3 August 2004
Minutes
Present: Lee Alekel, Jan Brown, Letha DeMoss, Tim Derrick, Heidi Eichorn, Morey MacDonald, Betty Rasmussen, Jerry Thomas, Pam White
Distributed: Draft organizational chart, space inventory for College of Family and Consumer Sciences (same for College of Education accompanies these minutes), proposed agenda from initial meeting on April 27 (for progress check), matrix developed at last meeting showing current positions and possible savings.
Review and Update
Letha DeMoss, Lisa Dillavou, Heidi Eichorn, Walt Gmelch, Betty Rasmussen, Jerry Thomas, and Pam White met with Margie Tabor from FP&M to discuss space issues. Margie will provide an assessment for the Dean's Office, Students Services and Research areas.
Jerry Thomas and Pam White will meet with Susan Carlson, Ellen Rasmussen and Margie Tabor on August 24 regarding possible renovations.
Jerry Thomas and Pam White met with Carla Espinoza regarding employment issues. She will explore options for merit and P&S employees and will propose an interview/hiring process for both categories.
A meeting is being arranged for the deans, fiscal officers, department chairs and their budget support staff person to identify and discuss areas in which the colleges manage budget-related matters differently. It will be important to gain consensus on major operational procedures as this will affect staffing needs.
Proposed Agenda
A review of the proposed agenda distributed at the initial April 27 meeting of this workgroup indicates that we have achieved a great deal. Accomplishments include: examination of current staff structure, brief job descriptions of staff, examples of other dean's office organizational charts, functional responsibilities of Deans Office. Items that are in progress but cannot be completed until the combination is approved include: determining number of positions and roles to be filled, selection procedures and timeline to fill those positions, physical location of Dean's Office, budget process and categories, and philosophical and operational comparisons.
Review of Structure
A draft organizational chart was distributed and discussed. Modifications were made (attached). It is likely that a phase-in plan will be necessary to ensure a smooth transition. The structure should be reviewed over the next two years under future administration for efficiency measures.
Convocation Planning
Realizing the Dean's Office structure set forth by this workgroup will be impacted by the Student Services and Research workgroups, all agreed to distribute an updated "draft" at the combined college convocation on August 19. It will be important to discuss this document with staff before that time. Jerry and Pam will give brief comments on our progress including the contacts made with Margie Tabor and Carla Espinoza.
Next Meeting
This workgroup will need to meet again before the first meeting of the whole planning committee in the fall. Some discussion items will include: a draft report of the workgroup to the planning committee; information shared at the meeting of deans, chairs, and fiscal staff; and, any information received from Margie Tabor and/or Carla Espinoza.