October 2023 Meeting Minutes and Handouts

Call to Order – Brandi Martinez, Chair

Guest Speaker – Stephen Prentice, Associate Director, Parking Services

Mr. Prentice provided answers to pre-determined questions (listed below) and then we opened the floor for additional questions. 

Pre-determined questions:

Question 1: Staff Council has received several parking/transportation related Staff Concerns, is there a process where staff can submit concerns directly to your office? 

Email Parking@txstate.edu or transportation@txstate.edu or use the form on the website.

Question 2: Now that the minimum salary for staff has increased to $30,000, are there talks of increasing the threshold for a discounted parking permit based on salary? Historically, staff who made under $25,000 were eligible for a reduced rate.

I understand that John spoke to someone about this. However, it was probably before a decision was made not to pursue an increase for this year. We were informed that no further action would be taken, so it is not possible to answer the question at this time. I do not know what new salary thresholds could be, so we have not pulled the data of how many persons would fall into those categories, and therefore we have done no calculations regarding this matter.

Parking Services is not a rules making body. If interested in making a threshold, that proposal would go to the Transportation Services Advisory Council. The Council meets monthly, the next meeting is October 27, 2023. Meetings are open to the public. 

Question 3: Temporary parking permits expire after 7 days and there is no option to select an end date contrary to what the parking portal states. Is this a flaw in the system or can you explain how to extend the temporary parking permit? 

For temporary permits you select the specific start date and the permit expires 7 days after.  You do not extend temporary permits.  When the temporary permit expires, you can login and purchase another permit.  Temporary permits purchased in the office may be purchased for up to 8 weeks at a time while online is limited to one week at a time.  You cannot purchase a new temporary permit online until the current permit has expired.

If you have a red permit and are driving a different vehicle, you can update the license plate under your red permit online. 

Question 4: Would you consider adopting a red parking permit for staff members who are long-term remote workers at a discounted rate? 

Weekly parking permits are available to Staff for $8 per week. There are also several Pay-by-App parking locations on campus. 

Parking Services is not a policy or rules-making body. If one wishes to suggest this they would present their proposal to the Transportation Service Advisory Council for consideration. If approved it would then be advanced for further consideration to the administrative levels.

Question 5: It is my understanding that Disabled Veterans can receive a no cost red permit. What is the process for this? Where can the information be found?

Free permits are offered to DVs with service-connected disability.  The DV provides our office with a copy of their Benefits Summary page from their online VA E-Benefits portal.  They may redact any information they wish as long as we can see the VA letterhead/logo, their name, and the indication of Service Connection.  We enter their status on their parking account and they would then login each academic year and order their permit at no cost.

Question 6: Is there a way to address students idling in cars in red parking spots when dropping off or picking up students?

Unfortunately, there is no resolution to this, and it has been occurring since I joined the UPD in 1993. If the vehicle was in a roadway or any location other than a parking space, it is legally termed “standing”. There is a statute regarding this, and by law, the statute must be posted in the location where “standing” is illegal. Only commissioned police officers have the authority to enforce this. With a human in the car, we cannot write a ticket, this puts our personnel at risk. And generalizing the “standing” statute, parking officers do not have the legal authority to confront and request that an individual move the vehicle, only police do. Texas Vehicle Idling Restrictions. 

Open forum: 

Mr. Prentice stated that staff can take pictures of idling university vehicles and submit them to Parking Services for review. University vehicles can be ticketed. 

Adding key card gates has to be planned well in advance. Entrances, exits, and escapes are required. RFM parking lot will soon be used as construction staging for a new residence hall that will be put where the old president’s house was located. 

We do not presently have drop-off zones. There used to be designated areas on campus but it caused additional areas of traffic. 

Special event parking policy: 05.07.02. Sections 07.01-.03 indicate the mission of the university is education. Faculty and staff parking is prioritized over visitors. Parking permits will soon go completely paperless. Will need to get guest license plates to validate. Will not place a significant number of cones (20-30) in red parking permit areas to reserve parking.

Chat question: A lot of restricted parking spaces have been taken by reserved spots. On any given day I see half of these reserved spots empty. I have also seen senior leadership who has reserved spots take up parking spots in restricted spots just to move closer to the entrance of the building. There should be some requirement that reserved parking be enforced if in the same lot. How many more restricted spots are going to continue to be taken over as reserved? What is going to be done to enforce that staff park in their reserved spot and not take up a restricted spot if in the same lot?

Five years ago, Parking Services looked at data, most reserved spaces are used 40% of the time. When someone gets a reserved spot the paperwork says they must park in said spot unless traveling a significant distance. Parking Services cannot track down the roughly 150 vehicles reserved to specific spots, personnel would have to manually enforce all spaces. 

Departments can purchase guest parking permits for the LBJ Garage. 

Feel free to reach out to Stephen Prentice with additional questions – sp04@txstate.edu. 

Action items: Staff Council Goal 1 Parking committee will explore proposals for the Transportation Advisory Council on designated drop-off zones and increasing the salary threshold for discounted permits.

Treasurer’s Report – Natalie Davis, Treasurer

See below for report. Voted on 2024 budget update to include $250 for special events and university engagement.  

Motion: Jen Aguirre, Second: Kim Dunbar. All members voted to pass. 

Staff Concerns – Krystyn Fleischauer, Parliamentarian

1. UPPS 07-07-04 related to student employee termination concerns – in progress
2. Staff market adjustments – in progress
3. Cost of Living salary adjustment ineligibility – completed
4. Red permit parking violations (students) – addressed in meeting by Stephen Prentice
5. NSNR challenges due to classification as temporary workers – in progress
6. Unpaid maternity leave – completed
7. Energy Conservation Days and State Comp Time – in progress
8. Cost of Network Operations – completed
   1. Open discussion: Reminder about moving locations/phone number, if your directory information changed, please update your record in the SAP Portal through the Employee Self Service. Thanks, HR
   2. Your TSP or Admin support person should also notify Network Operations of the change(s).
9. Parking for visitors/significant others – completed 
10. Expansion of UPPS 04.04.35 to include temporary/contract and/or NSNR employees – in progress 
11. Reduced permit fees for employees – addressed in meeting by Stephen Prentice
12. Ingress Management Services and time from request to key issuance – in progress
    1. Open discussion: Staff shared the interdepartmental transfer of keys was done away with in the past due to a safety audit. 

To see full staff concern details and responses, visit our staff concerns status website. 

Committee Updates

1. Marketing, Events, and Fundraising – Sam Williams
   Staff Council will participate in the Homecoming Golf Cart Parade on October 26, 2023. Designing new flyer for New Employee Welcome packet to increase awareness of Staff Council.
2. Council Effectiveness – Krystyn Fleischauer, Committee Chair
   Began review of bylaws. Will present at the November meeting  and the vote will occur at the following meeting.  Updates to the operating procedures will be presented and voted on in the spring semester.

Software Procurement Administrative Burden Task Force - Amy Aguirre

Task Force initially determined what is the current process for software procurement and want to identify why this is a burden. Task Force wants to develop one entry point for software procurement and broke up into about a dozen sub committees. Two new forms that will go out at the end of October; both forms were simplified so all can understand the content and it will not ask unnecessary questions. Now when you put in the security request you are only going to get one ITAC ticket. You can use the one ticket number to see status of request notes. The ticket will not be closed when portions are completed, will remain open.

Staff Shout-Outs – Brandi Martinez, Chair

1. Cynthia Balboa, Procurement Analyst
2. Karen Hollensbe, Administrative Assistant III
3. John Rodriguez, Crew Supervisor
4. John “JD” Wilson, Plumber II  
5. Alyson Havel, Administrative Assistant II  
6. Staci Wade, Student Business Specialist  
7. Mandy Gill, Administrative Assistant II  
8. Andrea Estrada, Student Development Specialist I  
9. Christy Etter-Esse, Administrative Assistant III 

Announcements – Brandi Martinez, Chair

Closed Session

• Goal 1 on Parking to explore proposals for Transportation Advisory Council.
• Goal 2 on Employee Benefits and Accessibility met and defined goals and set up a planner. 
• Goal 3 on Leave/Time Off is exploring parental leave, sick leave/reporting hours and holiday schedule.
• Marketing, Events, and Fundraising do a website review and planning to add “staff tips” to future meetings. 

Adjournment

Motion: Kathy Weiser, Second: Jen Aguirre