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University of Alaska System Governance CouncilWednesday, September 17, 19972:30pm-4:30pm via audioconference Minutes
1. Call to order and roll call Marie Scholle, Chair; Representative UAF Staff Council;2. Adopt agenda
MOTION: passed
"The System Governance Council adopts the agenda for the September 17, 1997 meeting.3. Approve May 15, 1997 minutes
MOTION: passed as amended4. Chair's report 5. Building university support campaign - status and what's next
6. Reorganization of the university
MOTION: Passed7. Elect officers
MOTION: Passed8. Local governance reports UAA9. Board of Regents meetings September 24-26, 1997 10. Other items of concern 11. Comments 12. Adjourn AGENDA ATTACHMENTS: WHERE ARE THEY? 1. Membership directory, attached 3. Minutes, May 5, 1997, attached 6. Planning and development documents attached * Regent Gagnonıs report on P&D process * President's letter to the university community * Regents' Recap, August Board meeting, attached 7 Council Constitution, attached 9. Board of Regents agenda items,previously distributed
SYSTEM GOVERNANCE COUNCIL DIRECTORY 1997-1998 VOTING MEMBERS* Marie Scholle, Chair Past president and representative UAF Staff Council University of Alaska Fairbanks P.O. Box 758140 Fairbanks AK 99775-8140 Phone 907-474-5949 Fax: 907-474-5489 E-mail: fnmms@aurora.alaska.edu Marie Scholle is currently the chair of the UA System Governance Council and the Staff Alliance, and safety officer for UAF Risk Management. She has been with UAF since 1988. She has an A.A.S. in Paraprofessional Counseling from Tanana Valley College, a B.A. in Criminal Justice from UAF and recently received her M.A. in Northern Studies from UAF. Prior to working at the university, Scholle was a police officer with the City of Fairbanks for ten years. In that capacity she served as a hostage negotiator, a field training officer and served on the sexual assault task force which investigated sexual assaults in the Fairbanks area. Rita Bowen President, UAS Staff Council 11120 Glacier Hwy Juneau AK 99801 Phone: 907-465-6439 Fax: 907-465-6365 E-mail: jnmsb@acad1.alaska.edu Rita Bowen works at UAS-Juneau as a liaison with the Regional Director of Student Services, the nurse practitioner and psychologist to provide betterservice for students. She has been involved in governance since 1991 and is committed to public service, public accountability and the fundamental principle of equal educational opportunities. She is responsible for the student services fiscal operations and assisting department managers with fiscal decisions. She is responsible for arranging special needs accommodations with students, instructors, advisors, vocational rehabilitation specialists and tutors to coordinate a variety of technical and administrative functions. She feels very challenged and enjoys her work with the University of Alaska. John Craven President, UAF Faculty Senate University of Alaska Fairbanks Rm 701C Elvey Building Box 757290 Fairbanks AK 99775-7290 Phone: 907-474-5888 Fax: 907-474-7290 E-mail: craven@gi.alaska.edu John D. Craven is a tenured professor of physics at UAF, with a joint appointment to the Physics Department and the Geophysical Institute. He received his Ph.D. from the University of Iowa in 1969, where he participated in more than 14 research spacecraft missions for studies in auroral and magnetospheric physics. His research work continues at the GI, where he is participating in the POLAR and TIMED spacecraft missions. He is author or co-author of more than 90 scientific papers. Academic duties include teaching undergraduate and graduate courses in physics. He was associate editor of the Journal of Geophysical Research (Space Physics) in 1988-90 and is so again in 1997-99. He was a member of one of NASA's Management Operations Working Groups (1993-96; chair, 1995-96), is a member of the UAF Faculty Senate (1992-98; president-elect, 1996-97; president, 1997-98), the American Geophysical Union, European Geophysical Society, American Association for the Advancement of Science, and Sigma Xi. M. Hilary Davies 2nd Vice President, UAA Faculty Senate Vice President, UAA University Assembly 3211 Providence Drive, CAS 154G Anchorage, AK 99508 Phone:: 907-786-1745 Fax: 907-786-6162 E-mail afhmd@uaa.alaska.edu Hilary Davies is a professor of mathematics at UAA. She received her Ph.D from the University of Wales, UK. She has been involved in governance at UAA in many different capacities. She chaired the Academic Affairs Board and was a member of the UAA University Assembly in 1990-1992 and 1993-1995, was a member of the UAA Faculty Senate Executive Committee from 1989-1995, was 2nd Vice President of the UAA Faculty Senate in 1992-1993, and has been a member of committees such as workload, program assessment, and various search committees. She is a member of the American Mathematical Society, the Mathematical Association of America, for which she is the department liaison, and is on the State Board of the American Association of University Women. Rosie Gilbert** President, USUAS-Juneau University of Alaska Southeast 11120 Glacier Hwy Juneau AK 99801 Phone: 907-465-6517 Fax: 907-465-6358 E-mail: jsrmg@acad1.alaska.edu Rosie Gilbert is a junior in the UAS marine biology program. She was formerly the chair of academic affairs and the student outreach committee as well as a student activities programmer before being elected as the UASUAS-JC Senate President in 1997. Rosie serves on the Outdoor Recreation Board and the Teaching, Learning, and Technology Roundtable. Connie Kramer President, Statewide Admin. Assembly 209 Butrovich, Box 756540 Fairbanks AK 99775-6540 Phone: 907-474-6498 Fax: 907-474-5167 E-mail sbclk@orca.alaska.edu Connie has worked as an Accounting Technician for the University of Alaska since 1990. She is currently with the Statewide Cost Accounting office assisting with the preparation of the annual Indirect Cost Proposal and the Statewide MAU budget process. Steve Nuss President, Associated Students of UAF University of Alaska Fairbanks Wood Center Box 756640 Fairbanks AK 99775-6640 Phone: 907-474-7355 Fax: 907-474-5157 E-mail: fssen@aurora.alaska.edu Stephen Nuss has been active within the Department of Residence Life during his three years at UAF. He served as a hall council president and as a member of the Residence Hall Association. During the last two years he was employed by the Department as a Resident Assistant. In this position, Nuss helped organize programs oriented to the residents of his halls. Stephen got more involved in the student government within the last year when he served on the Student Recreation Center Board as Chair. He gained an interest in helphing his fellow students in guaranteeing the quality of their social and educational experiences at UAF. Stephen is pursuing a B.S. in Civil Engineering. He expects to graduate in May, 1998. During the past several summers, Nuss has worked as a roofer in Anchorage. He has lived in Alaska for seventeen of his twenty years and plans to work in the state once he graduates. Lawrence Lee Oldaker President, UAS Faculty Council University of Alaska Southeast 11120 Glacier Hwy, Anderson 226 Juneau AK 99801 Phone: 907-465-6416 Fax: 907-465-6406 E-mail: jfllo@acad1.alaska.edu Lawrence Lee Oldaker, a professor of education, joined the faculty at UAS in 1975. He serves as chair of the graduate programs in educational leadership, the Education Faculty, and the Faculty Senate. He holds a B.S. from Appalachian State University, an M.Ed. from The College of William and Mary, and an Ed.D. from the University of Georgia. Experienced as a classroom teacher and superintendent of schools, he maintains close relationships with education associates through convention participation and presentations, by preparing law-related commentaries for publication, and by assisting state organizations and school districts in policy-leadership matters. He will be the UAS host for the national convention of the Council of Professors of School Administration, scheduled to be held on the Auke Lake Campus in August 1998. He enjoys the excitement of new technologies and the quieter side of life in the great Alaska outdoors. Kevin Tritt President, Union of Students of UAA 3211 Providence Drive, Campus Center 228 Anchorage AK 99508 Phone: 907-786-1205 Fax: 907-786-1208 E-mail: askpt@uaa.alaska.edu Kevin Tritt born and raised in Oshkosh, Wisconsin and attended the University of Wisconsin there. After spending a semester in London and the following three months in Europe, Kevin returned home only to depart for Alaska. He worked as a logger and a commercial fisherman for three years in Cordova. He attended classes at the Prince William Sound Community College extension and then moved to Anchorage to continue his academic pursuits. Sidetracked by his overactive participation in Student Government, he manages to continue toward his goal of obtaining a degree in Political Science. His primary goal for USUAA is to bring the organization together by working out the structural difficulties while harnessing the enormous potential of UAA. Barbara Tullis President, UAA Assembly University of Alaska Anchorage 3211 Providence Drive, ADM 214 Anchorage AK 99508 Phone: 907-786-1462 Fax: 907-786-1426 E-mail anbgt@uaa.alaska.edu Barbara Tullis holds a bachelors degree in Music Education from Texas Tech University and is originally from Texas. Due to her husbandıs military career, she has lived in Texas, Florida, California, Virginia, and Alaska, and has now made Alaska her home. She has had the opportunity to establish two different careers at UAA, first in the Admissions and Recods Office when UAA and ACC split in 1979 and second with the Office of Academic Affairs when UAA and ACC merged in 1987. Grace Wilson-Laudun ** President, Mat-Su Student Government P.O. Box 2889 Palmer, AK 99645 Phone: 907-745-9774 Fax: 907-745-9711 (Fax) E-mail: psgkw@uaa.alaska.edu The Matanuska-Susitna Student Government Council elected Grace Wilson-Laudun president for 1996-1997. She has been involved in student government sponsored events for the past several years, served as senator since 1994, and was 1995-1996 legislative affairs representative. She has received honors, including Chancellor's List, and has been a member of Phi Theta Kappa since 1985. She is a social work major planning to work with troubled teenagers. * The Council also included alumni on the Council in a non-voting ex-officio capacity in May, 1997, to allow alumni a chance to participate in Council discussions. **Seat will be permanently filled by the Coalition of Student Leaders on September 27, 1997. Attachment 3.1 Meeting of the University of Alaska System Governance Council Thursday, May 15, 1997 2:00pm - 4:00pm via audioconference Draft Minutes 1. Call to order and roll call
Members: 2. Adopt agenda
MOTION: Passed 3. Approve minutes
3.1 March 5, 1997
MOTION: Passed 4. Chair's report 5. Election of officers Officers were not elected at this meeting because Statewide Administration Assembly will not elect its officers until the end of June. The President of SAA sits on the Council and it was felt that elections should not be held until the new SAA president was on board. Elections for the System Governance Council chair will be held in September. 6. Summer operations There will be no regular meetings during the summer. However, special meetings may be held as the need arises. Scholle advised the Council members that if they are going to be out of town during any special meeting during the summer, that they get a substitute to represent them during their absence. Tullis advised that the UAA staff governance groups and the assembly would be on call as needed, or at least the executive committees of these groups for the summer. UAF Staff Council has its staff affairs committee on call during the summer. Scholle reported that Patty Kastelic had made an addition to the sexual harassment policy regarding staff and that was not in there in previous versions that the Staff Alliance had reviewed the previous year. Scholle informed the Staff Alliance members to look it over and respond to Kastelic within two weeks. This was the version that went to the Faculty Alliance on May 9 version and which went out to the Staff Alliance. She also tried to fax a copy to Tullis but was unsuccessful, so sent it to the UAA Governance Office left a phone message for Tullis to obtain it there. Scholle said response to these policies and regulations was important because Kastelic planned to bring them to the Board of Regents for action in August. She will advise Kastelic immediately that there will be staff governance people active over the summer and for her to submit staff related items to them as soon as possible. 7. Proposed: 1997-1998 calendar The Council tentatively adopted the following agenda subject to change as the need arises. Wednesday, September 17, 1997, 2:30-4:30pm audioconference meeting Wednesday, October 22, 1997, 2:30-4:30pm audioconference meeting Wednesday, November 19, 1997, 2:30-4:30pm audioconference meeting Wednesday, January 21, 1998, 2:30-4:30pm audioconference meeting Wednesday, February 25, 1998, 2:30-4:30pm audioconference meeting Wednesday, March 25, 1998, 2:30-4:30pm audioconference meeting Wednesday, April 22, 1998, 2:30-4:30pm audioconference meeting Wednesday, May 27, 1998, 2:30-4:30pm audioconference meeting 8. Processes for accommodating budget reductions at the campus level 8.1 UAA Tullis reported that the last two assembly meetings have incorporated two-hour budget meetings. The chancellor and the chancellorsı cabinet of deans and directors were all invited as guests for those meetings to discuss reductions and scenarios for specific cuts. Proposals are on the table and being discussed and disbursed. The process seems to be agonizing. Scholle asked if anyone had discussed going from 12 month to 10 month contracts as a way of reducing costs. Tullis said UAA is primarily looking at attrition. There are a lot of vacancies on hold right now. Some positions are slated not to be filled. Some of the faculty RIP positions will be looked at very carefully. Every position that is put forward to be recruited and filled has to have a lot of justification behind it: credit hour production and costs, etc. Scholle asked if there would be layoffs at UAA. Tullis had not heard and did not know. Davies said hardly any faculty at UAA would be affected anyway. It would be mostly staff that would be impacted. Tullis said this was true, but UAA was trying to deal with it through attrition rather than layoffs. 8.2 UAF Scholle reported that UAF was looking at restructuring, not filling RIP positions, and not rehiring unless absolutely necessary. The chancellor and vice chancellor said that there will be layoffs, that there was no way of getting around it. They have not identified those layoffs yet and probably would not until July 1. Scholle has seen some reorganization and restructuring. She knew that director-levels would be affected because UAF is combining departments. For example, Scholleıs department, risk management is now combined with the police and fire departments. Her department has been told that they probably will not hire a new police chief, but would have an acting chief and that the fire chief may be the super chief over all the departments. Unless enrollments are increased this fall, there may be some reductions in programs. Scholle said the figure she received last week was that UAF was looking at a $10 million deficit. Craven said it was clear there were going to be layoffs at UAF. Even the chancellor said that to the Board of Regents. They are still hoping for 40 percent of the RIP positions in faculty to be filled, but that hasnıt been decided. All other faculty replacements are on hold. The chancellor said at the January workshop that one of the things quite likely to happen was that some undergraduate programs could disappear. Which ones those would be is not known at this time.
8.3 UAS Oldaker reported that UAS is facing a $700,000 shortfall for the next fiscal year and that is significant. UAS has restructured as much as it can and is pretty thin. They are looking at the possibility of reordering programs and effecting economies through early retirement, so UAS is not looking at massive layoffs.
8.4 Statewide Sporleder reported that some statewide people had been given layoff notices. There are probably more on the way. Positions that are being vacated by attrition are not being filled. The personnel manager is leaving and going to Alyeska and his position will be filled in an acting capacity for at least three months. After that, no one knows what will happen. In procurement the procurement officers had already left and the administrative assistant was given her layoff notice. Sporleder also received a layoff notice. 9. Future strategies for building university support, including but not limited to:
8.1 Involving alumni associations Scholle reported that with the assistance of system governance leaders, faculty, staff and students and now with the alumni association, we are beginning to build support for the university. Soon everyone will be receiving a packet that includes a prototype of a bumper sticker with the university seal and the words "Iım a proud supporter of the University of Alaska, and I vote." Also included will be a 3X5" postcard and on that postcard which will be given to people at fair booths and wherever else we are at, will be the words "Iım a proud supporter of the University of Alaska, and I vote." It also has space for people to give us their name and address. We will be collecting these to send to the legislators in those districts to show those legislators that the university does have support. This is a statewide campaign throughout all the campuses and even the rural sites. The alumni are here. Care has to be taken to raise private funds for this effort and we will be doing this through the alumni associations. One of the criticisms that surfaced rather quickly was that the legislature is watching to see if any of the money being spent to garner support for the university is state general funds. The bumper stickers and cards will all carry the advice that they are being paid for through private donations, out of grass roots support. This is where the alumni association is going to take the lead. Brenda Wilcox from the UAF Alumni Association garnered the support of the UAA alumni and the UAS alumni. They are taking the bull by the horns and are going to go out and try to secure funding to pay for these stickers and post cards etc. This is not money that will come out of the university budget. They will handle the project. What we will do as staff, faculty and students will take the bumper stickers and cards and distribute them to everyone we know. What Scholle is going to do is give people a bumper sticker, ask them to sign the card and ask them if they want to donate to the cause. This money will be applied to future UA support building efforts. Scholle said setting a fixed dollar amount wonıt work. People resent that. If they donıt have money to give and are willing to put the bumper sticker on their car or window, wear the button and/or sign the card, thatıs okay, too. Wilcox suggested to, that a place be provided on the signature cards for people to check off and sign if they want to have their names used on ads supporting the university. That way we donıt have to go round up names when we want to do ads; we will have them readily available. We heard from legislators that the signature ads were very effective. Wilcox stressed also that the UA support building campaign has to remain non-partisan. Scholle said it was also suggested that the bottom of the card should contain the words ³Paid for by alumni and friends of the university.² Scholle directed Ivey to work with Wilcox, to obtain funding, the bumper stickers, buttons and cards and work with the governance leaders to distribute the materials. Sporleder said to make sure that the wording on the bumper sticker matched the wording on the button. Scholle said the prototypes were created yesterday and will make sure the wording matches. Scholle wants these materials on hand and ready for the fairs around the state. She asked Tullis if UAA has a booth at the Palmer fair. Tullis said they always do. Scholle said she wanted these materials distributed at the Palmer fair. Tullis agreed. Wilcox said she thought UAS went to the Haines fair, too. Bowen reported UAS will not be at the Haines fair because UAS couldnıt afford the $700 plus it costs to do that. Wilcox said she probably had a dozen alumni in Haines that could distribute the materials. Bowen said it was a really big event in Southeast. Scholle repeated that coordination for this activity rests with Brenda Wilcox and Pat Ivey. She encouraged people to call and discuss other ideas, saying that this activity is just one of many ideas of how we can build support in our communities for the university. The database: Ivey reported that, based on legislatorıs telling us that they would continue to cut the university budget until their constituents told them not to, and that the university needed to build up its support in their districts, governance decided to find out just what proportion of their constituencies were university faculty, staff, students and alumni and which districts they were in. An electronic copy of the voter registration database has been obtained and this database will be comparing that with the universityıs databases of faculty, staff, students and alumni, and will sort them by district. This information will be shared with governance, university administration, regents and will be made public on the internet. The university faculty and staff and student piece has been completed. Alumni have yet to be added. The UAF Alumni Association has just sent over its database and Ivey has a call in to Suzette Mashburn in the UAA alumni office to request the UAA alumni database. She asked Tullis to assist in getting a copy from the UAA alumni office. Bowen will be sending a copy of the UAS alumni database as soon as she adds the 1997 graduates. Ivey said she is preliminarily finding that, in looking at the numbers and percentages of faculty, staff and students, what she already suspected and that is that the university is in every district in the state and run between five and 22 percent of the total number of registered voters in each district. That doesnıt count the spouses, the moms and dads of the students, faculty and staff and all their friends. Once we do that, we want to take the numbers of employees and match them to the total dollar amount of their compensation per each district and advise the legislators. After the regents act on the budget reduction plan, these figures need to be run again so we can advise legislators of the economic impact their decisions about the university had on the economy of their districts. Ivey commended her assistant Jeannine Burnette and student employee Jim Chiemlowski for their excellent work on this project. MOTION: passed The System Governance Council moves to commend Jeannine Burnett and Jim Chiemlowski for their work on the UA support building project databases. This action is effective May 15, 1997." 10. Reports
9.1 Faculty Alliance Craven said that at the Alliance meeting last Friday, the Alliance formally reviewed the existing draft of policy and regulations for general and sexual harassment. Kastelic brought a new version to the meeting and like the Staff Alliance asked members to look at the new version and give him any comments they may have as soon as possible. The Alliance is making a small amount of progress toward a common grading policy for the university system. The Alliance is also working on a UALC request to consider issues related to promotion and tenure, specifically issues relating to distance education and the development of course materials as they relate to faculty evaluation for promotion and tenure. The Alliance will coordinate and the senates and the Council will have to do the work because those decisions are made at the campus level. The Board of Regents has again reviewed the draft student affairs policies and regulations and these will come to governance for review.
9.2 Coalition of Student Leaders Staff Alliance will be reviewing the policy on sexual harassment, and will be awaiting replies from the various governance groups. Kastelic reported that she now has another draft that to the extent that general counsel and the labor relations office would let her make amendments suggested by the faculty she did. She has a May 15 version and will get Pat to transmit that out to everyone.
9.4 Local governance groups Tritt advised that USUAA was in the process of developing office policies and hiring a new administrative assistant. Nuss reported that ASUAF was not in session so he had nothing to report. Sporleder reported that both the vice president and secretary of SAA are losing their jobs through layoff. Scholle was pleased to report that Paula Long had reappointed her back to the Council. Scholle has also been elected vice president of the UAF Alumni Board. 11. Items for Governance Report to the Board, June, 1997 Scholle wrote an article to the Board in reference to why staff want to work here, why we should be supporting the university. She will also be reporting on strategies for building university support. 12. Next meeting: date, time, meeting method, agenda items The next regular meeting of the Council will be Wednesday, September 17, 1997. 13. Other items of concern A. Include alumni on the System Governance Council MOTION: Moved by Tullis, seconded by Craven "The System Governance Council moves include one UAA, UAF and UAS ex-officio alumni seats on the System Governance Council. This action is effective May 15, 1997." This will help keep alumni in the information loop, bring former students back into the loop, and help coordinate and build support for the university in the communities and state. Tullis thought this was a really good idea, saying that theyıve not incorporated alumni into the process as well as they could in Anchorage and one of the areas of focus for Anchorage over the summer will be to try to develop ways to get the community support they believe is out there and to let the community know what is happening. Scholle said she was really looking forward to working with Tullis and with Anchorage. She would really like to see Anchorage get really involved in this project. Tritt asked if the Council had somebody in mind to fill the alumni seat. Scholle responded that Suzette Mashburn in Anchorage is encouraged to attend, Barbara Wilcox in Fairbanks would be attending and Bowen at UAS. Ivey reported that alumni used to be represented in system governance with faculty and staff back in the 70s and early 80s. At that time, the statewide alumni director sat on the system governance body in an ex-officio non-voting capacity. Later, when the alumni were splitting off into local alumni groups and the system alumni office was eliminated, the alumni had an ad hoc committee within the system governance body to effect that transition. Nuss pointed out that the Council constitution stated that ex-officio members shall be determined by the Council, so no further action is required. 14. Adjourn Attachment 7 Passed by the Council April 4, 1994; Article VI adjusted October 18, 1994 to accommodate 4th student seat, amended May 17, 1997 to include alumni as ex-officio non-voting members. The System Governance Council of the University of Alaska Constitution It is the intent of the Board of Regents: 1) that the faculty, staff and students shall share in the governance of the university, 2) that shared governance is an integral part of the business of the university, and 3) that participators in shared governance are empowered by the Board of Regents to carry out their governance responsibilities to the best of their abilities without interference or fear of reprisal. ARTICLE II. NAME The Board of Regents hereby establishes a mechanism for system governance consisting of faculty, staff and student representatives which shall be called the System Governance Council, hereinafter "Council." ARTICLE III. AUTHORITY, ROLE
A. Authority The Council receives its authority by policy 03.01.01 of the University of Alaska Board of Regents which derives its authority from the Constitution and statutes of the State of Alaska. The Council shall carry out its functions subject to the authority of the Board of Regents and the President of the University.
B. Role The Council shall provide an opportunity for faculty, staff and students to interact with the university president, regents and others regularly to discuss matters including, but not limited to, the following: policies and procedures for, and participating in, the university budget process; the framing of long range plans; university development; enhancing the university's public image and educating the public. The Council shall communicate the results of those discussions to the university community. The Council may also coordinate matters of mutual concern to the Alliance of Faculty Senates, the Staff Alliance and the Coalition of Student Leaders. ARTICLE VI. MEMBERSHIP AND ORGANIZATION
A. Voting membership The voting membership of the Council shall consist of one faculty, one staff, and one student representative each from the University of Alaska Anchorage, the University of Alaska Fairbanks, and the University of Alaska Southeast, one staff representative from Statewide Administration Assembly and one additional at-large student representative. Voting members shall communicate their governance activities to their constituencies, and to their supervisors or professors as appropriate, on a regular basis.
B. Selection Faculty and staff representatives to the Council shall be selected in such a manner as prescribed by the local governance groups. Student representatives shall be selected by the Coalition of Student Leaders as prescribed in the Coalition Constitution.
C. Terms of office Representatives to the Council shall serve a minimum of a one year term.
D. Qualifications Representatives to the Council should have prior shared governance experience wherever possible.
Any member may be recalled by the body by which the member was chosen. The local constituent body shall select a replacement to complete the term of office.
Ex-officio, non-voting membership in the Council shall include the President of the University, the chancellor or other administrative officer, and one alumni from each MAU, and any other such person or persons as the President may designate, and such others as determined by the Council.
The official spokesperson for the Council shall be elected by and from the voting membership by a majority vote.
The official spokesperson for the Council shall a) preside over all meetings of the Council, b) represent the Council, and c) serve as primary Council contact to the President of the University and the Board of Regents.
The Board of Regents, the President of the University, or the Council may establish task forces to consider complex system issues pursuant to Council responsibilities. These task forces shall, in all cases, include governance representatives appointed by the Council. These task forces are a formal part of shared governance, and as such, are subject to the Alaska Open Meeting Law, per V.C., below.
ARTICLE V. MEETINGS
The Council shall meet a minimum of six times per year. At least once per year, all governance group spokespersons shall meet with the President of the University to identify system issues and plan for the coming year. Special Council meetings may be called by the Board of Regents, the President of the University, the spokesperson of the Council, or on petition of one-third of the membership of the Council.
Voting shall be by simple majority of the full voting membership except for amendments to the constitutions or bylaws. Amendments to the Council constitution affecting membership rights shall require a consensus with no negative votes.
All meetings of the Council are subject to the Alaska Open Meetings Law, AS 44.62.3101 and any additions or exemptions thereto, and Regents' Policy 02.06.01 and university regulations 02.06.01 through 02.06.04. This means that meetings of the Council are open to the public, agendas must be posted, and meeting records kept. Council activities shall be regularly communicated to the university community.
ARTICLE VI. QUORUM
A minimum of a simple majority of the voting membership shall constitute a quorum.
ARTICLE VII. PARLIAMENTARY AUTHORITY
The parliamentary authority shall be the latest edition of Robert's Rules of Order.
ARTICLE VIII. CONSTITUTIONS AND BYLAWS,AMENDMENTS, APPROVAL
The Council constitution and bylaws, once passed by the Council, shall be transmitted to the President of the University for approval and to the Board of Regents for action. Copies of Council constitutions and bylaws shall be maintained in the system governance office.
Amendments to the constitution and bylaws shall be sent to all members of the Council at least 30 days prior to the meeting at which they will be considered. Amendments to the Council constitution affecting membership rights shall require consensus with no negative vote.
Amendments passed by the Council shall be sent to the President of the University for approval and for transmission to the Board of Regents.
ARTICLE IX. REVIEW AND TRANSMITTAL OF PROPOSALS
Administrative proposals and issues affecting the university system or system community shall be submitted to the executive officer who shall send the items to the Council for review as appropriate. The Council shall respond to these proposals and issues within 40 days after receipt from the executive officer. Those administrative proposals submitted in the summer months shall be acted upon by the Council by October 15. Responses shall be transmitted to the executive officer for compilation and submission to the President of the University. Proposals requiring immediate implementation for compliance with state or federal law shall be submitted to the Council for review, but may be implemented prior to their action.
The executive officer shall submit the original proposal, together with the majority and minority views, in writing to the President of the University for information or action as appropriate.
The spokesperson for the Council may present Council views, including majority and minority views, in writing directly to the Board of Regents as a regular agenda item of the Board on any issue within the purview of shared governance. The Council may also present its views to Board committees as appropriate.
ARTICLE X. ACTIONS OF THE PRESIDENT, AND BOARD OF REGENTS
The President of the University shall, in writing, approve, disapprove, or modify a Council, and notify the spokesperson and the executive officer within forty-five (45) days of receiving notification of the action by the executive officer.
The President of the University may modify a Council action if the modification does not effectively contravene or nullify the purpose or principle involved in the action.
The President of the University shall inform the Council of the reasons for any disapproval or modification within one month of disapproving or modifying a Council action.
Council actions which are modified or disapproved by the President of the University, together with the statement of reasons, shall be placed on the next Board of Regents' meeting agenda for the information of the Board if requested by the Council. At the request of either the President of the University or the Council, the Council action which has been modified or disapproved shall be brought before the Board for action. The decision of the Board of Regents is final.
ARTICLE XI. HANDBOOK
The Council shall annually submit a directory of Council members, a description of the Council and how it works, and the annual Council calendar to the executive officer for inclusion in the governance handbook. This handbook shall be distributed to the Board of Regents and to the shared governance groups.
ARTICLE XII. REPORTS
The Council shall annually prepare a report of activities. These shall be submitted to the executive officer for compilation into a single annual report of governance activities for submission to the President of the University and the Board of Regents. The executive officer shall maintain Council communications electronically.
Attachment 9.
University of Alaska
Board of Regents' Meeting
September 24-26, 1997
Butrovich Building, University of Alaska Fairbanks
Fairbanks, Alaska
MEETING SCHEDULE AND ACTIVITIES
Times for standing committee and full board meetings are subject to reordering by the Board within the September 24- 26, 1997 timeframe.
Wednesday, September 24, 1997
8:30 a.m. - 11:30 a.m. The Planning and Development Committee will meet in the Regents' Conference Room 109, Butrovich Building.
11:30 a.m. - 3:30 p.m. The Committee of the Whole will meet in the Regents' Conference Room 109, Butrovich Building. Legislators are expected to attend. Lunch will be served for board members, legislators and participating staff.
6:30 p.m. - 9:00 p.m. A Dinner honoring former Regent Joe
Hayes will be held for invited guests at the President's Residence, 431 Gold Dust, Fairbanks.
Thursday, September 25, 1997
7:30 a.m. - 8:15 a.m. The Finance, Facilities and Land Management Committee will tour the Brooks Building. Tour participants should meet at the Butrovich Building at 7:20 a.m. for transportation.
8:00 a.m. - 11:00 a.m. The Academic & Student Affairs Committee will meet in the Regents' Conference Room 109, Butrovich Building.
8:30 a.m. - 12:30 p.m. The Finance, Facilities and Land Management Committee will meet in the Sherman Carter Conference Room, Butrovich Building.
11:00 a.m. - 12:30 p.m. The Human Resources Committee will meet in the Regents' Conference Room 109, Butrovich Building.
12:30 p.m. - 1:00 p.m. Lunch will be served for board members and staff. During this break, Nelson Photography will be taking photographs of Regents Burns, Croft, Demeksa, and Nelson-Wright.
1:00 p.m. - 5:00 p.m. The Committee of the Whole will resume its meeting in the Regents' Conference Room 109, Butrovich Building.
5:00 p.m. - 5:30 p.m. The Board of Regents will tour the International Arctic Research Center building. Transportation will be provided in front of the Butrovich Building.
5:30 p.m. - 6:00 p.m. The Board of Regents will tour the UA Museum. Transportation will be provided from the IARC.
6:00 p.m. - 7:30 p.m. Chancellor Joan Wadlow and Director Aldona Jonaitis will host a reception at the UA Museum for board members and invited guests.
Friday, September 26, 1997
7:00 a.m. - 8:00 a.m. The Audit Committee will meet in the Regents' Conference Room 109, Butrovich Building.
8:00 a.m. - 5:00 p.m. The Full Board will meet in the Regents' Conference Room 109, Butrovich Building.
The Board will hear public testimony starting at approximately 8:00 a.m. Individuals wishing to speak to the Board of Regents are asked to sign up on Friday morning, September 26, 1997. Sign-up sheets will be available starting at 7:30 a.m. Comments are limited to three minutes per individual.
Written comments are accepted and will be distributed to the Board of Regents, President Komisar and the chancellors by the Board of Regents' Officer immediately following the meeting.
An Executive Session is scheduled around the noon hour and is expected to last two hours. Lunch will be served at that time for executive session participants.
Telephone messages can be left at the Board of Regents' Office: 474-7908, fax 474-6342.
Agenda Items
Board of Regents
Planning and Development Committee
Wednesday, September 24, 1997; *8:30 a.m. - 11:30 a.m.
Regents' Conference Room 109, Butrovich Building
University of Alaska Fairbanks
Fairbanks, Alaska
* Times for standing committee and full board meetings are
subject to reordering by the Board of Regents within the
September 24-26, 1997 timeframe.
Committee Members:
Sharon D. Gagnon, Chair
Michael P. Kelly
Chancy Croft
R. Danforth Ogg
Mary Jane Fate
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Agenda Items
Board of Regents
Committee of the Whole
Wednesday, September 24, 1997; 11:30 a.m. - 3:30 p.m.
Regents' Conference Room 109, Butrovich Building
University of Alaska Fairbanks
Fairbanks, Alaska
* Times for standing committee and full board meetings are
subject to reordering by the Board of Regents within the
September 24-26, 1997 timeframe.
------------------------------------------------------------
Agenda Items
Board of Regents
Academic and Student Affairs Committee
Thursday, September 25, 1997; *8:00 a.m. - 11:00 a.m.
Regents' Conference Room 109, Butrovich Building
University of Alaska Fairbanks
Fairbanks, Alaska
* Times for standing committee and full board meetings are
subject to reordering by the Board within the September 24-
26, 1997 time frame.
Committee Members:
Sharon D. Gagnon, Chair
Annette M. Nelson-Wright
Chancy Croft
Joe J. Thomas
Elsa Froehlich Demeksa
Michael P. Kelly, President
------------------------------------------------------------
Agenda Items
Board of Regents
Finance, Facilities and Land Management Committee
Thursday, September 25, 1997; 8:30 a.m. - 12:30 p.m.
Sherman Carter Conference Room 204, Butrovich Building
University of Alaska Fairbanks
Fairbanks, Alaska
*Times for standing committee and full board meetings are
subject to reordering by the Board within the September 24-
26, 1997 time frame.
Committee Members:
Joseph R. Henri, Chair
R. Danforth Ogg
Michael J. Burns
Lew M. Williams, Jr.
Mary Jane Fate
Michael P. Kelly, President
NOTE: A 7:30 a.m. tour of the Brooks Building has been
scheduled for members of the Finance, Facilities and Land
Management Committee. Transportation to the Brooks Building
will be provided at 7:20 a.m. at the Butrovich Building.
------------------------------------------------------------
Agenda Items
Board of Regents
Academic and Student Affairs Committee
Thursday, September 25, 1997; *8:00 a.m. - 11:00 a.m.
Regents' Conference Room 109, Butrovich Building
University of Alaska Fairbanks
Fairbanks, Alaska
* Times for standing committee and full board meetings are
subject to reordering by the Board within the September 24-
26, 1997 time frame.
Committee Members:
Sharon D. Gagnon, Chair
Annette M. Nelson-Wright
Chancy Croft
Joe J. Thomas
Elsa Froehlich Demeksa
Michael P. Kelly, President
------------------------------------------------------------
Agenda Items
Board of Regents
Human Resources Committee
Thursday, September 25, 1997; *11:00 a.m. - 12:30 p.m.
Regents' Conference Room 109, Butrovich Building
University of Alaska Fairbanks
Fairbanks, Alaska
*Times for standing committee and full board meetings are
subject to reordering by the Board within the September 24-
26, 1997 time frame.
Committee Members:
Joe J. Thomas, Chair
Sharon D. Gagnon
Chancy Croft
Annette M. Nelson-Wright
Elsa Froehlich Demeksa
Michael P. Kelly, President
------------------------------------------------------------
Agenda
Board of Regents
Committee of the Whole
Thursday, September 25, 1997; *1:00 p.m. - 5:00 p.m.
Regents' Conference Room 109, Butrovich Building
University of Alaska Fairbanks
Fairbanks, Alaska
*Times for standing committee and full board meetings are
subject to reordering by the Board within the September 24-
26, 1997 timeframe.
[Ed note: This is a continuation of the Committee of the
Whole meeting from September 24, 1997]
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PUBLIC COMMENT INFORMATION
Individuals wishing to speak to the Board of Regents are
asked to sign up on Friday morning, September 26, 1997.
Sign-up sheets will be available starting at 7:30 a.m.
Comments are limited to three minutes per individual.
Written comments are accepted and will be distributed to the
Board of Regents, President Komisar and the chancellors by
the Board of Regents' Officer immediately following the
meeting.
============================================================
*Times for standing committee and full board meetings are
subject to reordering by the Board within the September 24-
26, 1997 timeframe.
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