Date: October 27, 2004
Time: 10:00 a.m.
Location: B-120

Members Present: William Ketchum (Chair), Amanda Canup, Bennie Sue Houck, Ann Lay, Brandon McLain (Secretary), David Stone, Edward Bulick, Randall Scarboro, Jeff Carter, Mary Ann Hill, Sharon Hodge (Vice Chair), Peggy Romanowski,
Members Absent: Fola Teru, Linda Powell, Teresa Street

Advisors Present: Mary Phillips, Dawn Ramsey

Guest: Charles Azebeokhai, Donna Zeigler, Shirnett Campbell

The meeting began at 10:00am and opened with a welcome and an introduction of Charles Azebeokhai as a guest. At this time, William Ketchum asked us to read over the September 1st minutes for approval. He then opened the floor for discussion and any corrections to be made. After reviewing the minutes, William Ketchum then stated that the titles of Sharon Hodge (Vice Chair), Brandon McLain (Secretary), and himself (Chair) in the members present be changed. A motion was made. Jeff Carter seconded the motion that the minutes be approved.

The minutes were approved.

Sharon Hodge stated that the budget is $3015.14. Spending for this fiscal year is $25.00 for USG Staff Council Dues, $550.41 for the USG Staff Council Annual Conference and $0.60 for postage.

The Council then moved to old business in which the secretary job description issue was discussed. Sharon Hodge then read the following events:

• On September 10, 2003, Leigh Ann Holton, Chair, Staff Council and I, Vice Chair, Staff Council; met with Charles Azebeokhai, Director Administrative HR; Mary Ellen McGee, AA Officer & Coordinator; and Quint Hill, Benefits Coordinator, HR to discuss three points: job descriptions, job titles, and the title as listed on pay stubs as Office/Clerical Assistant. It was determined that we should meet with Dr. Rossbacher.

• On October 15, 2003, Leigh Ann Holton and I, representing Staff Council, met with Dr. Rossbacher to discuss items presented in our previous meeting with HR representatives.

• In a letter dated October 28, 2003, Dr. Rossbacher wrote Charles Azebeokhai, requesting that he look into this matter and advice her accordingly.

• A committee was formed: Leigh Ann Holton, Staff Council Chair; Sharon Hodge, Staff Council Vice Chair; Mary Ellen McGee, AA Officer & Coordinator; Quint Hill, Benefits Coordinator, HR; Charles Azebeokhai, Director Administrative HR. We met on November 11, 2003, to discuss three points: job descriptions, job titles and the title as list on pay stubs, Office/Clerical Assistant.

Due to health problems, I was unable to be on the committee for a period of time whereby Alberta Cook was seated in my stead.

• After the first of the year, 2004, I returned to the committee. Alberta Cook stepped down and Ann Lay was requested to join the committee representing the secretarial staff.

• In July 2004, after many meetings, correspondence with departments, and a forum, we the committee forwarded our recommendations to Charles so he could compose a memo to Dr. Rossbacher.

• As of today, a letter has not been composed so, therefore, the process of changing the secretarial titles and revising job descriptions has not come to fruition. The committee understood that Dr. Rossbacher wanted this to be completed by December 2003. Charles has been kind enough to come to our meeting to discuss this with the Staff Council.

Charles Azebeokhai stated several times that there would not be any budget impact concerning the secretary job description changes. Charles Azebeokhai’s recommendations will be discussed in the near future if the job descriptions for secretaries are approved by Dr. Rossbacher. William Ketchum then asked if the job descriptions would be finished by Christmas break? Mr. Azebeokhai’s answer was most definitely. Peggy Romanowski then asked if he was using a model for the descriptions from federal or state agencies? Mr. Azebeokhai then answered that he had looked at other schools and employers in order to stay consistent with today’s world. Finally, Mr. Azebeokhai stated that “we” need to lean more towards the abilities of the secretaries rather than them just possessing a degree.

The second item discussed was from our Election Procedure Modifications Sub-Committee which includes Bennie Houck, Ann Lay, and Ted Bulick. A memorandum was handed out that stated:

• All voting ballots MUST be taken to Dean Barry Birckhead’s office (voting box) by deadline of 5:00 p.m. Ballots can not be faxed or emailed. No ballots will be accepted after deadline.

• NO write-in candidates accepted

• 3 persons to do counting (2 persons from the Election Committee and 1 person i.e. ex-officio and/or advisors (Mary Phillips or Dawn Ramsey)

• The process of counting the votes:
Each Election Committee member will do a blind count of each and every IPED group. The 3rd person will count again and compare to the original 2 member count. If all numbers agree, then this would be the final number of votes for each candidate.

A discussion began concerning the memorandum, in which Sharon Hodge asked who would make sure that a person does not vote more than one time….check the votes. Dawn Ramsey then asked who retrieves the ballots out of the box at the end of the timeframe. She then asked what if the people counting the votes declare the numbers do not match, who would be notified. The Chair of the committee will notify the participant and the campus as soon as a winner is established. The Election Procedure Modifications Sub-Committee is an on-going committee that will continue to work on the specific guidelines through April.

William Ketchum stated that he would like this election committee to remain intact and produce a detailed revised election procedures to bring to the November, 2004 meeting.

The third item of old business was the UGS Statewide Conference at Georgia Southwestern University. Bennie Houck and Ann Lay both discussed how each concerned member and/or constituents need to stay in touch with his or her State and/or House of Representative legislator regarding the state of the university budget cuts.

William Ketchum stated that $185.00 was collected for the Susan G. Komen Breast Cancer Research Foundation Fund Drive. Also concerning Breast Cancer Awareness Month, Kellie Judge in the Recreation and Wellness Center, will continue to have carnations for sale through the end of the month for any additional donations.

The last item under old business concerns personal days. William Ketchum discussed how the personnel regulation manual does not have any policies on personal days.

William Ketchum stated that he will put this item on the agenda for the next USG Staff Council meeting to see if other units in the University System are doing this.

The first item of discussion under new business dealt with the door prize for the holiday luncheon. Staff Council will contribute a door prize for the holiday luncheon as requested by Ann Lay. The prize will be paid for out of the Staff Council budget. Sharon Hodge then made a motion to give Ann Lay $25.00 from the budget to purchase a gift of her choice for the door prize. Jeff Carter seconded the motion and the vote carried. The holiday luncheon will be held on December 10, 2004.

The second item of new business was the system wide budget reductions presented by William Ketchum and Sharon Hodge. A handout was disbursed to every member of the Staff Council concerning the resolution. William Ketchum stated that each staff member should know that they are eligible to vote otherwise engage in the normal political issues of society. Jeff Carter then stated that you have to be allowed to leave work to perform your civic duty and vote. A discussion then ensued as Peggy Romanowski asked what if the voting procedure takes more than an hour or two. The discussion continued and it was stated that employees could take as much time as needed to vote. Sharon Hodge then made a motion to have the Staff Council resolution handout accepted as a guide. Jeff Carter seconded the motion and the motion was approved unanimously.

The Open Enrollments Benefits Fair will be held on October 28, 2004.

In closing, the Staff Council encouraged all constituents to vote in the Presidential Elections.

The next Staff Council meeting will be Thursday, November 18 at 10:00am in room B-120.

The meeting was adjourned at 11:10am.