Staff Congress
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APRIL 7, 2003


Darlene Allen Lisa Caskey David Jessie Carole Morella *Rhonda Sloan Jonell Tobin
Sharon Beller *Joy Cecil Linda Kegley Lora Pace Tim Smith Barbara Ward
Brad Bennington Gaylena Cline M. LaFontaine Darlene Ramey Doug Snedegar Maurice White
*Larry Besant Rhonda Crisp Rhonda Mackin Belva Sammons *Stephanie Stewart Rick Williams
*T. Bumgardner Mike Hopper Pam Moore Dallas Sammons Willis Taylor

*Denotes member was absent

Guests: Roger Barker-Director of Human Resources, Mike Walters-Vice President for Administration and Fiscal Services, Gene Caudill-Director of Physical Plant, Dana Baldridge-Director of Payroll

Chair Pace called the meeting to order at 1:03 p.m.  A quorum was present. Guests were welcomed.

Motion: To approve the March 3, 2003 minutes as submitted
  Proposed:  Rep. Moore Seconded:  Rep. Kegley
Called for Vote: Passed


Chair's Report Chair Pace reported that Tina McWain has taken a new position with the university.  Since her EEO category has changed, she resigned from Staff Congress.  She plans to run for congress again.
Vice-Chair's Report No report
Secretary's Report The month of March, $364.33 was spent out of the supply account.  $198.75 was spent for printing of the 'Call for Nominations' for the election, $60.00 for adding copies to our account, $64.89 for refreshments, $18.19 for office supplies, and $22.50 for printing the 'Nominations Reminder' for the election.  There is a remaining supply balance of $1,417.21.  


Committee Reports

Credentials and Elections Rep. LaFontaine reported that the sample ballot has been mailed out.  The committee has no recommendation at this time to fill Tina McWain's position.  The chair and vice-chair of the committee has a meeting with the two Regent candidates on Wednesday to discuss campaign guidelines and the format for the open forum.
University Standing Appointments Rep. Stewart was absent.  Chair Pace reported that the interest survey for serving on Standing Committees was mailed out to staff members.  The list of members on each committee is still not 100% correct on the Faculty Senate Web page.
Fiscal Affairs Rep. B. Sammons had no report.

Roger Barker reported that the salary distribution pool as proposed by Staff Congress was approved by the Board of Regents.  For exempt staff there will be a 5% pool.  (3% across-the-board and 2% merit/equity.)  For non-exempt staff there will be a 5% pool.  (4% across-the-board and 1% merit.)  Additionally, there will be a 25 cent increase per hour for non-exempt staff and a $1,000 increase per year for exempt staff.  This will also apply to the entry-level scale and will be added to filled as well as vacant positions.  

Rep. Morella asked if the 5% pool would be calculated before or after the 25 cent or $1,000 increase was applied.  Mike Walters said it was his understanding that the 5% would be calculated and then the 25 cents per hour or $1,000 would be added.

Rep. LaFontaine asked if we would receive employment letters this year.  Roger Barker said the letters would be mailed after the Board of Regents meeting on June 6.

Forms are already in the mail to supervisors asking them about the merit/equity distribution.  Supervisors have to submit in writing their rationale for the distribution.

Personnel Policies and Benefits Rep. Besant  was absent.  Rep. Bennington reported that he was elected Vice-Chair of the committee at their last meeting.  The Faculty Senate made a couple of changes to PG-3, but the changes do not affect staff.  We approved PG-3 at the last meeting.  PG-58 was discussed extensively at the meeting and the committee will be calling for a vote in 'Old Business'.  The latest copy of PG-58 is available up front.
Ad-Hoc Parking Committee Rep. Snedegar reported that the committee has proposed an increase in fines and fees as follows:

1.  Vehicle Registration Fees, Extended Lot E-increase to $20.00 from $15.00.  
2.  Temporary Parking Fees, Weekly (2 week limit)-increase to $10.00 from $2.00.  
3.  Towing fee-increase Administrative Fee to $15.00 from $10.00.  
4.  Violation-Non-Registered Vehicle Fine-increase to $35.00 from $15.00.  
5.  Violation-Registered Vehicles-increase to $25.00 from $6.00.  After 7 days increase to $35.00 from $12.00.  

The Committee also recommended a speedbump for Downing Hall at the 116 side that slopes down to the baseball field.  There is no proposed increase for Faculty/Staff Parking Permits. 

The committee is asking that the extra money received go back to Public Safety to hire students to patrol parking lots.  These student workers would also be utilized to help operate the SGA van for student transport to extended parking locations and the excess funds will help offset operational costs for the SGA van such as fuel, maintenance, etc.  Security lighting and upkeep of current parking lots could also be an option as well as expediting the construction of additional parking areas.  Mr. Caudill said the money for these areas would need to go to Physical Plant.  

These recommendations were incorporated into the proposed fee schedule that will go forward to the Board of Regents for approval.

Old Business 

Motion: The proposed revisions to PG-58 be accepted by the body as presented
  Proposed: Personnel Policies and Benefits Committee Seconded:  None Needed
Called for Vote: Passed


New Business - none


Roger Barker said that all employees will be getting a form to sign in reference to the new HIPAA Privacy Laws.  Every employee that is a member of the health insurance plan must sign an acknowledgment of receipt of the HIPAA Guidelines and return it to Human Resources.  Employees cannot have health insurance if they do not sign this form.  Please inform your constituents.

Vice-Chair Jessie asked if paper ballots could be used the day of the election.  Rep. LaFontaine said paper ballots could be used in an emergency, but that will not be advertised.  Staff will have three voting options:  absentee, vote by paper on Tuesday, and online voting on Wednesday.  Rep. Moore pointed out that people can vote by paper, they just need to do it on Tuesday instead of Wednesday.

Rep. Kegley asked about the possibility of voters writing-in names.  The online voting screen does not have a write-in option, but Rep. D. Sammons said it could be done with a programming change from Information Technology.  Rep. Mackin reminded us that according to the bylaws, candidates must sign a form agreeing to run for office.  If we go by the bylaws, write-ins are not allowed.  The Credentials and Elections Committee will look into this matter.

Chair Pace asked if there were any questions for Dana Baldridge, Director of Payroll, about the possibility of going to a weekly payroll.  Rep. LaFontaine asked if there would be any savings on taxes if employees were paid weekly instead of biweekly.  Ms. Baldridge said there is no tax advantage whatsoever.  The IRS has an annualized tax structure and no matter how the pie is sliced the amount of taxes will be the same.

Regent Report

Gene Caudill reported that the big topics at the last meeting were the salary increase and tuition increase.  Tuition is set to increase by 15-18% according to the amount needed for the budget.  Mr. Walters said the rate will be finalized at the Board of Regents meeting on June 6.


On June 2 we will have our annual Staff Congress luncheon where we bring in newly elected members.  The luncheon will be at 11:30 a.m. in Breck 302.  The monthly Staff Congress meeting will follow the luncheon at 1 p.m.

Motion: To adjourn
  Proposed:  Rep. Kegley Seconded:  Rep. LaFontaine
Called for Vote: Passed

Minutes submitted by:  Rhonda Crisp, Secretary