Present: Brittany Balo, Kyle Eddy, Sam Filkins, Angel Harmon, Shanon Hashman, Jared Hoffman, Alex Johnson, Laurie Lange, Jon Lawrence, Emily Lindo, Miracle Mahle, Meghan Mason, Rebecca Matney, Lori Moore, Tristan Neviska, Lisa Train, Nancy Sowders, April Woodward-Ginther
Please turn in subcommittee end-of-year reports, including links to documentation.
Elections
Transition
Save the date for the member cross-over lunch on May 29, location TBD.
Todd has sent out information, which has been posted online. Campus benefits committee meets tomorrow. Information sessions will take place on May 6 — more communication about them would be appreciated.
No one should have net payroll decrease in 2020, but there is concern that the % wage increase will be less meaningful combined with the 5% insurance deduction increase.
Employee assistance program (EAP) does exist. Would be helpful to highlight more for employees (at a fair or similar).
There is a plan to increase the salary bands for insurance — shifting them up. 47/77 (up 5).
ACA change: out-of-pocket maximum rather than co-insurance limit > so co-pays now count toward the limit. (Currently: if you hit your limit, then you still pay co-pays > should clarify if it works that way as well).
Encourage: take advantage of the plan advisor (available Jan. 2020).
Employees can schedule a 1-on-1 with Leah Miller if they can’t make the May 6 sessions (or can contact her with questions at any point).
Question: What will it actually cost if you go out of network?
Ice cream social: June 7, 2-4 p.m. on Middle Path
The next Staff Council member event will take place on May 29.
Present: Kyle Eddy, Sam Filkins, Angel Harman, Shanon Hashman, Jared Hoffman, Alex Johnson, Jon Lawrence, Emily Lindo, Meghan Mason, Rebecca Matney, Lori Moore, Nancy Sowders, Lisa Train
With guests: Todd Burson, Jennifer Cabral, Brian Gatch, Janet Marsden, Leah Miller, Susan Morse
We are self-funded: collect premiums, put in account, pay out from account. Cuts out middle man. Common for colleges.
2015-16: claims jumped up ($5mil>7mil>9mil). Oct. 2015: creation of benefits committee.
June 30, 2016: College put in extra money
2016-17: Premium increases 15%
End of 2017: College put in extra money again to keep fund solvent.
2017-18: Employee survey (what’s important) > used to build this proposal
Changed subscription plan > steer toward generic drugs first; step-up therapy (10mg instead of 15mg to start)
Committee received and reviewed proposals
Want: Better benefits; more options; stabilize increases (say 5% per year)
Feb. 2019: Committee recommends plan of action to senior staff
Senior staff say yes
Now need to communicate changes to employees
Multiple years vs right away: 60% of surveyed liked drawn out > 2 year implementation plan
Agenda:
History of medical/RX and dental plans
Work by committee
Plan changes implemented over two-year period
Communication materials distributed later today
May information sessions
Open enrollment period: May 6 - June 15
Dental plan: been in place for 15 years; also self-funded; UMR writes checks to providers
July 1: moving to Delta Dental; annual benefit max increasing to $1500 from $1000
Delta Dental has largest network of providers
Use not in network: still coverage, but discounts if in-network
Expanded benefits for patients with certain conditions (diabetes, pregnancy, heart issues)
Two dental provider networks: Delta Premier and Delta PPO
No increase in employee payroll deduction costs for 2019-20 and none expected at this time for 2020-21
Prior to July 1 > still processed through UMR
After July 1 > Delta Dental (no ID cards, but offices can check eligibility online)
Medical/RX Plan: currently a grandfathered plan
Effective July 1, 2019:
No longer “grandfathered”
Wellness and preventive care: covered full cost/no co-pay (well-woman, well-man, well-child)
In-network plan features (deductibles, copays, etc.) remain the same for premium and low plans
Out-of-network plan features slightly modified
UHC: United Healthcare
UHC’s Choice Plus PPO network (UHC’s Options PPO now)
Same network, better discounts
OptumRx (UHC company) will replace Express Scripts (Rx plan design unchanged)
UMR can now answer prescription questions
Will have to re-order if get prescriptions online or show card to pharmacist
Payroll deductions increasing by 5% (running about 9% nationally)
Adding Plan Advisor: a patient advocacy service in Jan 2020
Effective July 1, 2020:
Will modify Premium and Low plans to align with current market conditions (whittle down a bit from where they are now)
Add a third plan option: Health Savings Account Plan
Add TeleDoc as a virtual medical office visit benefit (pretty common service)
Expand the current vision benefits - looking at more benefits for glasses, frames, contacts, other vision services: could remain in medical plan or be purchased as a separate plan
No payroll deduction change anticipated
Info sessions: May 6
Open enrollment: May 6 - June 15
New medical Rx cards are being issued
Prescription drug plan information > make sure tell doctor’s office and pharmacy > IMPORTANT
Questions: Leah Miller in HR
Kenyon’s plan has not changed much in 15 years; these proposed changes are relatively modest. We’ve had UMR/UHC for 7 years: it’s time for some changes.
“Whittling down” premium (75-80%) and low plans - (all in 2020)
Premium has $250 deductible, then 20% > will go up to $500
Premium: maximum that you pay on a $50k bill will go up a bit, for example
Premium: office visit copay: will stay at $15
Premium: specialist: copay currently at $15 > will go up to $40
Premium: urgent care: modify to flat $50 cost
Basic (low): $500 ded > $1000
Copay for reg visit: stay at $20
Specialist copay: up to $50
Urgent care copay: $75
HSA: lowest payroll deduction and can fund expenses pre-tax (can take with you if you leave Kenyon)
More info available as date approaches
Q: How transparent is process of referring and identifying preferred specialists?
Patient/consumer (you) has responsibility to inform doctor/have that conversation.
Q: Any changes to mental health benefits?
Remains the same.
KCH will be within the network.
Will cover 3D mammograms
People can bring specific questions to May 6 sessions.
Trans health: will continue to be covered (was added next year)
Can always contact UMR (especially prior to service) > “pre-treatment review” > insurance can respond and say how much they’ll cover (Plan Advisor can answer those questions)
Plan Advisor can help advise which plan to go with prior to July 1, 2020, changes
Q: What if a lot of people move to HSA? Takes away from pot for premium/low plans.
Probably movers will be on the basic plan already; it’s all been accounted for
Q: Payroll deduction bands: bands will be adjusted in 2020 (number will remain the same, but thresholds will change)
Q: Not affecting Emeriti - should remain the same for retirees
Q: Consider meetings on different days?
May 6 notes can be shared
Q: Is there a list of things that will be covered (not grandfathered)
Not at the moment
No copay for birth control
No office copay for preventative care visits
Q: In network?
All hospitals/physicians that are currently in-network will remain in-network
Q: How will people know if they are the small percentage that this will be more disruptive for?
Usually provider will let you know
Travel is an issue
People/consumers should check with office or website
Reiteration: vision is important to employees.
Levels: Employee-only, Employee-+1, Employee-+more-than-one > staying the same.
Orthodontia is separate ($1000 per lifetime) vs standard deductible
The next Staff Council meeting will take place on Wednesday, May 1, at 10 a.m.
Present: Brittany Balo, Kyle Eddy, Sam Filkins, Angel Harman, Shanon Hashman, Jared Hoffman, Alex Johnson, Jon Lawrence, Emily Lindo, Rebecca Matney, Lori Moore, Nancy Sowders
Thank you to new officers:
Recently emailed employees about eight open spots; two nominations so far. Please promote to colleagues and submit nominations (they will be confirmed with nominees) by April 19.
Please include link to policy/procedure documentation and have done by April 29.
Campus Senate has approved draft of policy to share with Staff Council, Student Council and Faculty Exec for endorsement. Following endorsement, it will move on to senior staff, who may change the policy.
External, non-disruptive protests will be considered as necessary considering the fact that they could move in front of the bookstore, etc., which is non-College property. Concerns were raised about the clarity around this situation given the statements in the draft policy. Concerns were raised about enforcement — why have a policy if some things are not enforced? Campus Safety should not have to guess if they should enforce the policy on a group-by-group basis.
Recommendation: Input from groups (Campus Senate, for example) as to communication to campus about the new policy once approved.
Recommendation: Should be enforced — no picking and choosing.
Specifically from a staff angle: doesn’t change much. Does it put burden on people in certain positions: Campus Safety; maintenance. What does it mean for staff who are disrupted by protest?
Recommendation: HR consider what could be added to the staff handbook in response to the policy.
Village policies? Sheriff will enforce at village administration’s discretion. Mayor, administrator, etc. Recommend: dialogue with the village.
Union conversation/consideration will take place.
The policy was endorsed with the above recommendations.
Events: Considering an additional event before the end of the academic year, perhaps with donuts. BBQ lunch on April 17 in Peirce Pub. Communications will flag that in the email subject line.
Please send out today by email.
The next Staff Council meeting will take place on Wednesday, May 1, at 10 a.m.
Present: Kyle Eddy, Shanon Hashman, Jared Hoffman, Jon Lawrence, Emily Lindo, Miracle Mahle, Rebecca Matney, Nancy Sowders
Nominations are currently open for KSC officer positions — members can email Rebecca to nominate themselves or someone else. Rebecca will also ask returning members to confirm their membership for 2019-20. Officer elections will likely be run electronically next week. The new election coordinator will work through the general election with Rebecca.
The call for nominations for the general election will go out by April 1, and it should be concluded by mid-May.
Present members confirmed that KSC should proceed with a vote on the updated bylaws. Jared sent out an electronic vote asking members to respond “yes” or “no.” The vote passed during the meeting’s time frame. The updated bylaws will go to the president’s office for final approval.
Jared reminded subcommittee chairs about end of year, which should include what you’ve done and directions/recommendations for next year.
The next Staff Council meeting will take place on Wednesday, April 3, at 10 a.m.
Present: Brittany Balo, Kyle Eddy, Sam Filkins, Angel Harmon, Shanon Hashman, Jared Hoffman, Alex Hoffman, Jon Lawrence, Emily Lindo, Miracle Mahle, Rebecca Matney, Meghan Mason, Rebecca Matney, Lori Moore, Tristan Neviska, Nancy Sowders, Lisa Train, April Woodward-Ginther
A draft of the Staff Council bylaws has been shared with Susan Morse. Updates include:
A quorum (10) will be required to pass the changes, with confirmation by the president. An electronic vote will likely take place in march.
Jared summarized upcoming open roles:
Advancement, non-exempt
Communications
Finance
LBIS, exempt
Operations
President
Student Affairs
At-large
Current officers talked about their roles:
Nancy (co-chair): Facilitate full group meetings, guide/support subcommittees, meet monthly with Susan Morse, all-campus benefits committee meets 4-5 times per year, campus senate meets every two weeks (2 KSC members, set general goals for the year, two-year commitment. Meghan, Angel, Jon, Alex, Brittany and Sam are eligible for next year (Jared will continue).
Emily (secretary): Take minutes, post to website, own group calendar meetings and send reminders, manage other website updates, work closely with communications sub-committee re: sharing minutes in newsletter, promoting lunches and other events.
Kyle (treasurer): Keep track of funds and spending, documentation, support events subcommittee (spend/meal, etc.), support outreach subcommittee (cost of cheer baskets), update spreadsheets, make sure funds are spent before end of year without going over.
Rebecca (election coordinator): Only busy a few months in spring, a bit technical (maintain members spreadsheet), emails to call for nominations and track nominations, pull reports out of Campus Report to create survey in Qualtrics so that people only see their division, will do a shadow session with incoming officer, need to keep information confidential.
Topics of discussion at the recent town hall with President Decatur included: the weather, Middle Path, “Black Panther” movie podcasts, library, higher rates of depression in iGen, anxiety, suicide, that Kenyon is financially healthy (concerns were based on other institutions closing/not enrolling new students).
Staff Council has challenged the faculty exec, and Shanon challenged academic admin staff. Could we involve the trustees?
Sam went to a conference and met with other staff council members. Suggestion: share reports across campus and also share recommendations more publicly both for transparency and accountability. Might increase interest in running for positions.
The next Staff Council meeting will take place on Wednesday, Mar. 6, at 10 a.m.
Present: Kyle Eddy, Angel Harmon, Shanon Hashman, Meghan Mason, Rebecca Matney, Lori Moore, Tristan Neviska, Nancy Sowders, Lisa Train
Co-chair Nancy Sowders declared the meeting an open discussion with no fixed agenda.
Staff council members are working toward 100 percent participation in the College’s Our Path Forward campaign.
Meghan requested a recap of the protest policy discussion (see notes from Nov. 7, 2018 meeting for more information).
Lisa requested cookies at every meeting.
Members discussed the possibility of to-go containers and staff council lunches.
The next Staff Council meeting will take place on Wednesday, Feb. 6, at 10 a.m.
Present: Brittany Balo, Kyle Eddy, Sam Filkins, Angel Harmon, Shanon Hashman, Jared Hoffman, Alex Johnson, Laurie Lange, Jon Lawrence, Emily Lindo, Miracle Mahle, Rebecca Matney, Lori Moore, Lisa Train.
KSC members discussed whether a policy is necessary at all, given the consensus that lunches shouldn’t include guest speakers, or if the policy should be more general to cover other situations? Jared will redraft the policy to be more flexible and list a range of options for potential guests/organizations including having a table at a lunch or other KSC event, sharing an informational leaflet or email with KSC members/the Kenyon community, or partnering with KSC to host a drop-in clinic or other session.
Jared gave an overview of a new College-wide protest policy that is under consideration. KSC members raised concerns about including staff in the policy due to our “at will” employment status and the potential for confusion about whether staff can start or participate in a protest — for example, would they have to take personal time off? Members were also concerned about some of the language, which “encouraged” rather than “mandated,” and what that would mean in practice. Members agreed that more specific language, or at least definitions for some terms (“menacing,” “disruptive,” “unsafe” vs. “uncomfortable,” etc.), would be helpful. Clarity about how the policy relates to union activity — or at least a reference to that — would also be good to include.
The distinctions between College and external protests, people and spaces could also be better defined, especially given Middle Path’s status as a College-owned space that is generally considered to be and treated as a public space rather than a private one.
The draft policy also references a poster policy, which KSC members are eager to also provide feedback about when a draft is available.
Jared provided an update based on the work of the campus-wide benefits committee, which will meet again in December. They will be looking at proposals for alternative healthcare plans (or updates/changes that could be made to the current options). They are placing high value on retaining network providers in order to preserve current doctor-patient relationships.
KSC members recommended transparency as the process continues — or at least informing staff what they can expect to know and how they can provide feedback. Other concerns and suggestions raised included: HSA that rolls over; better coverage for female healthcare needs; reducing the frequency of prescription changes over time; better vision and dental coverage; the benefits of flexible plan options and being able to opt in to benefits.
Staff Council subcommittee co-chairs were asked to submit additional updates via email:
The next Staff Council meeting will take place on Wednesday, Dec. 5 at 10 a.m.
Present: Brittany Balo, Kyle Eddy, Sam Filkins, Angel Harmon, Shanon Hashman, Jared Hoffman, Alex Johnson, Laurie Lange, Jon Lawrence, Emily Lindo, Meghan Mason, Rebecca Matney, Lori Moore, Nancy Sowders, Lisa Train.
Colleen Garland, who came to Kenyon from OWU in July 2018, gave an overview of Our Path Forward, the $300 million comprehensive campaign that Kenyon will publicly launch on Oct. 13. The funding priorities were tested with donors, and they stem from Kenyon’s 2020 Strategic Plan. The campaign’s success will also be measured by participation and engagement goals.
The largest ($125 million) is to grow the endowment, which includes financial aid, Catalyst, professorships, faculty development funds and student success and retention programs.
Colleen clarified that the endowment is permanent, invested resource; payout is used for multiple purposes, and the Board of Trustees sets the payout rate (currently 4 percent) — a portion of the earnings are spent and a portion are re-invested.
Another priority ($60 million) is all about high impact practices and connecting classroom learning with the world. Internship stipends and funding for research opportunities, on-campus apprentice programs, study abroad opportunities, community collaborations, and innovation in teaching and technology fall into this category.
A third priority ($80 million) is funding for capital projects including the West Quad, village enhancements, and sustainability and conservation projects including the Philander Chase Conservancy.
The Kenyon Fund and Kenyon Parents Fund are also key components.
Colleen also discussed the public launch of the campaign, Oct. 12-13. The launch follows a “quiet” phase where work is undertaken with leadership donors to make sure that goal is achievable. During the launch weekend, many events are open to the Kenyon community include the dedication of Keithly House, a block party lunch, campus tours and readings. An invitation-only gala dinner will be the climax of the weekend.
The public phase of the campaign will continue for three years and will include regional events around the country.
Staff members can support the campaign by participating in events and consider how alumni could get involved in their individual areas.
Following the overview, Colleen answered questions from KSC members:
Q: How does Advancement approach donors and find out what they’re interested in supporting?
A: Match-making: staff members find out what the donor is interested in, and blend their interests with the College priorities. The approach is often tailored to individual donors. Some funds are budget relieving; some are budget enhancing. It’s trickier to propose endowment opportunities that establish a permanent funding source for activities or programs that already exist.
Q: Where do Kenyon Fund and Kenyon Parents Fund dollars go?
A: Directly into the operating budget (as opposed to unrestricted endowment, which most often comes from bequests and is directed by the Board of Trustees).
Q: Why should staff be excited about the campaign?
A: Funds directly affect many areas; partners and advocates are very important for working with donors.
Q: What is a good elevator speech for staff to give about the campaign?
A: Talk about your passion area on campus — what would you want to support, and ask what alumni might want to support.
Q: Will Kenyon be eligible for funding from other sources if participation and engagement goals are reached?
A: Qualifications for grants and rankings may increase.
Q: Why would/should employees give?
A: Growing employee participation is an important objective, and employees can give to areas of their interest. Gifts of any size are very much appreciated, and there is a strong appreciation for the fact that everyone’s capacity is different. Advancement aims for 100% participation, meaning that everyone gives at least once per year (any amount).
Q: Is there a difference between staff and faculty giving?
A: Depends on leadership, emphasis, outreach — often skewed on campuses because advancement divisions are most likely to give.
KSC will consider setting a goal for 100 percent participation from members and challenging the faculty exec to do the same.
Jared announced that he is now a co-chair of the all-campus benefits committee, and they will be reviewing Kenyon’s health insurance provider and exploring alternatives in the coming year. Electives will be considered as well.
KSC members discussed the possibility of sending out another survey (one went out last year) to find out more about preferences in terms of features, experience, coverage and claims. Members suggested that a follow-up survey could be more specific and based on the committee’s research into other options.
Surprise costs or costs that are otherwise covered by federal decree were raised as an issue, including vision, hearing, infertility coverage and the cost of items such as birth control and breast pumps. Members mentioned that greater clarification about why some things are not covered would be helpful, particularly regarding women’s health needs.
KSC members will talk to their teams and request input about what’s important, concerns, and general input. The all-campus committee will next meet Dec. 7, so KSC will brainstorm in more depth at the November meeting.
The next Staff Council meeting will take place Wednesday, Nov. 7, at 10 a.m.
Present: Brittany Balo, Sean Decatur, Kyle Eddy, Sam Filkins, Angel Harmon, Shanon Hashman, Jared Hoffman, Alex Johnson, Jon Lawrence, Emily Lindo, Miracle Mahle, Meghan Mason, Rebecca Matney, Susan Morse, Tristan Neviska, Nancy Sowders, Lisa Train, April Woodward-Ginther.
Members shared positive takeaways, which included:
President Decatur and Susan Morse thanked members for attending and affirmed that they appreciate when staff share their input and perspectives.
Members discussed whether or not Staff Council should have a policy for inviting guests to speak at lunches or other events. There have been speakers in the past (United Way, HR, Annual Giving), but there are no guidelines for the process.
The general opinion of members is that lunches are about employee appreciation and an opportunity for socializing — not the place for interruptive solicitations (especially given that people pay for lunch). A table in the hall outside the dining room (or perhaps inside), might be okay as long as guests weren’t interrupting staff and were merely available at the table. Another option might be posters or an on-screen display or table tents.
Jared will confirm next steps in terms of drafting a policy and who should be involved in the process. In the interim, KSC will not invite guests, but may consider it for the spring semester events.
Members discussed the potential usefulness of a larger policy for how Staff Council works with external groups with distinctions for information-sharing vs. solicitation.
The next Staff Council meeting will take place Wednesday, Oct. 3, at 10 a.m.
Present: Brittany Balo, Kyle Eddy, Sam Filkins, Angel Harmon, Shanon Hashman, Jared Hoffman, Alex Johnson, Jon Lawrence, Emily Lindo, Rebecca Matney, Lori Moore, Tristan Neviska Nancy Sowders, Lisa Train, April Woodward-Ginther.
Outreach: The subcommittee has met and is ready to begin distributing cheer baskets. Please let members know about any staff who would appreciate one. Monthly appreciation awards will continue this year.
Events: The subcommittee has reached out to AVI, and plans are coming together for events in Sept. and Oct. A combined holiday lunch will take place again in Nov., and events will be held in Jan., Feb., March and April, with an additional ice cream event likely in June. The tentative date for the next event is Sept. 19. Goals for the year: Create a timeline for putting on an event in collaboration with the communications subcommittee; Hold a non-food event, maybe with wider community members.
Communications: The subcommittee has met, and discussed possibilities for a Staff Council newsletter, potential upcoming parking issues, internal communications in general, and what should be documented over the coming year.
Benefits and Policy: The new bank policy was reviewed. The subcommittee will next look at where-you-work guidelines, inclement weather policies and documentation in general.
KSC welcomed Barbara Kakiris, associate director of campus events and summer conference, to give an overview of summer programming on campus. Highlights:
If KSC members know about any groups that might be interested in coming to campus, please inform Barbara.
Leadership Retreat: All Staff Council members are invited to this all-day event held at the Memorial Theater in Mount Vernon on Aug. 20.
The next meeting will take place Wednesday, Sept. 5 at 10 a.m. in the library conference room A13.
At the KSC meeting on Oct. 3, Vice President for Advancement Colleen Garland will give an update about the campaign.
Present: Brittany Balo, Kyle Eddy, Sam Filkins, Ellen Harbourt, Angel Harmon, Shanon Hashman, Jared Hoffman, Jon Lawrence, Emily Lindo, Meghan Mason, Miracle Mahle, Rebecca Matney, Beth Pae, Nancy Sowders, Lisa Train, April Woodward-Ginther.
Returning, new and outgoing members introduced themselves. Jared introduced the new ongoing agenda document and the idea of a “parking lot” for topics that arise during the meeting to be discussed at the end of the meeting or for later follow up.
Jared and Nancy shared overall goals and objectives for the year, which include the documentation of subcommittee processes; increased community outreach; a newsletter or similar process to share Staff Council events, achievements and other news with the campus community; bylaw updates to address staff and organizational changes; discussing whether there is a place for Staff Council involvement in the Years of Service awards.
Returning members described the subcommittees and confirmed members and co-chairs for 2018-19. View the full subcommittee descriptions and member lists.
The next Staff Council meeting will take place Aug. 1 at 10 a.m.