University Operations
Employee Relations Committee
Tuesday, March 7, 2017, 1:30-3:00 pm
Fred Brown Hall Room 146 A&B
MEETING MINUTES
Present
Brian Browning, Robert Bryant, Rose Rita Cooper, Dorothy Dyer, Robert Dykes, Rick Gometz, Jon Gushen, Kim Harmon, Mike Herbstritt, Julie Hunt, Dave Irvin, Debbie Lane, Mary Lucal, Jeff Maples, Jim McCarter, Ed McDaniel, Ed Roach, Dennis Saben, and Karen Valero.
Absent
Tom Anderson, Kyle Botica, Carmella Ford, Holly Harmon, Debora Higgs-Thomas, Beverly Johnson, Charlene Laughlin, Rick McCarter, Randy Miller, Lori Ownby, Mike Werley, and Frank Wren.
Welcome
Mike Herbstritt, Executive Director for Human Resources, welcomed everyone to the meeting.
New Business
1. Finance and Administration Update - Jeff Maples, Senior Associate Vice Chancellor for Finance & Administration
Mr. Maples shared that the direction of the outsourcing bid should be announced by early April. (The announcement was made on March 28, 2017. You may view full details at http://us9.campaign-archive2.com/?u=d896b38de9dd8fd3c043073b3&id=9c51da690d).
The second phase of the Cumberland Redesign, from Twenty-Second Street to just east of Seventeenth Street, is scheduled for completion in August 2017.
When asked about the potential 3% salary increase, Mr. Maples shared that it is still in the proposal stage.
Mr. Maples also answered a question raised by Mr. Robert Dykes in regard to motorcycle parking permits. UTK employees and students can own vehicle parking permits and motorcycle parking permits simultaneously. Potentially, the motorcycle parking permits could be sold by employees and students for their own benefits, putting the campus at risk. Mark Hairr, Director of Parking & Transit Services, will raise this topic at the Mid-South Parking Conference held during March 13-15, 2017 for more discussion.
2. Human Resources Update – Dr. Mary Lucal, Associate Vice Chancellor for Human Resources
Dr. Lucal shared that HR is monitoring the Fair Labor Standards Act (FLSA) new federal overtime rule status. The new Secretary of Labor has not responded to the hold that was set by the federal judge in 2016.
Dr. Lucal also shared that Julie Hunt, Executive Director for Human Resource, is launching the Position Description Questionnaire (PDQ) redesign project, which will make the PDQ more user friendly. Starting in January, 2017, the new Exist Interview process has been successfully implemented. The goal of the exit interview is to better understand employees’ reasons for separation to improve the employment experience at UT.
HR is also finishing up the design of stride training for non-exempt employees. The new HR website has been lunched; its address is http://hr.utk.edu/.
3. Outsourcing – Ed Roach
Q: If the outsourcing does proceed, facility services employees want to know about their retirement options.
Jon Gushen, Director of Benefits & Retirement: University retirement plans account for unused sick leave in determining retiree insurance premiums; unused annual leave beyond 336 hours will roll into employee’s sick leave. Vesting for UT employees is at the completion of 5 years.
If employees want more information regarding retirement options, please make an appointment with the Benefits & Retirement office at 865-946-8847 or statewide phone number 1-888-444-8847. The Benefits & Retirement office will run a specific report for each employee and offer more accurate estimate regarding employee’s target date.
Jeff Maples: If the facility service outsourcing does proceed, there will be a window given before the outsourcing implementation process would commence on the campus.
4. Worker’s Compensation and Overtime Compensation – Robert Dykes
Q: 1. Workers Compensation: Why is an employee forced to use his/her time for doctor’s visit, when they have no control of the medical appointments for workers compensation?
Risk Management: The University of Tennessee abides by State law with regards to workers’ compensation as well as our leave policies. The injured employee should communicate with the claim’s adjuster to ensure that appointments are scheduled to cause minimal disruption for the employee.
Employees should inform the adjustor of their work schedule and that they prefer to have medical appointments after work time. However, due to the physician’s office hours, employees may experience the conflict between their work schedule and medical appointment.
Q: 2. Overtime Compensation: Why are holidays and administrative closings the only types of leave counted as hours worked as far as overtime compensation?
Julie Hunt, Executive Director of Human Resources: Fair Labor Standard Act (FLSA) stated that employees are eligible for overtime pay if they physically work over 40 hours per work week. However, the university has gone beyond the FLSA regulations and includes the holidays and administrative closings as regular work hours when calculating overtime eligibility.
Robert Dykes: Can we go beyond and count other time off, such as sick leave, as regular work hours when it comes to overtime payment as well?
Jeff Maples: We need to look from a budgetary standpoint to learn the impact on the operation and university benefits.
Mike Herbstritt: ERC group may submit a proposal regarding your suggestions. Tom Anderson, the ERAB representative for the University Operations ERC, would forward the proposal to the ERAB for discussion, review, and action.
Old Business
None
Announcements & Other Comments
v Picnic on the Plaza – Mike Herbstritt
The 2017 Picnic on the Plaza will be held on April 12, 2017 from 11am-2pm at Humanities Plaza. If it rains, the location will be changed to Thompson-Boling Arena
Distributions
v Agenda