Civil Service Council Meeting Minutes

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November 7, 2012

The November 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: Patrick Brumleve, 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: Regina Brown, Elizabeth Cheek, Jesus Rosado.

Others present: Mark Amos, Teri Ricci.


Tina Gerecke introduced Dr. Mark Amos, Associate Provost and Dean of University College. Dr. Amos provided a history and status report on the University College and answered questions from the floor.


The minutes for the meeting on October 3, 2012, were approved as presented.


Council President 
Carolin Harvey reported the constituency heads met on October 15. She indicated that most of what was discussed at the meeting has already been publicized.

Board of Trustees 
Carolin Harvey reported she plans to attend the Board meeting in Edwardsville on November 8. She circulated the meeting agenda to Council members.


The following Council committee report was submitted with the November 7 agenda:Bylaws.

Jason Phillips reported the committee met and set the agenda.

Budget reports for the Foundation accounts were emailed to Council members prior to the meeting.

Education Assistance 
Anthony Travelstead reported that earlier in the fall, the committee presented–and the Council approved– most of the applicants who applied for the Education Assistance award. Since then, the committee re- examined three applicants, two of whom are nursing students. Those applications were once again denied in accordance with the committee’s operating policies. A third student, however, was initially denied because she was not registered for any classes at the time the committee met. It was found that this was because she had a prerequisite to pass before her advisors would let her register. The applicant has passed her prerequisite and is now registered for an appropriate number of hours. Therefore, the committee is recommending she be approved for an award of $225.Motion to approve the applicant for an award of $225 was approved. Anthony indicated the committee will be proposing a wording change in its operating policies to allow nursing students to be eligible for the award. Julie Virgo noted that such a change may not be necessary, as there is a possibility the nursing program will be moved from the Edwardsville campus to the Carbondale campus beginning fall semester 2013. Carolin Harvey indicated the committee may want to make an exception to its policies rather than make a wording change, if it is indeed the case that the nursing program will be relocated to Carbondale.

Anthony Travelstead reported on the Old Main Luncheon Buffet fund raiser, indicating it was well received. His only concern was that only about 60% of Council members participated in selling tickets. He would like to have better participation from the Council, as the committee may want to continue with this fund raiser (possibly once a semester). Anthony reported the second fund raiser for fall semester will be the spaghetti dinner, which has been rescheduled for December 8. The committee needed more time to advertise and solicit donations for the silent auction that will also be held that evening. He distributed tickets for Council members to sell and flyers to be posted. Anthony reported that Fazoli’s will be providing the meal; in addition, the committee is looking into some type of entertainment. Vera Gibbs is in charge of collecting donations, so if anyone has any ideas for donations, they can contact her.

Carolin Harvey asked Karin McClure to call a meeting of the committee so they can get organized for the spring.

Public Information 
Patrick Brumleve reported that he hoped to get a newsletter out soon. He asked Anthony Travelstead if the Foundation has approved the payroll deduction form for Education Assistance donations. Anthony responded that the payroll deduction campaign information the committee hopes to conduct has been submitted to the Foundation and is currently being reviewed. He did ask if the committee could use the form currently on the website and was told it would be included in the review process. Patrick indicated that he would like to include the payroll deduction form in the newsletter, along with information on the spaghetti dinner.

Staff Excellence Award 
Diane Frew reported the committee is scheduled to meet either November 29 or December 6.

The following Council committees did not meet or had no report: Bylaws, Civil Service Benefits and Range.


The following constituency committee reports were submitted with the November 7 agenda:Intercollegiate Athletics Advisory and Parking and Traffic Appeals.

Chancellor's Planning and Budget Advisory 
Carolin Harvey reported: 1) the committee was told that the new Vice Chancellor for Development and Alumni Relations would be announced (has already occurred); 2) the Board of Trustees is considering an alternative tuition. They are also looking at reduced tuition for those students in bordering states; 3) the committee discussed the various payroll options–monthly, semi-monthly, bi-weekly civil service, bi- weekly student. They are looking to reduce the number of payrolls that the office has to handle. A suggestion was made to convert the monthly payroll to semi-monthly. This is only under discussion at this time; 4) the health service will now be open for faculty and staff with non-emergency issues. They are asked to make an appointment and also indicate if they are faculty or staff.

Honorary Degrees 
Shari Garnett submitted her report: The committee met on October 4, at which time the Chancellor charged the committee with its duties. Matt Whiles (Professor in Zoology) is the chair of the committee. Memos requesting nominations for 2013 were sent to faculty, deans, department chairs and constituency heads on the SIU campus and School of Medicine Springfield. A display ad ran in the Daily Egyptian on October 8 and October 17. The call for nominations memo was placed on flyers row in the Saluki Times, as well as distributed on various listservs. The deadline for nominations was October 29. Nominations for four individuals have been placed on Desire2Learn for committee members to review. A meeting is scheduled for November 12 for discussion of the nominations.

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, Naming University Facilities, Recreational Sports and Services Advisory, Student Center Advisory, Traffic and Parking and UWPA.


The following special/other committee report was submitted with the November 7 agenda:Task Force on Guidelines for Committee Responsibilities.

Employee Advisory Committee to the Merit Board 
Vicki Nelson provided her written report (included as an appendix to the minutes).

Legislative Advisory 
Karin McClure reported that Constitutional Amendment 49 failed (YAY!).

Task Force on Guidelines for Committee Responsibilities 
Tina Gerecke reported the committee’s purpose was multi-fold. She pointed out that, in looking over the agenda, there are committees listed for which representatives are not in attendance [or who did not respond to the request for a report]. Part of the committee’s purpose was to come up with ways, before placing people on Council or constituency committees, of reviewing someone’s qualifications for being on a particular committee. The Council would then vet anyone who volunteered, especially those not on the Council, so the Council can meet and learn something about them. The committee representatives would be asked to attend at least a few meetings so they get to know the Council and what its thoughts are so that when they attend their respective committee meetings, they are aware of how the Council might respond. Basically, the committee is encouraging representatives to be involved and report and to have a way for the Executive Committee to follow up on whether reports have or have not been received. Carolin Harvey indicated this issue will be on the agenda for next month for additional discussion. She asked Council members to read over the task force report and direct any suggested changes/comments to Tina.

The following special/other committees did not meet or had no report: Academic Calendar, Strategic Planning Steering Committee, SURS Members Advisory.


Anthony Travelstead reported there were four Council members who attended the Council of Councils meeting on October 25-26 at Northeastern Illinois University in Skokie. Much of the discussion focused on team-building and teamwork operations. NIU promotes itself as a “Peace Center.” Anthony indicated that the next location for the Council of Councils meeting will be Chicago State University. He and the other Council reps volunteered to hold the 2014 meeting in Carbondale. Anthony suggested the Council put together a committee to begin planning. He would like to have much of the work done by next year’s Council of Councils meeting so when they attend next year, the Carbondale representatives can promote the 2014 event. He noted that they do not have a specific date set for the meeting, but it is generally held in October in conjunction with the meeting of the Employee Advisory Committee to the Merit Board.

Carolin Harvey asked if anyone would like to volunteer to serve on the planning committee for the 2014 Council of Councils meeting. Mickel Cordes, Vera Gibbs, Anthony Travelstead, Diane Frew and Teri Ricci all expressed an interest in serving. Anthony indicated that when they find out the date, they will begin contacting the president and other key leaders of the University to attend and give a welcome or introduction. Carolin noted that the planning committee will be added to the Council’s agenda every other month so Council members can stay updated on the committee’s progress.


Carolin Harvey reminded Council members that the December 5 meeting will be held following the annual luncheon at the Student Center. The Chancellor and Provost, who were initially scheduled to attend this meeting, have been rescheduled for December. Carolin asked if the Education Assistance Committee will be conducting a 50/50 raffle, with the drawing taking place at the luncheon. She suggested the committee may want to consider holding the drawing at the spaghetti dinner instead so there would be more time to purchase tickets.