Minutes - April 15, 2004

These minutes were approved at the UT Staff Council meeting on May 20, 2004

Members Present: Pat Alfano, Mack Andrews, Karis Beasley, Janet Bensman, Alison Louise Brown, Philemon Brown, Helen Burnette, Alanna Bruney, Johnnie Conley, Julie Cunniff, Marlis Dagg, Laura Davis, Margaret Evans, Neil Fahlund, Linda Frost, Rick Garcia, Royce Gehrels, Sandra Godfrey, Kathy Guajardo, Christy Habecker, Bert Herigstad, Gayle Hight, Dora Hilgart, Tom Horn, Greg Howard, Marcus Horton, George Hughes, Kim Johnson, Elizabeth Korves, Noah Lowenstein, Suzanne McIntyre, Earl McMannis, PG Moreno, Peggy Mueller, Greg Murphy, John Nelson, Sam Owens, Amy Pinkston, Jorge Puig, Leslie Saucedo, Jennifer Scalora, J.R. Schlesinger, Ann Seago, Frank Simon, Sandra Sleeper, Sheril Smith, Joe Sosler, Jerry Spillar, Kitty Villa, Erin Waneck, JR Watson, Shane Williams, Glen Worley

Members Absent with Notification: Mike Acuna, Vickie Amidon, Jan Ballard, Oscar Carmona, Phillip Dubov, Phil Gavenda, Andrew Gordon, Margaret Hill, Debra Kress, Mary Beth Mercatoris, Kim Montroy, Chuck Pearson, Ana Raley, Jo Ann Richmond, Didi Smith, Stella Smith, Kitty Villa

Members Absent: Joni Burks, Melba Catchings, Augustin Collazo, Patrice Fox, John Hibbits, Jim McElroy, Kay Randall

Guests: Chris Allen, Wayne Coffey, Laura Davis, Scott Weyand - all of the UTPD, Juanita Rodriguez of the Hispanic Faculty Staff Association

Human Resource Services:  Monica Reed

Quorum: 75 filled UTSC representative places divided by 2 = 38 (for quorum)

Welcome:        

Chair Glen Worley called to order the regular meeting of the UT Staff Council at 2:05 p.m. on Thursday, April 15, 2004 in Main 212. 53 UTSC representatives were present.

Announcements:

• Welcomed new members: Betsy Springate - new representative for District 130, General Libraries. Charlotte Harris has been appointed the interim representative for District 210.1, until the 2005 UTSC election. She will replace Joni Burks, District 210.1, has officially resigned her position.
• Kay Randall – District 571, Office of Public Affairs has resigned due to a reassignment to a different department.
• Peggy Mueller, member of the UT Cares Committee, will make a brief announcement of the UT Remembers Program on May 7, 2004.
• Peggy Mueller, Staff Council Representative to the University Police Oversight Committee, will introduce the UTPD Officers presenting the Community Policing Program, they are: Officers Chris Allen, Wayne Coffey, Laura Davis (also UTSC representative), and Scott Weyand
• Next meeting is Thursday, May 20, 2004 from 2:00pm to 3:30pm, ACE 2.302.

Guests Talks:

Peggy Mueller announced the upcoming UT Remembers Program, which is held the first Friday in May (this year it will be held, May 7). This is a memorial program to remember UT retirees, students, faculty, and staff who have died in the previous year. She said that it is a fitting way to remember and help deal with grief at the loss of colleagues.

Peggy, who was appointed to the UT President’s Oversight Committee, also announced that one of the most important presentations she has seen, as a member of that committee, was one put on by the UTPD to bring campus awareness to their "Community Oriented Policy on Campus" or "COP." She then introduced the four Officers: Chris Allen, (chris.a@mail.utexas.edu; 471-4441), Wayne Coffey, (coffeywe@yahoo.com; 471-4441 ext.206), Laura Davis, (gldavis@mail.utexas.edu; 471-4441 ext.208), and Scott Weyand, (rscottw@mail.utexas.edu; 471-4441 ext.235). Laura Davis is also on Staff Council.

These four Officers each introduced themselves and spoke of their past and present work with UTPD. They each spoke of the how the UTPD works with and depends on feedback from the UT community to solve crime-related problems and to prevent crime on campus. They also spoke of the various sources and programs available through the UTPD to help make this a better and safer campus.

Discussion:

The Chair asked, "what can UT staff do?" He was told that Staff played an important role as the "Eyes" of UT. The Officer went on to say that if someone looks out of place or is not supposed to be in an area, then, they should be reported.

One Representative said that most people did not realize that the UT campus is not a public place.

One of the Officers said that UT was somewhat restricted as there were areas such as the General Libraries that received federal funds and so are required to let all people in. He also said that unless a person was negatively acting out in some way, there was no way to keep that person out.

Another Representative asked if there were people that are restricted from being on campus.

The Officer replied, "yes, but the process to restrict these people is very complicated. If you think you see someone who falls in this category and should not be on campus to call the UTPD and they will check this person out."

The same Representative asked what to do if the "restricted" person was in a public access place like the Texas Union. He was told by the Officer that the third floor and above was restricted to Faculty, Staff, and Students. If the building doesn't have a library or business offices then it is restricted against the public.

Chair's report:

• Employee Advisory Council (EAC) meeting - attended by Ann Seago and Chair:
• UT System will work in next legislative session to improve situation brought on by SB 1370 - e.g. 90 day wait period before new hires can get insurance.
• Regents have created a Campus Life committee chaired by Regent Craven. Regents are also seeking ways of increasing non-monetary awards. The Regents are also interested in meeting leaders of staff councils at the components hosting their meetings.
• UT System expects a system wide audit during FY 2005.
• Insurance News: UT System participated in a study called Pathfinder run by consultant firm Hewitt. UT was the most efficient program of 20 academic institutions. We get the most benefits from the premiums we pay. UT’s rates are also lower than Texas A&M and ERS which covers all other higher ed employees and state employees. For example, our longterm care is 15% less than that offered by ERS.

University Leadership Council meeting:

Benefits update by Kyle Cavanaugh

• Workers' Comp issue: UT HRS is working to identify UT employees who work outside of Texas and is also working to purchase a worker’s comp coverage that will cover these workers.
• Retirement Plan - ORP: UT is working to develop a common remitter which will make it easier to administer the plan. This will allow online enrollment and other services such as financial calculators to project balances for retirement. UT System is also working the design of a 457 plan with a projected implementation date of January 2004. A 457 plan is an alternative to a 403B plan and may include current vendors. This new plan should allow participants to increase the dollar amount of tax-sheltered contributions.
• Insurance:
  • UT Select projected 10% increase in premiums. This will affect people with dependents on their insurance.
  • Domestic partners benefits - UT System has sent a clarifying memo indicating that domestic partners are not eligible to participate in state plans.
  • Post-Docs with their own source of funding - eligible to participate in group plan, but must pay full cost. HRS needs to know who these people are within 31 days of starting employment.

Discussion:

One Rep asked if there was only one bid for insurance

Chair: Blue Cross/Blue Shield will continue to administer the UT Plan. Still negotiating for HMO.

Another Rep asked what plan A&M will go to for insurance.

Chair replied that they will use the state plan (ERS) which is not as good as the one for UT.

Another thing regarding benefits - we will get a debit-like card for UT Flex which will enable us to instantly access and use our UT Flex money.

Pat Clubb reported that a new switch gear and a turbine will be installed over the next four weeks. Power interruption might cause a problem during this period.

UTSC Executive Committee made the decision that new members will be installed at the end of the May meeting. They will not have voting privileges at the May meeting. This will allow the new members to observe meeting procedures. Outgoing members can nominate candidates for the officer positions.

Vice Chair's report:

None

Recorder/Secretary's report:

Call for approval of Minutes from the previous meeting

Committee reports:

Standing: (Bylaws, Committee on Committees, Communications, Issues, Nominations and Elections)

Frank Simon, Bylaws: 

The Chair addressed the proposed name change of the Bylaws Committee by reading the proposed amendment to the UTSC. It read:

"The purpose of this amendment is to change the name of the Bylaws Committee to the Bylaws and Procedures Committee.

Resolved, that Section VII, paragraph I of the Bylaws be amended to read:

1. Bylaws and Procedures Committee - The purpose of the Bylaws and Procedures Committee is to develop and report bylaws for adoption by the UTSC and to review the Bylaws and propose amendments for adoption by the UTSC when necessary. The committee will act as parliamentary advisor in order to assist the Chair of the UTSC to maintain productive UTSC meetings.

Once this was read, the Chair of Bylaws called for a vote.

At this point, a Representative remarked that from his reading of the Bylaws an amendment has to be out in written form to the group for three weeks before it can be voted on.

The Chair of Bylaws, after reading Section II/Amendments of the Bylaws, said that the Representative was correct and asked if the discussion at the last meeting counted for the three weeks grace period. He also asked if the consensus from last month counted?

The UTSC Chair proposed a straw vote and asked the council if we wanted to go strictly by the letter of the Bylaws or if everyone felt comfortable in voting on the name change at this time.

It was voted that the council would conform to the Bylaws and vote on the name change at next months’ meeting.

Erin Wanecke, Issues:

Issues Summary - March 04:

2004-5  Special University events - Comp time vs Volunteer time, Godfrey, Distr. 322. 

Objective: There should be a University-wide policy regarding comp time for staff who work special university events; i.e., Commencement, college graduation ceremony, Explore UT, Gone to Texas, Moovin, etc.; Currently some departments grant comp time, others only allow staff to work strictly on a volunteer (no compensation) basis.

Reason:  Some staff use to receive comp. time but that no longer applies. Now these special UT events are a strictly volunteer basis (same dept.)

Discussion:

One Representative asked if the committee was going to come up with a policy regarding this.

UTSC Chair answered that the committee will research the issue and come back to Staff Council with a recommendation.

Voted to send to Compensation & Classification

2004-6 Vendors at Pickle, Alfano, Distr 581.

Objective: Employees want food vendors allowed at the PRC.

Reason: The Commons has terrible food. Pickle is so remote that one has to drive if he/she wants an alternative. Vendors were allowed years ago. They should be allowed again.

Discussion:

One Representative suggested an addendum to also include a directive to the new director of the Campus Club who also oversee the Pickle Food-court.

Voted to send Miscellaneous Benefits

2004-7 Recommendation for a University Time Reporting Compliance Officer, Murphy, Distr. 160.

Objective: To follow-up on a 6/18/03 recommendation to Pres. Faulkner by the UT System Dir. Of Audits that an individual be assigned to be responsible for compliance with federal and state time reporting laws and UT System & UT time reporting policies and practices.

Reason: University and Federal Labor Standards Act time reporting policies and official employee classifications that fall under them are not well known by staff. Violations have been found by UT System auditors prompting the recommendation for a compliance officer. Staff members may be afraid to ask their managers or question the policy, for fear of retaliation. There is no independent officer in charge of compliance who staff can go to for help.

Discussion:

One representative said that System recommends that UT have Time Reporting Officers and asked why we did not have a person in this position.

Another Representative answered that there is now a Time Reporting Officers and that person is under the Audit Dept.

The Chair of the Classification and Compensation Committee said that there are items in this issue that are similar to the issue she will be reporting on later in this meeting.

A motion was made at this point to table discussion until after the Chair of Compensation & Classification gave her report. It was voted on to do this.

2004-8 a) UTSC Reps. directive to attend meeting/ b) More Time for UTSC Business, Guajardo, Distr. 302 & Hibbitts, Distr. 462

Objective:
a) Official directive to department head/supervisors clearly stating that each UTSC rep. is allowed to schedule time away from normal duties to attend monthly meetings and to conduct staff council business.

b) Allow staff council reps more time, if needed for staff council business.

Reason:
a)Some reps are harassed or, in some cases, not allowed to participate in UTSC meetings and committee work, one rep. resigned because of these problems.

b) The 2 hours per month is not enough on occasions. Most months there is a committee meeting which takes about an hour (+ travel time). On occasions while researching the Child Care project, my work was done at night on my own time.

Discussion:

A Representative asked what was the intent here: to have 4 hours available as part of Staff Council work. There has never been a directive from the Tower to the manager/supervisors for this to happen. There needs to be a letter from Pat Clubb clarifying that these hours are part of the employee’s job once they become a representative to Staff Council.

Another Representative said that there were two issues here: 1) getting 4 hours and 2) the 4 hours is not enough time to do the work of UTSC. The second might jeopardize getting the first.

A Representative said he thought this was correct. This time is guaranteed us when we’re elected. This is in a letter that goes out to new representatives and their supervisors. Clearly this is not enough, there needs to be something stronger for the people who are hindering.

One of the Representatives that submitted the issue said that originally this was two different issues but a decision was made to fold the two together.

A Representative said that the committee can look at it as if its two different issues and make two different recommendations.

The UTSC Chair called for a vote. It was voted on to divide the issue into two parts for the next meeting.

Noah Lowenstein, Nominations and Elections:

The Chair updated the UTSC on the current election process. At this point in the process:

• The Campaign period is ending
• Voting will soon begin
• Of 35 Districts up for reelection, six have more than one nominee so there will be six elections.

Discussion:

One Representative asked where the nominees platform information was.

Chair of N&E answered that this depends on the District.

The Representative answered that she had not been able to find that information in her district.

Chair of N&E answered that he would get this taken care of.

The Chair also told the UTSC that if a current representative decided not to run or if a nominee decided to drop out that their names would still appear on the ballot as it was too late to change them. Any votes for that person would not count.

He also informed the UTSC that officers will be nominated at the May meeting by continuing and out-going members. Voting for these positions would take place at the June meeting.

Working: (Classification and Compensation Committee; Grievance; Insurance; Miscellaneous Benefits; Parking and Transportation; Retirement)

Sandra Sleeper, Classification and Compensation Committee:

The Chair updated the council on that committee's work on two issues.

Issue 2003-6 was implemented in UT Policy 7.F.1 on September 28, 2003. Supervisors must review an employee’s request for vacation time based on university and departmental guidelines and approve/disapprove that request within five working days of receipt of the request. It can be seen online at: http://www.utexas.edu/policies/hoppm/07.F.01.html.

Issue 2003-19 Limited Expansion of Sick Leave Pool Uses

Objective: Access to the sick leave pool for people who are suffering pain and/or a debilitating condition and are in need of hospitalization for surgery or treatment. This would be on a case by case basis and with a doctor’s input.

Based on their research, C&C recommends that communication be started between the UTSC Chair and Kyle Cavanaugh, requesting the following re-definition of the term "a severe condition or combination of conditions":

As one that will:

1. "result in death if not treated promptly, OR
2. requires hospitalization, rehabilitation and/or home convalescence for more 72 consecutive hours that is the result of a hospital in-patient or out-patient procedure, OR
3. Causes a person to be legally declared a danger to him or herself or others..."

The committee also benchmarked other universities to review the infrastructure of their Sick Leave Pool programs. Based on their research, the committee recommends that a SLP Committee be formed to review applications for Sick Leave Pool in addition to the University appointed physician who is solely responsible for reviewing and approving requests.

Since there wasn't a quorum we weren't able to vote on this issue; it will be revisited at next the next meeting. (see Issue 2003-19 [PDF; requires Adobe Reader])

Issue 2004-2 Notification for Award

Objective: We would like employees that are being nominated for the Staff Excellence Award or Outstanding Supervisor Award (regardless of outcome) be notified of the nomination in writing so they can file it in their personnel records as a kudos.

The C&C committee recommends the UTSC Chair to write a letter requesting the HRS to implement this notification process. The committee has attached two drafts for HRS review and consideration.

It was decided to wait until the next meeting to vote. The UTSC Chair asked if copies of the draft letters could be brought to the next meeting. The C&C Chair asked if instead this could be put into the minutes. She was told yes, please send the letters to the Secretary/Recorder (see Issue 2004-2 [PDF; 93K]).

Issue 2003-3 Non-Exempt/Exempt Time Reporting and Pay for UT Austin Staff

Objective: It would be mandatory for supervisors to inform staff as to what their status is: exempt/non-exempt and to make known to staff the rules are that go with each status.

The C&C committee recommends the UTSC Chair to write a letter of recommendation to HRS that they develop a standard offer letter and reappointment letter which would specify FLSA status of the employee. The committee also recommends that the Chair request that HRS add a FLSA status link on the electronic time sheet. This link would relate the employees status and would list non-exempt and exempt status definitions.

Discussion:

One Representative said that many of the staff do not know what their status is. It's very important that they do because of overtime implications. There have been three audits done in regards to this and because of the audits some staff have received 1000's of dollars in overtime owed them.

A Representative said that in her department (it may be their departments policy), the HR office makes sure that all staff know what their status is. She went on to say while the link on the online timesheet is easy to implement, sending out letters to everyone could be very complicated.

The C&C Chair said that she is a HR manager and her department sends out about 500 letters several times a year with this information. It might be complicated at first but once a system is in place, it is not that hard.

Since there wasn't a quorum we weren't able to vote on this issue; it will be revisited at next the next meeting (see Issue 2003-3 [PDF; 107K]).

Marcus Horton, Parking and Transportation:

The Chair of P&T will report on the latest Parking & Transportation matters at the next meeting.

Unfinished business:

None

New business: 

None

Adjournment:

A motion to adjourn was made and the meeting ended at 3:50 p.m.

The next regular meeting of the UTSC is May 20, 2:00-3:30 p.m., ACE 2.302.