13, 2001, whose primary charge is to analyze the fiscal impact of the ability of employees upon retirement to convert accrued annual and sick leave benefits for extended insurance coverage through the public employees insurance agency or for enhanced retirement benefits. The board is to also determine the feasibility of instituting a voluntary leave benefit buy-back program under which employers would pay participating employees to buy back their accrued leave benefits. The board is to complete its analysis and report its finding and recommendations to the Legislature no later than September 1, 2001. H. B. 2852 also authorized the department of administration to require all state spending units to collect, compile, maintain and report data concerning employee sick and annual leave use, balances, accrual and conversation. Ms. Carney asked if there were any plans to change the catastrophic leave policy to which Ms. Buttrick replied that there were no such plans that she was aware of.
  3. Creation of a RFP for Multiple Retirement Plans and Supplemental Retirement Plan Providers: The WV Higher Education Policy Commission is currently accepting requests for proposals from consultants to provide a study of retirement benefits and to establish a list of qualified pension plan and supplemental retirement plan vendors (RFP #0200015). Approximately 77% of all higher education employees are currently served by TIAA-CREF. Ms. Buttrick requested that the ACCE recommend a classified employee to serve on the Retirement Committee. This committee is scheduled to meet on August 7, 2001 for the purpose of reviewing the RFPs. It is anticipated that selection of a consultant will be completed by August 10, 2001 and that the completion of the tasks outlined in the RFP will be due by October 15, 2001. It was noted that several pages of the handout were missing. Ms. Buttrick indicated that the complete RFP is listed on the WV Higher Education Policy Commission web-site: www.hepc.wvnet.edu.
  4. Directive to file the proposed "Rules, Guidelines and Other Policy Statements by Governing Boards": The WV Higher Education Policy Commission will, at its August 2, 2001 meeting, consider a resolution directing the Chancellor to file the proposed "Rules, Guidelines and Other Policy Statements by Governing Boards with the Secretary of States Office for public comment. Concern was expressed by the ACCE that there is often little time to respond to any proposed rules, guidelines and/or other policy statements effecting classified employees.
  5. Draft Rules on the Employment of Presidents and Rules, Guidelines and Other Policy Statements: A memorandum from Bruce Ray Walker to Institutional Presidents and the Chairs of Statewide Advisory Councils re Rules was distributed. Included with the memo were comments from campus presidents and the ACCE about these rules. Ms. Pitzer expressed concerns with the HEPC recommendations that the following rules effecting classified employees be transferred to the governing boards: Series 9 (Sexual Harassment), Series 12 (Alien Employment Control), Series 26 (Holidays), Series 31 (Classified Employees), Series 35 (Employees Leave), Series 41 (Staff Development), Series 47 (Travel), Series 56 (Social Justice), and Series 62 (Personnel Administration).
  6. Projected Costs of Salary Scenarios: The projected cost of placing classified employees at their appropriate pay grade and step (FY2002) is $28,417,632 and the cost to fund one step after the initial placement (FY 2003) is estimated at $2,425,570. These figures include salaries covered by state and other funds. A spreadsheet with a breakdown by institution was distributed. Ms. Buttrick discussed the possibility of future merit increases for classified employees. She stated it is possible that a merit policy will be implemented before full funding is provided for the salary schedule.
  7. Classified Employee Representatives - ACCE and IBOG: Lists were distributed with information for classified employee representatives from each campus to the Advisory Council of Classified Employees and the Institutional Board of Governors.

Minutes:Following a break for lunch, Ms. Pitzer moved that the minutes of the June 28, 2001 ACCE meeting be accepted with the following changes:

  1. Meeting with HEPC Chancellor Mullen: Delete "Concerns."
  2. Liaison Report: Change the first sentence of the next to the last paragraph to read: "A copy of the HEPC salary guidelines for faculty, classified employees and non-classified employees is on the agenda for the Policy Commissions Friday, June 29, 2001 meeting" and change the first sentence of the last paragraph to read: "In response to the question, "What do the presidents seem to prefer as to the salary guideline alternatives?" Margaret reported that of the comments received institutional presidents favored Alternative #2 for all types of employees."
  3. Change references of Ms. Pitzer from "Chair" to "President" throughout the document.

A motion was made by Ms. Vingle that the minutes be approved as amended. The motion was seconded by Ms. Shriver and approved.

Liaison Report (continued): Ms. Buttrick continued with her Liaison Report and distributed the following additional handouts:

  1. Grievance Procedures: Copies of 1) Article 6AGrievance Procedure for State Employees and 2) Comparison of Current vs. Previous Grievance Procedures were distributed. Ms. Pitzer expressed concerns about each institution having their own grievance policies and the difficulties that the grievance Boards may experience. She also noted that a grievant and his/her representative are limited to four hours of work time for the preparation of a grievance while supervisors and university attorneys have unlimited work time for preparation.
  2. Additional Guidelines for Classified Employee Salary Calculations: Ms. Buttrick noted that the "Additional Guidelines for Classified Employee Salary Calculations" is on the WV Higher Education Policy Commissions August 2, 2001 meeting agenda. Much discussion ensued concerning the various plans approved or under consideration by institutions for funding of the July 1, 2001 salary schedule for classified employees. There was also discussion concerning a step salary schedule versus a years of service salary schedule. Ms. Pitzer questioned why the dollar figures associated with funding faculty and non-classified salaries are not readily available as those of classified employees are. Ms. Buttrick responded that the figures should be available in November when campus compacts must be submitted.
  3. State College and University Systems of West Virginia Salary Schedules: Copies of the 1) Current Structure, 2) Mercer Proposed Structure  July 1, 2001 and the 3) Percentage Change of Proposed Salary Structure from Current Structure were distributed.
  4. State College & University Systems Classification Program: This presentation was originally prepared for the Board of Trustees August 27, 1999. Ms. Buttrick reviewed the document with the ACCE for the benefit of the newly elected ACCE members. Series 62, no longer a legislative rule, is currently being re-written. Some changes that may appear in the re-write include downsizing of the JEC (Job Evaluation Committee), the elimination of the Compensation Review Committee, the addition of disciplinary action procedures, and the bifurcation of classification and compensation.

ACCE By-Laws:The Ad-Hoc By-Laws Committee submitted a draft of by-laws for consideration. The following changes were offered:

  1. Article VIII. Duties of Officers, Section 1(c): Delete (motion by Mr. Grimm and seconded by Ms. Fertig).
  2. Article IX. Meetings, Section 2: Change to "A quorum at a meeting of the ACCE shall be a majority of the currently elected membership (more than one-half) of the ACCE (motion by Mr. Grimm and seconded by Ms. Barfield).
  3. Article IX. Meetings: Following Section 4 add another section, which states the following and then re-number the remainder of the section. "Non-members representing institutions in the absence of the ACCE representative shall only vote if provided with a written, signed proxy from the absent member."
  4. Article IX. Meetings: Following Section 5 add another section, which states the following and then re-number the remainder of the sections. "Any vote required outside of a regularly scheduled or special meeting, can be given by mail, fax or email. In the event of an emergency meeting the Chair, or Vice-Chair in the absence of the Chair, may ask the ACCE to approve an item (motion by Mr. Grimm and seconded by Ms. Crouch).
  5. Article IX. Meetings: Section 6: Concerning the procedural order for all meetings, add "Liaison Report" as number 4 and re-number the remaining items (motion by Mr. Grimm and seconded by Ms. Fertig).
  6. Article XI. Restrictions: Change the section to read "In so far is practical, no position taken by the officers, committees, or individual members, until such position has been approved by the ACCE, shall be considered the ACCE's official position (motion by Mr. Grimm and seconded by Ms. Crist).
  7. 7. Article XII. Amendments: Section 1: Change the section to read "Amendments to the by-laws must be made by a two-thirds vote of the currently elected membership of the ACCE, providing all members are given an opportunity to vote by mail, FAX, email, or in person (motion by Mr. Grimm and seconded by Mr. Wycherley).

The updated draft of the by-laws will go back to the committee for further refinement including the possible addition of election procedures for ACCE members.

RFP for Multiple Retirement Plans and Supplemental Retirement Plan Providers: Ms. Pitzer asked for recommendations for a classified employee to serve on the Retirement Committee which will review the proposals submitted in response to the WV Higher Education Policy Commissions RFP for Multiple Retirement Plans and Supplemental Retirement Plan Providers. Three nominations were submitted.

The meeting was adjourned at 6:15 p.m.

TUESDAY, JULY 31, 2001:

The Chair, Ms. Pitzer, called the meeting at order at 8:30 a.m.

ACCE Representation  Shepherd College: Discussion pursued concerning ACCE representation at Shepherd College. It was determined that the Chair of Shepherds Staff Council should email the ACCE Chair prior to each ACCE meeting who will be attending the meeting representing Shepherd and the person will need to have a signed proxy in order to vote.

Legislative Committee Report - Mr. Martinelli suggested that the ACCE might want to focus on three or four key issues for the upcoming legislative session. The following issues were suggested for consideration:

  1. Full funding of the state code salary schedule to be with appropriate years of service
  2. PEIA
  3. Annual Increment
  4. Joint Personnel Rule
  5. The Right to Serve in the Legislature
  6. Retirement Equity
  7. Rule of 80

The Legislative Committee will review these suggestions and then report back to the ACCE for approval of the legislative agenda.

LOCEA is scheduled to meeting August 19 - 21, 2001; September 16 - 18, 2001; October 21 - 23, 2001; and November 11 - 13, 2001. The ACCE requested that Mr. Martinelli request the ACCE be put on one of the LOCEAs agendas. He will request the August 19 - 21, 2001 meeting. If the joint Personnel Rule is available before the September LOCEA meeting, we would like to request the October meeting date as well.

WVHEPC Meeting - August 2 - 3, 2001: Ms. Buttrick stated Chancellor Mullen will be giving his Acordia speech at the August 2, 2001 meeting with the WV Higher Education Policy Commission and the Institutional Board of Governors. Governor Wise will speak to the group on Friday, August 3, 2001. She reported some of the comments that have been received from campus presidents and constituency groups concerning the salary guidelines to be considered by the WV Higher Education Policy Commission. The comments vary but most institutions seem to prefer the 547 method.

Election of Officers: Ms. Buttrick called for nominations for the position of ACCE Chair. Ms. Pitzer was nominated. Mr. Wycherley made a motion that Ms. Pitzer be elected by acclamation. The motion was seconded by Ms. Crouch and approved. Nominations were then accepted for the position of ACCE Vice-Chair. Mr. Grimm and Ms. Fertig were nominated. A motion was made by Ms. Shriver, seconded by Ms. Crouch and approved that the nominations be closed. Terry Nebel and Dan Starliper assisted Ms. Buttrick in collecting and counting the votes. Ms. Fertig was elected to the position of Vice-Chair. Nominations were then accepted for the position of the ACCE Secretary. Ms. Neal was nominated. A motion was made by Ms. Crouch that Ms. Neal be elected by acclamation. The motion was seconded by Ms. Carney and approved.

Future Meeting Dates: The following dates and locations were approved for future ACCE meetings:
August 19 - 20, 2001Canaan Valley or Blackwater Falls (MUGC if not on LOCEA Agenda)
September 20, 2001West Virginia University (11:00 a.m.)
October 18, 2001Concord College (12:00 noon)
November 15, 2001Fairmont State College (12:00 noon)
December 10, 2001Marshall University Graduate College (9:00 a.m.)
January 17, 2002Marshall University Graduate College (9:00 a.m.)
February 2002To be determined
March 2002To be determined
April 2002To be determined
May 2002To be determined
June 2002To be determined

Standing Committees: Mr. Martinelli distributed a list of the 2000-2001 ACCE Standing and Ad Hoc Committees for review. Volunteers for the following Standing and Ad Hoc Committees for 2001-2002 were accepted as follows:

ADJOURNMENT:The meeting was adjourned at 11:00 a.m.

Respectfully submitted,

AMY PITZER
CHAIR

STEPHANIE A. NEAL
SECRETARY