THE UNIVERSITY OF OKLAHOMA
Wednesday April 20, 2016
Chair Debbie Copp called the meeting to order at 1:33 p.m. in the Scholars Room of the Oklahoma Memorial Union.
Officers present – Debbie Copp, Chair; Matthew Rom, Chair-Elect; John Bishop, Immediate Past Chair; Emilie Bozek, Recording Secretary
Staff present – Melissa Lane, Administrative Coordinator
Representatives present – Hourly Employees Council: Kristen Holmes, David Kizer, Ross Mehl, Judy Oliger, Chuck Wantland, Stephanie Gerhard, Dennis Erfourth, Liz Cooley, Donna Stephens; Informational Staff Association: Dan Hough, Carl Sinclair, Priscilla Crawford; Organizational Staff Council: Betty Love, Kristi Wright, Daveena Stratton, Marissa Pierson, Julia Rouse
Representatives absent — Hourly Employees Council: Sharrie Sanders, Cecilia Homles, Eric Grubbs; Informational Staff Association: Corey Helms, Richard Snelling, Sarah Connelly; Organizational Staff Council: Chase Abbott; Administrative Staff Council: Sue-Anna Miller, Paul Arcaroli
Guests present — David Corbly
ACCEPTANCE OF MINUTES OF March 23, 2016
On motion by Betty Love, the minutes of March 23, 2016 Staff Senate meeting were accepted.
Thanks to Campus IT for getting our email issue resolved. StaffSenate@ou.edu will just be used for Staff Senate business while OUAnnouncements@ou.edu will be used for campus-wide announcement distribution. Pleased to serve on the selection committee for the President’s Trophy – it is really amazing what our students do on an annual basis in terms of community service and outreach. Reviewed Staff Week schedule for next week and encouraged participation. Talked to Nick Hathaway about an idea I had. We will start an “Ask the VP” program soon. Goal is to increase communication and information sharing. We will ask for questions on a quarterly basis and forward those to VP Hathaway. He will answer in a way that it can be archived for people to access on their own schedule. He also told me that President Boren has some things upcoming soon to do more information sharing with the campus community. In terms of budget news, he said that OU HR is doing a market study related to the defined contribution plan. He anticipates there will be changes in that program for new hires as a way to save money. We won’t know anything for certain until the state budget is approved by the legislature and governor.
REPORTS FROM MEMBER GROUPS
Administrative Staff Council: Proxy David Corbly reported that they had previously discussed the proposed changes to the Staff Senate Bylaws and Rules of Order, and no further comments were made. They began discussing the concept of universal access to computers and computer training for all University staff. They continued planning efforts for the Staff Picnic and finalized ticket distribution locations.
Hourly Employees Council: President John Bishop reported that they had special guest speakers Lewis Starkey and Debbie Barrett from Human Resources. They conducted a Q&A on the OU Shared Leave Program. Many good ideas came out of our discussion. After further discussions, some suggestions will be submitted to the Staff Senate Employee Benefits Committee and / or the Staff Initiatives Committee for further consideration or actions. President John Bishop thanked HEC for their hard work preparing for Staff Week, the Staff Awards and Ice Cream Social. There are many HEC projects that they as a group will continue to work on during the remainder of his term and into President Holmes’ tenure. I hope that they can unite the member groups for the Holiday Projects and continue to pursue matters of concern from the HEC member groups. All of the HEC committees reported that they were ready for Staff Week and Awards. The Staff Week Ice Cream Social Committee was finalizing the last few open slots for celebrity servers and working on volunteers for set up, tear down and clean up during the event. The election committee has extended the nomination deadline in an effort to ensure that all nominees are considered. HEC has begun the process of selecting a President Elect. He is excited to announce that two HEC Board Members had expressed an interest in serving as HEC President, Liz Cooley and Ross Mehl. Both are great candidates and will serve HEC well. HEC has appointed Emilie Bozek to the Staff Senate Selection Committee. HEC has appointed Charles “Chuck” Wantland as a Representative on the Staff Senate.
Informational Staff Association: President Dan Hough reported that they met and Vice President for the University Community Jabar Shumate was their guest. He gave an update on activities of his office and answered questions about upcoming programs and ways to make the University more diverse and inclusive. They had a good discussion and gave him some good ideas as well. They also discussed the Staff Art Show and formed a Constitution and Bylaws review committee.
Organizational Staff Council: President Betty Love reported that they met for a luncheon meeting to recognize the OSC award winners and nominees. All four of the award winners were in attendance along with eight of the nominees. Betty and Kristi presented each of the winners and nominees in attendance a certificate congratulating them for job well done. Rudy’s provided the main course and some side dishes; members brought side dishes and desserts making a nice meal for everyone who attended. Doug Myers, Director of Parking and Transportation Services was the guest speaker. He gave a presentation with updates on the new parking garage, information about Fleet Services and what they offer, CART system and services. Rhonda Hill asked for more volunteers for Staff Week bingo and shared news of new gifts she had garnered for their fundraiser. Betty announced the Campus Campaign “What’s all the Hoopla” project and encouraged everyone to give it a try and support the university by participating.
REPORTS OF STANDING COMMITTEES
Awards Committee: Chair Liz Cooley reported that they met to assemble all of the awards. Our next meeting is Tuesday, April 19, 2016 to do a walkthrough of the Ceremony and a short meeting afterwards.
Communications Committee: By email Chair Gina Powell reported that they met by email. The committee completed a newsletter with the Staff Week chair to announce events at Staff Week. The committee is working on the next newsletter to highlight the 2016 Award Winners. The committee has emailed the winners to get information for the newsletter and a picture.
Staff Initiatives Committee: By email Chair Marilyn Korhonen reported that they did not meet.
Staff Week Committee: By email Chair Cathy Brister reported that they met to make final preparations for Staff Week. They discussed each event, signed up to volunteer at various events, and discussed the grand prizes. At the Norman City Council meeting on April 12, we received the proclamation naming April 24-29, 2016, as “OU Staff Week”. The grand prize flyer will go to print on Monday, April 18.
REPORTS OF AD HOC COMMITTEE
REPORTS FROM UNIVERSITY COUNCILS, COMMITTEES, AND BOARDS
Employee Benefits Committee: Debbie Copp reported the following: I. SVRI (Early Retirement Incentive) Update: A total of 375 individuals were eligible and, as of March 24 meeting, a total of 200 employees had some contact in a variety of ways through HR. A total of 54 faculty members and 92 staff had accepted the program. Efforts to reach out to other eligible folks will be made until March 30. HSC retirement incentive had started and was in 45-day election period. Using standard Retirement Incentive approved by Regents in 2012 – employee submits a request and department approves or declines. II. RFP 2017: Two separate RFPs for next plan year, Medical and Pharmacy. HMO will be replaced and are looking at all options. Possible options for cost cutting from EBC members were wide ranging expect to hear more at April meeting. III. CAN: Hasn’t gone as smoothly as hoped. Statements were to have been out in March and weren’t sent until April. Also reviewed a cost increase proposed by CNA. IV. Financial Wellness: This will continue to be a focus in the coming year. It has been well received with a majority of questions coming around the issue of wills, estates and trusts. V. Wellness: Eat right for Life has resumed. We have 163 teams with an average of four people per team. Each participant received a book and the challenge will last 10 weeks. Wellness program will have a presence at Health Fairs during Norman campus and HSC Staff Week include a mobile mammogram unit. Tulsa’s will be in November. Alzheimer’s webinar well attended and will continue to offer. Wellness program working with Goddard and Huston Huffman to find additional incentives. IV. Director updates: Les Hoven resigned from HR. Cynthia Clegg of HSC is serving in interim role and Julius Hilburn has been brought in to serve as a consultant. We expect to be asked about possible cost-cutting measures from the benefits area.
The following reports were linked to the April agenda:
Staff Senate Foundation account report
Minutes of Employment Benefits Committee meeting for January 2016
Approval of recommended changes to the Staff Senate Bylaws: The list of recommended changes was linked to the agenda. Matthew Rom made a motion to accept the changes. The motion was seconded and passed unanimously.
Approval of recommended changes to the Staff Senate Rules of Order: The list of recommended changes was linked to the agenda. Matthew Rom made a motion to accept the changes. The motion was seconded and passed unanimously.
As there was no further business, the meeting adjourned at 2:17 p.m.
NEXT REGULAR MEETING: May 18, 2016