Civil Service Council Meeting Minutes

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October 3, 2012

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

Others present: David Crain, Sheryl Lloyd, Mary Nippe, Teri Ricci, Jennifer Watson, Vivian Williams.


Jason Phillips introduced David Crain, the Assistant Provost and Chief Information Officer. Mr. Crain discussed some of the changes now occurring within Information Technology, as well as future changes in technology that will occur on campus. He then answered questions from the floor.


The minutes for the meeting on September 5, 2012, were approved as presented.


Council President 
Carolin Harvey reported the constituency heads will meet on October 15; the September meeting was cancelled.

Board of Trustees 
Carolin Harvey reported the Board met on September 13 in Edwardsville. The next meeting is scheduled for November 8.

School of Medicine Civil Service Council 
Sheryl Lloyd reported the Springfield Council is preparing to kick off a fund raiser citrus sale. They are dealing directly with a grower from Florida. Sheryl commented that the Council has not conducted this kind of fund raiser before, so if anyone has had experience in doing something similar, she would like to know. Carolin Harvey responded that the Council has never conducted a citrus sale, but one of the high schools in Carbondale has one every year, and it is quite successful.

Human Resources (HR) 
Jennifer Watson reported: a) SURS counselors will be on campus October 23-25 for individual retirement appointments. Employees within four years of retirement have been notified about scheduling an appointment. Another reminder was sent recently to let employees know that not all the appointments have been filled, so the deadline was extended to October 5. A SURS general retirement presentation will be held on October 23 in the Law School Auditorium. b) flu shots have been scheduled for October 16 and October 26. The clinic will be held in the Alumni Lounge at the Student Recreation Center; c) employees should receive information soon on the HR self service. Employees will be able to see their statement of earnings online. HR is attempting to eliminate having to mail out the statements; d) at this time, HR is seeking out some of the services that need to be completed prior to its move to the Annex; e) pay increases for range employees have already shown up on paychecks, but the retroactive pay has not yet been processed.


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.

Karin McClure presented for approval the proposed amendments to the Bylaws. Proposed amendments to the CSC Bylaws were approved. Carolin Harvey asked Karin to convene the committee to address the issue of excused absences.

Education Assistance 
Anthony Travelstead distributed a flyer and tickets for the Old Main lunch buffet fund raiser to be held on October 17. He asked Council members to turn in the number of tickets sold as soon as possible so the Old Main Restaurant can plan accordingly. A second fund raiser is being planned for November 17--a spaghetti dinner at the Newman Center that will be catered by Fazoli’s. The committee is hoping to have some kind of entertainment, but that has not yet been lined up. Another issue the committee discussed when it met a few weeks ago had to do with some of the applicants who had been denied awards for spring. Two of the applicants are enrolled in the nursing program, which is primarily registered through Edwardsville; they were rejected because they did not have enough hours registered on the Carbondale campus. The committee’s operating policy specifically states that applicants must be registered on the Carbondale campus. The committee is looking at possibly changing the policy to include the nursing program since all of those classes are taken here, those students live here and all the fees are paid here. The proposed change would only be for the nursing program and not all of Edwardsville. A. Travelstead noted the committee did not change its decision to reject the applicants for this term, but is looking to make the change for next semester.

Public Information 
Patrick Brumleve reported he would like to try and get a newsletter out this month to include the Council bios and the group picture. He would also like to include information on the Education Assistance fund raisers, as well as the payroll deduction form. Anthony Travelstead indicated that a form specific to the committee has not yet been approved by the Foundation, although there is a generic form that could be included.

Staff Excellence Award 
Carolin Harvey reported she received an email requesting names to serve on the committee. It was noted that there are four individuals who were approved in July to serve on the committee, and those names have been forwarded. Carolin asked Council members to encourage nominations for the award.

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


The following constituency committee report was submitted with the October 3 agenda:University Joint Benefits. Under the second full paragraph of the report, Mary Nippe clarified that “some institutions believe it could be problematic” to ask questions [as to whether an applicant is an affected annuitant] because it could be seen as age discrimination. The report was also corrected to indicate that flu shots will be on October 16 and 26. [See appendix for corrected report.]

Chancellor's Planning and Budget Advisory 
Carolin Harvey reported the committee met on October 2. The Chancellor distributed a handout which itemized the FY13 budget shortfall ($12.8 million). The figures the Chancellor provided included the decreased appropriation of 6.14%; the 1% salary increase for FY12 and FY13; faculty promotions for FY12/FY13; and upkeep and maintenance utilities on the Technology building. Carolin reported a second issue discussed was the matrix for the tuition revenue shortfall allocation and how it would be used.

Parking and Traffic Appeals 
Tina Gerecke (for Elizabeth Cheek) reported the committee met on September 28 and reviewed six appeals; one was granted; two were reduced; and three were denied. There were six other appellants who did not show up for the hearing.

Diane Frew reported there will be a Civil Service Women's Fall Social held on October 19.

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, Recreational Sports and Services Advisory, Student Center Advisory, Traffic and Parking.


Legislative Advisory 
Karin McClure discussed Constitutional Amendment 49, indicating the State Universities Annuitants Association (SUAA) has on its website information about the amendment ( She suggested taking a look, as there are links to all [the proposed amendments]. SUAA is fighting very hard against CA49 because they believe it undermines the protection clause in Article XIII, Section 5 and would make it easier for legislators to take away benefits from state employees and retirees.

Search Committee for Associate Provost for Academic Administration 
Teri Ricci reported the committee was not a search committee, but rather a screening committee. This means that the committee’s job was to review the three applicants and make sure they met the minimum qualifications as outlined in the job announcement and also contact their references. The committee then forwarded in unranked order a list each candidate’s strengths and weaknesses to the Provost.

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. Tina Gerecke reported the Task Force on Guidelines for Committee Responsibilities met on September 17 and 26. They reviewed the pertinent sections of the Bylaws and discussed the various ways to vet, train and support representatives who serve on constituency and Council committees. Further research and discussions are ongoing, and the intent is to submit a proposal to the Council at the November meeting.

2. Carolin Harvey reported there are three Council members who expressed an interest in attending the Council of Councils meeting on October 25-26 (Anthony Travelstead, Vera Gibbs and Mickel Cordes). Diane Frew indicated she has already filled out a registration form. Carolin indicated the Council can pay lodging for each and will reserve a University car so all four can ride up together.

Carolin Harvey reported the suggestion was raised last month about the possibility of hosting next year’s Council of Councils meeting on this campus. After brief discussion on the issue, Carolin believed the Council was not yet prepared to host the event next year and suggested the possibility of hosting it in 2014. She would like to have the issue researched to see if it is something the Council can afford to do. Carolin asked Vera Gibbs to get specifics on how [Northeastern Illinois University] planned when they go to the meeting this year; then, possibly in January an ad hoc committee can be formed to look into what it would take to host the meeting in 2014.


Carolin Harvey asked for a motion to approve Mary Nippe to serve a four-year term on the SURS Members Advisory Committee. Karin McClure so moved; seconded by Jason Phillips. Motion carried.


Jesus Rosado announced that he will be moving from the Physical Plant to the Recreation Center, which will move him out of the General Sector and into Auxiliary Services. It was noted that Jesus will be able to serve out the Council year, but will have to stand for election in Auxiliary Services in the spring if he wants to continue on the Council.