Staff Council

Meeting Minutes

15 October 2015

In attendance:

Athletics – Danielle Dillahey; Commandant of Cadets – Kevin Dougherty, Orlando Garcia, Shelton Milner; Communications & Marketing – n/a; Finance – Lauren Merriken; Operations – Hillary Becker, Allison Bringardner, Paul Cantrell, Mary Game, Jonathan Lewellyn, Mark Magnussen, Scott Monnier, Beau Quarles, Jonathan Lewellyn, Scott Monnier, Skipper Ott, Beau Quarles, Dana Richardson Tonie Velie; Institutional Advancement – n/a; President – Ashley Witherspoon; Provost – Margaret Gannon, Deborah Howard, Kelley Kinney, Lisa Lugo, Ruby Murray, Lauren Smalls; Guests – Kim Black, School of Business; Ned Driscoll, Facilities & Engineering, Electrical shop.

Excused Absence:

Athletics – n/a; Commandant of Cadets – Eileen Quinn; Communications & Marketing – n/a; Finance – n/a; Operations – Jay Beam; Institutional Advancement – n/a; Provost – Courtney McAllister

Unexcused Absence:

Athletics – n/a; Commandant of Cadets – Tom Harris; Communications & Marketing – Sam McAdams; Finance – Debi Barrineau; Operations – n/a; Institutional Advancement – n/a; President – n/a; Provost – n/a

I. Call to Order

The meeting was called to order by Staff Council Chairman Beau Quarles at 9:35 AM.

II. Review and Approval of the 10 September 2015 Minutes

Shelton Milner stated that she had sent the September minutes to all on Staff Council but she knows that many mistakes were made in those minutes. She asked that everyone review the minutes she sent out last evening and make her aware of any needed additions or corrections. After discussion, Beau Quarles stated that voting on the 10 September minutes would be tabled until the 19 November meeting.

III. Chairman’s Monthly Report – Staff Council Chairman Beau Quarles reminded the group that with former SC Vice-President vacating his position, a new VP must be chosen. Mr. Quarles nominated Scott Monnier from F&E to fill the position. Discussion ensued. Hilary Becker made the motion to accept Mr. Monnier as the new VP of SC. Tom Harris seconded the motion. Scott Monnier is not the new VP for SC.

In the last meeting there was discussion of bringing on a treasurer for SC. This person would oversee the budget and expenses of SC. But, to do this, adding a treasurer to the executive committee will need to be added to the SC Policies & Procedures. Hilary Becker made the motion to make the needed changes. Tom Harris seconded the motion. It was then determined that the addition of a treasurer to SC would be added to the SC policies & Procedures.

IV. Committee Reports

A. Benefits & Welfare. Tom Harris. COL Tom Harris was not in attendance today but those on the committee stated that there was not report as they have not met in the last month.

B. Communications. Margaret Gannon. Ms. Gannon stated that with Jon Cole no longer on SC or on our campus that the Communication committee is in need of someone to work on the SC website. . This job would include making updates regularly, posting meeting minutes and a variety of other duties. She noted that someone with website experience would be ideal. Ashley Witherspoon agreed to take the job of maintaining SC’s website. She and Ms. Gannon agreed to meet to discuss it further.

C. Community Service. Paul Cantrell. Mr. Cantrell stated that four (4) people attended the Adopt A Highway trash pickup of Hagood Avenue on 10 September. He noted that it was very disappointing that no one on SC or on campus has interest. Discussion ensued. It was suggested that there be more and better advertising of the event across campus and encourage everyone to take part. It was questioned that if the event was held earlier in the day that more could potentially attend. It was pointed out the many employees leave around that time for a variety of reasons. The idea of a different time of day will be looked into. As this is a “change of venue” for employees, they are still working but in a different location.

Elections. Ruby Murray. Ms. Murray stated that she and Ms. Milner had begun discussing what needs to be done to hold this year’s elections. Ms. Milner had collected a list of all staff employees and from HR to determine first, how many people are in each area and second, to see who is eligible to vote. According to SC’s Policies & Procedures, Section II. Organization and Functions: Part A. Representation – 1) Eligible voting members of the Council will be covered full-time and covered part-time classified employees, with no less than 12 months employment at The Citadel, including athletic coaches on the staff, chosen and appointed under the following criteria (neither the President, VPs, nor Deans are eligible for membership). The 12 month employment requirement may be waived on an individual basis by a majority vote of the Executive Committee. There must be no less than half of the Staff Council members present at a meeting to have a quorum. 2) Members who are on 9/10 month contracts and thus not present for the summer would be eligible to serve on staff council. 3) Representation on the Council will be based on a 1:15 ratio of eligible employee positions within each constituent area (see Appendix B). The member numbers will be computed at least every year, prior to new member elections. 4) Constituent areas with a remainder more than 10 eligible employee positions over each 1:15 increment will be allowed one more representative, in accordance with the following table:

- For the 2015 elections the number of representatives per area is changing in some areas. See box below. The areas have not changed but the number of representatives in three of these areas has.

- Campus organizational chart can be found at this link. http://www.citadel.edu/root/images/Human_resources/org_chart.pdf

- There are more employees in each area but only employees who are fill-time or covered part-time employees are eligible to run. The employees who are ineligible to run for SC are: college work study, hourly temporary, student temporary and administrator staff who serve as campus president, vice-presidents or academic deans.

# changes for the 2015 election / # eligible employees / # ineligible employees / For 2016 / present
Provost & Dean / 142 / 197 / 9 / 7
Operations & Administration / 118 / 14 / 8 / 12
Finance & Business / 58 / 28 / 4 / 2
Communications & Market / 10 / 3 / 1 / 1
Advancement & TCF / 9 / 1 / 1 / 1
Athletics / 57 / 48 / 4 / 4
Commandant / 75 / 34 / 5 / 5
President, Office of / 10 / 1 / 1 / 1
33 / 33

E. Entertainment. Scott Monnier.

1. Oyster Roast. Mr. Monnier reported that the planned fall oyster roast has been postponed until late January or early February. Due to the 24 inches of rain that fell, all local oyster beds are closed until further notice.

2. EAD. The committee is already working on door prizes for the 2016 EAD. They are also looking at more athletic activities for guests.

3. Recreational sports for staff employees. It has been suggested that SC come up with recreational sports team for our campus. A suggestion was softball. The idea is that teams would need to be decided and then during the week, games could be played at College Park on Fishburne Street. Discussion ensued. It was suggested that the winning team win an award that could be presented at EAD.

4. Walk with a Doc. Thursdays

F. Policies & Procedures. Mark Magnussen. As Mr. Magnussen was unable to attend today’s meeting Beau Quarles, member of the P&P committee, gave the report.

1. Treasurer. He stated that the positon of treasurer must be added to the SC Policies and Procedures before an official vote can be taken.

2. Sergeant at Arms. He recommended that SC have a Sergeant at Arms position for an individual from Public Safety.

V. Unfinished Business

Adopt A Highway. Paul Cantrell announced that the next AAH event will be held on 12 November.

B. Faculty Council. Beau Quarles reminded the group that Faculty Council meetings are open to all to attend. He would also like to see SC representation at these meetings. Their meetings are held ______.

C. Salary Study. Scott Monnier told the group that there are still many questions after SC hosted a Q&A on the most recent salary study. Some questions were not asked in person as it was something they did not want to discuss in public or they had more questions after the meeting. Col. Philipkosky announced that any salary study questions should be directed to him; HR director, Leah Schonfeld or his assistant, Danielle Andrews.

Col. Philipkosky explained that school funding comes from student tuition, the state of SC and a variety of other sources. With this money there is still not enough to meet the amount needed to fulfil all of the needed raises. With the information from said salary study, the first round of raises will go to employees who make less than $25,000 per year. The next round will be to employees who make under $50,000 per year. The last round to get their raises will be those who make less than $100, 000 per year. Raises will be determined by a number of factors including longevity, EPMS ratingsdocumented performance, and the financial feasibility of the college. ______.

He continued by saying that even with the onetime $800 bonus in the 30 October paycheck, raises will be met when the money is available. There are both good and bad reasons that come along with the salary study.

Lastly Col. Philipkosky added that our campus human resources office saved the school $300,000 by doing the salary student in house. HR did an in-house study and paid a consultant was paid $7,500. for the study.

VI. New Business

Campus Housing Committee. Beau Quarles announced that David Preston from the History Department is the chairman of said committee. This committee is presently made up of 10 members from both the academic and staff sides. They are looking into how to best decide on who should and should not live in available campus quarters. With this they will com of with official procedures to distinguish who is eligible, why and how leases are done.

It was then asked if The Citadel should run and maintain the residential properties on campus or should it be privatized? Would a private group be better at residential planning on campus? This could benefit The Citadel

Campus Community Garden. General Connie Book, new provost & dean of The Citadel, suggested a campus community garden for our campus. She asked if she might propose this at a SC meeting. The area suggested was the Congress Street parking lot next to the alumni center. It was then pointed out that that site is where the proposed parking garage will be built. Discussion ensued. The group agreed that this should not be a SC project but that of the campus residents and others who might be interested. Beau Quarles will inform her of our discussion.
Trident United Way. The original deadline of 17 October has been extended. At this time only approximately only 50% of the campus has agreed to participate. Reasons suggested for this are 1) salary study discussions and people not knowing if they can afford to donate; 2) many are unsure if they can donate due to other life occurrences; 3) People are picking and choosing to which groups they want to donate and TUW may not be their choice. Whether their funds go to flood relief or tornado relief, people are deciding to give elsewhere.

It was suggested that TUW should advertise what services they offer might help with the number and amount of donations.
Next year the Vice-President of Finance and his staff will run the TUW fundraising on our campus.

3. It was pointed out that the tri-county area is covered by TUW. This includes Charleston, Berkeley and Dorchester counties. The local chapter is called the Tri-county Trident United Way

VII. Open Discussion

Wounded Warriors on campus. Col Philipkosky announced that this Friday, 16 October the Wounded Warrior Project will have a group of wounded military personnel riding through The Citadel campus between 0800-0900 - 0930. They will enter through Summerall gate, round the parade deck and exit through Lesesne gate. The group will include bicycles, support vehicles, & police escorts. This year the ride will begin at Hampton Park which will make our campus an appropriate starting point. He asked that members go back to their areas and ask employees to be on the sidewalk to wish the participants well, show respect and cheer them on.
Campus Blood Drives. Guest Ned Driscoll explained to SC that any Citadel employee is allowed to donate blood while they are on the clock. According to the campus policies, employees are given 2 hours to make blood donation. He then told the group that the American Red Cross will move Citadel employees to the front of the donation line so that they can get in and out in less time.
Staff athletics. Ashley Witherspoon presented the idea of dividing staff into different teams to play a sport of choice. Team would be chosen and there will be a winner awarded at potentially EAD.

VIII. Adjournment

The motion to end the meeting was made. All present agreed. With nothing further to be discussed, the meeting was adjourned at 10:45 AM

Respectfully Submitted by:

Shelton Milner

Staff Council, Secretary

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