Staff Congress
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April 1, 2002


Sharon Beller

Larry Besant

T. Bumgardner

*Vincent Butler

Gene Caudill

Joy Cecil

Rhonda Crisp

Lana Fraley

Patty Eldridge 

Michael Hopper

David Jessie

Linda Kegley

Rhonda Mackin

Jackie McCleese

Zach McClurg

Pam Moore

Carole Morella

*Lonnie Morris

Lora Pace

Darlene Ramey

*Belva Sammons

Dallas Sammons

Tim Smith

Jeannine Stevens

Stephanie Stewart

Willis Taylor

Todd Thacker

Jonell Tobin

Madonna Weathers

Rick Williams

*Denotes member was absent


Guests:    Roger Barker, Human Resources Director


Chair Weathers called the meeting to order at 1:04 pm in the Riggle Room of ADUC.  A quorum was present.


To approve the March 4, 2002 minutes with the following corrections:  Change 'they' to 'the' in the Credentials and Elections Committee Report;  change 'Appeals' to 'Review' in the motion on page 2 regarding appointments to the Job Classification Review Committee; under announcements, add 'at the end of her term' after the word resigning in the first sentence.


Proposed: Rep. Pace

Seconded:  Rep. Ramey

Called for vote:




To approve the March 18, 2002 special called meeting minutes 


Proposed: Rep. Cecil

Seconded:  Rep. Beller

Called for vote:




Chair report:

Chair Weathers had received responses from Roger Barker regarding sick leave, the Family Medical Leave Act, contribution rates to KY Retirement Systems, the typing test required for clerical staff.  Mr. Barker will address these issues before the congress. 


Responses from Roger Barker:

Family Medical Leave can be tracked either by calendar, fiscal or rolling year.  MSU uses fiscal year to track FMLA and sick leave.  Policies (FMLA, sick, vacation, etc.) are in the process of being updated to reflect this tracking.  FMLA defines relationship in regards to eligibility.  MSU can define relationships in regard to sick and vacation leave.  An employee can take up to 24 weeks of consecutive FMLA leave.  The updated policies will be forward to Rep. Thacker for the PPB committee to review and make recommendations.

Regarding the university's contribution rate to retirement systems, the university contributes 13.84% to KTRS and 5% to KERS.  This information is on the HR Newsletters.

The PPB committee will have a recommendation regarding the typing test.


Vice Chair report:


Secretary report:

Reminder to representatives to not place motions before the congress in the middle of a committee report.


Committee Reports


Credentials and Elections:

Chair Hopper presented a sample election ballot to the congress.  19 persons have filed to run for congress positions.  The sample ballot will be mailed to staff members this week.

Standing Appointments Sub-Committee:

No report.

Fiscal Affairs:

Chair B. Sammons could not attend the President's budget meeting and Rep. Pace attended the meeting in her absence.  Rep. Pace reported that salary raises for exempt staff would be distributed as 1.2% across the board and .8% merit.  Non-exempt employees would receive a 2% across the board salary increase.  Chair Sammons reported the VP Dailey indicated the university would like to plan for a 2% salary pool but there was a possibility of the pool being smaller since the state legislature was still in session and had not approved the state budget.  There will be a .6% pool of money to be used for re-classes and career ladders. This would account for a total of 2.6% salary pool.

Personnel Policies and Benefits:

Chair Thacker reported the committee had met regarding the required typing test for secretarial/clerical positions.  The committee is recommending that interviewees for these positions take the typing test and the results are to be given to the search committee and the supervisor to use at their discretion.  The committee felt more emphasis should be placed on the applicant's computer skills. The committee recommends that Human Resources develop a test that would assess the applicant's computer skills.

University Employees Benefits:

No report.  The committee has not meet.


Ad Hoc Election Process:

Committee Chair Jessie submitted the following proposal from the committee regarding the election process for the May Staff Congress election:

The Election Ad Hoc Committee met March 19, 2002 to discuss the Staff Congress election process for 2002-2003.  The committee unanimously proposes the following:

  1. Staff may vote by absentee ballot beginning April 15th, 2002.  Ballots must be requested from Mike Hopper, Chair of Credentials and Elections in 322 Allie Young or by calling 783-2233.  Absentee ballots must be received by mail or in person to 322 Allie Young no later than 4:30p on Friday, May 10, 2002. 
  2. Staff may vote by paper ballot on Tuesday, May 14, 2002 in ADUC.  Voters will complete the paper ballot on site.  Polls will be open from 7:00a – 5:00p.
  3. Staff requesting absentee ballots or voting by paper ballot will be locked out of the on-line voting procedure.
  4. Staff who did not vote by absentee or paper ballot may vote on-line Wednesday, May 15, 2002 from 7:00a – 5:00p.  Computer terminals will be set up in East Room B – ADUC on Wednesday, May 15, 2002 from 7:00a – 5:00p for staff that do not have access to a computer.  An on-line voter help line will be set-up in East Room B to take calls from staff needing assistance with voting.  The help line phone number will be announced in the next mailing to staff from the Chair of the Credentials and Elections Committee.

The paper ballot box will be secured after 5:00p on Tuesday, May 14, 2002 by the Chair and members of the Credentials and Elections Committee.  All ballots will be counted after 5:00p on Wednesday, May 15, 2002 by the Chair and members of the Credentials and Elections Committee.

If this recommendation is not ratified, we recommend the voting process be determined by the Executive Committee of Staff Congress.





Require interviewees to take the typing test and the results will be given to the search committee to be used if typing is an essential part of the job. No minimum typing requirements.  The results of the test will be given to the supervisor to be used at their discretion.


Proposed:  PPB Committee

Seconded:  Rep. Jessie

Called for vote:


The PPB committee further recommends that Human Resources develop a computer skills test since computer skills in some offices are more important that the number of words per minute an employee can type.



To approve the election recommendations submitted by the Ad Hoc Election Committee with a friendly amendment to item number 3 of the recommendation to read as follows:  Staff requesting an absentee ballot or voting by paper ballot will be locked out of the on-line voting process.


Proposed:  Ad Hoc Election Committee

Seconded:  Rep. Morella

Called for vote:

Passed.  Hand vote was taken due to some objections on the first vote.  Vote by hand results.  20 yes votes; 6 no votes; 2 abstentions

Credentials and Elections Chair Hopper is to send a memo to all staff reminding them to make sure they have a validated account if they intend to take advantage of the on-line voting process for the May staff congress election.


To approve the sample election ballot as presented to the congress with suggestion/corrections made by other representatives.


Proposed:  Rep. Hopper

Seconded:  Rep. Jessie

Called for vote:


Rep. Hopper received suggestions from other representatives as to the lay-out/design of the ballot to be more user friendly and the correct spelling of Rep. Jessie's name.





Rep. Moore inquired about the employee probationary period.  Some representative thought the probation period had been changed from six months to three months.  Roger Barker discussed the types of probation at the university.  There are 4 types of probation:

  • initial hire (when an employee is first hired, they are on probation for six months and employee does not acquire accrued vacation time)
  • transfer to another position (six months probation and employees continue to acquire accrued vacation time)
  • behavior/performance reprimand (employee has received three written reprimands and is placed on a three month probation and evaluated every 30 days during the three months.)
  • extended probation (employees' initial six months probation can be extended an additional three months).

Employees are eligible for merit pay after 3 months of employment excluding their six-month probation period.



The June meeting will be a luncheon for new members.


Founder's Day will be Thursday April 4, 2002.  University Boulevard will be closed to motor traffic from 9 am - 3 pm during Founder's Day ceremonies.


Chair Weather will become the new Vice President for Student Life effective July 1, 2002.


Regent Report:

There is a 2.6% salary pool.

If the legislature reduces the budget, the university will have to look at reducing the planned budget.

The projected enrollment for fall 2003 is 8700.

The university anticipates a 10% increase in health insurance costs for next year.

The budget will be very tight.  Supply money will be tight.



To adjourn


Proposed:  Jessie

Seconded:  Morella

Called for vote:


Minutes submitted by:  Dallas F. Sammons, Secretary