UNC-Chapel Hill Employee Forum Agenda

9:15 a.m.

New Meeting Location:  Hitchcock Multipurpose Room, Sonja H. Stone Center 

NOTE:  This is a draft agenda and is subject to change without advance notice.

NOTE:  Delegates, Please Read Materials Before the Meeting.  We will Move Immediately Into Discussion.

I.  Open call for announcements and questions for the end of the meeting

II. Call to Order & Opening Remarks—Chair Charles Streeter (9:15 a.m. – 9:20 a.m.)

  • Welcome to Guests & Members of the Press

III. Special Presentations

  • Amy Sauls, Director of Pharmacy, Campus Health Services (9:20 a.m. – 9:35 a.m.)
  • Daniela Serna, UNC Campus Recreation (9:35 a.m. – 9:50 a.m.)
  • Michele Weathers, Playmakers Repertory

IV. Approval of JulyAugust Minutes (Sharepoint Link, Delegate-Only Access) (9:50 a.m. – 9:55 a.m.)

V.  Human Resources Update—Vice Chancellor for Workforce Strategy, Equity, and Engagement Felicia Washington (9:55 a.m. – 10:10 a.m.)

VI. Old Business (10:10 a.m. – 10:35 a.m.)

  • Proposed Bylaws Changes (revised, second reading)
  • Staff Assembly Delegate Election

VII. New Business (10:35 a.m. – 10:55 a.m.)

  • Chancellor’s Task Force for a Better Workplace Discussion

VIII. Forum Committees (10:55 a.m. – 11:20 a.m.)

  • Carolina Blood Drive: Jim Fuller
  • Carolina Community Garden Advisory: Arlene Medder
  • Communications and Public Relations: Katie Turner
  • Education and Career Development: Samara Reynolds
    • Recognition & Awards
  • Membership & Assignments:  Kathy Ramsey
  • Personnel Issues:  Chrissie Greenberg
    • Compensation & Benefits:  John Williams
    • Legislative Action:  Christopher Powe
    • Staff Relations, Policies & Practices:  Barbara Williams
  • UNC System Staff Assembly: Shane Hale/James Holman/Charles Streeter
  • Executive Committee: Charles Streeter

IX. Announcements/Questions (11:20 a.m. – 11:30 a.m.)

X.  Adjournment

MINUTES

September 2, 2015 Employee Forum minutes

Attending (those who signed in):  Kim Andrews, Bonita Brown, Ronald Campbell, Clare Counihan, Lois Douglass-Alston, Phillip Edwards, David Fraley, Jim Fuller, Emily Gomez, Christine Greenberg, Lori Haight, Shane Hale, Victoria Hammett, Shayna Hill, James Holman, Kathy James, Karen Jenkins, Susan Lucas, Matt McKirahan, Arlene Medder, Whitney Mohr, Kirk Montgomery, Michael Penny, Christopher Powe, Krista Prince, Kelli Raker, Kathy Ramsey, Nakenge Robertson, Charles Streeter, Nihlei Tial, Katie Turner

Excused Absences:  Ronda Manuel, Jackie Overton, Ben Triplett

Chair Charles Streeter called the meeting to order at 9:17 a.m.  He thanked the Forum for its increased energy that morning.  He welcomed guests, including the Forum’s new work-study student, Anthony Mckoy.  He was also pleased to welcome back delegate Whitney Mohr from a long hiatus.  He welcomed a host of dignitaries and journalists to the meeting.

The Chair welcomed Amy Sauls, the Director of Pharmacy for Campus Health Services.  Sauls noted that Campus Health Services plans to open a new pharmacy on the third floor of Student Stores.  She said that the permitting process will lead to the pharmacy opening in late October.  She said that the pharmacy will offer a variety of expertise including experts in ambulatory care, diabetes, travel health, and new medications.  The pharmacy will offer low prices such as 100 acetaminophen for $2.08.  The pharmacy will accept the University’s OneCard.  James Holman asked if the pharmacy will offer flu shots.  Sauls said that the University is under a separate contract to offer flu shots to its employees, but the pharmacy will offer them to students.  Whitney Mohr asked how the pharmacy will insure the privacy of OneCard transactions for prescriptions.  Sauls said that she would look into this question given the dictates of HIPAA for maintaining confidentiality.  Katie Turner asked if the pharmacy has looked into delivery or courier service for prescriptions.  Sauls said that this service had not worked well for pharmacies at other colleges.  She said that it is a possibility that this could be offered in the future.  Kim Andrews suggested that Campus Health Services advertise at the Employee Appreciation Day and in the InTouch newsletter.  Kirk Montgomery asked about on-line refills.  Sauls said that these will be available at readyrefill.unc.edu, although the site is not active yet.

The Chair welcomed Daniela Serna and Lauren Mangili from UNC Campus Recreation.  Serna noted that information about Campus Recreation is available through the heels4health listserv as well as through other means.  Employees can sign up for annual enrollment in Campus Recreation for $150/year, down to $90 from January to July 31 and $40 from May 15 to July 31.  Spouses and domestic partners of employees have the same fee schedule, while children of employees start at $30/year.  Guest passes are available for $5/visit.  Serna noted the range of facilities throughout campus, including the Ramshead Gym on South Campus, the Student Recreation Center on South Road, Woollen Gymnasium, and Fetzer hall, among others.  Matt McKirahan asked if the Fetzer rock wall had been discontinued.  Mangili said that it had been shut down but will reopen once the University receives clearance from OSHA.  McKirahan noted the question of extra fees for equipment licensing.  Serna said that Campus Recreation has offered to provide on-site campus workshops to help employees with stress management and wellness, among other services.  Serna noted that there are lunch-time fitness classes offered.  Kirk Montgomery asked if Campus Recreation offers a nutritionist.  Serna said that the State Health Plan offers nutritional counseling as well as health coach services.  Mangili said that Campus Recreation has worked with Facilities Services employees on worksite wellness programs such as fitness breaks before shifts.  She asked listeners to consider participating.  She also noted that the Outdoor Recreation Center on Country Club Road offers departmental team-building services.  In addition, employees can use the Kerr Lake facilities for camping and outdoor activities.  Campus Recreation also offers events and programs such as the Jingle Bell Jog and Spring Fling.  She encouraged departments to sign up for the former through December 4th.  The organization has partnered with the Office of State Human Resources and Carolina Athletics to offer other programs for employees and their children.

The Chair called for a motion to approve the July minutes.  Kirk Montgomery made this motion, seconded by Lois Douglass-Alston.  The motion was approved with one abstention.  The Chair called for a motion to approve the minutes of the August meeting, subject to amendments provided the Forum Assistant.  Krista Prince made this motion, seconded by Kirk Montgomery.  The motion was approved.

The Chair welcomed Vice Chancellor for Workplace Strategy, Equity and Engagement Felicia Washington to present the Forum’s customary Human Resources update.  Washington noted that it had been a good start to the academic year and that it was good to have the students back.  She recalled seeing the Chair at Bryan Stephenson’s standing room only lecture in Memorial Hall.  She would like to see more employees engaged in this way.  She also hoped that the Legislature would submit a budget soon.

Washington invited Senior Director Kathy Bryant to discuss the BEST supervisory development program, which launched last month.  Bryant noted that the program held its first class in the School of Government last week.  She said that the program will contain computer based training and in-person training on diversity, ethics, listening skills, and other areas.  Bryant noted that these classes are presently for front-line supervisors only.  She noted that the program is working with 1500-1700 supervisors presently.

Senior Director Ashley Nicklis provided the Forum with a benefits update.  She noted that there is a blackout in effect for State Health Plan enrollment until September 15th.  She said that there would be no access to changes or elections.  Emergency situations, such as individuals needing prescriptions or doctors’ office visits who are without cards, will be addressed through calling the plan at 855-859-0966.  Nicklis said that the plan will give extra time for those caught in the 30 day window for enrollment.  She said that Plan officials will need to hand-key in all enrollments since June 1st, leading to a great possibility for errors.  She encouraged employees to double-check their enrollment information.  She also noted that the annual enrollment period for employees is pushed back to October 15th.

Nicklis noted that there will almost certainly be a 2.83% increase in dependent rate coverage, depending on General Assembly support for the State Health Plan.  Also, officials have been able to avert the imposition of conditions on the 70/30 plan.  Employees desiring the 80/20 plan must conduct a health assessment, make a smoking attestation, and identify a primary care physician to obtain full wellness credits.  Nicklis urged employees to pay attention to rules surrounding enrollment and to print off their confirmation of enrollment.  She said that errors will be easier to fix now than in January.

Katie Turner asked about a video regarding home-based care.  Nicklis said that video will be on site in the next year, as the State moves to a home-based health model.  The Plan is laying groundwork for this change.  Nicklis had not yet seen the video.  Christine Greenberg asked that Nicklis communicate to decision-makers that this is not the best time for a rate increase in the middle of such administrative difficulty.  Nicklis said that University officials have made General Administration and the Board of the State Health Plan aware of the flaws of this approach.  Kelli Raker asked if there would be a change in the cost of dental plans.  Nicklis said that NCFlex has extended their contracts at current rates for another year.  There will not be substantial structure plan changes in NCFlex this year.  The chair asked how long it will take for employees to sign up in annual enrollment.  Nicklis was not certain, given the shift away from the new vendor.

The Chair moved to old business, namely the proposed changes to the Forum Bylaws.  Matt McKirahan raised a question about whether three consecutive or five non-consecutive absences will result in automatic dismissal of delegates.  Katie Turner noted that the definition of an absence would be broadened under the revisions to include vacation, sick, and FMLA absences communicated to the Forum Office.  McKirahan wanted to spell this out specifically.  He suggested, “the delegate is no longer a member of the Employee Forum and they have vacated their seat.”  Shayna Hill thought this change added clarity.  Lori Haight asked if this action is one the Chair “may” take.  Krista Lewis said that sometimes the Forum does not have anyone waiting in the wings to take a seat.  She asked if the seat is automatically vacated or can the delegate be dismissed and then welcomed back to the fold.

The Chair clarified that a delegate reappointed under this bylaw would hold only a one-year or less position, as compared to the two-year position of an elected delegate.  McKirahan said that the Chair should have the ability to reappoint delegates but there should be a clear-cut method that is not subject to political aspects.

Kathy Ramsey moved that the sentence should read, “the Chair will appoint someone.”  Kelli Raker asked if it would be difficult if there was no one to appoint for a particular seat.  Phillip Edwards interpreted the Chair’s obligation as not being violated if the word “may” is still included.  It was suggested to keep “may” to make certain that the Chair is not in trouble if that person does not make an appointment.  Ramsey was satisfied with this revision.  Arlene Medder moved that the Bylaws revisions be accepted on second reading with Ramsey’s revision, seconded by Kathy James.  The Forum voted in favor with none opposing or abstaining.

The Chair noted that the Forum needs to elect 3-year and alternate UNC System Staff Assembly delegate positions.  Kim Andrews indicated her interest in the 3-year position, and Victoria Hammett indicated an interest in the alternate position.  There were no further nominations.  Thirty-two delegates voted in favor of electing Andrews to the 3-year position, and 32 delegates also voted in favor of electing Hammett to the alternate position.  The Chair noted that duties for these members will begin very soon, with an afternoon new delegate orientation on Monday, October 12th.

The Chair said that the University needs a revival of the Chancellor’s Task Force for a Better Workplace, which was initiated by Chancellor James Moeser in 2004.  He said that morale across campus was poor in light of the recent $750 bonus provided State employees.  He said that there had been some improvements, such as the move to a one-year from a two-year probationary period for new employees.  He thought that the University would do well to follow up on the proposals of the 2004 Task Force report.  He urged all delegates to get behind this effort.  He had also written Human Resources and the Office of Institutional Research and Assessment seeking longitudinal data about employees at UNC-Chapel Hill.

The Chair thought that this is a good time to resume these discussions as the Wainstein discussion had largely finished and the Chancellor has begun the strategic planning cycle for the University.  The Forum also will mark the 25th anniversary of its founding in 2017.  Krista Prince asked if the goal would be to reexamine the report.  The Chair said that the University is not in the same situation as it was ten years go.  Chrissie Greenberg said that it would be interesting to see how priorities have shifted in the interval.  She worried that the Forum might be stretched thin with responsibilities, particularly the Personnel Issues committee which will likely handle the majority of the work in this area.  She noted that generally employees are being asked to do more with less.  She said that the University needs to shift its approach to its employees, or it will face the prospect of more good employees leaving its workforce.

Matt McKirahan asked if the Chair desired a vote of support for reviving the Task Force.  The Chair said that he wanted feedback on the question.  Clare Counihan thought that a systematic review of staff experiences on campus is a good idea.  She thought obtaining more comprehensive data on staff salaries, for example, would be useful.  The Chair said that some elements of the report are beyond the University’s control.

The Chair asked for an informal vote of the Forum regarding revival of the Chancellor’s Task Force for a Better Workplace.  Every delegate present raised their hands in favor of the proposal.  Shayna Hill asked if this effort would be tied to the climate survey.  The Chair said that Vice Provost Clayton planned to discuss this survey at a future Forum meeting.  He had thought that more than a majority of UNC employees hold higher education degrees.  He said that the Forum needs to know the demographics of staff employees to discuss issues accurately.  The Chair said that he would distribute documents related to the Task Force report to delegates.

Jim Fuller reported that the next Carolina Blood Drive will take place in the Great Hall on October 13th.  The Winter Drive will take place on December 8th in Fetzer Gymnasium.  He pledged to forward this information to Katie Turner for inclusion in the upcoming InTouch newsletter.

Arlene Medder reported that the Carolina Campus Community Garden had found a new location at the Newman Center to distribute vegetables.  She said that the Garden hopes to build its solar greenhouse by Thanksgiving.

Katie Turner of the Communications and Public Relations committee said that group will work on publishing the InTouch newsletter.  The committee will oversee the scavenger hunt on October 16th.

Samara Reynolds said that the Education and Career Development committee will partner with Human Resources Training & Development to hold the March 27, 2016 mini-conference on careers in higher education.  She said that the committee will defer taking applications regarding the professional development grants until after the Susan B. Royster professional grants awards are made by the UNC System Staff Assembly.  The Chair planned to discuss this subject at a future meeting.

The Chair asked that committee reports be submitted to Matt Banks for placement on the Outlook calendar.

Kathy Ramsey said that the Membership & Assignments committee will look for venues for the next social affair.

Chrissie Greenberg reported that the Personnel Issues committee had enjoyed a good turnout and discussion at its last meeting.  She hoped that the committee could have the 9.9% salary raise limitation resolution ready for the October Forum meeting.  James Holman said that the Human Resources Diversity and Benefits committee of the UNC System Staff Assembly is looking to study the issue of long-term temporary employees on UNC campuses.  The Chair proposed discussing this question in an upcoming Forum Vice Chancellor representatives’ meeting.

Chrissie Greenberg noted with sadness the departures of Barbara Williams and Shamecia Powers from the University and the Forum.  She wished them both well in their new positions.

The Chair noted that the UNC System Staff Assembly will meet October 12th and 13th.

The Chair noted that the Forum still needs pictures and biographical notes from some delegates.  He said that the divisional letters using this information will allow employees to recognize their representatives more effectively.

The Chair noted that the University Day planning committee will change the customary processional to group faculty and staff by school under banners.  He noted that the Administration want a more engaged turnout for the University Day festivities from students, faculty, staff, and community members.  He urged staff to attend the event.

The Chair looked forward to welcoming Chancellor Carol Folt to the Forum’s next meeting on Wednesday, October 7.  Clare Counihan announced two events from the Carolina Women’s Center.  She noted that Title IX in-person training will take place in September.  Additionally, the Women’s Center will partner with Financial Aid to offer seminars on helping children apply for college and understanding the financial aid process on September 9 and 16 and October 20 and 27.

Matt McKirahan asked about a Forum response on the question of the $750 bonus granted State employees this year.  The Chair said that due to lack of time, he would ask that this issue go on the next Executive Committee agenda.  He said that the committee will work on a resolution or letter to the Chancellor on this topic.

Kirk Montgomery asked if the location of the Chancellor’s Cup golf tournament had been announced.  The Chair said that it had not been announced.  He was very interested in whether Chapel Hill would host this year.

In the absence of further discussion, the meeting adjourned by acclamation at 11:28 a.m.

Respectfully submitted,

Matt Banks, Recording Secretary

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