MINUTES 3/11/04

8:30AM Ė Holmes Student Center 406


Present:†† Elizabeth Buck, Judy Burgess, Gay Campbell, Sara Clayton, Michele Crase, Marcia Dick, Ada Hetland, Linda Jennings, Glenda Jones, Theresa Kinniry, Joe Koch, Andy Small, and Rachel Turner.††


Excused:Jay Monteiro, Dena Olson, and LaRonda Thuestad.


Guests: ††† Jayne, Jim, and Regina Crosby, Tim Griffin, Donna Smith, Lori Sprague, and Jodi Tyrrell


I.                    Call to Order


The meeting was called to order by President Sara Clayton at approximately 8:35 a.m. in Room 406 of Holmes Student Center.The first order of business was a presentation from Clayton to Ada Hetland for her years of active, faithful service on the Council.Hetland was presented with a plaque, a gift certificate to the bookstore, and a corsage.Clayton invited the Council to a luncheon for Hetland at 11:30 a.m. at the Blackhawk. Pictures were taken of Hetland and Clayton.


II.†††††††† Approval of Agenda


A motion was made to accept the agenda as presented.The motion was seconded and passed.†††


III.††††††† Approval of Minutes of February 12, 2004, Meeting


A motion was made to accept the minutes as presented.The motion was seconded and passed.


IV.††††††† Treasurerís Report


Treasurer Elizabeth Buck distributed copies of the treasurerís report for the eight-month period ended 2/29/04 for the Councilís perusal.After discussion of expenditures, a motion was made to accept the Treasurerís report. The motion was seconded and passed.Judy Burgess is the appointed representative of the operating staff on the university search committee for the new Vice President of Student Affairs.The search committee is going to meet the candidates at Chicago OíHare Airport on Tuesday, March 16 and Wednesday, March 17, 2004. Motion was made, seconded, and passed to use funds from the OSC Support account for Burgess to stay overnight in Chicago during the interviews.


V.†††††††† Announcement/Correspondence


1.†††††††† Jodi Tyrrell announced that graduate assistantships are now being posted on the HRS website.If anyone has any assistantships they want posted, they should contact Jeanne Ratfield at Human Resource Services.The template for the graduate assistantship offer letter is now available on the website, as well.Students can access the website, as well, to find those departments that have assistantships available.††



VI.††††††† Committee Reports


††††††††††† A.†††††††† Personnel/Staff Developments/Benefits.No report.†††


††††††††††††††††††††††† Marcia Dick will contact the University Benefits committee and express civil ††††††††††††††††††††††††††††††††† ††††††††††† service employeesí concerns about possible cuts in dental coverage and CIGNA paying †††††††††††††††††††††††††††† claims very late.



B.                  Elections and Appointments


The deadline for ballot returns will be April 16, 2004.Linda Jennings distributed a draft copy of the memorandum that will be mailed with the ballot to civil service employees.Jennings asked the Council for help in proofing the draft and for any changes and /or suggestions on the ballot.General discussion followed concerning the ballot.

Michele Crase will be conducting the election process since Jennings is seeking reelection.


C.                  Public Relations†††††


Joe Koch said the committee did not meet.However, when the committee for the Operating Staff Dependent Award met, they learned that someone may donate an item for raffle.Koch contacted Norden Gilbert, the University Counsel and Contracts Administrator from the University Legal Services staff, and asked about any rules and regulations regarding a raffle.Gilbert recommends that we obtain a city license to conduct a raffle and advise Legal Counsel before we have one.


Michele Crase reported 37 nominees for the Outstanding Service Award were received. The subcommittee is contemplating making changes in the requirements for nominations for this award.For example, perhaps an employee should have to work at Northern Illinois University for at least five years before they could be nominated for the award.Crase reported that when the subcommittee finalizes their recommendations, they will write a proposal to present to the Council.General discussion followed.


D.                  Visiting Committees/Guests


Jennings introduced the recipient of the Operating Staff Dependent Award, Jayne Crosby, and her parents, Jim and Regina, to the Council.Her mother is the Student Insurance Office Supervisor for the University Health Service.Jayne graduated from Hiawatha High School and is currently a junior English major at Northern Illinois University.She has participated in the Media & Culture in Ireland program twice through the NIU Study Abroad office. She has also visited England, Belgium, and Scotland.She is planning to go to France this summer.Her occupational goal is to become a professor of English at a university.She is Golden Key, Sigma Tau Delta, the English Honor Society, and since she has received the Staff Dependent Award, she has also been tapped for the National Honor Society Motor Board.The check for Jayne has been deposited in her Bursar account. During the meeting, she was also given a certificate of honor and pictures were taken.Jayne is very deserving and very exemplary of the kind of students that attend NIU. Jayne thanked the Council for the honor of receiving the award.


††††††††††††††††††††††† Jennings introduced Lori Sprague, Materials/Facilities Manager at University Health †††††††††††††††††††††† ††††††††††† Services.Sprague brought a report to the Council from the Campus Security and ††††††††††††††††††††††††† Environmental Quality Committee. Sprague has worked at NIU for the past six years and †††††††††††††††††††††††† enjoys learning new things about the campus all the time.The CSEQ university ††††††††††††††††††††††††††††††††††††††††††††† committee is comprised of about 20 members and has three subcommittees:Safety and ††††††††††††††††††††††††††††††††† Security, Exterior Environmental, and Interior Environmental. Sprague serves on the ††††††††††††††††††††††††††† Interior Environmental subcommittee.


This past year the Safety and Security Subcommittee has worked on adding more Call Boxes on campus, especially around the Convocation Center, Barsema Hall, and the School of Nursing. Safety of student move-in and move-out days with traffic congestion and parking is also being evaluated.


††††††††††††††††††††††† Sprague reported the Exterior Committee is considering moving the Victory Bell because †††††††††††††††††††††††††† of the changes that are coming to the DuSable circle. This subcommittee was involved ††††††††††††††††††††††††††††††††† with the Lagoon project. Sprague reported they plant and replace trees and flowers ††††††††††††††††††††††††††††††††††† to keep the campus beautiful.


Sprague is on the Interior Subcommittee.They have been restudying the campus smoking policy.They have looked at having smoking areas a certain distance away from buildings, going completely smoke-free, and having designated smoking entrances for each building.The committee has decided to work with each smoking complaint on a case-by-case basis.This committee would coordinate with the Exterior Committee in regards to moving ashtrays, benches, etc. The committee is working on the procedures for handling complaints when received. This committee also discusses the absence of an open-flame policy for campus that would include candles, incense, toasters, space heaters, coffee pots, etc. General discussion followed Spragueís report.



E.                  EAC.No report.



F.†††††††† UAC.No report.



G.†††††††† University Council.No report.††††



H.                  Special Events Committee


In the absence of Chair LaRonda Thuestad, Gay Campbell distributed the draft of the StaffFest flyer for 2004 to the Council members for their perusal.Final changes are needed in order to get the flyer to Document Services for printing and distribution.A sign-up sheet was also passed around the room for the Council to choose a committee to serve on during the event.A chair is needed for the Prize Committee.


A short video that was used at the re-dedication of the Duke Ellington Ballroom is lined up for the event.It is 4 Ĺ minutes in length, with a history of the Duke and why the ballroom was named after him.Since the ballroom now has new and improved video equipment, the names of those who win door prizes will be on the video screen.


The visitorís parking lot is free of charge to retirees with a current NIU parking permit.A note will be put in with the tickets when they are sent out.



VII.               Old Business


A.               Wellness Fair


Clayton reminded the Council of the Wellness Fair that will be held March 24, 2004.††††



VIII.††††† New Business


††††††††††† A.†††††††† Council of Councilís Meeting††††††


Andy Small continues to invite people such as John Filan, Governorís Office of Management and Budget, and Michael Rumman, Director of Central Management Services.Small received these names from Kathy Buettner, the Executive Director of State and Federal Relations for NIU.Buettner and President Peters have been very helpful in assisting Small send invitations to those individuals in the state representing areas that affect civil service employees. Small reported that preparations for the meeting are going well, but will be happy to hear from Council members who wish to work on committees. Smallís objective at this Council of Councilís meeting would be to have authorities from around the state come and talk about issues employees are concerned about and interested in, and give people opportunity to voice their opinions to those who can make a difference.



IX.                ADJOURNMENT


†††††††††††† A motion was made to adjourn the meeting at 11:00 a.m.†† Motion seconded and passed.††







Gay Campbell

OSC Secretary††