August 1997

Staff Advisory Council Minutes
Thursday, August 14, 1997
LaFortune Student Center - Notre Dame Room
1:00 p.m. to 3:00 p.m.

Present: Rhonda Barkley, Sue Baum-Lentine, Debra Bennett, Jan Blazi, Larry Born, Rachel Boyd, Dan Brazo, Phyllis Campbell, Gina DeLaruelle, Debbie Fox, Toby Green, Rita Grontkowski, Pam Jobin, Chuck Klein, Norma Mezykowski, Don Newsom, Diane Schlatterbeck, Doris Smuda, Fred Sonneborn, Amy Tremel, and Scott Uekert.

Absent: Tammy Chapman, Victoria Cotton, Carl Hubbard, JoAnn Longenecker, Sue Penrod, Michael Purnell, Jennifer Schafer and Deanna Zukowski. (Due to the current special election taking place in District #24, no representative from that district attended this Council meeting.)

HR Liaisons: Rich Nugent, Rita Winsor, and Pam Zarazee.

Dan Brazo, Chair called the meeting to order at 1:05 p.m.

Deb Fox gave an update from the Elections Committee. Deb Fox introduced the two new Council members from District #7 and District #23. Debra Bennett, Chemistry and Biochemistry will be representing District #7. Doris Smuda, Food Services Support Facility will be replacing Pat Dillman representing District #23, who has been transferred to the Accounting Office in Food Services.

Deb Fox added that District #24 is currently having a special election due to the promotion and transfer of Tracie Santicola, Catalog Center to the College of Business Administration.

Dan Brazo extended a warm welcome to the two new Council members and thanked them for taking part as a Council member.

Dan Brazo reminded the Council members that if they are unable to attend a Council meeting, it would be appreciated if each Council member would contact an Executive Officer to inform them of the absence. The Executive Council consists of Dan Brazo, Chair; Phyllis Campbell, Vice-Chair; and Jennifer Schafer, Secretary.

I. Approval of minutes from the July 10, 1997 meeting
Larry Born made a motion to accept the July 10, 1997 meeting minutes. Amy Tremel seconded the motion. A vote was taken and all present Council members voted in favor of passing this motion.

II. Special Presentation
Dan Brazo shared with the Council that he had been approached by a group interested in exploring ways to express appreciation to the University for the things the University does for staff. Dan introduced Joellen Conrardy and Freida Donnan, who are both members and part of this "vagabond" group called the Appreciation Committee.

Other members of this Appreciation Committee include Mike Langthorne, OIT; Jan Blazi, Athetics; Bob Ringle, Facilities Engineering; Hue Hoang,Housekeeping; Jennifer Smith, Human Resources; Michelle Stebbins, Hammes Bookstore, Don Padgett, OIT; and Rebecca Reeves, OIT.

This committee assembled to brainstorm possibilities to thank the University for the many positive things it does for its employees. The committee came up with the idea of donating a flower garden to the University. The location the committee is requesting is the flower garden in front of the Sacred Heart Statute. The idea includes placing a plaque in the garden to show it was donated by the staff of the University in appreciation for all the University does for staff. If this suggestion is approved by Father Beauchamp, Executive Vice President, the committee will ask the employees to donate $1.00 to $5.00 for annual flowers, $6 - $19 for perennial flowers, or $20 or more for an evergreen. This would be a one time volunteer contribution. The donation would be tax deductible and this account would be monitored by the Universities General Accounting Department. If the idea is approved a small article would be placed in the StaffNews with more detailed information. It has been estimated that it will cost approximately $3,100.00 for installation and $125 a year to maintain the garden.

This committee asked the Council to go back to their districts and generate some feedback. Jan Blazi, asked the Council to send feedback to her at email -Blazi.2 or telephone 1-6910.

Dan thanked Freda and Joellen for presenting to the Council.

The Council had a brief discussion on the presentation and the majority of Council members were very optimistic about the idea.

III. Shift Differential
The Council began a discussion on this topic with Dan reading aloud the information of Shift Differential in the Employee Staff Guidebook on page 45, which reads:"The decision for departments to pay shift differential is based on the nature of the work and the industry standard for that particular department. Shift differential is a cents-per-hour amount added to the base pay rate for work performed on certain evening shifts by service/maintenance employees. In those departments where shift differential is paid, employees scheduled to work at least six consecutive hours starting no earlier than 2:00 p.m. and no later than 2:00 a.m. are entitled to receive shift differential. Shift differential is paid only for hours worked and is not included in the calculation of paid time off (i.e, sick, vacation, holiday pay.)

Rich Nugent explained that service/maintenance employees are generally defined as those staff who are up for January increases and are hourly scheduled during the hours stated above in the policy. Examples include staff from, Food Service, Facility Operations, Landscape Services, Power Plant, and Athletic Grounds.

The issues concerning shift differential for the Council include the following:
* Shift differential is not paid when an employee takes sick-time, vacation, or funeral leave. It is only for actual hours worked. Some Council members felt that the sick and vacation time are earned and should be paid to the employee regularly scheduled on shift differential schedules.
* Some Council members are concerned that shift differential is a decision made by departments not truly by the industry standards.
* Some Council members feel the wording in the Employee Staff Guidebook should be changed to be clearer.
* Some Council members felt the hours of 2 p.m. and 2 a.m. should be reviewed.

Rich Nugent and Rita Winsor stated that they will investigate the issues. Rich will then bring information back to the Council when it is available.

IV. Retirement Benefits
Rita Winsor, passed out some retirement information to the Council to review for the next regularly scheduled Council meeting. Due to the absence of an employee in Human Resources, Rita had to conduct a 2:30 p.m. Rector orientation on campus. Rita apologized to the Council but asked if she could do her presentation at the next regularly scheduled meeting. The Council all agreed.

V. Finalize New Topics List
Dan Brazo asked the Council for any other topics. The additional topics include: Family and Medical Leave Policy, Funeral Policy, Promotion/Transfer Process, and Life Insurance for family members.

Rita Grontkowski shared with the Council that information with regard to the Women's Committee will be in the September edition of the StaffNews and a mailing to all non-exempt staff will be going out soon.

Dan Brazo asked the Council if anyone would like to volunteer to fill the vacant spot on the Communications Committee. Jan Blazi volunteered to serve on the Communications Committee. The Communications Committee now consists of Jennifer Schafer, Sue Penrod, and Jan Blazi.

Rich Nugent updated the Council on the proposal they submitted on the employee complaint procedure. Rich stated that he discussed the Council's proposal with the Human Resources Planning Group (HRPG.) The HRPG has created an ad-hoc committee to fully review the Council's proposal and discuss the employee complaint procedure.

VI. Set new agenda for the Thursday, September 11, 1997 meeting A tentative agenda is as follows:
I. Approval of Minutes from the August 14, 1997 meeting
II. Retirement Benefits
III. Select Women's Committee members from the Council
IV. Review New Topics List
V. Set new agenda for the Thursday, October 9, 1997 meeting

Larry Born made a motion to adjourn the meeting at 3:00 p.m. Gina DeLaruelle seconded the motion. A vote was taken and all Council members present were in favor.

The next regularly scheduled meeting is Thursday, September 11, 1997 at 1 p.m. in the Notre Dame Room of the LaFortune Student Center.

Respectfully Submitted, Communications Committee