FACULTY SENATE MINUTES FOR FEBRUARY 3, 1998.
(Vol. xxvii, No. 18)

I. CALL TO ORDER BY GAIL RICHARD AT 2:02 p.m.

Present: J. Allison, G. Foster, N. Furumo, R. Gholson, B. Irwin, N. Marlow, H. Nordin, G. Richard, J. Schmidt, J. Simpson, J. Tidwell, L. Walker, A. Zahlan. Excused: C. Eberly, G. Lockart. Guests: J. Hunt, M. Jacques, K. Jones, J. McGrath, J. Nilsen, J.Niziolkiewicz, B. Whittenbarger.

II. APPROVAL OF THE MINUTES OF JANUARY 27, 1998.

A motion (Gholson/Irwin) to approve the minutes of January 27, 1998. Yes - Allison, Foster, Furumo, Gholson, Irwin, Marlow, Richard, Schmidt, Simpson, Tidwell, Zahlan. Abstain - Walker

III. COMMUNICATIONS

A. Memo to R. Bates regarding Council of Chairs report on the Constitutional Planning Process

B. Memo to M. Olsen and C. Nichols regarding the addition of a student and a faculty member to the Screening Committee for Internal Auditor

C. Memo to R. McDuffie thanking him for his presentation at the 1/27/98 Faculty Senate meeting

D. Minutes - Council on Academic Affairs - 1/22/98

E. Minutes - Council on Graduate Studies - 1/20/98

F. Minutes - COEPS Curriculum Committee - 1/26/98

G. Minutes - COS Curriculum Committee - 1/22/98

H. Minutes - Council on Teacher Education - 1/27/98

I. E-mail from K. Bridges identifying some areas of concern with the Administrator Appraisal Process - 1/26/98

J. Interview Schedules for the second and third and candidates for VPAA

K. Synopsis of the Financial and Compliance Audit for the year ended June 30, 1996, and the response of the University to the findings.

L. Resignation of John Simpson from the Faculty Senate effective at the conclusion of the 1997-98 academic year.

IV. OLD BUSINESS

A. Auditor's Report released on May 15, 1997--President Jorns reviewed the audit findings with the Faculty Senate Executive Committee and G. Richard also met with M. Olsen. The audit for which additional information was requested was the University's lack of adequate documentation to support the allocation of expenditures among State-appropriated funds, revenue bond funds and local funds. This issue was addressed in the FY 1997 budget process. The service charge on local accounts was doubled and some personnel were shifted from appropriated funds to local funds. The intent is to have all three funds separated and to have a requisite amount of dollars in business services to account for each. To determine the specific charges from each account is difficult to do without metering all buildings. Additionally, several student organizations with local funds could not survive if they were expected to pick up costs such as utilities and other indirect costs. Other Illinois Universities do not have procedures in place to address the separation of funds and they have not been cited. Deferred maintenance costs have not been met through appropriated funds and therefore there is need to use revenue bond funds for this. Eastern will continue to develop reasonable procedures to address this finding. Overall, Eastern is in excellent shape with the auditors.

B. Committee Reports

1. Nominations Committee & Liaison Coordinator - L. Walker has sent an e-mail to committees requesting bylaws and minutes from committee meetings.

2. Elections Committee - SEE THE INFORMATION REGARDING FACULTY ELECTIONS .

REPORT ERRORS/CORRECTIONS TO JAMES TIDWELL.

3. Faculty-Student Relations Committee - No report

4. Faculty-Staff Relations Committee - Next meeting of Staff Senate is 2/11/98 at 1:15 p.m.

5. Executive Committee Summary from 1/29/98 meeting with President Jorns and VP Weidner:

Green Space vs Parking Spaces Decision - Requests for additional parking lots/spaces comes from T. Weidner to M. Olsen and then to the President's Council. The expansion of the Buzzard Lot resulted in the removal of trees and essentially these were scrub trees. When trees are cut down the university generally replaces with one or more trees. The university wants to preserve and expand green space.

Director of University Advancement - This position was terminated in compliance with regulations requiring a 6 month notice and a buyout. There are no plans in place to hire anyone for the position. The next president will be responsible for this position. D. Jorns felt that there would be improvement in fundraising with the Development Committee recently appointed.

Questions & Comments from Faculty Senate Members:

*Is a Development Committee the usual and common practice utilized at other universities for fundraising?

*The perception is that fundraising is in disarray.

*Who is the chair of the committee? (J. Nilsen indicated that President Jorns chairs this committee.)

*With a committee doing the fundraising, where is the accountability?

*It appears that the university is going around in a circle to come back to where we started in the beginning. (At the time that S. Falk was at EIU there was a development committee in place which had representation from each college and met on a monthly basis to coordinate all areas of fundraising. It was effective.)

*There seems to be confusion about the Foundation and the development office. J. Hanna was not the executive director of the Foundation and did not have accountability to the Foundation Board.

*Is the Development Committee utilizing the consultant's report to develop a fundraising plan for the university?

*Did the consultant's report recommend that this be a vice presidential level position?

MBA Program in Singapore and Hong Kong - Because of the cost, the university will not be pursuing an MBA in either place.

Screening/Search Committee for Internal Auditor - The president's appointment to the committee is Roann Kopel, an Associate Professor of Accountancy and Finance so she will provide faculty input. Roann will ask one of her students to serve as the student member of the committee.

Procedures to Follow for Information - To avoid confusion in offices on campus, any request for information for the Faculty Senate should be routed through G. Richard. If information is being requested for individual use then the request needs to go through FOIA. There is a form to complete for FOIA requests.

Presidential Search Committee - There will be 11 people on the committee - 3 Trustees (S. Gilpin, N. Anderson, M. Hollowell), 3 Faculty, 1 Staff, 1 Alumnus, 1 Administrator, 2 Students. Chair S. Gilpin is very sensitive to the need to have campus involvement in the search process. The role of a consulting firm would be to identify potential candidates and to serve as an objective party for the BOT since this is their first involvement with a presidential search.

G. Richard reported that she has talked to R. Bates and that the Council of Chairs has not come to consensus as to where their concerns should go regarding Constitutional Planning. The review process has been more informal than formal and they do not have a written report for the Senate. The Executive Committee of the Chairs will meet on 2/4/98 and someone from that committee may be able to attend Faculty Senate following that meeting to provide an update.

6. Committee on Committees - N. Furumo indicated that Bylaws Article II, A.7 addresses the committees responsibility in getting bylaws, rosters and meeting dates. The Faculty Senate appoints members to 18 committees and conducts elections for 9 campus committees. The committee is considering the development of a web site. There was a question as to whether the committee will develop a policy about Faculty Senate appointments to committees that don't meet.

7. Other Committee Reports - R. Gholson reminded the Senate of the upcoming interviews with the 2nd and 3rd VPAA candidates.

C. Faculty Retirement Reception - Tuesday, April 21, 1998, 4:00 p.m. - 6:00 p.m. in the 1895 Room of the University Union.

D. Update on Legislative Liaison & Development Team - Jill Nilsen J. Nilsen reported that essentially the governmental relations work that occurs within her office remains the same and has not changed with the reassignment of the duties of C. Merrifield. The change that has occurred is that Eastern will not have a fulltime lobbyist in Springfield. J. Nilsen is currently looking at two firms to handle the lobbying. The cost for this has not been determined as they are not to that point in the negotiations with these firms. Eastern has made progress in Springfield with the help of Judy Myer and Dale Righter. The Student Action Team has also been a presence in Springfield. Lobbying is not a one person job and requires multi-voices. The Alumni Association has put a network in place across the state. Faculty Senate could get involved in lobbying efforts through letter writing to legislators. It is important to get the word out about the positives at EIU - tenure/tenure track faculty teaching small classes, good retention rate, good graduation rate of students, etc.

Questions/Comments Addressed by Faculty Senate:

*Will the cost of hiring a firm to do lobbying be publicized?

*The perception on campus is that a person is doing a good job and has success and then there is a change. Why the change?

*There were questions about the university's relations with Sen. Rauschenberger's staff in budgeting and funding issues.

J. Nilsen reported that there were differences of opinion expressed in an October meeting but that members of the budget committee did come to campus after that and met with the vice presidents and others to learn of Eastern's needs.

*There was a question about J. Nilsen's job responsibilities.

She indicated she was Special Assistant to the President and Director of Planning and Public Affairs. The areas for which she is responsible are: Institutional Research, Constitutional Planning, Media Relations, Special Events and Commencement, Publications, Governmental Relations, and Board of Trustees Relations.

*J. Nilsen confirmed that President Jorns was the head of the Development Committee. This group has met twice and will meet again next week. Possibly there will be more to report in a couple of weeks.

V. NEW BUSINESS

A. Agenda Items

1. Update on Illinois Articulation Initiatives & University Studies - Charles Evans and Rita Pearson - 2/10/98

2. Review of Constitutional Planning Process - unspecified

VI. ADJOURN AT 4:05 p.m. (Walker)

Respectfully Submitted,

Joan K. Schmidt, Recorder