March 2023 Meeting Minutes and Handouts
Call to Order – Brandi Martinez, Chair
Speaker – Dr. Damphousse, President
Campus Reorganization
Dr. Damphousse said it was important to him to meet with all of the areas impacted to tell them before an email went out to all staff. That led to the notices of meetings that were occurring later the same day.
The thought was – if a meeting was scheduled with more notice, it would cause a lot of stress and rumors among staff. Acknowledged that sending the meeting request out the day-of creates anxiety also as “emergency meeting” but think it causes less anxiety overall.
There have been a lot of changes happening quickly. Part of the reason for the urgency of the changes was that it made the most sense to have things restructured before Strategic Plans were due.
Received a comment that someone’s area is closing, and that person does not know where they’re going yet. Encouraged that person to reach out to Lisa Lloyd. They have not terminated any employees as a result of reorganization. All employees will be moved to other jobs as needed.
Big shifts announced already. Are there more on the horizon? Part of the speed was due to pressure of timing of strategic planning. Three to four weeks ago, cabinet discussed putting a pause on strategic planning. Until we know what the legislature does with funding and what fall enrollment is, it’s hard to make decisions. Gives us a chance to take a breath from all these big changes.
You can make gradual changes over time. That causes anxiety – waiting for the next change and the next change. We’re probably at a stage now where we won’t see many more big changes. You can expect to see smaller changes, for example academic programs that should be added/stopped.
Question - Can HR have some training related to change management to help people through these big changes?
Response – That’s a great idea that they’ll pass along to HR.
Question - When will the Round Rock organization structure be released?
Response - Cabinet has been doing some background work. Have a draft based on a workgroup recommendation. Hope to share it with Round Rock faculty/staff next week.
Merit Increases and Employee Raises
Preparing and hoping for permanent raises in the coming fiscal year. A large part of that depends on what enrollment looks like and what funding the legislature provides. Hopefully in May we will know what the next 2 fiscal years look like from the legislature.
The goal is to provide a salary increase of some kind.
We’re currently roughly 150 employees down from past staffing levels. We have staff earning below market. We need to balance funding between hiring more staff (give current staff more support) and increasing existing salaries.
For the market evaluation, they will focus on people making the least.
They have contracted an external group to do a compensation study.
Question – How are the new VP’s being funded?
Response - Two new vp’s (Round Rock, Global Initiatives and Online) are targeted to be revenue-generating. We expect to return on investment many times over with increased enrollment.
Legislature – DEI Initiatives
Question – Any updates on DEI initiatives targeted by legislature?
Response – There are lots of steps for a bill to become a law. They are working to explain the value of DEI initiatives to legislators and hoping for a good outcome. If the laws pass, will adjust to the laws without changing our core values.
Administrative Burdens Update
Creating implementation teams to address the recommendations.
Hot topics – HR and IT processes and procurement
Hopes and Aspirations High emails
Encourage staff to read these. They are long but have a lot of good information in them. All Hopes and Aspirations High emails are archived on president’s website under Presidential Communications.
Treasurer’s Report – Natalie Davis
See below for report.
Staff Council Website Update
The staff council website has been converted to the Calico template.
NOH8 Event
Alliance is bringing the NOH8 group to campus March 31st in conjunction with Trans Day of Visibility. There is a charge for photographs, and they inquired whether Staff Council would be able to make a donation to help cover a block of photos for students.
The Staff Council executive group agreed that it would not be an appropriate use of staff council funds, as the benefit is to students and not staff, which is our focus.
On the day of the event, staff are able to make a donation in-person as a sort of pay-it-forward system if they would like to contribute individually.
Texas Legislature – Maternity Leave Bills
Maternity and paternity leave is a topic that is frequently submitted through staff concerns, which would require a change in state leave rules. The state legislature is currently in session (they meet every two years).
NOTE – This section is informational and is not intended to convey a position on any particular political issue or party.
Anita Ford briefly showed how to search for legislation by key word on the state legislature website. She pulled up one of the pending bills that includes changes in maternity/paternity leave policy and showed how to determine where the bill currently sits in the legislative process.
She showed on the legislature home page how to look up who your representative and senator is by address, and showed that when you click through to most representatives’ pages, there is an option to send them an email. This is a good way to voice your position on the maternity leave topic or any issue of importance to you. Note – this would be done on your own behalf, and not representing Texas State University in any way.
Committee Updates
Awards and Elections
The scholarship application has closed and the review is in-progress. The recipients will be announced at the April meeting. Staff Council awards will be opening in April.
Events and Marketing
The red parking permit raffle will begin next month. We will be raffling off five red permits, thanks to donations from several offices.
Ticket sales will be online-only, and will run from April 11 through June 12th. The winners will be drawn at the June staff council meeting.
Tickets will be 1 for $5 or 3 for $10. Must be red-permit eligible to participate.
Sponsors are:
• Office of the President
• Office of the Provost
• Enrollment Management
• College of Education Dean's Office
• IT Assistance Center (ITAC)
Professional Development and Advisory Committee
Bring a Kid to TXST Day was announced. The event will be April 27.
Staff Development Day was announced. The event will be held May 16-17.
Employee Benefits
Tuition and Fee Waiver
This will be a first-dollar benefit, which means it will apply before any financial aid or scholarships. When more information is available, HR will be sharing it with staff.
Faculty/Staff Meal Plan
Discounted rate for meals in Commons or Harris dining halls. 50 meals for $300. Comes out to around $6 per meal. The meals carry over from semester to semester, and you can get a refund for the unused portion if you leave the University.
If you do not want to buy the block of meals, you can also request the faculty/staff discounted rate at the dining hall. It is around $8 or $9 per meal.
More information and link to purchase can be found on the HR website.
Staff Concerns
See handout.
Changes to Staff Concerns submission page
The submission page will now require contact information, and it also will instruct people to reach out to the department/area first, before submitting a concern.
There was some discussion around these changes and the reason for them. Staff Council frequently gets concerns without enough information and without a way to reach out to the submitter for more information. Staff Council will not be displaying/announcing who submitted a concern.
If you want more anonymity than this form provides, you have several options:
• Reach out to Dr. Stella Silva for staff ombuds services for any issues in your workplace. This is the more appropriate avenue for any issues specific to your work area.
• Email or call a staff council member
Staff Council is a volunteer group, and we want to use our resources to advocate in the best way for all staff. Some of the concerns submitted are very small issues that likely could be resolved between the staff member and the responsible department.
Staff Shout-outs
Amanda Cardoso, Supervisor, Printing Services
James Natal, Facilities Maintenance, Housing and Residential Life
Norma Torres, Admin Asst I, Transportation Services
Adjournment
Natalie Davis motioned to adjourn
Amanda Garza seconded.
Adjourned.
Handouts
Treasurer's Report
| Transaction Date | Payee | Description | Method of Payment P.O./IDT/P‐Card | Amount | Total Available |
|---|---|---|---|---|---|
Transaction Date 09/30/2022 Beginning Balance ‐ No Carryforward has happened. | Payee | Description | Method of Payment P.O./IDT/P‐Card | Amount | Total Available $1,104.00 |
Transaction Date 10/28/2022 | Payee Carryforward | Description FY 2023 Carryforward | Method of Payment P.O./IDT/P‐Card 1700017646 | Amount $3,400.81 | Total Available $4,504.81 |
Transaction Date 10/6/2022 | Payee Facilities | Description 23‐08700 001 Remove Plaques for Plate Installation | Method of Payment P.O./IDT/P‐Card 6000456025 | Amount ($8.09) | Total Available $4,496.72 |
Transaction Date 1/13/2023 | Payee Facilities | Description 23‐21150 Replace plaques in JCK | Method of Payment P.O./IDT/P‐Card 60004610666000461104 | Amount ($19.08) | Total Available $4,477.64 |
Transaction Date | Payee | Description TOTAL AVAILABLE BALANCE as of 02/28/2023 | Method of Payment P.O./IDT/P‐Card | Amount | Total Available $4,477.64 |
| Transaction Date | Payee | Description | Method of Payment P.O./IDT/P‐Card | Amount | Total Available |
|---|---|---|---|---|---|
Transaction Date Beginning Balance | Payee | Description | Method of Payment P.O./IDT/P‐Card | Amount | Total Available $8,701.68 |
Transaction Date 9/1/2022 | Payee Financial Aid | Description Fall 2022 Scholarships ‐ 2 Recipients | Method of Payment P.O./IDT/P‐Card JV 189 | Amount ($600.00) | Total Available $8,101.68 |
Transaction Date 11/30/2022 | Payee MC/Visa Fees | Description Touchnet Fee Processing Fees | Method of Payment P.O./IDT/P‐Card 586 | Amount ($0.09) | Total Available $8,101.59 |
Transaction Date 12/19/2022 | Payee Parking Serices | Description FY2023 Annual Permit Fees for 5 Raffle Winners | Method of Payment P.O./IDT/P‐Card 6300151219 | Amount ($1,675.00) | Total Available $6,426.59 |
Transaction Date 1/7/2023 | Payee Financial Aid | Description Spring 2023 Scholarships ‐ 2 Recipients | Method of Payment P.O./IDT/P‐Card 2400028569 | Amount ($700.00) | Total Available $5,726.59 |
Transaction Date 1/31/2023 | Payee MC/Visa Fees | Description Touchnet Fee Processing Fees | Method of Payment P.O./IDT/P‐Card 851 | Amount ($0.56) | Total Available $5,726.03 |
Transaction Date 2/22/2023 | Payee Provost | Description Staff Council Permit Raffle Sponsorship for FY2024 | Method of Payment P.O./IDT/P‐Card 6300151874 | Amount $335.00 | Total Available $6,061.03 |
Transaction Date 2/22/2023 | Payee College of Education | Description Staff Council Permit Raffle Sponsorship for FY2024 | Method of Payment P.O./IDT/P‐Card 6300151873 | Amount $335.00 | Total Available $6,396.03 |
Transaction Date | Payee | Description TOTAL AVAILABLE BALANCE as of 02/28/2023 | Method of Payment P.O./IDT/P‐Card | Amount | Total Available $6,396.03 |
| Transaction Date | Payee | Description | Method of Payment P.O./IDT/P‐Card | Amount | Total Available |
|---|---|---|---|---|---|
Transaction Date Beginning Balance | Payee | Description | Method of Payment P.O./IDT/P‐Card | Amount | Total Available $6,025.17 |
Transaction Date 9/23/2022 | Payee Deposit | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500265909 | Amount $33.62 | Total Available $6,058.79 |
Transaction Date 9/30/2022 | Payee GAO | Description Staff Council Awards ‐ Unclassified Staff | Method of Payment P.O./IDT/P‐Card 3500054827 | Amount ($400.00) | Total Available $5,658.79 |
Transaction Date 9/30/2022 | Payee GAO | Description Staff Council Awards ‐ Classified Awards | Method of Payment P.O./IDT/P‐Card 3500054827 | Amount ($1,300.00) | Total Available $4,358.79 |
Transaction Date 9/30/2022 | Payee Fringe Benefits | Description Fringe Benefits Charge ‐ FICA Employer Match for Awards | Method of Payment P.O./IDT/P‐Card 3500054827 | Amount ($123.71) | Total Available $4,235.08 |
Transaction Date 9/30/2022 | Payee Fringe Benefits | Description Fringe Benefits Charge ‐ Benefits Charge for Awards | Method of Payment P.O./IDT/P‐Card 3500054827 | Amount ($20.22) | Total Available $4,214.86 |
Transaction Date 10/31/2022 | Payee Fringe Benefits | Description Fringe Benefits Charge ‐ FICA Employer Match for AwardsSystem Correction | Method of Payment P.O./IDT/P‐Card 3500054913 | Amount $5.97 | Total Available $4,220.83 |
Transaction Date 10/31/2022 | Payee Fringe Benefits | Description Fringe Benefits Charge ‐ Benefits Charge for AwardsSystem Correction | Method of Payment P.O./IDT/P‐Card 3500054913 | Amount $0.98 | Total Available $4,221.81 |
Transaction Date 10/6/2022 | Payee Hill Country Trophy | Description Name Plates for Plaques ‐ Staff Awards | Method of Payment P.O./IDT/P‐Card 1600064796 | Amount ($550.45) | Total Available $3,671.36 |
Transaction Date 11/7/2022 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500267817 | Amount $24.83 | Total Available $3,696.19 |
Transaction Date 12/3/2022 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500269822 | Amount $20.91 | Total Available $3,717.10 |
Transaction Date 12/19/2022 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500271084 | Amount $27.86 | Total Available $3,744.96 |
Transaction Date 1/30/2023 | Payee Hill Country Trophy | Description Staff Council Perpetual Name Plates 2022 | Method of Payment P.O./IDT/P‐Card 5100704870 | Amount ($56.00) | Total Available $3,688.96 |
Transaction Date 2/16/2023 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500273554 | Amount $33.61 | Total Available $3,722.57 |
Transaction Date 2/27/2023 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500274889 | Amount $26.69 | Total Available $3,749.26 |
Transaction Date | Payee | Description TOTAL AVAILABLE BALANCE as of 02/28/2023 | Method of Payment P.O./IDT/P‐Card | Amount | Total Available $3,749.26 |
| Transaction Date | Payee | Description | Method of Payment P.O./IDT/P‐Card | Amount | Total Available |
|---|---|---|---|---|---|
Transaction Date 9/1/2022 | Payee Beginning Balance | Description | Method of Payment P.O./IDT/P‐Card | Amount | Total Available $236.20 |
Transaction Date 9/7/2022 | Payee GAO | Description Revenue Augmenting (Donation) | Method of Payment P.O./IDT/P‐Card 1500264762 | Amount $10.00 | Total Available $246.20 |
Transaction Date 10/6/2022 | Payee GAO | Description Revenue Augmenting (Donation) | Method of Payment P.O./IDT/P‐Card 1500266735 | Amount $10.00 | Total Available $256.20 |
Transaction Date 11/7/2022 | Payee GAO | Description Revenue Augmenting (Donation) | Method of Payment P.O./IDT/P‐Card 1500268027 | Amount $10.00 | Total Available $266.20 |
Transaction Date 11/7/2022 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500268028 | Amount $1.01 | Total Available $267.21 |
Transaction Date 12/2/2022 | Payee GAO | Description Revenue Augmenting (Donation) | Method of Payment P.O./IDT/P‐Card 1500269382 | Amount $10.00 | Total Available $277.21 |
Transaction Date 12/3/2022 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500270012 | Amount $1.39 | Total Available $278.60 |
Transaction Date 12/19/2022 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500271276 | Amount $2.01 | Total Available $280.61 |
Transaction Date 1/5/2023 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500272057 | Amount $10.00 | Total Available $290.61 |
Transaction Date 2/6/2023 | Payee GAO | Description Revenue Augmenting (Donation) | Method of Payment P.O./IDT/P‐Card 1500272918 | Amount $10.00 | Total Available $300.61 |
Transaction Date 2/15/2023 | Payee GAO | Description Revenue Augmenting (Donation) | Method of Payment P.O./IDT/P‐Card 1500273120 | Amount $10.00 | Total Available $310.61 |
Transaction Date 2/16/2023 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500273747 | Amount $2.52 | Total Available $313.13 |
Transaction Date 2/27/2023 | Payee GAO | Description Revenue Augmenting (Interest) | Method of Payment P.O./IDT/P‐Card 1500275080 | Amount $2.06 | Total Available $315.19 |
Transaction Date | Payee | Description TOTAL AVAILABLE BALANCE as of 02/28/2023 | Method of Payment P.O./IDT/P‐Card | Amount | Total Available $315.19 |