Administrative Advisory Council

July 12, 2016 Meeting Minutes

The meeting was called to order at 2:02 p.m.

Officer Elections

The offices of President, Vice President, and Secretary were filled by Donna (Lady) Washington, Roberta (Bobby) Collins, and Regina Brown, respectively. Ken Short noted that in the bylaws, officers must be elected annually. He also noted that some issues brought to the Council may possibly be passed by a vote of half plus one of the members – that not all issues require a quorum to pass. The bylaws also state that if a quorum is not present within 15 minutes of the opening of the monthly meeting, the meeting may be ended. Those present suggested that the incoming president appoint a committee to review and update the bylaws, since they haven’t been updated since 2010.

Approval of Minutes

The minutes from the June meeting were not approved since there was no quorum.

Team Reports

Web and Portal – Pete D’Addio was not present to give an update, but it was noted that the site is up-to-date. There may be one page that requires an update.

Speakers – There is no speaker this month. We may consider members of the council as speakers and alternate months – with an invited guest one month, and a sitting member the next. Members could update the council about their colleges/constituent areas. We will consider whether or not this is a viable option to implement.

Community Breakfast – There were no new updates. There is a $50 donation that is outstanding and approximately $422 in charges pending for the Marshall Center. Our speaker, Michelle Norris, would like her donation to be deposited to the Sandra Skinner fund. A motion and second was made to approve this. Ken Short will send out an electronic vote so this can be approved and finalized.

Week of Welcome – Chris Akin and Omar Shaheen have begun work on the initiative.

Elections – A big ‘Thank You,’ was extended to Julia Myers for all her efforts on this initiative. She did a great job. Ken Short will email the candidates with the results on 7/13/16. The official term is August through July, so new members will be present next month. The system worked well at USF Health. Last year, there were challenges with IP addresses, as the system allowed one vote per IP address and it came to our attention that at Health, multiple individuals share the same IP address.

Constituent Assignment - Ken Short will work on the constituent group assignments today. Regina Brown will run a query of all Administrative employees and send it to Ken Short.

Luncheons – The list of attendees has been received and approved. The next luncheon is scheduled for 8/15/16. Ken Short will email Johnny Prugh the list.

Budget Update

In auxiliary, we have $2,919.50; $97.00 in concessions was not spent and was ‘swept’; $153.00 is in E&G; $439.23 is the balance in our Foundation Fund. It was noted that the correct number is 520027 – some documents are missing a zero (if you search the Faculty/Staff Foundation website using the correct number, you will be able to make a donation to the account - it is in their system). There is a zero balance in our Carry Forward and Aramark In-kind accounts.

Issues from the Floor

AAC Logo Items – Last month, a representative brought in a sampling of available items from which to choose. Members on the Council wanted to explore other options. Because a decision could not be made, we lost $97 in funds we could have used to make purchases. There was some discussion about Allegra (a vendor previously on the approved list for promotional items - not just letterhead). Some members in attendance stated that even though the vendor is not appearing on the ‘approved’ list, they have been able to make purchases because their pricing is more competitive. Purchases have been approved by George Cotter. Our banner was produced by ProCopy.

Smoking on Campus – A new committee has been formed to discuss the issue of enforcement of the university’s current policy. In some areas, the problem is non-existent but in others, smoking continues and employees do not wish to engage in confrontational behaviors. It was noted that the change will take time – this is a cultural shift. The University of Florida implemented their policy years before us and it’s pretty similar. Things will improve with time. There were some issues concerning enforcement of the policy (for staff/USPS personnel) that were associated with the AFSCME agreement. Those issues may be resolved in the near future.

Safety Events – The University will become more proactive in addressing safety and will begin hosting quarterly safety events. A calendar of events is being developed. If you have concerns, please contact Renna Reddickat . At CUTR, there are issues with skateboarders that use a sloped sidewalk. Students fall and are injured and pedestrians have literally been struck by skateboards.

Individuals also spoke about lighting, or the lack thereof, in certain areas. One area mentioned was WUSF. The Facilities department is measuring the light levels with the primary goal being to ensure safety. Crosswalks are being studied as well. In terms of environmental design and crime prevention, landscape is also considered a factor – are areas obscured by overgrown hedges, etc. providing areas where criminals can hide? In downtown Tampa, people consider spaces – and what you can literally ‘see into’ - as a security factor.

A member stated that an individual at the College of Business recently experienced a seizure, and it took over an hour before paramedics arrived. This is a real concern. Some members stated that they’d been previously advised that when calling 911, you should state your physical address – noting the USF street and building number. Because there are streets in Tampa that alsobear the names of trees, you should be certain to state your location and address as, ‘USF Laurel,’ or ‘USF Magnolia,’ so it’s evident that you’re located on our campus. Each building hasbeen assigned a numeric address, and the numbers should appear somewhere on the outside of each building. It is not sufficient to provide your alpha mail point designation to emergency personnel/911 operators. Jennifer Fleischman advised us that a module is being developed by IT that will provide the street name to a user who enters in the building name/prefix into the application. Paramedics should be escorted to locations on campus by our USF PD officers. Emergency procedures/guidelines are located at every podium/lectern in all our classrooms. Templates for handling emergencies are being developed for all USF buildings. Currently, five of the templates are in development. For additional information, contact Jennifer Fleischman at: .

The meeting was adjourned at 2:53 p.m.