February 2024 Meeting Minutes and Handouts

Call to Order – Brandi Martinez, Chair

Treasurer’s Report – Natalie Davis, Treasurer

See tables below for the report. Staff Council contributed $111 towards the First Responder Bowl bus charter, all other expenses for the bus were covered by purchased tickets. 

Guest Speaker – Carole Clerie, Associate Vice President, Human Resources

Carole shared a presentation with Human Resources updates.

  • Current Projects
    • Employee Emergency Loan Program. Short-term loans are available for up to $1,000 with 0% interest rate. 
    • Volunteer Program and Minors training revamp. 
    • Compensation study reviewing pay plans. Will seek guidance from department heads to review job descriptions and update in PeopleAdmin as needed. Wanting to refine and reform compensation structure and propose to the President’s cabinet by fall 2024. Goal to bring any positions below market compensation to market value, estimated 1.8-million-dollar gap. Will continue to monitor compensation data, which includes Austin and Round Rock areas, and make updates as needed.
    • Took over onboarding for faculty. Will begin onboarding Graduate and Doctoral Assistants. GAs and DAs received a Canvas course in spring but will transition to a new employee welcome model similar to NEW I and NEW II for staff.
    • Working towards a more streamlined solution with onboarding related to PeopleAdmin technology and international employment. 
    • Departments will no longer be billed back for background checks beginning March 1 – this does not include externally or grant funded positions or those hired to work camps.
    • PCR processing transition – consolidated staff/faculty teams/implementing shared workload model. 
    • Retired Faculty and Staff Association transitioned to HR in January. 
    • Partnership with VOYA for supplemental benefits. VOYA will present at the HR Connections in April. Elections can be made during summer open enrollment and begin September 1 with ERS benefits.
    • TSUS members will consolidate ORP, more information to come. 
  • Exploratory items
    • PeopleAdmin workflow audit, working to connect approval chains. 
    • Working on faculty digital offer letter.
    • A new hiring matrix in PeopleAdmin was piloted. Looking to expand to additional departments to replace uploaded documents.
    • Childcare expansion feasibility study. Recognize the need to improve childcare options, working with consultant. Completed survey to see childcare needs of San Marcos and Round Rock. Exploring funding to cover costs. 
    • Compliance training vendor is up for renewal. Going to do an RFP to explore additional vendor opportunities.
  • Engagement opportunities.
    • TEAMS for Admin support.
    • Talent Development
      • HR Connections on February 20 at 10:30 a.m.
      • Employee Appreciation Event: Let’s Taco Bout How Great You Are! on March 1 at Jones Dining Hall. 
        • Similar event at the Round Rock campus coming soon.
      • Bring a Kid to TXST Day on April 25.
      • Development Day Conference on May 20. Call for proposals coming soon. 
    • ERS retirement workshop on February 16 from 12:30 – 3:30 p.m. in ALK 250. The recorded session will be available afterwards. 
  • Questions
    1. Will the actual compensation study be evaluated and adjusted annually?
      HR Response: Usually, the entire study lasts 5-7 years, it is supposed to serve long-term needs. But will continue to pull updated data. 
    2. I know that the Administration has addressed the compensation for new staff hires and adjusted accordingly. When will long-term staff be addressed? And if long term falls within the market minimum but the new hire is being hired at even or even higher – will the long-term staff members be adjusted to a higher amount even if it is within the “range.”
      HR Response: This can create compression when bringing everyone, including new postings, to market minimums. Addressing compression costs more and will likely take longer to address.
    3. Will changes in compensation be implemented this year, or is the timeline longer than that?
      HR Response: Changes and timeline will be presented to President’s Cabinet for review.
    4. Carole mentioned Austin and RRC area but it would be nice to also include San Antonio area.  I didn't quite catch what she stated about using survey data that was taken 3 years ago.  If she is talking about compensation/cost of living that is stale data.  There has been significant cost of living increases within just this past year.
      HR Response: Reference data used in the compensation study includes current market salaries (2023). Hays County is located in the Austin Metropolitan Statistical Area (MSA) by the U.S. Census Bureau. 
    5. Is there a direct link that can be provided to the new GA/DA Canvas course (or the specific name) that hiring managers can get to remind new hires as a part of their onboarding meetings/communications?
      HR Response: Link to canvas course - New Graduate and Doctoral Assistant Onboarding. See copy of email that was distributed to Spring GA/DA hires sent under separate cover.

Guest Speaker – Dr. Piyush Ila Ravindra Shroff, Fellow, Faculty Senate 

Looking to understand staff view on how artificial intelligence will affect staff jobs. Faculty and staff will receive an anonymous survey in March gauging thoughts on AI in the workplace. The results of the survey will be summarized and shared out. 

Guest Speaker – Jess Youngs, WellCats Representative, Human Resources

  • Get Fit Texas is a state agency competition happening now! You need to complete a minimum of 150 minutes of physical activity for 6 out of 10 weeks to complete the challenge. Synchronizing to smart watches is in testing, unsure when it will be live. 
  • February is Heart Health month. Can sign the pledge on the WellCats website. 
  • Upcoming events
    • Cooking class
    • Financial resiliency 
    • Blender biker
    • Bobcat ROAR is coming this summer.

Staff Shout-Outs – Hana Fuller, Secretary

  • Michelle Sowell, Coordinator, IT Projects, Information Security Office 
  • Lisa Leopold, Buyer III, Procurement & Strategic Sourcing 
  • Lorette Alcala, Administrative Assistant III, Office of Curriculum Services 
  • John Perez, Supervisor, Facilities  
  • Lee Torres, Maintenance Worker II, Facilities 
  • Eric Guerrero, Maintenance Worker I, Facilities
  • Val Gomez, Mail Clerk I, Print and Mail Services

Staff Concerns – Krystyn Fleischauer, Parliamentarian

Check the status of submitted Staff Concerns

Updates

  • Dental Insurance Provider Issues
  • Scented soap/cleaners affecting staff sensitivities/allergies.

New concerns

  • Back parking lot at JCK and vehicle damages due to construction
  • Centennial Hall and Chemistry breezeway
  • Energy Conservation Days
  • Splitting Direct Deposit into two accounts
  • SSC Custodial Concerns. See cleaning expectations. 
    • Andrea Tutoki, Assistant Director for Facilities Resources: New quality assurance team. Prefer requests go through facilities so they can track what is happening on campus. Can submit information through Ready Request and a work order will be generated for SSC.

Committee Updates 

  • Elections, Awards, and Scholarships – Chad Willis, Committee Chair 
    Scholarship applications are open and will close March 1. TDC is still accepting applications for the Staff Educational Development Leave program through February 20. 
  • Marketing, Events, and Fundraising – Hana Fuller, Committee Chair 
    Red parking permit raffle will take place March 19 – May 13, 2024, with the drawing happening at the May 14 Staff Council meeting. All red permit eligible employees are welcome to participate. Tickets will be 1 for $5 or 3 for $10. 
  • Council Effectiveness – Krystyn Fleischauer, Committee Chair 
    Updates to bylaws and operating procedures were sent to Dr. Damphousse in January, waiting for final approval. Committee chairs will receive a new template for operating procedures later this week; will need to be completed with the committee and submitted.

Tip of the Month – Stephanie Daniels

Beneplace/Discount Programs offers discounts on tax services. IRS also has resources. 

Announcements – Brandi Martinez, Chair

  • Dr. Damphousse will speak at the March 19 meeting. 
  • HR Connections February 20 at 10:30 a.m. 

Closed Session

Adjournment

Motion: Natalie Davis, Second: Krystyn Fleischauer. 

Documents

Treasurer's Report

Staff Council M&O
Transaction
Date		PayeeDescriptionMethod of Payment
P.O./IDT/P-Card		AmountTotal Available
Transaction
Date
Payee
Beginning Balance - No Carryforward has happened
Description
Method of Payment
P.O./IDT/P-Card
Amount
Total Available
$1,104.00
Transaction
Date
10/29/2023
Payee
YEBB Carryforward
Description
Method of Payment
P.O./IDT/P-Card
1700018825
Amount
$ 4,464.43
Total Available
$5,568.43
Transaction
Date
10/9/2023
Payee
Univ Print Shop
Description
Staff Council Sticker Reprints
Method of Payment
P.O./IDT/P-Card
6500119509
Amount
$ (13.21)
Total Available
$5,555.22
Transaction
Date
10/15/2023
Payee
Amazon
Description
Golf Cart Homecoming Parade Supplies
Method of Payment
P.O./IDT/P-Card
5100740506-5100740584
Amount
$ (93.03)
Total Available
$5,462.19
Transaction
Date
12/15/2023
Payee
Univ Print Shop
Description
Staff Council Handouts for new employees
Method of Payment
P.O./IDT/P-Card
6500119863
Amount
$ (34.04)
Total Available
$5,428.15
Transaction
Date
Payee
Description
TOTAL AVAILABLE BALANCE as of 01/31/2024
Method of Payment
P.O./IDT/P-Card
Amount
Total Available
$5,428.15

Staff Council Fundraising Expenses
TRANSACTION DATEPAYEEDESCRIPTIONMETHOD OF PAYMENT P.O./IDT/P‐CARDAMOUNTTOTAL AVAILABLE
TRANSACTION DATE
PAYEE
DESCRIPTION
Beginning Balance
METHOD OF PAYMENT P.O./IDT/P‐CARD
AMOUNT
TOTAL AVAILABLE
$12,296.45
TRANSACTION DATE
9/1/2023
PAYEE
Financial Aid
DESCRIPTION
Fall 2023 Scholarships ‐ 2 Recipients
METHOD OF PAYMENT P.O./IDT/P‐CARD
253
AMOUNT
$ (650.00)
TOTAL AVAILABLE
$11,646.45
TRANSACTION DATE
12/28/2023
PAYEE
Sales Revenue
DESCRIPTION
Bowl Game Staff Council Bus Ticket Sales
METHOD OF PAYMENT P.O./IDT/P‐CARD
2400031382-2400032866
AMOUNT
$ 2,925.00
TOTAL AVAILABLE
$14,571.45
TRANSACTION DATE
1/7/2024
PAYEE
Financial Aid
DESCRIPTION
Spring 2024 Scholarships
METHOD OF PAYMENT P.O./IDT/P‐CARD
2400035326
AMOUNT
$ (650.00)
TOTAL AVAILABLE
$13,921.45
TRANSACTION DATE
1/31/2024
PAYEE
GAO
DESCRIPTION
MC/Visa Credit Card Processing Fees
METHOD OF PAYMENT P.O./IDT/P‐CARD
886
AMOUNT
$ (49.39)
TOTAL AVAILABLE
$13,872.06
TRANSACTION DATE
1/31/2024
PAYEE
GAO
DESCRIPTION
AmEx Credit Card Processing Fees
METHOD OF PAYMENT P.O./IDT/P‐CARD
886
AMOUNT
$ (1.69)
TOTAL AVAILABLE
$13,870.37
TRANSACTION DATE
2/6/2024
PAYEE
Athletics
DESCRIPTION
eIDT for Charter Bus to Bowl Game
METHOD OF PAYMENT P.O./IDT/P‐CARD
6300159588
AMOUNT
$ (3,036.00)
TOTAL AVAILABLE
$10,834.37
TRANSACTION DATE
PAYEE
DESCRIPTION
TOTAL AVAILABLE BALANCE as of 01/31/2024
METHOD OF PAYMENT P.O./IDT/P‐CARD
AMOUNT
TOTAL AVAILABLE
$10,834.37

Staff Council Scholarship Expenses
Transaction DatePayeeDescriptionMethod of Payment P.O./IDT/P-CardAmountTotal Available
Transaction Date
Payee
Description
Beginning Balance
Method of Payment P.O./IDT/P-Card
Amount
Total Available
$3,846.20
Transaction Date
9/30/2023
Payee
SC Awardees
Description
Staff Council Awards - Unclassified Staff
Method of Payment P.O./IDT/P-Card
3500065145
Amount
$ (1,100.00)
Total Available
$2,746.20
Transaction Date
9/30/2023
Payee
SC Awardees
Description
Fringe Benefits for SC Awards
Method of Payment P.O./IDT/P-Card
3500065145
Amount
$ (95.31)
Total Available
$2,650.89
Transaction Date
Payee
Description
TOTAL AVAILABLE BALANCE as of 01/31/2023
Method of Payment P.O./IDT/P-Card
Amount
Total Available
$2,650.89

Staff Council Excellence Fund
Transaction
Date		PayeeDescriptionMethod of Payment
P.O./IDT/P-Card		AmountTotal Available
Transaction
Date
Payee
Beginning Balance
Description
Method of Payment
P.O./IDT/P-Card
Amount
Total Available
$462.79
Transaction
Date
9/19/2023
Payee
GAO
Description
Revenue Augmenting (Donation)
Method of Payment
P.O./IDT/P-Card
2624000172
Amount
$10.00
Total Available
$472.79
Transaction
Date
10/10/2023
Payee
GAO
Description
Revenue Augmenting (Donation)
Method of Payment
P.O./IDT/P-Card
2624000870
Amount
$10.00
Total Available
$482.79
Transaction
Date
11/7/2023
Payee
GAO
Description
Revenue Augmenting (Donation)
Method of Payment
P.O./IDT/P-Card
2624001553
Amount
$10.00
Total Available
$492.79
Transaction
Date
12/8/2023
Payee
GAO
Description
Revenue Augmenting (Donation)
Method of Payment
P.O./IDT/P-Card
2624002312
Amount
$10.00
Total Available
$502.79
Transaction
Date
1/26/2024
Payee
GAO
Description
Revenue Augmenting (Donation)
Method of Payment
P.O./IDT/P-Card
2624002978
Amount
$10.00
Total Available
$512.79
Transaction
Date
Payee
Description
TOTAL AVAILABLE BALANCE as of 01/31/2024
Method of Payment
P.O./IDT/P-Card
Amount
Total Available
$512.79