THE UNIVERSITY OF OKLAHOMA
Wednesday, February 20, 2019
Chair Justin Daniels called the meeting to order at 1:35 p.m. in the Scholars Room of the Oklahoma Memorial Union.
Officers present – Justin Daniels, Chair; Sarah Connelly, Chair-Elect; John Bishop, Immediate Past Chair; Ross Mehl, Recording Secretary
Staff present – Melissa Lane, Administrative Coordinator
Representatives present – Hourly Employees Council: Crystal Ary, Cody Jaynes, Ashley Price, Cynthia De La Rosa, Julie Hamburger, Kelly Thompson, Tanya Miller Eager, David Kizer; Informational Staff Association: Corey Helms, Cathy Yeaman, Elaine Bradshaw, Chris Cook, Rachel Meyer; Organizational Staff Council: Shannon Overstreet, Diana Fitzpatrick, Salina Wall, Jenny Lang; Administrative Staff Council: David Corbly (Proxy)
Representatives absent — Hourly Employees Council: Suzie Brewer, Joanne Braunbeck; Informational Staff Association: Leslie Vennochi; Organizational Staff Council: Skye Uhlenhake, Tonya Iman; Administrative Staff Council: Patrick McClain
Guests — Debra Levy Martinelli, Marcy Fleming, Leora Kirby, Matthew Rom, Marissa Pierson, Larry Austin, Kyle Leppler, Jeremy Oxenford, Nathan Fisher, Kasie Crall, Lee Camargo Quinn, Sharon Alexander, Annie Cobianchi, Patti Kessler and Darcey Adams Maelzer
ACCEPTANCE OF MINUTES OF January 16, 2019
On motion by Diana Fitzpatrick the minutes of January 16, 2019 Staff Senate meeting were accepted.
Chair Justin Daniels said that last month or so has been very busy for the Staff Senate Office. We experienced another round of force reductions, mostly in Information Technology. Staff Senate worked with HR to ensure the Reduction in Force policy was followed. All staff effected by the reduction in force were paid for 60 days and one week for every year in service, up to 12 weeks. This exceeds the policy which only requires 30 days of paid notice. While reductions are unfortunate, we have to continue to work towards finding ways to be more efficient and responsible with our budgets. Plans for Staff Week events are starting to ramp up so be on the lookout for ways you can get involved and participate. There have been a few changes to the schedule and details of certain events so watch for more information coming soon. We have been working on a number of diversity issues including a unified response with Faculty Senate to an inappropriate racist video made by two students last month. Staff Senate worked with Faculty Senate to develop a statement speaking out against racism and bigotry. I worked with our new Diversity, Equality, and Inclusion ad hoc committee to approve the response and get it sent out in a timely manner. I want to thank their efforts for working hard to ensure we were able to make a quick, strong stance against issues of racism on our campus. We continue to work with the Office of University Community and administration to identify areas where we can improve and rid our campus community of racist behaviors. I attended the Community Conversation held on Wednesday, January 30th and provided feedback to the Office of University Community regarding staff that could lead and/or participate in future conversations. I have also been working with Human Resources to understand ways in which staff can file concerns either anonymously or not through Ethics Point. We want to ensure that all staff have a means to share their concerns in a comfortable environment without fear of retaliation. We will continue to work with various departments to make sure that happens. The new Vice President of Operations, Eric Conrad, has been approved by the Regents and is scheduled to arrive on campus February 25th. My meeting this month with Senior Vice President Ken Rowe was cancelled and I am scheduled to meet with him again in March. Also, we have a date to meet with President Gallogly along with Staff Senate chairs from the HSC and Tulsa campuses in what we are calling a “Tri-Senate meeting with the President”. This is the first meeting of its kind to our knowledge and we are excited to meet with the President and discuss issues that affect all three campuses. You will see more information on this historic meeting soon. As always, please continue to pass questions and concerns on to the Executive team through your member group Presidents and let us know if there is anything you need.
REPORTS FROM MEMBER GROUPS
Administrative Staff Council: By email President Patrick McClain reported that they held its February meeting Leora Kirby, Employee Relations Administrator was their guest speaker and she spoke about OU’s Performance Evaluation process and resources available to staff. You can see all of the resources and timelines here: https://hr.ou.edu/Managers-HR-Payroll-Coordinators/Managing-Employees/Performance-Management-Evaluations. They also discussed ASC’s responsibilities for Staff Week and called for volunteers.
Hourly Employees Council: President Crystal Ary reported that Leora Kirby came to speak concerning the importance of receiving an evaluation and having a conversation with your supervisor. The following items were relayed to HEC: If staff has concerns to bring them to me, I will relay them to the Staff Senate Chair. If staff has questions for President Gallogly to bring them to me, I will bring them to the Staff Senate Chair. Discussion of Staff Week concerning Scoopers, HEC setting up a table at craft fair so we are seen and able to answer questions and address concerns. Updates were given concerning our nominations for members of HEC and concerns were discussed (paper vs electronic process)
Informational Staff Association: President Corey Helms reported that they had a short business meeting in OMU. We discussed a few items: Statutes and policies related to obtaining copies of police reports from OUPD. University policies concerning administrative leave. Potential of additional reductions in force. Signage directing traffic in the Elm Ave parking garage.
Organizational Staff Council: Member Diana Fitzpatrick reported that after the usual business items were discussed, we discussed the RFP going out for benefits and timelines. Started searching for Bingo callers, volunteers and staff week items. We communicated about parking updates and information.
REPORTS OF STANDING COMMITTEES
Awards Committee: By email Chair Liz Cooley reported that they did not meet this month but were given the following updates: The committee will not be able to print the program this year. At the ceremony we will have the schedule of events posted on a screen and an email link will be sent to the staff to view the program. The Merit Award winners are in the process of being picked. Melissa is working on the list of Staff Anniversaries and Retires.
Communications Committee: By email Chair Caroline Wertz reported that they did not meet but they will be reviewing and editing content for the upcoming newsletter in the next couple of weeks.
Staff Initiatives Committee: Chair Marissa Pierson reported that the Shared Leave sub-committee gathered a list of questions for Human Resources on the clarification of the current policy. Human Resources representatives will meet with the sub-committee next week to address the questions. The sub-committee will then prepare a draft of recommendations regarding clarification of the policy. Regarding Parking, the committee was informed Parking Services is looking into different payment structures for parking, one based on salary and one based on parking location. These structures will be reviewed by the SIC Chair and Staff Senate Chair once completed.
Staff Week Committee: By email Chair Trisha Cole reported that they discussed the following: The Grand Prize flyer will not be printed this year, they will be discussing the best option for this at the next meeting. There will be likely be a charge for the Friday picnic. Website is updated with the timeline for Staff Week: Monday April 22 Bingo – 11am Armory; 2pm Couch Restaurants, Tuesday April 23 Craft Fair/Ice cream social – 10-1 in the OMU Ballroom, Wednesday April 24 Awards Ceremony – 11am – OMU Ballroom; Art show TBD, Thursday April 25 Health Fair – 10-1 – CCE Corridor A and Friday April 26 Staff Picnic – 11:30 – 1 – Brooks Mall (rain location in Armory)
REPORTS OF SPECIAL AD HOC COMMITTEES
Inclusion and Diversity Ad Hoc Committee: Co-Chair Cathy Yeaman reported that they discussed a name change to Staff Diversity, Equity and Inclusion Committee (SDEIC); they discussed an Action Statement at length, but tabled the final approval for the March meeting; and discussed ways of letting staff know they are here for them by setting up a booth during the Staff Week Health Fair.
REPORTS FROM UNIVERSITY COUNCILS, COMMITTEES, AND BOARDS
Employee Benefits Committee: Matthew Rom reported:
The Employee Benefits Committee met on January 16, 2019.
Remarks from President Gallogly
- The University will be issuing a new insurance RFP with a goal of presenting OU’s selected carrier to the Regents in June
- President Gallogly prefers having one provider
- President Gallogly also concerned with cost od dependent coverage
RFP Presentation/Fringe Benefit Update
- Bounding medical and dental to see if there are economies of scale. Delta Dental is the main provider in Oklahoma but also have a larger cost.
- Looking for a single payer for the University's insurance provider
- Will reexamine shared contribution structure and consolidate salary tier contribution structure into one structure for all campuses
- 12 member RFP committee responsible for examining and analyzing the submitted RFPs
- 1 EBC, 1 Staff Finance, 2 faculty senate (Norman and HSC), 2 Staff Senate (Norman and HSC), 1 OU Tulsa, 1 Cameron, and 1 Rogers, and 2 HR (Norman and HSC), 1 floater in case a group is missed.
- Able to sign in to the portal with your OU NetID and password
- 1,743 Flu vaccines administered
- Various workshops and seminars administered
- Change to "reward" for benefits. Now receive health insurance credit instead of a cash stipend
- Modifying charter to add Rogers State University to committee
The following reports were linked to the February agenda:
Staff Senate Foundation account report
Minutes of Employment Benefits Committee meeting for September 2018
New Ideas for Staff Senate Involvement: Corey Helms reported that the videoing that is in process is the beginning of the process. The videos will help establish why to get involved in Staff Senate in a more dynamic way.
Moving next meeting to March 13, 2019: On motion from Corey Helms the meeting for March was moved up so it will not take place during Spring Break.
Justin Daniels informed everyone about an anonymous reporting tool that can be used, it is called Ethics Point and can be found at www.ou.ethicspoint.com
As there was no further business, the meeting adjourned at 2:20 p.m.
NEXT REGULAR MEETING: March 13, 2019