Administrative Advisor Council Meeting Minutes

September 13, 2016

  1. The meeting was called to order at 2:10 p.m.
  1. The minutes from the August meeting were approved.
  1. Team Descriptions and Sign-up Sheets– Sign-up sheets were sent to council members prior to the meeting, along with the agenda. Members discussed each committee, its primary function, and spoke about the anticipated time-commitment each would require.
  1. Community Breakfast – Bobby Collins has been on the committee for five years. Traditionally, the breakfast is held in the spring. We have secured a date for 2017 – it’s March 23rd. With this event, it’s always best to plan ahead. We’re hoping information about the upcoming event will be included in official USF communications. This is not a free event. The committee wants to secure a relevant, diverse speaker. Normally, the committee considers three finalists and picks the one they believe is best suited for the event. Chris Akin stated that Dr. Visot has offered the assistance of USF BOT members in helping to secure a speaker. Sometimes, it’s not always prudent to consider politicians, as their schedules are often hectic and there’s the potential for last minute cancellations. We do not try to make a profit – it’s a ‘break-even’ event. Bobby and Marsha have met with catering personnel. The committee needs volunteers to check-in attendees and possibly work with centerpieces for the tables. It does not involve an extreme commitment of your time. There were 2 – 3 group meetings last year prior to the event. The council does donate $50.00 to a foundation account of the speaker’s choosing. If you have suggestions about speakers, please feel free to email Bobby Collins, Marsha Pesch, or Lady Washington.
  2. Week of Welcome – Chris Akin spoke about the committee. The event occurs twice each year – the first week of January and the first week of August – when students are returning to campus. This is a service project and we have two locations this year. There’s not a ton of work on this committee. Most of the work involves providing directions to students. Physical plant assists with setting up for us, and emails are sent to employees asking them to man the stations. It’s fairly popular and definitely very appreciated. The committee does look at trends. For example, last time there was very little going on at the BSN location. Most of the students were upper classmen and they knew where to go. So, this location was shut down.
  3. Constituents – Ken Short discussed the assignment of constituents to council members. After the elections are held, members are assigned constituents. There are approximately 2600 employees in the administrative pay plan. Ken stated that he tries to keep members with constituents in their college/division when possible. He runs a query that assigns the constituents. All members should have received their constituent lists. When new employees are hired, they’re generally added to the President or Vice President’s constituent list. If a member of the council leaves, their constituents are reassigned. Working on this committee is not a huge commitment of time.
  4. Web & Portal – We maintain an internal and external site along with a SharePoint page. The internal information would include member bios, bylaws, photos from events, etc. It’s not difficult work, but it does take time. The public site might require more skill, per Chris Akin, but it will be moved to the university’s web content site – and once it’s there, anyone should be able to make updates. With SharePoint, all members should have access. Renna Reddick stated she met with Pete D’Addio, who heads the committee, and he also mentioned the new web content system. The council may want to consider a Facebook site. For the time being, updates to the web will be minimal.
  5. Elections – Ken Short stated it’s a standard process. We solicit for candidates to run and obtain their bios. Julia Myers created the ballot. Three or four members are sufficient for this committee. There are 1 – 2 meetings before the cycle begins – to set the dates for the election, etc.
  6. Luncheons/Special Projects – This is a small committee. Terrie Wade has been providing leadership. The first luncheon with the President was in August. Names are submitted to the group for consideration. The lunch is informal and President Genshaft shares information. The committee communicates with Johnny Prugh on the schedule. This does not involve a lot of time. Members recommend individuals to be considered for the lunch. Normally, we ask that the person be below the Director level – so individuals who might not normally be afforded this opportunity are considered. At the last luncheon, the President spoke about getting students more engaged. The upcoming changes to the FLSA were also discussed. The committee would also handle the ‘Meet Your Council Member’ event. We don’t have this event each year.
  7. Speakers –This committee secures and confirms speakers and any AV needs. Sometimes, it’s structured. We also have individuals that normally speak to the council annually – such as Mark Walsh (on the legislative updates). Generally, we alternate months when we have speakers. The members of the council also proposed that it’d be a good idea for members to speak, as we often do not know what’s happening in other departments/colleges across campus and at the regional campuses. The committee also arranges for the council to meet at one of the regional campuses each year. Any member can email speaker names/suggestions to members of this committee or the officers of the council. Suggestions can also be brought up during council meetings as issues from the floor. We’ll try to include speaker information in the monthly meetings.
  1. Commitment Letters – Members were asked to sign their commitment letters and give those to Regina Brown.
  1. Budget Update – Fair Vickers discussed the types of funds we receive and what they can generally be used for. She also provided updated balances on the funds. We have $478.23 in the new foundation fund; E&G - $553.00; Carry Forward – 0 balance; Concession - $900; Auxiliary - $2,869 (we will verify this balance); Aramark in-kind - $1,050 new allocation. It was noted that with some funds, you cannot carry forward the balance – you either use them or lose them.
  1. Issues from the Floor
  1. FLSA – Personnel have been asking for updates on the upcoming FLSA changes that will be effective 12/1/16. Beverly Daly stated that HR is working on the issue and that colleges will be making decisions about personnel who would be impacted. It’s likely that benefits will not change for these individuals, though some may begin completing timesheets and tracking their leave a little differently than they had in the past. It is not anticipated that they’ll accrue less annual leave.
  2. Lady Washington spoke with the Staff Senate about Homecoming and the events that will be occurring. Homecoming week is from October 3 – 8th. On the 7th, there is a Parade Watch that begins at 6:45. If you can assist with the AAC/Staff Senate parade location, please arrive early to help set up. We have a table reserved and will be passing out candy and beads. This is something the Special Projects Team could handle going forward. Additional information will be sent out before the parade.
  1. The meeting was adjourned at 3:15 p.m.

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