Summary: Speaker: Steve Reinemund, Dean of the Schools of Business, Update on new Time & Attendance System by Gary Willis, Committee Reports, General Announcements.In Attendance: Prentice Armstrong, Doug Bland, Kathy Bunn, Cathy Chinlund, Mary Cranfill, Debbie Deheck, Teresa Earl, Karen Frekko, Jeff Gaither, Tomma Guastaferro, Teresa Hill, Harold Holmes, Corey Jenkins, Ted Johnson, Angie Jones, Marc Jones, Jennifer Killingsworth, Travis Manning, Buz Moser, Sharon Payne, Paul Sheff, Lori Sykes, Frank Thomas, Elide Vargas

Non-committee attendees: Dawn Cadd, Lauren Craig, Carol Cramer, Cathy Dillingham, Sharon Fortner, Sylvia Green, Paul Heinrichs, Laura Jane Kist, Beth Malone, John Montana, Tamara Paquee, Sherry Ratliff, Lillian Britt Shelton, Terri Sparks, Kate Wall, Denise Williard, Beth Ann Williams, Gary Willis

Speakers:

1) Steve Reinemund, Dean of Business:

a. The Schools of Business wants to be a home for all students

b. Artistic renderings of the inside of the new building were displayed, including:

1. Social Space

2. Food Service Facility

3. Information Commons (with technology availability)

4. 400-seat auditorium (underground)

5. Terrace and Gardens which will include a fire pit, outside BBQ hook-ups, etc.

c. New Charlotte Campus:

1. The new facility is located in the old International Trade Center

2. Will house Schools of Business but is available for other University use

d. MA Program with Athletic Emphasis:

1. 40 schools were represented by the athletes

2. Enrollment is up 50% for next year

3. The highest GMAT scores were reported by athletes

e. The Schools of Business is in the top 10% of placing students in jobs across all programs.

1. 92% of the MBA students

2. mid-90% for undergraduate students

3. The students are followed and guided until everyone has a job

2) Gary Willis, Human Resources:

a. New Time & Attendance System is being implemented across campus

1. Novatime is the new contracted vendor which will allow for one platform to be used across the entire University.

2. However, the implementation will be staggered. Those on time clocks will be first, then WIN users.

3. Another plus is that exempt staff can now monitor their PTO status.

b. As of May 1st, there will be no more paper pay statements. These can be found on WF@work through WIN (For those who cannot operate a computer or have no access to a computer, there will be kiosks across the campus. Payroll will be available to assist if needed.)

c. Effective in April, electronic personnel forms will be available on-line also through WF@work.

This is an option for people who want to be able to do more than just view their information. This will also help with the sustainability goal of the campus by having less paper used to submit information and requests. In addition, the data integrity will improve.

3) Karen Frekko, Chair of SACS Communications Committee

a. Google Docs:

A collection of Google documents regarding the Staff Advisory Council is available. In addition, questions that staff want to submit to Human Resources as a result of the February meeting may be submitted via Google docs.

Committee Report-outs:

Elections

· Nominations closed Tuesday, March 27th at 5 p.m.

· Voting will open around the week of April 16th

· A change to this year’s ballot is that the Elections Committee has asked nominees to submit a sentence or two about why they want to serve on the Staff Advisory Council

· The Elections Committee has also discussed hosting a ½-day training session for the new members to acclimate them to the SAC

Communications (Karen Frekko, Chair):

· Questions for a survey to be distributed to all staff members is being coordinated across all standing committees

· The SAC website will be the host website for a ticket lottery for a faculty/staff appreciation event

· Inside WFU topic issues to be tabled until next year

Professional Development (Buz Moser, Chair):

· They have established target areas for questions to be included on the staff survey

Outside Committees:

Faculty Senate (Debbie Deheck, Member):

· Debbie attended the March 7, 2012 session of the faculty senate

· The meeting opened with the election of the new Vice-President, Dr. Dan Bourland, Professor in Radiation-Oncology at the Wake Forest School of Medicine

· The focus of the meeting was the discussion of the Medical School compensation plan

Campus Tree Advisory Committee (Prentice Armstrong, Member):

· WFU has been designated as a Tree Campus USA by the Arbor Day Foundation. In order to achieve this designation, the campus must meet/have the following five standards:

1. Campus Tree Advisory Committee

2. Campus Tree Plan must exist

3. Campus Tree Program with dedicated annual expenditures

4. Arbor Day Observance

5. Service Learning Project

Jim Alty and Caitlin Brooks have announced plans for the 2nd Annual Arbor Day Celebration to be held on the campus on April 20th

· Several tree projects have been completed:

1. Reynolds Gym: large trees were removed from the front entrance to reveal architectural features of the building

2. Olin Hall: Foundation plantings were added to make more “people space”

3. Reynolda Gardens: Underbrush was cleared around Lake Katherine and the Boathouse

· Several tree projects are planned:

1. Weeping cherry trees will be removed from the following locations due to the stress which possibly results from the draught

Parking Lot P near Wingate Hall

Parking Lot B between Davis and Taylor Dorms

Babcock/John Courtyard

Inside Polo Entrance Gate

· Campus Core Landscaping Study was conducted:

1. Miller Landscaping was hired to do a Campus Landscape Assessment Study. Several buildings were identified as being candidates for landscaping removal or replacement, etc.

· North Residential Complex tree protection plan:

1. Buildings and drives were moved to preserve some of the oaks on site for the new residence halls and food service building planned for north campus

Parking (Sharon Payne, Member):

· Sharon updated the SAC on the status of parking sticker sales

1. There are 40 spots remaining in the Winston-Salem First lot

2. Ridership on the shuttle from apartment complexes has increased

General Announcements:

· April meeting:

The SAC had discussed the possibility of having an open forum for staff to ask questions/make suggestions. However, upon discussing the concerns about attendance at the SAC meetings by non-members, it was decided to have a guest speaker. Mary will be contacting someone to discuss the changes being considered in technology for the campus.

· Faculty and Staff Appreciation Event:

1. A Faculty/Staff appreciation event is being planned for Saturday, May 5th at 7:00 pm at a Winston-Salem Dash ballgame.

2. A registration for lottery will be available April 9-17

Summary: Multiple speakers from HR outline “What’s New in HR”; Toby Hale, Associate Dean for Special Academic Projects; Jim Alty, Associate Vice President, Facilities and Campus Services & Alex Crist, Director, Parking and Transportation; Election Update;SAC Staff Survey; Standing Committee Reports; Outside Committee Reports

In Attendance:  Prentice Armstrong, Travis Asbury, Doug Bland, Kathy Bunn, Carmen Canales, Cathy Chinlund, Mary Cranfill, Debbie Deheck, Teresa Earl, Karen Frekko, Jeff Gaither, Tomma Guastaferro, Teresa Hill, Harold Holmes, Corey Jenkins, Ted Johnson, Angie Jones, Marc Jones, Jennifer Killingsworth, Travis Manning, Buz Moser, Sharon Payne, Paul Sheff, Lori Sykes, Frank Thomas, Donna Thornton, Elide Vargas

Non-committee attendees:  Tania Acuna, Jim Alty, John Champlin, Carol Cramer, Alex Crist, Lori Crouse, Angela Culler, Andrea Ellis, Sharon Fortner, Lisa Harris, Kristen Morgan, Dana Muto, Tara Ogletree, Stephanie Reitz

Speakers:

1)   Human Resources (multiple speakers):

Various speakers from Human Resources spoke about What’s New in HR?  They discussed:

a.   Compensation:  Gary Willis and Kristen Honeycutt discussed the anticipated use of Marketpay, a better analytic for merit/salary increases);  the plan to evaluate all position descriptions for staff members; the new WF@Work on WIN; Human Resource’s new website, including upcoming web forms that will be available; anticipated adoption of a new on-line performance management system

b.   Benefits:  Beth Fay discussed upcoming Open Enrollment for benefits which will be held April 2 – 20.  The Benefits Fair will occur on April 3rd from 10 am to 3 pm.  Increases in premiums, deductible, and out-of-pocket expenses for medical coverage; increases in premiums for dental coverage; reduction in maximum limit for flex spending accounts; and the option of two legal plans to be available beginning July 1, 2012.

c.   Talent Acquisition and Career Planning:  Tara Brown discussed many ways her group is assisting departments with their faculty and staff hiring needs.

d.   Employee Relations and Compliance:  Angela Culler discussed her role in providing employee relations assistance and strategic partnering with department.  She also discussed the Title IX presentation and quiz that was send to all faculty, staff, and students.

e.   Professional Development Center:  Andrea Ellis discussed her group’s goal of enhancing individual, group, and organizational potential through the PDC.

What’s New in HR Summary Sheet

2)   Toby Hale, Associate Dean for Special Academic Projects:

Dean Hale discussed the opportunity for children of faculty and staff (with enough years of service to the University) to attend summer school at Wake Forest with no tuition cost.  This includes students who wish to attend Wake Forest summer abroad programs.  They would be responsible for any additional expenses.  If a child is currently enrolled at another institution, he/she may simply apply for summer school as a visiting student.  The application is a 2-part process.  For questions, individuals may contact Nancy Respess, Assistant to the Dean Hale (ext. 5664).

3)   Jim Alty, Associate Vice President, Facilities and Campus Services

Alex Crist, Director, Parking and Transportation

They discussed the north residential complex project and parking.  Lot R-2 and 250 parking places in Lot Q will be closed.  Students are being offered incentives to park at either Winston-Salem First or the University Corporate Center (UCC) lot.  If there are no enough students willing to participate in this option, the same offer will be made to faculty and staff.  Increased shuttle service and security will be provided as well as additional patrols by Campus Security and video surveillance.  Another option for faculty and staff is to participate in the University’s car/van pool program.  Additional information about this opportunity can be found at:

http://sustainability.wfu.edu/2012/01/06/carpooling-provides-numerous-perks

Committee Report-outs:

Elections

• Ballots will be electronic.  Computers will be made available to any employee who does not have access, including additional laptops to be provided to Facilities & Campus Services employees.
• Nominations are due March 20th.
• Ballots will be distributed April 5th and 6th.  Ballots are due April 18 and winners announced on April 30th.
• The list of SAC members who will be rotating off the committee will be provided.  Specific guidelines for service will be noted.  For example, an individual may serve for two 3-year terms, but then must stay off the SAC for one year before being eligible to serve again.
• New members will be invited to attend the May meeting where new officers will be elected.

Communications

• Karen Frekko discussed the possibility of conducting a staff survey for the SAC.  Several steps have been made by the Communications Committee members to start the process.  The SAC discussed the time-line for distribution of the survey and decided that this should be prepared before the end of the spring semester but should not occur until after elections have been completed.

Due to time restrictions, additional Committee reports will be available on the SAC website.

Outside Committees:

No reports were presented due to time restrictions.  Additional report-outs will be available on the SAC website if applicable.

General Announcements:

• Questions to the SAC:  Dana Hutchens sent a series of questions to Mary and a number of other SAC members that had come to her from various staff members.  The questions were assigned the various committees to discuss and present responses to the SAC at a future date.

Upcoming Speakers:

• March:  Steve Reinemund, Dean, Schools of Business
• April:  Discussion about what the SAC needs to focus on in the future.  One option discussed was to have an open forum for staff to ask questions/make suggestions.  Food and door prizes are a possibility.  Mary will ask for volunteers to be part of the working group to organize the event.

Summary: Speaker: Lt. Colonel Addleman, professor of Military Science, Standing Committee Reports, Outside Committee Reports, Questions from staff, Staff Appreciation Event Planning

In Attendance: Carmen Canales, Mary Cranfill, Debbie Deheck, Teresa Earl, Karen Frekko, Nicolle Gaillard, Tomma Guastaferro, Beth Hoagland, Harold Holmes, Corey Jenkins, Ted Johnson, Marc Jones, Jennifer Killingsworth, Travis Manning, Patrick Morton, Buz Moser, Dee Perry, Sharon Payne, Paul Sheff, Lori Sykes, Frank Thomas

Speaker: Lt. Colonel Addleman, professor of Military Science spoke to the SAC about the ROTC/Military Science program at WFU.  Less than 3% of the US population are veterans.  The ROTC program emphasizes leadership skills and the ability to work for the good of the team, the community and the nation.  9-11 changed the focus, today’s military leaders have to be creative.  There is a great focus on diversity and students are encouraged to take opportunities for foreign travel.  Those leaders adept at dealing with diverse groups will be more successful in today’s military.  They actively recruit students diverse in thought and experience.  The program partners with WSSU and Salem College and they visit other schools, like Radford, to give students a more rounded program in dealing with people.  The goal is to build the best scholar-athlete-leader.

Committee Report-outs:

Work-Life Balance

• Working with HR to get details on backup child care which will be in place for July 1^st—in conjunction with Fringe Benefits committee
• Asking about discounts or free tuition for staff children for summer camps.  Right now there are some discounts but many camps still priced out of range of staff.  Possibilities to discuss creating a camp for dependents with Student Rec.  Also getting more information on the Jr. Deacon program and how to let staff know of availability.
• Miller Center fitness classes for faculty & staff?  Right now only one is yoga, could there be more?  What times should they be offered?  How would be best way to notify staff of classes?

Fringe Benefits

• In backup care discussions with HR
• Benefits fair is April 3^rd

Communications

• Will take the lead on coordination of SAC survey spanning multiple committees to see what items would benefit staff the most for committees to focus on
• Continue to develop additional communication channels for distributing SAC info.  Two new additions are flyers in F&CS areas and WIN announcements.  Hope to have information posted at least one week in advance.  Will add a few questions to the survey to find out how staff would like to be communicated to about the SAC.
• Great job communicating SAC event!!

Professional Development

• Beginning phase 2—survey question development.  Will probably need Internal Review Board review of survey.  Survey will need to have coordination with HR/PDC.  Need to develop coordinated timeline with all committees participating in the survey.
• Have interviewed a number of people on campus about professional development.  Found there is a Professional Development Advisory Council for the PDC reporting to Andrea Ellis.  Chair of the committee is Giz Womack, and the committee is made of high-end users of training.  Will have a liaison from SAC committee (Angie Jones) to sit on this committee so don’t duplicate efforts.

Elections

• Elections has a tentative timeline and implementation plan for spring SAC elections.  Will refine and present at Feb meeting.

Outside Committees:

Finance Advisory Committee (SAC reps- Mary Cranfill & Beth Hoagland)

• Hof Milam, Sr VP for Finance & Administration & Brandon Gilliland, AVP for Finance & Controller presented the forecasted state of next year’s finances to the committee.  This is prior to presenting to the Board of Trustees.  Committee is made up of representatives from SAC, Student Government and Faculty Senate.
• WFU in much better position than many institutions.  However many things affecting available funds for both operational and capital.
• Lowest point for rolling 3 yr average for endowment distribution due to change in markets in 2008/09.
• No more incremental revenue growth due to increased enrollment—final year was this year.
• Need to construct residence halls and dining facility to meet 3 yr residency requirement.
• Administration committed to maintaining salary standards for Faculty & Staff and to maintaining benefits.  Biggest percentage of operational expense by far is people.
• All of the above items leaves little remaining funds for anything else.  To help maintain commitment to salaries & benefits, WFU employees need to do their part by finding the best value and reducing wasteful spending.  We also need to evaluate resource-intensive processes for better alternatives since there isn’t extra money to hire new resources.

Parking & Transportation Advisory Committee (SAC rep- Sharon Payne)

• In preparation for the construction of the 2 new residence halls, the University will lose lot R2 and spaces in parking lot Q (about 350 total).  The first fencing will begin February 27th.  Parking Management is planning a permit return campaign for students with on-campus permits.
• University Police are conducting a crosswalk Safety Campaign. In addition to the campaign, signs have been installed at each entrance to campus indicating that stopping at crosswalks is state law.
• Speed tables are being installed on Wake Forest Road, close to parking lots P and A, near Wingate Hall.

Questions from Dana Hutchens:  Dana sent a series of questions to Mary and a number of other SAC members that had come to her from staff.  Questions are listed below.  Due to time constraints it was decided committees would be assigned by next meeting and where an answer could be given quickly it would.  Answers will be sent back to Dana as well both Q&A posted on the SAC website for reference.

1. When Inside WFU was redesigned a year or so ago, it was launched as a proposed portal for staff news–for internal communication. Instead it has become more of a faculty site with very little content for or about staff. Staff milestones are not updated and very little content is ever written about staff. Is there any plan to ensure that this site is a resource and communication piece for staff?

2. What is the status of the employee satisfaction survey that was done several years ago? Why was there not a full disclosure of the results?

3. Why is it taking weeks now to get reimbursements from financial services? Has the move off campus affected processes and thus delaying payment back to staff?

4. If the trustees approve the two new residence halls, parking will be affected yet again and there will be a loss of parking spots. What kind of plan is being considered to alleviate a potential parking nightmare with more lost spots?

5. Is someone on call for IS to offer hours and weekend help/support to faculty/staff who have computer issues?

6. The HR staff has more than doubled in recent years. Are they offering new services and resources to staff? If so, what are they?

7. What University “community building projects” are being considered for the near future?

8. Will HR/PDC consider offering more workshops for staff during the summer months, making it likely that staff who work directly with students can attend rather than in the height of the academic year?

9. Will the new Farrell Hall have a food facility open to staff? If so, what vendors will be included?

10. When is the next election period for the SAC?

11. What have been the SAC goals and projects of the past year? What goals do you have for the spring?

Staff Appreciation Event Planning:  Ad-hoc planning committee members:  Mary Cranfill, Corey Jenkins, Marc Jones, Paul Sheff, Ted Johnson.  Communications:  Karen Frekko.  Additional Event Volunteers:  Tomma Guastaferro, Lori Sykes, Buz Moser

The remainder of the meeting was spent in discussion with Deb Alty, Event Manager for Provost’s Office and Amalia Wagner, Administrative Assistant, Provost’s Office about what the plans were for the staff basketball game & tailgate for Feb 11^th.  All tickets were gone in an hour and over 70 employees on the waitlist within 20 min after that, so the decision was made to shut down the registration site.  Lessons learned for next year to open site later in the day to give more staff the opportunity to register.  Details concerning ticket  & t-shirt distribution, food, volunteers, etc. were discussed.

Special Thanks to Deb Alty and Amalia Wagner for their hard work in coordinating this Staff Appreciation Event!!

Summary: Guest Speaker from LGBTQ Center ~ Angela Mazaris, Standing Committee Reports, Outside Committee Reports, Elections update, Staff Appreciation Event planning, General Announcements

In attendance: Deb Alty, Prentice Armstrong, Carmen Canales, Cathy Chinlund, Mary Cranfill, Debbie Deheck, Karen Frekko, Jeff Gaither, Tomma Gustaferro, Teresa Hill, Harold Holmes, Corey Jenkins, Ted Johnson, Angie Jones, Marc Jones, Travis Manning, Buz Moser, Dee Perry, Paul Sheff, Lori Sykes, Frank Thomas, Elide Vargas, Amalia Wagner

LGBTQ Center, Angela Mazaris, guest speaker: Angela spoke about the Lesbian, Gay, Bisezual, Transgender, Queer and Questioning Center

• The Center was founded in Fall 2011 and provides advocacy for students, faculty, and staff across the University
• Institutional structures to make all feel comfortable
• Financial Aid is available for students in case their money is cut off
• Human Resources will insure that staff are treated fairly
• The Center is creating educational opportunities across campus
• Education is a focus that touches across campus (i.e., helping students have skills to deal with all people; as faculty and staff, how to help all)
• Forums are planned
• PDC training courses will be offered (these will count toward CORE certification, teaches one how to be an ally to LGBTQ)

1)   May I Ask You Something

Lunch and Learn planned for Wednesday, January 17th

2)   new topics will be offered in the future

• What does LGBTQ Center have to do with me?  Helps people have a place to be whole self and helps inclusion (helps all feel at home and safe in this environment)
• Angela discussed the recent incidents of vandalism.  The LGBTQ students are seeing support of all (from President down to fellow students) as meaningful.  They have seen lots of caring and support in the community.
• LGBTQ.wfu.edu (website)
• (email address)
• Angela is available to speak to staff or at department meetings.  Some topics could include:

1)   how to help staff/faculty know how to interact with homosexuality

2)   best way to feel more comfortable with someone who is gay is to get to know that person

3)   need to find ways to work together – no matter what sexual preference

• Angela is working with first responders (counseling center, campus police, student health) in case of crisis to make sure they are on board and able to help and ensure there is no bias, i.e., how to respond to a situation without bias
• A spring event is being planned to bring high school students to campus to see what being at college is like
• Angela is planning something for new student orientation for students and parents and hopes to be involved with new faculty and staff orientation
• When someone asked why queer was included in the title, Angela responded that all of the letters of LGBTQ don’t have to fit everyone.  Queer was included to make anyone feel welcome.

Standing Committees:

Committee Charter ratification:

• Work-Life Balance
• Professional Development

These charter ratifications were pass along for vote and passed.  The communication snad fringe committee charters were not complete

Members of the standing committees met during November with the following reports:

• Professional Development (Buz Moser, Chair):

o    Met with Carmen Canales

o    They are making a collaborative effort; getting involved with surveys, etc.; don’t conflict with PDC, etc.

o    Discusses how to track progress/completion of CORE

o    possible inconsistencies with who can attend/participate

o    assist in marketing and promoting (work together in join communication in CORE)

o    have a survey sanctioned by SAC (they may be various surveys conducted by each group but will be sponsored by SAC)

• Communications (Karen Frekko, Chair):

o    A regular meeting time has been established

o    website updates

1)  update committee listing

2)  minutes to be updated each month

o    Committee will focus on communicating SAC info to other groups on campus as opposed to reaching out to other groups

o    Develop a communication network:  The group discussed creating an email notification to go out ot SAC members one week prior to our regular meeting.  It would contain information the SAC, upcoming meeting, the speaker and possibly the agenda (if available).  This would be sent to the SAC listserv for each representative to forward/print and post to his/her constituency.  (For non-represented departments, the Communications Committee will review the list of departments and reach out to people who have access to or will share departmental listservs.)

o    Help Mary with communications:  The committee volunteered to take over the following items:

1)  posting on the WFU calendar

2)  posting on Inside WFU

3)  sending out meeting requests to all SAC Members for regular meetings

4)  sending out the “Broadcast Reminder Message” the week before the meeting

5)  new places to post:  WIN announcements, WFU Email News Feed, WFUSB Intranet

• Work/Life Balance (Beth Hoagland, Chair)

o    Reviewing staff climate survey

o    Work on new survey

o    Miller Center offerings in relation to new facility planned

o    look at PDC offerings

o    new class schedule and how it affects staff schedules

• Fringe Benefits (Pat Morton)

o    Debbie Deheck attended the Faculty Senate Meeting on November 16th

o    The Faculty Senate considered a report on the Berlin Declaration on Open Access Publishing which is a non-binding statement draft in 2003 to promote the Internet as a functional instrument in distributing scholarly activity and should be considered a viable option for faculty and institutions to consider when publishing.  After much discussion, the Senators voted to sign on and endorse Open Access.

o    The Faculty Senate reviewed a report from the Knight Committee to support the recommendation of financial transparency in Athletics.  After discussion, the Senators voted to get feedback from Athletics on how the recommendation would impact Wake Forest and report back to the Faculty Senate their findings at a future meeting.

o    After being asked to make a resolution regarding graffiti found on fraternity doors, the group decided that President Hatch’s public response was adequate and no resolution was needed.

• Elections (Tomma Guastaferro, Chair):

o    Changes will happen

o    Regarding elections:

1)   when ballot is sent, they will get the person’s areas of interest

2)   some people may recognize the name but not know the person on the ballot

3)   with electronic votes for the 2011 elections, they received over 500 votes; however, Graylyn and Facilities Management had paper ballots and the response was low; the committee discussed how to increase voting electronically

4)   posters to be posted (to help with those who do not get the mass emails)

5)   have nominee statement regarding why the individual wants to serve as well as interests

Outside Committees:

• Tree Advisory Committee:

o    Essentially a get-to-know meeting

o    The committee does not have the authority to recommend trees cut down, moved, etc.

o    This group will be privy to construction plans on campus

o    there are “legacy trees” (the University campus maintains “canopy” and part of the University plan

o    there are certain trees that are considered undesirable because of the likelihood of disease or structure of the tree

• Diversity (Mary Cranfill):

o    previously discussed ideas were presented:

1)   start focus groups with under-represented populations on campus

2)   have a diversity and inclusion recognition award (have a student group to help with this)

3)   investigate creating a student gatekeeper’s series

4)   develop a communication and marketing plan for the diversity and inclusion strategic plan

Staff Event:

• funding has been secured for basketball event
• Deb Alty will coordinate with the SAC
• “worker bees” needed to help Deb Alty
• this group will need to meet before the holidays to make final plans
• Hof Milam and Mark Whelker have provided equal funding for the event

General Announcements:

• Upcoming Speakers:

o    Dave Pitts, Director of Mail Services (January 2012)

o    Beth Fay, Associate Director of Benefits to discuss healthcare regulations (February 2012)

• Upcoming Events:

o    Lighting of the Quad ~ December 1st at 7:00 pm

o    Annual Lovefeast ~ December 4th at 8:00 pm

o    University Holiday Party ~ December 15th from 3-5 pm at the Barn

o    Living Our Values Forum ~ Harold Holmes to update SAC

(a committee has been formed; events planned for MLK Day)

• United Way

o    Campaign is underway

An end-of-campaign auction will be held on December 7th from 3-5 pm in Benson 401

Additional Issues/Suggestions/Announcements from Representatives:

• no items were discussed

Coffee With Carmen:

• Carmen Canales, Associate Vice President for Human Resources and Chief Human Resources Officer, has scheduled the first event at 9 am on December 5th in the PDC classroom
• Carmen was looking for names of participants for a couple of spots
• The topics of conversation will be the climate survey

Active Listening/Full SAC Participation:

• How to Get Staff More Involved in Campus Events was tabled for a future meeting

Summary: Guest Speaker from Professional and Leadership Development ~ John Champlin, Standing Committee Reports, Outside Committee Reports, update on staff event, Next speaker info,

In attendance: Prentice Armstrong, Travis Asbury, Kathy Bunn, Carmen Canales, Cathy Chinlund, Mary Cranfill, Debbie Deheck, Karen Frekko, Jeff Gaither, Tomma Gustaferro, Teresa Hill, Beth Hoagland, Harold Holmes, Corey Jenkins, Ted Johnson, Angie Jones, Jennifer Killingsworth, Travis Manning, Buz Moser, Sharon Payne, Dee Perry, Paul Sheff, Lori Sykes, Elide Vargas

Professional and Leadership Development, John Champlin, guest speaker: John spoke about the CORE program (Cultivating our Organization to Realize Excellence)

• This provides development opportunities for faculty and staff
• The certification program typically takes 22-24 months, but an employee can take longer if necessary
• Register for courses through the PDC
• There is a symbol to indicate that courses are part of the CORE curriculum
• There is a system in place to track an employee’s progress
• Even if a particular category is complete (Communication, etc.), an employee can continue to take classes in the same area
• The Professional and Leadership Development group is exploring the possibility of receiving credit for non-university events/conferences.  If an employee is interested in this possibility, he/she should send a “syllabus/itinerary” to the PDC for consideration.

Standing Committees:

• Professional Development (Buz Moser, Chair):
  • Discussed expectations of the group
  • Set the top priority to assess resources on campus and other programs at other institutions to consider for WFU
  • Will work/talk with curren program coordinators to see what recommendations/change are needed
• Communications (Karen Frekko, Chair):
  • Discussed communiations processes on campus
  • Set top priority to contact various the head/director of various groups responsible for dissemination of communication to the Wake Forest community
  • How can listserves, websites, and rss feed be utilized to better communicate with the Wake Forest community
• Work/Life Balance (Beth Hoagland, Chair)
  • Discussed why each member chose to serve on the committee
  • Goals included:
    • identifying units with alternate schedules (odd hours)
    • identify what’s currently offered
    • each committee member will talk to University staff to see what they are interested in
    • consider doing another staff climate survey
    • consider doing a work/life balance survey
• Fringe Benefits (Pat Morton)
  • Set top priority to look at retirement issues facing staff members, i.e., what is the policy now and how does a staff member plan for retirement and/or start the process
  • How is Federal Health initiative care affecting Wake Forest
  • How does the calendar affect benefits at Wake Forest
  • Update in medical/dental/vision plans
    • What benefits do we currently have?
    • What benefits are on the plate for future additions?
    • need clarification on dependent care
    • age opt-in/ou
    • any other issues that may have arisen
  • Update on tuition concession, including full breakdown on total tuition issues
  • Issues with the new by-laws of the Faculty Senate FB committee to be addressed
  • Update on PTO
    • what does PTO entail, i.e., carryover, sick time, exempt and non-exept
    • PTO sharing
    • How does this work and what does it entail?
• Elections (Tomma Guastaferro, Chair)
  • Additional committee members are needed
  • Electronic elections in 2010-2011 was a success with a significant increase in the number of votes that cast

Outside Committees:

• Parking and Transportation Advisory Committee (Sharon Payne):
  • the committee deal with appeals
  • discussed paid parking for facutly and staff
  • discussed issues regarding the parking lot at Worrell
  • discussed a possible stoplight on University parkway at the entrance to Worrell
• Capital Planning (Doug Bland):
  • there will be an ongoing process to name roads rather than just 1834 Wake Forest Road
  • this should help with deliveries on campus
• Dining Committee (Summer) (Jennifer Killingsworth):
  •  
    • committee has had a consultant to look at the dining options and make recommendations
    • recommendations included:
      • replacing Zoca with Moe’s
      • students supported installing a healthy salad bar option in the food court
      • improve seating with more inviting style and seating options (renovations have been approved)
      • turning the Little Mag Room into the buffet area and add more seating in the Mag Room
      • enclose patio at Shorty’s (on Manchester Plaza) for additional seating in the off-season
  • encourage a sense of community with faculty and staff
  • repurposing of space (inform building occupants)
  • being willing to accept change (especially energize Hearn Plaza as a center of activity)
  • aligning hours of activities with student hours
• Staff Appreciation Committee (Karen Frekko):
  • assisted with employee of the year decisions
  • Staff Appreciation luncheon was a position experience
• Diversity (Mary Cranfill):
  • voted on what group should take on this year
  • ideas were discussed:
    • start focus groups with under-represented populations on campus
    • have a diversity and inclusion recognition award (have a student group to help with this)
    • investigate creating a student gatekeeper’s series
    • develop a communication and marketing plan for the diversity and inclusion strategic plan

Tree Advisory Committee:

• need a Staff Advisory Committee member to serve
• Prentice Armstrong will serve

Staff Event:

• faculty were invited to a football game/tailgate; staff members were not included
• Mark Welker and Hof Milam are working on having a similar basketball event for staff members

Angela Mazaris, Director of LGBTQ:

• Speaker for November meeting
• She will discuss the details of the committee and what should be accomplished

General Announcements:

• Title IX
  • Does not involve just athletics
  • This includes the Reynolda and Bowman Gray campuses
  • Includes sexual harassment
  • Plans to educate all faculty, staff, and students
  • Faculty, staff, and students will complete training
  • Campus Connections
    • Encouraged SAC members to attend on Thursday, Octcober 27th (8:45-10:00 am)
    • Gail O’Day, Sara Cromwell, and John Wise are the speakers
    • Deacon Depot
      • The new eProcurement system will be rolled out to full implementation over the next year.
      • United Way
        • Encouraged SAC members to contribute. Finale auction will be held Dec 7^th from 3-5 pm in Benson 401

Additional Issues/Suggestions/Announcements from Representatives:

• no items were discussed

Coffee With Carmen:

• Carmen Canales, Associate Vice President for Human Resources and Chief Human Resources Officer, woul like to meet with staff in focus groups of approximately 12 people
• She plans to schedule meetings quarterly and the groups will be organized by topic

Active Listening/Full SAC Participation:

• Mary Cranfill, President of the Staff Advisory Council, and Carmen Canales, Associate Vice President for Human Resources and Chief Human Resources Officer, discussed how to listen to your constituents and the importance of making sure everyone’s voice is heard
• The Council discussed what information should the group be taking back to our co-workers
• Discussed how to get feedback and suggestions from co-workers

Summary: Guest Speaker from Admissions – Martha Allman, Buz Moser & University Stores surveys, United Way, Committees, By-Law Changes, Staff Appreciation Committee, Capital Planning Committee

In attendance: Doug Bland, Kathy Bunn, Cathy Chinlund, Carol Cramer, Mary Cranfill, Debbie Deheck, Teresa Earl, Karen Frekko, Jeff Gaither, Nicole Galliard, Tomma Guastaferro, Harold Holmes, Corey Jenkins, Ted Johnson, Marc Jones, Travis Manning, Angela Mazaris, Patrick Morton, Buz Moser, Sharon Payne, Dee Perry, Lori Sykes, Frank Thomas, Donna Thornton, Elide Vargas

Admissions: Martha Allman, guest speaker: Martha spoke about positive changes in admissions

• Admissions affects all of us and admissions works as a team to get students to Wake Forest
• The market and strategy of admissions has changed and therefore the admissions landscape has changed
• Wake Forest was the first top 30 school to do away with the SAT- Instead 75% of this years applicants were interviewed – SKYPE
• 17,000 students visited WFU this year and applications were up 25%
• This year we have 1240 freshman and students come from many regions of the US – Northeast visits are up
• New Byrum Center is great for admissions- Is the WFU front porch

Introduction of Buz Moser:

• Talked about making the University Stores and bookstore more retail forward.
• They have surveys to talk about changing support to students, faculty, and staff so please participate in those areas.
• Also, Hit the Bricks will be held on October 6^th and students, faculty, and staff are all encouraged to participate.
• For more information visit the Hit the Bricks website.

United Way: The United Way campaign kickoff will be in October and is one of two that the campus supports along with the Arts Council to promote Motto: “Pro Humanitate” (for humanity).

Business Processes Committee:  Tabled

Committee Chairs: Each chair will have 5 min. to discuss what they have done.

By-law Changes: Currently working on the language of the by-laws. By- law language will be confirmed by next meeting.

• Reynolda House Museum of American Art and The Charlotte Campus – should employees be permitted to vote in SAC elections?
  • This should be a discussion with Carmen Canales, Chief Human Resources Officer

Staff Appreciation Luncheon: Nominations open until next Monday. Two members, Karen Frekko and Donna Thornton, will help.

Artisan Fair: Discussion as to whether the SAC wants to take on the Artisan Fair.

• The SAC would endorse and help to get volunteers, but not take ownership of the fair.
• Help can also be given through our web site with online forms

Capital Planning Committee- Doug Bland will serve.

Notes/Ideas for topics:

• A presentation from Carmen to see where the HR department will be going in the future?
• A presentation from Harold Pace – new registrar?
• Update on master plan
• Open floor discussion- suggestion box – instead of paper form (comment card-box)
• A faculty football game day (free tickets) was advertised in an email that also went out to staff – staff is not invited to the event.
  • This should be discussed with Hof and Carmen
• Vanderbilt game – will there be a special price? $20.00 per ticket

Summary:  Guest speaker – Ryan Swanson, University Architect, Committee Reports (Election Faculty Senate), Special Session with Provost, Web Page Development, By-Law Changes

In attendance:  Mary Cranfill, Patrick Morton, Dee Perry, Cathy Chinlund, Nicolle Gaillard, Ann Gordon, Elide Vargas, Karen Frekko, Bob Hebert, Sharon Payne, Paul Sheff, Tomma Guastaferro, Beth Hoagland, and Randy Cockerham, Jennifer Killingsworth, Jim Rae, Donna Thornton, and Teresa Earl.

Guest speaker, Ryan Swanson, University Architect:  Ryan provided slides and a description of all future campus building (Schools of Business, Party Barn, Recreational Center, etc.) and the effect it will have relative to roads, parking, etc. Ryan also shared slides and plans for the new Casa Dingledine in Nicaragua, as well as planned upgrades to Casa Artom in Venice.

• Initial construction will begin on the new Business School May 16^th and run through August 19^{th ,} and will involve closing of Polo Road entrance while work is being done.

SAC Business:  Committee Reports:

Election Committee

• Tomma reported that the new electronic system worked well with an increase in nominations.
  • Nominees will be contacted to ask of their willingness to serve if elected.
• Breakdown of Divisions:
  • Administration – Financial (4)
  • Athletics (1)
  • Provost (3)
  • Student Life (1)
  • Advancement (1)

Special Speaker Session with Provost Tiefenthaler: It was initially agreed that there was strong interest in having Jill speak to all university staff

• Plan of action:
  • Mary to contact Anita regarding an available date
  • Prior to event, PDC will work to create a venue by which staff could submit questions
  • Questions will be reviewed and submitted to Provost in order that she may select ahead of time those to which she will speak.

******Since our last meeting it was announced that Provost Tiefenthaler will be resigning from Wake Forest to accept the presidency at Colorado College.  Therefore, a special session will not be scheduled.

Faculty Senate Committee: Discussion regarding Faculty Senate’s desire not to have staff represented on Faculty Senate committees—SAC agreed in understanding Faculty Senate’s decision.  Currently Faculty Senate is undergoing changes and is somewhat unorganized.  Also noted was the yearly change in presidency of the Committee hindering their efforts of being better organized.

• Agreed that SAC should form its own standing committees with at least three to five members on each committee and each SAC member serving on at least one committee, although concern was voiced about SAC members having the time to sustain committee activity and productiveness.
• Unanimously voted by SAC members to form the following standing committees:
  • Fringe Benefits Committee
  • Professional Development Committee
  • Business Process Committee –
    • tie in James Springer
    • SAC to take initiative for committee to be staff driven, know what stresses us, and help senior leadership to correct silos and duplicate efforts.
  • Work/Balance Committee

Action Item:

• At April meeting SAC will define the role and structure of forming each committee and its membership.

Web Page Development – Teresa and Karen reported on the outcome of home page meetings.  Outcome of suggestions for improvement

• Include upcoming events
• Post photos of SAC members
• Post minutes of meetings and bylaws with a comment area
• Add an event and meeting area
• Election area
• Add more graphics and images

Bylaw changes: Discussion postponed to next meeting

Action Item:

• Mary will send an email of pros and cons of changes and will open for discussion at April meeting.

Announcements:

• Nicolle introduced Jennifer Killingsworth, replacing Candi,
  • Action confirmed by Executive Committee
• It is tentatively expected that the new Associate VP of Human Resources will be announced at the end of May.

Future SAC guest speakers:

• April – Angela Culler about compensation.
• Fall – Harold Pace, new Registrar as possible speaker.

The next Staff Advisory Council Meeting (SAC) meeting will be held on Tuesday, April 26^th , 1:30 – 3:00 pm, location to be announced.

Summary: Guest Speaker:  Hof Milam (new Associate VP for Administration and Finance), Ad Hoc Communication Committe, Faculty Senate Report, Election Committee Report, Changes for VP/President role next year, future guest speakers.

In attendance: Mary Cranfill, Patrick Morton, Dee Perry, Cathy Chinlund, Nicolle Gaillard, Candi Lofano, Ann Gordon, Elide Vargas, Jean Trowbridge, Ann Flynn, Karen Frekko, Bob Hebert, Prentice Armstrong, Melvin Lee, Sharon Payne, Debbie Deheck, Paul Sheff, Angela Culler, Tomma Guastaferro, Beth Hoagland, and Randy Cockerham

Guest speakers, Hof Milam, new Associate VP for Administration and Finance: Hof introduced himself to SAC members and a large audience of staff from a wide cross section of campus.  His introduction consisted of the following:

• Personal background and path to current position at Wake
• Concern in learning that in general staff
  • do not feel they have a voice or can openly express displeasure with administration without fear of retribution.
  • feel that there is poor communication from administration
  • feel that there is poor application of technology
  • feel that there is much duplication of efforts
  • feel that a “human touch” is missing
  • feel that the university has become more of a “silo” over the years.
  • Hof encouraged staff to be open with feelings, giving feedback

Question and Answer Segment followed:

• What is the most surprising thing you see on your return to Wake?
  • Struggle with communication
  • Technology challenges
  • Best way to deal with the above is for peers to work together in bringing these concerns to the attention of administration and working to solve issues
  • What qualities of Hof’s undergraduate experience does he see missing now?
    • Social life “on” campus—glad to see efforts being made to bring student life back to the campus.
    • What are the major financial issues and challenges?
      • Increased enrollment is bringing in increased revenue.  Although this brings with it challenges in space, teaching staff, etc.,  it’s being put to good use i.e., new rec center, business school.
      • Increased enrollment is making it more difficult for students to enroll in the classes they need.  How can this be handled?
        • The new business school will free up classroom space in Kirby.
        • The new class schedule will help alleviate some of these difficulties, as well as providing help with the dining issues.
        • ARA will be conducting a study on how best to improve dining for faculty, students, and staff.
        • Are there plans to increase staff along with increased enrollment?
          • We need to be attentive to this need
          • Look into existing over-staffing and the possibility moving staff from one area to another.
          • Be creative
          • What do you see as the best way to handle technology issues and duplicative efforts?
            • Create group(s) with the authority to rally the troops.
            • Best results are seen when talking with people close to the problem—think creatively.
            • Are there any plans for removing the silos seen in the financial areas?
              • Best way to break down silos is for both sides to work together.
              • Also depends on the tone at the top
              • What is the plan for staff salary raises?
                • Planning on a 2% pool based on merit
                • Will address those positions that are not at market salary
                • What should we expect in terms of insurance changes?
                  • Looking at the national trend increases are around 9% (2 ½% is added by the new Health Reform)
                  • WFU can expect something between a 5-8% increase.  Am amazed that WFU has stayed level for as long as we have.
                  • Pleased to see that overall WFU utilization of insurance compared to other places is relatively low.
                  • Will there more preventive medical opportunities available (re: our Health & Exercise Science Programs)?
                    • The medical school will be working with us on this, but this might also raise costs.

Ad hoc Advisory Committee

• Mary, Cathy, Karen and Sharon met with Pamela, Brett and Kerry  to discuss better communication on campus
  • How best to utilize Inside Wake Forest
  • The Communication Office will present new ideas and presentation to SAC in the May meeting.

Suggestions for such input:

• HR working with Kerry King in announcing newly hired staff—whose new on campus.
• Highlights when transitions of staff positions occur.

• Action Items:
  • Communication Office asks that SAC members give them info on what we’d like to see changed that would inspire us to go to the site.
  • Give Patrick Morton ideas on how we want to see the staff site

Faculty Senate Committee – Bob Hebert

• Reported that there seemed to be confusion as to the joint benefits committee.  Under new leadership Patrick Morton is now a Co-Chair of the benefits committee.  Disconnects often occurs when leadership changes.
  • This will require a change in the Bylaws.
  • Proposed changes to University documents on sexual harassment policies.
    • Currently our documents mirror only what the law requires.  Addition now includes gender identity.
    • Steve Reinemund reported on the new business school, the new Charlotte MBA campus, and the schools increased involvement with the Entrepreneurship (ESE) program.

Election Committee – Tomma Guastaferro

• The election process is going electronic and will be tested in our small executive committee group before sending electronically to all staff.  Hard copy will be made available for those who do not have computer access.  The six divisions represented are:
  • Administration/Finance
  • Provost
  • Student Life
  • University Advancement
  • Athletics
  • Other
  • Schedule for elections:
    • Elections open on March 9^th
    • Elections close on March 25^th
    • Ballots open April 4^th
    • Ballots close on April 22^nd
    • Announcement of new members on May 8^th

New SAC Business – Mary Cranfill

• Mary announced that due to Patrick’s other work requirements and obligations, he will be stepping down as Vice President and will be unable to assume the role of President of SAC next year.
• Discussion followed regarding Mary continuing on as President for one more year and officially extending the term of President to two years.
  • Mary agreed to serve one more year.  All agreed on Mary’s extension and the change in term for the President.
  • Hof encouraged the decision advising that it will allow for more continuity and allow for issues begun in one year to carry through the next without disconnect.
  • This change will require revision to the Bylaws.
  • Candi Lofano is moving to Florida and will be stepping down from her position in SAC.  She has someone willing to serve in her place for the remainder of her term.
    • It was agreed to approve Jennifer Killingsworth to replace Candi for the remainder of her term on the Staff Advisory Council.
    • Future SAC guest speakers (changes to be confirmed and may change before next meeting):
      • March: Jill Tiefenthaler will replace Ryan Swanson at this meeting due to a scheduling conflict.
      • April: Ryan Swanson, University Architect, to discuss new campus projects for this summer and in general.
      • May: Angela Culler and Brian Gittens will address how salaries are determined and how market analyses play into those decisions.  Staff may send Angela and/or Brian any specific questions they might like answered at this meeting.

The next Staff Advisory Council Meeting (SAC) meeting will be held on Tuesday, March, 29^th , 1:30 – 3:00 pm, location to be announced.

Summary: Parking and Transportation Program Update (Speakers:  Jim Alty and Alex Crist), Updates on meeting with President Hatch, Election Committee update, term extensions for appointed SAC members, Dean Fetrow meeting with administrative assistants, future SAC meeting speakers.

In attendance: Mary Cranfill, Dee Perry, Cathy Chinlund, James Rae, Nicolle Gaillard, Candi Lofano, Ann Gordon, Elide Vargas, Ann Flynn, Karen Frekko, Bob Hebert, Kathy Bunn, Prentice Armstrong, Jim Alty, Sharon Payne, Debbie Deheck, Paul Sheff, Angela Culler, Tomma Guastaferro, and Randy Cockerham

Parking and Transportation Program Update: Guest speakers, Jim Alty and Alex Crist (PowerPoint presentation) Alex and Jim spoke about improvements that have been completed, and the goals for the future:

Completed:

• Issuing of new parking permits for both faculty, staff, and students
• Reduced student parking on-campus
• 347 new parking spaces add to Bridger Field
• Re-designation of lots for staff, students, and visitors
• Increase in use of new shuttle lines
• Booting policy implemented – improved compliance in parking significantly increased
• Reduced faculty/staff citations

Goals for FY’12

• Provide more visitor parking
• Improve signage
• Decrease excessive traffic of employees looking for a parking space on campus
• Make available a carpool plan
• Investigate pedestrian and bicycle paths in conjunction with neighboring areas (e.g., Buena Vista).
• Increase number of Zip cars available
• Begin a Zone/Core Parking Concept plan for faculty and staff. If requests exceed space availability, a lottery process will be implemented instead.

Zone Concept

• Issuing of permits for core specific lots
• Based on a first come first serve basis, faculty/staff will apply for a first, second, and third choice of Lots preference for parking
• Issued on a 1:1 ratio
• If more requests than available parking, a lottery procedure will be used

Designated Lot Concept:

• Under this system, a permit would be issued identifying the Lot one should park in. This includes only a designated Lot, not a designated “parking space”
• Permits will be issued on a first come first serve basis
• A lottery process will be implemented, if requests exceed available lot spaces.

Perceived Advantages:

• Fewer cars causing unnecessary traffic while looking for a place to park
• Space availability close to individual’s area of work
• Better allocation of scarce resource

Disadvantages:

• May not get first choice
• Increased pedestrian traffic

Questions/Answers/Comments:

• Concern expressed for pedestrian safety.
• Any thought to installing more speed bumps?
  Yes, plan is to install what is now called “traffic calming method,” e.g., Wait Chapel, Manchester, where downward hill begins near the Admissions building.
• Why did we go to a parking permit renewal on a yearly basis?
  It has allowed for identification of cars that should not be on campus, and, therefore, has provided more space availability.
• Suggested that permits be extended for at least two years instead of renewal on a yearly basis. This would cut on expenses as well.
• Suggested that renewals be done with small date tag as is regular car registration is one.
• Could we install entry card gates?
  Possibly, but it would detract from campus appearance, would be costly, and likely to cause back-up in traffic as people arrived near the same time frame.
• How would we account for “special events” that would require the roping off of a designated parking lot?
  Faculty/staff would need to go to outer, undesignated parking area. Those parked in areas without the proper permit will be ticketed.
• Where would one park if someone without a permit for lot has taken spot?
  Faculty/staff whose normal, designated lot was closed would have to park on the outside perimeter.
• What is the parking policy after 5:00 pm and on weekends?
  Parking becomes available to all.

Action Item:

Jim asked that everyone share the proposed plan with the staff/faculty in their areas for feedback and suggestions. We are asked not to send them the link out of concern that people would jump to conclusions that this possible plan had already been decided on and was in action.

SAC Business: Mary reported on her meeting with President Hatch:

• Advised President Hatch of perceived increase in stress and process changes being duplicative, and the need for improvement of communication, especially addressing the need for communication of Staff Climate Survey.
• President Hatch’s response to Mary’s suggestion that a “breakfast with the president” or an open forum be schedule was positive.
  • President Hatch was receptive to the suggestion of a forum and will have Mary Pugel look into the possibility of having such a forum where staff could present questions ahead of time, he would then choose which to address at the forum.
  • Possibly invite other administrators to be part of open forum for Q & A
• Office of Communications
  • hired new News Director, Brett
  • Would like to form an Advisory Committee to meet regarding improvement of communication.
  • Possibility of forming a Task Force to address better business processes.
  • Mary asked for volunteers to work with the Office of Communication – Karen and Cathy Chinlund volunteered
• Hof will attend all SAC Executive Meetings and only the SAC meetings quarterly
• Angela Culler spoke about the new efforts in possibly starting a questionnaire for new incoming staff, taking photos, talk about their working roles, and update monthly. (This effort will address the need for community sharing.)
• Broadcast messaging: It was agreed that most staff are fine receiving multiple broadcasts messages, where faculty are not.
• New Class Schedule: Agreed that staff doesn’t foresee any major problem, although there is general confusion in how best to fill out student class schedules.
• Mary asked for volunteers to serve on the Safety Advisory Committee

Action item:

• Mary will find out what commitment(s) is/are required before asking anyone to make a commitment to serve.
• Tomma gave a report from the Election Committee:
  • Have seen an increased number in staff signing up for PDC classes.
  • SAC is going electronic (March 1st) rolling out reports on web
  • Karen gave new web site address as sac.efu.edu
  • Those who do not have computer access will be sent hard copy.
• Turnover of SAC elected positions: To maintain consistency in a structured timeframe, current positions will be extended by one year.
• Dean Fetrow, lunches with staff: Dean Fetrow has set up two lunch meetings with several administrative assistants to hear what they feel major issues are on campus. A few more lunch meeting will be scheduled in the future.
• Good opportunity for SAC members to share with those having lunch what matters to them that they’d like to see brought to Dean Fetrow’s attention.
• Future SAC guest speakers:

February: Hof Milam, Senior VP of Finance & Administration
March: Ryan Swanson, University Architect, to discuss new campus projects for this summer and in general.
April: Jill Tiefenthaler
May: Angela Culler and Brian Gittens will address how salaries are determined and how market analyses play into those decisions. Staff may send Angela and/or Brian any specific questions they might like answered at this meeting.

The next Staff Advisory Council Meeting (SAC) meeting will be held on Tuesday, February 22, 1:30 – 3:00 pm, location to be announced.

Summary: Guest Speaker from Human Resources – Beth Faye: Health care Reform and HR Wellness Opportunities, Introduction of Brian Gittens,  Future guest speakers, HR News (Mike Tesh/Angela Culler), Staff Appreciation, Staff Climate Survey.

In attendance:  Mary Cranfill, Jean Trowbridge, Prentice Armstrong, Corey Jenkins, Karen Frekko, Candi Lofano, Brian Gittens, James Rae, Teresa Earl, Randy Cockerham, Kathy Bunn, Cathy Chinlund, Sharon Payne, Dee Perry, Tomma Guastaferro, Elide Vargas,  Paul Sheff,  Angela Culler, Debbie Deheck, Beth Hoagland

Human Resources: Beth Faye, guest speaker, Health care Reform and HR Wellness Opportunities:  Beth spoke to the Health Care Reform providing “all” with health benefits

• 2011 is the deadline to change our WFU plan
• Changes will be: dependent coverage up to the age of 26 regardless of whether the dependent is married or working; current coverage is for those up to the age of 19, if not a full-time student.
• 20% of WFU employees currently have no health plan
• WFU may look at plans elsewhere to see what we can add to encourage our employees to buy into WFU insurance, removing the pre-existing conditions for enrollment of those under the age of 19.
• Removal of lifetime limit for all employees.
• Removal of annual limits on the dollar value of essential benefits defined by law.
• Removal of co-pay for preventive services
• Same emergency room coverage for out of area provider.
• Early retirement program.

More detailed information in how to use the plan can be found at healthcare.com within the HR web site.  A benefits bulletin will be sent to all employees.  The Health Care Reform can be accessed through links on the HR web site.  The information provides timelines and stages for the new health care program.  Wake Forest welcomes creative ideas for the plan.

Beth reminded our SAC group of the Wake Wellness Plans and other no-cost opportunities available on-campus—a few are listed below:

• Physical – exercise
• Emotional
• EAP (help available for addiction, stress, marriage issues, etc.—Lib Edwards will connect employee with outside help.
• Nutritional
• Financial
• Reynolds Gym, pool
• Numerous exercise classes
• Miller Center, work-out equipment
• Peter Brubaker’s healthy lifestyle screening program
• YMCA discounts
• Other WFU perks include: 10% and 20% discounts for such vendors at AT&T, Verizon

BCBS on-line plans offered to employees at no cost:

• Medical management
• 24 hour nurse resources
• Blue Points—earn points for exercising, eating well, etc.  Gift cards can be earned with points and are available for use at several local business such as Target, Walmart, etc.
• Discounts available on other items such as hearing aids, vitamins, weight management programs, etc.
• An on-line wellness plan to help keep one on track

Questions/Answers:

• Is Wake looking at any other providers other than BCBS?
  • Will remain with BCBS through 2013
  • Will there be an impact on monthly premiums
    • Possible at a minimum.  Core value will stay the same.  Wake will offer what they can afford to offer.
  • Is a change expected for people at higher risk?
    • This is under consideration
  • Is there consideration for looking at what an employee’s base income level is as to what one can pay for coverage?
    • No, this is not yet under consideration.

Introduction of Brian Gittens: Brian has assumed the position of Director of Compensation in HR.  Brian comes to us from Virginia Tech. Our next SAC newsletter will carry an article on Brian.  Briefly described his duties and responsibilities in this position, which involves the planning and administration of staff compensation, including market analyzes of  WFU salaries as they compare to comparable positions elsewhere.

SAC January meeting:   Possible guest speakers include:

• Hof Milam—Senior Vice Present/CFO
• Lib Edwards—Director/Employee Assistance Program

SAC February meeting:  Possible guest speakers include:

• Bill Davis—Executive Professor/Schools of Business (communication skills)
• Brian Gittens—Director, Compensation (address market pay strategy philosophy and how employees are paid).
• Kerry King—Director, News and Pamela Dumas-Serfes—Associate Vice President/Communications

HR News:  Announcement of Angela Culler’s appointment to the position of Interim Assistant Vice President of Human Resources following the resignation of Mike Tesh.  Some initiatives that Angela will be evaluating and reporting to administration include:

• Career Pathing
• Health Care Reform and how cost changes will impact WFU
• Performance Management
• Outside Consultants to evaluate what HR needs to improve and to identify what they do well.

Staff Appreciation:  The soccer event hosted by SAC in October went well, but not as many SAC and staff attended as was hoped for.  It was suggested that this be considered for a basketball game as well.

Staff Climate Survey:   Continued discussion regarding issues of importance for staff to bring to the attention of the administration.

• Share physical plans for campus
• Possibility of appointing a task force from various campus areas to review university processes—addressing such matters as stress, inefficiencies, redundancies,
• Understaffing—increase in higher administrative positions without adequate increase in support staff positions.
• Restructuring of jobs in departments seen as unsettling
• No longer felt that value is seen in internal staff.
• Staff morale at a low point

Questions/Answers:

• Is there a guideline for the maximum number of hours an exempt staff employee can work?
  • No, not for exempt employees.  FLSA holds WFU liable if non-exempt employees work hours not reported.
  • How best can Mary bring staff concerns to the attention of President Hatch?
    • Suggested possibility of town hall type meetings, or a breakfast with President Hatch, etc to improve staff trust in administration.
    • Does Brian Gittens have case studies from other universities? 
      • Present administration with a concrete plan including constructive and well designed steps of action necessary to be taken. 
      • Input should come from groups that do the work.
      • Research issues thoroughly before presenting.

Next SAC meeting will be held on Tuesday, January 25, 2011 at 1:30, location TBA