Minutes for May 2009

Thursday, May 14, 2009
Main Building Academic Room, MAI 212

Members Present:  P. Abusali, Ben Bond, Steve Brahm, Patrick Buckner, Tony Bumpass, Mary Campbell, Nellie Cano, Stephanie Cardenas, Lawrence Cook, James Cooper, Jackie Dana, Lara Eakins, Jeff Ellinger, Tom Embleton, Robert Giles, Mickey Gonzales, Joe Gregory, Janet Griffith, Phillip Hebert, Janice Hejl, Keith Hill, Gloria Holder, Ronnie Hunter, Troy Johnson, Charles King, David Kruse, Vickie Kullberg, Janet Larsen, David Macha, Gary Martt, Jennifer McClain, Jane Moore, Jimmy Moore, Rita Moreno, Louise Nelson, Amy Olson, Linda Overton, Pamela Owen, Stephanie Peco, Lori Peterson, Cynthia Podolnick, Cindy Posey, Cheryl Rae, Martha Ramey, Janet Reed, Jo Ann Richmond, Ben Rodriguez, Tracy Saenger, Candace Shye, Rachel Sidopulos, Jenny Smith, Mark Smyth, Anne Steele, Heather Vacek, Robert Walker, Marie Warden, Bobby Wawak, Robert Weisse, Brittany Wilson, Colleen Yarbrough, Jeffery Yeomans, Luis Zamora (for Sunni Zuniga)

Members Absent with Notification:  Lewis Bowen, Sally Dickson, John Goutier, Chrissi Guerrero, Lori Hamilton, Kathryn Kenefick, Sarah Kitten, Dianne Kline, Jennifer McClain, Craig Meserole, Eric Patkowski, Tina Radke, Chris Scherer, Madison Searle, Mindy Thompson, Elena Watts, Brandy Whitten, Blake Willms Ashley Williams

Members Absent:  Jose Barroso, Denise Berry, Suzanne Ewing, Danielle Fournier, John Goutier, Martha Harrison, Robert Hernandez, Eric Johnson, Sarah Lind, Jennifer McAndrew, Robert Meyer, Janell Ross, Meredith Taylor, Barbara Welch

CALL TO ORDER

The Council convened in the Main Building Academic Room, MAI 212.  Chair Ben Bond called the meeting to order at 12:30pm. 

ANNOUNCEMENTS

Chair Ben Bond welcomes current and incoming representatives to Staff Council and today’s meeting.

OFFICER REPORTS

CHAIR

Next month's meeting is scheduled on Thursday, June 18, 2009 from 2-2:30pm in the Avaya Auditorium, ACES 2.302.  Please note the location and time change.

Mr. Bond presents perfect attendance and service awards to outgoing representatives.

Mr. Bond presents the following resolutions:

2009-01:  Support for Staff Merit Raises in Fiscal Year 2009-2010

This resolution recommends that the University fully fund staff merit raises at three percent for fiscal year 2009-2010 and support parity in merit raise pools between faculty and staff employees.

Cindy Posey (District 522):  I think it is a great idea that UT Staff Council supports this resolution and all that it encompasses.

James Cooper (District 610.1):  I heard that the State Legislature passed legislation that provides state employees with a $1,000 payment.  Is this in addition to that?

Louise Nelson (District 540.2):  That payment is being given to all state employees, except for higher education institutions.

Joe Gregory (District 470.2):  How would the resolution be signed?

Ben Bond (District 160.1):  The resolution would be signed by the executive officers, and submitted with a cover letter to the President’s Office.

Joe Gregory:  I think it would have more impact if the resolution included all of the UT Staff Council membership instead of personalizing it with just the officers.

Ben Bond:  It is standard procedure for all resolutions that are submitted to be signed by the officers, on behalf of the entire organization membership.

Motion 1:        Cindy Posey – that University Staff Council accepts this resolution and submit to the President’s Office on behalf of all University staff.

Second:           Unanimous

There were no objections; the motion passes.

Jackie Dana (District 262):  I would like to ask that the minutes reflect that this resolution was passed unanimously.

Mr. Bond asks the Recorder/Secretary to duly note this in the minutes for record.

2009-02:  Bicycle Friendly Policies at the University of Texas at Austin

This resolution expresses Staff Council support of the Faculty Council in their pursuit of bicycle friendly policies at the University of Texas at Austin.

Mr. Bond introduced Professor Gordon Novak from the College of Natural Sciences, who was in attendance to present details of and answer questions regarding this resolution.

Professor Novak states that bicycles have been a part of the campus traffic flow for many years.  The Campus Master Plan “redesigns campus routes to include bicycle paths, lanes, roadways, and corridors, with bicycle traffic and parking permitted exclusively on and in designated streets and areas; recreational bicycle paths will run parallel to pedestrian paths.

This resolution requests sidewalks and bicycle paths on campus in order to help reduce the number of bicycle conflicts. 

Troy Johnson (District 491):  Are you aware that tomorrow is “Bike to Work” Day?

Professor Novak:  Yes, I am.  And I plan on riding my bicycle to work in support of that day.

Ben Rodriguez (District 130.2):  Current bicycle racks are not close to campus buildings.  Is bicycle parking guaranteed?  And how is this parking funded within this resolution?

Dr. Novak:  There are no guarantees, but there has been a visible increase in bicycle usage as gasoline prices continue to rise, so this will be an ongoing situation into the future.  I am chairing the Parking & Transportation Services Bicycle Committee this year.  Parking & Transportation Services has funded some bicycle racks.  We are looking at identifying more spaces for bicycle parking on campus. 

Linda Overton (District 190.2):  As the Campus Master Plan calls for reduced vehicular traffic on campus, I agree that it makes more sense to encourage bicycle usage on campus.

Tony Bumpass (District 302):  Austin is a city that’s very bicycle friendly; getting to and from campus is pretty easy.

Dr. Novak:  Agreed; Capitol Metro buses even provide bicycle racks so individuals can ride bicycles and store them on the buses in their daily commutes.

Troy Johnson (District 491):  The kiosks at the intersection of Innercampus Drive and Speedway carry bicycle tubes, locks, lights, helmets, and pumps, and also provide services for registering a bicycle.  I’d like to see these services expanded across campus.

Motion 2:        Joe Gregory – that University Staff Council accept this resolution

Second:           Cindy Posey

There were no objections; the motion passes unanimously.

Mr. Bond solicits feedback on an initial draft of Human Resource Service’s Personnel File Policy.  He opens the floor for discussion and questions:

Ben Rodriguez (District 130.2):  Does the policy address the item concerning moving personnel files with employees when they transfer to a new job in another department?

Ben Bond (District 160.1):  We will have to research that.

Stephanie Cardenas (District 322):  I don’t like the part that past grievances transfer with employees to their new departments.  I would like to see that item removed.

Erin Waneck (ex officio):  I’m unclear on what we are doing here.  I submitted this as an issue, and the Council voted that grievances should not go into personnel files.

Ben Bond (District 160.1):  At this time, we are gathering input on this initial draft to forward to Human Resource Services.

Ben Rodriguez volunteers to be contact person to whom Staff Council representatives can submit input on the draft of this personnel file policy.  Mr. Bond asks that suggestions for edits be submitted via email to Mr. Rodriguez, who will compile feedback and forward to Mr. Bond for inclusion in a letter to Human Resource Services.

Mr. Bond moves to the next agenda item – the UT Staff Council Retreat.  The retreat is planned for Friday, June 19, 2009 from 8am-5pm in the north end of the DKR Memorial Stadium.  All UTSC representatives are encouraged to attend and participate in brainstorming on ideas and goals for the new term.  Attendance at the retreat does count as work time.  A full agenda will be sent out within the next week.  Mr. Bond asks that representatives submit questions to him via email.

Heather Vacek (District 560.2):  Will there be a letter sent to all supervisors in support of our attendance to the retreat, as backup for representatives who request that time away from the office?

Ben Bond (District 160.1):  Yes.  Associate Vice President Julien Carter has offered to send letters to all supervisors in support of this retreat event.

VICE CHAIR
Steve Brahm has no updates to report at this time.

RECORDING SECRETARY

Janice Hejl begins her report by welcoming the new Staff Council representatives and expressing enthusiasm for the opportunity to work with everyone in the new term. 

Approval of Minutes
Ms. Hejl sent out the March 12, 2009 meeting minutes via email, prior to today's meeting, and asked for any additional edits.  There being no further edits requested, Mr. Bond asked for a motion to approve the March minutes:

Motion 3:  Steve Brahm – that the March minutes be approved and accepted.

Second:  Cindy Posey

There were no objections; the motion passes.

Ms. Hejl sent out the April 16, 2009 meeting minutes via email, prior to today's meeting, and asked for any additional edits.  There being no further edits requested, Mr. Bond asked for a motion to approve the April minutes:

Motion 4:  Stephanie Cardenas – that the April minutes be approved and accepted.

Second:  Linda Overton

There were no objections; the motion passes.

Ms. Hejl states that all representatives will receive a new name tag with a new design format.  She requests that all representatives identify on the attendance sign-in sheets their preferred name for their name tags.

COMMMITTEE REPORTS

Bylaws Committee

In Eric Patkowski’s absence, Chair Ben Bond presented the following bylaws proposal to the Council:

1.  “Ex Officio Clarification” (2nd reading and vote) – this proposal seeks to introduce accountability to the ex-officio positions.  As all elected representatives, officers and committee chairs are accountable to the University staff at-large, all ex-officio members should be as well.  This proposal does not change the definition of or limit the number of ex-officio members within the Council, but simply gives the Executive Committee the ability to hold ex-officio members accountable, just as there is accountability for all other members of the organization.  Mr. Bond opened the floor for discussion:

Jackie Dana (District 262):  I motion that this bylaws proposal be postponed indefinitely, as per Roberts’ Rules.

Motion 5:        Jackie Dana – that this bylaws proposal be postponed indefinitely.

Second:           Brittany Wilson

With one “nay” vote, the majority votes rule, and the motion passes.

Benefits Committee

Committee Chair Stephanie Cardenas presented the following issues with committee recommendations as follows:

Issue 2004-03:  Bevo Bucks Use by Staff – this issue focuses on an inquiry about whether or not staff can use Bevo Bucks, and requests a policy change to allow staff to participate in the program.  Corresponded with the previous Benefits Committee Chair, who stated that Bevo Bucks was for use by students only, but staff can use the Dining Dollars program.

Motion 6:  Cindy Posey – that this issue be closed.

Second:  Louise Nelson

There were no objections; the motion passes.

Issue 2004-12:  Informing External UT Austin Employees of Access to the Staff Educational Benefit

This issue pertains to making information readily available to UT Austin employees who are located outside of Austin (i.e. McDonald Observatory and Marine Science Institute) regarding the Staff Educational Benefit.  This is an old issue that has already been addressed, so the committee recommends closing the issue.

Motion 7:  Lara Eakins – that Issue 2004-12 be closed.

Second:  Louise Nelson

There were no objections; the motion passes.

Issue 2004-24 and Issue 2004-26 (combined)

As these issues are very closely related, the committee decided to combine them with a recommendation to request a change in the wording of the Emergency Leave Policy in the Handbook of Operating Procedures, Section 7.F.3.  The committee recommends that the policy be amended to include the wording “for other reasons for good cause”.

Motion 8:  Jackie Dana – that the suggested wording revisions be accepted and added in Section 7.F.3 of the Handbook of Operating Procedures

Second:  Cindy Posey

There were no objections; the motion passes.

Ben Rodriguez (District 130.2):  I would recommend expediting the submission of this revision as this policy is currently being reviewed and worked on.

Ben Bond (District 160.1):  Thank you for that input; that has been duly noted.

Issue 2008-10:  Benefit for Staff who do not use Staff Educational Benefit

This issue pertains to a request for staff that do not use the SEB for traditional classes to be able to use the benefit toward Texercise classes at no cost. 

Committee recommendation is to reject this issue as the Staff Educational Benefit cannot be used toward Recreational Sports classes, such as Texercise.

Cindy Posey (District 522):  All Staff Educational Benefits have been removed from Rec Sports classes, and remain in place only for classroom classes.

Louise Nelson (District 540.2):  There was a loophole that made it difficult for the University to distinguish between students and staff who are registered as students in classes.  That distinction has been made now.

Motion 9:        Cindy Posey – that the Council reject this issue.

Second:           Linda Overton

There were no objections; the motion passes.

Committee on Committees

As Committee Chair Blake Willms was unable to attend today’s meeting, Chair Ben Bond requests that all representatives be sure to complete of their committee preference forms.  Returning members are asked to also complete committee feedback forms.  All completed forms should be returned to Blake Willms.

Issues Committee

Committee Chair Cindy Posey presented a brief overview of the committee’s function, which is to accept new issues affecting staff, work with submitters to clarify wording in the issue to reflect accurate intent as presented by the submitter, followed by presentation to the Council for consideration.  Ms. Posey reported that she received two new issues at today’s meeting, and will follow up with the submitter and/or associated representative to move these issues forward.

Nominations & Elections Committee

Committee Chair Joe Gregory began his report by welcoming all new Council representatives.  He extended a thank-you to all committee members for their time and efforts during this year’s election process.  Detailed processes were documented for future election cycles, including adjustments to the submission of paper ballots.  One issue to address is increased oversight of the submission and verification of paper and electronic ballots.

The committee will need to solicit more members in the new term as there is a lot of work to do.

Nine districts remain vacant.  All representatives are encouraged to solicit service from coworkers to fill these vacancies.

Following committee updates, Mr. Gregory stated that nominations for executive officers are open at this time.  He opened the floor for nominations for Recording Secretary:

Recording Secretary

Janice Hejl

Cynthia Podolnick

Mr. Gregory confirms that all representatives accept nominations for these positions. 

Following nominations for Recording Secretary, Mr. Gregory opened the floor for nominations for Vice Chair:

Vice Chair

Jackie Dana

Joe Gregory

Janice Hejl

Mr. Gregory confirms that all representatives accept nominations for these positions. 

Following nominations for Vice Chair, Mr. Gregory opened the floor for nominations for Chair:

Chair

Ben Bond

Joe Gregory

Mr. Gregory confirms that all representatives accept nominations for these positions. 

A question is raised about the time limit allowed for submitting nominations:

Mark Smyth (District 451): Nominations for Recording Secretary last year were extended through to the June 2008 meeting as there were no nominations submitted at the May 2008 meeting.  But, I believe that nominations may only be accepted during the May meeting today.

Louise Nelson (District 540.2):  That is correct; representatives can submit nominations by proxy or verbal approval for any representatives who are unable to attend the May meeting.  But yes, nominations may only be submitted and accepted during the May meeting.

Mr. Gregory asks for any other nominations to be submitted.  There being none, he declares that nominations are now closed.

Workplace Environment Committee

Committee Chair Lara Eakins began her report by extending a welcome to the new Staff Council members.  She gave a brief overview of the committee’s formation, when the

Grievance Committee and Compensation & Classification Committees were combined to address issues such as Tunnel Safety System, Trade Licensing, Six-Month Probation Period for Job Transfers, Job Sharing and Establishing Equity of Background Checks.

OLD BUSINESS

There are no Old Business items to discuss at this time.

NEW BUSINESS

Representative Jackie Dana announced that she has a get-well card available to sign for fellow representative Eric Patkowski. She invited all who would like to sign the card following today’s meeting and during the Ice Cream Social.

Chair Ben Bond reminded representatives that they could drop off their completed committee preference forms at the front of the room following today’s meeting.  He would make sure that they are forwarded to Blake Willms.

QUESTIONS FOR THE COUNCIL

There were no questions for the Council at this time.

ADJOURNMENT

Motion 10:      Stephanie Cardenas – that the meeting be adjourned.

Second:           Linda Overton

There were no objections; the motion passes.

The Staff Council general assembly meeting adjourned at approximately 1:45p.m. to enjoy an Ice Cream Social to become better acquainted with new Staff Council members.