Staff Senate
Full Senate Meeting
November 11, 2009
Senate Chambers
The meeting was called to order at 1:15 p.m. by President Clements. A quorum was present.
Roll Call
Guests: Doug Vinzant, Vice-President of Administration, Joe Montelongo, Human Resources
Interim Director, Milton Ontiveroz, Coordinator, University Public Relations, Dr. Jim King,
Department Head, Political Science
Senators Present: Ginny Becker, Kara Bobbitt, Brandi Brewer, Christi Byers, Avery
Cowardin, Cyndi Cowardin, Al Emmons, Janean Forsyth, Cheri Frank, James
Fuerholzer, Tonya Gerharter, Winter Hansen, Stacy Lane, Jamie LeJambre, Lori Lewis,
James Logue, Rachel Martin, Kelly McMicheal, Christy Nordmann, Kathy Norris, Jauque
Schuman, Tod Scott, Linda Waggener, Maureen Walker, Kathi Zubrod
Senators Absent: Carrie Hesco, Thyra Page, Diana Waggener
Proxies: Sherry Johnson for Thyra Page, Allen Tanner for Diana Waggener
Approval of Minutes and Agenda
A motion to approve the October minutes was made and seconded by Senators McMicheal and
Martin. Motion passed. An addendum was made to the November agenda by Senator Lewis.
“COB lot” was replaced with “Union parking lot.” A motion to approve the November agenda
with addendum was made and seconded by Senators McMicheal and LeJambre. Motion
passed.
Administrative Reports
Joe Montelongo, Interim HR Director, reported that much of the activity in the Human
Resources department has centered on benefit open enrollment.
Mr. Montelongo provided an update on the absenteeism policy that will be included in the
Pandemic Plan. The policy has been reviewed and approved by the University Executive
Committee, but because it conflicts with University Regulation 5-173 it will need to be approved
by the Board of Trustees (BOT). The BOT will vote on the policy at their November meeting. Mr.
Montelongo explained that the elements of the policy that pertain to staff include the following:


The policy will be implemented only when a limited or full pandemic is declared by the
Vice President for Administration in consultation with the President of the University.
Staff and faculty will be required to use sick and vacation leave first. If no such leave is
available, they may borrow leave earned in the current month (Note: This is a
modification of the current policy which does not allow for borrowing leave that has not
been earned and is the portion that must be approved by the BOT). If these options are
exhausted, the employee may apply for leave with pay for up to 40 hours with his/her
department/unit head.
When asked how many employees have sick or vacation time available to them, Mr.
Montelongo reported that 96 to 97 percent of UW employees have a ‘bank’ of sick or vacation
leave.
Mr. Tanner inquired about the status of the Associate Vice President for Human Resources
employment search. Mr. Montelongo reported that the list of candidates has been narrowed to
four. These four will be begin visiting campus next week, with the hope that an offer of
employment will be made by the holiday break.
Milton Ontiveroz, Coordinator, University Public Relations, spoke to the Senate about the
upcoming holiday food drives. Full-time staff members and their dependent families are eligible
for nomination to receive donations. Food collections have begun, and Mr. Ontiveroz has
received several nominations. Non-perishable food items for the Thanksgiving holiday will be
collected through November 20, 2009. Senator Scott will assist with collections of food
donations from the various campus locations. The Christmas drive will include donations of nonperishable food items and gifts (for families with children).
Senator Lane reported that donation boxes are available for Senators to take back to their
respective division/department. Box locations will be publicized on the Staff Senate Web site
and in UW PR news releases.
Vice President of Administration Doug Vinzant confirmed that on-campus interviews for the AVP
of HR will begin next week. Staff Senate will receive an agenda for each candidate visit; an hour
of time has been allocated to Staff Senate Executive Committee to meet each candidate. VP
Vinzant expressed that each of the finalists is a very good candidate.
VP Vinzant also reported that HR has been working with UW Legal Counsel to make revisions
and updates to the Employee Handbook. A copy of the proposed changes has been provided to
select members of the Staff Senate Executive and Compensation Committees. VP Vinzant
indicated that Staff Senate will have ample opportunity to review the changes and provide
feedback; no changes have been finalized.
The BOT will meet Thursday and Friday, November 19 and 20, 2009. A four-year framework for
tuition increases will be proposed. The proposal has been vetted with ASUW and Faculty
Senate, with no dramatic pushback. A similar process will be followed for the fee increase
proposal, which will be presented at the January BOT meeting. In addition to the tuition
increase, a presentation on the Long Range Development Plan will also be given at the
November meeting, with a vote being taken in January.
Senator LeJambre inquired if the Employee Handbook is on the November Trustee agenda; it is
not. Mr. Allen asked if the tuition increase proposal is tied to the CREG report. VP Vinzant
indicated that it is not tied to the most recent CREG report, but it reinforces the findings of the
May report. Mr. Allen asked if the university is considering decreases or cutbacks for the next
biennium. These are not expected. Senator Schuman inquired whether the recent report that
state agencies and schools will not receive salary increases will apply to UW employees. VP
Vinzant stated that it is likely that it will, but he has not specifically discussed the issue with
State representatives.
Dr. Jim King, Head of the Political Science Department and specialist in State and U.S.
government, gave a presentation to the Senate on the budgetary process from the perspective
of the State, on the university political structure and how Staff Senate can be a contributor to the
political processes on campus, and improving campus perceptions of Staff Senate. The
conversation emphasized the need for Staff Senate to participate in collaborative and
cooperative efforts focused on the well-being of the campus community as a whole. Staff
Senate is an advisory body; as such, we have the opportunity to present ideas and perspectives
to administrators. Dr. King noted that changes in several administrative positions are an
opportunity for establishing rapport and laying the foundation for future cooperative
relationships. Dr. King offered his assistance with any other questions that Senators may have.
Old Business
The next brown bag lunch will be Monday, November 16, 2009. Suggested topics have been
posted to the Staff Senate WyoWeb group for comment. President Clements indicated that
President Buchanan appreciates having the topics ahead of time. Senator Frank noted that
President Buchanan’s recent memo clarifying the tuition waiver is the result of a conversation at
last month’s brown bag meeting.
Senator Lane indicated that donations for the Holiday Market will be taken past November 20,
but that she would appreciate donations in a timely manner so that she knows what inventory
will be available.
New Business
An addendum was made to the agenda to change the seat number listed for vote from 3 to 4. A
motion was made and seconded by Senators McMicheal and Logue to approve the appointment
of Carolyn Herman to Seat #4, College of Agriculture. Motion passed.
Senator LeJambre reported that the Compensation Committee has been reviewing the changes
made to the Employee Handbook, and will meet with HR representatives to discuss the
changes tomorrow (Thursday, November 12, 2009).
The most recent CREG report is available on the Staff Senate Web site. Its revenue projections
indicate that the best we can hope for is that there is no change in current revenues.
A motion to amend the agenda, bringing the Parking Issue to discussion prior to the Policies
and Procedures draft was made and seconded by Senators Martin and Logue. Motion passed.
President Clements indicated that an e-mail from Paul Kunkel, Manager, Parking & Transit
Services, has indicated that the Union parking lot will revert to ‘A’ permit parking once the
College of Business construction is complete. Senator LeJambre suggested that the topic be
addressed at Monday’s brown bag meeting. She would like to know what the cost of installing
and removing the parking meters is; she would also like confirmation that the lot will revert to ‘A’
permit parking.
An updated version of the first four sections of the Policies and Procedures draft document was
distributed to Senators. Due to the fact that the version being discussed differs from that which
was disseminated via e-mail prior to the meeting, Senator LeJambre suggested that Senators
reserve the right to continue debate on the document at the December meeting. Senator Martin
indicated that a vote would be considered in January at the earliest. Senator McMicheal noted
that the document is being discussed in two parts (the first four sections in November and the
last three in December), but that the vote will be on the document in its entirety.
Senator LeJambre noted that the addition of an expectation for Senators to participate in a
community activity (under Section 2, paragraph 2) is a positive addition. She inquired as to
whether a requirement for membership on at least one Senate committee will be added.
Senator Martin indicated this will be included Section 5.
Senator LeJambre suggested that paragraph 3 of Section 2 be changed to indicate that reports
are ‘invited’ by the Senate. In addition, she noted that ASUW and Faculty Senate
representatives are not administrators and should not be included in paragraph 3 of Section 2.
Senator LeJambre would like the document to be more general; for example, it could indicate
that four reports are given, but each report does not need to be defined. Discussion followed.
Senator Martin reminded the Senate that amendments can be made to the document at a later
date and Senator McMicheal noted that the document does not change any part of University
Regulation 1-34. Senator LeJambre indicated that it is important to pass a document that is
‘healthy,’ and that the Senate should not assume that later modifications can rectify existing
issues.
Senator LeJambre pointed out that Section 3, paragraph 6, indicates that Senators are allowed
four unexcused absences. University Regulation 1-34 indicates that Senators may have four
unexcused absences per year or fraction thereof. Senator LeJambre asked about the
discrepancy, and also inquired as to what constitutes a ‘fraction thereof.’ She suggested that the
Policies and Procedures document contain an explanation or that a change to the regulation be
proposed. Senator McMicheal commented that the policy is rarely enforced because it is difficult
to fill Senate seats.
Senator LeJambre suggested that a consistent method for considering legislation (such as
having a first reading, second reading with debate, and then a vote) should be included in the
document. Senator Martin indicated that legislation is addressed in Section 6, which will be
discussed in December. In addition, Senator Martin stated that the Policies and Procedures
manual should not contain detailed process information.
In a discussion about the composition of the Executive Committee, it was noted that an addition
of the Secretary as a member of the Executive Committee needs to be added to the draft
document.
A revision also needs to be made to Section 4, paragraph 4 of the President’s Duties. The
President will not assign committee chairs; committee chairs will be voted upon by committee
membership.
There was discussion on whether or not the inclusion of a provision for successive terms for
Executive Committee members is appropriate.
Senator McMicheal made a motion that the Policies and Procedures committee meet with
Senator LeJambre to discuss the changes that she would like to see made to the draft. The
motion was seconded by Senator Scott. In discussion, Mr. Allen commented that any changes
to the document need to be vetted to the entire Senate body, not just one Senator. Senator
LeJambre agreed. President Clements indicated that she would like to have a vote on the
document in a timely manner, and does not want further delays. Before the question was called,
Senator McMicheal amended his motion to make the meeting open to anyone who wishes to
attend. The vote was: 17 in favor; 2 opposed; 6 abstain.
A motion to move discussion to the December meeting as the only agenda item was made and
seconded by Mr. Allen and Senator McMicheal. In discussion, it was determined that the motion
included removal of the administrative reports. Motion failed.
A motion to move discussion to the December meeting and to include administrative reports
was made and seconded by Senators Lewis and McMicheal. Motion passed.
Committee Reports
Time constraints did not allow for committee reports to be given. Written reports were provided
for the following committees:
Compensation Committee
Finances Committee
Recognition Committee
The meeting was adjourned by President Clements at 3:15 p.m.
Respectfully submitted by Lori J. Lewis, Staff Senate Secretary and Lou Ann Chakmakian
Compensation Committee
October 21, 2009
Wyoming Union
Present: Christi Byers, Sara Chapa, Chris Clements, Winter Hansen, Jamie LeJambre,
Lori Lewis, Allen Tanner
Absent: Nyla Bailey (class), Brandi Brewer, Birgit Burke
Guest: Tammy Scott
* Due to extra meetings and work on the Handbook, the regular November HR meeting scheduled for
the 17th and committee meeting on the 18th is cancelled this month.
I. Staff Handbook
-
Human Resources has promised to share the final draft of the Employee Handbook within
the next week
Compensation members will meet to go over changes, questions and general topics Senate
would like to share at the November 12th HR meeting
We’ll be utilizing Executive Committee, a written report and Staff Senate Office Hours in
order to communicate to constituents and answer questions
The committee hopes to assist HR with the document, including adding hot links to the
document
II. H1N1 Information Session
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Nancy Fox in Risk Management took our idea of a campus forum to the H1N1 steering
committee and they were unable to work towards a campus forum, with the main concern
being the extra time it could take to put together
She will meet with Staff Senate over lunch prior to the November meeting to go over the
plan and answer questions
It is important to communicate that Staff concerns reach beyond leave policies
III. HR Training & Staff Development
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Members of the committee will meet with Michael Basinger from HR training on Monday,
November 9th over lunch to finalize plans for the training survey
The focus at this time will be on the new versions of leadership training with a focus on
improving supervisor trainings and the new Staff Academy program
Supporting documentation: accreditation, UP3, 2009 Convocation and last year’s white
paper suggestions
IV. Tuition Waiver
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Monthly meeting with HR in December will be with HR manager Ned Feldbush who will be
asked to assist in centralization of data and waiver use tracking
Non-traditional operating definition includes staff, but much work is focused on finding
scholarship funding – we’ll need to be aware of that progress
This issue will likely be one to include the new VP of HR if that position is filled by the start
of January as planned
VI. Various Issues
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Allen Tanner is now representing Staff Senate on the UW EAP committee and will
communicate updates through the Compensation Committee. In the coming months, they
may need assistance with helping people sign up for Wyoming Wellness
We will be asking constituents if the personal days is an issue they would like us to follow up
with now that we have some information
We’ve been asked to look into hearing care under insurance and will be looking at
comparable institutions
We’ll be continuing to ask HR if they are interested in co-sponsoring a Relay for Life team in
June of 2010
WyoWeb Group
- Will be set up with the following thread discussions
1) Resolution for Staff Handbook participation
2) Report after the HR meeting on the 12th
3) Bill for Compensation Committee Update
October Assignments
(1) Staff Handbook review and meeting prep
(2) Survey meeting with training
Finance and Fundraising - November Ideas
More donations are welcomed.
Donations are due on Nov. 20th. An item can be turned in later, make contact with Stacy. 6-3866
List of items donated will be on the web site next week.
A sign up sheet will be going around at Wed. meeting asking for volunteers to work the Holiday Market
booth.
Staff Senate Recognition Day Committee Report
Prepared for Full Senate Meeting, November 2009
The Staff Senate Recognition Day Committee met on October 23rd at 12:00pm in Ross Dining Hall.
A date for staff recognition day has been set: April 28th 2010 10am-12pm at Crane Dining Hall. The
President’s office has been contacted regarding providing release time for staff to attend the event. We
have also contacted Photo Services to put the event on their schedule. We will also make sure the staff
senate camera is present for candid photos of staff senators!!
Janean Forsyth has been charged with contacting Human Resources to obtain years of service lists.
Once we get those lists, we can allocate our budget accordingly for years of service gifts.
Chris Clements and Carrie Hesco have volunteered to manage the nominated awards that are given at
the ceremony.
Also discussed was our catering menu. Food items suggested were popcorn, cotton candy, candied
apples, chili fries, nachos, frozen bananas, whole fruit (apples, oranges, grapes, strawberries), lemonade.
Cheri Frank will discuss these options with Catering.
The presence of hand washing/hand sanitizing stations was suggested. Janean Forsyth will contact
Environmental Health and Safety to find out if something could be borrowed for the event.
We also discussed décor: balloons, inventory what we already have to see if any of it can be used.
Display posters/printouts/projections of the 5, 10, perhaps 15 years of service names. Possibly contact
the theater department for props. We still need a committee member to volunteer to be in charge of
decorations.
We are planning to evaluate the number of stations available for the event and possibly offer spots to
ASUW groups and/or Greek organizations.
Questions or concerns? Please contact co-chairs Janean Forsyth (jforsyth@uwyo.edu) or Cheri Frank
(cfrank1@uwyo.edu) Thanks.