Serving the HSC Campus since 1973

Transcription

1 Call to Order Kelli Hayward, Chair-Elect Serving the HSC Campus since 1973 STAFF SENATE MEETING Agenda* Thursday, December 2, :00 a.m. Library Auditorium Identify Quorum and Voting Members Brian Wilburn, Past Chair I. Approval of Minutes - November 2010 II. Treasurer s Report - Susanne Bernard, Treasurer III. Senator Spotlight Whitney Steele, Secretary IV. Committee Reports (reports are printed) a. Committee on Committees Report b. Community Outreach Committee c. Employee of the Month d. Employee Recognition Committee e. Special Projects Committee f. Staff Week Committee V. Unfinished Business VI. VII. VIII. New Business a. January 2011 Meeting Announcements Adjournment In the Library Foyer immediately following the meeting, Christmas Tree Lighting & Reception Dr. Joseph Ferretti, Provost, will be joined by Santa Ryan Hybl, OU Men s Golf Coach K.J. Kindler, OU Women s Gymnastics Coach KIPP Academy Students

2 (Intentionally blank)

3 DRAFT THE UNIVERSITY OF OKLAHOMA HEALTH SCIENCES CENTER STAFF SENATE Regular Meeting Thursday, November 4, 2010 BIRD LIBRARY AUDITORIUM GROUP MEMBERS PRESENT MEMBERS ABSENT Ex-Officio Members and Provost Designees Joie White Ken Rowe, Cynthia Clegg, Kevin Rinaldi, Brian Burrough Executive Committee Kelli Hayward, Susanne Bernard, Matt Cloud, Whitney Steele Brian Wilburn, Cheryl Williams Guests Kelly Kimberling, Alicia Bishop, Andie Stringfellow, Don Clothier, Melissa Moore, Cyndi Clubb, Vicki Glenn, E. Denise Short, Sheila Moore, Linda Malone Group I Michelle Park Tina Pekas, Christi Madden, Shirley Williams, Beverly Blanton Group II Dawn Horton, Sandy Warner, Leslie Paije Fauser Haley, Pat Vinson Group III Group IV Crystal Keene Tisha Payne, Kelly Thompson, Linnea Suffridge Group V Debbie Young, Linda Mattingly Pam Newell Smith Group VI Lori Bradley, Lisa Suriano, Leah Lewis, Patsy Kouhdari Group VII Bobbie Brewer Kendra Pace Group VIII Gail Chapman Group IX Kimberly Widener CeCe Robertson, Carla Guy, Cliff Mack Group X James Fitzgerald, Heidi Petitt, Sondra Metzger, James Carr Dustin Allen, Jennifer Jones Group XI Brian Phillips LaShay Gilbert Call to Order: Kelli Hayward, Chair-Elect, called the meeting to order at 10:05 a.m. Brian Wilburn, Past Chair, indicated a quorum was present and identified the members who would be voting during the meeting. A. Policy Review Committee Report: Don Clothier, Chair of the Policy Review Committee, presented his report at the beginning of the meeting since he was unable to stay for the entire meeting. He reported that the committee met on October 25, The first order of business for the committee was consideration of re-aligning the Staff Senate groups since 1 Staff Senate Minutes Draft: Not Yet Approved November 4, 2010

4 DRAFT building population on campus has changed. A new plan was approved by the Senate and put into use on February 5, 2009, but due to an administrative error, the Operating Policies document was never updated. The committee asked Cheryl Williams, Administrative Coordinator, to immediately update the Operating Policies to reflect the current plan. The committee also asked that we be given new population figures for the campus to review in the next few months. Guest Speaker: Julius Hilburn, Associate Vice President and Chief Human Resources Officer, was introduced by Kelli. He gave an update on the process to select a Master Record Keeper for the Defined Contribution Plans. After a competitive bid process, as well as the appointment of a Retirement Plans Management Committee, an RFP for a Master Record Keeper was issued in June Fidelity Investments will be recommended to the President and Board of Regents as offering the best value for these recordkeeping services. The proposed plan structure will provide 3 tiers of investment options designed to meet varied investment needs and priorities. He reviewed several changes being proposed to the Staff Handbook. It is anticipated the proposed changes will be on the agenda of the Board of Regents at their November, 2010, meeting. Elimination of the probationary period will provide for consistency and allow supervisors to address poor performance or other issues through the positive discipline process. Staff grievance process will be changed so a trained dispute resolution facilitator will work with directed reviewers who have experience and training in alternate dispute resolution and investigatory experience. Individuals involved will be independent with no ties to parties to the dispute and may include senior HR staff from other campuses as well as staff outside HR trained in mediation and alternate dispute resolution techniques. The annual open enrollment period is November 4 12, Notable changes include the requirement that children, up to age 26, can be included on the employee s policy regardless of dependency status (including marriage). He reminded everyone who utilizes the Flexible Spending Accounts that they must enroll each year. One change to FSA is that some over-thecounter medications will need a physician prescription beginning in There was an increase in premiums of 7.7% with the University paying for 4.2% of the increase. He discussed various options available for the employee along with reasons for the increase within each option. With time being short for the remainder of the meeting, Julius met after the meeting with individual employees to answer questions. I. Approval of the October 2010 Minutes - Motion was made by Debbie Young to accept the October 2010 minutes and was seconded by Patsy Kouhdari. Motion passed. II. Treasurer s Report presented by Susanne Bernard, Treasurer Revenue Expenses Balance September 1, , Aprons (Extra order) Fall Craft Fair Fall Fundraiser (Kooler, Blanket, Cushion) 3, Staff Week 2010 Clothing Summer Fundraiser (Aprons/Bags) Total Revenue 4, Staff Senate Minutes November 4, 2010 Draft: Not Yet Approved

5 DRAFT Oklahoma Tax Commission (July Sales Tax) Staff Senate Brochure (Printing) Credit Card Fees (Fall FR, Fall Craft Fair) Total Expenses 1, September 30, , III. IV. Staff Senate Spotlight presented by Kelli Hayward in absence of Tisha McGhee. Crystal Keene, Associate Director, Office of Research Administration, is the November Staff Senate Spotlight. She has been with ORA for over 6 years, and currently serves on the Policy Review committee as well as the Special Projects Committee. She is a Senator with Group IV. Committee Reports: A. Committee on Committees Report presented by Kelli Hayward, Chair-Elect. Committee recommendations were approved. a. Senate Recommendations - Pam Newell, Senator, Group V, b. Committee Resignations - Summer Ledbetter, Community Outreach, c. Committee Recommendations - Diana Stone, Policy Review Committee, ; Veleecia Hearne, Community Outreach Committee, B. Community Outreach Committee presented by Lisa Suriano, Co-Chair The Christmas Tree Lighting and Reception will be held at the end of next month s Staff Senate meeting, on December 2 nd, in the Library Foyer. We anticipate it will begin about 10:30 a.m. The students from KIPP Academy are making the decorations again this year and will be here for the Tree Lighting and to sing Christmas carols with everyone. Santa will be joining us at the lighting and we may have some special visitors. The committee and volunteers are scheduled to serve a meal at the Ronald McDonald House on Sunday, November 28. If you are interested in helping, please contact Paije Fauser or Lisa Suriano. Also, if anyone is interested in serving on this committee, please contact one of the co-chairs or the Staff Senate office. C. Employee of the Month - presented by Cheryl Williams, Administrative Coordinator The Employee of the Month for November, 2010, is Lillie Neal, with the Physicians Associates Program in the Department of Family Medicine. Her reception will be held on Friday, November 19 th at 11 a.m. in the Family Medicine Center, 2 nd floor. Everyone is invited to attend. D. Employee Recognition Committee presented by Sandy Warner, Co-Chair The committee met in October and reviewed the invitations and forms that will be used to notify the awardees and retirees who will be honored at the luncheon in April, The committee will be sending most notifications and forms to honorees via to respect the campus green initiative. We are also developing a website for honorees to register for the luncheon and provide their responses. The few who cannot be contacted through an address will receive their information through campus mail. The committee will 3 Staff Senate Minutes November 4, 2010 Draft: Not Yet Approved

6 DRAFT be deciding on the menu to be served at the luncheon during our November meeting. She reminded everyone to continue to send photos from department and office events to the Staff Senate office to include in the slideshow at the luncheon. E. Special Projects Committee presented by Cheryl Williams, Administrative Coordinator Current fundraiser of Christmas ornaments and fleece jackets will continue until November 8 th. The committee anticipates delivery of this order during the first week of December. They would also like to thank everyone who has been so supportive of Staff Senate this year through the fundraisers, which help to raise money to provide the staff events, especially during Staff Week. F. Staff Week Committee presented by Kelli Hayward The Staff Week committee has been working on the shirt design for Staff Week. They are also in the process of finalizing what will be served during each of the daily events. It promises to be another year of wonderful events to thank the staff for all they do throughout the year. V. Unfinished Business None VI. VII. New Business None Announcements: Adjournment - A motion was made to adjourn with those seconding the motion standing. Motion passed and meeting adjourned at 11:04 a.m. Next meeting will be Thursday, December 2, 2010, at 10:00 a.m. in the Bird Library Auditorium when a short business meeting will be held. Immediately following the meeting (about 10:30 a.m.), the Christmas Tree Lighting and Reception will be held with KIPP Academy students attending, along with Santa. Everyone is invited to attend and enjoy the beginning of the holiday season. Respectfully submitted, Cheryl Williams Administrative Coordinator Staff Senate Office Handouts: November 2010 Agenda October 2010 Staff Senate Minutes September 2010 Treasurer Report Staff Senate Spotlight Committee on Committees Report 4 Staff Senate Minutes November 4, 2010 Draft: Not Yet Approved

7 Treasurer's Report OUHSC Staff Senate December 2, 2010 Revenue Expenses Balance October 1, , Aprons (Extra order) Fall Craft Fair Fall Fundraiser (Kooler, Blanket, Cushion) Spring Craft Fair Staff Week 2010 Clothing Summer Fundraiser (Aprons/Bags) Total Revenue Oklahoma Tax Commission (September Sales Tax) Fall Craft Fair 2010 (Tables & Chairs) Fall Fundraiser Blankets 1, Fall Fundraiser Cushions Fall Fundraiser Koolers 1, Credit Card Fees (Fall FR 2010) Total Expenses 4, October 31, ,897.88

8 TREASURER'S REPORT ACCOUNT: ADM003 - AGENC FY2011 YEAR-TO-DATE FINANCIALS Month: October 2010 THE UNIVERSITY OF OKLAHOMA HEALTH SCIENCES CENTER STAFF SENATE Revenue Expenses Revenue Expenses Current Month Current Month Year To Date Year To Date Beginning Balance July 1, 2010 $15, Summer Fundraiser (inc. extra aprons) , (3,106.19) Inventory Sales Payday on Payday (775.58) (775.58) Fall Craft Fair (675.25) 2, (675.25) 1, Fall Fundraiser (3,862.91) 4, (3,914.80) Tree Lighting & Reception Christmas Fundraiser Cupid Express ERC Luncheon Staff Week (43.50) (43.50) Staff Week Clothing (20.65) Spring Craft Fair Spring Fundraiser Sales Tax 0.00 (325.35) 0.00 (723.25) (723.25) Miscellaneous (825.00) (825.00) Encumbered Funds Ending Balance: October 31, 2010 $ ($4,863.51) $10, ($10,084.22) $15, NET

9 OUHSC Staff Senate Committee on Committees Report December 2, 2010 Senate Resignations Linda Mattingly Smith, Senator, Group V, Senate Recommendations Anita Bennett, Senator, Group III, Senate Vacancies Group I 3 Alternates, Group III 2 Senators, ; 1 Senators, ; 2 Alternates, Group V 3 Senators, ; 1 Senator, ; 3 Alternates, Group VI 2 Senators, ; 3 Alternates, Group VII 1 Senators, ; 1 Alternate, Group VIII 1 Senator, ; 2 Senators, ; 1 Alternate, Group IX 2 Alternates, Group XI 1 Alternate, Committee Resignations Tina Pekas, Community Outreach Committee, Lyndi Zavy, Employee of the Month Committee, Committee Recommendations Rondel Youngblood, Community Outreach Committee, Committee Vacancies Employee of the Month Committee, (Must be from one of the following Groups: III, VII, VIII, X, XI)

10 Community Outreach Committee November 16, 2010 Meeting Minutes 2:00p.m. 1. Christmas Tree Lighting and Reception- December 2, 2010 at 10:30 Committee will meet on November 30, 2010 to set up the tree KIPP kids will help decorate the tree as well We need volunteers for this event We are going with red and white as our colors and hopefully we could move toward using crimsom and cream. This event was placed on Dr. Ferretti s Calendar We decided to serve cinnamon rolls, punch, coffee, and hot apple cider for refreshments. We also discussed sanitizer stations and germ free pens. CSTEC tour for the KIPP Academy kids has not been rescheduled (CSTEC had a conflict but really wants to reschedule) Veleecia was placed in charge of finding a Special Guest for the tree lighting. She has contacted all out of season sports coaches to see if anyone was available. She says depending if the football team goes to the BIG XII champions will depend on if we may be able to get Coach Shipp. She will also send out a general to coaches to see who responds. Dr. Ferretti approved of having a special guest. 2. Ronald McDonald House MEALS We are serving dinner to the families at the Ronald McDonald house on November 28, We are in need of volunteers for this event. (we have enough volunteers now) We will send out a reminder to Bobbie Brewer and family regarding the donations of Sub sandwiches, chips and drinks. (this has been completed; they may do chili and cornbread or something else instead) Future Dates: We are in need of additional restaurants or companies to see if someone would like to donate on a regular basis or just as a one-time donation. Veleecia says a minister at her church owns a restaurant and she says she is sure he would love to donate food so she is checking on that. Cheryl will contact Barbara Turek regarding getting a meal donated from Old Germany for the Ronald McDonald House. Christmas Projects We will set up a donations table at the Christmas Tree Lighting and have a staff member stand and receive each donation. An will be sent out regarding the request for donations. 3. Other Business Rondel Youngblood was asked and accepted the position of taking and ing minutes for each meeting. CAVETT Kids: Experiencing hard times, Cheryl Williams has volunteered to speak with Faculty Staff Chair regarding giving faculty the opportunity to donate to Cavett Kid s. We have one member who needs to be contacted to see if they will still like to participate on the committee. Meeting was adjourned at 2:38p.m.

11 OU Health Sciences Center Staff Senate Employee of the Month Committee Report December 2, 2010 The Employee of the Month for November 2010 was Lillie Neal, Administrative Assistant I with the Physicians Associate Program in the Department of Family & Preventive Medicine. Her reception was held on December 1, The Employee of the Month for December 2010 is Debi Green, Staff Assistant with the Cardiovascular Section in the Department of Medicine. Her reception will be on Monday, December 6, 2010 at 3 p.m. in the Cardiovascular Section s conference room, Williams Pavilion Everyone is invited to attend. Respectfully submitted, Tisha Payne Chair, Employee of the Month Committee

12 MINUTES Employee Recognition Committee Meeting November 15, 2010 Committee met at Faculty House to determine menu for luncheon that is being held on April 11, After sampling a number of choices available for the menu, the committee decided on the following menu for the luncheon: Martha Washington Chicken Roast Beef 3 Cheese Macaroni Steamed Mixed Vegetables Hot Rolls/butter Green Salad with Ranch or Italian Dressings Dessert sampler: Brownie, Cheese Cake with fruit topping, Peach Crisp Fresh fruit bowl (on dessert table) Tea/Coffee The committee felt the portion sizes of the meat were too large and will ask Faculty House to cut the meat selections into smaller portions. Everyone thanked Kathy Walker and Administration & Finance for providing the tasting opportunity for the committee. Faculty House staff was also thanked for their superb service and food. Cost of the Tickets for Luncheon Kathy Walker has discussed the cost of the ticket price with Ken Rowe, Vice President for Administration and Finance. It was determined that the luncheon continues to break even. Therefore, prices for the tickets will remain at $17 per person, if purchased prior to March 11, Price for a ticket will be $20 per person if purchased after that date, or at the door. Reserved seating/tables Committee has discussed this issue at several meetings, including the possibility of charging extra for reserving a full table (10 seats). After lengthy discussion, it was determined that this is too difficult to control with the number of attendees as well as how to assign the location for a reserved table. For the 2011 luncheon, there will be no reserved seating available, with seating only available on a first come/first serve basis. Doors will open at 10:45 a.m. and individuals attending the luncheon may hold seats but will not be allowed to tip chairs up to the table, which cause the legs of the chairs to stick out into the space between the tables (can cause injury, falling, etc.). Online registration forms have been updated and will be available for award recipients to use to RSVP and provide their information. It is anticipated that the majority of the invitations will go out via and be returned online. We will send out the invitations to employees who are eligible for an award through an , noting the choice of either desk accessory or plaque for those celebrating 10+ years. Employees without computer access (an OUHSC account) will be notified through campus mail, as well as their supervisor. All awardees will be able to input the information for their award online and 10 years and beyond will be able to choose the type of service award. Letters will be sent to retirees along with the form to RSVP to the luncheon and provide an update since retirement (form being revamped). Committee decided to not hold the December meeting. At the January meeting, the committee will verify information on employees eligible for awards (as verified by payroll coordinators), as well as putting together the letters to retirees (to mail) and the notifications to employees without s who are celebrating a milestone. Meeting adjourned at 1 p.m. Next meeting will be January 20 th at the College of Pharmacy, 3 rd floor Conference Room.

13 Staff Week Committee Meeting Notes November 16, 2010 Attendees: Heather Markgraf, Kim Wood, Susanne Bernard, Scott Davis, Whitney Steele, Heidi Petitt, Kelli Hayward (SS Chair-Elect), Brian Wilburn (SS Past Chair), Cheryl Williams (SS Adm. Coordinator) Meeting was called to order by Heather Markgraf and Kim Wood. Several of the committee members were unable to make it due to work load. Giveaway ideas Discussion was held on what items should be given this year. The items being discussed are a cinch pack (drawstring backpack) and a collapsible can holder (coozy). The packs are $1.36 each and would be black with a white OU. The can holders are $0.49 each and would also be black with a white OU. Committee will make final decisions later in the year. T-shirts Discussion on the type of shirts was held. IPGI sent a couple of designs to look at. The committee is looking at possibly offering black and crimson shirt. Style of shirts will be decided at a later date. Committee made suggestions on IPGI s designs. They will be sent back to IPGI for updating. Daily Events Discussion on what to do each day was held. Monday Peanuts/Cokes Tuesday Breion Rollins will conduct a Healthy Sooners event Wednesday Popcorn/Cokes Thursday Ice Cream Friday Cookout Number to Serve - Discussion was held on whether we serve hamburgers or hot dogs. Due to the fact that the t-shirt sales were so good last year and due to the economy, the committee decided that it would be nice to serve hamburgers this year. Costs are to be determined after the first of the year. Scott Davis talked to Schwans delivering the ice cream on Thursday. They can keep it cold and it is a lot more convenient. It was discussed about what type of ice cream should be served. Contest Staff entering contest are provided a free Staff Week t-shirt. The contest this year is going to be a cookie contest. The number of entries and how many cookies per contestant will be finalized later. Next meeting: Tuesday, January 18, 2010 at 10 a.m. in the SCB 111. Meeting adjourned.

14 Submitted by Athletics Council Chair: Athletics Council Fall 2010 Report James L. Regens, Ph.D. Bartlett Foundation Chair and Presidential Professor Director, Center for Biosecurity Research University of Oklahoma Health Sciences Center The Council had two meetings during the Fall 2010 semester: October 13, 2010 and November 22, The Council was established by the University Regents and has the responsibility to advise the President and Athletics Director on matters related to the governance of intercollegiate athletics. The Council, through the Chair, also reports to the Faculty Senates on both the Norman and Health Science Center campuses. The Council utilizes committees (Academic Integrity, Fiscal Integrity, Gender Equity and Sportsmanship, Governance and Compliance) for oversight of the Athletics Department. Academic Integrity and Student Welfare The Athletic Department in conjunction with the Center for Student Affairs jointly conducted the 5 th in a series of analyses of academic performance, persistence, and graduation of specially admitted student athletes ( cohorts) compared to non specially admitted student athletes and all students. The committee noted that Regents policy allows up to 8% of all students admitted to qualify for special admission. Key recommendations of the report included: (1) strategic academic support and intervention mechanisms that enhance the 1 st semester and 1 st year academic successes are likely to pay off and (2) the NCAA regulation requiring all student athletes to declare their major prior to the start of the 3 rd year appears to be beneficial. The Athletic Department provided detailed reports on student athlete GPAs and graduation by sport. Additional information provided breakouts of academic performance by gender and ethnicity. Student athlete majors for fall 2010, including breakouts by sport, were provided. Fiscal Integrity For 11 th consecutive year, the Department ended the fiscal year (FY 2010) with a balanced budget without benefit of state appropriations. The Athletic Department contributed to University general fund through the academic enhancement fee, which was increased this past year from $2 to $5 per football ticket sold generating approximately $2 million toward the University general fund and also through $1.8 million provided through the redistribution program. Coupled with the annual contribution to the University libraries and other indirect revenues, the Athletic Department provided $7 million dollars in support of academic programs at the University. The Athletic Department continues to implement cost saving measures in anticipation of further declines in the state economy in the near term. The 2011 budget projections continue to be conservative projecting an increase in expenditures of two percent and a decline in revenues. Expenditures are expected to increase by two percent, reflecting increases in tuition and fees, fringe benefits, academic support, coaching contracts, and start up costs for the rowing program. Revenues are projected to decline due in part to the fact that revenues from the conference distribution are dependent upon a variety of unknown factors such as television appearances. The balance of working capital loan is currently $600,000 and the Department expects the loan to be paid off during this fiscal year, eleven years ahead of schedule.

15 Athletic Director Report Mr. Castiglione advised the Council that he will keep the Council fully informed to the extent possible and will work closely with each subcommittee chair regarding emerging issues. He noted that the number of requests under the Freedom of Information Act related to athletics continues to increase each year. Mr. Castiglione reviewed with the Council matters related to Conference realignment and that the University is working on ways to strengthen the relationship among the remaining 10 members. He stated that the Big 12 Conference has engaged a firm to assist in branding and considering the future and ways to elevate this league. He also advised the Council that a Big 12 Conference priority is modifying competitive schedules to reflect changes in membership. Mr. Castiglione informed the Council about the progress of capital projects, noting that in the past year the projects initiated as a result of the 2000 capital campaign have been completed. He advised the Council that this campaign provided for the renovation and expansion of facilities for each of the sports the Department sponsors and briefly reviewed with the Council the major projects completed as a result of that campaign. He advised the Council of the status of the facilities planning for the rowing program. He discussed with the Council plans for construction of new residents halls which will house both student athletes and nonstudent athletes, noting that the new complex will be located on the south side of Lindsey on land the Department will buy back from the University. The targeted complete date is Faculty Athletic Representative Report Professor Dillon reviewed the NCAA s athletic certification process and the Council s role in oversight of that effort. She summarized the governance process at the Conference and Association levels and advised the members that the Council is a key element in maintaining institutional control required by virtue of the University s membership in the NCAA.