Professional Staff Senate Agenda & Meeting Notes - Annual Retreat 7/26/2018 12 PM - 4 PM Wishcamper 211, Portland No Polycom Facillator: Provost Note Taker: Alex Carrier & Cindy DeCosta Senator Attendance: see 2018-2019 attendance roster Guests Attending: Cathy Clements (Chair Classified Senate), Jen Hart (USM Strengths) Meeting Resources: Agenda Senate Bylaws Strengths Materials (provided at ) Senate Ad hoc committee list 1. Introductions & Lunch (12-12:30) 2. Leadership & Strengths Activity (12:30-1:15) 2.1. Description: USM Strength s Program activity facilitated by Jen Hart & Stacy Stewart 2.2. Goals: Help Senators learn more about one another, help Senate grow as a productive team and leaders at the University 3. Housekeeping (1:15-1:45) 3.1. Set monthly dates & times for the next year Mornings are preferred - Wednesdays from 9:00 AM - 11:00 AM Polycom in Portland, Gorham, Lewiston, Cindy will arrange rooms 3.2. Reminders about productive, on topic discussions, respect, and courtesy in Senate s 3.3. What (if any) changes should be made to the structure of Senate s? Suggestion to remove ad-hoc committee updates to the schedule and only disucss ugent/major updates at s - approved 3.4. Do we want to continue Senator Spotlights? 75% of returning Senators want to continue Ideas of doing them as part of an email, possibly in newsletter or website. Moving to Communications Committee to take action on this. 3.5. Do we want to continue discussion of USM Service Promise Values at each & sending thank you from the Senate to a few people each month? ~80% of returning Senators want to continue Good way to recognize the work of others Helps to increase the awareness Idea to add a webform on the website to send a call out to other Professional Staff to recognize colleagues. Moving to communications committee for action. 3.6. What to do with the physical Senate archive sitting in boxes in s office? Lots of Senate papers in boxes - some minutes, agendas, old master planning documents, etc. Idea of going through the papers together in part of a - approved & will plan into fall schedule. requests that someone look into policies around what needs to be kept, what can be shredded Kelly Stevens offered to assist with this Page 1
has already had the last 5 years or so of minutes and relevant notes scanned & can have her work study scan other documents we want to retain 3.7. What guests do we want to invite to Senate s in the fall semester? Space Committee (Kelly is a senator already on this) Parking Committee (Danielle is a senator already on this) Facilities President Cummings New CBO - Beatrice Fervy Public Safety - Noel March 3.8. Other items? First Senator Spotlight - Chelsea Malacara Executive Committee has historically been very communicative with upper administration & will make sure general senate is aware of ongoing conversations this year 15 min break 4. Senate Goals & Priorities for 2018-2019 (2:00-2:30) 4.1. Examples of ideas from prior Senates ( will share examples from the Senate archives) Last year we wanted to do a newsletter, but it was not actualized, general themes about communication and encouraging professional development are common in the past 4.2. Discussion of what things the Senate would like to prioritize for the year (using info from pre-retreat survey to facilitate discussion) Communication/voice for staff Approach the union and discuss the bargaining agreements are Figure out what the relationship is with the Senate, etc. Feedback from staff Low-barrier, virtual suggestion box or question box (webform on the website) Where are the needs and how can we leverage ourselves as a Senate? Community-type events Piggy-back on the Sodexo staff appreciation Professional Development workshops (resumes, LinkedIn, etc.) Stacey Stewart and the Career Hub has local professional connections who would be happy to present to us Idea to collaborate with Classified Staff to offer those resources broadly Sponsored trainings with free food! No easy spaces on campus to have casual s or lunch Would be nice to get to know each other informally What can we DO that is actionable? Comprehensive policy resource for faculty, staff and students Currently it is very fragmented and there is not a clear place to go for policies When updates are made, old policies/forms are not always removed The portal directory is not very updated/accurate -- can this be changed? 4.3. Should we review the bylaws and check if updates are needed (last edited in 2015)? Doug Murphy and Kelly Stevens will review to see if there is anything that needs updating 5. Senate Standing Committee Assignments (2:30-2:50) 5.1. Review descriptions and typical timeline of activity in each standing committee 5.2. Who should meet with for 1:1 re: Senate 5.3. Organize membership in the following committees - will reach out to senators not at retreat to add them to committees Page 2
Standing Committee Members Chair Executive Committee Provost (Chair), Marge Jarry (Vice Chair), Alex Carrier (Co-Secretary), Cindy DeCosta (Co-Secretary) Provost Communications & Elections Danielle Vayenas, Judi Brewer, Alex Carrier (E) Judi Brewer Professional Development Recognition & Awards Employee Recognition Event Susan Spindler, Stacey Stewart, Naamah Jarnot, Cindy DeCosta (E) Doug Murphy, Cindy DeCosta (E), Chelsea Malacara, Jessica Labbe Kelly Stevens, Sarah Werkman, Judi Brewer, Stacey Stewart, Marge Jarry (E), Provost (E) Susan Spindler Doug Murphy Marge Jarry 6. Senate Ad Hoc Committee Assignments ( list of ad hoc committees ) (2:50-3:10) 6.1. Discuss role & value of Senators on these committees Provost will reach out to Noel March re: Emergency Response Committee Alex Carrier will reach out to Andrew King re: Graduate Council Add a list of committee descriptions for the website - All reps work on this, will organize 6.2. Discuss how Senators should report to Senate on these committees - is it meaningful to do verbal updates at s or should notes on these groups be pre-filled into the minutes before s & only truly big updates be discussed? Only major updates at s, representatives will pre-fill notes into senate agenda/minutes before each monthly. Executive will send reminders to do this to group. 6.3. Identify any inactive committees or committees that should be added Web Advisory Committee - Chelsea Malacara Don t need updates to senate: Radiation Safety, Assessment, By Laws & Governance (inactive) 6.4. Organize committee representative(s) - see list of ad hoc committees in Senate drive 6.5. Ask representatives to fill in a short description of each committee after the retreat so that it can be added to the website. Nett y will follow up with email reminder post retreat. 7. Work time for Committees (3:10-3:40) 7.1. Each committee should identify a Chair who will be responsible for leading the committee and reporting on activities to the Senate Professional Development - Susan Spindler Awards - Doug Murphy Communication/Elections - Judi Brewer Employee Recognition Event - Marge Jarry 7.2. Discuss ideas and goals for each committee Event recognition - in October to set the date early Professional development - monthly trainings, hoping to secure release time ( will ask President Cummings in August when she meets with him) Communication/election - monthly email/newsletter, webforms (feedback and employee recognition), hoping to visit staff s Awards - no actions in near future, largely spring work Page 3
8. Report back on Committee Discussions & Wrap Up Retreat (3:40-4:00) 8.1. New Staff Coffee Hours (only a couple senators should go to each one). Marge Jarry Judi Brewer Alex Carrier Cindy DeCosta Sarah Werkman 8.2. August 30th 8:00 AM - 10:00 AM - Opening Breakfast Summary of Action Items from Meeting with Deadlines and Responsibilities Task Contact President, Public Safety, Facilities, Space (Kelly), Parking (Danielle) and CFO re: invites to future senate s in the fall. Person(s) Responsible Deadline Find out if a student graduate council exists Alex Email & College Descriptions of Ad-hoc committees for Senate website. Schedule 3rd Wednesday of the month, 9-11 for senate s and arrange rooms reservations & polycom Schedule executive committee s for 1 hour, 9-10 sometime in each week before the senate meets and we will alternate those s between Portland and Gorham. Set up virtual ask/suggestion box and shout out box on the Senate website, investigate idea of monthly senate newsletter will organize, committee reps Cindy Cindy Communications Committee goal next before next s before next s update on status at next Review senate bylaws for possible updates Doug & Kelly Research what types of documents need to be kept in an archive of the senate and what could be shredded. Begin process of establishing professional development workshops free for staff (both classified and professional included) monthly for free utilizing Scholarship money - ask depts/offices/individuals who supported us last year if they will give again this year. Academic Affairs, Enrollment Management, HR, Center for Collaboration & Development, President s office Kelly Professional Development Committee update on status at next Page 4
Ask President for release time for staff (professional & classified) to attend monthly senate sponsored professional development events. Connect with Classified Staff & Union reps to find out what kind of communication could happen between groups & if rep could attend a add them to fall senate guests Figure out who the stakeholders are for planning Employee Recognition Event and schedule to set date & location of event for next year in October or November. Marge in September Page 5