Minutes - May 20, 2004

These minutes were approved at the UT Staff Council meeting on June 17, 2004

Members Present: Michael Acuna, Mack Andrews, Karis Beasley, Philemon Brown, Helen Burnette, Alanna Burney, Tara Carlisle, Melba Catchings, Johnnie Conley, Julie Cunniff, Marlis Dagg, Laura Davis, Phillip Dubov, Margaret Evans, Neil Fahlund, Linda Frost, Rick Garza, Phil Gavenda, Royce Gehrels, Sandra Godfrey, Freida Golden, Mark Gonzalez, Andrew Gordon, Kathy Guajardo,Charlotte Harris, Phillip Hebert, John Hibbits, Gayle Hight, Dora Hilgart, Margaret Hill, Tom Horn, Marcus Horton, Greg Howard, Dreya Johannsen, Kim Johnson, Amy Jones, Elizabeth Korves, Liz Landeros, Sonja Lane, Lynn LeCropane, Noah Lowenstein, Debra Madden, Suzanne McIntrye, Earl McMannis Jr., PG Moreno, Peggy Mueller, Greg Murphy, John Nelson, Chuck Pearson, Billie Pierce, Amy Pinkston, Albert Puga, Jorge Puig, Jo Ann Richmond, Kathy Romberg, Leslie Saucedo, Jennifer Scalora, J.R. Schlesinger, Ann Seago, Frank Simon, Sandra Sleeper, Didi Smith, Olen Smith, Sheril Smith, Joe Sosler, Jerry Spillar, Barbara Thompson, Alayna Wadleigh, Erin Waneck, Shane Williams, Teresa Williams, Cynthia Wilson, Glen Worley Gabby Yearwood

Members Absent with Notification: Pat Alfano, Vickie Amadon, Janet Bensman, Alison Louise Brown, Philip Guerrero, Bert Herigstad, Jim McElroy, Ana Raley, Stella Smith

Members Absent: Jan Ballard, Joni Burks, Oscar Carmona, Augustin Collazo, Patrice Fox, Christi Habecker, George Hughes, Mary Beth Mercatoris, Kim Montroy, Sam Owens, Kay Randall, Verta Thompson, Kitty Villa, JR Watson, Sara Jackson Watson

Guests: Jennifer Trost, OPA

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, May 20, 2004 in ACE 2.302. 72 UTSC representatives were present.

Announcements:

Welcome new members: Charlotte Harris, Dist. 210.1
Betsy Springate, Dist. 130.2 has resigned

Next meeting is Thursday, June 17, 2004 from 2-3:30 p.m. in Main 212.

Recognition of outgoing members - Kyle Cavanaugh congratulated all members of the UTSC (especially the out-going and incoming members). He said that he was very proud of what the UTSC had accomplished and also to see everyone's hard work come to fruition. He then handed out the certificates to the out-going members.

Guest Speaker - Kyle Cavanaugh announced that two new policies had been approved: 

State Compensation Time Policy, which will go into effect on June 1, will help clear up confusion over how compensatory time works. (For more information, see the HRS web-site on Compensation at: http://www.utexas.edu/hr/comp/index.html)

The Grievance Policy has been approved and will go into effect September 1. The policy that has existed up to now has been the same for all the UT components. UT-Austin will now have its own grievance policy. This is the first time that employees have had any input in the formation of their grievance policy.

The UTSC Chair thanked Frank Simon and the other members of the committee that worked on this policy. He also remarked that the other UT components were amazed that we had gotten this passed and that after a few years, UTSC members may want to re-visit this to make sure that it is still up to date.

Chair's report: 

Annual Report of the University Staff Council
For the period June 2003 through May 2004

The University Staff Council became an established and respected member of the University of Texas at Austin community during the third year since its establishment in May 2001. Staff Council representatives addressed various concerns of their constituents including everything from expansion of the Staff Educational Benefit, parking issues, insurance issues, and food selection at remote campuses. Staff Council representatives also relayed important information to their constituents concerning the difficult budget situation that occurred in 2003. Staff Council committees researched issues and worked with University departments to resolve concerns affecting all staff, and they established a reputation for thoroughness that has not gone unnoticed by the University community. Finally, the Staff Council was instrumental in bringing awareness of staff issues and concerns to the campus community, especially in coverage of staff issues by the Daily Texan.

Major Accomplishments over the last twelve months:

• Progress towards a new Grievance Policy - The Staff Council approved a draft of a new Grievance Policy and submitted it to President Faulkner. This draft policy then was presented for comment to Dean's Council and University of Texas at Austin vice presidents. These groups approved the policy, and President Faulkner announced to the Staff Council in February that he had sent the draft policy to UT System for review. The Staff Council is currently awaiting the results of the UT System review.
• UT Share Pass - As a direct result of issue submitted to the UTSC, the UT Parking and Administration implemented UT Share Pass, described on their Web site as "a low cost parking alternative for those who just need occasional access to one of the University garages. … We believe the UT Share Pass offers a great benefit for many University employees. We would like to acknowledge and thank the University Staff Council for participating in the concept and testing of this new service."
• Extension of Staff Education Benefit (SEB) - Staff Council's request to extend the SEB to summer semester was made effective summer session 2004.
• UT Handbook of Operating Policy changes as a result of UTSC recommendations
  • Bereavement leave policy - Policy revised to:  Funeral of a Coworker. With supervisor approval, an employee shall be granted up to four hours of leave to attend the funeral of a coworker.
  • Guidelines for vacation requests - Policy revised:  The supervisor must review the employee's request based on university and departmental guidelines and approve/disapprove within 5 working days of receipt of the request. (Previously there was no such time limit for supervisor approval)

Participation on University wide committees and task forces - Several Staff Council members served on committees such as the Parking and Transportation Policy Committee, University  Police Oversight Committee, UT System Employee Advisory Council, and the Committee on Campus Community.

Improvements to Staff Council Web page - UT staff can now easily find out who their Staff Council representative is by accessing the Who is my representative? link [https://utdirect.utexas.edu/pnsc/my_rep.WBX]

(He paused here to thank Phil Gavenda and Noah Lowenstein for their help with this.)

During the last year the Staff Council reviewed thirty-one issues submitted to the Council. Of those thirty-one issues, two were not accepted, four have been resolved, two withdrawn and one tabled. The remaining issues were accepted by the Staff Council and assigned to appropriate Staff Council committees for research and recommendations for action.

I particularly wish to point out the excellent work done by all the various Staff Council standing and working committees throughout the last year. These committees took their assignments very seriously and conscientiously researched any issue assigned to them. The conclusions and recommendations made as a result of these efforts were reasonable, insightful, and, as mentioned above, provided improvements for all staff. The committees' diligent efforts are responsible for the continuing success of the Staff Council.

Vice Chair:

There are sign-up sheets for the various committees, new workers please sign up.

Recorder/Secretary:

Announced that she had been informed by Sandra Sleeper that there was no quorum for the issues she presented at lasts months meeting. The UTSC also did not vote on Issue 2004-7 as that was tabled until after Sandra gave her report. So the UTSC will revisit and vote on these issues at this meeting. Taking all this into consideration, if there are no other changes, let the minutes stand as approved. The minutes for April's UTSC meeting were approved.

Committee Reports:

Standing Committees:

Nominations and Elections Committee - Noah Lowenstein

The Chair of N/E summarized the results of elections -- the nomination and election of members went as planned. There were no run-off elections required. 36 district representatives were elected, one with two representatives.

The nomination of officers for Chair, Vice-Chair, and Secretary/Recorder. These positions run for one year. Eligibility for these position are must have served in Council for one year prior to running for these offices.

The Chair of N/E called for nominations from the floor:

• Glen Worley was nominated for Chair by Frank Simon and Peggy Mueller.
• Phil Gavenda was nominated for Vice-Chair by Greg Murphy
• Erin Waneck was nominated for Secretary/Recorder by Didi Smith.

There were no other nominations made.

The current Vice Chair thanked the Chair of the Nominations and Elections Committee for covering all the elections.

Communications Committee - Phil Gavenda

The Chair of Communications Committee reported on improvements to Group Email. He also gave everyone the web-address for the site. While group email is not perfect it is the only systematic way to send email to the various districts. The representatives can set their own group email up if they choose not to use this one. ITS has made group email more use friendly. With the old system, the user would have to copy and paste the email address into the user's email message. Now the system is designed to bring up it's own email with the address in it. If user's do get bounce-backs, check the email to see if a cause can be determined. The web-site will also have a help section for this. The user can also contact the Phil Gavenda if they can't determine a cause for the bounce-back.

He also went over the ITS policy for use of group email -- it is designed to send only important messages to the group and should not be used for casual email.

Discussion:

One Representative asked if they system could determine who their constituents were.

The Communications Chair: Yes, it can.

The Representative also asked that since his was a multi-representative district does it do to only my constituents or everyone in that district.

The Communications Chair: The email would go to everyone in the district.

Bylaws Committee - Frank Simon

The Bylaws Chair reported on the proposed change to the bylaws. He read the amendment to vote on:

An Amendment to the Bylaws of The University of Texas Staff Council

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

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

I. 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.

After the reading, a vote was taken and the name change was passed.

Issues Committee - Didi Smith

For reconsideration from last month:

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. Some of the violations have resulted in additional compensation for current and former UT staff. Other UT staff members may be owed additional compensation. 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.

If accepted by UTSC vote, Issues Committee recommends referral to: Compensation & Classification

The Issues Chair suggested that the voting on this issue be postponed until after the Chair of Compensation and Classification made her report. It was agreed to do this.

2004-9 UT mowing down the Wildflowers, Alfano, Distr. 581

Objective:  Some control on lawn mowing procedures as to not destroy native plants.

Reason:  Lawn services is mowing down native plants which is not a good example for UT to set regarding conservation, environmental concerns, etc.

If accepted by UTSC vote, Issues Committee recommends establishing a new working committee: Facilities

Discussion:

One Representative asked where the wildflowers in question were, the Pickle?

Another Representative answered that they are in the Commons Area at the Pickle.

There were no more comments. The UTSC Chair restated the issue.

Another Representative stated that there seemed to be two issues here. One for a new committee and the other the issue of the wildflowers.

A vote was taken on the two separate issues. The creation of a new committee called "Facilities" passed. The wildflower issue was also passed for consideration.

2004-10 Savings Bond Issue, Falhlund, Distr. 502

Objective:  Provide Savings Bond Form through individual employee's paycheck profile through UT Direct.

Reason:  To promote savings and to make it easier to complete forms. Too difficult to get work time off to get to Main Building. Too difficult to find parking to get to Main Building.

If accepted by UTSC vote, Issues Committee recommends referral to: Compensation & Classification

Discussion:

One Representative asked why the issue was going to Compensation & Classification and not Miscellaneous Benefits.

A Representative answered that will go to Comp & Class because it comes out of the paycheck.

Another Representive added that it is hard to change the profile for people at the Pickle.

The UTSC restated the issue with the recommendation it go to Comp & Class if passed. There was no more discussion. Issue passed and will go to Comp & Class.

2004-11 Optional Retirement Eligibility, Habecker, Distr. 610

Objective: To investigate the eligibility differences between Teacher Retirement System and the Optional Retirement Program. To see if more UT job titles can be included in the ORP eligibility list. If not, to see if there are any alternative options to being in the TRS, and to support those alternatives. If this requires a legislative change, to make a statement showing support via a letter to the President and UT systems.

Reason:  The majority of UT staff members are "classified" staff, and as such have only one retirement option with the University, TRS. Staff members in select Code 1000 titles, are eligible for either TRS or ORP. Staff in ORP vest into their program in 1 year + 1 day, whereas it takes 5 years to vest in TRS. Also, staff in ORP are able to invest their retirement funds as they choose, more like a 401k with private companies, whereas in TRS your funds are invested for you. Also, if you leave TRS you can only withdraw your employee portion of the monies with interest, in ORP you can withdraw your monies and the state's.

If accepted by UTSC vote, Issues Committee recommends referral to: Retirement

There was no discussion and the issues was passed to go to Retirement.

2004-12 Informing UT employees outside of Austin of their access to SEB, Korves, Distr. 282

Objective: REQUIRED: Making information about the SEB READILY available to McDonald Observatory and Marine Science Institute staff. This information needs to be publicly accessible to these employees on an on-going basis. In other words, one memo to inform Director or staff is insufficient since newer employees would not have the information. It needs to be readily available on-line.

Reason:  A staff person at McDonald Observatory is interested in using the SEB but information about how non-Austin UT staff access the SEB and what classes are eligible is not readily available. Two supervisors and myself have been told conflicting things by HRS.

If accepted by UTSC vote, Issues Committee recommends referral to: Misc. Benefits

There was no discussion and the issues was passed to go to Misc. Benefits.

2004-13 Staff Legal Benefit - Elective Coverage, Madden, Distr. 382

Objective: To provide a negotiated legal benefit for UT staff. Staff would have the ability to elect legal service coverage during the annual enrollment period. This benefit would be at no cost to UT except for time spent on negotiating rate based on potential participation.

Reason: Added benefit for staff. Provide access to legal insurance/service for UT staff. Elective coverage.

If accepted by UTSC vote, Issues Committee recommends an Ad Hoc Committee be formed to research, report and make recommendation

The UTSC Chair restated the issue. The Issues Chair commented that the University of California has this benefit and it looks very good. Another Representative commented that the APD also had this benefit.

The issue was voted on and passed.

Working Committees:

Parking and Transportation - Marcus Horton

The P &T Chair reported on the new Share Program in which anyone who is eligible to purchase an "A" permit or certain other approved UT affiliates can purchase the cards that will allow them to occasionally park in the garages at reduced rate. For more information on the UT Share Pass go to Parking and Transportations web-site: http://www.utexas.edu/parking/

He also reported on the new permit rates for the next fiscal year. A permits will go up but at less a rate than originally proposed. The Surface F and C permits will go up a lot.

The Temporary D permit policy has been reviewed and Harkins has decided to waive the fee for everyone who holds an annual permit.

At this point, the UTSC Chair announced that the Council had 12 minutes left to take care of business.

Unfinished Business:

Compensation & Classification Committee - vote on issues presented at April's meeting - Sandra Moro Sleeper

Issue #2004-2: the council voted yes on the committee's recommendation for UTSC to request HRS to implement this notification process. 2 drafts for HRS review are attached to this email.

Issue #2003-3 [PDF*]: we ran out of time and this issue was not addressed. This issue needs to be readdress & voted on in the June meeting.

On Issue #2003-19 [PDF*]: we ran out of time during debate. There was debate on the recommendation of HRS forming a peer committee to review & approve/reject the Sick Leave Pool applications along with the University appointed physician. There was also debate on the "more than 72 consecutive hours" section of our recommended addition to the definition of "severe condition or combination of conditions." This issue has to be readdressed & voted on in the June meeting.

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New Business:

Installation of new members

The Chair asked that the new members please stand and then said:

From this moment you have full voting privileges as members of the University of Texas at Austin Staff Council. You now represent your coworkers in your district, in particular, and all UT Staff in general. In assuming your role as a Staff Council representative, you also accept the responsibility to treat your fellow representatives with respect and to follow the bylaws of the Staff Council. On behalf of the continuing members of the Staff Council, I welcome you to the Staff Council and look forward to working with you.

He asked that the new members be seated.

He then asked the all the out-going members to rise and thanked them for their work on the council.

Adjournment:

The meeting was adjourned at 3:20 so that the new members could sign up for committee work.

The next meeting of the UTSC will be July 17 at 2:00 - 3:30 p.m. in Main 212