STAFF SENATE MEETING MINUTES July 18, 2012
President-Elect Lynn Livingston presided over the July 18, 2012, Staff Senate meeting held at Peabody Hall, Room 225, on the LSU Campus at 10:30 a.m.
P Exner, Patti (’14)
Pr Torres, Donna (’15)
P Chaney, Carolyn (’13)
A Dixon, Evelyn (’13)
P Matkovic, Igor (’14)
P Galy, Kristie (’13)
P Guillory, Michael (’13)
Pr Landry, Carolyn (’13)
P Thomas, Joseph (’13)
Pr Winchell, Blake (’13)
P Baker, Sheantel (’14)
Pr Gothreaux, Chad (’14)
P Millican, Tammy (’14)
P Moreau, Scott (’14)
Pr Perkins, Julie (’14)
P Belanger, Scott (’15)
Pr Bonfanti, Leigh (’15)
P Carruth, Holly (’15)
P Lede’, Robert (’15)
P Livingston, Lynn (’15)
P Loveless, Kathryn (’15)
P Overton, Wendy (’15)
P Adedeji, Funmilayo (’13)
P Heil, Mark (’15)
P Pierce, Renee (’13)
P Sirman, Karen (’13)
P Love, Donna (’14)
Pr Banta, Glenda (’13)
P Cooley, Judith (’13)
P Collins, Judy (’14)
P Bennett, Casey (’15)
A - Indicates Absent
P - Indicates Present
Pr - Indicates Proxy
Mark Foretich, University Information Services
Erica Moss, Facility Services
CALL TO ORDER
The meeting was called to order by President-Elect Livingston at 10:30 a.m.
There was a quorum with seven proxies noted.
PLEDGE OF ALLEGIANCE
Senator Sirman led the Pledge of Allegiance.
President-Elect Livingston introduced guests: Mark Foretich with University Information Services and Erica Moss with Facility Services
APPROVAL OF THE MINUTES – June 20, 2012, Staff Senate Meeting
A motion to accept the minutes was made by Past-President Galy. The motion, seconded by Senator Sirman, carried.
INTRODUCTION OF SENATORS
President-Elect Livingston announced a point of order regarding the meeting agenda and would like to hold the Introduction of Senators posted under New Business. Livingston asked everyone in attendance to introduce themselves with their name, their department, areas of expertise, how many years employed at LSU, and how many years on the LSU Staff Senate. Livingston mentioned that President Gothreaux thought this would be a good way for Senators to get to know each other. Each Senator in attendance gave a brief introduction of themselves. President-Elect Livingston mentioned the Senators who were not in attendance and the departments they work in on campus.
President-Elect Livingston read President Gothreaux’s President’s Report:
“I would like to begin my report with a few notes of thanks and official introductions. I would like to say a special word of thanks to the members of the former Staff Senate Executive Committee from 2011-2012 who are here today: Senator Blake Winchell, Secretary; Senators Lynn Livingston and Donna Torres, Members-at-Large; and immediate Past-President, Senator Kristie Galy. Having served with these individuals this past year as President-Elect, I saw first-hand the investment of time that was made in order to provide sound representation of the Staff Senate and our constituency. I am particularly grateful to Past-President Galy for maintaining open and positive working relationships with Chancellor Martin and Provost Hamilton. It is my sincere hope to build upon this legacy of Staff Senate leadership in welcoming Provost Stuart Bell and becoming reacquainted with President and Chancellor Bill Jenkins as we navigate the challenges of the coming year.
You have already met them, but at this time, I would like to officially welcome our newly elected senators who are attending their first Staff Senate meeting of the 2012-2013 year. These senators will be filling 3-year terms through June 2015.
Scott Belanger, Assistant Director, University Recreation
Leigh Bonfanti, HR Generalist, Human Resource Management
Holly Carruth, Assistant to the Associate Vice Chancellor, Office of Research & Economic Development (re-elected)
Robert Lede’, Manager, Facility Services
Lynn Livingston, Manager, Residential Life (re-elected)
Kathryn Loveless, Counselor, College of Humanities & Social Sciences
Wendy Overton, Director, Continuing Education
Casey Bennett, Administrative Program Specialist, College of Human Sciences & Education
Skilled Crafts category
Mark Heil, Foreman, Facility Services (re-elected)
Donna Torres, Associate Vice Chancellor, Accounting Services (re-elected, unopposed)
I believe it is especially fitting to pause in recognition of their willingness to serve, particularly at this moment in LSU’s history. Each for his/her own reason felt compelled to participate and each made a passionate candidacy statement. Together they round out a Staff Senate roster representing a diverse range of individuals, talents, interests, skills, and expertise. Our newest colleagues offer new perspectives and deliver fresh energy to our discussions thereby adding to the Senate’s momentum.
I would also like to officially introduce my fellow members of the 2012-2013 Executive Committee:
President-Elect: Senator Lynn Livingston, Manager, Residential Life
Secretary: Senator Tammy Millican, Manager, Office of Facility Services
Member-at-Large: Senator Igor Matkovic, Manager, Office of Facility Services
Member-at-Large: Senator Donna Torres, Associate Vice Chancellor, Accounting Services
Past-President: Senator Kristie Galy, Coordinator of Sponsored Programs and Accounting, College of Human Sciences and Education
At our first Executive Committee meeting on July 9, we began the process of organizing our priorities for the coming year, and I am excited to have the opportunity to work with such an accomplished group of individuals who have a clear commitment to the staff at LSU.
July 12, Provost Hamilton’s Farewell Reception
I, along with Past-President Galy and former Past-President Lisa Verma, attended a farewell reception honoring Provost Jack Hamilton which was hosted by Chancellor and Mrs. Martin at their residence. He sought out Senator Galy and me to express again his heartfelt thanks for the resolution Staff Senate presented to him at our June meeting.
Special Note Regarding Committees:
The role of the committees is vital to the success of any large governing body, as it is in these smaller, more focused groups where the true work of the collective body can be most effectively accomplished. With the challenges we are facing this coming year, our committee work will be absolutely crucial if we are to be successful in representing the needs of our constituents. Later in the agenda, as we discuss the individual Staff Senate committees, please give serious thought to where your talents, interests and expertise might be brought to bear in helping to leverage the important work of these groups.
I look forward to a most productive year…thank you for your service!”
Senator Sirman reported that she attended the Campus Communicators Meeting on July 12, 2012. There was a presentation on “Managing Up” from Juengling & Associates. Craig Juengling spoke about strategies to “manage your boss”. These strategies help to ensure you and your boss are using the same yardstick to measure your success as an employee and this can be critical to your success.
Sirman reported that Purchasing gave a brief presentation on the new LSU Geaux Shop which will provide campus employees with an electronic procurement system that will be easy to navigate and intuitive to use. This new system will replace PRO. The LSU OCUR Love Purple Live Gold templates and business system were also presented.
Staff Senate Annual Packet
President-Elect Livingston reported that the Staff Senate Annual Packet is posted on the Staff Senate web site for Senators to review. The newly revised Bylaws are included in the packet, along with some important information. Livingston encouraged all Senators to review the information.
New Senator Orientation
President-Elect Livingston announced that there will be a New Senator Orientation for all newly elected Senators once President-Gothreaux returns. It will be held toward the end of the month. Melonie Holden, Staff Senate Administrative Coordinator, will send out a notice once it is scheduled.
Staff Senate Quick Reference
President-Elect Livingston announced that the Staff Senate Quick Reference, which was circulated to all Senators in attendance, is a smaller version of the full Staff Senate Annual Packet on the web site. Livingston reviewed each page of the quick reference, which includes a cover page with the Executive Committee and Staff Senate Office information; a current Staff Senate roster; a schedule of the Staff Senate Meetings; a Proxy Authorization Form which can be used when a Senator is absent for a meeting and another Senator is holding their proxy (Senators are allowed two proxies per year); a description of the Staff Senate Fee Support Scholarship; a LSU Foundation Payroll Deduction Form for Senators to donate to the scholarship; a list of the Staff Senate Committees with a description of each committee, and a committee sign-up sheet which is needed for the Executive Committee to develop the Committee and Liaison assignments. Each Senator is encouraged to join two committees each year. President-Elect Livingston asked that all Senators fill out this selection sheet and forward it to Melonie Holden at the Staff Senate Office by the end of the month, so the Executive Committee can develop the Committee Roster.
President-Elect Livingston suggested that former Chairs give a brief description of prior committee initiatives to help Senators with their decision on which committees they would like to serve on.
Past-President Galy announced that the Staff Benefits, Policies, and Development Committee is a newly developed committee. There were previously three separate committees which included the Professional, Classified and Benefits and Policies Committees. The Executive Committee combined these three committees to better serve staff constituents. There will be equal representation of classified and professional staff with two co-chairs (one from each classification).
Past-President Galy announced that the Budget and Finance Committee and Governmental Relations Committee have typically met jointly as many of their initiatives are similar. Tommy Smith, Director with Budget and Planning, joins the group as a guest and reports any changes or updates regarding the budget and Jason Droddy, Director with the Chancellor’s Office, also attends and provides any updates regarding the Legislature.
Past-President Galy announced that the Bylaws Committee reviews and amends the Bylaws when needed. The Bylaws were completely revised last year, so this committee may not be as active this year.
Past-President Galy announced that the Staff Senate President chairs the Communications Committee and the members who serve are typically the Chairs from the other Staff Senate Committees. They suggest updates for the Staff Senate website, the Staff Senate Facebook page, and publish the Staff Senate newsletters.
President-Elect Livingston announced that Holiday on Campus is our big annual event which is typically held the first Tuesday following Thanksgiving. Holiday on Campus is very much a tradition here at LSU and is open to the LSU community. The event takes place at University Recreation and is charity oriented, as we collect for the Baton Rouge Food Bank and the United States Marine Corps “Toys for Tots” program. This committee is very active in the fall and needs as much help as possible. The committee meets every two weeks with lots of tasks that are needed from many of the departments on campus. The tasks can be very detail oriented and we need volunteers who enjoy the holiday season. The committee does have fun and it is very worthwhile. Past-President Galy announced that Senator Bennett has volunteered to Chair this committee this year.
President-Elect Livingston announced that she Co-Chaired the Long Range Review and Planning Committee last year. There were two initiatives that this committee worked on last year. One was to help other institutions across the state develop their own Staff Senates through State-wide governance. The Staff Senate Bylaws are shared in an effort to help these campuses develop their own Bylaws. This committee also is in the process of creating an event/activity guideline for planning Staff Senate sponsored events and activities. This provides an easier transition for committee chairs and will hopefully provide historical information if necessary to move forward. This committee is great for big thinkers and detail oriented people. Livingston mentioned that many of these committees may develop their own initiatives or decide to continue working on some the past initiatives.
Senator Carruth announced that the Scholarship Committee has been charged with raising funds for the Staff Senate Fee Support Scholarship. The committee holds an annual Clovers & Quarters fundraising campaign in March of every year and a Holiday Door Decorating Contest in the fall where the contest registration fees are donated to the Staff Senate Fee Support Scholarship. This committee awards two undergraduate and two graduate awards in the fall and in the spring. We also recognize four students of staff employees through the Staff Senate Scholarship in the fall.
Senator Carruth announced that the Marketing Committee, which was developed last year, provides oversight on the communication that is relayed by Staff Senate either on the website or any documents that are released to staff. This committee works in conjunction with the Communications Committee.
President-Elect Livingston announced that once these committees are formed, the Chairs will notify committee members of a schedule of meeting dates to begin to develop their initiatives and committee work. Senator Love mentioned that any staff member can serve on these committees, so if Senators know of someone who is interested in serving, please invite them to attend as well.
President-Elect Livingston announced Liaison Assignments and suggested past Liaisons give a brief description of past participation.
Senator Adedeji served on Black Faculty and Staff Caucus which meets at least every two months. He relays information that may be important to the Staff Senate.
Senator Sirman served on Campus Communicators which meets once a month. There is a lot of information shared regarding the different departments on campus.
Senator Pierce served on Campus Sustainability which meets as needed. They communicate electronically if necessary. They did a lot of work with Athletics to start the stadium recycling. This committee is active when a new project may be developed.
Melonie Holden announced that the Staff Senate needs a Liaison for the Civil Service Commission to attend the meetings and update the group if needed.
Senator Pierce served on Facility Design and Development which meets at least quarterly. This committee reviews structural changes and construction projects on campus.
Senator Exner served on Faculty Senate which meets once a month. Faculty representatives meet to discuss a variety of faculty and student issues on campus. There meetings can be lengthy, but are very informative.
Senator Carruth served on International Travel Oversight which meets as needed and reviews international travel to restricted areas. This group reviews requests before faculty travel to these areas.
Melonie Holden announced that the Staff Senate needs a Liaison for LASERS to attend the meetings and update the group of retirement issues if needed.
Sheantel Baker served on the Office of Group Benefits which usually meets once a month. They discuss benefits and plan changes.
President-Elect Livingston mentioned some of the guest speakers that the Executive Committee discussed inviting to attend during the year to speak at a Staff Senate General Meeting. Livingston encouraged Senators who would like to suggest a guest speaker please submit the names to Melonie Holden, so the Executive Committee can discuss for consideration. Some suggestions at the meeting were the New Associate Executive Director with Facility Services, Steve Waller who is managing the Nicholson Development Project, Holly Cullen with University Relations for “Love Purple Live Gold,” a Board of Supervisors member, the new Women’s Softball Coach, the new Athletics Director, and Sean Riley with the Flagship Coalition.
Chancellor’s Farewell Reception
President-Elect Livingston announced that a broadcast message went out announcing the Chancellor’s Farewell Reception which is scheduled on Thursday, July 26, 2012, from 5:00 p.m. – 7:00 p.m. at the Lod Cook Alumni Center. Reservations to attend are required by July 23, 2012.
Staff Senator Birthdays
President-Elect Livingston announced that Senator Chaney celebrated her birthday on July 9.
Staff Senate Gift Fund
President-Elect Livingston asked Melonie Holden to announce the Staff Senate Gift Fund. Melonie Holden announced that this fund has been set up, and the Senate requests voluntary contributions of $10 per year, per Senator. The guidelines for giving are: Death - send flowers ($50) upon death of a current Senator or former Senator and for current Senator’s immediate family members which includes spouse, child, or parent. If memorial/donation is requested in lieu of flowers, the amount will be $50; Wedding - appropriate gift, cost not to exceed $30 (current Senators); New babies - send flowers or gift - $30 (current Senators); and Retirement – send an acknowledgement for current Senators, as well as former Senators. The funds are kept in an LSU Bursar account and are maintained by the Administrative Coordinator of the LSU Staff Senate.
President-Elect Livingston announced that Fall Fest is scheduled on September 14, 2012. The Staff Senate has reserved a table and will need Senators to volunteer during the event. We have served sno-cones in the past which the Executive Committee will discuss doing again this year.
MOTION TO ADJOURN – With there being no more business, Senator Pierce moved to adjourn. The motion, seconded by Senator Collins, carried. The meeting adjourned before noon.
Tammy Millican, Secretary