DRAFT. THE UNIVERSITY OF OKLAHOMA HEALTH SCIENCES CENTER STAFF SENATE Regular Meeting Thursday, August 5, 2010 BIRD LIBRARY AUDITORIUM

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1 THE UNIVERSITY OF OKLAHOMA HEALTH SCIENCES CENTER STAFF SENATE Regular Meeting Thursday, BIRD LIBRARY AUDITORIUM GROUP MEMBERS PRESENT MEMBERS ABSENT Ex-Officio Members Cynthia Clegg, Joie White, Brian Ken Rowe, Kevin Rinaldi and Provost Designees Burrough Executive Committee Matt Cloud, Kelli Hayward, Whitney Steele, Susanne Bernard, Brian Wilburn, Cheryl Williams Guests Heather Markgraf, Mary Walton, Melissa Moore, Alecia Nash, Kathy Walker, Jennifer Getts, Darren Bonee Group I Michelle Park, Christi Madden, Tina Pekas, Shirley Williams Beverly Blanton Group II Paije Fauser, Dawn Horton, Sandy Warner, Leslie Haley, Pat Vinson Group III Group IV Tisha McGhee, Crystal Keene, Kelly Linnea Suffridge Thompson Group V Linda Mattingly Smith, Debbie Dia Hendrix Young Group VI Lori Bradley, Lisa Suriano, Leah Lewis, Patsy Kouhdari Group VII Kendra Pace Bobbie Brewer Group VIII Gail Chapman Group IX CeCe Robertson, Kimberly Steve Payne, Carla Guy Widener, Cliff Mack Group X Sondra Metzger, James Fitzgerald, Heidi Petitt Group XI Brian Phillips LaShay Gilbert James Carr, Dustin Allen, Jennifer Jones Call to Order: Matt Cloud, Chair, welcomed everyone to the Staff Senate meeting and called the meeting to order at 10:05 a.m. Matt introduced the new Staff Senate Officers for the term. They are as follows: Matt Cloud, Chair; Kelli Hayward, Chair-Elect; Whitney Steele, Secretary; Susanne Bernard, Treasurer; and Brian Wilburn, Past Chair. A brief PowerPoint presentation was given as an orientation to new and returning Senators and Alternates. This presentation gave an overview of who the Staff Senate is and what they do. The presentation answered some of the following questions: Who are we, what is our purpose, what are your responsibilities as a Senator/Alternate? It also gave information on terms of office for Senators 1

2 and Alternates, duties, member conduct, and number of meetings each year. Other questions that were answered were: How do we contribute and how do you get involved? Senators and Alternates were encouraged to visit the Staff Senate website, for any questions and to check out upcoming events and fundraisers. Brian Wilburn, Past Chair, indicated a quorum was present and announced the Senators and Alternates who would be voting members for the meeting. I. Approval of the June 2010 Minutes - A motion was made by Paije Fauser to accept the June 2010 minutes and was seconded by Heidi Petitt. Motion passed. II. Treasurer s Report presented by Susanne Bernard, Treasurer Revenue Expenses Balance May 1, , ERC Luncheon , Spring Craft Fair Staff Week Clothing Release of Encumbered Funds for 1, SW Gift (Totes) Total Revenue 12, ERC Luncheon Spring Craft Fair (Tables and Parking) Staff Week Clothing , Staff Week Gift (Totes) 1, Staff Week Events 3, Credit Card Fees (Staff Week 2010) Sales Tax (April 2010) Total Expenses 19, May 31, , Revenue Expenses Balance June 1, , Inventory Staff Week Clothing Summer Fundraiser (Aprons & Bags) Total Revenue 12, Staff Week Clothing , Staff Week Chili Fest Plaques Credit Card Fees (Staff Week 2010) Sales Tax (May 2010) Total Expenses 2, June 30, ,

3 III. IV. Staff Senate Spotlight presented by Tisha McGhee, Senator Brian Wilburn, Manager, OUHSC Parking and Transportation Services is the Staff Senate Spotlight for August Brian has been with OUHSC for five years. Brian was the Staff Senate Chair for and is Past Chair for Staff Senate has allowed Brian to make many friends that he would never have had the chance to meet. He has been able to see and learn a lot about the campus as a member of Staff Senate. Staff Senate is not just a good ol boys club but a voice for staff issues. Brian would like to see more participation from staff across campus. Committee Reports: A. Committee on Committees Report presented by Kelli Hayward, Chair-Elect There was a committee recommendation to add the names of CeCe Robertson to the Employee of the Month Committee and Linda Mattingly Smith to Group V as a Senator. All were in favor of these recommendations. There were resignations from the Staff Week and Policy Review Committees. There are still vacancies on the Copyright, Policy Review, and Staff Week Committees and a number of vacancies for Senators in different Groups. B. Community Outreach Committee presented by Paije Fauser, Co-Chair The committee is hoping to become a standing committee. They are working on a timeline for different events for the year. The committee will serve dinner at the Ronald McDonald house in September. The Cavett Kid supply drive is going on right now. Boxes have been placed in every building. A competition is being considered in regards to the supply drive to get more donations. The committee is full but always needs volunteers. They are also looking at other non-profits to work with. C. Employee of the Month - presented by Tisha McGhee, Chair The Employee of the Month for June 2010 was Susanne Bernard. Her reception was held June 29 th, 2010, at the Allied Health Building Atrium. The Employee of the Month for July 2010 was Janetta Tesch. Her reception was held on July 19 th, 2010, at the Service Center Building Employee Lounge. The Employee of the Month for August 2010 is Debbie Young. Her reception will be held Thursday, August 26 th, 2010, at 2:00 p.m. in the OU Children s Physician Building, 12 th floor, conference room A2. Everyone is invited to attend. D. Employee Recognition Committee presented by Sandy Warner, Co-Chair The committee s first meeting was held in July. The luncheon will be held Monday, April 11, This is a new date and is not during Staff Week. A lengthy discussion was held over the responses to the survey sent out after the 2010 luncheon. Thanks go to Cheryl Williams for her hard work on the survey and gathering the responses. E. Special Projects Committee presented by Cheryl Williams, Administrative Coordinator PayDay on Pay Day went well. The committee ran out of drinks and was able to serve many staff members. The Robert M. Bird Library has been reserved for the Fall Craft 3

4 Fair on September 30 th. Ideas are being formulated for the Fall Fundraiser. Over 300 aprons have been sold. The bags will be available for pick up on August 13 th. F. Staff Week Committee presented by Heather Markgraf, Co-Chair The committee just wrapped up its first meeting. Staff Week has been confirmed for the last week in April. The committee is deciding on what to do instead of the luncheon, which is usually held on the Wednesday during Staff Week. Ideas for shirts and gifts are still being decided on. V. Unfinished Business None VI. VII. New Business A. A recommendation was made by the Executive Committee to make the Community Outreach Committee a standing committee. All were in favor. Recommendation passed. Announcements: A. Cynthia Clegg, Human Resources, announced that on August 16 th a new system for employment and income verification will go live. This fast and secure service is used for mortgage applications, reference checks, loan applications, social services applications, job applications, and apartment leases. The Work Number can be called to verify any of the above mentioned applications, reference checks, etc. The Fall training schedule will be up the week after Labor Day. A new location for training is being looked into. Human Resources is preparing for the Benefits/Wellness Fair in October. The Staff Handbook, is in revision. Cynthia introduced Alecia Nash, new HR Analyst and Darren Bonee, new HR Advisor. B. Brian Wilburn with Parking and Transportation gave an update. a. The Stonewell Garage Rehabilitation Project began on July 3 rd and has a scheduled completion date of April 30, The $2.5 million rehab project will increase the life of the garage by several years as well as improve structural and water-proofing issues currently needing attention. Phase I, currently underway, is the largest disruption of parking, approximately 500 spaces have been taken away. This phase will end on August 22 nd. The rest of the repairs will take away spaces at a time. Parking thanks everyone for their patience and understanding. b. Parking has toured the new 8 story Cancer Garage. The garage will have over 1,000 spaces when completed. The last date that Parking was given to take control of the garage is February Parking is still working on who will park in that garage. c. On July 1 st Parking combined the bus routes on campus and now has one Central Route that serves the entire campus in 20 minutes. Two buses run from 6:00 a.m. to 6:30 p.m. The bus will run approximately every 10 minutes. One of the two buses will come off route from 7:00 a.m. to 8:00 a.m. and 4:00 pm. to 5:00 p.m. to run the Central Express Route, which goes from the 4

5 Stonewall Garage to the new OUCP Tower every 10 minutes. The buses have great air conditioning and friendly drivers. There are no fares to ride the buses. d. The OU Ambulatory Center is now scheduled to open in October. Parking hopes to get most of their parking spots back in September. e. Parking will be very congested for the 2 nd half of the month due to students and faculty returning to campus and construction. Please be patient, as Parking is doing all they can during this challenging time. C. Kathy Walker gave information about the 20 th Annual Wacky Games. The games will be held September 17 th at the Robert M. Bird Library Patio. The Wacky Games website will be up on Monday and team registration on Wednesday. Only one person per team can register a team name. Team names cannot be duplicated. T-shirts are still being priced. The campus wide United Way campaign will start September 20 th. As of now, the campus is looking to switch over to an E-Pledge system instead of donation cards. More information on that will be coming soon. VIII. Adjournment - A motion was made to adjourn by Paije Fauser and seconded by Lisa Suriano. Motion passed. Next meeting will be Thursday, September 2, 2010, at 10:00 a.m. in the Bird Library Auditorium. Respectfully submitted, Whitney Steele Secretary Handouts: August 2010 Agenda June 2010 May 2010 Treasurer Report June 2010 Treasurer Report Staff Senate Spotlight Committee on Committees Report Senator Spotlight Fall Craft Fair Flyer Fall Craft Fair Vendor Application 5