Minnesota State meet and confer minutes Feb. 23, 2018

Publish Date
Committees
Minnesota State

Minnesota State Statewide Meet and Confer Minutes
Date: February 23, 2018
Time: 10 AM
Location: Minnesota State Office - Wells Fargo Building, St. Paul
Attendees: Brian Yolitz, Jamie Nordstrom, Ross Berndt, Clyde Pickett, Laura King, Sue Appelquist,Devinder Malhotra,Chris Dale, James Jorstad, Jessica Mount, Jaime Simonson, Anne Maile, Anita Roios, Barb Gosch, Terry Nelson, Clay Passick,Heidi Vidor, Tabatha Miller,Kay Pedretti

Next Meeting:
1) Introduction to CDO
Clyde Pickett introduced himself.

  • Upcoming requests for MAPE representative on Equity and Inclusion team forthcoming
  • Look at the evaluations for the Equity and Diversity that were done on each campus.

2) Demonstration the Value of Higher Education

  • We are working with Stanford and Brown We are pulling data for all the MInn State institutions and providing to them. Stanford and Brown are then going to IRS to pull data. Looking at tax filings to see the economic mobility impact that higher education has on students.
  • The report will be available in October.

3) Next Gen

  • Current update is Minn State is building groups-How do we do our work, to have a common understanding. Document how work is being done and what is needed.
  • What do we want? Gather requirements for the connected ISRS Subsystems/interfaces.
    • Maybe there are existing products on the market that will fit
  • Committed to getting Marketplace implemented

Question: as we transition to ISRS next gen. IT departments have anxiety. The System Office staff left out- especially Waite Park please don’t forget about them. We were insured that the teams will have system office people on them.

4) System Office v. Campus ITS functions and administration

ITS feel like some tools are being moved from campuses to the System Office. Is there a new direction that we are going that campuses are not understanding. Eduroam as an example. When O365 tools were taken away from IT folks, Security/Networking - example: some campuses used to quarantine email accounts once a week. Since the implementation taken away, they don’t have that ability anymore but this isn’t being dealt with and taken care of. The CIO’s didn’t know this was happening. Campuses are confused.

  • Examples were given from the employee side and from the student side of how people have been affected by updates and changes. Examples, Eduroam, Office 365
  • Staff feels like they no longer have the ability to control certain functions at the campus level, that were important to them. They feel like things have been taken away from them, to be controlled at the System Office level.
    • Meet and Confer Team to get specific examples of these types of issues the campuses are frustrated with, and work offline with Ross Berndt to resolve.

5) Facilities Operation

  • They are looking at how we do our physical spaces/mechanical systems against national standards.
  • Team looking at 7 campus: Inver Hills, DCTC, Vermillion, RCTC, SCSU, Moorhead, North Hennepin and will be looking at how can we improve? And make some systems things to make more effective.
  • Will recommendations be provided system wide? Yes, we have asked each participating campus who are volunteers to give an individual report. The consultant will weave the 7 parts together, to put together a plan and recommendation for standards, training, hiring, and managing the aging workforce.
  • If we can share with MAPE members, yes, that’d be great. Add this to our phone call agenda items, and tell folks they can expect an update
  • Will you share the recommendations and reports? They will discuss the recommendations and outcomes of the report during the system-wide facilities meeting this spring. At that meeting, they will ask other campuses if they are having similar problems.
  • Expect an April draft report to the Board of Trustees

6) Budge update
2018/2019 budget

  • Enrollment is in decline, as projected.
  • FY19 allocation framework is available online.
  • Supplemental budget request for FY18-19 is expected to be presented prior to the State of the State March 14th.
  • Enrollment projections and FY17-18 budget documents provided.

2020/2021

  • Next biennial budget request. Budgets are due to System Office in April, so campus budget processes should be underway now. Budget need to go in front of the board this October.
  • Request for Next Gen, work really hard

7) Legislative update

  • Remember this year is a bonding year. We are scheduled to present on tuesday. Doing it all in 90 minutes. Bonding site visits wrapped up last week. MMB coming in, U of M coming and then Minnesota state, we will share our session
  • Reporting to Department House and Senate Higher Ed committee on March 1
  • March 21st is MAPE “Day on the Hill”
    • Supplemental
    • Bonding book
    • HEAPR piece - got good feedback
    • If you need more help for this day, let us know
    • Let us know what you’re hearing. Questions from folks? Let us know we get updates.
  • We got great feedback on Bonding campus visits, great feedback, from MAPE. Thank you.

8) Executive Search

  • This week and next week is all about Chancellor search. Listen in on open forums
    • We have a strong pools of candidates
    • Kudos to the committees
  • Other 3 searches, SCCTC, president, and Rochester, and System office, Vice Chancellor HR
  • St. Cloud and Rochester has system office interviews the week of March 5th/March 8th.
  • Ridgewater and MState, St. Cloud State - also have searches underway. Ridgewater and MState going to the Board April. St. Cloud State going to the Board in May.
  • The Chancellor search forum starts Wednesday, February 28th. Going to the board March 2nd.
  • Vice Chancellor of HR, SCCTC president and Rochester President should go to the Board in March.
  • Is there any way MAPE can get more advance notice to be able to attend forums more than one week in advance? They are trying to give as much advance notice as we can. They are doing their best.
  • More information: http://www.minnstate.edu/system/working/index.html

9) Succession Planning Toolkit

  • Handouts - succession planning efforts
  • Campuses are in various phases of adoption of succession planning
  • MAPE employees might not have exposure
  • FAQ - succession planning we ‘ve shared broadly within the system. Been topic of discussion to board of trustees since 2011.
  • #7 what are the roles in succession planning. Everyone has a role from presidents, to managers, HR’s and individuals, etc.
  • Several campuses are updating position descriptions, etc.
  • Several campuses are updating performance evaluation processes including, Northwest Tech, and Bemidji
  • Hennepin Tech updating performance evaluation process
  • Northland community and Tech, Alex tech and community, are updating performance evaluation
  • Two other campuses are further along. How are we developing people, and empowering supervisors, and help support: St. Cloud Technical and Riverland- they have gotten quite far.
  • Anita Rios available to help support and this is not a mandated thing across the system.
  • System will communicate to CHROs regarding more communication about succession planning
  • There is no expectation that PDs are updated annually; best practice is every 3 years.
  • Performance evaluations are not required annually. The governor mandates this for other agencies and Minn State tries to live up to that spirit.
  • As transactions are moving to TRMs, there will be an expectation that position descriptions and performance evaluations are completed more routinely. They are building a workflow to track communication. Succession planning will not be a requirement.
  • MAPE pointed out that succession planning does not seem to be in a stage that would mitigate the need for phased retirement. Chris Dale indicated very strongly that he felt this belonged to a discussion that should be held at contract negotiations, and clearly demonstrated his unwillingness to listen to what we had to say, and continually told MAPE that he would not be discussing this topic at this forum. MAPE indicated that we did not want to negotiate; we just want to understand the decision to not participate in the pilot. Further, we couldn’t have discussed it during the last supplementals, because the master table had not agreed to the pilot program at that time. By next supplemental, the pilot program will be over. MMB directed us to discuss this the pilot at Meet and Confer. Chris insisted they were not discussing this issue.

Meeting adjourned.

Action/Follow-up Items:

  • MAPE will get more specifics regarding ITS functions being transition to the System Office and communicate that to Ross Berndt.
  • Tell campus liaisons about forthcoming facilities reports in April.

Statewide MNSCU – MAPE Meet & Confer Team
Jerry Jeffries Minnesota State University, Mankato – Chair
Nicole Hamilton South Central College –Vice Chair
Kay Pedretti Winona State University
Barb Gosch – System Office, Waite Park
Terry Nelson Inver Hills Community College
Heidi Vidor – Anoka Ramsey Community College
Marcia Beukelman – Southwest Minnesota State University
Tabatha Ries-Miller System Office, Saint Paul
Clay Passick Century College
Theresa Harsha – Central Lakes College
Dave Kamper MAPE Business Agent