MINUTES UAF GOVERNANCE COORDINATING COMMITTEE MEETING #42 April 27, 1998 (**Rescheduled from April 20**) Chancellor's Conference Room I Steve Nuss called the meeting to order at 2:10 p.m. MEMBERS PRESENT: MEMBERS ABSENT: Craven, J. Combellick, M. Emery, D. (for W. Martin) Frey, B. Nuss, S. Long, P. Richardson, J. Schatz, M. Wilken, S. OTHER PRESENT: Mosca, K. B. The Coordinating Committee was unable to approve the Minutes to Meeting #41 (March 13, 1998) due to lack of quorum. C. The Coordinating Committee was unable to approve the agenda due to lack of quorum. II COMMITTEE REPORTS A. Health Issues - M. Combellick Michelle Combellick was unable to attend the meeting and submitted this report. The committee addressed pros and cons revolving around a summer program. For this year at least, it was decided that since no formal lecture series or workshops would be taking place during the summer months, the UAF LIFE pass of $75 will be discontinued. Summer passes will be available from May 1 through September 12 and priced at $135. The UAF LIFE Program will continue next fall with a new selection of lectures and workshops and activities. Other Issues discussed: The use of sick leave to pay for a SRC pass (draft resolution was done by Kathy in early October 1997). The committee felt that this particular issue was not one we should pursue. The committee would rather focus on trying to incorporate incentives for UAF LIFE members in our Health Insurance policies. We are still debating the best method for procedure on this issue. A survey to all SRC users will go out next week (hopefully) asking for some general information on the UAF LIFE program and health related issues to build a data base of information to be used to show reduction in sick leave and the improvement of overall general health. The committee is open to fresh ideas and constructive criticism, so please offer away. B. Grievance Council - D. Emery The Grievance Council will be clarifying whether membership on the council is applicable to faculty or if they will be covered under their union contract. Another recommendation was made to add another classified an APT staff. A brief discussion center around the moving of the Grievance Council to Staff Council if it only deals with staff grievances. C. Intercollegiate Athletics Committee - S. Wilken The Committee interviewed six student/athletes for the outstanding scholar/athlete of-the-year award. The awards were presented to Bobbi Benson, basketball and volleyball, and Yokum Fraybone, rifle. The other four people were presented certificates as finalists. D. Rural Affairs - No report. III OTHER BUSINESS A. Continue Discussion on Purpose and Mission of Governance Coordinating Committee **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 STANDING COMMITTEES 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)) STANDING 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)) STANDING 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 STANDING 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)) STANDING 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, EXCEPT WHEN LIMITED BY UNIVERSITY OF ALASKA REGULATIONS. E. Policy items from the ((conference)) STANDING 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)) AS NEEDED during the academic year TO FULFILL THEIR DUTIES. H. The chairs of the ((conference)) STANDING committees will report recommendations at the monthly UAF Governance Coordinating Committee meetings. Sect. 3 ((Conference)) STANDING 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. SECT. 4 THE GOVERNANCE COORDINATING COMMITTEE WILL RECEIVE REPORTS FROM OTHER COMMITTEES OUTSIDE ITS CONTROL WHO ARE ALSO CONCERNED WITH CAMPUS ISSUES. EXAMPLES INCLUDE: POLICE ADVISORY BOARD, TECHNOLOGY BOARD, ONE-CARD COMMITTEE, AND ANY OTHER COMMITTEE DEEMED RELEVANT TO FACULTY, STAFF, AND STUDENTS. 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 A. ASUAF - S. Nuss Their was a special election on a referendum regarding an all sports pass. The vote on the student fee for admission into sporting events did not pass by almost 2 to 1. The turnout for this election was the highest in the past five years. ASUAF is working on their budget, which will be forwarded to the Board of Regents for their approval at the June meeting. Outcomes assessment is another issue the Senate is working on. The computer labs will be turned over to the Department of Computing and Communication and the Mathematics Department effective fall 1998. B. Faculty Senate - J. Craven The Senate passed a motion prohibiting tenure track faculty receiving a graduate degree from UAF, Ron Gatterdam was elected president-elect of the Senate. The Senate changed the deadline for academic changes to the calendar with full reviews in the spring and fall. The date to print the catalog has been revised. Catalog, Clarification is requested whether the catalog is a legal contract. The Senate meeting calendar was adopted for FY99. A motion was passed giving credit to instructors who supervise students. In the past, the credit was listed under the graduate coordinator for the department. An ad hoc committee on Senate/Union relations regarding the implementation of the union contract was established. Another ad hoc committee on unit criteria was also established. C. Staff Council - P. Long No report. V ANNOUNCEMENTS A. Schedule May Meeting - No meeting was scheduled. VI The meeting was adjourned at 3:05 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.