Minutes - November 17, 2005

These minutes were approved at the UT Staff Council meeting on December 15, 2005

In attendance:  Yolanda Aldaco, Jeri Baker, Alison Louise Brown, Lisa Camero, Johnnie Conley, Marlis Dagg, Vickie Drake, Neil Fahlund, Danielle Fournier, Patrice Fox, Christine Gauger, Phil Gavenda, Claudia Gerardo, Paul Grotevant, Philip Guerrero, Christy Habecker, Clifford Haby, Bretna Hackert, Phillip Hebert, Vicki Heydron, Tom Horn, Greg Howard, Dreya Johannsen, Troy Johnson, Amy Jones, Lynn Lecropane, Candace Legge, Noah Lowenstein, Debra Madden, Gary Martt, Terry Moore, Joyce Moyer, Pamela Owen, Billie Pierce, Janet Reed, Carl Roell, Christopher Scherer, Nadine Schulte, Sandra Sleeper, Alayna Wadleigh, Kim Wallace, Erin Waneck, Sara Jackson Watson, Ashley Williams, Andrea Zabcik

Absent with notification:  Jennifer Betancourt, Marco Gonzalez, James Janknegt, Lou Ann Marrs, Kimberly Montroy, Rita Moreno, Eric Patkowski, Craig Schroer, Kim Snyder, Barbara Thompson, Cynthia Wilson

Absent:  Rufino Aguirre, Carlos Bowles, Layne Brewster-Smith, Melba Catchings, Vanessa Cobb, Curtis Drosche, Elizabeth Korves, Kelly Liao, Collin Logan, Alan McKendree, Laura Najera, Donna O’Kelly, Albert Puga, Barbara Reyes, Kathy Romberg, Edie Shugart, Olen Smith, Jennifer Trost, JR Watson, Kimberly Williams

Guests:  Michele Ewan, Registrar; Shane Williams, School of Information; Karen Ballinger, Office of Accounting; Monica Reed, HRS; Debra Kress, HRS; Debbie Miller, Registrar; Sarah Y. Shafer, HRS, Connie Deutsch, EAP
 
Meeting called to order at 2:02 PM.

Announcements:

• The next meeting is Thursday, December 15, 2005 from 2:00pm to 3:30pm, in Main 212
• There will be a UTSC forum with William Powers Jr. Esq., finalist for President on Friday, November 18th, in Main 212 from 10:30am – 11:30am.
• The executive committee has appointed Mark Gonzalez to the assistant secretary/recorder position.

Connie Deutsch; Director, Employee Assistance Program

Ms. Deutsch gave an update on the Staff Emergency Fund “the Fund”.  She noted that the Fund was begun by the precursor to the UTSC.  The EAP is the contact point for a staff member requesting assistance from the Fund and will assist in all paperwork.  Once application materials are completed, they are stripped of identity and given to a committee of unknown people.  Once the committee has made a decision, it is turned over to HR who then instructs the firm who controls the money to disperse.  Last year, the maximum was $750 but has increased to $1,000 this year.  Last year there were 17 applicants, 2 were never completed, 15 were sent to the committee, 14 were accepted and received money, and 1 was denied because the financial problem was not the result of a crisis situation.  The Fund is intended to assist employees who are burdened with financial difficulties arising from an emergency only and not continuous financial difficulties.  She broke down the incidences:  2 for travel to a funeral, 1 for fire, the rest medical.  She also said that the Fund website has been expanded to include “How to Apply”.

Question:  Is the money a grant or a loan? 
Answer:  Grant.

Question:  What is the turn-around from application to receipt of money?
Answer:  The maximum is 10 days, but some get completed in as few as 3 days.

Question:  Is the Fund limited to full-time employees only?  Are there options for less than full-time employees?
Answer:  It is limited to full-time employees only.  There is no way to verify additional income for a part-time employee.

Question:  Is there any structure into Colleges and Departments to make employees aware of the availability of the program should the need arise?
Answer:  The best place for that to be structured is with the HR Forum and through UTSC.

Question:  Is there a statute of limitations?  If a person doesn’t realize they need help to overcome a crisis until months later, are they still eligible?
Answer:  Yes, as long as the crisis is still ongoing and the employee can document that their financial difficulties are due to the crisis.

Question:  Are the Fund contributions invested or held?
Answer:  They are held in a non-interest bearing account.

Chair's report:  Erin Waneck

If you are not receiving UTSC emails, please notify Paul Grotevant.
Julian Carter has been named the new Associate Vice President for Human Resources.  He begins in January.

Recorder/Secretary:  Phillip Hebert

The secretary asked for any additions or changes to the October minutes.  A question arose as to a meeting in January of the Orange Santa program, and it was confirmed there is one.

Committee Reports:

Issues Committee:  Amy Jones

2005-15: Annual Staff Reappointment Timing Issues, submitted by Kelly Liao, District 160.  Specific Objective:  Set annual reappointment deadline to prevent insurance gaps and timesheet inaccuracies during reappointment times.  The issues committee recommended that it be validated and referred to the Compensation and Classification Committee, it passed.

Retirement Committee:  Brenda Hackert

Proposal 2005-3:  Objective to simplify the process for opening and contributing to the supplemental retirement program know as the 403B(7) Tax Deferred Annuity.  Specifically, it should be clarified whether processing these accounts are handled by HR or by Payroll.

The committee researched the problem.  Peg Wilcox in Payroll was contacted to find out more about the situation that prompted the issue.  Mr. Gonzales turned in paperwork to create a 403B payroll deduction to be sent to Merrill Lynch.  As part of that process, he was advised to provide the paperwork directly to Merrill Lynch.  Payroll deductions were sent to Merrill Lynch. As Mr. Gonzales (or his Merrill Lynch representative) failed to get the account set up, Merrill Lynch had no information about his account, and returned the money sent by Payroll.  Mr. Gonzales was notified.  In July 2005, HR assisted Mr. Gonzales in creating the account and forwarded the returned funds to Merrill Lynch.  His payroll deduction is working properly now.  Kelly Lomansney in HR assured us that recent action has been taken to simplify and improve the process and to more clearly identify HR as the only point of contact regarding supplemental retirement accounts.

The committee found that the problem that prompted Mr. Gonzales’ issue has been resolved to his satisfaction.  The action taken by HR to streamline the process and better educate employees about 403B accounts is considered to satisfy the stated concern about ambiguous responsibility.

The committee recommended that the UTSC take no further action.  A question was raised to further explain whom to contact if an employee wanted to begin a 403B payroll deduction and Brenda stated that HR is the point of contact.  The recommendation was seconded and passed.

By-Laws Committee:  Tom Horn

Tom noted that the By-Laws Committee has been meeting regularly to revise the bylaws.  As noted previously, changes will be provided in writing for a first reading where there will be no discussion.  At the next meeting, discussion will take place during a second reading.  If there are any changes made to the proposal, that second reading becomes the first reading and the process is repeated the following month.

Their first proposal is to change the objective as listed in the By-Laws.  It includes defining staff and beginning a Bylaws Glossary.  The proposed change was passed out and read.  Copies will be given to people who weren’t present.

Question:  Discussion will be open at the next meeting?
Answer:  Yes, it prevents discussion and re-discussion.

Question:  How do we communicate questions and concerns?
Answer:  Get in touch with the committee.

Miscellaneous Benefits:  Philip Guerrero

Philip gave an update on the issue proposing expanding the Staff Educational Benefit to cover extension courses and correspondence courses.  He noted the committee is still working on the issue.

Rich Burns, Interim Associate Vice President for Human Resources

Mr. Burns gave an update on the proposed Employee Discount Program.  A policy has been drafted and it has been given to the Legal Affairs office.

New Business:

Sandra Sleeper, District 550 motioned for the creation of an ad-hoc committee to research and develop a mentor program for new UTSC representatives.  The motion passed.

Paul Grotevant, District 391 asked for a report on the conclusion of the Presidential Search Committee.  Erin Waneck, the UTSC representative to the committee, stated that the committee submitted 6 names to the Board of Regents and that William Powers was named the only finalist.  He was one of the 6 names submitted. 

Jeri Baker, District 451 noted that as one of the Staff Council representatives on the Faculty Council, she realized they audio recorded their meetings and made the recordings available for those who missed.  Erin noted that the Executive Committee has already addressed this issue and we will begin audiotaping meetings beginning in December.  Jeri also asked if we have some sort of idea of our budget.  Erin answered that we were still working on that with Human Resources.

Tom Horn, District 681 asked for any ideas on how Julian Carter feels about the staff.  There was discussion and positive remarks from Sandra Sleeper and Phil Gavenda.

Andrea Zabcik, District 182 asked about an issue regarding insurance coverage of specific medical supplies.  Danielle Fournier addressed her question and said the Insurance Committee will look into the issue.

Amy Jones, District 160 as Chair of Issues Committee informed the Council that an updated issues database will be supplied to Human Resources shortly to be included on the web.

Adjournment:

The meeting was adjourned at 3:15pm.

Phillip Hebert
Secretary/Recorder
District 190 Representative
UTSC
Email: recorder@utsc.utexas.edu
Office:  232-9599