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Personnel Committee Minutes -- January 8, 2004 -- Board of Trustees -- University of Louisville

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Minutes of the Personnel Committee
of the University of Louisville Board of Trustees
January 8, 2004

In Open Session

The Personnel Committee of the University of Louisville Board of Trustees met at 1:00 p.m. on Thursday, January 8, 2004, in the Jefferson Room, with members present and absent as follows:

Ms. Linda Wallbaum Cauble, Chair
Ms. Virginia C. Brown, Vice Chair
Ms. Marie Abrams
Ms. Donna Tinsley Denny
Ms. Joyce Hagen
Mr. Grant Helman
Ms. Jessica Loving

Other Trustees Present: Judge Angela McCormick Bisig
Mr. Ulysses L. Bridgeman, Jr.
Mr. Kevin Cogan
Prof. David Ensign
Mr. Nathaniel Green
Mr. Milton M. Livingston
Mr. Michael Sticklen
Ms. Elizabeth Worland
From the University:

Dr. James R. Ramsey, President
Dr. Shirley Willihnganz, Acting Executive Vice President and Provost
Dr. Joel A. Kaplan, Executive Vice President Chancellor for HSC
Ms. Angela D. Koshewa, University Counsel
Mr. Larry Owsley, Vice President for Business Affairs
Mr. Joseph S. Beyel, Vice President for University Advancement
Dr. Denise D. Gifford, Vice President for Student Affairs
Dr. Nancy C. Martin, Vice President for Research
Mr. Ronald L. Moore, Vice President for Information & Technology
Mr. David F. Barker, Director of Internal Audit
Mr. Michael J. Curtin, Vice President for Finance
Dr. William Pierce, Professor, Pharmacology
Dr. David Howarth, Associate Provost
Dr. Dale Billingsley, Associate Provost
Mrs. Terri Rutledge, Associate Vice President for Finance & Administration
Ms. Rae Goldsmith, Associate V. P. for Communications & Marketing
Ms. Dana Mayton, Associate V.P. for University Advancement
Mr. John Drees, Director of Public Information
Ms. Carolyn Cochran, Assistant to the Provost
Mrs. Kathleen M. Smith, Assistant Secretary, Board of Trustees
Ms. Debbie Dougherty, Board Liaison, President’s Office

I. Call to Order

Having determined a quorum present, Chair Cauble called the meeting to order at 1:05 p.m.

Approval of Minutes, November 13, 2003

Ms. Abrams made a motion, which Ms. Loving seconded, to approve the minutes of November 13, 2003. The motion passed unanimously.

II. Action Item: Approval of Mediation Policy/Grievance Process/Amendment to Redbook

Dr. Willihnganz reported a subcommittee comprised of a faculty representative, staff representative and administrator in Human Resources reviewed the Employee Mediation Policy and Procedures adopted by the Board in April 2002. The 2002 policy called for the establishment of a Mediation Service Coordinator position; however, the position has never been funded due to budget constraints. As a result, private mediation vendors provided services by contract; this has proven to be effective in resolving disagreements. The subcommittee recommended:

Mediation services continue by contract with a service provider;

The mediation service coordinator position be removed from the policy and that both the educational and the marketing responsibilities formerly attached to the coordinator position be assigned to the Office of the EVP/UP; and

Establishment of a fund within the Office of the EVP/UP to pay for mediation services.

Dr. Willihnganz reported the Staff and Faculty Senates approved the revised Mediation Procedures. The Faculty Senate approved r evisions to Redbook Section 4.4 and Appendix 1 dealing with faculty grievance procedures. The new grievance procedures streamline the grievance process by changing from individual unit grievance committees into a single University-wide committee which, through subgroups or panels, will hear grievances. The new grievance process incorporates the Mediation Procedures which are available as an alternative means of resolution. Dr. Willihnganz reported the mediation policy and faculty grievance policies and procedures will be reviewed after three years to assure that the process is working efficiently and effectively. In response to Mr. Helman’s inquiry, Dr. Willihnganz stated the University pays the cost of mediation. Ms. Abrams inquired regarding the effect this has had on staff. Dr. Willihnganz noted that the Staff Senate has a separate grievance policy and may also utilize the mediation procedures. Ms. Brown observed that a standing committee with university-wide representation exists to hear grievances; she will circulate this information to that committee to determine if the Redbook needs further revision. Prof. Ensign reported the Faculty Senate reviewed the revisions in detail; drafted this policy and incorporated recommendations provided by Faculty Senate and Deans. Prof. Ensign expressed full support of these revisions. Provost Willihnganz remarked that, with Board approval in February, the implementation date for these changes will be March 1, 2004. Ms. Brown made a motion, which Mr. Helman seconded, to approve the

President’s recommendation that the Board of Trustees approve the following:

Revised Mediation Procedures (Exhibit A)

Revised Redbook Article 4.4 (Exhibit B)

Revised Redbook Appendix 1 (Exhibit C)

The motion passed unanimously.

III. Action Item: Approval of Naming New Residence Hall Herman and Heddy Kurz Hall

President Ramsey explained that Heddy Kurz and her late husband, Herman Kurz, are great fans of the University. Mrs. Kurz has provided a bequest in excess of $4 million to benefit engineering, medicine, and music. President Ramsey suggested recognition of their support by designating the new student residence hall in the name of the Kurz’s. Ms. Loving made a motion, which Mr. Helman seconded, to approve the

President’s recommendation that the new residence hall at 1900 South Fourth Street be designated the HERMAN AND HEDDY KURZ HALL.

The motion passed unanimously.

IV. Information Items:

President Ramsey noted that in addition to naming the new residence hall for Herman and Heddy Kurz, the Engineering and Medical Schools have proposed to name specific rooms within their schools for these generous benefactors. Unless there is objection, Dr. Ramsey will authorize the Speed Engineering School to designate Room 216 as the Herman and Heddy Kurz Medical Engineering Computer Aided Design Studio, and the School of Medicine to designate a laboratory in the Department of Ophthalmology and Visual Sciences at the Kentucky Lions Eye Center as the Herman and Heddy Kurz Laboratory for Research in Macular Degeneration. There were no objections and Chair Cauble noted the Committee’s endorsement to move forward with these designations.

V. Executive Session

Pursuant to KRS 61.810(1)(f), Ms. Hagen made a motion, which Mr. Helman seconded, to go into executive session at 1:18 p.m.. The motion passed unanimously.

VI. Open Meeting Reconvenes

Chair Cauble reconvened the open session at 1:27 pm and reported that the Committee discussed personnel recommendations and QCCT board membership. Ms. Loving made a motion, which Ms. Denny seconded, to approve the

President’s recommendations:

That the following personnel recommendations be approved by the Board of Trustees.


Eugene Gilchrist, Ph.D.; change of appointment from Assistant to the President to Assistant Chancellor, Health Sciences Center, March 1, 2004. The appointment as Assistant Chancellor is at the pleasure of the Board of Trustees.


LeRoy Allen Furr, Ph.D., Associate Professor of Sociology; additional appointment as Chair of Sociology, July 1, 2004. The appointment as Chair is at the pleasure of the Board of Trustees.

Allan W. Futrell, Ph.D., Associate Professor and Acting Chair of Communication; change of additional appointment to Chair of Communication, March 1, 2004. The appointment as Chair is at the pleasure of the Board of Trustees.

John E. McLeod, Ph.D., Associate Professor of History; additional appointment as Chair of History, July 1, 2004. The appointment as Chair is at the pleasure of the Board of Trustees.


Gary Foulks, M.D., Columbia College of Physicians and Surgeons; Professor of Ophthalmology and Visual Sciences with tenure, and additional appointment as the Drs. Arthur and Virginia Keeney Chair in Ophthalmology and Visual Sciences, March 1, 2004.

Jon B. Klein, M.D., Professor of Medicine (Nephrology) and Professor of Biochemistry and Molecular Biology; additional appointment as the James Graham Brown Foundation Endowed Chair in Proteomics, March 1, 2004.

Peter Rowell, Ph.D., Professor of Pharmacology and Toxicology; additional appointment as Associate Dean for Research, March 1, 2004. The appointment as Associate Dean is at the pleasure of the Board of Trustees.

The motion passed unanimously.

Mr. Helman made a motion, which Ms. Loving seconded, to approve the

President’s recommendation to approve the following appointments to the Quality and Charity Care Trust (QCCT) Board of Directors for 2003-04:

Marie Abrams (replacing the unexpired term of J. Chester Porter)

Mike Curtin, University of Louisville (replacing the unexpired term of Clarke


The motion passed unanimously. Provost Willihnganz retired from the meeting.

VII. Other Business

Provost Search

President Ramsey had appointed an Ad Hoc Advisory Committee for Administrative Searches. Dr. Bill Pierce chaired this committee, with Ms. Donna Denny and Mr. Tommie Burns representing the trustees on the committee. President Ramsey provided as background information to the committee that the University has searches for five key administrative positions underway. He then asked Dr. Pierce to summarize the committee’s report (copy attached), noting the Committee met several times over a one-month period. The committee, comprised of representatives from ULAA, trustees, deans, faculty and staff, and vice presidents, reviewed a variety of documentation. The Committee noted the Redbook was ambiguous with respect to the selection of a provost, but was very specific regarding the selection of deans. The Committee elected a chair, provided a recommendation how to proceed with staging the five searches, and made its recommendation to the President to begin the process to fill the Executive Vice President/Provost position as soon as possible. It concluded time and money should not be determining factors in filling the position; the person who is the best fit should be selected. The process should be efficient in consultation with appropriate leadership groups of the various University constituencies. The President should solicit internal candidates first. If a good candidate is found, the President should negotiate with that person for the position. If no internal candidate is seen as an outstanding match, the President should immediately initiate an external, national search utilizing the Committee, not a search firm, to manage the process. Dr. Pierce asked Ms. Denny for her comments. Ms. Denny thanked President Ramsey for the opportunity to serve on this committee and complimented Dr. Pierce’s leadership and the committee for its work. Ms. Denny concurred with Dr. Pierce’s report, stating the Committee believed it would be optimal for the provost to be in place for the hiring of deans but did not recommend halting the dean searches already underway. Ms. Denny reiterated the Committee’s belief for internal candidates to be sought first, noting many may fit the profile. President Ramsey thanked Dr. Pierce, Ms. Denny and Mr. Burns for their committee’s excellent work. Based upon the advice of this ad hoc committee, President Ramsey has begun consultation with constituency groups regarding the Provost search. President Ramsey hoped to begin the internal search procedure immediately and to complete it by early spring. He expressed his appreciation for the work of the committee and its thoughtful approach. He pledged to keep the Board informed as the search proceeds. Chair Cauble applauded President Ramsey for his efforts.

Introduction of Dana Mayton

President Ramsey introduced Ms. Dana Mayton, Special Assistant to the President and Associate Vice President for Governmental Affairs. Ms. Mayton holds a law degree and has legislative branch experience. She was general counsel for the revenue cabinet for Kentucky state government and also served as cabinet secretary. President Ramsey recognized the overwhelming support Ms. Mayton has received from both Democratic and Republican representatives. Ms. Mayton thanked President Ramsey and expressed her excitement in working with the University of Louisville. The Board welcomed Ms. Mayton.

VIII. Adjournment

Mr. Helman made a motion, which Ms. Brown seconded, to adjourn the meeting at 1:40 p.m. The motion passed unanimously.


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