The Staff Senate

Information for the Staff of the University of Louisville

SSMIN0515

STAFF SENATE MEETING

MAY 11, 2015

 

The Staff Senate of the University of Louisville met at 2:30pm on Monday, May 11, 2015 in the Chao Auditorium, Ekstrom Library, on Belknap Campus, Chair Angela Lewis-Klein, presiding.

 

VOTING MEMBERS PRESENT:

A&S: Caroline Stephens, Cynthia Jeffery, Ginger Brown BUSINESS: Karen Nalley DENTAL SCHOOL: Jackie Wells, Lisa Wade EDUCATION: Alex McWilliams GRAD SCHOOL: Jackie Fryer KENT SCHOOL: Kim Rogers LAW SCHOOL: Angela Beverly LIBRARIES: Rachel Hodge MEDICAL SCHOOL: Skip Hurley, Tatyana Tarakanova, Jessica Roth, Sherry Gainous, Gary Southard, Bret Hirsch, Amy Reid, Carol Norton, William Armstrong, Ellie Fridell,  Lihua Zhang MUSIC SCHOOL: Debby Kalbfleisch PROVOST OFFICE: Stephanie Reibert, Will Adamchik, Wes Partin, Erika DeSha, Valerie Casey  PUBLIC HEALTH: Vicki Lewis SPEED SCHOOL: Patti Williams, Wendy Metcalf VP-ATHLETICS: Meg Peavy, Sabrina Haug, Carla Meredith VP-BUSINESS AFFAIRS: Sally Molsberger, Sandy Russell, Jill Riede, Aaron Graham, David Schlaegel, Melissa Shuter, Kim Noltemeyer, Stephen Cotton, Anthony Logsdon, Steve Colston VP-COMMUNITY ENGAGEMENT: Susan Jenkins VP-FINANCE: Martyna Warren VP-HEALTH AFFAIRS: Jennifer Knight-Steier VP-HUMAN RESOURCES: Kathryn Doaty VP-INFORMATION TECHNOLOGY: Aaron Phillips, Kathy Brashear, John Morgan VP-RESEARCH: Ann LaPerle, Angela Lewis-Klein VP-STUDENT AFFAIRS: Laurel Hajek, John Smith VP-UNIVERSITY ADVANCEMENT: Bonnie Dean

 

VOTING MEMBERS ABSENT:

A&S: Marian Vasser DENTAL SCHOOL: Laura McKinney, Vickie Tencer EDUCATION: Shannon Frey MEDICAL SCHOOL: Kent Gardner, Jennifer Hall, LeAnn Taylor, Bob Cochran, Patty Moon, James McCracken NURSING: Molly Hall PRESIDENT’S OFFICE: Tammy Lawson VP-BUSINESS AFFAIRS:  Rhonda Gilliland

OTHERS IN ATTENDANCE:

Guests: Interim Provost Neville Pinto, Interim HR Director Jeanell Hughes, Wendy Smithson, Sarah Derby

COO/CFO: Harlan Sands

Faculty Senate Representative:

SGA Representative:

ULARP Representative: Bev Daly

PRESS: Janet Cappiello (UofL Today)

Staff Senate Coordinator: Gretchen Henry

 

CALL TO ORDER – Chair Lewis-Klein

Determining the presence of a quorum, Chair Lewis-Klein called the meeting to order.

ACTION ITEM: Approval of the April meeting Minutes – Chair Lewis-Klein

The minutes from the April 13, 2015 meeting were approved unanimously as distributed.

ACTION ITEM: Officer Nominations – Senator Shuter

Parliamentarian Shuter read the list of current officer nominations:

  • Secretary-Treasurer: Vickie Tencer
  • Vice Chair: William Armstrong
  • Chair: Steve Colston and Angela Lewis-Klein

 

Calling for floor nominations:

  • Secretary-Treasurer: None
  • Vice Chair: None
  • Chair: None

 

Candidate statements (oral): The candidates made their statements.

  • Vice Chair: William Armstrong
  • Chair: Steve Colston and Angela Lewis-Klein

 

The Question and Answer session for candidates will be held at the June 8th meeting.

 

REPORT: Chief Financial Officer – Mr. Harlan Sands

Mr. Sands reported that he is creating a new institutional structure to include a Lead Financial Officer from each unit who will report directly to him. This will enhance financial controls and accountability and improve balance sheet/expense management. He is also going to leverage investment assets and re-engineer business processes to ensure that our standards are consistent across the University. The SAC renovation plans have increased to recruit more students. He is also working on an online searchable policy and procedure library that will house all policies in one place and be searchable by name or title. Currently, the policies are scattered all over the place. Asked about the training for evaluations and the disproportionate ratings of Outstanding, Mr. Sands said that Ms. Jeanell Hughes will explain that in her report, but that will no longer be acceptable. Asked if the LFO and the LFO’s staff will report directly to him, he said the LFOs will and some LFO’s staff will, too. HSC will do some things differently than Belknap. The LFO effort has just started, but soon, everyone will know who their unit LFO is. Asked about the hiring freeze and the 35 open positions in Physical Plant that create a lot of extra work, he said communication is a challenge and that he has approved a few positions. He does not want to keep repeating what has been done in the past. He wants to know if there are critical areas that are having problems and he will take a look at them.

 

Q&A: Interim Executive Vice President and Provost – Dr. Neville Pinto

Dr. Pinto reported that he is still the Speed School dean until July 1st. He has held that post for 4 years. He is trained as a chemical engineer and has been in academia for 30 years. Twenty-six of those were spent at the University of Cincinnati, where he was in both research and administration. It was the administrative position that opened his eyes to the importance of the University mission to higher education. He chose to come to UofL because the position was similar to that in Cincinnati. As a grad student, he realized how the student is molded by all, the staff and faculty, as he worked late nights in the lab and his biggest source of support came from Rosie, the custodian. He believes everyone influences the success of the students and is committed to a student-driven mission. He looks forward to working with the Staff and Faculty Senates in shared governance. He is open-minded and takes his time making decisions based on facts and data.

 

REPORT: Interim HR Director – Ms. Jeanell Hughes

Ms. Hughes explained how the salary increase was to be implemented. The recommendation came from the Staff Senate last summer.

[BACKGROUND: The recommendation came from the Staff Senate, when last year the administration gave the Senate an opportunity to weigh in on the distribution of a possible salary increase. At the time, there were no funds available for an increase and all recommendations were theoretical. Unlike years past, when the Staff Senate recommended that if the salary increase was less than 5%, all increases should be across the board, last year the Administration stated that across the board was no longer an option and merit was to be figured into the distribution recommendation. The PED Committee worked out a recommendation that came before the Senate and was approved in June 2014.]

This year, there is a 3% pool and a 2014 performance review is required. At this point, there is 90% compliance. Based on what the Staff Senate recommended, starting at MEETS EXPECTATIONS, COLA is to be paid first and then merit.

The disbursement table:

RATING

COLA %

MERIT %

MINIMUM %

OUTSTANDING

1.5

1.5

3

EXCEEDS EXPECTATIONS

1.5

1.0

2.5

MEETS EXPECTATIONS

1.5

0.5

2

NEEDS IMPROVEMENT

0

0

0

 

HR has created a Salary Adjustment Administration Tool Template that will go to VP/Deans this week. All the information for each unit is already loaded and locked. The numbers cannot be changed. Any leftover funds are distributed evenly to all from MEETS EXPECTATIONS up. Asked where the salary figures come from, Ms. Hughes responded that Payroll is providing that information.  Asked if supervisors were aware that merit was part of the salary increase, Ms. Hughes said they did not. Though not ideal, this is a first step in fixing the performance evaluation process. The goal is to make the evaluation a true reflection of the work performed and to disconnect the evaluation from money. She plans to conduct focus groups and surveys to help change the tool, the process, goals, measures, etc. A new system is needed and she is interested in an online review tool and all reviews can be filed in the employees’ Success Plans. Everyone should get a letter from their LFO and the increase will be reflected on your July pay. Asked about training on how to improve an evaluation, Ms. Hughes responded that goals need to be clearly stated at the beginning of the evaluation period, not at the time of the evaluation itself. Asked about the possibility of employees evaluating their supervisors, Ms. Hughes responded that a fully mature evaluation system allows for that, and we must evolve to that over time.

 

REPORT: Faculty Senate Representative - Brown

Dr. Staat was not in attendance, so Senator Ginger Brown gave the Faculty Senate report as she was in attendance. The Faculty Senate met last week and President Ramsey spoke about the deferred compensation stories in the local news. Provost Willihnganz said good-bye and Dr. Eugene Krentsel gave a presentation on achievements made in Research and Innovation. Elections were held and Pam Feldhoff was reelected as chair and Enid Trucios-Haynes as Vice Chair.

REPORT: Student Government – Kaylee Brandt

No report was made.

REPORT: Secretary-Treasurer – Southard

  • The General Fund has a balance of about $2000.00.
  • The SHARE account has a balance of about $11,000.
  • The Technology Fund remains at $2500.00.

 

REPORTS: Staff Senate Standing Committees – Armstrong

  • Committees & Nominations (C&N) – Jeffrey
    • The committee asked for a motion to reseat all returning senators.
      • Senator Brown read the list of all returning senators.
      • Parliamentarian Shuter asked if unit calls had been made for the election. She did not feel comfortable seating anyone without unit calls being made. She recommends no action be taken today. Unit calls should be made before seating anyone.
      • Policy, Economics & Development (PED) – Brashear
        • This committee is met on April 28th and has invited Interim HR Director Jeanell Hughes attended. She discussed the performance evaluation tool and asked for ideas. We also discussed the RIF policy. She asked for ideas on that, as well. HR is prioritizing the policies and wants them tightened up.
        • Services & Facilities (S&F) – Gardner
          • This committee met via email and has no new issues.
          • Staff Grievance Committee (SGC) – Adamchik
            • No grievances have been filed.
            • Staff Help & Relief Effort (SHARE) – Norton
              • There were no new applications. The committee will meet next week to further tighten up the language in the guidelines.
              • Staff Morale & Community Outreach (SMCO) – Jenkins
                • This committee met via email and shared Day of Service evaluation summaries.
                • The response was very good: 60 participants and 39 survey responses.
                • 100% said they would participate again.
                • Hope to make this an annual activity.

REPORT: Staff Senate Chair – Lewis-Klein

This report was online. Efforts are underway to get the Great Places to Work Committee going again. The EC discussed the issues with the SHARE Program.

REPORTS: University-Wide Committees

  • Academic Technology Committee (ATC) – McWilliams
    • This committee is currently on hiatus with Dean Pinto changing roles.
    • University Police Advisory Committee (UPAC)  - Cotton
      • This committee did not meet.
      • Staff Grievance Officer (SGO) – Russell
        • There were 3 conversations concerning policies.
        • Two grievances were filed.
          • One was a termination appeal
          • One was a pre-termination meeting
          • Commission on Diversity & Racial Equality (CODRE) – DeSha
            • Met with President Ramsey on May 7th.
            • J.P. Mohsen was elected Vice Chair
            • Staff Exemplary Award – 5 nominations – not announced yet
            • Faculty Teaching Award – 3 nominations – not announced yet
            • Commission on the Status of Women (COSW) – Shuter
              • Met with President Ramsey this month
              • Discussed the issue of hiring trailing spouses
              • PATHWAYS Leadership Conference is this Friday. This year’s focus is strength.

 

 

OTHER BUSINESS

Chair Lewis-Klein said she’s been asked about officer stipends and she responded that the Chair of both Senates gets $10,000 a year; both Vice Chairs get $5,000; and the Staff Senate Secretary-Treasurer gets $2500. This has been a long-standing practice, except the Secretary-Treasurer, which was added under Dhiane Bradley’s term.

ADJOURNMENT

The meeting adjourned at 4:15.