Wednesday September 19, 2012



Chair Chris Cook called the meeting to order at 1:32 p.m. in the Scholars Room of the Oklahoma Memorial Union.


Officers present – Chris Cook, Chair; Amanda Pai, Chair-Elect; Cathy Trujillo, Recording Secretary


Officers absent – Fran Stephens, Immediate Past Chair


Staff present – Melissa Lane, Administrative Coordinator


Representatives present – Hourly Employees Council: Carolyn Taylor, Cecilia McEwen, Linda Smith, Laura Shoopman, Carmen Eppler, Sena Golden, David Kizer; Informational Staff Association: Gordan Carrie, Shawn Gralla, Connie Smith, Priscilla Crawford, Bruce Alcock, Elaine Bradshaw; Organizational Staff Council: Nancy Matthews, Jackie Downing, Betty Love, Justin Daniels, Chris McNabb; Administrative Staff Council: Robbie Wahnee


Representatives absent — Hourly Employees Council: David Houck, Cindy Simpson, Jack Shoopman, John Bishop, Kim Haddad; Organizational Staff Council:  Reta Tarver; Administrative Staff Council: Jennifer Doughty


Guests present — Doug Myers, Lezlie Marsh, Dan Hough, Kye LeBoeuf, Debbie Copp, and Cathy Yeaman




Ghislain D’Humieres, Director of Fred Jones Jr. Museum of Art: Upcoming events at the Museum




On motion by Carolyn Taylor, the minutes of the July 18, 2012, Staff Senate meeting were accepted.




Chris met with Nick Hathaway, Vice President for Executive and Administrative Affairs they discussed their observations of the new tobacco policy. Implementation seems to have gone smoothly. They have both observed isolated violations of the policy, but expect these isolated events to decrease over time.


Nick expects a quiet year on the policy front. He doesn't anticipate any major changes to existing policies or new policies that will relate to staff.


On the budget, Nick is cautiously optimistic that the state will provide additional funding this year. He does not anticipate any cuts to departmental budgets. He also mentioned that he would like to have a salary program, but thinks that it will be really tough to do so at this point.


Chris attended the first meeting of the Faculty Senate. President Boren normally addresses faculty at this meeting giving the State of the University, but was not able to attend the meeting. He will probably make up this address at a future Faculty Senate meeting.


President Boren is scheduled to address staff at our next Staff Senate meeting in October.




Administrative Staff Council:  President Jennifer Doughty reported by email that they reviewed officers and voting procedures, goals for the year, ideas to generate more participation, and shared new ventures and activities in their represented departments.


Hourly Employees Council:  President Carolyn Taylor reported that they had brief introductions of each member, discussed the Holiday Projects that have been done in previous years.  Everyone was asked to bring ideas for consideration of the 2012 holiday project to the October meeting. They also discussed the 5 subcommittees that are part of the HEC and will pass around a signup sheet at the next meeting.


Informational Staff Association:  President Gordan Carrie reported that Coach Merv Johnson gave an interesting presentation. Then the group discussed plans for the year.


Organizational Staff Council:  Representative Betty Love reported that after introductions Jackie Downing gave an update on the BINGO planning for Staff Week. Santee Lounge will be under construction so the morning session of BINGO will be moving this year. One possibility is McCasland Fieldhouse, but they are still waiting on the Spring volleyball schedule before they can confirm.  Justin Daniels, the new Website Coordinator, is working on transitioning the OSC website to the new CMS client so it will be easier to maintain. They will also be sending out a survey to all OSC members this month to get input on how to increase meeting attendance.  Mary Stephens announced she had accepted another job at OUHSC so they elected Reta Tarver as SS Rep and Cindy Clark as OSC Rep to fill the positions that Mary had previously held. After the meeting they participated in a tour of the Catlett Music Center.




Awards Committee:  By email Chair Liz Cooley reported that they began planning the 50th Awards Ceremony, introduced committee and special guest, Heather and Beth from Printing Services, appointed a secretary and sub-committee chairs.  The Awards Ceremony has been set with the President’s office for April 23, 2013.  They also discussed logo, decorations, entertainment, and the food menu. 


Communications Committee:  By email Chair Gina Powell reported that they discussed the newsletter released in August regarding the letter from Staff Senate Chair, Chris Cook.  The next Newsletter is to highlight the Staff Senate Member Groups.  They will request bios from the member group Presidents.  


Staff Initiatives Committee:  Chair Dan Hough reported that they discussed 3 issues: 1. It was suggested that HR set up staff training on Robert's Rules of Order.  Eric Souri agreed to look into that. 2. A recommendation to modify the paid leave accrual plan to take into account previous University service as well as current continuous service in the calculation of accrual rates.  Eric is checking if there is a limit on how long an employee can leave and come back without losing previous service counting and the group will survey peer institutions to see what policies are in place at those institutions.  3. The group would like to look at incentives for carpooling.  They will invite someone from Parking and Transit to the next meeting to see if there are options to look at.


Staff Week Committee:  By email Chair Terri Smith reported that they discussed normal business, fall fundraising ideas and members signed up for subcommittees.  At their next meeting they will discuss in more detail the fall fundraiser.




Employee Benefits Committee:  Debbie Copp reported I. Renewals for Health Insurance: Rates will increase slightly for 2013 for health insurance on the Norman and OKC campuses. Dental will also go up slightly with both the basic and the alternate going up. All other options will remain at the price they were for last year. Major issue with the HMO for Tulsa-based employees and negotiations continue on that front (ultimately, the negotiations were not able to reduce the rate enough so the Community Care HMO option will be dropped in Tulsa). EBC voted unanimously to approve the proposal and send it on. It is on the September Board of Regents’ agenda for approval. Enrollment will follow the same schedule as we have had in the past – late October to early November with effective date of Jan. 1, 2013.  II. Tobacco Free Norman Campus: It went into effect on July 1. There seems to be a fairly good compliance and progress is being made across campus. New signage has been posted across campus. This will continue to be a work in progress. III. Miscellaneous notes: An independent audit will happen in January 2013, added a flat-rate $50,000 life insurance option because of income tax issues (part of what is being acted on by Regents at September meeting.); should be receiving full fee disclosure on our defined contribution plans during the first quarter of 2013 – have always had fees but this is first time we will receive full disclosure of what they are, with Health Care Reform Act of 2013, there will be some changes. One of the major ones is that as of 1-1-13, birth services will be provided at no cost sharing, however providing that option in our health insurance added some increase to our health insurance (about half a percent).




The following reports were linked to the September agenda:


Staff Senate Foundation account report


Minutes of Employment Benefits Committee meeting for April and May 2012






Change to the Rules of Order:  The Executive Committee was presented with a change to the Rules of Order and would like the Senate to vote to Amend Article IV, Sections 1 and 2a to read "Staff Initiatives" instead of "Personnel Policies" effective Sept. 19, 2012. Hereby, officially changing the Personnel Polices Committee to Staff Initiatives Committee.  Nancy Matthews  moved to accept the change to the Rules of Order.  Her motion was seconded and passed on a voice vote.




Chris Cook announced that the Staff Senate Executive Committee considered the realignment of the member groups and, after discussion, decided to leave them as is.




As there was no further business, the meeting adjourned at 2:05 p.m.


NEXT REGULAR MEETING:  October 17, 2012


Respectfully submitted,


Melissa Lane

Administrative Coordinator


Cathy Trujillo

Recording Secretary