West Virginia University Staff Council Meeting Minutes

June 21, 2017

8:15 a.m. – 12:00 p.m.

Evansdale Library, Room 234

*Excused

Submitted By: Janelle Squires, Administrative Secretary – Staff Council

Name

Title

Department

Present

Baldwin, Joan

Nutrition Outreach Instructor

Extension Services

Yes

Baldwin, Larry

Trades Specialist Lead II

Physical Plant HSC

No*

Bolin, Julia

Nutrition Outreach Instructor

Extension Service

Yes

Boyles, Lisa

Human Resources Assistant I

Human Resources

No*

Bremar, Nancy

Nutrition Outreach Instructor

Extension Services

Yes

Campolong, Linda

Housekeeper

RFL

Yes

Campolong, Ron

Trades Specialist I

Facilities Management

Yes

Crabtree, Joan

Supervisor Campus Services

Facilities Management

No*

Forquer, Burlene

Manager Food Service

Mountainlair Catering

Yes

Friend, Rebecca

Executive Assistant

Office of Global Affairs

No*

Griffin, Barbara

Developmental Advising Specialist

Academic Degree Programs

Yes

Higgins, Mary

Administrative Assistant

Special Education

Yes

Martin, Lisa

Special Events Coordinator Senior

Event Management

Yes

Martinelli, Dixie

Office Administrator

Extension Services

Yes

Martinelli, Paul

Program Manager

Extension Services

Yes

McCracken, Judi

Library Associate

Main Library

Morris, Jim

Assistant Vice President

HR Employee Relations

Yes

Steadman, Sherry

Library Associate

Main Library

Yes

Torries, Michael

Academic Lab Manager II

Chemistry

Yes

Call to Order

The meeting was called to order by the chair, Lisa Martin, and a quorum was established. The

sign-in sheet was passed around for members to sign in.

First Business

Approval of May minutes motioned by Nancy. Paul seconded. All in favor and motion was

carried.

Treasurer’s Report

By Lisa Boyles, Secretary/Treasurer

Lisa reported a beginning balance of $671.62 with the following expenses:

-$20.99 (Staples – folders)

-$6.83 (Printing)

-$19.60 (Post Office)

-$21.20 (Phone)

-$84.64 (Gas)

-$100.58 (Travel – J. Bolin)

-$238.61 (Travel – N. Bremar)

-$95.76 (Travel – J. Baldwin)

=$588.21 total expenses

That leaves an ending balance of $83.41.

Approval of Treasurer’s Report motioned by Nancy. Paul seconded. All in favor and motion

was carried.

Chair’s Report

By Lisa Martin, Chair

Lisa reported she met with the Welfare Committee yesterday and discussed retirement versus

years of service recognition.

The group met on June 5 during an executive session to review the proposed HR policies and

provide feedback. The Reduction in Force and Classification & Compensation drafts were

reviewed but time would not allow to review the Performance Management draft. The group will

go over that today during an executive session.

BOG (Board of Governors) Report

By Dixie Martinelli, BOG Representative

Dixie reported the board met on June 15-16. She did not attend Thursday due to not feeling

well but did attend on Friday. On Thursday, they toured the new Heart Institute and Bonnie’s

Bus. Friday consisted of committee meetings in the morning with a lengthy afternoon session

discussing the budget. She advised the board to take any matters that affect classified staff

very seriously which she believes they will.

Cris DeBord, VP for Talent & Culture, gave a presentation on the new HR governing policies

which will be called the BOG Rules which should be finalized in early September. He confirmed

the board will have the authority to change anything in the policy draft they do not agree with

before it becomes a Rule.

He informed them of the workshops and open meetings that HR has offered which they will

likely continue offering, as well as the ongoing mandatory supervisor training workshops for

employee evaluations.

Our point factor system will be eliminated and instead will be a performance driven evaluation to

determine future increases. As she understood it, if you are not a high performance employee,

you will not get an increase and may even be let go. As one board member pointed out, there

are middle-of-the-road employees who may be great with students but may not be the highest

performers.

With all these new items, she suggested developing a Peer Committee in each department to

oversee the supervisors’ employee evaluations. A few board members agreed. Cris indicated

they could have these committees for one year to ensure supervisors are evaluating on an

equal level. She asked Staff Council’s input regarding this.

Thomas Flaherty will be stepping down as chair and Bill Wilmouth will serve as chair beginning

July 1 which will be a two year term. She suggested to both of them to possibly have an outside

council review these proposed policies for input. They thought it was a good idea. She and

Lisa could follow-up with Thomas as he knows of someone that could look over it.

The Council agrees the Peer Committee is a great idea. Amber added they would have to

consider confidentiality. Dixie understands there are some employees who will not want their

evaluations looked at but at the same time, we must trust the Peer Committee to ensure all

classified staff are treated fairly.

Amber added the new process will monitor and track the evaluations and produce reports of the

data. The Council can propose a Peer Committee to the board and Cris if they feel it is

necessary.

Amber shared the following timeline regarding the forthcoming Performance Evaluations:

• They’ve been developing a new electronic system and began training this week.

• Four employee training sessions are in the works for the first or second week in July.

• Employees and their supervisors will receive an email on July 17 notifying the employee

that the pre-review is open and have ten days to complete – until July 28.

• The supervisor can then begin the performance review and they have until August 18 to

complete.

• All Performance Evaluations will be sent to the second-level supervisor to review/sign

and they will have until September 1 to complete.

• HR will compile the reports to be sent to Deans and VP’s by September 8.

• The Dean/VP will have two weeks to review the data.

• Supervisors can then distribute the reviews to employees by September 22.

• Employee review meetings will run through October and communicated to employees by

October 20.

• Employees will then have the standard ten-day comment period to make any necessary

changes – until November 1.

They are hoping to begin the process earlier next year.

ACCE (Advisory Council of Classified Employees) Report

By Paul Martinelli, ACCE Representative

Paul does not have a report to give today but shared that he has provided Shirley Robinson, the

new ACCE representative beginning July 1, with all the information he has compiled over the

years. Lisa suggested he could also keep it in the Staff Council office.

He commented that the same topics that were discussed years ago are still the same topics

being discussed today.

Paul is to retire July 31 after 50 years of service to WVU as a classified staff employee. The

group thanks him for all his years of service to WVU as well as the ACCE.

No committee reports today.

The group then tuned in to Governor Justice’s budget announcement then went into executive

session to review the third part of the proposed HR policy, Performance Management.

New Business

The President’s Meeting is scheduled for Tuesday, June 27, 2017 beginning at 1:00 p.m. in the

Wise Library, Room 104. Agenda items were determined as follows:

• What does the new budget mean for WVU and its employees?

• Discussion regarding recommendations on the proposed HR policies.

Adjournment

Nancy motioned to adjourn. Joan B. seconded. All in favor and meeting adjourned at 11:30

a.m.