Date: July 31, 2003
Time: 2:00 p.m.

Members Present: Kimberly Bell, Amanda Canup, Jim Cooper, Sharon Hodge, Leigh Ann Holton, Bennie Sue Houck, William Ketchum,
Donna McPherson, Randy Scarboro

Members Absent: Jeff Carter, Annette Gillespie

Advisors Present: None

Advisors Absent: Mary Phillips, Dawn Ramsey

The meeting was called to order by Kimberly Bell, Chair of the 2002-2003 Staff Council. The new members were recognized for the 2003-2004 term.

The minutes of the June 19, 2003 meeting were reviewed. One minor critique was offered by Sharon Hodge to the minutes. The minutes were approved subject to the minor modification.

Leigh Ann Holton discussed the changes to the By-Laws that were distributed to the constituents of the Staff Council back in June, 2003. Mainly, the categories for representation on Staff Council would be the same as the Equal Employment Opportunity (EEO) categories used by Human Resources. Each category would have one representative for every 20 employees. The nomination process will begin in January of each year.

Jim Cooper made a motion that the changes to the By-Laws be approved and Bennie Houck seconded. The changes to the By-Laws were unanimously approved.

Jim Cooper stated that Staff Council will have to appoint individuals from category six and seven since those categories have no representation on Staff Council. Leigh Ann said that the Staff Council will want to do that at the next meeting.

Leigh Ann said that she will bring a copy of the current By-Laws to the next meeting so that each member will have a copy and can share a copy with their constituents.

Amanda Canup said that she will work with Leigh Ann to put the current By-Laws on the Southern Polytechnic State University Web Page.

On old business Jim Cooper said that he did not know if the Foundation will fund the Staff Council functions for 2003-2004. Jim stated that he has been appointed “Interim Director for Alumni Relations” and will obtain a decision on the funding issue from Pat Garrett after the Foundation produces their budget for the current Fiscal Year.

Leigh Ann said the service pins and service plaques have been received and paid for. Leigh Ann plans to present those at a retirement luncheon to be held at the Piccadilly Cafeteria later this year.

Kimberly Bell said that Dawn Ramsey has confirmed to her that Staff Council has a small amount of funding remaining from the prior years.

Kimberly Bell opened the floor for new business which mainly entailed the election of officers for the 2003-2004 term.

William Ketchum nominated Leigh Ann Holton as Chair and Sharon Hodge seconded. A motion was made and seconded that the nominations be closed. Leigh Ann accepted the nomination and was elected Chair of the 2003-2004 Staff Council.

William Ketchum nominated Jim Cooper as Vice Chair for 2003-2004 Staff Council and Leigh Ann Holton seconded. Bennie Houck nominated Sharon Hodge for Vice Chair and Donna McPherson seconded. A motion was made and seconded that the nominations be closed. Both individuals accepted the nomination for Vice Chair. Sharon Hodge was elected Vice Chair of the 2003-2004 Staff Council.

Jim Cooper nominated William Ketchum as Secretary to the 2003-2004 Staff Council and Bennie Houck seconded the nomination. A motion was made and seconded that the nominations be closed. William Ketchum accepted the nomination as Secretary and was elected Secretary to the 2003-2004 Staff Council.

Sharon Hodge inquired as to whether or not Staff Council has a “Treasurer”. William Ketchum stated that there has not been the need for a separate officer position since there are a small number of transactions and the funding comes through the Foundation. Leigh Ann stated that usually the Chair has acted in that capacity since all funding issues are voted on by the Staff Council.

Sharon Hodge asked when will each member be able to receive a list of constituents. Leigh Ann said she will have that information available for the next meeting. Jim Cooper said that the Staff Council may want to divide up the list of constituents who do not have a representative on Staff Council until someone is appointed.

Bennie Houck asked if the monitor in the hallway of Building “B’ can be used to broadcast Staff Council meetings. Randy Scarboro said that it will be virtually impossible to provide all the equipment necessary to use the monitor as a broadcast medium.

Donna McPherson stated that the University System Of Georgia Staff Council Workshop will be held October 02nd and 03rd in Augusta and said she was interested in attending. Sharon Hodge said that she was interested in attending.

The next meeting was scheduled for Monday, August 25, 2003 at 2:00 p.m.
William Ketchum asked if this room was acceptable as a meeting place. Everyone agreed this was a good place to meet in the warm weather as Building “J” has very little air conditioning. Jim Cooper said we can meet in the Student Center as well.

William Ketchum said he will advise Staff Council as to the location of the August 25th meeting.

The meeting was adjourned at 3:00 p.m.