Minutes - September 15, 2005

These minutes were approved at the UT Staff Council meeting on October 20, 2005

In attendance: Yolanda Aldaco, Jeri Baker, Jennifer Betancourt, Carlos Bowles, Layne Brewster-Smith, Alison Louise Brown, Lisa Camero, Vanessa Cobb, Johnnie Conley, Vickie Drake, Neil Fahlund, Danielle Fournier, Christine Gauger, Claudia Gerardo, Marco Gonzalez, Paul Grotevant, Philip Guerrero, Christy Habecker, Bretna Hackert, Tom Horn, James Janknegt, Troy Johnson, Candace Legge, Noah Lowenstein, Debra Madden, Lou Ann Marrs, Kimberly Montroy, Terry Moore, Rita Moreno, Joyce Moyer, Eric Patkowski, Billie Pierce, Carl Roell, Nadine Schulte, Sandra Sleeper, Olen Smith, Kim Snyder, Alayna Wadleigh, Kim Wallace, Erin Waneck, JR Watson, Sara Jackson Watson, Ashley Williams, Kimberly Williams, Cynthia Wilson

Absent with notification: Marlis Dagg, Patrice Fox, Phil Gavenda, Clifford Haby, Phillip Hebert, Vicki Heydron, Greg Howard, Amy Jones, Elizabeth Korves, Lynn Lecropane, Keke Kelly Liao, Gary Martt, Pamela Owen, Janet Reed, Christopher Scherer, Barbara Thompson, Andrea Zabcik

Absent: Rufino Aguirre, Melba Catchings, Curtis Drosche, Dreya Johannsen, Collin Logan, Laura Najera, Donna O’Kelly, Albert Puga, Barbara Reyes, Kathy Romberg, Craig Schroer, Edie Shugart, Jennifer Trost

Guests: Monica Reed

Quorum at 2:03 – meeting called to order by Erin Waneck

Announcements:

• Next meeting Thursday, October 20, 2005, 2-3:30pm, MAI 212
• The chair welcomed new interim rep Clifford Haby for district 242. One vacant position still exists in custodial services.
• Connie Deutsch, from the Employee Assistance Program, will be at the November meeting.
• The chair announced Phillip Hebert will be out and Mark Gonzalez will be filling in during his absence.  August minutes are unavailable at this time.

Chair’s Report:

• University Leadership Retreat – the chair discussed some of the topics which were presented during the retreat such as the 125 Report, dropping “at Austin” from the University’s official name, FAC upgrades, and the introduction of a new vice-provost.
• Hurricane Katrina information – the chair received information from Rich Burns, Interim Associate Vice President for Human Resources, on UT’s response to the Hurricane Katrina crisis. UT has offered admission to the students affected by the hurricane.  UT also participated in a job fair for the evacuees trying to match as many qualified applicants as possible to open positions in the University. More information on Katrina can be found at: http://www.utexas.edu/katrina/

Vice Chair’s Report:

No report today.

Committee Reports:

Issues Committee - Amy Jones is absent today. 

• Erin Waneck presented Issue Proposal 2005-6 Use of Staff Photos on the web. Discussion consisted of religious issues and pictures as well as financial issues in producing the pictures. UTSC moved to refer this issue to the Communications Committee.

• Erin Waneck presented Issue Proposal 2005-7 Loading Zone Permit Request. After much discussion, the motion was made and passed that this issue be referred to the Parking and Transportation Committee.

• Danielle S. Fournier, chair of Insurance Committee presented Issue Proposal 2005-10 Staff Health Insurance Options to council for discussion. The issue is based on a HR Forum announcement that HMO Blue will not be presented as an insurance option next fiscal year. The presenter would like the University to keep HMO as an insurance option during annual reenrollment. Council voted to submit this issue to the Insurance Committee for investigation.

Committee on Committees – Cynthia Wilson, chair

• There are four openings that need to be filled by next Tuesday - please contact cindy.wilson@mail.utexas.edu from Plan II if interested. Here is the list of the openings:

1. Two staff representatives for the UTPD oversight committee. This position must be held by a staff council member.
2. UT Shuttle Committee - anyone can volunteer, staff council membership not required.
3. UT Bicycling Committee - anyone can volunteer, staff council membership not required.
4. Recruitment – volunteer must be an Academic or Graduate Advisor.

Compensation and Classification Committee – Sandra Moro Sleeper, chair, submitted the committee’s report for Issue 2005-4 Compensation for “Use It” or “Lose It” Vacation Leave:

After reviewing all available policies and legislature, the committee recommends that this issue be closed due to the fact that it is in direct conflict with the State of Texas statute number §661.152 of the Government Code.

Also, the committee requests that HRS reinstate correspondence (preferably in July of each fiscal year) to the affected staff notifying him/her of vacation hours which might be converted to sick leave if not used by August 31st. Along the same lines, the committee suggests that similar correspondence be sent to the affected staff notifying him/her of the upcoming expiration of his/her exempt comp time.

The committee wishes to remind staff of UT Annual Leave Policy #7.F.1 which states “…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…”  We would like this reminder referenced in the correspondence by HRS regarding vacation hours.

Basis for Recommendation:

The committee reviewed the following policies and statutes:

• UT Austin’s Handbook of Operating Procedures:  http://www.utexas.edu/policies/hoppm/07.F.01.html
• UT System Policy & Procedures Memorandum on Annual & Vacation Leave:  http://www.utsystem.edu/ohr/policies/vacation.pdf
• Regent’s Rules:  http://www.utsystem.edu/bor/rules.htm
• State law, TX Government Code:  http://tlo2.tlc.state.tx.us/statutes/docs/GV/content/htm/gv.006.00.000661.00.htm
• State HR Handbook:  http://www.hr.state.tx.us/Rules/hrhandbookpage.html

Note: PDF files require Adobe Reader

Discussion on method and timing of HRS’ communication was discussed.  A question was asked regarding the funding of vacation lump sum checks.  The funding comes directly from the University and is budgeted as part of one’s fringe benefits.  UTSC revised the committee’s recommendation to the following:  The Chair will submit a request to Richard Burns, Interim-AVP of Human Resource Services, to implement a means of communication and enhance the current electronic time sheet system to show real-time view of balances in regards to carry-over.  The motion was carried by council with one “no vote”.

Retirement Committee:  Bretna Hackert, chair

Issue Proposal 2004-25 – TRS Board of Director’s candidate pre-qualification procedure for candidates for the position of Higher Education Representative on the TRS Board of Trustees.  

The Committee recommends that the President be asked to write a letter to TRS to document and to stress UT’s concern regarding use of social security numbers in the TRS nomination process.

Basis for Recommendation:

The pre-qualifications procedure currently used by TRS requires a prospective candidate to submit a petition bearing the signature, name, and complete Social Security Number of 500 TRS active members whoa are employed in an institution of higher learning.  This requirement conflicts with two UT policies, 1) circulation a petition is prohibited by the Regent’s Rules and 2) the UT policy on the SSN limits the ability of UT staff to collect the required Social security numbers. 

There were no questions or discussion on this report.  The motion was carried by council.

Unfinished Business:

Discussion about a 4-day work week was previously raised from floor.  Since departments have discretion to allow 4-day work weeks based on business needs, this matter was not pursued by council.

New Business:

Tom Horn recommended that council elect Mark Gonzalez as Secretary pro-tem.  The recommendation was passed by council.

The chair was asked to give an update on the presidential search committee.  The presidential search committee is reviewing 50 applicants.  Open forums for the final candidates will be scheduled at a future date.  The chair solicited feedback from staff to forward to the search committee.

Terry Moore talked about Disaster Relief in wake of Hurricane Katrina.  UT’s 15 day approved absence for emergency relief workers was clarified to staff.  The chair added that Latoya Hill is the coordinator for Katrina Relief at UT.  UTSC reps should forward the email from Phil about helping and the UT response to their constituents.  Friday, the flag will be raised to half-staff at 7:30 am for the Katrina disaster.

The chair reminded the council to invite a friend to the monthly UTSC meetings.

The chair for a motion to adjourn.  Motion was carried and meeting adjourned at 3:17pm.