Date: August 25, 2003
Time: 2:00 p.m.

Members Present: Amanda Canup, Jeff Carter, Jim Cooper, Sharon Hodge, Leigh Ann Holton, Bennie Sue Houck, William Ketchum, Donna McPherson, Randall Scarboro

Members Absent: Annette Gillespie

Advisors Present: Mary Phillips, Dawn Ramsey

Advisors Absent: None

The meeting was called to order by Leigh Ann Holton, Chair of the 2003-2004 Staff Council.

The minutes of the July 31, 2003 meeting were reviewed by Staff Council members. Sharon Hodge made a motion the minutes be approved with no changes and Jim Cooper seconded. The minutes were approved.

Leigh Ann Holton provided a budget update. Staff Council has $3,612.84 remaining in a “90” (agency) account. Leigh Ann asked Jim Cooper if there was any money from the Foundation remaining from last year and Jim replied that he believed all the Foundation’s contribution to Staff Council for 2002-2003 was spent; however, he will confirm that with Pat Garrett. Jim stated that the Foundation will not advance any money to Staff Council for this year.

Leigh Ann stated that Staff Council may want to consider a fund raiser. Leigh Ann indicated that Human Resources will work with Staff Council on the service recognition and staff awards and funding for that may come from Human Resources budget.

Leigh Ann passed around the constituents list and noted that groups six and seven have no representation on Staff Council. Leigh Ann said that she had spoken with someone who may be interested in representing group seven.

Jim Cooper and William Ketchum volunteered to contact the constituents in group six and seven until a representative could be appointed from those groups.

Leigh Ann asked the Staff Council members to verify that the information on the constituents list is correct. Leigh Ann will generate a new constituents list and send it to the designated group representative by e-mail.

Leigh Ann said that she and Sharon Hodge will attend the USG Staff Council workshops to be held at Augusta State University (Augusta, Georgia) later this year. The funding for the expenses will come from different sources. Donna McPherson will complete the forms for travel and send to Joyce Dupree. Leigh Ann said the registration fee will come out of the $3,612.84 left over from prior years funding.

Leigh Ann asked Amanda Canup if she could monitor the Staff Council Web Page to keep the information current and informative. Jeff Carter said that he has some Staff Council information on the web page already and Amanda may need to coordinate what she does with him.

On new business, Leigh Ann said that Staff Council has been asked to support the Lee Denim event which occurred on campus a few years ago. Jeff Carter asked what the event entails and Leigh Ann said that the campus community is asked to donate five dollars ($5.00) which goes to breast cancer research. Anyone donating the five dollars can wear jeans on October 10th and is provided a pin that says they supported “Lee Denim Day”.

Leigh Ann said that Staff Council advertises Lee Denim Day through “spsu- official” and many members of the campus community provide a donation.

Jim Cooper made a motion that Staff Council support this effort again this year and Bennie Houck seconded the motion. The Staff Council voted unanimously to advertise and support Lee Denim Day.

Sharon Hodge inquired as to the status of producing accurate job descriptions for administrative secretaries. Each academic program has
a generic secretarial job description and the position and title of “secretary” is out of date with the job responsibilities of many of the individuals working in the various academic programs. Mary Phillips suggested that Sharon ask Charles Azebeokhai in Human Resources (HR). HR is supposed to be updating job descriptions campus wide. Sharon commented that this process has been ongoing for the past five years and the administrative secretaries need accurate job descriptions.

Jeff Carter asked what was the necessity for updating the job descriptions and Sharon replied that it is important when someone applies for another job within or outside of the University System. Donna McPherson stated that an accurate job description defines the qualifications and what the individual is doing in the work force.

Jim Cooper stated that “spsu-official” handles a large volume of e-mail and wanted to know if Staff Council can set up something that is more personal. Jim would like to see something where the campus community can post questions and get some interaction. Amanda said she will contact Information Technology and see what is available.

Donna McPherson inquired as to whether there will be any open forums with the Vice Presidents and the President this year? Donna said that most of those turned into little more than gripe sessions. William Ketchum stated that an agenda could be developed to cover what was discussed and that might make the sessions more productive.

The next Staff Council meeting is scheduled for Tuesday, September 30, 2003. William Ketchum stated that he will advise via e-mail as to the location of the next meeting.

The meeting was adjourned at 2:50 p.m.