Staff Congress
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MAY 5, 2003


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

*Denotes member was absent

Guests: Roger Barker-Director of Human Resources

Chair Pace called the meeting to order at 1:05 p.m.  A quorum was present. Roger Barker was welcomed.

Motion: To approve the April 7, 2003 minutes as submitted
  Proposed:  Rep. Kegley Seconded:  Rep. Ramey
Called for Vote: Passed


Chair's Report Chair Pace reported that she is still working on details for the June Luncheon.  The Luncheon will be June 2 at 11:30 a.m.  The new catering people do not want us to have the Luncheon in Breckinridge 302 as previously announced.  The new location will probably be the Alumni Cafeteria.  If the Alumni Cafeteria location does not work out, we might use the Fulbright Auditorium in Baird Music Hall as our second choice.  We are awaiting final confirmation from catering about the location.  Various administrators and newly elected Staff Congress members will be invited.  The location of the luncheon will be included in invitations that will be sent out in the next few days.  Following the luncheon will be the last meeting of the fiscal year.  Members that are leaving Staff Congress will be recognized for their time of service.  New officers will be elected in July.

Barbara Ward has left the university.  Her position with Staff Congress will remain open for the remainder of the fiscal year.  Her position was up for re-election anyway so this will have no effect on the election.

Thirty-seven people attended the forum.  Fourteen were Staff Congress members and twenty-three were other staff.  Good comments have been received about the forum.  Please email any comments about improvements that can be made to the forum to Chair Pace.  The officers of Staff Congress are developing a mini-handbook for new officers outlining steps taken to complete certain tasks, timelines, etc.  Information about the planning of the forum will be included in this handbook for future reference.

Vice-Chair's Report Vice-Chair Jessie was absent.  No report
Secretary's Report The month of April, $155.65 was spent out of the supply account.  $89.76 was spent for printing of the sample ballot and voting instructions for the election, $39.14 for refreshments, and $26.75 for printing the voting instructions reminder and forum information for the election.  There is a remaining supply balance of $1,261.56.  The final amount for the forum refreshments has not yet been received.  The amount will be reported at the next meeting.  


Committee Reports

Credentials and Elections Rep. LaFontaine reported that she and Rep. Snedegar met with the Regent candidates on April 9 concerning the election and format of the forum.

Absentee ballots are available until May 9.  There have been 15 absentee ballots to date.  Paper ballots are available May 13 and online voting will be May 14.  There is a sign-up sheet going around the room for members to sign-up to help at the polling locations on Wednesday May 14.  Candidates are not eligible to help at the polling place.

The Staff Congress Web site contains information about the election.  Also, the Faculty/Staff page on the MSU Web site has an election button with information.  It also links to the Staff Congress site.  Rep. Snedegar worked with April Nutter to get the information online.

Online voting will open at 6 a.m. instead of 7 a.m. to accommodate employees on the night shift.  That is the earliest we can open up voting according to Information Technology.  Also, absentee ballots can be hand-delivered if needed.  Just as a reminder, online voters must have an active AIMS account.  Everyone should check in advance to make sure their account is active.  For staff needing access to a computer for online voting, computers will be available in the Rice Maintenance Building Conference Room and Seminar Room 023 in Thompson Hall from 7 a.m. to 5 p.m.  Paper ballots on Tuesday, May 13 will be available in HM 111, Gaylena Cline's office.

University Standing Appointments Rep. Stewart reported that she is still receiving surveys and will continue to receive them until May 15.  Only one person from Skilled Crafts has replied; no one has replied from Service Maintenance.  She will give a stack of surveys to Linda Kegley, David Jessie, and Todd Thacker to distribute to employees in these categories.  Hopefully, some of them will respond.
Fiscal Affairs Rep. B. Sammons was absent.  No report.
Personnel Policies and Benefits Rep. Besant  was absent.  Rep. Bennington had no report.  
Ad-Hoc Parking Committee

No report

Old Business
 - none

New Business
 - none


Rep. Stewart would like for Staff Congress to run a shuttle for people who would like to vote but do not have transportation.  She had heard someone else was going to run a shuttle and felt it would be better if we did it.  Chair Pace said she had checked into the situation and didn't find anybody planning to run a shuttle van.  Rep. LaFontaine pointed out that if we run a shuttle, the driver would have to have clearance to drive an MSU van and have the proper driver's license.  Most members felt a van was not needed, but they would be glad to drive voters to the polling place themselves.  Congress has made it very easy to vote by offering three voting options:  absentee until May 9, paper ballots on May 13, online voting on May 14.  Staff can vote by absentee ballot if they don't want to vote online or do not have transportation.  Rep. LaFontaine will be happy to deliver an absentee ballot to anyone who needs it. 

Roger Barker said employees will be getting another reminder about the HIPAA privacy laws soon.  Also, there is no information yet about health insurance for next year.

Regent Report - none


There will be a Cystic Fibrosis Golf Tournament on Thursday June 5 at the MSU course.  There will be an 8 a.m. check-in and a shotgun start at 8:30 a.m.  The entry fee is probably around $20.00 or $25.00 per person, but call David Jessie for the exact amount.  There will be lunch and prizes.  The tournament is a scramble.

Don't forget the election.

June 2 at 11:30 a.m. will be the Staff Congress Luncheon.

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

Minutes submitted by:  Rhonda Crisp, Secretary