THE UNIVERSITY OF OKLAHOMA

 

STAFF SENATE

 

(NORMAN CAMPUS)

 

Wednesday October 21, 2009

 

DRAFT

 

 

Chair Diana Fitzpatrick called the meeting to order at 1:33 p.m. in Room 132 of Ellison Hall.

 

Officers present – Diana Fitzpatrick, Chair; David Houck, Chair-Elect; Linda McCarty, Immediate Past Chair; Elaine Bradshaw, Recording Secretary

 

Staff Present – Melissa Lane, Administrative Coordinator

 

Representatives present – Hourly Employees Council: Linda Smith, Cecilia McEwen, Tim Winkelman, Carolyn Irons, Mary Peters, Karen Stark, Ed Fontaine, Etta Walden, Ruthann Shaffer; Informational Staff Association: Chris Cook, Debbie Copp, Michael Goodwin, Dick Trim; Organizational Staff Council: Cathy Trujillo, Nancy Matthews, Winona Bark, LaDonna Sullivan; Administrative Staff Council: Lezlie Pilkington, Proxy

 

Representatives absent — Hourly Employees Council: Cindy Simpson, Neil Shock, Brandie Wright; Informational Staff Association: Jose De La Cruz, Bruce Alcock; Organizational Staff Council:  Fran Stephens, Cathy Brister; Administrative Staff Council: Robbie Wahnee, Mechelle Gibson

 

Guests present — Krystal Cushing, Chair of Personnel Policies Committee; Liz Cooley, Co-Chair of Staff Week Committee; David Kizer, Chair-Elect of Hourly Employees Council; Kody Shipley, UOSA Staff Senate Liaison

 

 

CHAIR’S COMMUNICATIONS

 

Diana wanted to let everyone know that the Executive Committee has met three times and your representative at the meeting will report back to you at your member group meetings. Diana did meet with Nick Hathaway and the information that they talked about was distributed at the Executive Committee meetings, they talked about the Retiree Medical, the Compensation Project, and the budget.  Right now the stimulus money from the state is carrying us.

 

ACCEPTANCE OF MINUTES OF September 16, 2009

 

On motion by Cecelia McEwen, the minutes of the September 16, 2009, Staff Senate meeting were accepted.

 

OTHER COMMUNICATIONS

 

Organizational Staff Council:  Vice President Cathy Trujillo said OSC met on October 1, 2009. The committee voted to approve the new member group constitution template.  They have formed a committee to do the Bylaws.  On the Extended Sick Leave Policy that was proposed by PPC they had a few questions that they would like answered like; the number of people that will be affected, if Faculty Senate is working on anything, the affect this would have on the current budget, and concerns about timing with the Retiree Medical report being on the table right now.  So the issue was tabled for now.

Informational Staff Association: President Chris Cook said ISA met October 7, 2009. The meeting was at the National Weather Center and they toured the facility.  A committee was formed to pursue the new member group constitution template and to start their Bylaws.  Also on the Extended Sick Leave Policy that was proposed by PPC many members expressed support but questioned if this was the right time to pursue the issue, the committee decided to wait.

 

Administrative Staff Council:  Proxy Lezlie Pilkington said ASC will meet next week.

 

Hourly Employees Council:  President Linda Smith said HEC met on October 14, 2009. They talked about how comments are still being taken on the Retiree Medical Report.  The new member group constitution template was looked at and they made plans to suspend their current constitution so that the new one could be put into place.  They are also forming a committee to write their Bylaws.  On the Extended Sick Leave Policy that was proposed by PPC, they would like more information. 

 

STANDING COMMITTEES

 

Awards Committee:  Co-Chair Liz Cooley said the committee had a meeting on October 20, 2009 and they are looking at their budget and trying to see if there is anywhere they can cut.  One way would be to find a new retiree gift at a lower cost, so she presented a sample gift for the Senate to look at.

 

Communications Committee:  No report

 

OU Staff Week Committee:  Member Linda McCarty reported that the group was working on getting the t-shirt flyer finished and sent out.  After receiving three quotes the committee has decided to go with University Silkscreen for the shirt production.  Order forms for shirts will be due November 6, 2009.  They also talked about when the budget was due.

 

Personnel Policies Committee:  Chair Krystal Cushing passed out the most recent information that was available to them about the Extended Sick Leave and Sam Fellows will try and answer any other questions that they may have.  The group was charged in 2006 by the Senate to find funding for Staff Promotions, since there is no funding available this charge is now done, but the group is still going to look into Staff Promotions.

 

Staff Professional Development:  No report

 

CORRESPONDENCE

 

REPORTS

 

The following reports were linked to the April agenda:

 

Staff Senate Foundation account report.

 

Minutes of Employment Benefits Committee meeting for April and May 2009

 

OLD BUSINESS

 

The Appointments/Reappointments for the Standing Committees that was presented at last month’s meeting were approved by an email vote of the Senate Members.

 

Each member group representative reported back about the Member Group Constitution Template and the Extended Sick Leave Policy that was proposed by PPC.

 

EBC:  Debbie Copp reported that the EBC will be meeting tomorrow and they are anticipating having firmer cost numbers on the Healthcare increases or any plan changes.

 

Ad Hoc Committee (for member group Website Guidelines):  Diana reported that she, Robbie Wahnee, Melissa Lane, and Jason (a member of Robbie’s staff) had met to look at what on the current site is needed on the new site.  Robbie is hoping that the new site will be developed quickly.  If anyone has an ideas or something that they would like to see on the site please send ideas to the Senate office.

 

Ad Hoc Committee (for review of member group’s constitution and bylaws):  Chair Debbie Copp said that the committee has to finish the Rules of Order but the Constitution and Bylaws are ready for review.

 

 

NEW BUSINESS

 

Staff Senate Constitution and Bylaws Template:  Debbie Copp wanted to first make a few capitalization corrections in the Bylaws Template, in Article II Section 5 and 6 chair and chair-elect.  She also pointed out that there was one addition made to the Bylaws in Article II Section 4, before this was an unwritten rule that helped the Senate stay balanced.  The Committee is not trying to single out any member group but want to keep balance in the Senate.  In order to move forward the current Constitution will need to be suspended and the new Constitution will have to be approved by President Boren and the Board of Regents.  There are many things that were relocated from the current Constitution to the Bylaws or Rules of Order so that the proper format is followed.  The Staff Senate Constitution is formatted just like the member groups Constitution; this will make it easier for everyone to find things.  Member Groups can also use the Senate Bylaws to help them create their own Bylaws.  Debbie wanted to remind everyone that the Constitution, Bylaws, and Rules of Order all work in conjunction with each other and that the Rules of Order are the easiest to change.  The Standing Committees and Senate office staff will be in the Rules of Order.  Many questions were raised as to if the Senate should wait until they have the Rules of Order done.  Debbie said that currently the Senate operates without any Rules of Order so this should not create any problems.  At this time Diana asked that the new revision of the Bylaws be forwarded to the Senate Members and asked that the Senate be ready to take action on the new Constitution and Bylaws at the next Senate meeting in November.  Comments and questions can be sent to Debbie Copp through October 28, 2009 and will be discussed at the committee’s next meeting.  Only send suggestions about the documents that have been presented. 

 

MISCELLANEOUS

 

Debbie Copp wanted to remind everyone to not let Open Enrollment pass them by this year.  It will be held November 13-22, 2009.

 

ADJOURNMENT

 

As there was no further business, the meeting adjourned at 2:42 p.m.

 

NEXT REGULAR MEETING: November 18, 2009 in the Scholars Room of the Oklahoma Memorial Union

 

Respectfully submitted,

 

Melissa Lane

Administrative Coordinator

 

Elaine Bradshaw

Recording Secretary