Operating Staff Council Meeting

Minutes 6/12/08

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



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


Absent:             Alan Smith, Jesse Tellez


Guests:             Tim Griffin, Jodi Tyrrell, Nancy Schuneman, Don Butler, Pamela Rosenberg, Paul Stoddard



I.          Call to Order

President Jay Monteiro called the regular meeting of the Operating Staff Council (OSC) to order at 9:05 a.m. on Thursday, June 12, 2008.


II.        Approval of Agenda

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


III.       Approval of Minutes of the May 8, 2008, Meeting

A motion was made to accept the minutes as amended.  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.


V.        Announcements/Correspondence

Monteiro welcomed Paul Stoddard, Executive Secretary of the University Council and President of Faculty Senate.  He also introduced new members Don Butler of Media Services and Pamela Rosenberg of International Programs.


Monteiro announced that Theresa Kinniry has left the university.  A card was passed around for Council to sign for her.


It was announced that Secretarial Advisory Committee has been renamed the Administrative Professionals Advisory Council (APAC).  APAC@niu.edu is their new e-mail address.


 VI.      Committee Reports


A.        Special Events

LaRonda Thuestad reported that 972 people have returned reservations for StaffFest.  Seven people used the form from the newsletter to sign up.  Letters still need to be mailed for servers.  Brenda Smith offered to donate two quilts for prizes.  Monteiro stated that Thuestad chose not to run again for OSC but will continue to attend meetings as Chair of StaffFest 2008.



            B.        Personnel/Staff Development/Benefits  

The committee met Wednesday, June 11, 2008.  The main topic of discussion was suggesting ways of mentoring new Operating Staff.  Marcia Dick reported on the mentoring program for cross-training that was implemented in the library. 


Elizabeth Buck told of the encouragement she gives to new employees and advising how they can get promotions in different departments of the University.


Nancy Schuneman shared what the APAC does to inform employees of opportunities.


Dick reported on the State Universities Annuitants Association (SUAA) subscriber’s list.  A question was raised about the affects of the possible Illinois Constitutional Convention in regards to retiring.  Everyone was encouraged to become a member of the SUAA in order to stay on top of retirement situations.


Clayton was in Washington, D.C., for a conference and reported that the State of Maryland is not raising tuition levels for the third year in a row. 


            C.        Elections and Appointments-

                        1.  Elections

Campbell thanked Small for overseeing the election.  Campbell was on the ballot and could not run the election.


Andy reported on the results of the election.  New members are Don Butler, Carlos Raices and Pamela Rosenberg.  Re-elected are Gay Campbell, Sara Clayton, Marcia Dick and Glenda Jones.


OSC is going to try and get someone from every division on OSC. 

Small passed around a sheet with breakdown of term lists and when terms expire.


Campbell passed around folders with committee interest sheets and applicant’s names.  Campbell asked for votes for the different committees.  Those elected were as follows: 

            Athletic Board – Marcia Dick

            Campus Parking Committee – Peggy Simonds

                        (one Operating Staff member still needed)

            Parking Appeals – three Operating Staff members still needed

            University Benefits Committee – Ray Foster

            Presidential Commission on the Status of Women – Jelmir Atkins

                        name will be submitted to President Peters for approval.


Campbell will check out the policy on number of terms/limitations for various committees as suggested by several members of the OSC and Paul Stoddard. 


Nominations for officers of OSC for FY09 were submitted.


President nominees are:  Monteiro, Small, Dick, Clayton, Jones, Jennings, Buck, K. Smith. 

Declined:   Buck, Jones, Dick, Jennings, Small, K. Smith.


Vice President nominees:  Clayton, Buck, Jones, Nixon, Dick, Jennings, Burgess, Small, Monteiro, Campbell.

Declined:  Burgess, Nixon, Jones, Buck, Dick, Jennings.


Treasurer nominees:  Nixon, Buck, B. Smith, K. Smith, Burgess, Dick, Jones, Jennings, Campbell. 

Declined:  Jennings, Burgess, Dick, Jones, B. Smith


Secretary nominees:  Nixon, K. Smith, Dick, Campbell, B. Smith, Jennings, Jones, Burgess, Monteiro, Buck, Clayton

Declined:  All declined except B. Smith.


Small was elected as parliamentarian.


            C.        Public Relations

Karen Smith reported that the committee discussed what should be done for outgoing members when they leave.  It was suggested a policy should be made to address the situation and develop a standard.  It was decided to give certificates. 


D.                Visiting Committee/Guests  



E.                 EAC

Clayton reported there was one resignation from the State Universities Civil Service System (SUCSS) office. 


Clayton discussed the audit program and informed the OSC that the SUCSS auditors will be at NIU November, 18 - 21, 2008.


SUCSS staff continues to work with employers and employee groups on several proposed rule and procedure changes including a clarification regarding veteran preference.


SUCSS office continues to work on converting civil service exams into electronic formats within the E-Test system.



F.                  UAC

Academic Affairs, Student Affairs and Personnel Committee – Monteiro

reported on three appointments that will go to the Board of Trustees on Thursday, June 17, 2008.

Dr. James Erman – Vice President for Research and     Graduate Studies

Dr. Brad Bond – Acting Dean of the Graduate School

Dr. Richard Holly – Acting Dean of the College of Visual and

            Performing Arts


Finance, Facilities and Operations Committee – Monteiro reported that

it was mentioned that the possibility of raises looked bleak.

Legislation, Audit and External Affairs Committee – Monteiro reported

that a number of Senate and House Bills were discussed.

All three committee books were passed for more informational reading.


            G.        University Council

                                Did not meet.


VII.     Old Business



VIII.    New Business


             A.       Parking Garage Proposal

Monteiro reported that the Parking Committee has suggested that now would be the time for OSC to develop a proposal for a new parking garage.  There are two or three areas appropriate for a new garage and the bond market would be conducive to paying for one.  Monteiro charged the Public Relations Committee to develop a letter of recommendation and to bring that back to OSC.


             B.       Increments 2009

Administration has asked the OSC for their increment recommendation for FY2009.  After discussion, a motion was made that any FY2009 increments should be given across the board for exempt and non-exempt Civil Service employees.  The motion was seconded and passed with two opposed votes.


             C.       Grievance List

OSC needs to forward 15 names for the list to the Office of University Council. 


IX        Adjournment – A motion was made and approved at 11:15 a.m. to adjourn.