EMPLOYEE SUPPORT COMMITTEE

Transcription

1 EMPLOYEE SUPPORT COMMITTEE Meeting Minutes Archive Meeting Dates: August 26, 2016 September 23, 2016 October 28, 2016 (Meeting Summary) December 2, 2016 January 27, 2017 (Cancelled) February 24, 2017 March 24, 2017 April 28, 2017 (Cancelled) JEFFERSON COLLEGE August 2017

2 Employee Support Committee MEETING MINUTES Friday, August 26, 2016 CTE 139 Members Present: Deborah Allen, Trish Aumann, Tim Boehme, Joette Klein, Holly Lincoln, Amy McDaniel,, Kristen Sides, Christine Barnett, Sara Denny, Amy Kausler (ex officio), Terry Kite (ex officio), Tasha Welsh (ex officio) Members Absent: Donna Allen-Freese, David McNair, Caron Daugherty (ex officio), Daryl Gehbauer (ex officio), Cindy Rossi (ex officio) EXPECTED OUTCOMES OF MEETING: Vote to include a permanent seat on the committee for the chair of Rah Rah, Outline and agree on plan for the coming year. Call to Order Call to Order made at 2:04 p.m., Chairperson Approval of Minutes Minutes from April meeting approved. Committee Members Meeting Time Add Voting Member Seat on ESC for Chair of Rah Rah Meeting time of 2:00 p.m. confirmed for future Meetings. Motion to add Sara Denny as Voting member for Rah Rah Committee Members Committee Members Member Responsibilities: Attendance at Committee meetings Participation in Committeesponsored events Minutes/materials read in advance for quick approval at meetings Reporting back to constituents (faculty, classified staff, etc.) Due to Betty Boyer retiring, HR Director agreed to take on her responsibilities with the Pat on the Back Program. Miriam briefly went over Member Responsibilities.

3 EXPECTED OUTCOMES OF MEETING: Vote to include a permanent seat on the committee for the chair of Rah Rah, Outline and agree on plan for the coming year. Brainstorming for Committee Goals: Brainstormed to come up with Committee Members ideas and suggestions to meet the five areas of our committee charge. Will continue to brainstorm and finalize at next meeting. Reports: QWETF, Rah Rah, Employee Recognition Wellness, Performance Evaluation Task Force Will be done electronically Holly Lincoln, Sara Denny, Donna Allen- Freese, Miriam Rouggly Adjournment Meeting adjourned at 3:06 p.m. Committee Members Next Meeting: Friday, September 23, :00 p.m. CTE 139 Committee Members Respectfully submitted, Christine Barnett Temporary Secretary Employee Support Committee

4 Employee Support Committee MEETING MINUTES Friday, September 23, 2016 CTE 100 Members Present: Deborah Allen, Donna Allen-Freese, Tim Boehme, Joette Klein,, Christine Barnett, Daryl Gehbauer (ex officio), Terry Kite (ex officio), Cindi Rossi (ex officio), Tasha Welsh (ex officio). Members Absent: Trish Aumann, Holly Lincoln, Amy McDaniel, David McNair, Kristen Sides, Caron Daugherty (ex officio), Amy Kausler (ex officio). EXPECTED OUTCOMES OF MEETING: Call to Order Call to Order made at 2:04 p.m., Chairperson Approval of Minutes Minutes from April meeting approved. Committee Members Approval to Send Performance Evaluation Draft to Administrative Team (Vote) The first paragraph of the Evaluation Form was reworded to deliver more of a positive tone. Motion approved by ESC and will be submitted to Admin Team for approval. Committee Members Adding Voting Member to ESC (Update) It was concluded that anyone from the committee can attend Rah-Rah and relay information back to ESC. Donna Allen-Freese volunteered to attend Rah-Rah and report back to ESC. Online Approval of Minutes & Subcommittee Reports Propose to post minutes online for all to approve to save time in future ESC meetings. There will be a deadline set for all to comment, make suggestions and recommend edits before the final approval is submitted online. Motion approved.

5 EXPECTED OUTCOMES OF MEETING: Wellness Committee Action Plan: Employee Participation at Campus Events Strategic Plan presented, it was suggested the plan could be added to the MyJeffco website. Members are asked to look over and if there is no negative feedback this will go to the next step. Paper Copies of POB Cards in HR It was decided the HR will no longer keep copies of POB cards. Miriam will send a General Announcement reminding department leaders to be sure to forward POB s to Employees being recognized. Reports: QWETF: Discussing the chronical QWETF, Rah-Rah, Employee survey and napkin pitch ideas. Recognition Wellness, Performance Rah-Rah: Planning Classified Staff Evaluation Task Force Picnic October 4th between Intruder Training Sessions. Theme is Bee Aware. Looking for recruits for the Holiday Party and future events. Wellness: Jefferson College is a winner of the 2016 Active Minds Healthy Campus Award and recognized as one of the healthiest college campuses in the nation. Celebration scheduled for October 20 th in the Viking Room 3-6:30pm. PETF: Rewriting of the first paragraph of Performance Evaluation. Motion approved by ESC and will be submitted to Admin Team for approval. Employee Recognition: No update. Donna Allen-Freese Tasha Welsh Holly Lincoln, Sara Denny, Donna Allen- Freese, Miriam Rouggly Brainstorming for Committee Goals: Ran short on time, will put on top of agenda for next meeting. Adjournment: Meeting adjourned at 2:52 p.m. Committee Members Next Meeting: Friday, October 28, :00 p.m. CTE 100 Respectfully submitted, Christine Barnett - Temporary Secretary Employee Support Committee

6 Employee Support Committee MEETING SUMMARY* Friday, October 28, 2016 CTE 100 Members Present: Donna Allen-Freese, Tim Boehme,, Christine Barnett, Terry Kite (ex officio), Amy Kausler (ex officio). Members Absent: Deborah Allen, Joette Klein, Holly Lincoln, Amy McDaniel, David McNair, Kristen Sides, Caron Daugherty (ex officio), Daryl Gehbauer (ex officio), Cindy Rossi (ex officio) Tasha Welsh (ex officio). *Due to the lack of a quorum, official minutes could not be taken or approved. The following serves as an informational summary of the meeting on October 28 th. EXPECTED OUTCOMES OF MEETING: Call to Order Call to Order made at 2:07 p.m., Chairperson Approval of Minutes Minutes from September meeting approved electronically. Brainstorming for Committee Goals Due to the limited attendance, Committee Goals were not discussed. Wellness Plan Wellness Plan was preliminarily approved electronically by the committee. Small changes were made to the Values section during the meeting. The Wellness committee will review, and the ESC will have a chance to give feedback electronically. If no concerns or feedback are received, the plan will be considered approved. Committee Members Committee Members Committee Members Holiday Decorating Contest It was agreed that Old Time Christmas be the decorating theme. It was agreed that the wording of the contest be changed from door or office decorating to work space decorating. There will be judging for both individual and team entries. Holiday Party Holiday Party Theme A Christmas Carol to coincide with the Old Time Christmas decorating theme.

7 EXPECTED OUTCOMES OF MEETING: Civic Center availability is very limited. Due to the lack of availability, other days of the week may be considered although a Thursday is preferred. Also checking into other venues such as Villa Antonia. An electronic survey will be sent out to members. Employee Recognition A volunteer is needed and will be sought via from the committee. Reports: QWETF, Rah-Rah, Employee Recognition, Wellness, Performance Evaluation Task Force Adjournment: QWETF: No update. Rah-Rah: Budget request FY 2017 created. Donna will take this to Rah-Rah for any adjustments and approval. Looking for recruits for the Holiday Party and future events. Employee Recognition: Volunteer needed. Wellness: Fall Wellness Incentive: High Five Students and Faculty make teams of 5 to complete 5 tasks a day for 5 weeks including reading, exercising, drinking water and other healthy options. There will be weekly prizes. PETF: Is inactive and finished. Meeting adjourned at 2:45 p.m. Holly Lincoln, Donna Allen-Freese, Miriam Rouggly Next Meeting: Friday, December 2, :00 p.m. CTE 100 Respectfully submitted, Christine Barnett - Temporary Secretary Employee Support Committee

8 Employee Support Committee MEETING MINUTES Friday, December 2, 2016 CTE 100 Members Present: Donna Allen-Freese, Trish Aumann, Daryl Gehbauer (ex officio) Amy Kausler (ex officio), Terry Kite (ex officio), Joette Klein, Amy McDaniel,, Kristen Sides Members Absent: Deborah Allen, Tim Boehme, Caron Daugherty (ex officio), Holly Lincoln, David McNair, Cindy Rossi (ex officio), Tasha Welsh (ex officio) EXPECTED OUTCOMES OF MEETING: Call to Order Call to Order made at 2:02 p.m., Chairperson Approval of Minutes Minutes were not taken at the last ESC meeting due to the lack of a quorum. N/A Pat-on-the-Back Decision was made to keep the program for employees only look into something separate for students (talk to Sara Denny). Clarification announcement will be sent in January. Angela Evans will send back student nominations to the individual who submitted with an explanation that the program is for employees only. Jeffco Volunteer Day Amy Kausler, Suzie Welch and Sara Denny are part of the Civic Engagement Action Planning Team and are working on a proposal for Volunteer Day. Considering scheduling it during inservice day when students aren t on campus. Will be done during work hours still in early stages. Brainstorming for Committee Goals Brainstorming will resume in January. Committee Members

9 EXPECTED OUTCOMES OF MEETING: Holiday Party Invites will go out Monday, December 5 th. Event will be held in the Library on the 2 nd floor. Theme: Santa s Workshop with construction. Possible paint on walls, sign name, etc. will occur during party. Renting tables from JCM they will come early on Friday, December 16 th, to pick up items in preparation for Library Demolition Reception. Cost: Employees are free ($15 for guest) Those that dress like an elf will get extra raffle tickets, there will be games as well. Foundation will be present for annual giving. FSC is catering having food stations (more opportunities to mingle and move about which was a suggestion from last year s survey). Set-up will start on Monday, December 12 th. Decoration donations are welcomed and encouraged need hard-back books & a Santa. Reports: QWETF, Rah-Rah, Employee Recognition, Wellness, Performance Evaluation Task Force QWETF: Being combined with Town Hall Task Force. 10% from each constituent group to represent in the Task Force. Consultant spoke with some of the committees. Rah-Rah: Nothing to report Employee Recognition: Nothing to report Wellness: 4 weeks in and there are still 26 teams reporting for Take 5 program. 2 car loads of canned goods were collected and taken to the food pantry. Performance Evaluation Task Force: Nothing to report. Holly Lincoln, Donna Allen-Freese, Miriam Rouggly

10 EXPECTED OUTCOMES OF MEETING: Adjournment: Meeting adjourned at 2:27 p.m. to deliver prizes for Holiday Decorating Contest. (1 st Place: COS, 2 ND Place: Business Office, 3 rd Place: JCA) Next Meeting: Friday, January 27, 2:00 p.m. CTE 139 Respectfully submitted, Kristen Sides Secretary Employee Support Committee

11 Employee Support Committee MEETING MINUTES Friday, February 24, 2017 CTE 100 Members Present: Trish Aumann, Tim Boehme, Daryl Gehbauer (ex officio), Amy Kausler (ex officio), Joette Klein, Amy McDaniel, David McNair,, Kristen Sides, Tasha Welsh (ex officio) Members Absent: Deborah Allen, Donna Allen-Freese, Caron Daugherty (ex officio), Terry Kite (ex officio), Holly Lincoln, Cindy Rossi (ex officio) EXPECTED OUTCOMES OF MEETING: Call to Order Call to Order made at 2:03 p.m., Chairperson Approval of Minutes January meeting cancelled. No minutes to approve. N/A Committee Charge The following parts of the committee charge were assigned to different committee members to review and bring back to the next meeting for discussion: Line a Trish and Miriam Line b Donna and Joette Line c Tim and Deb Line d David and Amy Brainstorming for Committee Goals: Goal 4 Line e Kristen and Holly Brainstorming will resume at a later date (possibly March meeting). Committee members Committee members March meeting Informational Items Announcement for B. Ray Henry Award coming out soon. Due May 1 st. Nominations go to Bekah Lewis. CICC is working on survey to send out to committees. Miriam asked members to consider whether or not they want to continue their membership (if 2-year term is up). Donna, Deborah & Holly will not be continuing membership. Amy Kausler suggested having a student on committee. Miriam will consider.

12 EXPECTED OUTCOMES OF MEETING: Committee budgets frozen to levels from last year. Rah Rah Subcommittee Discussed updating the charge/role of Rah Rah Subcommittee. No longer have a chair (Sara Denny no longer with College). Mainly concerned about Holiday Party and Classified Staff Picnic events don t want to see them disappear. Amy Kausler will bring the issue to the Accreditation Committee to discuss. Daryl suggested the possibility of having a Holiday Party Subcommittee under Employee Support Committee & Classified Staff Picnic Subcommittee under Classified Staff Committee. HLC coming March 2019 Rah Rah was very helpful last time HLC came, would like to use the committee for this again. New start? New name? Miriam will get feedback from the next meeting. Reports: Town Hall Task Force, Employee Recognition, Wellness Employee Recognition: o Working on award/retiree lists. Looking at first week of May (3 rd or 4 th ). o Miriam reached out to Jeffco Foundation and they will again donate $1,000 toward gift cards and let us use the Ault House. o Daryl will talk with Mike from Food Service Consultants about donating food. o Miriam will create Google form for RSVPs. o Kristen will send Miriam examples from last year.

13 EXPECTED OUTCOMES OF MEETING: Town Hall: o Task Force met on Feb. 23 rd hoping to finish in 6 weeks. o Miriam has Jim Reaves contact info if anyone has questions or concerns feel free to contact him. o Next meeting is scheduled the 2 nd week of March. Wellness: o Take20 program has been re-formulated for students if they complete 20 sessions they receive a wellness t- shirt and are entered in a drawing to win an Amazon gift card. o Nutrition workshops have been scheduled for March. o Discussing the possibility of creating a wellness wall. o Discussing Destination Wellness as a team challenge. o With Donna leaving at the end of June, concerned about the future of the committee. o Tasha suggested to continue wellness, but narrow to employees. Assumes responsibility will go back to Kimberly Pitts. Cigna also has great opportunities for wellness. o Daryl suggested Mercy on campus lead wellness for students and community. Adjournment: Meeting adjourned at 2:45 p.m. Committee members Next Meeting: Friday, March 24, 2:00 p.m. CTE 100 Respectfully submitted, Kristen Sides

14 Secretary Employee Support Committee

15 Employee Support Committee MEETING MINUTES Friday, March 24, 2017 CTE 100 Members Present: Deborah Allen, Donna Allen-Freese, Tim Boehme, Daryl Gehbauer (ex officio), Amy Kausler (ex officio), Terry Kite (ex officio), Holly Lincoln, David McNair,, Kristen Sides Guest: Douglas Hale Members Absent: Trish Aumann, Caron Daugherty (ex officio), Joette Klein, Amy McDaniel, Cindy Rossi (ex officio), Tasha Welsh (ex officio) EXPECTED OUTCOMES OF MEETING: Call to Order Call to Order made at 2:04 p.m., Chairperson Approval of Minutes Minutes from February 24 meeting approved as written. Committee members Informational Items/Reminders B. Ray Henry Award CICC Updates Pat-on-the-Back Update B. Ray Henry Award nominations are due May 1. Nominations go to Bekah Lewis. CICC working on updating flow chart of approvals for committees. Working on a survey to go out to all employees on committees to review campus committees, charges, etc. Miriam and Angela Evans discovered that some Pat-on-the-Back nominations were going to supervisors spam folders. Sent out announcement to let supervisors know to add HR to their contacts to prevent this. Angela started copying the employees on the nominations Meeting Date for Next Year Miriam will send out a Doodle Poll before committee resumes in August. Possible days include Thursdays or Fridays (earlier in the day). May 1, 2017 August 2017 Committee Charge Review Line a : changed facilitate to promote and moved to the top so it s no longer line a but part of the general statement. The Employee Support Committee will promote a positive, productive, diverse, and Committee members

16 EXPECTED OUTCOMES OF MEETING: cohesive work environment by: then will list the other parts of the charge. Line b : Decided to leave as Making recommendations for wellness initiatives. Leaving as a general statement until the future of the Wellness program/committee is determined to know who the Employee Support Committee will make the recommendations to. Line c : Changed to Promoting the engagement of Faculty and Staff in College related events. Line d : Changed making suggestions to making recommendations. Line e : No changes. Deborah Allen recommended creating a database of resources for employees to refer to since the committee is in fact the Employee Support Committee. Decided instead that maybe just the committee name is confusing/misleading. Terry Kite asked why Division Chair is involved as ex officio. Decided to change membership structure to 2 Certified Professional staff members and drop 1 Division Chair as ex officio. Since the Division Chair is a Certified Staff member, it was concluded that having an ex officio from the same classification was not needed. Wellness Coordinator and Director of Planning & Outreach will be removed from membership structure. Deborah Allen suggested at the bottom of the Structure/Chairperson/Quorum section to reword it to say A quorum requires a majority of the

17 EXPECTED OUTCOMES OF MEETING: voting members not just members. Kristen made a motion to approve charge, seconded by Tim Boehme. Motion approved. Wellness Committee Discussion Important for committee to continue since Kimberly Pitts only conducts wellness activities for full-time employees. Kim will still do lunch & learns, Wellness Fair, etc. Committee is still energetic and enthusiastic. Rah-Rah Committee Update Miriam met with the members; they want involvement in HLC to be a separate, short-term, one-time group. Amy Kausler stated Accreditation Committee has funds set aside to help support HLC. Rah-Rah is requesting their current charge/goal. Amy will take ideas back to Accreditation Committee next month. Miriam talking with Caron Daugherty regarding subcommittee structure, purpose and involvement with HLC will be working on this through the Reports: Employee Recognition & Town Hall Task Force summer. Employee Recognition: o Event is scheduled for May 4 at 6:30 p.m. at the Ault House. o Miriam and Angela Evans working on a Save the Date to send out. Town Hall: o Jim Reeves scheduling oneon-ones with Task Force members. o Miriam reported Jim is willing to talk to anyone who wishes to. Donna Allen-Freese

18 EXPECTED OUTCOMES OF MEETING: Adjournment: Meeting adjourned at 3:12 p.m. Committee members Next Meeting: Friday, April 28, 2:00 p.m. CTE 100 Respectfully submitted, Kristen Sides Secretary Employee Support Committee