FINAL
Minutes of the General Meeting
Thursday, October 16, 2014
MD Anderson Library, Room 306
Members Present/Absent: See the October 2014 Attendance Report
Guest List is in the Staff Council Office
Call to Order: Staff Council President Martha Hayes called the meeting to order at 1:33 p.m.
Minutes: The minutes of the September 11, 2014, General Meeting were approved without correction
Guest Presentation on Powerhouse Ad Campaign: Richie Hunter, Vice President of University Marketing,
Communication and Media Relations; Brandy Holmes, Director of Marketing; Vuong Pham, Assistant Director of
Marketing and Communication; Keidra Gaston, Assistant Director of Marketing and Communication; Nerissa
Lawford, Communications Manager
• Campaign focused on UH “big rocks”: energy, arts, health, athletics, student success; UH is innovative and
powerful in these areas
• Stories, images, and video focused on big rocks with taglines “This is the house innovation built” and
“Welcome to the powerhouse”
• Created completely in-house by UMCMR Division
• Six-month campaign with expectation of more than 65 million impressions (local, state/region, national,
and global)
• Venues
o Intercontinental Airport Terminal E (international travel): signs with ads all over terminal, cannot
escape them; to be in place November 2014 - April 2015
o Hobby Airport: ad signs along walkway to all gates, will be seen by all passengers coming into
Hobby
o Skyscraper elevator screens in Downtown and Galleria districts; new venue for UH ads
o Billboards: have pulled back on billboard ad costs to refocus, determine best locations; possibly
put in other markets, such as Austin during Legislative session
o Web microsite: uh.edu/powerhouse; ongoing site; details of stories mentioned in ads; takes
advantage of social media
Staff Council Officer Reports
President: Martha Hayes
• See the submitted President’s Report
• FY15 One-time bonus: addressed in Faculty Senate Executive Committee meeting
o Expected to be distributed 11/17/2014; up to $1400 for those with annual salary of $50,000 and
below
o Other criteria have not been shared by UH Leadership; expected criteria: 6 months employment,
no promotion since 9/1/2013, no UH debt or outstanding parking violations
• Provost Task Force on Future Faculty/Staff Pay Raises: Martha and Elsie on Task Force
o Currently very faculty-driven; Martha and Elsie will need direction from Staff Council on what to
present, ensure that staff voice is heard
o Have had one meeting; currently gathering data from peer universities
• Admin Leave Form: Kim Barras presented question on current status of form
o Approved by Council in July 2014
o Martha will follow up
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SGA resolution on mandate for first-year students to live on campus: approved nearly unanimously by
SGA
o Per resolution, $1 million housing scholarship to be in effect before on-campus housing is
mandatory
o Many possible exceptions for students to live off-campus even with mandate
o Faculty Senate voted in favor of supporting resolution
o Discussion of resolution by Council members
§ Dina: Will increase in students living on campus include increased staff support (Library,
Campus Recreation, Police, etc.)?
§ Anne: How full are residence halls currently? Would we have enough beds to meet the
first-year mandate?
§ Rebecca: Carnegie Residential Campus stipulation is for 25% of undergrads housed on
campus; currently 19% live on campus
Introduction of Cassandra Millhouse, new Staff Council Program Manager
Immediate Past President: Pam Muscarello
no report
President-Elect: Elsie Myers
no report
Secretary: Troy Christensen
• September 2014 minutes submitted and approved
• If Council members have any problems accessing meeting materials on SharePoint, email Troy or Andy
Treasurer: Kimberly Williams
Met with Nisho Khan of President’s Division Business Office to review financial reports
Parliamentarian: Wendy Gary
September 2014 Attendance Report submitted
Historian: [vacant]
Martha reported that Robin Taylor has resigned from UH; a new Historian is needed; additionally, Allyson Plosko
and Stella Vasquez have resigned from Staff Council
Staff Council Standing Committee Reports
Appointments: Karl Hearne and Chris Foster
• See the submitted Appointments Committee Report
• Reminder for Council members to submit reports for university-wide committees
• Andrea asked whether serving on 2 university-wide committees fulfills the committee requirement in the
Staff Council bylaws; Wendy mentioned that the bylaws specify 2 committees of any type, but the
preference is that at least 1 be a standing Staff Council committee
Communications: Bill Ashley and Andy Moon
• Andy reported that the website has been updated to have the same look and feel as the main UH website;
many revisions have been made to update pages
• Two listservs in use: one for all Staff Council members and one for Executive Board members
• Staff Council SharePoint site currently has a variety of reports and features; more can be added as needed
• October 2014 newsletter distributed by email; Coudos to Jessica!
Cougar First Impressions (CFI): Tommie Trevino and Andy Moon
• See the submitted CFI Committee Report
Events: Keri Myrick
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See the submitted Events Committee Report
Sock & Blanket Drive
o Boxes to be distributed by 10/31/2014
o Student group will help with sorting items at end of Sock & Blanket Drive—Bonners Leaders
program, Honors College, student service organization
o Working on marketing through flyer, website
Martha mentioned that dedicated support is needed for the Events Committee and other committees
Rebecca mentioned that the 2015 Spring Egg Hunt will be the 25th year for the event
Membership and Elections: Sawsan Shatleh
Need to fill membership vacancies; will contact candidates who stood for election but did not win
Staff Affairs: Matthew Castillo and Alison Wells
Co-Chairs not at meeting; Rebecca and Andy reported that the committee met, discussed upcoming staff survey,
professional development, and 11/11/2014 Conversations event; decided 4-5 topics for upcoming staff pulse polls;
Keri mentioned that Staff Affairs Committee will meet again to determine Conversations topics
Staff Council Ad Hoc Committees
Professional Development
• Rebecca reported that the ad hoc committee has a new name, was previously Scholarships
• ad hoc committee goals
o New Scholarships: Roll out 3 new scholarships / professional development programs approved by
Staff Council in FY2014
o Service to University MAPP: add to Professional Development MAPP as requested by UH
Leadership
o Staff Excellence Awards: increase financial award amounts, group excellence awards, coordinate
with Human Resources
o Professional Development Guide: to help UH staff with career aspirations
Research Advisory
• See the submitted Research Advisory ad hoc committee report
• Jennifer reported that she brought committee recommendations on PI Portal forward to Division of
Research
• DOR proposes user-friendly portal like online banking for faculty and staff to review university accounts
Program Manager Mentoring
no report
Unfinished Business
• Game Day Parking Feedback: Andrea reported receiving email from staff members with complaints about
offices randomly closing early; not all offices were allowed to close; closing was inconsistent based on the
supervisor
• President’s What’s Next Tour: Martha reported she is working with President Khator’s office for Staff
Council to be a stop on the tour; not sure if it will be a scheduled or special call meeting; will need to
determine date and location
• Committee Goals: Martha requested by October 22 for formulating FY2015 Strategic Plan
New Business/Open Discussion
• Program Manager Introduction
o Martha reported that Cassandra will be in B. Renae’s old office in Cullen Performance Hall
o Came to UH from 16 years at HCC with extensive experience in PeopleSoft, HRMS, and other
systems used at UH
o Cassandra mentioned that she is familiar with UH systems, and now has to learn UH culture
o Bachelor’s degree in Management from UHD and MBA from TWU
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o Martha requested that committee co-chairs involve Cassandra in all new projects
Coffee with a Cop: Dina reported on program; outreach to campus community; idea sprang from national
Community Oriented Policing program; very successful—donuts run out quickly; solving one problem at a
time over coffee
Why I Serve: Martha requested statements on “why I serve” for displays around campus; Council members
should have eyes and ears open on campus to advise, advocate, and be the voice of the staff
Benefits Fair, 10/22/2014: Keri thanked Council members who signed up to volunteer at the Staff Council
table
Announcements: none
Adjournment: motion to adjourn was made; meeting was adjourned at 3:02 p.m.
Minutes submitted by Staff Council Secretary Troy Christensen
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General Meeting Agenda Thursday, October 16, 2014 M. D. Anderson Library Rm 306 1:30 p.m. – 3:30 p.m. I.
II.
Call to Order Approval of the September 2014 General Meeting Minutes Introduction of Guests -­‐ Richie Hunter, vice president for university marketing, communication and media relations -­‐ Brandy Holmes, director of university marketing III.
IV.
V.
VI.
VII.
VIII.
Officer and Committee Reports •
President •
Immediate Past President •
President-­‐Elect •
Secretary •
Treasurer •
Parliamentarian •
Historian •
Staff Council Standing Committees o Appointments o Communications o Cougar First Impressions o Events o Membership and Elections o Staff Affairs •
Staff Council Ad Hoc Committees o Professional Development o Research Advisory o Program Manager Mentoring Unfinished Business •
Game Day Parking Feedback •
President’s What’s Next Tour •
Committee Goals – Due October 22 New Business/Open Discussion •
Program Manager Introduction Announcements Adjournment Note: Please sign in. The next scheduled general meeting is November 6, 2014. 2014-­‐2015 Staff Council
General Meeting Attendance Roster
Council Member
Ashley, Bill
Baccam, MyTrang
Barras, Kim
Castillo, Matthew
Chee, Jacqueline
Christensen, Troy
Diaz, Gabriela
Edwards, Jeremy
Ephriam, Princess
Foster, Chris
Gary, Wendy
Giannukos, Nalan
Hayes, Martha
Hearne, Karl
Johnson, Andrea
Martinez, Dia
Moon, Andy
Moses, Pamela
Muscarello, Pam
Myers, Elsie
Myrick, Keri
Ness, Anne
Oilvarez, Dan
Olmedo, Cynthia
Padovan, Dina
Parks, Jay
Parrish, Reuben
Pearce, Sheree
Plosko, Allyson
Potocki, Jennifer
Samuels, Juanita
Shatleh, Sawsan
Szwarc, Rebecca
Taylor, Robin
Tisby, Carla
Turner, Terence
Vasquez, Stella
Wells, Alison
Williams, Kimberly
Zorola, Jessica
9/11
P
X
P
P
P
P
X
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
X
P
P
X
P
X
P
P
P
X
X
X
X
P
P
P
X
P
10/16*
P
P
P
X
X
P
P
P
P
P
P
P
P
P
P
P
P
X
X
P
P
P
P
P
P
RES
P
P
RES
P
P
P
P
RES
X
P
RES
X
P
P
11/6
12/4
1/8
Legend: (P) Present; (X) Absent; (*) Not on Council at time; (RES) Resigned; (REI) Reinstated
This Attendance Roster reflects the signatures on the Sign-­‐In Sheet available at every General Meeting. Always sign in.
Review this Attendance Roster. Corrections: Wendy E. Gary, 2014-­‐2015 Staff Council Parliamentarian, wemyers@central.uh.edu
For more information about meeting attendance requirements, reference Staff Council Bylaw 2.6 (www.uh.edu/sc/about/bylaws).
* Date changed from original scheduled date
2/5
3/5
4/2
5/7
6/4
7/2
8/6
President’s Report: Executive Board Meeting Martha Hayes Thursday, September 25, 2014 •
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Program Manager Search: Interviews are in progress, and a decision should be made by the end of this week or next. HR Updates with Joan Nelson -­‐ Devi Bala has been name Executive Director, Business Services. She replaced Pat Sayles who retired. -­‐ Employee termination checklist will go online. -­‐ TRAM: Roundtable discussions will be conducted to re-­‐assess/fine tune the process; and the rounding of hourly employee time is still being discussed across the UH system. -­‐ Details concerning one-­‐time bonuses for employees receiving less than $50,000 annually are being worked out. -­‐ Because the university has existing options available concerning various leave requests, administration has chosen not to sign the Texas Employee Wellness document. Staff Council President’s Report
Martha Hayes
Oct. 16, 2014
Program Manager Update/introduction – Cassandra Millhouse
Faculty Senate meeting
-­‐ GTF training is being developed.
-­‐ Budget and Facilities committee is observing maintenance outsourcing of new buildings.
-­‐ Climate Survey to be released in a couple of weeks (President Khator remains popular).
-­‐ Sugar Land campus – Concern about over-use of adjuncts and need for more student services.
Faculty Senate Executive Board Meeting with Administration
-­‐ Sugar Land Transition – Work groups are preparing an overview of the transition including the
nursing program (to UH administration), and proposal to make UH-Victoria a destination
university. Open forums will be held in Sugar Land and Victoria.
-­‐ Travel Policy inconsistencies across campus will be studied by Provost Short and Dr. Carlucci
-­‐ Arts College has a budget and an advisory committee (all art-related entities) that is creating a
timeline (fall 2016) and proposal.
Pay raise task force for faculty and staff (FY16)
-­‐ Provost Short is presiding.
-­‐ Elsie Myers and I are the staff representatives.
-­‐ Result of first meeting: Data concerning other equivalent higher education institutions are
being collected.
HR updates with Joan Nelson
-­‐ One-time Bonuses - Details being finalized with a target date of Nov. 17 for distribution to
full-time benefits eligible employees.
-­‐ TRAM – Rounding is in discussion and fact-finding stage.
-­‐ Staff Awards guideline discussions with HR will begin immediately with Joan Nelson and
Sandy Coltharp.
Foundations of Excellence (FoE)
-­‐ The FoE steering committee is a UH initiative charged with developing/implementing a plan to
effectively assimilate first-year students for success and retention.
-­‐ A designated team within the steering committee met throughout the summer to integrate the
recommendations for a final report. Themes to be strategized beginning in Nov. are: Culture,
Integration (of cross-campus experiences), Communication, Learning and Advising.
Budget items reviewed with Kimberly Williams and Nisho Khan (DBA, president’s office).
Staff Council Appointments Committee Report
No meeting since 09/12/14 council meeting – Update Only
Since the Appointments were approved at the last Staff Council meeting, we have informed the relevant
campus constituents about who their new members are and what is expected of their attendance.
We have posted a PDF version in the Staff Council sharepoint documents folder so that any member can
download and print the list of appointments.
Thank you to the Communications Committee for their hard work this year: the university committee
appointments are now viewable on our website as a separate page and both our members and our
committee contacts can refer to the list at any time.
Future goals:
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Creating a “best practices” guide for our SC members who need a little guidance on how to be
‘good members’ of the university committees
Work with Communications to create an online submission form so that members of university
committees can submit their updates online without creating a Word document report. They
would be able to enter the basic information into pre-set fields and click submit and the report
would generate through email.
Thank you to everyone for their support in this process. We know that university committees can
sometimes seem flashier than our standing committees, so we are always encouraging our members to
be involved in those committees as well.
Submitted:
Chris Foster & Karl Hearne
DisCommittee Reports
COMMITTEE REPORT
Name of Committee: __FY14 Cougar First Impressions
Date, location and time of meeting: ____September 12, 2014 - 112 Fleming
Conference Room
List of Attendees: Elsie Myers, Amy Ma, Bill Ashley, Zach Thierry, Jacqueline
Chee, Troy Christensen, Andy Moon, Martha Hayes
Action Items Completed:
1. Debriefing Details for the Fall CFI (8-25-14 & 8/26/14)
Discuss Outcomes and Future Improvements
Budget:
• Pledges: Continue to pursue pledges for FY15 Fall CFI o $11,150+ in cash and in-­‐kind donations • Business Plan: Be sure the listed amounts on the plan are inline with foreseeable
actual expenditures to avoid from going over estimated proposed budget. We have
new tablecloths and banners so this expense will not be needed in the future.
•
Resolution: The CFI Committee would request that Staff Council submit a
resolution to the University regarding CFI Events. Will seek UH Faculty Senate
and UH SGA for support. Rebecca has agreed to assist by coming up with a
draft.
•
Off Campus Vendors:
o Golf carts: Richmond Equipment, Credit was provided for faulty cart, was
noted that a zip tie was found on the accelerator cable. Get carts with
larger cargo area.
o Tents: Turn Key Rental & Design, Inc: Ask vendors to provide clean tents
for next year. See if UH can provide the large tent for the ice cream tent
o Radios: Houston Communications: Ask vendor to provide radios that can
be used across campus, to amplify signal for clear radio reception. Ask
for a stronger vendor.
•
Table clothes and banners:
o Table clothes: Dinosaur Plastics; New table clothes so it will not need to
list on next years budget plan; one was ripped after use so it will be
replaced by the vendor.
o Banners: New banners so it will not need to list on next year budget plan.
Revised 09/19/2012
•
Home Base List and Food:
o Food ordered for home base volunteers, make sure food selection is
agreeable to all volunteers.
o Discussed that radio communication during volunteer hours should be
courteous but channels will not be switched. Will ask that volunteers who
request a specific shift will be available to work the full shift.
o Home Base Duties:
§ Communication for home base, back up needed. Home Base radio
monitor(s) need to be accessible to drivers & vice versa.
§ Drivers for 4 routes and back up drivers.
§ Monitors volunteer list, finds replacements or home base radio
back up
§ Floaters needed to fill shift shortages at any CFI table (4 needed)
§ Monitors volunteer list, finds replacements or home base radio
back up
§ ERP Table 20
•
T-Shirt Bids:
o Ask table host to be sure to that shirts are all received and sizes are
accurate.
o Left over shirts, get a count from Gloria. Email sent on 9/12/14.
Facilities work request:
o Work Order needed for CFI event (set up tables/chairs/trash cans)
o Work Order needed for CFI Luncheon (tables/chairs/trash cans) for 9/5/14
o Work Order needed for CFI supplies to be moved from OB Hall ballroom
storage
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Maps:
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After Spring CFI, determine if more maps are needed for Fall.
•
Metro:
o Reach out to Metro for schedules to have at the tables for binders
•
Supplies/Maintenance: Report from Rebecca
o Supplies: Make sure inventory is completed well before the event.
o Binders: Binders need to be prepared well in advance before the event,
remind Rebecca that help is available. Andy and others could assist.
§ Table question tallies and volunteer sign-in sheets were very spotty
this year since binders were not prepared before the event.
•
Table Locations: Locations confirmed, another will need to be done the Friday
before the event with the off campus vendors.
o Table 12: discuss if this table should be removed permanently or moving
it by the UC building.
o Table 3: to be moved to other side of the Library.
o Table 13 at Moores: to be moved in shade.
Revised 09/19/2012
o Table 20, Students were pushed to ERP because Spur 5 was blocked off
due to full parking garages. Students were upset and table 20 did not have
info on this process of redirecting students to ERP. In the future, request
that an officer be present at ERP if traffic will be directed to ERP again in
the future. The table requests shuttle route packets to distribute, they go
fast. Buses were full so students were asked to take the next bus, ask
Administration that additional buses should be used for the first two days
of semester to avoid this problem in the future. Bill will discuss with
TPAC. Possibly to close table 20 at 3 pm since traffic is slowed.
o Water Monsters: To be located next to all CFI tables. Ask that the
company provide additional help to keep all Monsters iced and cold. Also
request that the water be dumped at the end of each day so that fresh
water/ice is used in the Water Monsters.
o Ice: Ask that a sufficient amount ice is available for the event. 13,200 lbs
of ice used.
o Pouches: Ask Admin to order more pouches and be sure that they are
BPA-free or lined pouches. The current pouches used left the water with a
plastic taste.
o Locations: To be updated to reflect table moves/updates.
•
Hosted Tables:
o Reach out to hosts again for tables for FY15 CFI
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Volunteers/Staffing:
o Training: Great turn out of volunteers for training.
o Volunteers: 450+ volunteers; 1150+ hours of volunteer effort at the CFI
tables.
o There was discussion related to volunteer hour documentation/form for the
future committee to consider. This could be used for staff performance
reviews and/manager requesting verification of hours away from desk.
This will only be available as needed/requested.
2014 Impact
o 20,000+ student questions answered
o 15,000+ water pouches distributed
o 7,500+ frozen treats served
o 25,000+ donated items distributed
o 67,500+ ways we touched the lives of our student, faculty, staff, & visitors
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•
Home Base: To be determined, Andy would like to request the Cullen
Performance Hall.
•
Marketing/Publicity:
o CFI Website: Continue to update with current CFI info. Include photos.
o Flash drives: Continue to work with Mark Putman for drives for FY15
Fall CFI
o Flash Drive Content:
Revised 09/19/2012
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§
§
Department/College Content: reach out for content
Upload: UH IT handles
Staff Council Information: Update as needed
• Staff Council Welcome
• CFI History
• Student Success
§ All info received from departments will be added to the CFI
website regardless if we upload to flash drives or not.
o Printed ad:
§ Ad to be in the Daily Cougar.
o Digital ads:
§ Martha prepares slides for campus locations.
o Social Media:
§ Page created and there were likes but no comments:
facebook.com/UHCFI
•
Ice Cream Donation:
o Everyone loved the ice cream
•
Theme: To be determined
•
Luncheon:
o Date/Location: Requested that future luncheon begin on time in an effort
to keep the food line moving and those that need to return back to their
office within the hour.
o Decorations: Be sure that budget allows for this expense.
o Vendors: Be sure that the budget allows for this expense and that quotes
are received from several vendors, that the contract is prepared in a timely
manner well before the day of the luncheon.
o Invited speaker/s: Invited President Khator but she is not available invite
another Admin guest to speak. Be sure they are presented clearly and
boldly so the audience is aware to provide full attention to speaker.
o Program/Invite: Be sure that budget allows for this expense
o Door Prizes: Reach out to Felix Robinson regarding the 5 gift cards for
$20, also seek other door prizes for the event.
o Center Pieces: Be sure that the budget allows for this expense.
Meeting Date: To be determined by FY15 Chairs for CFI, Andy Moon and Tommie
Trevino
Action Recommended: Plan and prepare for future meetings, tasks, and event.
Announcements/Other Notes:
Continue to work on Spring CFI this year in order to be better prepared for Spring CFI in
2015.
Revised 09/19/2012
Note Taker: Elsie Myers
Committee Co-chairs: Elsie Myers & Tommie Trevino
Revised 09/19/2012
DisCommittee Reports
COMMITTEE REPORT
Committee chairs should submit monthly reports to the Staff Council Program Manager
no later than one week prior to the general/executive board meeting. The reports should
include a summary of the monthly committee meeting (including attendance). A financial
report should be included when necessary. For instance, the Events Committee would
submit documentation for the Annual Spring Egg Hunt. This information will be used to
help with monthly reports and to finalize the end of the year report.
Name of Committee:
Cougar First Impressions
Date, location of meeting: 10.10.14 in 112 Fleming Conference Room
List of Attendees: Andy Moon, Sheree Pearce, Elsie Myers, Tommie Trevino
Action Items Completed:
1. Discussed Spring CFI 2015
2. Discussed creating a letter or form for volunteers
3. CFI Goals and Initiatives
Spring CFI
Scheduled for January 20th and 21st
5 tables and tents
Spring CFI Locations: Clustered in the middle of campus. Could we spread them out?
Next meeting discuss the locations
PGH Breezeway (Table 1)
UC South (facing Hilton) (Table 7) (tent needed)
Eric’s Restaurant Corner (Table 8) (tent needed)
Cemo Hall & Engineering (Table 10) (tent needed)
Between Technology Annex & Social Work (table 11) (tent needed)
Fleming @ Entrance 14 Drive (Table 15) (tent needed)
Home Base (IT PGH)
Budget:
None
Tents, Radios, Golf Carts:
1 golf cart is needed, 5 tents are needed. Fall tents were $120 each
Beverages:
We would like to continue coffee and tea. In Kind donations like a voucher for one of the
dining halls. Need a location for these items?
Supplies:
We have all the supplies needed right now. Binders need to be ready way ahead of the
first day of school/CFI. Elsie will reach out to Rebecca for links and other information.
Volunteers:
We would like to send call outs on:
End of October
Middle of November
First week of January
Flash Drive Initiative:
We still have some left over. 80 HP and 200 from Schlumberger. The committee
discussed whether we should give them out at SPRING CFI or hold for FALL CFI.
Maps:
Andy says we have plenty.
Ads and Digital Ads:
The committee will ask Martha Hayes to add to the TV monitors as in the past. We will
not have any regular ads for SPRING CFI.
Social Media:
Tommie will work with Martha Hayes to update the webpage for SPRING CFI.
Work Requests:
We will need work requests for the set-up of Tables, chairs, trash cans and recycle bins.
Reminder to cut the grass in the areas and to shut off sprinklers.
Action Recommended: To work on action items and keep in contact with the planning
committee.
Announcements/Other Notes:
Next Meeting Date: November 11, 2014 @ 10:30 in 112 Fleming.
Andy reached out to Maria Honey for template of a volunteer form? Set-up a meeting
with Emily Messa.
Note Taker: Tommie C. Trevino
Committee Co-chair: Andy Moon
Committee Co-chair: Tommie Trevino
Staff Council Events Committee Report September 23, 2014 2:00 pm, Honors College Dean’s Conference Room Members Present: Allyson Plosko, Keri Myrick, Terrence Turner, Mytrang Baccam Initial meeting of the SC Events Committee (hereby referred to as “Events”) opened with introductions and brief descriptions of prior events experience. Keri made attendees aware of events already booked (as listed below). Keri also noted the overall goal of increasing Staff Council presence by advertising our events more and devoting more coverage to them on the Staff Council website. Sock and Blanket Drive: October 31 – November 21 Allyson listed our current needs: storage for donated items during Sock and Blanket drive, pinpointing location of bin storage, transportation of goods to storage space—golf cart would be ideal. Terrence offered his unit’s golf cart and/or van for this purpose, but will need a week’s notice to line up the dates and times. Committee agreed to have a planned pickup on November 14th, with others arranged as needed. Donation sites are listed on the website, which was previously reviewed by Keri and Allyson through Andy Moon. Events will ask that someone at each site call as bins fill and we will send a student volunteer to gather collected goods, a practice employed by the Events Co-­‐Chairs last year. Keri is working with the Bonner Leaders Program to assemble student volunteers for this purpose. Terrence will request the golf cart for five days, in total: October 30-­‐31 for bin distribution; November 14 for fell-­‐swoop pickup; and November 20-­‐21 for final collection. Allyson and Keri will go to ERP on Tuesday, September 30 to locate bins. Mytrang will reach out to CFI regarding storage space. Keri noted that the Honors College does not have any available space for storage. Allyson will check with Engineering, but cannot think of any place offhand. Allyson has also reached out to Star of Hope to determine whether or not we need to drop off goods there or if a pickup on their part is possible. She has had no luck in contacting Harris County, or even figuring out to whom she needs to speak. The Committee is in agreement that attempting to sort as we collect items may lessen the task on November 21st; we aim to have all items cleared out prior to Thanksgiving break, with the goal of Saturday, November 22nd being ideal. Lastly, Events will ask SC for large garbage bags for bundling goods. Conversations with Staff Council: November 11, 2014 at 10:00am in Rockwell Pavilion After conferring with the Co-­‐Chairs of the Staff Affairs Committee, Events has secured the Rockwell Pavilion on November 11th from 9am – 1pm, which includes time for setup (assuming large round tables, possibly 10 of 8 each?) and break down of the event. Allyson asked if Events or Staff Affairs Committee would be responsible for handling refreshments, decorations, etc.; Keri said that she thought the event to be Staff Affairs, but has offered the assistance of Events, if needed. Allyson asked if the SC has decorations on hand—i.e. tablecloths, balloon weights, pens—or will we need to purchase these in advance. Keri recalled that tablecloths might have been part of the purchases made prior to the CFI Volunteer Luncheon. Keri then asked if we 9.24.14 kdm have any idea of a budget, not just for this event, but also for all those forthcoming. The question of with whom we will need to work on contracts and payments came up, but was tabled pending the EBoard meeting on Thursday, September 25th. Spring Egg Hunt: March 28, 2015 at 9:00am in Butler Plaza OR TDECU Stadium (location in proposal phase only; need to discuss at EBoard meeting) Frontier Fiesta is March 26-­‐28, 2015; concurrent to that, Spring Egg Hunt will be Saturday, March 28th from 9-­‐11:00am. Events previously discussed securing Butler Plaza, home of last year’s egg hunt. However, with this coming event being the 25th anniversary, the issue of scale came up. Terrence proposed we try to host the event at TDECU Stadium. He argued that the magnitude of the stadium would add grandeur to the event and make for a more interesting march through campus for those being led to Frontier Fiesta by Mr. & Mrs. Bunny. Allyson will verify that FF will be in same location this year, as this data is not currently on their website. Keri will move on requesting TDECU pending EBoard decision. Events briefly discussed the following dates as pending approval: Holiday Pot Luck Luncheon: propose Thursday, December 18, 2014 in Honors Commons (availability confirmed 10am – 2pm; no room fee). Per Terrance’s suggestion, we will utilize the website perfectpotluck.com to organize what everyone is bringing. Our goal is to have the site set up by October 15, prior to the commencement of the Sock and Blanket Drive with a deadline for submission of December 10. Staff Focus: propose Friday, April 10, 2015 at 10:00am in Rockwell Pavilion (availability confirmed 9am – 1pm; no room fee). The question of who was responsible for booking Chancellor Khator and Provost Short was raised. Events decided to await confirmation from the EBoard as to whether it was Staff Affairs, Events, or the onboarding Program Manager who would assume this task, with the understanding that Keri would gladly do so if necessary. CFI Luncheon: propose Friday, September 4, 2015 at 11:00am in Rockwell Pavilion (availability confirmed 9am – 2pm; no room fee; need to confer with CFI Committee). Point of concern here is the proximity to Labor Day weekend. Events will communicate with CFI to ascertain their thoughts on the date. Other news: New meeting schedule set in place for Events will be second Tuesday of the month. Meeting location will remain the Dean’s Conference Room in the Honors College (202B MDA). Keri will adjust the meeting request sent to the SC list-­‐serve and reach out to Troy for SC Calendar update. The new schedule prevents any conflict with Communications Committee meetings, which both Allyson and Keri attend. Meeting Adjourned at 3:00pm. 9.24.14 kdm Staff Council Events Committee Report (Update to 9.23.14) October 14, 2014 2:00 pm, Honors College Dean’s Conference Room Members Present: Keri Myrick, Rebecca Szwarc, Martha Hayes, Elsie Myers Open Issues: Allyson Plosko, previous co-­‐chair, is no longer with the university; Martha is looking for a new co-­‐chair. Benefits Fair: Wednesday, October 22 A volunteer sign up form was circulated via the SC listserve. Volunteers have been notified of their assignment. Martha will provide candy and flyers for the table. Sock and Blanket Drive: October 31 – November 21 Storage for donated items during Sock and Blanket drive will be in Andy’s space at ERP. He has garbage bags on-­‐hand for use after sorting process. We do have some boxes left over from last year, but many have been damaged. Elsie and Rebecca suggested reaching out to BFI, U-­‐Haul, or physical plant for box donations. Elsie will contact donation sites on campus to verify participation in this year’s drive. The Bonner Leaders are confirmed for assistance on November 21 with collection and sorting. Martha will provide flyers for boxes (two each of general information; two each of items list). Holiday Pot Luck Luncheon: Thursday, December 18, 2014 in Honors Commons Due to the space shortages, the potluck luncheon will be late this year. We will use PerfectPotluck.com (I have created the event already and will send the sign up sheet out to the Council via the listserve). Spring Egg Hunt: Saturday, March 28, 2015 at 9:00am in Butler Plaza OR TDECU Stadium (location TBD) Martha will connect with SGA to see about recruiting them for support on this event. Keri will email Sandy in Human Resources to see about a lunch donation; Cassandra and Keri will work on requests to the dean of students and University Services regarding space. Keri has been in communication with Darius Dunn at UH Sports and Entertainment, who is on board for the use of TDECU Stadium; however, we are awaiting approval from Robert Guillen, associate director of booking, before we can proceed. Research Ad Hoc Meeting 9/25/14 Attendees: Elsie Myers, Jennifer Potocki, Troy Christensen, Sawsan Shatleh PI Portal Report Updated as of 8/20/14, the figures/info pull from People Soft. • Travel Requests are not listed because it has not posted, only pending via the department. • Tcard/Pcard transactions are not listed because they don’t post until the GCMS system or AP posts the vouchers in PS. o A disclaimer should be listed onto this report so that PI’s are aware that some transactions are not listed or encumbered. • Payroll Report on the PI Portal is an improvement vs the current PS reports. The query used pulls the info, the report provides Names, Salary/Fringe, Pay Period and Grand Total are listed in detail. o Payroll Report, should list the pay-­‐date period and FTE o The current view of this has the pay period that can be confusing so we are requesting an update to reflect Pay Range. o RAF numbers should be listed onto this report, if possible. o Check numbers should be listed. o Fringe details are being requested, needed to verify if what posted is correct, (insurance, WCI/UCI, ERS, taxes, etc.) • Drill Down/Documentation: Request if the report can have a drill down for each transaction, that the document can be open • Open Commitments need a detail report. • The goal is to have a clean/detailed report that can be available for the PI via Access or PASS. That this report will be used as a standard for cost center verification for PI’s and Departments. The programming group meet bi-­‐weekly and Jennifer will provide more info and find out when updates will be available on this report. The hope is that the report will be completed/available in 6 months to a year. A pilot group will need to be used before this is rolled out. Question: Does DOR have standing committees on campus? No, there is a Research Committee that is housed through Faculty Senate and includes Faculty Senate members and faculty on campus. Maybe a finance group can be developed to include Staff Council members.