May 16, 2007
Staff Senate Meeting Minutes
May 16, 2007
10:00 – 12:00 p.m. - ECC 1775
Present: Neely Benton, Maria Corral, Gabriela de Anda, Alexis Dolan, Crystal Dootson, Beatrice Henson-O’Neal, Florante Ibanez, Elmo Johnson, Jim Kelly, Janet Lee, Nora Jayne Mallen, Elmira Melgoza, Mary Moore, Gwen Part, Faith Sauerwald, Renée Sikes, Tangee Smith-Hill and Terri Taylor
Absent: Rita Brenes, Karen Carmichael and Mike Carty
I. Call to Order
• President Henson-O’Neal called the meeting to order at 10:00 a.m.
II. Approval of April 18 Minutes – President Henson-O’Neal
It was moved and seconded to adopt and approve the minutes for April 18 and to include the changes made during the meeting. The minutes were approved unanimously.
III. President’s Report
a. Law School Picnic Friday, July 20
• Traditionally Staff Senators are asked to attend the Law School’s Picnic. On the day of the picnic the Staff Senate usually holds their meeting at the Law School and after the meeting is adjourned, the Senators attend the picnic.
• President Henson-O’Neal has requested that the Staff Senate schedule a regular meeting on Wednesday, July 18 and not have the meeting at the Law School on July 20. The Staff Senate will coordinate a caravan at the June 20 meeting for the Law School Picnic on July 20.
b. Children’s Center Survey - TABLED
• Rita Brenes will be presenting a report on the Children’s Center Survey. However, Rita was not able to attend the meeting today; therefore, this report will be tabled, until further notice.
c. Budget Update
• President Henson-O’Neal disseminated a copy of Staff Senate Budget to the Senators. She indicated that the Senate has been faced with a deficit for a few years now and that the E-Board would be working closely with Rebecca Chandler to ensure that in FY 2008-2009 the Staff Senate is provided with an appropriate yearly allowance to cover all the expenses for the events that the Senate is responsible in organizing and paying for. The funds currently provided to the Staff Senate to cover the two main expenses during the year, Christmas Party and Staff Appreciation Picnic, are not sufficient, which is partially the result of the deficit that is continuously carried over, year after year.
d. E-Board Meeting with Vicki Graf, former President of the Faculty Senate
• The meeting with Vicki Graf went very well. She provided the Staff Senate E-Board with much insight. Vicki is willing to advocate for the Staff Senate with the committees she is involved with and she will play an intricate part in providing the Staff Senate with the necessary visibility it needs. She was amenable to holding a joint meeting between the Staff and Faculty Senates so that we can move toward working collaboratively.
• Professor K.J. Peters, new Faculty Senate President is receptive and willing to work with the Staff Senate.
• The Staff Senate needs to establish clarity with Rebecca Chandler, V.P. of Human Resources, on what matters the staff should be consulted with and allowed to provide feedback. Vicki suggested the following three questions which might provide necessary clarity as to the role of the staff:
o Over which decisions do staff members have authority?
o When should staff be consulted?
o When should staff be informed?
• The E-Board will be scheduling regular meetings with H.R. and establish a regular dialogue.
• President Henson-O’Neal has been authorized by H.R. to dedicate Wednesday mornings and Friday afternoons to Staff Senate matters.
e. Open Forum, Wednesday, May 23, 12 p.m. – 2:00 p.m., St. Robert’s Auditorium
• The Staff Senate Open Forum has been rescheduled to Wednesday, June 20, from 10:00 – 12:00 p.m., at the Bird’s Nest. However, after further discussion, the Senate voted to make additional changes. The Open Forum date of June 20 will remain the same, but the Forum will be held from 11:00 a.m. – 2:00 p.m., at the Alumni Mall.
• To be sensitive to all the Senators’ workload and work schedules, they will be asked to stop by in 30 minute increments only and they do not have to remain at the Forum for its entirety.
• Maria Corral volunteered to create a schedule for all the Senators for the Open Forum.
• Elmo Johnson and Faith Sauerwald volunteered to help with the set-up and organization of the tables at the Alumni Mall on the day of the Forum. Faith will provide the tents for the Open Forum.
• Senators are asked to consider possible topics of interest and talking points that will be discussed at the Senate meeting immediately prior to the Open House.
f. Responsibilities of Committee Chairs
• President Henson-O’Neal disseminated a handout that explained the responsibilities of committee chairs.
g. Committee on Committees
• The Senate completed assigning Senators to the various committees as follows:
- Staff Morale & Incentives – Karen Carmichael and Faith Sauerwald, Co-Chairs
- Salary & Benefits – Beatrice Henson-O’Neal and Tangee Smith-Hill, Co-Chairs
- By-Laws – Crystal Dootson, Chair
- Appreciation BBQ – Renee Sikes and Nora Jayne Mallen, Co-Chairs
- Christmas Party – Gwen Part and Terri Taylor, Co-Chairs
- Computer Loan Lottery – Janet Lee and Gabriela de Anda, Co-Chairs
- Election Committee – Gwen Part and Elmira Melgoza, Co-Chairs
- Staff of the Year Award – Crystal Dootson and Gabriela de Anda, Co-Chairs
- Donation and Gift Committee – Nora Jayne Mallen, Chair
Gwen Part and Elmira Melgoza offered to chair the “Election Committee” and the following Senators agreed to serve: Alexis Dolan, Beatrice Henson-O’Neal, Renée Sikes, and Terri Taylor.
The Senate requested that a new “Communication Committee” be added to the Committee on Committees.
It was moved and seconded to add “Communication Committee” to the Committee on Committees. Motion was approved unanimously.
- Communication Committee – Maria Corral and Janet Lee, Co-Chairs
• The remaining Senators that need to be assigned to a committee are Rita Brenes and Mike Carty.
IV. Liaison Reports
• Staff requested that the Staff Senate create a listserv so that staff can view useful information such as carpools, cars for sale, etc.
• Xavier Hall will be organizing a yard sale on office items not used. All proceeds will be given to a specific fund/scholarship.
• Elmo Johnson will provide information on Theatre Day in December at the Staff Appreciation Picnic on Friday, June 1.
V. Committee Reports
a. By-Laws Committee
• Crystal Dootson, Chair of the By-Laws Committee, disseminated a handout of the new Staff Senate By-Laws revisions for the Senate to review and approve.
• The Senate requested more time to review revisions of the By-Laws and table the approval to another meeting.
President Henson-O’Neal emphasized the importance of making prompt decisions on matters/revisions that required immediate attention. She further emphasized that it is importance to not table too many matters so that the Senate can stay on track with the priorities that need to be handled. Making decisions and voting on matters promptly will help facilitate the completion of those tasks.
It was moved and seconded to approve the revisions to Section “G” of the Staff Senate By-Laws. Motion was approved unanimously.
b. Staff Barbecue Committee
• The Staff Barbecue Committee has, to date, received 740 RSVP’s.
• A total headcount count of 765 will be provided to Sodexho to ensure that there is enough food for stragglers who attend the picnic.
• The Staff Barbecue Committee was given a budget of $17,000 to cover 500 attendees at the Staff Appreciation Picnic.
• Sodexho’s catering prices are too high, but Mary Moore has done a great job in working with Sodexho to help reduce the cost of the food. In addition, Mary has worked diligently and has done a fantastic job in procuring gifts from several vendors for the raffle.
• Faith Sauerwald offered to donate 1 week of summer camp ($350) for the raffle.
VI. Old Business
a. ManeGate Senate Groups – Maria Corral and Janet Lee - TABLED
VII. New Business – FOLDED INTO PRESIDENT’S REPORT
a. Open Forum: Agenda, Talking Points, Publicity
b. Summer committee work to prepare for upcoming academic year
c. Open Nominations for Treasurer
• The following Senators were nominated for Treasurer:
• Nominees will present their speech at the next Staff Senate Meeting on Wednesday, June 20, 10:00 – 11:00 a.m.
The meeting was adjourned at 12:00 p.m.
Prepared by: Rosa Calderon
Submitted by: Gwen Part