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Minutes for August 2009DRAFT – Minutes for August 2009 These minutes are in draft form. They have not been approved by the Council and should not be considered official minutes. A vote for approval of these minutes is scheduled for the November 19, 2009, meeting. Thursday, August 20, 2009 Members present: P. Abusali, Ben Bond, Patrick Buckner, Tony Bumpass, James Cooper, Jackie Dana, Sally Dickson, Lara Eakins, Jeff Ellinger, Suzanne Ewing, Mickey Gonzales, Joe Gregory, Janet Griffith, Phillip Hebert, Janice Hejl, Robert Hernandez, Keith Hill, Kathryn Kenefick, David Kruse, Janet Larsen, Sarah Lind, David Macha, Jennifer McClain, Jane Moore, Jimmy Moore, Louise Nelson, Amy Olson, Linda Overton, Lori Peterson, Cindy Posey, Tina Radke, Janet Reed, Jo Ann Richmond, Raymond Rivera, Ben Rodriguez, Candace Shye, Anne Steele, Heather Vacek, Robert Walker, Marie Warden, Elena Watts, Robert Weisse, Brandy Whitten, Blake Willms, Jeffery Yeomans Members Absent with Notification: Mary Campbell, Nellie Cano, Lawrence Cook, Robert Giles, Martha Harrison, Gloria Holder, Charles King, Sarah Kitten, Dianne Kline, Cheryl Rae, Janell Ross, Tracy Saenger, Jenny Smith, Bobby Wawak, Colleen Yarbrough, Members Absent: Robert Meyer, Stephanie Peco, Cynthia Podolnick, Rachel Sidopulos, Barbara Welch,
With a quorum verified and present, Chair Ben Bond called the meeting to order at 2:03pm.
Mr. Bond extends a warm welcome to all Staff Council representatives and to today’s meeting. Next month's meeting is scheduled on Thursday, September 17, 2009 from 2:00-3:30pm in the Avaya Auditorium, ACES 2.302. President Powers is expected to address the Council. Committee chairs are asked to hold committee meetings before Thursday, September 10, 2009, in order that committee reports can be submitted prior to and shared at the Executive Committee meeting. UTSC will host an Influenza Forum in September in the Avaya Auditorium, ACES 2.302. Students, staff and faculty are all welcome to attend. Details of the event will be distributed once a date has been confirmed. Tentative date is Thursday, September 24, 2009 at 2p.m. Coverage of the forum will be available via live web cast. Vice Chair Jackie Dana will be the Staff Council delegate to the UT Website Refresh Committee. Staff Council still needs a delegate to serve on the HRS Work/Life Services’ Words Matter Ad Hoc Committee. This committee is tasked with developing a communication and training campaign to help employees, supervisors, managers and faculty understand that, in a post-Virginia Tech world, words can harm the sense of security in our university community. This committee will meet only a few times this year. The first meeting is scheduled on Friday, August 21, 2009 from 11am-12p.m. in NOA 1.110. Issues 2004-24 and 2004-26 (combined) - at the May 2009 meeting, Council voted to request that the Handbook of Operating Procedures be changed to include the wording “for other reasons for good cause” to the Emergency Leave Policy (Section 7.F.3). This wording and request has been forwarded to Human Resource Services for final handling. Mr. Bond introduced Associate Vice President for Human Resource Services, who provided the following update on changes to the Handbook of Operating Procedures: A review of the Emergency Leave Policy (Section 7.F.3) of the Handbook of Operating Procedures has generated recommendations: 1. P.T.O. (paid time off): suggest combining sick and vacation leaves to create a program that collapses to one type of leave for personal use. 2. Expand the definition of “family”, within the Education Code, to include more individuals who do not fit into the current definition. This expansion would better support the changing make-up of familial configurations seen in today’s environment. Government code is very descriptive but second paragraph of the Education Code provides flexibility to establish an updated leave program for use by staff. Representative Brandy Whitten (District 712): The original issue centered on emergency/funeral leave. Julien Carter: Emergency leave can be used on a case-by-case basis. For instance, last year when there was a police situation in an off-campus nearby neighborhood and UT employees were unable to leave their homes during that time. To manage and use this leave type in a “blanket” manner is challenging; staff have leave to use when/if needed on an ongoing basis, and I would be happy to answer any further questions anyone may have. Representative James Cooper (District 610.2): How does this fit in with use of long-term leave? Do employees have to use all vacation and sick leave before emergency leave can be used? Julien Carter: That is a separate issue altogether. James Cooper: Is it possible to get an extension to the 3-day funeral leave currently designated, because sometimes it takes longer than three days to settle financial and familial issues relating to funeral situations? Julien Carter: That is a great suggestion to request for an edit to the wording of the current policy. You can send that suggestion to me and I’ll make sure to get it to the right person. Ben Rodriguez (District 130.2): With regard to legal guardians, the dependent must live with the designated guardian. Will the Sick Leave Policy include the definition of “legal guardian”? Can that be added to the Handbook of Operating Procedures edits for definitions? Julien Carter: Yes, you should send that to me for inclusion in the edited version of the policy, and I’ll send it on to the committee. Mr. Bond shared that, time permitting, a demonstration of SharePoint will be given, and general feedback collected from representatives. VICE CHAIR Staff Appreciation Week Jackie Dana provides an update on the Staff Appreciation Week, which is scheduled to coincide with the University Staff Service Awards in May 2010. Committee co-chairs are Janet Griffith and Jennifer McClain. A flier about Staff Appreciation Week is being developed. Next meeting is scheduled for September 15, 2009 at 12-1:30p.m. in KIN 17H, and will be a come-and-go meeting. All staff is welcome to attend. Ms. Dana issued a challenge to all representatives to wear their UTSC name tags at all times, during the first twelve class days. This will be a good team building initiative and increase awareness of UTSC within the campus community. For any representative who is seen about campus wearing his/her name tag, Ms. Dana offers to buy a non-alcoholic beverage. Ms. Dana thanks the committees for their work, and the chairs for submitting updates in a timely manner. These brief reports help to identify resolutions for issues, some of which have been awaiting final resolution for a lengthy amount of time. Cleaning up the issues archives with these ‘old’ issues will allow the Council to move forward and focus on current issues presented. RECORDING SECRETARY
Benefits Committee Committee Chair Brandy Whitten presents the following issues: Issue 2005-29: Workman’s Compensation Supervisor Training Benefits Committee recommends moving this issue to the Workplace Environment Committee. Motion 1: Brandy Whitten – to move issue to Workplace Environment Committee. Second: Joe Gregory There are no objections; the motion passes. Issue 2008-09: Sick Leave Oversight Benefits Committee requests an update on this issue, and would like to offer committee support to Ben Rodriguez and Cynthia Podolnick in further resolving this issue. Issue 2005-01: Expansion of Staff Educational Benefit to Include Distance Education Benefits Committee requests that the UTSC Chair write a letter to President Powers and Human Resource Services to request policy change to include college course credit achieved through distance education. Jackie Dana (District 262): I would suggest adding the word “extension” to the distance education phrase. Ben Bond (District 160.2): I would request a specific write-up to include the wording that is being requested. (Brandy Whitten agrees to provide write-up to the Chair). Motion 2: Brandy Whitten – that UTSC Chair write a letter to President Powers and HR Services to request policy change. Second: Jo Ann Richmond There are no objections; the motion passes. Issues 2003-13, 2003-21 & 2006-05: Staff Educational Benefit Fee Waiver There is a policy currently in place that addresses the fee waiver for staff who register for courses using the Staff Educational Benefit. Benefits Committee requests clarification on the Admissions and HR Services web sites, through a letter to Office of Admissions and Human Resource Services. Motion 3: Brandy Whitten – that UTSC write a letter to Office of Admissions and Human Resource Services, requesting clarification and update to their web sites to reflect uniformity with current policy. Second: Louise Nelson Issue 2007-21: Expansion of Staff Educational Benefit to Cover Two Short-Session Summer Courses This issue requests that the Staff Educational Benefit be expanded to include credit courses taken in two short-session summer sessions, as well as courses taken in one long and one short summer sessions as is currently allowed, with supervisor approval. Benefits Committee recommends UTSC Chair write a letter to the President’s Office and Human Resource Services. Motion 4: Brandy Whitten – that UTSC Chair write a letter to President’s Office and Human Resource Services to request expansion of benefit. Second: Jo Ann Richmond With three “nay” votes, the motion passes. Issues Committee Committee Chair Cindy Posey presents the following issues: Issue 2009-11: Time Sheet Recording, Comp Time Benefits Policy Change This issue was submitted by Marie Warden, on behalf of staff member Marilyn Harris. Ms. Harris gives statement of concerns, including:
Ms. Harris requests that HR Services provide in writing to UTSC all proposed benefits changes, before HR implements or posts them on their web site. Jackie Dana (District 262): The legal questions are certainly outside of the purview of UTSC. What action would you like for Staff Council to take on this issue? Julien Carter: If I may, I’d like to respond to this issue. On the first two points, we would be happy to take care of those. Time recording is sometimes erroneous, and when we do discover errors, we would make corrections. We are not doing away with comp time, but rather are moving in a direction to allow departments to do more with flex time schedules. Even using flex schedules, employees must still account for a 40-hour week; this involves a weekly calculation of comp time and not a daily comp time rate. Comp time has a 12-month “shelf life”, if you will, and we want to give the maximum benefit to employees. I am happy to talk with the Issues Committee regarding questions on this issue, if desired. James Cooper (District 610.2): We shouldn’t hesitate to go to Human Resource Services with questions. Do you want the Issues Committee to talk with HR Services? Marilyn Harris: It would be nice to have the committee review the information and discuss with HR Services to clarify. Louise Nelson (District 540.2): The electronic time sheet system does not tell employees what type of time to record; it only wants a 40-hour work week to be accounted for. Jennifer McClain (District 660.1); The time sheet approver makes the determination if the employee has correctly designated use of time on the time sheet. Ben Rodriguez (District 130.2): The issue is that employees are not being allowed to reflect how the hours were used; in this case, the supervisor asked the employee to change the designation type for hours she used to account for her time out of the office. I would like to suggest further discussion with Ms. Harris and Julien Carter, and bringing back this issue for review after clarification. Motion 5: Brandy Whitten – to send this issue to the Issues Committee for review and assignment as appropriate. Second: Jennifer McClain With one “nay” vote, the motion passes with a majority vote. 2009-12: Rec Sports as a Benefit This issue was submitted by staff member Ben Broussard, and requests that Rec Sports memberships be allowed a benefit. Issues Committee recommends that this issue remain with their committee for further review and research. Brandy Whitten (District 712): This issue has been accepted by the Benefits Committee in support of securing a Wellness Coordinator position, which can answer many of these types of questions. Jeffery Yeomans (District 701): The reason this issue is coming up is because employees lose their student status when they use the Staff Educational Benefit. There are other ways to get discounts on Rec Sports memberships. We could pursue options with Blue Cross Blue Shield, but pursuing this as a benefit through Rec Sports will not be successful as Rec Sports is self-funded. Ben Rodriguez (District 130.2): I would suggest that we look at other top tier institutions to see how they are handling some of these types of benefits. Motion 6: Janice Hejl – to move issue to Benefits Committee for further review and research. Second: Cindy Posey With one “nay” vote, the motion passes. Nominations & Elections Committee Committee Chair Joe Gregory reports there are currently eleven (11) vacancies for district representatives. Emails have been sent to districts, soliciting individuals interested in being placed on the ballot for nomination to represent their districts. In two districts, only one individual responded with interest, so that person will be designated as the representative. Special elections will be conducted in three districts. With these elections in place, there are six remaining vacancies to be filled. Workplace Environment Committee Committee Chair Lara Eakins presents the following issues: Issue 2004-14: Update to Separation Form This issue was submitted with a request to update the University’s Separation Form from ‘triplicate’ form to an on-line form. The form is currently available in .pdf form on-line from the Human Resources web site. Workplace Environment Committee recommends that this issue be closed as resolution has been finalized. Motion 7: Lara Eakins – to close this issue. Second: Brandy Whitten There are no objections; the motion passes. Issue 2005-15: Appointment Timing Issues This issue was submitted to address gaps in employee appointments that were creating difficulties with insurance coverage at the beginning of each fiscal year. The new HRMS system resolves this concern, so the Workplace Environment Committee recommends that this issue be closed. Motion 8: Lara Eakins – to close this issue. Second: Ben Rodriguez There are no objections; the motion passes. Issue 2007-01: Equity on Background Checks for Staff and Faculty This issue was submitted, requesting equity in conducting background checks on staff and faculty. As University policy mandates that a background check be conducted on all employees before hiring, this issue has been resolved. Workplace Environment Committee recommends that this issue be closed. Motion 9: Lara Eakins – to close this issue Second: Lori Peterson There are no objections; the motion passes. NEW BUSINESS Chair Ben Bond reviews the SharePoint web site. This site is a great tool for holding discussions outside of UTSC general meetings. Each committee has a link for feedback, which provides an avenue for tracking information between committees. Cindy Posey (District 522): Would you review how to sign up for the RSS feed? Ben Bond (District 160.2): From the SharePoint site, click on Team Discussion=>Actions=>Add to RSS Reader. You may also set your option for receiving alerts. From the SharePoint site, click on Actions=>Alert Me. From there, select the option you desire for receiving message alerts. Jackie Dana (District 262): Perhaps we can have a Brown Bag event to review use of the SharePoint site? Louise Nelson (District 540.2): Resources Committee plans on having a training session in September. We want to make sure all permissions and authorizations are set as well. We will send an automated email so every representative has permission to use the site. Robert Weisse (District 530.3): Are resources available to committees now so all activities can be recorded on the SharePoint site? Louise Nelson (District 540.2): ACES building offers an interactive web site through which committee chairs can make reservations for rooms with computers so changes to their committee posts can be made ‘on the spot’. Brandy Whitten (District 712): What committee authorizations are designated?
Phillip Hebert (District 342): Can we implement a calendar on which to combine all events (i.e. committee meetings) from other committees? Ben Bond (District 160.2): We will definitely research that option. QUESTIONS FOR THE COUNCIL There were no questions for the Council at this time.
Second: Joe Gregory The Staff Council general assembly meeting adjourned at approximately 3:32pm. |
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