ࡱ> ` *bjbjss 4"ZZZZZZZn$$$$4$n41&&&&&&&&0000000$ 2h4L0Z'&&''0ZZ&&0***'Z&Z&0*'0**ZZ*&& WEI$(*,1041*4W)~4*4Z*&>P&,*|&$&&&&00*&&&41''''nnnD#nnn#nnnZZZZZZ  Staff Senate Minutes Monthly Meeting August 8, 2012 Martinsville Room, MLK University Union Quorum Present Senators Present: Tina Jenkins, Mike Carter, Tammy Miller, Cay Kolling, Patty Shonk, Antoine Thomas, Suzann Bennett, Zoraida Irizarry, Christine Edwards, Angie Campbell, Michelle Morgan, Mary Jo Montgomery, Cordy Love Senators Absent: Tami Duzan, Jessica Ward, Tony Craig, Rick James, Brad Green Guests: Dr. Richard Enyard, Krishna Thomas, Julie Benedict Call to Order: The meeting was called to order by President Thomas at 1:20 pm Introductions were made by everyone in the room. Treasurers Report: Treasurer Bennett reported there is approximately $2,047.00 in the treasury and she will check on the status of the $600.00 expense pertaining to Homecoming. Unfinished Business: I. Boyd Memorial. President Thomas stated he would like to finalize the Boyd Tree and Plaque Memorial. The process started around January/February of 2012 and would like to complete the process at the next meeting with President Perry. We need the final breakdown cost. II. Staff Retreat. President Thomas has decided to postpone the staff retreat until a later date, possibly November or December. The Executive Board will go over Roberts Rules of Order first to ensure procedures are properly followed. III. Staff Recognition. Discussion was brought up regarding the Lord Distinguished Service Award and the University Service Award. According to Policy Number 179, nominees may be from areas other than University Staff such as Faculty, Administration, etc. but they have not been awarded for a few years. In discussion regarding the Superior Performance Award Program, it was brought up that it was for Non-Negotiated Members. Senator Edwards offered to look further into these awards. Dr. Enyard talked about recognition award programs that he had previously been involved with and gave numerous examples of awards and ceremonial ideas. He offered his assistance to the Staff Senate in the development of a program. The following motion was made by Treasurer Bennett: We form a committee with the assistance of Dr. Enyard to put together a proposal to develop a Staff Recognition Award for President Thomas to take to President Perry. Motion seconded by Senator Jenkins. Motion Passed. Senator Irizarry nominated Treasurer Bennett to Chair said committee. IV. Homecoming 2012. President Thomas reminded the Senate that financial support for the Faculty/Staff Recognition Lunch held during Homecoming week was approved by the Senate last year. The date of the lunch is October 10th. Senator Kolling announced that 2012 Homecoming T-Shirts are now available for $5.00 each and can be purchased in the Student Life Department. V. Committees. The following committee assignments have been set up for the 2013 Academic Year. Subcommittee assignments as well as committee meeting dates and times will be set up by the chair of each committee. SenatorPersonnel Policies, Benefits & WelfareBudget & PlanningLiaisonStaff OutreachElectionAngie CampbellXXAntoine ThomasX ChairXBradley GreenXXCay KollingXXChristina (Tina) JenkinsXX ChairChristine EdwardsXXCordy LoveXX ChairJessica WardXXMary Jo MontgomeryXChairMichael (Mike) CarterXXMichelle MorganXXPatricia ShonkXXRick JamesXXXSuzann Bennett X ChairTami DuzanXXTammy MillerXXTony CraigXXZoraida IrizarryXXTeresa Sims (Special Appointment)X Sick LeaveTOTALS87777 New Business: I. Meeting Structure Revision. Open & Closed Sessions. President Thomas made the suggestion of leaving some time at the end of each regular monthly Staff Senate meeting in the case there may be topics that would need to be further discussed in a closed session. The following motion was made by Senator Jenkins: We leave time at the end of the open meetings for a closed session if needed. Motion seconded by Senator Love. Motion Passed. Meeting Structure Revision. General Invitation Sessions. President Thomas suggested that once a year, the Senate sends out a general invitation to the campus staff specifically inviting them to one of our meetings as a method of publicizing the Staff Senate to its constituents. Discussion was held. Ideas included possibly using the phrase Save-the-Date as an attention getter and having an RSVP on the invitation for the purpose of room size accommodations. President Thomas also mentioned the idea of inviting specific campus employees when there is an item on the agenda that might be of particular interest to that person and/or department. Meeting Structure Revision. Time Sensitive Sessions. President Thomas started a discussion on having a time clock at the meetings to limit the time spent on any specific topic for the purpose of keeping the focus of discussion specifically on the topic currently on the floor as well as controlling the length of the meetings. Discussion was held bringing up the concern that due to the nature of some topics, the time set may not be sufficient. Suggestions for accommodating those situations were to list that topic more than once on the agenda, use the entire meeting that month for that topic, or hold a special meeting. The following motion was made by Senator Edwards: To have a time clock system at the meetings with a 10 minute limit per agenda item. Motion seconded by Senator Montgomery. Motion Passed. II. Staff Senate Image. President Thomas will be meeting with website designers to assist in developing a new logo for the Staff Senate. This logo will be used in all correspondence including letter head paper, email correspondence, flyers, etc. III. Hiring Issues. Open discussion was held pertaining to issues campus wide regarding hiring practices and procedures. Senator Jenkins mentioned the contacting of potential candidates for interviews is inconsistent. Sometimes they call the candidate at home, sometimes at work, sometimes on cell phone. Senator Kolling had a list of issues including the practice of retirees coming back on temporary basis. President Thomas requested that Senator Kolling send him the list of concerns and he will email it to all the senators to review. President Thomas will also invite Dr. Enyard to a meeting to address specific concerns. IV. Gathering Area Representation Information. President Thomas requested that senators compile information pertaining to the area(s) they represent on the senate. He would like to focus on issues such as personnel, institutional and infrastructure topics as well as reporting influences the Staff Senate has made in that area. V. President Thomas asked the senate for discussion on the student email to the Staff Senate regarding the recent press pertaining to Chick-fil-A. He emphasized that discussion was to focus on how the Staff Senate should move forward on the issue and not on personal beliefs. Senator Edwards questioned if this was an issue with any staff on campus since we represent staff. She also mentioned that there is a Student Senate to represent students and also asked if we know whether the claims the student made are factual. Senator Love also felt that in this case the Student Senate would be the group to better address the complaint. Senator Kolling stated that anyone can have an issue with any vendor and it is not for Staff Senate unless a campus staff person has a problem. Vice President Campbell pointed out that the students letter was sent to multiple organizations on campus including President Perry. Senator Morgan responded that she felt that President Thomas response to the student was sufficient. President Thomas added that constitutionality issues have to be considered. The following motion was made by President Thomas: We dismiss the issue until a complaint is raised by a staff constituent. Motion seconded by Senator Carter. Motion Passed. VI. Volunteers Requested. The Staff Senate web page needs updated with the new members names and contacts. President Thomas asked for volunteers to assist Senator Morgan due to her extensive schedule at this time as well as the possibility of additions to the site. Senators Montgomery and Edwards volunteered to assist along with President Thomas. President Thomas also announced that he may ask for a volunteer in the future to assist with secretarial duties. VII. Questions for the President. None Motion to adjourn the meeting made by Senator Irizarry, seconded by Vice President Campbell. Meeting adjourned. 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