Minutes - August 17, 2006

Minutes of the UTSC
August 17, 2006 at 2pm
MAI 212

Members Present: Linda Breining, Layne Brewster-Smith, Gregory Browning, James Cogburn, Johnnie Conley, Vickie Drake, Nelson Fahlund, Danielle Fournier (Vice-Chair), Christine Gauger, Mark Gonzalez, Philip Guerrero, Bretna M Hackert, Tom Horn, Sara Jackson Watson, James Janknegt, Troy Johnson, Mari Johnson, Amy Jones, Shelton Lewis, Keke Kelly Liao, Gary Martt, Michael McFarlin, Alan McKendree, Kimberly Montroy, Terry Moore, Rita Moreno, Joyce Moyer, Eric Patkowski, Billie Pierce, Carol Roell, Olen Smith, Allison Supancic, Salwa Uzri, Kim Wallace, Erin Waneck (Chair), James Watson, Kimberly Williams, Blake Willms

Members Absent With Notification: Timothy Barber, Jennifer Betancourt, Vanessa Cobb, Tommy Downey, Lara Eakins, Patrice Fox, Dreya Johannsen, Debra Madden, Cynthia May, Linda Overton, Pamela Owen, Heather Pafk, Monica Pena-Mercado, Elaine Rafferty, Martha Ramey, Felix Sanchez, Chris Scherer, Nadine Schulte, Sandra Sleeper, Barbara Thompson, Debbie Warden, Ashley Williams

Members Absent: Sharon Bernard, Lisa Camero, Melba Catchings, Claudia Gerardo, David Haney, Maria Hernandez, Victor Herrera, Richard Lee, Candace Legge, Collin Logan, Robert Micks, Ben Rodriguez

Guests: Monica Reed, Christine Murray

Meeting commenced at 2:02pm with quorum.

Chair's Report:

Employee Advisory Counsel met in July. The EAC discussed a new initiative from President Bush, to track volunteer hours. A website will be developed for self reporting hours volunteered. Some volunteer work, such as political campaigning, should not be included. The University of Texas is the first University to participate. The goal is to highlight how the University of Texas gives back to the community. President Power's inauguration, in conjunction with Observance of The University at 123, will take place on September 29th, in Bass Concert Hall from 3:30-5:00pm. UTSC members will receive invitations, and staff from across campus are encourage to attend.

The chair highlighted problems with UTSC elections. Information distributed from District Contacts seemed incomplete, poorly communicated, and non-existent in some instances. The Executive Committee discussed this and Philip Guerrero came up with the idea that possibly outgoing members to UTSC should become the District Contact in their area, thereby maintaining continuity of information. Currently a member of HR usually is selected to be the DC or if the HR DC leaves their job, the administration selects the new DC. The Chair stated that Sandy Sleeper has done a great job in educating all the District Contacts to tell them about the election process. The problem seemed to be with the DC's that did not attend the meetings. Discussion was opened. Vickie Drake (130.1) asked who might assume the role of DC if a district had two outgoing members at the same time. Linda Brenning (251) When people move out of their district due to resignation or reassignment what would happen to their position? Amy Jones (160) has concerns that this would be a volunteer job, and that some people might not choose to run for UTSC because of additional duties. Allan McKendre (371) mentioned that originally the idea of a District Contact was that they would not be involved with UTSC and would not have a vested interest in UTSC. DC's he thought were picked because would be removed from a conflict of interest especially during elections. The Chair responded that she did not believe that was the rational behind it, and as things evolve with the organization, our bylaws must be updated. Layne Smith (431) asked what are the exact responsibilities of a District Contacts? DC are charged with relaying information between Staff Counsel and their district when vacancies arise, as well as overseeing campaigning, and elections. Bretna Hackerd (540) made a motion to reassign DC duties to the most previous District Representative or further back depending upon availability. Vickie Drake (130) pointed that District Contacts are mentioned in the bylaws under section four, "Nominations and Regulations of UTSC Representatives", under the vacancies subsection A. It does not actually specify who the DC person was, so UTSC can change the bylaws to add the clarification. Motion was made to change the bylaws and the way UTSC assigns District Contact positions. Motion carried. The Executive Committee will work on scenarios in in filling future vacancies for DC positions and will review them with the full UTSC.

The Chair discussed the possibility of changing the meeting place for UTSC monthly meetings in order to save money and use the funds for other outreach projects to help advertise UTSC. HR pays chair and table set up, and the PA system, which takes up a significant portion of our budget. The Chair opened the floor to discussion. Danielle Fournier has put in a tentative reservation for the Avaya conference room in ACES. They are already multimedia capable and there is already a microphone set up. It is unclear the saved money could be earmarked for other initiatives. Tom Horn asked for confirmation that the Avaya room is the same one where UTSC meets annually for our May meeting. Tom inquired about the budget. The Chair shared this information with the executive committee at a previous meeting. Allan (371) wondered if moving would save money. The Chair will gather information from the Faculty Council to see how they fund their operations. The Chair would like to spend funds on items like a brochure that promote UTSC than on a meeting room. Sarah (522) suggested that we move to the ACES building. Troy (491)- Believes that the current room gives us status and power and may diminish our image. UTSC officers will meet with Faculty Council Chair in September. Joyce (462) Suggests that a larger venue might encourage interest or enthusiasm. Danielle reminds UTSC that while we are currently in a historic room we need multimedia and can do video streaming from the ACES room. A motion to gather more information is presented and there is a second. A motion is passed to table the decision to move to a new location until more information is gathered. Perhaps a vote can be taken in October. Motion to move is tabled.

The Chair informed the UTSC that the open forums for the Chief Information Officer were starting on August 23rd at 1:30 in the Eastwood Room of the Texas Union. The Chair also announced she would be serving on the Consultative Search Committee for the new Provost. Discussion about this ensued: Terry (641)asked if we initially had a staff representative for this committee. The chair responded that she had requested that a staff member be included, and that President Powers had asked her to serve. Chair reminded UTSA that we had representation on several previous committees including the Presidential search, UT Police Chief vacancy, and VP for HR position. Amy (160) expressed concern that the VP for IT position directly affects staff because of the large development community on campus.

The Chair requests that an members are aware of a vacant position they feel should have staff representation, to bring it to her attention. Tom (681) The IT influence is reaching into everything and all users of computers on campus are affected. Tom questions if there is a new trend not to have staff on search committees. Chair reminds UTSC that it is the prerogative of the administration to allow staff on a search committees. Amy (160) suggests that that we should advocate being on more search committees on campus. Chair encourages better communication throughout campus and suggests that representatives bring someone to UTSC meetings. Promote UTSC, and send information to constituents.

Vice-Chair:

Reminded committees to meet ASAP and select their chairs and email her the results. UT System Wide Insurance Advisory Committee has asked for a name of an individual to put forward for an election. The Executive committee has selected Vicki Drake. Vice Chair also reminds committees that they should meet in person. You must have a quorum (50 percent plus 1). Roberts rules does not allow for electronic voting unless you have video conferencing. You can discuss electronically but all votes must be made in person. Additionally, energy comes from meeting in person and encourages brain-storming. Amy (160) stated that the Issues Committee has significant challenges meeting because three members are at Pickle and one member is a police officer with a varying schedule. Quorum can still be made without those members. It was suggested that perhaps they could meet before UTSC meeting to vote. Suggestion not feasible for submitting issues before UTSC general meeting. The Insurance Committee has suggested meeting at Pickle once in a while in order to accommodate those members. Tom (681)stated that we are all volunteers and people have made a lot of sacrifices to meet with committees and do UTSC work. We should all pat ourselves on our back and meeting in person creates great synergy. UTSC members are required to serve on a committee and if a supervisor is not allowing you to attend, please let an Executive Committee member know. Chair reminds that all UTSC members that are allowed to attend UTSC meetings and committee meetings. If members are having issues with a supervisor please tell ExComm.

Secretary:

Asked for approval of minutes for June 2006 Tom asks that a vote tally count be included in the minutes. Motion is approved. Minutes stand approved with vote tally included. Secretary asked for approval of the minutes for July 2006. Minutes are approved.

Issues Committee Chair-Amy Jones

Issue 2006-6 Required training should be by code rather than across the board. It should be relevant to the staff's position. Discussion and motion made by Terry to refer to Comp and Class. Motion is approved.

Chair of Committee on Committees-Terry Moore

Thanks all the members of the committee for all their hard work. Congratulations to Bretna Hackert and Troy Johnson who will represent UTSC on the Faculty Council. They will be attending the meetings and reporting back to UTSC. Troy Johnson thanks Terry and the ExComm for selecting him to represent staff issues, engage faculty council on issues and report back to UTSC.

Chair of the Communication Committee-Philip Guerrero

Was charged with developing a brochure for UTSC, and is Soliciting ideas for logos, slogans, mottos or anything that can be considered for the brochure including a design.

New Business:

Mark Gonzalez, Recorder remarks that Vicki Drake has accepted the position of assistant Secretary/Recorder. Amy asks if there a formal way to request a bylaws change? Tom says it can be in writing, electronically, or rise on the floor. The UTSC can direct the Bylaws Committee to develop the change with a simple majority. A first reading is made but it cannot be voted upon until a second reading is made. Second reading can be waived and a two-thirds vote is required to make the change.

Blake(652) Reported that to utilize the Staff Educational Benefit must reapply when a staff member fails to take a class during a long semester. If you have previously paid an application fee, you don't have to pay it again. You must reapply but the fee is waived.

Vicki reminds UTSC there is charge to use Bevo and other UT logos.

Chair reminds us to all participate in committees and raise the level of awareness of UTSC work.

Meeting is adjourned at 3:16

Prepared by: Vicki Drake Assistant Secretary/Recorder Mark Anthony Gonzalez Secretary/Recorder
Revised by: Erin Waneck UTSC Chair