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THE UNIVERSITY OF OKLAHOMA

STAFF SENATE

(NORMAN CAMPUS)

Wednesday July 16, 2014

DRAFT

 

Chair John Bishop called the meeting to order at 1:45 p.m. in the Scholars Room of the Oklahoma Memorial Union.
 
Officers present – John Bishop, Chair; Cecilia McEwen, Recording Secretary; Debbie Copp, Chair-Elect; Chris Cook, Immediate Past Chair;

Staff present – Melissa Lane, Administrative Coordinator

Representatives present – Hourly Employees Council: Karen Stark, Suzie Brewer, Carmen Eppler; Informational Staff Association: Bruce Alcock, Dan Hough, Elaine Bradshaw; Organizational Staff Council: Cathy Yeaman, Justin Daniels, Betty Love

Representatives absent — Hourly Employees Council: David Houck, Eric Grubbs, Carolyn Taylor, Tim Winkelman, Kim Haddad, Jake Wetherington, Syndy Petross, Julie Hamburger, Vicki Michener; Informational Staff Association: Kendall George, Kim Thomas, Shane Smith;  Organizational Staff Council: Jackie Downing, Debbie Reddell, Reta Tarver; Administrative Staff Council: Nick Key, SueAnna Miller

Guests present — Matt Rom and Marco Grier

ACCEPTANCE OF MINUTES OF June 18, 2014

The minutes of June 18, 2014 Staff Senate meeting were not voted on due to lack of quorum.

CHAIR’S COMMUNICATIONS

The Chair (Calvin) and Co-Chair (Melody Dickenson) have asked me to join the United Way Campaign Committee for 2014.  It was an honor I gladly accepted.  This year, the OU United Way is planning on producing a five minute webcast to help bring attention to the OU United Way Campaign and help raise funds.  There will be more information coming out in emails and I will likely ask for help from the Staff Senate and our Member Groups.  If you are interested, please let me know and we will work together for the OU United Way Campaign.

This Thursday I will complete a major training objective for me at OUPD.  I have completed all of the training necessary to certify as an Operations Section Chief for the State of Oklahoma All Hazards Incident Management Team.  During last year’s tornado, I worked for an OPS Chief as a Division Group Supervisor and a Strike Team Leader.  I represented the University Police Department last week while I ran the Command Center Operations at the Edmond US Senior Open PGA on Tuesday and Wednesday.  I had command control over 135 Police Officers, Troopers, Firefighters, Paramedics and Doctors.  It was a huge success and OU has been recognized for their expertise in Incident Comment and Control.  The end result of the OPS Certification is that I should have more time for Staff Senate and HEC this year, provided we don’t have a major incident.

Next month we start the new school year.  Along with all the new smiling faces of the freshman class, I am watching the OU cycle first hand.  My daughter starts her first year of college and I will complete my 22nd year at OU in December.  It really does seem just like yesterday when I first came to OU and started my educational pursuit.  In a blink of an eye, 22 years have gone by and I have had the amazing opportunity to watch my children and the University grow.  It is with a new sense of pride that I am watching Anna start school and Cheer at OU this year. 

Remember that we are the University of Oklahoma, each and every one of us.  This is not only our job, we are laying the foundation for our children and our future leaders.  Everything we do reflects upon the University and each other.  Thank you for your dedication and hard work.  Your loyalty is second to none.  Everything we do is making a difference.  Not only on the job but at the University and with our families.  It’s with this vision that I plan to serve as Chairman of the Staff Senate this year.
  
REPORTS FROM MEMBER GROUPS

Administrative Staff Council:  By email President Nick Key said they have not met.

Hourly Employees Council:  It was reported that they had a luncheon.

Informational Staff Association:  President Bruce Alcock reported that they did not meet.

Organizational Staff Council:  President Cathy Yeaman reported that they did not meet.
 
REPORTS OF STANDING COMMITTEES

Awards Committee:  By email Chair Liz Cooley reported that they did not meet.

Communications Committee:  By email Chair Gina Powell reported that they did not meet.

Staff Initiatives Committee:  Chair Dan Hough reported that they did not meet. 

Staff Week Committee:  Co-Chair Paige Smith reported by email that they did not meet.

REPORTS OF SPECIAL (AD HOC) COMMITTEES

Employee Benefits Committee:  Debbie Copp reported that they discussed the following: I. Strategic Plan Update: Committees and consultants plan to present recommendations for final report and this will be reported to EBC at August meeting. Moving forward, the recommendations would be presented to the September regents meeting.  II. 2015 Renewal: Will have final numbers at our August meeting. Costs went up from the May to June meeting after a very high claims month in May 2014. Continuing to explore self-funding option that could help reduce some costs. That should be included in the August report to EBC. Need to let people know that with 2015 enrollment, HR/OU will begin to collect SS#s for dependents who are covered to meet ACA reporting requirements.  III. ACA 30-Hour Compliance: HR has identified departments that will have special issues. Meetings with governance groups are planned to explain the changes in time worked reporting. Will cause some changes in hours people are going to be allowed to work.  IV. FSA Carryover:  Need to have the conversation on grace period vs. carryover again and will need to recommend to regents in September as part of total benefit package. Committee suggested providing average medical and pharmacy per family as part of discussion.  V. Wellness Update:  Completed first round of Wellfit Coaching Class and will share results with EBC when ready. Will have arrangements with Allied Health and continued arrangement with Fitness Centers this fall. Annual 5k is scheduled for Sept. 27. Plan to ramp up the Tobacco Cessation efforts in advance of potential non smoker insurance premium incentive. VI. Director Updates:  Wants to continue discussion about improving communication from HR to employees, especially looking forward to a very busy and very important next few months. Also want to look at best way to educate employees. Impact of same sex marriage actions on OU benefits TBD. Will not know anything until the issue is decided by the courts.

Ad Hoc Committee for Staff Merit Award Form:  Debbie Copp reported by email that they have not met since last Staff Senate meeting but did receive clarification from Vice President Hathaway on special awards, the landscaping one and the housekeeping one. (1) Both will be selected by Staff Senate member group. (2) A staff member nominated for landscaping or housekeeping award who is not selected for either of those awards is eligible for consideration for other staff merit awards given by that member group. Revised form will include a way to indicate if nomination is for special award ONLY or special award AND merit award.  Plan to get communication started with committee again shortly.

Health Insurance Working Committee:  By email Sue Anna Miller reported that the committee has not met.

OTHER REPORTS

The following reports were linked to the July agenda:

Staff Senate Foundation account report

Minutes of Employment Benefits Committee meeting for November 2013

OLD BUSINESS

NEW BUSINESS

Approval of Appointments/Reappointments to the Staff Senate Standing Committees:  The list of volunteers was linked to the agenda.  With no quorum present an email vote was done and the slate passed by a majority vote.

ANNOUNCEMENTS

ADJOURNMENT

As there was no further business, the meeting adjourned at 2:03 p.m.

NEXT REGULAR MEETING:  September 17, 2014

Respectfully submitted,

Melissa Lane
Administrative Coordinator

Cecilia McEwen
Recording Secretary

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