AGENDA UAF GOVERNANCE COORDINATING COMMITTEE MEETING #42 **April 27, 1998** (Rescheduled from April 20) 2:00 p.m. Chancellor's Conference Room I CALL TO ORDER - S. Nuss A. Roll Call B. Approval of Minutes to Meeting #41 (March 13, 1998) (Attachment 42/1) C. Adopt Agenda II COMMITTEE REPORTS A. Health Issues - M. Combellick B. Grievance Council - W. Martin C. Intercollegiate Athletics Committee - S. Wilken D. Rural Affairs III OTHER BUSINESS A. Continue Discussion on Purpose and Mission of Governance Coordinating Committee, Draft located in Minutes to Meeting #41 IV GOVERNANCE REPORTS A. ASUAF - S. Nuss B. Faculty Senate - J. Craven C. Staff Council - P. Long V ANNOUNCEMENTS A. Schedule May Meeting VI ADJOURNMENT ******************* ATTACHMENT 42/1 UAF GOVERNANCE COORDINATING COMMITTEE #42 APRIL 20, 1998 MINUTES UAF GOVERNANCE COORDINATING COMMITTEE MEETING #41 Friday, March 13, 1998 Chancellor's Conference Room I Steve Nuss called the meeting to order at 2:10 p.m. MEMBERS PRESENT: MEMBERS ABSENT: Combellick, M. Frey, B. Craven, J. Schatz, M. Long, P. Martin, W. Nuss, S. Richardson, J. Wilken, S. OTHER PRESENT: Ilgenfritz, L. MacLean, T. Mosca, K. B. The minutes to Meeting #40 (February 16, 1998) were approved as distributed via e-mail. C. The agenda was adopted as distributed via e-mail. II COMMITTEE REPORTS A. Health Issues - M. Combellick Enrollment in the UAF Life program has tripled since last semester. The Committee is encouraging student participation, especially in the lectures. Michelle conducted a health and fitness workshop for Residence Life. Gigong, yoga, aquacise, and a massage therapist are all items that have been added to the UAF Life program. The committee will be addressing other types of incentives for faculty and staff. For example, discounts towards health club fees in order to decrease health care costs. The committee is also looking at trimming work stress through alternative methods of workers comp. The committee will also be tracking the decrease in sick leave for wellness program participants. Walking and bicycling clubs will be formed this summer. John Craven stated that Michelle has done an exceptional job as chair of the committee, as a result, the committee has been very active. B. Grievance Council - W. Martin No report. C. Intercollegiate Athletics Committee - L. Ilgenfritz and S. Wilken Steve Nuss stated that the Student Athletic Advisory Board initiated a petition to have a student fee of $12.50 per semester to enable all full time students free admission to sporting events. There will be a referendum this spring. The fee is designed to encourage more student participation at the sporting events. Linda Ilengfritz is on the ICAC and stated that they committee will address the male and female student athlete of the year award. The committee is in the process of reviewing the information received on all the names that were put forward. The interviews will take place on March 26. Sue Wilken joined the meeting and reiterated that the committee is in the process of gathering nominees for scholar/athlete. The committee will probably interview four or five student/athletes. D. Report from Police Advisory Board - L. Ilgenfritz The board held an introductory meeting on February 24. Membership will include Arthur Dikeman (student representative), Arvid Weflen (faculty representative), Linda Ilgenfritz (staff representative), Ken Larrimore (alumni representative), and five ex-officio members, John Meyers (Alaska State Troopers), Terry Vrabec (UAF Police), Jean Seagan (Legal Counsel), Mike Supkis (Fire Department), and Joe Adams (Risk Management). Welcoming comments were presented by Vice Chancellor Rice and Chancellor Wadlow. The Advisory Board will deal with the policy issues. The Appeals Board will deal with the appeals. Terry Vrabec presented information on the cops program and the neighborhood watch program. The Board touched on parking fees but nothing was decided. The Board will be meeting prior to the fall and has asked the question why there is a need for an increase. Vice Chancellor Rice appointed Linda Ilgenfritz chair and stated that their next meeting will be in September. Board members were surprised by the memo from the Chancellor regarding the parking fees. Steve Nuss stated that he had asked the Chancellor questions on the stated $400,000 shortage in parking. Was this amount from the Program Assessment goals. Also, a question was asked regarding a supposed surplus from parking revenues. These items will be addressed at a meeting Steve has with the Chancellor after spring break. Coordinating Committee members recommended that visitors be charged while parking on campus. Concerns were stated regarding unauthorized vehicles parked in reserved spots. The Board members were advised that they could forward comments on the proposed parking fees personally. Ann Secrest will be compiling this comments and the Chancellor's staff will make the decision on the parking fees. A recommendation was made to have the Police Advisory Board go to each governance body and state their case. Clarification of the function of the Board was recommended. E. Rural Affairs No report. III OTHER BUSINESS A. Discussion on Purpose and Mission of Governance Coordinating Committee The committee members addressed the procedures and made the following recommendations for changes to strengthen and clarify the role of the Governance Coordinating Committee. The committees and their relevance and function were a major topic of discussion. **DRAFT FOR FURTHER DISCUSSION** Add = CAPS Delete = (( )) UAF GOVERNANCE COORDINATING COMMITTEE PROCEDURES INTRODUCTION FACULTY, STAFF, AND STUDENT GOVERNANCE IS ESTABLISHED BY UNIVERSITY OF ALASKA BOARD OF REGENTS' POLICY. EACH GOVERNANCE ORGANIZATION OPERATES INDEPENDENTLY, BUT WITH FORMAL INTERCHANGES OF INFORMATION MADE POSSIBLE BY REPORTS AS PART OF REGULAR MEETINGS. FOR EXAMPLE, THE ASUAF AND STAFF COUNCIL PRESIDENTS ARE NON-VOTING MEMBERS OF THE UAF FACULTY SENATE, AND REPORT ON THE WORK OF THEIR INDIVIDUAL GOVERNANCE ORGANIZATIONS AT EACH MEETING OF THE FACULTY SENATE. THE FACULTY SENATE PRESIDENT ALSO DELIVERS A REPORT ON SENATE ACTIVITIES AT EACH MEETING OF THE STAFF COUNCIL. ISSUES CAN ARISE WITHIN GOVERNANCE THAT REQUIRE THE ATTENTION OF MORE THAN JUST ONE GOVERNANCE BODY. IN SUCH A CASE, THE ISSUE CAN EITHER BE BROUGHT DIRECTLY TO EACH BODY BY AN APPROPRIATE INDIVIDUAL OR GROUP (E.G., ADMINISTRATION) OR IT CAN BE BROUGHT TO THE UAF GOVERNANCE COORDINATING COMMITTEE, WHICH IS THEN CHARGED WITH THE RESPONSIBILITY. THE FUNDAMENTAL OBLIGATION OF THE COORDINATING COMMITTEE, ONE ASSOCIATED WITH THE REASON FOR ITS CREATION, IS TO ASSURE TIMELY CONSIDERATION OF AN ISSUE BY EACH GOVERNANCE BODY AND FINAL ACTION ON THE ISSUE: IT ACTS AS MONITOR OF PROGRESS AND GUARANTOR OF COMPLETION. TO FURTHER AID THE COORDINATING COMMITTEE IN CARRYING OUT ITS OBLIGATIONS, IT ALSO SUPPORTS THE EXISTENCE OF CERTAIN CONFERENCE COMMITTEES (AN ALTERNATE NAME IS UNDER DISCUSSION) CONCERNED WITH CAMPUS-WIDE ACTIVITIES (SUCH AS THE HEALTH ISSUES COMMITTEE) AND RECEIVES REPORTS FROM OTHER COMMITTEES OUTSIDE ITS CONTROL WHO ARE ALSO CONCERNED WITH CAMPUS-WIDE ISSUES (SUCH AS THE POLICE ADVISORY BOARD). THE COORDINATING COMMITTEE ALSO CREATES AD HOC COMMITTEES AS NEEDED TO ADDRESS PARTICULAR ISSUES NOT UNDER THE PURVIEW OF AN EXISTING COMMITTEE. THE PROCEDURES DETAILED HEREIN DEFINE THE STRUCTURE AND WORKING OF THE UAF GOVERNANCE COORDINATING COMMITTEE. ARTICLE I Name Sect. 1. The name of this organization shall be the UAF Governance Coordinating Committee ARTICLE II Purposes, Responsibilities, and Authority Sect. 1 The purposes of the UAF Governance Coordinating Committee are: A. The body will exist for the express purpose of coordinating unified action from the individual governance bodies and ((to establish conference committees)) to address issues of common concern. B. Provide a mechanism of communication between the governance bodies. C. ((Set up)) WORK WITH conference committees to consider issues affecting multiple constituencies. The committees will report to the UAF Governance Coordinating Committee ((and their respective governance bodies)). D. Appoint members to ((permanent)) CONFERENCE committees AS NEEDED, ensuring that there is representation from each of the governance constituencies((,)). ((e))Exceptions TO COMMITTEE COMPOSITION will be made when agreed upon by all constituencies. E. CREATE AND APPOINT AD HOC COMMITTEES AS NEEDED. ((E))F. The body coordinates recommendations from the CONFERENCE AND AD HOC committeeS. ((F))G. The body will ((recommend)) COORDINATE THE REVIEW AND ACCEPTANCE OF the academic calendar((.)) UPON RECEIPT FROM THE FACULTY SENATE ADMINISTRATIVE COMMITTEE. THE COORDINATING COMMITTEE WILL SUBMIT THE ACADEMIC CALENDAR TO THE CHANCELLOR FOR APPROVAL. ARTICLE III Membership Sect. 1 The UAF Governance Coordinating Committee will consist of the president and president-elect, or their designee, of the three governance bodies. In the case of ASUAF, the senate president will serve on the UAF Governance Coordinating Committee. (For the purpose of identifying membership, the three governance bodies are the Associated Students of the University of Alaska Fairbanks, Faculty Senate, and Staff Council.) ARTICLE IV Leadership Sect. 1 The chairperson of the UAF Governance Coordinating Committee will be elected from its members for a one- year term. The election will occur at the last UAF Governance Coordinating Committee meeting of the academic year, WHICH MUST FOLLOW THE COMPLETION OF ALL GOVERNANCE ELECTIONS. ARTICLE V Committees Sect. ((1))2 The conference committees of the UAF Governance Coordinating Committee shall include: ((Academic Computer Users Committee)) Intercollegiate Athletics Committee ((Chancellor's Advisory Committee on Public Safety, Transportation and Parking)) ((Rural Affairs Committee)) UAF Grievance Council Health Issues Sect. ((2))1 A. Conference committees shall have at least one representative from each of the governance constituencies, exception will be made when agreed upon by all constituencies. B. Terms of all conference committee members will be one year for students and two years for faculty and staff. C. Committee chairs will be elected from and by the respective committees. D. Committee chairs shall forward committee business to the UAF Governance Coordinating Committee for disposition. E. Policy items from the conference committees must be forwarded to the individual governance bodies for action. F. In addition to the committees' specific charges, the primary responsibility of the committees are formulation and oversight of university-wide policies under the purview of each committee. G. Committees will meet at least monthly during the academic year. H. The chairs of the conference committees will report recommendations at the monthly UAF Governance Coordinating Committee meetings. Sect. 3 Conference Committees Charges ((A. Academic Computer Users Committee The charge of the Computer Users Committee shall be to: 1. review and assess the academic computing needs of the University of Alaska Fairbanks. 2. plan towards improving the academic computer capabilities at the University of Alaska Fairbanks.)) ((B. Chancellor's Advisory Committee on Public Safety, Transportation and Parking The charge of the Chancellor's Advisory Committee on Public Safety, Transportation and Parking shall be to: 1. review and make policy recommendations to the Chancellor and UAF Governance Coordinating Committee regarding campus safety, security, and the transportation system at UAF. 2. serve as an appeal board, deciding appeals regarding motor vehicle citations and privileges.)) ((C))A. Intercollegiate Athletics Committee The charge of the Intercollegiate Athletic Committee shall be to: 1. exercise oversight of the direction of the Intercollegiate Athletics Program. 2. investigate compliance with NCAA and conference regulations. 3. participate in the evaluation of intercollegiate programs ((D. Rural Affairs The charge of the Rural Affairs committee shall be to: 1. oversee the general welfare of the UAF community not residing on the Fairbanks campus. 2. monitor all activities affecting compliance with the Rural College mission statement of the University of Alaska Fairbanks.)) ((E))B. UAF Grievance Council The UAF Grievance Council will administer grievance procedures and make recommendations in compliance with Board of Regents grievance policy and University regulations. ((F))C. Health Issues Committee The charge of the Health Issues committee shall be to: 1. address health issues which affect the work environment. 2. coordinate efforts with the Health Center, Fire Department, Risk Management, and Public Safety to find solutions to health issues. Sect. 3 Ad Hoc Committees may be established as demand warrants. ARTICLE VI Meetings Sect. 1 The UAF Governance Coordinating Committee will hold monthly meetings during the academic year. ARTICLE VII Quorum Sect. 1 A quorum will constitute at least one member from each of the governing bodies. ARTICLE VIII Parliamentary Authority Sect. 1 The parliamentary authority shall be the latest edition of Robert's Rules of Order. ARTICLE IX Amendments Sect. 1 Amendments to the Procedures require a two-thirds vote from each of the three governing bodies. Sect. 2 Amendments to the Procedures shall be forwarded to the Chancellor's office for approval. 6/3/96 IV GOVERNANCE REPORTS The Coordinating Committee ran out of time, thus governance reports will be postponed until the next meeting. A. ASUAF - S. Nuss B. Faculty Senate - J. Craven C. Staff Council - P. Long V ANNOUNCEMENTS A. The next meeting is scheduled for Monday, April 20 at 2:00 p.m. in the Chancellor's Conference Room VI The meeting was adjourned at 3:35 p.m. A tape of this Governance Coordinating Committee meeting is available in the Governance Office if anyone wishes to listen. Submitted by Kathy Mosca, Governance Coordinating Committee Secretary.