ࡱ> ikh KObjbj!! 7zC_C_;G6 6     8ULdi.h-------$/2~. .  #.6  --,-@32;d--9.0i.|-330--3 -,..i.36 : Staff Council Meeting Minutes August 15, 2023 Members: Jessy Sears (Acting President, President Elect), Lisa Wise (Past President), Theresa Capasso(Treasurer), Amy Dressel (CMS), Whitney Fenwick (CMS), Veronica Garcia (MAL-C), Jena Lords (MAL-C), Marci Miller (MAL-NC), Marty Vizcarra (MAL-NC), Jamie Howerton (Secretary), Megan Baskins, Mia Benkenstein, Amy Bull, Jack Bradley, Carolin Glendenning-Bowman, Mary Guyton, Terra Harris, Ann Medinger, Soni Myers, Chanel Quirk, Dan Woerner, Omar Raudez, Erik Talbert Special Guest: President Satterlee Members Absent: Excused: Jamie Howerton, Marci Miller, Ann Medinger, Omar Raudez (came later) The team discussed whether to record todays SC meeting. Marty motioned to record the meeting, Veronica second the motion. The team decided to record the meeting. Jessy welcomed everyone to the first SC meeting. Secretary Report: Carolin covering for Jamie today. Any changes needed for the May 16, 2023 meeting minutes? . Omar motioned to approve minutes from the May 16, 2023 meeting ..... Theresa seconded the motion Veronica stated that she checked her email and cannot find the May 16, 2023 minutes. Carolin stated that she must have forgotten to email out the May minutes. Veronica motioned to table the minutes from May, Carolin seconded. Treasurers Report: Theresa prepared a starting point budget, she shared her screen with the budget sheet, based on information brought up during the summer, the events list she received from the events committee and the increased budget of $11,000. She shared this budget with the Executive Council. The first event took place on Monday, August 14th, and she is waiting for the expense to come through. Theresa will populate the budget sheet as expenses come in throughout the year. Please let Theresa know if you have any questions or suggestions. Amy asked if SC members should add their own expenses. Theresa asked everyone to email her any expenses. CMS Report: Amy stated that the CMS team is updating the website as appropriate and that they post the minutes on the website as they receive those. They are also updating the committees with the new committee members. She asked if there are events going on in the departments that SC members want to share to let the CMS team know and they will publish them. Amy asked new members to submit staff photos. She will email everyone who needs a picture. Old Business: None New Business: 1. Welcome and Thank you! Jessy Jessy welcomed Mary who hasnt attended a meeting yet. Mary is a new classified SC member. Jessy gave a shout out to the events committee and everyone who volunteered during the Presidents Fall Address. She thanked Carolin for jumping in and taking minutes for this meeting and the CMS team, Amy and Whitney, for introducing new members throughout the summer and keeping the SC out there. Jessy wants to take a minute to remind everyone on the SC team of SCs vision, mission and values. Jessy briefly talked about the process of developing SCs vision, mission and values throughout last year. President Satterlee arrived. Jessy welcomed President Satterlee and thanked him for the budget increase SC received. She explained, SC submitted an adjustment request to SCs budget to Admin Counsel and the budget was increases almost 50%. She thanked for that support, she stated, I know you give us really good feedback last year, and we follow the channels that are in place for the university to do things, and it worked. See the discussion with President Satterlee in Appendix A. Continuing with 1. Welcome and Thank you! Jessy Jessy discussed SCs mission, vision, the values that the SC team built together, and the behaviors associated with those. She wants SC members to remember that SCs mission is to represent ISU staff by advocating for their best interests. And the vision is that SC strive to strengthen each staff member by supporting their success and well-being. Jessy would like to start off every meeting by talking about some aspect of SCs mission and vision as well as SCs values and the behaviors associated with those. 2. Updates from Jessy 1. Leadership Council 1. New Student Club There will be a new student club. Two African-American students attended a leadership summit and attended Admin Council. They would like to bring everyone together and wrap arms around each other. This club will be heavily supported by the colleges and staff. If members of staff want to be part of the club as mentors etc. More information will come out on this; one goal will be building a culture of inclusivity and togetherness. Staff can be mentors for the club. 2. Cybersecurity Research Initiative Funding was received through cybersecurity initiative. It is to develop support programs for cybersecurity industry in collaboration with University of Ĵý. If Jessy heard correctly, a lot of money is going to be put into the Ĵý Falls campus. Lets wait for more information will come out about that before spreading the word. b. Meal Plan on campus Was discussed, there is a freeze on raising the meal plan price for employees, Jessy shared the conversations she had with Lowell Richards and Chartwells; currently Chartwells and Academic Affairs are reevaluating the meal plan cost. And she referred to Lisas statement, Chartwells is a business, and they are here to make money. She asked to give Chartwells some time to figure this out. c. Hiring Pause and Resource page /hr/fy2024-hiring-pause/ Discussed with President Satterlee d. Awareness: Fall Building evacuation schedule Jessy briefly discussed the planned building evacuation; this will have widespread spread impact on every single person and on this campus, including students and staff. Please send questions to Jessy if anyone has questions about the evacuation Exercise. 3. Deb Brower (1:45) 15 min presentation on MyISU which will be replacing Bengal Web later this month 4. Strengths, Opportunities, Aspirations, and Results (SOAR). Opportunity to provide insight about Staff Council and ISU staff to the Presidential Transition Committee Lisa spoke about SOAR (in BOX). The university is putting together a Presidential Transition Committee and Lisa was asked to be on the committee. No as a SC member, but as an UBO. However, her assignment is to come back to SC with this exercise. The Presidential Transition Committee is creating a document, a big binder, for the incoming president. They said that the President of the United States gets a document like that when he transitions in so why not the president of a university? President Satterlee didnt get a transition document and had to piece together all the information he needed from wherever he could find it. He asked Jen Forshee to create the document with very concise information as to where the university is at this time, how we got to this point and where the university wants to move forward. The committee asks that SC complete a SOAR exercise on behalf of staff (the SOAR guidance is in Box). Lisa thinks we should take the results from the Employee Engagement Survey as a starting point for the SOAR as well as anything that we hear as SC members or is brought up to us. The team discussed how to approach the task. It needs to be completed by October 11, 2023. All SC members needs to read through the material in Box and once the Google document is created, everyone should share their thoughts. 5. Address the bylaws including the motion that was tabled during the zoom meeting - Jessy Jessy proposed to table the motion that was tabled indefinitely and to create a new motion during this meeting because the tabled motion needs to be changed to formalize it. Terra second the motion. The team discussed Jessys proposal/motion. Lisa suggested that before changes can be made to the presidency (elect a classified president-elect), the bylaws need to be rewritten and the motion needs to include the rewriting of the bylaws. Terra stated that the current bylaws do not support the motion. Jessy motions to amend the tabled motion as follows: We form a committee to amend the bylaws and then conduct an election for the president elect position based on the amended bylaws. The team discussed whether the president could make a motion. Veronica stated that there needs to be a deadline because amending the bylaws can take months and we need a decision sooner than later. Jack stated that the amended motion is not responsive to the problem at hand. The problem at hand is that we dont know if we should have a classified president elect or not or should Jessy do both roles for essentially two years. He stated that we need to determine today how we are going to amend the bylaws and what it will look like and if we cannot determine that today, we need to state when we will do that. We need a timeline. The team discussed the bylaw committee and ask Jack if he has an idea to what the motion should be. Jack motioned, I amend the motion to create a bylaws committee or a larger one, a new one, that amends the bylaws and tackles that project over the next academic year, with the express understanding that during that process we will plan on electing a classified president elect, well make sure the bylaws are reflective of that. But at the same time, well identify a president elect as soon as possible so we can get moving with that process. Veronica second the motion. The team discussed the motion and decided that it needs to be simplified. Jack motioned, that we are going to have a committee that will revise our bylaws and address the numerous discrepancies that weve identified; thats part one of the motion and part 2 of the motion is that committee operates through the express understanding that were going to elect a classified president elect; and that any changes that we make to the bylaws, which we all agree on need to happen, are gonna at least include that one key piece. The team discussed the motions that have been made. Mia has to leave and summarized the discussion: What Im hearing basically, is that Jessy stays as our president right now as a non-classified person. We vote for a classified person, and the reason we want the classified person on the committee is because they need to be on the Executive Committee so they can learn what they need to know when they take over the president position. The motion is that our leadership will then be voted on and we know that the bylaws must be changed. The committee get the bylaws change within this year, so that we can get everything set which is going to take place. Jack suggested that we should email out the motion and give everyone a change to vote on it. Veronica agreed with Jack. Jack will formulate a motion and email it to Jessy. The team decided to give everyone (SC members) a week to vote on the motion. 6. Call for staff volunteers for the Hispanic Youth Leadership Summit at ISU Jena has been tasked to find a couple hundred volunteers and asked SC members to sign up to volunteer on Wednesday, October 4 to help at the HYLS The following is the volunteer form: https://docs.google.com/forms/d/147ke9Jkvx0fHsC68dP2ZqkwB1IyDt_60Kk- 6GOQa9y4/edit 7. Request for additional volunteers to join the events and marketing committee Jessy Jessy stated that the event committee needs additional committee members and asked for volunteers. Jessy explained that with an increased budget, an increased number of events is expected and therefore there is a need for additional volunteers. 8. P-card for Meridian events. Ĵý Falls need, what about Pocatello? Jessy asked for P-cards for SC members. She will send out an email about it. Jena suggested that Marci Miller in Meridian may need a P-card based on previous conversations with Marci. Committee Updates: 1. Executive a. Estimating this years spending before we spend it through the use of a staff council budget. b. Approved new tablecloths for Meridian and Ĵý Falls. We will evaluate one for Pocatello later in the year. 2. Election Committee 3. Event & Marketing- Staff Council Tailgate Amy talked about the planned SC tailgate at one of the football home games, November 11th Jena asked about a Veterans Day activity on Veterans Day, November 11th 4. Employee Recognition- Jessy 5. Professional Development 6. Communications 7. Child Scholarship 8. Retiree Recognition 9. Budget Advisory Group Theresa is on the budget advisory committee 10. Commencement 11. Equity & Inclusion Veronica & Whitney are working together but there hasnt been a meeting yet. 12. Electronic & IT 13. Be A Bengal 14. University Library 15. Student Conduct Terra stated that there werent any events last year. 16. Employee Engagement 17. Facilities 18. Professional Policies Theresa stated that the committee hasnt done anything yet. Theresa thinks that the committee could assist with the bylaws committee. 19. Faculty Senate Veronica & Jena working together on the committee and there hasnt been a meeting yet. 20. Faculty Professional Policy 21. Sustainability Staff Council Questions for Kevin August 15, 2023 1. When will program health/prioritization be factored into budget optimization efforts? a. Goal is 2024-2025 to link budget model and prioritization. Jen Steel will know more of the details. Moving toward alignment. Jen will be here next meeting for more information. 2. Can we expect furloughs in the near future? a. No. 3. In the case of determining critical hires, who ultimately gets to make that decision? Is it a committee? One or more AVPs? Regardless of who it is, is there a standardized process for doing so? a. Ultimately, its Admin Council - Kevin and his direct reports (VP + General Council, CIO, Athletics, COS) i. VP or direct report over that area will bring the hires to the Admin Council for discussion and approval ii. All positions, all funds, all departments go through Admin Council iii. One position was told no, one was told to wait 90 days b. Kevins email announcing the pause simply states ...we will develop and implement processes to allow leadership to review and make decisions related to critical hiring and salary actions. (emphasis added) i. If a position has multiple levels of leadership in its chain of command, can any person in that chain of command reject the hire? (A concern is a low-level leader makes a decision, but gets to attribute it to a high-level hiring pause; or vice versalow levels of leadership might advocate for a position, but an AVP kills it.) Perhaps both scenarios are allowed, but will who did what be a matter of record/transparent? Resource page: /hr/fy2024-hiring-pause/ 4. What would you like to see the Staff Council accomplish this year that we have perhaps overlooked in past years? What do you see us doing right that we should amp up? a. Doing great! Keep up doing what we are doing and maybe do more with the budget. 5. Is it possible for staff to hold performance evaluations for supervisors? Or a formal opportunity for employees to provide feedback to supervisors in a safe place? a. Working on how to do that. Starting in Academic Affairs to roll out a concept similar to a 360 survey. Currently a workload issue and working to build it into a performance evaluation in a fair way. b. Disgruntled person vs. systematic issue 6. As we work to provide staff with an updated list of resources on behalf of the University, how can we encourage a culture of utilizing the Bengal Wellness program? Ensuring all employees (even those in essential positions can take advantage of their 1 hour a week wellness benefit). a. Creating a culture where its encouraged rather than Im too busy or I have to get this done, I cant b. I believe that, taking time for mental health and wellness, work-related time is worth it. I hope everybody takes advantage, I would love it if we did it. We mandated, but like in the friendly kind of ending. 7. Open Questions: Marty explained that he is project manager for Meridian and Ĵý Falls and stated that he noticed an inequity between the two campuses. Meridian is thriving and it seems like Ĵý Falls has fallen to the wayside. He wanted to know if the Ĵý Falls campus will be build up again. a. Yes, you are correct. The short answer, yes. I have never been shy. Unfortunately, if I talk about my failures as much as my successes. One of the failures is that we neglected Ĵý Falls in a lot of ways. And that is not okay. The good news is that we have a plan now. It starts with Darren conducting a SWOT in Ĵý Falls. b. Kevin talked about what has been happening and what will be happening in future. He talked about Ricks College, BYU-I, and CEI and the effect they had on the IF campus. c. IF campus is not going away, we have to reinvest in Ĵý Falls success. Veronica asked, a previous employer that I worked with had something called an emergency fund for employees; if somebody had in a family emergency that they needed funding for, like go to somebodys funeral, or, you know, an important car repair they needed, or something that is a family emergency that wrecks their health and well-being. Is this something that could/should be discussed at the presidential level or with Human Resources? a. Kevin suggested to start the conversation with HR and see what ISU currently does or doesnt do. The concept is a good one. We could not fund that out of our state funds. We would have to find a different way of funding something like this. Kevin talked about the raise of cost for the employee meal plan that was brought up during Leadership Council. He then talked about a donation opportunity they had at his last organization. Employees could donate money to supplement meal prices for lower income employees. Lisa asked/talked about Chartwells affiliation with ISU. Kevin answered Lisas questions. The employee meal plan is not part of the food contract between ISU and Chartwells. 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