(indistinct)
-: Okay, so good afternoon.
This is the October Staff Council Monthly Meeting,
which we'll call to order at 12:13.
Thank you for joining us in person or on Zoom today.
And the first order of business
will be to approve the minutes.
Do I have a motion to approve the minutes?
-: Make a motion, Susan, to approve the minutes.
-: Thank you.
And a second?
Attendee: I'll second.
-: Thank you.
And is there any discussion?
Chance to take a quick peek?
Attendee: Katherine, is your hand up to motion
or did you have a question?
Katherine: Sorry, I was trying to take it down. (laughs)
Attendee: And I hope, okay.
(indistinct)
-: Time to vote.
Okay, so all those in favor, please raise your hand.
Anyone opposed?
And any abstentions?
Alright,
so the minutes have been approved for the September meeting.
Thank you.
Do we have any non-staff council members here today
in person or on Zoom
who would like to bring up any other business?
Okay, we'll move into standing committee updates then.
Who would like to get us started?
(indistinct)
Go ahead (indistinct).
-: I didn't have a chance,
but I think Susan would (indistinct),
when it's your turn though.
Attendee: You can go first though.
So from the Stevie thing,
we met late because we had a conflict
and we don't really have much to report.
We're still talking about stuff
that I can't really bring up.
So really not a whole lot to update today.
We're still waiting on some things from HR.
I had to do a follow-up email to them.
So, I'm just kind of in the (indistinct) game.
Sorry.
Attendee: Things are moving forward.
Attendee: Yes, yes, that's-
-: That's the key takeaway for us as a whole, I think.
Good.
All right, thank you.
I'll go (indistinct).
Attendee: Social committee.
We're moving forward.
We felt we're all set.
I didn't even check the staff online
to see if it included the Newsies link
to get tickets at all.
-: The portal's not ready yet.
-: The portal's, okay, so-
-: Submit that last week.
-: 10% discount on tickets and no taxes
'cause we're going through the portal and it's tax exempt.
And then we're doing a $2 subsidy per order.
So it's like $28 a ticket with the discount and no taxes.
And then like I said, $2 subsidy that we're doing per order.
And Newsies is,
the show we're doing is Saturday, November 16th, matinee.
So this is a little bookmark from it, the big poster yet.
One thing I'm, I also just learned
that the spring production is Little Mermaid.
So our next meeting we'll discuss
whether we wanna pursue that as well.
She discounted tickets too, Little Mermaid too.
Alyssa Baker found out about discount at Percy Corn Maze,
but they already offered a discount so it wasn't something
that was done through the social committee.
But if you show your UVM ID,
they do offer like a dollar or 25% discount.
Apparently it's free to veterans, which is good.
And as students or staff, apple picking,
we didn't get an additional discount,
but Blue Cross Blue Shield offered vouchers
to some people who entered the lottery for voucher.
And I did get information
on possibly pursuing a wine tour through a new winery,
Lincoln Peak Winery in New Haven.
So we'll be talking about that at our next meeting.
Potentially Essex mini golf perhaps in the spring
with a dollar discount there.
Diane is looking into solidifying the date
for the next golf tournament, August 8th, 2025,
still a Friday.
And we did arrange discounted hockey basketball tickets
and decided on some dates for those at the last meeting.
There's no discount for the holiday lights
through Shelburne Museum,
but I have put out an email to them again inquiring
about could we purchase a block of tickets to holiday lights
and subsidize those tickets perhaps.
So wait to hear back on that.
And we'll be probably discussing further
at our next meeting,
the holiday bazaar and the need for volunteers.
I believe there was a link to that in the staff line
that went out today.
So we've got some leads from our committee,
but we need lots of help for that,
and that's December 4th or Wednesday.
And I think that's the major things for now.
-: Thank you.
-: Can I add something?
-: Sure.
-: To your report.
So as of just before this meeting,
Holly was our vendor signups.
That's actually the link that might today the volunteer sign
will go in November.
Yes, so looking at the guidelines, but anyway,
as of today there's been 38 vendor applications
requesting 50 tables in total,
and we have 53 tables in total available.
Wow, so-
-: So a lot of 'em requesting two tables.
-: So we will certainly exceed that,
and that's why it's a jury situation,
and the social committee will be meeting between the 11th
and the end of the month to review the applications
to approve who they want to come.
Attendee: When is the deadline for that again?
-: 11th.
-: All right, thank you.
Holiday bazaar is always super fun.
Attendee: I had a question.
Are we able to advertise that on like Front Porch Forum
or do you pretty much just keep it
within the UVM community in terms of advertising?
-: Well, here's the tricky thing about advertising it
outside, which I have done,
I put it like in the CAX calendar events
and the seven days calendar, a couple of others.
Problem is people coming from the outside can't find a place
to park.
Attendee: Right, and then they-
-: And then they complain.
-: So that's not to post it on it
'cause they don't wanna spread the word too much.
-: Right.
-: Because it is busy just with the (indistinct).
-: I think the vendors do pretty well if that was an issue,
maybe I'd have to revisit that, but-
-: Yeah, I just wanted to make sure I didn't quite put it
on that, it shouldn't (indistinct) on that.
I think last year we talked about vendors being able
to take the graphic that you made, Alan,
and share that with their lists
so that they're doing the outreach themselves.
-: They get a copy of all the graphic material.
-: Oh, so they probably like post it on their social media.
-: And let them do whatever they want to do with it.
So yeah, they do get that information.
-: Outside people are certainly welcome to come,
but we don't wanna spread too much.
-: Well, is there really no parking,
have nothing over (indistinct) us either?
It's just all a few (indistinct).
-: Yeah.
(indistinct)
-: If you're in the public.
-: Yeah, I mean all the vendors are having to use the pay
for parking in (indistinct).
So that takes up a lot of space right there.
-: Are we offering parking for them?
-: No.
(indistinct)
(attendees laughing)
-: The way that-
-: They make good money, so we should.
(indistinct)
-: That's changed to holiday bazaars ago was,
and don't spread the word on this,
the whole Jefford's Parking Lot gets opened up to park mold
instead of just specific spots
because of specific spots couple years ago were being taken
up and people had to park all the way over.
There's gotta-
-: Okay.
Attendee: And then there was something, so that's-
Attendee: I think you put out a notice on that day
for people not to park.
Do you mean on staff not to park in Shepherd's?
-: People that are staff members, right?
That our vendors should continue
to park in their regular parking spots
whatever their pass allows them to do.
Because otherwise they-
-: So the people who normally,
staff members who normally would park at Jefford's,
are they still allowed to park?
-: Yeah, (indistinct).
-: Okay.
-: We're not gonna stop anybody.
-: Okay.
-: And that's not gonna be enforced.
We're not gonna have transportation parking to enforce that,
I left to do.
-: Alright, well, I'm looking forward to it.
Community engagement or PPD, what's next?
-: We can go community engagement.
-: Okay, go ahead.
-: Our last meeting on September 18th,
nothing groundbreaking,
but we did talk about recurring events, you know,
events that we've offered in the past
and confirming some of them.
We do have folks who are taking on our book club
to keep that going for this year.
We have some crafting events that are in the works
and one of them did happen on the 24th,
so if anyone went to that one and they can talk about that.
And just some general planning for future events.
We're still working on those.
Attendee: I went to the beading
and I'm wearing my lovely bead.
(people chattering)
Attendee: It was very fun.
It was a nice midday meditative crafting session.
It was nice.
It'll probably at least to unplug 30 people.
Attendee: Yeah, it was 50.
It was fun.
-: How often are we having the crafting events?
Are they gonna be weekly, monthly?
Attendee: Like a couple of semester.
-: Couple of semester?
-: Yeah, one more.
-: Yeah, I had a conflict,
but I was really hoping to get there.
(people chattering)
-: Yes.
Attendee: Do I know?
(attendees laughing)
Attendee: It's secret.
-: I don't.
-: December 4th.
Attendee: December.
Attendee: Just kidding.
(attendees laughing)
(indistinct)
-: Okay, no problem.
-: Oh, I think they mentioned
it was like a potato gives strategy.
Attendee: Yeah, exactly.
Yeah, I feel like it is early in December,
but I'm not sure when.
-: Okay.
And then the safety walk is Thursday
in the Fleming Museum one is, I forget the date.
Attendee: The 22nd.
Attendee: The 22nd, yeah.
-: Is campus tour is you or-
Attendee: It's us.
-: It's community.
-: Because there's a new person in our office
and she said she's part of the campus board.
I don't know whether that happened already or it's,
I think she was told in orientation
there would be a campus tour coming up.
Attendee: Oh, that-
-: That's separate.
-: Yeah.
-: That's PPD.
That's new employee orientation type.
(indistinct)
-: All right, thank you.
Next, PPD.
-: And on that note, PPD.
PPD, our last meeting was on September 16th
and then a few days after that, we had our cat chat,
which went really smoothly.
12 or 12, listen to me,
three news speakers that were wonderful,
had wonderful stories to share.
It was down in Memorial Lounge
and I think we had about 20 to 30 people that showed up.
So we deemed that successful
and we're excited about planning our next cat chat
that will happen in March.
We also are looking for brainstorm other ideas
and projects that we might be taking on.
Those include working to create some kind of opportunity
for a creation of a young professionals group
and connecting young professionals
that are coming here to UVM.
We also talked about providing people
that are English language learners opportunities
to have conversations in a social setting or yep,
that was another idea.
And another idea was maybe working with a career center
to set up some kind of dinners to get career development
for younger people or other folks in just connected
that might normally not be connected.
So all new ideas,
if anyone's got thoughts or comments on those
or any other new ideas for PPD to take on,
we are open to hearing those.
But other than that, I think that's it.
-: Questions for PPD?
Okay, thank you.
Next up is the officers updates.
So we spent some time meeting with Jonathan
in regard to the presidential search
and the board of trustees has approved the committee members
and universities moving forward,
with the presidential search.
So if any of your constituents or yourself have any ideas
or thoughts that you wanna see considered in that,
please email those to me.
The university has a website,
if you haven't seen it already,
where you can kind of follow the process
or learn more about what that process is.
There is a process that is managed by the board of trustees
for the search.
Essentially a committee does a lot of the leg work
and then I think makes a recommendation to the board.
And so that'll take some time to go through.
We talked with HR about Kronos
and I think we've rolled out everybody at this point.
So certainly, you know, make sure you're checking
in with your constituents if there's any feedback
on how that's going for them.
One of the things we are interested in the learning more
about is the process for notifying your supervisor
of any changes.
So, you know, is it an email, is it a teams note?
You know, are people doing similar things
or different things?
Is there any need to kind of create a little bit
of more process around that?
So it's gonna be highly variable
depending on how many people a supervisor has reporting
to them and the documentation,
but just kind of be aware that, you know,
that's just a little bit open-ended right now
and just check in with folks and see how they're doing.
If employees are feeling like their changes are being done
in a timely manner, right?
Like it's hitting the right pay period, the right paycheck,
'cause there is that piece that affects your paycheck now
in a way that it hasn't in the past.
So I just want us to be kind of mindful, right?
That can be kind of anxiety thing for people to be like,
oh is my paycheck gonna be right or wrong?
Is PTO being allocated?
So, let's just keep our ear to the ground on that one.
Yes.
-: I had a question for you.
-: Yes.
-: Wondering if in your next meeting,
which is coming up with the HR team-
-: Yep.
-: You know, there's ears here.
(indistinct)
With the new FLSA changes, there is a two-month gap
when the certain employees who are affected
by the Kronos change and the FLSA.
-: Okay.
-: FLSA changes are getting rolled over at the end
of the calendar year,
but they won't go into Kronos until February, some of them.
So there's a two-month gap
where they're not really being told from HR
as to what's happening with that gap.
-: Okay.
-: And supervisors were not getting any feedback as well
as to what we are supposed to be doing
and where we're supposed to be checking
whether it's PeopleSoft, Kronos, or what.
-: Okay.
-: So we're missing some communications
and there's some doubt on the people who are affected
by the FLSA changes.
-: Okay.
Attendee: What is FL?
(people chattering)
For exempt versus not exempt, hourly versus salary?
The new overtime.
Yeah, (indistinct).
So the new rules are, they're increasing the amount
of money you make per week to be considered exempt
or salaried or not eligible for overtime.
And so because they're raising it so much,
'cause it's been delayed for a while,
it's taking a bunch of our salaried exempt staff
and putting them into non exempt status
because they don't make more than that per week anymore.
And they will all be transferring to Kronos, right?
When they're non exempt.
Yeah, when they (indistinct).
And there was already one way that happened,
it was just very small, that was in July,
and then this next one is in January.
This one is much bigger
and most of them are in (indistinct).
So we're dealing with that mostly, monthly is hard.
(indistinct)
Already hard,
now we're dealing with significant numbers hard.
(people chattering)
Yeah.
(indistinct)
-: Communication.
Attendee: Not specifically from HR
because we've already gone through the process.
We already dealt with that a little bit.
So it's kind of just like 2.0 to your point
that that really would be helpful, like it,
(people chattering)
like we understand
'cause we're putting in the EPARS in November.
Attendee: Yeah, exactly.
-: For it to take effect in January.
But yes, if there is a gap between when they go Kronos
and particularly the training,
the supervisor trainings to make sure that all happens.
We know it's a lot,
but just that we're all aware of what that,
it's do people who will be moved,
are they aware that that's change is coming for them
or is that-
Attendee: We haven't necessarily, all of them,
we've been told not to because if the union's still
in negotiation, that could change.
I don't know about for you,
but for meeting that can change whether they actually go
into the union or not staff.
And so they're like, we would rather you actually not.
Like if they have questions,
we answer those questions instead if they don't bring it up,
we aren't talking to 'em about it right now until, wait,
firstly I'm waiting in yeah, a month.
Attendee: Yeah, basically.
Attendee: First, waiting until November.
-: Oh, we were told to, as supervisors,
we were told to, okay,
need to reach out to all of your people who are affected
by this immediately and here's the boilerplate language
you are supposed to be using.
-: We've been told to work with our departments,
like our division told us our departments to come
up with that, but to not discuss it until later.
-: Interesting.
-: Yeah, because they didn't wanna ratify the contract,
because we have so many, they didn't wanna like send 'em
into a panic and then if the contract happened
to get ratified then they would just go back and then-
-: Yeah, that some,
a bunch of our (indistinct) are struggling with too.
Well, I'm so close.
-: Yeah.
-: That I'm gonna be going back and forth.
So there's a lot of-
-: So there's a lot to unpack there.
-: Yeah.
-: And this is all due to federal changes.
-: The federal-
-: Guidelines and federal changes.
So this is just also so that staff don't,
that it's a university-driven.
-: Yes.
(people chattering)
Attendee: The long went into effect July.
-: Was there somebody on Zoom or Teams that had a question?
-: I just wanted to chime in that two things
that we've been told that we have to tell our employees
by Thanksgiving time.
So it's up to departments whether they tell them now
or they tell 'em, but that's the deadline we've been told.
And the other thing, I asked the question about that gap
because that happens to my employees
and I was told that during that gap period,
while they're making their wait to transition to Kronos,
that people will be paid in PeopleSoft.
-: That's what they did with the regular, (indistinct).
-: Thanks, JP.
-: And it sounds like we want to make sure
that everybody's getting the same instructions.
There might be some variability in that,
maybe just shoring that up a little bit.
Okay, great.
-: Yeah, I know supervisors have to approve the filing Kronos
by, I believe it's by Monday at noon.
So I would think if employees have their any changes
to their supervisor before then,
then they should be able to fall
within the correct pay period.
But just keeping in mind
that supervisors need to, by Monday noon (indistinct).
It would be nice if they did another training for Kronos
because now we have supervisors who beforehand didn't,
have never taken the training
'cause they didn't have Kronos,
people in Kronos and now they will.
-: Okay.
-: So the greatest idea
that they have another training session
for those particular staff.
-: So the ones through payroll.
-: Yeah, a refresher for anybody.
Attendee: Yeah.
-: Yeah, I think it came from payroll.
Attendee: Yeah.
(people chattering)
-: Penny's the director, but I think Connie was one.
-: Oh, that means that-
(people chattering)
-: You know, I'll have to be honest,
when I went through that training, you know,
there's a lot of information covered,
and I think when you have experts giving that information,
they just know it so well and they're like, and here I am,
I'm like, yeah. (laughs)
So I think, I am curious if people find,
would think it would be helpful
to have like a little cheat sheet or-
Attendee: They do have a guide.
-: A guide.
Attendee: We have internal.
(people chattering)
-: This is what you need to know to get started.
Just very basic, so.
-: I would prefer to see that happen on a university level
because I think it's great that departments
and divisions come up with those things,
but then you get like these very siloed processes
and you know, maybe what you're using is like simple, easy,
and everybody could benefit from, right?
-: And there is that little carrot at the bottom
that you can click on and that it opens up to what your PTO
and medical is.
-: It's just gonna take some time for everybody
to kind of get up to speed, right?
Yeah.
-: It's not intuitive. (laughs)
Attendee: No.
-: I know, like click here, like, oh what's it,
oh yeah, I do remember that.
Maybe some short videos they could post.
-: And I believe they are working on that.
I think it was just, it was a lot.
It was a big rollout and now there's things to go back.
-: Yeah, and the big cultural shift
with PeopleSoft versus Kronos is that in PeopleSoft,
you were just entering your time
and you were getting the same paycheck.
Kronos is going to generate a paycheck
based on the time entered.
So I think having that be understood is pretty important.
Attendee: Yeah, it's definitely important.
Can I clarify, so when you raised this topic,
are you seeking input, you know,
like if I were to pass this on to my group,
is there a channel to say, hey,
contact X if you have feedback on this process?
Or is it just a general like, hey,
check in with your neighbor, you know,
as a (indistinct), how that's going and pass that on sort
of, at our sort of in our gathering?
-: With Kronos or FLSA?
-: The Kronos.
-: That's probably Connie.
(people chattering)
-: We have a mechanism in place to, like a feedback bucket.
-: I mean if you just email HR info at (indistinct),
she's gonna be one answer to.
-: Okay.
-: Okay, thanks.
Attendee: Guys, I just added some information
into the chat.
Attendee: Thank you.
(people chattering)
Attendee: Oh, thank you.
-: Information should also be in the chat.
Thank you.
Upcoming meeting with StratCom in November,
so just keep that in the back of your mind if we have things
that come up that you wanna discuss about communications,
anything else that I can throw in there?
Attendee: What does your meeting look like with StratCom?
-: With StratCom?
So these are pretty new.
We've had one or two of them, I think.
So it was originally kind of initiated out of the fact
that there seemed to be a lot of ambiguity
about the logo change and just like helping the community
at large be more informed
about larger university initiatives
and the process for that.
So we're building that out to get a better understanding of,
you know, what kind of communications.
Like there's external communications,
there's internal communications
and just the different processes for that,
'cause I think one of the concerns we were hearing
on staff counselors that staffs, faculty, students,
didn't feel like there was necessarily great mechanisms
for information sharing or timely information sharing.
So we're just trying to find out, you know,
different ways through the landing page,
through the different-
Attendee: The university's landing page
or staff councils, what-
-: Well, we're just trying to figure that out, right?
So there are a lot of different pieces out there.
There's staff line, there's inside UVM,
there's staff council webpage.
So kind of just being more succinct,
and I mean inside UVM is the primary tool for communicating,
but there's some shortcomings with that,
and we're just trying to address those, so.
Attendee: Do they seem open and flexible
to addressing those shortcomings of inside UVM?
-: I think the best way to answer that is that inside UVM
is only one piece of the puzzle.
So that was supposed to be sistered with a webpage
because right now it's email driven, right?
So you get it in your email
and you can choose to look at it,
you can choose to glance at it,
you can choose to look at it in detail,
but it's still an employee choice.
Our concern is that there's some pieces
of information like open enrollment that, you know,
some people don't have time to sift through.
Like it needs to be a little more in your face if you will.
So the idea of a landing page or sistering inside UVM
with a homepage that mirrors that and archives them
where employees can go to and be like,
oh I just need to check on open enrollment
or I need to check on this,
that there would be an additional resource.
And also something that is not,
like when you push information,
you're gonna get a different amount of visibility
on that than if you provide information, right?
So where does that line get drawn about expectations
about employees need to spend some time looking at this
versus we wanna make sure employees have this information
and we want to have a certain idea of that being seen,
right?
So a landing page or a homepage that would match
that would kind of solve that.
So yes, yes, they are receptive.
This is still really early stages.
I have a long way that I think we could go with this
for meeting the needs of staff, not just on campus,
but for extension as well.
So I think there's, you know,
there's definitely a lot of work to be done there.
I'm certainly open to lots of feedback and suggestions
and I take anything to the meeting that you have too.
Attendee: Alright.
-: No, go right ahead and also email us.
Has there ever been an inventory of the publications
and what their target is, what their purpose is?
And so like if you were a new employee and said,
where do I look for X?
It would at least be on your radar to say like,
oh for open enrollment,
I need to watch for my email and look something, you know,
something like that.
Where I used to work, they changed, where we were told like,
look, you gotta read this email when it comes out,
because this is where we're pushing the information to.
But it was conveyed to us, you know,
sort of like it was a lot of effort to promote that.
But I think as far as like the very,
you just mentioned a list of like emails that come out,
and not that anything about those has to change,
but just like, oh if there were even an inventory
that said here's what gets, you know, published,
here's what you can use it for, you know?
-: Yeah, and that's a really good point.
Like if you're a new employee,
you didn't get the last inside UVM,
so how are you gonna have that information?
So Jonathan, can you jump in and maybe help us out?
Is there an archive of inside UVM?
Attendee: Yes.
-: There is an archive of inside UVM.
Good luck finding it unless you link, actually,
if you click in, I think from inside UVM, there is,
all of them are archived somewhere.
I will find that archive
and all of the information truly is collected there.
But it's not a clean and easily accessed way
'cause also you need to know which addition
of inside UVM you're looking for.
They are all there,
but how you would know which day
to go find is not a searchable database.
I think that was another,
what gets into inside UVM and where it is collected
and how you've refined that information
is a work in progress.
There's a lot of communication, right?
Whether it's in your email inbox,
whether it's in inside UVM, wherever it is,
how you go back and find the information
once it's been distributed is as much,
is as complicated a question
as how you see it in the first place.
So that's, understood that that is an issue
'cause it's an issue.
There's a lot of information going around,
and how it is not just archived,
but made accessible and refindable is as complex
and there as many solutions as there are people
at the university, so.
Attendee: JP, next question.
-: JP, go ahead.
Attendee: You're muted.
-: Yeah, yeah, sorry about that.
That is feedback that we gave HR.
We said, you know, look, you've got all these publications,
part of the onboarding process should be listing
out all these publications and the purpose of each one.
So it's a reminder we gave 'em that feedback.
We do have an HR rep who attends our meetings regularly.
So we'll bring it up again and give a nudge
and see if it's happening.
-: And I think this really came to light last fall
when the open enrollment period was listed inside UVM
and I think that that's such a necessary moment in time
at the university in terms of like evaluating your benefits.
And the feedback we got was like just kind
of mentioning it in inside UVM is not enough, right?
So that kind of started a lot of this, so.
Attendee: JP, can you expand on the feedback given to HR?
-: We gave HR a lot of feedback on onboarding
and what was on the website,
currently the list that was there,
we went through it and gave specific feedback
to that whole list and we thought that that was something
that was missing from the list.
And we said, look, we've got all these publications
that should be included on the list about these resources.
So somebody new coming in can be aware of these emails
that they're gonna be getting and what each of these means.
Attendee: So I think to your point also like a section
that's consistently for major important information
like open enrollment, Kronos changes, exempt, non-exempt,
federal changes.
Like these are very big direct employee impacted changes.
-: Yes.
Attendee: And I think that the conversations
are continuing, but HR is not StratCom
and StratCom is not HR.
So I think that there's like, yeah.
-: Corinne, go ahead.
-: Yeah, I was wondering when you said
that you thought a landing page would resolve it,
what you meant because I don't,
I mean I see a landing page helping,
but having information out there in multiple ways maybe
will work, but you're never gonna reach everybody sadly.
-: No, you're not.
And we know that different people,
you know, access information differently,
especially like folks in extension,
they're not necessarily logging in to, you know,
a particular system.
So there's just a few different ways to go about it.
So if you look at the general population,
like going to their desk, logging into a computer,
that idea behind the landing page would be like,
you would open your computer and, you know,
before you log in,
like it would be basically like a screensaver
and it would just have different pieces
of information like open enrollment this month, you know,
or other things or, you know,
federal change in exempt forces, non-exempt.
And then you log in and you access Outlook
and you access all of your programming.
I'm not sure if, you know, that's gotten any traction.
I mean they're sometimes known as in, what are they called?
Internet?
Yeah, internet versus internet sites.
-: So you're saying that in addition to still having it
in inside UVM and however many other ways you can do it.
-: Sure, yeah.
Attendee: So I, to kind of to your point, Corinne,
is you will frequently see not a full duplication of,
but some articles duplicated between inside UVM,
other newsletters,
and I can speak to staff line specifically as well
where there'll be sometimes the same information
in multiple ways.
Not everybody reads inside UVM, not every staff line,
not every reads their departmental emails.
But that's part of the reason
why sometimes I duplicate information and also I know
that StratCom pulls stuff from not necessarily staff line,
but from our webpage or from the events calendar.
So I see stuff that staff council is doing,
listed in the links as well.
So getting things out in multiple ways,
in different ways, whether it's video, whether it's text,
whether it's, maybe we'll end up doing a podcast.
I don't know.
That's I think what Monica's trying to get at this,
has her hint on.
-: Yeah, and also just to expand on that for a brief second,
you know, this wouldn't be like a full huge
on like list of a lot of stuff.
The idea behind the landing page would be just
like a graphic with some links like open enrollment,
click here for more information
and then you would be driven to those sites
so that at least you know your employees are aware
that open enrollment period is from time A to B.
And then, you know, additional information is available.
So not like a comprehensive information or landing page,
but just quick links, that sort of thing.
-: And a page, I think also where your idea
was that it's a page that the minute you log
into your computer, that's what it goes to first.
You can't get anywhere else without having gone
through that landing page first.
Now again, you're relying on the employee to oh,
open enrollment, I better click on that as opposed to just,
oh, log in, I'm gonna,
why do I have to go through this landing page?
But it's just a better means to do that.
Sorry.
Attendee: Sorry, especially employees that are being paid
by the minute we need to get to Kronos,
not gonna be looking at the landing page.
Sure.
-: Well, you know, and that was just one idea
that might not be relevant anymore.
But, you know, expecting people to find
out what open enrollment is by looking in their email
and opening an email is really, you know,
for some of these more sensitive areas.
I think the bigger issue here is that we're dealing
with different types of information
and different importance levels
and how do those get classified categories and shared,
right?
And just figuring out which tools are best for that.
Attendee: Liz.
-: Liz, go ahead.
-: Thank you.
I just wanted to add that something that kind of speaks
to the landing page piece is that there had been discussions
about using the revamped my UVM portal
as sort of that landing page or central hub where maybe some
of those higher priority announcements would live.
And as we've all heard and been talking about,
there's just so many moving pieces
and that would require collaboration from different offices.
But in discussions that I've been part of,
that may be an option down the line as well.
It wouldn't be, as Alan mentioned, the type of thing
where you wouldn't be able to get past it.
But, so it does require adopting,
like it does require employees adopting the my UVM portal
as their first stop, you know,
in the morning when they log in.
But it might be another place just to add
to the growing list of places
where some of this information can be communicated.
So, that's it.
Thank you.
-: Thank you.
That's great.
Attendee: Liz is the rep from StratCom
in case anybody doesn't know, so she's-
-: She's in the know.
Any other discussion?
That's all I have.
Certainly, you know,
if you walk out the door and questions pop in your head,
email me if you have thoughts,
concerns or ideas that you'd like us to take
with us to the meetings.
HR's coming up, is this the new date or is this the-
Attendee: That's the old date.
-: That's the old date.
So, yeah.
Attendee: Rescheduled to next Thursday.
-: Next Thursday, like the 15th.
Attendee: 11th, I think it is.
-: 11th.
So you have a little time to get back to us with that.
Attendee: Also not listed on there
because it, again, it came out since that was printed.
If you were wondering if we're still gonna be meeting
with the president, yes,
meetings with Patty Prelock have been set up,
for the next three quarters, that will continue.
-: Yep.
So I think you're up next.
Attendee: I don't see my name there.
(people chattering)
-: Well, I'm gonna ask you to present on the nominee.
Attendee: Well, there we go.
-: How about that?
Attendee: So we had this on the agenda last month,
so it's here again.
The nominating committee,
just as a quick overview is the committee
that reforms every two years or when there is a vacancy
and staff council leadership
to lead the charge on the recruitment denominating process
for president and vice president of staff council.
Jen and Monica's terms are up on June 30th
of this coming year.
So we will be holding elections in the spring
regardless of whether they choose to run again or not.
There'll still be an election.
The nominating committee is comprised
of composition, seven individuals,
the parliamentarian Katherine (indistinct)
is your parliamentarian, is the chair of the committee.
Two individuals selected by the executive board,
so the executive board still has some work
to choose two individuals from UVM community
to serve on the board.
Two individuals selected by the staff council offers,
from staff council, sorry, from amongst its membership.
So people that are here today that are on staff council.
And two individuals selected by the staff council office.
Now I'm gonna pat myself on the back,
'cause only one that's gotten this done.
(people laughing)
So I've got two people committed
to serving on the committee.
Jennifer (indistinct) and registrar's office
and Jennifer O'Donnell and Grossman
are both might be serving.
So yeah, it would be great if those two
from the staff council could be decided today
'cause this really needs to get up,
and running in sooner rather than later.
-: I was gonna ask, do you have a deadline
for when you want the committee formed by?
Attendee: Amen.
End of October, least.
-: End of October.
So is there anybody here today
that would like to be on the nominating committee
in Teams land or in the room?
The only thing is if you are on the committee,
that precludes you from being able to run
for those positions.
Attendee: I can.
-: Thank you, Perry.
Attendee: Looks like someone on Zoom raised their hand.
Attendee: Cindy's got her hand up first.
Cindy: I'm happy to serve again,
but only if there are, if you're needing a spot,
I'll keep it open for others who'd like to serve,
but I'm happy to do so.
-: Cindy.
Attendee: Bob, you got your hand up?
Hey, go ahead, Bob.
If you're speaking, you're on mute.
Hello, Bob.
-: We're gonna make a note to check in with Bob.
All right, so then that would leave,
so we've got two, two, three,
and then the executive committee is gonna have to pick two.
Attendee: Two from the UVM committee.
-: From the UVM, and who else do we need to-
Attendee: That's it.
-: That's it.
Okay, so.
Attendee: Like I said, I've done my part.
-: Committee, so we'll make sure.
Attendee: So what the council should be doing now
is if you have Perry and Cindy as your two nominees,
is to vote on that.
So ask for a motion, a second discussion, and-
-: Well, can we circle back to Bob
and find out where he's at with this or-
Attendee: He said he can't get his mic to work.
-: Okay, I'll do it in the chat.
Attendee: Yeah, can you put something in the chat, Bob,
about what you're going to ask or opposing?
-: If he wants to serve 'cause then that would mean
that he would serve in place of Cindy.
Attendee: Yep.
Okay, Bob said he would serve.
-: Alright, so then we're gonna vote on Perry and Bob.
Attendee: Yes.
-: Can we do them both together or individual vote?
Attendee: You can do 'em both together.
-: Okay.
So I'd like a motion made to support Perry and Bob
to become members of the nominating committee.
-: I, Susan, make a motion.
-: Okay, and a second.
Liv: I second.
-: Okay, thanks Liv.
All those in favor of appointing or electing Perry and Bob
to the nominating committee, please raise your hand.
Good.
Okay.
Anyone opposed?
And any abstentions?
Okay, congratulations Perry and Bob,
you are on the nominating committee.
Attendee: So Bob and Perry,
sit tight for additional communications.
Once we get those two more people on board,
the first meeting will be scheduled.
I'll be adding you to the team in Teams.
So you'll get an email about being added to a team,
a whole nother one.
(people chattering)
Attendee: All the hiring teams.
(people chattering)
Attendee: Great.
Thank you.
-: And would you send out a meeting
to the executive board members?
Attendee: Well, they're all here.
-: So, it's a good point.
I guess I'm unclear on what the best method is for us
to select our two people.
Attendee: So you guys don't meet again
until the end of October.
-: Right.
Attendee: So the method that I used is I just thought
of a few people, I sent them the email,
said I think you'd really be great on this
and because of the reasons why and they would write back
and say I don't have the time or thanks, so thinking of me,
yes, I'd like to serve.
-: And they don't have to be staff council members, right?
Attendee: No, they do not.
And it actually would be preferable that they're not,
almost to some extent.
-: So can I ask the executive board committee members
to think of a couple people and reach out to them
and get back to Alan by the end, by next Wednesday?
Is that fair?
Friday's a little soon, so Wednesday next week.
Attendee: Yes, send me the names if you'd like,
and I can send out emails to those folks.
Attendee: Any of the non-staff council people.
Attendee: I was gonna ask-
(people chattering)
Attendee: Interested in that.
Attendee: People are not.
(indistinct)
Attendee: They have to be (indistinct) serve on staff.
They don't have to have Sarah,
but they have to be eligible to serve.
Attendee: Got it.
(indistinct)
At least three months or six months?
Attendee: Whatever the probationary period is.
Attendee: Six months.
It's four months for you.
Attendee: Four.
Attendee: Four months rest.
-: Oh, I thought it was-
Attendee: Yeah, it's-
Attendee: Different, usually for supervisor, six months.
(indistinct)
-: Some are six depending on,
oh when I first started nonunion job.
Attendee: Well yeah, we were saying (indistinct).
Attendee: Right, because that's a union contract.
-: Right, but I'm just saying staff that are eligible
to be on staff council is not in (indistinct).
-: Right.
(people chattering)
Attendee: Yes, I know she was getting (indistinct).
(people chattering)
Attendee: Not sure if she (indistinct).
-: Hey, another thing super high priority is our fun retreat.
We need to nail that down.
And would you like to give us an update on-
Attendee: Your needs on that one.
-: You'll be back with the people this morning.
-: All right, so I met with Kara Hansey
and one of her team members over in wellness
about possibly being a facilitator for the retreat.
They were very excited and enthusiastic about facilitating.
They kind of, the very broad ask I gave of them
was to offer something that by the end of the two
or three hours that the group feels
like they are actually part of a group of people
that are doing something.
Most of our meetings, if not all of 'em,
are virtual and being able to get to know each other
and work with each other in this way,
it can be a little bit difficult, a bit stifling,
'cause once a meeting is over, you're gone,
you're done with the meeting.
So that was part of the process, you know,
how to communicate with each other,
how to engage with each other, how to work with each other,
getting to know each other.
I've stressed very much per Monica's direction
that it not be a PowerPoint presentation.
We're sitting there for three hours watching something speak
that they're engaging activities, smaller groups,
larger groups, some games and so forth.
So there's something that they kind of do already
and could put something together for staff council.
They're a little bit tight on time
and we're already getting a little bit late
for when this normally happens.
So the two dates that they had available to be able
to do this was Monday the 28th,
which happens to be the same date
as the executive board meeting, not a big deal.
Or Monday, November 11th,
which is now getting a little bit late, but that works okay.
I asked them for three hours,
which is typically what the length of the retreats are,
and they're available all day on either day.
So it can be a scheduled like for a morning-ish kind
of session with morning-ish breakfasty kind of snacks.
It can be a scheduled over a lunch or a full lunch
would be provided or it can be a scheduled for afternoon
where afternoon you kind of stay awake,
snacks would be provided.
So that's where we are with that.
-: Any feedback on either of those dates
'cause I know sometimes we start to get into a lot
of stuff at, you know, October, November timeframe?
Mondays, both of them are Mondays.
-: And it is in person, there'll be no virtual component.
Corinne.
-: Hey there, last year I came up, I enjoyed it.
I know that when this was talked about the last meeting,
it was mentioned in the past,
there has been a meeting component to it and I am,
I would like to advocate for having a piece of it,
be a meeting because when we attend virtually,
gotta tell you, we're not seeing your faces
and at least I still like if I walked by some of you,
I'd have no idea who you are,
'cause I'm just not seeing your faces.
So to have a meeting if only to give the committee updates
or something to actually put more names
and faces together would really be wonderful for me.
-: I don't know if it makes a difference
that November 11th is Veterans Day.
I mean it's not a holiday for UVM,
it might be for some people, their kids (indistinct).
-: Which one most closely aligns with the November meeting?
So the November meeting would be the fifth.
So-
-: We can talk.
-: We can get into the meetings later on.
Okay.
And just real quick, any feedback,
morning versus lunch versus afternoon?
-: I would advocate for lunch
because one of the things I really enjoyed last year
was being able to sit down and have a meal
and have more time to talk to people across the table.
-: Okay.
All right, so we will finalize those.
We had reached out to the person who did it last year,
but we haven't heard back I think, right?
-: Heard back and I replied to an email from him a week ago,
but haven't heard back on that.
So we need to move this forward.
-: We just need to move forward,
and I think it's a nice opportunity to extend to Kara
and the wellness group and I'm really excited
to see what they can bring together.
So that sounds very promising.
-: So I'll just float this one other idea
which I wasn't aware of when I talked to them this morning.
They also offered if the timing works,
the OSHA center space over there as opposed to data center,
which I thought would have a nice little change of venue
as opposed to Davis where we've done it before.
So is, I see head shaking kind of like yes sort
of in the affirmatives about that space.
If the timing works out, we're looking,
it looks like folks are kind of like a lunchy kind of time.
Okay.
If the space is actually available over the lunch
or afternoon timeframe.
Otherwise it would probably be in Davis.
-: Yeah, well, that sounds nice.
I'm glad they offered that.
Yeah, I think that would be really fun.
They're very comfortable there
and that could be really great.
All right,
so it sounds like we're just gonna finalize the date.
If anybody has any feedback on the dates that they want
to email Alan, do so.
And then we'll try to find something
that best works for everyone.
-: If folks prefer,
I can just do a real quick teams form and send it out,
just you can check off which date works for you best,
and then the three timeframes, morning, noon, or afternoon.
That way you don't have to worry about emailing me
to send it out today.
-: Sure, that would be even better.
-: At large, people will also be invited.
They're not normally at this meeting,
but so everybody will be invited, not just representatives.
Think about a half a dozen or more at large folks.
-: Then I think we just have the benefits, fair tabling,
any updates on that?
Would that be you, Alan, with,
I think it's something we need volunteers for.
Where do we stand?
-: Yeah, so the benefits fair
and I might lean on you a little bit lean just
'cause you're in HR.
I know you're not necessarily directly involved
in the benefits fair, but-
-: So the idea was to have a staff council table
at the benefits fair where we could, you know,
just promote the different activities.
The reason being,
we are trying to actively increase our participation
in membership 'cause we have some openings.
There are specific positions for departments and colleges
and then there's at large membership openings.
So this would be an opportunity
to just share a little bit more about what we do.
There's still some confusion across campus
between the union and versus staff council.
So, but we would rely heavily on volunteers
to sign up to staff that table during that time.
-: So the benefits there is on Wednesday the sixth here
in Davis, it's all day.
I've got on my calendar from 8:00 AM to 3:30 PM that-
-: That November?
-: I think November 6th.
-: November 6th.
-: Yes.
-: Okay.
-: So the table would need coverage pretty much all day
in one way, shape, or form.
I will be here myself all day pretty much.
But again, if a form, I can put another form together,
send that out to folks and kind of break it
down into one hour slot, like eight to nine,
nine to 10, 10 to 11.
And if you are able to actually do a sign on genius,
that's easier for something like this.
-: Do you think that one hour increments are appropriate
or would you be looking for like something smaller
like half an hour or I don't know what everybody's job
is like or, you know,
if it's a big ask for an hour or hours is okay?
(indistinct)
-: So along with that, not to,
the volunteer (indistinct) here.
I think Susan mentioned it a little earlier
about the volunteering for the holiday bazaar.
That request will just go out to the campus as a whole
in November.
Social committee certainly almost all the members
of the social committee are gonna be working
at the bazaar one way, shape, or form.
I will be there of course all day.
But if you do have time on that day to volunteer,
there's all kinds of different roles,
they move in staff to the raffle table, the big sale table,
help vendors out if they need a break
at the different things, move out time.
So that'll be going up in the end of November staff line.
Certainly another requirement from this group to do that,
but backyards.
-: And then we'll just open it up for staff council members
to bring up any kinda new business thoughts
or concerns they might have.
And we had a lot of good discussion earlier,
so maybe we covered it already.
Anybody else in Teams land have anything they wanna add?
Any questions for me?
Yes.
-: Last month I think you mentioned something
about us talking about how we communicate out,
and I don't know what the plan is, discuss that.
-: No, thank you for bringing that up.
So it's something that we were just discussing, Jen, myself.
And so the question is,
how do we best communicate with our constituents?
There's a lot of information we discussed here,
a lot of information we get from CDO leadership.
How do we share that?
And I think, you know, if you think about the union,
they have a very direct mechanism for sharing information
and ours is very departmental division of college dependent.
So one of the thoughts is to kind of come
to maybe a consensus of standardizing
that process a little bit more.
Like, what can we offer council members
as like some tools for doing that?
'Cause right now it's very open-ended,
maybe you send emails, maybe you send, you know,
texts or Teams meeting or Teams chats or you post something.
So maybe creating more like a toolbox or a framework,
not all, you know, not one size fits all sort of thing.
But right now, it's a little open-ended,
and I think we wanna do better.
There's some thought about putting a committee together
for that, which we're gonna discuss more in future meeting.
But if you have ideas,
I think at this point I'd like to maybe ask
if you have thoughts or ideas on great way
to share information that people pay attention to,
'cause we're really overloaded,
which is the other problem, right?
Forward those to Alan and he'll create like a folder
for how to communicate with your constituents.
And then maybe we can put just together a little toolbox
and share that with everyone,
and maybe if appropriate put some expectations around that.
Like after a staff council meeting,
pick one of these three ways to share that information.
And then I think maybe we can get some traction
on making sure that that information is moving
out into the greater staff.
How does that sound?
Good.
Attendee: That's helpful.
And I'm still navigating in my own unit how to do this.
We have a newsletter that goes out every month.
So, I'm trying to see if I can't have her card
out the corner for me.
-: Yeah.
-: But info hasn't gone out yet,
so I haven't seen what that actually would look like.
-: Do most of you have departmental staff meetings?
No.
Attendee: Yeah, but I'm not reaching a fraction
of a college, the next extension, current.
-: Yeah, okay.
Attendee: Twice a year.
-: Yeah, twice a year.
-: Helpful too, like when an event is coming up,
staff council then either the day of or the day before,
to give them a heads up so they can plan for it
'cause it gets overwhelming,
all this information to keep track of.
But if you bring, if you're able to remember yourself
to send it out like that day or the day before,
so it's fresh in their mind,
then they're like, oh yeah, let's do it, you know?
Attendee: I stay on the group chat with the same thing
like the day before, reminder, this is coming up,
if anyone wants to join, oh yeah, put it together,
a group and walk over together, right?
-: Yeah.
(people chattering)
-: Yeah, that same one.
Departmental lift serve.
-: Yeah, and sometimes I found it really handy
just to do like a meeting planner
because then it's on people's calendar
and they can choose like they're aware of it, you know,
this is going on.
Oh great, I can make it for a piece of it or some of it.
So that's another tool.
Attendee: Does staff council have that actually
where you could like follow the email
and have it like see the calendar on your calendar?
You know, how you can add other people's calendars
to your calendar in Outlook?
You can like pull it up and see people.
I wonder if their, like sub council can have
with your email address, can have-
-: So that (indistinct) council calendar.
Attendee: Yeah, and you have it added
to your personal calendar,
you can like click the toggle that on and off,
if that makes sense.
-: Well, yeah, just to get (indistinct) in general.
(people chattering)
Moving away, well, actually we do have that,
and it was used to help populate our events calendar.
Attendee: The old one?
-: Yeah, on the website.
So I'm not sure, and I have,
so I haven't been using it very much this year at all
because moving to Localist, so if,
and I'm pretty sure, and Liz,
correct me if I'm wrong or anybody else that's familiar
with the new Localist calendar,
is when there's an event in there,
which I've started to use,
there's actually the little icon on there
that you can add to your calendar.
But you have to know to go into,
to the events calendar to do that.
So when I put an event into the Localist,
it now, it feeds to the university-wide calendar,
it feeds to the staff council Localist calendar,
which is a subset of the university-wide calendar,
but it also feeds to our website calendar.
And in all those places,
it looks exactly the same that you click on it.
So you can click on the little,
so I think it's a little like sideways trying,
like a beak feeling to add it to your calendar or share
or something like that.
-: My suggestion was school, I'll have to go (indistinct).
-: No, it's a good idea because that's how we used
to manage all that kind of stuff.
-: Well, what populations look at the UVM events calendar,
right?
Is that something that you're all doing?
I don't look at that calendar.
So again, you know,
this is the big piece about communications in general,
like finding out how people use things
or how they receive things.
And I think that's complex because it's changing so rapidly.
We add more systems, we added Zoom, we added Teams,
we added Outlook.
So let's think on that and let's try and identify like five,
five simple ways to share information,
and then we'll do a practice.
We'll trial it out and see and get some feedback on that,
in over the next couple months.
Attendee: I have a question.
-: Yep.
Attendee: For you, maybe brain distract (indistinct).
-: Okay.
Attendee: On the calendar of events at the top,
you can search by places, events, groups, and departments.
But I didn't know if groups
could include the filterable groups or like sports club,
fraternity, sorority, departmental organizations.
I didn't know if like staff or faculty
or staff council could be a group
that you could sort by on there as an easy way to go.
I know there's another way, like if once you're searching,
another filter will pop up or if you scroll down,
there's another filter that's,
sorry, I'm being vague because I don't know the answer,
but there's audience is also a filter,
but that's not one of the initial filters
on the search button, it's in a separate filter.
And I guess also audience,
there's faculty and staff on here,
and I didn't know, this is my gone agenda,
but like if we could move towards the word employee
versus faculty or staff or I'm wondering which events are
for faculty only or staff only,
or how many people are having to go into the calendar events
and always tag faculty and staff
or how many times an employee event,
the person who creates it, the faculty person.
So they forget to tag staff even though it's open
or vice versa.
Do you know what I mean?
-: Maybe breaking down some of those barriers.
-: Exactly.
Exactly.
So, I don't know.
So just like, it's like an extra step to remember
to include all the groups.
I mean a lot of people that are making sense too
are like the StratCom embedded people
who I'm sure understand the creation
of these events more so.
But yes, I guess just some questions
around filtering on audience
and then could employee be an audience versus just faculty?
-: I like that.
Jump on your agenda
because my P is that postdocs are seemingly excluded
from a lot of communications because (indistinct).
Yeah.
-: And their employees, right?
So again, going back to that kind of global idea of employee
and then I think if there's something super specific
to faculty, the senate might be able to address that, right?
I like that.
And that was on the calendar search?
Attendee: Calendar of events, calendar look list.
-: It's got a filter.
-: Yeah, and that's always nice to have some things
that might be able to be changed quickly, right?
So if that's just a matter of like adding and, you know,
StratCom can easily, you know,
I'm just making this up right now,
but then, you know, that could be a real game changer
and something that we can do right away
where some of these other things might be pushed out,
because they're larger projects and things like that.
I always like to see results.
It's always self-fulfilling to accomplish something
and make things easier for people, right?
So, I love this.
Anybody else?
Anybody on Teams, in the chat?
Anything else?
All right, we'll call the meeting adjourned at 1:21.
Thanks again for coming and sharing,
and really excited about the next couple months.
(indistinct)
Thank you.
Yes, they have cheesy garlic breadstick.