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January 10, 2018

UNC-Chapel Hill Employee Forum

Hitchcock Multipurpose Room, Sonja H. Stone Center

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

I.  Call to Order—Chair Shayna Hill (9:15 a.m. – 9:25 a.m.)

  • Welcome to Guests & Members of the Press

II.  Special Presentations (9:25 a.m. – 10:15 a.m.)

  • Hendree Jones, Executive Director, UNC Horizons
  • Rudy Jones, Associate Director, Equal Opportunity and Compliance

III. Human Resources Update (10:15 a.m. – 10:35 a.m.)

  • Vice Chancellor for Workforce Strategy, Equity, and Engagement Felicia Washington
  • Associate Vice Chancellor for Human Resources Linc Butler

IV. Consent Agenda (10:35 a.m. – 10:45 a.m.)

V.  Old Business (10:45 a.m. – 11:00 a.m.)

VI.  New Business (11:00 a.m. – 11:25 a.m.)

  • CLOSED SESSION

VII. Announcements/Question (11:25 -11:30 a.m.)

VIII. Adjournment

MINUTES

January 10, 2018 Employee Forum minutes

Attending:  Bryan Andregg, Sharon Brinson, Bonita Brown, Tiffany Carver, Mary Dahlsten, Naquan Hill, Shayna Hill, James Holman, Todd Hux, Kathy James, Karen Jenkins, Mary King, Alyssa LaFaro, Arlene Medder, Alan Moran, Katie Musgrove, Natiaya Neal, Dustin Norris, Deborah Norton, Kathy Ramsey, Greg Smith, James Stamey, Latoya Taylor, Rosa Thorp, K. D. Ann Welsh, Rich Wright

Excused Absences:  Clare Counihan, Chrissie Greenberg, Lori Haight, David Rogers, Summer Saadah, Kewana Smith, Katie Turner, Chris van Vleek

Chair Shayna Hill called the meeting to order at 9:20 a.m.  She hoped that all had enjoyed a good resolution.  Secretary Tiffany Carver conducted the roll call of delegates.

The Chair welcomed Hendree Jones, Executive Director of the Horizons program, to make a special presentation.  Jones felt that the program was the best kept secret on campus.  She noted that Horizons is a substance use disorder treatment program for pregnant and/or parenting women and their children, including those whose lives have been touched by abuse and violence.  The program admits 260 women and 85 children annually in residential treatment.  Currently, the program serves 28 families for up to nine months residence, down from two years previously.  This term was shortened so that the program could serve more families at the request of the State.

Jones said that enrollees receive psychiatric services as well as individual and group counseling.  The Horizons center is a five-star licensed day care which also provides psychiatric help for children.  She said that the program costs $3.5 million to run but has achieved strong outcomes in reducing prenatal births and low birth rate incidences.  She reported that UNC Horizons saves the State $3.4 million a year by reducing incarceration of residents and other costs.  She added that 77% of residents have left Horizons successfully employed.

Jones said that the Horizons program has been emulated around the United States and throughout the world.  The UNC program is the premier model program in the world, Jones said.  She was pleased that the program has found a permanent home in Carrboro which was recently opened in a ceremony by Senator Richard Burr, Governor Roy Cooper, and Chancellor Carol Folt.  Alan Moran noted that the program serves 260 women at an average cost of $13,000 each, an incredibly inexpensive cost for the outcomes provided.  LaToya Taylor asked if Horizons continues work with its enrollees after they depart the program.  Jones said that this does occur if the enrollee stays in the vicinity.  She said that 25% of women enrollees return to Horizons, in large part due to difficulties finding safe and affordable housing.

Alan Moran asked how enrollees initially find the program.  Jones said that 80% find out about Horizons through word of mouth.  She said that over 80% of enrolled women have suffered some form of violence, with child trauma being the largest risk factor.  Sharon Brinson asked if Horizons has a long wait list for services.  Jones said that the program receives 90 calls a day, every one of them from someone in desperate need.  Richard Wright asked about program graduates training other enrollees.  Jones noted the wide range of professionals who work for Horizons.  Mary King asked about volunteer opportunities with the organization.  Alan Moran confirmed that 98% of program funding comes from the State.  Greg Smith asked about providing education help for program enrollees.

Due to a scheduling error, Rudy Jones of the Equal Opportunity and Compliance Office was unable to speak to the Forum.  The Chair introduced Vice Chancellor for Workforce Strategy, Equity and Engagement Felicia Washington to present the Forum’s customary Human Resources update.  Washington asked delegates what are they hopeful for this year.  What positive changes in the workplace would delegates like to occur?

The Chair responded in favor of better communication, namely that people feel free to speak and thus feel included and appreciated.  Alan Moran suggested improving the hiring process to involve subordinates.  LaToya Taylor noted difficulties for employees to find what to do with communications from University administration.  Natiaya Neal noted that the University’s many study committees work to plan, discuss issues, and collect data but do not take much concrete action.  Washington observed that differences between private and public institutions define the pace of change at UNC-Chapel Hill.

Bryan Andregg suggested empowering employees to give an authentic ‘no,’ to put an end to discussion on a topic altogether.  Discussions drag on.  James Holman said that many times ‘no’ is presented without an explanation.  Tiffany Carver asked about a clearer path to advancement for employees aside from leaving the University and then returning to a better-paying job.  She thought training on advancement would help.

Washington said that the Chancellor’s Strategic Development Workplace Management Initiative will work to identify certain competencies and skill levels for future focus.  She said that the University’s Learning Management System would highlight courses and skills available to deal with advancement questions.  She said that the University wants a culture open to dedicated time for professional development for its employees and supervisors.

Washington noted that the Martin Luther King, Jr. holiday will occur January 15.  Former Attorney General Loretta Lynch will serve as the keynote speaker at the University’s MLK Celebration Week at an event on January 18.  Kim Strom-Gottfried will lead a Carolina Conversation in the Student Union’s Aquarium Lounge that afternoon from 4:30-6 p.m.  Washington noted that the new issue of the Office of Human Resources’ Work Well will be published later this month.

Associate Vice Chancellor Linc Butler had no updates but introduced Jessica Pyjas, the University’s Work/Life & Wellness Coordinator.  Pyjas noted that 42 teams and 300 people had participated in the University’s Jingle Bell Jog event on December 8, 2017.  She said that UNC-Chapel Hill’s Eat Smart/Move More program now has 29,000 enrollees, double from last year.  She introduced “Check. Change. Control,” the University’s new workplace blood pressure management program. The Wellness Expo will take place March 14, 2018 in the Rams Head recreation center.

Benefits Consultant Erica Guestin reminded employees to examine their pay stubs to verify their deductions are correct.  She said that biweekly-paid employees will see these changes in their January 5th paycheck and monthly-paid employees in their January 31st paycheck.

Guestin emphasized that employees on the same health insurance plan as last year will not receive new health insurance cards.  Employees adding dependents should call the UNC Benefits Office or access bcbsnc.com.

Guestin said that EyeMed will be the State’s new vision insurance provider and MetLife Dental will enter its second year as its dental provider.  She suggested employees contact Benefits to obtain identification cards if they’ve not received them yet.

Guestin reminded flexible spending account members that they have until March 15, 2018 to submit their receipts for prescriptions and copayments.  She said that claims for expenses incurred during this extension must be postmarked, faxed, or submitted electronically by April 30, 2018.  She said that the health care flexible spending account debit card reloaded in the new year.  Arlene Medder confirmed that the Benefits Office will help employees replace lost or destroyed debit cards.

Kathy Ramsey noted that the contract between EyeMed and UNC Eye Care has not yet been settled.  She was uncertain if UNC Eye Care is in network for the new plan.  Sharon Brinson said that UNC Eye Care will accept the EyeMed card after February 1st.

Kathy Bryan, the Communications Lead for Workforce Strategy, Equity and Engagement, including the Office of Human Resources, Diversity and Multicultural Affairs and the Equal Employment Opportunity office, spoke next.  She said that the Board of Governors and General Administration have adopted a strategic plan that includes a System-wide Employee Engagement survey.  Permanent full-time employees can respond to this survey over a five-year period.  The survey will launch across the UNC System on January 29th.  Individuals will receive a personalized link to fill out the survey, which will take around 20 minutes.  The independent research and consulting firm ModernThink will conduct the survey and UNC will receive only aggregate responses by department numbering six or more.

Bryan said that ModernThink will do all it can to maintain confidentiality of responses.  She hoped that employees will feel confident in providing open and honest responses to the survey.  The survey will run through February 12th and results will be published sometime in the summer.  Felicia Washington said that University leaders are committed to acting on the results of the survey.

Bryan said that the Office of Human Resources is working to translate the survey into Burmese and Karen to meet the needs of employees speaking these languages.  She said that Human Resources officials can help employees with computer issues but cannot complete the survey for employees.

Richard Wright confirmed that there will be incentives to fill out the survey.  Bryant said that over one hundred campus-based experiences will be available to survey participants.  Arlene Medder confirmed that employees at the 75% level of hours worked per week will receive the survey.

Bryant asked delegates to give feedback on the new Human Resources website.

The Chair asked for a motion to approve the consent agenda.  Katie Musgrove asked that the Community Service committee report be removed from the consent agenda.  Arlene Medder moved that the Forum accept the consent agenda with Musgrove’s change.  Dustin Norris seconded this motion, which was approved.

Katie Musgrove provided the Community Service committee report.  She thanked committee members for raising 2300 pounds of food for the Food Drive.  She also thanked participants in the UNC Toy Drive.  She said that pictures would soon be available from the drive, which raised a full van of toys for donation to the UNC Children’s Hospital.  Musgrove said that the committee will meet to plan the Habitat 4 Humanity volunteer drive in April.

Todd Hux noted that the December blood drive had raised 359 pints.  He noted that in the twenty-nine years at the University, campus blood drives have raised over 32,000 pints.  Hux noted that there were logistical difficulties with the December drive which led to long delays for scheduled donors and walk-ins alike.  He said that the Blood Drive committee will meet with upper echelon Red Cross administrators to address these persistent concerns.  Musgrove added that the 30th anniversary of the June blood drive will occur soon.

There was no discussion of old business.

The Forum went into closed session to discuss awarding an honorary resolution.  [The Chair noted that the Forum was considering presenting lifelong honorary delegate status to departing UNC-Chapel Hill Ombuds officer Wayne Blair.  She noted that Charles Streeter and Gena Carter were awarded this status in 2017. 

Resolution 18-01 honoring Wayne Blair was read to the Forum.  The Chair recalled the Forum’s role in the 2005 task force report that led to the creation of the Ombuds office.  She said it was important for the Forum to have a role in naming Blair’s replacement. 

                James Stamey moved that the Forum consider resolution 18-01 for approval on first reading, seconded by Naquan Hill.  This motion was approved by a two-thirds majority of members present.  The Forum then voted to approve the resolution.  The Chair noted that the Forum would have a plaque made in Blair’s honor.  She asked delegates to maintain silence regarding the award.

                At this point Naquan Hill moved that the Forum exit closed session.  Arlene Medder seconded this motion, which was approved by acclamation.]

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

Respectfully submitted,

 

Matt Banks, Recording Secretary

 

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