Wednesday, June 19, :30pm, Chapel Garden Room. Owen called meeting to order at 3:30pm.

Transcription

1 Wednesday, June 19, :30pm, Chapel Garden Room Owen called meeting to order at 3:30pm. Present: Owen McFadden, Claire Bray, Ed Davis, Carol Anne Winchester, Jonathan Brown, Karen Ellis, Patti Travis (HR Rep), Chrissy McCrary, Bri Pochard, Cindy Davis, Missy Hammer, Amy Blackwell, Susan Cooper, Nancy Cooper, Robyn Andrews, John Roberts (ex-officio member), Pam Barkett (HR Rep), Bartley Sides, Alan Pinson Absent: Cindy Bayles, Teddy Nix, Soren Kin, Rita Gary, Mike Gifford, Yvonne Williams Approval of Minutes Treasurer s Report Owen: Audit, think we should do this annually. Nancy: Recommends doing it in pencil. Amy: Money is in its own department number, Pam would ultimately approve expenditures. Karen: do you need budget head to sign off of things, will that be Pam? Amy: Yes. Bartley (treasurer) would do check request. Owen: (To Amy) would you like to lead audit? Amy: Sure Owen: Think it s good to do. Old Business Cookbook Bartley: Kudos to Rita and Cindy for getting recipes in. We are up to 115 recipes. Committee will meet to move forward, but thinks we are good with number we are at to move forward. Cindy D: Tom Farmer wanted to submit recipe. Is this just for staff? Bartley: absolutely not. Anyone who is connected to Furman may submit a recipe. I even had a student who submitted a recipe. Alan P: I have 7 recipes to submit. Bartley: June 30 th is cut off. If you have people would have been telling you they are going to submit, let them know the cut off. Owen: how many pages? Bartley: Most books do one recipe per page. Owen: is it possible to get some graphics? Carol Ann: Not sure. Bartley: we can submit a Furman graphic to put on front/back. They have general graphics like pots/mits, etc that they can put in. Owen: is this ok to do? Breaking university policy Carol Ann: Ok to do. Issue is to get them all in digital format an getting them typed in. As far as using graphics, recommend using the Furman logo and the printer can provide recommended clip art for the book. I think there are a lot of issues to work out. If you need clip art, we have that in marketing. Owen: we appreciate all the work your committee has done. Bartley: Special thanks to Missy who made nice flyers to put around campus.

2 Staff Benefits Bartley: I am the Staff AC representative. My first meeting was recently. If you have questions, let me know and I can ask questions in meeting or ask them through Patti. Owen: This is a University committee. There are faculty members, administrators. This is where our benefits come from. People that have questions about tuition exchange, etc. This is an actual university committee that is set. With the help of Pam, we are getting more staff members on university committees and this is one of the main things Bri has worked on, to get representation on these committees that affect staff. Chair of Staff AC will recommend members to these committees. Amy: Todd Duke, Scott Derrick are other staff members. Bartley: I have only been to one meeting. But, based on what I saw, we talk about Dental, Medical. Any questions that you have will be helpful. It is a committee that has to work in the realms of our insurance company, but we can ask questions. Owen: HR does a good job with monthly HR Update, but this is good information to take back to your staff to let them know that we have a benefits committee, and if they have any questions, we can take those to the committee. Staff Scholarship Bartley: Funds for cook book with go towards these scholarships. Three scholarships each fall for staff member or dependent for incoming freshman at any university, a current student and a graduate student. We need to get application out. So, I will get with committee to work on this. Last year, we did not get scholarships out until October, which was fine. But, I would like to get them out closer to the start of the school year. Owen: Because of years prior, this is the first year we have tackled it this early. We were scrambling and staff members don t know that the scholarship exists and they miss it. We need to make sure that every staff member knows about it so they may apply. Employee Recognition Committee Claire: Committee met and came up with an idea. Two annual staff appreciation events. One in late summer before school starts, the other around or during spring break. First one we propose to be on Monday, August 12 th at Younts Center (center waiving rental fee). That is two days before international students get here and a week before school starts. I will work with catering on pricing for food and beverage. We were thinking 4pm-6pm with Trivia game to get staff to mingle. Chrissy: we wanted to do something besides just social hour. We thought if we did tables of trivia, it would be a chance for people to mingle. Would also give a break for people who wish to mingle. WE wanted to do bingo but found out it was not permitted. Owen: One other thing we talked about doing, for instance, in this two hour time frame would be to start trivia at 4:15pm. Give some type of prize for groups who win. Have a new game and have 4-5 winning tables. Missy: people invited are staff? Claire: would guess 150 people. Owen: we would have RSVP so we would have head count. Robert: would ask Scott Derrick to MC Robyn: have you thought about asking a staff band to play? Claire: what about Fred Miller s band? Clayton: Soren s band. Owen: we can ask them. Chrissy: maybe intermission or break?

3 Owen: does everyone like that idea, or should we look at some other things? Karen: think it s a good idea. tell us again about prizes. Owen: we were thinking asking 7 or so questions, team that wins would get a prize. Do eliminates by month, so if January won, they would be eliminated. Then we would have a winner game. We thinking August 12 th and then during Spring Break. New committee with help of old members will plan. Web page update Claire: For the webpage, new tabs were created for bylaws, minutes and agendas, members. Uploaded bylaws. Updated about us page to be more consistent (name, StaffAC, took off picture-dated). Updated new members, added committees. Added all approved minutes. Do not have anything for agendas? Updated accomplishments and added agenda for open forum under accomplishments. Updated FAQs, same questions were posted 2-3 times. Bri has sent me committee members, need the rest of the chairs to send that to me for updating of the website. New members, I assume you guys will be on committee, if you could the chairs and then they can me their final list. Inviting staff to meetings Owen: not sure of any time that we have had non-committee members come to our meetings, and they are open to the staff. I think we should try to get more people to go to the website to at least have our monthly meetings posted in case they want to come. It would be nice to have others here in our meetings to get other staff members involved. Staff members can be on committees even if they aren t on Staff AC. Furman Bucks Owen: Jonathan sent me an and it appears we have staff members on campus who are upset about no longer being able to use Furman bucks. This was a decision made outside of our committee. What has happened in the past for movie tickets and Shi bucks, people kept Shi bucks and movie tickets for three years, and it was not accurate for our budget. Not sure if it was not properly communicated that you could no longer use them, but starting this year, the Furman bucks had an expiration date on them. I would encourage all of you to spread the word that if you don t use your Furman bucks by June 30 th (Bookstore, Golf Course, DH, Paladen), then they expire. There have been people that told Pam that they received Shi bucks this year instead of Furman bucks, and that is absolutely false. Robyn: Maybe they got them from their supervisors? Owen: Those that stuffed the envelopes can say that we only stuffed Furman bucks into the envelopes for this year. If supervisors still have Shi bucks and they are handing them out, then they are expired. Cindy D: After Shi bucks, they gave out Furman bucks with no expiration. Are those still good? Owen: No. only the ones with expiration dates are accepted with June 30, 2013 date. Jonathan: Question that was brought to me was that their issue when we went from Shi bucks to Furman bucks, an went out to say use your Shi bucks. Then, when we went from Furman bucks with no expiration to those with expiration date, bucks with no expiration date are now no longer valid. Owen: If StaffAC is at fault, then I take responsibility. Amy: I saw from Becky Vuksta about old Furman bucks. It s been out there. Owen: We need to make sure that the right people, that everybody, is getting sent the same information. Thanks to Jonathan for bringing it up. Unfortunately, it is out of our hands. We have 11 days to spend Furman bucks.

4 New Business Comp time policy Owen: Cindy sent me about comp time policy. Patti, will you address? Patti: No, Pam got held up in meeting. Cindy D: In the past, and according to policy in HR, you can work comp time. So, if you work over 40 hours, you could take those extra hour off during your pay period. WE were told no comp time. Either turn in overtime and get paid for it, or don t turn it in and don t get paid for it. So, supervisors need to know if they can approve over time or not. Bri: Other offices are having issues with that. Before, employees were given stipends for overtime. Now, they are not and they have to claim overtime. Cindy D: Issue is that it is not updated in HR. Owen: In fairness to Pam and HR, there are many policies on their site that are outdated. That is no ones fault, but we have been so short handed in HR. They are trying to update the site. Patti: Our hope is that as new staff come on board, policies will be updated. Cindy D: Should they contact Pam with questions? Patti: Yes. Pam arrived from meeting Cindy presented question: Cindy D: How do we handle comp time? Pam: has been updated but not posted. For online time entry system, you should report all hours worked that week. For flex time, if you know you are going to work 6-8 hours. There is no comp time for exempt full time employees. For hourly people, all hours worked that week, must be recorded in that week. There is no overtime until you hit over 40 hours. Only overtime when you work 40 during the week and then additional hours over the weekend. If you work hours on the weekend, then take Monday and Tuesday off, no overtime if it equals 40 hours or less. You have to be paid for time worked during that pay period. Historically, we have allowed overtime in the bi-weekly pay period. So, if someone works overtime, they must be paid. Or, they must be cut before they hit over 40 hours if they do not have the budget to pay the overtime. Other issue is hourly people working extra jobs on campus. IF someone works two jobs on campus, our policy says you can t do that. We can t pay stipend for that. We have to track all hours based on retirement and health care reform. If you are working somewhere else on campus that puts you over 40 hours, you have to be paid for those extra hours. Jonathan: if someone works on a Saturday? Pam: they should plan for it in advance. It has to be in the same pay period to get paid overtime for it. Jonathan: so if you work a Saturday during one week? Pam: then you get paid during that pay period. If it doesn t go over 40 hours, not overtime. Owen: if it s the second Saturday in the pay period, then they can t have the following Monday off? Pam: it doesn t matter because its in a different pay period. You have to be paid for the48 hours in that week. Bri: is this something we could add to Staff forum for this fall? Pam: yes, we can do some policy updates. We are reviewing a lot of policies. We formed subcommittee last fall. Should be sub-committee reviewing these changes and presenting to committee.

5 Policy was: If you took a vacation day, sick day and then worked three regular days plus a Saturday, you got time and a half. Maybe we do a separate meeting because of health care reform. Cindy D: outside of forum, how are the policies communicated to staff. Pam: there has never been anything communicated that I am aware of. John: can we put in HR Update? Pam: yes, we can put them in there. In the past, if your position wasn t approved for comp time and it wasn t coded, then you couldn t be paid for overtime. Only certain positions were coded correctly, and those were in facilities. We have made lots of changes for tracking to monitor that. We have been trying to find out why a plumber had that code, but not a department assistant? We have been trying to figure that out. Owen: can t speak for chairs before me if they worked with VP of HR before, but in this past year, whether we have had questions from staff, Pam has been very good about answering them. I feel confident that this will continue to happen and when we have these issues on policies, we can ask them. Alan P: best thing to do is ask? Every time I go in, you guys are very helpful. Pam: policies are updated by Don Pierce. So, once we get them approved, we go to him to get them updated. HR has new staff starting in July, so my goal is to really get out there and get some of these things addressed. We are looking at supervising training, etc to make sure a lot of people understand. Next year s days and times for meetings (Bri) Bri: Wanted to get everyone s feel for time of day. Will keep on Wednesdays at the Garden Room in the Chapel for parking for those that come from around campus. First meeting will be July 10 th. This is a week earlier in normal, but there are some visitors on campus during normal week. For times, do you prefer morning or afternoon? Thought morning was good so people could get into office, get started and then get back to office. Amy: Mornings are good. Bri: Mornings will stay. Next meeting July 10 th at 9:30am. Executive Committee Elections Owen: We have five members of Executive Committee. Any returning member is allowed to serve. Ed, Karen and Owen are not eligible. Chair Elect must be someone with two years left on term. All others are one year terms. Start with Chair Elect to Secretary, Treasurer, Parliamentarian. You may nominate yourself. Healthy to have a vote. Does anyone have any questions on Chair Elect and what they do? Chair elect will serve at right hand of Bri next year, and then take over as chair June Pam: HR doesn t vote, new members starting in July can t vote, ex-officio members can t vote. Chair Elect: Bri: would like to nominate Amy Blackwell. Nancy seconds. Amy accepts nominations. Ed motions to close. Bri seconds. All ays, no nays. Amy is new Chair Elect.

6 Secretary: Bartley: nominates secretary Chrissy Chrissy declined. Chrissy nominates Claire. Claire accepts. Alan P motions. Karen seconds. Claire is Secretary. Treasurer: Bartley: Treasurer responsible for budget and administering budget. Also in charge of scholarships, anything that has to do with budget. Chrissy: can Bartley do it again? Nancy nominates Bartley. Jonathan seconds. Alan P motions. Bartley accepts nomination. Parliamentarian Owen: started with Jen Arends. Elected Rita last two months to take that office. They are chair of election committee and are in charge of maintaining control during monthly Staff AC meetings. Provides the Chair the opportunity to stay on task. Claire nominates Rita. No other nominations. Rita is Parliamentarian. Comments from Chair Owen: Would like to thank everyone for their support this year. This has been a tremendous experience for me. But, I could not have done it without the committee. I really appreciate all of those that have served on committee. To the new members, Bri will need your support. She has been tremendous for me to call and get things going. Not only will Amy help Bri, but everyone needs to pitch it. It is a lot more demanding than I originally thought. During the 3-4 years I have been on committee, we have membership terms organized. We have a lot of new members that I would not have known had it not been for this committee. Thank you. I will be an ex-officio member next year. Passing of Gavel Owen: I will now turn the meeting over to our new chair, Brianne Pochard. Committee Assignments Bri: because of time, I do not want to dive into that today. I want to be sure that we have all members present. I want everyone to have time to look over committees to decide which committees they should be on and look at the time commitments. Let s leave assignments to July 10 th meeting.

7 New Chair comments Bri: I appreciate what Owen has done this year. From the time I came on two years, Owen has turned the committee around and we are going in the right direction to what we this committee is about. I look forward to working with you guys and this next year. Please do not hesitate to contact me via or phone. I can open to you guys, located in the Admin Building on second floor. Pam: Would really like to applaud Owen and committee. The big thing they got done were bylaws and budget. Second, if you could give me members who are leaving and those members who are coming on, I will put it in HR Update so staff knows who is on committee. Adjourned at 4:45pm