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Personnel Committee Minutes -- April 22, 2002 -- Board of Trustees -- University of Louisville

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Minutes of the Personnel Committee
of the University of Louisville Board of Trustees
April 22, 2002

In Open Session
The Personnel Committee of the Board of Trustees of the University of Louisville met on Monday, April 22, 2002 in the Board Room of the University Club with the members present and absent as follows:

Present: Ms. Linda Wallbaum Cauble, Chair, Presiding
Mr. Grant Helman
Mr. Darryl Owens
Mr. J. Chester Porter
Ms. Melissa Long Shuter
Ms. Elizabeth Worland
Other Trustees Present:
Dr. Richard C. Feldhoff
From the University:
Dr. Carol Z. Garrison, Provost
Ms. Angela Koshewa, University Counsel
Mr. Larry Owsley, Vice President for Finance & Administration
Dr. David Howarth, Associate University Provost
Ms. Carolyn Cochran, Assistant to the Provost
Dr. Dale Billingsley, Professor of English
Ms. Rae Goldsmith, Associate V.P. for Communications &    Marketing
Mr. John Drees, Assistant Director, News and Public    Information
Ms. Trisha Wolf, Board Liaison

I. Call to Order

Having determined a quorum present, Chair Cauble called the meeting to order at 10:35 a.m.

  • Minutes of the Personnel Committee, January 15, 2002
  • Minutes of the Personnel Committee, January 28, 2002

Ms. Shuter made a motion, which Mr. Helman seconded, to approve the minutes. The motion passed.

II. Action Item: Approval of Amendment to Bereavement Leave Policy & Definition of Immediate Family

Mr. Owsley recommended that two changes be made to the University Staff Policies and Procedures: 1) change current wording to reflect that an employee will be given three days of administrative leave with pay upon the death of an immediate family member; 2) add "in loco parentis" to the definition of immediate family. Mr. Owsley informed the Committee that this commendation was passed by both the Faculty and Staff Senates.

Ms. Shuter made a motion, which Mr. Owens seconded, to approve:

The President's recommendation that the Board of Trustees amend the University of Louisville Staff Policies and Procedures by adding the following new language (shown in bold face) and deleting the language in [brackets]:

Per-4.07-1 Bereavement Leave

The University recognizes the need for employees to be away from work upon the death of an immediate family member. An employee, upon request, shall be granted [up to] three days of administrative leave with pay upon the death of an employee's immediate family. [to attend the funeral and/or make funeral arrangements.] (See Appendix 1-B for definition of immediate family). If more than three days absence is necessary, other arrangements may be made by using personal days, compensatory time, annual leave and/or leave without pay.

Appendix 1-B Immediate Family Definition

Biological, foster or adoptive parent, a stepparent, spouse, a biological, adoptive or foster child, a step child, a legal ward or a person for whom the employee has (or had during the person's youth) daily responsibility and financial support, [mother, father], brother, sister, [son, daughter, husband, wife,] mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandparents and grandchildren of both the employee and spouse.

The motion passed.

III. Action Item: Approval of Personnel Documents of Academic Units

Dr. Garrison reported that a major portion of the Redbook was revised this year resulting in revisions to unit personnel documents to reflect the changes. Academic units worked over four months revising documents to be consistent with the Redbook. Dr. Garrison stated that there are a few areas that will have minor changes. She asked the Board to approve the document as is, but delegate to the President authority to approve final revisions. Dr. Garrison thanked Dr. Feldhoff and Dr. Billingsley for their hard work on this project. Dr. Feldhoff added that Dr. Billingsley's involvement was incredible as was the Faculty Senate Executive Committee.

Mr. Owens made a motion, which Mr. Porter seconded, to approve:

The President's recommendation that the Board of Trustees approve the Bylaws of the School of Music (Exhibit A) and the revised personnel documents of the College of Arts and Sciences (Exhibit B), the Brandeis School of Law and Law Library (Exhibit C), the College of Business and Public Administration (Exhibit D), the College of Education and Public Administration (Exhibit E), the Kent School of Social Work (Exhibit F), and the University Libraries (Exhibit G); and

That the Board of Trustees approve, pending further revision of certain passages as specified in the "Background" of this motion, the revised personnel documents of the School of Dentistry (Exhibit H), the School of Medicine (Exhibit I), the School of Nursing (Exhibit J), and the Speed Scientific School (Exhibit K); and

That the Board of Trustees delegate to the President the authority to approve the final revision of the personnel documents of the School of Dentistry, the School of Medicine, the School of Nursing, and the Speed Scientific School when those documents are presented and confirmed as in accordance with the REDBOOK and the Minimum Guidelines.

IV. Action Item: Approval of Mediation Policy

Dr. Garrison reported that the University does not currently have a mediation policy. Most disputes go directly into the grievance process. Mediation is a way to bring parties together early on to try to work things out with an impartial third party. Dr. Garrison informed the committee that the School of Medicine is using mediation as an informal process and it has worked well to keep people out of the extremely timely grievance process. Ms. Shuter made a motion, which Mr. Porter seconded, to approve:

The President's recommendation that the Board of Trustees approve, subject to review and modification at the end of two years, the "Mediation Policy and Procedure" (Exhibit A).

The motion passed.

V. Executive Session

Chair Cauble asked for a motion to go into Executive Session to discuss personnel matters. Ms Shuter made a motion, which was seconded by Mr. Owens, to go into executive session. The motion passed.

VI. Open Meeting Reconvenes

Chair Cauble reconvened the Open Session of the Personnel Committee at 11:50 a.m. She reported that the committee discussed the monthly personnel actions. Mr. Owens made a motion, which Mr. Porter seconded, to approve the

President's recommendation regarding the monthly personnel actions

The motion passed.

VII. Adjournment

Mr. Owens made a motion, which Mr. Helman seconded, to adjourn the meeting at 11:55 a.m. The motion passed.

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