EVPECC Council Minutes for Sept. 21^st, 2006

Attendees:

Richard Barbour, Medical P&P

Caroline Beeman, Financial Analysis

Missy Brads, Budget Office

Alan Cohn, HR

Janice Coles, Police Dept.

Gale Ferguson, Presidents Office

Jeanie Sampson-Giles, Student Fin. Services

Jennie James, Audit

Kathleen Jump, EVP-COO

Rod Kelly, HR

Diddy Morris, UARCH

Gil Pearman, Student Health

Beth Reinhard, HR

Anna Rugo, Bus.Ops.

Mary Russell, PC& S

Laura Sprung, ITC & ISDS

Reggie Steppe, Facilities Management

Betsy Thompson, P&T

John Wertman, VPMB

Progam:

Guest Speaker

Leonard Sandridge, Executive VP and Chief Operating Officer:

Leonard mentioned that he received questions in advance from council members. There is a lot of interest in the development of the new HR System. Yoke San Reynolds will address those questions in this meeting.

There is more construction and change going on around grounds than ever before. At the Health System, there will be a new garage built off West Main St. (behind Kane Furniture). After it is completed, the existing West Garage will be torn down for the Cancer Center to be built on the corner of Lee St. and JPA. Over the next several years we will also be adding approximately 100 additional beds to the hospital.

Next weekend will be the National Campaign Launch. The goal is to raise 3 billion dollars. We have already raised 1/3 of it.

The academic year is off to a good start. The entering class is very strong. More than 80% of UVA students graduated in the top 10% of their class. There have been no racial incidents this year; however, there has been criminal activity near Lambeth. This underscores the need for everyone to use safe practices.

Vice President Yoke San Reynolds and Leonard Sandridge then answered questions that had been submitted from employees in advance.

QUESTIONS AND ANSWERS

HR-Buy-Out

1. Will a “buy out” be offered in the near future? (Police)

A. There has been no discussion of a buyout at the state level. Buyouts are usually seen during times of budget reduction.

HR-Health Benefits

2. Will health insurance rates increase at the end of the year again? (IM-REC)

A. There will be a modest increase (an average of 4%) in the High Premium plan and no increase for the Low Premium plan. If you look at national trends, it is clear that healthcare is never going to get less expensive. As a reminder, employees pay approximately 20% of their total health premium costs, while the University pays approximately 80%.

3. Would UVa ever consider waiving the $15 co-pay of employees using UVa physicians and facilities? (IM-REC)

A. Probably not. By waiving the co-pay there is still a financial cost associated with the visit that must be paid for either in higher premiums or increased provider fees. It seems more equitable for this share of cost to be paid by the person actually receiving the service.

HR—New HR System

4. What role will the Presidential Committee on Benefits play in the creation of HR and benefits policies for University Staff under Higher Ed Restructuring? How can I submit suggestions, ideas and concerns to that committee? (ITC)

A. The Committee on Benefits advises the president on benefit policies and programs. Retirement and health benefits, however, will not change under the new HR policies that are being developed under restructuring. The chair of the Committee on Benefits is Ellen M. Missana.

5. What other opportunities exist for UVA employees to provide input on the HR and benefits policies for University Staff? (ITC)

A. Employees will have the opportunity to provide feedback through an online survey to be administered by the UVa. Center for Survey Research. Additionally, HR is working with an outside consultant to schedule a number of focus groups in the next few weeks with classified employees.

6. When are policies covering university staff going to be set? How can supervisors recruit employees from outside the university when they cannot tell them, what policies will apply to them, only which ones won’t. How can HR recruit employees when there are no established policies? (ITC)

A. At present, the same policies apply to both classified staff and UVa. staff. The target date for implementing the new policies allowed by restructuring is by the end of 2008.

7. Are there policies that guarantee that classified staff and university staff will be treated equally in regards to awards and recognition and job transfers? (ITC)

A. The University will have the flexibility to establish awards and recognition programs for university staff that are different from the state. They are the same today, but new HR policies for university staff will be introduced late in 2008. As a reminder, all full and part-time salaried classified staff hired prior to July 1, 2006, will have a choice to remain in the state system or convert to the new HR system for university staff.

HR-Pay Differential

8. State workers in Northern Virginia used to get a 2-step pay adjustment because of the cost of living (I don’t know how it works now with the stepless grades but I assume they still get paid more). Considering that Charlottesville has always been more expensive than most of the state (other than Nova), is it possible to lobby for the equivalent of a 1 step pay adjustment in Charlottesville?

A. Other state agencies in cities just outside of Northern Virginia have sought authority from the General Assembly and Governor to get this differential, but have failed. Even if we were able to receive this differential – which agencies in cities like Fredericksburg have not been able to achieve – the differential only extends the pay ranges. The differential does not provide automatic pay increases.

HR-Performance Increase

9. Is the 4% increase for classified staff across the board? When will it go into effect? (IM_REC)

A. Full-time and part-time salaried staff with a hire date earlier than July 25, 2006 and a rating of “Contributor” or “Extraordinary Contributor” on their performance evaluation will be awarded a 4% performance increase effective November 25, 2006. The increase will be seen on paychecks received on December 15 (for employees paid semimonthly) or December 29 (for employees paid monthly).

10. When is the next cost of living raise? How much will it be? (Police)

A. See above.

HR-Telecommuting

11. With the University constantly clamoring for office space, and with all the parking woes, etc., why is telecommuting not incorporated more into the solution set?

A. The university’s academic division has a written policy on telecommuting that sets out the procedure and guidelines for establishing work-at-home conditions. Telecommuting is individually arranged between the Supervisor and Employee and is determined on a case-by-case basis.

Arena-General

12. Does UVa Mgmt now or should it not exercise any review of the choices of entertainment that the local management group of the John Paul Jones Arena promotes? (Comptroller)

A. The university is aware of the shows being scheduled at the Arena. It is our goal to offer a wide variety of entertainment opportunities that will appeal to many different people. We have exercised discrimination: we are turning down concerts during exams and we have turned down some promoters. We know that not all shows appeal to everyone; at the same time, we have already received compliments and thanks from people in our community who haven’t been to an event at the University for years. In a similar way, we don’t censor films shown at Newcomb Hall. Every audience is different.

Arena-Parking

13. Is Parking and Transportation getting any of the revenue from JPJ Arena parking? If so, is this going to help lower costs for parking for faculty and staff? (ITC)

A. The JPJ arena, just like the Virginia Athletics Foundation, leases parking spaces on a space/event basis from P&T. These revenues help subsidize the cost of parking across the board. To give you an idea for 2006-2007, P&T is on track to collect roughly 10.5% from permits from football, basketball, and JPJ leases, ($400-$420K out of $3.83M). More revenue from the arena helps keep down the cost of employee parking.

14. The Blue lot at Carruther’s Hall is used for JPJ event staff parking using up to 200 spaces. This has caused increased congestion and problems for staff leaving the lot after work on event days as the JPJ staff arrives. Because of this heavy usage at the busiest part of the day, are there plans to install a light on Emmet at this site? (ITC)

A. An officer is there to direct traffic, and we think that approach is preferable to a traffic light. We’re still working on issues regarding buses blocking cars in and people walking the wrong way on ramps. We are learning as we go along. Events during the work day will be hard. We know it’s making an impact and we are monitoring it. Keep us informed so we can do what we can minimize conflicts.

15. Is UVa addressing the parking problems associated with JPJ arena events, namely people who have paid for daily parking having to leave their lot early? This was an annoyance when it occurred once a year for a football game, but now it is going to become a regular occurrence. (ITC)

A. In most cases involving the Arena, employees will be asked to vacate their spaces by 5:45 PM. Any employee who cannot vacate by 5:45 PM is always offered an alternate spot (frequently the Emmet/Ivy garage) for his or her use for the entire day. We hope inconveniences will be rare. P&T is doing more to communicate about the event schedule. They are posting monthly updates in the bus shelters and on the P&T website, giving times to clear parking lots.

16. Hoping that I would tread carefully in these areas, you taught me many years ago that there are three thing that people will really get riled up about at UVa: 1) Parking 2) FTE’s 3) Budget. By anyone’s estimation, the parking problems generated by major events at the new JPJ arena are just the kind of thing that’s going to get people riled up. These problems are spilling over into the community. Just try to go grocery shopping at Barrack’s Road after work when there’s a big concert. Is there anything UVa can do to provide parking (in some other lot than the one I use…please) so that the good people of C’ville can grocery shop without being crowded out by professional wresting enthusiasts? (ITC)

A. We don’t recommend parking at Barracks Road. The university offers a good deal of close-in parking for a fee, but some patrons will always seek free parking. After 5 PM, there are several university lots that patrons can use. We understand that the management of Barracks Road is taking steps to discourage event parking there.

Road Safety and Signage

17. Enforce crosswalks laws: since the signs have been posted in the sidewalks at Mem Gym, only two instances have been observed of police stopping offenders but many instances of people ignoring the signs. Can the police make an effort to enforce these laws? (ITC)

A. Crosswalks are a problem. We’ve had two incidents within the last couple of months. The university has focused attention on improvements to crosswalks on Emmet Street that have resulted in increased lighting, consolidated crosswalks, signage in the middle of the road, a shorter left turn lane, and lower speed limit sign traveling southbound. We also have to look at contributing factors. People crossing the road are sometimes not watching vehicles because they are talking on cell phones. A serious matter is people who choose not to use the pedestrian bridge and jaywalk across Emmet St. Leonard will write to managers of university vehicles to make sure they are in compliance. The drivers of university vehicles must set an example.

18. What can be done about better signs for the bridge underpass at McCormick Rd. Signs posted earlier would allow trucks to turn down JPA and avoid having to back up and delay traffic. (ITC)

A. This is a city street. We have asked VDOT to review the signage. We will share their response with the council. Frequently, we find that the appropriate signs are posted, but drivers become desensitized to them.

Misc.

19. Will the Information Center and the Police Department separate any time soon? This person believes the police department does not have enough information on the University to be called an information center and be recognized in AAA publications. (Police)

A. One of the benefits of having the Visitor Center at the police station is that we have 24hr service. In the long-term, there is discussion about incorporating a visitors center in the new Gateway to the Arts space which will be located on the corner of Emmet and Ivy near the garage.

20. How much longer will the temporary construction wall in front of Gilmer Hall remain? (ITC)

A. Facilities promises the construction wall in front of Gilmer Hall will be down by November 2007. Leonard wants it down, too.

21. Can UVa follow the city and county’s lead about weather delays? Employees feel they are not valued if UVa sets the expectation for them to drive in conditions that been deemed unsafe by every other state and local agency. (ITC)

A. Leonard makes those calls. Leonard is not a good enough judge of what is or isn’t good because our employees come from all across the region, but he sees only conditions in Crozet and on the Grounds. Leonard consults with police, facilities and the highway department and he checks weather forecasts. We would not bring people in if lots can’t be cleared. We would never open if the buses can’t run. We have approximately 12,500 employees and nearly half of them need to be here in all conditions to run the Hospital, Police, Dining, Facilities, Housing, etc. Many people sleep over at the hospital. We write to every dean and unit head in the fall to say we expect liberal leave policies for use of annual leave. Employees should make their own decisions based on their judgment of safety. Let Leonard know if you are given a hard time for not driving in bad weather.

22. Is it possible to have classified/university staff representation on the Employee Communications council from your office and HR rather than the representation coming from faculty? Council addresses classified/university staff issues e.g., who is more likely to be trusted when stating restructuring will have no effect on employees- a faculty rep from HR or a classified staff rep from HR? (ITC)

A. The faculty representation from HR and the office of the EVP-COO are assigned as advocates to the council. They need to be engaged for important issues that involve the administration and HR. They are in a position to help you get things done.

23. Communication through the employee councils is a start to improving communication between staff and administration. However, there is no means for staff to share concerns and ideas with each other. Inside UVa does not have an editorial column or Letter to the Editor. The Cavalier Daily is for Students. Do you have any suggestions for a format for employees to express themselves university wide? Currently our only recourse is the Daily Progress. Staff are frustrated because they have no voice. (ITC)

A. Inside UVA does accept letters to the editor but they are limited. University Relations plans to conduct a readership survey to see what employees want in Inside UVA. If the question involves someone doing something fraudulent, employees are obligated to go to the police. We have Brad Holland as the Ombudsman to work with you. If anyone knows of any examples of issues of misrepresentation of an employees concerns let Leonard know.

24. Many employees cannot take vacation time during busy times noted on the Academic Calendar. Employees need the Academic Calendar to cover at least two years so we can schedule vacations and make reservations in advance. Please determine if UVa can produce an Academic Calendar of long periods. Most schools do 5 years.

A. I agree. We are trying to get a two-year calendar. I will make sure President and Provost understand this is an issue. Activity in the summer is enormous. Higher Ed. is becoming more run like a business 12 months a year.

New Business:

· There is a free performance workshop coming for the new Diversity Training.

· Kathleen mentioned an email coming out about salary increases. She will be sending to Missy.

· CVC Campaign starts in November.

· The upcoming meeting will start at 1:00pm with Ann Broccoli as the guest speaker for open enrollment Benefits.

· Rebecca White mentioned October is a pilot for free transfers from UTS to CTS.

Our next meeting will be October 19^th starting at 1:00pm. The meeting will be held at 400 Ray C. Hunt, conference room A.