Governing Body for Staff at the University of Kansas

Executive Committee 05/10/2017

Executive Committee Minutes, Wednesday, May 10, 2017

Noon-1:30 p.m., Alcove F, Kansas Union


Absent: Ola Faucher - Here: YH, RW, MC, HS, LW, AJ, MGH, CW, MS

Call to Order

President Brian Moss called the meeting to order at 12:01 p.m.

Approval of Minutes – April 12, 2017

Chris Wallace noted a correction to the end of the Public Relations Committee report. References to the USS Council should be separate from the Public Relations Committee business, as it is not a part of the committee, but is another committee of which Wallace is the chair.  

            Motion: To approve the April 12, 2017 Executive Committee minutes, with the correction noted. Motion made by Chris Wallace. Motion seconded by Michael Chavez. Motion passed.


President – Brian Moss

President Moss and President Elect Michelle Ginavan Hayes reported on the monthly meeting with Provost Neeli Bendapudi, noting that no summer meetings are scheduled, though the Provost indicated she would reach out if and as needed. Moss and Ginavan Hayes thanked her for her support during the past academic year, including that for the Common Book, reinstating Professional Development funds and for summer tuition assistance. While no promises were made regarding ongoing staff tuition assistance funding, it was noted that things look positive and that leadership is hopeful funds will not be cut. Taking a suggestion from immediate past President Liz Phillips, Moss and Ginavan Hayes introduced the idea of a Staff Senate year-end luncheon or event in the future to recognize outgoing senators and to welcome the incoming group, an event that would be similar to the year-end event at Student Senate, and it was noted this was something to consider and continue to discuss during the 2017-2018 academic year. Based on feedback from the Kansas Board of Regents, it was suggested that discussion for now related to a day off for civic engagement be tabled, though the group did stress leadership approval for staff time spent on diversity, equity and inclusion activities on campus. President Moss transitioned to report on other items not related to the monthly meeting with the Provost, including feedback sent by him and University Senate President Joseph Harrington regarding the draft policy regarding notice of non-reappointment. Their feedback included suggesting that defining grounds for non-appointment should be its own policy, with the procedure for the process being another. President Moss mentioned continued communications and desire for KU staff to keep a direct reporting line with the Kansas Board of Regents (KBOR) and that the issue was on an upcoming KBOR agenda. Ginavan Hayes referenced potentially inviting Provost Bendapudi to the first AY 2017-208 Staff Senate meeting in August, and President Moss noted Executive Committee meetings in the summer would be in Watson Library and there was a brief discussion which determined Staff Senate would keep the March 2018 Staff Senate meeting on the calendar as scheduled, though it falls during Spring Break week. President Moss asked if all year-end Staff Senate committee reports had been submitted, and Michael Chavez (Diversity and Equity) and Andy Jackson (Elections) indicated imminent submission.


Treasurer – Huili Yao

As treasurer duties are in transition, outgoing Treasurer Michelle Ginavan Hayes gave the report. Ginavan Hayes and incoming Treasurer Huili Yao have met to discuss the role and various reports. The following financial report was submitted:


Ginavan Hayes indicated a quote had been received for a new laptop, and that one travel award recipient could be determined ineligible for the award, which would return $135 to the Staff Senate budget. All monies need to be spent by mid-June. There was discussion regarding the potential laptop purchase, and if Executive Committee felt it necessary to pay for IT support, as the Executive Committee has a technology officer currently and likely will have ongoing access to those with similar skillsets going forward and if it was possible to request waiving any IT support fee for the Staff Senate laptop because of availability of support. Ginavan Hayes noted the only other expected fiscal year expenses related to the buses for the Mini Wheat State Tour, and no additional extra charges are foreseen.


            Motion: To formally determine if the IT fee could be waived for the Staff Senate laptop and additionally request of the IT support director that if a future Staff Senate technology officer needs general assistance that it would be available without payment of the IT fee. Motion made by Robert Waller. Motion seconded by Huili Yao. Motion passed.


Diversity/Equity – Michael Chavez

Chavez discussed the ongoing goal of recruiting a more diverse Staff Senate body and how attending social functions of various diversity and equity councils on campus was a good way to represent Staff Senate and encouraging involvement. The committee has been working with Ola Faucher of Human Resources regarding university support for staff participation in diversity, equity and inclusion events; he hopes something is more complete in this regard by the end of the summer. The committee hopes to have Jennifer Hamer, the activing Vice Provost for Diversity and Equity, meet with members in June to discuss the committee’s direction and other matters related to the campus climate study. Chavez encouraged the Executive Committee to read the latest DEI report on the Office of Diversity & Equity website. 


Legislative Affairs – Robert Waller

Waller reported that the State Legislature had returned after hiatus but had not yet passed a 2018-2019 budget, tax plan or school finance plan, and that while numerous gun control bills had been introduced they had not moved past committees. He updated Executive Committee on tuition assistance efforts, and indicated the committee was moving forward with developing a waiver proposal, which would be in addition to the current tuition assistance process. The committee hopes to be able to present it to university leadership as a very fiscally beneficial plan; essentially the plan would allow staff a waiver of tuition if there is an available seat in a KU Lawrence or Edwards campus course. The committee is beginning to look at a waiver proposal related to spouses and dependents of KU staff. The committee plans to draft a proposal working with the Policy Office, Human Resources and university administrators, and eventually present the proposal to Executive Committee and Staff Senate; if it meets with approval, the proposal would continue to be shared with Faculty Senate and University Senate and the Provost office with the ultimate goal to present it to the Kansas  Board of Regents for consideration.

Professional Development – Melody Stratton

Stratton, transitioning to the chair position, did not have a report, though Michelle Ginavan Hayes provided an update on the Mini Wheat State Tour. 120 staff registered within 75 minutes of registration opening. Emails have been sent to all who successfully registered and there is a short wait list who have been encouraged to arrive at tour departure time to see if any spaces are unclaimed/unfilled. Priority was provided to those who requested to attend who had not recently participated in the tour.

Personnel Affairs – Annette Delaney

The Committee continues to work on an electronic staff resource tool/virtual handbook and continues to solicit input. The project’s goal is to have a collection of comprehensive information for staff in an electronic format.

Public Relations – Chris Wallace

No report. President Moss and President Elect Ginavan Hayes indicated at the upcoming Staff Senate meeting that they would discuss if Senators needed/wanted folders/notebooks or an electronic method. Ginavan Hays mentioned that at a SenEx meeting there was a brief tutorial for all members on where to find governance information on the KU website and Ginavan Hays indicated she might do something similar at the next Staff Senate meeting. It was noted that the Support Staff Council was to meet May 11 and President Moss planned to attend.

Elections – Andy Jackson

The one outstanding action is to fill a Staff Senate vacancy in the operations category as one seat is open. Sitting senators in that division will make nominations, which will come to Executive Committee. If there are no nominations, it will go to President Moss to pick someone.  

HRM – Ola Faucher

No report

Faculty – Amalia Monroe-Gulick

While Dr. Monroe-Gulick was absent it was noted that she is the incoming Faculty Senate president and it is likely she will nominate a new faculty member to liaise with the Staff Senate. President Moss will keep Executive Committee posted.

Student – Justin Moen

Moen was absent; President Moss indicated he planned to follow up with the student governance and ask about ongoing student representation. He mentioned an idea from Staff Senate past president Liz Phillips about having a Staff Senate representative attend Student Senate meetings; Melody Stratton volunteered to attend one Student Senate meeting each month.

Unfinished Business

President Moss said he forgot to mention in his report the staff who met with Kansas Board of Regents members; while there were initial mentions of tuition assistance and the staff reporting line visitors to the meeting engaged the group in conversation regarding campus carry, which took the majority of the meeting.

New Business
President Elect Ginavan Hayes indicated she hoped a new Staff Senate picture could be taken at the next Staff Senate meeting.

Secretary Holly Shriner raised the idea of a thank you or official Staff Senate recognition of outgoing Chancellor Bernadette Gray-Little; President Elect Ginavan Hays said she would draft something.

Call to Adjourn

            Motion: At 1:23 p.m., to adjourn the meeting. Motion made by Chris Wallace. Motion seconded by Michelle Ginavan Hayes. Motion approved.


Next Meeting Schedule


Wednesday, June 14, 2017, 12:00 PM ‐ 1:30 PM, Watson Library, Room 455



Wednesday, Aug. 16, 2017, 12:00 PM ‐ 1:30 PM, LEEP 2, Room 2014


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