Staff Congress
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JUNE 7, 2004


Darlene Allen Gaylena Cline Linda Kegley Amy Moore Rhonda Sloan Jonell Tobin
Ed Beam Rhonda Crisp *Donna King Pam Moore *Doug Snedegar
T. Bumgardner Mike Hopper M. LaFontaine Lora Pace Stephanie Stewart
*Lisa Caskey Kristie Jenkins *Jeffrey Liles Belva Sammons Willis Taylor
*Joy Cecil David Jessie *Rhonda Mackin Dallas Sammons Cindy Thompson

*Denotes member was absent

Guests: New Members:  April Nutter, Phillip James, Darlene Ramey, Kim Fultz, Ray Crum, Elizabeth Williams, & Terry White, Gene Caudill-Staff Regent & Director of Physical Plant, Roger Barker-Director of Human Resources

Chair Pace called the meeting to order at 12:30 p.m.  A quorum was present. 

Motion: To approve the May 3, 2004 minutes as submitted
  Proposed:  Rep. P. Moore Seconded:  Rep. Thompson
Called for Vote: Passed


Chair's Report Chair Pace reported that she has been trying to get office space for Staff Congress in Fields Hall.  There is nothing definite yet.  If we had an office, Staff Congress records could be stored there and committees would have a place to meet.  The office would be furnished from surplus items.  There will be a motion in 'New Business' asking for the Executive Committee to have the authority to spend the rest of the budget money on a computer and supplies.

Chair Pace has been asking members of the cabinet why certain decisions are being made without the input of Staff Congress.  She feels there should be a shared governance and Staff Congress should be consulted about major issues before decisions are made.  One example is the direct deposit issue.  Staff Congress was never asked about this.

Health insurance booklets will be mailed out in the next two or three days.

New officers and committee chairs and vice-chairs will be elected at the July meeting.

Chair Pace thanked everyone for their support during her tenure as Staff Congress Chair.  As of July 1, she will no longer be a member of Staff Congress.

Vice-Chair's Report No Report. 
Secretary's Report Secretary Crisp reported that $105.66 was spent the month of May for refreshments and supplies.  There is a balance of $2794.61 in the supply account before the cost of the luncheon.


Committee Reports

Credentials and Elections Rep. LaFontaine reported that her committee had prepared a handout.  The handout showed voting patterns from the 2000 thru 2004 elections and a tally sheet showing the number of votes cast at the May 12 election.  There were two paper ballots disqualified this time because they voted out of their category.
University Standing Appointments Vice-Chair Stewart said she has gotten the surveys back, the appointments have been made and the list will be ready for approval at the next meeting.
Fiscal Affairs No Report.
Personnel Policies and Benefits Rep. Hopper reported that he has talked with Roger Barker about the wording of PG-48, but nothing has been done yet.  The next chair of the Personnel Policies and Benefits committee might want to research this issue in depth.  Also, he talked with Roger about PG-49 and the possibility of having an FMLA pool.  Roger said that the president already has a proposal on his desk concerning this.

Old Business
 - none

New Business 

Motion: To allow the Staff Congress Executive Committee to purchase a computer and other needed supplies with the remaining balance of the budget
  Proposed:  Chair Pace Seconded:  Rep. P. Moore
Discussion: Staff Regent Caudill asked if the computer would be put on the replacement program.  Chair Pace said she would like to put it on the replacement program so that Staff Congress would not have an outdated computer in a few years.  Rep. Hopper said it costs $550.00 per year to put a computer on the replacement program.  At this time, Staff Congress has the money to fund the replacement program.  

Some members felt we would be taking a big chance.  What if we don't have enough money in the future to fund the replacement program?  Others felt we shouldn't buy a computer without the replacement program.  We don't want to waste our money by buying a computer that will soon be outdated.

Called for Vote: Passed

Vice-Chair Stewart said she has made new appointments to the following Staff Congress committees:

Personnel Policies & Benefits Committee:  April Nutter & Phillip James
Credentials & Elections Committee:  Rhonda Crisp & Darlene Ramey
Fiscal Affairs:  Ray Crum & Terry White
Standing Appointments:  Elizabeth Williams & Kim Fultz

Rep. Tobin asked about the possibility of having Staff Congress meetings on another date instead of the first Monday of each month.  Pre-registration, holidays, summer registration, etc. fall on the first Monday of the month many times and it is hard for several members of Staff Congress to attend meetings when this happens.  Some members could not attend the luncheon or the meeting today because of this.  The constitution and the bylaws say we meet once a month, but does not specify the date.  In the past, congress has voted to change the meeting date to accommodate pre-registration.  Chair Pace told members to think about this and bring it up at the next meeting if they would like to have the date changed.


Rep. Kegley said some of her constituents were asking if there was a possibility of being paid once a week.  They thought there might be less paperwork now that direct deposit is being required and maybe this would now be a possibility.  Rep. Cline, who works in the payroll office, said their paperwork has not decreased because of direct deposit and the tax tables would not change so there would be no tax savings to the employee.  The Personnel Policies & Benefits Committee will look at this issue.

Staff Regent Caudill would like for the Personnel Policies & Benefits Committee to start looking at health insurance now.  Chair Pace asked Roger Barker how we came out with claims last year on the health insurance.  He said we came out in the red by $400.  She asked why we changed our insurance if we were only in the red by $400.  He clarified that $500,000 had been put into a reserve and all of that was used plus $400, so in actuality we were in the red by $500,400.  He said the university could not continue to fund that amount every year, so that is why the insurance was changed this year to the POS and CDHP.  Rep. D. Sammons asked what an employee should do if they are just now receiving a doctor bill for last year.  He said employees need to talk with Human Resources.  It would need to be resolved on a case-by-case basis.  

Regent's Report  

Staff Regent Caudill said there will be a Board of Regents meeting this Friday.  The personnel roster and the budget will be voted on.  The search committee has been working hard looking for a new president.  There should be a selection made by December 1.  


Summer I starts today.

The Board of Regents will meet this Friday.

The next meeting will be July 12 in the Riggle Room.  Officers and committee chairs and vice-chairs will be elected.

Motion: To adjourn
  Proposed:  Rep. Kegley Seconded:  Vice-Chair Stewart
Called for Vote: Passed

Minutes submitted by:  Rhonda Crisp, Secretary