Staff Senate
Full Senate Meeting
August 12, 2009
Senate Chambers
The meeting was called to order at 1:15 p.m. by President Clements. A quorum was present.
Roll Call
Guests: Doug Vinzant, Vice President of Administration; Joe Montelongo, Human Resources Interim Director; Maggi Murdock, Chair of the NCAA Recertification Steering Committee
Senators Present: Ginny Becker, Kara Bobbitt, Brandi Brewer, Angela Bules, Christi Byers, Cyndi Cowardin, Al Emmons, Janean Forsyth, Cheri Frank, Stacy Lane, Jamie LeJambre, Lori Lewis, James Logue (phone), Kelly McMicheal, Christy Nordmann, Kathy Norris, Thyra Page, Jauque Schuman, Tod Scott, Diana Waggener, Linda Waggener, Maureena Walker, Kathi Zubrod
Senators Absent: Avery Cowardin, James Fuerholzer, Carrie Hesco, Rachel Martin
Approval of Minutes and Agenda
It was moved and seconded to approve the July minutes by Senators D. Waggener and Emmons. It was moved and seconded to approve the August agenda by Senators McMicheal and Norris.
Administration Reports
Vice President for Administration Doug Vinzant provided the following report:
· The Wyoming Wind Symposium will be taking place Thursday, August 13 through Friday, August 14, 2009, in the Wyoming Union Ballroom. VP Vinzant wanted staff to be aware that a number of visitors will be on campus during the symposium, and may need assistance locating the Union or other UW facilities.
· The search for an Associate Vice President of Human Resources has begun.
· VP Vinzant issued a “Vacancy Review and Central Salary Management Processes Associated with FY 2010 Budget Reductions” memorandum to Deans, Directors, and Department Heads on Monday, August 10, 2009. The memo’s purpose was to detail the procedures for and progress aimed at meeting the goals set forth by UW President, Tom Buchanan, in his June 4, 2009, memorandum on budget reductions for fiscal year 2010. Central to President Buchanan’s savings plan is the implementation of a ‘hiring squeeze’ and of a Central Salary Management (CSM) policy. Savings goals for these initiatives are $412,000 and $500,000, respectively. A $276,000 savings in faculty position management has already been achieved.
VP Vinzant reported that it is difficult to determine when the ‘hiring squeeze’ will end; it is dependent upon the attainment of said budgetary savings goals. He also indicated that staff cannot assume that the 2011-2012 biennium will bring the return of funding for lower-priority staff positions. University administrators are looking toward the future, and will continue to implement cost-saving policies as required to meet existing and projected budgets.
Senator LeJambre requested clarification for the reasoning behind changing the Human Resources Director position to an Associate Vice President position. VP Vinzant indicated that two primary reasons support the decision: first, the position is of sufficient importance to university operations and should be classified at the Associate Vice President level; second, upgrading the position will help the university recruit a stronger pool of applicants. He clarified that there will not be two administrative HR positions, but that the Associate Vice President will replace the Director.
Senator D. Waggener inquired about the following statement contained in the August 10 memorandum to Deans, Directors, and Department Heads:
“c. The Division of Administration will implement a system of business service offices to consolidate and coordinate accounting personnel across multiple departments.” (p. 2)
VP Vinzant indicated that the Department of Administration is at the early stages of implementing this charge from President Buchanan. It was included in the memorandum as a means of reminding Deans, Directors, and Department Heads that steps will be taken to achieve this charge. VP Vinzant plans to assemble a representative team from various departments/divisions to examine best practices among comparative institutions and determine what design would work best for UW. No deadline for implementation of this charge has been set. The current focus is on determining the goals that UW wants to attain by implementing this charge and designing a structure that will achieve those goals.
Senator D. Waggener commented that the Position Request Form accompanying the August 10 memorandum seemed to focus on faculty support and student service positions, rather than being an all-inclusive document pertaining to all types of staff. VP Vinzant indicated that the form, which is aimed at prioritizing staff positions within units, is a work in progress. The particular form included with the August 10 memorandum was designed by Provost Myron Allen and is a model that can be used by other divisions. The tiered approach outlined in the form creates consistency on how the university will approach prioritizing vacancy fulfillment. VP Vinzant’s office will be providing regular reports on whether vacancies are being filled and how they are being filled.
Senator Lewis requested that VP Vinzant’s office provide the Staff Senate with a copy of the memorandum, as not all senators had seen the document.
Mr. Montelongo indicated that Human Resources is currently working on its pandemic plan. He explained that each functional area at the university has been charged with developing a plan of action in the event the university experiences a staff shortage due to the H1N1 virus. The focus of each plan should be maintaining service levels with fewer staff. In addition to their department plan, HR is also reviewing policies and procedures related to pandemic plans, in general.
Monthly meetings with Staff Senate representatives continue. These meetings serve as venues for sharing information and answering questions from staff. Mr. Montelongo invited additional senators to attend. He also requested that the Senate provide advance notice of specific questions for HR to address, so that HR would have adequate time to investigate the answer.
Mr. Montelongo reported that HR continues to communicate with the individuals who were affected by the Reduction In Force (RIF) of June 4, 2009. A job fair will be held in conjunction with the Advising and Career Services Center Career Fair, to be held September 21-23. Mr. Montelongo provided the following update on RIFed employees:
Of the 42 employees who were RIFed:
· Nine previously benefited employees have been rehired into benefited positions at UW
· Four previously at-will employees have been rehired into benefited, at-will positions at UW
· Two have moved from the Laramie area
· Three are no longer interested in working at UW
· Three have obtained employment off campus
· One has started his/her own business
· One has retired
· Three are considering retirement
· One has chosen not to return to the workforce
Senator Scott inquired about the 15 employees not mentioned in the aforementioned statistics. Mr. Montelongo responded that a number of them are still looking for employment, but HR does not have complete information for all of them. He indicated that it is his hope that the September job fair will provide career opportunities that they had not previously considered.
Senator Norris asked whether custodial and Residence Life and Dining Services staff would receive pandemic plan training. Mr. Montelongo indicated that each department would have specific information on available training.
President Clements commented that a recent encounter with one of her constituents revealed that specifics related to the new tuition waiver policy are not contained in the Employee Handbook. Specifically, President Clements could not locate information related to whether the waiver applied to coursework that is not work-related or does not count toward a degree and the limitations on supervisors for denying course requests. Mr. Montelongo indicated that no changes have been made to the tuition waiver policy, and he was unsure of the reasoning behind the exclusion of these details. Mr. Montelongo promised to investigate the situation further.
Senator Nordmann reminded her fellow senators that employees must have their tuition waiver form turned in by the first day of class or it would not be honored. This rule has always applied, but is now being more stringently enforced.
Educational Guest Speaker
Maggi Murdock, Chair of the NCAA Recertification Steering Committee, spoke about the recertification process that the university is currently undergoing. Just as the academic side of the university undergoes a re-accreditation review every ten years, the athletic department must also be recertified each decade. Mrs. Murdock provided a draft copy of the 2009 University of Wyoming NCAA Recertification Self Study Executive Summary and of UW 2009 Recertification Issues and Successes (see http://www.uwyo.edu/president/info.asp?p=10231).
Three subcommittees have been involved in developing the aforementioned recertification documents: Governance and Commitment to Rules Compliance, Academic Integrity, and Gender/Diversity Issues and Student-Athlete Well-Being. A site team from the NCAA will be visiting UW in early November.
Mrs. Murdock indicated that the focus of the self study is to examine what has happened in the previous ten years, and to determine the focus for the next ten years. A specific emphasis has been placed on maintaining gender equity, as mandated by Title IX of the Education Amendments of 1972, despite budget cuts. An example of this is the provision of locker rooms for members of the women’s tennis team.
Senator Scott requested clarification on whether the site team is part of the recertification process or if they would grant the recertification. Mrs. Murdock indicated that UW is bound by any recommendations that the site team makes, but that they are one piece in the multi-tiered process of recertification.
Senator Emmons inquired as to whether there was a men’s tennis team, and what measures were being taken to ensure equality for them. Mrs. Murdock indicated that, historically, there have been fewer facilities for female athletes, which is why women’s tennis is receiving new locker rooms. The NCAA will look at the number of male and female athletes across the gamut of UW athletic teams, so equal facilities need to be provided for all athletes.
Senator Forsyth asked for clarification of the following statement:
“The Department of Intercollegiate Athletics has successfully complied with Title IX using roster management.” (UW 2009 NCAA Recertification Issues and Successes Draft, p. 7)
Specifically, Senator Forsyth was unsure what was meant by ‘roster management’. Mrs. Murdock explained that roster management is how many people are officially considered on a team roster. Rosters can vary due to academic eligibility or other eligibility requirements. In addition to gender, ethnic diversity is also closely monitored.
Any questions, concerns, or comments related to the NCAA recertification process at UW can be sent to Mrs. Murdock at .
Old Business
Senator Bules reported that a copy of the Employee of the Quarter Resolution (Attachment B) was distributed via e-mail to all senators; she requested discussion and a vote on the proposed resolution. Senator D. Waggener submitted a correction, removing ‘the’ from line two of the resolution. Senator McMicheal motioned to approve the resolution with corrections; Senator D. Waggener seconded. The motion passed.
President Clements broached the idea of doing a food drive for the Laramie community, noting that several Laramie businesses, in addition to the university, have fallen on hard economic times. She suggested we collect dry and canned goods and submit them to an agency like Interfaith Good Samaritan for distribution. Ideally, the drive would be completed by October 1. President Clements indicated that boxes could be placed in departments for student, staff, and faculty participation. Senator Schuman suggested that the discussion be tabled. It was moved and seconded by Senators LeJambre and Norris to postpone discussion of the drive to the February full senate meeting.
President Clements referred the Senate to the questions provided in her e-mail of July 8, 2009 (Attachment C), aimed at drafting a Staff Senate Mission Statement. Each question was posed for comment from the Senate:
Question 1: Why are we here/doing this?
Comments: To assist other staff in channeling ideas and making their voice heard. To be advisors to administration by sending resolutions. To advocate for staff as a stakeholder in the university. To provide communication between administration and staff. To foster a sense of community among staff. To represent the interests of staff.
Question 2: What do we want to be known for both today and in the future?
Comments: Being an active and moving entity that brought staff concerns and ideas to administration’s attention. Being a reminder to administrators of how valuable staff is. Being independent from administration in terms of having our own ideas. Not being a ‘yes man’ group.
Question 3: What should our publics expect from us?
Comments: Open and honest communication. Informed position. Listening ear. Willingness to take action and be involved. Accountability—if we say we’re going to do something, then we should. To work with Faculty senate and ASUW on projects that will benefit us all.
Question 4: What are our highest priorities?
Comments: Staff Recognition Day. To raise visibility of Staff Senate. To be a proactive and well-informed governing body.
Question 5: Where do we want to go and whom do we want along for the ride?
Comments: Inside board rooms, into administrative offices, and onto public platforms. We want to establish relationships that create valuable resource link between Staff Senate and administrative entities (i.e. monthly HR meetings).
Questions 6&8: Whose organization is this and to whom are we obligated?
Comments: This is staff’s organization, and not just full-time, benefitted staff—there are a number of other categories of staff that we represent. There are common issues that will affect all kinds of employees that we need to address.
Question 9: Why should someone want to be a member of Staff Senate?
Comments: If you don’t get involved by at least giving ideas and concerns, then don’t have a right to complain. To learn about the university community as a whole—reduce isolationism. To be educated, informed, and empowered.
Senator Brewer suggested summing it up in the statement: “Leadership by a body. Fellowship for a staff.”
The comments provided by senators will be considered as the Communication Committee attempts to draft a Mission Statement and corresponding Public Relations Plan.
New Business
President Clements reminded senators that although no official code of conduct exists for them, it is expected that they will conduct themselves in a respectful manner in- and outside of Senate meetings. She wants senators to feel safe in openly participating in discussion; there should be no fear of reprisal or backlash. It was suggested that an e-mail address, comments section on the Web site, or suggestion boxes across campus be set up so that senators who may feel uncomfortable speaking in a meeting can submit their ideas and comments.