Minutes - May 18, 2006

NOTE:  Meeting was in ACES auditorium rather than Main 212.

In attendance: Yolanda Aldaco, Timothy E Barber, Sharon A Bernard, Layne Brewster-Smith, Gregory D Browning, James A Cogburn, Johnnie Conley, Marlis Dagg, Lara Ellen Eakins, Neil Fahlund, Danielle Fournier, Christine Gauger, Phil Gavenda, Claudia Gerardo, Marco Gonzalez, Philip Guerrero, Bretna Hackert, David P Haney, Tom Horn, Greg Howard, James Janknegt, Dreya Johannsen, Mari M Johnson, Amy Jones, Lynn Lecropane, Richard Lee, Shelton B Lewis, Keke Kelly Liao, Noah Lowenstein, Debra Madden, Gary Martt, Cynthia L May, Michael J McFarlin, Kimberly Montroy, Terry Moore, Rita Moreno, Linda K Overton, Pamela Owen, Heather L Pafk, Eric Patkowski, Monica M Pena-Mercado, Billie Pierce, Martha L Ramey, Ben Rodriguez Jr, Carl Roell, Kathy Romberg, Christopher Scherer, Nadine Schulte, Sandra Sleeper, Olen Smith, Allison C Supancic, Barbara Thompson, Salwa Uzri, Alayna Wadleigh, Erin Waneck, Deborah Warden, JR Watson, Sara Jackson Watson, Ashley Williams, Kimberly Williams, Blake A Willms, Cynthia Wilson, Andrea Zabcik

Absent with notification: Linda Breining, Lisa Camero, Vanessa Cobb, Tommy Downey, Vickie Drake, Troy Johnson, Joyce Moyer

Absent: Jennifer Betancourt, Alison Louise Brown, Melba Catchings, Patrice Fox, Christy Habecker, Clifford Haby, Maria E Hernandez, Victor C Herrera, Elizabeth Korves, Candace Legge, Collin Logan, Alan McKendree, Robert Micks, Donna O'Kelly, Albert Puga, Elaine A Rafferty, Janet Reed, Craig Schroer, Edie Shugart, Kim Snyder, Kim Wallace

Guests: Sarah Y Shafer (HRS), Julien Carter (HRS), Melissa Devore (ITS)

Meeting called to order at 2:06 PM upon verification of a quorum.

Announcements:

Present certificates for outgoing members.

The Chair acknowledges the work of the outgoing members of the UTSC. The Chair introduces the Julien Carter, Associate Vice President for Human Resources to hand out certificates. The Chair recognizes Sarah Shafer from HR for her integral work with UTSC.

Members receiving a certificate of appreciation for her service to UTSC: Kim Snyder, Craig Schroer, Andrea Zabcik, Phillip Hebert, Donna O'Kelly, Clifford Haby, Carlos Bowles, Cynthia Wilson, Elizabeth Korves, Laura Najera, Mary Criner, Paul Grotevant, Edie Shugart, Yolanda Aldaco, Albert Puga, Jeri Baker, John Hibbitts, Curtis Drosche, Greg Howard, Janet Reed, Rufino Aguirre, Alayna Wadleigh, Marlis Dagg, Karen Landolt, Lou Ann Marrs, Barbara Reyes, Alison Louise Brown, Christy Habecker, Noah Lowenstein, Phil Gavenda, Lynn Lecropane, Kathy Romberg,

The Chair asks that you please return your UTSC handbook to a continuing UTSC member in order to recycle them.

The Chair welcomes the new members and announces UTSC members Claudia Gerardo and Debra Madden receipt of the Staff Excellence and Outstanding Supervisor Awards.

Chair's Annual Report, Erin Waneck, Chair UTSC

I would like to start the meeting by thanking everyone on UTSC who have served on Committees, submitted issues, kept their districts informed, attended meetings and offered solutions. We are privileged to participate in an open forum, where staff can air their concerns, and brainstorm solutions.

According to our issues committee chair, Amy Jones, the UTSC has addressed 26 issues.

Many of the issues surround safety on campus. Whether is concerns the evacuation procedures in emergency situations, safety for bicycles on campus, or safer parking garages, UTSC has been instrumental in bringing these issues to the forefront.

Staff Benefits has been a major concern this year address by UTSC.
Extending the Staff Educational Benefit to part time employees is being investigated by HR to access the financial impact on resources. UTSC also requested that President Powers consider extending the SEB to cover extension and distance education courses.
The President has asked HR to request a report from the Budget Council for a fiscal impact statement.

In the area of insurance, the UTSC insurance committee was instrumental in getting the HMO option included in UT Austin employee's health plan for the 2006-2007 year.
By partnering with HR, we were able to provide UT workers with a choice in health care services.

Other benefit issues addressed included providing employees with a discount program for interested vendors. This measure was approved, and is pending implementation by HR due to programming issues. This program will be a real bonus to employees once it is operational.

Compensation issues have been submitted by various UTSC members and staff at large concerning equity in pay, and merit increases. The Chair, Erin Waneck submitted the issue. The UTSC requested the chair to write a letter requesting a report from Julien Carter as to how merit money was dispersed last year. This request was copied to President Powers.

Performance evaluations and how they are conducted was an issue submitted to HR. Julien Carter stated that this issues has been addressed by HR in their new Position Management System. Upward evaluations for supervisors and managers was recommended as an issue to be addressed by the University. More research will be necessary before this tool could be implemented to allow for accountability and fairness. It is the chair's hope that the Compensation and Classification Committee can work with HR to find such a tool.

UTSC has also expressed concern for the outsourcing on Employees at the University.
That issue is still in committee.

Another task of the UTSC is to follow up on issues that have been answered, to access their implementation, and effectiveness. One major issue addressed this year by the Grievance committee was to explore how the year old grievance process was working and to develop a tool to measure its success. HR is in the process of developing a survey to access satisfaction for all of its services. It is my hope that UTSC will be actively involved in helping to create a survey which addresses staff concerns on effectiveness of the new program.

UTSC effectiveness was addressed, and how we may better serve our constituents. An Ad Hoc committee be formed to mentor new UTSC reps. Gary Martt chaired that committee and came up with many useful ideas and tools to help new reps be successful. On this same note, the Chair would like to create a flyer or information sheet to be distributed on campus this upcoming year to highlight the mission of UTSC and its accomplishments.

The bylaws committee and its chair Tom Horn have made great strides in updating our bylaws which have suffered from organizational growing pains.

As you can see we have addressed many important issues this year. A lot of work is yet to be accomplished. When you receive your committee sign up sheets today, please be an active participant in staff council. You can make a difference and your constituents are depending on you to represent them. Our new president Bill Powers has elevated the visibility of UTSC by including mention of our organization at the recent Employee Awards ceremony, and looks forward to working with us this next year. Julien Carter, as the new VP for HR has met with UTSC officers on a regular basis, and has addressed many of our issues in a remarkable manner that encourages the chair that we can work together to continue "Making the University not just a better place to work" but a GREAT place to work.

Thanks for a great year.
UTSC Chair

Recorder/Secretary: Mark Gonzalez, Approval of minutes from the previous meeting:

Clarification of the draft minutes: Physical Plant was changes to Power Plant and an item went to the Miscellaneous Benefit Committee. Motion for adoption of the minutes as is and it is moved and seconded. Minutes are approved. Please remember to sign-in at the door.

The Chair reminds current members that Gary Martt (oa.gemartt@austin.utexas.edu) can email you the PowerPoint presentation about how to use the email system.

Committee Reports:

Insurance Committee: Danielle Fournier, Chair

UNIVERSITY OF TEXAS STAFF COUNCIL
Insurance Committee Recommendation

Issue: 2005-10 Staff Health Insurance Options

Validate: Referred to Insurance Committee on September 15, 2005
Submitted by: Elizabeth M. Korves, District 282

Specific Objective: Make UT System aware of the need for continuing to offer more than one health insurance option; coordinate with Faculty Council and Graduate Student Assembly and other UT System components in helping make our voices heard.

Ultimate objective: To have UT System continue to offer more than one health insurance option.
Reason: The June HR Forum notes say that 2005-2006 will be the last year that the HMO option is offered to UT employees. At least 10% of the members of my district use the HMO health insurance option and many have expressed the desire to continue to use it. Many find that the UT Select option would involve a significant increase in health care costs over the HMO option.

Expected Actions: Policy change.

Research: Members of the UTSC Insurance Committee (Vickie Drake, Danielle Fournier, Claudia Gerardo, Paul F Grotevant, Christy Habecker, Rita Moreno, Chris Scherer); With consultation from       Faye Godwin, Assistant Director, UT-Austin Human Resource Services, Benefit Services; and from      Craig Eivens, Group Insurance Coordinator, UT System Office.

Finding: This may or may not be the last year for the HMO plan, however this will not be known until the estimate is given to UT System. Should UT System decide HMO Blue is too expensive to be an option, there should be time to search out other options through RFP process for FY 06-07, although the turn around time will be tight. Craig Eivens at UT System did note that the statement in the HR Forum of June 8, 2005 might have been overemphasized, as UT System does not yet know what the rates are going to be for UT Austin's HMO option. However, with the rates to cover the HMO option continuing to rise all over the country, it is a possibility. We must await a final decision from UT System.

See the full report for additional details and explanations.

RECOMMENDATION: Take no further action at this time.

The UTSC voted, on December 15, 2005 to have the Insurance Committee draft a letter of request to send to UT System, on behalf of the UTSC, encouraging the continuance of multiple health insurance options.

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To: All Benefits Eligible Employees
From: Julien Carter, Associate Vice President for Human Resources
Subject: HMO health plan
Date: May 5, 2006

Because of rising costs, the University of Texas System thought about dropping the HMO product next year; but after discussing the impact of this on our employees, System has agreed to offer the plan once more. System will not offer the HMO plan after August 31, 2007.

If you wish to remain in the HMO plan next year, you must elect HMO Blue during Annual Enrollment (July 1, 2006 - July 31, 2006). If you do not elect HMO Blue during Annual Enrollment, you will be automatically enrolled in the PPO plan starting September 1, 2006.

Visit http://www.utexas.edu/hr/benefits/enroll/options.html for more information including rates, a cost comparison chart, and frequently asked questions.

Benefit Services (J5600)
The University of Texas at Austin
101 E. 27th St.
Austin, TX 78705
Phone:(512) 471-4343 or (800) 687-4178
Fax: (512) 471-5034

UNIVERSITY OF TEXAS STAFF COUNCIL
Insurance Committee Recommendation

Issue: 2005-33 Removal of Social Security Information from Insurance Notices

Validate: Referred to the Insurance Committee on April 20, 2006
Submitted by: Vickie Drake, District 130.1

Specific Objective: Have all insurance providers (medical and dental, etc.) that serve the University's employees, adopt a non-Social Security number identifier.

Reason: One of Ms. Drake's constituents made note that when she received dental information about her benefits, her SSN was on all the forms. As well, anytime an Insured individual needs to contact the insurance company, they want an SSN as the identifier. Since UT-Austin is moving away from SSNs, the insurance companies serving the University should adopt a non-SSN identifier.

Expected Actions: Investigate and Report.

Research: Members of the UTSC Insurance Committee (Vickie Drake, Danielle Fournier, Claudia Gerardo, Christy Habecker, Rita Moreno, Chris Scherer, Debra Warden); With consultation from Faye Godwin, Assistant Director, UT-Austin Human Resource Services, Benefit Services;                        

Finding: The UTSC Insurance Committee met May 11, 2006 to discuss this issue, after a telephone consultation with Faye Godwin, Assistant Director, UT-Austin Human Resource Services, Benefit Services. Ms. Godwin informed us, as of the July enrollment period, employees will be notified that Delta Dental will no longer use the last 4 digits of Social Security numbers (or any SSN-related identifier) on their documentation. Assurant Dental had already remedied this, as had Blue Cross and Blue Shield, and the vision insurers. Christy Habecker, who has recently finished her term on the UT Staff Council and the UTSC Insurance Committee, also confirmed this information from her position as a UT System-Wide Insurance Advisory Committee member. After a recent meeting of the UT System-Wide Insurance Advisory Committee, Laura Chambers at UT System specifically announced that both of our dental plans will discontinue use of the social security number as an identifier, but will rather use an OEB (Office of Employee Benefits) ID# as a reference number. Our medical plans currently do not reference our Social Security number. This issue seems to have been resolved, and we should see these changes noted in the annual enrollment packet we will receive in July 2006. The UT-Austin, HRS Benefits office does ask anyone seeing continued use of SSNs in any form, on any insurance documentation, after July 2006, to please contact them directly so Benefit Services may rectify the situation. Please note that insurance companies and health providers have no choice but to continue using our Social Security numbers for some business (claims, admissions, patient files, etc.). This is simply the way we are positively identified as members of our society.

RECOMMENDATION: Take no further action, as this issue will be resolved by all our insurance providers by the end of July 2006.

On a side note, Danielle Fournier discusses that some employees have safety glasses benefit from UT. The form still asks for SSN's. Danielle spoke to Charles DiTullio and went over all the forms. It is suspected that the forms that asked for SSN's are old forms and no longer used. You can ask for new forms so that you don't have to provide SSN's.

A question from the floor about whether this also covers workers compensation. The question is deferred to Sandra Sleeper. Sandra reminds UTSC that old forms are often used and copied. Mr. Carter explains that a survey has been sent in order to determine where SSN's are still being used in order to stop using them in business processes.

Chris Sherer clarifies that the form used was a TSO form not a UT form.

Elections Committee - Sandra Sleeper, results of elections, nomination of officers

2006 Staff Council Election Summary *

Total number of districts in Council: 57
Total number of staff members represented by Council: 10,207 (as of Feb 21, 2006)
Total number of staff members eligible to vote: 7783

Number of districts having an election in 2006: 35
Number of staff members in districts with elections in 2006: 7257
Number of vote eligible staff members in districts with elections in 2006: 5652
Number of run eligible staff members in districts with elections in 2006: 5396

Number of districts not having an election because they had zero nominees: 0      
Number of districts with uncontested elections: 25 (4075 eligible voters)
Number of districts with contested elections: 10 (1577 eligible voters)

GENERAL ELECTION

Total number of people who voted: 397 out of 1577 (25%)
Number of people who voted by web: 330 out of 1326 (25%)
Number of people who voted by paper: 67 out of 251 (27%)

Voter participation by district:
182      Continuing Education (62 out of 156 voted, 40%)
190       Education (45 out of 211 voted, 21%)
220      Nuclear Engineering Teach Lab (18 out of 202 voted, 9%)
242      Liberal Arts (16 out of 122 voted, 13 %)
282      Astronomy (17 out of 125 voted, 14%)
382      Pharmacy (37 out of 61 voted, 61 %)
402      Law School (36 out of 126 voted, 29%)
482      Physical Plant -- General Services (30 out of 122 voted, 25%)
652      Office of Admissions (29 out of 112 voted, 26%)
660      Division of Housing & Food Service (97 out of 340 voted, 29 %)

Total: 397 out of 1577

RUN-OFF ELECTION for District 402

Total number of people who voted: 47 out of 126 (37%)
Number of people who voted by web: 47 out of 126 (37%)
No paper ballots for this district.

* All data use March 1, 2006 as the cut-off date except where indicated.

Question from the floor whether numbers are skewed by districts with no election because of a single person running.

Mary Johnson says there is only one nomination so thus no voting. Many constituents in her district did not know about nomination or election in district 712 thus did not participate.

District 142 did not receive email either. Sandra explains that informational emails can be filtered. In the future they may be sent as operational. Tom Horn discusses a problem that some people received erroneous emails about their voting status. Please send all input to the Elections and Nominations Committee Chair.

Quorum was verified again before nominations.

The floor is opened for nominations: A question from the floor about who can nominate and who can vote. Nominations can only be made by current UTSC members. New members will not be able to nominate. New members will be eligible to vote in June while out going members will not.

The first UTSC chair will be running the election. Julian and the previous Chair, Glen, will be counting the votes.

A. Duties of the Recorder/Secretary - The UTSC Recorder/Secretary shall:
1. be responsible for minutes of each UTSC meeting, including the distribution of minutes to representatives before or at the next scheduled meeting of the UTSC; 2. collect, receive, and maintain at a central location, minutes of UTSC meetings, minutes of UTSC Standing, Working, and Ad Hoc Committee meetings, and annual reports; 3. maintain and update a calendar of events relevant to the UTSC for the coming year; 4. serve as recorder for the Executive Committee by keeping minutes of the Executive Committee's meetings and notify its members of meeting dates and locations; 5. maintain a roster of UTSC members, the system of overlapping terms; verifying the number of members authorized for each voting category; 6. insure that past records of the UTSC are maintained according to the UT and Texas Policy on Records Management and Retention; 7. solicit volunteers for the Assistant Recorder/Secretary position from UTSC members and make a recommendation for appointment to the UTSC Executive Committee; and 8. complete other duties as assigned or requested.

Nominations: Vicki Drake (130.1 accepted in abstention) - seconded and accepted, Mark Gonzalez - seconded and accepted, Bretna Hackert (540) - seconded and accepted.

A. Duties of the Vice Chair - The UTSC Vice Chair shall:
1. preside over the UTSC in the absence of the Chair or in the event the Chair requests the Vice Chair to serve during the course of the meeting; 2. assist the Chair in performing leadership responsibilities; 3. maintain and update calendar of events relevant to the UTSC for the coming year; 4. accept names of persons interested in serving on UTSC Standing, Working, and Ad Hoc Committees and to make appointments on the basis of the person's preference where possible or, in the absence of volunteers, make the necessary appointments to committees in consultation with the Executive Committee; 5. review, periodically, the purpose and membership of each committee to assure each is functioning as intended by the UTSC; 6. call a meeting of any Committee that is not fulfilling its responsibilities; 7. make and distribute yearly, immediately following appointments, a list of UTSC Standing, Working, and Ad Hoc Committees and their members to all UTSC members; and 8. complete other duties as assigned or requested.

Nominations: Danielle S Fournier - seconded and accepted, Amy Jones - seconded and accepted.

A. Duties of the Chair - The UTSC Chair shall:
1. preside at all UTSC meetings and Executive Committee meetings; 2. refer all matters submitted for the UTSC's attention to the appropriate committee(s) and/or to the President of The University; 3. maintain and update a calendar of events relevant to the UTSC for the coming year; 4. ensure the preparation of a written annual report of the past year's activities and progress in consultation with the Executive Committee and make it available to all members of the UTSC prior to the first meeting of the year; 5. serve as an ex officio member of all UTSC Committees; and 6. serve as liaison to the President of The University, both keeping the President informed regarding concerns of the UTSC and seeking the President's support and advice on behalf of the UTSC; 7. cast a tie-breaking vote, if necessary; otherwise the Chair does not vote; 8. serve as the official spokesperson of the UTSC; or the Chair may appoint a delegate to serve in this capacity; and 9. complete other duties as assigned or requested.
Nominations: Erin H Waneck - seconded and accepted, Sandra M Sleeper - seconded and accepted.
Nominations are now closed. Ballots will be ready for the next meeting.

Bylaws Committee -Tom Horn, Chair, to Discuss Robert's Rules of Order and overview of Bylaws Committee

Tom thanks the members, former and present, of the Bylaws Committee. Much was learned as changes were made updating and revising the bylaws. When changes are made they are made slow rather than fast that we may regret. When changes are submitted for consideration - left is current text and right is the suggested revision. Excerptions include changes to the glossary since the glossary is new. Roberts Rules require prior notice of amendment changes. Changes must be read aloud at the preceding meeting. Consideration can not be taken on first reading. Additionally, a hard copy is also provided to UTSC. A whole month is provided in order to provide feedback. The entire UTSC is involved in any change. Bylaws Committee is also the UTSC parliamentary. The last Bylaws meeting was a recap and listing of goals for the future. B&P has been taking baby steps and this is the first time the bylaws have been changed significantly. There is progress and forward momentum. A few goals: 1. Continue the trend towards more openness in everything the UTSC does. We are stronger as a group. The real work happens in the committees. 2. The process of electing officers was developed on the fly and should be further developed. 3. Build strong alliances with Faculty Council. There are many common issues. 4. There is a concern that people have so much to do with their regular work and perhaps chairing more than one committee is not beneficial for all. We do not work for HR but we should work together as much as possible for our common interests when possible.

Unfinished Business:

Terry Moore reminds everyone to pick up a committee sign up sheet. All members need to return this form. Please bring them to the next UTSC meeting.

Chair recognizes Craig Schroer for stepping up to the plate and helping organize the committees last year. Chair thanks him for his work as he is leaving.

New Business:

Installation of new members. Chair asks Sarah Shafer from HR get name tags for new members. Mark Gonzalez will send out the message to members.

Alison asks what to do with books. Books should be given to the Chair. Most of the items can be found on the website (http://www.utexas.edu/staff/council).

Chris announces that UTSC members are invited to a tour of the control room for the power plant immediately after the meeting. This is a secure area.

Adjournment:

The meeting was adjourned at 3:10 PM.

Prepared by Mark Anthony Gonzalez
UTSC