THE UNIVERSITY OF OKLAHOMA

STAFF SENATE

(NORMAN CAMPUS)

Wednesday March 21, 2012

DRAFT

Chair Fran Stephens called the meeting to order at 1:30 p.m. in the Sooner Room of the Oklahoma Memorial Union.
 
Officers present – Fran Stephens, Chair; Chris Cook, Chair-Elect; David Houck Immediate Past Chair; Debbie Copp, Recording Secretary

Staff Present – Melissa Lane, Administrative Coordinator

Representatives present – Hourly Employees Council: Cecilia McEwen, Carolyn Taylor, David Kizer, Synthia Petross, Karen Stark, Sena Golden, Ruthann Shaffer, Carolyn Irons, John Bishop; Informational Staff Association: Gordan Carrie, Connie Smith, Shawn Gralla, Bruce Alcock, Elaine Bradshaw; Organizational Staff Council:  Deborah Skeel, Amanda Pai, Betty Love, Cathy Yeaman, Mary Stephens; Administrative Staff Council: Linda Berardo

Representatives absent — Hourly Employees Council: Donna Stephens, Andrew Bartlett, Melanie Wilburn; Informational Staff Association: Priscilla Crawford; Organizational Staff Council:  Sandi Emond; Administrative Staff Council: Burr Millsap

Guests present — Jen Doughty, Chair of Domestic Partners Job Protection Benefits Ad Hoc; Doug Myers, Member of Administrative Staff Council

ACCEPTANCE OF MINUTES OF February 15, 2012

On motion by Cecilia McEwen, the minutes of the February 15, 2012, Staff Senate meeting were accepted.

CHAIR’S COMMUNICATIONS

Fran did not meet with Nick Hathaway, Vice President for Executive and Administrative Affairs. He had scheduling conflicts so their meeting was cancelled and not rescheduled.  She did ascertain that there was nothing he wanted to pass on to Staff Senate at this time.

Fran talked with Julius Hilburn around March 13th.  He wanted to provide an update on the Retiree Medical Benefit Plan changes.  They are hoping to have a final plan at the May Regents meeting.  He indicated that there would be none or minor changes to the plan that was briefed—he would know more after the EBC meeting on March 15 but thinks the final version will go to the EBC in April.  There would be some impact on the staff handbook from the retiree medical changes.  He indicated that when they are ready to look at those he would contact her so Staff Senate could either form a committee to assist or, if the PPC was active at that time, they would.  These changes would go to the Regents.  Prior to addressing those changes, there are some handbook updates needed for things like typos.  These would go to the President for approval to change. Julius will let Fran know more about those when they are collected.  Fran mentioned that they would also need to update the handbook to reflect the changes in the Tobacco Policy and he responded that the tobacco free policy recently approved would also have to be amended to match the governor’s proclamation.  He’s looking forward to the recharge of the PPC committee and having a more active communication link with Staff Senate through that committee’s involvement.
 
As a result of the pay and duty disparity between the faculty and senate coordinator positions, Fran requested a stipend for the extra work done by the Administrative Coordinator to support Staff Week activities.  That request was approved and is effective beginning with this year’s Staff Week.

The letter asking for President Boren to meet with the Staff Senate has been drafted and should be submitted this week.

Fran announced to the group that Debbie Copp has been selected for induction into the CoSIDA Hall of Fame.

REPORTS FROM MEMBER GROUPS

Administrative Staff Council:  President Elect Linda Berardo reported that they met and Brian Ellis spoke to the group.  They discussed Staff Week and toured the Fred Jones Museum.

Hourly Employees Council:  President Cecilia McEwen reported that they discussed information on the newly created Institutional Equity Office that was created in January 24, 2012.  This office handles claims involving the Sexual Assault, Discrimination and Harassment Policy and other gender equity issues.   The council voted to participate in Soles4Souls function being sponsored by OU Students of St. Thomas More University Parish here in Norman.  Several pairs of shoes, boots and tennis shoes have already been delivered.  They announced the new members Jack Shoopman and Cindy Simpson who filled two vacant spots on the council.  They discussed the upcoming Staff Week Ice Cream Social and Carolyn Taylor announced she has already started contacting VIP guest scoopers for the event.

Informational Staff Association:  President Elect Gordan Carrie reported that they discussed having a summer fundraiser for a local charity.  They talked about the plans for the Staff Week Art Show, which will be held at the Lightwell Gallery of the School of Art and Art History.  They discussed the plans for a tour of the highlights of the OU Bicycle Master Plan to be held during Staff Week on the Health Fair Day.

Organizational Staff Council:  President Deborah Skeel reported that they approved to order pizza for the Staff Awards nominees and winners luncheon.  They also discussed the Same Sex Partnership Ad-hoc Committee proposal; members were in agreement that the committee did a good job.  Jackie Downing, who is on the committee, helped explain the proposal and also answered questions they had. Bingo arrangements are almost complete.  They are still working on getting the popcorn and bags donated.  Volunteers are still needed for both sessions.

REPORTS OF STANDING COMMITTEES

Awards Committee:  By email Chair Liz Cooley reported that the Merit Award pictures will be taken March 28 at 10am in the Beaird Lounge.  Air Force ROTC will be helping with the ceremony.  Melissa should have anniversaries and retirees information finalized by mid-March.  They will start working on the program and script information.  They decided on spring floral arrangements and will get with Capitol Hill later on in March.  They are on schedule for the ceremony.

Communications Committee:  By email Chair Tamarra Grayson reported that they formatted the April newsletter and it should be ready to send out early April to highlight Staff Week.  They also outlined the June newsletter.

Staff Week Committee:  By email Chair Melanie Wilburn reported that Sue-Anna Miller attended the meeting to finalize the number of trash, recycle bins, and other items for each event.  The new website was expected to go live on March 15.  The committee decided to have give-away items again this year and they selected, tote bags with the OU Staff logo will be given away at the Craft Fair and plastic tumblers with lids and straws featuring the OU Staff logo that will be given away during the Picnic. 

REPORTS OF SPECIAL (AD HOC) COMMITTEES

Employee Benefits Committee:  Debbie Copp reported I. Retiree Medical: Town hall meetings went well with a lot of dialogue and the plan has received favorable comments.  They continued to stress that eligibility is determined when you become eligible, not when you retire. Norman Campus Faculty Senate has sent forward two changes, neither of which received any support at the March meeting.  EBC will see final draft at their April 12 meeting (moved up to accommodate time frame to get to May Regents’ meeting). II. OTRS Issues: OTRS board has approved the changes but still requires legislative approval to move forward.  Changes would become effective 7-1-2013.  The first change would require 20 hours or less employees to opt out of OTRS.  The second change will give fractional credit for less than 100% FTE, and the, final change will eliminate the work six months, get full year of credit for service policy. This will become a pro-rated credit – work six months, get half year of credit for service, probably the one that will affect most OU staff. III. Tobacco-Free Norman campus: Will have a 7-1-2012 implementation date while the, governor’s order allowed for six months (issued 2-7-12) for state agencies to become tobacco free.  HR will review all campuses to ensure consistency.  There will be no smoking areas on campus per governor’s order.  HR will continue to offer smoking cessation classes. IV. MedEx: Part of the agreement with the company that is providing group life insurance coverage.  Provides travel protection for employees and dependents. It will cover when traveling for any purpose, foreign or domestic, which is more than 100 miles from home.  Service includes pre-trip assistance, medical assistance service and emergency medical transportation. Info on the coverage to be added to HR website and will be covered in next HR newsletter. V. Health Insurance 2013 renewal: Initial meeting has been held and the BCBS statewide book of business is showing a 7 percent increase.  Dialogue and negotiations will continue. They will forward proposal to Regents for September meeting. VI. Fidelity Update: Working on a survey to assist HR and Fidelity for current and new employees concerning their experience. A new website is on the horizon, hope for April 1 launch.  OU is still the role model in terms of contacts with employees and the amount of money that was transferred.  This will lead to lower fees that will be determined by the Retirement Plan Management Committee.

PPC Ad Hoc/Purpose and Charge:   A resolution was attached to the agenda.  After much discussion, the resolution was tabled and will be revisited in April with the chair of the ad hoc committee asked to attend the Staff Senate meeting.

Advisory Committee on Tobacco Policy:  Chris Cook reported that they were no longer meeting.

Domestic Partners Job Protection Benefits Ad Hoc:  A resolution was attached to the agenda and chair Jen Doughty answered further questions from the Senate.  After discussion, a motion was made by Cecilia McEwen to approve the resolution without the last paragraph on the first page.  Motion was seconded  and passed unanimously. Fran will make the changes to the resolution and start forwarding it to the other Faculty and Staff Senates for their hoped votes of support.    

OTHER REPORTS

The following reports were linked to the March agenda:

Staff Senate Foundation account report

Minutes of Employment Benefits Committee meeting for December 2011

Shared Leave Report for 2011

OLD BUSINESS

NEW BUSINESS

ANNOUNCEMENTS

ADJOURNMENT

As there was no further business, the meeting adjourned at 2:28 p.m. on motion from Carolyn Taylor.

NEXT REGULAR MEETING:  April 18, 2012

Respectfully submitted,

Melissa Lane
Administrative Coordinator

Debbie Copp
Recording Secretary