Operating Staff Council Meeting

Minutes 2/14/08

Holmes Student Center, Room 406 – 9 A.M.


Present:            Elizabeth Buck, Judy Burgess, Gay Campbell, Sara Clayton, Marcia Dick, Linda Jennings, Glenda Jones, Theresa Kinniry, Jay Monteiro, Danell Nixon, Andy Small, Alan Smith, Brenda Smith, Karen Smith, LaRonda Thuestad


Absent:             Jesse Tellez


Guests: None


I.          Call to Order


President Jay Monteiro called the regular meeting of the Operating Staff Council to order at 9:10 a.m. on Thursday, February 14, 2008.


II.        Approval of Agenda


A motion was made to accept the agenda with several additions. The motion was seconded and passed.


III.       Approval of Minutes of the January 10, 2008, Meeting


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


IV.       Treasurer’s Report


A motion was made to accept the treasurer’s report.  The motion was seconded and passed. The Council voted to have Treasurer Elizabeth Buck include information about the Council’s NIU Foundation account on the monthly treasurer’s report.


V.        Announcements/Correspondence


            -           Monteiro passed around a thank you card from Brenda Smith.


-                     Monteiro passed around the Secretarial Advisory Council (SAC) minutes. Some points of interest included the conversion of the secretarial exams to e-tests; new Position Request Forms; and Administrative Professionals Day which is April 24.


-                     Marcia Dick said the library is in the process of interviewing several candidates for the Dean position.


-                     Andy Small pointed out that the referendum for the DeKalb School District passed.  Plans are underway to build a new high school and renovate existing schools to accommodate the growing need in the community.


 VI.      Committee Reports


            A.        Personnel/Staff Development/Benefits  - No Report


            B.        Elections and Appointments- No Report


            C.        Special Events –


LaRonda Thuestad said the committee could use more members.  She also said that a person is needed to solicit prize donations.


D.                Public Relations –


Monteiro reported that nominations are still being accepted for the Outstanding Service Award.  He also said there were no volunteers to assist Clare Williams with the new Endowment Committee.  The PR committee will assist Williams.


E.                 Visiting Committees/Guests – None


            F.         Employee Advisory Council (EAC) –


Sara Clayton reported that the EAC met January 24 & 25, 2008, in Urbana. She said 17 Human Resource Directors from universities around the state attended the meeting. Issues discussed included:


-  Positions created with grant monies and how to keep employees once the grant money runs out.


-  The fate of the Pilot Program was discussed.  It is now in its last year and will be evaluated for effectiveness.


-  Four new EAC members were seated. 


-  Small asked if any of the state universities had volunteered to host the Council of Councils meeting. None have so Small will contact Tom Morelock about the State Civil Service System office hosting it.


            G.        UAC – No Report


H.                University Council –


Monteiro reported that the University Council met on January 20, 2008.  Highlights included:


-                     President Peters talked about snow removal.  He also talked about improving communication regarding university closures.


-                     The Illinois Board of Higher Education (IBHE) is formulating a new budget.  It is not known if monies will be available for the renovation of Stevens Building.


-                     President Peters encouraged everyone to vote.


-                     The first draft of the Emergency Plan is completed and is based on the National Incident Management System (NIMS). Communications between campus security and the city of DeKalb have been tested. An Emergency Mobile Command Center is also available to provide security at specific sites.


-                     In order to better inform students about campus happenings, Blackboard may be used.


-                     The university is looking at racial issues on campus.


-                     Papers for the Strategic Plan numbered 300.  The papers will be reviewed, prioritized, and reduced to a few dozen.


-                     The Campus Climate Survey will include a survey for students first, faculty and staff second, and then other employees third.


I.                   Faculty Senate-


Monteiro reported that the Faculty Senate met January 23, 2008.  Highlights included:


-                     The Campus Climate Survey


-                     A concern about the lack of a back-up plan for finals should there be a university closure that week.


-                     Questions about how long student records should be kept on file.


VII.     Old Business  -


            A.        Mid-Year Increments


Small sent an e-mail to Steve Cunningham regarding mid-year increments. Small suggested that a new process may need to be implemented in order to distribute the increments. Cunningham said that the matter is under review.


Monteiro received an anonymous letter expressing concern about the distribution of increments.  After much discussion, it was decided that an article should be written for the newsletter.


VIII.     New Business –


            A. Summer Hours


            The Council will recommend that the four-day summer work schedule coincide with the DeKalb and Sycamore School Districts schedules; that the hours worked be flexible (i.e., 7 a.m. to 5 p.m., 7:30 a.m. to 5:30 p.m., etc.); and that information about the summer schedule be disseminated to employees earlier.


B.     Wellness Fair


The Wellness Fair will be held on March 26.  Clayton, Small, Gay Campbell and Danell Nixon will plan the event. A sign up sheet will be available at the March meeting for work sign up.



IX.       Adjournment – A motion was made and approved at 11:30 a.m. to adjourn.