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UC Davis Retiree Center Advisory Committee
Annual Report
2005-2006
The inaugural meeting of the Advisory Committee (AC) was held on October 28, 2005. Attending were Gloria Alvarado, Liz Hansen, Charles Hess, Charles Lacy, Bob Loessberg-Zahl, Barbara Nichols, Deanna Falge Pritchard, Dennis Shimek, and Richard Wydick. Two members, Ed Costantini and Calvin Handy, were not able to attend. The organizational plan and the charge to the AC were reviewed. Bob Loessberg-Zahl reported that the Office of Resource Management and Planning had tentatively identified space in Everson Hall for the Center for Retirees Resources and Relations, as the Center was initially named. The AC expressed concern that Everson Hall was not readily accessible for retirees and suggested that an alternative location close to the edge of the campus be sought.
The options of having two part time individuals serve as Center staff versus one full time person was discussed. It was decided that we should recruit for one full-time person who could provide leadership for the Center’s development and also handle the clerical responsibilities rather than search for two part-time individuals. A work group was appointed to develop a position description. The members were Gloria Alvarado, Liz Hansen, and Deanna Falge Pritchard as Chair. The group will obtain position descriptions from other UC Retiree Centers and meet with Leslye Hays. The goal will be to have a position description by the November meeting.
Bob Loessburg-Zahl will contact the campus news service to request an article in Dateline and other campus publications about the establishment of a Retiree Center. Charles Hess was elected Chair and Charles Lacy was elected Vice Chair of the AC.
The November 18th meeting was devoted to a review of the position description developed by the Work Group. The draft was based on position descriptions from UCB, UCLA, UCI, and UCSB and from a Health Sciences position. Liz Hansen agreed to modify the position description based on suggestions from the AC. The Work Group will meet with Leslye Hays and Bob Loessberg-Zahl to review the position description. The goal was to finalize the description at the December meeting.
Bob Loessberg-Zahl reported that Rick Keller has identified space currently occupied by the Office of Research as a possible initial location of the Retiree Center. It was hoped that the space would be available in April or May.
The origin of the concept of having a Retiree Center at UCD was discussed in connection with the development of an article for Dateline. Howard Frank made a survey of services provided to retirees on other campuses. The Retiree Association concluded that it should recommend that a Retiree Center be established at UCD similar to that at UCB and UCLA. Howard Frank prepared a first draft which Deanna Falge Pritchard developed into the initial form of a proposal.
The discussions about the position description continued at the December 16th meeting of the AC. The changes that had been made in the position description in a teleconference with the Work Group and Leslye Hays were presented. The changes clarified the reporting relationship of the director to the Executive Officer of the Office of the Chancellor and Provost and expanded the administrative responsibilities to include the preparation, implementation, and maintenance of the Retiree’s Center policy and procedures and the management of business and financial operations of the Center.
There was considerable discussion about what would be the appropriate working title of the position. Members of the AC had been thinking in terms of a “director” title, but from a Human Relations classification perspective, a ”coordinator” title more appropriately fits the position description and that in the future, when additional staff are appointed, the title could be changed. The AC still felt that in terms of recruiting and especially from the perspective of the membership of the two associations, the manager title was a preferred compromise. The Committee members also made the case that given the need to mobilize and work with the volunteers of the Associations, good management skills would be a necessary part of the position. Finally, the manager title would be more comparable with the title used on the other campuses with Retirement Centers. The Committee requested that an exception be made and the working title “manager” be used for the CRR&R.
During the discussion, the awkwardness of the name Center for Retirees Resources and Relations became more apparent. Ed Costantini suggested that the name should be revisited. It was decided that the Committee would look at the names that had been considered in the past and come up with a new list at the January meeting. Charley Hess will then request a meeting with the Provost to share our concern with the current name and to offer alternatives.
Leslye Hays described the recruitment process. She will appoint a Recruitment Advisory Committee (RAC) with representation from areas such as benefits, finance, administration, academia, diversity, and customer service. This committee will screen the pool of applicants and develop a “short list” of candidates. The AC will meet with the individuals on the short list and make a recommendation to Leslye who is the “hiring authority” for the Center manager’s position.
Changes made in the position description to reflect the use of the “Manager” title were presented by Leslye Hays at the January 20th meeting. In subsequent discussion about the role of the “Manager” it was agreed to add sentences in the section dealing with Support for Retirees and Retiree Organizations to cover maintenance of the Web Pages of the two Associations, and to indicate that the Manager would attend the meetings of the Retiree Association Board Meetings and the Emeriti Association Executive Committee Meetings. There was also discussion about the role of the Manager taking minutes. Each Association has an elected Secretary, but the Academic Senate Office staff person who supports the Emeriti Association does take minutes at the Executive Committee meetings and annual business meeting. The Executive Committee meets three to four times a year. Concern was expressed that to include “minute taking” in the position description may not be attractive to individuals with excellent “management skills” who would regard minute taking as a clerical responsibility. The consensus was not to include the taking of minutes in the position description and that an alternative solution for this task would be found. It was pointed out that this discussion demonstrated the need, in the not too distant future, for a part-time clerical position in the CRR&R.
The AC devoted time at the meeting to discuss the operation of the Center once the “Manager” was on board. The Manager would be given copies of the Division of Responsibilities among the UCD Emeriti Association (UCDEA), the UCD Retirees Association (UCDRA), and the UCD Retiree Center which were appendices in the Report of the Retiree Center Committee sent to Provost Hinshaw on May 16, 2005. The Manager also will meet with the Associations and discuss their needs to augment or clarify the information contained in the appendices. The Manager will develop a operational plan for the CRR&R and will discuss it with the Advisory Committee. Once operational, it is understood that each Association, and retirees who are not members of either Association, will communicate needs or suggestions directly with the Manager. However, if the request or suggestion would require a major commitment of the managers time, the request or suggestion should first be presented to the Advisory Committee. In the event of disagreements between the Associations, or retirees who are not members of either Association, and the Manger, or if requests for support exceed the capability of the CRR&R, the Manger may request the Advisory committee for help in resolving the disagreement or to suggest alternative ways in which the requested support can be provided. If the Advisory Committee is not able to help resolve an issue or find an alternative way to meet needed support, the Manager would consult with the Executive Officer.
Vice Chair Charles Lacy chaired the February 17th meeting of the AC and Bob Loessberg-Zahl served as recorder. Additional changes to the position description were presented. The changes were proposed to more accurately reflect the role of the manager in web support and support of the Emeriti Association. Leslye Hays noted that the proportion of the manager’s time spent in clerical support may be higher than anticipated. She advised the committee that it may wish to consider, sooner than later, ways to remove some of the clerical workload from the manager position, so that the manager has more time for program development. The committee discussed a number of options, including use of volunteers, apportioning some of the support budget to provide temporary clerical assistance, and pushing forward by a year its approach to the Provost for base budget resources to support a second, clerical position for the center. The general consensus was that this may indeed be an issue and that the Committee should wait before taking action—but not too long—to see what develops after the manager position is filled. Leslye noted that staff in the Academic Senate Office has advised her that the Senate may wish to retain some Emeriti support functions—in particular, maintenance of the Emeriti Association by-laws and faculty memorials. Leslye advised that the position outlined will likely draw a classification of PSS II or III.
As has been agreed at the November 18th meeting of the AC, the name of the Center was revisited. Dick Wydick suggested that we adopt the equivalent of the UC Berkeley name, UC Davis Retirement Center. Charles Lacy advised the Committee that the UCD Retiree Association, at its most recent meeting, voted to propose the name “UC Davis Retirement Center.” Calvin Handy suggested that the Committee also consider “Center for Retirees and Emeriti.” The general tenor of the discussion was that “UC Davis Retirement Center” was a good idea, despite concerns that some emeriti might object to the lack of “emeriti” in the title. Several members shared the sentiment that “Retirement Center” is neutral with respect to the two supporting associations, because it is entirely without prejudice to employees’ role at the University prior to retirement. The possibility of a naming contest was considered, but rejected as too time-consuming and too likely to raise unrealistic expectations that one of the entries would be chosen. It was determined that Charles Lacy would discuss with Charles Hess the Committee’s sense that “UC Davis Retirement Center” is best. Unless Charles Hess foresees significant issues among the emeriti, “UC Davis Retirement Center” will be recommended to the Provost.
Leslye Hays reported that the classification for the Retirement Center position has been approved and the job has been posted at the March 17th meeting of the AC.. The position title and classification, based on the job description, are Retirement Center Coordinator at the level of Analyst II. Although there was some disappointment that the title “Manager” has not been approved, the Committee agreed that the approved title would permit advancement in the future when additional staff were added to the center. The membership of the Recruitment Advisory Committee (RAC) was discussed and it was agreed that the RAC should screen the applications and select two to three applicants for interviews with the AC. The interviews were tentatively scheduled for the April 21st meeting of the AC.
The name of the Center was revisited one more time. Two variations on the name “UCD Retirement Center” were discussed – UCD Retiree Center and UCD Retirees’ Center. ‘Retirement Center’ could carry the implication that it was a facility where one could retire. “Retiree or Retirees’” Center has more of a feeling that it is a Center that supports retired staff and faculty. There were no strong feelings for any of the variations except that they were all preferable to the Center for Retiree Resources and Relations. It was agree that C. Hess would meet with the Provost to discuss a change from the Center for Retiree R & R.
The April 21st meeting was devoted to interviewing the three candidates for the Coordinator’s position. At the conclusion of the interviews, the AC met with Leslye Hays to discuss the candidates and share its recommendation that Doreen Strnad be offered the position.
Charles Hess reported that he had met with Provost Virginia Hinshaw on April 19th to discuss the name of the Center. Provost Hinshaw accepted the recommendation to change the name from the Center for Retirees Resources and Relations to the UC Davis Retiree Center.
Vice Chair Charles Lacy chaired the May 19th meeting of the AC and prepared the record of the meeting. Leslye Hays reported that Doreen Strnad had been offered the Coordinator position and tentatively would start on June 5th. The space being released by the Office of Research will not be available for the UC Davis Retiree Center and the original suggestion of space in the southeast side of Everson Hall is being revisited. Leslye Hays will request two additional handicapped parking spaces adjacent to the path to Everson Hall to accommodate retirees with disabilities. She reported that the Hotel/Conference Center, the preferred home for the UC Davis Retiree Center is slated to open in 2008. Office space will be found in Mrak Hall to house Doreen until the space in Everson Hall is available.
The AC welcomed Doreen Barcellona Strnad to her new Coordinator position at the June 14th meeting. Also present for their first meeting were Bob Halferty and Dick Walters, the newly elected Presidents of the UCDRA and UCDEA respectively. The AC discussed the development of the strategic goals and initiatives of the UC Davis Retiree Center and suggested documents and individuals that could be helpful in the development of the plans. It was suggested that Doreen present a draft of the plans at a joint meeting of the UCDRA Board and the UCDEA Executive Committee in September. It was agreed that the Center should have its own web page with links to the web pages of the UCDRA and UCDEA.