Missouri State University

August 1, 2013 Minutes

Presiding Officer:  Andrea Weber

Actions of Meeting

Roll Call

  • Roll call was conducted using sign-in sheets
  • Members in Attendance:  Ian Alaimo, Teressa Arnette, Tara Benson, Christina Bowles, Kelly Cara, Brian Edmond, Paul Essel, David Falls, Scott Fiedler, Andrew Garton, Sandra Johnson, Sharon Lopinot, Yvette Medley, Janelle Melton, Robert Moore, Allison Overmyer, Charles Schoneboom, Gary Stafford, Erin Trotter, Andrea Weber, Karen Willde, Dixie Williams, Ryan Wilson
  • Proxy Members in Attendance:  None
  • Members Absent (Excused):  Brenda Stewart
  • Members Absent (Unexcused):  Catherine Beck, Lindsey Kolb
  • Guests in Attendance:  Cindi Barnett, Stephen Sharum

Call to Order

  • Staff Senate had quorum
  • Meeting called to order at 11:04 AM by Chairperson, Andrea Weber

Approval of Agenda

  • Agenda was emailed prior to meeting
  • Motion to approve agenda with no changes by Janelle Melton
  • Second by Sharon Lopinot
  • Agenda approved unanimously

Approval of Minutes

  • July meeting minutes were emailed prior to meeting
  • Motion to approve minutes with no changes by Sharon Lopinot
  • Second by Andrew Garton
  • July minutes approved unanimously

Chair Report

  • New senator, Job Family 3 – Brian Edmond, welcome!
  • Guest speaker, Cindi Barnett, Director of Campus Recreation
    • Passed out materials about Bill R. Foster and Family Recreation Center (FRC)
    • Shared information about staff wellness benefits
      • Annual $400 wellness benefit covers only lab tests, annual physical, and other similar charges tied to health insurance benefit
      • Cannot currently be used to cover fees for annual membership to the FRC, but this is something Staff Senate could pursue
      • HR explained that since the university already pays for staff health insurance and the $400 wellness benefit is an additional benefit, it cannot be used to cover FRC annual fees
    • Staff can use annual $150 noncredit course fee waiver for FRC classes and services
      • Classes:  Around 30 BearFit and wellness classes offered each week (including classes like Zumba, cross training, yoga, step aerobics, water aerobics, etc.)
        • BearFit Pass is $20 per semester (unlimited use) or $2 per class for FRC members
        • Wellness classes are $35 for members, and $45 for non-members
        • Noon time BearFit classes are highly attended by MSU employees and are continued during breaks so employees can keep attending
        • The type of classes offered on Fridays rotates to accommodate employee requests
      • Services:  Personal training, massage therapy with certified therapists, fitness assessments, etc.
        • Personal training pricing is $90 for six sessions (member rate)
        • Anything extra that is offered at FRC is covered by $150 non-credit course fee waiver
    • Sign up for classes and services through My Learning Connection, or visit FRC front desk
      • Package deals can have lower charge
      • Member costs and non-member costs vary
    • Allison Overmyer said that we may still need to work on the group packages because the discount was not applied
    • Sandy Johnson asked if the $150 non-credit course fee waiver renews each fiscal year, academic year, or calendar year
      • Cindi Barnett stated the $150 benefit runs on the fiscal year and is for employees only (not family or household members)
    • Karen Willde stated that the classes are offered over the noon hour and not many are offered after 4:00.  Not all employees have an hour for lunch, so this can be a problem.
      • Cindi Barnett stated that class schedules vary based on availability of instructors, peak hours of use at FRC, among other things
      • Send special requests/suggestions to  CampusRecreation@Missouristate.edu
    • Erin Trotter asked how early classes are offered
      • Cindi Barnett stated they typically begin around noon because that’s when the building tends to get busy
      • Student fees pay the operating costs and the debt, so everything done at FRC focuses first on students (i.e., when students want to be at FRC and what they want offered), but employees are a close second consideration
      • There are water fitness classes at 6:30 AM.  No one has really asked for a fitness class that early, but if there was a group that wanted that, FRC would try to arrange something
    • If Staff Senate wants to suggest changes to the wellness benefit or non-credit course fee waiver, contact Julie Dubinsky, Assistant Director of Human Resources, Benefits
  • Reminder to use new parking passes beginning today, August 2, 2013

Chair Elect Report

  • Guest speaker Stephen Sharum from Postal Services
    • Proposed that Staff Senate sponsor a Meals-a-Million fundraiser that involves putting change collectors around campus and in the residence halls for a group collection effort
      • Need a sponsor for an initiative like this
      • Stephen would daily collect change across campus while on mail route
    • Janelle Melton asked if there would be a collector in every office or only mail drop offices and recommended to have several change collectors in one location or only where there mail is picked up/dropped off
    • Erin Trotter stated that mail drop locations are not always accessible by everyone
    • Teressa Arnette stated that if there are too few boxes or if they are hidden, people won’t use them, so perhaps one person per office could bring change to a central location
    • Andrew Garton agreed about having one person responsible for collectors in each building
    • Janelle Melton suggested to collect the change only once a week to ease the burden
    • Karen Willde suggested having at least one change collector per floor in each building
    • Robert Moore suggested placing change collectors where cash transactions are already occurring (like food court in PSU) so people who are receiving change can easily donate
    • Andrew Garton asked what Staff Senate sponsorship entails
      • Scott Fiedler stated that sponsorship simply meant we were taking responsibility for the fundraiser as an organization.  It ties our name to it, but does not necessarily mean that we are contributing financially to it.  We will, however, take responsibility for the event and would be the contact group if there are questions.
  • Staff Senate Polos 
    • The color of thread in the logo will be changed to better show up on maroon shirts
    • Staff Senate will cover $10 of the polo costs for new senators and others who did not purchase a shirt last year (those who purchased a shirt last year must pay the full cost)
    • Cost changes with quantity of shirts ordered:
      • 1-3 = $41/pc
      • 4-11 = $32/pc
      • 12+ = $29/pc
    • Scott Fiedler is the contact for polo shirts and will collect orders and money
    • Robert Moore asked if the cost will vary depending on the style of shirt ordered
      • Scott Fiedler stated that the style of shirt will not change the price

Past Chair Report

  • Staff Senate has several social media outlets
    • Twitter account is “MSU Staff Senate 2”
    • Facebook account is “Missouri State University Staff Senate” (over 100 likes already)
    • There is also a Facebook account called “MSU Staff Connect”
      • This account is not Staff Senate sponsored, but staff are encouraged to check it out
      • Page includes suggestions of events/activities in and around Springfield such as various bands that MSU staff are involved in, farmers markets, happy hours, etc.
      • Other Springfield pages that share events or calendars are included
      • Please share your area events and activities on this page
    • Andrew Garton asked who to contact if Staff Senate senators want to have something tweeted or listed on Facebook

Secretary/Treasurer Report

  • Budget balances
    • Operating budget (A account)
      • Balance started at $2,200
      • Bookstore purchase of common reader expense was $313.60
      • Remaining balance is $1,886.40
    • Activity budget (B account)
      • Net asset carryover from 2013 should be around $705.59
      • Petty cash on hand is $125
      • Remaining balance should be $831.59 (depends on carryover numbers which will be confirmed in September or October)
    • Foundation fund (Scholarship account)
      • Balance is $3,814.65
      • Liabilities of $1,000 for current scholarship recipients
      • Ending balance is $2,814.65
  • Funding Request Form is on the Staff Senate website, but it needs to be revised.  More information to come in future meetings.
  • New Employee Orientation gifts:  We need to reorder supplies to give away to new employees at orientation.  We would like to spend up to $500 to order more mousepads and water bottles if approved by the senators under new business.

Director of Staff Relations Report

  • New committee list is compiled and committee chairs are being updated
    • Some committees still need chairs, and Christina Bowles is collecting that information
  • Reminder – please keep Christina Bowles updated on committee information including meeting times, minutes, etc.  These updates will enable her to help and be involved if needed.
  • Committee Reports
    • Bylaws – Kelly Cara
      • No meeting yet.  Last revision of bylaws has been sent to President Smart and Administrative Council for approval.  Website will be updated once Committee Handbook is updated.
    • Denim Days Committee – Andrea Weber
      • No report
    • Public Affairs Committee – Gary Stafford
      • Committee is building on what was done last spring and fall.
      • Plans for more trash pick-up, Meals-a-Million, and other similar events
    • Public Relations Committee – Teressa Arnette
      • Wanting to collaborate with other committees to help communicate information
      • Haven’t selected a chair yet, but Kelly will arrange meetings for now
      • New members are welcome to join
      • Goal for the year is to ensure that all MSU employees know that everyone is welcome to attend meetings and events
      • Creating tools to help Staff Senate senators plan events and retain welcoming tone
        • Arrangements for parking, etc.
        • Tips for how to be welcoming in written and oral communications
        • Review and suggest changes on website and written materials
        • Staff Senate video for new employees (to be sent a month after orientation)
      • Researching resources for PSA announcement
      • Survey for staff
    • Scholarship Committee – Andrew Garton
      • Balance of Account: $3,814.65
      • Two scholarships will be paid out at $500 each
        • Rae Ann Rockwell, BSE Art
        • Ashley Crawford, HRA
      • Ending balance is $2,814.65
      • So far in fiscal year 2014, donations  have equaled $50.84 since July 1st, and all of these donations were made through monthly payroll deductions
        • Please look into payroll deductions; as little as $5 a month can be deducted and is removed before money even hits our accounts
        • Donations are tax exempt
        • Employee Payroll Deduction form can be found online
        • Teressa Arnette asked what percentage of the payroll deductions came from non-staff senators
          • Andrew Garton stated that 20% or 1 out of 5 are from non-senators
      • First committee meeting is Friday, August 9, from 11-12 in CARR 209 (Provost’s Conference Room), and meetings will be held the second Friday of every month
        • Feel free to come to the meetings even if you don’t want to serve on committee
          • Please send ideas for fundraisers
          • The idea for last year’s luncheon came from a staff person who was not a committee member
        • Committee plans to have more of the concession fundraisers
    • Staff Activities Committee – Janelle Melton
      • No Report
    • Staff Excellence – Allison Overmyer
      • No Report
    • MSU Administrative Professional Forum Committee – Sandy Johnson
      • Next forum is Wednesday, August 7th 11:30 – 1:30, PSU 313
      • Conference Services is offering free cookies and coffee for this session
      • Register at My Learning Connection
      • Another forum November 6th in Karls Hall with speaker Jay Huff from Safety and Transportation
      • Committee wants to create a list of ideas for future forums
        • We often get emails about training opportunities and need to get information to people in other ways because emails get missed
        • Could generate one or two emails each semester from Staff Senate that consistently gets out information about upcoming events/training

Old Business

  • None

New Business

  • Meals-A-Million fundraiser
    • Janelle Melton moved to accept responsibility of sponsoring cash donations
    • Second by Teressa Arnette
    • Approved
      • Scott Fiedler asked if PA Committee can help
      • Gary Stafford asked about the timeline
      • Stephen Sharum stated that the timeline is now through October because the Meals-A-Million event is in November
      • Dixie suggested that senators take some change collectors now to get started
      • Sharon Lopinot asked if stickers should say the collection is sponsored by MSU Staff Senate
        • Scott Fiedler said this would be best to make the collection more legitimate for donors
      • Scott Fiedler and Stephen Sharum will coordinate to determine where the collectors will be located and how change will be collected
      • Stephen stated that they need to determine when to collect the change
        • Janelle Melton stated that weekly pick-ups should be good enough and that Stephen could rotate pick-up days by building
        • Stephen stated that Residence Life and Services used to require daily pick-up
        • Paul Essel stated that there is no policy he knows of that states the money should be picked up daily, though this would be advisable.  He stated that at the least, it would be good to pick up money on a weekly basis.
        • Teressa Arnette stated that money should be locked up overnight in each building
      • Allison Overmyer stated she would like to have a collector at JVIC, but she was not sure if there would be enough support down there to make it worthwhile
      • Robert Moore stated that seed money in a donation bin will increase donations
      • Janelle Melton stated that this does need to be organized so Stephen can have a contact in each building for the purpose of accountability
      • Scott Fiedler stated he would prefer a contact for each canister and that he and Stephen will work on these details
  • Gifts for New Employee Orientation
    • Motion to approve up to $500 on gifts for new employees by Kelly Cara
    • Second by Erin Trotter
    • Approved

Announcements

  • None

Open Forum

  • Andrea Weber opened discussion about the common reader, Start Something That Matters, by Blake Mycoskie
    • Should have read first 3 chapters
    • Discussion led by Christina Bowles
      • What were impressions/thoughts about company before reading book?
        • Sharon Lopinot stated that she always thought Blake Mycoskie was a good person and liked his cause
        • Dixie Williams stated that she didn’t realize Tom’s Shoes business was a one/two man show that didn’t really have a plan at first
        • Andrew Garton stated that he initially thought the Tom’s Shoes donation system was just a corporate gimmick and didn’t realize until reading the book that Tom’s was an actual business with gifts to children who need shoes
        • Andrea Weber stated that her mother-in-law spent a lot on a pair of Tom’s shoes for her growing toddler, and that seemed crazy, but now it seems okay since there is a charity aspect
        • Christina Bowles stated that she thought Tom’s was completely charitable at first, but now she realizes it is a for-profit business that donates
          • Dixie Williams stated that Tom’s is for-profit business with a charity piece
    • Andrea Weber stated that we have a Tom’s student organization on campus
      • Tara Benson stated that the author, Blake Mycoskie, is coming back to campus on Oct. 11, and there is a shoe drive for his visit.  Students from the Tom’s organization is planning an event to get into the Guiness Book of World Records
    • Teressa Arnette stated that it seems like the Tom’s company has spawned a lot similar type businesses that give away money or items and help support those in need (i.e. 5# apparel giving food donations)
      • Dixie Williams stated that Bob’s shoes and 5# Apparel are two other similar businesses and that 5# Apparel gives away 5 pounds of peanut butter to people in need when people make certain purchases at the store
      • Karen Willde stated she didn’t know about what 5# Apparel was doing
        • Christina Bowles stated that depending on which item one buys, different gifts are given to different groups
    • Dixie Williams stated that the MSU Bookstore is working on getting a Tom’s shoe that is maroon and white or has the MSU logo
    • Robert Moore suggested that Staff Senate senators pass the book around to fellow staff once finished reading it and to discuss with colleagues how the book ties to public affairs and how people can get involved
  • Discussion will continue next month, so keep reading

Adjournment

  • Motion to adjourn by Allison Overmyer
  • Second by Erin Trotter
  • Meeting was adjourned at 12:00pm by Chairperson, Andrea Weber

 

Minutes respectfully submitted by Kelly Cara, Secretary/Treasurer