Civil Service Council Meeting Minutes

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Library front overview

August 1, 2012

The August meeting of the Civil Service Council was called to order by Carolin Harvey, President.

Roll call of the members was taken by Patrick Brumleve.

Members Present: Regina Brown, Patrick Brumleve, Elizabeth Cheek, Mickel Cordes, Anita Eckhardt, Diane Frew, Shari Garnett, Tina Gerecke, Vera Gibbs, Carolin Harvey, Randy Lowe, Karin McClure, Jason Phillips, Anthony Travelstead, Julie Virgo. Members Absent: Jesus Rosado.

Others present: Susan Graham, Sheryl Lloyd, Teri Ricci, Jennifer Watson, Melinda Yeoman.


Carolin Harvey introduced Melinda Yeomans, Coordinator for University Women(s Professional Advancement, who gave an overview of the UWPA program and discussed upcoming events and speakers. She then answered questions from the floor.


The minutes for the meeting on July 11, 2012, were approved as presented.


Council President 
Carolin Harvey reported the constituency heads did not meet.

Board of Trustees 
Carolin Harvey reported the next Board meeting is scheduled for September 13 in Edwardsville.

Human Resources (HR) 
Jennifer Watson reported: a) there were 326 retirees over the past year. She will provide a breakdown of the numbers at the next Council meeting; b) HR will be relocating its offices to Miles Hall; c) as a result of decreased staff, Employment Services interview hours have been changed to 9AM to 1PM every day.


Jason Phillips reported the committee met and set the agenda. He also presented for approval the following names for membership on the Council(s Budget Committee: Patrick Brumleve, Anita Eckhardt, Carolin Harvey and Jason Phillips. Nominations were approved.

Anita Eckhardt reported that she does not have budget reports for this month, but will email reports to Council members for next month.

Karin McClure reported on the July 26 meeting (see appendix 1).

Education Assistance 
Anthony Travelstead reported the committee met on July 25, and he was re-elected to chair the committee. The committee discussed awards for fall semester. A total of 14 applications were submitted, but only 10 were deemed eligible for an award. Anthony presented for approval the recommendation of an award of $225 for each of the 10 applicants. He noted the awards are slightly higher than in the recent past because of the amount that was raised last semester and because applications are down from previous semesters. An award of $225 was approved for each of the 10 eligible applicants. Anthony presented for approval a recommendation to deposit $2075 into the Endowment Fund, which will mark the first time money has gone into the Endowment in the last two years.Recommendation was approved.

Anthony Travelstead reported the committee discussed fund raising ideas for the fall semester. First, the committee is looking into holding a luncheon benefit at Old Main Restaurant. Vera Gibbs approached Old Main about the idea, and they were agreeable. A tentative date of September 14 has been set for the luncheon buffet. Council members will be given tickets to sell for the buffet. Carolin Harvey asked how the committee would profit from the luncheon; or, will tickets be sold for more than the regular cost of the lunch or will it be a percentage? Anthony responded that the committee will try to get a discounted price, but that has not yet been negotiated. The full price of the regular buffet is around $8 a person, which includes the meal, a drink and dessert. He and Vera were considering a cost of between $15-$20 ticket, but as a result of the response from the rest of the committee, the price was dropped to somewhere between $10-$12. Also, the committee may possibly hold a silent auction in the side room, but this is under discussion. Anthony suggested there may be some kind of door prize for people as an incentive for buying a buffet ticket at an increased amount. He hopes to finalize details on the luncheon soon so tickets can go out to everyone. Another possible fund raising idea is to put together a spaghetti dinner at the Newman Center (in lieu of a trivia night). The committee is looking at having it catered by Fazoli(s and possibly having some kind of entertainment during the evening (a band or DJ). It is possible the silent auction would be held with this event. The committee is looking at late October/early November for this fund raiser.

Anthony Travelstead reported that another issue the committee discussed was the decrease in payroll deduction contributions, particularly over the last three months. He noted that there are three types of income for the Education Assistance Program: fund raising, interest from the Endowment; and payroll deduction contributions. Anthony distributed a draft flyer on a dollar campaign geared toward payroll deduction through the Foundation. The flyer would state that for less than the cost of one soda a week out of a vending machine, employees can contribute to future generations through payroll deductions. The flyer would include the Foundation(s payroll deduction authorization form and could be made available at the luncheon, as well as sent to employees through Campus Mail. It was noted that some of the information on the flyer might be outdated. Carolin Harvey asked that anyone who might have corrections to the flyer should contact Anthony. She believes the dollar campaign is a very good idea and threw out the challenge of 100% participation by the Civil Service Council. She asked anyone not already donating to please give it some consideration. [The Education Assistance Program] is one of the few benefits civil service have that no other group does.

Tina Gerecke reported the committee met on July 23 to elect a chair and discuss various topics for the upcoming year. They are awaiting the outcome of SIU(s 10-day enrollment numbers and the decision at the Board of Trustees meeting in September regarding salary increases before determining when to meet again.

The following Council committees did not meet or had no report: Civil Service Benefits, Elections, Staff Excellence Award, Public Information.


Chancellor's Planning and Budget Advisory 
Carolin Harvey reported on the July 30 meeting: a) it was reported that the Governor has called a General Assembly session for August 17; b) the Chancellor reported that enrollment numbers for fall have taken a critical downturn in the junior and senior classes; the freshman class, however, is looking good; c) there were no new reallocations in order to fund the marketing contract. The contract was funded using existing funds; d) the July 1 salary increases for non-represented employees will be on the Board of Trustees agenda for September, and the increases will appear on the October 1 paychecks. This increase is being self-funded at a cost of approximately $3 million. The 2% increase for July 2013 will also be self-funded; e) the Governor has signed the budget, and the University(s allocation has been decreased by 6.14% ($7 million); f) the report of the Program Review Committee has been submitted, and the deans are working on flagging those programs that may not meet the criteria set out in that report; g) there were 246 course sections that were cancelled for summer; h) Pulliam Pool will close on August 3.

Parking and Traffic Appeals 
Elizabeth Cheek reported the committee met on July 31. There were 22 appeals; 2 were granted; 4 were denied; 10 were no shows; and 6 were reduced.

Recreational Sports and Services Advisory 
Bill Bruns submitted the following report: He was involved in the interviews for a new director for the Student Recreation Center. The new director is Troy Vaughn, who starts on September 4. He is from Southeast Missouri State University, where he was director of their recreation center and where he taught recreational courses.

The following constituency committees did not meet or had no report: Advisory Committee to Director of Public Safety, Affirmative Action Advisory, Chancellor(s Advisory Review Board, Computing Advisory, Honorary Degrees, Intercollegiate Athletics Advisory, Naming University Facilities, Ombudsman Advisory Panel, Student Center Advisory, Traffic and Parking, University Joint Benefits, UWPA.


Legislative Advisory 
Carolin Harvey asked if the August 17 General Assembly session would be dealing only with pensions. Karin McClure responded the House had already planned to convene on that day to discuss the possible expulsion of Rep. Garrett Smith, who is under indictment for bribery.

The following special/other committees did not meet or had no report: Academic Calendar, Employee Advisory Committee to the Merit Board, Search Committee for VC for Development and Alumni Relations, Strategic Planning Steering Committee, SURS Members Advisory.


1. Karen Waldron submitted a report for the Annuitants Association (see appendix 2).

2. Carolin Harvey asked Council members for feedback on whether to continue to have speakers present to the Council each month. The consensus was that having speakers is informative and that the Council should continue this practice. Carolin then suggested the following schedule of speakers: Alicia Chavira-Prado (Coordinator of Diversity and Equity) for September; Chancellor Cheng for October; and David Crain (new CIO) for November. Council members suggested the following additional speakers for the spring: the new Housing director in January; the new library dean in February; the Recreation Center director in March; the dean of Education and Human Services in April; and the dean of Applied Sciences and Arts in May. Carolin indicated they would be invited to give brief presentations and noted that each presentation is contingent on the schedule of the speakers.

3. Jason Phillips reported an issue discussed by the Executive Committee was the idea of inviting all those representatives to constituency committees to meet with the Council prior to approving them to serve on their respective committees. Carolin Harvey explained that there are people who volunteer for various committees, and after they are appointed, the Council never hears back from them. The Executive Committee questioned whether there should be some type of requirement established, such as informing committee reps that they need to make an effort to either attend Council meetings or send word that they have not met. It was suggested that when people volunteer for committees, they should be provided with a description of the committee and a statement that they will have to sign that says they understand that they will attend meetings and make a report. Jason believes it would be nice if the representatives came to a Council meeting, introduced themselves and said something about themselves (their background and interests; from where they are coming); at minimum, they should meet with the Executive Committee. Carolin pointed out that committee assignments for this year have already been made, but those reps can be informed of their responsibilities. Whatever recommendations the Council decides to make can be enforced next year before appointments are made.

Jason Phillips indicated that one of the big questions for the Council is whether they want individuals to meet with the entire Council or just the Executive Committee. The consensus was to invite committee reps to attend Council meetings. Patrick Brumleve suggested giving the option of meeting with the Executive Committee or with the Council president if, for whatever reason, they cannot attend a Council meeting. Patrick believes the Council needs to be a little more aggressive in contacting committee members. He also believes that the chairs of these various committees should be responsible for notifying the Council if they are having problems with someone not attending the meetings. The Council needs to make sure [civil service] is being represented. Tina Gerecke suggested the possibility of having alternates assigned to some of the committees who can attend with the primary rep cannot. Carolin Harvey asked whether, when committee assignments are made, if the Council wants to assign an alternate for each committee. Normally, only the open positions are filled; however, there is one committee (Chancellor(s Advisory Review) that requires alternates because of the need for representation. For most of the other committees, there is just one civil service person assigned. The question is whether to assign a [primary] rep and an alternate so that if the [primary] person knows they will not be able to attend, s/he can contact the alternate. Additionally, when the primary person attends the meeting, they would provide any minutes or notes to the alternate so that the alternate can stay up to speed on what is going on in the committee. Carolin asked if this was something the Council wanted to do as well. Tina pointed out that search committees would be the only committees to which alternates could not be assigned. Julie Virgo commented that she believed committee reps were already responsible for getting representation [if they could not attend a meeting]. Jason responded that there are no requirements for committees. Carolin suggested that before submitting names for any search committee, the Council makes sure those who volunteer understand that it is a major time requirement; and, unless something earth-shattering comes up, they are committed to attending meetings. Carolin suggested the Council could continue this discussion next month.