Minutes of May 9, 2006

Present: J. Addison, E. H. Booker, V. Faulconer, D. Fetko, C. Lohman, B. Marshall, P. Powell, R. Schuett, J. Varner, L. Wright, B. Holland, A. Webb, J. Gurley, P. Ehrenberg, J. Wolford.

Speakers:

Hoke Perkins, Associate Librarian for Philanthropy & Director of the Harrison Institute, gave the Council a brief history and tour of the Harrison/Small Special Collections library. It is a beautiful facility with over 300,000 rare items and various collections and exhibit areas. To learn more about the library and hours, visit http://www.lib.virginia.edu/harrison/info/visiting.html.

Diane Walker, Deputy University Librarian, spoke to the Council about “What the Library Can Do for You: Library Services for University Staff”. There are 13 library locations on Grounds ( map). First library, Alderman, was built in 1938. The library system has over 5 million books; 17 million manuscripts/articles; 50,000 subscriptions to journals/papers; 30,000 films/videos; and 65,000 audio recordings. Library service as well as material check out is available to any citizen or resident of Virginia age 16 and older. To learn more about our libraries, visit http://www.virginia.edu/lib.html.

HR Report:

Jackie Cooke attended the meeting for Alan Cohn and gave the HR report to the Council. Ms. Cooke announced that all are welcome to attend the Annual Service Awards Ceremony Tuesday, May 23 rd, at 1:30pm held at Cabell Hall for those UVA employees who have served our community for 10, 15, or 20 years.  The latest news from HR is that Becca White will “pull enforcement” for B1parking lot (located across JPA from Cabell) & the C1 parking lot located at the side door of Cabell beginning at noon so no one will be ticketed if you attend the event.

If you have served the University for 25 years or more you will receive a special dinner invitation for June 14 th.  The event begins at 6 pm and is limited to tickets or invited guests.

Each Year employees are nominated to receivespecial awards as outstanding contributors.  Here is the list of our Outstanding Contributors on the Academic side of the University.  Note that one of the recipients is from our very own Provost area.  Congratulations to all for this very prestigious award.

Lynda W. Birckhead; Office of the President
Steven Kell; Pathology
Katherine Morris; Dentistry
George H. Payne; Law School    (Provost Area)
Darlene Webb; Facilities Management

Executive Council Meeting Update

Becky Marshall provided the Council with an update of the recent Executive Council meeting held by Leonard Sandridge on 4/25/06. Three major topics were discussed at this meeting; Transportation-Related Topics (guest speaker Becca White), The Budget in Richmond and further Restructuring updates, and The Living Wage.

Becca White spoke first and provided the Council with detailed information about transportation options during this high cost fuel time such as the CTS free ride program offered during the month of April to all UVA employees and van pooling from Richmond to Charlottesville for employees who live that far out. Ms. White also provided us with an update on parking lot costs and lot sizes and numbers. She also covered the difference between the medical center and academic parking areas and how decisions are made in those areas.

Next the state budget was discussed and Mr. Sandridge assured us that even if the budget would not be resolved by the turn of the fiscal year, UVA employees would indeed receive their pay checks on and after July 1. Mr. Sandridge also stated that the new tuition rates had been approved on Saturday, April 23. The management agreement to approve Restructuring was sitting on the Governor’s desk and would be approved and signed by May 10.

The Living Wage student incident took place in Madison Hall on 4/12/06. Mr. Sandridge described the several days and nights incident and explained the difficulty in trying to come to a compromise under such circumstances. He assured the Council that the University would not be forced into making a rash or illegal decision and would consider all aspects of the Living Wage option for employees as an ongoing dialogue with this student group. The University spent $31,000 in Police guards alone.

The Provost Council Chair reported to the Executive Council the inception of a new Ad Hoc committee to research possible new Parking Pay Systems for consideration here at the University. Volunteers, one from each other Council, were asked to contact the Provost Council Chair. This project would research other Universities and similar institutions that charge for employee parking to provide UVA administration with an alternative, less expensive, more equitable ways for current employees to park at the University. The Provost Council anticipates this project to take at least a year of good research and presentation.

Alternative Parking Pay System Committee Report (APPS)

Rob Schuett, Representative from Darden and member of the APPS sub-Committee reported that as soon as other members of the other Councils contacted him, he and Carol would organize how they would move forward with their research. He stated that he planned to look at more than one type of system, not just a tiered system for example. It was also noted that he anticipated that this project take at least a year to properly gather the data. It was cautioned that the group should make sure it looks at apples to apples type institutions as well as other factors outside of the cost of parking at these institutions as some employees may receive other benefits of cost to compensate for parking such as health costs, etc.

Officer Election:

Peggy Powell was nominated, seconded, and then unanimously voted in as Secretary and Web Master of the Provost Employee Communications Council for the next fiscal year to run from July 1, 2006 – June 30, 2007.

Other Business:

In May all areas within the Provost council whose representatives have served their two year terms will be holding elections for new representatives to serve on the Council. If you are interested in becoming a Representative, please contact your current Representative and ask about your area’s elections this month. Next month at the June meeting all officers will be elected for the next academic year.

A draft of Rules of Order and Conduct was sent to each Council representative and asked for input by email. These rules were established so the Council can be more efficient and self-focused. After all input was received, a final draft was established and voted upon by email for addition to the By-Laws by the representatives. Final vote was 19 for and 4 against; vote was passed the Rules of Order were added and distributed to all constituents. These are also posted on the website.

As elected representatives, all members have a responsibility to be active participants.  If a member has more than two (2) unexcused absences, her/his seat will be filled by a new or alternate representative from the respective area.

• All members are to be open-minded and to listen intently in order to accurately report back to their respective constituencies.  Listening is as important as talking.
• Invited speakers will make their presentation without interruption or side conversations.
• Decisions are made by consensus and thus should be supported and understood.
• Proper decorum is expected at all times. 
• Civil dialogue is encouraged and expected.
• Confidential matters will be kept as such by committee members.  Constituents may request confidentiality in matters they bring to the Council and be maintained at all times.
• Members will be recognized by the Chair before talking and, once recognized, will follow the accepted norms and standards of meeting dialogue.
• The Council serves as a forum for the employees of the University of Virginia as a whole and personal agendas will be dismissed.
• Common courtesy and basic respect are expected at all times.
• Guests may attend meetings as observers of the function of the Council.
• Guests may submit questions prior to the meeting for review by the Council and speaker. 
• Guests may ask detailed and specific questions of the speaker after the meeting or at a personal appointment with the speaker at a later date.

Next Meeting: June 13@9:30 a.m. – Booker House Conference Room

Speaker: State Sec of Administration, Viola Baskerville