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Officers & Executive Committee
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Minutes for July 2009Thursday, July 16, 2009 Members present: P. Abusali, Ben Bond, Patrick Buckner, Nellie Cano, Lawrence Cook, James Cooper, Jackie Dana, Lara Eakins, Mickey Gonzales, Joe Gregory, Janet Griffith, Phillip Hebert, Janice Hejl, Robert Hernandez, Gloria Holder, Kathryn Kenefick, Charles King, Sarah Kitten, David Kruse, Sarah Lind, David Macha, Jennifer McClain, Jane Moore, Jimmy Moore, Louise Nelson, Amy Olson, Linda Overton, Stephanie Peco, Lori Peterson, Cynthia Podolnick, Cindy Posey, Tina Radke, Cheryl Rae, Janell Ross, Tracy Saenger, Rachel Sidopulos, Jenny Smith, Anne Steele, Heather Vacek, Robert Walker, Marie Warden, Robert Weisse, Blake Willms, Colleen Yarbrough, Jeffery Yeomans, Luis Zamora (for Sunni Zuniga) Members Absent with Notification: Tony Bumpass, Mary Campbell, Stephanie Cardenas, Sally Dickson, Jeff Ellinger, Robert Giles, Martha Harrison, Keith Hill, Janet Larsen, Janet Reed, Jo Ann Richmond, Ben Rodriguez, Candace Shye, Bobby Wawak, Brandy Whitten, Members Absent: Robert Meyer, Elena Watts, Barbara Welch,
With a quorum verified and present, Chair Ben Bond called the meeting to order at 2:04pm. Mr. Bond extends a warm welcome to all Staff Council representatives and to today’s meeting.
Next month's meeting is scheduled on Thursday, August 20, 2009 from 2:00-3:30pm in the Avaya Auditorium, ACES 2.302.
Mr. Bond thanked Council members for attending the June 19 retreat, which was a great opportunity to meet and become better acquainted with each other. Very positive feedback received about the retreat. Time spent together as a Council was very productive in identifying goals and priorities for the 2009-2010, which include:
(also listed under Reference 1 at the end of today’s meeting agenda). Since last months’ elections:
A brochure is being developed for campus-wide distribution, which will be another tool for increasing awareness of Staff Council within the university community. VICE CHAIR Ms. Dana is requesting from all committee chairs a brief written report in advance of the Executive Committee meetings each month. This will help all areas of UTSC become more transparent and accountable, and will allow executive officers to address issues within committees early. Attendance in committee meetings will be monitored. As elected representatives to Staff Council, all members are expected to attend all committee meetings, or contact the committee chair if unable to attend any meeting. Committees rely on member participation to accomplish organization goals. Two committees need additional members. If you have time for a second committee, please consider volunteering for Nominations & Elections or Bylaws & Procedures. There are a number of district vacancies that need to be filled as soon as possible. Committee chair Joe Gregory and his membership are working quickly to fill these vacancies, and those elected may be placed on the Nominations & Elections or Bylaws & Procedures committees, but that will take time. Staff Appreciation Ad Hoc Committee The goal is to create a Staff Appreciation Week to be held during the week of the Spring 2010 University Staff Service Awards ceremony. The Ad Hoc Committee will consist of both Staff Council representatives and staff members campus-wide. The role of this committee will be to serve as a brainstorming and coordinating body. Members will contact various offices, organizations and programs on campus to encourage their participation. Serving on this committee should not take much of your time or conflict with regular work or Staff Council responsibilities. All staff may join this committee. If interested in joining, please either email Jackie Dana at jackie.dana@austin.utexas.edu or sign up on the list in the back of the auditorium, following today’s meeting. The first meeting will take place before the end of this month. Operations Workgroup Goals of fosteringa sense of community, and building upon common areas of interest:
Jeffery Yeomans (District 701): How often does Student Government meet? Jackie Dana (District 262): Every Tuesday night at 7p.m. in the Glen Maloney Room in the Student Services Building. RECORDING SECRETARY Janice Hejl has no updates this month.
Benefits Committee We would like to extend congratulations to Stephanie Cardenas on getting a new job in the College of Engineering earlier this month. With this move to a different job and different UTSC district, Stephanie has submitted her resignation to Staff Council. As Stephanie had been serving as chair of the Benefits Committee, that committee is now reshuffling its leadership. Interim Chair Brandy Whitten will present updates on leadership changes and issues before the committee. In the absence of interim Committee Chair Brandy Whitten, Jackie Dana presents a brief committee report. The Benefits Committee will be electing officers at their next meeting. The committee presents the following issue for consideration: Issue 2005-09: Standardized Workplace The committee recommends this issue be returned to the Issues Committee for reassignment. Motion 8: Cindy Posey – to return this issue to the Issues Committee for reassignment. Second: Lara Eakins Motion 9: Ben Rodriguez – to table this issue for review, followed by Council vote at the August meeting. Second: Jackie Dana There are no objections; the motion passes. Committee on Committees Committee Chair Blake Willms reports that a Staff Council representative is needed to serve on the UTPD Oversight Committee for FY09-10. This committee does not meet during the summer session. UTSC Representatives Anne Steele and Jenny Smith volunteer to serve on this committee. Names of staff who have volunteered to serve on University Standing Committees have been forwarded to Vice Provost Terri Givens, who will determine committee assignments. Janell Ross (District 999.1): For the UT Campus Safety & Security Committee, do you want two representatives to serve on that committee, along with me? Blake Willms (District 652): There are only two spots on that committee, so unless you cannot fulfill your assignment to that committee, then we should be okay. Ben Bond (District 160.1): Names are submitted to the President’s Office and that office makes the decision for the assignments to the University Standing Committees.
Committee Chair Cindy Posey submits the following issues for consideration: Issue 2009-04: Parking/UTPD Transportation Issues This issue was submitted by Cheryl Rae, requesting a reduction in the cost of “A” parking permits or some improved parking lot amenities. Issues Committee recommends moving this issue to the Parking & Infrastructure Committee for further review and research. Motion 1: Louise Nelson – that this issue be moved to Parking & Infrastructure Committee. Second: Linda Overton There are no objections; the motion passes. Phillip Hebert (District 342): What sorts of amenities are being requested? Cindy Posey (District 522): Call boxes in parking lots for safety, after-hours escort capabilities, “car assist” services including pop-a-lock, battery jump; UTPD patrols for safety, bicycle racks, guard gates with mechanical arms, increased number of parking spaces for employees, including reallocated and designated motorcycle and disability parking spaces. Lawrence Cook (District 451): There are “car assist” services at PRC just as on main campus, but not sure about UTPD call boxes. Cheryl Rae (District 632): There is no assistance at the MCC, aka “West PRC”, location. Lawrence Cook: The PRC contact patrols the MCC location as well. Cheryl Rae: We’ve been told that service is only available until 3p.m., which is of no use if you work until 5p.m. Issue 2009-05: Crosswalk/Stop Sign David Kruse (District 491): May have to contact City of Austin to inquire/assist with this issue as I believe that intersection is their property. Lawrence Cook (District 451): AT&T Executive Education & Conference Center is City of Austin property, and not University property. We can submit this issue for review by Parking & Transportation safety council and request that a letter be submitted to City of Austin for review. Motion 2: Jennifer McClain – that this issue be moved to Parking & Infrastructure Committee for a letter to be written to City of Austin. Second: Marie Warden There are no objections; the motion passes. Issue 2009-06: Timely ORP Posting This issue was submitted by UTSC representative Cheryl Rae, requesting a return to a reasonable date for posting monthly investments into ORP. Issues Committee recommends moving this issue to Benefits Committee for further review and research. Vilma Santos, Senior Human Resources Representative, states that funds are picked up electronically as soon as monthly payroll runs, although unsure what each provider is doing for those payments that may delay the funds transfer. Louise Nelson (District 540.2): It might be worth forwarding to Benefits Committee to verify payments. Cheryl Rae (District 632): The provider is saying that the delay is occurring on UT side of the process. Vilma Santos: We’d need the names of providers in order to verify the payments. Cheryl Rae: I can advise constituents to contact Vilma Santos for follow-up. Motion 3: Jackie Dana – to reject issue as this is a concern specific to the provider, and resolution should be pursued with the individual provider. Second: Lori Peterson There are no objections; the motion passes. Issue 2009-07: Equity of Benefits Designation for Full and Part-time Employees This issue was submitted by UTSC representative Janice Hejl, on behalf of staff member Anita Ahmadi, and requests equity of benefits designation for full and part-time employees. Currently, there is a huge disparity in benefits compensation for full and part-time employees; for instance, only full-time staff is eligible for longevity pay though full and part-time staff receive the same retirement benefits; there are two categories regarding healthcare benefits: full and part-time, so working thirty hours per week has no benefit over working twenty hours per week. Why are all of these benefits treated differently? Why can’t all staff receive all benefits in relation to their employment at the University? Issues Committee recommends moving this issue to the Benefits Committee for further review and research. Vilma Santos: The State Legislature controls full-time premium sharing. No immediate answer to the question regarding the 30-hour week versus 20-hour week employment. Regarding the longevity question, we will have to contact University Records for further clarification. Jeffery Yeomans (District 701): If the State Legislature controls premium sharing for six months, how does UT pay for that? Vilma Santos: UT opts to pay for six month of premium sharing; it is at the discretion of the Legislature that full-time employees don’t pay premiums, but rather that UT pays for it. Motion 4: Linda Overton – to move this issue to Benefits Committee Second: Tina Radke There are no objections; the motion passes. Issue 2009-08: Subsidized Gym Fees for Faculty and Staff This issue was submitted by UTSC representative Candace Shye, on behalf of staff member Jessica Waldrop, and requests that the University offer increased membership fee discounts or even free services to faculty and staff. Issues Committee recommends moving this issue to Benefits Committee for further review and research. Motion 5: Jeffery Yeomans – that this issue be moved to Benefits Committee. Second: Tina Radke There are no objections; the motion passes. Issue 2009-09: Conserve Energy with Low A/C This issue was submitted by UTSC representative Brandy Whitten, on behalf of staff member Jamie Shutter, and requests that UT help conserve and reduce energy costs by raising the thermostat in the summer months and lowering the thermostat in winter months, by just one or two degrees in both cases. Joe Gregory (District 470.1): The University is already performing an energy audit. Cindy Posey (District 522): I believe the submitter is suggesting that this information be communicated to all employees campus-wide. Lori Peterson (District 540.1): This is a subjective issue, particularly if you work in an area with multiple employees. James Cooper (District 610.2): At ARL, the computers control the thermostats, so temperatures are never changed. Jennifer McClain (District 660.1): This would be an opportunity for communication to all staff to promote sustainability, which fits with UTSC priority to “Green and Recycle”. Jeffery Yeomans (District 701): On the Rec Sports, there are sustainability tips posted, so perhaps we could link to other UT sites that are already out there. Motion 6: Jennifer McClain – to table this issue and work it into the UTSC priority for “Greening & Recycling”. Second: Joe Gregory There are no objections; the motion passes. Issue 2009-10: Disabled Parking (D Permit) Availability and Cost This issue was submitted by UTSC representative Jackie Dana, on behalf of one of her constituents, and requests that Parking & Transportation make available more disabled parking spaces within the central UT campus, reduce or eliminate cost to park in D spaces if employees have a state-issued D permit and medical documentation. Issues Committee recommends moving this issue to Parking & Infrastructure Committee for further review and research. Lawrence Cook (District 451): By state law, UT Austin has the correct number of spaces designated for disabled parking on campus. Jackie Dana (District 262): There may be correct number of spaces allocated on campus, but this issue is focused more the placement of those spaces. Anita Ahmadi (constituent): Who determines eligibility for getting a “D” permit? Lawrence Cook: When an employee presents the appropriate medical documentation from his/her doctor, Parking & Transportation cannot deny issuing a “D” permit. Louise Nelson (District 540.2): It seems this issue contains two in one: cost and availability. Motion 7: Louise Nelson – to move this issue to Parking & Infrastructure Committee Second: Joe Gregory There are no objections; the motion passes. Workplace Environment Committee Committee Chair Lara Eakins presents updates on the following issues: Issue 2006-30: Use of Banked Comp Time/Overtime in Conjunction with FMLA This issue was submitted by staff member Debra Madden, and requests a change in current policy to allow employees to use any banked comp time and/or overtime during an FMLA approved absence. Since current policy meets this request and employees can now use banked comp time and/or overtime during an FMLA approved absence, the Workplace Environment Committee recommends closing this issue. Jennifer McClain (District 660.1): Electronic time sheets do not allow designation of comp time or overtime for FMLA approved absences; employees must record use of overtime or comp time and then make a note in the “Comments” section to clarify the absence(s). Phillip Hebert (District 342): Shouldn’t this issue remain open until the recommendations are taken care of? Lara Eakins offers to put together the text of the policy, and will forward to Chair Ben Bond for review and forwarding to Human Resource Services for inclusion in the policy on-line. Robert Weisse (District 530.3): Can we get comp time for UTSC committee work? Lara Eakins (District 282): That is a separate issue. Motion 10: Jeffery Yeomans – that this issue be closed. Second: Jenny Smith There are no objections; the motion passes. Issue 2008-11: Trade Licenses The Workplace Environment recommends closing this issue as it has resolved itself. Would also recommend submitting an appeal to the State Board of Trade Licenses. Motion 11: Cindy Posey – that this issue be closed, with the suggested appeal. Second: Louise Nelson There are no objections; the motion passes.
Mr. Bond introduces Senior Human Resources Representative Vilma Santos, who will review changes to the FY09-10 benefits offerings. July is the month in which employees participate in Annual Enrollment, so please be sure to remind your constituents to make their benefits changes before the end of this month. Ms. Santos distributes a printed brochure, outlining the upcoming benefits changes for FY09-10, and reminds everyone that changes made during Annual Enrollment are effective 9/1/2009. Evidence of Insurability forms for short or long term disability or life insurance can now be completed and tracked on-line. Deadline to submit these forms is August 15, 2009. UT Select PPO – no changes for employee only designation; some increases for premiums and copays. Part-time employees should contact Human Resource Services, and a staff member can assist you with determining your choices. Prescription plans will increase to $50. Prescriptions for in-store are available in 30-day supply while mail order prescriptions are available in 90-day supply. Generic prescriptions for retail and mail order will see no cost increase. For further explanation of prescription plans and RX options, please visit www.medco.com. UT Select Dental – premiums will increase slightly but there will be no increase in copays. Superior Vision – premiums will decrease slightly. Contact lens fitting exam is now covered in-network for a separate $35 copayment, and $125 copayment toward contact lens purchase. Effective 9/1/09, Fort Dearborn Life is a new carrier for long term and short term disability coverage. No Evidence of Insurability forms are needed this year. There are less than 100 individuals enrolled in these plans at this time. Short term disability has seen a 48% decrease. Coverage requires a 14-day waiting period or until sick leave is exhausted. UT Payflex – if employees want to use this option, they need to enroll in it annually, and select service of card, if desired. Living Well Health Manager – this is a new program this year, partnering with WebMD, to develop health programs specifically for each employee. If employees enroll in this program before August 14, 2009, they will receive a stainless steel water bottle. Jeffery Yeomans (District 701): Is there a place we can go to suggest a benefit with our plan? Ms. Santos: Contact Office of Employee Benefits in Human Resources and we will send it on; or you may go to the Blue Cross Blue Shield web site for additional discounts. Lawrence Cook (District 451): Was the increase in benefits costs considered, given that staff are not receiving salary increases this year? Ms. Santos: We had to make decisions on where we could make changes because we are all feeling the strain of the current economic environment. Robert Walker (District 660.3): Will the refund from Superior Vision be given on the medical exam or the eye/vision equipment purchase? Ms. Santos: The refund will be mostly given on the purchase of supplies/equipment. Visits to specialists are covered on medical plan while eye exams are covered under the Superior vision plan. Anita Ahmadi (constituent): On the medical coverage, there is a category for employees and family. How many dependents are covered on the plan? Ms. Santos: I’ll check on that and get back to UTSC with an answer. Following the presentation by Ms. Santos, Mr. Bond solicits any New Business items that Council members want to present. Cindy Posey announces that the AT&T Executive Education & Conference Center hosts a “social hour” every Thursday afternoon from 4-6 p.m. With UT ID, employees can enjoy one free drink and chips and salsa. Ms. Posey is working with Alicia Bogart to schedule a Thursday “social” for University Staff Council. More details to come. UTSC representative Marie Warden inquires about the best way to present a constituent issue. Mr. Bond advises that the issue should be written up and submitted as an issue for UTSC to review and consider. QUESTIONS FOR THE COUNCIL There were no questions for the Council at this time.
Second: Unanimous The Staff Council general assembly meeting adjourned at approximately 3:35pm. |
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