Department of Facilities Management
Human Relations Council
Minutes
25 January 2006
Prior to the meeting, a copy of the 2007 HRC Meeting
dates and times was distributed to the council.
The Human Relations Council
(HRC) met on Thursday, January 25, 2007, at 10:00 a.m., in the DFM Conference
Room, with Tom Riley, Director of Facilities Management conducting the meeting.
Those members present for the
meeting are as follows:
Robert Elrod-Auxiliary Robin
Kennedty-Shulda-E&G BSA
Kathy Price-Fiscal Services Nathan Hale-Electric
Nathan Brindley-Plumbing Steve
Keown-Zone Maintenance
David Blankenship-Carpentry Joey Taylor-Grounds
Dan Chaney-PDC Danny
Eakles-Paint
Daniel Jolly-HVAC
Director Riley welcomed the
new HRC Council and advised them they were the voice of their peers and would
be responsible for bringing items of importance to the meeting as to what is
going on around campus for discussion.
The first item of old
business brought for discussion was an update on the bat/pigeon droppings at
Smith Stadium, with Director Riley reporting a representative with the USDA,
who is licensed to kill pigeons, was on site several weeks ago and hopefully,
this problem has been eliminated. In regards
to elimination of bats, the USDA representative reported bats are an endangered
species and he cannot legally do anything to stop the bat problem.
The next item for discussion
was a review of the Computer Phase 1 Training, with Director Riley reporting
the training sessions came as a result of the campus going paperless, and
employee pay information would be on computer and therefore, it would be
necessary for all employees to have access to a computer and be familiar with a
computer.
Discussion was held as to why
BSAs still have to sign for checks if paperless, with Director Riley reporting
you are given a recap sheet to review to insure your time has been recorded
accurately and by your signature you are stating your time is recorded correctly.
The next item for discussion
was on a Phase 2 Computer Training Program, with it being the consensus of the
council that this training is needed.
Discussion was also held regarding classes offered each month on
different computer software programs and taught by Jeff Jones, at MMTH. It was noted that the Phase 2 Computer
Training would involve the same employees as participated in the Phase 1
training and would need more one-on-one training than Mr. Jones could provide.
At this time, the matter of
the Auxiliary employees not having any designated computers for them to use to
look up their pay information was discussed.
Director Riley will discuss this topic with Brian Kuster and Pam West.
The next item in old business
was discussion on the No Smoking signs, with Director Riley reporting a test
was conducted at Tate Page Hall where they installed No Smoking signs, at which
time all smoking urns were removed from the entrance and exists of the
building. This has been a successful
test and continues to work.
Director Riley reported he
met with Dean Sherry Reid and Barbara Johnston at South Campus yesterday to
address a smoking issue brought about by construction and further discussed an
action plan similar to the one utilized at Tate Page Hall.
Vendor-Contractor Parking
Permits was discussed, with Director Riley reporting we are in the process of
getting day passes from P&T for DFM and PDC’s use. This topic will be placed on the P&T
agenda for discussion at the next meeting.
Director Riley reported
publication of the HRC Minutes will be on the three bulletin boards, as well as
published on the DFM webpage. Discussion
was held regarding the Housing employees needing a copy. A copy of the HRC minutes is distributed to
all the HRC members and alternate members for their review and informational
purposes.
The status of DFM staffing
was discussed, with Director Riley reporting he has requested twelve additional
positions for this department, but does not anticipate receiving all the
funding to support this request.
Discussion of the Afternoon
Zone Technician position was held, with Director Riley reporting this is one of
the positions included in the twelve additional positions referred to above. Director Riley reported the campus is
continuously changing and this department has to be ready for the changes being
made in order to provide the appropriate service needed to the university.
Director Riley reported the
administration complimented the lighting on top of the hill which hasn’t been
working for years.
Discussion was held regarding
the lights at entrance of PS1 being repaired or replaced up to the booth area,
but beyond the booth area, they are still not working. At this time, discussion was held regarding
the need for electrical repair work at PS1 due to the danger of electrical wires
not being grounded properly and the potential liability to the university.
Director Riley reported
Maintenance Manager Charles Harrison is working with Electrical Supervisor
Berthelot regarding the Smith Stadium ramp lights and the top level lights at
Smith Stadium.
Discussion was held regarding
the problematic wiring of pole lights at Smith Stadium, with Nathan Hale
reporting he will discuss with PM Angueira as this is her project.
Discussion was also held
regarding the need for maintenance input on design projects for the purpose of
eliminating problems for the maintenance staff.
Director Riley led discussion on the need for placement of a formal
process when designing to avoid future maintenance problems.
The next item for discussion
was on the Performance Evaluations, with Director Riley reporting we will
conduct the annual performance evaluation as last year, but beginning in
January of 2007, supervisors will be evaluated on a quarterly basis rather than
an annual basis. In 2008 all DFM
employees will be evaluated
on a quarterly basis. Director Riley
further reported managers have been evaluated on a quarterly basis for
approximately one and one-half years.
At this time discussion was
held regarding what steps to take if an employee is unhappy with their
evaluation, with Director Riley reporting on the grievance process Western has
in place.
The next item for discussion
was on safety awards, with Director Riley reporting the safety awards are no
longer in effect since Brandon Higgins has now taken over this
responsibility. Winners will be
recognized at the Quarterly Departmental Meetings.
Also, Director Riley reported
the Sodexho Audit was performed this week, and we received a score of 97.5, and
he was pleased with the overall score.
The last item under old
business was discussion on, if managers are qualified to certify Bucket Truck
Training, with Director Riley reporting they have investigated this, along with
EH&S and BGMU, and found there are no programs in place certifying training
for bucket trucks. Director Riley
reported they will continue to utilize the manufacturer’s recommendation for
training.
It was brought to the
attention of the council that if you put the parking brake on the DFM Bucket
Truck and turn the parking brake handle this would disengage the parking brake,
thereby creating a safety hazard.
Director Riley reported he will have Manager Harrison notify the
manufacturer to see if they are aware of this hazard.
In new business discussion
was held regarding several DFM employees wanting to participate in the new Zone
Tech Program, only to find they were advised they did not meet the
qualifications and therefore, were not interviewed. This was discouraging to the employees who
wanted the opportunity to better themselves.
Director Riley reported everyone on campus has the opportunity to better
themselves by getting additional training, if they so desire. Further, Director Riley reported management
has to look at what the university’s needs are and meet those needs firsthand.
At this time, discussion was
held regarding employees not knowing how to register for classes, and not being
provided the information by their respective superiors. Director Riley reported the Quarterly
Departmental Meeting would be a good time to request someone from HR attend and
review the proper procedures in taking classes.
Also, Director Riley reported
training on Sexual Harassment will be conducted at the Quarterly Departmental
Meeting by Huda Melky and Deborah Wilkins in lieu of on-line training offered.
Discussion was held regarding
the annual departmental picnic being eliminated and using the money for the
picnic to purchase parking permits for DFM employees. Director Riley reported this is not cost
effective and therefore, cannot be considered.
He further reported the DFM
Departmental Picnic will be
included in the SACS Picnic this year, thereby having a divisional picnic
rather than a departmental picnic.
Discussion reverted back to
the parking permits with the question being asked if employees at South Campus,
P&T, farm employees, and employees at the Old Mall were required to
purchase parking permits. Director Riley
was not certain if all WKU employees at these locations purchased parking
permits, but he will follow-up with P&T Director Tougas and report his
findings at the February HRC Meeting.
Director Riley reported on discussion
being held at the administration level regarding the feasibility of free
parking being provided at South Campus, with faculty and staff being shuttled
to campus. This would not be practical for
the BSAs who have to report to work by 4:00 a.m.
Director Riley reminded the
council to utilize the Suggestion Box or to email him any suggestions they
might have.
Discussion was held regarding
the Zone Tech Training beginning February 2, and being required to carpool,
with Director Riley reporting carpooling is not mandatory. It was also reported those employees
participating in the Zone Tech Training may drive directly to the training, thereby
not having to clock in during their training days.
Discussion was also held
regarding tile issues at EBS.
There being no further
official business conducted, the meeting adjourned at 12 noon
Respectfully submitted,
Pat Butler
Administrative Assistant
xc: HRC Members
DFM Managers