PC PSA MINUTESDate: February 19, 2015

REGULAR CAMPUS MEETING

Members in attendance: Rene’ Kuehne, Brenda Enriquez, Marc Surrarrer, Judith Clark, Psatty Lewis, Georgina Zielinski, Renee Holguin, Ceci Saenz, Allen Jackson, Vrushti Bhatt, Jenae Owens, Kelly Loucks, Ted Bland

1. WELCOME: The meeting was called to order at 11:35 a.m. by Co-President, Judith Clark. Meeting was held in the Hannelly Center Conference Room/Upper Level.

Introductions were not made as there was much information to share and discuss and Judith wanted to be mindful of the time today.

2. REPORTS:

No reports shared due to time constraint – please review attached meeting notes complied by the co-presidents

3. District update:

Marc shared that the change in the Arizona State Retirement deduction change will not been actually seen by us as the District will be depositing the funds for other use which is undetermined at this time.

4. Upcoming Elections:

A request was made by the Co-Presidents asking for volunteers to be part of the campus Election Committee…please contact one of them for details.

5. President Notes:

STAY INFORMED…Read the Bear Essential and other articles, etc. that Marc and Judith share.

Summer Conference…6/11/15 @ Mesa Community College

PC Safety Officers will be invited to one of our meetings in the near future

6. OPEN DISCUSSION/Q & A TIME:

The majority of this meeting was dedicated to discussing the proposed draft Matrix that the Executive Board has developed as a tool to address the Chancellor’s 9/17/2014 remarks that they find a way to rectify their differences.

Clarification made: Employee Services and Human Resources’ primary charge is to protect the ‘Entity’ (MCCCD as an Organization and PC as an institution); not necessarily the employee.

The Employee Groups and their Group Policies are to specifically support and protect us as employees. the Vice Chancellor of Human Resources has taken control of our ‘Employee Group’; for an example, we are prohibited fromvoting on the ‘vacant’ seats to fill Executive Board.

Clarification made: Executive Board is made up of the District Level Executive President, Executive President Elect, Executive Past President ExecutiveSecretary, ExecutiveTreasurer, and CPD Policy Chair. The ‘Executive Council’ is comprised of the Executive Board and the elected and appointed officers and representatives of each campus (right now about 100).

Marc and Judith were willing to answer many questions and to explain in a non-directive manner and encourage all of us to read the proposed draft Matrix and envision what a strong, smooth-running and productive Professional Staff Association, in our minds, would look like.

Change is coming and something will happen and it will affect all of us dues paying and non-dues paying…we are all Professional Staff employees;no matter what.

We are also encouraged to address concerns, questions, ideas and more to Judith and Marc and may, if we feel more comfortable, send them anonymously in Inter-Campus mail.

Just a few (of the many) thoughts and questions brought up:

Why do we need an Executive Board?

Why are we all being punished because a few of the Executive Board members had a disagreement (and we still have no idea what that was)?

Why are resourcesbeing wasted to develop a proposed draft Matrix?

Why have Jacque Starks and Eddie Genna been attending meetings? …that feels like an infringement on our rights as an Employee Group

We had a very professional and cohesive Professional Staff Association for many years; why this now?

PC PSA Monthly Social Gathering: Hamburger Works, February 27, 2015, 4:00 p.m. – 6:00 p.m. (longer by choice), all are responsible for own food and beverages. ALL are encouraged to join as it is a great chance to meet other peers and socialize professionally and personally.

Meeting was adjourned at 12:45 p.m. (Secretary had to leave at 12:40 p.m.)

Respectfully submitted by: Rene’ A. Kuehne, PC PSA Secretary

PC PSA MINUTESDate: February 19, 2015

REGULAR CAMPUS MEETING

PC PSA Meeting

Agenda Notes

Thursday, February 19, 2015

11:30A-12:30P

Hannelly Center Upper Level Conference Room

All professional staff invited to attend.

This is our opportunity to:

  • share information with professional staff
  • celebrate professional staff achievements
  • hear professional staff ideas, concerns, recommendations, suggestions, questions, and more…

At the close of the meeting, we want professional staff to have received relevant information and to have been heard by their elected and appointed representatives.

  1. Welcome – Judith Clark/Marc Surrarrer
  2. Introductions –members
  3. Discussion – All
  4. New Business
  1. PC Campus PSA
  1. Officer Reports – Judith Clark/Marc Surrarrer – submit written report
  1. Co-Presidents’ report – Judith Clark/Marc Surrarrer

All employee meeting tentatively being arranged for Friday, February 27

During February 2015, conducted a series of meetings to receive input and feedback and to answer questions regarding Draft Matrix for Restructure of PSA to address Chancellor Glasper’s and VCHR Shelton-Johnson’s remarks shared with PSA Executive Council on Wednesday, September 17, 2014 :

1: Reorganize into a functioning group that effectively performs the functions of employee groups in the most time efficient manner possible.

2: Conform organization and practices to policy on the use of release time and reassigned time.

3: Start working together in a positive, constructive manner to represent the interests of Professional Staff employees in a professional and ethical way.

CC theater season is beginning

Invite Commander D Sparks, D Dodt regarding safety

Finalists Announced for MCCCF President/CEO Position

PC Employee Giving Campaign

Lawmaker: Bring Obama’s free community college plan toAz

The President Releases his 2016 Fiscal Year Budget

  • America’s College Promise
  • Pell Grants
  • Federal TRIO
  • First in the World

Maricopa Community Colleges won't seek tuition increase

Maricopa Community Colleges to host national Community College Humanities Association (CCHA) conference November 2015 @ Renaissance Phoenix Downtown Hotel

  1. Treasurer’s report – Kelly Loucks
  • Membership Savings $140.12
  • Savings Account $855.18
  • Desert Fusion Checking $2,131.83
  • 920-100-021580-xxxxx (PC PSA internal account)$625.77 (includes 12/14 Holiday Luncheon registrations)
  1. Secretary’s report – Rene’ Kuehene – distributed 1/22 meeting minutes
  1. Representatives’ Updates
  1. Campus – (Anna Crowley, Renee Holguin) – absent, no report
  2. Paid Education Leave (PEL Rep Alfredo Hernandez) – absent, no report
  3. Professional Staff Development (PSD Rep Mary Davison) – absent, no report
  4. Professional Staff Internship (PSI Rep Ted Bland)
  5. Summer Conference – (Rep Carolyn Worthington)
  1. Other Updates
  1. Webpage – Vrushti Bhatt – published 2/19 agenda
  2. Blog – Vrushti Bhatt
  1. Campus Committee Updates: PLEASE READ BEAR ESSENTIALS – Judith Clark/Marc Surrarrer – submit written report
  1. Budget Review – open meetings, meets second and fourth Wednesdays

Budget Allocation Model (BAM) review of object codes taking place, additional monthly meeting added (first Wednesdays.)

  1. Learning College – no report
  2. Phoenix College Leadership Council (PCLC) – meets first and third Tuesdays

2013-14 Annual Report to Our Community, PC Profile, Fast Facts & Resources received.

AACE Empowering Community Colleges to Build the Nation’s Future: An Implementation Guide –Recommendation #6 addressed Target Public and Private Investments Strategically.

Corporate College – received presentation regarding partnering with credit programs and skill centers.

Governing Board Members in attendance received presentation featuring PC’s highlights/achievements/initiatives.

Institutional Research – shared “high point” (identified as Friday, 1/23) data which includes student demographics. 24 year old median age of PC student, FTSE and headcount decline 2%

Maricopa Priorities – District steering team is prioritizing recommendations previously identified for additional discussion. Champion recommendations which required a department plan to be submitted were due Friday, 1/23 and currently are under review by the college president’s executive team (PET.)

  1. PC Strategic Planning – meets first and third Mondays, 3P to 4P

Ensuring alignment with recently revised and approved/adopted mission/vision statements.SPOL purchase underway.

  1. District PSA

2/18 Quorum not met – no business conducted

  1. Officer Reports – Judith Clark/Marc Surrarrer
  1. Executive President (Leah Dustin-Hall) –.

Blended Overtime – colleges were audited and pay inaccuracies will be corrected.

Arizona State Retirement Savings will result in the district having to pay out less matching funds. Initial reports show that employee health coverage cost will not increase and premiums will likely be the same as they are now.

  1. President Elect (Tom Dyer) –
  2. Executive Past President (vacant) – No report
  3. Executive Treasurer (vacant – responsibility shared between current PSA Executive President Leah Dustin-Hall and current Collaborative Policy Development Chair Shannon Ridgeway-Monaco) –

Membership dues distributed from district-wide account to colleges following meeting

  1. Executive Secretary (Carmen Gonzales) – Absent –
  • 1/21 minutes
  • 2/18 minutes: suggested corrections by Friday, March 6
  1. Committee Updates – Judith Clark/Marc Surrarrer – submit written report
  1. Executive Collaborative Policy Development Rep (Shannon Ridgeway-Monaco) –
  2. Diversity Advisory Council (status unknown) – reported as no longer meeting
  3. Employee Benefits Advisory Council (EBAC Leah Dustin-Hall) –
  4. Financial Advisor Council (FAC Leah Dustin-Hall) –
  5. Integrated Marketing, Outreach, Recruitment, and Retention Squared (IMOR2) – not on General Membership meeting agenda
  6. Paid Education Leave (PEL Leah Dustin-Hall) –
  7. Professional Staff Development (PSD Co-Chairs Mary Davison, Cindy Cooper) –

Motion/vote requested to consider budget transfer: Q2 $5,000 into PSD from PEL/PSI, Q3 $40,000 into PSD from PEL/PSI

  1. Professional Staff Internship (PSI Chair Ted Bland) –
  2. Summer Conference (Chair unknown) –

Save the date: Thursday, 6/11 @ MCC Navajo Rm, 7A, 8A-5P

  1. Old Business
  2. PC Campus PSA
  3. Social Event
  1. February Mixer/Happy Hour – Friday, February 27 @ Hamburger Works, 4P-6P
  2. Other
  3. District PSA
  1. Next Meeting
  1. March 26, 2014, 11:30A in Hannelly Center Conference Room – Upper Level

My Docs/JC/PSAPage 1 of 1602/19/2015

PC PSA MINUTESDate: February 19, 2015

REGULAR CAMPUS MEETING

PC PSA Meeting

Agenda Notes

Thursday, February 19, 2015

11:30A-12:30P

Hannelly Center Upper Level Conference Room

DRAFT

Key

1: Reorganize into a functioning group that effectively performs the functions of employee groups in the most time efficient manner possible.

2: Conform organization and practices to policy on the use of release time and reassigned time.

3: Start working together in a positive, constructive manner to represent the interests of Professional Staff employees in a professional and ethical way. Chancellor’s Objective Issue / Topic Positives of Current Policy

Chancellor’s Objective / Issue/ Topic / Positives of Current Policy / Negatives of Current Policy / Recommended Improvement / Justification / Implementation
1, 2 / Structure / Size of PSA /
  • Large representation
  • Buy in
/
  • At large representation
  • Only the most vocal get heard
  • High use of reassign time to attend the monthly meetings and committees
  • Increased complexity in governance and interpretation
/ Resize organization
  • 29 voting members
  • Unit President
  • Designated voting representative
  • Executive Board
  • Communication Officer*
/
  • Decrease the use of reassign time
  • Better deliberation
  • More accountability of representatives
  • Mitigate governance and interpretation inaccuracies
Clarification
Currently, some colleges have more votes than others based on the voting representatives. One college may have 8 votes while another may have 13. This recommendation will assist with:
  1. Equal votes for each college based on the final votes/voice from the unit, which will be presented by the
  1. Unit President
  2. Unit Representative
  1. For every item to be voted upon, the units will meet to discuss the item, to vote, and then the final votes will be presented by the Unit President and Unit Representative at the General Meeting.
  2. Each Unit President will share the information from the meetings and/or from the units at each meeting.
  3. Providing additional opportunities for the Presidents to share and receive information from the units.
/
  1. 6 months 1 year | Restructure the number of members required to attend the meetings and to vote.
  2. 3 months 6 months | Appoint a Communication Officer to streamline all communique and loop outs.
  3. Immediately | Constitution and ByLaws updates and clarifications.

1, 2 / Voting Process /
  • Tradition
/
  • Inaccurate headcounts
  • Confused written rules / unwritten precedence
  • Plural voting
  • Inconsistent
  • Compliance with Admin Regs
  • Duplication of votes
  • Quorum unclear
/
  • 29 voting members
  • No proxies
  • Electronic voting with unique links / clickers
  • 1st read, reflection, and vote
  • Simplify quorum counting
/
  • Goal is to organize and streamline the process
  • Eliminate duplication of votes
  • Clarity of policies, constitution, and by laws
  • 1st read, reflection, and vote
  • Business practice improvement
/
  1. Immediately | Implement electronic voting and establish paper voting that will allow one vote per member along with a tracking process.
  2. Immediately | Restructure the loop outs with a dedicated reporting process to include multiple formats, e.g., web based, email, in person meetings.
  3. Intermittently | Present the items to be voted upon, allow for reflection and questions, discuss the items to be voted upon and vote.

1, 3 / Standing Committees
  • CPD
  • PSD
  • PSI
  • PEL
  • EBAC
  • Election
  • Summer Conference
  • Audit
  • FAC
  • DAC
  • Outstanding PSA Member
  • Friend of the PSA Member
  • Constitution
/
  • Opportunities for networking
  • Service to the organization
/
  • Includes things that are not committees of the PSA
  • Limits on committee size not observed
/ New Committee List
  • Professional Growth
  • Summer Conference
  • Outstanding Member / Friends
  • Election
  • Audit
  • Constitution and Policy
  • CPD
District committees needing PSA representation (e.g., EBAC) will be approved by Council.
NOTE:​Current committees functions are not being eliminated, but realigned and combined. /
  • Decrease the use of reassign time
  • Reduce the number of copious committees
Clarification
Standing Committees
  • CPD​ Collaborative Policy Development is not a PSA specific committee. Members from PSA participate in the committee.
  • CPD Chair
  • Two Representatives
  • President
  • PSD​ Professional Staff Development is a committee governed by PSA.
  • PSI​ Professional Staff Internship is a committee governed by PSA.
  • PEL​ Paid Educational Leave is governed by PSA.
  • EBAC​ Employee Benefits Advisory Committee is not a PSA specific committee.
  • Members from PSA participate in the committee.
  • Election​ Governed by PSA.
  • Summer Conference​ Governed by PSA.
  • Audit​ Governed by PSA.
  • FAC​ Financial Advisory Council is a committee the Presidents attends. The committee is chaired by VC Debra Thompson.
  • DAC​ Diversity Advisory Council is not currently meeting. This committee is chaired by Rory Gilbert.
  • Outstanding PSA Member i​s governed by PSA.
  • Friend of the PSA Member ​is governed by PSA.
  • Constitution​ AD Hoc
/
  1. Immediately | Structured loop out process for information and updates.
  2. Immediately | Maintain updates on the PSA website.
  3. 1 month 3 months | Streamline the Professional Growth funds into one “Professional Growth” account.

3 / Communication / Culture /
  • Free exchange of ideas
  • Networking
/
  • Inaccuracy
  • Lack of self policing
  • Environment does not encourage openness, trust, forthrightness.
  • Rush to judgment
/
  • Onboarding Training
  • Code of Conduct
  • Better defined processes and operations
  • Mindful and supportive approach
  • Communication Officer*
  • More time on task
  • Problem-solving culture
/
  1. 6 months 1 year | Structured training program for all officers to cover the Code of Conduct and best business practices
  2. Immediately | Streamline the loop outs and all functions of PSA, e.g., financials, business processes, and communications.
  3. The Code of Conduct was adopted by the Executive Board. If approved, the Executive Council will have the ability to adopt the Code of Conduct.

. 1, 2, 3 / Emergency Exception Process
(New Language) /
  • n/a
/
  • n/a
/ “The provisions specified in this Constitution, under conditions of extreme urgency, may be set aside temporarily (for a specified duration) by a two thirds (2/3) vote of the PSA Executive Council, or by the unanimous vote of the Executive Board. If the value of the exception becomes apparent, a constitutional amendment should be entertained in the provided manner, or the established procedure should be restored to practice.”

*COMMUNICATION OFFICER:

Communication Officer is responsible for the communication with different target audiences, including PSA at large, MCCCD Leadership, and the Executive Council. The Communication Officer advises the Executive Council and PSA employees via the use of written and verbal skills to create a wide range of communications and corporate communication material. By communicating effectively with the target audience, the interest is to build a positive reputation for the organization.

My Docs/JC/PSAPage 1 of 1602/19/2015