Governance Center – 380 IMU

Present: Pat Arkema, Ella Born, Charlie Eastham, Jeff Evans, Susan Felker, David Martin,

Bonnie McIntosh, Janice Simmons-Welburn, Heather Weber

1. Called to order at 8:37 a.m.

2. Minutes from 3/22/02 meeting approved.

Minutes from 3/25/02 meeting with President Coleman approved.

3. Set time for regular meeting of this group: Delayed until all members were present.

4. Issues for discussion:

a. Parliamentary procedures – approving minutes.

1) Dave Martin referred to a booklet entitled "Parliamentary Procedures" that new Councilors receive. According to these procedures, it is acceptable to simply state that "minutes stand as approved" in the event that there are no questions or discussion. In the event that an amendment is suggested and there are no objections to the amendment, then it can be stated that "minutes stand as amended." Dave would like to institute this process at both the regular Staff Council and Executive Committee meetings. This means that he will no longer continue to ask for a motion to approve, a second, and a call for a vote to accept the minutes as approved.

2) Jeff Evans mentioned that the MSE/C group of Councilors would like to see the minutes sooner. The Executive Committee asked Jeff to clarify with the other Councilors from that group which minutes they would like to see sooner and how much sooner they would like to receive them.

b. Resignation of Staff Councilors. Dave Martin said that Judy Elleson and Tina Knutson have resigned from Staff Council. There was some discussion regarding how to fill these vacancies. The Executive Committee referred to the Bylaws. It was felt that the procedures outlined in the Bylaws were not entirely appropriate. It was decided that Dave would extend invitations to the persons in each category who received the next highest number of votes but did not receive enough votes to win a seat during the most recent election. The Executive Committee also decided to ask for a change in the Bylaws regarding this procedure. Dave also said that since Tina had been chair of the Education Committee, he asked Michelle Wichman to take over that role. Michelle agreed to do so.

c. Parking discussion. Ella gave a report of the Parking and Transportation Charter Committee meeting that she attended along with Dave Martin, Charlie Eastham, Pat Arkema, and Tina Knutson. Ella also referred to an email that Dave received from Ken Moore with concerns that he and other staff share regarding new west-campus construction. This led to some lengthy discussion on how to be sure that Staff are included early on in the various university processes such as campus planning. Two specific issues were discussed: How do we want the concerns on the west campus to be addressed? How do we get staff involved early on? Several avenues were suggested for obtaining information and for requesting staff participation. Dave said that he would send Ken Moore a note letting him know that the Executive Committee had discussed his concerns. It was decided that we would invite Larry Wilson, leader of Campus Planning, to a future Staff Council meeting.

d. PAC survey. Dave Martin said that he and Amitava Bhattacharjee, President of Faculty Senate are nearing the completion of the Political Action Committee (PAC) survey for faculty and staff. Ed Hill, from ITS, has designed a web site for receiving information from the survey. Dr. Bhattacharjee is working on sending the survey out to faculty through the Provost's office. The survey of staff will need to be sent out through the Human Resources office.

e. Feather Lacy's letter. Dave Martin initiated discussion of some concerns Feather brought to Dave's attention regarding some recent furloughs within ITS. Dave said that he had mentioned these concerns to Sue Buckley, who in turn presented the concerns to a group at ITS. The furloughed staff have been encouraged to contact the Ombuds office and the Affirmative Action office. Dave also said that Feather is planning to bring two resolutions to Staff Council. The Executive Committee discussed whether Staff Council should be involved and to what degree, and what the procedure should be for looking at resolutions introduced by individual Councilors.

f. Staff Council retreat. Dave Martin said that he would send out an agenda soon. Thirty-two Councilors have responded. The Goals Committee will meet on Friday morning, May 3^rd, 10:00 a.m.- noon, to look at Councilor's choices of, and to assign membership to, internal committees.

g. Board in Control of Athletics. Pat Arkema said that she had received a message from President Coleman requesting that Tom Bauer's term on this committee be extended one year. Both the University Operations Manual and Staff Council's Bylaws have set terms for membership to this committee. However, the request has been made due to extenuating circumstances. The Executive Committee decided to bring this up for discussion at the meeting with President Coleman on April 30^th. The Executive Committee also will present a few suggestions.

h. Associate Vice President of Human Resources. Dave Martin has asked that Staff Council be involved with the search for the new AVP. There will be open forums for each of three candidates and then small group discussions immediately following the open forum. Dave has some concern as to how small the group will be for the discussion period after the forum since the number of people invited has changed many times. Dave has sent resumés of the candidates to members of the Executive Committee and he has reminded the Executive Committee members that there will be evaluation forms to complete for each candidate. The Executive Committee will offer a recommendation.

i. Committees to invite to Staff Council meetings. Dave Martin said that Dan Holub from the Funded Retirement and Insurance Committee has been invited to Staff Council's May meeting. Perhaps we will try to invite Larry Wilson, leader of Campus Planning, to the June Staff Council meeting.

j. CIC meeting. Dave Martin mentioned this meeting will again be in Chicago on June 10^th. Dave and either Charlie Eastham or Pat Arkema will be attending. This year there will be small focus-groups to look at various issues of concern to all the Big Ten institutions.

5. Pending items: Dave Martin quickly went through the list of Action Items developed at the March Executive Committee meeting. A few changes were noted.

6 Agenda Items for meeting with President Coleman: Dave Martin said that he would create a list of items and send out to the Executive Committee members prior to the meeting.

7. Other:

a. A proposal is being drafted to merge Faculty and Staff Council's Budget Committees to form a Budget Charter Committee. The proposal will be sent to President Coleman. We may add this to our list of discussion topics for the next meeting with President Coleman.

b. A request has been made to review the process for the Staff Excellence Awards. The selection committee has met and made decisions for this year. Apparently, though, it is becoming more difficult to discern between candidates. A question was raised as to how the selection committee is appointed. And, there seems to be a lot of requests for nomination forms but only a few are actually returned.

c. Dave Martin provided a quick update from Nancy Noyer regarding Staff Celebration Day. Even with a change in the type of food offered, it will still cost $3,500. Ten-to-twelve people have signed up to demonstrate their crafts, including a quilting group and possibly a clay pot-throwing demonstration. The Academic Advising group will be having a booth and asked about having someone at their booth playing a Mandolin. Since we have already hired a musical group to play, Nancy wasn't sure if this would be a good idea. Nancy said that she has had a good response from Staff Councilors for volunteering to help that day. She will let us know if she needs any additional help.

8. Executive Committee Meeting times: the members still present decided the best time to meet would be on Thursday afternoons, 2:30 – 4:30. Dave Martin suggested the second Thursday of each month.

9. Adjourned at 10.42 a.m.

Future Executive Committee Meetings:	Executive Committee Meetings with President Coleman:
Friday, April 26, 2002, 8:30 – 10:30am	Tuesday, April 30, 2002**
Thursday, May 9, 2002, 2:30 – 4:30pm*	Tuesday, May 21, 2002
Thursday, June13, 2002	Tuesday, June 18, 2002
Thursday, July 11, 2002	Monday, July 22, 2002
Thursday, August 15, 2002	Monday, August 19, 2002
Thursday, September 12, 2002	Monday, September 23, 2002
Thursday, October 10, 2002	Monday, October 28, 2002
Thursday, November 14, 2002	Monday, November 18, 2002
	Monday, December 9, 2002

*All Executive Committee meetings are 2:30 – 4:30 p.m.

**All meetings with President Coleman are 8:00 – 9:00 a.m.

Respectfully submitted,

Ella Born, Staff Council Secretary