Staff Advisory Council Meeting Minutes – March 19, 2015 Meeting

Staff Advisory Council
Thursday, March 19, 2015
Lee Hall 412

Guests
Sandra Fritton spoke to the S.A.C. She presented an overview of the role that the Office of Disability Services plays. The ODS, with 3 full-time staff members, serves over 450 students each year.

Open Floor

Laura Needham has been approached about parking issues. She plans to contact the Parking Management Office to get information about the expressed issues. Staff members have suggested that:

  • There should be more motorcycle parking spots.
  • The next parking deck should be built on the William Street side of campus.

Vickie Sullivan has been contacted about classes that have been offered. A concern was expressed about how information is disseminated. Pam described the professional development program that is being developed.

Laura meets with the President next week. Two topics that will be brought up are In-band Adjustments and Tuition Reimbursement. Many would like for them to be reinstated.

Additional Days: Where are with ‘additional’ days that the Governor awarded? How have they been accommodated for?

The Governor’s memo reiterated the number of days that we have been given. We have utilized all of the days that are allocated to us. Sabrina will clarify how the leave days are applied.

Bereavement Leave: Is there Bereavement Leave for Classified Employees? Response: Personal or Annual leave may be used for Bereavement Leave.

Parking Deck: Employees may park on any floor of the Parking Deck.

Blue Ocean Mind: Sabrina (and others) recently met with the Blue Ocean Mind representatives. The goal of the program is to improve brain health. The program promotes wellness. Should the University subscribe to the program? It has been suggested that a few employees try the program (comped), and then make a recommendation about possible adoptions. Edward, Laura, Kevin, Amy, Rhonda, Michael, Les, Laura volunteered to test the program.

Treasurer’s Report
$803.87 – State Account
$230.00 – Foundation Account

Committee Reports

President’s Report

HVAC recommendation: The HVAC recommendation was sent to Vice President Pearce on March 13th.   It was also forwarded to President Hurley.

UBAC meeting: Laura attended the UBAC meeting on March 11th. Faculty raises were discussed. Additionally it looks like tuition and fees will be increased in the fall semester to cover operating expenses.

There was a meeting on March 18. Kimberley Williams attended, and gave a preliminary report on the use of software to assist in the recruitment process. The front end of the process is now paperless; the back-end processes will be modified this summer. This is a critical time for admissions.

Sweetbrier students are being welcomed to the University.

Presidents’ Meeting: Michael and I meet with President Hurley on March 24th.

Larry Atkins award: Human Resources reached out regarding the Larry Atkins award. We needed to make a decision about when awardees will be recognized and when the financial award would be given. It was discussed at the Executive Council meeting on March 11th. It was decided that, going forward, the Staff Advisory Council will financially award and formally recognize in the fall.

Activities
The Chili Cook-off was held in conjunction with the Benefits Fair. It was very successful; people are looking forward to the next cook-off. Pam Verbeck’s chili won.

Excellent Eagle award is being promoted.

The May mixer is being planned. The tentative date is May 14. The group is hoping to have appetizers and a cash bar.

Communications

Speakers:

Apr 16 – Cate Brewer, Director of “Lady Windermere’s Fan”

May 21 – Jeff Rountree, CEO UMWF (confirmed)

June 18 – Scott Harris, JMMU

 

Information has been posted in EagleEye.

 

Elections

The Elections Committee convened to review the Staff Advisory Council: Constitution and Bylaws and proposes that the following corrections be made to the document:

  • 2 Statement of Purpose: typo (classifies must be changed to classified)
  • 7.1 Articulation of Officers and Terms: Updated to reflect that officers are elected during the first meeting (the annual retreat) of the calendar year, not the last
  • 7.2 Removal from Office and Replacement: change outline to outlined
  • 2.3 Duties and Responsibilities of the Secretary: third to last bullet point, include the word “occurs” at the end of the sentence
  • 3 Article IV: Attendance Policy: we believe “Article IV” should be removed as there are no other Articles in this document

The Elections Committee also proposes the following changes to the Constitution and Bylaws:

  • Move the University Mission Statement, Statement of Community Values, and Principles of Diversity and Inclusion to the beginning of the document as opposed to the end.
  • Revise the Attendance policy to change “Four unexcused absences within one calendar year will result in the automatic removal of the representatives from the Council” to “Three or more unexcused absences within one calendar year may result in the removal of the representatives from the Council.”
  • 3.1 Voting Membership, 2nd paragraph:

Change: “Therefore, staff representatives shall be charged with speaking to the needs and concerns of all staff, classified, and administrative employees throughout the university, regardless of division of classification.” to “Therefore, staff representatives shall be charged with speaking to the needs and concerns of all staff regardless of division of classification.”

Les Johnson made a motion that all recommendations be accepted. The motion was seconded, and passed unanimously.

VP Follow-Up Items

Michael is working with the Copy Center to design thank-you cards for us to use.

Old Business

Communications Flow Chart – Michael reviewed the S.A.C. Communications Flow Chart. See \\UMW-FS.umw.local\Shares\Staff-Advisory-Council\New Member Binder Information.

Smoke Free Campus – A sub-committee was tasked with reviewing and making suggestions for changes to the Smoking Policy. See N:\Staff-Advisory-Council\Meeting Minutes\2015\E 3 1 Smoking Policy-edits for consideration.doc. A motion that the revised Smoking Policy be accepted and passed to the appropriate administrator for consideration was made. The motion was seconded and discussed.

A friendly amendment was proposed, and approved: This policy applies to faculty and staff, volunteers, contractors, and visitors on university property.

The friendly amendment and the motion were passed.

New Business
N/A

Next Meeting
Executive Committee:
April 8, 1pm – 3pm, Link
S.A.C. Meeting: April 16, 1pm – 3pm, Stafford Campus: North Building, Room 126

 

 

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Staff Advisory Council Minutes – February 19, 2015 Meeting

Staff Advisory Council
Thursday, February 19, 2015
Lee Hall 412

Guest
David Berreth shared a video about Gari Melchers /Belmont. There was no connection to UMW in its early days, though the Melcher’s family was involved in the arts. Mrs. Melchers wanted Gari’s art to be given to the Commonwealth of Virginia. The Virginia Museum Board decided that they no longer wanted Belmont; it was offered to Mary Washington. UMW reluctantly accepted responsibility for the property. Faculty lived and entertained in Belmont.

Admission is free for UMW students and employees. Regular admission is $10; there are discounts for families, AAA members, etc.

We are encouraged to visit Belmont – and to share information about the property with others.

The property holds many events for the community:

  • A special event that is scheduled in March is a beeping egg hunt, an egg hunt for visually impaired children. This is special event – and is heart-warming.
  • Weddings
  • Business Meetings
  • Guided Tours of the trails

Open Floor
Mixer:
There is a mixer tonight. All are encouraged to attend. Information is going to be in the next edition of EagleEye. The event starts at 5pm. Discounts are available between 5pm and 6pm.

EagleEye: Submissions to EagleEye should be passed to the Communications Committee. Include as much information as you have. Send information to Les Johnson or Bethany Friesner.

Jeans on Fridays:   The S.A.C. members are encouraged to communicate the change with their colleagues. Instances of uneven compliance were discussed. S.A.C. members who are in these departments are encouraged to promote the policy change.

Internal Customer Service: There are concerns about how employees talk to each other. Is there something that the S.A.C. can do to promote positive customer service. Suggestions include:

  • Thank You Notes: Get an assortment of Thank You notes printed; they can be sent to colleagues who have provided good customer service. The copy center is donating cards for us to use.
  • Workshops: Are there workshops that can be provided by HR? Professional Development Initiative: Include Customer Service in this initiative. Other suggestions: workshop on writing email messages.
  • If there are unpleasant encounters, supervisors should be notified.
  • Encourage staff to utilize the WOW card and the #1 Fan programs. Suggestion: include this information in EagleEye regularly.

Treasurer’s Report
We have approximately $600; expenditures for the retreat were low. Michael and Paula will meet soon.

Committee Reports

President’s Report
N/A

Activities
Mixer:
02-19-2015, 5pm

Chili Cook-Off: Target date: Wednesday, March 4 – 12:00 noon – 2:00 pm Chili should be in the Underground by 11:30. This event will be held in conjunction with the Benefit Fair (see the next item). Notices are being created and shared with the UMW community.

Communication about the event is critical. It will be announced in EagleEye. Card and posters will be created and distributed.

Please spread the word.

Benefit Fair: March 4 – Noon to 2:00 pm.

There was a suggestion that the S.A.C. manage a Benefit Fair. The committee feels that this is not an appropriate effort for the group – and will encourage Erma to bring participants in. They suggested that the Fair be held in conjunction with the Chili Cook-Off. The Supply Room and Pepsi will participate.

We have permission to use the Underground. Many offices will have a table (Lee Hall, 2nd floor).

John will contact Priscilla about using the S.A.C. Tablecloth.

S.A.C. branded pens / other items will be ordered to distribute.

May Mixer: There is a plan to hold a mixer just after graduation. It will be held in the Underground. Consideration is being given to having a group play music. Michael will look into this.

Plans are being developed for March and April mixers.

Excellent Eagle Nominations: S.A.C. members are encouraged to spread the word – and to nominate colleagues for the award. A web based form has been suggested. Until then, email John S. and Pam V.

Baldwin: Baldwin has been retired for a period of time.

Communications

Speakers:
Feb 19
– David Berreth, Dir., Gari Melcher’s Home and Studio at Belmont (confirmed)
Mar 19 – Sandra Fritton, Dir., Disability Services (confirmed)
Apr 16 – Kate Brewer “Lady Windermere’s Fan”
May 21 – Jeff Rountree, CEO UMWF (confirmed)

Other suggestions: Kimberley Buster-Williams, Malcolm Holmes, Paul Messplay

Signature Files – The new standard for signature files was discussed. Some users are not able to adhere to the required standards because the font(s) are not on the user’s computer. There is a document describing the standards (. We are permitted to add links; SAC members are encouraged to include a link to the SAC web site.

Elections

The Elections Committee will meet in early March.

VP Follow-Up Items
N/A

Old Business
HVAC for the shops:
The recommendation has been shared with John Wiltenmuth and Dan Quann. We hope to move the proposal forward after the meeting.

Discussion: Part of the roof will be replaced soon. There is insufficient funding to do the entire roof. Funding cannot

Bethany moved: We should submit the recommendation letter as written to Rick Pearce. Vicky seconded the motion. Discussion followed:

  • Employees should not have to work in such conditions.
  • A significant number (~50) of employees are impacted.
  • The proposal has been shared with John Wiltenmuth and Dan Quann. No comments were shared with Les.
  • The motion passed unanimously.
  • Laura will put the document on the communication form and will pass the message along.

Smoke Free Campus: There is a recommendation that the University become a smoke-free campus. Questions:

  • What do other institutions do?
  • Does the proposal include Eagle Village?
  • Consideration was – in the past – given to Virginia’s economy.
  • Suggestion: Do research before proceeding. Julie will send something out to a list-serve, Bethany Friesner and Kevin Caffrey are appointed to the subcommittee.

Some research has been done into the topic. There are a few schools in Virginia that are smoke free. LEAD certification gives credit if there is distance between a building and a smoking area.

Suggestion:

  • Partner with Campus Recreation
  • Ask HR to bring in a speaker who can present about smoking cessation and healthy life-styles.

The sub-committee makes a recommendation to extend the 50-foot ban to all buildings on the Fredericksburg campus.

Bethany moved: The committee should be tasked with creating a draft of the policy as it would appear if amended. The motion passed unanimously.

Strategic Planning Committee: Salaries for Faculty and Staff have been discussed. It has been difficult to get information about a salary study. The committee is currently looking at what other schools are doing about salaries. There will be ongoing efforts to keep salary issues in front of the group.

Discussions are driven by strategy, rather than being budget driven. Discussions have been positive, open, and encouraging.

New Business
Communications Flow Chart:
This will be discussed at the February council meeting.

Bethany moved that we table discussion of the Communications Flow Chart to the March meeting. The motion was seconded, and passed unanimously.

Diversity: There is a feeling that the group is not diverse enough. We will make an effort to invite individuals from diverse backgrounds to S.A.C. meetings, to the mixers, etc., and to ensure that we nominate personnel for the council. Could we stream the meetings so that the word gets out?

MyTime: What has the reaction to MyTime been? It is reported that students and wage employees are having no problems. Some supervisors have experienced some issues with approving leave. The system is intuitive; the feeling is that employees will ultimately understand the system.

Weather / Snow Removal: Cleaning snow on the Fredericksburg campus is handled by Facilities. Employees expressed concern about remnants of snow /ice. The Grounds crew is responsible for putting down sand / ice melt after the initial removal. If ice / snow is problematic, a Facilities work order should be submitted.

The Grounds crew works 7pm – 7am; the ‘shops’ handle the day efforts.

There are priorities for the order of plowing / shoveling. Concerns about the priority order should be expressed to John Wiltenmuth, Joanie Wilson, and Dan Quann. The group is not certain if decisions about closure / late openings are tied to priorities.

Next Meeting
Executive Committee:
March 18, 1pm – 3pm, Link
S.A.C. Meeting: March 26, 1pm – 3pm, Lee Hall 412

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Staff Advisory Council Retreat Minutes – January 2015

Staff Advisory Council Annual Retreat
Friday, January 30, 2015
Stafford Campus, University Hall
9:00pm – 4:00pm

The Annual S.A.C. Retreat was held on January 30, 2015.  A summary of the items on the agenda is provided below.

Mixer

The group got to know each other better through a mixer.

Chatting with the President

President Hurley and Rector Cuellar joined the Council. He shared general comments with us. The session was then opened for questions from the group.

Roberts’ Rules of Order

Charles Tate presented information on the use of Robert’s Rules of Order. He guided the group through the execution of a sample motion.  Charles’ presentation is available for your information.

S.A.C. Purpose

Laura Allison made a presentation on the purpose of the S.A.C.. Les Johnson presented on Council Accomplishments over the last year.  Michael Morley gave an overview of the Constitution and Bylaws.

Optimizing Team Performance

Mark Safferstone led a presentation on optimizing team performance. He utilized the results of the survey that we completed this week.  Mark shared his presentation for information and review.  He also shared the Baseball’s Triple Play clip.

Elections / Committee Meetings

Elections for S.A.C. Officers were held. Officers for 2015 are:

  • President – Laura Allison
  • Past-President – Les Johnson
  • Vice President / President Elect – Michael Morley
  • Secretary – Pam Lowery
  • Treasurer – Paula Zero

Committee Chairs were also elected:

  • Activities (Co-Chairs) – Pam Verbeck, John Symonds
  • Communication – Les Johnson
  • Elections – Kevin Caffrey
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Staff Advisory Council Meeting Minutes – December 2014

Staff Advisory Council Meeting
Thursday, December 18, 2014
Lee Hall, 412
1:00pm – 3:00pm

Guests

Marty Wilder – Dr. Wilder spoke from a historical perspective that UMW has faced in the past and how we can apply those lessons learned to the issues we’re facing now.

Dr. Wilder has been at UMW for 35+ years. He was working as the Director of Guidance for Stafford Schools before he came to UMW. He has seen many changes during his tenure:

  • change to coed from a women’s college,
  • separation from UVA,
  • name changes,
  • an evolution of marketing materials,
  • changes in the institution’s identity,
  • changes in leadership,
  • changes in programs (Stafford Campus / graduate programs),
  • branding

Dr. Wilder shared several documents from his archive; these materials represent the evolution of the institution’s identity.

There are still misperceptions about the institution’s identity (coed, public, etc.). President Hurley has funded marketing and admissions (CRM, change in financial aid awards / scholarship to maximize enrollment, tools to help with student searching) in an attempt to change these impressions.

Changes in buildings impact enrollment. The ITCC and the Student Center are positive additions. Changes in residential housing are needed.

There are many positive aspects that should be the focus. Student / Faculty relationships are central to the University’s identity.

Dr. Wilder encouraged us to know / use the marketing language as we talk to potential students / families.

Open Floor

The Chili Cook Off has been postponed to March.

A mixer will be planned for early spring.

Julie received a question: The Governor allocated 24 additional hours to state employees. The writer asked when / how these days will be used at UMW. It was reported that the time will be given later.

Treasurer’s Report

We have $1000 in the University account, and $230 in the Foundation account.

Committee Reports

President’s Report

President’s Report
December 2014

This report wraps up my year as Staff Advisory Council president. It has been my pleasure to be your official representative over the course of this year, and I look forward with pride to the upcoming presidency of Laura Allison. Your continued support of the Staff Advisory Council will also serve to support Laura in each function and initiative she undertakes.

The following is a recapitulation of our work.

Communication: Melina Downs has supplied the general council meetings with interesting speakers throughout the year. These speakers have informed the Council on matters of veterans services, marketing, resource allocation, and budget concerns.

Housekeeping Transportation: Paul Kay led a fact-finding group formed to investigate and suggest solutions to alleviate the problem of transporting housekeepers and their equipment around the Fredericksburg campus in an effective manner. Housekeeping supervisors had been ticketed for inappropriate parking, with the resulting friction between Housekeeping and Parking Management. As a result of his committee’s work an advisory letter was sent to Vice President Rick Pearce.

Employee relocation information: Laura Allison has led the work to create a uniform system by which employees whose work place changes either physically or virtually. Her work is a combination of elements and expansion of information systems used by Human Resources and the B.U.G. resulting in creation of a beta test platform.

Baldwin, “The Eagle Has Landed”: an S.A.C. fund-raising effort by the Activities Committee under Priscilla Sullivan’s direction, was created to enhance the funds available to us for morale raising efforts.

Faculty-Staff mixers: the three mixers this year provided the opportunity for staff and faculty who might not usually interact to get together for an hour or two. The goal is to discover how similar we all are, and perhaps to establish new links between departments.

Working with Human Resources: we continue to partner with Human Resources during the Fall Awards program and the Employee Appreciation Picnic following graduation. This year we were asked to consider an employee day off rather than the picnic. This proposal will alternate years with the picnic, and is to take effect in 2015.

Jeans Friday: S.A.C. was asked to review the non-Faculty Dress Code and to provide wording to convert the summer option of Jeans on Friday to standard policy throughout the year.

Vendor Fair: Erma Baker floated the idea of a Vendor Fair, which is set to occur in January.

Facilities Shops air conditioning: this advisory letter will act as a letter of support, seeking to provide some minimum AC to five of the shops at the Physical Plant which do not now have air conditioning.

Regards,
Les Johnson

Activities

Food / Clothing Drives are very successful. Donations will be accepted until 12/17/2014.

Baldwin will be picked up from the Foundation on 12/11/2014.

Priscilla has a notebook of wonderful resources for her successor.

Chili Cook-Off: There have been only a few participants. The event has been postponed.

Communications        

Speakers

TBD:              Jeff Rountree

Elections
N/A

VP Follow-Up Items
N/A

New Business
Jeans Policy

The change to the dress code policy was approved unanimously. A message has been sent to Rick Pearce; he will change the current policy.

Master Planning Committee                                            

Mathew has served on the Master Planning Committee; Bethany will serve on this committee.

Air Conditioning for Facilities                                          

STAFF ADVISORY COUNCIL

Recommendation concerning Air Conditioning for Physical Plant Shops

Vice President Pearce, Associate Vice President Wiltenmuth,

A concern about summer temperatures has been brought before the Staff Advisory Council, and is being forwarded for your consideration. Five shops at the Physical Plant are without air conditioning of any description. This condition makes work life more difficult than necessary on the men and women of Facilities Services. These shops are also their offices; the spaces from which they depart and to which they return in their efforts to keep this University working.

The shops in question are Grounds, Carpenter, Paint, Electric, and Plumbing. A survey of the requirements to provide air conditioning to these spaces has found that residential grade window units of 25,000 Btu capacity will be sufficient to answer the need. The cost-per-unit of the air conditioners is $600, approximately. Additionally, the labor necessary to create the AC unit opening, supply 110-vac receptacle power, and insulate any space between the opening and the unit can be accomplished for about $2,400, partially in-house. Factoring in 10% for unknown conditions, a reasonable total budget expectation is $6,000.

Staff Advisory Council adds their support to this proposal.

Regards,
A. Leslie Johnson
President, Staff Advisory Council

Question: Is this an OSHA requirement? Research will be done, and included in the information that is circulated to the committee.

Parking

Mathew Wilkerson shared some thoughts:

  • A parking deck is needed on the William Street end of campus. The Clark parking study recommends this.
  • One of the Facilities staff reported that Service Vehicle parking spaces have been removed.

Smoke Free Campus                                                        

There is a recommendation that the University become a smoke-free campus. Questions:

  • What do other institutions do?
  • Does the proposal include Eagle Village?
  • Consideration was – in the past – given to Virginia’s economy.

Suggestion: Do research before proceeding. Julie will send something out to a list-serve, Bethany Friesner and Kevin Caffrey are appointed to the subcommittee.

Retreat

January 30 – University Hall @ Stafford Campus – 8:30am – Decisions about food, goodies, etc. will be made soon.

  • Arrangements for boxed lunches have been made.
  • Members should bring something for a snack.
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Staff Advisory Council Meeting Minutes – October 2014

Staff Advisory Council Meeting
Thursday, October 16, 2014
Lee Hall 412
1:00pm – 3:00pm

Guests

Paul Messplay joined us; he presented on the state of the University budget.

  • Much of our revenue is dependent upon student enrollment.
  • State funding has declined since 1993.
  • State’s goal: State will pay 66% of costs, and students will pay ~34%. Not currently meeting this.
  • Students are picking up a larger share of the cost than is provided.
  • Enrollment of out of state students has declined, and has impacted the budget.
  • Peer institutions have been aggressive in recruiting out of state students.
  • Delta between total tuition / fees: ~$13,000 per student.
  • Current shortfall – ~$4.3 million.
  • State funding cut ~$635k.
  • A look at the Budget Reductions was provided.
  • Use of Reserve Funds – one time use. Used ~$2m this year. Ongoing discussion about how to make this up.
  • Green Light program – temporary suspension.
  • Hope to have an enrollment increase – especially of out of state students. Will have to enroll 120 out of state students to make this up.
  • Tuition / Fee increase is expected next year.
  • Admissions has an Action Plan that will help to increase enrollment. There are efforts made to partner with faculty. All members of the UMW community are ambassadors.
  • UMW has looked at different models of tuition increases (i.e. guaranteeing a tuition rate to students when they enter).
  • Is fund raising at the department level encouraged / allowed? Most areas are encouraged to go to the Foundation. One of the purposes of the Foundation is to support the University; they manage the funds (investment).
  • Rental (i.e. Stafford) fees go to the General Fund. Fees can be changed by working with the appropriate VP.
  • Layoffs are not expected at this time.
  • The Governor’s budget is expected at the end of December.
  • Shortfall is a combination of the state funding reduction and enrollment decline.
  • Guidelines: no layoffs, no pay reduction, protect the instructional enterprise and student experience.
  • Growing and stabilizing enrollment top priority.
  • Instability on federal funds greatly impact the state’s budget.
  • Position freeze has been lifted this year; positions are being filled thoughtfully. There is some anxiety that this may change next year.

Open Floor

Holiday Calendar

The calendar will be published shortly.

  • Suggestion: Consider having a day off on Columbus Day (rather than in August).
  • The August day off made it difficult for some departments.
  • Under consideration: Labor Day

Vendor fair sponsorship

The S. A. C. has been approached by Erma Baker about co-sponsoring a vendor fair. Being considered: Invite offices / University vendors to show the University community what is available. Priscilla will lead this project.

Jeans’ Day

The S. A. C. has been asked to provide wording for a change in the dress code. There is interest in allowing wearing jeans on Fridays all year.

Suggestions:     Use the language from the summer dress code policy.

Allow supervisor discretion to approve / deny wearing jeans on a given day.

Should there be a limitation: Wear spirit-ware with jeans?

Homework for the next meeting: How can the guidelines be combined with spirit-wear? What guidelines can be implemented to ensure that dress is tasteful?

Tuesday’s Staff Gathering

What are the impressions of Tuesday’s gathering?

  • A lot of information was presented. Some wonder when we will see results. Radio ads have been heard. Some are seeing few instances of marketing approaches.
  • Was Tuesday “just talk”?
  • Project money is different than other money.
  • Video: Intention: connect employees to the reason that we’re here.
  • While some may not have understood everything that was shared, employees appreciated the information shared.
  • Employees who are students feel that the message from Faculty is negative.
  • We’re all ambassadors for the University. We need to continue to look at the function of offices to improve the student experience.
  • Students hear when staff complain.
  • HR is hearing a lot of concerns about the frame of mind of people at UMW; it’s at times a toxic environment.
  • Jeans Pass: Is the program being used?
  • Is there a way to beef up the WOW card program?
  • There has been a discussion about getting office managers together. There has been no forward movement on this item. Michael is going to consider getting the group together. Consider starting with the BUG group.
  • Was there positive momentum from Tuesday’s session? Can it be sustained? Should Staff / Faculty forums continue? The President and Provost are willing to continue the sessions. Suggestion: Keep the Ask the Leadership form open.
  • Foundation: What is the Foundation doing to help ‘us’?
  • Customer service training is wanted by some. Feedback that is provided that others do not want such training (money, no time, etc.).

Treasurer’s Report

We have $1000 in the University account, and $230 in the Foundation account.

Committee Reports

President’s Report

N/A

Activities

  • Baldwin – Returned from Athletics; he was wrapped in a plastic bag, and was missing a chunk of his head. Pris would like suggestions for where Baldwin should go next.
  • Parking Spaces Nominations – Nominations are needed. Send to Pris.
  • Activities Committee will meet next week to develop plans for Feed Fred, Vendor Fair, Chili Cook-Off, next Mixer.

Communications        

Speakers

October:         Paul Messplay – Budget.

November:      Shelley Keith: Digital Communications

December:      Marty Wilder – Historical perspective: Events that were significant turning points on the operation of the University.

TBD:              Jeff Rountree

Elections

Changes to the Constitution have been approved. After the S. A. C. election, the council will have:

  • o   AP – 9
  • o   CL – 12
  • o   WA – 2
  • o   Total – 23

Paper nomination forms and ballots have be taken to JMM, Facilities, Belmont.

  • o   Nominations open: Tuesday, Oct. 14
  • o   Nominations close: Monday, Oct. 27
  • o   Confirm candidates: Wednesday, Oct. 29 – Thursday, Oct. 30
  • o   Finalize the ballot: Friday, Oct. 31 & Monday, Nov. 3
  • o   Election opens: Tuesday, Nov. 4
  • o   Election closes: Monday, Nov. 17
  • o   Confirm election results: Tuesday, Nov. 18
  • o   Announce election results to the candidates: Wednesday, Nov. 19
  • o   Announce the results in Eagle Eye: Thursday, Nov. 20

VP Follow-Up Items

N/A

Other

Les and Laura are meeting with the President tomorrow afternoon. Share with them questions and / or information that we would like to ask of the President.

Survey: Overall impressions, Comments. Effective – why, Effective – why not?

Health Issues: Should an alert be sent out? We don’t want to worry employees, but perhaps they can be better informed. Flu shots are still available.

New Business

Retreat

Save the Date:   Retreat: January 30 – University Hall @ Stafford Campus

What do we want to do at the session?

  • Orietation of new members
  • Roberts Rules of Order
  • If we are going to invite Cabinet members, invite them now.
  • Consider: Invite Admissions.

Lunch will be provided.  Breakfast will be ‘pot-luck’.

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Staff Advisory Council Meeting Minutes – September 2014

Staff Advisory Council
Thursday, September 18, 2014
Lee Hall 412
1:00pm – 3:00pm

Guests

Terri Lockhart, Employee Relations Manager, attended the meeting.

Malcolm Holmes, Director of Marketing, spoke to the Staff Advisory Committee members. He distributed copies of the Brand Platform and Media Plan. It will be presented to University leadership over the next few weeks.

Mr. Holmes described:

  • The designated words / phrases that describe the University, Students, Faculty, Graduates, etc..
  • Elements of the Marketing Plan.
  • Creative Execution elements of the plan.
  • How the plan / materials will be refreshed.

Open Floor

Housekeeping / Parking issues: A question was asked about the status of parking issues and Housekeeping staff. A letter was sent to Rick Pearce; he has taken the issue under advisement. Les will ask Rick about progress that can be reported to the S.A.C. so that members may direct employees who are asking appropriately.

Forum – Allocation Resource Study: Bethany attended the Forum regarding the Allocation Resource Study on Friday. Much of the meeting was focused on the budget. The budget reduction plan is due to Richmond on Friday.   Four additional sessions are planned for late September and early October. The group was advised that we should be aware of the situation as we move forward. Bethany is concerned that President Hurley and the Cabinet are not in touch with the situation on campus. While President Hurley stated that there will be no lay-offs, though some Cabinet members may cut positions in their areas. S. A. C. members should direct employees to their supervisor / Cabinet member if they have concerns about their position.

President Hurley will be making a report at the “fall event”. He is open to receiving suggestions for talking points. A suggestion for combining the Fall Event with the last Forum; this will be considered.

Budget Advisory Committee: Laura attended the Budget Advisory Committee meeting this week. Some budget modifications have been made. Preparations for a 5% and 7% cuts are being made; actual cuts may be smaller (2.6%).

Treasurer’s Report

We have $1000 in the University account, and $230.00 in the Foundation account.

Committee Reports

President’s Report

Leadership Council Meeting – Broad, general discussion about budget cuts. The group discussed ways to implement a 5% – 7% cut. The group was advised that Alumni are being kept up to date on the financial state.

Employees are concerned about how budget cuts are going to impact jobs. Will salaries be affected? Are programs going to be impacted? Staff reductions are being met with resignations.

How can the S.A.C. help members of the UMW community to understand the status and impact? All are encouraged to attend one of the Allocation Task Force forums. Some offices are planning on how to reduce expenditures. Should we invite someone to speak to the S.A.C. about the status?

The Student Center should open in the summer of 2015. Sodexho will be providing meals from that site beginning next fall.
An addition is planned for Jepson. The request is in the planning stages now.

Activities

The Activities Report was presented by Dre Anthes.

 

Food Drive

The Food drive was successful. 12 boxes and 4 bags of food was distributed (including 800 boxes of cereal).

School Supplies

This drive was successful. Additional supplies are being sent soon.

Baldwin

Baldwin is now with Ken Tyler. Lynne Richardson helped Baldwin acquire a copy of the Washington Post.

Chili Cook-Off

Plans are being considered for a Chili Cook-Off.

Mixer

Next mixer: Wednesday, October 1, 5pm – 7pm. Happy hour prices as have been offered in the past – 3-6:00 p.m. half-price draft beer, house wine and liquor, and half-price wings all evening. Location: Home Team Grill.

Communications        

Speakers

September:     Malcolm Holmes – Marketing

October:         Paul Messplay – Budget

November:      Shelley Keith: Digital Communications

December:      Marty Wilder – Historical perspective: Events that were significant turning points on the operation of the University.

Elections

The elections committee finds that it has become more and more difficult to find enough members to serve. It is being recommended that the S. A. C. downsize. It is suggested that membership be modified to 12 Administrative Faculty, 15 Classified, and 3 Wage representatives.

Bethany made a motion to approve the proposed changes as defined in the Elections Committee handout (see below). The motion was seconded and discussed.

A friendly amendment was accepted: The modified proposal will be sent to the full membership electronically; if approved, it will be submitted to President Hurley for approval. Clarification from the by-laws will be included. Members will be asked to vote electronically.

The motion was approved.

VP Follow-Up Items

N/A

New Business

Parking: Chief Hall commented that concerns about Faculty / Staff parking in the community are made regularly. He expects that there will be an effort to change this in the near future.

There is a rumor going around that Faculty / Staff will be charged for parking during the next cycle. Other Universities have parking fees. There has been no decision made.

Concerns expressed:

  • Students have been observed parking in Fac-Staff areas.
  • A former employee was allowed to renew her parking decal.
  • Faculty are registering students’ cars under their account.

Erma Baker and Robin Jones will attend the November S.A.C. meeting. S.A.C. members should send questions to Pam prior to the meeting.

  • Are decals being collected from employees who leave the University?

CURRENT WORDING IN THE CONSTITUTION REGARDING THE NUMBER OF EMPLOYEES FROM THE WAGE, FACULTY, AND ADMINISTRATIVE CLASSIFICATIONS

2.3.1 Voting Membership

Membership of the Staff Advisory Council shall consist of thirty proportionately elected representatives by the university community. In an attempt to provide a balanced and reasonable outlet for all constituents within the University to be heard, ten members shall be elected each year from among the University’s three classifications based on the total population of each classification (12 Administrative Faculty, 15 Classified, and 3 Wage).

We promote and value the understanding that we are not defined by our employment category but rather by individual talents and values. Therefore, staff representatives shall be charged with speaking to the needs and concerns of all staff, classified, and administrative employees throughout the university, regardless of division or classification.

2.5 Length of Term and Term Limits

Each member shall serve a three-year term beginning January 1. In order to ensure continuity, terms shall be staggered annually with ten representatives being elected each year. At any one moment there will be three wage, fifteen classified, and twelve administrative faculty representatives. There are no term limits.

PROPOSED CHANGES

2.3.1 Voting Membership

Membership of the Staff Advisory Council shall consist of thirty twenty-three proportionately elected representatives by from the university community. In an attempt to provide a balanced and reasonable outlet for all constituents within the University to be heard, ten new members shall be elected each year from among the University’s three classifications based on the total population of each classification as needed to ensure the S.A.C. is comprised of nine Administrative Faculty, twelve Classified, and two Wage personnel (12 Administrative Faculty, 15 Classified, and 3 Wage).

We promote and value the understanding that we are not defined by our employment category but rather by individual talents and values. Therefore, staff representatives shall be charged with speaking to the needs and concerns of all staff, classified, and administrative employees throughout the university, regardless of division or classification.

2.5 Length of Term and Term Limits

Each member shall serve a three-year term beginning January 1. New members are elected as needed each year to fill vacancies so that the S.A.C. consists of nine Administrative Faculty, twelve Classified, and two Wage personnel. In order to ensure continuity, terms shall be staggered annually with ten representatives being elected each year. At any one moment there will be three wage, fifteen classified, and twelve administrative faculty representatives. There are no term limits.

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Staff Advisory Council Meeting Minutes – July 2014

Thursday, July 17, 2014
Lee Hall, Room 412
1:00pm – 3:00pm

Open Floor

Employee Appreciation Event: President Hurley has asked about what employees would think about having a day off, rather than having an employee appreciation day picnic.

Pam Verbeck moved:    Recommend approval of closing the University on the Monday after graduation Priscilla seconded the motion.

Amended motionRecommend approval of closing the University on the Monday after graduation in 2015 in lieu of the picnic; thereafter, we could alternate between closure of the University and a picnic.

There will be an option to review annually. The amendment was seconded by Julie. Pam Verbeck asked for an amendment.

Discussion:  Wage employees do not get paid if they’re not at work. Wage employees could adjust their schedule.

Virginia Public Servant week – We may consider having volleyball during this week.

Awards will move to the fall program. Awardees from the Fall will be nominated for the State awards.

We have a survey that shows how attendees feel about the event. Results were mixed.

Parking:  A representative from the Police department planned to join us to discuss a parking issue. He will be invited to next month’s meeting.

There seems to be a lack of communication between the Police and Parking Management.

KronosAn automated time keeping system is being implemented. Names for the system will be solicited.

MotionA motion to table reports was made so that we can focus on the Orientation.

New Business

Orientation for S. A. C. Members: See the presentation for details.

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August Meeting Cancelled

The August 14 meeting is cancelled.

 

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Staff Advisory Council Meeting Minutes – May 2014

Staff Advisory Council Meeting
Thursday, May 15, 2014
Lee Hall, Room 412
1:00pm – 3pm

Guests

Dr. Leah Cox (Special Assistant to the President for Diversity and Inclusion) addressed the group about her role as an Ombudsperson for the University. Members of the University Community may bring a confidential complaint to Dr. Cox for assistance in resolving an issue. There are many avenues that may be taken in the process. She is not able to change policies, or to force people to do something illegal or against policy.

She is contacted approximately 3 times per month. Some issues are easy to resolve, while others take longer. She feels that her experience as a counselor helps greatly.

Priscilla Sullivan distributed copies of the Defining a Staff Advisory Council Topic of Discussion. The document was reviewed.

Dr. Cox recommends that we contact her if her assistance is needed.

Open Floor

  • Update: Housekeeping / Parking Issues to be discussed during the General meeting. The Executive committee is unsure what has been done through appropriate channels. Concerns:

o   Stipend for employees who use their vehicle.

o   Has parking been approached?

o   Is there a vehicle available?

o   What is the supervisor’s position?

A recommendation to the Housekeeping Supervisor and the President for an additional van was made. The supervisor(s) are not opposed to getting a van – but an official request has not been made.

The loss of the stipend is not an issue of concern.

Additional parking spots are no longer being requested.

Multiple options were explored. The sub-committee feels that the van is the best solution.

The Finance Office advises that the stipends will be terminated if a van is provided.

Bethany moved:

Write a letter to Rick P advising him of the issue of transportation for the housekeepers so that they will be able to do their job effectively.

Discussion

The letter should include a summary of the work that has been done up to this point.

The motion passed unanimously.

Treasurer’s Report

We currently have $.32. We also have $85 in a Foundation account.

Committee Reports

President’s Report

  • See below.

Activities

  • Spirit Friday was announced at the Employee Appreciation Day picnic. Casual Friday / Spirit Friday applies to non-teaching Faculty for the summer. The casual dress / Spirit Friday practice should be put it into a policy. Sabrina will talk with Rick about moving forward with a policy.
  • A form will be used to standardize communication with members of the UMW community.
  • Information about the Atkins Award Winners will be put in Eagle Eye and on the S.A.C. website.
  • The next Excellent Eagle employee has been named.
  • Eagle has Landed: Rita Dunston has Baldwin. Sabrina has received feedback perhaps we should not ask for donations. Suggestion: Change the verbiage to ‘Donations are welcome.’ Priscilla will tweak the wording on the form.
  • Faculty / Staff Mixer – The S. A. C. will partner with the Orientation team for the mixer at the end of the Orientation.
  • The plaque in GW listing Larry Atkins awardees has not been updated since 2012. Priscilla will collect the information (names and pricing) to bring the board current.
  • Virginia Awards are due soon. Priscilla and Sabrina will follow up to determine when the nominations are due. Priscilla will submit the nominations to Jennifer Cooper.

Communications

N/A

Elections

N/A

VP Follow-Up Items

Laura will follow up with Sabrina about the online move form.

New Business

  1. The council has been encouraged to consider food/supply collection for the SPCA during times that we aren’t collecting for people. Although there is not a ton of information right now, the idea is that during the months that we are not collecting food for people, we could support the efforts of the local SPCAs to help animals in need.

The local SPCA / Animal Shelters are in need of food / supplies. They are moving to ‘no-kill’ shelters and need additional supplies. Michael will work with the person who suggested the idea and develop a plan to be presented at the June full council meeting.

  1. Policy changes are – at times – better received if suggestions for policy changes come from a collective body.
  1. The President-elect sits on the University Budget Advisory Committee. The suggestion is that the Vice-President participates in these meetings. Mathew will follow up on this.
  1. S. A. C. New Member Orientation – There should be a new-member orientation. Sabrina has a packet of information that was given out in previous years.
  1. Employee Moves – Anika Wilson is responsible for collecting and communicating information about campus moves. The Cabinet has designated representatives to share information with Anika. It is currently unclear on who will get the message(s); Sabrina will follow up to find out this information.
  1. A question about policies relating to those who come in to work when the University is closed was asked. UMW follows the DHRM policy. Sabrina will share specific information about the policy.

Here are the state policies that cover compensation for employees who are required to work when the university is closed. Again this is separate from the university’s snow removal compensation policy. Let me know if you have any other questions.

http://www.dhrm.virginia.gov/hrpolicy/web/pol1_35.html    ( emergency closings)

http://www.dhrm.virginia.gov/hrpolicy/web/pol4_25.pdf  ( holidays)

  1. Mathew and Priscilla will work up a “quick vote” format for email voting.
  1. A form that standardized communications between the S. A. C. and others has been developed.

S. A. C. President’s report
May 2014

S.A.C. Mixer

The Faculty-Staff mixer at Sunken Well Tavern appears to continue the good spirit of the kick-off event in March. Jane and I were there for the first 45 minutes or so, and were pleased to have the crowd grow to about a dozen before we left.

Dr. Searcy has requested information on the next mixer, as he hopes to advertise it more thoroughly among his staff.

The event was shadowed by worldly events, ‘though. Several people including President and Mrs. Hurley sent regrets as they attended the wake for Bob Erickson, a graduating senior who died quite suddenly just prior to graduation.

UBAC

The University Budget Advisory Council has posted all their year-long work on the University Faculty Council website. There you can see the effort and result of another committee dedicated to the health of this university. http://ufc.umw.edu/committees/university-budget-advisory-committee/minutes-reports-of-budget-advisory-committee/

Employee Appreciation Picnic

Your Staff Advisory Council was able to assist UMW Human Resources in another successful post-Commencement picnic celebrating the contributions of all the UMW staff. This year’s Larry Atkins award winners are Susan Worrell, Erika Spivey, and Melina Downs. Be sure to congratulate them on the recognition of their special contributions.

Respectfully submitted,

Les Johnson

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Staff Advisory Council Meeting Minutes – April 2014

Staff Advisory Council – General Meeting
Thursday, April 17, 2014
Stafford Campus, North Building, Room 127
1:00pm – 3pm

Open Floor

Report:  Housekeeping / Parking Issues

Please read the Housekeepers FFG. After discussion, it was found that more specific information was needed before a recommendation could be made. The Fact Finding Group should go back and ask more specific information, for example: how many tickets have the staff received, how many emergency situations happen a month, did they request the designated parking spot, what is the protocol with Parking Management, etc.

The SAC shouldn’t step into a supervisor/employee situation.

There is concern that the Ombudsman is not being used as option.

Standardized Font: Bethany brought to the Executive Board the article regarding changing your default font to Garamond to save money. Bethany encourages all SAC members to change their default font for non-official correspondence.

April the 24th at 5pm, Sunken Well is the next mixer.

Treasurer’s Report

$303.52 remains in the S. A. C. budget.  $300 is earmarked for the Larry Atkins awards

Committee Reports

President’s Report

See below.

Activities

The Eagle Has Landed initiative has taken off. We have received $55 in donations.

A suggestion having year round spirit Fridays where employees can wear UMW gear on Fridays. Possibly a pilot program in the summer.

Larry Atkins awards are coming in; today is the deadline.

May 12th the SAC will have a table at the Employee Appreciation Luncheon

Communications

There is a possibility of the Communications committee taking over finding guest speakers for the SAC meetings. The committee thought it was a good idea, so from now on the Communications committee will be responsible for finding guest speakers.

Elections

The individual who was approached to fill the vacant classified spot declined. The next person in line has been approached.

VP Follow-Up Items

A little movement has been made regarding the employee move work flow (similar to a Facilities work order). Sabrina has brought it back to Rick Pearce’s attention, and she should be able to provide an update at the next full council meeting.

New Business

None to note.

S. A. C. President’s report
April 2014

Meeting with President Hurley

Vice President Laura Allison and I met with President Hurley in a continuation of the informal meetings begun by S.A.C. President Charles Tate. Laura and I spent a bit more than an hour with President Hurley, chatting about topics including his commitment to the improvement of the UMW image, fund raising efforts, and institution of formal alumni associations.

We talked about the revitalization of the Stafford campus, particularly as it relates to the Nursing Completion program and the National Security degree program, both of which will begin with the Fall semester. Stafford campus is an excellent location for both programs given the classroom availability and the superior parking.

Internal Customer Service, and improving the notification system for internal relocation, continue to be areas of interest for President Hurley. He wants to know when there are breakdowns in the process, and how they are addressed. In that regard, the social aspects of the S.A.C. were applauded. The kick-off of the S.A.C. mixer at Home Team Grill was a delight to both President and Mrs. Hurley, and they look forward to our next mixer at the Sunken Well  (corner of Sunken Road and Hanover Streets).

President Hurley is concerned that his connection to the day-to-day activities of the University is being eroded by the travel schedule that his office demands. He is the ambassador, the public face, of UMW. As such it is his job to promote UMW among his peer institutions, to the General Assembly, and among the alumni however distantly scattered. He views these informal meetings as a way to stay connected in a meaningful, less filtered, way.

UBAC

The University Budget Advisory Council has completed the task of information gathering about increases to the annual budget. They have prioritized the budget requests and are in the process of readying a presentation to the University Faculty Council.

Hyatt ribbon cutting

As President of the Staff Advisory Council I received an invitation to the ribbon cutting for the Hyatt Place Fredericksburg-Mary Washington. That event was last Friday evening beginning at 6:30 pm. Following presentations from officers of the University of Mary Washington Foundation, the City of Fredericksburg, and Hyatt Hotels and Resorts, the assembled guests were treated to self-guided tours of the first- and second-floor amenities. The exercise spaces, restaurant, meeting rooms, courtyard and guest accommodations were all impressive.

Respectfully submitted,
Les Johnson

CONCLUSION FROM FACT FINDING GROUP REGARDING
HOUSEKEEPING PARKING/CAMPUS MOBILITY CONCERNS.
APRIL 2014

The subject of this report: The three daytime crews that attend to the cleaning of dorms have an issue with traveling from the housekeeping trailer (adjacent to the heating plant) to their different buildings on campus throughout their work day.

After conducting several interviews and gathering information from parties concerned, the Fact Finding Group (FFG) has reached a conclusion regarding the situation with the housekeeping staff (daytime shift).

A number of solutions were brought up to the FFG.

  1.  Increase the number of parking spaces available for housekeeping.
  2.  Reorganize the buildings allotted to the crews so they are closer together.
  3.  Provide golf carts as a means of transportation for the crews.
  4.  Provide vans to the housekeeping staff for their use.

Although solution #1 was the original quick-fix to this problem, it is now accepted that this is not practical.  Parking is already at a premium and there would have to be enough spaces provided for all the crew members.

Even though solution #2 would help with some distance factors, it is not the final answer. As an aside, housekeeping supervision is in the process of organizing the crews into a more efficient distribution of assigned buildings.

The FFG has concluded that either #3 or #4 would be the best possible solutions.

Golf carts have the mobility to transport the crews to and from their destinations and parking would not be limited to vehicle parking spaces only.  Cost would not be as high as a vehicle.  Recharging stations could be installed adjacent to the housekeepers’ trailer.

Vans, as stated in solution #4 is another viable answer to the problem. A van for each of the three crews would: (1) Accommodate the crew personnel and necessary supplies to travel from office and building to building.  (2) They would be able to park in available spaces. (3) The vans would allow for more efficient use of the working day by limiting walking the campus and not expending the staff’s energy where when they reach their buildings where they sometimes climb up to 5 stories to clean.

Although purchasing three vans for housekeeping may be cost prohibitive, one ten person van with a driver could possibly be rotated to suit the needs of the three crews.

As presented, the solution to the parking/mobility problem for the housekeeping staff is not one that will be most eagerly accepted, but is necessary to bring the University up to standard with the other departments and divisions on campus and eliminate the nomadic walks of staff from building to building and to respect these hard working housekeepers., The Staff Advisory Council should recommend that UMW provide transportation in the form of either golf carts or vans for the housekeeping staff.

Respectfully submitted by:

Vicki Sullivan
Barry Buchannan
Paul Kay

 

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