EVPECC Council Minutes for February 16th, 2006
Attendees:
Caroline Beeman, Financial Analysis
Missy Brads, Budget Office
Arlene Buynak, Intramural Rec. Sports
Alan Cohn, HR
Nykki Critzer, Housing
Gene Crouch, ITS
Lynn Galasso, Accounting Svc
Harland Harris, Major Events
Sebrina Ivey, Audit Dept.
Jennie James, Audit Dept.
Kathleen Jump, Office EVP-COO
Darlene Kratz, Police
Melanie Prince, Business Operations
Beth Reinhard, HR
Mary Russell, PCS
Nat Scurry, HR
Laura Sprung, ITC
Betsy Thompson, P&T
Rayshon Tibbs, HR
Anna Van Clief, DPA
Shannon Wampler, Procurement
Program:
1.
Old Business:
The $50 subsidy for faculty and staff to join UVa’s Intramural Rec facilities was discussed. The subsidy was meant for UVA employees to use University facilities, not outside facilities. It was mentioned that the facilities at UVA were not geared towards employees, but more for the students. At times this can be intimidating. Arlene mentioned that perhaps the North Grounds facilities, which are typically less crowded, may be better suited. People are happy that the subsidy was increased to $50. The question of whether we could negotiate a discount with outside facilities was asked. This concept will be evaluated by the Council.
Kathleen Jump from EVP/COO Office:
· We have 2 snow lines with the same information. These lines work by playing recorded messages to as many as 348 simultaneous callers. You need to stay on the line until the message cycles through. Also, TV channel 29 (WCHV) and Radio Station WINA give out weather related information. You can use personal time to take a snow day if you don’t feel safe driving.
·
There are 26 light fixtures on
Alan Cohn from Human Resources:
· The Spring Resource Fair is on April 18th, 2006, at Newcomb Hall from 2:00p.m. - 4:30p.m. A new video will be shown. Volunteers are needed to help out at the Employee Council table.
· Service Awards Day Ceremony is May 23rd, 2006 at 1:30pm in Cabell Hall
· Service Awards Evening Ceremony is June 14th, 2006 at 5:30p.m., Dinner 6 p.m. at the Omni Hotel. Invitations are already mailed out and are due back in HR by March 10. Awards start at 10 years of Service.
· Outstanding Contribution Awards. Publicity will start approximately March 1.
·
The March 11th, 2006 trip to
·
The Travel Committee is working on a fall trip
to
Nat Scurry Director for Human Resources:
· Mr. Scurry talked about managing knowledge, so that “what is known to one is known to all.” That way when someone leaves the University information is readily available to others. This will be a part of the joint ventures and collaboration for getting leaders to work together. We are about taking care of our business.
· Three institutions are involved in the new management plan, which is waiting for the Governor to review. These 3 institutions include UVa, William and Mary, and Virginia Tech. We expect that these will be signed off toward the middle of April. The plans for the 3 institutions are basically identical but different for each in terms of organizational structure and financial aid plans. To view the documents and detailed information regarding the restructuring: www.virginia.edu/restructuring. If the agreement is approved, July 1, 2006 will be the effective date, but it will take 1-2 years to actually develop the new Human Resources system. There is a requirement in the agreement that states employees must be involved and information must be communicated to employees as plans progress. No change will occur in July 2006 and the university system will be modified as the year progresses. When developed, all current employees will have a choice. This is not expected until July 2007 or later.
· The main Human Resources building is currently being renovated. The lobby and Payroll Department will be revamped to provide a more secure, healthy and inviting location to do business. There will be locked access to the rest of the building, and a main front desk where employees can conduct all of their business.
Questions and Answers:
Q). It’s been heard rumored that HR is slowly
dismantling the IS
A). At this point in time, there is no plan
to dismantle the
Q). When will semi-monthly employees-paid monthly be allowed to be paid semi-monthly? Current policy is discriminatory to long-term employees.
A). It is not a discrimination issue. This is a pure budgetary impact. would cost $3-4 million dollars to change to these employees to a semi-monthly pay schedule. This was addressed in our August 2005 minutes with Leonard Sandridge.
Q). What are the proper and improper uses of email given the allegations in Dena Bower’s dismissal? The suggestion that the University would seek to censor its employees is very scary.
A). Mr. Scurry suggested employees use email responsibly. Refer to the University’s Standards of Conduct regarding computer usage for further information. Specifically, viewing any type of pornography is against the university’s policies and will not be tolerated.
Q). I heard a very disturbing thing, that I hope is a rumor, and would like some clarification. I was told that it is a University Policy that no Admin & Office Specialist can have a door on their office space. Is this true? And if not, is there any regulation/policy about it?
A). This is purely a rumor. There is no guideline that states who can and can’t have an office door.
5). In a section in the Governor’s Budget, there is a discussion about budget funding to support the increase in health insurance. Does UVA get any of this funding since UVA has it own health insurance plan? Should we be seeing co-payment eliminated for some routine medical visits and testing?
A). We have our own health care plan, so we will not see anything from the state for it. It is one of the costly things that the university pays out. Co-pays will never disappear; there will always be a small cost to the employee for visiting a doctor.
2.
New Business:
· Anjula Joseph from the WLC spoke about their council and its responsibilities at the University. They advise and inform the President on policies and procedures related to developing an equitable gender climate at UVa. Three people volunteered to speak at the WLC’s next meeting about their experiences as classified employees at UVA. The WLC’s next meeting is on March 17th, 2006 from 8:30-10:30.
· Missy suggested we not have speakers at a couple of meetings so we can get to issues and close them. Everyone was in favor of this idea.
· January minutes were approved
· A Welcome Wagon procedure was discussed. Alan will give out list of new hires. We need to determine how best to contact people. Arlene agreed to put together a welcome letter for representatives to use. We should check on new employees after a couple of months to see how they are doing. Should we do both a letter and ask representative to contact new employee in-person?
· The Council’s Bylaws need to be reviewed for changes. Guidelines are not very helpful regarding what we need to do. Beth Reinhard will chair committee for improving on bylaws and what needs to change. Harland Harris, Melanie Prince, Nykki Critzer, and Mary Russell volunteered for the committee.
· April revitalization session - Everybody participates in fairly dividing councils and figuring out which departments need more representation. Leonard wants to ensure that all employees are represented and receive council information. We will be discussing this issue further at our March council meeting.
Representative Changes:
Jennie James is the new council representative for Audit.
Our next Council meeting will be
on March 16th, 2006. We will be meeting at