President's Advisory Council - September 5, 2007

8:30-10:30 a.m.
Barge 412

Present: Jerilyn McIntyre, Dave Soltz, Rich Corona, Charlotte Tullos, Paul Baker, Jeff Snedeker, Martha Kurtz, Judy Miller, Dave Heath, Staci Sleigh-Layman, Becky Watson

Guests: Sherer Holter, Phil Backlund

  1. At 8:30 a.m.: Sherer Holter - Rehiring of retirees

    Ms. Holter explained that last session there was an amendment to House Bill 1262: the rehiring of retirees. The bill affects employers and Plan 1 retirees of both the Teachers' Retirement System (TRS) and the Public Employees' Retirement System (PERS). Ms. Holter reported that CWU can still hire retirees, but the hiring process has a direct impact on how many hours can be worked by retirees before their pensions are suspended. To prevent pensions of Plan 1 retirees from being suspended after working 867 hours, several criteria must be met by CWU. They include:

    1. Having a written policy relating to hiring retirees
    2. Hiring a retiree through an established process for the position
    3. Documenting the need to hire a retiree, the process used and the decisions made during that process, retaining the documentation and making it available in the event of an audit.

    She added that HR staff is currently working on a written policy that will come to PAC for discussion soon.

  2. At 9:00 a.m.: Phil Backlund - NWCCU Accreditation update

    Dr. Backlund explained that CWU is beginning its 10-year self-study process leading to an evaluation visit by the Northwest Commission on Colleges and Universities (NWCCU, formerly NASC) regional accrediting team in October 2009. The provost recruited six people to serve as the executive committee for the self-study process. This group includes:

    • Tom Henderson
    • Kevin Kimball
    • Mark Lundgren
    • Tom Peischl
    • Tracy Terrell, and
    • Phil Backlund, Chair

    The executive committee attended a self-study training workshop in February and has met a number of times since winter quarter of this year. Chairs for the individual standards committees have been selected as well. This group includes:

    • Libby Street (Standard One - Planning and Effectiveness)
    • Warren Street (Standard Two - Educational Programs)
    • Leslie Webb (Standard Three - Students)
    • Patsy Callaghan (Standard Four - Faculty)
    • Jane Chinn and Anna Creech (Standard Five - Library)
    • Connie Roberts (Standard Six - Governance)
    • Kevin Conwell (Standard Seven - Finance)
    • Mickey Parker and Bob Tosch (Standard Eight - Physical Resources), and
    • John Lasik (Standard Nine - Institutional Integrity)

    These chairs are in the process of forming the standards committees. They are currently seeking qualified people to serve on their committees.

    Dr. Backlund stated that an accreditation communication plan and a website have been developed to keep the campus community informed on the progress of the accreditation process. He added that he will make regular presentations to PAC for the next two years and is available to visit department or division councils to give updates as well.

  3. Action Items

    1. Approval of PAC Minutes from 8.8.07
      Motion to approve the PAC minutes from 8.8.07 as presented by Dr. Soltz. Seconded by Mr. Corona. No further discussion. Motion carried.
  4. For the Good of the Order

    Judy Miller, Board Secretary:

    Ms. Miller distributed a draft document that defines exactly what policy, procedures, and regulation mean. The group reviewed and discussed the definitions and offered feedback. The document will be tweaked and will come back for final approval in October. A section titled "building plaques" was added to the CWU Naming Policy (Part 2-2.24). This section indicates how the names on building plaques are determined. The policy was amended slightly and will come back in October for final approval. Ms. Miller explained that Linda Marra, Chair of the Art Selection and Permanent Collection Committee, submitted a request to add an at large, ex officio member to this committee. Motion to approve the addition of an at large, ex officio to this committee by Dr. Tullos. Seconded by Mr. Heath. No further discussion. Motion carried.

    The following policies were reviewed August 8, 2007:

    1. Part 2-2.3 Alcoholism and Drug Dependency (move policy to Procedures Manual)
    2. Part 2-2.5.3 Chain of Command (several updates)
    3. Part 2-2.7 Code of Ethics (several policies were incorporated into this policy)
    4. Part 2-2.10 Copyrights and Royalties (delete, superseded by 2-2.64, Intellectual Property)
    5. Part 2-2.12 Distinguished Service Recognition (revised wording of who is eligible and provided consistent language under surviving spouse rights)
    6. Part 2-2.13 Drug and Alcohol (Appendices C and D were moved to the Procedures Manual)
    7. Part 2-2.15 Educational Benefits (realigned Veterans terminology to be consistent with RCW, added a section on approval process, and separated policy from procedures)
    8. Part 2-2.23 Military Leaves for University Employees (separated policy from procedures)
    9. Part 2-2.26 Occupational Safety (updated the WAC reference)
    10. Part 2-2.29 Public Records: Access and Retention (updated the WAC reference, updated retention to include electronic date, and moved disposition section to Procedures Manual)
    11. Part 2-2.32 Sick Leave Reporting (delete, redundant policy)
    12. Part 2-2.34 Surviving Spouse Privileges (added a reference to 2-2.12)
    13. Part 2-2.40 Vendors Shows on Information Technology (delete, out of date policy)
    14. Part 2-2.48 Faculty and Exempt Staff Retention (this policy was tabled for more revisions)
    15. Part 2-2.54 Workplace Violence (separated policy from procedures)

    The Faculty and Exempt Staff Retention policy (Part 2-2.48) was removed from approval this time around. It will come back at a later date for another review. Motion to approve the remaining policies with two amendments to the chain of command policy by Dr. Tullos. Seconded by Ms. Sleigh-Layman. No further discussion. Motion carried.

    Ms. Miller reminded the group that Board of Trustees' agenda items are due to her by September 20, and the back up is due September 21.

    Kim Dawson, Administrative Operations Coordinator:

    Ms. Dawson reported that Dr. McIntyre's annual State of the University Address is October 2 at 2:00 p.m. in the Music Building Concert Hall.

    Dave Heath, Chair, Employee Council:

    Mr. Heath reported that Kristy Gladen from ITS was the July Employee of the Month and Judy Drexler from Human Resources was the August Employee of the Month. The new representatives to Employee Council will begin their terms this month. Mr. Heath reminded PAC members that fire alarm testing will be taking place in a number of buildings next week.

    Becky Watson, Director, Public Relations and Marketing:

    Dr. Watson reported that some adjustments have been made to the new CWU homepage. She will send the link to PAC members to review the site before it goes live. The goal is to have the new homepage live by the time school starts. The City of Ellensburg has approved CWU banners and paw prints being hung and/or displayed in the downtown area and at all of the Central Transit locations. They hope to have the banners hung by the "Bite of the Burg" event. The paw prints should all be in place by Homecoming. New banners for on campus have been ordered as well. These banners will be hung along University Way, Nicholson Blvd, and outside the Music Building.

    Staci Sleigh-Layman, Chair, Exempt Employee Association:

    Ms. Sleigh-Layman announced that there will be a retirement reception for Nancy Howard on September 26 from 3:00-4:30 p.m. in Barge 412. The EEA Ad Hoc Committee for Governing Board Procedures has recommended that a call for agenda items be made to President's Cabinet, Human Resources, and the EEA Governing Board members three weeks prior to each meeting. Shelly Johnson, vice chair, will solicit agenda items by email in the next few days.

    Martha Kurtz, Chair, ADCO:

    Dr. Kurtz reported that the first ADCO meeting is October 1. She will have more to report at the next PAC meeting October 3.

    Jeff Snedeker, Interim Chair, Faculty Senate:

    Dr. Snedeker reported that he has been appointed as the interim senate chair until an official election can be held at the October meeting. He added that he has been involved in the senate for many years and is looking forward to serving in this role.

    Sherer Holter, AVP for Human Resources:

    Ms. Holter reported that the HR/SAEM upgrade is going well. HR Staff is working with OEO on the recruitment plan. They hope to bring the proposal to Cabinet and then PAC in October. The annual benefits fair is in November. The September 1 salary increase letters are currently being drafted and will be distributed soon. The new employee orientation process is being modified.

  5. Executive Reports

    Provost/Senior Vice President for Academic Affairs:

    Dr. Soltz reported that Academic Affairs held a retreat recently. The group focused on the academic affairs strategic action plan, but spent some time preparing for Fall Faculty Day. There is an Enrollment Summit this Friday. The group will discuss high demand enrollments.

    Vice President for Business & Financial Affairs:

    Mr. Corona reported that Dean Hall reconstruction is underway. The HR/SAEM upgrade is on target. Summer conference programs went very well. Feedback from conference attendees was positive. Facilities completed a number of summer projects. He added that the campus looks great for the return of students in a couple of weeks. Mr. Corona reminded the group that exempt position descriptions must be updated and entered into PeopleAdmin by October 31. A planning committee has been formulated to prepare for the Moody bond-rating visit is in October.

    Vice President for Student Affairs & Enrollment Management:

    Dr. Tullos reported that Student Affairs and Enrollment Management is having an all day retreat on September 13. Movers and Shakers is September 14. Contact Richard DeShields if you are able to volunteer. The residence hall advisors have returned. They will attend a 10-day training session and will be gearing up for the return of students September 14. There are many events planned for Wildcat Welcome Weekend, September 14-16.

    Vice President for University Relations:

    Dr. Baker reported that the Rodeo Brunch was a great success. Over 100 people turned out for the annual event. Invitations have gone out for the "Transforming Lives" Crimson and Black Gala on October 5. Tickets for the Battle in Seattle (October 20, 2007) are on sale now at the Wildcat Shop and through Ticket Master. Alumni will have a small gathering prior to the game. Additional information regarding that event will be available soon.

    Chief Planning Officer:

    No report. Dr. Street is on vacation this week.


    Dr. McIntyre reported that she recently attended two donor cultivation events: the Museum of Glass alumni event and the annual Rodeo Brunch. She also attended the Sanda City celebration. The Council of Presidents met recently with Community and Technical College presidents to discuss the Gardner/Evans legislation. The History Book is close to completion, but will not be ready by October 1 as previously reported.

  6. Information Items

    1. Nonmotorized Transportation Committee
      Dr. McIntyre explained that the City of Ellensburg is forming an ad hoc committee to update the city's nonmotorized transportation plan. If anyone is interested in participating in the committee, please let Dr. McIntyre know as soon as possible so she can let Nancy Lillquist know.
    2. Items for the University Bulletin, President's Report, Central Connections, and other communications
      College Colors Day - University Bulletin
  7. Old Business

    No old business.

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