October 3, 2013 Minutes

Presiding Officer: Andrea Weber

Actions of Meeting

Roll Call

Roll call was conducted using sign-in sheets
Members in Attendance: Teressa Arnette, Christina Bowles, Kelly Cara, Brian Edmond, Paul Essel, David Falls, Scott Fiedler, Andrew Garton, Sandra Johnson, Sharon Lopinot, Yvette Medley, Janelle Melton, Robert Moore, Allison Overmyer, Charles Schoneboom, Gary Stafford, Andrea Weber, Karen Willde, Dixie Williams, Ryan Wilson
Proxy Members in Attendance: Eric Shively in lieu of Ian Alaimo
Members Absent (Excused): Ian Alaimo, Tara Benson
Members Absent (Unexcused): Erin Trotter, Lindsey Kolb
Guests in Attendance: Stephen Sharum, Leslie Champagne, Adam Edwards, Tabitha Haynes, Sarah Gray

Call to Order

Staff Senate had quorum
Meeting called to order at 11:02 AM by Chairperson, Andrea Weber

Approval of Agenda

Agenda was emailed prior to meeting
Motion to approve agenda with no changes by Allison Overmyer
Second by Robert Moore
Agenda approved unanimously

Approval of Minutes

September meeting minutes were emailed prior to meeting
Motion to approve minutes with no changes by Sharon Lopinot
Second by Andrew Garton
September minutes approved unanimously

Chair Report

Executive Budget report
- 700 additional students – Thanks to admissions and other staff!
- Job now is to retain students
- This increases workload for entire campus
- In January, governor’s approved budget will be released
Safety Alert on 10/2/13
- Clif is transparent about information on these situations
- Staff needs to look at the notifications to remain aware
- Help students and guests remember to walk in pairs, be mindful of surroundings, etc.
Campus Climate Survey
- The Staff Senate Executive Board had an opportunity to speak with representative about diversity perceptions, concerns, thoughts at MSU
- Question prompt: How is your experience at MSU?
- Survey will be sent to entire campus, and we hope all senators will participate
- Deferred floor to Tabitha Haynes, DDI
  - Handout with information about timeline is available online
  - More discussion groups to come – send names to Juan Meraz
  - Currently in the information-gathering process – The plan is to finish this fall
  - In spring, survey will go out
    - Unique to MSU campus
    - Unique to SGF community
    - Based on meetings from summer and fall
    - First, sample surveys will go out in February to see how they go/get feedback
    - Final survey to come out in spring
    - Hope is to have 3,000-7,000 participants (faculty, staff, and students)
      - Allison – What does survey cover? (Tabitha referred to handout)
        
        What is it like to live and work on the campus/community
        
        What issues/concerns/challenges need to be addressed to better retain faculty, staff, and students
        
        Dixie – Encourage your colleagues to participate. We all need to respond so that our perspectives are heard. Include colleagues who don’t have access to computers. Survey is not just about race/ethnicity. Inclusion is broad and covers areas such as expectant mothers, women, disability, religion, etc.
      - There will be a lot of emails and information going out about this
      - Survey responses are confidential and discussion groups are too
        
        Teressa – How many different surveys?
        
        One for campus and one for community
        
        Tests will start in spring then final surveys will go out
        
        Teressa – How can we help advertise?
        
        There is a flier that is being published now and can be copied and distributed
        
        Office of DDI will take care of emails and other promotion
      - DDI website has a lot of information
        
        Schedule
        
        Steering committee suggested readings
        
        Juan Meraz is chair of steering committee
The Staff Senate Executive Board met with Faculty Senate and Student Government Association executive board members to look at a new campus organization for faculty and staff
- Chinese Faculty and Staff Club (CFSC)
- We approved and submitted the proposal to the Audit Department
Two weeks ago, Executive Board met with President Smart and Ken McClure and shared the following concerns:
- Need for Pediatrician or part-time pediatric nurse or practitioner at Taylor Health and Wellness Center
  - Clif approved a committee looking into this
  - Staff Senate now needs to create a task force
- Four-day work week during summer months
  - Not applicable to all offices (some are essential)
  - Each office is permitted to make these types of decisions on their own already
  - Check HR website Employee Handbook for more details
  - If your department decides to pursue this, Fridays in the summer are a busy day for enrollment services and campus tours
- State of the University Address
  - Thinking Bigger and Bolder – eight major goals:

1. Enrollment (continue growth)
2. Funding (continue with new resources)
3. Accreditation
4. Diversity and Inclusion
5. Student Success
6. Facilities/sustainability
7. Athletics
8. Raising our profile (more effectively tell the Missouri State story)

- - How does Staff Senate fit in with these?

Chair-Elect Report

Shared leave pool is starting to be used now
- Total employees contributing hours: 243
- Total eligible employees: 218
- Total hours contributed: 6,432
- Total value of hours contributed: $160,458.68
- Percentage of contributors to pool by employee type
  - Exempt – 62.96%
  - Nonexempt – 35.80%
  - Retired – 1.23%
Staff Senate polos - $29 for one large shirt (someone needed a different size)
Still pursuing idea for a staff shirt for campus: to promote pride and raise funds for scholarship
- Trying to meet with Bookstore to review options

Past Chair Report

No report

Secretary/Treasurer Report

Budget balances
- Operating budget (A account)
  - Balance started at $2,200
  - Bookstore purchase of common reader expense was $313.60
  - Mouse pads - $268.34
  - Polo shirts - $153.00
    - Total cost was $468
    - $315 was reimbursed by senators
  - Remaining balance is $1,465.06
- Expected/pending expenses (A account)
  - Party beads for Homecoming – $42.50
  - Denim Day - $1,174 ($930 of which will be reimbursed through shirt purchases)
    - Luncheon - $54.00
    - Shirts – approximately $930.00
    - Ribbon – approximately $190
- Activity budget (B account)
  - Net asset carryover from 2013 should be around $705.59
  - Petty cash on hand is $125
  - Remaining balance should be $831.59 (depends on carryover numbers which will hopefully be confirmed in October)
- Foundation fund (Scholarship account)
  - Balance is $3,431.58
  - Funds Raised: $168.00
  - Funds Spent: $500.00 out of $1,000.00 (including the additional $500.00 in liabilities, which will be paid in scholarships during the Spring 2014 semester – our balance is more realistically $3,931.58)
Bylaws have been approved by University Council and President Smart and are now on our Staff Senate website at https://www.missouristate.edu/staffsenate/bylaws.htm
Friends Against Hunger change collection update
- Total collected so far is $105.37. Keep it coming!
- An anonymous donor will match all donations made by October 11^th
- We will continue to collect change through the end of this month
Staff Senate funding request form – vote in New Business
Blog – no update yet, but Kelly will get this up soon

Director of Staff Relations Report

Checking to make sure all senators are serving on a committee
Committee Reports
- Bylaws – Kelly Cara
  - Website has been updated with approved bylaws
- Denim Days Committee – Andrea Weber
  - Successful lunch
  - $700 donated to account
  - New shirt this year (maroon with “Bears” on it)
  - $10 per shirt on sale in the PSU now
  - Can keep leftovers and resell next year
- Public Affairs Committee – Gary Stafford
  - Adpot-A-Street cleanup
    - Oct. 18 from 12-1
    - Dec. 16 from 12-1:30 with lunch at Imo’s
  - Meals-A-Million
    - Friday, Nov. 15, 4-6 PM, at the Expo Center on St. Louis St.
    - 10 slots for that day (more volunteers can participate, though)
    - Reminder - staff now have three days of personal hours they can contribute to service
  - Convoy of Hope
    - Oct. 29, 6:30-8:30 PM
    - Packing meals – we are assigned an activity upon arrival, so keep an open schedule
    - Reach out to Clif who may be on the board for Convoy of Hope
  - Shoe Drive on campus
  - Isabel’s House gift drive for holidays
  - Relay-for-Life in spring
  - Ethical Leadership Conference – Staff Senate to include a workshop for staff
- Public Relations Committee – Allison Overmyer
  - Promoting Staff Senate
    - Face-to-face visits to departmental meetings
    - Meeting requests big Staff Senate events
    - In monthly email, include info about what ideas/concerns could be brought to senators
    - Banner for campus
    - Video for MSU marquee
      - Is Staff Senate willing to pay for something like this
      - Web and New Media can do this for a fee
      - Could it be put on discs so people visiting other areas could promote Staff Senate
      - Could do a monthly “highlight a senator” for the webpage
- Scholarship Committee – Wren Willde on behalf of Andrew Garton
  - Missouri State Way campaign
    - We hope to see donations come in as a result of the email
- Staff Activities Committee – Janelle Melton
  - No Report
- Staff Excellence – Allison Overmyer
  - No Report
- MSU Administrative Professional Forum Committee – Sandy Johnson
  - No Report

Old Business

None

New Business

Funding request form
- Motion to approve by Gary Stewart
- Second by Teressa Arnette
- Approved by unanimous vote
- Form to go into effect tomorrow, 10/4/2013
Banner for Staff Senate
- Can be used at events
- Purchase is primarily for Homecoming but will be reused after that
- Fast Signs is best option
  - 6 ft. banner by 2.5 ft
  - Weather proofed and can include grommets, etc.
  - $100-125
  - Request is for $150 max. to make that purchase
    - Should not include day/time of meetings, because that can change
    - Could say “Proud to be Staff”
    - Could include a space to attach additional information specific to Staff Senate events
    - Motion to approve by Andrew Garton
    - Second by Allison Overmyer
    - Approved unanimously

Announcements

Yvette Medley – Staff Senate Representative on the Public Arts Committee. Please send her input about public art.
Andrew Garton – Please contribute to the Missouri State Way program through United Way or Missouri State University foundation page
- Can make donations to Staff Senate scholarship
- Amount doesn’t matter – just give what you can
- Contact Andrew Garton for details
  - Request for volunteers:
    - concessions event
    - Homecoming – Beads sold and raffle

Open Forum

Andrea Weber tabled discussion about State of the University Address
Continue reading the Common Reader

Adjournment

Motion to adjourn by Yvette Medley
Second by Teressa Arnette
Meeting was adjourned at 12:00pm by Chairperson, Andrea Weber

Minutes respectfully submitted by Kelly Cara, Secretary/Treasurer