December 13 , 2006
Staff Council Meeting Minutes
Members Present: Sherri Batson, Virginia Baysden , Gwen Bolden, Joe Browning, Jane Bullock, Kimberley Cheatham, Rhonda Diggs, George Goudarzi, Joan Greene, Tommy Guinn, Tamara Matthews, Tammy McKenzie, John Osinski, Linda Register, Shari Ricks, Jody Smith, Cheryl Sutton, Dana Ward, Gloria Willis, Doug Yopp, and Laura Zefiretto.
Members Absent: Linda Adkins, Karen Brown, Donna Chapa-Crowe, Linda Miller and Linda Sadler.
Ex officio Members Present: Caroline Cropp, Amy Evans, Liz Grimes
Ex-officio Members Absent:
Guests:- Mark Steelman, Director of Employment and Compensation, Human Resources (substituting for William Fleming)
Mark Steelman discussed Handout #1 –on new policies concerning SPA employees only (replacing a number of old policies). Individual divisions will be able to manage their own salary reserves (when someone leaves and vacates the division).
Executive Committee:
There was discussion on creating a new “Top Ten” list. A few items mentioned for consideration to add to the new Top Ten list were: creating a new university-wide time sheet, salary increases being based on skill level, and parking considerations (not enough space on campus).
Orientation Committee:
Kimberley Cheatham and George Goudarzi still need to complete their orientation sessions. There is some consideration of a Powerpoint presentation being developed to use for future orientation sessions.
Nominations Committee:
Certain issues will be discussed by this committee at the next meeting.
Communications: No Report
Bylaws:
Cheryl Sutton noted a few grammatical changes needed to be made in the Bylaws. Time was taken during the Staff Council meeting to go over changes needed in the bylaws.
It was discussed that a formalized description needs to be written of various committees listed in the Bylaws including the Scholarship committee, the Public Relations committee, and the Fund Raising committee. The Executive Committee has been tasked with producing a written description of the above mentioned committees to add to the Bylaws. A formal vote of the bylaws will take place in February.
Scholarship:
The three top scholarship choices were voted on. Bonnie Monteleone was the recipient of the Scholarship award.
Fund Raising:
277 Poinsettias were sold by Staff Council. These sales were a team effort involving the whole Staff Council group. The Fundraising group scheduled a meeting for Dec. 13, 2006.
Public Relations:
Laura Zefiretto discussed Handout #2.
Laura Zefiretto will work on highlighting a division once a month on the Staff Council website and post picture/pictures of the Staff Council members for that division.
Laura will write Thank You notes on behalf of the Staff Council.
Campus-wide networking of administrative assistants was suggested as an item to place on the new Top Ten list.
The location of the housekeeping office is being looked at. It was suggested that this not be included in the Top Ten list.
Cheryl Sutton is going to schedule a Master Plan presentation at an upcoming Staff Council meeting.
It was mentioned that Staff Council members need to wear ribbons at events.
Videoconferencing attendance has been poor. It was discussed that those able to attend should try to attend this meeting scheduled every Friday and Monday at 12:00 noon.
Old Business:
New Business:
There being no further business, a motion was made and seconded to adjourn.
Respectfully submitted,
Shari Ricks
Jan. 5, 2007
November 8 , 2006
Staff Council Meeting Minutes – November 8, 2006
Members Present: Linda Adkins, Sherri Batson, Virginia Baysden , Gwen Bolden, Karen Brown, Joe Browning, Jane Bullock, Rhonda Diggs, George Goudarzi, Joan Greene, Tammy McKenzie, Linda Miller, John Osinski, Linda Register, Shari Ricks, Linda Sadler, Jody Smith, Cheryl Sutton, Dana Ward, and Gloria Willis.
Members Absent: Donna Chapa-Crowe, Kimberly Cheatham, Tommy Guinn, Tamara Matthews, Dana Ward, Doug Yopp and Laura Zefiretto
Ex officio Members Present: Caroline Cropp, Amy Evans, Liz Grimes
Ex-officio Members Absent:
Guests:-Bob Russell, Director of Budgets, Budget Office
Bob Russell did a presentation on “Introduction to UNCW Finances (See Handout 1)
Executive Committee:
The staff council group received their staff council ribbons.
The poinsettia sale idea was well received. This was Amy Evan’s idea.
The time sheet issue was discussed. Tammy McKenzie has worked on a sample time sheet. A meeting will be set up with William Fleming’s group to “test drive” this time sheet.
Orientation Committee:
Sherri Batson gave the update for the committee. Tamara Matthews completed her orientation session. Booklets were compiled by this committee with important Staff Council information.
Nominations Committee: No report
Communications:
John Osinski distributed a handout for the communications committee to work on.
The handout was a brief summary of the first UNC Staff Assembly meeting that he, Sherri Batson and Linda Adkins recently attended. (See Handout # 3)
Bylaws:
This group reported that they were individually reviewing and compiling comments on the bylaws; they will meet as a group in the near future.
After Nov. 27th, suggested changes will be e-mailed to staff council members.
Scholarship:
Individual fliers will be sent out as a “mass e-mail” from Sheri Batson.
Fund Raising:
A flier with information on the poinsettia sale was received (See Handout 2). It was suggested to post this flier in an easily seen location for all division staff. Nov. 27th is the deadline for poinsettia orders, and delivery of the flowers is on Dec. 5th
Public Relations:
DanaWard was out at a conference, so did not make a report during this meeting. Laura Zefiretto would like all staff council members to review our website and provide her feedback.
Mike Lloyd was e-mailed about checking into a box office for staff council.
Old Business:
New Business:
There being no further business, a motion was made and seconded to adjourn.
Respectfully submitted,
Shari Ricks
Dec 1, 2006
October 11 , 2006
Staff Council Meeting Minutes – Oct. 11, 2006
Members Present: Linda Adkins, Sherri Batson, Virginia Baysden , Gwen Bolden, Karen Brown, Joe Browning, Jane Bullock, Kimberly Cheatham, Donna Chapa- Crowe, Rhonda Diggs, George Goudarzi, Tommy Guinn, Tamara Matthews, Tammy McKenzie, Linda Miller, John Osinski, Shari Ricks, Jody Smith, Cheryl Sutton, , Dana Ward, Gloria Willis, Doug Yopp and Laura Zefiretto.
Members Absent: Joan Greene, Linda Register and Linda Sadler
Ex officio Members Present: Caroline Cropp, Amy Evans, Liz Grimes
Ex-officio Members Absent:
Guests:-Joe Browning (early report on fundraising)
Dana Ward (Skill Port information)
Joe Browning made a decision to postpone a fundraising concert given by Ms.Roya Weyerhauser.
Dana Ward discussed SkillPort, and did a demonstration of this software program, which offers comprehensive training programs for UNCW faculty and staff.
A handout on using SkillPort was distributed (See Handout 1).
This program was started in 2004. Books through this program are available on a 24 hour basis, 7 days a week. 4,000 courses are also available for free through the program.
Liz Grimes also mentioned that SkillPort allows for “blended learning” which offers a combination of online and in person skill building for those individuals whose time is limited.
Executive Committee:
Laura Zefiretto is working on updating the Staff Council website, rather than John Osinski. Staff Council ribbons have been ordered. It was mentioned that Robert’s Rules of Order was purchased for Staff Council group use. A new website picture is scheduled to be taken at the next Staff Council meeting. An update was given on Linda Register’s medical condition; she is going to a blood specialist to try and diagnose her ongoing medical problems. Mike Lloyd has finished and graduated from the CPM (Certified Public Manager) course.
The new tuition waiver policy was discussed. UNCW staff can now take up to 5 classes per academic year, including summer courses. Some schools in the UNC System still don’t offer the summer benefit of taking classes.
Staff Council video conferences are scheduled the 2nd Friday of each month in the Randall Library Distance Learning room from 10:30 AM – Noon. There is no conference scheduled for Fri. Oct. 13th.
Excellence University is part of the Staff Assembly Group and is a series of videoconferences. The University is scheduled every Monday and Friday, from Noon until 1PM in the Randall Library Distance Learning room.
It needs to be put in writing that there is a time sheet “issue” to be taken care of. It was suggested that this try to be added as a “Top Ten Issue.” Tamara Matthews mentioned that she is still doing manual timesheets.
Orientation Committee:
Kimberly Cheatham, Rhonda Diggs and Gwen Bolden still need to go through the orientation process. George Goudarzi completed a mini-orientation.
Nominations Committee: No report
Communications: No report
Bylaws:
The Bylaws Committee had a meeting electronically. Suggested changes and amendments to the bylaws have been compiled. There will be a vote to approve these changes at the Nov. 8th Staff Council meeting. Linda Register will have input on these changes as well.
Scholarship:
Previous deadlines for the Scholarship application form were May 15 for the Fall term, and Dec. 15 for the Spring term. The Financial Aid office was contacted; their office wants to be notified in November of the scholarship recipient.
It was suggested that the Spring deadline date be changed to Nov. 15, and the Fall 2007 deadline be changed to April 15. A motion was made to change the scholarship application deadlines, and the motion was approved.
Fund Raising:
Joe Browning spoke earlier as a guest concerning tabling the fundraising concert idea with Ms. Roya Weyerhauser.
Public Relations:
This committee didn’t meet last week. It was suggested that the Staff Council group be promoted as a sponsor next year (along with the Chancellor’s office) for Employee Appreciation Week.
Old Business: None
New Business:
Linda Adkins is part of a Task Force for looking at the University Budget. There was a budget meeting on Oct. 6 (with 10 on the team) , headed by Dr. Bob Tyndall. The initial perception of how budget information is viewed is that there is misinformation and lack of clarity about roles. A presentation was given using powerpoint. It was discussed that there needs to be a clearer connection between the budget and strategic planning. There is also confusion regarding which division does what?
There being no further business, a motion was made and seconded to adjourn.
Respectfully submitted,
Shari Ricks
November 7, 2006
September 13 , 2006
Minutes of the Staff Council: September 13, 2006
Members Present: Linda Adkins, Sherri Batson, Virginia Baysden , Gwen Bolden, Karen Brown, Joe Browning, Jane Bullock, Kimberley Cheatham, Donna Chapa- Crowe, Rhonda Diggs, George Goudarzi, Joan Greene, Tommy Guinn, Tamara Matthews, Tammy McKenzie, Linda Miller, John Osinski, Linda Register, Shari Ricks, Linda Sadler, Cheryl Sutton, , Dana Ward, Gloria Willis, Doug Yopp and Laura Zefiretto.
Members Absent: -Linda Miller
Ex officio Members Present: Caroline Cropp, Amy Evans, Liz Grimes
Ex-officio Members Absent:
Guest: Chancellor Rosemary DePaolo, William Fleming, Bill Novi
Chancellor DePaolo discussed the Top Ten Issues that the Staff Council has been involved with, and the status of each:
#1 – Salary and Benefits – Approximately 400 in-range salary adjustments were approved at a cost of $475,000. She mentioned that $150,00 had been found for retention this year, but the guidelines for disbursement have not yet been decided.
#2 – Morale Boosters (General improvement and opportunities for staff wellness services) – A training catalog was expanded to include wellness subjects.
#3 – Morale Booster –(Communicate professional and business attire policy for UNCW.) Completed. Open-toed shoes are ok with the Chancellor!
#4 – Employee Perks –(Facilitate development of a plan to offer childcare on or near the UNCW campus. Campus day care possibilities are being researched.
#5 – Management and Work Environment (Relocate HR back onto the main campus to improve accessibility by current employees). There is no room on campus for Human Resources division to move back onto campus. A Human Resources “satellite office” was also considered, although there doesn’t appear to be a likelihood of this either in the near future.
#6 – Employee Perks – (Assist with and provide support for the development of an endowed scholarship fund for staff or their immediate family members).
$12,641.05 received in scholarship money last year, while $13,221.00 was received this year.
#7 – Management and Work Environment - A Task Force was completed to look at working environments on campus. A Campus Climate Survey was also completed. ITSD opened four computer stations on campus especially designed for employees with limited access.
#8 – Salary Benefits (Provide staff development programs that expose current staff to knowledge and skills that will enhance their opportunities for promotion within UNCW) –Over 1200 people participated in workshops. A new position was created to assist Liz Grimes in Training Development. The new employee is Bill Novi.
ITSD continues to expand Skillsoft, with 8500 computer based training topics available. It was noted that Dana Ward would discuss the Skillsoft program at the next Staff Council meeting.
34% of SPA employees were internal promotions. There were 223 tuition waivers last year.
#9 – Employee Perks – (Provide textbook lending library to staff or immediate family members enrolled in UNCW courses.) This is completed
#10 – (Ensure that all university-wide committees making decisions that affect staff have an appropriate level of staff representation). There is now a Staff Assembly at the University system level, with Staff Council representation from UNCW.
William Fleming discussed Handout 1 – UNCW Human Resources 2005-06 Fiscal Year Data Report and Analysis.
It was noted that ads appearing in the Star News would be smaller to reduce money spent on position marketing (i.e. description information has decreased) , but ads with full descriptions are being posted on UNCW’s website.
William was questioned how much background checks would cost.
NC State University is the first in the UNC system to move towards a web-based application process. UNCW is currently moving towards a web-based application.
Liz Grimes introduced Bill Novi, Staff Development Specialist.
Liz mentioned that training catalogs would be out on Thurs. Sept. 14th.
Kelly Kennedy is working towards an online enrollment.
Liz Grimes discussed Employee Appreciation Week, scheduled for Oct. 3 – Oct. 6
Week events are as follows:
Tues. Oct. 3 – “Teal Tuesday” starts with a Kickoff Breakfast from 8AM – 10AM
Wed. Oct. 4 – “Wonderful Wednesday” Volunteer docents will take visitors on tours of the Kenan House at 10AM. Campus tours and other off campus tour locations, such as the Center for Marine Science will be scheduled.
Thurs. Oct. 5 – “Thank-You Thursday” –A Health and Wellness Fair is scheduled at the Warwick Center.
Fri. Oct. 6 – “Fantastic Friday” – A lunch of hero sandwiches will be served.
Liz Grimes introduced Bill Novi, the new Staff Development Specialist. He discussed Handout 1, and current programs.
Executive Committee:
Staff Assembly meeting is Oct. 16, 2006.
Committee groups were reviewed. John Osinski noted he would transition to take over updating the Staff Council website. This was previously done by Mary Browning.
There is no videoconferencing scheduled next month (the second of the month)
Nominations Committee: No report
Orientation Committee:
The following individuals still need to go through the Orientation process:
Kimberly Cheatham
L inda Miller
George Goudarzi
Rhonda Diggs
Donna Chapa Crowe
Communication: No report
Bylaws: No report
Scholarship: No report
Fund Raising:
The fundraising group met two weeks ago and came up with an initial list of 10 items; this was then narrowed down to four items.
Public Relations:
A thank you note to the Human Resources Department was sent, thanking the staff for all their hard work on getting the cost of living increases entered into the Banner system.
Linda Miller did a sort of “Reverse Kudos”, by sending brownies and coconut cake to the HR Staff.
Old Business: None
New Business: None
There being no further business, a motion was made and seconded to adjourn.
Respectfully submitted,
Shari Ricks
September 13, 2006
August 9 , 2006
Minutes of Staff Council Meeting: August 9, 2006
Members Present: Linda Register, Linda Adkins, Joan Greene, George Goudarzi, Linda Sadler, Tamara Matthews, Cheryl Sutton, Dana Ward, Joe Browning, Amy Evans, Kimberley Cheatham, Sherri Batson, Tammy McKenzie, Jane Bullock, Laura Zefiretto, Shari Ricks and Gloria Willis
Members Absent:-Karen Brown, Doug Yopp, John Osinski, Virginia Baysden, and Linda Miller
Ex officio Members Present: Liz Grimes, Amy Evans
Ex-officio Members Absent: Caroline Cropp
Guest: William Fleming
Executive Committee:
It was brought to the attention of the Council that Linda Register would not be able to assume the position of Chair due to health issues. Sherri Batson was nominated to become the new Executive Chair A motion was made and accepted.
Tammy McKenzie was nominated to become the Treasurer. A motion was made and accepted.
The Executive Committee now includes:
Sherri Batson – Chair
Karen Brown –Vice-Chair (after nomination at Sept. meeting)
Tammy McKenzie – Treasurer
Shari Ricks – Secretary
Linda Adkins – Past Chair
New members for the various Staff Council committees need to be appointed by the Executive Council. Committee members are generally appointed, but the Staff Council takes volunteers.
Orientation Committee includes:
Tamara Matthews, Chair
Doug Yopp
Sherri Batson
Linda Register
Virginia Baysden
Bylaws Committee includes:
Cheryl Sutton, Chair
Linda Adkins
Joan Greene
Linda Register
Donna Chapa Crowe
Scholarship Committee includes:
Kimberley Cheatham, Chair
Linda Adkins
Linda Register
Jane Bullock
Tammy McKenzie
Virginia Baysden
Cheryl Sutton
Public Relations Committee includes:
Dana Ward, Chair
Gloria Willis
Linda Sadler
Laura Zefiretto
Liz Grimes
George Goudarzi
Communications Committee includes:
Chair was not identified at this meeting.
John Osinski
Linda Sadler
Gloria Willis
Jody Smith
Nominations Committee includes:
Linda Adkins, Chair
Sherri Batson
Laura Zefiretto
Linda Register
Jane Bullock
Fund Raising Committee includes:
Joe Browning, Chair
Tamara Matthews
Amy Evans
Jane Bullock
George Goudarzi
Nomination and Orientation:
It was noted that Kimberly Cheatham and George Goudarzi still need to go through the orientation process.
Communcation: No Report
Bylaws: No Report
Scholarship: No Report
Fund Raising:
There was discussion of setting up a publicity booth to talk about what the Staff Council does for the University.
Public Relations:
It was noted that the P.R. committee will be sending a memo to Human Resources thanking them for working weekends to get salary increases entered into the Banner System.
Mary Browning offered to update the Staff Council website with staff council member information to include names and addresses.
The Public Relations group is planning a photo shoot by Caroline Cropp of all Staff Council members.
Old Business
A thank you was given to Cheryl Sutton for the purchasing of flowers.
Money was collected and given to Cheryl Sutton for the purchase of the flowers.
New Business
It was noted that Chancellor Rosemary DePaolo will be coming to the Staff Council meeting on Sept. 13th. There will be a new Summary Report distributed of the Top Ten Issues compiled by William Fleming.
A Staff Council Conference is scheduled for March.
It was suggested that the date of elections be changed to June, with new officers to start in July.
There being no further business, a motion was made and seconded to adjourn.
Respectfully submitted,
Shari Ricks
September 13, 2006
July 12 , 2006
Minutes of Staff Council Meeting: July 12, 2006
Members Present: Linda Adkins, Virginia Baysden, Karen Brown, Joe Browning, Jane Bullock, Joan Greene, George Gourdarzi, Mike Lloyd, Tamara Matthews, Tammy McKenzie, Linda Register, Shari Ricks, Linda Sadler, Jody Smith, Cheryl Sutton, Doug Yopp, Dana Ward, Gloria Willis, Laura Zefiretto.
Members Absent: Sherri Batson, Kimberley Cheatham, Bill Dinome, Tommy Guinn, Linda Miller, John Osinski.
Ex officio Members present: Caroline Cropp, Amy Evans, Liz Grimes.
Ex officio Members absent: None.
Guest: William Fleming
The meeting was called to order by Linda Adkins.
Joan Greene confirmed that a quorum was present.
Motion was made and seconded to accept the minutes as read.
Executive committee
Linda Adkins welcomed the new member and all participated in a “get to know you” game. Linda announced that due to the vacancies needing to be filled by appointments, orientation would be held after the meeting today.
Linda announced that all of the next year’s meetings will be held in the Fisher Center, in the Wrightsville Beach Room with the exception of the August meeting that will be in Masonboro.
Linda encouraged all members to attend the video conference next Friday in the Library. She said although they were not mandatory, they were very informative and the interaction with the other Staff Councils was very informative.
Nomination and Orientation
Mike Lloyd said that there were still vacancies in Business Affairs and Student Affairs and he did not hold orientation waiting on the appointments. Mike passed out a Composition report and explained its content. William Fleming suggested that the heading Chancellor’s Office be changed to Chancellor’s Division because Athletics was not actually within the office but in the division. He also pointed out that CMS was not a division of its own but was a part of Academic Affairs. Mike said he would direct these suggestions to the Nomination Committee. Mike said he was leaving the Staff Council after eight years of service but would be willing to be available to help in anyway.
Communication – no report.
Bylaws – no report.
Scholarship
Karen Brown reported that there is $13,000 in the scholarship fund and pledges of $1,200 from faculty and staff.. The recipient of the first Staff Council scholarship is Alisha Sue, daughter of Sandy Sue, and that a photo op would be held on Monday as Alisha accepted her scholarship.
Fund Raising – no report.
Public Relations – no report.
Old Business
Linda Adkins asked Liz Grimes if she had all the volunteers she needed for the Awards Luncheon. Liz said she did and told them to meet her after they have enjoyed their lunch for their assignments as door prize runners.
For the next fifteen minutes the room was closed and the discussion deemed confidential.
When the room was reopened William Fleming discussed the need for the Council to submit three names so one could be selected to serve on the ACHR committee. He requested the list by Friday. He said although the ACHR committee only met formally in March and October, the subcommittees met regularly and worked very hard.
William also reported that the Chancellor is very interested in the recommendations of the Staff Council and frequently asks for reports on the top 10 issues. The Chancellor asked William to get the Staff Council calendar for the next year and she plans to attend the September 13th meeting provided there is nothing that changes it.
New Business
William Fleming told that Council that he was pleased that Human Resources received the funding to hire a new position – Staff Development Specialist – Bill Novi. Liz Grimes said he has hit the floor running and has several priorities such as bringing back new employee orientation with tour and violence prevention training and reviewing all training available to office support, supervisors, and networking with ITSD for computer based training.
William next addressed the new PPO health option and said over 800,000 have enrolled.
Regarding salary increases. William was pleased to tell the Council that SPA salaries would increase 5.5%. He said the HR will do everything possible to have the increased put in the July paychecks and barring unforeseen circumstances that was their goal. He did reassure the Council if for some reason that goal could not be met it would be retroactive to July 1st. He then explained briefly the difference between the SPA and EPA designations. What it boils down to is SPA employees are governed by the State Personnel Act whereas EPA are not.
Linda Adkins spoke to the Council about the UNC Staff Assembly that was approved by President Bowles to act as an agents to represent staff concerns to him. Linda asked the council to prepare to vote to accept the bylaws and read the letter of introduction and the bylaws to the Council. There was a question raised about the three year term and it being a possible conflict with the various Council’s member’s terms. Linda said she would get clarification. William Fleming said he interpreted it as appointing any staff member to the Assembly not necessarily only Staff Council members. Linda asked for a vote of acceptance or rejection based on satisfactory clarification of issues raised. The Council voted unanimously to accept the bylaws with clarification. Linda urged the Council to send her any additional issues needing clarification via e-mail before Friday.
Linda now proceeded to the election of new Council officers. She reminded the members that the nominees for Chair must have been on the Council for one year. She read the requirements of each office and turned the floor over to Mike Lloyd to conduct the nominations and elections.
Mike took the floor and announced that the ex officio members would pass out, collect and tally the votes. He called for the nominations for Chair. Joe Browning and Linda Register accepted nominations and Cheryl Sutton respectfully declined. The votes were counted and Linda Register was elected Chair… Congratulations Linda!
Dana Ward respectfully declined the nomination for Vice Chair and Tammy McKenzie accepted. There being no other nominees, Tammy McKenzie was elected Vice Chair…Congratulations Tammy!
Karen Brown accepted the nomination for Treasurer. There being no other nominees, Karen Brown was elected Treasurer… Congratulations Karen!
Shari Ricks accepted the nomination for Secretary (based on her “confirmed” appointment to the Council). There being no other nominees, Shari Ricks was elected Treasurer…Congratulations Shari!
Linda Akins, will take the position of Past Chair…Congratulations Linda!
Virginia Baysden asked the Chair to present her concern to the Council. Linda turned the attention to Virginia. Virginia said that CMS felt that they were not receiving the same treatment as others on campus, since they had to pay for parking tickets and had to pay delivery charges to Aramark for food deliveries. The Council recommended that Max Allen be asked to clarify off-campus procedures.
Tamara Matthews asked William Fleming if timesheets would ever be offered electronically. William explained that although one is available in Banner it is not user friendly and that Human Resources would be going to new version in November. He said that was something they would really like to offer but at this point it was down on the list. He said by January 1, 2007 they hoped to do away with paper applications.
There being no further business, a motion was made and seconded to adjourn.
Respectfully submitted,
Joan Greene
July 14, 2006
June 14, 2006
Minutes of Staff Council meeting: June 14, 2006
Members Present: Linda Adkins, Geneva Bacik, Virginia Baysden, Mary Browning, Greg Dalton, Joan Greene, Donna Lamont, Jeannine Leary, Mike Lloyd, Linda Miller, Betty Moore, John Osinski, Linda Register, Cheryl Sutton, Dana Ward, Gloria Willis.
Members Absent: Karen Brown, Joe Browning, Bill Dinome, Tommy Guinn, Tamara Matthews, Shari Ricks, Betty Robinson, Karen Thompson.
Ex officio Members present: Caroline Cropp, Amy Evans, Liz Grimes.
Ex officio Members absent: None.
Guest: None.
The meeting was called to order by Linda Adkins. Joan Greene confirmed that a quorum was present.
Minutes from May were corrected, approved and accepted.
Executive committee
Linda Adkins reports to the members that Erskine Bowles has approved the formation of a Staff Assembly which would have the opportunity to advise him on pertinent issues.
Each university would have a representative to meet with the Office of the President on staff issues.
No decision by the State of NC legislature regarding a new budget.
Geneva Bacik - no report.
Linda presents each Council member with a certificate of appreciation for their service.
Orientation – no report.
Communication – no report.
Bylaws
Mike Lloyd will meet with the committee to discuss possible modifications to the present Bylaws. More discussion on Bylaw changes should fall under New Business.
Nominations
Mike Lloyd reports that nominations for the new delegates have been received and tallied. After the elections were held it was discovered that non-teaching EPA employees had been omitted from ballot distribution. The legal department has advised that the election process could be opened for a period of one week to allow additional nominations. Some department VCs will need to appoint a delegate from their division/department.
A proposed change to the ballot for future elections would be to allow for an employee to self-nominate.
Scholarship
Mary Browning reports that we have $12,236.65 in the scholarship fund.
The recipient of the first Staff Council scholarship is Alisha Sue, daughter of Sandy Sue.
Dana Ward, Karen Brown and Mary Browning will coordinate the announcement of the scholarship award.
Fund Raising
All beach towels are sold. Joe Browning will coordinate with Karen Brown for any future fund raising events.
Public Relations – no report.
Old Business
Linda Register - the issue name tags, ribbons, and badges was revisited.
Joan Greene suggested the Council look into getting a copy card for the secretary to use for Staff Council copying requirements.
Liz Grimes asked about the “Employee Expo” of benefits. An adhoc committee was formed to work with Liz to begin planning the expo. The committee members are Linda Register, Cheryl Sutton, Linda Miller, Amy Evans, Dana Ward, Linda Adkins.
New Business
Linda reviewed the evaluations sent to the members.
All proposed changes to the bylaws concerning some areas that need clarification and procedural changes should be sent to Mike Lloyd for incorporating into the revisions which will be presented in the July meeting.
Council members are asked to remind fellow employees to sign up for the PPO new health insurance plans.
Geneva Bacik brought up an issue regarding the new paper towel dispensers that do not work properly or are in inappropriate locations. Who is the proper person to contact to have the situation reviewed? Cheryl Sutton advised that we should contact Tom Freshwater.
Mike Lloyd presented a suggestion to combine Athletics with the Chancellors office for representation on the Staff Council. The motion was made and seconded to act on this.
The meeting was adjourned.
Submitted by:
Geneva Bacik
June 28, 2006
May 10, 2006
Minutes of Staff Council meeting: May 10, 2006
Members Present: Linda Adkins, Geneva Bacik, Sherri Batson, Virginia Baysden, Karen Brown, Joe Browning, Mary Browning, Greg Dalton, Bill DiNome, Joan Greene, Tommy Guinn, Jeannine Leary, Linda Miller, Betty Moore, John Osinski, Linda Register, Shari Ricks, Cheryl Sutton, Dana Ward, Gloria Willis.
Members Absent: Donna Lamont, Mike Lloyd, Tamara Matthews, Betty Robinson, Karen Thompson.
Ex officio Members present: Caroline Cropp, Amy Evans, Liz Grimes.
Ex officio Members absent: none.
Guest: William Fleming, Director Human Resources.
The meeting was called to order by Linda Adkins. A quorum was present confirmed by Joan Greene.
Minutes from April were approved and accepted.
Executive committee
Linda Adkins reminded members of the monthly video conference to be held on May 12 in Randall Library. The Office of the President is moving forward with approving a UNC Staff Assembly.
Linda will send a survey to the members asking for feedback on possible ways to improve the Staff Council.
Sherry Batson reports donations were made and appreciated for the Leadership Tree to commemorate Lisa Allred’s service to the Council.
Geneva Bacik had no report.
Orientation committee - No report.
Communications - No report
Bylaws
Sherri Batson requested the Council to review the bylaws for any needed revisions.
Public Relations
Dana Ward recognized Cheryl Sutton for her Leadership Wilmington Alumna of the Year award. Cheryl serves as the coordinator of the Office of Historically Underutilized Businesses at UNCW.
Fund Raising
Joe Browning reports all the beach towels have been sold.
Scholarship
Balance in the scholarship fund is approximately $10, 420 in May. An endowed scholarship requires a minimum of $25,000.
For the Staff Council’s spring scholarship 15 applications were received; 13 applications were selected for the qualified applicant pool. All criteria (such as GPA, employment status) were verified. The committee narrowed down the applicant pool to 3 and presented to the members (anonymously) to review and vote on the recipient. A decision was made and the applicant will be notified before the next meeting by a letter from Linda Adkins advising of their selection.
Nominations
Nominations for the 2006-07 Staff Council are underway. Some divisions will need to appoint a representative if nominees are not sent in. A run off may be needed in Academic Affairs; a VC can appoint a representative for their area. By the end of June, all qualified delegates should be known to the elections committee.
New Business
William Fleming was available for the members if any questions related to the new state PPO health plan. William mentions that the informational sessions had been well attended. Also, July 1 will be the implementation of the new Banner HR system and that timekeepers for the departments would be entering leave taken for their employees. He mentions the importance of getting all leave balances for the end of June entered correctly and in a timely manner to get off to a good start in July. HR Online will be similar to the way it currently operates.
EPA employees will need to turn in timesheets in Banner to have their leave balances up-to-date for reporting purposes.
Old Business
Tommy Guinn mentions that he has had some problems in getting a demo of the new the voting machines to be used in the upcoming elections in the fall 2006.
The meeting was adjourned.
Next meeting will be June 14.
Submitted by:
Geneva Bacik
April 12, 2006
Minutes of April 12, 2006 Staff Council meeting:
Members Present: Geneva Bacik, Sherri Batson, Virginia Baysden, Karen Brown, Joe Browning, Mary Browning, Greg Dalton, Joan Greene, Tommy Guinn, Donna Lamont, Linda Miller, Betty Moore, Betty Robinson, Cheryl Sutton, Dana Ward.
Members Absent: Linda Adkins, Bill DiNome, Jeannine Leary, Mike Lloyd, Tamara Matthews, John Osinski, Linda Register, Shari Ricks, Karen Thompson, Gloria Willis.
Ex officio Members Present: Caroline Cropp, Amy Evans.
Ex officio Members Absent: Liz Grimes.
Guests: Cindy Lawson, Assistant to Chancellor for Marketing & Communications, William Fleming, Director Human Resources
The April meeting was called to order by Joan Greene and a quorum was confirmed. One correction, to add Betty Robinson as present, was made to the minutes from the March meeting. Otherwise, the minutes were accepted.
Joan invited Caroline Cropp to introduce Cindy Lawson to the members. Cindy commented on her efforts to look at all communications and publications the University has to ascertain its effectiveness. She’s putting together a task force and will seek input from a wide range of employees on campus to determine expectations for the newly formed unit.
She’s trying to determine what works, what’s useful and helpful, and also what needs to be changed.
Another focus area is the @UNCW Web page for communicating with employees. Research is being done to determine the usefulness of the Website. Statistics are being gathered and will be used to analyze whether this is the ideal way to communicate with the employees.
Committee Reports
Executive committee – Joan Greene reported the board met on April 10. One suggestion the board made was to publicize all the opportunities and benefits offered to employees. An event of this nature could possibly coincide with another event such as the Employee Appreciation or a similar event. The thought was that many employees do not know what is available to them on campus. It was suggested that an Expo might be a way to showcase what’s available for employees. An adhoc committee was formed to meet with Liz Grimes to determine feasibility of an event.
The volunteers were Cheryl Sutton, Caroline Cropp, Betty Moore, Geneva Bacik.
Mike Lloyd told the board that the ballots for nominations for new Staff Council delegates were being printed and would be mailed the week of April 10. Volunteers, Cheryl Sutton and Virginia Baysden, offered to assist with counting ballots in the event of a run off.
The board also discussed the possibility of making a donation to the Leadership Grove to recognize Lisa Allred’s contributions to the Staff Council since 1991. The board committed $100 toward the $200 required donation.
Don Harty in Printing Services will be recognized with a Kudos for his assistance to the Council in printing the scholarship brochure and providing Thank You cards.
Orientation – no report.
Nominations – nomination forms for delegates to the Council have been mailed and are due to be returned by April 29.
Scholarship – Karen Brown reports that 15 applications had been received. The deadline for applying was being extended to April 17. The fund has $10,142.
Communications – no report.
Fund Raising – Joe Browning reports we have 12 beach towels remaining to be sold. Efforts will be underway to sell these soon.
Public Relations – Dana Ward reports that Don Harty had been recommended for the Kudos.
Bylaws – no report. William Fleming, Director of Human Resources, made a presentation to the members on the new PPO option available on the State Health. The PPO option and has 3 levels of participation. William stressed the need for all employees to attend the information sessions announced regarding this option in our health care benefit. Packets will be mailed to employees on or about April 28. It is compulsory to enroll in the plan. Everyone is encouraged to read the materials and look at the links on the Website prior to attending the information sessions.
The next item of discussion William addressed was the criminal background checks which will be required for new hires into advertised positions in July, 2006. The “preliminary” policy was distributed. It is unsure at this time how temporaryemployment will be handled. The background checks will be handled by an outside vendor and the results will be communicated to HR only. Individuals being considered for hire will have to give permission for the background check. Convictions revealed as a result of the background checks may preclude an individual from being hired. HR will make their final recommendation to the hiring official/department.
Current employees will not have criminal background checks unless they are being considered for a new position.
This process may take up to 48 hours to complete. Applicants outside of the US will require more time to process.Old Business
The University will not be changing the school colors.
New Business
Joan Greene read the letter from the Center for Leadership Service and Service concerning donations for a tree in memory of Lisa Allred. The Exec board had challenged the other members to raise the $100 to add to their donations. A motion was made to take this opportunity to honor Lisa’s service on the Staff Council rather than planting a tree somewhere else on campus. The motion was seconded and the members agreed to take on this challenge. Moneys collected would be given to Sherri Batson who would make the donation. The ceremony is to take place on April 20.
No other business was discussed. The meeting was adjourned.
Submitted by
Geneva Bacik, Secretary
March 8, 2006
Minutes of March 8, 2006 Staff Council meeting:Members Present: Linda Adkins, , Sherri Batson, Virginia Baysden, Joe Browning, Joan Greene, Tommy Guinn, Donna Lamont, Jeannine Leary, Mike Lloyd, Linda Miller, Betty Moore, John Osinski, Linda Register, Shari Ricks, Cheryl Sutton, Karen Thompson, Dana Ward, Gloria Willis.
Members Absent: Geneva Bacik, Karen Brown, , Mary Browning, Greg Dalton, Bill DiNome, Mike Lloyd, Tamara Matthews.
Ex officio Members Present: Amy Evans, Liz Grimes
Ex officio Members Absent: Caroline Cropp
The meeting was called to order by Linda Adkins, Chair. Joan Greene confirmed a quorum of members present. The minutes from February 8, 2006 were approved and accepted.
Committee Reports
Executive - No report.
Orientation – No report.
Communications – Jeannine Leary said Mary Browning was working hard to keep the Web site updated. The Council agreed that she was doing an excellent job.
Bylaws – No report.
Linda Adkins said the Bylaws Committee would be meeting in April and discussing yearly updates or changes. She asked the members to review the bylaws for proposed changes and e-mail them to her for presentation at the next meeting. Karen Thompson asked Linda Adkins to e-mail the members a deadline for this information. Linda said she would.
Nominations – No report.
Scholarship – Linda Register reported that there was $10,098 balance in the Scholarship Fund.
Linda Adkins presented the flyer for discussion and said that she asked Dana McKoy, Coordinator, Commuter and Non-Traditional Students to put it on her Web site. Linda also said the flyer would be placed in offices to get the message out. Linda Adkins asked Linda Register when the recipient of the scholarship would be announced and was told June 15, 2006 for the fall scholarship and December 15, 2006 for the spring scholarship.
A special thank you was given by the Council to Printing Services for making the flyer possible. Linda Adkins said that Dana Ward was arranging for Don Harty, Printing Services’ Manager to receive a Kudos from the Council for all his help with the flyer.
Joe Browning asked if the clip art picture on the flyer could be replaced with one of our student’s pictures. Linda Adkins said she felt sure that could be done. Linda now asked the Council members for their comments and corrections and there were several comments and suggestions offered and noted.
Fund Raising – Joe Browning reported that his committee was waiting for warmer weather to sell the few towels remaining. He said he anticipated some sales by the next meeting.
Public Relations – Dana Ward reiterated that she was arranging for Kudos for Don Harty in Printing Services to thank him for all his efforts on the flyer.
Old Business - Since Mike Lloyd was not in attendance to report on the memorial tree to honor Lisa Allred, Linda Adkins suggested that this be brought up for discussion at the next meeting.
New Business – Karen Thompson asked the Council members to be aware of the need for confidentiality regarding discussions in session when opinions were offered. She related that a Council member was reprimanded by a supervisor as a result of passing on comments made in the Council meeting. She asked the Council to make sure the information was “valid” before passed on.
Sherri Batson said that there was upset and concern in her office because some of the employees did not receive the raise. It was agreed that this was an area that needed to be addressed by the individual supervisors. Liz Grimes suggested that Mark Steelman be contacted to answer the individual’s concerns.
Joan Greene told the Council, that Suzanne Helms, Director of Campus Services was aware of the requests for employees to be allowed to preview the Surplus Store sale items. Ms. Helms asked Joan to relate to the Council that she understood the request but could not offer previews because the Surplus Store is governed by North Carolina State Surplus regulations and they do not have the provision.
Karen Thompson announced that Career Services Business Etiquette dinner was open to Staff and Faculty this year. She said it was a six course fine dining experience that offered unusually challenging food. The cost is $20 per person and it will be held in the Madeline Suite on March 20, 2006.
Betty Moore told the members that the UNCW colors were changing. Joan Greene said that merchandise vendors were already given the new colors.
John Osinski asked if UNCW had purchased University Arms. Linda Adkins said there was no information that could be offered at this time.
Cheryl Sutton asked the members to support Stompin’ at the Savoy, the annual fund raiser for minority scholarships. She said that UNCW employees could purchase up to two tickets at a reduced rate of $25 by March 20. Amy Evans said it was her understanding that it was by invitation only. Both Cheryl and Amy said they would get more information and let the members know via e-mail.
Linda Adkins said that the annual Staff Council was coming up March 17 and asked if anyone was interested in attending Cheryl Sutton said she would like to attend. Sherri Batson said she was eager to see a copy of the new health plan.
Tommy Guinn said that many of the employees in his area were really unhappy with the lack of vendors associated with the WeSave card. Liz Grimes said that the State was working to add vendors to the list.
Linda Miller and Tommy Guinn discussed the SEANC scholarship. Tommy said that application could be made on line but you must to be a member of SEANC to apply.
There was a discussion regarding the Staff Council Web site highlighting a member each week. Amy Evans suggested that the feature be placed on the site on Friday as the top announcement. Linda Adkins asked the Council members to send their ideas to Dana Ward.
No other business was discussed and the meeting was adjourned.
Submitted by:
Joan Greene
March 14, 2006
February 8, 2006
Minutes of February 8, 2006 Staff Council Meeting
Members Present: Linda Adkins, Geneva Bacik, Sherri Batson, Virginia Baysden, Karen Brown, Joe Browning, Mary Browning, Greg Dalton, Joan Greene, Tommy Guinn, Donna Lamont, Jeannine Leary, Mike Lloyd, Linda Miller, Betty Moore, John Osinski, Shari Ricks, Karen Thompson, Gloria Willis.
Members Absent: Bill DiNome, Tamara Matthews, Linda Register, Cheryl Sutton, Dana Ward.
Ex officio Members Present: Caroline Cropp, Amy Evans, Liz Grimes.
Ex officio Members Absent: none
Guests: Jan Riemersma, Comptroller
Nadine Flint, Payroll Manager
William Fleming, Director Human Resources
The February meeting was called to order by Chair, Linda Adkins. Joan Greene confirmed a quorum of members present. The minutes from January 11 were approved as presented.
Jan Riemersma and Nadine Flint made their presentation to the Council concerning last fall’s Electronic Commerce Initiatives from NC legislature. Jan distributed a handout outlining the legislative changes requiring the utilization of electronic payments for State agencies and expansion of the State’s Electronic Commerce Program pertaining to payments. The State has recognized the need to “catch up” with private industry and move toward electronic payments to vendors and employees.
In the past, direct deposit of paychecks was viewed as a convenience, but is now seen as a cost saving initiative.
Permanent employees will be required to have direct deposit for their pay; direct deposit is strongly encouraged for temporary and student workers. Paychecks will be mailed to the address on file for employees, undergraduate students’ checks will be sent to their student mailbox.
Currently direct deposit stubs will be sent to the departments. In the spring/summer timeframe plans are for notifications to be done electronically via e-mail to the employees.
Jan pointed out the many advantages of this plan for employees as well as the advantages for the State agency.
Reimbursement of travel expenses through direct deposit will begin the spring of 2006. And in the fall of 2006 vendor payments will begin direct deposit.
William Fleming brings up a concern with trying to work out a more effective way to get employees paid who have not been set up through normal processes. With the implementation of the Banner financial system in the summer of 2005, requests for substitute checks or on demand checks has been a difficult process since Banner is not set up to run one check at a time. If the cut off date for requesting a check is missed, then the employee may have to wait as much as 9 days before getting a paycheck.
Committee reports
Executive – Treasurer, Sherri Batson, reports a remaining balance of $476.50 in the treasury from the sale of the beach towels.
Orientation – no report
Communications – Caroline Cropp asked for feedback concerning the Staff Council Web Site. Jeannine Leary and Mary Browning will work with Caroline to keep Web Site updated.
Bylaws – Mike Lloyd sent the by laws to the members for review. This committee is to meet and make revisions.
Nominations – Mike Lloyd briefly covered the procedures for securing nominations for the Staff Council. This process should begin in February to nominate and elect new delegates to the Council.
Scholarship – Karen Brown tells us that the scholarship application is on the Web site. The cut off date is April 15, 2006 to apply. Multi-media announcements concerning the program (posters, letters, etc.) should be available in about 2 weeks. The current balance in the fund is $9730.
Fund Raising – Joe Browning reports that we have only a dozen beach towels remaining in our inventory. The committee is waiting for warmer weather to resume selling the towels.
Public Relations – No report.
Old Business - Mike Lloyd checked with the campus Landscaping personnel concerning the possibility/feasibility of planting a memorial tree to honor Lisa Allred who had passed away in December, 2005. The Council agreed to this action. Mike will follow up for tree/location selection and optimal timing for the planting. Lisa’s family will be invited to the service.
New Business – Tommy Guinn asked the Council about sponsoring an educational opportunity to demonstrate the county’s new voting machines.
Liz Grimes will investigate the feasibility of having this type of demonstration on campus.
Virginia Baysden raised a question concerning a program she had heard of providing free generic drugs for State employees by BCBS. (This turns out not available to employees on the State Health Plan.)
Liz Grimes announced the new Employee Assistance Program available for employees and dependents. This program has 2 tracks – one is self referral and the other is management referral.
The WeSave discount program is available the State employees. Call Carol Noble in HR to obtain a discount card which must be activated.
No other business was discussed and the meeting was adjourned at 4:30.
Submitted by:
Geneva Bacik
March 7, 2006
January 11, 2006
Minutes of January 11, 2006 Staff Council meeting:
Members Present: Linda Adkins, Geneva Bacik, Sherri Batson, Virginia Baysden, Karen Brown, Greg Dalton, Joan Greene, Tommy Guinn, Donna Lamont, Mike Lloyd, John Osinski, Linda Register, Shari Ricks, Betty Robinson, Cheryl Sutton, Karen Thompson, Dana Ward.
Members Absent: Joe Browning, Mary Browning, Bill DiNome, Jeannine Leary, Tamara Matthews, Linda Miller, Betty Moore, Gloria Willis.
Ex officio Members Present: Caroline Cropp, Amy Evans, Liz Grimes
Ex officio Members Absent: none
Guests: William Fleming, Director Human Resources
Janell Seymour, University Advancement
The January meeting of the Staff Council was called to order by the Chair, Linda Adkins. The Council observed a moment of silence in memory of Lisa Allred who had passed away in December.
Joan Greene confirmed a quorum was present.
A correction was made to the December minutes before being approved and accepted.
Committee reports
Executive – Linda asked members who will remain on Council after June 2006 to indicate their interest in participation on a committee or the Board.
Orientation – no report
Communications – no report
Bylaws – Mike Lloyd will assume the chair position vacated by Lisa Allred.
Mike will make sure the members have the latest version of the bylaws.
Nominations – no report
Scholarship – Karen Brown reports Current balance of $9002.63; Reports a generous donation to match the Chancellor’s donation to this program. Shari Ricks tells us the revised applications for the scholarship should be available within a week.
Fund Raising – Amy Evans reports that we have only 12 beach towels remaining for sale. Permission has been granted to make these beach towels available for purchase at the basketball game. Volunteers will be given an admission ticket to get into the game. The January 19 game will be covered by Linda Adkins and Cheryl Sutton; January 21- Shari Ricks and Joe Osinski.
Public Relations – Dana Ward presented the notes from the committee meeting in October and reported the progress made to promote the objectives and accomplishments of the Council.
Old Business
Tommy Guinn expresses concerns regarding the lack of access to the @UNCW announcements by the physical plant, etc employees. Tommy expresses concerns that some employees are not allowed time to read e-mail or announcements disseminated electronically.
Tommy Guinn, along with Cheryl Sutton and Linda Adkins, will revisit this issue to seek possible resolutions.
New Business
Linda asked for nominations from the floor for the Treasurer position.
Sherri Batson was nominated and elected as the new Treasurer by the Council.
William Fleming, Human Resources Director, updated the Council regarding the labor market salary adjustments which should be paid in January, 2006. There have been approximately 240 employees identified who will be affected by this 2% increase.
This will be an on-going process and should be looked at each year.
Janell Seymour, University Advancement, was introduced to the Council. She is the Director of Annual Giving program and is gearing up for the spring campaign, “Grow it Your Way”. This program will give donors the opportunity to designate which area of the university to receive the gifts, thereby seeing the value of their gift. Ms. Seymour indicates her group is in the planning stages of finding ways to increase participation by the staff in the annual giving programs. Giving options being considered include payroll deductions, ability to change designations anytime, visible recognition, and perhaps a little friendly competition between departments.
Liz Grimes announced the WeSave State Employees Discount Program and passed out brochures. Most of the participating businesses are located in the Raleigh area, but there are a few in the Wilmington area.
To participate, the employee must register and activate a card. Forms are available through Human Resources.
Mike Lloyd points out that a suggestions has been made to rename the Scholarship fund in honor of Lisa Allred. Some conversation ensued regarding this issue and seeking an appropriate memorial. More information is needed and the issue has been postponed until the February meeting.
The meeting was adjourned.
Submitted by:
Geneva Bacik
February 7, 2006
** Previous years archived available upon request
