Meeting Minutes

Date:  July 19, 2007

Time:  10:00 am

Place:  McKim Hall, VP Conference Room 3001

Representatives in Attendance:  Judy Berry; Johy Betts; Tina Fuller; Nell Harlow; Keith Johnson; Nancy Kriigel; Della Marsh; Lynn McCutcheon; Jennifer Roff; Sandy Saxe; Vicki Schwab; June Wade; Leslie Yowell

I. Call to Order: Meeting was called to order by Johy Betts.

II. Reports:

Provost Office - John Teahan, new administrative intern, announced that Provost Arthur Garson started earlier this month.

Ombudsman/ADA Coordinator - Brad Holland attended a Peer Conflict Coaching Seminar that he feels will help employees by providing them with skills to deal with on-the-job conflicts.  Brad plans on visiting individual departments to meet personnel and introduce the services his department provides.  EOP focus groups will start meeting in September 2007.  He also introduced his new associate, Laura Rutgers.

University Human Resources - Beth Reinhard reported that the Human Resources Restructuring survey response results were over 50%.  Employee evaluations are coming up.  She asks that everyone get their Employee Work Profiles up-to-date.  She also stressed that anyone with an Outstanding Contributor status needs to have a nomination form in before the designation on their profiles is submitted or it will not be honored.  Lastly, the Jobs@UVA hiring system will go live on July 31st.

III. Guest Speakers:

Leonard Sandridge, UVA Executive Vice President and Chief Operating Officer

Leonard opened his conversation with council by explaining how beneficial it is to him that he attends council meetings because that is where he learns what employee concerns are.  He has been a part of the university community for 40 years and has seen a great deal of change.  He mentioned that the Radiology Department will provide better patient care through the use of its new equipment.  He also addressed the nursing shortages which he feels, in part, will be relaxed with the opening of the new building allowing increased educational support.  He turned to the two main issues we, as council, asked him to address; parking and restructuring. 

Parking - The expectations are that state taxes should pay for parking which they do not.  Each individual new construction project has to fund the parking spaces it then creates.  Surface lots cost approx. $5-6,000 per space, structured spaces cost approx. $20,000 a space and underground parking structures cost approx. $30-40,000 per space.  Parking and Transit is a separate entity not funded by the state.  They are looking at parking options which should be available for employees whether they want to park closer in to UVA or whether they prefer to park remotely and be bused in.  Different ideas as to how the parking fees should be structured are being reviewed, such as charges based on an employee's salary.  To help with parking fees, all assessed fines are placed back into the parking system along with percentages of reserved parking fees at John Paul Jones Arena events.  Wrapped up with the complicated issue of parking is the bus system.  If we are going to open new parking lots, there has to be a bus service supporting that site.  So, for a south or west parking area, we will have to build a relationship with the city bus service to support those areas.  Several specific items were brought up for conversation by representatives.  One in particular involves employee tardiness being blamed on late buses.  Leonard announced that Parking and Transit will install a new Global Positioning System in the next five or six months that will be able to track a bus on its route to ensure passenger safety and also to monitor system performance.  Another issue was with the Health Services Foundation no longer honoring faculty allotments to reimburse for parking.  Leonard said he would talk with HSF regarding the policy.  A third issue surrounded the fact that the Newcomb Hall parking structure has limited available spaces and employees have difficulty coming to meetings on-grounds from off-grounds.  Leonard suggested that a pass could be issued so that employees could use the Ivy garage and then be bused in.  He wrapped up his discussion on parking by mentioning property on Old Ivy Road could be used for parking and that they will be extending Stadium Road to connect to Fontaine so that a bus could service that area.                

Restructuring - Leonard stated that the only things Restructuring could bring to employees are positive and create a better work environment.  Already we are saving money in new construction.  That money is then being fed back into the budget.  At this point, the Virginia Retirement System and our employee health plan will not change.  In the future, it is expected that employees will have options other than the Virginia Retirement System for their retirement planning.  The new system is expected to roll out in July 2008.  Existing employees will have the opportunity to change to the new system every two years.  Leonard then gave the floor to Susan Carkeek who announced that there is an Orientation Pilot Program that will roll out on August 1.  The new orientation will last six hours rather than two and it will be held at the Aquatic & Fitness Center.  Lunch will be provided.  A tour of the Rotunda will be given and games to honor and inform new employees about the University's history and traditions will be held.  Parking and Transit and I.D. Services will also be on-site for employee parking and I.D. badges.

IV. New Business:  In a university wide effort to reduce the use of social security numbers, employees are asked to get a new I.D. badge.

V.  Old Business:  May and June meeting minutes will be approved at the meeting in August.

VI.  Committee Reports:  None

VII. Adjournment:  Johy Betts adjourned the meeting at 11:30am.  The next meeting is scheduled on August 16, 2007 at 10:00am.