Minutes for March

Thursday, March 20, 2008, 2 p.m.
Avaya Auditorium - ACES building

Members Present

Timothy Barber, Joe Barroso, Denise Berry, Benjamin Bond, Steven Brahm, Linda Breining, Greg Browning, Layne Brewster-Smith, Gus Castellanos, Johnnie Conley, Vickie Drake, Lara Eakins, Nelson Fahlund, Lisa Gentry, Phillip Guerrero, Bretna Hackert, Martha Harrison, Bob Hemby, Sarah Hlavac, Dreya Johannsen, Vicki Kullberg, Rebecca Ledbetter, Richard Lee, Debra Madden, Gary Martt, Cindy May, Jennifer McClain, Michael McFarlin, Linda Overton, Pamela Owen, Eric Patkowski, Martha Ramey, Ben Rodriguez, Mark Smyth, Allison Supancic, Meredith Taylor, Barbara Thompson, Mindy Thompson, Robert Walker, Erin Waneck, Blake Willms, Brittany Wilson.

Members Absent With Notification: Sharon Bernard, Danielle Fournier, Chrissi Guerrero, Monica Pena-Mercado, Joyce Moyer, Janet Reed, Dixie Terry, Ashley Williams, Denise Zuniga.

Members Absent: Craig Blaha, Drew Carls, Tommy Downey, John Goutier, Sara Jackson Watson, Troy Johnson, Emil Kresl, Shelton Lewis, Rita Moreno, Elaine Rafferty, Felix Sanchez Jr., Christopher Scherer, Evan Turner, Helen Wormington, Vicki Nguyen-Student Rep.

Meeting began at 2:00 p.m., with a quorum present.

Chair, Erin Waneck:

• Reminds everyone that our next meeting is April 17th.
• May meeting is the 15th of May. This is the ice cream social and I didn’t get any feedback from anyone so the room is reserved in the main building 212. Ice cream will be provided by Amy’s.
• We would like to have a Meet and Greet at Schultz’s in April. Are Thursday or Fridays better? Please let me know if you have any ideas on this.
• Danielle and I were at the Employee Advisory Council (EAC) retreat. It was a very good meeting and there aren’t a lot of big issues. Most other campuses are trying to design Career Ladders, which has been a push on our campus, too.
• University of Texas at Dallas just got permission for Staff to get an Ombudsperson.
  • We will be meeting with President Powers tomorrow about University of Texas at Austin getting an Ombudsperson for Staff.
  • Almost all universities that the university wishes to compare itself to have an Ombudsperson or a Labor Union to represent them.
• There were several letters concerning the letter (email) that President Powers sent out that omitted Staff. (Chair reads one for an example
  • Vickie Drake 130.2: I do feel it is important to inform Pres. Powers the importance of NOT leaving out Staff in a communication congratulating Faculty and Students in which Staff participated in, too. I’m not sure if we need to write a letter to him stating that the omission of Staff was not taken well.
  • Benjamin Rodriguez 130.1: I second Vickie, but I almost want an apology from him. When he came and spoke in front of the Staff Council he spoke of the importance of Staff, and this omission is nothing but a slap in the face to us all.
  • Linda Overton 190.2: I was curious if this was a Staff Council Rep or a constituent who wrote this letter.
  • It was a constituent and they gave it to their Rep. who forwarded it to me. I received about 20 comments similar to this.
• I wrote a letter to the President asking for us to be involved in Texas Round Up and this was forwarded to HRS and Julien Cater responded that it was too late to add us. However, this is the same response we got last year, so we need to make sure if we would like to try next year that we keep it on the radar so we can ask earlier.

CHAIR invites Benjamin Rodriguez, Recording Secretary to get approval for January and February Minutes.

Benjamin Rodriguez asks for the approval of January Minutes

• Motion to accept.
• Motion 2nd.
• Passed.

Benjamin asks for the approval of the February Minutes

• Motion to accept.
• Motion 2nd.
• Passed.

CHAIR introduces Eric Patkowski, Chair of the By-Laws to read the Current changes.

Eric Patkowski

• III. Membership Section A: Changes made were to include wording for the At-Large Reps.
• IV. Becoming a UTSC Rep: The addition of section F pertaining to At-Large Reps.
• Linda Breining: Requests that we not implement this until this year elections are over since some of those running, if not elected, may want to run for an At-Large position.

1. Motion to move to accept these changes.
2. Motion 2nd.
3. Passes.

CHAIR thanks Eric and invites Lind Breining to give an update on Nominations and elections.

Linda Breining

• Nominations are currently going on and we had 60 some nominated and have 37 Reps running for re-election.
• We have eight districts that need nominations. These are 142, 160, 220, 322, 502, 522, 632, and 712. If you know someone in these district please ask if they know anyone that would like to run or if they might.
• We currently have one person running in 530 with 3 seats open, so if you know anyone in that district we would love at least 2 more nominated.
• It is up to all who are nominated to send in their Bios so they can be posted on the Web and people may look at them to help select their next Rep.
• Elections are in April.
• Bretna Hackert: I just want to thank you for this list, I know some people in these areas and it is great to have to recruit.
• Linda: I just want to thank all of you that have worked on spreading the word and UTSC and the Elections. It’s been a great help. Thank You.
• Erin: I would like to thank all the people who worked on the Web. It’s so nice to be able to click on a link and see where these people work. This let you have a connection with those you work with.
• The UTSC web page is just two clicks away from the main page. Click on staff in the top tool bar. This takes you to the Staff main page and from here you scroll down to Staff Council and click and you’re there! There you’ll see the Nomination Link and this will give a list of everyone who is in you district once you log in.
• Johnnie Conley 210.2: I went to this list and my name is still on there and I can run do to term limits.
• Linda: Your name is still there so that you can vote and nominate others. If we removed you name you would not be able to vote for you District Rep. It would prohibit you from being nominated.
• Erin: Among the update that Linda mentioned there were others that I would like to show while we are on the site. If you click on the Representatives & Districts link in the left column it will bring up a list of rep. names. If you click on your rep. it will bring up their email and you can email your rep. directly.

CHAIR asks Mark Smyth to pass out the NEW brochures that the Communications Committee, under the leadership of Ashley Williams, worked hard on to produce.

• These are something we and HRS can pass out to new (and current) employees, giving them a brief description about us and our accomplishments. Plus, it has a detachable part for comments and issues.
• We’ve had two Brown Bags since our last meeting which had great turn out, and I would like to believe that this has something to do with the turn out we are having with nominations.

CHAIR introduces Gary Martt to talk about WebSpace availability and how to use it.

Gary Martt (handout “WebSpace”)

• The resource Committee is still having meetings and we do many of them through Teleconferences. If any of you would like to conduct you meetings this way, please contact me and I will help you set it up.
• We are looking to have the Handbooks to be electronic for the upcoming season of new Reps.
• WebSpace is available to ALL university Staff, Faculty and students. It is available at no cost because it is supported by fees. You must have a valid EID to access WebSpace.
• Access WebSpace
• You can setup a directory to download eReports that will allow you to receive SOME reports from Define into a folder.
• You can store PowerPoint shows and other presentation info here so you can access them at meetings.
• Lastly you can create webpages like the example of the Resource Committee’s page.
• If there are other Committees that are interested in creating Web pages I will help you out, but I am not the expert. You can e-mail me or contact ITS for more info at 471-8800.

CHAIR thanks Gary for all the info and invites Bretna Hackert from the Retirement Committee

Bretna Hackert

• Issue 2007-13
• If on your last day of employment you have credit for 50 days (400 hours) or more of accumulated state sick leave, you are eligible to purchase one year of service credit.
• Upon retirement a staff member may purchase a maximum of one year of service credit using that accumulated sick leave. Only five days of sick leave per year may be credited toward the 50 day or more total. Sick leave may be used for calculating benefits but cannot be used to determine eligibility for retirement.
• This topic is explained in full on TRS website: page 20. [PDF]
• You have to purchase this with your own money, and this gives you an extra year of service which increases you benefits. The cost is based on you income at the time of retirement.
• We have another issue that concerns sick leave and we are in communication with Julien Carter to see if there is anything we can do to 'award' those who have accurred large amounts of sick leave.
  • Motion to close
  • Motion 2nd.
  • Passed

CHAIR thanks Bretna and introduces Allison Supancic to give a brief report on Campus Safety and Security Committee and the Police Oversight Committee.

Allison Supancic

Campus Safety and Security Committee highlights:

The CSSC met September 21, October 19, November 16, January 18, and February 15. Each meeting has featured one or two presentations of importance/interest to all campus communities. Examples include discussions of campus building safety/risk assessment; MobileCampus text alert service available to all campus staff, faculty and students at no charge; information on staph infections; a presentation on the status of the new Behavior Concerns Advice Line (BCAL); effects of recent weather events(presented by Troy Kimmel); and updated plans for today’s debate. Three more meetings are scheduled for March, April and May, 2008.

A number of useful links provide information or services to the campus community:

• Campus Safety and Security-Provides general links to Environmental Health and Safety, Fire Prevention, University Police, Parking and Transportation Services and Emergency Preparedness
• Emergency Preparedness Website-includes emergency procedures and emergency plans
• Longhorns Mobile Campus-a free text alert service that specifies the beginning/end and nature of threat or incident
• Behavior Concerns Advice Line or Behavior Concerns Advice Line two-Dialing 512-232-5050 will connect you to trained staff members 24 / 7 / 365.

Police Oversight Committee Highlights:

The Police Oversight Committee held its first meeting of the year on November 28, 2007. At that time, President Powers told the members that he sees at least two important roles for the committee: to address policy issues; and to raise controversial issues, discuss them thoroughly, and make recommendations to him. The POC has since met on January 23 and February 20, 2008. Additional meetings have been scheduled for March and April, 2008.

All university constituent groups are represented on the committee: staff, faculty, students, and administration. The chair of the committee is Dr. David W. Springer of the School of Social Work. Meetings allow for thorough discussion of one or two topics. Recent examples include an overview of UTPD’s strengths and challenges; racial profiling on campus; behavioral assessment/concerns; and training of UTPD officers.

Several links to UTPD services and programs may be found at the University Police Web site.
• Erin: is your committee the place to bring up complaints about the police?
• We have had such issues arise and we take them and send them to the appropriate areas. The complaint process is actually straight forward and can be found on the UTPD’s website. It’s an actual form that you fill out.
• But the members on the committee can receive this info and bring it up in the meetings.
• Benjamin Rodriguez: was this committee responsible for the survey that was sent out recently?
• I am not aware of what was just sent out, but the Committee is planning on doing an in depth survey this summer.
• Layne Smith: The resent survey was sent out by Lt. Amber Calvert and it is for accreditation it is a requirement for that.
• It was sent out to a random group and we have a unique experience being one of the few Schools that are accredited in this department.
• Erin: I know that all the different police department system wide are challenged keeping good officers because the pay rate may not be as good as the city’s in which it is located. This also, reminds me that at the EAC retreat we watched a video on what to do if some enters a campus armed. I believe that because this got such great response that it will be distributed to all campus to be viewed.

CHAIR announces that Mark Yudolf may be leaving to be the President of a California university. Chair introduces Lisa Gentry from the Benefits Committee.

Lisa Gentry

Issues 2003-19: Expansion of Sick Leave Pool.

First, you have to use all your sick time before you can even be considered for the Sick Leave Pool. Second, the matter has to life and death oriented. This is generally determined how your doctor writes up you needs and the procedure of the matter at hand.

The fact is, some doctors are better at this then others, and that is why two different people with the same needs get different responses while being viewed for Sick Leave Pool time.

Would like to see a report of those that are accepted and those that are not, and see more information given to Staff to lessen this confusion. This matter needs consistency.

• Motion to pursue this with further investigation.
• Motion 2nd.
• Passed.

Issue 2004-2: Place notices in personal files for those who are nominated for UT Staff Excellence Awards.

• Motion to approve and write a letter to HRS
• Motion 2nd.
• Passed

• Issue 2004-7: Compliance Officer.

HRS says we have a Compliance Officer, Robert Burns, and we feel we should close this issue.

• Motion to close this issue based on the fact that such a position exists.
• Motion 2nd.
• Passed

Issue 2004-14: Update the Separation form and provide it online using UTEID.

Jason in Records in HRS said that there is no movement to put it online but there may be a chance that it will be in PMP

Jennifer McClain: This is no longer on NCR 3 paper it is a pdf file with the assumption that you will print yourself a copy once you fill it out.

Brittany Wilson District 701: If they wanted this on the web how long is it available after you separate?

After separation you no longer have access to your EID that day. So you could not view it any way.

I believe it was to fill out the form.

We will leave open to discuss with Julien.

Issue 2005-16: To uniform the Pay Raise process so that stellar workers can receive fair raises that otherwise may go to favorites.

When an open records request was made it was turned down because it was too broad.

• Erin: I had requested information on the Committee’s behalf and the information I received was useless. This is something that we could meet with HRS and take it from there.
• Plus, the Faculty did a study two years ago and that is how they came up with their argument for higher raises. We don’t have the resources to do our own study and that is why we would have to go to the President’s office to get a study done.
• Linda Breining: Will Daniele’s Ad-Hoc Committee be able to view this when they are working on the Performance Review issues. o
• Erin: Even though this is inter-related I feel that adding this to the Ad-Hoc is too cumbersome.
• This was brought forward because an employee may not get a fair raise because the manager’s favorite employee gets a higher raise which takes away from the pool allotted to the department. Not about pay rates.
• Erin: A 1% raise doesn’t even cover the increase in Health costs, while the managers often get a 6% raise which based on their salary is a much greater pay raise.
• Motion to table this until next month so we can come up with more ideas as to where we want to take this. If anyone one has any ideas please forward them to the Comp &Class Committee.
• Motion 2nd.
• Passed.

Chair motions to adjourn

Motion to Adjourn

2nd.

,p>Passed

Meeting Adjourned 3:30

Meeting Adjourned 2:54 p.m.

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