MAT Executive Council Meeting Minutes Tuesday, April 24, 2001 Room 2-c Rio Salado College 2:00pm - 4:00pm Ann Barrett called a regular meeting of the MAT Executive Council to order at 2:10pm. Those attending: Suzanne Martin, Tim Keefe, Dee Jacobs, Barbara Yancy, Emily Weinacker, Norm Godin, Sue Kater, Michael Springer. GROUND RULES Meetings will start on time. Meetings will end on time. Everybody must be respectful of the opinions of others. A topic must be "finished" before moving on. What is said remains in the room. Have fun. APPROVAL OF MINUTES 3/24/01 ACTION ITEM: The minutes were approved by consensus. BOARD REPORTS President MAT Evaluation All MEC members should identify a representative for the ad hoc Evaluation Committee by early next week. Out-going Presidents are welcome join. Meeting dates in May or June must be identified. Pat Honzay and Brenda Stocklin-Smith will give an overview of evaluations. Evaluation Committee's mission and what it would accomplish will be discussed. Special campus meetings may need to be called for this purpose. There will also be an EBAC presentation and data collection at this time. Meeting will last an hour and a half. Time commitment: Initial 3 hour meeting. 1.5 hour every two weeks. Once a month for rest of the year. This is a working committee. Processes will be identified, as well as how the project can be supported by MAT Executive Council Office. Special Funds Treasure Quarterly Report Sandra Mares will collect dues next year. While $193,000 of Professional Growth money has been spent so far this year, the accounts show that only $62,000 has been used. A MAT representative will meet with the fiscal agents to find a solution to this problem. A draft for fiscal agents to react to is being developed. Key points will be stated in hopes that everybody can do things more similarly. Tracking money is not part of Professional Growth's responsibilities. They do not have time for this. A date three months out (instead of two) might help with the problem of people charging things to their departments and then to Professional Growth. PSA gives their funds per semester (four times a year). Other employee groups were surprised that it was not mandatory return receipts within 30 days or no money. MEC wants requests to go into OGF so that money is automatically encumbered. Also, if info were entered every month, fairly accurate data could be obtained through the Web Financials. If Professional Growth's balance is down to $50,000 or less by the end of the year this year's request for an additional $50,000 will be granted. In 1998 $78,000 was left in the account. In 1999, $69,000 was left. For 2000 $119,000 was leftover. For 2001 the account shows that $345,000 is still not transferred to MAT PG account! A representative from each unit should be on the Professional Growth Committee. That person could then help the traveler get the paperwork in. The process used by Emily Weinacker's department to manage Professional Growth funds will be examined. There will be about $8000-$9000 left from Sabbaticals to go back to Professional Growth. There should be about three thousand dollars left over in the conference account this year. Club account-collected almost a thousand dollars more in dues this year than any other year. The amount spent on the retreat will surpass the amount in the club account slightly. Dee volunteered to do a five-year analysis of spending to help future MEC members use funds better. MEC COMMITTEE REPORTS Conference Debrief Brainstorming and feedback session. Liked Steve Chandler. Intro was creative, set mood. Registration went pretty smoothly Electronic registration went well Pins were good-people wanted them Suggestion-half day, PSA conferences are different-people go on their own time as well as on work time, stay over night, etc.-MAT doesn't even want to stay on work time. Need to encourage people to get to know each other. Incentive items (to get people to stay until end of day). It might be time for a new format: the same format has been used for four years. Earlier lunch with more events afterwards might get more people to stay. Bookstore-speakers warned upfront that bookstore takes cut. In general, so well organized. Afternoon sessions-fewer options, doing something very specific to MAT employee concerns, maybe more variety, new session that was not offered in the morning-something very practical. End at 3:30, some people worry about picking up their kids. Hard to sit through the whole conference. Shorter program length-six twice, key note speaker at end. Many people's brains are shot after lunch. Post conference workshop. Happy hour, mingling-MAT relationships need to improve, gives info a chance to take root. Comments written down while eating. At beginning, Harvard Hasty Pudding Awards, spoofs. Meet & Confer alary increase is 3%. "Y employees" get 1.5%. Definitions for "red line" and "Y employee" are being sought. Certification pay is being supported for this fiscal year. The request to bank more hours is not going to happen. They would like to cut everyone's banked hours to half. Q: Is there anything for MEC to ratify? A: Nothing can be ratified until wording is done, and by then whatever it is, is pretty much a done deal. Reclassification Reclassification RFP-information was collected. Sue Kater rewrote the document. Document was given to Jose and he will write RFP with Mike Macintyre. Requested-MEC wants to see the actual reclassification RFP. MEC also wants equal representation on the committee. Trying to find out-How much is in budget for search? How much is in the budget to pay consultant? Is any money set aside for pay increases? Ann Barrett and Sharon Blanton have met with Jose. He wishes to meet with Sharon separately, although she may take somebody with her. Technology "mass exodus" is at PSA level. There is no data to indicate that MAT tech employees are leaving at higher rates than ever. Data is needed (breakdown: percentage of technical people that are leaving district, and those jumping from campus to campus). The solution is not necessarily reclassification. One issue is that technology is not seen as a whole. Retreat Dates: June 20th and 21st, 2001. Will be held at either the YWCA or the Crowne Plaza in Phoenix. The cost will be slightly more than $1,500. The 1st day will be for review of 00-01. This will give Unit Presidents and in-coming Unit Presidents to discuss this year's events. The 2nd day will be to plan for 01-02. The meeting was adjourned at 4:10pm. Posted 04/30/01.