Minutes of the February 3 and 10, 2009 Meetings

HARTWICK COLLEGE STAFF COUNCIL

February Meeting Minutes

February 3, 2009

Present: Shirley Georgia, Judy Walsh, Dave Moxley, Linda Wells, Barb Konze, Mike Haehnel, Jane Bachman, Colmin Gajadar, Kathleen Traynor, Kim Noling, Anne Moriarity

Meeting Called to order at 9:02 a.m.

Minutes:

- January meeting minutes were accepted as submitted

Treasurer's Report:

Staff Council Budget

2008-09

Summary Year to Date

2/2/2009

Item

Budget

Expenses

Balance

Coffee Hours

150

150.00

Wellness Fair

200

200.00

Recognition Award

200

200.00

Supplies

50

8.00

42.00

Mardi Gras

150

150.00

Misc, Give-aways, Luncheon

100

23.95

76.05

October Luncheon

100

91.96

8.04

Prof. Development Speakers

200

200.00

Retreat

100

80.55

19.45

Ice Cream Social

300

300.00

Total

1550

204.46

1,345.54

Unbudgeted Allocation

0

0.00

Total Allocation

1550

204.46

1,345.54

Garage Sale Money

2,106.10

*Not yet charged copy charges for Prof. Devel. Committee

 

Old Business:

2009 Staff Recognition Awards:

§ Award nominations/elections are being postponed for a time in light of recent
staffing changes on campus. The nomination committee is prepared for the

elections.

§ Overall SC elections are in March, which makes adding Staff Recognition awards to the agenda at that time difficult.

§ Motion to tie Recognition Awards to the May Ice Cream Social networking event was passed

§ Elections for the awards will be held in April for award distribution in May.

Meeting with the President:

§ Mostly addressed issue of Special Fund for student suggestion

§ No report for the meeting was provided

*Remaining Old Business items were addressed via reports distributed before the meeting.

New Business:

By-Laws Changes:

§ Staff Council By-Laws will need proposed amendments as a temporary or stop-gap measure until cabinet stabilizes

§ Copies of proposed amendments were distributed on paper to members

§ Motion to pass 1st proposed amendment as worded pertaining to membership for current representation was passed

§ Motion to pass 2nd proposed amendment as worded pertaining to changes in committees representation by HCSC members from committee chairs to committee members and liaisons to council passed

Current Wording

Membership

B. Each division represented by the Cabinet Officers will hold elections, in collaboration with the HCSC Nominating and Elections Committee, for one representative. Those divisions being:

1. Academic Affairs
2. Student Life
3. Enrollment Management
4. Institutional Advancement
5. Information & Planning
6. Finance

Proposed Revision (added or changed words are underlined; asterisks denote where words have been dropped and no other words have replaced them)

Membership

B. Each division * will hold elections, in collaboration with the HCSC Nominating and Elections Committee, for one representative. Those divisions being:

1. Academic Affairs
2. Student Life
3. Enrollment Management
4. Institutional Advancement and Marketing & Communications
5. Information and Technology Services, including Copy Center, and Institutional Research
6. Finance

Committees

Committee Membership:
Each standing committee will have a membership composed of staff members willing to serve. Each standing committee shall appoint a chair who is a current HCSC member. The chair shall serve as a liaison to the HCSC. At its next regularly scheduled meeting after elections are completed (July), each committee will elect a Chair and Secretary.

Committee Chairs shall be responsible for:

· establishing Committee meeting times;

· setting Committee meeting agendas;

· conducting Committee meetings;

· serving as a conduit for communication between the Committee and other HCSC Committees as well as between the Committee and HCSC;

· presenting committee activity reports at HCSC meetings, either verbal or written.

Proposed Revision (added or changed words are underlined)

Committees
Committee Membership:
Each standing committee will have a membership composed of staff members willing to serve. Each standing committee shall include a current HCSC member who shall serve as a liaison to the HCSC. Each standing committee shall appoint a chair from among the committee membership; this may or may not be an HCSC member. At its next regularly scheduled meeting after elections are completed (July), each committee will elect a Chair and Secretary.

Committee Chairs shall be responsible for:

· establishing Committee meeting times;

· setting Committee meeting agendas;

· conducting Committee meetings;

· serving as a conduit for communication between the Committee and other HCSC Committees as well as between the Committee and HCSC;

· presenting committee activity reports at HCSC meetings, either verbal or written;

· ensuring that activities and events that the committee plans are ratified by the HCSC prior to being scheduled.

HCSC Liaison shall be responsible for

· ensuring the committee abides by HCSC by-laws

· assisting the chair in ensuring that all funding and scheduling is pre-approved by Council

Special Fund For Students:

§ Faculty has not yet been notified or approached by the president or anyone in faculty council regarding this issue

§ Resistance regarding this proposal was raised in regard to contribution of funds without recognition of gifts

§ There are questions of oversight, eligibility, management, etc. for this fund

§ Possibility of 1 time per year fund raising event in support of this fund was discussed, but brought up other questions, such as who would sponsor or pay for the event, etc.

§ Possibility of donating quinquennial awards was addressed

§ HCSC sees a benefit to establishing a fund of this nature, but the question of setting up the fund independent of SC seems difficult

Staff Reduction:

§ A lack of lead time on staff reduction announcement and lack of transition in light of lost staff was perceived

§ Staff were affected on sentimental and practical levels

§ Inflexibility in opportunity to make changes to scheduled work hours and days with supervisors/management was noted

§ A motion for SC to address the issue of possible further staffing cuts and our hopes that they would not have to be made was raised - did not go to vote.

Committee reports:

§ Updates from each of the HCSC committees were distributed to members on paper.

§ No issues for discussion related to these committees were raised.

A special meeting of HCSC to further discuss staffing reduction motion and other issues on agenda not discussed at this meeting was determined to be needed. Staff Council will meet again to continue this discussion on Tuesday, February 10th at 9:00 a.m. with location TBD.

Meeting adjourned 10:10 a.m.

Submitted

Kathleen Traynor

2/5/09

HARTWICK COLLEGE STAFF COUNCIL

February Meeting Minutes

February 10, 2009

Meeting Two

Present: Shirley Georgia, Judy Walsh, Dave Moxley, Linda Wells, Barb Konze, Mike Haehnel, Jane Bachman, Colmin Gajadar, Kathleen Traynor, Carla Kinser, Donna Cahill, Cathy Deleski, Taralyn Loewenguth

Meeting Called to order at 9:02 a.m.

Minutes:

§ Meeting minutes for both February meetings will be approved at the March HCSC meeting

Staff Reduction:

§ A motion to express the hopes of Staff Council that no further job cuts would be made on campus was mentioned at the last meeting, but had not gone to vote.

§ There is concern over what impact further staffing reductions would have upon the services that we provide to our clients

§ Academic program reviews by department are being conducted at this time. Assessment of program sizes and support are being done.

§ There is an apparent lack of communication with the campus at large regarding notifications and updates of budget cuts and their progress. The progress of the budget reduction campaigns need to be discussed more frequently with campus staff.

§ Transparency of procedure and a clear communication of staffing reduction policy is called for (i.e. being posted on the web site and included in the Employee Handbook)

§ A motion worded as follows was passed:

While we understand that decisions related to staff cuts are difficult to make, we hope that the level of communication, should potential cuts be coming again in the future, be reviewed and modified to be more transparent to the entire community. In addition we would request that the current progress on budget savings be communicated more effectively. We also ask that the cabinet begin to research a termination policy to be adopted and published by Hartwick College that would offer guidelines on the termination process, noting that termination dates may vary depending on position and responsibilities as a result of reorganization or reduction of workforce.

Meeting adjourned 10:01 a.m.  Next meeting Tuesday, March 3rd 9:00 a.m.

Submitted

Kathleen Traynor

2/12/09