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KULSS-Exec Meeting

Minutes

July 10, 2008, 10-11:30am

Watson Conf B

PRESENT:   Sarah, Thomas (08-09 Chair), Julie Warrick (08-09 Vice Chair); Meredith Huff (08-09 Secretary); Jill Becker (07-08 Chair), Nishon Hawkins (07-08 Vice Chair); Angie Rathmel (07-08 Secretary); Kyle Sederstrom (08-09 Group 1); Adam Reilly (08-09 Group 2); Sheila Orth (08-09 Group 3); Denise Swartz (07-08 Group 1); Robert Szabo (Group 4)

ABSENT:

Approval of previous meeting’s action items

WHO?

BY WHEN?

WHAT?

1. Angie	DONE	Mail election ballot
2. Sarah	DONE	Food for general meeting
3. Angie	DONE	Add Kyle to KULSS membership page
4. Group Reps	DONE	Email groups re: June 13th All-Staff
5. Angie	DONE	Update SSEYA
6. Angie/Jill	NEW ACTION	Update LFA chair for 08-09 Grievance Committee (need 5).
7. Group Reps	DONE	Email groups for Gen Mtg Questions for Dean.

Group Reports:
Grp 1:  Acq/Ser, Reference, Collection Development, Administration, Facilities

• New hire in Administration: Courtney Foat.

Grp 2: Cataloging

• Tammy Weatherholt's last day at KU is July 16th.
• 3yr limited term LA appointment position is in interview stage.
• LA position (formerly held by Tammy Weatherholt) is in application review.

Grp 3: Access Services, Mail Room, ILL

• N/A

Grp 4: Anschutz, Annex, Art, Engineering, Music, RCL, Spencer   

• ANSCHUTZ
• First floor shift (R-Z) still happening for EOC facility.
• ANNEX
• N/A
• ART (submitted by Ann Snow)
• N/A

• ENGINEERING
• N/A

• MUSIC (Submitted by Nancy Hawkins)
• N/A
• RCL
• N/A
• SPENCER (submitted by Mary Ann Baker)
• It's kind of a down time for us in Spencer Library, public-wise.  We have researchers every day but there aren't very many classes or tours so it seems a bit quieter.
• Having the 8-9am hour closed to the public seems to be working out pretty well.  We've had several meetings during that time and so far no complaints from the public.
• At one of our meetings we discussed how we could better conserve energy and follow the Provost's policy.  It was news to many that we should turn off our computers, screens, printers, photocopiers, scanners, etc., when not in use.  Most of us are at least turning off our computers when we leave for the day.
• Electricians are still here working on our fire alarm system.  Doug Hatton has read over 20 books while monitoring the work.
• Our roof is leaking.  So what else is new?  FO is checking it out.  The swallows are back and pooping all over the place.  Their babies (or as I like to call them, bumps in the road, as when they fall or are pushed out of the nest they end up getting run over in the parking lot) are either making it or not.  FO sure isn't responding to the request to clean up the poop.  Oh well.
• No news yet on the new hire for assistant archivist.  We're now operating with several "interim leadership" arrangements:  head of Spencer Library (Sherry Williams),  Head of Reader Services (Kathy Lafferty and Tara Wenger), head (and only member of) Special Collections (Karen Cook), Head of Processing (Miloche Kottman and Audrey Coleman).  In fact the only leadership positions not "interim" are Sherry's assignment as Curator of the KS Collection and Becky Schulte's as University Archivist.  Wade Garrison is helping out by processing some materials.
• We’re sending a lot of materials to the Annex.  Until Watson gets its materials out of our basement, we can use the freed-up space!

Committee Reports
University Support Staff (USS) Senate (Submitted by Mary Ann Baker)
Since the University Senate and it's executive committee (SenEx) don't meet in the summer, I've only the doings of the University Support Staff (USS) Senate to report on. The really good news is that it looks like KU's Human Resources and Equal Opportunity (HREO) Dept is going to relax their restrictions on what qualifies for being able to use shared leave. And, come to find out, there is an appeal process of sorts if one is denied shared leave. One appeals to Ola Faucher and if that response is unsatisfactory, then one appeals to the Provost. The Provost has been know to agree with at least one appeal he's seen.

We are trying to get direct access to notes of the USS Work Group (combined USS and KU Admin formed after we became University employees). We're also trying to get information about what USS at KU positions' salaries are below market value and when we might expect those to be increased. I don't think that any library-related salaries are considered to be below market value. HREO noted that they might go to just an electronic newsletter. The folks on the Work Group felt that many USS would never see it as they don't have good access to computers.

Our Elections Committee reports that we have 2 opening slots for senators. While most of the Senate agrees that having me on the Senate is almost more library people than they can handle, we still need more folks so consider nominating yourself. If you have questions about this, let me know.

We're looking to confer with the Unclassified Senate to learn about their web-based application to serve on committees so that we may provide that option as well.

Our annual retreat is July 24th. We'll be working on our charges to our committees.

It looks like the 1st mini Wheat State tour for USS will be to the Salina-Council Grove area. There and back in one day. Don Steeples, who helps with the faculty week-long tour across Kansas, has offered to lead the tour. More information as it becomes available. Spaces on the bus will be allocated on a first-sign-up-first-go basis. USS folks who go on the tour have to take a day of vacation.

We are encouraged to help out with KU booth at the KS State Fair. Some senators have participated in the past so if you're interested but have questions, let me know and I can put you in touch with them.

Our Legislative Affairs Committee met at Wichita State with members of classified staff groups at other Regent's institutions. They worked on their position paper to take before the KS Legislature next year. KU sends a contingent to these meetings even though we are not classified staff anymore so that we can be supportive and also we've been told that whatever the State does for it's classified staff, the University will try to match if not do better. Here are the main points of discussion from Dennis Constance's (USS Senate President) report:
There were 3 points that everyone agreed should be included, and 3 more that we felt merit further discussion before they are included. They are:
Continue to fund the market-based increases for the new pay plan recommended by the Hay Group
Fund a cost of living adjustment (Josh Tucker to bring stats)
Appoint 2 classified employees, with at least one being a Regent University employee, to the committees working on the pay plan

-Increase the percentage paid by employer for retirement
-Increase the multiplier for retirement for computing final retirement benefit
-Pay insurance premiums for employees retiring under the current retirement plan (85 point plan) at the current rate the state is paying until employee is eligible for Medicare.
Also discussed Kathy Damron’s suggestion that the legislative liaisons from each school be invited to the Fall meeting at which the position paper is finalized, and strategy for the upcoming legislative session is discussed.
New policy regarding leaves (i.e., to match unclassified staff amounts) has passed. Need to follow up with Ola if it affects us, and if so, how.
Hawver's Capitol Report recommended as a source to keep up with legislative happenings publisher@hawvernews.com
Vesting drops to 5 years, effective 7/1/09. Need clarification on how the transition will effect those persons who are between 5 and 10 years at the time of transition. There was some concern that they might not be still under the old rules, meaning they would have to wait until they hit the 10 year mark to be vested.
We also discussed the effects of the Regent’s new criminal background checks. People at the meeting who work for their campus security say the FBI has already mandated to them that anyone working in the police facility, even the custodian, has to pass a criminal background check, which is pretty extensive.
The question was asked if any of our campus are considering changes in operations schedules to save energy. [mab comment: some universities that don't have as big a research component as KU and K-State may be able to offer more flexible scheduling options].

The task force on Staff Assessment of Supervisors and Managers met with Ola who noted that if there is a possibility of allegations of sexual harassment or discrimination, the university is required to investigate and to do so, there must be a mechanism to contact the person making the allegation. Also there is the matter that if the feedback results are tied to evaluations and an evaluation is lowered because of the feedback then the affected supervisor has the right to due process in an appeal. This also means that there would be an investigation and whoever contributed to the negative feedback might be need to be contacted Thus, while for the most part the assessment form will be confidential and supervisors being assessed won't know the names of the folks who give feedback, in certain conditions, it may be necessary to contact the folks who filled out the assessment forms. To do that, there would have to be a database connecting staff input with staff names. The task force is trying to deal with the ramifications of this information. We had hoped to keep names off the form.

That's all I got for now -- mab

University Committee on Libraries (UCL – submitted by Nancy Hawkins)
No report

Diversity Committee
No report

IS Development Council (ISDC)
Meeting Tuesday, July 15th to finalize report/suggestions to IS Administration.

• All IS staff are encouraged to at least review the information on the IS Central hosted intranet site. We also encourage everyone to review and add additional comments on the wiki.
• ISDC anonymous idea boxes located at Watson (staff lounge), Anschutz, and Computer Center.  Also an online form has been set up on the main page of IS Central.

Mentoring Committee (submitted by Nancy Hawkins)
No report.

Planning & Resources Committee (PRC)
Pending report.

General Meeting
Notes will be up soon. 

Meeting Updates

MIke and Jill will meet to establish and document SSEYA procedures.

Agenda Items for Dean

Flex time update

Supervisor Forum update

 

Action Items for next meeting:

WHO

By WHEN

WHAT

1. Angie	Friday	Fwd LFA response re: Grievance to Sarah
2. Sarah	upon above	Email Scott for decision on Grievance membership from LFA
3. Sarah	ASAP	Email LSS re G: drive access (Angie has lost)
4. Angie	Upon above	Publish General Mtg Minutes
5. Robert	Next mtg	Reserve Anschutz Rm 421 for next meeting.
6. Angie	ASAP	update membership
7. Angie	Tuesday, Jul 15	Ask about 08-09 ISDC membership and USS rep status.
8. Group Reps	Friday	Email groups re: Mgmt Council Retreat, USS names to attend fwd to Lanis by July 11.
9. ALL	as needed	meet with old and new members to become acclimated.
10. Jill	ASAP	Email Sarah (and Angie) the PRC report.
11. Sheila		Fwd Sarah info re: flextime
12. Jill		Create SSEYA procedures with Mike Broadwell.
13. Sarah		Set up FY09 meetings in Outlook.
14. Sarah	Monday 7/21	Send out agenda to KULSS-Exec
15. Group Reps	upon above	Send agenda to groups.

Next meeting will be in Anschutz 4th Floor Conf Rm. from 10-11:30am.