Minutes for May 2007

Thursday, May 17, 2007, in Main Building, Room 212

Members Present: Alan McKendree, Allison Supancic, Antonio Alfau, Ashley Williams, Barbara Thompson, Benjamin Bond, Blake Willms, Bretna Hackert, Chrissi Guerrero, Christine Gawyer, Christopher Scherer, Claudia Geraldo, Craig Blaha, Danielle Fournier, Deborah Rothschild, Denise Berry, Denise Zuniga, Dixie Terry, Elaine Rafferty, Emil Kresl, Emily Barrett, Eric Patkowski, Erin Waneck, Gary Martt, Gustavo Castellanos, Jackie Dana, Janice Hejl, John Goutier, Jose Barroso, Kim Wallace, Kim Williams, Lara Ellen Eakins, Laurie Gonzales, Linda Overton, Lisa Gentry, Marco Gonzalez, Mark Smyth, Martha Harrison, Marth Ramey, Melinda Thompson, Meredith Taylor, Pamela Owen, Rebecca Ledbetter, Rita Moreno, Sarah Jackson Watson, Sarah Hickey, Sharon Bernard, Shelton Lewis, Steven Brahm, Timothy Barber, Tom Horn, Tommy Downey, Troy Johnson, Vicki Kullberg

Members Absent with Notification: Ben Rodriguez, Chris Scherer, Drew Carls, Jennifer McClain, Joyce Moyer, Laura Faulkner, Layne Brewster-Smith, Linda Breining, Michael McFarlin Philip Guerrero, Vickie Drake

Members Absent: Bob Hemby, Cynthia May, Debra Madden, Domingo Morales, Dreya Johannsen, Evan Turner, Felix Sanchez, Jr., Gregory Browning, Heather Pafk, Henna Tayyeb, Janet Reed, Johnnie Conley, Monica Pena-Mercado, Nelson Fahlund, Richard Lee

I. CALL TO ORDER

The University Staff Council convened at 1:06 p.m., with a quorum present.

II. OFFICER REPORTS

A. Report of the Chair

Ms. Waneck announced that the June monthly meeting would be held on Thursday, June 14, 2007. The meeting will be held from 2-3:30pm in the Avaya Auditorium, ACE 2.302., in the A.C.E.S. Building.

Ms. Waneck reported that the University Staff Council has ended its sixth year of representing classified staff. The organization has staffed several committees and addressed a combined total of thirty (30) issues this year to date. Among the issues addressed as concerns from staff constituents are:

Evaluations and the way in which they are conducted. An ad hoc committee will be formed over summer 2007 to investigate and make recommendations for Staff Council and HR Services.
The Grievance Committee has worked diligently with HR Services to create a survey to study the grievance policy implemented by HR Services. This is a long-standing issue that had first been approved by University Staff Council in September 2004, and the Council is close to implementation.
Equal access to computers staff - this issue is being addressed with the office of Dr. Gregory Vincent, Vice President for Diversity and Community Engagement. Dr. Vincent has met with Council Chair Erin Waneck, Council Vice Chair Danielle Fournier and the UTSC Representative for Facility Services, and has agreed to meet with Linda Millstone, the Associate Vice President for Institutional Equity and Workforce Diversity to address the issue and identify a solution.
Council Chair Erin Waneck brought forth the issue of a need for an Ombudsman position for staff, upon receiving numerous complaints from various staff. Ms. Waneck submitted this issue to the Employee Advisory Council and UT System to consider and make recommendations to the Board of Regents, on behalf of the UT component schools.
Safety issues have been addressed, including parking and traffic issues. General staff welfare issues have also been identified. The Insurance Committee has worked toward addressing the need for continued quality health care options for UT employees.
The Bylaws and Procedures Committee has been diligent in reforming the bylaws for clarity and in removing gaps in the bylaws as the UTSC organization has grown.
The Communications Committee has addressed publicizing UTSC to the campus community and revamping the UTSC Web site. Committee chair Philip Guerrero has been working with Council member Ashley Williams on the UTSC brochure, and they hope to finalize the prototype in summer 2007.

Ms. Waneck reported that she has been working to expand outreach on behalf of the University Staff Council, speaking at various organization meetings on campus, including the HR Forum, Town Hall meetings, Academic Councilors meetings, and Association of Professionals in Student Affairs, in order to raise awareness of Staff Council among staff on campus, let them know what the organization does and its goals.

The Executive Committee has identified that communication of information to all UT staff as an obstacle in successfully conducting business. The formation of the new 997 district has greatly improved UTSC services and the ability to distribute information. The Executive Committee has also discussed reorganizing committees to better utilize Council representatives' time and efforts to address issues.

The Staff Council held its first retreat in November 2006, during which members identified the organization's core values of Community, Advocacy, Impact and Progress. Members identified a logo for the organization, and hope the brochure will be completed soon.

Council officers have met with the Faculty Council Chair, and have been in contact with the Student Government President Andrew Solomon to initiate networking and identify common concerns.

Staff Council also took time to build camaraderie among members, holding the organization's first Thanksgiving potluck dinner in November 2006 and an ice cream social. Members are looking forward to hopefully planning a picnic toward the end of summer 2007.

Ms. Waneck welcomed new representatives to the Council, distributed certificates of recognition to outgoing representatives, and recognized the Executive Committee and committee chairs.

At the July Staff Council meeting, Dan Stewart from UT System will make a presentation about wellness and insurance. This is an open forum for all staff. Ms. Waneck asked representatives to encourage their staff constituents to attend.

Ms. Waneck asked Council members who need a nametag to indicate that on the sign-in sheet. Nametags for new Council representatives will be ordered as well.

Ms. Waneck extended a thank-you to Yan, the HR programmer analyst, for her IT support of the University Staff Council this year.

Ms. Waneck opened the floor to discussion regarding the idea to add a non-voting student member of Student Government Association to the University Staff Council. Discussion yielded positive feedback supporting the idea as a way to forge relations and networking between staff and students.

Motion 1: That a non-voting Student Government Association position be implemented into the Staff Council organization.
Second: Majority
There were no objections; the motion passed.

Following her report, Ms. Waneck opened the floor to questions. There were no questions.

B. Report of the President of the Vice Chair

Following her report, Ms. Fournier opened the floor to questions from the Board. There were no questions.

C. Report of the Secretary
First order of business is the approval of the March meeting minutes.

Motion 2: That the April minutes be approved without changes.
Second: Unanimous
There were no objections; the motion passed.

III. COMMITTEE REPORTS

A. Issues Committee

Committee Chair Blake Willms began his report with an update that the process through which the Issues Committee operates and brings forth issues changed in December 2006. Council Chair Erin Waneck advised that the purview of the Issues Committee has not changed, since inception of the University Staff Council in 2001. She further advised that there have been numerous changes in the committee's chair position over the past months, and as a result, clarification may be needed if there is confusion regarding the committee's role in bringing forth issues to the Council for consideration.

Mr. Willms presented Issues Proposal #2006-29, submitted by Council representatives Eric Patkowski and Erin Waneck on behalf of UT employee Debbie Rothschild in the Department of Sociology.

Fair and Ethical Treatment of Employees

Objective: Incorporate a policy statement in the Handbook of Operating Procedure against the practice of moving employees from one department to another without a minimum notification of two weeks, including acceptable and reasonable explanation to employee with oversight from Human Resources.
Reasons for Proposal: The objective is to treat people in a humane and respectful manner, maintaining dignity of the employee.
Expected Staff Council Action(s): Send a letter to Human Resource Services, recommending the implementation of this proposal.
Expected University Action(s): Policy change
Documentation/Support for Proposal: The Honor Code reads, "The core values of the University of Texas at Austin are learning, discovery, freedom, leadership, individual opportunity, and responsibility. Each member of the University is expected to uphold these values through integrity, honesty, fairness, and respect toward peers and community."

Under the Honor Code, all members of the University community from the president to part-time, hourly workers, from chaired professors to part-time lecturers, from graduate students to freshmen, are responsible for treating other members of the community, as well as visitors to campus, fairly, honestly and respectfully as each of us conducts his/her function at the University. Activities contrary to the spirit of the Honor Code may also constitute violations of statutes, university policies and procedures or ethical standards. Ethical conduct and compliance are personal responsibilities of all UT employees, and each person should be held accountable for his or her conduct.

According to the Compliance Office:
How do Ethics and Compliance relate to one another?
One of the goals of the Compliance Program is to foster an environment at UT of Doing the Right Thing. Maintaining this environment depends on the ethical behavior of all UT employees. Ethical behavior is more than legal compliance; doing the right thing goes beyond the law.

Ethical conduct requires knowledge about laws, rules and policies applicable to one's employment responsibilities and an interest in adhering to such laws, rules and policies. Management at UT is expected to be role models of ethical behavior for other employees, and to set a proper tone for their departments.

Debbie Rothschild addressed the Council regarding her situation relating to this issue. She has worked in the Department of English for eleven years. On February 19, 2007, Debbie was called in to the Dean's Office and told to transfer to the Department of Sociology because they needed an experienced advisor. She was told that she had to move that same day, and was told that the transfer was not punitive.

Ms. Rothschild read the grievance that she sent to Human Resources:

"It is my hope that the University strives to achieve the highest legal and ethical standards regarding treatment of its employees. For the past 20 years at the University, I have maintained good relationships with students, faculty and administrators. However, this recent transfer has failed to live up to the high standards that I have enjoyed during my 20 years at the University. I hope you will seriously consider the resolutions I have set forth:

Current resolutions: I feel that this situation has been an egregious abuse of power. Even if reassigning me is legal, it is certainly unethical and I would like to see those responsible held accountable. No one has answered why this reassignment is better for the College of Liberal Arts - removing the Senior Advisor in English, and having two AAIIs in a small department like Sociology. I would like some acknowledgement that the situation was handled in a very cruel and insensitive way. I have gotten no answers.

Future proposal: I would like to see a policy created that states that if it is necessary to transfer an employee to another department, the following guidelines must be followed:
a) The person requesting the reassignment must have a justifiable reason that must be approved by an objective party or committee. If the reassignment is agree to be necessary, then the employee being reassigned should be given two weeks notice and all courtesy and support necessary to assist in a smooth transition.

Motion 3: That this issue be referred to the Compensation and Classification Committee for further investigation and consideration.
Second: Unanimous
There were no objections; the motion passed.

Mr. Willms presented Issues Proposal #2006-30, submitted by Council representative Debra Madden.

Use of Banked Compensatory Time/Overtime in Conjunction with FMLA

Objective: Change current policy to allow employees to use any banked compensatory time and/or overtime during an FMLA approved absence.
Reason(s) for Proposal: Currently, staff is not allowed to use compensatory time or banked overtime in conjunction with approved FMLA. Many times, an employee must go on Leave Without Pay (LWOP) during an FMLA event, if all accrued vacation, sick and floating holiday time are extinguished. If there is any banked compensatory or overtime on the books, current policy does not allow its use.
Benefit to employee: If compensatory and/or overtime use was allowed, then the employee could delay or possibly not have to use LWOP.
Benefit to University: A non-exempt employee approved for FMLA at the end of the banking cycle (typically August), would have banked compensatory/overtime hours that he/she could use. Per current UT policy, the employee would use accrued sick/vacation/floating holiday hours. At the end of the banking period, the University would also be required, per policy, to pay the employee for any banked compensatory/overtime. The result would be that a double payment would be made to the employee and additional university resources are committed. A second benefit to the University would be to continue the culture of a positive work environment and the continued enhancement of the work/life relationship.
Expected Staff Council Action(s): Investigate and Report
Expected University Action(s): Policy change

This issue will be referred to the Compensation and Classification Committee.

Following his report, Mr. Willms opened the floor to questions from the Council. There were no questions.

B. Elections and Nominations Committee

As Committee Chair Linda Breining was unable to attend today's meeting, committee member Gus Castellanos provided an update on the committee:

Mr. Castellanos gave an update on the upcoming officer elections, and read aloud the requirements necessary in order to be nominated for an officer position. Members must be present to vote. Voting will take place at the June 14, 2007 meeting. Mr. Castellanos called for nominations for the following positions:

Recorder/Secretary: No nominations were submitted
Vice Chair: Danielle Fournier and Debra Madden
Chair: Gary Martt and Erin Waneck

As there were no nominations submitted for Recorder/Secretary at today's meeting, Tom Horn extended nominations for this position until the June meeting, per the UTSC bylaws. All candidates will give a brief statement of interest at the June meeting, before voting occurs.

Volunteer vote tellers for the June officer elections are Ana Dison, Peggy Mueller, and Noah Lowenstein.

Following his report, Mr. Castellanos opened the floor to questions from the Council. There were no questions.

C. Insurance Committee

Committee Chair Danielle Fournier began her report with an update on a couple of issues on which the committee has been working to resolve:

Issues Proposal #2003-4: Medical Coverage of Temporomandibular Joint & Muscle Disorders (TMJ)

The UTSC Insurance Committee has found that this is exclusionary to all medical plans. As the Insurance Committee has no control over medical insurance plans, the committee is recommending that no further action be taken at this time.

However, the committee did want to ensure that the constituent knew his/her options. If not already done so, he/she may appeal any negative medical coverage decisions directly to Blue Cross Blue Shield and/or take the appeal to the UT System Office off Employee Benefits to see if TMJ might be covered.

Issues Proposal #2004-28 - Medical coverage of ostomy supplies

D. Grievance Committee

Committee Chair Erin Waneck reported that the committee is currently working with the University Office of Human Resources on a staff survey. More details to come as they finalize the process.

E. Bylaws and Procedures Committee

Committee Chair Tom Horn began his report with an update that the committee has been working on revisions to Section VII in the bylaws. After reviewing the changes with the Council, Tom made a motion to accept the revisions of Section VII (Executive Committee) in the bylaws:

Motion 4: That the proposed revisions to Section VII be accepted.
Second: Unanimous

Tom Horn outlined proposed changes to Section V (Meetings) and the Staff Council Glossary in the bylaws. He reported that the Council would vote on the proposed changes at the June 14, 2007 Council meeting.

Tom thanked committee members Eric Patkowski, Carl Roell and Chris Scherer for their time and efforts given to the committee this year.

Following his report, Mr. Horn opened the floor to questions from the Council. The following comments were made:

There seem to be too many members on some committees, and not enough members on other committees.
All back issues need to be resolved and removed from the work agenda of each committee. It was suggested that the Council Vice Chair could review all old issues and help with getting them resolved.
The Miscellaneous Benefits Committee experienced difficulties with meeting as a group this past year.
All committees should give reports at the meeting, even if just to give an update on the issues that are being reviewed and investigated but have not been yet resolved.
The real of the Council is done in committees.
Issues should be reviewed meticulously.
Every issue should be presented for a vote by the Council.

IV. NEW BUSINESS

Ms. Bretna Hackert provided a review of the Faculty Council's March meeting, which was a joint meeting of faculty from UT and A&M universities. UTSC Representative Troy Johnson attended the March Faculty Council meeting, following the shooting tragedy at Virginia Tech University, and he reported that this was a big topic of discussion among members.

President Powers attended the March meeting of the Faculty Council and outlined that his biggest concerns are modifying the Top Ten Percent Rule and funding for the University. He discussed the grievance/tenure process, and noted that changes were made in order that the process is improved, but it is still not perfect.

The property at 1616 Guadalupe Street has been acquired by the University, and is scheduled for renovation and use as office space.

Other discussion topics include the +/- grading system, updating the UT Austin Libraries function, working on the honor code for students and salary compression for employees, which is a big concern.

Council member Chris Scherer reported that he is gathering information regarding disabled parking on campus, and asked that any "D" permit holders email him with concerns, issues about parking.

Committee preference forms were distributed to all Council members, who were asked to complete and submit them as soon as possible. Forms will also be accepted at the June 14, 2007 meeting.

V. QUESTIONS FOR THE BOARD

Mr. Tom Horn inquired about the definition of salary compression, and how merits factor in to the process of faculty pay raises.

VII. ADJOURNMENT

A motion to adjourn the Council meeting was made and seconded. There were no objections; the University Staff Council adjourned at ~ 2:16p.m.

Following adjournment of the meeting, Council members enjoyed an ice cream social during which they had the opportunity to become better acquainted with one another.

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