Civil Service Employees Council MINUTES Thursday, September 5, 2013 at 1:15 pm University Union Capital Room Macomb Campus

Transcription

1 Civil Service Employees Council MINUTES Thursday, September 5, 2013 at 1:15 pm University Union Capital Room Macomb Campus I. Roll Call Tammy Fretueg, Karen Trusley, Linda Wade, Alisha Barnett, Jessica Lambert, Wendi Matteson, Holly Fecht, Pam Bowman, Heather McMeekan, Connie Upton, Stacy Dorethy, Carla Farniok, Charlene Hammond, Jim Buffalo, and Bill Rupert. Absent Julie DeWees, Peter Skrypkun, Kim Sedgwick, Ed Lavin, Alison Shook, and Tammy Klinedinst. II. Minutes (last meeting) a. Motion to approve: Carla b. Approved by: Stacey III. Treasurer s Report (Stacy Dorethy) July 2013 a. Current month treasurer s report. For the general account ( ), the beginning balance was $2, The following items posted for the month: No items were posted for the month. The current balance is $2, b. For the scholarship account (882046), the beginning balance was $14, The following items posted for the month: Contributions of $ and Non-endow Investment Revenue of $ The current balance is $14, c. For the endowment fund (884046), the beginning balance was $104, The following items posted for the month: Contributions of $ (which includes $75 in Moving for Scholarship donations) The current balance is $104, August 2013 d. Current month treasurer s report. For the general account ( ), the beginning balance was $2, The following items posted for the month: - Spring Luncheon profit transfer to scholarship of $841.77, ipad cover for Jim of $27.10, VPC: Charlene/Karen head shots of $4.50, Hotel stay for Dan Shipman: $149.30, VPC: 2 12X13 Rocky s of $ The current balance is $1, e. For the scholarship account (882046), the beginning balance was $14, The following items posted for the month: Scholarships of $9,000, Contributions of $285.24, Transfer from Acct SP13 Luncheon Profit of $ and Non-endow Investment Revenue of $6.00. The current balance is $6,677.65

2 f. For the endowment fund (884046), the beginning balance was $104, The following items posted for the month: Contributions of $ (which includes $338 in Moving for Scholarship donations) The current balance is $ i. Motion to approve: Alisha ii. Approved by: Carla iii. All approved, motion carries IV. Director of Human Resources (Pam Bowman) We will be getting information in campus mail bout re-hire retiree law and it will include a questionnaire. They will become affected annuitants if work 18+ weeks and earn 40%+ of earnings; they will remain affected forever once they meet that formula. The University will have to pay annuity for the year they are employed once they are affected. Grant employment and self-managed plan employees are excluded. V. Vice President for Administrative Services Report (Julie DeWeese) Absent VI. Group Concerns none VII. President s Report (Wendi Mattson) Wendi presents Jim with a year s of service gift. Jim talks about what the Civil Service Council stands for and about trying to get others involved in committees; he also commends the council for work on scholarships over the years. Wendi asks if we can get a second representative from the Quad Cities or a replacement rep to fill in when their existing rep is out; Linda will look into constitution to determine if that is appropriate. Wendi brings concern to the council about Captain Career and asks the Council for their opinion on how the mascot represents WIU. The consensus is that it is not a professional representation of the University and that the mascot may be looked down upon by students, potential employees, alumni, etc. Wendi will take the concern to Darcie Shinberger first. VIII. Civil Service Employee of the Month (Alisha Barnett) The current employee of the month is Deborah Edwards, Chief Clerk Center for International Studies. Connie asks about sending nomination form to chairs/upper level management supervisors to try to solicit more nominations. IX. Employee Advisory Committee Representative (Peter Skrypkun)- Absent X. WIU Quad Cities Campus Report (Alison Shook) Absent

3 XI. Representative Reports to Council a. Affirmative Action Internship Committee (Holly Fecht) No Report b. University Diversity Council (Wendi Matteson) No Report c. Benefits Committee (Heather McMeekan) Heather shares a benefits report and asks the committee to review. Please send corrections for next time, and Heather will send a modified manual. She will also try to find a statistician. d. Website and IT Issues (Jessica Lambert) It is all updated except for two people needing pictures, are out there. The Rocky for scholarships pictures are all up there also. e. Training and Development (Carla Farniok) i. ii. iii. Supervisor Training will take place a little later this year. A survey was sent out last week to re- assess the needs before planning for this year. The program will continue. Access Intermediate training will take place October 9 th from 9:00-11: 00 am in the Malpass Library 2nd floor classroom. This session goes over advanced queries, using calculations, and creating forms and reports. Enrich You Fall Got Stress? Get Playful!! Wednesday, September 18 th 1:30-3:00 pm Union Sandburg Lounge 2. Golf Scramble Extravaganza Friday, September 20 th at 12:30 pm WIU Harry Mussatto Golf Course Fee $ Reminder: Supervisor approval is required as appropriate. 3. Nominate your Super Supervisor for Bosses Day which is October 16th Watch for Tele- STARS messages which will start on or near September 30th with a deadline to submit electronic nominations on October 10th at 4: 30 pm. 4. Think Purple with Style Thursday, October 3 rd from 2:00-3:30 pm Union Sandburg Theatre 5. Cyber Aggression and Campus Safety Wednesday, October 23rd from 1:30-3:00 pm Union Lincoln Room 6. Identifying & Preventing Campus Violence Thursday, November 7th from 1: 30-3: 00 pm Union Sandburg Lounge 7. Healthier Holidays: Emo ionally, Physically, & Financially Tuesday, November 19 tf th rom 10:00-11:00am Webinar after you register you will be given the login connection. You can enjoy this session right at your own desk.

4 a. Register by calling Human Resources or via S- wiu.edu or online at: http: // vpas/ human_resources/employe e_ development/ register.php. Register early Some sessions have limited capacity. XII. Committee Reports a. Policy & Appeals (Bill Rupert) Flu shots 10/2 in Heritage Room. Social Security managers will be here 9/10. b. Awards and Selection (Alison Shook) Absent c. Constitution/Election (Linda Wade) This is our third review of changes. In Article IV Section 8 the phrase, and given to the Secretary at monthly meetings was added for the section to now read, Minutes of the meetings of all standing committees shall be prepared and distributed to committee members and given to the Secretary at monthly meetings. University Civil Service Advisory Committee Representative to the Merit Board and President of the CSEC. In Article VI Section 3 the word elect was changed to appoint In Article IV of the By-Laws, Section 1 through 4 were changed to now read Section 1 Regular meetings of the Council shall be held monthly. At the beginning of each calendar year, the Board shall have prepared and made public a schedule of all regular meetings, including the dates, time and location of said meetings (5 ILSC 120/2.03).) If a permanent change is made in regular meeting dates, location or time at least a 10 days notice of the change shall be given in accordance with Section 2.03 of the Open Meetings Act (5 ILCS 120/2.02(a). For regular and special meetings, or one-time meetings changes a notice should be posted 48 hours prior to the meeting. An agenda for each regular meeting shall be posted on the CSEC Website and may be posted at the location where the meeting is to be held at least 48 hours in advance of the meeting. Agendas, meeting schedules and minutes will be posted on the public body s website. Section 2 Upon the call of the Chairperson special meetings may be held to conduct the business of the Council. At least three days in advance of the special meeting, the members of the Board shall be provided with written notice containing the time, place, and purpose of the special meeting, and other related and necessary materials. The Board shall consider only those matters set forth on

5 the agenda for the special meeting of the Board as long as a quorum is present. (5 ILCS 120/2.02) Section 3 Committees must record minutes and post meeting locations and times, agendas and give 48 hours notice - the same as a regular meeting. Section 4 A quorum of the Council members is required for the handling of business duly presented at the meeting of the Civil Service Employees Council. In Article IV of the By-Laws, Sections 7 and 8 were added to read Section 7 In accordance with the Open Meetings Act 5 ILCS 120/7(c): Attendance via video and audio conferencing is allowed for the Quad Cities Campus Representative and the members of the public who wish to attend via audio or video conferencing. If a quorum of the members of the public body is physically present, then the Quad Cities member may attend by video or telephone conference because they are employed at the WIU Quad Cities Campus. Section 8 A public body may hold closed meetings to consider the following subjects (not all inclusive of the Open Meetings Act) and for purposes of this Council those subjects which concern matters relating to individual students and the performance of specific employees. However, no motion or action may be taken or voted on in a closed meeting (5 ILCS 120/2 (c)). i. Motion to approve: Holly ii. Seconded by: Bill iii. All approved, motion carries d. Education (Alisha Barnett) No Report e. Fundraising (Wendi Mattson) Wendi hands out raffle tickets for the lottery ticket raffle. She also announces that the Roaring 20 s is planned as the theme for the next luncheon. f. Mentoring (Kim Sedgwick) absent. g. Social Events & Development (Wendi Mattson & Stacy Dorethy)- no report. h. Open Meetings Act Requirements (Linda Wade) Wendi and Heather need OMA certification completed.

6 XIII. Old Business a. Stopping recording of meetings: Linda says we are not required to record open meetings, so we will not record meetings moving forward. b. Presidents open forum i. It will be cancelled. Moving forward since town meetings now occur. c. Two IT committees i. They have been contacted to let them know we will not have representative on their committees; Wendi also said they will send us minutes and the current set of minutes has nothing relevant to report. XIV. Announcements Next Thursday is the Provost s Advisory Council Meeting. XV. Meeting Adjournment a. Motion to adjourn: Carla b. Seconded by: Bill XVI. Next Meeting will be Thursday, October 3, 2013, at 1:15pm in the Capital Room.