Summary of October 11, 2005Staff Senate Meeting

The meeting was called to order at 2:35 PM.

Approval of October Minutes: Approved without changes.

Chair’s Report – Bill Forman

Bill welcomed Senators to the “main” campus and thanked everyone for their concern and prayers for his wife. She is doing well and should be released from the hospital this week. He also reported that this has been an extremely busy month.

  • Staff Recognition Lunch – He understood that there was a very nice and well received luncheon. Staff Senate leadership had advocated for continuing the lunch during the budget problems of the past. Mr. Owsley and Mr. Carter were instrumental in receiving continued funding.
  • Board of Trustees –
  • The Trustees toured the HSC. They started at the old Haymarket, where U of L is planning on developing a Life Sciences Center to take university research to the marketplace. It will be somewhat like ResearchTrianglePark in North Carolina. It has great growth potential for the University. Waiting on the first major investor.
  • Voted to extend the Shared Leave program for one more year as a pilot.
  • Bill Pierce made a presentation about his research company, Prodama (which means to heal). His research is in pharmaceutical development and is concentrated on a drug which heals bones and provides a faster healing time for fractures.
  • Homecoming – the football complex building at Papa John’s Cardinal Stadium was named for Howard L. Schnellenberger as a way to honor the football coach who was instrumental in getting the stadium built.
  • Second Senate Chair Listening Session – although it was a small turnout, there was interest, enthusiasm and suggestions.
  • September Governor’s Conference for Trustees – The State Budget Director reported there was a revenue surplus, but it is going to be taken to cover rising healthcare and Medicaid Costs. There are more people in Kentucky on Medicaid (700,000) than there are K – 12 Students (640,000).
  • Bowl Planning Committee – There is a group planning for whatever football bowl U of L is invited to play in.
  • State of the University Address – several Senators participated or attended.
  • Dedication of the Ralph Wright Natatorium – Staff and Faculty can swim at designated times for a nominal fee.
  • Question – Isn’t Shelby Campus a campus to market incubator? Yes, that is in the 5 year and 25 year plan with the $22 million grant for the Biosafety lab starting things off there.

Faculty Senate Report – Dr. Bob Staat

Bob welcomed Senators to his humble unit.

He reported that the Faculty Senate meets Wednesday the 12th, so not much to report.

  • The Faculty Senate Executive Committee met with Dr. Ramsey and received the same comments on state revenue projections. Dr. Ramsey also spoke about health insurance and trying to contain costs.
  • The Board of Trustees also toured the DentalSchool’s Simulation Lab and heard from one of the Dental School Professors who is researching birth defects and premature infants since so many defects are visible in the face or the palate.

Student Senate Report - Sowmya Srinivasan

No report, but Senator Kent Gardner reported that the SGA is trying to press the administration to make staff who have green parking permits move to magenta permits. This could be financially troublesome to lower paid staff.

Standing Committee Business – Vice Chair Bev. Daly

Credentials & Nominations(C&N) – Loren Beard

  • Faculty Senate Budget Committee needs a representative from Staff Senate and C&N is recommending that the Senate place John Ralston in the open spot. Approved by unanimous vote.
  • Chair Beard noted that there are currently two open seats on the Staff Senate and that at the next C&N meeting letters will be processed to request interested candidates to apply. These seats are in the VPBA and medicine areas.
  • C&N is working on on-line voting for Senate elections and is also investigating video teleconferencing meetings. There was discussion about the pros and cons of teleconferencing and the reasons behind it.

Executive Committee(EC) - Bill Forman

  • The Committee met for the sole purpose of discussing the proposed health insurance plan. HRAC members were included to educate the executive committee. The group also collaborated with the Faculty Senate deciding that the proposed plan is viable.
  • The Executive Committee will be meeting with Mike Curtin and Susan Ingram Howarth about the upcoming budget.
  • Melissa Long-Shuter has been appointed by the Provost to sit on an ad hoc committee to look at different types of budgets.

Finance and Economic Welfare (FEW) – Martyna Warren

Chair Warren reported that the committee met and finalized goals and objectives. She also questioned if there was a change in payroll planned for December.

Plans & Policies (P&P) – Bev. Daly

The committee met and approved goals and objectives. Draft minutes are available on Docushare.

Next meeting is October 18th at the University Club.

Services & Facilities(S&F) – Angela Lewis-Klein

Scheduled to meet on October 20th. Chair Lewis-Klein discussed the traffic issues which have been brought up on the north end of Belknap Campus between UnitasTower and the MusicSchool as well as Third Street and Eastern Parkway. Mr. Owsley is working on both sites.

Staff Grievance (SGC) – Marsha Shields

No Report – Did not meet.

Staff Policy Review (SPR) – Bridget Burke

Chair Burke was not in attendance, so Vice Chair Daly asked for a report from another member of SPR. Senator Long Shuter noted that the committee had met and completed their goals and objectives for the current year. She reported that the committee had also reviewed the proposed Paid Time Off (PTO) policy and would be forwarding questions and areas for clarification to Julien Carter.

University-wide Committees

Staff Senators are reminded to forward all reports for Standing Committees and University-wide Committees to the Staff Senate Secretary/Treasurer for inclusion on the Docushare site.

  • COMMISSION ON THE STATUS OF WOMEN (COSW) – Senator Wanda Taylor reported on the following issues discussed at the last COSW meeting:
  • Domestic Partners Benefits Support –
  • Hiring Standards and Benefits for Public Safety –
  • Lesbian, Gay, Bi-sexual and Transgender Program –
  • PEACE Program –
  • Health Fee for Students –
  • PARKING APPEALS – Senator Patricia Edwards reported that lots of people with green permits are parking in red spaces. The committee is meeting every two weeks to review and approve or deny the appeals (there is an opening on the committee for an HSC representative).
  • SHARE – Senator Sheryl Meier reported that the SHARE committee met and discussed guidelines for the program and they are getting out a brochure. SHARE is also continuing with the Soldier Care campaign if people are interested in donating packages for our armed forces. Robin reported that under U of L Cares, employees can donate or designate a group to help through SHARE by payroll deduction. A Senator asked it the University matched employee contributions? Since the University is state-funded, it cannot match charitable contributions.

Associate Vice President for Human Resources – Julien Carter

Mr. Carter began his report by noting that this is a very busy time of year for employees of HR. He reported on the following items:

  • Health Care Open Enrollment – November 14 – 18 Employees will receive mailings at home detailing their 2006 options along with their 2005 plan choices. It will specify which areas are required to be completed and what the default enrollments will be for 2006. Some items cannot have default enrollments, such as flexible spending. Waiver participants will still receive a flexible healthcare spending account.

Websites will be available in three phases –

October 21 – PowerPoint presentation on the health plan and 2006 rates

November 1 – Product launch – what all the product options are, along with a schedule of

presentations around campuses

November 14 – On-line open enrollment through midnight 11/18

All employees will receive a mailing from Gordian and those wishing to participate in the Health Management Program and will have from October 21st through November 18th to take the on-line risk assessment. Like this year, if employees receive a letter and phone calls from a Gordian Health Coach, and do not respond, they will lose their $20 a month reduction in health insurance rates.

  • Campus Health Initiative (CHI) – Participation is voluntary again this year, but employees have to participate in the Health Management Program in order to enroll in the CHI.
  • Humana won the Dental Insurance Bid and there must be a positive enrollment to participate. Humana should cover work in progress which is now being covered under Delta Dental. Delta had a lifetime max which will no longer apply under Humana. If there are issues in transition, call HR.
  • Additional Supplemental Insurance Plans – Due to the large number of issues that arise each year during open enrollment for Healthcare, it was decided to move the open enrollment for supplemental plans to the Spring. So the next open enrollment for supplemental plans will be Spring 2006. Products will include Vision, Automobile, Life Insurance and Legal Services plans. All the new plan options will be explained prior to the open enrollment.

Human Resources will again send out an email to all employees confirming their open enrollment choices for 2006. A hard copy mailing to employee’s homes will include pictures of different cards so people are expecting them and will know what they look like, so they do not throw them away.

U of L’s Health Management Program – has caught the attention of the CBS News Digest - 60Minutes. Dr. Ramsey was interviewed recently but we are not sure when the show will air. Other newspapers and media have asked about the program. The University is being perceived as having a positive health focus compared to other employers. In 2006, the Health Management program will expand to spouses, but the employee has to participate in order for the spouse to participate. Waiver participants will also be able to participate in 2006, but at a cost of $20 a month.

  • A question was raised about the cost analysis of the first year…this must be evaluated long-term. The first snapshot was March of this year and we are only six month into the process. More data will be available in March 2006. HR has 17 presentations scheduled to CSDs. It is expected that the University will pay $28 million in claims in 2005 and $33 million in 2006.

Education will include information about Flexible Spending Accounts – employees can participate in Flexible Spending along with the Health Insurance. People can save money in 2006 by their participation.

  • Annual Satisfaction Surveys - Mr. Carter noted that this year approximately 400 surveys will be sent out randomly to employees to fill out and send back to HR regarding their job satisfaction. These surveys are scheduled to be mailed around the week of October 18th.
  • Performance Coaching System – This is in response to the issues surrounding performance appraisals. There have been pilot projects ongoing in IT and the College of Business. HR is getting feedback about the proposed policy to take back to the HRAC. HR is also seeking feedback from people being evaluated under the pilot programs.
  • HR Peoplesoft Upgrade – The upgrade to the HR peoplesoft program has begun and will continue through Spring 2006. Once HR employees have been trained information will go out to stakeholders regarding training schedules and such. It is hoped this upgrade will enable Unit Business Managers and others who have to use the HR peoplesoft program better access and usability.
  • W-2 Processing – HR is currently validating employee addresses and data to get the on-line w-2 process ready for the end of the year.
  • Staff Recognition Luncheon –Was a very nice program!!
  • Employee Assistance Program (EAP) – EAP is changing from a fee basis to a capitated rate. A budget increase to the HR budget will pay for employees on a per head basis so employees can go without an hourly rate. If employees need more that the 5 sessions, their sessions will continue.
  • Salary Survey Data and Software – the dedicated funding for this is in place and the contract from the RFP process should be awarded in the near future.
  • 2005 Change to December payroll – A business decision was tentatively made to change the December payroll to match the rest of the payrolls done during the year. That means employees would not receive their last check of the year on the last work day before holiday break. There was much discussion about this and Julien was going to take the issue back to HR to discuss it. At this point this is on hold until Julien reports back or communicates information regarding the decision after further discussion with HR Staff.

Vice President for Business Affairs - Larry Owsley

Mr. Owsley reported on the following topics

  • Staff Recognition – this was one of the most enjoyable things he does and this was the 23rd year U of L has had a Staff Recognition program. 319 staff members had logged 3165 years of service to the University. In addition to the luncheon, Staff members can select their own award from an awards program.
  • Flu Shots – an announcement should be coming soon, and the Senate believes Staff should be pleased.
  • Ralph Wright Natatorium – There are hours posted in the Natatorium for staff and faculty to swim laps. Fee rates to participate are nominal. A Senator asked if families are included…Mr. Owsley is checking into that.
  • Gas Prices – are causing more people to ride bikes to work. Bike racks are coming to a number of buildings. A Senator noted that mopeds and motorcycles are also increasing in use and need designated parking.
  • 60 Minutes – Corporate Health plans are a hot topic around the country and U of L is being featured for its efforts. The show for which Dr. Ramsey was interviewed may air later this year.
  • Adopt-a-Spot – there have been meetings with student groups for them to define the spots they want to adopt. Faculty and Staff who are interested may also designate an area to adopt.
  • Recycling – is being expanded in several areas…people would like to see it in more offices and classrooms. A Senator asked if there was an updated list on what is acceptable for paper recycling. Another Senator asked about recycling in non University-owned buildings. Mr. Owsley would check on both items.
  • North end of campus traffic – the City will not add a light at First and Cardinal, but they may add a left turn light at Brook Street.
  • Eastern Parkway Safety Review – is ongoing. The right-turn light from Third Street to Eastern Parkway is being eliminated.

OTHER BUSINESS

Senator Loren Beard noted that this was the first time she had heard about the change in the December payroll and wanted to know if the Senate should take a more formal stand. After much discussion, Staff Senate advocates making this change, but in 2006 rather than trying to educate everyone in the next two months.

ADJOURNMENT

Noting no further business, Chair Forman asked for a motion to adjourn the meeting. The motion was unanimously approved and the meeting adjourned at 4:30 P.M.

Staff Senate Officers for 2004-05

Chair – Bill Forman 852-0996

Vice Chair – Bev Daly 852-8360

Sec/Treas. – Brent Fryrear 852-2956

Senate Office - Robin Emond-Durham – 852-6713

Web:

Staff Senate Collection onDocushare: