February 2002

Staff Advisory Council 

Thursday, February 7, 2002 

Notre Dame Room, LaFortune Student Center 
1 p.m. to 3 p.m. 
Present: Kimberly Ault, Debra Bennett, Rita Grontkowski, Karen Kirkpatrick, Fred Kraus, Stephanie Maenhout, Bobbi McMahon, Dee Milzarek, Nancy Mitchell, Jane Nielson, Marv Pruett, Samantha Qualls, John Saylor, Valerie Schroeder, Fred Sonneborn, Kathy Stopczynski, Leona Strickland, Cyndi Sykes, Holly Webb, Maria Wilk and Melodie Wise. 
Absent: Norma Frost, Tricia Ford, Deb Fox, Kay Herrity and Pam Jobin 
HR Liaisons: Sarah Misener and Sue Prister. 
Guest: Bob Foldesi, Associate Vice President for Human Resources 
Melodie Wise, Chair called the meeting at 1:05 p.m. 
I. Approval of the Thursday, January 10, 2002 Council Minutes 
Leona Strickland made a motion to accept the Thursday, January 10, 2002 Council minutes. Samantha Qualls seconded this motion. A vote was taken and all present Council members were in favor of this motion. 
II. Bob Foldesi, Associate Vice President for Human Resources 
Melodie Wise introduced Bob Foldesi. Bob began the discussion stating that he would share the new initiatives in Human Resources and then answer any questions Council members might have. A handout was given to Council members regarding the reorganization of Human Resources. Bob spoke of three main areas in Human Resources: Organizational Effectiveness, Compensation & Employment, and Benefits. He went on to share the specific responsibilities in each area. 
The Organizational Effectiveness group, with Sarah Misener as the lead, would have the following responsibilities: 
Employee Recognition Systems 
Policy Development/Interpretation 
Staff Advisory Council (Liaison) 
Performance Improvement 
*Organizational Consulting 
*Mediation Services 
*Irish Health 
EAP Liaison 
*Learning Resource Center 
*New Supervisory Orientation 
*New Employee Orientation 
The Compensation & Employment group, with a lead person yet to be hired, would have the following responsibilities: 
*Spousal Assistance 
*Career Counseling 
*Résumé Preparation 
*Contract Employees 
*Employment Verifications 
Job Evaluation 
Salary Surveys 
Salary Administration 
Variable Pay 
Position Tracking 
*Senior Level Recruiting 
*Clerical Testing 
The Benefits group, with Denise Murphy as lead, would have the following responsibilities: 
Flexible Spending 
Optional Benefits 
*Tuition Plans 
Time Off 
*Retiree Relations 
*Web Support 
*Analytical Services 
*New or reassigned services 
Bob continued by sharing the Human Resources Initiatives: 
Going out to bid on: retiree health, vision care, life insurance, dependent life insurance, prescription drug carve out 
Developing on-line, self-serve applications 
Developing competence: supervisor roundtable, writing improvement, academic supervisor education, senior leadership seminar 
Dual career assistance/career planning assistance 
Variable pay 
Rewriting policies 
Emphasis on communication (staff input, focus groups, etc.) 
Organizational consulting 
Mediation services 
Recognition programming 
Bob went on to share that the biggest change will be in the Organizational Effectiveness group. He said that the emphasis of this group would be on what Human Resources can do for people. 
There will be a transition to get to this new way of thinking and Human Resources will help people on the way. 
Bob then asked if there were any questions. 
Leona Strickland asked about the generalists' roles. Bob responded by saying that they would now be called organizational consultants. Rick Murphy and Sharon Hawkins would remain in the field; however, their roles would be different. Sherry Veith would be located in Grace Hall as an organizational consultant as would Karen Kirby. As organizational consultants in their new roles there would be a shift away from providing transactional services. 
Deb Bennett asked about the promotion/transfer process and the percentage of jobs filled internally vs. filled externally. Sarah Misener shared with the council that raw data for 2001 showed that 26% of the open jobs were filled by the promotion transfer process. Sarah went on to say that further data collection and analysis is necessary in order to determine trends. It is also important to look at the posting/bidding statistics. Bob offered the opportunity to council members to gain a better understanding of this data by working with a member of the Human Resources Employment staff. Bob added that Human Resources wants a fair process, and went on to say that we do want employees to grow and develop if they choose. 
III. Committee Reports 
Stephanie Maenhout asked if we could change the order of committee reports because she would be leaving the council meeting early. 
-Shuttle Discussion 
Stephanie Maenhout shared with the council members that a meeting took place with the committee and the site planning consultants on January 22. She went on to say that although the study was not yet complete the main point was that building would take place on the campus, not outside current campus boundaries. Stephanie went on to say that there are no plans to discontinue the shuttle and there would be further discussion with Dave Harr to modify shuttle service on campus. 
-Promotion Committee 
This committee is still working on a letter to all nonexempt employees informing them of the redistricting plans. 
-Elections Committee 
Melodie Wise shared with the council that Rick Kane has resigned as a council member. 
Sarah Misener stated that in preparing the redistricting data for a label run for the election, programming has identified areas where changes are necessary. Those final revisions to the plan will be completed in time for the February 22nd balloting date. 
-Ad-Hoc Committee on Women's Issues 
Rita Grontkowski gave the Council an update on events: 
February 27, 2002 - Ava Preacher, Associate Professional Specialist/Assistant Dean, College of Arts and Letters, will present (Lecture Series). 
March 13, 2002 - the Spring Women's Fair will be held in LaFortune Center during the week of spring break. 
April 2002 (date to be determined) - Spring Planting ("Lunch & Learn") 
-Redistricting Committee 
At the last meeting the plan process was voted upon. The council will proceed with elections based on the new redistricting plan. 
-Web Page Update 
Samantha Qualls shared with the council members that there had been 54 hits to the Staff Advisory Council Web site in January and 20 hits so far in February. She asked if the council wanted her to continue to update the web site after her district has been filled. The council agreed that they would like Samantha to continue for now. 
-StaffNews Article 
Kathy Stopczynski stated that Council minutes would be in the next issue of the StaffNews. 
IV. Drug Testing Proposal 
Melodie Wise referred to the draft of the Drug Testing Proposal that was sent to the council members after the last council meeting. Melodie went on to share with the council that she was very impressed with the proposal and asked the council for any questions or comments. No questions were raised. Sarah Misener shared that the committee would meet one more time to finalize the proposal and under a cover letter from Bob Foldesi, Associate Vice President for Human Resources and Carol Kaesebier, Vice President and General Counsel, the proposal would be sent to Fr. Malloy. The proposal would, most likely, then be shared with the Officers of the University. Rita Grontkowski made a recommendation that the Staff Advisory Council go on record as supportive of the policy proposal. Although no vote was taken, the Committee lends its support to this proposal. 
V. Miscellaneous Discussion 
Leona Strickland asked about the staff retirement plan. Bob responded that, with all such plans, we review how ours stands against others, and we are appropriately positioned in the market place. A question was then asked about the Total Rewards strategy. Bob indicated that we looked at the different benefits at Notre Dame with Watson Wyatt to help us determine future benefits strategies. Regarding retiree life insurance, the University is looking at ways to control the cost of such plans. 
VI. Set the Agenda for the March 14, 2002 Council Meeting 
I. Approval of the Thursday, February 7, 2002 Council Minutes 
II. Committee Reports (including the Elections Committee) 
III. Promotion Transfer Process Discussion 
IV. Set the agenda for the April 11, 2002 Council Meeting 
Samantha Qualls made a motion to adjourn the Council meeting at 2:54 p.m. Valerie Schroeder seconded this motion. A vote was taken and all present Council members were in favor of this motion. 
Promotion Committee