Minutes - October 20, 2005

These minutes were approved at the UT Staff Council meeting on November 17, 2005

In attendance: Yolanda Aldaco, Jeri Baker, Jennifer Betancourt, Melba Catchings, Johnnie Conley, Marlis Dagg, Neil Fahlund, Christine Gauger, Phil Gavenda, Claudia Gerardo, Marco Gonzalez, Paul Grotevant, Christy Habecker, Clifford Haby, Bretna Hackert, Vicki Heydron, Greg Howard, James Janknegt, Dreya Johannsen, Amy Jones, Elizabeth Korves, Candace Legge, Keke Kelly Liao, Collin Logan, Alan McKendree, Kimberly Montroy, Terry Moore, Rita Moreno, Laura Najera, Pamela Owen, Eric Patkowski, Billie Pierce, Janet Reed, Carl Roell, Kathy Romberg, Christopher Scherer, Craig Schroer, Sandra Sleeper, Olen Smith, Kim Snyder, Barbara Thompson, , Alayna Wadleigh, Kim Wallace, Erin Waneck, JR Watson, Sara Jackson Watson, Ashley Williams, Kimberly Williams, Cynthia Wilson, Andrea Zabcik

Absent with notification: Alison Louise Brown, Vanessa Cobb, Vickie Drake, Danielle Fournier, Patrice Fox, Phillip Hebert, Tom Horn, Lynn Lecropane, Noah Lowenstein, Debra Madden, Lou Ann Marrs, Gary Martt

Absent: Rufino Aguirre, Carlos Bowles, Layne Brewster-Smith, Lisa Camero, Curtis Drosche, Philip Guerrero, Troy Johnson, Joyce Moyer, Donna O’Kelly, Albert Puga, Barbara Reyes, Nadine Schulte, Edie Shugart, Jennifer Trost

Guests: Monica Reed

The meeting was called to order by Erin Waneck at 2:00pm

Announcements:

• The next Staff Council meeting will be November 17, 2005 from 2:00pm to 3:30pm in MAI 212. 
• Steve Parks of Longhorn Halloween and Orange Santa spoke to UTSC about the importance of these projects - including the community giving back to itself, the need for volunteers and donations after Thanksgiving thru December 9th, and that there is no "needs test" to participate.  Longhorn Halloween will be at the Frank Erwin Center on Sunday, October 30th from 2-5pm. Typically 5,000 attend for the booths and games.  Information will be coming soon to departments including ways to donate. 
• The Chair talked about ways for giving – including a Secret Santa where the gifts are donated.

Chair's Report:

The Chair relayed information from Glen Worley, our representative on the Employee Advisory Committee. Topics of discussion included: Diversity and Appreciating Diversity because as we are aware, Texas by 2040 will have a nearly 60% Hispanic population. As the workforce becomes more diverse, appreciating our diversities will be even more important.  Dan Stuart congratulated all components on all levels of support for the Katrina/Rita hurricane; Geri Malandra with Strategic Planning asked members to provide what they consider the top 2 or 3 key issues or priorities that UT system will encounter; The Compensation Committee will send out a survey to EAC members to assess salary raises over the last three years at each institution; The Policy Committee will explore the possibility of revamping UT System grievance policy; The Benefits Committee now has a Wellness website up on UT System HR page and will launch an effort to increase participation in voluntary retirement programs – only 18% of UT uses such programs compared to 60% in the corporate world – including a survey and work that will continue thru 2006; The Communication Committee will work to disseminate information through each EAC representative to pass to their presidents, HR directors and staff councils.

The Chair reported on the University Leadership Council meeting.  Topics included the project currently being developed to raise funds to improve the turtle pond.  An oral historian position is being created at the University so that former Presidents, Chancellors, and other members of the University would be able to help preserve the University of Texas history.  Blanton Museum will open in spring of 2006.  UT is encouraging suggestions for a Commencement speaker. If you have someone in mind, please provide this information to the Chair.  Kevin Hagerty will be moving the university to a paperless system for tuition bills.

Recorder/Secretary:

Approval of minutes

Committee Reports:

Communication Committee - Paul Grotevant – Issue 2005-?? – Need for multiple email accounts

Recommendation: After discussing the background of this issue with the submitter and reviewing UT Policies and Procedures, the Communications Committee recommends that this issue be closed. 

The submitter’s objective was apparently based on a misunderstanding regarding the terms of his UMBS (mail.utexas.edu) email account.  When he originally applied for an Individually Funded (IF) account in order to obtain Telesys dial-up Internet service at home, he was also issued a UMBS email account.  UMBS accounts are provided free-of-charge to all faculty, staff, and students at the University.  However, because the email and the IF account were activated simultaneously, the submitter assumed that he was paying for the UMBS account along with the Telesys service, and he has been using it as his personal email address for approximately 10 years. 

ITS policy allows for one UMBS email address per individual, regardless of their status as faculty, staff, or student.  If the submitter wished to keep using his UMBS account solely for personal email, his department has the option to purchase an additional email account for business use on one of several other ITS servers (AEMS, uts.cc.utexas.edu), or they can provide him with an email account on a departmental server.  Alternatively, the submitter can purchase an additional email account for his personal use on any of those same servers.

Because the University already provides one free email account for all staff members, the Committee does not feel that any policy change it warranted.

All accounts on University servers, whether paid for by departments or individuals, are subject to the Acceptable Use Policy and the UT System Business Procedures Memorandum 53-06-05 on Information Resources Use and Security Policy.  These policies outline the expectations, limitations, and regulations regarding the use of University information technology resources, both for personal and business use.

Basis for Recommendation:

ITS: Email at UT
http://www.utexas.edu/computer/email

ITS Individually Funded (IF) Accounts
http://www.utexas.edu/its/account/if.html [link no longer valid]

ITS Acceptable Use Policy
http://www.utexas.edu/vp/it/policies/aup/

UT System Business Procedures Memorandum 53-06-05
http://www.utsystem.edu/bpm/53.htm

Motion is to leave policy as is – Motion is passed

Issue Committee – Amy Jones

2005-14 – Change in Providers for Superior Vision, submitted by Claudia Gerardo (581) for Jean Abernathy

Objective: Notification that the list of providers had changed was not received until after the choice was made to insure or not to unsure.  If this information had been available sooner a different choice would have been made.

Reason: Would like the ability to cancel this insurance THIS fiscal year and receive refund for premiums paid.

Result: Accepted and referred to Insurance Committee

Point of Order from the floor that we need to vote on actions.  Vote taken and 2005-14 is referred to the Insurance Committee

New Business:

Sandra Sleeper (550) – UT is recruiting an Associate Vice President for Human Resource Services; the UTSC chair and vice-chair had the opportunity to meet with each of the top three candidates.  What was your impression of the top three candidates?     
           
The Chair responded they are all competent in public speaking and was very happy to see that all three candidates had strong attributes, and a sense of the university and staff issues. The Chair was confident that a top-notch person would be selected.

The Chair also suggested that in the November meeting we invite a staff member to the UTSC meeting. Rich Burns would be discussing the employee discount program and Connie Deutsche would discuss the Emergency Assistance Fund.

The Presidential Search Committee now is working with a final list of candidates for the presidency that will be interviewed by the committee, who will narrow the list for referral to the Board of Regents. Further credentialing will take place at that time.  The final person or persons selected by the board will be brought to campus for open forums.

Watson (522) - Asked if an open forum would be scheduled and Monica from HR assumes once there are 2-3 candidates there would be one. 

Interviews for the Chief of Police position will be ongoing the month of November.   
 
Claudia Gerardo (claudia.gerardo@beg.utexas.edu) says she was appointed to the UTPD Oversight Committee – please let her know if you have any issues.

The Chair reminded UTSC that volunteers are needed for Orange Santa and that they would meet October 19th, November 8th, and January 18th at 3pm to help disseminate information – email Erin for more information. Orange Santa provides volunteer opportunities for High School students who need service hours for school organizations.  If you are unable to volunteer, you may consider giving gift certificates to Orange Santa.  Many donated items are geared toward younger children.  Gift certificates enable them to also serve the teenage community as well.

Andrea (182) – talked about Orange Santa and her experiences.  The shifts are short but you are on your feet.  You work with the store and are always stocking items.  Cash donations are used to buy “teen toys” 

Terry – 320 staff families with 1200 kids use Orange Santa

Point of Order from the floor – did we have quorum – YES.

Alan McKendree from Nursing introduced herself as a new interim member. 

2:40 – UTSC Adjourned

Mark Gonzalez
Secretary/Recorder Protem
UTSC